SPVS-VMG Congress 2022 Exhibitor Briefing


Here you’ll find the information you will need as an exhibitor before and at Congress. There will be an Exhibitor Helpdesk available throughout Congress and during set up/breakdown where we will handle all exhibitor queries.

Congress Exhibition Manager:
Duschanka Sutherland
Tel:  07703 290397 / duschanka.sutherland@keystone-group.co.uk

 Information Available

  1. Getting there
  2. Arrival and Unloading
  3. Exhibition Opening Set Up/Breakdown
  4. Advance Delivery of Materials/ Post Event Collections
  5. Exhibitor Congress Packs and Name Badges
  6. Exhibition Layout and Stand Space
  7. Electrical Power
  8. Health & Safety
  9. Mobile Phone and Internet Access
  10. Accommodation
  11. Social Programme
  12. Lunch & Tea/Coffee Breaks
  13. Happy Hour
  14. Delegate Exhibition Competition
  15. Exhibitor Showcase Stream
  16. Congress and Sustainability

1. Getting There

ICC Access details and parking costs

2. Arrival and Unloading

Please ask ICC for details

3. Exhibition Opening and Set up/Breakdown

  Exhibition set up/break down times Exhibition opening hours
Thursday 20th January 5.00pm – 10.00pm:

Access to exhibition area for set up

Friday 21st January 6.00am – 8.30am:

Access to exhibition area for set up

Stands must be ready and staffed by 8.30am

8.30am – 6.00pm:

Exhibition open to delegates

4.30pm – 5.30pm – Happy Hour (see point 13 below)

Saturday 22nd January 2.00pm – 4.00pm Stands broken down

We will be strictly enforcing breakdown timings and ask for your co-operation. You must have completed breakdown and exited the building by 6.00pm

8.30am – 2.00pm

Exhibition open to delegates. Exhibition closes after lunch break

 4. Advance Delivery of Materials/ Post Event Collections

All parcels must not arrive before Thursday 20th January. Deliveries will be accepted between 10.00am and 5.00pm.  Any deliveries that arrive outside these hours will not be accepted and may be returned to sender.  

Each item (including individual boxes in one consignment) must be labelled as follows:

Company name and contact
SPVS/VMG Congress 21-22 January 2022
Stand Number (see exhibition floorplan)
Confirm details with ICC   
Box number of total box number (e.g. – Box 1 of 8)

If at the end of the event, you have any boxes that require collection please ensure that each item is labelled as follows:

Company name and contact
Company telephone number (or your mobile if you are happy to do this)
(SPVS-VMG Congress Returns)
Company Address
Box number out of total (e.g. 1 of 8)

At close of the Exhibition, confirm details with ICC

Please note:

  • Please ensure deliveries are tracked and that you request that they are signed for
  • When you arrive at Congress and are ready to receive your consignment, please contact the Convention Centre Duty Manager on ??? who will take you to the designated area
  • There are a limited number of porters available to help subject to demand. Please ask at the Exhibitor Help Desk
  • Post Congress, packages will be stored for a maximum of 7 days, after which time they may be destroyed without liability to either party
  • ICC Wales, SPVS-VMG or Congress Organisers cannot accept responsibility for items delivered ahead of Congress or left for later collection. Please note packages are not stored in a secured area and we would advise against advance delivery/later collection of valuable items
  • The venue does not have forklifts on site therefore large items or multiple boxes will need to come on a vehicle with a tail lift.

5. Exhibitor/Sponsor Name Badges

These will be available from the main registration desk in the foyer of ICC Wales. Exhibitor badges are not transferable. Each exhibitor may bring 2 staff within their standard fee. Platinum and Gold Sponsors have 3 staff included.

If you have not already done so, please register all your staff.  There is a charge of £85.00 per person per day to cover the costs  for lunch and refreshments.  Entry to the exhibition will only be possible with an exhibitor badge and these will be checked by stewards during the two days of Congress, so please ensure your staff wear their badges at all times.  The badge also allows you access to refreshments and lunch.

Exhibitor staff may attend lectures if there is space. Different rules apply to Platinum and Gold Sponsors. There will be stewards on each door and they will ask you to queue to one side until all delegates are seated.

6. Exhibition Layout and Stand Space

You will be able to view the finalised exhibition layout and stand space in due course.

All stands are space only and will be marked out on the floor. Exhibitors must keep within their allocated space unless permission has been given to do otherwise. Exhibitors are allowed to have a backdrop to their stand, curved or flat, but it must not protrude over the width of their space. To maintain fairness, and to ensure visibility, stands should not have ‘sides’.  If you are building a more complex stand please discuss the dimensions with us.

Each stand space comes with a trestle table with white tablecloth and two chairs or poseur table and two high stools. Please click here to confirm your furniture preference. If we have not heard from you to request a poseur table we will give you a trestle table by default.

7. Electrical Power

We will supply one 13Amp power socket for each stand. You may plug one extension lead into this, giving you up to 4 additional sockets; exhibitors are responsible for supplying their own extension leads/blocks if you need them.  You may not daisy-chain further extensions or blocks off these. Individual lighting is not provided.

All items of electrical equipment, including mobile phones and laptops, must have current PAT certificates, including extension leads or blocks. Please be prepared for us to ask to see your certificates.

8. Health & Safety

All exhibitors must carry out a risk assessment of their proposed stand, set up/breakdown and staffing. These should be submitted to duschanka.sutherland@keystone-group.co.uk and you must have copies available on your stand. Each stand will be provided with information about emergency evacuation and other essential H&S information. Please ensure all staff read this. If you have any questions about the above please contact Duschanka.

9. Mobile Phone & Internet Access

There is good mobile phone reception throughout the site. The conference area has a complimentary Wi-Fi network for which no password will be needed. Recent tests achieved an average download speed of 28.02 Mbps and upload speed of 20.61 Mbps, obviously this will vary according to usage at the time. If you need to download large amounts of data or if you require live-streaming, you may need a hardwired connection (payable). Please let us know in advance if you need this.

10. Accommodation

Suitable accommodation for the event can be booked via our Accommodation Index

11. Social Programme

Link TBC

12. Lunch and Tea/Coffee Breaks

Lunch for exhibitors will be served before the end of morning lectures to allow you to eat and return to your stands before delegates arrive. Timings for lunch and tea/coffee breaks will be confirmed nearer the time. There will be tea and coffee stations as well as a central buffet station spread out across the exhibition and we will include as many seating areas as possible to encourage delegates to spend time in the exhibition.

13. Happy Hour

Happy Hour will take place within the exhibition on Friday afternoon following lectures, from 4.30pm to 5.30pm. Delegates and exhibitors will be given a Drinks E-voucher which can be redeemed for a glass of wine or a beer at a serving area within the exhibition area.

14. Delegate Exhibition Competition

See details on how to be part of our popular delegate competition here.

15. Exhibitor Showcase Stream

For those exhibitors taking part in the Showcase Stream, full details and timings will be provided separately.

16. Congress and Sustainability

We believe in doing what we can to change the way we live and work to create a better, more sustainable future for us all. We know things don’t change overnight, but we’re constantly assessing how we can make Congress greener and would really appreciate your help with this. Is there any way that you can help? Can you lift share when travelling to ICC Wales? Can you send out soft copies of catalogues rather than bulky printed copies? We would respectfully ask that you don’t bring along single-use plastic free gifts.

And finally, a big thank-you for supporting SPVS/VMG Congress 2022