Exhibitor Manual
It contains information about logistical arrangements in the run up to elmi2024 and at the event itself. Please take the time to read through it now, as this will ensure that you are well prepared for the event and enable you to make the most out of your time onsite.
Venue Address
ACC Liverpool, King’s Dock, Port of Liverpool, King’s Dock Street, Liverpool, L3 4FP
Royal Microscopical Society Contacts
Dawn Hopkins
[email protected]
01865 254774
Nick Cameron
[email protected]
01865 254772
RMS Office main number: 01865 254760.
Pre-arrival Planning
The exhibition will open on Tuesday 1 July 2025 to Thursday 3 July 2025.
|
Tuesday 1 July |
TBC |
Exhibition open |
|
Wednesday 2 July |
TBC |
Exhibition open |
|
Thursday 3 July |
TBC |
Exhibition open |
Stands in the exhibition hall will be a mix of shell scheme and space only. You will be asked to confirm if you require a shell scheme or space only stand at the time of booking. If you request a shell scheme stand, you will be provided with a basic white shell scheme which includes the following:
- White shell scheme panels
- A fascia including nameboard, ceiling grid and poles. Please note that stands with open sides measuing more than 5m will have a pole positioned in the centre of the front of the stand.
- Venue carpet (colour TBC)
- Access to 500w power, one socket
- 1 x fluorescent tube
The scheme brochure with dimensions can be viewed HERE.
Shell scheme extras, graphics and furniture can be ordered through Ardan Exhibitions. Furniture is not included with your shell scheme stand booking but can be ordered through Ardan Exhibitions. Please submit the nameboard order form to Ardan Exhibitions.
Additional stand sockets and lighting can be ordered through the official electrical contractor Bill Moule & Sons. Please note that the electricity supply to stands ill be switched off at night unless 24-hour power has been pre-arranged with the electrical contractor, Bill Moule & Sons. If you require 24-hour power please ensure that Dawn Hopkins [email protected] is also informed.
You will find the contact details, brochues and order forms under the contractors tab.
Company Stand Representatives
It is a requirement that all exhibitor stand personnel register to attend mmc2025, incorporating EMAG 2025.
Registration to attend the exhibition as a stand representative is free and there is no limit on the number of exhibitor representatives from each company that can register.
What's included with your company representative registration?
- Admittance to mmc2025 exhibition, company workshops, Poster Village and access to present a poster. To access the Conference Sessions or to give a talk a full Conference pass would be required.
- Complimentary tea, coffee and water.
- mmc2025 meeting booklet PDF.
- Access to meeting app.
Please note that food is not included with your ticket. Food can be purchsed at the catering points during exhibition opening hours.
The registration system is person specific, so each exhibitor representatives will need to either have an RMS account set up in their own name or will need to register for one HERE.
Please follow the below instructions to register as an exhibitor:
- From page – Link to web page
- Select the red 'Book now' button.
- Sign into your account
- Select Exhibitor Stand Representative Ticket - Free
- After selecting this ticket, it will show other tickets available for selection, e.g networking event tickets.
- Complete your details to finalise booking
Company Full Conference Passes
Each stand will also receive 1 complimentary full conference pass for every 9sqm of space booked, rounded up. If your stand is smaller than 9sqm, you will receive 1 pass per stand. These can be picked up from the organiser’s office on arrival at mmc2025. The passes will be in your company name so that they can be shared amongst your registered stand representatives to allow access to the Conference sessions in addition to the exhibition hall.
If you wanted to buy further full Conference tickets, you have two choices.
- To register an individual https://www.mmc-series.org.uk/general-information/registration.html. OLD LINK Ticket would grant access to the Conference sessions for that person only and priced according to the membership status of that person.
To purchase further ‘Company 3 Day Conference Tickets’ at the cost of £370 plus VAT. These tickets would be in your company name and can be swapped between your colleagues to
- gain access to the Conference sessions. The procedure for booking the ‘Company 3 Day Conference Ticket’ is different to individual registration and would require you to log back into the company mmc2025 stand booking and add ‘Company 3 Day Conference Ticket’.
What's included with a full Conference registration?
- Admittance to mmc2025, including Conference sessions, exhibition, company workshops, poster village and access to present a talk.
- Teas and coffees Monday to Thursday
- Lunch voucher
- mmc2025 meeting booklet PDF
- Access to meeting app.
Please note that admittance to the ‘Event Dinner with Networking’ on xxxx is not included with your registration. Should you wish to attend you will need to add the ticket to your booking.
Please note the networking dinners on the Wednesday evening during mmc2025 are filling up quickly, and these places can be booked at £45 + vat per ticket when registering for the event. For further information on these events please see the webpage https://www.mmc-series.org.uk/general-information/social-programme.html.
If we decided to let companies book these for the delegates, and offer discount codes for them to book on with, we could put text in saying to book tickets that way as well.
Company representatives on site for build up and/or breakdown on Tuesday 4 June or Friday 7 June will be issued with wristbands on arrival to allow access to the exhibition and workshop rooms during build-up and breakdown only. Your set up team will not need to register to attend elmi2024 as a company representative if they will only be present to set-up/dismantle equipment during the set-up/breakdown period.
If you need assistance with your registration please contact [email protected]
The official contractors and partners for mmc2025 are:
- Ardan Exhibitions (stand furniture, shell scheme extras, name board and exhibition graphics).
- CLS Expo (transport, unloading, storage etc.).
- Bill Moule & Sons (electrical fittings).
- Corporate Events (AV, hard wired internet, catering requirements).
- Reservation Highways (accommodation).
- Manchester Central Booking Portal (Piped services, Hard wired internet, stand catering)
- KRS Stand Rigging (stand rigging)
- Dime Evetns (health and safety)
- Field Drive (lead retrieval products
In line with GDPR, exhibiting companies have a legitimate interest in being contacted by the above contractors and partners. As such, the RMS will provide them with the details of the primary contact person as provided on your booking. We will not share your details with any other suppliers other than the official contractors named above. If you do not wish the RMS to share your details with any or all of the companies listed above, please let Dawn Hopkins know in writing.
Contacts details and order forms / documents for contractors can be found below. Please place your orders by the due dates listed and note any early bird discounts available. Ardan Exhibitions, Bill Moule and Sons and CLS Expo will be available on site if you need any help on the day.
Contractor |
Form / Document |
Due Date |
| Reservation Highway Exhibitors are reminded to ensure that they use a provider that they know and trust such as Reservation Highway. Beware fake hotel booking sites masquerading as approved by the RMS. |
Reservation Highway Accommodation Booking | Early booking is highly recommended, please book by XXXX. Bookings made after this date will be on a request basis and subject to availability, rates may also vary. |
| Ardan Exhibitions |
Exhibitor Services Manual Furniture Hire Catalogue & Order Form
|
XXXX All exhibitors to complete name board order form which can be found in the Exhibitor Services Manual by the above date |
| Bill Moule & Sons | Shell Scheme Electrical Order Form (early bird) | XXXXX |
| Shell Scheme Electrical Order Form (standard) | XXXXX | |
| CLS expo | Transport, Lifting & Storage Order Form | XXXXX |
| Manchester Central Please register for an account, select mmc2025 and enter your stand number to place orders. |
Hard Wired Internet Connection (Online) Bookingng | XXXXX |
| Stand & Workshop Catering Booking | XXXXX | |
Commercial Workshops
Workshops will take place on xxx in the commercial workshop rooms on the exhibition floor. Please click here for a link to the Commercial Workshop Programme.
Please note that all workshops will have the following AV included: plasma screen, PA system and laptop. Further information on scanning attendees to your sessions will be provided in advance. Please make sure that these are forwarded to the person who will be presenting the workshop session. Instructions will also be available to view on the day in the workshop. Please follow all instructions provided carefully as we have had instances in the past where leads have not been captured because instructions have not been followed correctly.
Workshops will be strictly 30 minutes in length and will run back-to-back. In most cases this doesn’t allow for the setup of demonstration equipment. We therefore recommend a PowerPoint presentation. For further information please see the link to our presenter page here.
Your talk title and abstract will be added to the mmc2025 website, app, and included in the mmc2025 PDF programme booklet.
Delegates will have the opportunity to register for the workshop(s) of interest approximately 1 month prior to the event. A GDPR compliant list of delegates and contact details (those attendees that have agreed to share their information with sponsors) will be available to you after the event.
Breakout Rooms
There may be other rooms available in the venue should you wish to hold an internal meeting. Please contact Tom Lechthaler [email protected]
Deliveries
Any goods being sent via courier to the venue must not arrive before Saturday 28 June; the venue will not accept items before this date, and you must be present to receive all deliveries. If you are not able to be there to receive them on Saturday 28 June – Monday 30 June, please contact CLS Expo. CLS Expo are the official storage, logistics and lifting contractor, and will be able to handle deliveries on your behalf. Please contact them directly on 07908 559228 if you have any questions. You will find a link to the order form in the online exhibitor manual.
All deliveries to the venue should be clearly marked as follows:
Addressee
mmc2025
Manchester Central Loading Bay
Company name and stand number
Albion Street
Manchester Central
Petersfield
Manchester
M1 5LN
Please advise your couriers to use the following what.three.words link to pin-point the exact point to turn in to the ramped road.
link: https://w3w.co/gravy.casual.worry
Stand Catering
Manchester Central Hospitality (MCH) holds the licence for all catering activity on site. Should anyone wish to supply any catering provision, this is at the sole discretion of MCH. Any requests for own food & beverage provision are to be in writing for consideration. Stand catering requests can be made by visiting the link to the Manchester Central booking portal which can be found in the online booking manual. Upon approval, MCH will advise the relevant fees and any documentation requirements subject to MCH’s policies and procedures.
If you wish to provide any food or refreshments not ordered through Manchester Central, you must obtain prior approval. This excludes wrapped sweets, chocolates, or mints. A stand catering order form is available via the link to the Manchester Central booking portal.
Internet Access including Hard Wired Internet Connections
There will be free Wi-Fi throughout the venue. Details will be available at the registration desk. If you need a hardwired connection to your stand, please contact Manchester Central using the link to the booking portal supplied in the online exhibitor manual.
Liquid Nitrogen or Gas
If you intend to bring small quantities of liquid nitrogen or gas on-site, please notify Nick Cameron. This would also need to be recorded in your risk assessment.
Car Parking
After unloading your vehicle, you will be required to park elsewhere. Manchester Central has an NCP car park directly below the venue, or alternatively there is a RCP Car Park on Owen Street, Chester Road, Manchester M3 4LB. Please do not leave valuables in your car as thieves operate in these car parks.
To request parking in the NCP car park below the venue and take advantage of the NCP exhibitor discount code please download the NCP Park Pass app and enter the NCP exhibitor discount code ‘MCEXHIB14’ when requesting a space. This code reduces the parking charge to £14.00 per day and only applies to exhibitors. Please note that the NCP Exhibitor discount code will only work for Pre-bookings via the NCP Park Pass app. Users are required to download the NCP Park Pass app, set up an account and Autopay, and input the discount as a Saver ID code.
Please Note:
- It is not possible to use the discount code at the ticket machines within the car park as it is for app bookings only.
- We have been advised by NCP that pre-bookings for parking do not guarantee a parking space will be available and spaces are allocated on a first come first serve bases. In the unlikely event that an exhibitor pre-books a parking space and can’t find a parking space when they arrive, they will need to contact NCP direct on [email protected] or phone 0345 050 7080 to discuss arranging a refund if they have been unable to use the car park.
Venue Accessibility
Manchester Central is a DDA compliant venue. Our aim is to make mmc2025 accessible to all attendees. If you have any concerns please contact Victoria Masters.
Accommodation is not included with registration for mmc2025 but there are a large number of hotels located just a short walk away from Manchester Central.
You can take advantage of the exclusive rates offered to conference delegates and exhibitors by booking online through Reservation Highway.
Alternatively you may telephone the helpdesk on +44 (0) 1423 525577 or email [email protected]. You can also complete the downloadable booking form if you prefer.
Reservation Highway has arranged specially negotiated rates at selected hotels. Early booking is highly recommended, please book by xxxx Bookings made after this date will be on a request basis and subject to availability, rates may also vary.
Please be wary of potential scam emails offering hotel reservations for mmc2025. If you receive unsolicited emails requesting information about your accommodation requirements, or offers of "flexible reservations" and "cancellation options", we advise that you do not respond.
The Society advises all attendees to book through the event's official online booking agency, Reservation Highway.
All exhibitors are required to comply with UK legislation when exhibiting at mmc2025..
Health & Safety
It is a condition of entry into the event that every exhibitor, contractor, sub-contractor, supplier and his / her agents comply with the Health & Safety at Work Act 1974 (HASAWA74) and all other legislation covering the venue.
The Health and Safety at Work Act is a single system of regulatory law covering health and safety in Great Britain. Its primary objectives are to:
- secure the health, safety and welfare of persons at work whether working in the UK or abroad.
- protect persons other than persons at work against risks to health or safety arising out of, or in connection with, the activities of persons at work whether working in the UK or abroad.
- control the keeping and use of explosive or highly flammable or other dangerous substances, and generally prevent the unlawful acquisition, possession and use of such substances whether working in the UK or abroad.
Our insurance provider requires that all exhibitors sign a declaration to confirm that their company representatives accept that it is their legal and moral responsibility to ensure their own and others health and safety is not put at risk by their actions (or inactions) during the conference in line with the Health & Safety at work Act 1974 and any other legislation covering the venue. Closer to the time you will be sent a health and safety declaration and will be required to sign it and upload it online. In signing the declaration, the exhibitor confirms that it requires its company representatives to:
- Follow the training that they have received when using any work items their employer has given them.
- Take reasonable care of their own and other peoples’ health and safety.
- Co-operate with their employee on health and safety.
- Tell someone (their employer, supervisor or Health and Safety Representative) they think the work or inadequate precautions are putting anyone’s health and safety at serious risk.
Health and Safety Declaration Form Sponsors - General.pdf.pdf
Public Liability Insurance
As per the terms and conditions of exhibiting every exhibitor is required to take out a comprehensive insurance policy to cover all risks including public liability at a minimum level of indemnity of £2,000,000 and shall produce proof of such a policy to the organisers prior to the commencement of the exhibition. You will be asked to upload your public liability insurance certificate online prior to exhibiting at mmc2025. Please check that your insurance certificate provides cover for the dates that you will be on site.
Please view the mmc2025 sustainability webpage before attending the event (add link)
Please view the Manchester Central webpage before attending the event.
We encourage all the companies who are supporting mmc2025 to:
- Use responsibly sources and sustainable materials where possible.
- Create as little waste as possible and to recycle all pallets.
- Replace printed communication with digital materials where possible.
- Offer sustainable and responsibly sourced give aways.
- Choose sustainable materials for graphics where possible.
- Limit single use plastic throughout your stand.
- Choose reusable, recyclable, or biodegradable packaging wherever possible.
- Choose more sustainable travel options.
Please help us to promote mmc2025 in the run up to the event using the promotional literature available on the website (add link). If you require promotional items in any other format please contact Lucy Ridler.
At the Event
Setting up Space Only Stands
Saturday 28 June – Space only 1300-2000 unless pre-arranged with Phil Fellows at Dime Events. Earliest pre-arranged arrival 1000hrs.
Sunday 29 June – Full Build Time TBC
Monday 30 June – Full Build 0800-2200
If you have pre-arranged an early arrival, please notify arrival time to [email protected] or [email protected].
If you have requested a space only stand and require power before 1300, please arrange with Bill Moule & Sons.
Setting up Shell Scheme Stands
Sunday 29 June - Full Build (Time TBC
Monday 30 June – Full Build 0800-2200
If you plan to set your stand on Sunday 2 July before midday, please can you let Dawn Hopkins, [email protected] know so we can ensure your shell scheme, with electrical supplies, is ready for your arrival.
Complimentary tea and coffee will be available to stand contractors and exhibitors during the exhibition set-up. It will be located at the front of the exhibition hall.
Loading and Unloading
The Loading Bay for Manchester Central, Central Halls can be accessed at the back of Manchester Central via the ramp off Albion Street. If using a satellite navigation system - please follow the postcode M1 5JB. https://www.manchestercentral.co.uk/planning-your-visit
To find the location on a map, please use the following What.three.words link:
https://w3w.co/gravy.casual.worry . This link will take you to the exact point to turn in to the ramped road.
You will need to go up the ramp with your vehicle. If there is a queue, please wait in line until you reach the barrier and traffic office at the top of the ramp. Here you will register your vehicle and receive wristbands and then be sent to the loading bay, via a second barrier, when there is space available.
If you need assistance with lifting and/or storage, you will need to arrange this with CLS Expo who are the official storage, logistics and lifting contractor for mmc2025.
You will be required to wear high visibility jackets in the exhibition hall while the stands are being constructed, which is usually until lunchtime on Monday 30 June. Please bring these along with you. An announcement will be made to advise when there is no longer a requirement to wear this PPE.
On-site Storage
Unfortunately we are not able to provide on-site storage. Please contact CLS Logistics, the official handling and shipping contractor is you need assistance.
Exhibitor Badge/Wristbands
If you are a company representative representing your company during event opening times you will be required to register to attend. On arrival please collect your badge and lanyard from the registration area, Convention Centre Galleria - Cityside Entrance.
If you are attending for set up/breakdown only you will not be required to register but will be issued with a wristband which will allow access to the venue during these periods.
Cleaning
The exhibition hall will be vacuumed on the last night of the build-up – this will include the feature areas, aisles, and the stands. The cleaners will not clean locked cupboards on stands. The stands will also be vacuumed each day after the exhibition closes on the Tuesday and Wednesday nights. If any exhibitor requires more cleaning than this, i.e. dusting and polishing, this can be arranged with the venue, but there will be a charge. Please contact Dawn Hopkins, [email protected] who will be able to make the necessary arrangements for you.
Breakdown
Break-down will take place on Thursday 3 July between 1501-2200. You may begin taking your stand down on Thursday 3 July from 1501, and not before. The venue must be clear of all stand materials and stands by 2200 on Thursday 3 July as this is when our tenancy ends. Please note that electricity to all stands will be switched off 30 minutes after the exhibition closes. If you need access to electricity for longer than this, please contact the electrical contractor, Bill Moule & Sons. Please ensure that Dawn Hopkins, [email protected] at the RMS is also informed.
Collection of parcels can be made from 1501 on Thursday 3 July. Organisers will take no responsibility for signing off parcels, so please ensure someone from your company is there to meet your courier. Alternatively, please organise collections through CLS Expo, the official storage, logistics and lifting contractor for mmc2025.
Full instructions for the breakdown on Thursday 3 July will be distributed by the venue during mmc2025.
The mmc2025 Meeting App will give access to the full conference and exhibition programmes and all the talk and poster abstracts and can be used as a lead capture tool An email will be sent out closer to the time with instructions on how to download and use the app.
All exhibitors are warmly invited to attend the following social and networking events:
Tuesday 1 July 2025
Poster Session
Wednesday 2 July 2025
Poster Session
AFM & SPM Networking Event (requires ticket to be purchased)
Frontiers in BioImaging Networkig Event (requires ticket to be purchased)
EMAG Networking Evnet (requires ticket to be purchased)
International Scientific Imaging Competition Prize Giving
Event Dinner with Networking (The Rum Warehouse), Thursday 3 July 2025
The Event Dinner with Networking will be held at xxxxx on Thursday evening. Exhibitors are welcome to attend if they have purchased a ticket in advance.
The event dinner with networking is kindly sponsored by Omicron-Laserage Laserprodukte GmbH
Tuesday 4 June, 15:30 – 18:00, Tiber Football Centre, Liverpool
You are invited to the big game again at elmi2024 - Academy vs Industry.
If you would like to sign up to play for Team Academy or Team Industry, or attend as a spectator, please see the football match page for further information.
The Football Match is kindly sponsored by Evident
For any exhibition enquiries please find us in the organiser’s office located by the registration area. There will always be someone available to help. Alternatively, we can be contacted by mobile +44 (0)7545 438793 This number will be in operation from Saturday morning for the duration of the event.
We look forward to warmly welcoming you to mmc2025 in Manchester.
Lead Capture
Exhibitors will be able to use the mmc2025 app to scan the badges of attendees. Further information and a link to download the app will be available shortly.
Post-event exhibitors will be sent a GDPR approved list of delegates that have agreed to share their details with sponsors.
Workshop presenters will be provided with a list of all attendees that have booked on to attend each of the workshop sessions. Post-event you will also be sent the lists with email contact details added.
By signing up to the mmc2025 app you will be able to scan the badges of attendees. You may wish to scan all attendees or just those that have not signed up to attend the workshop in advance.
Product Directory
A product directory will be included on the mmc2025 App, which will allow attendees to filter exhibiting companies by keywords.
The keywords words are:
Add keywords
Passport Scheme
We will be running an exhibition 'passport' competition during the event. The premise of the game is to create even more of an incentive for attendees to visit your stand by opting in to take part. This competition will be open to all attendees who download the mmc2025 app and wish to take part by checking in with participating exhibitors to collect points. The three participating attendees with the most points will win a prize, winners to be announced once the exhibition has closed.