Exhibition Stand Booking
Confirm your provisional booking
Send us the completed stand booking form within 7 days by email.
What happens next?
Once we have your completed booking form with payment (or a copy of an official purchase order), we will confirm your space allocation and enclose a tax invoice or receipted tax invoice as appropriate.
Online Exhibitor Portal and the exhibition guidelines.
This will include further details and will ask you to submit required information. There will be return deadlines which will be clearly marked on the home page of the website. Your assistance in meeting these deadlines would be appreciated.
Terms and Conditions
If you wish to cancel your exhibition space at the BAA conference you must do so by telephoning +44 (0)1625 290046 or emailing: conference@baaudiology.org
Please note that you must receive an email from the BAA confirming that your exhibition stand has been cancelled.
Exhibition/sponsorship cancellation policy:
- Cancellations received 12 weeks prior to the event will incur a 50% administration fee
- Cancellations received 3 – 12 weeks prior to the event will incur a 75% administration fee
- Cancellations received less than 3 weeks prior to the event will incur a 100% administration fee. Alternatively, you will be provided with the opportunity to transfer 100% of your booking towards the following years conference
Please note, we can only offer this opportunity for cancellations received at least 3 weeks prior to the event.
When booking stand space, it is the responsibility of the exhibitor to ensure that there is adequate and suitable access to all services, including water and waste supply. We strongly recommend a site survey be undertaken if you plan a complex structure.
This is for companies who wish to build their own bespoke stand.
- The minimum size for this method of exhibiting is 15m².
- A scaled (1:200) floorplan and design visuals will need to be provided 6 weeks before the start of build.
PLEASE NOTE that where the space opens onto a common corridor or walkway, the maximum height of any walling built must be no more than 1m.Where the space backs onto another stand, both parties will need to build a dividing wall and each party backing on to another must agree on wall heights.
Upon completion of the booking form, a BAA representative will contact you with additional information on availability of the requested stands. Every effort will be made to accommodate your preferences.
A stand will be held as let for 7 days without a valid booking form. Should you require additional time to finalise your booking, please do let us know by contacting conference@baaudiology.org
When booking stand space, it is the responsibility of the exhibitor to ensure that there is adequate and suitable access to all services, including water and waste supply. We strongly recommend a site survey be undertaken if you plan a complex structure.
Space without shell scheme (space only/self-build)
Full payment of the booked exhibition space and/or sponsorship will need to be made within 30 days of invoicing or prior to the conference, whichever is sooner. Failure to pay for your stand or sponsorship will result in your company being refused entry to the event.
The online exhibitor portal will allow exhibitors to order the necessary facilities. The portal will also include additional logistical information with regards to electricity, waste and water supply.
The online exhibitor portal opens end of April 2024
All exhibiting companies will be asked to complete a risk assessment in relation to the event as a whole. Space only/self-build only stands (contractors) will be asked to submit an additional risk assessment in relation to the build.
We encourage all exhibitors to fully cover themselves against any risk related to their participation in the BAA 2024 exhibition.
We encourage all exhibitors to carefully read BAA’s Privacy Policy here. Please note that in the case of shell-scheme stands, BAA might need to communicate your details to the exhibition services company in order to ensure smooth delivery of exhibition services.
Further details will be sent to exhibiting companies, together with information on the exhibition portal.
The exhibition will be open on both days with extensive exhibition viewing times.
Set up
Wednesday 20th November 2024
Space only exhibitors and their contractors: . . . . . . . . . . . . . . . . . . . 07:00 – 20:00
Exhibitors with shell scheme stand: . . . . . . . . .14:00 – 20:00
Day one of conference
Thursday 21 November 2024
Hall opens for exhibitors: . . . . . . . . . . . . . . . . . . .. . . . . . 07:30
Exhibition opens: . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . 08:30
Exhibition closes: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17:30
Day two of conference
Friday 22 November 2024
Exhibition opens: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 08:30
Exhibition closes: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14:30
Breakdown
Friday 22 November 2024
Shell scheme: . . . . . . . . . . . . . . . . . . . . . . . . . . .14:30 – 20:00
Contractors: . . . . . . . . . . . . . . . . . . . . . . . . . . . .14:30 – 20:00
All exhibitors must have cleared the premises by 20:00 on 22 November.