Exhibitors Information Pack - Business Innovation South Expo

Exhibitors Information Pack

DISCLAIMER:
This exhibitor information pack has been produced for the use of the exhibitors attending the
Business Innovation South Expo and remains the property of Phoenix Project Solutions Ltd
who are organising and hosting the expo.

Welcome and exhibitors instructions

Thank you for booking a stand to exhibit at the Business Innovation South EXPO, which is
being held at The Legacy Hotel Best Western Chilworth Manor Hotel, Chilworth,
Southampton, SO16 7PT on Thursday 12th September 2019.

The expo aims to bring together established companies across a broad spectrum of
industries from within the science, technology, engineering and business innovation
sectors showcasing the latest products and services available.
As an exhibitor you have:
  •    a platform for your company to showcase your products and services to regional
       businesses looking to make use of the latest technology and innovations available
       within your sector;
  •    a setting for you to engage with potential clients;
  •    a setting where as a business owner/decision maker you can bring yourself up to
       speed with the latest products/technology available to help drive your business
       forward;
  •    a setting where you can network with other exhibitors/businesses;
  •    an opportunity to hear enlightening and informative talks:

  1.   Why corporate governance is key to enhancing your brand reputation?
  2.   Information security: prevent, protect, resolve
  3.   The power of social capital – funding, branding and profile raising
  4.   As well as guest speaker slots with Steve Northam of SN Technologies “From
       Business Incubation to Human Microchip” and Richard Roberts of Ocean Saviour
       “The vision and story so far – what next?”

In this pack we aim to provide all the information needed to enable you to make the most
out of your exhibiting experience with us. The pack contains useful information on the
event, venue location, stand location and many more useful facts.

Please take the time to read through this pack and familiarise yourself with the terms and
conditions and checklist and share this document with any of your staff or contractors who
will also be attending the expo on the day.

We wish you every success at the Business Innovation South Expo and look forward to
seeing in September.

Lara Bull
Business South Innovation South Expo and Director of Phoenix Project Solutions Ltd

General information

For all general enquiries prior to the event or if you have any questions in relation to your
stand or booking, please contact Lara Bull on 02380 407588 / 07776 236371 or via
lara@businessinnovationsouth.com who will assist with any questions you may have.

Exhibition information

Venue Information and Parking Arrangements: The expo is being held at The Legacy
Hotel Best Western Chilworth Manor Hotel situated on the University of Southampton
Science Park and so serves as a natural location for our inaugural BIS Expo event. The
expo makes use of the entire ground floor level of the hotel which will be split into Zones.

The venue is easy to locate and has plenty of facilities. There is FREE parking available on
site, both close to the hotel and in the hotel overflow car park and has disabled parking
close to the entrance. Exhibitors parking will be clearly displayed on the front lawns.
Additional parking capacity for some visitors may be provided elsewhere within the
science park or off-site a short distance away with shuttle mini-buses operating.

Venue Address: Chilworth, Southampton, Hampshire, SO16 7PT
https://www.businessinnovationsouth.com/venue-information

Hotel Accommodation: The Hotel has agreed a reduced overnight room rate of £100,
based on a double room B and B, for exhibitors. If you require accommodation a discount
code will be provided once a stand has been booked.

The hotel complies fully with fire regulations and all extinguishers, fire alarms and fire exits
are appropriately marked and tested.

There is a no smoking policy operating within the hotel.

The hotel has First Aid qualified members of staff who will be on site throughout the
event.

How to Find Us: If you are using a SAT NAV the hotels postcode is SO16 7PT. Nearest
motorway: M3, J14, 2.00 miles. Nearest train station: Southampton Airport Parkway, 4.1
miles or Southampton Central station at 5.2 miles. Nearest airport: Southampton, 4.1
miles. Free parking on site (250 spaces). On site disabled parking (6 spaces).

From the M3: Exit the M3 at Junction 14, exit towards A33 Southampton. At the
roundabout take the 3rd exit, onto the M3/A27 Slip road to London, Eastleigh,
Winchester. Keep left, follow sign for Chilworth, Romsey Continue onto A27 Continue
straight onto Chilworth Road. Turn left onto University Parkway Hotel is situated on the
right. Visit website to see map.

Exhibition Set Up Times: Access to your zone for stand setup is available from
6pm on the Wednesday 11th September or from 8.30am on Thursday 12th.

Please note that expensive equipment should not be left unattended overnight.

Expo opening hours: As an exhibitor your stand needs to be ready by 9.45am ready to
accept visitors from 10am to 4.30pm on Thursday 12th September.

Floor plan of venue

To view what stand numbers are available and which exhibitors have booked already,
please follow this link:

https://www.businessinnovationsouth.com/companies-exhibiting

How much is a stand and what is included?
The stand cost is £550 + VAT and will include

  • Choice of your preferred zone and stand online at time of booking via this link
      https://www.businessinnovationsouth.com/exhibitors-whats-included
  • An invitation to the pre-expo drinks and canapés event on 11th September from
      6.30pm to 8.30pm for exhibitors, speakers and supporters.
  • A stand space/area that is 1m x 2m*
  •   Choice of table size (4’, 5’ or 6’ or none) and table cloth
  •   Power **
  •   Refreshments throughout the day
  •   Exhibitor Pass(es) for light buffet lunch – issued on arrival
  •   2 guest visitor booking codes (buffet lunch not included, please see below) ***
  •   Discounted accommodation rate of £100 B & B per night if required
  •   Ability to put leaflet/small item in expo visitor bag
  •   Listing on the exhibitor’s website page with social media and website links
  •   Listing on expo programme with website address
  •   Membership to the Online Exhibitor Community Hub
  •   Logo image on main entrance screen along with other exhibitors
  •   Logo image on Zone screen for your chosen Zone
  •   Supporting posts on social media when you sign up to take a stand
  •   FREE parking

* If you require a stand larger than 1m x 2m you can book multiple adjacent stands to
  increase your overall stand size.

** 1 power socket is available for each stand, if additional power is required please notify
   us on your Exhibitor Booking Form – depending on your requirements this may be
   chargeable.

*** (buffet lunch NOT included with your free visitor passes but you can choose to pay the
    £10.00 + VAT uplift at the time of booking).

On Thursday 11th from 6.30pm to 8.30pm there is a pre-expo drinks and canapes event for
exhibitors, speakers and those key companies supporting the event. This is an
opportunity to informally meet and network with our speakers and your fellow exhibitors
from across the region.

How much is a stand and what is included cont…

Online exclusive exhibitor community hub on Linked In

When you are a confirmed exhibitor you will be added to our closed exhibitor community
hub. This gives you an opportunity to speak with the other exhibitors/build a genuine
network within the other exhibitors and speakers that will be there on the day and be the
first to hear any news and updates from the Expo team.

Within the group you can promote your company, events you might be hosting or
attending and we hope it will bring momentum on the run up to the expo. The group will
continue after the expo and with future years should grow in size expanding your network
across the south.

Free cyber security strategy and planning seminar

A final benefit for up to 24 exhibiting companies: we are delighted to announce
that Dan Maund of the South East Regional Organised Crime Unit (SEROCU) will be
holding 3 x 1.5 hour free seminars for exhibitors on cyber security and strategy
development for companies. This is a fantastic offer for any exhibitors with more than 1
member of staff attending the expo or, if your company prefers, you can send another
member of your team specifically for the seminar?

8 spaces are available on each seminar that will be held across the day so up to 24
exhibiting companies can benefit from this offer.

Please note booking your space on the cyber seminar is dependent on having booked
your stand - only 1 space will be made available to any 24 exhibiting companies offered on
a first come first served basis when completing the Exhibitor Booking Form .

Seminar timings available: 10.30 am - 12 noon, 12.30 pm - 2.00 pm and 2.30 pm - 4.00 pm

Payment method
To secure your exhibitors stand please follow this link to the booking page on our website.
You will be able to pay online, see a live version of what zones and stand numbers are
available and book the zone and stand which suits you and your business best.
https://www.businessinnovationsouth.com/book-now/exhibitors-book-a-stand

Please note The Business Innovation South team will ensure that the website is updated
daily with new stands booked to avoid companies booking stands that have already been
taken - in the event of a double booking it will be allocated according to the first order
received.

Stand information

Space is limited in the zones and therefore we have been asked by the venue to set the
following guideline:

If a stand space of a larger size is required, you are able to increase the size by ordering
two or more adjacent stands in any given location if required.

Please note you can purchase 2 or more adjacent stands, you would need to pay for each
stand at £550 + VAT and have the option to specify the stand numbers you wish to secure.

Please ENSURE you clearly state the zone and stand number(s).

Branding throughout the venue

Please provide a high res logo for your company as this will be included within the main
expo hub display throughout the day and on your specific zone screen showcasing to our
visitors which companies are in each zone.

Power
All stands/exhibitors will have access to a single power point.

If you require extra power/sockets, please ensure you advise us by 1st August 2019 so we
can arrange this in advance.

Please note if your requirement incurs an additional cost to the Expo, it will be passed on
to you and will need to be settled in advance of the Expo.

Stand, furniture and table size

Please specify when completing the Exhibitor Booking Form:

  •   Stand number(s) and eg. 1, 2, 3 etc – please ensure that if you are ordering more
      than one stand to achieve a larger overall stand size that you carefully note the stand
      numbers;
  •   The size of the table required: 4', 5', 6’ or none;
  •   Is a chair(s) required.

Speaker sessions

Throughout the day we will have 6 speakers, each giving 20 to 30-minute talks with time
for questions at the end (45 mins max per session).

These speakers will be placed evenly apart time wise to enable visitors to be able to get
around all the Expo stands and encourage them to stay for the whole day.

If you have more than one person on your stand we hope that you will be able to take the
opportunity to attend these talks as well as attendees as topics will be as relevant to both.

 Start Time            Speaker               Company               Topic

 10.30am               Peter Taylor          Managing Partner,   Why corporate
                                             Paris Smith         governance is key to
                                                                 enhancing your brand
                                                                 reputation?
 11.30am               Steve Northam         IncuHive / BioTeq   From business
                                                                 incubation to human
                                                                 microchips
 12.30pm               Richard Roberts       Ocean Saviour       The vision and story so
                                                                 far – what next?
 1.30pm                Stephen Haslett       Senior Cons, Fusion Information security:
                                             Forensics           protect, prevent,
                                                                 resolve
 2.30pm                Emma Wilson           Founder of EMARI    The power of social
                                             Marketing           capital – funding,
                                                                 branding and profile
                                                                 raising
 3.30pm                tbc

To read more about our speakers please follow this link
https://www.businessinnovationsouth.com/speakers-bio

To book your session with our great speakers please follow this link
https://www.businessinnovationsouth.com/session-booking

Exhibition terms and conditions

•   You must not begin to pack up your exhibition stand until the event has been closed at
    4.30 pm or if you have been given permission from the event organiser.

•   All stands must be cleared away on the closing day of the event.

•   You are responsible for removing any property used at the event and should not leave
    any boxes for the event organisers or hotel staff to clear.

•   As an exhibitor, you are liable for all storage and handling charges resulting from your
    failure to remove all equipment/surplus literature from the venue.

•   It is very important that once the event is opened, that the event space remains safe for
    those that are exhibiting or attending as a visitor. Please bring cable covers and any
    other safety equipment your stand/demonstration may require to ensure the safety of
    yourself and others.

•   When exhibitors are booking their stand space they should also pre-book their space (s)
    at any of the speaker sessions they wish to attend as numbers are restricted to 130 per
    session.

•   Exhibitors must ensure that they have the appropriate level of valid Public Liability
    insurance in place for the event and provide a copy certificate by 31st August.

Important dates and deadlines

To help you get organised and to ensure that you never miss a deadline, we’ve provided
you with all the dates and deadlines that are applicable to this particular business expo.
Please make a note of these dates in your diary, as it is your responsibility to act upon
them.

Nearer each deadline the team will send you a reminder/prompt of what we need you to
provide at each stage.

Within 7 days of booking your stand

Please complete and return the Exhibitor Booking Form within 7 days of booking your
stand – the form contains important questions about your specific requirements to enable
you to have the best expo experience so it is important to complete the form fully.

Important dates and deadlines cont…

By 1st August

Please provide your high res logo to ensure you are added to the website and any other
promotional material/online campaigns etc.

Please confirm if you will need extra power / sockets so we can arrange this prior to the
event with the relevant team.

By 15th August

Please provide us with a copy of your company’s public liability insurance certificate that
will be valid on 11th and 12th September 2019 – lara@businessinnovationsouth.com

By 23rd August

Please ensure any item(s) which you would like included in the visitor bag are received by
this date to ensure they are included. eg. leaflet inserts, small gifts etc, to be sent for the
attention of Lara Bull, Ravenswood, 2 Dumbleton Close, Pinewood Park, Southampton,
Hampshire, SO19 6AP.

Ideas to help promote your stand and the expo
Once you have secured your stand you will have confirmation of the stand number that
you have chosen. Here are some suggestions on how to promote your stand and increase
the activity to your exhibition.

  •   Use our posts welcoming your company to the expo and share within your wider
      community
  •   Create some social media posts advertising your stand number and run a google ad
      campaign
  •   Promote your posts within LinkedIn, twitter or any other online platform that you use
      for your business
  •   Run a Mailchimp email campaign to your contacts
  •   Develop marketing material to send out to your contacts, partner suppliers or
      request a supply of #BIS2019 expo fliers
  •   Create a twitter hour and promote the event
  •   Any posts you create, we recommend adding this visitors link
      https://www.businessinnovationsouth.com/visitors-whats-included to enable your
      audience to easily book their place

Checklist of things to do now

•   Provide your logo, company bio, and website to enable your introduction to the expo
    on social media and for your company to be added to the expo website.

•   Complete your Exhibitor Booking Form.

•   Confirm if your company requires a cyber security seminar place.

•   Note key dates in your diary:
    1st August – high res logo received to ensure your profile on the screens outside your
    chosen Zone and to appear throughout the day on the main entrance screen
    15th August – copy of public liability insurance certificate valid 11th and 12th September
    23rd August - provide your promotional material you wish to be added to the visitor bag
    11th September – pre-expo drinks and canapes event from 6.30pm to 8.30pm
    12th September – Expo event

•   Book your place to see any speaker sessions of your choice via the website.

•   Confirm if you will be attending the drinks and canapés evening on 11th September.

•   Begin advertising that you will be showcasing at the Expo within your contacts and
    business partners.

•   Write a Supply list so you don’t forget anything on the day.

We hope that you find this information pack useful and that it answers any questions that
you may have with what to expect on the day, what is required beforehand and key dates.

Please follow the FAQ link to our website which summarises the most asked questions.
https://www.businessinnovationsouth.com/faqs