SPVS Congress 2024 Exhibitor Briefing

PLEASE READ CAREFULLY AND MAKE AVAILABLE TO ALL STAFF ATTENDING THE EVENT. 

Please find here the information you will need as an exhibitor before and at Congress 2024. In addition, there will be a Helpdesk in the exhibition hall available throughout Congress and during set up/breakdown where we will handle any queries you may have.

Congress Exhibition Manager:
Duschanka Sutherland

1. The Hilton Birmingham Metropole

Centrally located on the N.E.C complex and situated just minutes from major motorway links, Birmingham International Train Station and Birmingham International Airport. The Birmingham Metropole Hilton can accommodate all Congress delegates and features 31 meeting and event spaces, four distinctive restaurant and bars, Health Club with state-of-the-art gym and indoor swimming pool. Charges apply for use of the pool area and advance bookings are strongly recommended. Rooms from £100 per night. To book please click here.

2. Getting There
Please click here for details of how to get to the Hilton Birmingham Metropole.

3. Car Parking Information

There is a reduced rate for exhibitors and delegates of £10 per day for the event dates (25-27 January), please use the event code XDZRI.

You can pay online at any time during the event using this link. You can only choose the first option for ‘Pay As You Go Parking’ whilst the event is live and once onsite.

Alternatively, there is also an option to pay at the machine next to Concierge in the main Reception if you are not resident.  Any residents should advise Reception of their car registration at any time during their stay prior to departure.

Upon departure the barrier will lift for you.  Charges will only be made for those who have parked their cars in the hotel car park.

Please note that car parking spaces are subject to availability and are not guaranteed. Cars parked in the NEC car parks are out of the hotel’s control and charges are variable.  The charges are payable by the individual.

4. Arrival and Unloading

The exhibition will be located in the Palace Suite, the floorplan will be available in due course. Access is available via the main entrance for hand carrying and via the rear of the hotel for the unloading bay, please follow signs on arrival for Kings Crush for loading into and out of Palace suite, also access to Kings suite for smaller items.

Please note the room next to the unloading bay will be in use during the event set up and breakdown, so we request that you keep noise to a minimum as best as possible.

5. Exhibition Set up/Breakdown and Opening Times

  Exhibition set up/break down times Exhibition opening times
Thursday 25th January
8:00am – 10:45am:
Access to exhibition area for set up
Stands must be ready and staffed by 10:45am
The exhibition will be open to delegates during the following times:
11:00am – 6:30pm
Friday 26th January
Stands can be broken down from 4.15pm.

The load out area at the rear of the Hilton Metropole will not be accessible until 5.30pm due to lectures taking place in the main auditorium. It will, however, be possible to load out via the front of the hotel.

We will be strictly enforcing breakdown timings and ask for your co-operation

You must have completed breakdown and exited the Palace Suite by 6.00pm.

The exhibition will be open to delegates during the following times:
8:00am – 4:15pm

Please note that Congress will continue on Saturday 27th January with a single stream of sessions specifically aimed at those looking to set-up or expand their business. The exhibition will not be open on this day.

6. Advance Delivery of Materials/ Post-Event Collections
Packages to the Hotel are received, stored and delivered to the Hilton Monarch Lock-Up storage room. Storage in this area is limited. Packages must not arrive before Wednesday 24th January. Deliveries will be accepted between 6.00am and 4.00pm. 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. Please click here to access the label.

If at the end of the event, you have any boxes that require collection please ensure that each item is labelled. Please click here to access the label.

Please note:

  • Please ensure deliveries are tracked and that you request that they are signed for
  • Packages will not be accepted by the hotel without a recipient name.
  • The hotel does not accept pallets. Please check with Duschanka if this applies to you.
  • The hotel does not accept Cash on Delivery packages.
  • For security reasons, all unidentified shipments or questionable packages will be refused.
  • Post Congress, packages will be stored for a maximum of 24 hours, after which time they may be destroyed without liability to either party.
  • Exhibitors are responsible for the packing of all return packages. Please make these known to Duschanka before your departure.
  • All items must be addressed using the return label and any items left in the exhibition room without correct labelling will be destroyed.
  • Post Congress, packages can be collected by courier from 4.15 – 6pm on Friday 26th
  • The Birmingham Hilton Metropole, SPVS or the 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.

7. Exhibitor Name Badges

These will be supplied at your stand. Badges are not transferable. Each exhibitor may bring 2 staff within their standard fee. Sponsors have additional staff passes, depending on the type of Sponsorship.

There is a charge of £100.00 per person per day to cover the costs for lunch and refreshments for additional staff beyond your complimentary places. If you have not already done so, please click here to register any staff beyond your allocation.

We will be in touch in January to confirm names for all your passes.

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 Sponsors. There will be stewards on each door and they will ask you to queue to one side until all delegates are seated.

8. Badge Scanner iOS and Android App

We are pleased to offer the Badge Scanner iOS and Android app to assist with lead retrieval. This app has a simple and intuitive interface for collecting leads onsite and synchronises with a dedicated online reporting platform to provide detailed sales lead information for post event follow up. The app setup fee is £160 plus VAT per exhibitor. Further information can be found at https://www.badge-scanner.com/faqs/exhibitor-faqs. To place an order for The Badge Scanner app set up, please click here and complete the form by Thursday 11th January 2024. An invoice will be sent to you.

9. Exhibition Layout and Stand Space

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

Stand measurements are as follows:

Exhibitor – 2.5 x 1.5m

Gold, Silver & Bronze Sponsors – 3 x 2m

Platinum Sponsors – 4 x 2m

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. If you would like a poseur table and two high stools there is a charge of £65 plus VAT.

Trestle table measurements: Length: 1520.4mm x Width: 609.6mm x Height: 760.2mm

Poseur table measurements: Height: 1150mm x Diameter: 600mm

Please click here to confirm your furniture preference. If we have not heard from you by 8th December we will give you a trestle table by default.

10. 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.

11. Exhibitor Area

There will be a dedicated area for exhibitors and sponsors which can be used as a base to meet clients. Tea, coffee and water will be available nearby.

The exhibitor area will be cordoned off and will only be available outside of delegate breaks, lunchtime and Happy Hour.

12. Food & Drink

Exhibitor passes include tea and coffee and a two-course buffet lunch. Beyond the refreshments served in the Exhibition Hall, there is access to food and beverages all day within the hotel.

Food and beverage items not purchased from the hotel are not permitted on the stands. If you would like to serve anything from your stand, please discuss this with Duschanka in advance.

In response to your feedback we’ve adapted the timetable to allow for a 2-hour lunchbreak. Delegates will be asked to select which hour they will spend in the exhibition Hall. This will mean the Exhibition isn’t excessively busy and allow for longer and more meaningful conversations.

13. Health & Safety

Please let us know if your stand involves more than a table and pop-up banners as an individual risk assessment will need to be completed. Each stand will be provided with information about emergency evacuation and other essential H&S information. Please ensure all staff read this.

14. Security

Please note that security has not been provided for this event and items of value should not be left unattended at any time. Please ensure that that all belongings are locked away at the end of each day as it is a public hotel and we cannot guarantee that belongings will be safe if stored in the Exhibition Hall overnight. If you have any questions about the above, please contact Duschanka.

15. Mobile Phone & Internet Access
There is good mobile phone reception throughout the site. The Exhibition Hall has a complimentary Wi-Fi network and the password will be provided. Recent tests achieved an average download speed of 15mbps, 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.

16. Accommodation
Accommodation for the event can be booked via our accommodation index

17. Social Programme
Tickets for our evening social events can be booked via the exhibitor event site

18. Lunch and Tea/Coffee Breaks

In response to your feedback we’ve adapted the timetable to allow for a 2-hour lunchbreak. Delegates will be asked to select which hour they will spend in the exhibition Hall. This will mean the Exhibition isn’t excessively busy and allow for longer and more meaningful conversations.

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.

19. Happy Hour
Happy Hour will take place within the Exhibition on Thursday afternoon following lectures, from 5.00pm to 6.00pm. Delegates and exhibitors will be given a drinks voucher which can be redeemed for a glass of wine or a beer at a serving area within the Hall.

20. Delegate Exhibition Competition
See details on how to be part of our popular delegate competition here.

21. Accessibility

We’re committed to making SPVS Congress as accessible as possible to all attendees. If you are aware of anyone on your stand who you think may require additional assistance, please email duschanka.sutherland@keystone-group.co.uk. For further information about the ways we have improved the event please click here.

22. Congress and Sustainability
Here at SPVS Congress, 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 Hilton Birmingham Metropole? Can you provide digital content rather than printed? We would respectfully ask that you don’t bring along single-use plastic free gifts and please do bring your own re-usable water bottles and coffee cups.

And finally, a big thank-you for supporting SPVS Congress 2024