Exhibitor information

Exhibitor Information

Important timings & exhibitor information

2nd June 2023

Company Profile Information deadline

If you have yet to supply a company logo (.eps file) and 250-word profile text, please send this to conferences@landor.co.uk no later than Friday 2nd June 2023.

28th June 2023
Delegate Places deadline

Please inform us of all your attendees by supplying the following information to conferences@landor.co.uk no later than Wednesday 28th June 2023.

(if names are not provided by this time, they may be denied entry.)

Full name*
Job title*
Company*
Telephone number and email
(This is essential for confirmation emails)
Dietary requirements

*Will be used on delegate badges.

The address for the delivery of postal items to the venue is:

Cycle County Active County

c/o OUEV

Examination School

75-81 High Street

Oxford

OX1 4BG

Please ensure you put your company name on each item, this will make it easier to identify.

Please ensure any advance deliveries are not made before Tuesday 4th July 2023 . Also ensure that the exhibition name is clearly stated along with the date of the exhibition.

Delivery times on the 4th July are between 09:00 - 16:00.

Please be aware that the venue will not take responsibility if any consignments are misplaced.

Should you directly book a courier service to collect to deliver items, the courier must be able to bring equipment into or out of the building and not just provide a curb side service. This is particularly important for large, expensive equipment as our facilities team are not insured to move this. When this equipment needs to be moved to another room we request that a member of the exhibition team is on site to do so.

Please note that the venue not have any forklift trucks or lifting equipment to take large or heavy items off a lorry and into the building

Exhibitor Set Up

The exhibition is taking place in the North School.

Set up times:

Tuesday 4th July: 14:00 - 16:30
Wednesday 5th July: 07:30 - 09:30

The most up-to-date exhibition floor plan can be found here: Exhibition Floorplan

The exhibition format is open plan, table top style. Please note that shell schemes are not supplied for this event.

Power will be supplied to each stand, please bring any additonal extension leads with you.

Please note - All electrical appliances must be Portable Appliance Testing (PAT) tested.

Please refrain from:

Any exhibition, demonstration or performance of hypnotism
Using electrical equipment without a valid PAT testing certificate.
Obstructing any access or emergency exit routes or doorways
Using candles or naked flames (although LED candles offer an excellent and safe alternative!)
Fixing anything to the walls with any form of adhesive

Please ensure that:

All stands, staging and lighting must be a minimum distance of 18 inches from the walls throughout the entire room.
You remove all rubbish and equipment at the end of your event

Should any damage be caused to the area of an exhibitor this will be charged to their company.

Outside Space

The outdoor exhibition is taking place in the Quad (off Merton Street)

Under no circumstances must the Quad gate be blocked. Once the supplier/exhibitor has unloaded/loaded, the vehicle must then be taken off site. Ramp access is provided from the quad into the building, and a trolley can also be provided to assist.

The height of the Quad Gate is 3.5m before it arches, and 2.8m wide. The widest part of the inner Quad Doors is 1.3m.

Exhibitors are not permitted to use the grassed areas in the Quad.

Loading Bay & Lift Access

Exhibitors can use The Quad as a place to unload during the designated set up times.

You can also unload from the front of the building (High Street), there is a single yellow line just pass the main doors and a disabled access ramp that can be used.

Unloading can take place here between 09.30 and 16:00. You can also unload before 07.30 and after 18.30. Unloading or loading outside of these times is at your own risk and the Examinations Schools or University of Oxford do not take responsibility for any fine incurred. The area outside the Examination Schools is suitable for cars, vans and Lorries. Items can be brought in via the disabled ramp entrance into the venue. The smallest door on this route is 1.6m (h) x 0.9m (w), and the ramp width is 0.95m.

Lift access for deliveries

The Examination Schools is a Grade II listed building with only a small accessible lift. Equipment for exhibition stands or any other equipment needs to be carried up a large, wide flight of stairs to get into the main exhibitor room or taken in this lift. The dimensions of the lift are 6.5ft (h) x 3Ft (w) x 4.5 (d). The max weight limit is 800Kg.
The narrowest part of the entrance to the lift on the ground level is 0.94m and on the first floor is 0.9m.

Audio & Visual

A limited number of plasma screens are available to hire for £200 plus VAT.

Please contact conferences@landor.co.uk if one is required.

Wi-Fi

Username: ExamSchoolsWifi

1)Select the ‘ExamSchWiFi’ network on your device

2) A pop-up box should appear and give the option of either signing in using LinkedIn, Facebook or by contact number

3) Choose which option of preference

4) Follow remaining steps

5) Wi-Fi connected!

Post Event

Exhibitors can start packing away from 15:45 on day 2 when the closing plenary is taking place.

All items must be collected between 08:30 - 10:00 on Friday 7th July 2023.

Couriers are instructed to collect from Room 5a.

Getting to the Venue

Parking

If you require van parking for the duration of your event then there is parking for large vehicles at the Redbridge Park and Ride, just outside the city on the Abingdon Road. The cost of this £10 per day (as of Feb 2021). For further information, please see the Oxford City Council website.

Accomodation

Cycle County Active County and Oxford can get busy in the summer. Landor LINKS and Oxfordshire County Council have secured great rates for accommodation at some of the Oxford colleges, available on a first-come, first served basis. They’’ll be popular so book your rooms today.

Please visit https://www.cyclecounty.uk/nearby-accomodation for further details.

Queries?

Mark Luker

Principal Events Logistics Coordinator

Landor LINKS

+44 (0) 207 091 7865

conferences@landor.co.uk

Daniel Simpson

Commercial Direcror

Landor LINKS

+44 (0) 207 091 7861

daniel@landor.co.uk