Exhibitor Information

May 13th and 14th 2016

East Midlands Conference Centre, Nottingham

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Contents

Welcome 3

Delegate Profile 4

Programme Information 4

List of 2015 Exhibitors 5

Organisers 6

Event Details 7

Exhibitor Vehicle Access and Parking 8

Exhibition Opening Times 8

Essential Dates, times and restrictions 8

Refreshments 8

Deliveries 8

Exhibition Opportunities 9

Extras 11

Electrical Requirements 11

Visa Scheme 12

Hotels 12

Conference Catalogue 12

Installation and removal of exhibits 12

Stand Constructional Services 13

Wi fi 13

Appendix A - Conditions of booking 13

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Welcome

Dear Exhibitor

The British Society of Hearing Aid Audiologists invites you to exhibit at its 2016 annual Congress, which is back at

the ever-popular East Midlands Conference Centre on May 13th and 14th.

The EMCC is a much-loved conference venue not just because of the facilities at the Centre or the fact that there

is an hotel on site – Nottingham also offers a choice of other accommodation - but because the location is in the

beautiful grounds of Nottingham University.

The friendly, family feel is in the main due to the fact that we have the entire centre to ourselves for the duration

of the event, and of course as this will be our fourth visit, our needs are well known to the helpful and

accommodating team there.

Those who have been to the EMCC before will know that the exhibition hall just across the corridor from the

lecture theatre, there are good breakout rooms, and there is sufficient space to allow delegates to enjoy their

refreshments and lunch in same place. As with Telford in 2015, a working breakfast will be provided each day to

refresh delegates who have made the journey that day.

The gala dinner will take place at the Crowne Plaza Hotel, in the centre of Nottingham but coaches will be

provided on the evening to ensure delegates staying at the Orchard Hotel have easy access.

Nottingham has a direct train service to London; East Midlands Airport is just 13 miles away (a 20 minute taxi

ride) and of course the M1 provides easy access to the motorway network. Indeed situated as it is in the heart

of England, Government statistics tells us 90% of England’s population lives within 2 hours driving distance of

the city.

Finally of course, we are working on an excellent programme of speakers which will enrich and entertain

delegates and we believe the BSHAA Congress is a must attend event for hearing aid audiologists from across the

UK and Ireland and we are confident you will make it a 'must be there date' in your exhibition calendar for 2016.

Peter Sydserff

President,

BSHAA Congress 2016

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Delegate profile

The BSHAA Congress is the largest annual conference for the independent hearing care sector in the UK and the

Society has ambitions to make the 2016 event the best ever.

Over the last five years the attendance has averaged over 200 delegates attracted by the exceptional

educational programme and the development and expansion of the Conference which has encouraged a more

varied audience. The emphasis this year is on growing significantly the number of delegates and in particular to

appeal to those working within the NHS.

Delegates in the past have included:

Hearing Aid Audiologists

Employees of small, medium and large dispensing companies

Students

Consultants

Programme Information

The theme of the 2016 Conference will be “Celebrating Excellence” connecting with the Society’s aspirations over

the previous and coming twelve months; sessions will invite delegates to celebrate their standards of excellence

and offer new understanding of the importance of what they do to help enrich the lives of their patients.

Rachael Sloane will once again facilitate the events and speakers booked so far include: Lillian Greenwood, MP,

Chair of the All Party Parliamentary Group on Deafness, Futurologist, Dr Peter Cochrane, Age/Dementia research

scientist Dr Piers Dawes, Manchester University, internationally renowned tinnitus researcher Dr Laurence

McKenna, Geoff Cooling, Curtis Alcock, Anna Van der Gaag, Paul Breckell, and Lorraine Gailey.

It is hoped the now annual student poster competition will be even bigger and better than before and with the

help of exhibitors, the VISA Passport scheme will once again tempt delegates to visit every stand in the

exhibition.

Indeed the exhibition is one of the most important parts of Congress. Once again we’re starting a little later with

an official opening at 8.45 a.m. followed by a working breakfast on both days. Refreshments will all be served in

the Hall with meals available just outside allowing delegates the opportunity to network with exhibitors, to gather

news and information on the new products and services on offer, while they eat.

Finally, but most certainly not least important, the Congress party theme this year is simply “Stars” – linking

nicely to the celebration of excellence. Stars of stage or screen, of science and technology, astronomy or

astrology - the choices are endless and they are yours to make!

All in all Congress 2016 promises to an exciting and well supported event so we urge you to book early to be sure

of getting the best locations....as ever stand spaces are sold on a first come, first served basis.

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Alphabetical List of 2015 Exhibitors

AIHHP

Amplifon

Amplivox Ltd

Anglia Distance Learning Ltd

Aston University

Auditdata

Audioline GmbH

Bernafon

bloom hearing specialists

Boots Hearingcare

British Academy of Audiology

British Tinnitus Association

BSHAA

Cluistrom

GN ReSound

Guymark UK Ltd

HARS UK/Arlington Laboratories

Hearbuy

Hypersound

IAC Acoustics

IPRO GmbH

Mary Hare School

NCHA

Oticon Ltd

P.C. Werth Ltd

Phonak UK

Puretone Ltd

Sivantos Hearing Instruments

Sonolab Ltd

Starkey Hearing Technologies

Sycle.net

Touchscreen Hearing Ltd

Widex UK

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Organisers

Congress 2016 is organised by a Committee made up of

Peter Sydserff (BSHAA President, 2014-16)

David Welbourn (BSHAA CEO)

Jay Jindal

Samantha Godkin

Sarah Vokes

Colin Campbell

Tony Rainer

The Committee and Event are administered on behalf of the Society by

Peel Media Marketing Ltd,

Vernon Cottage,

Pershall,

Eccleshall,

Staffordshire,

ST21 6NE

Telephone: 01785 851 331

David Peel

(Programme content, event production, marketing and promotion) – email marketing@bshaa.com

Linda Peel

(Exhibition, delegates and bookings) – email: events@bshaa.com

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Event Details

Venue

East Midlands Conference Centre

Beeston Lane

The University of Nottingham

Nottingham

NG7 2RJ

http://www.deverevenues.co.uk/en/venues/east-midlands-

conference-centre-orchard-hotel

Exhibitors Vehicle Access and Parking at the TIC

The Post Code for the EMCC is NG7 2RJ – and as you see the

access is off the A6464.

There is free car parking on site for approx 200 cars on site. If you

park on the hotel/conference centre car park you will be issued a

ticket from the machine on entry. You will need to get this

validated at the Conferencxe Centre reception to avoid being charged.

If this car park is full there is further parking on the university campus. Please make sure you get a permit from

one of the attendants or you will be charged.

Loading/unloading

The loading bay is at the rear of the exhibition hall. It is signposted. The gates may be open when you arrive but

if not please go into the main car park and let the Conference Centre reception know that you are there so that

they can open the gates for you to unload. After unloading you will asked to move your vehicle to a holding car

park for the duration of the conference.

Exhibition Set up is 9 a.m. to 9 p.m. on Thursday May 12th with no extension (because the centre closes at 9

p.m.)

Take down time is 2pm on Saturday and the site must be clear by 6 p.m.

Deliveries

Please do not arrange for anything to be delivered more than two days before the start of the conference. Any

deliveries must be clearly marked:

For the attention of ………

Your company name

BSHAA Congress

East Midlands Conference Centre

University Park

Nottingham

NG7 2RJ

Once you have arrived inside the exhibition hall you can pick up deliveries from the loading bay door located on

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the left side of the exhibition area.

For pick ups after Congress: Any items left behind for later pick up must be removed within two days of the end of the Congress and be clearly

marked with the return address.

General

We do ask that you don’t exceed the space that you have booked. Please do not put up pull-ups in the corridor or

leave literature on tables outside the exhibition hall. If you do they will be removed by Conference staff and may

be destroyed.

There is tea and coffee available at the vending machines. There are also a number of drinking water machines. Please could you ensure that you keep to the times shown on your lunch tickets so that you are served before the delegates arrive for their lunch.

Exhibition Opening Hours

Friday May 13th 0830 – 1800

Saturday May 14th 0900 – 1345

Please note that all exhibitors must have their stands ready to receive delegates by exhibition opening times

and must remain with their stands until the exhibition closes on both days.

Exhibitors must not leave their stand unmanned at any time or leave their stand in the care of other exhibitors.

This rule will be rigidly enforced and follows complaints from delegates in previous years that some stands

were not manned.

Exhibitors may dismantle or remove their stands when the exhibition ends at 13.45 on Saturday May 14th

providing they only use the loading doors.

Essential dates, times and restrictions

Setting up times

Exhibitors have access to the exhibition hall from 9.00 p.m. – 9.00 p.m. on Thursday May 12th 2016. However

they must have registered at the registration desk, which closes at 6.00 p.m.

All exhibitors must have cleared the premises by 9 p.m. Any additional charges levied by the venue as a result of

missing this deadline will be passed onto the exhibiting company.

Refreshments on set-up day

There hot drinks machines in the Centre and sandwiches can be pre-ordered from the Centre via

n.cooper@deverevenues.co.uk

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Exhibition Opportunities

1. Space with Shell Scheme

2. Space without Shell Scheme

3. Partner Stand

Space with Shell Scheme

There are 12 shell scheme stands available ranging in size from 3 x 2 metres through to 6 x 2 metres (6 square

metres to 12 square metres).

The shell scheme stand includes walls, carpet, company name panel/fascia board, and electrical package (500

watt socket and lighting according to the size).

Shell scheme stands also receive free exhibition and conference passes which allows access to the conference

and exhibition and includes lunch and refreshments, according to the size of the stand.

Most shell scheme stands are only open on one side however when a shell scheme stand is situated on a corner

or at the end of a row two sides will be left open unless alternative instructions are received from the exhibiting

company.

Price does not include: water and waste supply, display equipment and floral displays. Furniture is not included

within the Shell Scheme package but can be hired. Please complete the attached form.

Space without Shell Scheme

The minimum size for this method of exhibiting is 4 m2.

Island Stands

This is for companies who wish to build their own bespoke stand only. The minimum size for this method of

exhibiting is 16 m2.

Stand restrictions for island and space only stands

Clear Height: Apex 3.5m

Height of Goods Doors 5m

Width of Goods Doors 5m

PLEASE NOTE:

There are restrictions on where solid walls can be erected – this is to avoid smaller stands being

disadvantaged. Please see the floor plan for details and if any doubt please contact the organiser Linda Peel,

on events@bshaa.com or by telephone on 01785 851331

A scaled floor plan and design visuals MUST be provided 6 weeks before the start of build together with a

a risk Assessment (to include fire hazards) is required for Island Stands.

Without these, we will not be able to grant permission for the construction of the stand. If any complex structure

is modified after submission of the above information, plans must be re-submitted with details of all

modifications and a Structural Engineers’ confirmation that the final design is safe for its purpose.

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General

When booking stand space, it is the responsibility of the exhibitor to ensure that there is adequate and suitable

access to all services including water and waste supply. We strongly recommend that a site survey is

undertaken.

Electrical requirements

Lighting and power services will be available to the exhibitor through the official stand contractor and can be

ordered on the appropriate form.

Stand construction and services

The organisers will appoint official contractors to undertake the following work: shell scheme construction,

electric, furniture, carpeting and all other services. No other contractor will be permitted to undertake any of this

work other than one deemed appropriate by the organisers.

Charity and Partner Stands

If you are a BSHAA partner organisation or a registered charity and wish to exhibit at the BSHAA Congress please

contact events@bshaa.com for more information.

How to book exhibition space

Stands will be allocated on a first come, first served basis and because there are signs that demand for space will

be high for this event, companies which exhibited at the 2015 event will be given priority up until November 3rd

2015.

Completed signed booking forms should be sent to: BSHAA Events, Vernon Cottage, Pershall, Eccleshall,

Staffordshire, ST21 6NE or emailed to events@bshaa.com.

Stands are provisionally held for seven days. If the deposit has not been paid in this time they may be released

for re-sale.

Once payment is received we will contact to you confirming your space allocation and provide a receipted

invoice.

A final invoice for the balance will be sent six weeks before Congress and must be settled within 30 days or a

Company will not be allowed to exhibit.

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Payment Methods

Send a cheque, accompanying the booking form, made payable to ‘BSHAA’ to: BSHAA Events, Vernon Cottage,

Pershall, Eccleshall, Staffordshire, ST21 6NE.

BACS payment Account Name: BSHAA Account No: 42707627, Sort Code 09-06-66,

BIC: ABBYGB2LANB. IBAN: GB89 ABBY 0906 6642 7076 27

Credit card payments can be accepted over the telephone or on the form.

If paying by BACS please let us know by e-mail when the payment is made: events@bshaa.com Include the

reference ‘BSHAA Congress’ detailing amount paid, payment date, your company name, contact name and phone

number: A VAT receipt will be sent on confirmation of payment reaching the BSHAA bank account.

By completing an application form for an exhibition stand it is assumed that companies have read, understand

and agree to the conditions of booking attached as Appendix A.

Extras

Exhibitors should use the extras form to order additional power, lighting, passes and gala dinner tickets and this

form must be returned by 21 January 2016.

Depending on the size of their chosen stand, exhibitors will receive a number of Exhibition Passes (some of

which allow access to the lecture theatre. These Exhibition Passes include lunch and refreshments on each day

of the exhibition. The allocation will be according to following table:

Size - metres Stand Type Stand Numbers Exhibition

Passes

Includes

Lecture

Passes

2 X 2 Space 2-6, 9, 11,12, 14, 17

and23

2 1

3 X 2 Shell/space 1,7,8 10, 13,15 and

18-22

3 1

6 X 2 Shell/space 16 5 3

4 X 4 Island 29 5 3

4 X 5 Island 24,25 6 3

5X 5 Island 28 8 4

6 X 6 Island 26,27 10 5

The exhibition passes are named and the names must be declared on the extras form.

Extra Exhibition ONLY Passes (which include lunches and refreshments on both days) may be ordered on the

extras form for £48 per day

Please note that access to the Exhibition Hall and Lecture Theatre in 2016 will be by badge only and all badges

will be checked or scanned. Exhibitors may not invite non-delegates to visit their stand.

The Extras form should also be used to purchase tickets for the BSHAA Gala Dinner, which will be held on Friday

May 13th in the Ballroom at the Crowne Plaza, in Nottingham City Centre. Coaches will be provided for those

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staying at the Orchard Hotel. Places on the coach must be booked in advance on the extras form and tickets will

be issued with the Exhibitors Pack. Passengers without tickets will not be allowed to travel.

VISA Scheme

The Society invites exhibitors to take part in the VISA scheme which was launched so successfully in 2014.

Participating Companies are asked to donate a prize and in return will appear in a VISA card which delegates will

carry with them as they tour the trade stands. When a delegate visits your stand, you are asked to either stamp

their card or place a sticker in the relevant place as proof of the visit. Once delegates have filled the card they

complete their name and contact details and hand it to the organisers for the prize draw which will take place at

the close of conference on Saturday 14th May 2016 at 3.15 p.m.

Additional Information

Hotels

To ensure that delegates have the first opportunity to book rooms at the Orchard Hotel on site, exhibitors are

asked not to book space at there until after early delegate booking has closed on February 29th. Your

cooperation in this matter is much appreciated. We have also reserved rooms at the Crowne Plaza and these are

freely available. There is a wide range of hotel accommodation in Nottingham and you can find out more from

Nottinghamshire’s tourism website http://www.experiencenottinghamshire.com/

Conference and Exhibition Catalogue

Each delegate will receive a copy of the Congress catalogue, which will include full details of the conference

programme, a plan of the exhibition and list of exhibitors. Exhibitors who advertise in the catalogue may also

submit 300 words about their Company, which will be included in the publication free of charge. Further

information and deadlines will be sent to you in due course.

Installation and removal of exhibits

Exhibition Set up will be from 9 a.m. until 9 p.m. Thursday May 12th however exhibitors must have registered with

the organisers before the registration desk closes at 6 p.m. on Thursday May 12th. All stands must be fully

operational when the exhibition opens at 8.45 a.m. on Friday May 13th and must be manned throughout the

exhibition.

The organisers will use their best endeavours to adhere to these times for the commencement of exhibitor’s

work but will accept no responsibility for any costs, claims or expenses arising from any variations.

Exhibits which do not reasonably satisfy the organisers shall be modified forthwith by the exhibitor in such

manner and within such time as the organisers may require and in default the organisers may remove such

exhibits at the expense of the exhibitor who shall forfeit all sums paid by way of deposit, rental or otherwise.

Exhibits may not be removed until the exhibition has been closed at 13.45 on Saturday May 14th and then the

exhibitor must use the loading doors at the rear of the hall.

Any special arrangements for installation or removal of exhibits must be made in consultation with the

organisers in order that no liability arises in terms of the health and safety regulations applying at the venue.

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Cleaning

The organisers will arrange for the daily cleaning of public areas of the exhibition hall outside the exhibition

opening hours. Normal practice is for all aisles surrounding stands to be cleaned and as far onto stands as

possible without moving or touching any stand equipment. Stands should be dressed by 9 pm on Thursday May

12th to allow cleaning to take place prior to the opening of the exhibition at 08.45 on Friday May 13th.

WiFi

Free Wi Fi is available throughout the Centre. However this is intended for the personal use of delegates and

exhibition staff. If your exhibits will rely on a WiFi connection then you are strongly recommended to purchase a

hard-wired connection from the venue for the duration of the event.

Appendix A, Conditions of booking

1 - Definitions

“Venue” is the East Midlands Conference Centre, Nottingham

“Exhibitor” is the Company signing the booking form.

“The Society” is the British Society of Hearing Aid Audiologists

2 - The booking is accepted on the understanding that the Exhibitor will not use any other room or suite, other

than the main exhibition area in the Venue, or any adjacent hotel during the period of Congress for any meeting

or event relating to the launch of, or promotion of, any product or service to which delegates to the Conference

are invited.

3 - Exhibitors who wish to hold an event on at any time between 6 p.m. Wednesday May 11th and 6 p.m. Saturday

May 14th must discuss their plans with BSHAA to ensure there are no conflicts that might adversely affect the

Congress event. If BSHAA considers that there is a conflict it reserves the right to cancel the exhibitors stand

booking.

4 - The Venue has the sole right to supply liquid or other refreshments (alcoholic or non-alcoholic) and exhibitors

who propose to offer these on their stand must declare this in advance and will have to pay any corkage or other

fees as required by the Venue.

5 – The Sub-letting or licensing the use of stand space is not permitted, neither may the products or service of

firms not exhibiting in their own rights be promoted or displayed as exhibits, except where the exhibitor is the

United Kingdom selling agent for such products or firms, or express written permission has been obtained from

the organisers.

6 - Exhibitors will not be permitted to display exhibits in such a manner as to obstruct the light or impede or

project over gangways or affect the displays on neighbouring stands. Gangways must at all times be kept clear

and free for passage. Any exhibitor who continues to cause a nuisance or obstruction after notice has been given

will be liable to have his stand cleared by the organisers at the exhibitor’s own risk and expense.

7 - Exhibitors must ensure that all their display material is within the boundaries of their allocated space.

Advertising material, pull-ups, banners, ‘A’ boards etc. which are found outside stand spaces will be removed and

may be disposed of. The organisers will accept no responsibility for any damage caused during the removal.

8 – The Society will be running a VISA competition to encourage delegates to visit the stands of participating

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exhibitors who will be asked to donate a prize to the scheme as the price of their participation. Exhibitors who

wish to run their own competitions at the exhibition such as prize draws, quizzes etc. must advise the nature of

the competition to the Society and obtain their approval in advance.

9 - The Exhibitor, his agents, employees and contractors may enter the building at a time nominated to them for

the purpose of stand fitting and dressing. In the event of an Exhibitor failing to take possession of his stand the

organisers have the right to re-let the stand and all monies paid shall be forfeit. If all exhibits, displays, stand

fittings and materials are not removed from the building at a time nominated by the Society the Exhibitor will be

fully responsible for any penalties imposed by the premises or any other losses and costs incurred by the

organisers as a result of the exhibitor failing to vacate the premises by the agreed time.

10 - The corners of raised floors on stands must be splayed, rounded or angled to prevent sharp corners and

tripping hazards (In accordance with Association of Event Venues Guidelines for Exhibitions). Any graduation or

safety roping must be within the area allocated for the stand. The exhibitor should provide BSHAA with a risk

Assessment one month prior to the event.

11 - The organisers will not be responsible for the safety of any exhibit, or any property of any exhibitor, or the

loss, damage, or destruction by fire of other property. Nor will the organisers be responsible for any damage or

injury to any exhibitor or any other person. It is recommended that exhibitors affect their own insurance to cover

any potential loss. Exhibitors must obey all reasonable requests of both the organisers and security services in

all cases.

12 - In the event that BSHAA cancels the event it shall not be responsible for any damages, loss of profit or any

other costs to the Exhibitor whatsoever, but will refund to the Exhibitor any deposit paid.

13 – The Exhibitor will be responsible for any damage caused by their staff to any of the stands and/or Venue. If

anything is affixed to the walls of the shell scheme it should be removed in such a way that no part of the fixture

is marked or damaged. In the event that any damage occurs the Exhibitor will be required to pay for the cost of

restoration. Nothing shall be affixed to the exhibition hall walls or other general exhibition area without the prior

consent of BSHAA. If consent is given then the foregoing relating to damage will apply.

14 - Exhibitors will be responsible for insuring their equipment at the exhibition. BSHAA or the Venue will not be

responsible for loss or damage to equipment.

15 - Exhibitors will be responsible for clearing all their rubbish from the Venue. In the event that rubbish is not

cleared and the Venue charges BSHAA, BSHAA will pass this charge on to the Exhibitor and the Exhibitor shall

reimburse BSHAA.

16 –Exhibitors must adhere to the most recent edition of the Regulations for Stand Electrical Installations

published by the Exhibition Venues Association as well as the BS7671 or other European equivalent for electrical

installations and the Electricity at Work Regulations 1989.

17 - No electrical or other wiring or electrical or other equipment or apparatus of any kind is to be placed in the

Venue without prior consent. All portable electrical equipment must have a current test certificate to be available

for inspection by the Venue on request. The Venue reserves the right to undertake random testing of any of the

Exhibitor’s appliances at the Exhibitor’s expense and any such appliances tested and found to be unsafe shall be

removed from the Exhibition.

18 - Any scenery, effects, properties, cloths, materials stands and decorative displays must be made of

materials which are or have been rendered as fire resistant, any that cannot be made fire resistant must be

declared to BSHAA one month prior to the period of hire and shall comply with any directions given by the Venue.

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19– In addition to any conditions included in this document Exhibitors must, where relevant adhere to the Guide

to Managing Safety at Exhibitions and Events which is the industry standard document laying down good

practice for events (“The Red Book”)

20 - In the event of cancellation by Exhibitors less than two months before the 13 May 2016 the full balance of

the stand(s) contracted for will be paid for in full.

General conditions

The organisers are responsible for the control of the exhibition areas. Exhibitors are responsible for the control of

their own stands. The decision of the organisers is final and decisive on any question not covered in the

foregoing regulations.