Details for the Liverpool Design Show

For discussion at our next workshop meeting:



EXHIBITORS BRIEFING One – August 2010

Thank you for exhibiting at the Design Show, part of Liverpool Design Festival. We hope that your experience of the Show will be a good one and Design Initiative and our show contractors The Total Event Company (TTEC) will do the best to ensure the management and support of the exhibition process runs as smoothly as possible.
This is just a brief note to give you some advanced information about the Show, the stands and spaces we’re allocating for you, the schedule and other vital matters.

1. OUTSTANDING EXHIBITOR CONTRACTS
Please be reminded that if you have not submitted your stand or space contract at this time that we now would be grateful if you could do so. We would like to be able to confirm as many exhibitors as possible with our contractors TTEC and begin the process of floor planning and allocating stands and spaces to you all. Allocation will depend on a curated approach to the work that has been accepted for the show so that each area of the show has a good, relevant mix of work. If we have not had confirmation from you via the contract the danger is that there may not be as much flexibility to move stands about and offer you good spots in the Hall after we have allocated to the majority of the exhibitors.

Please return your completed contracts as soon as you can please to Frank Collins.

If you have not yet received word about the success of your application or you have not received a contract then again please contact Frank Collins – frank@designinit.org.uk

2. SCHEDULE
Here’s our currently agreed schedule with St. George’s Hall in Liverpool. The Festival itself runs from the 18th to the 27th November. The Design Show runs from the 19th to the 21st November.

18th November 6am - 9pm - Set Up Day
TTEC Show Build Contractors to arrive at 6am. Exhibitors will have no access until TTEC complete building of stands.
Exhibitors to begin arriving from 2pm to set up.
9pm Building cleared and closed.

19th November 7am - 9pm - Set Up Continuation, Design Stars Awards Ceremony, Evening Reception Launch
Exhibitor set up to be completed between 7am and 5pm. Exhibitors must be finished setting up by 5pm.
4pm Design Stars Schools competition award ceremony
6pm Press and Trade Buyers Preview
7pm Evening Reception for 400 people
8.30pm Evening Reception ends
9pm Building cleared and closed.

20th November Open to the Public Selling Day
9am workshops to be set up - rooms to be confirmed
9.30am Exhibitors arrive
10am - 6pm open to the public
Catwalk shows throughout the day
6pm begin to clear
7pm Building cleared and closed.

21st November Open to the Public Selling Day
9am workshops to be set up - rooms to be confirmed
9.30am Exhibitors arrive
10am - 6pm open to the public
Catwalk shows throughout the day

5.30pm begin to clear public
6pm - 9pm exhibitors either completely remove their work or store it for collection on Monday 22nd.
9pm Hall cleared and closed

22nd November 7am - 5pm Take Down and Collection Day
7am access for exhibitors to collect stored items and for TTEC to take down and clear the Hall of stands
5pm Hall cleared and all exhibitors’ work and belongings removed and collected from St. George’s.

Exhibitors have from 2pm till 9pm on Thursday 18th and from 7am to 5pm on Friday 19th to set up and decorate their stands and spaces. Design Initiative staff and St George’s Hall staff will be on hand to assist you. There will be lockable storage for packing cases, packing materials etc. and any stock you may wish to bring with you.

There will be a private reception on Friday 19th from 6pm to 9pm. From 6pm this will be an opportunity for press and trade to visit the show and from 7pm the reception will also welcome exhibitor contacts, VIPs etc. Refreshments and canapés will be available.

Saturday 20th and Sunday 21st November are public days and the Show is open from 10am to 6pm on both days. There will also be a series of fashion catwalk shows in the Hall during Saturday and Sunday and the schedule for these will be confirmed separately with those taking part.

Sunday 21st the Show closes to the public at 6pm precisely. We ask all exhibitors to either remove all their work and belongings from the Show or if you are staying overnight or are local to the Hall and can collect everything on Monday then we will store everything overnight in locked storage in the Hall.

The aim on Sunday night is to leave the Hall cleared of everyone’s products and work so that only the stands and catwalk remain to be taken down and removed and the electrics dismantled.

Those with space only and who have built their own stands, again have the option to remove everything from site on Sunday, or store products on site overnight and then dismantle any stands on the Monday.

3. STANDS

Exhibition Shell Scheme Stand Package includes:
1 x Shell scheme stand with grey walls
1 x 500 watt power socket & spot track light with two spots
1 x Fascia graphic name board

Shell Scheme Booths & Accessories
• Aluminium framed shell scheme system with grey polyweave covered infill panels
• May be open on one side or both with fascia around open sides
• Can incorporate built in storage cupboards
• No cross bracing to restrict any height within the shell scheme booth
• 'Velcro friendly' walls for attaching graphics
• Continuous walls up to 4m allows for seamless graphic area
• Infil panels reduce background noise

The side panels and walls can be configured depending on where you are in the hall so that your stand can be open on one, or both sides if you so desire. Where stands are larger than 3 x 1 metres we will allocate a larger number of spotlights to the spot tracks on your stands.

You are not allowed to nail, screw, glue, staple anything into or onto the walls of the shell scheme itself. Lightweight objects can be attached using hook Velcro. For example, graphics printed onto foam board panels will adhere to the walls if you use plenty of Velcro. You will also not be able to roll vinyl lettering or graphics onto the surface. Shelving and other heavy objects will not hold to the surface. For pictures the exhibition contractors can provide special picture hooks. You can clad the stand in any way you want but it must be done in a freestanding manner and not be directly attached to the aluminium frame or the polyweave panels by screws, nails, glue, staples etc.

For attaching graphics or posters etc. to the walls, we only recommend the use of hook Velcro. If blue tack, staples or pins are found to have been used on the panels, or sticky tape on the panels or aluminium frame, then there is a risk you may be charged for repair to damage or replacements.

Graphicable area dimensions for the stands are listed below. These are the sizes you should consider if you wish to cover the entirety of your walls with your company graphics and visuals. This is a service available from TTEC or you can print up panels to the same size on foamboard for this purpose.

Graphic sizes
2390mm high wall panels x 3928mm wide (4m wall)
2390mm high wall panels x 2928mm wide (3m wall)
2390mm high wall panels x 1928mm wide (2m wall)
2390mm high wall panels x 928mm wide (1m wall)


You will be able to order a number of extras from TTEC, the exhibition contractors. This will include walk-in storage cupboards, shelving, carpet, hooks for pictures and wall art, furniture (including tables and chairs), plinths, garment rails, showcases and cabinets, display systems, audio-visual equipment, additional lighting and power.

We will provide a complete ordering list and order form in the Exhibitors Manual which we intend to publish early-mid September when the floor plan is locked into place and all stands have been allocated. All ordering will need to be complete by October 8th.

If you have any questions about the stand itself then please feel free to contact Vicki Gaffey at TTEC

Vicki Gaffey
The Total Event Company,
Unit 2, Station Ind Est, Bromyard, Herefordshire, HR7 4HP,
Tel - +44 (0) 8454 810881

Please restrict your questions to any issues about the stands only for the time being. All other details – about hiring of extra lighting, power, furniture and stand accessories will be covered in the full exhibitors manual which we will issue as soon as we have completed our floor planning. Any other questions should be directed to Frank Collins, Project Manager, Design Show on 0161 834 3722 or frank@designinit.org.uk

SPACE ONLY OPTION

If you are planning to use space only and do not wish to use a shell scheme we can only provide the electrical power to your space.

This package does not include a name fascia board or a set of lights. You will be responsible for displaying the name of your company and lighting your work. Freestanding spot lighting can be used.

If you wish to construct your own stand walls then you must provide a detailed plan of this to the organisers and exhibition contractors for their approval. If you are not planning a construction of this kind then please provide details of what you will be using the space for, the methods you will be using to display work – including any lights - and/or organise any interactive space involving the public e.g. an area for workshops/demonstrations.

Specifically, you should be aware that you must not drill into, screw into, glue, staple, nail or attach anything onto the Hall walls, ceilings and floors. Any fixtures must be made freestanding where necessary. We’ll be in serious trouble if exhibitors start drilling into the walls or attach anything to the floor. If you are resting anything on the Hall floor we would request that you use a protective material such as foam, carpet or thick cardboard on the base of any freestanding plinths, cupboards, shelving units etc to avoid scratching or marking the floor.

If you are constructing stands or plinths to display work wherever possible build as much of these off site. Any on site work is your responsibility and you must take care if drilling, sawing and painting. You will also be required to clean up your stand area in preparation for opening.

4. PARKING
We are currently negotiating with St George’s Hall for car parking spaces on their premises. These will be used for exhibitor drop off whilst you are setting up. If all goes to plan you will be able to book a car parking space for as long as the car parking areas are manned and we are present in the building. Once we leave the building each day you will need to move your vehicle. It can’t be left at the Hall over night. Please note that the booking of such spaces is likely to incur an additional charge from St. George’s Hall. We will provide you with full details by the end of August.

In the meantime here’s a basic map that shows where other parking facilities are in relation to the Hall. We will provide further detail in the Exhibitors Manual on these sites (e.g. if they are 24 hour, likely charges etc).



5. TICKETS

VIP and Trade Contacts:
We will be issuing all exhibitors with five VIP tickets that they can use to invite their most important contacts to the opening reception on Friday 19th November. We will be distributing those soon. We will also be offering pairs of VIP tickets through media deals and Design Initiative will be sending tickets to its industry contacts.

Other trade contacts should be encouraged to register on the Festival website. There is a trade registration section where your business contacts can register for the show and attend on the Saturday or Sunday. This should be live by the week commencing 23rd August but we recommend you check with us before directing contacts to it.

Public:
It is also planned that advance tickets for the public will go on sale from the same date on the website. The prices of tickets are:
Adult
Buy online: £4.00 (save £1.00)
On the door: £5.00
Concessions (Full-time students, registered unemployed, registered disabled and senior citizens – the customer will be required to show proof of status on the door)
Buy online: £3.00 (save £1.00)
On the door: £4.00
Children (aged 16 or under, must be accompanied by an adult)
Online: FREE (ticket is required)
On the door: FREE (ticket is required)
2-4-1 ticket deals will be circulated through flyers across Merseyside and Greater Manchester. A number of publications will carry editorial and adverts for the show with a 2-4-1 deal included.

6. PRESS, MEDIA AND PROMOTION




Banners and flags will also appear in Liverpool city centre shortly. A series of flags will be prominently displayed outside the Hall itself advertising the Show. Banners will promote the Festival itself, which runs for ten days, in various city centre streets.

The Show is also being promoted by several of our key exhibitors on a group stand over in Paris at Maison Et Objet in September.

A Festival guide is in production that will list all the events of the ten-day period. A Show guide is being prepared that will profile all exhibitors and will be available to all visitors. During September we will be working on the Show guide and working on the finer details of your profiles in the guide with you.

Two hundred press releases have already been sent to a range of glossy fashion and interior deco magazines. Travel press have also been contacted. Living Etc and Homes and Gardens November editions will run something as will the September edition of Virgin Hotline magazine. Habitat Love Your Home are also going to feature the Show. We have some promotional deals with de (design exchange) magazine, Concept For Living, Stylist, and Traditional Homes.

Liverpool Daily Post business pages are running an article this week (we think Friday 20th August). The following have also been contacted: Retail Jeweller, Design Week, Drapers, Cheshire Life, Gossip, In Cheshire, Didsbury Life, Lancashire Life, Waterfront, InOut, Best Of Liverpool

Details have also been set to the Guardian Guide and to websites and blogs like Style Bubble and Firecracker.

We will be working with local media on coverage nearer to the Show and Festival.

If you have good specialist media contacts or contacts that you think we should be in touch with, our press officer Lou Muddle is happy for you to contact her directly; she is happy to chase any leads you give her.

Contact:
press@liverpooldesignfestival.com

7. VENUE AND CONTRACTORS

We will be floor planning at the end of August and hope to have a working floor plan to discuss with you soon after. We will then be asking you about the configuration of your stands, whether you want them open at one or both sides and any other issues you might have can be discussed.

As soon as floor planning is underway, we aim to produce a comprehensive Exhibitors Manual that will give you full details of stands, how to order extra lighting, power, accessories etc from TTEC, location of cash machines and parking, catering arrangements, health and safety and security.

We will also confirm if there is WiFi throughout the Hall and also our arrangements for taking credit card bookings for those without this payment facility for customers who wish to purchase your products.


Finally, we look forward to working with you all in the coming months. We have a very exciting Show to look forward to in November.







Frank Collins
Project Manager
Design Show – Liverpool Design Festival 2010

20th August 2010

www.liverpooldesignfestival.com
http://stgeorgeshallliverpool.com