Exhibitor logistics and planning information

GENERAL INFORMATION

Exhibition open times

Monday 10 June       09.50-18.30

Tuesday 11 June       10.00-17.45

Wednesday 12 June  09.00-15.00

Exhibition build times

Saturday 8 June  10.00-18.00 Space only exhibitors

Sunday 9 June    08.00-18.00  All exhibitors

Stands must be complete by 18:00 9 June

Please access the specific information and documents relevant to your stand type below to make your participation at UKIO as easy as possible 

The conference will be held at the ACC Liverpool, a dedicated conference venue with excellent transport links and an abundance of accommodation within a short walking distance. Here is information on traveling to Liverpool

The ACC Liverpool houses a 1,350-seat auditorium, 18 breakout rooms and the 11,000 capacity M&S Arena. The exhibition will be located in the Arena and Hall 2 on the lower level of the centre.

The venue sits at the heart of the city on Kings Waterfront, alongside the Grade I listed Albert Dock.

ADDRESS

Kings Dock, Liverpool Waterfront, Liverpool, L3 4FP, United Kingdom

Exhibitors & Contractors are requested to report to the vehicle holding area (VHA) within Loading Bay 3, indicated on the map. Vehicles will be parked in the holding area in a queuing system and once suitable space for your vehicle is available, you will be advised to proceed to Loading Bay 2, via Keel Wharf (see map).Once at the gatehouse to Loading Bay 2, all vehicles must follow the instruction of the traffic management team. See access map below.

Unloading map

Please note Loading Bay 2 height is 4.3 metres. Speed limit is 5mph. Maximum Unloading time allocated is 30-minutes.

Once you have unloaded, remove your vehicle from the loading bay to car parks adjacent to the venue, or if your vehicle exceeds the height restriction of 2.1m you will be required to park off site to the open air truck parks.

All personnel are required to wear wristbands and high viz jackets (or accreditation provided) to show you are entitled to be in the building. No contractors’ vehicles are permitted in the halls (except mobile units who have booked space).

Please note, there are no forklifts, trollies or pallet trucks onsite. Forklifts are available to hire in advance via our freight partners, Rhenus High Tech Ltd.

BOOKING INFORMATION COMING SOON.

We suggest smaller stands bring their own small trollies for moving boxes etc.

There is very limited storage onsite, so if you need to store items during the event this should be part of your stand plans.

Deliveries will only be accepted from Saturday 8 June until Wednesday 12 June between the hours of 08.00 to 18.00.

DELIVERIES THAT ARRIVE BEFORE SATURDAY 8 JUNE 2024 WILL BE TURNED AWAY.

Drivers should report to the gatehouse at Loading Bay 2 on arrival.

Due to the very high volume of deliveries, the organisers and the venue cannot be held responsible for loss or damage of items. We advise exhibitors to be onsite to receive their goods themselves to ensure safe delivery or use the services of our approved freight forwarding company Rhenus High Tech Ltd who can receive your items well ahead of the event dates, where they will be safely stored. Rhenus will then deliver everything to the ACC again before delivering directly to your stand. With breakdown your packages can be collected promptly and delivered back when you require.

 

All deliveries must be labelled as below:

<Exhibitor name> and <stand number>

UKIO Congress, 10-12 June 2024

C/O Brian Charity Loading Bay 2

Exhibition Centre Liverpool Kings Dock

Liverpool L3 4FP

 

Please note: The venue do not provide trolleys or pump trucks, so we suggest you bring your own trolleys. Forklifts should you require them are available to hire in advance subject to availability via our freight partners Rhenus.

The exhibition is open for 3 full days from 09:50 on Monday 10 June to 15:00 on Wednesday 12 June. Exhibition break down commences from 15.30 on 12 June.

PLEASE NOTE: All stands MUST remain intact until the exhibition has closed and cleared of delegates. 

Breaking down early not only impinges on venue health and safety regulations but is detrimental to the quality of the event for other exhibitors and delegates.

Exhibitors who do breakdown early may not be permitted to exhibit at future events.

Exhibitors and contractors are requested to report to the gatehouse at Loading Bay 2, via Keel Wharf. Vehicles will be parked in the holding area and once suitable space for your vehicle is available, you will be advised to proceed to the relevant loading zone.

Please ensure your stand complies with the industry wide Health and Safety Venue E-guide at https://www.aev.org.uk/e-guide. It is the exhibitors’ responsibility to ensure that their staff and contractors are fully compliant with the mandatory requirements:

  • The Health and Safety at Work Act, etc, 1974 (HASAWA74)
  • The Management of Health and Safety at Work Regulations 1992
  • The Manual Handling Operations Regulations 1992
  • The Personal Protective Equipment at Work Regulations 1992
  • The Workplace (Health, Safety and Welfare) Regulations 1992
  • The Provision and Use of Work Equipment Regulations 1998
  • The Control of Substances Hazardous to Health Regulations (COSHH) 1999
  • Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 1995
  • The Building Regulations 1991 (England & Scotland)
  • Environmental Protection Act 1990
  • Cinematography Acts 1909 – 1982
  • Food safety act 1990 and relevant statutory provisions
  • Food safety (general food hygiene) regulations 1995
  • Food safety (temperature control) regulations 1995
  • Health and safety display screen equipment regulations 1992
  • Personal protective equipment at work regulations 1992
  • Lifting operations and lifting equipment regulations 1998
  • Electricity at work regulations 1989

All portable power equipment must be used only for the purpose for which it was designed and the correct safety guards and devices must be fitted and used. Trailing power leads must be kept to a minimum and not across gangways. Petrol powered equipment must not be used onsite. Fire exits and gangways should be kept free of obstruction at all times.  Display of heaters, heat producing apparatus, naked flames, toxic and flammable substances are prohibited.

All exhibitors must complete the Health and Safety declaration by 26 April

The Construction Design & Management (CDM) Regulations 2015 state that the build and breakdown of an exhibition is deemed a building site and thus the CDM regulations now apply. These regulations require site information and site rules to be issued to all persons attending the premises during the build and breakdown period.

Site rules should be used in conjunction with those of the venue; the organising team, exhibitors, contractors (the approved contractors appointed by the Organisers as well as those appointed by the exhibitors) and venue staff must comply with the site rules and site information of the Organisers and the venue. It is the exhibiting companies’ responsibility to read and pass this information on to all parties (whether staff or contractors) who will be attending the venue during the build period on their behalf. It is not the responsibility of the Organiser or the Venue.

 

Please ensure that your stand personnel take all personal belongings with them at the end of each day. The organisers and the ACC cannot accept responsibility for any damage to and/or loss of any property introduced by exhibitors or contractors. Please ensure that all electrical equipment has been turned off before leaving the exhibition hall at the end of each day. The Organisers and the ACC cannot be held responsible for any loss or damage to stands, exhibits, property or equipment. Exhibitors are responsible for insuring against any legal liability incurred in respect of injury or damage to persons or property belonging to themselves or third parties. In addition to this, exhibitors should protect expenditures against abandonment and cancellation or curtailment of the event due to reasons beyond our control.

There is no storage available at the ACC. You will need to incorporate storage solutions into your space only stand design or hire appropriate furniture to store items. Or contact Rhenus (freight forwarding) who may be able to help with off-site storage.

All congress badges will have a QR code that can be scanned, meaning that participants who have their badges scanned consent to sharing their full name, place of work and email address with you.

Handheld Scanners and/or app licences can be ordered via our supplier ContactMedia . A licence for the first device is available for £99 (ex VAT) and £29 (ex VAT) for each additional device.

Book here ukio2024

UKIO is asking all exhibitors to think about their sustainability and environmental policies and how these can be implemented in relation to your attendance at the event.  Can you use digital engagement and minimise use of fliers and handouts? Are giveaways ethically sourced?  Is your stand reusable? Do you have an offset emissions policy?

Complimentary tea and coffee is available for all attendees in the exhibition halls. The Food court will be offering hot and cold food and the Snack bar will be offering sandwiches and snacks for purchase at lunch times.

STAND PERSONNEL AND CONGRESS ENTRY

Exhibitors will be issued with official conference name badges at registration that will allow access to the full conference and exhibition and should be worn at all times. Individual company badges will not be accepted.

Please provide names, email addresses and any dietary requirements of all stand personnel as soon as possible via the link for the exhibitor portal sent in your instruction email.

Please see the guide below for the number of stand personnel allowed per stand . This is based on the dimensions of your stand and the number of people easily accommodated within the space

This is not strictly enforced as different personnel may need to attend on different days please let us know if you need require additional badges.

UKIO is pleased to include delegate places within your sponsorship and exhibition package to invite your key customers to attend UKIO as your guest. Companies booked to sponsor or exhibit at UKIO will be allocated the following:

  • Any sponsor or exhibitor spending £10K+ (ex VAT): 5 full congress places (full attendance and full access to sessions and CPD)
  • Any sponsor or exhibitor spending £10K+ (ex VAT): 10 exhibition-only passes.
  • All other exhibitors: 2 exhibition-only passes.

Please register your two guests via the exhibitor portal link sent in your essential information email.

Those exhibitors eligible for additional invites will be sent a separate link to register their guests

FLOOR PLANS

CAD floor plan DWG – available on request

ACCOMMODATION

Liverpool offers a wide range of accommodation to suit all budgets and requirements with two hotels onsite and over 2000 bedrooms within 15 minutes’ walk. Hotel reservations are being handled through our specialist accommodation agency, Reservation Highway who have negotiated special rates for the duration of the event. Click here to browse hotels and book, or contact them directly to assist with any bookings, particularly larger groups.

Tel: +44 (0) 1423 525 599 or Email: admin@reservation-highway.co.uk

EVENT RULES AND REGULATIONS

Please note that the distribution of literature, samples and materials is only permitted from the exhibitors’ individual stand space. Literature must not be placed in any other areas of the building including catering areas, registration, foyers, aisles, conference rooms and toilets.

Exhibitors’ equipment including furniture must stay within the purchased stand space and must not be placed in the aisles. Stand personnel can only conduct promotional activity from within their stand space and must not stray into the aisles or onto neighbouring stands.

As in previous years UKIO fully supports small educational and social activities which you may wish to hold on your stand. Please be aware that the programme of event sessions, including symposium, demo zone sessions and workshops are a priority, therefore if you are planning any stand activities, please provide details of the activity type and proposed timings to the Organisers in advance, for agreement by the UKIO Programme Committee. The UKIO Committee reserves the right of final approval. Any Exhibitor attempting to run activities which have not been pre-approved will be kindly asked to stop.

SOCIAL MEDIA ASSETS

We have produced some social media templates for you to use for telling your audiences about your involvement in UKIO. You can add your tailored messages and logos, save as a jpeg or png file, and share on your social accounts and add an email sign-off. If you require any of these assets please request via ukio@profileproductions.co.uk

OVERSEAS EXHIBITORS

Exhibits from non-EU countries consigned to the exhibition hall will need clearance by the local Customs Inspector. Please ring the Advice Service on Tel +44(0) 845 010 9000 or visit www.hmrc.gov.uk. Exhibitors from overseas are entitled to reclaim the VAT paid on many costs. To get the relevant forms, please contact Inland Revenue on Tel +44 (0)1744 621 002. ACC cannot take responsibility for any issues exhibitors may have with HMRC.

If you cannot find the information you require within these pages or have any questions or require assistance, please do not hesitate to contact a member of the Profile Productions team 

tel +44(0)20 3725 5840

email sue.elcock@profileproductions.co.uk.

Beware of Imposters and unofficial vendors

In the months leading up to the congress, sometimes exhibiting companies are contacted by individuals that claim to represent UKIO – often stating they are the “official” accommodation provider or selling advertising in fake show dailies or offering “attendee lists” for sale. Don’t be tricked!

Here’s what you should look for:

  • Emails from UKIO will come from the domain “@profileproductions.co.uk” – if someone contacts you from an unfamiliar domain, please check it against our list of approved suppliers or forward the email to UKIO@profileproductions.co.uk to verify.
  • UKIO does not share attendee contact information so our registration lists cannot be purchased. As such, beware of any company that promises to sell you an attendee list. UKIO publishes an abbreviated list of registered attendees including their designation and affiliation 2 weeks out from the event.

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