EXHIBITOR MANUAL 2021 - The Manchester Bike Show
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Exhibitor Manual
2021 EX
2021
EXHIBITOR MANUAL
Instantfocus Ltd, 26 Westgate, Honley, Holmfirth, West Yorkshire. HD9 6AA.
Directors: Andrew Greenwood Bsc (Hons) Judith A Crummack BA (Hons)
Andrew Greenwood is the trading name of Instantfocus Ltd 1
Registered in England • Reg No 2253406 • VAT Reg No 827 4603 24
Exhibitor Manual
CONTENTS
Page
Introduction 3
EventCity Emergency Procedure 4
Timetable 4
Contacts: Contractors and Services 5
General Information 6
Electrical Services Order Form 13
Exhibitor Portal 15
Use to order IT Services, Furniture, Piped Services
Stand Catering, Audio Visual, Other Services
Terms & Conditions 16
Exhibitor Manual
INTRODUCTION
Dear Exhibitor,
This is your copy of the Manchester Bike Show exhibitor
manual, which is designed to make your participation
cost-effective. It is very important that you study its contents
with care to ensure that nothing has been forgotten and
that your stand will be up to the standard you require. There
are various necessary actions to be taken and forms to be
completed and returned to the appropriate bodies and it is
in your interest to do this as soon as possible.
The Manchester Bike Show is attracting a considerable amount
of press coverage. Please take advantage of this to promote
your products and participation. This coverage is an additional
benefit to the value of participating in the exhibition. Please do
not hesitate to contact either Instantfocus Ltd or the approved
contractors who are listed within the manual, they will be
happy to discuss any questions you may have.
Andrew Greenwood
3Exhibitor Manual
EVENTCITY EMERGENCY PROCEDURE
• F
urther emergency information will be handed out to all exhibitors on the day, by the venue
staff, which will include details of any formal procedures you may need to be informed of.
• Should it be necessary to evacuate the building, a continuous alarm bell will ring and the
following announcement will be made:
“Ladies and gentlemen, due to unforseen circumstances the event can no longer
continue, would you please leave the building by the nearest available exit”
• When this announcement has been made, all exit doors will be opened followed by the
announcement from security and stewarding personnel:
“This way out please”
• Ensure that your area is clear, and that all electrical appliances are switched off.
• Leave the building by the nearest available exit.
• Do not re-enter the building unless told to do so.
• Report to your assembly point (rear car park)
TIMETABLE
The exhibition hall will be open as listed below, but you must adhere to your specific allocated time which will be
issued with your final instructions. In this way the build-up will run as smoothly as possible for everyone.
Build-up Friday 26th March 08.00 – 20.00
Open Days Saturday 27th March Exhibitors 06.30 – 09.30
Public 09.30 – 17.00
Sunday 28th March Exhibitors 08.00 – 09.30
Public 09.30 – 17.00
Break-down Sunday 28th March 17.30 – 21.00
4Exhibitor Manual
CONTACTS: CONTRACTORS AND SERVICES
1. ORGANISERS & PRESS OFFICE
Before 5pm on Thursday 25/03/21:
Andrew Greenwood, T: 01484 482005 / E: info@manchesterbikeshow.com
From 26/03/21:
Organiser’s Office, EventCity, Phoenix Way, Off Barton Dock Road, Urmston, Manchester, M41 7TB
T: 0161 870 9800 / M: 07831 281 284
2. TELEPHONE EVENTCITY
Operations / Contact: Mike Archer, T: 0161 933 2653 Email: ops@eventcity.co.uk
3. ELECTRICAL CONTRACTORS
Dave Campbell, EventCity, 07985 158 703 Email: david.campbell@freemanco.com
4. G
AS, WASTE & WATER
EventCity Event Manager // T: 0161 870 9800
5. H
ANDLING LIFTING & STORAGE
Andrew Greenwood // T: 01484 482005
6. S
HELL SCHEME CONTRACTORS
Full Circle Events & Exhibitions Ltd – Engels House, Victoria Mills, Weaste Trading Estate, Liverpool
Street, Salford, M5 5HD – Telephone: 0161 393 3949 / Email: Rebecca.Towell@fullcircleeventsltd.
co.uk
7. AUDIO-VISUAL EQUIPMENT
Hawthorns - Neil Gumm – Telephone: 0161 871 8305 / 07866 026326 Email: AV@EventCity.co.uk
8. CUSTOMS ARRANGEMENTS
www.hmrc.gov.uk
9. INSURANCE
Stewart Miller Insurance, 772 Hagley Road West, Oldbury, West Midlands, B68 0PJ
T: 0121 422 2282 / E: info@stewartmillerinsurance.co.uk
10. T
ICKETS – EXHIBITORS
Andrew Greenwood, 26 Westgate, Honley, Holmfirth, West Yorks,
HD9 6AA / T: 01484 482005 / F: 01484 666923 / E: info@manchesterbikeshow.com
ICKETS – ADVANCED SALE (PUBLIC)
T
Available to purchase online at www.manchesterbikeshow.com/buy-tickets
Sold via the box office service Ticketline
11. HOTELS Go to www.hotels.com or www.booking.com for a full list.
12. CARPETING Contact: Ernie England on 07866 610100 or Frog and Moot Events - Julie Heal –
Telephone: 07875 159 664 / Email: frogandmootevents@hotmail.co.uk.
5Exhibitor Manual
GENERAL INFORMATION
1. ADMISSION There will be a public admission fee of £18 adults, £15 OAPs & £5 children 5 to 14. Children
under 5 will be admitted free of charge. The admission prices will be reduced to £15 adults, £12 OAPs and
£5 children, if ordered in advance by booking online at www.manchesterbikeshow.com/buy-tickets.
2. AUDIO/VISUAL Audio/Visual services can be ordered through the EventCity Exhibitor Portal: https://
exhibitors.eventcity.co.uk/ Refer to page 15 for further details regarding the EventCity Exhibitor Portal.
3. EVENTCITY LOCATION EventCity is conveniently located close to junctions 9 and 10 on the M60,
making it very accessible to car users. EventCity has over 3000 free car parking spaces on-site and there is
additional free parking at the intu Trafford Centre. If you are planning to find EventCity using a sat nav, please
enter the postcode M17 8AS to bring you to the correct visitor entrance (the address postcode is M41 7TB
however this navigates to the trade entrance). EventCity is 10 minutes from Manchester Airport and 30
minutes from Liverpool John Lennon Airport. Tram and bus services run to the intu Trafford Centre from all
the main Manchester stations at least every 20 minutes, visit www.eventcity.co.uk for further information.
4. ANIMALS If your stand includes animals as exhibits (for effect) a list must be sent to the organisers for
licensing approval. No “performing” animal exhibits are permitted at this show. Guide dogs are welcome.
No other dogs are allowed on site.
5. ARTWORK A copy of the advert, which is being run in the bike press, is available to download at
https://www.manchesterbikeshow.com/promote-the-show/
6. BANKING FACILITIES There are cash machines at the intu Trafford Centre which is opposite EventCity
along with Lloyds TSB, Halifax and The Royal Bank of Scotland banks.
7. BALLOONS Details of any advertising balloons must be submitted to the organiser. Details of any lighter
than air balloons must be notified to the organiser. Gas cylinders must be secured in the correct cylinder
holder and declared on the risk assessment form.
8. BUILD-UP PROCEDURE All exhibitors will be issued with a build-up pass with the final instructions prior
to the event. Prior to entry to the exhibition halls exhibitors must report to a Exhibitor Entrance / Gatehouse.
Exhibitor’s goods & machines are the responsibility of each individual exhibitor at all times.
NB Any static vehicle for exhibition must have its filler cap sealed shut and the quantity of petroleum spirit or
other flammable liquid in the tank of any vehicle shall not exceed 2.5 litres (1/2 gallon) or the minimum, which
is consistent with the performance of the vehicle, whichever is the less. This will be checked on entry to the
exhibition hall. Vehicles not conforming to this rule will not be allowed to stand at the exhibition. Please note
arrangements can be made for your own personal petrol can to be stored safely on site for the duration.
Exhibitors must arrange any deliveries for Friday 26th March. No deliveries can be accepted on the opening
day unless there are VERY special circumstances and ONLY when written approval has been sought of and
given by the organisers. The organisers and EventCity staff cannot accept deliveries on exhibitor’s behalf and
arrangements must be made for a representative to be available on the stand to accept deliveries. No goods
may be delivered to, or taken from stands, during the open hours of the exhibition. During open days, any
goods delivered must be carried in via the exhibitors’ entrance between 08.00 and 09.00 hours.
6Exhibitor Manual
9. BREAK-DOWN PROCEDURE No dismantling of exhibits may commence before 17.30 hours on
Sunday 28th March. It is, however, advisable to turn off all electrical equipment, especially computerised
equipment, as soon as the exhibition is closed to the public at 17.00 hours. ALL EXHIBITS AND EQUIPMENT
(INCLUDING VEHICLES) MUST BE REMOVED BY 21.00 HRS ON SUNDAY 28TH MARCH (failure to do so
may involve extensive costs to the owners of the exhibits or their agents). Exhibitor’s goods & vehicles are
the responsibility of each individual exhibitor at all times. The organisers and EventCity work to a strict break-
down schedule which, with your cooperation, will allow everyone to leave the venue as quickly and efficiently
as possible. The organisers request that gangways are kept clear of vehicles and goods throughout the
break-down and that engines are only started when indicated by the stewards who in turn are directed by the
organisers.
10. CAR & HGV PARKING There are 3,000 FREE car parking spaces at EventCity, the car park is only a
short walk away from the venue and includes a dedicated disabled parking area, there is also further parking
available at the intu Trafford Centre next door. HGV parking and access is available by using the trade
entrance at the rear off Mercury Way but a specific time must be arranged with the organiser. Please note
that on Sunday 28th March, entry to the exhibitor’s car park will only be granted to display bikes. All other
exhibitor’s should use the public car park.
11. CARAVAN/MOTORHOME PARKING When we started this event in 2012 the venue did not allow
camping in the unloading area behind Hall 3. After a couple of years this stipulation was relaxed, however
with the opening of the Holiday Inn Express over the road from the venue this rule has been re-instated. In
short exhibitors can leave empty vehicles in the exhibitors’ car park for the weekend but exhibitors are not
allowed to sleep in these vehicles.
12. CARPETING The hall is uncarpeted. Bike clubs and traders who require carpet should contact: Ernie
England on 07866 610100 or Frog and Moot Events - Julie Heal – Telephone: 07875 159 664 / Email:
frogandmootevents@hotmail.co.uk.
13. CATERING All catering at EventCity is provided by the venue, no other catering is permitted. There will
be a number of catering vans positioned throughout the halls and outside.
14. CHAIRS AND TABLES Chairs and tables are available to rent from EventCity. To order, please use
EventCity’s exhibitor portal https://exhibitors.eventcity.co.uk/ Refer to page 15 for further details.
15. CHILDREN – DURING BUILD-UP AND BREAK-DOWN Nobody under the age of 16 is allowed in
to either of the halls during build-up and break-down, even if they are accompanied by an adult. Nor the
organisers or EventCity will accept any liability for an accident or injury however caused. Any children found
on site unattended will be taken to a place of safety pending collection by a responsible relevant adult, and
taken off site.
7Exhibitor Manual
16. CLEANING The hiring agreement between Instantfocus Ltd and EventCity provides for the cleaning of
gangways, public circulation areas including toilets, reasonable rubbish disposal and stand cleaning. It should
be noted that the latter includes vacuum cleaning of carpet areas and sweeping hard floors, but does not
include special cleaning such as washing and polishing special surfaces or cleaning exhibits. Each exhibitor
will be responsible for seeing that his own stand is kept clean and tidy.
17. CLOAKROOMS & HELMET PARK Cloakrooms are situated at the entrance to the hall, staffed by
the National Association of Bikers with a Disability (N.A.B.D.) personnel at all relevant times. There is a small
charge which goes towards the N.A.B.D.
18. COURIER SERVICES Rap-Ex Couriers Tel: 0800 6127012
19. CUSTOMS ARRANGEMENTS Should customs examination be required for any exhibit, exhibitors
are requested to give at least 24 hours notice to the customs and excise offices which are open between
Monday and Friday 9am – 5pm. All enquiries should be addressed to HM Customs & Excise, whose contact
can be found at the front of this manual.
20. DAMAGE Please see paragraph 35 ‘Insurance’, and 46 ‘Risk Assessment’.
21. DELIVERIES Please see paragraph 8 ‘Build-up Procedure’.
22. DISABLED PARKING AND FACILITIES Disabled drivers displaying the official sticker are welcome to
park in the allocated disabled bays closest to the main entrance, these will be filled on a first come first served
basis. Alternatively disabled passengers can be dropped off or picked up in the bays closest to the main
entrance. The show is spread over two halls which are both on the ground floor and are wheelchair friendly.
Each hall contains a dedicated disabled toilet.
23. ELECTRICAL INSTALLATION The official contractor, The Freeman Company (UK) Limited, must carry
out all electrical work. Please complete the Electrical Services Order Form on page 13 and return it by the
specified date. The installation of electrical work by any persons other than the official contractor is expressly
prohibited. No other person than a member of the contractors’ staff may alter or otherwise interfere with the
installations.
The charge for electric comes in two parts, firstly the mains charge and secondly a charge for consumption.
For large island stands one drop is required per stand. For smaller groups of stands one drop may be
sufficient to service several stands and the price of the drop split between the stands accordingly.
24. EMERGENCY SERVICES
Hospital: Trafford General Hospital, Moorside Road, Manchester, M41 5SL.
Police: Urmston Police Station, Crofts Bank Road, Urmston, M41 0UB.
In the case of an emergency please see a member of the organising staff or venue staff. Emergency
calls must go through the venue’s direct line to ensure a rapid response.
25. ERECTION AND COMPLETION OF STANDS All stands, decoration and displays must be completed
by 09.30 hours on Saturday 27th March - All stands must be open and all exhibits must remain displayed
during the hours the exhibition is open. No exhibits can be removed from the hall once they are in position.
8Exhibitor Manual
26. EXHIBITION SHOW PROGRAMME This will come in the form of a floor plan and list of exhibitors,
given away free to the public at the admission gates.
27. FIRE PRECAUTIONS Each exhibitor should ensure that all fabrics, draperies, table coverings, materials
or decorations shall be inherently non-flammable or durably flameproofed. Materials used should have the
relevant fire certificates to BS3120 available for inspection. Failure to fulfil these requirements may result in the
removal of all offending objects from the exhibitor’s stands. Plastic material may be acceptable to the local
authority subject to special consideration. Paper, of any kind, hung or draped around a stand and not firmly
pasted is NOT acceptable and will be required to be removed. NO spray treatment is available to bring it up
to acceptable fireproof standard. Please contact the organiser if you have any queries.
NB Any static vehicle for exhibition must have its filler cap sealed shut and the quantity of petroleum spirit or
other flammable liquid in the tank of any vehicle shall not exceed 2.5 litres (1/2 gallon), or the minimum, which
is consistent with the performance of the vehicle, whichever is the less. This will be checked on entry to the
exhibition hall. Vehicles not conforming to this rule will not be allowed to stand at the exhibition.
Exit Doors And Gangways – No obstruction to any exit door or route is permissible. All exhibition
gangways are exit routes and must maintain the full width throughout their length and have no
projection into them.
Fire Extinguishers EventCity’s fire officers will place these on stands during the build-up. There is no
hire charge but lost or damaged extinguishers will be charged for. If any exhibitor is not familiar with the
type provided, or has any queries, the fire officer will be pleased to advise. No fire extinguisher is to be
moved, except in an emergency, without the prior approval of the fire officer. Under no circumstances
are they to be used for propping open doors.
Emergency Procedures Please read carefully EventCity’s emergency procedures to be found at the
front of this manual. Any queries should be directed to the fire officers at EventCity who will be pleased
to help.
28. FIRST AID There is a fully equipped medical station with a nurse in hall 3 throughout the exhibition open
hours. During build-up and break-down EventCity’s fire and security staff are available as trained first-aiders.
29. FLORAL ARRANGEMENTS, TABLE COVERINGS & DRAPES Wherever possible real plants
and flowers should be used to decorate stands. Where artificial floral arrangements are used they must
be flameproof to the satisfaction of EventCity’s fire officer. Untreated material is not permitted. See paragraph
27 ‘Fire Precautions’.
30. FORKLIFT TRUCK SERVICES If you require forklift truck services during build-up or break-down,
order these by using EventCity’s exhibitor portal https://exhibitors.eventcity.co.uk/ Refer to page 15 for further
details.
31. GAS Exhibitors requiring gas should contact the Events Manager at EventCity—T: 0161 870 9800
32. HANDLING, LIFTING, TRANSPORTATION AND STORAGE OF GOODS The unloading and placing
of exhibits on stands is the exhibitor’s own responsibility. Exhibitors should use their own trolleys and lifting
equipment to ensure the build-up runs as smoothly as possible. If you require forklift services, please use
EventCity’s exhibitor portal https://exhibitors.eventcity.co.uk/ Refer to page 15 for further details.
9Exhibitor Manual
33. HEALTH & SAFETY AT WORK Exhibitors are advised that the Health & Safety At Work Act 1974
requires that any equipment being operated or demonstrated will be inherently safe and not create hazard to
the demonstrator or visitor. Under the Notification of Accidents & Dangerous Occurrence Regulation 1980,
as from 1st January 1981, an employer will be required to notify the enforcing authority where there is an
accident resulting in death or major injury, or notifiable dangerous occurrences. Moreover, false claims as
to the suitability or safety of use in the UK or to performance, quality, strength etc. may be subject to action
under the Trade Descriptions Act 1968.
34. HOTELS Visit www.hotels.com or www.booking.com.
35. INSURANCE For any exhibitors who are hiring in or bringing in any equipment for their displays, it is
recommended that adequate 3rd party insurance (other than the usual risks covered in your motor insurance)
is in force so that you are fully indemnified and protected against any legal liability claim, in the event of injury
or damage sustained by 3rd party persons or property, as a result of your displays and/or participation in
the event. The minimum indemnity limit should be 2m. The organisers suggest that in the first instance you
contact your own insuring company for advice concerning your participation at this event, to establish if your
current insurance either already covers your participation or whether it can be easily extended. In the second
instance please contact Stewart Miller Insurance on 0121 422 2282 who will quote on bespoke cover.
36. INTERNET ACCESS/WIFI Wi-Fi connection can be purchased. To order, please use EventCity’s
exhibitor portal https://exhibitors.eventcity.co.uk/ Refer to page 15 for further details.
37. LOST PROPERTY All lost property should be handed in to the organiser’s office without delay.
38. MAINTENANCE Maintenance should only be carried out between 08.00 hours and 09.00 hours on
show open days.
39. NOISE LEVEL The use of microphones, videos or music is permitted (subject to copyright), but the
volume must not be such as to cause any annoyance to other exhibitors. The organisers reserve the right to
prohibit their use, if, in the organisers opinion, any annoyance is being caused
40. ORGANISER’S OFFICE The organiser’s office is located in EventCity and is open from Friday 26th
March to Sunday 28th March between 09.00 hours and 17.00 hours.
41. PHOTOGRAPHY Exhibitors are welcome to take photographs for their own record. Any photographer
who is on site for commercial or promotional services must have the permission of the organisers and be
wearing the appropriate pass at all times. All equipment must be battery-operated, as no trailing cables can
be permitted in the halls whilst the show is open to visitors. Photographers must not place tripods or other
equipment in the gangways while visitors are in the halls. Equipment can be placed on stands.
42. PRESS DESK To feature on the Manchester Bike Show Facebook and Twitter pages, email
newsletters and website news page, email around 100 words plus a relevant photo or company logo to
info@manchesterbikeshow.com for consideration. Multiple items can be supplied if you would like to feature
more than once. Please ensure that you hold the rights to use any imagery supplied to us without limitations.
10Exhibitor Manual
43. PRESS RELEASE AND PROMOTIONAL MATERIAL Prior to the exhibition the organisers will be
pleased to receive any press release and/or promotional material on new products, services, visitors to
your stand, special events, details on machines on your stand (especially if ‘newsworthy’) so that press
coverage may be secured in advance, please forward any suitable material to the organiser at
info@manchesterbikeshow.com
44. PUBLIC ADDRESS SYSTEM The public address is for official announcement only. It is not available
for general use.
45. RESTOCKING Traders are able to restock their stands on Saturday 27th March between 5pm and 6pm.
Restocking is not allowed on Sunday morning, and as such, traders’ vehicles will not be permitted to enter
the exhibitors’ car park on Sunday morning. The only vehicles permitted entry into the exhibitors’ car park on
Sunday morning will be display motorcycles.
46. RISK ASSESSMENT It is a legal requirement that every exhibitor should provide a meaningful risk
assessment outlining their activities and methods employed to control any hazards and risks. The risk
assessment must be available for inspection at the exhibitor’s stand during the event. For more details on
risk assessments please see: www.hse.gov.uk/pubns.
47. SECURITY The organisers have arranged appropriate security cover throughout the duration of
the exhibition including build-up, show open hours, overnight and break-down, however exhibitors are
responsible for the security of the goods on their own stands. If the exhibitor wishes, there is no objection
to uniformed attendants on their stands. Arrangements must be made with the official security contractors
via the organisers. It is essential that all goods are insured and items of value, wherever possible, are locked
away or taken from the exhibition as soon as the stand is left unmanned. This is particularly relevant once the
exhibition break-down commences. Please see paragraph 35 ‘Insurance’.
48. SHOPS An abundance of shops are located at the intu Trafford Centre, which is located directly opposite
EventCity. The event will benefit from the additional advertising on the big screen in the intu Trafford Centre
which is an added bonus to using EventCity.
49. SHELL SCHEME AND WALLING All stands are booked as SPACE ONLY. Where trade exhibitors or
club organisers intend to construct a stand display to their own design please note that all work undertaken
in connection with the preparation, erection, furnishing and dismantling of their stands must be carried out by
contractors in accordance with the current terms and conditions regarding the employment of labour in the
exhibition industry. Contractors’ tickets are available from the organisers. Exhibitors should also ensure that
the materials and finishing of their stand comply with the fire and flameproofing regulations (see paragraph 27
‘Fire Precautions’). Designs and plans for these stands, including special feature stands, custom-built stands
or club stands where any construction is planned must be submitted to the organisers as soon as possible,
so that necessary approvals may be obtained. (Please see terms and conditions, page 18, paragraph 19).
50. STAND MANNING All stands must be manned throughout the open hours of the exhibition. PUBLICITY
AND NOTICES MAY ONLY BE DISPLAYED ON AND DISTRIBUTED FROM EXHIBITORS’ OWN STANDS. In
addition - CLUB STANDS have been allocated to clubs for the purpose of promoting their clubs and recruiting
new members. Only specific club regalia, which is sold for the purpose of boosting club stands, may be
sold on these sites. No events that are of a commercial nature are to be promoted from these stands. If club
officials are in any doubt they should contact the organiser.
11Exhibitor Manual
51. STORAGE OF CASES No packing cases of any description can be stored in the exhibition area.
Exhibitors are responsible for removing packing cases clear of the premises before the exhibition opens.
EventCity and the organisers accept no liability whatsoever for any goods or materials left on the premises.
52. TABLES AND CHAIRS Tables and chairs are available to rent from EventCity. To order, please use
EventCity’s exhibitor portal https://exhibitors.eventcity.co.uk/ Refer to page 15 for further details.
53. TELEPHONE Exhibitors with handheld mobile PDQ machines should note that the mobile signal inside
EventCity maybe significantly weaker than that of its usual location, it is advisable to check the signal strength
in that area with your provider. If you rely on a credit card machine to take payments from your customers you
would be advised to have a BT landline placed on your stand. The organisers regret that telephone messages
cannot be relayed to exhibitors during the open days of the exhibition. Exhibitors are urged to order their own
stand telephones where necessary. Exhibitors should contact EventCity’s operations contact see contacts on
page 5, paragraph 2. See also paragraph 36 ‘Internet/Wi-Fi’.
54. TICKETS FOR EXHIBITORS On Friday 26th March, during build-up, only those holding an official
exhibitor unloading pass will be allowed on site, these are for build-up only. To collect your tickets for the
show’s open days, on your first visit to the site please go to the exhibitor vehicle entrance where your tickets
will be waiting for you. It is then up to you to distribute tickets to those people manning your stand on open
days. On show open days our strict security requires that no one is allowed into the exhibition before 9.30am
without an exhibitor’s ticket. This applies to exhibitors, club stand holders, press and contractors. Once on
site the exhibitor ticket will be handed to security and your hand will be stamped with a pass out. Re-entry
is only available with a pass out which can be obtained from the entrance/exit points. Additional exhibitor
tickets, in excess of your free allocation, may be purchased at the advanced rate of £15.00 per adult per day
from the organiser’s office.
55. TRANSPORTATION TRAILERS/SUPPORT VEHICLES Exhibitors bringing machines to the show
please note that transportation trailers and other support vehicles will ONLY be allowed into the halls on
build-up day by prior arrangement in writing to the organisers. No trailers or other non-exhibition vehicles
will be allowed in or out on any other day. Vehicles access to hall 3 is through three vehicle entry doors at
the rear of hall 3. Exhibitors with transportation trailers who have not arranged for entry on the Friday will be
marshalled to holding areas adjacent to the exhibition halls where unloading can take place. All vehicles and
trailers requiring access into halls at any time require the appropriate pass, which will be posted to you along
with your final instructions. If additional vehicle passes are required please contact Instantfocus Ltd on
01484 482005.
56. VISITOR PROMOTION We have established a high level of media contact with key publications. In
addition, we encourage you to promote your participation in the show. Please use the Manchester Bike Show
promotional materials that are available to download from our website: https://www.manchesterbikeshow.
com/promote-the-show/. Also remember to link to Manchester Bike Show on social media using the
following: #MancBikeShow, Facebook: @ManchesterBikeShow, Twitter: @BikeManchester
57. WALLING Please see paragraph 49 ‘Shell Scheme’.
58. WATER AND WASTE SERVICES If you wish to book water and/or waste services, please order by
using EventCity’s exhibitor portal https://exhibitors.eventcity.co.uk/ Refer to page 15 for further details.
12Exhibitor Manual
ELECTRICITY BOOKING FORM
TO FOLLOW
13Exhibitor Manual
ELECTRICITY BOOKING FORM
TO FOLLOW
14Exhibitor Manual
EVENTCITY’S EXHIBITOR PORTAL
https://exhibitors.eventcity.co.uk/
Use EventCity’s Exhibitor Portal to order the following services:
• IT Services (including Wi-Fi)
• Furniture
• Piped Services
• Stand Catering
• Audio/Visual
• Other Services (eg. Forklift services)
1. Go to https://exhibitors.eventcity.co.uk/ 2. From the list of upcoming exhibitions,
Register by filling in your email address, find the Manchester Bike Show and
and choosing a password, then click click the ‘Products & Services’ button
the ‘Log In’ button. below it.
3. Choose all the services you require
then click ‘Checkout’ when you’re
ready to make payment.
15Exhibitor Manual
TERMS & CONDITIONS
By completing a booking form or taking stand space at the show, you agree to bound by
the terms and conditions below. If you do not agree with the stated terms and conditions,
please contact Instantfocus Ltd on 01484 482005.
1. DEFINITIONS e. W
ithout the written consent of the Organisers, no
In these rules and regulations, The Home Office; The Health name(s) other than that of the company, its trade
& Safety Inspectorate and any other Government Department name(s), trademarks, the companies it represents in c)
or any other competent authority having jurisdiction in the or has borrowed equipment from may be displayed on
premises. The ‘Contract’ or ‘Booking Form’ means the the stand, nor may any literature or handbills in respect
agreement for the allotment of space at the Exhibition made of any goods other than those of the Exhibitor be
between the Exhibitor and the Organisers. The ‘Exhibitor’ displayed or distributed.
means all employees, servants and the agents of any company,
partnership, firm or individual to whom space has been 4. PAYMENT
allocated for the purpose of exhibiting. The ‘Organiser’ means The Exhibitor shall pay the rental charges payable under the
Instantfocus Ltd. The term ‘Product’ shall be taken to mean contract as follows: Full payment, including VAT, is required
any exhibit to be shown at the Exhibition. The ‘Rental’ means to secure your site for stands under £500 + VAT. For stands
the license fee shown as the total cost payable by the exhibitor costing above £500 + VAT, a 50% deposit is required to secure
in the Contract. Rules and regulations means the terms and your space. You will receive an invoice for the remaining balance
conditions set out herein. The ‘Company’ shall mean EventCity of 50% which will need to be paid by 06/03/2021. If you book
and all land owned by EventCity, including all car parks and less than four weeks before the show (after 26/02/2021) then
exhibition halls not being used for the Manchester Bike Show. the balance must be settled in full. Under certain circumstance,
payment schedules may be altered at the Organisers discretion.
2. REGULATIONS In no circumstances will an Exhibitor be permitted to erect or
The Exhibitor must comply with the requirements of all local, occupy his stand or suite if the Rental has not been paid in full.
county and other public authorities and where applicable with Should an Exhibitor be prevented from occupying his suite for
the regulations issued by the authorities in force at the time of this reason, all Rental paid shall be forfeited and the balance of
the Exhibition. Exemptions from any rules and regulations laid the whole Rental due under the Contract shall be recoverable
out below may be granted at the Organiser’s discretion. No forthwith by the Organisers as agreed liquidated damages in
exemption given by the Organisers will be effective unless it is in event that the space has not been let to an alternative Exhibitor
writing. despite reasonable efforts to do so by the Organisers.
3. STAND ALLOTMENT 5. WITHDRAWAL BY EXHIBITOR
a. No stand will be held as let until the Exhibitor has Without prejudice to the rights and remedies of the Organisers in
returned a booking form to the Organiser. This booking respect of any breach of the Contract of the part of the Exhibitor,
form then acts as a Contract between the Organiser the Organisers may at their discretion allow the Exhibitor to
and the Exhibitor. withdraw from the Exhibition subject to the following conditions:
b. T
he Contract constitutes a license to exhibit and not a a. T
he Exhibitor must give written notice to the Organisers
tenancy. The Organiser reserves the right at any time to that he desires to withdraw and if the Organisers allow
make such alterations in the floor plan of the Exhibition such withdrawal they will notify the Exhibitor of the
as may in their opinion be necessary, as a whole and decision in writing.
to alter the shape, size or position of the space to the
exhibitor. If as a result the space allotted to the Exhibitor b. A
ny such notification by the Organisers to the Exhibitors
shall be reduced, a proportionate reduction will be made will constitute a cancellation of the Contract.
to the Exhibitor by adjustment of Rental. No alteration
to the space allotted will be made in such a way as to c. In the event of cancellation of the Contract, the Exhibitor
impose on the Exhibitor any greater liability for rental shall pay to the Organisers a sum of money as agreed
than the undertaken contract. liquidated damages and the Organisers shall notify the
Exhibitor of this sum in its notification. The sum shall be
c. W
here an Exhibitor is the selling agent in the United calculated in accordance with the table set out herein:
Kingdom for another company or companies and
intends to show their products, he must state on Date of receipt by the Organisers Proportion of
the Booking Form their name(s) and undertake to of cancellation of contract value
confine exhibits to the goods of these firms and of his Before 26/02/2021 50%
manufacture. On or after 26/02/2021 100%
d. E
xhibitors are not allowed to sublet the stand allotted d. U
pon payment of such consideration to the Organisers
to them or permit the stand to be utilised by any other by the Exhibitor credit being given by the Organisers for
person or company without the Organiser’s prior all rental already paid by the Exhibitor the Contract shall
consent in writing. be cancelled and neither party shall have any further
claim against the other.
16Exhibitor Manual
6. CANCELLATION OF THE EXHIBITION Organiser the Organiser reserves the right to clean and
If the Exhibition is abandoned, cancelled or suspended in whole tidy the Exhibitor’s stand at the Exhibitor’s expense.
or in part by reason of war, fire, national emergency, labour
dispute, strike, lockout, civil disturbance, inevitable accident, the b. W
aste material: In accordance with compliance of the
non-availability of Exhibition premises, or any other cause not Environmental Protection Act 1980, each Exhibitor is
within the control of the Organisers, or the Organisers in its sole responsible for the removal and safe disposal of any
discretion at anytime determines that the event is not financially waste materials left after the exhibition. Any cost for the
viable the Organisers may at their entire discretion repay the removal of materials or waste left on site by the Exhibitor
rental paid by the exhibitor, or part thereof, but shall by under no or their appointed contractors will be borne by the
liability to the Exhibitor in respect of any actions, claims, losses Exhibitor.
(including consequential losses), costs or expenses whatsoever
which may be brought against or suffered or incurred by the 12. FIRE PRECAUTIONS
Exhibitor, as a result of the happening of such events. Should Exhibitors shall at times observe the following:
the event be postponed for any reason outside the organisers
control, the organiser reserves the right to transfer an exhibitors a. F
ireproofing: All materials used for the construction or
booking to the rescheduled date and not issue a refund. display shall conform to the materials guidelines. (Refer
to the Exhibitor Manual, page 8, paragraph 27).
7. FAILURE OF SERVICES
The Organisers will use all their reasonable endeavours to ensure b. C
loth materials used in decoration of stands shall be
the supply of the services of EventCity and of those mentioned stretched against solid backing, shall not hang loose
in the Exhibitors Manual, but as the supply of such services is and shall be at least 6 inches clear of the floor.
not within the control of the Organisers they shall not incur any
liability to an Exhibitor for loss or damage if any such services c. A
ll furniture used in the exhibition hall shall confirm to BS
shall wholly or partially fail or cease to be available nor shall the 5852 1990 Section 4 .
Exhibitor be entitled to any allowance in respect of Rental due or
paid under the contract. d. N
o naked lights may be exhibited or used in the
exhibition hall without the written permission of the
8. COPYRIGHTS AND PATENTS Organisers.
The Organisers will not be liable for any damages the Exhibitor,
his servants or agents may sustain in respect of the infringement e. E
xhibitors shall not interfere with the fire extinguishers
of any of its copyrights, trademarks, patents or any other placed in the halls by the venue’s fire officers.
intellectual or industrial rights arising out of his participation.
f. E
xhibitors must ensure that their stand personnel are
9. OPENING HOURS familiar with the use of such equipment and that they
a. The exhibition will be open daily to the public on have been made aware of the fire procedure for the
Saturday 27th & Sunday 28th March 2021. Opening event as detailed in the Exhibitor Manual (page 8,
hours are 9.30am to 5.00pm each day. paragraph 27).
b. A
ll dust covers must be removed and stands ready g. E
xhibitors must ensure that their stand staff are familiar
for display purposes by 9.30hrs on each public open with the location of fire and emergency exits and
day. No stand shall be covered up or closed during assembly points, as well as the location of firefighting
the exhibition before the official closing time. Build-up: equipment.
Friday 26th March 2021: 9.00hrs–20.00hrs. Break-down:
Sunday 28th March 2021: 17.30hrs–21.00hrs. All stand 13. LIFTING
fitting and exhibits must be removed from the hall by Instantfocus Ltd have appointed an official lifting contractor for
21.00hrs on Sunday 28th March 2021. the safe lifting of exhibits and stand fittings within the exhibition.
For safety reasons, the use of mechanically operated lifting
10. GANGWAYS It is the responsibility of the Exhibitor to equipment within the exhibition halls, other than that carried out
ensure that the gangways in front of his stand are kept free from by the official lifting contractor, is strictly prohibited.
obstruction during the whole of the time that the building is open
for the purpose of the exhibition. At no time must any gangway 14. MAINS SERVICES
be blocked or obstructed. The supply of mains services is the responsibility of the
appropriate official venue contractors and will be carried out in
11. CLEANING accordance with their own individual terms and conditions.
a. T
he Organisers will provide a cleaning service for
accessible floor space at no extra cost to the Exhibitor.
The Exhibitor is required to place all rubbish from
his stand accessible for the cleaners each evening.
The Exhibitor is responsible to see that his stand is
clean and in good order at all times. In the event that
the Exhibitor fails to do this to the satisfaction of the
17Exhibitor Manual
15. ELECTRICAL INSTALLATIONS arising directly through any Act of God, War, Strikes,
AND SOUND & VISUAL AID EQUIPMENT Lockouts, Trade Disputes, Fire, Flood, Drought or from
All electrical installation must be undertaken by the official riots or similar commissions within or without the hall or
contractor as listed in the Exhibitor Manual (page 8, paragraph premises, or any other causes beyond the Organiser’s
23), which will be issued on receipt of a signed booking form, control or owing to the inability to procure materials or
and the Exhibitor will be responsible for settling accounts articles except at enhanced prices due to any of the
direct with the contractor. The Exhibitor shall not use sound foregoing causes.
amplification equipment unless the sound is contained within the
area of space allotted to him. The Exhibitor shall ensure that no f. T
he Organisers have arranged for the Exhibitors to be
leads connected to any device shall be taken outside the area offered a comprehensive low-cost policy to cover the
contributed to the Exhibitor’s allotted space. The Exhibitor must above requirements. Contact Stewart Miller Insurance
seek his own license as required for the legal transmission of any for details (See Exhibitor Manual, page 5, paragraph 8
copyrighted material whatsoever. A Phonographic license for the for contact details).
event as a whole is not in force and the Organiser accepts no
responsibility for the Exhibitor’s actions. 18. SECURITY
a. General: Instantfocus Ltd will provide a basic level of
16. STAND HEIGHTS security within the exhibition centre throughout build-up,
The normal height limit on display spaces or other items is 2.5 the open period and break-down. All measures practical
metres. Any Exhibitor wishing to construct a display between will be taken to protect the goods and possessions
2.5 metres and 4m in height must submit a proposal plan for of each Exhibitor. However, neither Instantfocus Ltd,
consideration by the Organisers and obtain their approval. nor EventCity will accept any responsibility for the loss
Stands over 4m in height are not allowed in any circumstances. or damage of any goods, exhibits or personal effects.
Exhibitors and contractors are advised not to leave
17. INSURANCE INDEMNITY & CLAIMS valuable items unattended at any time.
a. Each Exhibitor exhibits entirely at his/her own risk.
The Exhibitor is responsible for all claims arising from b. Insurance: It is the responsibility of each Exhibitor to
personal injury or damage arising in connection with ensure that any goods, exhibits and personal effects
the erection and dismantling of the Exhibitor’s stand belonging to their company, staff and appointed
and anything permitted, omitted or done thereon contractors are insured against any loss or damage
or there from during the period of the exhibition of whatsoever.
the construction and dismantling periods caused
directly or indirectly by the Exhibitor or any contractor, 19. STAND DESIGN SUBMISSION AND APPROVAL
subcontractor, servant, agent, licensee or invitee of his It is a strict condition of exhibiting that each Exhibitor submits
or the act, omission or neglect of such person, or by the the following detailed scalable stand designs for inspection
exhibit, machinery or other article of the exhibitor or any before the end of February 2021.
servant or agent of his. The Exhibitor will indemnify the
Organisers in respect of each and every such claim, and Please send to: Instantfocus Ltd, 26 Westgate, Honley,
all actions, proceedings, costs, claims and demands in Holmfirth, West Yorks, HD9 6AA:
respect of all such claims. a. 3 copies of a plan view clearly showing the overall
dimensions of the stand, position of all major exhibits,
b. T
he Organisers will take such precautions as they may and all walling and audiovisual equipment
consider advisable for the precaution of all articles
exhibited, but will not at any time be responsible for the b. 3
copies of each open elevation showing the heights of
loss of, or damage to, or safety of any exhibit, empty each element, graphics and logos.
cases, tools or other property of the Exhibitor or any
other person under any circumstances whatsoever. All All stands incorporating steps, stairs, platforms over
Exhibitors will be expected to effect their own insurance 600mm, raised seating or multiple decks must also
against fire and loss and shall claim against such submit:
insurance wherever possible in priority to making any
permitted claim against the Organiser. i. copies of calculations/drawings that prove the
3
structural ability of any of the above mentioned
c. E
ach Exhibitor must hold a General Third policy of structures.
insurance to cover his legal liability for negligence for an
indemnity of at least £2,000,000. ii. Detailed construction details for these structures.
d. In the event of any person sustaining loss, injury iii. Exhibiting company name.
or damage by any machine, implement or article
belonging to an Exhibitor, the said Exhibitor shall relieve iv. Stand number.
the Organisers of all claims, actions or suits made or
expenses incurred in connection therewith. v. Designer’s details and contact name.
e. T
he Exhibitors hereby agree to free the Organisers vi. The scale used.
and EventCity of all responsibility for loss or damage
18Exhibitor Manual
20. PETROLEUM SPIRIT ETC. IN TANKS OF VEHICLES
The quantity of petroleum spirit or other flammable liquid in
the tank of any vehicle shall not exceed 5 litres (1 gallon) or
the minimum consistent with the performance of the vehicle,
whichever is the less; the arrangements for replenishing
the tanks shall be to the satisfaction of the local authority
andreplenishment shall not take place whilst the public are on
the premises. Any static vehicle for exhibition must have its
tank drained, filler cap sealed and shut and battery terminals
disconnected. For safety reasons, the use of mechanically
operated lifting equipment within the exhibition halls other
than that carried out by the official lifting contractor is strictly
prohibited.
By completing a booking form or verbally
agreeing to book stand space at the show,
you agree to bound by the above terms
and conditions. If you do not agree with
the stated terms and conditions, please
contact Instantfocus Ltd on 01484 482005.
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