NUS Trade Show 2016

Thankyou forbooking your Space-OnlystandforNUSTrade Show 2016.Thisdocument includes informationonyour SpaceOnlypackage together withinformationonthe variousdocuments you will needto completepriorto theevent.

Thedeadline forall documentsto besubmittedisFriday29thApril2016.

Contents:

1.0 Your Checklist

2.0 Asa Space OnlyExhibitor

3.1MandatoryForms

3.2HealthSafetyDeclaration

3.3Method Statement

3.4StandPlan

3.5RiskAssessment

3.6BadgeInformation

4.1OptionalForms

4.2Food Sampling

4.3Alcohol Sampling

4.4OntheDay Offers

4.3PPL& PRS Forms

5.1GeneralInformation

5.2Address

5.3Travel

5.4Deliveries

5.5AccessTimes

5.6Parking

5.7ContactDetails

1.0YourChecklist

We want to makeexhibitingaseasyaspossibleandtherefore wehaveput togetherthe following checklist to assist inensuring you havecompletedeverythingthat you needin orderto havea successful show. Thedeadline forall documentsincludingadvertisinglistingsto besubmittedis FridayApril 29th2016.

GeneralShow Essential Forms:

ReservationForm

Thisisamandatoryformand will havebeenemailedto youat timeofbooking.Thisisto reserve yourspace.Yourbookingisnot confirmeduntil wehavereceivedthis form

Healthand SafetyDeclaration

Thisisamandatoryform, foundinsection3.1.

Food SamplingForm

This formisessential forsamplingonthedayandcanbe foundinsection4

AlcoholSamplingForm

This formisessential forsamplingonthedayandcanbe foundinsection4

Specific Stand Mandatory Forms:

StandPlan

Thisismandatoryandneedsto beemailedto:

Risk Assessment

Thisismandatoryandneedsto beemailedto:

MethodStatement Form

Thisismandatoryandneedsto beemailedto:

Online Forms -Advertising:

TradeConferenceandExhibitionGuideListing

A30 wordlistingisincluded withintheprice ofyourstand.Thisisfortheshow guidebookthat is sent to delegatesahead oftheshow. Thereare additional upgrades youcanadd to maximiseyourprofile;detailsof these canbe foundonthereservationform.

Trading DirectoryListing

A50 wordlistingisincluded withintheprice ofyourstand.Thisisanannual listing whichwill appear for12monthsonNUSServicesonlinetradingdirectory.Thereare options foryouto upgrade yourlistinganddetailsofthiscanbe foundonthereservationform.

Advertismentfor theTradeConferenceand ExhibitionGuide

Seesection4.7 formoreinformation.

If you haveanyqueriesregarding yourexhibitionstandoradvertisingpleasecontact:

2.0Space OnlyServices

Asa‘SpaceOnly’exhibitoryou havepurchased spaceonlyexhibitionspace at Exhibition Centre Liverpool, forthisevent therefore youmust supplyeverythingfor yourexhibitionstand.

AdditionalServices

Electricity

Any Electricityforappliancesabovetheabovepowermeasurementsshouldbeordereddirect with Dimension8.Overnight electricityforanyovernightrefrigerationcanalso beorderedat thesame time.Thereisanadditional cost forthese services whichyou will needto paydirectlyto Dimension

8.Toplace yourorder,clickhere.

Password fororderingelectricity:NUSSL2016

Refrigeration

If yourequirerefrigerationpleaseorderdirectlywithourcontactorLoweRefrigeration.Pleasestate thenameofshow,stand number,yourcompany nameand yourstandcontractorso theyare aware ofthebookingdetails.

Tobookcontact:

Pleasenotethereisno facilityforcoldstorage.Ifyou requireovernight refrigerationyouwill need to organisetheearlydeliveryofyourfridgeonWednesdaythe6thofJuly with Lowerefrigeration andarrangetheearlysupplyofelectricity to yourstand.

Fridgesmust beremoved fromtheExhibition Centreon7thofJulyby10pm.

Youmust organisefor your fridgeto becollectedbythistime withLowerefrigeration.Anylate removals will incura finefromthe Exhibition Centre forwhich youwill beliable.

3.0MandatoryForms

As you are aSpaceOnlyexhibitorthe following formsmust becompletedandreturnedto fore Friday29 April 2016. Failureto completethese forms will mean yourexhibitionstandcouldberemoved.

3.1HealthSafetyDeclaration

3.2Method Statement

3.3StandPlan

3.4RiskAssessment

3.5Contractor BadgeInformation

3.1HealthSafetyDeclaration

This formisamandatoryrequirement andmust becompletedbyall exhibitors.

If you haveanyqueriesregardingthis form,pleasecall Jo Heuston on07973108734

1.TheHealthand Safetyat Work Act 1974 (HASAWA74)

It isconditionofentryintotheexhibitionthat everyexhibitor,contractor,sub-contractor,supplier andtheiragentscomplywiththe HASAWA74andall otherlegislationcoveringthe venue.The Exhibitoracceptsthat it istheirlegal andmoralresponsibilityto ensurethat theirownandother’s HealthSafetyisnot putat riskbytheiractions(or‘inactions’)throughout thetenancy.

Exhibitor ……………………………………. …………………………. . StandNo.………………… Address……………………………………………………………………………………………………

……………………………………………………….. ……………………Postcode …………………..

Tel……………………………………………. Fax ……………………………………………………...

Our HealthSafetyrepresentativeonthestand willbe …………………………………………... Position…………………………………………….… Mobile …………………………………….

Tobesignedbyaseniorpersonwithintheexhibitingcompany: Authorised by…………………………………………………………..Date …………………………

Print…………………………………………….Position…………………………………………….

a.Weare SpaceOnlyexhibitor.Wehavetrainedandmade ourstandstaffawareofthe potential riskspresent onsiteand we will copytheminwiththeHealthSafety information containedinthe ExhibitorsPack. Ourexhibits,demonstrationsand work practisescause NO HAZARDSto eitherothersorourselvesonsite.

◻Pleasetick

b.Iwill makeavailableat theNUSTrade Show 2016acopyofourowncompany’s HealthSafetyPolicy.Ourstandstaff willbesufficientlyinstructedandtrainedin relevant mattersinorderto carryout theirtaskscompetently.

◻Pleasetick

Don’t forget it isimportantto read theHealthSafetypagesofthee-Guidesent asan accompaniment to thisexhibitorpack.

HealthSafetyFormcontinued…

2.Ourprincipal standcontractoris ………………………………………………………………

………………………………………………………………………………………………………………. (Includeliftingandexhibit orhazardous wastemanagement ifapplicable.)

A.Liftingcontractor (onlyifagreement hasbeensought via NUS Services)

Company………………………………………………………………………………………………… Contactname …………………………………….Position……………………………………………. Address…………………………………………………………………………………………………….

……………………………………………………………………………Postcode………………………

Tel…………………………………………………..Fax ………………………………………………….

B.Hazardouswaste management contractor

Company…………………………………………………………………………………………………. Contactname ………………………………… Position……………………………………………… Address……………………………………………………………………………………………………

……………………………………………………………………………Postcode ……………………..

Tel…………………………………………………Fax …………………………………………………..

Pleaseensurethat yourcontractors have,andoperateto,ascheduledlate workingrotaif applicable.

Pleasenotifytheorganisers forall late workingbyFriday29 April 2016. Pleaserememberto takeacopyofthis form foryourfiles.

Pleasecompletethis formandreturnby email Friday29thApril

2016.

3.2NUSTradeShow 2016 MethodStatementform

This formmust becompletedbyall space onlyexhibitors.

Responsibility for stand
Pleasegivenameand full contactdetailsandmobile
number
Your contractorscontact details
Pleasegivenameand mobilenumber
Standnumber /letter
Structure,construction anddesigndetails
Pleasealso submit layout plansbyFriday27 March
2015
Access
Pleasestate widthand height ofaccessrequired
Build detailsschedule
Pleasegivedetailsof sequence andscheduleof standconstruction,man hours,partiesinvolvedin
construction,etc.
Stability
Pleasegivedetailsof structural support, bracings,including informationonall calculationsandinspection certificates
Lifting
Pleasegivedetailsofall liftingequipment to be used,includingcapacity, location,weight,floor loadings,operationdetails andcertificationetc.
Scaffolding
Givedetailsofstructures, temporaryandpermanent, includingall measurements andoperationdetails,etc.
Services
Givedetailsofservices required,suchaselectrical,
gas,water,etc.
Hazardoussubstances
Givedetailsofanytoxicor hazardoussubstancesto be used andanycontrols/ protectionto beused
Safetyfeatures
Identifysafetyequipment / precautionsandprotection
to beused
Exhibits
Detail potential risksto visitors/operators
Environment
Givedetailsofexpected noise levels,dust,fumes and ventilationissues,and howthese will bedealt with

Pleasereturnyourcompleted formbyFriday29

3.3Stand Plan

Please forwardaplanofyourstandbyFriday May 6th.Theplanmust showthepositioningofyour stand withinthespace allocatedandclearlyindicateanyexternal walls.

3.4RiskAssessment

Ariskassessmentfor yourstandmust besuppliedbyeither yourselfor yourstandcontractor. Please forwardthisbyemail

3.5BadgeInformation

Exhibitorpasses will beavailableonthedayforcollectionalong withyourcarparkingpasses.You will haveaspecificnumberofeachallocatedto yourstand.Thenumber you receive will berelative to thesizeofyourstand.

NOTE FORCONTRACTORS

Contractorpasses will beavailableonbuildupdayfromthe ExhibitorsOffice.Wedo howeverneed to understandhowmanypasses yourcontractorsrequire.Pleaseemail: makeusaware ofthenumberofpassesneededandthetime youexpect to beonsite.

Additionally please refer to the section below on access times and CDM 2015.

4.0OptionalForms

Youonly needto completethese formsifyou are planninganysamplingactivityontheday ofthe exhibition.

4.1Food Sampling

All applicationsshouldbecompleted viatheonline formhere.

Pleasereferto theE-guide fordetailedinformationon healthandsafetyrequirementsconcerning foodandbeveragesat exhibitions.Themost upto dateEGuidehasbeensent to youwiththispack anddetailscurrent legislation. It also detailstheregulationsaroundtherequirements forthe installationofsinksonstandswithwhichyouwillbeexpected tocomply.

It remains yourresponsibilityto ensurethat youcomplywithall relevant legislationand, specifically,requirementsthat prohibit theuse ofLiquidPetroleumGaswithinthe Halls.

Samples will be expected to be bite sized and no full size product should be given out for consumption at the show. The venue catering team reserve the right to charge a facility fee to those exhibitors who are in breach of this stipulation; details of which can be found on the accompanying venue PDF entitled facility fees.

Formsmust becompletedandreturnedbyFriday 29 April 2016.

All standsservingany typeoffoodmust providethe following:

•Antibacterial cleaner/sanitiserandotherrequiredcleaningmaterials

•Bin/binbags

•Hand washbasin,liquidsoap andhanddryingfacilitiesorhandgel andglovesdependingon thetypeoffoodsbeingproduced

•Temperaturecheckrecords(Refrigeration,cookingandhot holding)

•Workingtemperatureprobeandprobe wipes

•Food HygieneTrainingcertificates(Photocopiesare acceptable)

•Documented foodsafetyprocess/policy/HACCP(Hardcopy)

Temperaturecontrol requirements forcatering:

•Frozenfoodmust be kept at orbelow–18°C

•Cold foodsmust be kept atorbelow8°C

•Cook/chill & highriskfoods* must be kept below5°C

•Foodsmust becookedandreheatedto 75°Corabove

•Hot held foodsmust be kept at 63°Corabove

Foods whichrequiretemperaturecontrol will usuallyprovideinformationonthemanufacturer’s label;inthiscasethese requirementsshouldbeadheredto.

Examplesoffoods which will requirerefrigerationinclude: Cookedmeat,cookedpoultry,cooked seafood,sandwiches,yogurt,cheese,milkandcream,prepared salads,preparedsaladsincluding rice andpasta,cookedrice,pastaandcouscous,blackpuddingandsushi.

4.1 Food and Beverage Sampling – Non Alcohol

`All Exhibitorsprovidingtheirownfoodandbeverage (excluding ALCOHOL)withinan exhibitionfor immediateconsumptionmust complywiththeNUS& Exhibition Centre Liverpoolrulesandregulations aroundsamplesizesandfoodhygiene.

Completethe foodBeverage sampling formhere.

4.2AlcoholSampling

Anyexhibitorprovidingalcohol sampling will needtosendall applicationsto pleasesendacopyofyourPersonalLicense holder’scertificate. If you do not have a personal license holder you do have the option to go on the venues license at an additional cost of £75 for the day. Please advise if you wish us to add you to the venues license by emailing

Pleasenotethat theguidance onsamplesizesisasfollows: The samplingofsamplesizesoft drinksupto 50ml

Thesamplingoffull sizesealedbottlesofBeers/Alcopops/cidersthesamplingofdraught beers/ciders/Alco pops:75ml

Thesamplingofwine:50ml

Thesamplingofspirits: 10ml withtheappropriatemixer up to 50ml.

Service ofalcoholicbeveragesisalso rigorouslycontrolledthroughresponsibleenforcement ofthe Licensing Act 2003.

All license tradeexhibitorswill needto havepersonallicense holderontheirstand.Youshouldscan acopyofthe license to usbythebelowdate.

Completed formsmust bereturnedbyFriday29 April 2016.

4.2Applicationto supplyalcohol

Pleasecompletetheapplicationto samplealcoholhere.

4.3Ontheday offers

Anyexhibitor wishingto takepart intheNUS Services’‘OntheDayOffers’ Schememust complete thenecessaryformandpaythedesignated feetowardstheadministrationoforders.

This yearwe will continueto utilise the Carlsbergorder pad solutionforLicensed Trade.We will also beofferingontheday ordering forretail suppliersand you will findthe relevant formsaccompanyingthispack.

It is yourresponsibilityto ensurethat all ordersonthedayare correctlyenteredonto the order pad that delegates are allocated on the day. This year you will be equipped with supplier ink stamps which must be present on the order page for the order to be validated and inputted by Carlsberg telesales. Pleaseensure you haveconsideredthecorrect level ofstaffresource requiredto handletheorderingelement.

All orders must be approved by an NUS buyer and this year deals may be subject to restrictions and caps in line with feedback from the membership. Once your deals are agreed they will be inputted onto the order pads and only these deals will be accepted. Any deals that deviate from the agreed deal will be rejected at input by the CUK team.

Agreeddeals will bepre-loadedonto the Carlsbergsystemand as stipulated youmay not deviate fromthese deals.Similarlydeals forretail will beset upinadvance andcannot bealtered ontheday.

All productsonoffershouldbecurrentlystockedandall theproduct detailsincludingcaseand bottlesizesare correct. If youare offeringapallet deal pleaseensure youcommunicatethenumber ofcasesto apallet.Unlessotherwise statedbythebrandownerall spirit casesizes will be calculatedat 9litres.

Any newlistingsagreedafterthe‘onthedayoffers’ deadlinemaybeshown/sampledbut may not besoldat theshow.We will offerNUSconnect promotionsto brandownersdirectlyaftertheshow, specificallyforthese productsto ensuretheyare availableto unions fortheFresher’speriod.Thisis anentirelyseparatepromotionandto bookanNUS connect promotionpleaseemail:

Thedeadline forsubmitting your‘OntheDay Offers’isFriday15th April2016

Deals Training Sessions

Bothlicensed trade andretail onthedayofferswill havetwo trainingsessions,oneofwhich will be onshowday theotheron theafternoonofbuild-up.Youwill besent anoutlookappointment to attendoneofthese sessions.These aremandatoryastheyremind youof thedetail weneed youto captureto validate yourorders.Any ordersmissingrequiredparameterswill not beprocessed

4.4PRSandPPL Licenses

Anyorganiser orexhibitor who wishesto haveanytypeofpre-recorded,videoorlivemusicon theirstandorat theevent must completethe formsattachedandemail to to applyforthelicensesrequired.

IsPPLthesameasPRS?

No,aPPLlicense isaPublicPerformance License whichisdifferent fromaPRS whichisPerforming Rights Society.Wheneveryouplayasoundrecordinginpublicthereare two separatelicense fees that needto bepaid for.Thereisacopyright fee forthemusicalandlyricalcomposition(PRS)and aseparatecopyright fee fortheactual soundrecording(PPL).

One fee will go to PPL whichisdistributedto recordcompaniesandperformers.Theother feegoes to PRSwhich isdistributedto composersandpublishers.

4.4NUSTradeShow

PRSand PPL applicationform

Anyexhibitor who intendsto playrecordedmusiceitherasamain attractionorpurelyas backgroundatmosphereontheirstandat NUS Trade Show2015,isliable forprosecutioniftheydo

not possessacurrent PhonographicPerformance License (PPL) ANDaPerformingRights Society (PRS)License.This formprovidestheopportunityforexhibitors to applyforbothlicenses.

If youareunsurewhether yourequirethese licenses,pleasecall PhonographicPerformance Limited on020 7534 1000 andthePerformingRights Societyon 0800 0684828.

Officials fromPhonographicPerformance LimitedandthePerformingRights Societywill attendthe NUSTrade Show 2016tomonitortheuse ofsoundrecordings.Anyexhibitor foundplayingsound recordings without alicense will be fullyliable fortheirownlegal proceedingsand finesandfor those relatingto NUSServicesasevent organisers.Inline withlegislation noiselevels will be carefullymonitoredat NUSTrade Show2016.

TheExhibition Centre, Liverpool hasstrict guidelinesonpermittednoise levels forexhibitions. Any violationofthese guidelines will result inimmediateterminationoftheshow.NUS Services event organisers will beregularlyvisitingstandsto regulatenoiselevels.Anyexhibitor who continuallyignoresnoise level instructions will beaskedto leavetheshow.Nocosts will be refunded.

This formprovidestheopportunityforexhibitors to applyforbothlicenses.Please completeand returnto NUSbythedeadlinestipulatedbelow.Uponreceipt ofthis formNUSServicesLtd will immediatelyforwardtherelevant forms forexhibitorsto complete.Thecost ofthese licensesisto bemet byindividual exhibitorsand will beinvoicedas follows:

•PPLLicensing foronedayincludingadministration£20(invoiced directlybyNUSServices Ltd)

•PRSLicensing will beinvoiced byPRS forthecorrect fee which will varydependingon individual requirements;formoreinformationclick here.

Ifyouintendtoplaymusic onyourstandyoumust completetheonlineform submit your requesthere:

All informationshouldbecompletedbythe29th April2016,any requestsafterthe29thofApril 2016 will not beaccepted.

5.0GeneralInformation

Trade Show2016isrun by NUSandisattendedbycommercial managersofstudents’ union from aroundtheUK.It will takeplaceonThursdaythe7th ofJuly 2016 (show open)andWednesday6thof July2016(set up day).

5.1Address

This year,theevent will beheldat

Halls A & B, Exhibition Centre Liverpool, Kings Dock ,Liverpool Waterfront L3 4FP (Please note Sat Nav Postcode L3 4BX)

5.2Travel

Leave the M6 at junction 21A and take the M62 to Liverpool. Continue to the end of the M62 and follow signs for Liverpool City Centre, this will take you along Edge Lane. Follow signs for the Waterfront. The Liverpool Waterfront Car Park is signposted 'Waterfront' on the city wide 'available spaces' signage.

5.3Deliveries

Deliveriescanonlybeacceptedon Wednesday6thofJuly2016andmust belabelledas follows;

FAORichard Whitmill, NUS Trade Show - 6&7th July

Halls A & B, Stand Name/Number, Loading Bay 3, Exhibition Centre Liverpool, Kings Dock, Liverpool Waterfront, L3 4FP(Please note Sat Nav Postcode L3 4BX)

5.4AccessTimes & CDM 2015

Under CDM 2015 the build day now counts as a construction project meaning all exhibitors and contractors must comply with this piece of legislation.

CDM will be in place from 6am until 9pm on build up day and from 4pm on breakdown. All staff attending site will need to be inducted and be abide by the site rules. Exhibitors will need to take the following steps:

-Produce a Construction Phase Plan. Please see the attached template based on guidance from AEO/ESSA/AEV.

-appoint suitably qualified contractors who will be responsible for inducting their staff

-Adopt site rules and notify us of any specific rules relating to specific stand build.

-Ensure controlled access to your individual stand

-

Construction Phase Plan

Stand Details
Please give your stand number/letter and a description of your stand
What has the Client made you aware of?
Please note we will circulate a copy of the site rules to all Space Only Exhibitors
Who else is working on the job with you?
What is the structure and who is responsible for what?
Who is the Principal Contractor?
How have you chosen your contractors?
-What training have they had?
-What do they need?
-Are they experienced?
-How will they be monitoring progress and safety?
Is it notifiable to HSE? / Yes/No
How will you communicate:
-Site rules
-Changes to information
-Method Statement
-How will you consult with your contractors?
-Accidents and incidents?
What are your welfare arrangements?
We will provide information on welfare facilities provided at the venue. Please list these and any other arrangements here.
Minimum welfare requirements:
-Toilets
-Washing facilities
-Drinking water
-Boiling Water
-Microwave
-Seating / -
How will you control access to your site?
Please note Shell Scheme exhibitors will be on site from 2pm so it will be particularly important to control access at these times / -
Please list the major risks or hazards

Accesstimes forexhibitorsare:

Spaceonly–between9.00am and 9.00pm onWednesday6 July2016

Shell Scheme–between2.00pm and 9.00pm onWednesday 6 July2016

Accessontheexhibitiondayis from7.30am forbothSpaceOnlyandShell Schemeexhibitors.

Standsmust bereadyforinspectionandsignoffby9amonshow day. Theexhibitionwill run from

10.00amuntil 4.00pm.

Breakdownmay not commence beforethelastdelegatehasleft the floorat 5pm.Should you breakdownbeforethistime we will impose afineequivalent to £100

Breakdownmust becompletedby10pmontheday oftheexhibition.All standsmust be fully removedbythistime.Thereare no exceptionsto this. It isyourresponsibilityto ensure your contractorisaware ofthedeadline.

NUSandthe Exhibition Centre Liverpool cannot accept responsibilityforanyitemsofvalue youleave unattendedeitherduringthebuildorbreakdownofyourstand.If youdo haveitems you needto be safelystoredduringbuildorbreakdown,ead ofthe event.Anyitemsmust becollectedby10pmonshowday.

5.5Parking

Exhibitorcarparkingisin the multi-story car park opposite the exhibition centre. A guide to parking facilities and other nearby carparks is included in the information sent along with your stand confirmation. There are no arrangements for exhibitor car park passes for this year’s show.

5.6Contact Details

If you haveanyqueriesthat cannot beresolvedbyvisitingthe Exhibition Centre Liverpoolwebsitethenpleaseemail us: