EXHIBITOR MANUAL CRE National 2021 Sandown Park, Esher, Surrey 12-14 October 2021 - Christian Resources Exhibition
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EXHIBITOR MANUAL Contains your must-read exhibiting information CRE National 2021 Sandown Park, Esher, Surrey 12-14 October 2021
Welcome to CRE - Nothing beats being together again After 18 months in which public exhibitions have not been permitted, we’re delighted to be able to welcome you back to CRE National at Sandown Park. If this is your first time as an exhibitor we offer you a special welcome and look forward to meeting you in person at the exhibition. Keeping you safe We have an enviable track record of running exhibitions smoothly and efficiently over the past four decades, but in this ‘unprecedented’ year we are also planning to include social distancing measures to ensure exhibitors, visitors and staff are in an especially safe environment. By October social distancing may not be required but practical logistics dictate that some measures have to be built in at the planning stage and can’t be introduced a week beforehand. We have, therefore, spread the exhibition over two floors (the lower Esher Hall and Surrey Hall) to create wider aisles and reduce the chance of crowded areas. Exhibitors effected by this change have already been notified but if you wish to view the latest floorplan, and see where your stand is located, please get in touch by email: sales@creonline.co.uk The registration area has been moved to the foyer of the Esher Hall – to ensure that both halls receive a good flow of visitor traffic throughout the day. Other measures such as one-way systems, protective screens at registration, hand sanitisers and socially-distanced seminar rooms may be introduced, according to government guidelines at the time. The CRE team are available to assist you in any way possible, so please do not hesitate to contact us if you have any questions. We very much look forward to our reunion in October at Sandown Park! Steve and Allison Jenny Gloria Carol James Brett 1
Key contacts for organiser, venue and official contractors ORGANISERS VENUE Christian Resources Exhibitions Ltd Sandown Park, 1 and 2 Ellison’s Cottages, Portsmouth Road Crank Road, Esher St Helens, Surrey KT10 9AJ Merseyside WA11 7RQ T: 01372 464348 T: 0161 240 4500 E: sales@creonline.co.uk ELECTRICAL CONTRACTOR FURNITURE HIRE Richard Norman Electrics Ltd. Inspire Furniture Hire Ltd T: 01483 233900 T: 01675 482917 E: office@rne.co.uk E: sales@inspirehire.co.uk W: www.inspirehire.co.uk AUDIO VISUAL HIRE STANDFITTERS B+H Sound AIMEXE LTD T: 01733 371250 T: 01395 274234 E: jo.coe@bhsound.co.uk E: info@aimexe.co.uk SIGNS & GRAPHICS EXHIBITOR BADGES & VISITOR Creative Solutions DATA Jonas Event Technology T: 01297 630130 E: sales@creative-solutions-direct.co.uk T: 01865 893560 E: hello@jonas.events INSURANCE PERFORMING RIGHTS SOCIETY Hiscox T: 08000 684828 T: 01892 511500 E: musiclicence@prs.co.uk EXHIBITION HANDBOOK IT/Wi-Fi SERVICES Christian Resources Exhibitions Ltd Sandown Park T: 0161 240 4500 E: claire.andrews@thejockeyclub.co.uk E: sales@creonline.co.uk NB - This manual is also available to download online from https://creonline.co.uk/exhibitor-information/ 2
Action Check List ACTION CONTRACTOR DEADLINE Book accommodation See info: Accommodation ASAP Send complimentary tickets to Obtain your unique URL from ASAP database CRE Book insurance cover Hiscox ASAP Performing Rights Licence Performing Right Society ASAP Tell us about new items and all CRE - Steve Goddard Continually - the earlier your news steve@creonline.co.uk the better the chance your story will be used. CRE News Handbook advert artwork deadline CRE - see Appendix 1 30 July 2021 Request Fascia Board wording CRE - see Appendix 1 6 Sep 2021 Order lighting/power points Richard Norman Electrics 5 Oct 2021 - see Appendix 3 Order changes to stand build AIMEXE - see Appendix 4 20 Sep 2021 Hire furniture Inspire Furniture 20 Sep 2021 Hire AV equipment B+H Sound - see Appendix 7 20 Sep 2021 Book visitor data capture scanner Jonas Event Technology 20 Sep 2021 Purchase signs/graphics Creative Solutions 20 Sep 2021 Order internet/phone lines Sandown Park - see Appendix 2 27 Sep 2021 Complete Risk Assessment form CRE - see Appendix 1 27 Sep 2021 Print exhibitor badges Jonas Event Technology 11 Oct 2021 Exhibition Timetable Exhibition build-up - Monday 11 October 2021 from 8.00am-8.00pm Please note that exhibition stands must be set up by 8.00pm on 11 October Access for exhibitors during open days • Tuesday 12 October 2021 8.00am— 6.00pm • Wednesday 13 October 2021 8.00am— 6.00pm • Thursday 14 October 2021 8.00am— 8.00pm It is requested that your stand is manned from 10 minutes prior to the exhibition opening right until it closes each day. Exhibition - visitor opening times • Tuesday 12 October 2021 10.00am— 5.00pm • Wednesday 13 October 2021 10.00am— 5.00pm • Thursday 14 October 2021 10.00am— 4.30pm Exhibition break-down - Thursday 14 October • 4.30pm - Exhibitors can start to pack away their stand items • 5.30pm - The stand fitters will start to break down the stands Exhibitors are required not to pack their stand items away until after the exhibition closes at 4.30pm. To do so is discourteous to our visitors and in breach of health and safety regulations and your CRE contractual agreement. 3
Your A-Z of exhibiting at CRE Accommodation your invitees. There is a variety of local accommodation available in the area, all of which are easily You can also get money back on your stand found on the internet. fee by joining our popular Pound a Person scheme. More info available on request. Car parking Deliveries to stands All exhibitors require a parking pass which is Large deliveries should take place whilst the attached to the end of this manual. exhibition is closed to the public, for safety It needs to be displayed in your vehicle at all reasons, so please arrange these to come on times. The pass enables you to park in the build-up day or before 9:45am on open days. exhibitor car park close to the hall. Small deliveries can be made at any time throughout the day. NB: The exhibitor car park will be closed Postal deliveries should be clearly marked and during the hours that the exhibition is addressed to: open to the public. If you are likely to need to move your vehicle during those hours please park in the visitor car park at the YOUR NAME, ORGANISATION AND STAND front of the building, which is also free of NUMBER charge. Christian Resources Exhibition, Organisers’ Office, DO NOT drive vehicles on the grass at the Sandown Park, Portsmouth Road, venue. Esher, Surrey KT10 9AJ Complimentary tickets CRE staff will endeavour to notify you of arrival We encourage you to invite your customers/ of your goods but you will need to collect them supporters to the exhibition for free (on day from the office. CRE will not be responsible for price of entry £8). Your unique URL link will be emailed to you so that you can forward it to any missing items. Electrics lights centrally located on the roof of the stand, Your stand does not include any power or light light battening must be ordered from the stand fittings. The electrical contractor is Richard fitters. Norman Electrics and this contractor must be used for all electrical requirements on your The electric boxes are sometimes fitted within stand. the stand area, if you have any issues please contact Richard Norman Electrics direct. The Electrics Order form is Appendix 2 at the end of this manual. Please note that after the deadline date (5 October) a surcharge will be implemented for late orders. Socket use guidelines. Detailed below are guidelines for single socket loading. It is important you order the correct Please be aware that: size load for your power requirements as • Exhibitor appliance flexes must not exceed alterations will be subject to additional charges. two metres. Extension leads on cable reels are unacceptable. 500 watt (2 amps) Suitable for TV/video, • Each appliance must have its own plug top computer, office equipment, portable phone, 5x and been recently PAT tested. clients own clip-on spotlights* • The only adaptor acceptable is a four-way dura block style, it must be fused and only 2 3000 watts (13 amps) Suitable for kettle, amps (500w) max can be drawn. percolator, water boiler • Exhibitors with their own lighting rigs are *clip-on lighting is defined as lighting specially only allowed 1,200 watts, i.e. ten spotlights per designed to clip to a modular display unit. circuit. • The venue’s electrical inspector reserves the All lights are attached behind the fascia panel right to disconnect a stand should he consider it unless otherwise requested. If you wish to have unsafe. 4
Data capture • Surrey Hall — The Main food Court will be Data capture scanners can be hired from Jonas open from 9.00am each day Event Technology • Brasserie Bar (back of Surrey Hall) — will Please find further information and prices serve a variety of food from 10.00am daily at https://eventdata.uk/Scanner/ • Esher Hall Bar — will serve a variety of food CRENational2021.aspx from 10.00am daily • There will also be an Exhibitors’ lounge on open days Exhibitor badges • All food outlets will close each day shortly All stand personnel must be registered and have before the exhibition closes. an official named exhibitor pass/badge, this will provide access to the exhibition hall, as well as Jockey club Catering offers an extensive on- identification for visitors. stand food delivery service. To view their order form enquire with CRE. Please print your free badges https://eventdata.uk/Exhibitor/ Furniture hire CRENational2021.aspx Inspire Furniture Hire are the nominated contractor for furniture hire. If you wish to hire any furniture please visit their web site Staff/volunteers working on your stand must www.inspirehire.co.uk wear their badges at all times and they will be required for entry into the exhibition. NB: CRE DO NOT provide any furniture items. All items need to be either ordered through Inspire or by your own arrangements. If you forget to print your badge prior to the exhibition opening, please collect one at the front desk. Handbook A handbook is given to all visitors to the exhibition outlining what’s on and who is Fire safety at the exhibition exhibiting. Every exhibitor booked in before The exhibition will be inspected by local Safety the deadline is entitled to a free entry in the and Fire Officers. If these officers are not handbook. For this event the handbook is being satisfied they will not allow the exhibition to designed in-house, so the form for submitting open. It is therefore important that we draw your entry along with your prefered products your attention to certain points: and services category is Appendix 1 at the end • All table covering must be non-flammable of this manual. • All gangways must be kept clear— please ensure that your display does not protrude in Health and safety—risk assessment any way outside your stand area. As Exhibition Organisers we have a statutory requirement to undertake a risk assessment to • Do not store empty boxes on or behind identify any possible hazards. stands. Store them in your vehicle or dispose of them in the bins provided. Exhibitors must carry out their own risk assessment for their stand to ensure it complies • Ensure that you have declared any use of with Health and Safety requirements. flammable liquids (e.g. fuel, helium gas etc) on Please complete the risk assessment form found your risk assessment with methods to minimise at the end of this document and return it to any fire hazard. Jenny@CREonline.co.uk, by 27 September 2021. Please be aware of the following areas of First aid importance for build-up and breakdown: There will be First Aid personnel on duty • No person under the age of 16 should be on throughout the exhibition. If you require first aid the premises during build-up or breakdown assistance, or need to report an incident, please • Aisles should be kept as accessible as go to the Organisers’ Office. Sandown Park has possible an onsite first aid room which is located in the • Please adhere to the Fire and Electrical centre of the Surrey Hall. safety items in this manual • Please report any potential hazards to the Food Organisers’ Office Build up day Monday 11th October: Costa • Please be cautious of pedestrians when Coffee will be open from 9:00am until 5.00pm manoeuvring your vehicles in the loading areas Exhibition Open days — Tuesday, Wednesday and Thursday 12th — 14th October: • Please do not break your stand until the exhibition has closed at 4.30pm Thursday 5
Insurance During the exhibition the office will be staffed at Insurance of everything on an exhibitor’s stand all times. is the exhibitor’s responsibility. A welcome pack and copy of the exhibition handbook will be placed on your stand during set up day. Noise levels Please be mindful of other exhibitors and keep the volume from your stand down. The use Performing Rights Society of headphones for videos / music is strongly If you play music from your stand, even for recommended. demonstration purposes, or show a music video, you legally require a Performing Right Society Licence. Licences can be obtained for Organisers’ office the duration of the exhibition from Performing The Organisers’ office is located adjacent to Rights Society Ltd. Costa in the Surrey Hall. CRE staff will be on hand throughout the set-up T: 0800 0684828 E: musiclicence@prs.co.uk to answer any of your questions or deal with any issues that may arise. Stands Fascia boards Our stand contractors are AIMEXE Ltd Each stand has a fascia board which is 300mm deep, finished in royal blue fabric. Fascia thickness = 38mm Shell-scheme stands The stand walls consist of 1m and 1/2 m panels which are 2.44 m high, covered with grey, Fascia boards will contain the CRE logo, stand Velcro compatible (flame retardant) fabric. No. and company/organisation name. Unless 38mm diameter aluminium uprights are used informed otherwise the name on your facia to support the system on open ends and island board will be the name on your stand booking stands. form — Please use Appendix 1 to specify the wording for your fascia board. Panel thickness = 50mm Please remember that all corner sites will be open at the side as well as the front. Space only stands Exhibitors booking a space only stand with a NB: The length of your back and side walls will construction of over 4m must submit plans be 50mm less than the given distance due to to CRE at least six weeks in advance of the thickness of the panels and fascia board. i.e. exhibition. a 3x2 metre stand will actually have a walled display area of 2950mm by 1950mm. Carpets Stands will NOT be carpeted as standard. The halls have a vinyl floor covering, so carpets are not neccesary, but should you require carpet this can be ordered using the Appendix 3 form. Additional items If you require any additional fitting such as shelving or counters, please use the form (Appendix 3) and send to AIMEXE. 6
PR we recommend a hard wired connection Our media consultant Dave Hall is covering all or dedicated wi-fi as the most secure and aspects of CRE PR, along with CRE MD Steve reliable source of internet. These can be Goddard. If you have any news items or special ordered from and installed by the venue launches that you would like to promote at CRE (see appendix 6.) please contact Dave (cre.davehall@gmail.com) or Steve (steve@creonline.co.uk) as soon as Travel to Sandown Park possible. T: 0161 250 2701 or 07745 388599 or Travelling by Train 07930 198209. Trains to Esher station for Sandown park run Dave Hall will manage the press office at the from London Waterloo and Clapham Junction exhibition, next to the organisers’ office. approximately every 20 minutes and the journey time is 25 minutes. Security CRE Shuttle bus will be available from outside Security will be operational throughout the the station each day from 9:30am - 5:30pm exhibition on a 24 hour basis by Sandown Park’s during the exhibition. own security staff. Esher station is approximately 10 minutes flat To assist with this security can you make sure walk from the main entrance. Visitors should you: turn let our of the station onto Station Road • Wear your exhibitor passes/badges at all then right at the T junction to join Portsmouth times. Road (A307). The entrance to Sandown Park is on the right hand side. • Remove any valuables, such as laptops or money, form your stand at the end of each For all National Rail enquiries please call 08457 day. 484950 or visit www.nationalrail.co.uk • Staff your stand at all times. • Leave the hall promptly, by 6.00pm, each Travelling by Road evening so that the building may be fully From London, take the A3 and follow the brown secured. Electricity to the stands will also be venue signs to Sandown Park. turned off at this time. From the M25, exit at Junction 10 and follow the A3 towards London; exit onto the A307 and follow the brown venue signs. Signs & graphics The CRE exhibition car park is on the Creative Solutions are able to provide custom Portsmouth Road, off the A307 Esher High made signs and graphics, logos and banners etc. Street, directly in front of the main entrance. For more information: SAT-Nav. If you are using a Sat-Nav to aid your T: 01297 630130 journey the postcode that you need to use is: E: sales@creative-solutions-direct.co.uk KT10 9AJ Smoking Essential forms There is a non-smoking policy inside all halls at The following forms can be found attached to Sandown Park. this manual: • Appendix 1 - Handbook entries/Categories request form Telephones and wi-fi Free Wi-Fi access will be available at Sandown • Appendix 2 - Electrics order form Park. • Appendix 3 - Stand - additional requirements NB: The wireless network is not secure and the form Sandown Park do not provide any virus scanning • Appendix 4 - Risk Assessment form or firewall facilities. • Appendix 5 - AV hire form Whilst the Free Wi-Fi service is suitable • Appendix 6 - Phone line /broadband form for sending emails, simple web browsing • Appendix 7 - Car parking pass and accessing social networks, if you are an exhibitor who requires a stable IT connection as an integral part of your stand, and your equipment supports it, We wish you a successful and fruitful exhibition 7 The CRE Team
Appendix 1 - Handbook entries/Categories request form CRE National 2021 Exhibition handbook and resources guide Our exhibition handbook has traditionally been given away only to visitors who attend the event. However, during the Covid-19 CRE News - Spring 2021 Resources Guide lockdown, when we were unable to hold physical events, we posted out Your products and services guide an exhibition handbook/ resources from the Christian Resources Exhibition guide free to 15,000 local church leaders and officers. The feedback from this was extremely positive, both from recipients of the handbook and advertisers. Therefore, for CRE National 2021, while the handbook will as usual be given free to visitors, it will also be mailed out free to another 15,000 local church leaders and officers in early Discover: September, a month before the • Church Digital event – serving as a timely reminder • Church Worshipful to potential visitors. Called CRE News • Church Resilient it will have the dual purpose of being • Church Universal the CRE National 2021 handbook • Church Creative as well as an informative guide to • Church Together resources generally. • Church Gen Z As an exhibitor your FREE listing in this Exhibition Handbook edition will therefore reach even more people than usual. We also encourage Autumn 2021 you to take an enhanced logo in it (NB the final cover may differ from the illustration shown) (£95) and/or a paid advert for even greater impact. To book your advert contact Carol on 0161 250 2467 E: carol @creonline. co.uk or James on 0161 250 2306 E: james@creonline.co.uk. CRE National 2021 Exhibition handbook and resources guide Please complete the form overleaf showing the contact information you wish to have listed in the handbook. NB there will be no 50-word entries this time, just your essential contact details. Because the handbook will be mailed out in advance of the exhibition, the deadline for the inclusion of your contact details is 19th July 2021. Exhibitors who book stands after this date will be listed in a supplementary handout given to visitors at the event. If this form is not completed in time we will use the contact details supplied with the booking contract or found on your website. There are also advertising opportunities for the handbook starting at £300 Please contact sales@creonline.co.uk for a rate card
Appendix 1 - Handbook entries/Categories request form Please send your completed form to jenny@creonline.co.uk by 19 July 2021 Basic entry FREE of Charge Enhanced entry to include logo £95.00 Please select one of the above options. Payment for enhanced profiles will be by invoice Details to be included in FREE handbook entry Organisation Name Address Postcode Telephone Email Web Products and services categories As trialled in the two editions mailed out during lockdown, we have greatly simplified this section. You now need only to select the ONE prefered category that you wish to be listed under from the list below. • Bibles/Books/Publishing • Gifts • Careers • International Ministry • Children/Youth/Schools/Families • Marketing/Promotion • Church Building • Mission/Missional Resources • Church Supplies • Pastoral/Care/Prayer • Conferences/Holidays/Travel/Events • Technology/IT • Evangelism/Community/Social Concern • Theology and Education • Financial/Legal/Administration • Transport • Furniture • Worship/Music/Arts/Broadcasting Your product and services category (choose one only): Fascia Board Wording All stands will have a fascia board above the stand mounted on the shell scheme, (unless you have specifically request NOT to have one - e.g. on space only stands.) Your stand number and organisation name will be shown on the fascia board to help visitors find you. Please indicate below the actual wording to be used for your organisation name. (If not completed we will use the name as shown on your booking contract) signature date NB. Also available online as a PDF form https://creonline.co.uk/exhibitor-information/
Appendix 2 - Electrics order form - part A Richard office@rne.co.uk Chapel Farm, Guildford Road NORMAN Normandy, Surrey, GU3 2AU Sandown Exhibition Lighting Contractors 01483 233900 12 – 14th October 2021 th Item for Hire Cost Before Cost After Quantity Total 5th Oct 2021 6th Oct 2021 Inc VAT Inc VAT Power (Square 3 Pin) 2 Amp Socket £88.80 £106.56 No Adaptors 13 Amp Socket £169.20 £203.04 Large Supplies P.O.A. Spot Lighting Standard LED Spot £46.80 £56.16 Concord Babystar LED £48.00 £57.60 Extended Arm Spot £58.80 £70.56 Track Lighting 1M Track with 3 X LED Spots £128.40 £154.08 2M Track with 6 X LED Spots £201.60 £241.92 Flood Lighting Halogen Sunflood LED £84.60 £101.52 Fluorescent Lighting 1.5m Length 60W £66.00 £79.20 1.8m Length 100W £75.60 £90.72 Exhibitors Own Track Connection Up To 800W £98.40 £118.08 Equipment Testing and Compulsory charge £14.40 £14.40 1 £14.40 Inspection Total Please complete this form and stand plan details and email to office@rne.co.uk or post to the address above with FULL PAYMENT. Stand No. Tel No. Email: Company Name: Address: Please supply electrical installation as indicated. I have read and accept the conditions overleaf for the supply of fittings and electrical current. Contact Name Signature Payment methods - UK Bank Cheque In £ Sterling payable to Richard Norman Electrics Ltd, Credit/Debit Card or Transfer to Natwest, 151 High Street, Guildford, GU1 3AH. Sort Code - 60 09 21 Account No. – 03490246. Please quote exhibition and stand number as a reference. Thank you. Card Number Expiry Date 3 Digit Security Code NB. Also available online as a PDF form https://creonline.co.uk/exhibitor-information/
Appendix 2 - Electrics order form -part B
Appendix 3 Stand - additional requirements form - part A NB. Also available online as a PDF form https://creonline.co.uk/exhibitor-information/
Appendix 3 Stand - additional requirements form - part B
Appendix 4 - Exhibitor risk assessment form Christian Resources Exhibition - CRE National 2021 Compulsory Risk Assessment Form Every exhibitor, contractor, supplier and agent must comply with the Health & Safety at Work Act 1974 and its subordinate legislation. Every exhibitor accepts that it is their legal and moral relationship to ensure that their own and others’ health & safety is not put at risk by their actions (or in-actions) throughout the exhibition. Please undertake your own risk assessment below. Sign, counter-sign and return to Jenny Brygan by 27 Sep 2021 at the latest. email jenny@creonline.co.uk (or post to CRE Ltd, 1&2 Ellison’s Cottages, Crank Road, St Helens, Merseyside WA11 7RQ) Exhibiting Organisation Name Name of Assessor Stand No. Position in Organisation Organisation Address Phone no. Email Severity (S) Likelihood (L) Risk Factor (R) (R = S x L) 1 Negligible - all in a day’s work 1 Improbable 9 Hazard must be avoided VERY HIGH Hazard Description People at Risk Assessment Control Measures Action/Comments of Risk S L R e.g. Display stands • Our team 3 2 6 Team to ensure all We have an exhibition tool falling down, not being • Other exhibitors construction of stands are kit with additional materials set up or taken down double checked. Tie backs such as velcro and tie backs • General public safely. and weights used to minimise to call upon during build up possibilty of collapse. (Continue on separate sheet if required.) Signed by .................................................................................................................. Date.................................. Position in organisation.................................................................................................................................................. Counter-signed by .................................................................................................... Date.................................. Position in organisation................................................................................................................................................. Reviewed by (CRE)................................................................................................ Date.................................. NB This form is also available online as a WORD document from https://creonline.co.uk/exhibitor-information/
Appendix 5 - AV hire form
Appendix 6 - Sandown Park Telecommunications request form Telecommunications request If you wish to hire a telephone/cabled internet for your event, please complete this form, no later than 2 weeks before the first day of your event, and return it either by post or email. If you are paying by cheque, please mark your envelope “Telecoms Installation” and include this form in your envelope, they should be sent to Sandown Park Racecourse, Portsmouth Road, Esher, Surrey, KT10 9AJ. CRE National 2021 12-14 October 2021 return form to claire.andrews@thejockeyclub.co.uk
Appendix 7 - Car parking pass EXHIBITOR CAR PARK PASS (Please complete this form and display it in the windscreen of your vehicle) Organisation Stand Number Contact mobile number NB: For security reasons, the exhibitor car park will be closed during the hours that the exhibition is open to the public. If you are likely to need to move your vehicle during those hours please park in the visitor car park at the front of the building.
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