Exhibitor Manual

All stands in the exhibition hall at elmi2024 are shell scheme stands.

Shell scheme stands without a workshop extension are 3m x 2m (6sqm). You will be provided with a basic white shell scheme stand, which includes the following:

• White shell scheme panels
• A fascia including nameboard, ceiling grid and poles.
• Venue carpet (grey)  
• Access to 500w power, one socket 
• 1 x fluorescent tube

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.

If you have booked an extended stand on which to hold a workshop on Wednesday and Thursday afternoons, you will be provided with a basic white shell scheme 3m x 2m (6sqm) stand which will be extended to 3m x 3m (9sqm) marked out by rope and poles to create the workshop sessions space during the programmed times.  Maximum capacity of these on-stand workshops will be 10 people, 10 chairs will be provided as part of your booking. It is a requirement of the fire officer, that the workshop seating area is defined by rope and poles which will also be provided.  A visual of an extended stand will be sent to the main booking contact.

It is a requirement that all exhibitor stand and company workshop personnel register to attend elmi2024 as conference attendees, using the 'Exhibitor Stand/ Commercial Workshop Representative Ticket'.

One registration is included as part of your Exhibitor Stand booking. If you have booked a Workshop Room, a second registration is included as part of your Workshop Room booking. For each registration included a 100% discount code has been sent to the company representative who made the exhibitor stand booking, for the attendees to register.

If you require further registrations for your stand and workshop personnel, please email [email protected]. The cost for additional tickets is €595.

Further information is on the Company Representatives Registration Webpage.

What's included with your company representative registration?

• Admittance to Core Facility Day on Tuesday 4 June.
• Admittance to elmi2024 meeting, including exhibition, company workshops and access to present a talk or poster.
• Refreshments & Lunch provided, Tuesday 4 - Friday 7 June.
• Buffet dinners provided, Tuesday 4 & Wednesday 5 June.
• Virtual delegate bag.
• elmi2024 meeting booklet PDF.
• Access to meeting app.

Please note that admittance to the ‘Event Dinner with Networking’ on Thursday 6 June is not included with your registration. If you wish to book an ‘Event Dinner with Networking’ ticket, please log back into the original stand booking to add tickets to be added to the waiting list.  Tickets are priced at €90 + VAT subject to availability.

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 elmi2024 are:

• Ardan Exhibitions (stand furniture, shell scheme extras, name board and exhibition graphics).
• CLS Expo (transport, unloading, storage etc.).
• Bill Moule & Sons (electrical fittings).  Please note that this form should not be used by table-top exhibitors in room 11B.  
• ACC (AV, hard wired internet, catering requirements)
• ACC (electrical requirements in room 11B) .  Please enquire [email protected]
• Reservation Highways (accommodation).
• Imaging & Microscopy, I&M and Innovations in Pharmaceutical Technology, IPT (Media Partners).

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.

There will be six workshop sessions in the elmi2024 programme, three on the afternoon of Wednesday 5 June and three on the afternoon of Thursday 6 June 2024. Please view the company workshop page for session times.  If you have booked a workshop room or workshop stand extension, you have the opportunity to run the same workshop back-to-back on each day or opt to present more than one topic on each or both days.  You will be asked to confirm when you submit your abstract.  Each workshop session lasts 1hr.  

If you have booked a workshop room please familiarise yourself with the specification. You will have access to your workshop room for set up from 09:00 BST on the date stated on the specification until 22:00 BST on Thursday 6 June 2024.  For most workshop room bookings access will be from Tuesday 4 June 2024. If you require an additional set up day please contact Nick Cameron for a quotation.  Please note that workshop rooms need to be clear of all equipment by 22:00 BST on Thursday 6 June 2024.  We do not have tenancy of the workshop room on Friday 7 June 2024.  The exhibition closes mid-morning on Friday 7 June 2024.

On arrival your workshop set up team will be issued with wristbands which will allow them access to the workshop spaces during set 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.  Further information on equipment delivery will be provided nearer the time.

The AV and electrics included in your workshop rooms is listed in the room specification. If you require further AV this can be ordered from ACC at an extra cost.  Please note that power to the workshop rooms will be turned off at night.  If you require 24 hour power in your workshop room please contact Nick Cameron [email protected] to obtain a quote.

If you have booked an on-stand workshop your stand extension will be marked out by ropes and poles during the afternoons of Wednesday 5 June and Thursday 6 June 2024.  The maximum capacity for these workshops will be 10 and you will be provided with chairs to fit the space.

Please submit your workshop title and a short abstract through Oxford Abstracts -  https://app.oxfordabstracts.com/stages/7131/submitter. The deadline for submissions is Friday 15 March 2024. Please remember to select which day and session your title and abstract is for. 

Your talk title and abstract will be added to the elmi2024 website, app, and included in the elmi2024 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 Patricia Mosler for more information.

Accommodation is not included with registration for elmi2024 but there are a large number of hotels located just a short walk away from ACC Liverpool.

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 for elmi2024 if you prefer.

Reservation Highway has arranged specially negotiated rates at selected hotels. Early booking is highly recommended, please book by Friday 3 May 2024. 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 elmi2024.  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 elmi2024. 

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 elmi2024.  Please check that your insurance certificate provides cover for the dates that you will be on site.

Please view the elmi2024 sustainability webpage before attending the event. 

Please view the ACC sustainability webpage before attending the event.

We encourage all the companies who are supporting elmi2024 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 elmi2024 in the run up to the event using the promotional literature available on the website. If you require promotional items in any other format please contact Lucy Ridler.

The elmi2024 Meeting App will give access to the full conference and exhibition programmes and all the talk and poster abstracts. 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 4 June 2024
18:00 – 18:30: Welcome Reception
18:30 – 19:30: Keynote Speech – Ralf Jungmann
19:30 – 21:30: Welcome Party & Buffet Dinner

Wednesday 5 June 2024
18:10 – 19:00: Poster Session
19:00 – 21:30: Reception & Buffet Dinner

Event Dinner with Networking (The Rum Warehouse), Thursday 6 June, 19:30 - 23:00

The Event Dinner with Networking will be held at the nearby Rum Warehouse on Thursday evening.  Exhibitors are welcome to attend at the additional cost of €90 plus VAT per person.  Please log back into your original booking to add your company representatives to the waiting list.

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. 

For any exhibition enquiries please find us in the organiser’s office located in the registration area, Convention Centre Galleria.  There will always be someone available to help.  Alternatively, we can be contacted by mobile +44 (0)7545 4387963 This number will be in operation from Monday morning for the duration of the event.

We look forward to warmly welcoming you to elmi2024 at ACC, Liverpool.

Lead Capture

Further information will be availble soon.

Product Directory

Exhibitors will have the opportunity to be included in a product directory on the elmi2024 App which will allow attendees to filter exhibiting companies by keywords.  A link to the submission form has been sent to all elmi2024 exhibition booking contacts.

The keywords words are:

AFM
Confocal
Correlative Microscopy
cryo-fluorescence
High-throughput Microscopy
Imaging Mas Spec (Mass Spec Imaging)
In Vivo
Label Free
Light-Sheet
Microscope Components (e.g. filters/incubators/calibration etc)
Multi-photon
Multi-photon and/or Non-linear Microscopy
Probes/Dyes
Soft X-Ray
Spatial-omics 
Super-Resolution Microscopy
Wide Field

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 elmi2024 app and wish to take part by checking in with participating exhibitors.  Attendees with a full set of check ins will then be placed in a raffle to win prizes.  Further information will be available shortly.