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Exhibitors Preliminary Information |
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Please read this before booking your stand. |
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Please note that all stands have now been confirmed. |
| pdf of Conference Guide |
PLEASE READ THE FOLLOWING NOTES CAREFULLY BEFORE COMPLETING THE BOOKING FORM. SEE ALSO SPONSORSHIP.
Networkshop has become an established and unrivalled technical event on the academic conference calendar and attracts experts from across the UK. This is your opportunity to meet, and talk face-to-face to decision makers and influencers who may already use your products or services but need updating on new developments, or who are potential customers – this is a community which spends £220 million on Networking each year! Following the success of previous events, exhibitors are again invited to take a full and active part in the conference sessions as delegates, ensuring that you hear first hand what network managers and technical staff expect from their equipment and suppliers now and in the future.
Apart from the conference itself, exhibitors will enjoy pre and post-event publicity in the form of a link to your company website, and a listing on ours.
Warning! BOOK EARLY to avoid disappointment!
We are usually sold-out well in advance of the event. In fairness to all,
once the booking form is available on this website there will be a time
limit of two weeks to the length of time space will be held on a provisional
basis, after which it will be released.
Exhibition space will only be deemed to be confirmed once full payment
– by credit card or cheque - has been received by JANET(UK). The booking
form without payment does not constitute confirmation.
Networkshop 35 will be held at The University of Exeter, Streatham Campus. Please see the venue pages for further information.
The exhibition will be located within the Sports Centre, just a few minutes from the Peter Chalk Centre where all parallel and exhibitor sessions will be held. Plenaries – just one a day – will be held in the Great Hall. All stands will be sited in one Hall – from now on called the Exhibition Hall. Refreshments in the morning, afternoon and after lunch will be served within the exhibition, encouraging delegates to visit as many of the stands as possible.
The Exhibition Hall will be equipped with twin-500w sockets and ethernet
points – the exhibitor package will include at least one of each
connection per stand. There is a café in the Sports Centre which
will be open for drinks and snacks during the day, especially during set-up
and when delegates are in session.
On the Tuesday evening between 18:30 – 19:30 there will be a drinks
reception held within the Exhibition Hall and all exhibitors are encouraged
to make sure their stand is represented during this time. The feedback
from last year’s drinks reception was very positive.
Exhibitors will be able to select their location on the floorplan, which is available for download at the top of this page.
You are asked to give three options to allow for duplicate choices. However, this option will only be confirmed once payment has been received. If confirmation has not been received by an agreed date we will release your chosen site to a company who have confirmed.
There will be a shell scheme in place in the exhibitor area, based on 3m x 2m x 2.5m stands. Variations are available for those companies requiring a bigger or smaller area. Warwick Corporate Events (WCE) are providing the shell scheme and full details about the scheme can be found by visiting their website at: www.wce.co.uk .Follow the link to the JANET(UK) Networkshop 35 page. It is important that you study the shell scheme make-up carefully when planning your own stand design, fittings and display panels.
Flooring will be grey carpet tiles - please note companies cannot lay false flooring of any type to their stand on top of the carpet. Also note that whilst the carpet tiles are used to help protect sports flooring underneath, special care must be taken when moving heavy equipment – exhibitors are totally responsible for the movement of their exhibition equipment and any damage that may be caused.
Each stand will be equipped with a twin socket (2 x 500w), two 100w spotlights, and a data connection point (see next note). Additional power sockets, furniture and other accessories can be ordered directly through Warwick Corporate Events – www.wce.co.uk.
Please note: it is essential that you give details of unusual power or (weight) loading for equipment you will be exhibiting on your stand, as this may affect the siting of your company within the exhibition area. Such information will be passed to The University of Exeter who reserve the right to refuse any such equipment if it is deemed unsafe or obstructive. The University also reserve the right to refuse large or power-hungry equipment which has not been cleared with them in advance.
Space only (that is no walls, fascia or poles) can be provided but this may dictate your location within the exhibition, and neighbouring stands may have walls which adjoin your area. Please note, your construction must not exceed the agreed space parameters which will be marked out. You will be asked to reduce or remove any part of the stand protruding beyond these limits. Plans for self-build must be submitted well in advance so that they can be approved by the organisers. Failure to submit a plan for an open space may result in a shell being built into which you must confine your stand.
Each stand will be provided with a CAT5, 100 Mbps full duplex connection to JANET. Four IP addresses will be allocated to each stand. The University reserves the right to monitor and/or log network traffic and exhibitors will be responsible for their allocated IP address range. The University will provide basic filtering to provide a minimal layer of protection from the Internet but exhibitors are strongly advised to install adequate firewall and anti-virus software to protect their systems.
A wireless network will be provided for delegates throughout the conference area. Consequently, exhibitors will NOT be allowed to use their own wireless access points (or similar devices) within the exhibition area. The organisers will be pro-actively looking for "illegal" equipment and will take steps to remove any hardware that interferes with the conference network services. Exhibitors will be able to use the wireless service but this service is limited in its facilities and performance. A username and password will need to be obtained from the conference support in order to use the wireless facility.
The cost per 3m x 2m stand area is £2,730.00 plus VAT, which includes:
• 3m x 2m shell (described on www.wce.co.uk)
• Twin power socket (2 x 500W)
• Two spotlights
• Data connection for Internet access ( through JANET)
• Standard 6ft x 2ft table*, without cloths
• Non-residential delegate status for two exhibition staff, including all mid-morning refreshments, lunches and teas, dinner on Tuesday night, from coffee on Tuesday up to and including lunch on Thursday. The Conference Dinner on Wednesday is NOT included but can be booked as an optional extra.
• Attendance at all conference sessions for two exhibition staff per stand.
• Two Delegate bags.
IMPORTANT: Full payment is required in advance of the event – please allow time for cheques to clear or invoices to be processed through your Finance departments. The organisers reserve the right to release space reserved by companies whose payment has not been received by the due date.
The University can provide stands with a standard 6ft x 2ft table (without cloths) – included above* - nearer the time you will be asked to confirm if required. If you wish to select a particular item to complement your stand design, rather than a table from University stock, please use the ordering system detailed below.
Warwick Corporate Events, the company mounting the shell scheme, offer a furniture hire service using an on-line system for ordering, a stand build service, graphics, presentations and banners. Visit their website and follow the link to Networkshop 35: www.wce.co.uk
Two non-residential Exhibitor Passes will be issued per 3m x 2m stand site. Passes are transferable between company representatives attending on different days but must be shown in order to gain access to the exhibition and conference sessions.
Additional stand personnel must be booked as non-residential delegates, at £275.00 plus VAT for a three-day Pass. This includes refreshments and meals as described above, but NOT the Conference Dinner, for which tickets can be purchased for £99.00 per person.
Personnel assisting in set-up and break-down will not be issued with a
Pass but may not be present between 12 noon on Tuesday and 12.30pm on
Thursday.
Refunds in case of cancelled bookings for exhibition spaces:
• Between 9th January and 13th February 2007 : refund 50% of fee
• Between 13th February – 6th March 2007: refund 25% of fee
• After 6th March 2007 : no refund
In order for us to confirm your booking and stand allocation we must
receive a credit card* or cheque payment for the full amount with your
booking form or on receipt of an invoice from JANET(UK). Preferred stand
location will be reserved in the first instance for 30 days after issue
of an invoice and will be released if payment has not been received. The
organisers reserve the right to release space not confirmed in accordance
with the above. Please allow five working days for cheques to clear.
*all credit cards accepted except American Express.
Purchase orders and cheques must be made out to JANET(UK).
All requirements should be ordered and paid for in advance - late orders for equipment will be accepted right up to the event, subject to availability, but will incur a surcharge.
Exhibitors will be able to access the Exhibition area and set up their stands between 11:00 and 19:30 on Monday 2nd April. The area will be closed and secured overnight and open again from 07:30 on the Tuesday. It is expected that all exhibitors will be ready for the start of the conference at 11:00 on the Tuesday.
Vehicular access and offloading instructions will be issued to exhibitors nearer to the time.
Breakdown time will be after the penultimate session and morning refreshment break on Thursday 5th April. The exhibition area must be cleared by 14:00. Early breakdown is not permitted and may result in your company being prohibited from future Networkshops.
A Conference Guide, including an exhibition directory, will be produced for visitors. This will include a brief description of each exhibitor and their products/services. Please provide a maximum of 100 words of copy (text only, no graphics) together with main contact details - name, telephone, facsimile, e-mail, and website address, preferably with your booking form. We reserve the right to edit copy which is too long, but will send you a proof for approval if this is necessary. We can only guarantee inclusion of copy which is submitted by 26th January 2007.
The conference consists of plenary sessions and more in-depth talks and discussions in parallel streams. The Networkshop organisers plan to have a separate parallel stream devoted to product presentations from exhibitors. Parallel sessions normally last 90 minutes so it would be possible for 2 exhibitors to give presentations within a given parallel session. We anticipate at least 3 parallel sessions plus an exhibitor parallel stream within the workshop. Participation in the parallel stream would be at no additional cost but would be on a first come first served basis – please indicate on the booking form – with priority given to companies who have paid in full for their participation in the exhibition. Company presenters will be expected to provide their own laptop for this facility – a data projector will be provided in each meeting room.
On Tuesday evening at 18:30, after sessions and before dinner, there will be a drinks reception within the exhibition area. It is hoped that exhibitor personnel will be available on their stands during this time to meet and greet delegates.
On Thursday morning, during the refreshment break, we will stage an “Awards Ceremony” in the exhibition area – if you have been running competitions on your stand throughout the event you are encouraged to use this period to make your announcements and awards. Please note that this year such announcements and prize-giving will NOT be allowed during the final plenary session. The organisers will also be running competitions to encourage delegates to visit as many stands as possible.
Not included in the exhibitor package – details of hotels located close to the campus will be provided with your confirmation.
On the evening of Wednesday 4th April in the Great Hall, on campus. A drinks reception will be followed by a formal sit down dinner, after which there will be a guest speaker (details later). The Dinner is not included in the exhibitor package but can be booked as an optional extra – see the booking form.
The nature of Networkshop is that the delegate package includes all meals on campus, including supper on Tuesday night, and we are committed to paying for the final number booked to the University. In the past, exhibiting companies have taken groups of delegates out for hospitality on one or both nights and this can seriously disrupt our catering arrangements and costings. The organisers respectfully ask that if you are intending to provide hospitality, you inform us at least four weeks in advance of the event, and the anticipated number of delegates this will affect.
Whilst we take every precaution to protect your property during the event, neither the organisers nor The University of Exeter are responsible for any loss or damage, or injury to persons caused by your installations, and we insist that you take out appropriate Public Liability insurance cover.
There are stringent regulations governing materials used on site during the exhibition. All materials should be fireproofed. If you have any queries about any materials you plan to use, please contact the organisers.
You will be sent an H&S Declaration Form with your Exhibitor folder
and it is important that this is completed in full, and returned to Warwick
Corporate Events, by the due date. Failure to do so could result in exclusion
from the exhibition.
Additional publicity opportunities are available through sponsorship. Please contact the organisers for details.
Will be issued a few weeks prior to the event and will include detailed information regarding access, offloading, parking, storage, breakdown and much more.
Please note: if you are using stand contractors it is important that you share this information with them, or ask for a second copy. We usually find that problems encountered prior to and during set-up and breakdown are as a result of essential information not having been passed to relevant parties. Non-compliance with set-up and breakdown instructions in particular, and infringement of delineated stand areas, can result in companies being prohibited from participation in this, and future, Networkshops.
Please direct enquiries and booking forms to:
Julie Nicholson, Networkshop 35
Telephone: +44 (0)1949 850053
Facsimile: +44(0)1949 851559
E-mail: networkshop@julienich.f9.co.uk
Note: all financial transactions will be between your company
and JANET(UK). Cheques and Purchase Orders should be made out to `JANET(UK)’,
Lumen House
Library Avenue, Harwell Science and Innovation Campus, Didcot, Oxon OX11 0SG - but should be sent, with
booking form, to the address shown above.
