Exhibition Manual 2025 for BSPED 2025
General Information
Accommodation
Please ensure you have made arrangements for your overnight stays as the British Society for Paediatric Endocrinology and Diabetes is not responsible for this.
Badges and Passes
Exhibitors’ badges may be collected from the registration desk, on arrival.
No person will be admitted to the Exhibition except on the production of a valid invitation or pass. The exhibition is not open to the general public or Patient Support Groups in attendance. Each exhibiting company is allocated two free passes which provide access to the Exhibition Room only.
Car Parking and Drop Off
Access to venue via main entrance. Loading bay located at front of venue. Feel free to park up and load in, venue staff with then direct you to the closest car parking, dependant on size and height of vehicle.
Cutler’s Hall offer discounted car parking with a number of QPark car parks across the City, please see details of the car parks below and how to redeem your discounted parking:
· Get 50% discount on parking at Q-Park Charles Street and Q-Park Rockingham Street when you pre-book using the code CHCS50 through their website: www.q-park.co.uk.
· Q-Park is open 24/7 and features PaSS Technology (Automated Number Plate Recognition) for seamless entry and exit.
· Selected sites also offer convenient electric vehicle charging stations.
Catering
Catering will be available in the designated breaks. Please refer to the Event Schedule.
Children
We regret that no-one under the age of 18 will be permitted access to the Exhibition. This rule also applies to the children of exhibitors and contractors during the build-up, open and breakdown periods.
Copyright
Please note that the Event Organisers have no copyright responsibility in respect of any exhibiting company.
Exhibitors are reminded that third party copyrights should not be infringed. Proper dispensation must be obtained and any royalties due, paid prior to the use of materials.
Should any copyright dispute arise, the Event Organisers will not be liable for any resulting loss or damages, sustained by any exhibitor or third party.
Delegates
We are expecting approximately 400/500 delegates at this event.
Deliveries
To the Venue
Cutler’s Hall are happy to receive and store deliveries from Monday 10th November until set up on Tuesday the 11th November. These must clearly be marked with the event name (BSPED 2025), your company name and stand number.
To Bioscientifica (VIA DHL)
If you are delivering items for the delegate packs, please ensure that delivery is made to our delivery partner, DHL, no later than Thursday 6th November at the following address:
FAO BSPED 2024
[INSERT SPONSOR NAME]
c/o Matthew Spokes
DHL Trade Fairs & Events (UK) Limited
Unit 17 & 9
2nd Exhibition Avenue
N.E.C. Birmingham
B40 1 PJ
United Kingdom
**All bag inserts must be approved before they can be packed in to delegate bags.**
Return Shipments / Deliveries
Any collections after the event must be packaged and labelled clearly and arranged for collection no later than 17:30 on Friday 14th November 2025. The venue will store the items overnight if necessary, but will not keep anything past the 15th November 2025.
Accessibility
- Lift access to all areas
- Accessible toilets are located within easy reach of exhibition room and satellite symposium rooms
- Hearing loops available in session rooms upon advance request
- Lighting can be dimmed where required and safe to do so
Employment of Labour
Exhibitors shall ensure that their contractors and sub-contractors conduct their industrial relations in accordance with good practice and observe codes of practice issued from time to time by the Secretary of State for Employment and the Advisory, Conciliation and Arbitration Service (ACAS). Any person whom in the opinion of the Organiser, is carrying out work contrary to the requirements of the Organiser and of the local or other competent authority and of the Landlords of the building, will be required to stop immediately and may be directed to leave the exhibition site.
The Organisers recommend that all contractors employed by exhibitors should be members of the British Exhibition Contractors Association (BECA). Any queries should be referred to BECA, BECA House, Uplands Business Park, Blackhorse Lane, London E17 5QJ.
First Aid
Should you require first aid assistance, please contact the main reception of Cutler’s Hall or the Registration Desk.
Health & Safety
Please check the tasks section of BiosciSPEX for all forms we require from you. Please note this is a mandatory requirement.
Insurance
The Event Organisers, whilst taking every reasonable precaution, expressly decline responsibility for any loss or damage, which may befall the property of any exhibitor from any cause whatsoever.
All exhibitors are required to insure their legal liability and are strongly advised to effect adequate insurance to include cover for all products and exhibits during the overall period of the Exhibition including transportation.
Exhibitors will be required to produce an insurance certificate as proof of the above. Please note this is a mandatory requirement.
Exhibitors must hold Public Liability Insurance to the value of £5,000,000.
Lead Retrieval/Badge Scanning
Exhibitors wishing to purchase badge scanning devices can do so by completing the task on the BioSpex portal or by emailing [email protected]. The price for this is £2,600. You will get one device as standard, if you need more please let us know. Barcodes on delegate’s badges contain contact information as supplied by the delegate or the agency responsible for the registration process of the delegate. We regret that in some cases, as when group registration is completed by a company, we may not be in possession of the full contact details.
Location
Cutler’s Hall is a Grade II listed building and conference facility in an easily accessible location within the city. Please see the link below for further information on travelling to the venue: https://cutlershall.co.uk/about/directions-to-cutlers-hall/
Lost Property
Any lost property should be handed in at the main reception desk of Cutler’s Hall.
Music & Videos
Exhibitors wishing to broadcast / play music whether live from records, tapes, CDs or videos on their stands are advised that the Event Organisers do not hold a licence for the performance of such music. Exhibitors are solely responsible for obtaining any licence(s) required to play music on their stand.
Under the conditions of the 1988 Copyright Designs and Patents Act, Exhibitors wishing to play music at the exhibition must inform and gain the permission of both:
Phonographic Performance Ltd. and / or Video Performance Ltd.
The Performing Rights Society
Contact details for all of the above organisations are in the Contact List at the front of this manual.
Exhibitors playing music on their stand must comply with the sound regulations detailed in the noise section of this manual.
Noise
To ensure that disturbance to exhibitors is kept to a minimum, the Organisers will enforce the following sound and music regulations for the duration of the exhibition.
- Any company wishing to play music on their stand must have the appropriate licence(s) from PRS, PPL and VPL. Please see the Music & Videos section for further details.
- The Organisers reserve the right to alter/restrict sound levels on any stand at any time during the tenancy period of the event.
- Please give consideration to your neighbouring exhibitors at all times.
Security
Although every reasonable security precaution is taken throughout the tenancy period of the event, Bioscientifica cannot be held responsible for any loss, damage or accident, which may occur to any exhibitors (or their contractors), property or personnel. We strongly recommend that any valuable items e.g. handbags, mobile phones and laptop computers are kept under constant supervision, (especially during build-up and breakdown) and removed from the Exhibition Hall each evening.
Please survey your own area for any suspicious packages, bags etc. If you see anything suspicious, contact a member of the Hotel, Security or Organising staff.
Please ensure that you have suitable insurance cover for yourself, your staff and your property.
Smoking
Smoking (including the use of e-cigarettes and vapes) is not permitted anywhere within the venue.
Storage
Please note that there are no storage facilities available.