Additional services

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All services, catering, decoration, hostesses, cleaning, AV and IT can be ordered via using the HCC website and sent to the venue email address provided on the forms.

 

All orders from Pickard can be made using the portal here: https://www.pickardonline.co.uk/my-account/ using the exhibition code: SFE25.

Early bird prices are available until the 9^th February. Orders for graphics can be made up to 3 weeks before the set-up day.

 

Late Orders

Orders made after the deadline dates cannot be guaranteed. Late orders received after the deadlines or during the set-up period will be fulfilled in accordance with time and capacity. Late order fees may apply. Anything ordered from the venue within 14 days of the event will incur a 20% surcharge.

 

On-Site Orders

Services ordered during the set-up period, the congress live days or when the event is over, will be provided only according to the availability of the respective work persons and/or materials. Implementation of requirements made after the deadline and on-site orders can take longer than normal orders.  We therefore recommend placing all orders before the deadline!

 

Audio Visual

This can be ordered from the venue using the link provided above.

 

Badge Scanners/Lead retrieval

Lead retrieval can be ordered through the RefTech portal here.

The LeadReference website provides information on the lead retrieval systems, and can be accessed here.

After purchasing a LeadReference Scanner/App, you will receive an email from bse25scannerhire@eventreference.com at the point of purchase. This email will contain full instructions on the Scanner/App and also account details from which you can download your data post event.

Any queries in relation to your Lead Reference order, please contact scanners@reftech.co.uk.

 

Catering

Harrogate Convention Centre’s in house Catering services, Matcham’s, offer a comprehensive service to suit all requirements. It is a contractual obligation that you do not provide your own food and drink at Harrogate Convention Centre. Additionally, the use of cooking equipment by the client and its suppliers is strictly prohibited in all areas of HCC. If you require specialist or bespoke needs for your event catering, please liaise with your catering contact who will be happy to assist.

 

Matcham’s have an exclusive right to supply any food or drink for hospitality on exhibition stands. If

Matcham’s are unable to supply the items required, they may reserve the right to charge an associated

corkage or concession fee which will be agreed and authorised in writing.

 

Catering orders can be made using this form, then sent to the email address on the form.

 

We welcome exhibitors to have coffee machines on their stand during all exhibition open hours. These can be ordered through the venue, via this form. The orders must be made by 17^th February. Please contact AmiraJade.Thomas3@harrogateconventioncentre.co.uk if you wish to bring your own coffee machine for your stand, this will incur a fee of £100 (+VAT) per day.

Food and Drink Sampling / Sale

Harrogate Convention Centre is aware that the sampling and sale of food and drink form a significant part of some events such as public food and drinks festivals or corporate events.

Where the sampling or sale of food and drink is required for an event, this will need to be notified and agreed by Matcham’s no later than 4 weeks before the event. Exhibitors and organisers will need to comply with the definitions and guidance provided by the eGuide.

If an exhibitor or organiser wishes to offer larger sample sizes, this must be discussed with Matcham’s who reserve the right to charge an associated corkage or concession fee which will be agreed and authorised in writing.

 

Cleaning

Please see the HCC website link from the Dates, Deadlines and Forms page of the manual. This will need to be completed and sent back to the venue.

 

Furniture

Basic furniture for shell schemes as well as more elaborate furniture for self-build stands can be ordered via using the HCC website. 

 

Fork Lift Truck Hire

Any Company requiring fork lift hire this service should contact DHL Trade Fairs and Events (UK) Ltd (matthew@dhl-exh.com). 

 

Graphics 

Exhibitors who require printed graphic infill panels for shell scheme stands can order these via Pickards via using their order portal above. Space only exhibitors may also order additional stand graphics via this link.

 

Hostesses

Stand bookings do not include any additional staff.  Should you wish to book a hostess to staff your stand, this can be done via contacting the venue.

 

Internet Access

Harrogate Convention Centre offers Wi-Fi access throughout the building. From communal areas such as catering points, to exhibition halls, auditorium and breakout rooms. Wi-Fi access is complimentary and widely available throughout the venue. A premium Wi-Fi dedicated service with higher bandwidth is also available on request.

 

Storage 

Please note that there are no storage facilities available in the exhibition hall or congress venue. Please ensure that all boxes and packing materials are removed from the exhibition area once your stand set up is complete. Companies requiring offsite storage should arrange this directly with DHL Trade Fairs and Events (UK) Ltd (matthew@dhl-exh.com). 

 

Event Services

There are event services such as water and waste disposal, however the venue must be informed in advance in order to check the suitability of the request. Please see the Dates, Deadlines and Forms page of the manual. This will need to be ordered via the venue’s resource page.

 

If you are likely to have large volumes of waste during build or breakdown a skip for this must be arranged in advance and supplied and removed by you.  Please note that the venue will remove small waste items such as paper and plastic wrappings, however they cannot remove large waste items.

 

Note: Should any excess waste be left behind, the relevant removal fees will be charged to the responsible exhibiting company or contractor.