East London UCAS Exhibitor Pack

EVENT LOCATION INFORMATION

Location

EXHIBITING AT

EVENT: East London

DATE: 6th-7th June 2023

OPENING TIMES: 9.30am – 2.30pm

VENUE: University of East London

Docklands Campus

SportsDock Arenas

University Way

London

E16 2RD

EVENT INFORMATION

ACCESSIBILITY

Please visit our website for our all our accessibility information.

ACCOMMODATION

Please find below details of hotels in the vicinity of the venue:

Hotel Novotel London Excel

Premier Inn London Docklands Excel

Hotel ibis London Excel Docklands

Please note that these hotels are just a guide for exhibitors and are not recommended by UCAS.

CAR PARKING

Parking for exhibitors will be available on campus, in the Residential car park (first left after the barriers), on a first-come, first-served basis.

You will need to print the exhibitor parking permit, and display this on your dashboard.

There will be no charge for parking, However, parking will be limited, and on a first-come, first-served basis.

There are a few car parks nearby accessible by public transport:

Gallions Reach Shopping Park (Free) - E6 7ER

Asda Beckton Superstore (Free) - E6 5JP

EVENT INFORMATION

CATERING

Complimentary tea, coffee, and water will be provided for exhibitors in the exhibitor lounge, and food will be available to purchase from one of the marked catering points inside the SportsDock.

FIRST AID

Designated first aid staff will be on hand at the venue for the duration of the event. If a first aider is required, please alert an event staff, security officer, or SportsDock reception.

INTERNET

Free Wi-Fi is available across the campus via The Cloud.

SCANNING

To take advantage of lead scanning at this event, you need to download the Smartlead UCAS and have purchased scanning for the UCAS/Discovery events. You will need a license code per device per event which are assigned to you when you purchase the scanning. Make sure your staff at the event have been provided with the license codes.

You will find a guide to setting up your device and how to manage your data in the Exhibitor zone [link] along with a Scanning Instructions document that you can share with your staff attending the event. Hard copies are also provided on your stand.

A member of the UCAS team will be on hand at the exhibitor/scanner help desk [not sure what this is called] to support you at the event or you can call 01242 544808 or email events@ucas.ac.uk.

RISK ASSESSMENTS

All exhibitors need to provide a risk assessment for your stand build and any activities that will be happening on your stand. Please send this through to Emily Bibby e.bibby@ucas.ac.uk least 4 weeks before the exhibition date. The event organiser has completed a risk assessment for the event.

LOGISTICS

SCHEDULE: Please check and edit timings

BUILD DAY: (Monday 5th June 2023)

08:00 – 15:00 Event set up – deliveries can be made during this time

15:00 – 18:00 Exhibitor/contractor access.

EVENT DAY: (Tuesday 6th June 2023)

08:00 – 09:15 Exhibitor access.

09:30 – 14:30 Exhibition open – trolleys will not be allowed on the exhibition floor once the exhibition has opened to the public.

14:30 – 15:30 Stand replenishment.

EVENT DAY 2 (Wednesday 7th June 2023)

08:00 – 09:15 Exhibitor access.

09:30 – 14:30 Exhibition open – trolleys will not be allowed on the exhibition floor once the exhibition has opened to the public.

14:30 – 16:30 Exhibitor/contractor breakdown.

16:30 event breakdown

LOGISTICS

ARRIVAL

On arrival, please make your way to the SportsDock. Event staff will be able to guide you around the campus throughout the day.

To gain entry to the venue, exhibitor lanyards must be worn at all times. Your lanyard will be ready to collect when you arrive, from registration desk in Sports Dock Foyer.

To gain entry to the venue, you must register details of who will be attending before the event, through your ENet account – instructions on how to do this will be emailed to the lead booker.

BUILD-UP

Build-up times:

Monday 5th June, 15.00 – 18.00

Tuesday 6th June, 08.00 – 09.15

Exhibitors can drop off materials on Monday 5th June at the entrance to sports arena 2. The postcode for the SportsDock is E16 2RD, and upon arrival you will be directed to the drop off area. Once you have dropped off your items you must move your car to the main car park.

LOGISTICS

BREAKDOWN

Breakdown time: Wednesday 7th June, 14.30 – 16.30

Please note, trolleys are not provided, and will not be allowed on the hall floor once the exhibition has opened.

Exhibitors must remain on their stands, and not start dismantling them until the exhibition is clear of visitors. We anticipate this to be 5 to 10 minutes after the exhibition closes, at 14:30 on 7th June. To help facilitate this, and ensure health and safety is maintained, the loading doors will stay closed until the venue is clear of visitors.

DELIVERIES

Exhibitor name

Stand number

East London UCAS

University of East London SportsDock

Docklands Campus

University Way London E16 2RD

Deliveries can be made from Monday 6th June between 15:00-18:00. Any deliveries made before this time will not be accepted by the venue and returned to the sender. They should be sent to the University of East London’ SportsDock, and be clearly labelled with your organisations full name, your stand number, and venue address

If you are expecting goods to be delivered by courier, please make sure they are aware of the dates of the event, and venue opening times. All deliveries not clearly addressed, or those which arrive prior to the stated time, are likely to be lost or returned to the sender.

LOGISTICS

ORGANISERS

The organisers and event staff can be found at the exhibitor helpdesk located in arena 1.

If you need to contact us prior to the event please contact Laura Parker, l.parker@uel.ac.uk

STORAGE

Storage will be provided in arena 2. Items left in this area will be at your own risk and we can’t take responsibility to lost or damaged items.

Trolleys are not provided at the venue, so please bring your own if you need one to deliver goods to your stand.

Trolleys are only permitted on the exhibition floor outside event opening hours, for the safety of visitors.

CONTACT DETAILS

UCAS Events Team

E: events@ucas.ac.uk

T: 01242 544 808

Onsite general enquiries:

Look out for event ambassadors wearing coloured t-shirts, they can offer advice and answer any questions. Please familiarise yourself with the onsite organisers office at each event for any questions you have or help you need

Tuesday 6 June: 10:30 - 12:30

Tuesday 6 June: 11:30 - 13:30

Tuesday 6 June: 12:30 - 14:30

UCAS Discovery East London

Assessor

Name: Laura Parker

Signature: L.Parker

Date: 22/03/23

Monitored by: Laura Parker

Signature: L.Parker

Date: 22/03/23

Event details

Event East London UCAS Exhibition

Address University of East London, Docklands Campus

Sports Dock University Way London E16 2RD

Dates (to include build day) 5th/6th/7th June 2023

Fire Exhibitors, contractors, visitors, venue staff, organiser staff, student helpers

3 6

 The floor plan has been designed to maximise aisle widths (a minimum of 2.5 meters wide) to avoid overcrowding.

 Suitable space around the stands and feature areas, which will be monitored, by floor managers and organisers.

 Exhibitors to ensure that staff manning the stands keep within their stand to avoid bottle necking in aisles.

 Organisers to reinforce this with any exhibitor deemed to be carrying out interactions away from their allocated stand space.

 Organisers to schedule arrivals in line with venue capacities, and monitor arrivals with help from the venue, to prevent overcrowding. Coach arrival schedule also to be used if appropriate

 Appropriate staffing to be put in place by organisers, to manage the flow of visitors through the venue. All staff to be visibly identifiable.

 Organisers to monitor the exhibition area.

 Exhibitors to notify organisers should their stand, or the immediate locality of their stand, become overcrowded.

 All to obey instructions given by the organiser, venue staff or sub-contractor used, to help control traffic and pedestrian flows.

3 4 12

 Fire exits to be kept clear of obstructions.

 Fire extinguishers to be available in the venue.

 Ensure all waste is collected and stored correctly.

 Exhibitors to ensure all waste and flammable waste material is removed from stand area. Exhibitors will use designated smoking areas.

Evacuation Exhibitors, contractors, visitors, venue staff, organiser staff, student helpers

3 3 9  Venue to ensure fire prevention detection and alarm systems are adequate for the venue and have been checked and maintained in efficient working order.

 Organisers and venue to ensure the current number of exits from the venue are adequate.

 Floor plan submitted to venue in advance of the event for approval.

 Evacuation plan to be known by organisers and communicated to student helpers, exhibitors and contractors.

 Organisers to provide contractors, exhibitors and visitors with relevant evacuation procedure documentation, including fire assembly point.

 Exhibitors should ensure they are aware of the nearest emergency exit and keep all exits clear of obstructions at all times.

 Contractors, exhibitors and visitors to ensure they are aware of evacuation procedures, read all relevant documentation provided, and follow all instructions given if needed to evacuate.

 Ensure all gangways and emergency exits are kept clear.

 All emergency exits maintained and kept clear for the duration of the event.

 Exhibitors should not block aisles or public areas, including during build-up and breakdown periods, and ensure that stand displays are kept within the allocated stand space.

 Organisers to ensure PA system can be heard clearly in all public areas, where possible.

 If any evacuation announcements cannot be heard over the atmospheric noise, then security staff are to go into the halls to evacuate people.

Slips / trips and falls Exhibitors, contractors, visitors, venue staff, organiser staff, student helpers

3 3 9  Exhibitors should ensure that all boxes are appropriately stacked within the allocated stand space.

 UCAS to remind exhibitors via email of the Exhibitor Terms and Conditions, highlighting that exhibitors should keep their displays within their allocated stand.

 Organisers to check all exhibitor stands are appropriate and do not pose a trip hazard, before the event opens.

 Exhibitors should request that all empty, flat-packed, and broken boxes are removed from their stand by the event staff.

 Organisers and exhibitors to ensure empty boxes are cleared from stand, with assistance from student helpers. Organisers and exhibitors to ensure no trailing cables in stand area, or in adjoining pedestrian walkways.

Working at height Exhibitors, contractors, venue and UCAS staff

3 3 9  Maximum height build of 4m.

 All work to be carried out from a stable support – either ladder or scaffold – with suitable warning signs and barriers as necessary.

 Exhibitors to ensure all staff required to work at height are suitably trained.

 Suitable personal protective equipment (PPE) clothing and footwear to be worn.

Stands falling over Public and exhibitors 3 2 6  All exhibitors to ensure their stands are safe and secure, and report any problems to the organiser.

 Any exhibitors with complex stands to submit their own risk assessment to UCAS Events.

 Organisers will ask any stand deemed unsafe to be removed, or will work with the exhibitor to secure the stand.

Special structure: platforms/marquees etc.

Exhibitors and venue staff

3 3 9  Special structure plans submitted and checked by the venue six weeks in advance of the event.

 Maximum height build of 4m.

Power tools and heat sources

Contractors 3 3 9  Only the appointed qualified contractor supplied by venue or organiser to use lifting equipment.

 Power tools used by contractors have the minimum length of trailing leads and protection mechanically and visually from any damage. Such equipment is never to be left unattended with the power supply switched on.

 Appropriate signage and warning lights used, where necessary.

6  All catering facilities and staffing provided by venue, and therefore at the control of venue.

 Reputable and known concessions units only.

 Hygiene regulations to be followed rigidly.

 Catering company to employ suitable and trained staff.

 Catering staff to ensure all spills are cleaned immediately.

 Exhibitors to agree to a risk assessment as part of their booking, and supply additional information where appropriate.

 Only experienced, reliable and approved contractors used.

 Organiser to be informed of any particular hazards arising prior to, and during the exhibition.

 Basic checks made on contractor and exhibitor risk assessments.

 Contractors are the specific responsibility of the hiring company, i.e. the exhibitor.

 Exhibitors are responsible to ensure that their contractors use appropriate equipment, and are competent to do so.

 Estimated staffing number of contractors is two.

 All exhibitors and contractors wishing to work late must request permission from the organiser prior to the event, to enable security, first aid, electricity and lighting to be arranged for the halls or particular stands.

 Each contracting firm must have a qualified first aider on their staff, covering crew staying late. The contractor must also supply the name of the person in charge and a contact number.

 No helium balloons allowed in the venue.

Electricity: connections, and power to stands etc.

Exhibitors

 Exhibitors to only use electrical supplies/sockets supplied by the event organisers, or those that have been supplied by sub-contractors appointed by the organiser.

 The organiser’s appointed contractor will install power supplies on all stands, where needed. Exhibitors are not allowed to do their own wiring, due to potential substandard and dangerous installations being energised.

 Exhibitors to ensure equipment is used safely and for the purpose for which it was designed.

 Exhibitors should ensure no sockets or connections are overloaded in their stand area, and, if in doubt, should seek approval from the event organiser.

 All electronic portable appliances brought to site by exhibitors should bear a valid PAT test certificate.

 Ensure all electrical risks are controlled, and a member of staff from the electrical contractor is onsite at all times.

 Only experienced, reliable and approved contractors used.

 All orders for electricity must be placed before the deadline, where applicable.