Exhibitor Assistance Webinar routesonline com The Routes Team
Exhibitor Assistance Webinar routesonline. com
The Routes Team • Rebecca Teale, Senior Project Manger • Victoria Jay, Project Executive • Marion Gauthier, Operations Manger • Thomas Atkinson, Senior Marketing Executive • Account Managers: Sallyanne Collins, Sasha Woodward, Paul Hibbert, Mark Bassarab 2
Today’s Webinar Today we will be discussing the following items: • Exhibitor Manual & Floor Plan • Venue – Durban ICC & NEC • Exclusive & Official Contractors • Build Up & Late Working • Access ON-Site for EAC’s • Types of Stands/Chalets • Stand/Chalet Deadline Information • Health & Safety On-Site • Visit Me • Hotel Accommodation • Registration • Charity Partners • Questions 3
Exhibitor Manual & Floor Plan 2015 • If you don't have a copy of the Exhibitor Manual already – it can be downloaded now by clicking on this link: http: //www. routesonline. com/events/175/world-routes-2015/exhibitor -information/exhibinfo/#main. Content • If you don't have a copy of the current Floor Plan – it can be downloaded now by clicking this link: http: //www. routesonline. com/events/175/world-routes-2015/exhibitor -information/exhibinfo/#main. Content Please note both of these documents are updated regularly and you should check back on a regular basis to ensure you haven't missed any vital information. 4
Venue Durban ICC & NEC are located at Inkosi Albert Luthuli ICC Complex 45 Bram Fischer Rd Durban 4001, South Africa Parking at the Durban International Convention Centre: http: //icc. co. za/venue/info/parking/
Exclusive & Official Contractors • Durban ICC & NEC – Exclusive Venue Catering & Communications Service • Abraxys – Official Independent H & S Contractor • CEVA Showfreight– Official Freight Forwarder • GL Events (Oasys) – Only Official Contractor! • Expo Solutions & Scan Display – Recommended Contractors 6
Build Schedule Event Build‐Up Days Halls Open Thursday 17 th September 12: 00 (Noon) – 17: 00 Friday 18 th September 08: 00 – 17: 00 Saturday 19 th September 14: 00 – 17: 00 Details of Schedule Build up of Hosted Networking Stands & Self Build Chalets Commences Build up of Hosted Networking Stand & Self Build Chalets continues Build up of Hosted Networking Stand & Self Build Chalets Continues Shell Scheme, Premier Shell Scheme, Standard & Exclusive Meeting Chalet Exhibitors Access Event Open Days Sunday 20 th September 09: 00 – 17: 30 Event Open Monday 21 st September 07: 30 – 17: 30 Event Open Tuesday 22 nd September 07: 30 – 20: 00 Event Open Event Breakdown Days Tuesday 22 nd September 21: 00 – 00: 00 Dismantling of Stands Wednesday 23 rd September 06: 00 – 17: 00 Dismantling of Stands 7
Late Working • No overnight work is currently permitted however stand contractors who may require emergency working hours must apply to the Routes Organisers Offices prior to 17: 00 on the day for permission. • Permission will be granted at the discretion of the organizer and is not a given. 8
Access On-site – Exhibitor Appointed Contractors (EAC’s) • All exhibitors will need to complete and return the General Indemnity Form located at the page 68 of the manual. Please return signed copies to worldroutes. operations@ubm. com by Monday 6 th July. • Legislation and ICC Rules & Regulations requires that all contractors, suppliers and service providers delivering a service at the Durban ICC & NEC, whether it be for the venue or any of its clients, are required to undergo a brief Health & Safety Inductions will run from Tuesday 15 th – Saturday 19 th September at either 09: 00 or 14: 00. • In order for Durban ICC & NEC to offer a safe and controlled working environment, all contractors, suppliers and service providers are required to be registered on the Durban ICC EBMS database and wear an accreditation badge/card (to identify those who have been inducted) as well as a colour-coded wristband which allows access. 9
Access On-site – Exhibitor Appointed Contractors (EAC’s) • Personnel to identify and control access to only those persons accredited to be in specific venues for specific events. The accreditation badges/cards and wristbands are to be displayed visibly at all times when on site for the duration of the event from build up to breakdown and anyone who fails to comply will be asked to leave the site immediately. Additional information can be found in the manual (p. 16 - 21) please forward this to all of your contractors 10
Internet/Wi-Fi • We strongly advise all exhibitors to purchase a hard wired connection from Durban ICC/NEC. • Wi-Fi will be available but is only intended for reading emails and downloading small files up to 5 MB. • If exhibitors choose to use the Wi-Fi on their stand/chalet, Routes will not be held responsible for the speed or availability of the network. 11
Types of Stands – Shell Scheme 12
Types of Stands – Premier Shell Scheme Stands 13
Types of Chalets – Standard Meeting Chalets 14
Types of Chalets – Exclusive Meeting Chalets 15
Deadlines for Shell & Premier Shell Scheme • • Catering: 14 th August Fascia Nameboard: 31 st July Furniture: 14 th August Internet: 14 th August • If you wish to make any amends to the above designs please ensure these have been submitted to worldroutes. operations@ubm. com 16
Deadlines for Standard & Exclusive Meeting Chalets • • Catering: 14 th August Electrical: 14 th August Furniture: 14 th August Internet: 14 th August • If you wish to make any amends to the above designs please ensure these have been submitted to worldroutes. operations@ubm. com 17
Deadlines for Hosted Networking Stands & Self Build Meeting Chalet Deadlines • • • Stand Plans: 14 th August Catering: 14 th August Electrical: 14 th August Furniture: 14 th August Internet: 14 th August 18
Health & Safety On-site • HNS & Meeting Chalet Exhibitors will NOT be given approval to build until they have submitted all of the below documentation to Abraxys Global (routes@abraxysglobal. com): - dimensional drawings showing the front, side & back perspectives, elevations and floor layouts of the stand - details of materials being used to construct the stand - a plan showing orientation and location within the exhibition - a risk assessment (including fire hazards) - a method statement - proof of exhibitor appointed contractor insurance up to £ 1, 000 or $1, 500, 000 19
Health & Safety On-site • In addition to the above, exhibitors & contractors should ensure they are familiar with the rules and regulations set out in Exhibitor Manual and the g-guide: http: //www. routesonline. com/events/175/worldroutes-2015/exhibinfo/#main. Content • Templates for Risk Assessments and Method Statements can be found here: http: //www. routesonline. com/events/175/world-routes 2015/exhibinfo/#main. Content 20
The ‘Visit Me’ Exhibitor Campaign • • • Exhibitor marketing campaign Involves all exhibitors Generates return on investment Encourage airline footfall to the stands Entertainment, Visit Me prizes, hospitality, activities, gifts Excellent uptake/ feedback very positive
The ‘Visit Me’ Exhibitor Campaign Visit Me Prize Free Gift/Souvenir Alcohol Soft/Hot Drinks Food & snacks Entertainment
The ‘Visit Me’ Exhibitor Campaign • Pre-event considerations: – – – Providing Routes with all relevant information Stand Design Promotional Staff Stand Hospitality Promotion through the World Routes App Social Media Channels (#World. Routes, @Routesonline Twitter & Instagram) • Routes will circulate any information provided internally alongside dedicated messages through our various channels to promote your activities.
The ‘Visit Me’ Exhibitor Campaign • Mobile Application – Promote stand activities & Visit Me Prize/Gifts – Dedicated email sent to all registered delegates – Pre-event airline email push/Delegate Directory • Stand Visit – Explain about the campaign and prizes/gift guidelines • Networking Screens & AV System – Power. Point slides: Strategy Summit and Networking Village • Photography/Film – – • Prize Winners for post event coverage & airlines visited Stand activities Media – The Hub, Daily publications, Twitter #World. Routes, Facebook, Instagram etc
Hotel Accommodation • Accommodation can be booked via Events In Focus using the link below: http: //www. routesonline. com/events/175/world-routes 2015/official-hotels/#main. Content • Events in Focus are the only Official Hotel Booking agent for World Routes 2015. • Free transfers will be available between all Routes Official Hotels to the Durban ICC and all Networking Events. 25
Registration • If you have a query in regards to your registration at World Routes please contact eventregistration@routesonline. com • Our deadline for insertion into the Delegate Directory is the 17 th August 2015. Please make sure you have registered all of your delegates by this date if they wish to be included. 26
Charity Partners • This year Routes are supporting a number of local charities: • TAFTA Old Age Home http: //www. tafta. org. za/ Old age home and frail care centre for the elderly Require Donations of Toiletries • Lily of the Valley Children’s Village http: //lov. org. za/ Orphanage that assists children suffering with HIV and AIDS Require Donations of Toys and Children's Clothes • Sunfield Home School for Children with Special Needs http: //www. sunfieldhomeschool. co. za/ Require Donations of Pens, Bags, Stationery, etc. The Routes Team will be collecting donations on-site during the event at the Organisers Office
Questions • Contact us directly at - worldroutes. operations@ubm. com - marion. gauthier@ubm. com - thomas. atkinson@routesonline. com 28
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