Exhibition Stand Bookings
Please find the relevant dates and deadlines for stand bookings below:
BAUS 2018 - Sales Plan 21.05.18.PDF
BAUS 2018 - Rigging.pdf
BAUS 2018 Exhibition listing.pdf
Please read the following documents carefully before submitting your application:
Meeting and Event Guidelines.pdf
Exhibition Terms and Conditions.pdf
Exhibition Rules and Regulations.pdf
The stand application form link will be live at 11:00 on 7 December:
STAND APPLICATION FORM
We will contact you to confirm your stand booking as soon as possible. If you have not heard from us within 48 hours then please contact the BAUS Office.
Exhibition Information
Venue
The British Association of Urological Surgeons Annual Meeting in 2018 will be held at The BT Convention Centre Kings Dock, Liverpool Waterfront, L3 4FP. The exhibition will be held in Hall 2.
Applications
Applications are invited for exhibition space at the Meeting venue. Please complete the Stand Application Form and ensure that you read the Terms and Conditions, Rules and Regulations and Meeting and Event Guidelines carefully. Your application submission means you agree to and will comply with the Terms and Conditions, Rules and Regulations and Meeting and Event Guidelines.
Exhibitors’ Unloading & Parking
Full details of access to The BT Convention Centre for unloading and information on parking facilities will be included on the Exhibitor Manual which will be available in early March, following payment of invoices for exhibition space.
Timetable for the Exhibition
The provisional timetable for the exhibition will be as follows: (Final details will be published on the Exhibitor Manual).
Setting Up
Saturday 23 June 09:00 – 21:00
Sunday 24 June 08:00 – 21:00 (14;00-21:00 for schell scheme exhibitors)
Monday 25 June 07:00 – 07:30 (for final dressing and preparation ONLY)
Exhibition Open
Monday 25 June 08:00 – 18:00
Tuesday 26 June 08:00 – 18:00
Wednesday 27 June 08:00 – 14:15
Breakdown
Wednesday 27 June 14:45 – 20:00
Social Events and Catering
We are planning to host a Welcome Reception on Monday evening, we very much hope you will want to participate in the and are keen that any events you may be planning for the week do not take place during the Reception (provisional end time 20:00) – not least as we are sure you will wish to join us – and we would therefore ask you to plan around it.
Tuesday night will be free to enable exhibitors to stage their own events and the core conference hours are stated in the Meeting and Events Guidelines document, which should guide you when making your arrangements.
Complimentary tea and coffee will be available in the exhibition hall. Other food and beverages will be available for purchase.
We ask you to please serve alcohol responsibly from your stand and suggest that you refrain from giving out alcohol before 1600.
Exhibitors should note that Heathcotes are the “tied contractor” of the Venue for the provision of food and beverages on exhibition stands. They reserve the right to make “corkage” charges on any food and drink brought into the exhibition, not supplied by themselves.
Purchase of Stand Space
Subject to approval, by the BAUS Office, the cost of all stands includes the basic shell scheme package (see Section on ‘Shell Scheme Stands’). If you do not require the shell scheme package please indicate on the booking form that you wish to book a Space Only stand.
The costs of stand space at BAUS 2018 will be £280.00 or £290.00 per square metre (plus VAT at the prevailing rate) and this applies to both shell scheme and space only stands.
The following stands will be charged at £290.00 plus VAT: 404, 406, 407, 408, 412, 500, 502, 504, 506, 510, 512, 514, 516, 606, 608, 610, 612, 614.
All other stands will be charged at £280.00 plus VAT.
Stand numbers 314, 316, 322, 400, 402, 404, 406, 407, 410, 412, 414, 416, 500, 502, 504, 506, 510, 512, 514, 516, 520, 522, 602, 604, 606, 608, 610, 612, 614, 616, 618, 620, 712, 716, 720 may NOT be booked in multiples or combined to make larger stands.
The stand fee includes the following:
Shell Scheme Stands
• Stand shell scheme
• Fascia with name panel and stand number
• Carpet
• One twin power point (rated at 5 amps) and three spotlights, per 9 square metres
• Stand carpet cleaning
• On site, 24 hour security
• Entry in the Exhibition Guide
Free-Build (Space Only) Stands
· Exhibitors and their contractors will be responsible for providing walls between stands on shared sites, such walls being dressed on the rear side
· Where exhibitors wish to lay their own carpet a raised platform will need to be provided to cover the permanently carpeted hall
Electrical power supply must be ordered on the appropriate form in the Exhibitor Manual
· Stand carpet cleaning
· On site 24 hour security
· Entry in the Exhibition Guide
Those purchasing space on this basis should observe the following guidelines:
a. The floor of Hall 2 at the BT Convention Centre is permanently carpeted. Space-only stands wishing to install their own carpet will be required to lay a raised platform before doing so.
b. No display, stand fitting or exhibit shall exceed the wall height of 4 metres. No uninterrupted walls of more than 3 metres in length may be built along gangways. Solid runs of walling should take up no more than 50% of any open side. Smaller structures (e.g. towers and features) no higher than 4 metres will be considered pending sight of stand plans
c. Space-only contractors will be allowed into the Exhibition Hall from 09:00 on Saturday 23 June. Construction must be finished by 21:00 on Sunday 24 June.
d. A detailed programme for the breakdown of the exhibition will be included in the Exhibitor Manual, a further copy of which will be delivered to all exhibition stands during the exhibition. All construction materials and waste must be removed from the hall by 21:00 on Wednesday 27 June.
e. Exhibitors not adhering to hall layout plans and building regulations will have their stands dismantled without consultation and taken back to recognised stand limit.
Payment
Stands are allocated, where possible, on a ‘First Come, First Served’ basis, using each company’s order of preference. If none of the six choices specified on the Application Form are available, BAUS will contact the company to discuss other options for a suitable alternative.
An invoice will be sent upon receipt of a completed booking form and allocation of your stand. Full payment will be due 90 days from date of invoice.
Please note that full payment for stands booked after 1 March 2018 will be due 14 days from the date of invoice. If you wish to discuss payment arrangements then please contact the BAUS office - Tel: +44 (0) 20 7869 6950
Payments may be made by cheque, debit/credit card (American Express, Mastercard, Visa and Maestro only), or bank transfer.
If you wish to pay by bank transfer, please quote ‘BAUS Exhibition 2018’ and give the name of your company when making your remittance to the BAUS bank account. Any charges incurred on a BACS, IBAN or similar electronic transaction must be met, in full, by the company making the payment.
Details of the BAUS bank account are in the covering letter to the brochure.
Purchase Order
If a purchase order number needs to be quoted on any correspondence this must be included on your application form.
Health and Safety
Anyone wishing to gain access to the Exhibition area during the build and strike of the Exhibition shall be required to wear high visibility workwear, which exhibiting companies are required to provide to their stand personnel and advise their Sub Contractors of this regulation.
Annual Meeting Registration
Companies will be issued the following badges:
0-9 sqm - 2 x exhibitor passes and 1 x delegate pass for exhibitors
10-18 sqm – 4 x exhibition passes and 1 x delegate pass for exhibitors
19-36 sqm – 6 x exhibition passes and 2 x delegate passes for exhibitors
37+ sqm – 8 x exhibition passes and 2 x delegate passes for exhibitors
Exhibition passes are for access to the exhibition hall only, no access to conference sessions. If exhibitors require additional exhibition passes, these can be purchased at £20 per pass.
Delegate passes for exhibitors are for access to the exhibition hall and the conference sessions, these can be purchased for £250 per pass.
Personnel from companies that do not have an exhibition stand are not permitted to attend the exhibition or conference sessions.
Accommodation
Block bookings of hotel rooms have been made with local hotels. All bookings must be made online through Marketing Liverpool. Access to this service will be available in early 2018.
Site Visit
If you wish to visit The BT Convention Centre in advance of the meeting please contact the BAUS Events Team at events@baus.org.uk
Exhibitor Manual
On payment of the invoice for the stand space, a user name and password will be issued to exhibitors enabling access to the online Exhibitor Manual (available from March) from which all support services may be ordered at the costs stated.
