temp

Exhibitors, please use this manual as a reference, checklist and deadlines list.

Freeman UK is the official General Contractor for AAPG|SEG ICE 2017. They will provide all necessary shell scheme, furniture, floor covering, electrical and other important items you may need and/or require for your stand in London.

Freeman Online Manual

  • Deadlines
  • Rules and Regulations
  • For Your Booth
  • Shipping/Materials & Handling

Deadlines

Welcome to the 2017 AAPG|SEG ICE Exhibitor Manual.

Here you will find valuable information to assist you in your planning for a successful show in London!

For your convenience, we’ve listed the Deadlines in order by date below leading all the way to move-in. Note that there are required forms that are clearly labeled and MUST be completed by the deadline specified in order to gain access to the show floor.

Should you have any questions, please contact Lea Cate at .

Aug
3
Thursday
Early Bird Registration
Aug
15
Tuesday
Program Book Company Listing (Mandatory)
EAC Work Authorization Form (Mandatory)
Aug
30
Wednesday
Indemnification Agreement – Exhibitor Appointed Contractor
Certificate of Insurance (Mandatory)
Sep
1
Friday
Advertising – Program Book Reservations Due
Sep
5
Tuesday
Height Variance Requests and Booth Drawings/Renderings
(For 400 sq. ft. or more only-Mandatory)
Sep
6
Wednesday
Audio Visual - BLITZ GES Global Network
Sep
7
Thursday
Pre-Show Registration Discount Deadline
Sep
8
Friday
Advertising – Materials Due
Carpet, Furniture, Labor, Booth Material
Early Bird Discount Deadline
Final Stand Catering Guarantees
Booth Electrical Services
Sep
15
Friday
Lead Retrieval - Pre-Show Rate
Photography (Form Coming Soon)
Rigging: Hanging Signs
Sep
29
Friday
Order Booth Cleaning Services
Order Internet Services - ExCeL (Download Forms)
Stand Catering and Hospitality
ExCeL Hospitality
Oct
10
Tuesday
Final Stand Catering Guarantees

Rules & Regulations

Please note the important information below which will highlight several key components that each exhibitor MUST adhere to when exhibiting at ICE. AAPG|SEG follows the IAEE Display Rules & Regulations. Display rules, height information, as well as Fire Safety and labor information is provide below.

Display Restrictions & Height Information

Please refer to the IAEE Display Rules & Regulations for specific rules, regulations, and restrictions.

  • All activities must be confined to your assigned space.
  • Unfinished portions of pop-up displays must be covered. Pop-up framework, raw wood or cardboard wings must be painted or appropriately covered if visible from another booth.
  • Show Management reserves the right to restrict or remove exhibits and/or exhibitors, which in its sole judgment, because of noise, inappropriately attired personnel, or any other reason, are or become objectionable or, which in its sole judgment, may detract from the character of the Convention. Neither AAPG, SEG or Show Management, if other than AAPG or SEG, or any employee, agent, officer, director, or representative thereof, shall have any liability, whether to any exhibitor or otherwise, as a result of such restriction or removal.
  • Photographing and video recording of other exhibitors’ displays is strictly prohibited.
  • All exhibitors must obtain Show Management’s written approval to have any photographers or video recording arranged at their booth.
  • Sound equipment may be used in your booth so long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct sound into the booth rather than into the aisle. Sound and noise should not exceed 85 decibels. You should be aware that music played in your booth, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. ASCAP, BMI and SESAC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music.
  • No bolts, nails, tacks, screws, pins, adhesive, or other devices of any description likely to deface or damage walls, floors, hard wall/MIS panels, furniture, or other furnishings shall be used on surfaces in the ExCeL unless otherwise approved in writing from ICE Show Management.
  • Exhibitors agree to be responsible for any damage caused by their display or personnel to the ExCeL. Please refer to the insurance requirements.
  • All move-in and move-out of exhibits must be done only through designated loading docks, freight doors, and freight elevators. The main lobbies, escalators and passenger elevators are not to be used for this purpose. Exhibitors should verify show security arrangements and times for move-in and move-out to avoid problems with unattended equipment and materials.
  • No animals or pets are permitted in the facility except as required for use as a guide/assistance dog.

ExCeL London Rules & Regulations

  1. Aerial Equipment & Demonstrations
    1. Drones flown externally must comply with CAA’s Small Unmanned Aircraft Regulations.
    2. The use of aerial equipment, including airships, balloons, blimps, and drones within the venue is also strictly regulated. Applications for permission along with a Risk Assessment must be submitted 28-30 days prior to the event (15 September 2017) to ICE Show Management so that proper approvals can be arranged with ExCeL London.
    3. The following must be considered when carrying out a Risk Assessment:
      1. The use of gas or batteries
      2. Equipment failure
      3. Obstacles within the exhibition, including drop wires, cables, truss, stands and signage
      4. The possibility of items falling form the equipment
      5. Compliance with the venue’s specific regulations
      6. Competency of operators
    4. Operators must remain in visual contact and within radio range of aerial equipment at all times.
    5. Drones must not be flown above any persons in the venue and their demonstrations must be carried out with a specific agreed area. Additional safety measures may be required.
    6. Exit Signs and fire detection beams must not be obscured at any time.
    7. A suitable take-off and landing/demonstration area must be planned into the floor layout or stand layout as appropriate.
    8. The ExCeL, at its discretion for safety and security reasons, request that aerial equipment is monitored from the floor by a second person while in operation.
    9. Blimps must be tethered, at all times, to a secure weight that is placed so as not to cause a hazard to exhibitors, their staff or any visitors/attendees.
    10. Balloons must be secured by suitable means; a charge may be made for any retrieval of any escaped balloons to the roof or for any damage to air-handling units.
  2. Smoking, including that of electronic cigarettes, is only permitted in designated areas as defined by ExCeL London.
  3. Children under the age of 16 are NOT allowed in the halls during build up or break down.
  4. Construction Activity (CDM)
  5. All Construction work must comply with the current Construction (Design and Management) Regulations.
  6. The Regulations cover the management of health, safety and welfare when carrying out construction works.
  7. Construction works includes the assembly or disassembly of prefabricated elements to form a structure. (This also includes shell scheme)

Height Information

The height maximum for booths at ICE is:

  • 6 meters for islands
  • 2.4 meters for inline
  • 3.6 meters for perimeter inline
  • 2.4 meters for peninsulas

Any variance from these guidelines must be included with your Height Variance Requests & Booth Drawings Form and is subject to approval. Deadline for height variance requests and booth drawing submissions is 5 September 2017.

Height Variance Requests & Booth Drawings Form

Fire and Safety Regulations

Fire Safety

  • Upon discovery of a fire, break glass at nearest EXIT and contact Security Suite by dialing 4444, state “Fire” and give the exact location.
  • In the event of a reported fire, evacuation will be in effect with an announcement.
  • Flowers and foliage (artificial), paper, cardboard or compressed paperboard, plastic materials, split wood, textiles and any other material used for festive decorations are prohibited.
  • Wallpaper is permissible if pasted securely to walls or wallboard backing
  • The use of the following materials indoors shall be prohibited: acetate fabrics, corrugated paper, combustible material used for covering tables or for skirting tables.
  • Unless otherwise approved, flammable or combustible and/or compressed gases shall not be used or displayed. Where approved for display cylinders containing compressed gases shall be protected against mechanical damage and shall be stored on racks or by other accepted devices designed to hold them securely in place.
  • Motor Vehicles

    • Any intention to have a motor vehicle inside an exhibit stand must be made known to ICE Show Management no later than 11 October 2017.
    • All petrol-fueled motor vehicles or other petrol engine equipment fitted with a fuel tank, including boats, plant or machinery, must comply with the following:
        The fuel tanks of motor vehicles manufactured prior to 1984 must contain only sufficient fuel to move the vehicle in and out of the hall, due to the absence of safety features which prevents leakage.
      • Fuel tanks of motor vehicles manufactured after 1984 may contain fuel
      • Fuel tanks on all other petrol engine equipment MUST REMAIN EMPTY
      • The fuel tank must be sealed and wherever possible, with a lockable cap
      • Vehicles may require a drip tray and must be positioned with the boundaries of the stand so that any protrusions, doors, tail lifts etc. do not infringe the stand perimeter.
      • The running of engines during the open period of an exhibition is strictly prohibited.
      • For vehicles required to operate as part of a moving demonstration, “pit” positions must be clearly defined and agreed with the venue. Suitable fire extinguishers must be provided.
      • Filling or emptying of fuel tanks inside the hall is strictly prohibited.

The exhibit area requires:

Displays or exhibits must never interfere in any way with access to any required exit, block access to fire-fighting equipment or interfere with the normal operations of automatic extinguishing equipment.

  • Maintain 3m clear access in aisles; maintain 5.5m
  • No portion of a display shall obstruct any aisle or doorway
  • All fire-fighting equipment must be visible and accessible
  • All storage shall be kept in allocated areas. No empty cardboard containers are permitted in exhibition space

Insurance & Indemnification

All exhibitors are required to have insurance coverage to cover all contingencies, including but not limited to fire, theft, property damage (especially in transit), business interruption, liabilities and worker’s compensation.

  • Each exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of exhibitor’s activities on the Convention Center premises and will indemnify, defend and hold harmless ICE Show Management, the ExCeL London, their agents, and employees from any and all such losses, damages, and claims.
  • Neither ICE Show Management nor the ExCeL maintain insurance covering the exhibitor’s property or lost revenue and it is the sole responsibility of the exhibitor to obtain such insurance.

Each exhibitor agrees to and shall defend, indemnify and hold harmless ICE Show Management, the ExCeL London and their respective Members, Officers, Directors, Agents and Employees from all costs, liabilities, claims, damages or expenses, including without limitation claims for personal and bodily injury or property damage, arising out of or associated with exhibitor’s use or occupancy of or exhibition in any part of the Convention Center, including without limitation any work done by or any act, neglect or omission of exhibitor or its employees, agents, contractors, and invitees in connection with such use, occupancy, or exhibition.

Labor/Exhibitor Work Rules

Freeman is the official General Contractor for ICE London. They can assist with any Labor/Exhibit questions relating to your stand.

All Exhibitor Appointed Contractors are required to fill out an EAC Indemnification Agreement in order to gain access to the Exhibition Floor and begin building. Failure to complete this form can delay your booth build process. Please complete the online EAC Indemnification Agreement no later than 30 September 2017.

Material handling to and from show site

Agility Fairs & Logistics is the preferred ICE Shipping Agent and exclusive Material Handling contractor for ICE London. You can download all necessary order forms, documents and tariff forms through the Freeman Online Manual.

Note relevant deadlines below

  • Warehouse begins receiving on Monday, 2 October 2017. Complete trucks should arrive the same day as client requires the goods to be delivered to the stand.
  • Freight arrival (at London Heathrow Airport) receives between 2 – 6 October 2017. Please email all shipping documents to Agility at least 24 hours prior to arrival in order to prepare customs clearance.
  • Freight arrival LCL is 10 working days prior to date required on stand and FCL is 7 working days prior to date required on stand. Please email all shipping documents 1 week prior to arrival date in order to prepare customs clearance.
  • *All forms can be found through the Freeman Online Manual.

What is included:

Per the Exhibitor Contract you completed, please note below items included with each Stand Package:

Floor Space Only (Island Booths)

Space only provided. Exhibitor is responsible for all electrical, internet, and stand construction and build. *ICE Show Management requires that ALL Island Booths provide a rendering no later than 30 days in advance of move-in. Please send your booth rendering no later than 5 September 2017.

Height Variance Requests & Booth Drawings Form

Basic Package

2.4m (h) x 1m (w) white panels with aluminum frames, aluminum fascia board with white panels, electrical main connection 1kW including consumption & wall socket, company name, grounding/earthing stand, carpet (show management color choice).

Basic Package + Furnishings

2.4m (h) x 1m (w) white panels with aluminum frames, aluminum fascia board with white panels, electrical main connection 1kW including consumption & wall socket, company name, grounding/earthing stand, carpet (show management color choice) PLUS Furniture package including 1 table, 2 chairs, 1 waste bin.

Audio Visual

Blitz GES Global Network is the official Audio Visual provider for ICE London and can provide audio visual services and equipment for hire/rent to exhibitors. All orders must be received and fully paid on or before 6 September 2017.

Order AV Equipment Online

Catering

ExCeL London Hospitality is the exclusive provider for all food and beverage. They have a wide selection of pastries, sandwich platters and a variety of soft and alcoholic drinks. The also provide high quality coffee machines, water coolers and essentials such as disposable glassware and cutlery.

Order Booth Catering

It is recommended that ALL Stand catering orders are submitted by 29 September 2017 to ensure adequate service. All final guarantees are due by the 10th of October.

Cleaning

Please note that with your contract, ICE Show Management will ensure all trash during build-up is removed and all stands and aisles will be swept/vacuumed prior to opening on Sunday at 18:00.

All daily cleaning, trash removal and sweeping of individual booths is at the Exhibitor’s expense.

You can arrange the cleaning (waste removal and vacuuming/sweeping) of your stand direct with ExCeL London through the Freeman Online Manual. It is strongly recommended that all arrangements are made no later than 29 September 2017 to ensure adequate staffing.

Order Booth Cleaning

Electrical

Freeman will be the exclusive provider and handler of all electrical needs and requirements for stands at ICE. All shell scheme stands do include 1kW including consumption & wall socket as part of the purchased package. Any additional electrical will be at the Exhibitor’s expense and can be purchased and arranged through Freeman Online. It is highly recommended that all Exhibitors take note of the Quick Reference Guide provided in the Freeman Online Manual for additional explanation and information regarding all electrical while at ICE in London.

Order Electrical Services

Internet/Telephone

ExCeL Venue Services offers both wired and wireless internet options for exhibition stands. There are also options to purchase a Hot Spot for your stand should you choose to offer FREE internet to attendees and your exhibit staff during the event. You can access the forms for ordering through the Freeman Online Manual.

Order internet no later than 29 September 2017 to avoid any late fees.

Order Internet Services

Furniture Orders, Shell Scheme Changes and Accessories

Freeman is the official ICE General Contractor and can provide all furniture, special packages for customized stands/booths, as well as all other accessories. Make sure to order all of your furniture or accessory needs through the Freeman Online Manual no later than 8 September 2017 to take full advantage of the Early Bird Pricing.

Event Florists

Oldacre Florist is based onsite at ExCeL and provides complete floral services for exhibitors.

Browse their Floral Brochure for ideas then download their order form

Oldacre Floral Brochure

Oldacre Floral Order Form

Lead Retrieval

Increase the quality of your leads! The Pulse Network offers a Lead Retrieval service to all exhibitors where you can maximize your ROI at the conference. Take full advantage of Early Bird Rates and order yours by 8 August 2017. You can download the order form through the Freeman Online Manual or order online from The Pulse Network.

Lead Retrieval - Freeman

The Pulse Network Online Form

Shipping/Materials & Handling

World Wide Shipping Instructions

This Shipping Manual will assist you in your preparation for the correct and timely dispatch of exhibits to London for the AAPG/SEG International Conference & Exhibition 2017. We advise you to read this manual carefully.

Failure to comply with the following deadlines and instructions will cause unnecessary delays in clearance and may lead to additional expenses.

Agility Fairs and Events can provide the following services for your company: transportation from origin point overseas,execution of all documentation necessary to comply with EU Custom Regulations, ensure that commercial invoices are complete and in the proper format, schedule and supervise the international movement of your material; monitor custom clearance through the foreign port or airport; arrange delivery to your stand. An Agility Fairs and Events representative will be on-site to assist you.

Shipping Guidelines

Freight Handling and Order Form

International Handling Guidelines

All business is conducted on the basis of our General Standard Trading Conditions- available upon written request.

Communication

All exhibitors are requested to direct all correspondence concerning the exhibition to:

Agility Fairs & Events
One Western Gateway
Royal Victoria Dock
London
E16 1XL
Tel. : +44 (0) 843 227 2032
Fax. : +44 (0) 843 227 2033
Contact: Kevin Watkins
E-mail: