Site rules
Contractors and exhibitors are required to work in adherence to the latest version of the AEV E-Guide August 2023 at all times.
Click to download: https://tinyurl.com/bdhxxj28
The Construction Management and Design (CDM) regulations were updated in August 2023 and now apply to the events industry. All contractors must be compliant and confirm that staff on site have been inducted for this venue. In summary, each exhibition stand must submit a risk assessment. A method statement, construction phase/stand plan should also be submitted where relevant. Please see the link below for clarification on roles and responsibilities and templates including method statements, risk assessments, and construction phase plans: https://www.cdm4events.org.uk/exhibitors
Exhibitor portal
Please find link below to your dedicated exhibitor portal. You may use the following information in your exhibitor road map:
Exhibitor portal: https://www.tictelford.com/baa-2024/
Dedicated exhibitor email addresses for any queries: nathan.fishburn@stagecraftuk.com or info@stagecraftuk.com
Build up
Build-up Times: Wednesday 20 November.
Space only exhibitors and their contractors: 06:00 – 20:00, Exhibitors with shell scheme stand: 14:00-20:00.
The last unloading slot is from 19:00.
Process: Space only stand builds and stand construction organised by individuals are allowed at TIC. Precautions must be taken during the build process to ensure safety to all contractors, staff, and organisers within the halls at this time, and must be built safely and according to RAMS and method statements using fire-safe products. Adequate precautions must be taken to protect the fabric of the building during construction and dismantling. Please design any stands with accessibility in mind. For more guidance on complex structures, please refer to The E-Guide.
Breakdown
Breakdown Times:Friday 22 November
Space only – 14.10 – 22:00 Shell scheme – 14.10 – 22:00
Process: No persons under the age of 16 are permitted in the exhibition Halls during these periods.
No vehicles will be allowed to load / unload or enter / exit the venue until authorised by a member of the venue security team. No large items i.e.pop-up stands or trolleys may be taken through any of the main public entrances.All equipment must exit the building via the fire exit doors/ roller doors at the rear and side of the halls. Stands must not be broken down until all public are clear from the hall. Fire doors/ roller doors at the side and rear of the halls will not be opened until the venue security team are happy that the area is clear of general public, and the Event Manager gives approval to do so. Site During all event builds and breakdowns ALL staff, organisers, exhibitors, and contractors are required to wear hi-vis clothing.
Hi-vis vests are available to purchase from TIC reception, however it is advisable to bring your own. All hi-vis must comply with BSEN471 and must be orange or yellow.
It is advisable to wear safety shoes within the CDM site. Fire routes must be kept clear from obstruction at all times. No hot works can take place without a hot works permit being issued.
Site traffic rules
Loading/unloading during events
- Report to the Gate House on arrival and follow instructions and directions given by Security Personnel.
Exhibitors will be entering via Gate B and directed to car park 4 where they can load into hall 1. - Vehicles entering the TIC grounds must conform to speed limits and road signs. Do not park on double yellow lines or hatched areas. Do not park of pavements or pedestrian walkways as this may obstruct pedestrians.
- Slow down when approaching junctions, narrow roadways and in areas of congestion. Avoid obstructing points of access or exit. When a pass system is in operation always display your pass in the vehicle.
A queuing system for loading / unloading on occasions will be in operation. Adhere to times allocated for loading / unloading
given to you by Security personnel If you experience difficulties and cannot complete your loading / unloading on time then please inform a member of Security who may be able to extend your time.
- A ‘One Way’ system on occasions will be in operation. Follow instruction and directions given by Security at this time.
- Once you have unloaded your vehicle you will be directed to a car park. • Request Banksman assistance from Security personnel before reversing your vehicle if over 7.5 tonnes.
- All pedestrians please be aware of vehicles loading and unloading and moving / reversing vehicles including forklifts. Always use designated pedestrian walkways.
- Vehicles parked in unauthorised areas may be removed by TIC.
- Always adhere to the speed limits which are identified on road signage around the site (5mph).
Display your vehicle parking pass – download.
- Please report any dangerous activity to the Duty Manager on 07790 346741 where required.
Internal Vehicle Movement Procedure
- Drivers must follow instructions from TIC Security personnel before entering the hall.
- Dedicated stewards dressed in high visibility clothing will walk in front of vehicles taking drivers to the pre-arranged designated plot within the building.
- All vehicles must display hazard-warning lights during movements and be restricted to a speed not exceeding the walking pace of the steward directing them.
- No more than two moving vehicles will be allowed in any one hall at any time.*
- Drivers must not move vehicles within the halls until a designated Steward is available.
- Reversing is not allowed without a trained Banksman present. This will need to be requested from Security personnel.
- Engines must be switched off once at a standstill. No vehicles can enter the hall during break down until ALL members of the public and children under 16 years have exited from the hall and it is safe to do so.
- Exhibitors wishing to carry their items without bringing vehicles into the hall will be encouraged to do so.
- given to you by Security personnel If you experience difficulties and cannot complete your loading / unloading on time then please inform a member of Security who may be able to extend your time.
- A ‘One Way’ system on occasions will be in operation.Follow instruction and directions given by Security at this time.
- Once you have unloaded your vehicle you will be directed to a car park.
- Request Banksman assistance from Security personnel before reversing your vehicle if over 7.5 tonnes.
- All pedestrians please be aware of vehicles loading and unloading and moving / reversing vehicles including forklifts.Always use designated pedestrian walkways.
- Vehicles parked in unauthorised areas may be removed by TIC.
- Always adhere to the speed limits which are identified on road signage around the site (5mph).
- Please report any dangerous activity to the Duty Manager on 07790 346741 where required.
- Internal Vehicle Movement Procedure
- Drivers must follow instructions from TIC Security personnel before entering the hall.
- Dedicated stewards dressed in high visibility clothing will walk in front of vehicles taking drivers to the pre-arranged designated plot within the building.
- All vehicles must display hazard-warning lights during movements and be restricted to a speed not exceeding the walking pace of the steward directing them.
- No more than two moving vehicles will be allowed in any one hall at any time.*
- Drivers must not move vehicles within the halls until a designated Steward is available.
- Reversing is not allowed without a trained Banksman present. This will need to be requested from Security personnel.
- Engines must be switched off once at a standstill.
- No vehicles can enter the hall during break down until ALL members of the public and children under 16 years have exited from the hall and it is safe to do so.
- Exhibitors wishing to carry their items without bringing vehicles into the hall will be encouraged to do so.
Shell Scheme Stands
Included with stand space:
- Shell scheme
- Name fascia board
- Catering for 1 company representative per 3m² of space booked (additional attendees may be charged per day)
- 1x clothed trestle table & 2 chairs (if you do not require this, please inform Christine Joyce conference@baaudiology.org ASAP)
- Spotlight/s* (spotlights are positioned on the back of the fascia board)
- 500w socket/s* (socket/s are positioned on any perimeter wall panels)
- SHELL SCHEME STANDS
You will find a variety of stand items available to order including furniture, flooring, electrical, audio visual, graphics and shell scheme accessories. Stagecraft can provide a full and comprehensive graphic and print service if required.
Prices include delivery and installation of graphics. All artworks should be sent in high resolution pdf files to ensure the highest quality of printing. Bleed and trim marks are not required.
Files should be CMYK with minimum resolution of 150dpi at final size.
Artwork is preferred at either 50% or 25% scale.
Deadline for ordering: 6 November 2024.
If orders are submitted after this date a late order surcharge will be applied