BabyExpo Berkshire
November 29 2014
at Rivermead Leisure Complex, Reading
EXHIBITOR HANDBOOK
www.babyexpobabyshow.co.uk
We are delighted that you have chosen to join us in November for BabyExpo Berkshire (BEB) at Rivermead Leisure Complex, Richfield Avenue, Reading, Berkshire RG1 8EQ - the South-East Region’s Biggest & Brightest Babyshow and Family Fun Day.
We would like to take this opportunity to thank our Headline Sponsors Swimkidz & Bright Horizons.
Please note while every effort has been made to ensure the information within is complete and accurate, amends and adjustments may be made to the content between now and the Show. By participating in the Show you agree to accept all the terms and conditions and rules and regulations within and online.
We have put together an event welcoming national brands alongside many exciting and innovative new products for this blossoming market. Rivermead Leisure Complex is a very prominent venue with family-friendly facilities and ample visitor and exhibitor parking, as well as easy loading and unloading options. We are working very closely with the venue team to ensure all visitor and exhibitor requirements are met on the day. Once again we are making a very nominal entrance charge. This is to hopefully avoid any overcrowding issues and the proceeds will go to supporting the presence of our nominated charities. We are forwarding ‘free ticket’ links to all exhibitors, sponsors and supporters. There will be appropriate catering, very good coffee and lots of fun activities to ensure parents and children are keen to attend and to stay. The date has been specially selected to avoid school holidays and other key events taking place in the area and the sector at this time.
What next?
Our aim is to make your experience at BEB as easy as possible. This handbook has been designed with this aim in mind. By taking the time now to read it your journey to BEB should be smooth and trouble free. Please note if deadlines are missed, contractors may be forced to levy a surcharge on services and you could miss out on important press and promotional opportunities. If however you need further advice regarding any element of your participation, please don’t hesitate to contact us and we will do all we can to assist.
Finally….thank you and...... we look forward to meeting you in November!
Clare WingfieldDirector
01276 252600 / 07590 924265
Mel Wink
Sales Manager
07730 094 670
Email: - /
Web: -www.babyexpobabyshow.co.uk
General Exhibitor Information
HOW TO GET TO BABYEXPO BERKSHIRE 2014
Rivermead Leisure Complex, Richfield Avenue, Reading, Berkshire, RG1 8EQ - Rivermead Leisure Complex is situated on the banks of the River Thames in Reading. The complex is easily accessible from the centre of Reading, the M4, A33 and A4. The mainline train station is a ten minute walk away. See www.nationrail.co.uk or www.traveline.info for full transport options. See below for full directions or plan your route using the AA route planner.
Directions to the venue
By Train
From London to Reading: trains run from London Paddington to Reading at least every 15 minutes throughout the day and late into the night. The journey takes just 25 minutes if you take a direct train.
From Oxford to Reading: trains run every 15-30 minutes and the journey takes 30 minutes.
From Newbury to Reading: trains run every 15 minutes and the journey takes 20-30 minutes.
By Car
From the West
Leave the M4 at junction 12 and follow the A4 into the centre of Reading. You will reach a main roundabout (Reading Police station will be directly opposite), take the first exit signposted for Caversham, and from there onwards follow the signs for Rivermead.
From the East
Leave the M4 at junction 10 and follow the A329(M) towards Reading. You will enter Reading via the Kings Road. Follow the signs for Reading Station until you pick up signs for Rivermead. The Complex is well signposted from the Centre of Reading and is approximately 15 minutes from the M4 junction.
Official Hotel
Crowne Plaza Reading, Richfield Avenue, Reading RG1 8BD
The red-brick Crowne Plaza Reading Hotel overlooks a peaceful stretch of the River Thames and is a 7 minute walk from Rivermead Leisure Centre and a 15 minute walk from Reading town centre.
The hotel offers air-conditioned rooms, free on-site car parking and complimentary Wi-Fi. There is a 2AA Rosette restaurant as well as a health club and spa. The rooms each have an LCD satellite TV, tea/coffee making facilities and a mini bar. Click here to visit the website.
We have negotiated a special BabyExpo VIP Rate - just call +44 (0) 1189 259988 and ask for the BabyExpo Advance Purchase Room Rate of £72 excluding breakfast (usual rate £95) or £87 including breakfast (usual rate £110). Please note that this rate is subject to availability.
Other local options are:
· Premier Inn, Reading (Caversham Bridge)
· Hilton, Reading
EVENT SCHEDULE
Build-up
/ Friday 28 November 201419:00 hours – 20:30 hours
Saturday 29 November 2014
07:30 hours – 10:00 hours
Baby Expo Berkshire Show Times
/ Saturday 29 November 201410:30 hours – 16:30 hours
Break-down / Saturday 29 November 2014
16:30 hours – 18:30 hours
Access and Parking
Access to the site during build-up is very straightforward. When you arrive at Rivermead please show your Exhibitor Car Park Pass and you will be directed to the unloading areas. Exhibitors can unload at the door closest to their stand. Please make sure you are aware of your stand number. Signage will assist with this. Once exhibitors have unloaded, vehicles should be swiftly moved to the exhibitor parking area.
PLEASE NOTE THE FOLLOWING IN RESPECT OF ACCESS TIMES:
- RIVERMEAD CLOSES AT 21:00 SO IF YOU ARE SETTING UP ON FRIDAY PLEASE CAN YOU LEAVE PROMPTLY AT 20:30.
- FOR HEALTH AND SAFETY REASONS, ACCESS TO EXHIBITOR DROP OFF WILL BE CLOSED FROM 9.30AM ON NOVEMBER 29. PLEASE ENSURE YOU ARE WITHIN THE COMPOUND BY THIS TIME OTHERWISE YOU MAY HAVE TO UNLOAD FROM THE VISITOR’S PARKING AREA.
Once the show is open you may re-stock from your vehicle but please be aware that vehicles will not be permitted to move into the show area once we are open to the public.
Access, Badges and Passes
Each exhibitor will receive a parking pass to display when you arrive to gain access to the site and the exhibitors’ car park. You can also download this from the Exhibitors Online area at www.babyexpobabyshow.co.uk.
For security purposes and ease of access to and from site, exhibiting stand personnel will be required to wear stick-on passes for the duration of the event including build-up and break down.
These will be given to you upon arrival – please head for the Show Management/Registration area which is immediately to the left as you enter the venue through the Events entrance (next to the BabyExpo banner). Or you can ask a member of the team – just look out for the red or pink aprons!
Publicity
If you need flyers and posters please email as soon as possible. All those exhibitors who requested a pack when booking will be sent one as standard. If you need additional flyers or posters please just let us know.
Please help us raise the profile of the event by mentioning BabyExpo Berkshire in your email sign off, on your website with a link to www.babyexpobabyshow.co.uk within any blogs and via your twitter/facebook following.
You can download the banners (as seen below) and a poster from the website – see
http://www.babyexpobabyshow.co.uk/exhibiting/exhibitors-area-and-qanda/.
Social Media
You can post on our facebook page www.facebook.com/BabyExpoSE and follow us on twitter @babyexpoSE. Our twitter #tag is #babyexpoberks.
We are launching #babyexpohour – a NEW and exciting initiative to shout about all the fantastic things that are happening at BabyExpo Berkshire. All pre-registered BabyExpo Berkshire visitors will be invited to join in and this is a fantastic opportunity for you to engage with them and tell them why they should come and see your stand. Please join us on Twitter between 8-9pm on Monday 10 November and Wednesday 19 November and don’t forget to use #babyexpohour.
Want to contribute to our blog? – please email with your copy and images.
Sponsorship and Promotion
There are some amazing and original sponsorship opportunities at BEB so why not really make an impact with the audience and brand yourself prominently at the show? You will be surprised by the value of our sponsorship, it is not only an extremely successful form of marketing but it is affordable too! There are very limited opportunities remaining from £300 to include:
· Main Stage – branding and exposure on the day from the high profile main stage as well as online
· Baby changing – purpose built area within the main exhibition
· Show Guide
Contact Mel to discuss these opportunities and price options either on 01273 422871 or email or call 07730 094 670
If you need roller banners or materials for your stand you may wish to visit http://www.bannershop.co.uk/cats/roller_banners.htm
The Show Guide – DEADLINE FAST APPROACHING!
The BabyExpo Show Guide will be a colour, glossy A5 publication featuring the exhibitors list, the floor plan and full information on the day’s programme of events.
Over and above your basic listing, the Show Guide will offer a range of cost effective and exciting options to raise your profile to visitors. You can upgrade from as little as £29 + VAT to include your website, email / phone number.
Please contact Mel on 01273 422871 / 07739 094670 or email to discuss the limited opportunities remaining and the prices.
As part of your exhibitor’s package, the Show Guide will automatically include your company name stand number. These details will be as per your booking form and as per the online listing.
PLEASE VIEW YOUR LISTING here - www.babyexpobabyshow.co.uk/exhibitor-list/exhibitor-listberkshire/
NOW.
THE LISTING IN THE SHOW GUIDE WILL BE BASED ON THIS ONLINE ENTRY AND IF YOU HAVE ANY AMENDMENTS PLEASE ADVISE US BY OCT 31 2014.
THE ORGANISERS WILL NOT TAKE RESPONSIBILITY FOR ANY INACCURACIES WITHIN. PLEASE NOTE YOUR ENTRY WILL NOT APPEAR UNLESS FULL STAND PAYMENT HAS BEEN RECEIVED.
Press and PR
Make sure you take advantage of the special press release deal we have negotiated with BabyExpo media supporter kids4media.com for you – for a free trial of this highly effective, user-friendly service just email with the reference 'Expo'. Kids4Media.com is the leading PR resource for this niche sector - connecting journalists, editors, and parent bloggers with businesses and brands operating within the family/parenting/kids arena. Reach out to publications like The Independent, Daily Express, Daily Mail, Prima Baby & Pregnancy, Mother & Baby, This Morning, AOL Parentdish and Gurgle and many more.
Catering
On-site catering will be supplied by the venue - wherever possible we have requested ‘family-friendly’ options which will appeal to parents and children alike.
Official Photographer
Venture Photography of Eton are the Official Photographers for BabyExpo Berkshire 2014 and will be taking photographs of everything that is happening at the show.
Venture Photography is the country’s leading family photography studios where you and your family are treated to an exciting and interactive family portrait experience. The Eton studio was voted ‘Family Portrait Studio of the Year 2010, 2012 & 2013.
Wi-Fi
Wi-Fi access is available from when you arrive onsite. The WiFi code is rivermead12.
Please however DO ensure you set up any technical equipment as soon as possible upon arrival in order that we have ample time to address any issues which may arise. Neither the organisers nor the venue will be held responsible should there be a breakdown in wi-fi supply, power or phone signal.
Cleaning
A full clean and basic stand clean is carried out towards the end of build-up and the public areas will be cleaned throughout the Exhibition open period. Stand cleaning may either be carried out by the Organiser’s official contractor or via arrangement between the Organiser and Rivermead Leisure Complex. Please ensure you do not block aisles or gangways with any rubbish from your stands and dispose of this appropriately well in advance of the show opening and then post show. All onsite rubbish must be disposed of.
Furniture
If you have ordered furniture, a package of a table and 2 chairs will be delivered to your stand in advance of your arrival. The standard trestle table size is approx. 60cm by 1.8 metres. Stands too small to accommodate ‘trestle’ sized tables will be offered alternatives. YOU ARE STRONGLY ADVISED TO BRING YOUR OWN COVER OR CLOTH FOR THE TABLE in keeping with your branding/preferred colours etc. PLEASE NOTE IF YOU HAVE NOT ORDERED FURNITURE THERE WILL NOT BE THE OPTION TO SUPPLY ON THE DAY AS THIS HAS TO BE FREIGHTED IN. THERE ARE NO SPARE TABLES AT THE VENUE.
Forwarding of Information / Goody Bag inserts
Exhibitors taking goody bag inserts should send them to arrive from November 24 arriving no later than November 27. This information should be clearly labelled as below. Neither the venue nor the organisers will be held responsible for the safe arrival of materials. PLEASE ENSURE THEY ARE MARKED CLEARLY WITH YOUR COMPANY NAME AND STAND NUMBER and ‘GOODY BAGS’
BabyExpo - Berkshire Event
c/o Mel Wink
9 Falcon Close
Basingstoke
Hampshire
RG22 5PP
Emergency Procedures
First Aiders will be onsite throughout the day. If you witness a breach of security on the day or an issue of health and safety concern onsite please DO NOT HESITATE to contact the organisers on 07590 924265.
Andy Welch is the venue representative responsible for all H&S matters.
INSURANCE
IMPORTANT NOTICE TO ALL EXHIBITORS - In participating in the event you accept it is your responsibility to ensure you have the necessary insurance. As per your contract / our terms and conditions it is your responsibility to ensure that you are adequately insured and this is especially important if you will be engaged on the day in any activity which could endanger the visiting public or your fellow stand holders for example if you are distributing consumables, have running machinery or functioning equipment on your stand or if you are inviting participation in an activity session/demo.