Exhibitor Manual

The exhibitor manual is designed to provide you with the information needed to plan your attendance at elmi2024.

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

Dawn Hopkins

Exhibition & Sponsorship Manager

[email protected]
01865 254774

Nick Cameron

Nick Cameron

Sponsorship & Events Co-Ordinator

[email protected]
01865 254772
 

RMS Office main number: 01865 254760.


Pre-arrival Planning

Exhibition Opening Hours

The table-top exhibition in room 11B will open at 1045 on Wednesday 5 June 2024 and will close at 1810 on Thursday 6 June 2024.  Please note that there is no table top exhibtion on Friday 7 June 2024.

The main exhibition in Hall (2A) will open at 18:00 BST on Tuesday 4 June 2024 and closes at 11:45 BST (after morning tea / coffee break) on Friday 7 June 2024.  The opening hours during the four days will be:

Tuesday 4 June

18:00 – 21:30

Welcome Party followed by keynote talk and buffet dinner. Exhibitors are welcome to occupy their stand for this or to join the event

Wednesday 5 June 

10:45 – 21:30

Exhibition open followed by poster session and buffet in the exhibition hall. Exhibitors are welcome to occupy their stand for this or to join the event

Thursday 6 June

10:30 – 18:10

Exhibition open

Friday 7 June

10:45 – 11:45

Exhibition open during morning tea / coffee break

Shell Scheme Stands

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.

Registration of Company Reps

It is a requirement that all stand and commercial workshop representatives register to attend elmi2024.   

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 booking. If you require further registrations for your stand and workshop personnel, please log back into the original stand booking to add tickets. The cost for additional registrations is €595.

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.

For each invoiced registration you will receive a 100% discount code from the RMS Exhibition team to be used by your company representative on registration.  Each representative will need to complete their registration personally as there is a requirement to provide contact preferences and dietary requirements. 

Further information and a book now button are included on the Representatives Registration webpage.

Please note that registration closes on Tuesday 14 May 2024.

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 Alessandra Reni.

Contractors

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.

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 Friday 3 May 2024. 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

 

10 May 2024
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) 6 May 2024
Shell Scheme Electrical Order Form (standard) from 7 May 2024
CLS expo Transport, Lifting & Storage Order Form 20 May 2024
ACC
Please register for an account, select elmi2024 and enter your stand number to place orders.
Hard Wired Internet Connection (Online) Booking 31 May 2024
Stand & Workshop Catering Booking 27 May 2024
AV Orders 29 May 2024
Company Workshops

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.


Venue Information

Deliveries

Please note that the venue can only accept deliveries/collections during our contracted tenancy period - between Monday 3 and Friday 7 June 2024.  Attempted deliveries outside of this period will not be able to access the loading bay and will be turned away.  If you would like to arrange for deliveries or collections outside of these times please contact Patricia Mosler at ACC or CLS Expo.  CLS Expo are the official storage, logistics and lifting contractor who will be able to handle deliveries and collections on your behalf. Please contact CLS Expo directly if you have any questions. Contact details can be found under the contractors tab.

All deliveries to the venue should be clearly marked as follows:

Patricia Mosler, elmi2024 4 - 7 June 2024, Hall 2A, Stand Name/Number, Loading Bay 2, ACC Liverpool, Kings Dock, Liverpool Waterfront, L3 4FP.
(Please note Sat Nav Postcode L3 4BX)

Trolleys are not readily available at the venue therefore recipients of deliveries must ensure they can transport items from the loading bay to the appropriate location. 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 elmi2024. 

Stand Catering

ACC holds the licence for all catering activity on site.  All attendees, including exhibitors, will be provided with tea/coffee and lunches during programme breaks, and drinks and a buffet dinner on the evenings of Tuesday 4 June and Wednesday 5 June 2024.  These will be served in the main exhibitor hall.

Should any exhibitor wish to supply additional catering provision, this is at the sole discretion of ACC. Any requests for own food & beverage provision are to be in writing for consideration. Stand catering requests can be made by visiting the Stand & Workshop Catering Booking pages of the ACC website (Please register for an account, select elmi2024 and enter your stand number to place orders).  Upon approval, ACC will advise the relevant fees and any documentation requirements subject to ACC’s policies and procedures.

If you wish to provide any food or refreshments not ordered through ACC, you must obtain prior approval.

Internet Access including Hard Wired Internet Connnections

Wi-Fi Internet connectivity is available throughout the venue, free to delegates and exhibitors. For an even faster, premium Wi-Fi service, you can easily upgrade through the ACC booking portal for an additional charge.  Hard-wired internet provision can also be ordered through ACC.  Contact details for ACC can be found under the contractors tab.

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.

Venue Accessibility

ACC Liverpool is a DDA compliant venue.  Our aim is to make elmi2024 accessible to all attendees.  If you have any concerns please contact Victoria Masters.

Accommodation

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.

Compulsory Documents

All exhibitors are required to comply with UK legislation when exhibiting at elmi2024. 

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.

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.

Sustainability

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.
Promotion

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.


At the Event

Set Up & Breakdown

Stand set up in the main exhibition hall (2A) and for the table-top exhibition in room 11B will be Tuesday 4 June 2024 09:00 – 18:00 BST.

Commercial workshop room set up is from the date specified in the workshop room specification for the room that you have booked. 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 main exhibition in hall (2A) closes mid-morning on Friday 7 June 2024.  The table-top exhibition in Room 11B closes at 18:00hrs on Thursday 6 June 2024.  There is no table-top exhibition on Friday 7 June 2024 and all equipment must be removed from room 11B by 22:00 on Thursday.

Please note that elmi2024 will open with a keynote talk and welcome party on the evening of Tuesday 4 June 2024.  The keynote talk will begin at 18:00 and will be followed by welcome drinks and a buffet, which will be held in the exhibition area.  We ask that all stands are set up by 18:00 on Tuesday 4 June 2024.  Exhibitors are welcome to attend the keynote talk and welcome drinks and buffet or to man their stand during this period.

Loading bay access and car parking.jpg

Loading and Unloading

Loading Bay 2/3, ACC Liverpool, Kings Dock, Liverpool Waterfront, L3 4FP

(Please note Sat Nav Postcode L3 4BX)

Vehicle access to the venue will be via Loading Bay 2 (LB2).  Exhibitors and contractors will be given an arrival slot and should then report to the vehicle holding area within Loading Bay 3 (LB3), 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.  Once at the gatehouse to Loading Bay 2, all vehicles must follow the instruction of the traffic management team. You are required to unload your vehicle within a 30 minute period. 

Please note the height of the Loading Bay is 4.3 metres and the speed limit is 5mph.

After unloading your vehicle, you will be required to park elsewhere.  On-site car parks can be seen on the map numbered 1 and 2, alongside the Liverpool Waterfront and Kings Dock Multi-Storey Car Parks. Should these car parks be full upon your arrival to the venue, we recommend using one of the Q-Parks.

Exhibitors with smaller items, which can be carried into the venue are encouraged to park in the multi storey car park and carry their items across to the Galleria for Convention Centre access or the Atrium for Exhibition Centre Liverpool access (please see map). 

Break-down will take place in the main exhibition hall on Friday 7 June 2024 between 11:45 and 18:00.  Pleae note that breakdown for workshop rooms is on Thursday evening until 22:00. You may begin packing away your stand on Friday 7 June 2024 from 11:45, and not before.  Vehicles are not permitted to enter the loading area until your exhibits are packed and ready to load. Please inform a member of the team once you are ready to begin your load out and your vehicle will be directed from the relevant holding area when a space becomes available. The venue must be clear of all stand materials and stands by 18:00 on Friday 7 June 2024. Collection of parcels can be made from 12:00 on Friday 7 June 2024.  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 elmi2024.

On-site Storage

On-site storage for pallets etc will be available behind the poster area from Tuesday 4 June 2024. Please report to the exhibition office with your requirements. Please note that this is not a secure storage area and that the RMS organisers take no responsibility for lost or damaged items. 

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 on Monday 4 June, Tuesday 5 June (until 1800hrs), after 18:10 on Thursday 6 June, and after 11:45 on Friday 7 June, 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

General cleaning of the exhibition hall will be undertaken by the venue.  ACC can also provide a stand cleaning service for exhibitions which can be ordered through ACC Liverpool's online ordering facility.

elmi2024 Meeting App

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.

Networking Programme

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 – 1900: 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.

Academia vs Industry Football Match

Tuesday 4 June, 15:30 – 18:00, Tiber Football Centre, Liverpool

You are invited to the big game again at elmi2024 - Academy vs Industry.

Evident - Website Events.png
The Football Match is kindly sponsored by Evident


If you would like to sign up to play for Team Academy or Team Industry, or attend as a spectator, please keep an eye on the elmi2024 website for further information.

Where to Find Us

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 & Passport Scheme

Lead Capture

Further information will be availble soon.

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.