Exhibitor Manual for Endocrine Academy 2025
General Information
Accommodation
Please ensure you have made arrangements for your overnight stays as the Society for Endocrinology is not responsible for this.
Badges and Passes
Exhibitors’ badges MUST 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.
Each exhibiting company is allocated two free passes which provide access to the Exhibition Hall only. You will be able to provide details for your complimentary passes through your allocated tasks on the portal. For additional passes please email the conference team.
Car Parking
There is car parking available on site.
Children/Students/Trainees
We regret that no-one under the age of 16 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.
Cloakroom
Guests can use concierge on check out (main reception).
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 300 delegates at Clinical Update (Monday – Wednesday)
We are expecting approximately 60 delegates at Endocrine Nurse Update (Tuesday – Wednesday)
Disabled Facilities
All public areas are accessible if wheelchair bound.
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 Crowne Plaza, Stratford Upon Avon.
Health & Safety
Please read the notes on the task with the form, for guidelines on completion. 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 £2,000,000.
Location
The Crowne Plaza, Stratford Upon Avon is a great conference facility in an easily accessible location. Please see the link below for further information on travelling to the venue:
Venue and travel | Society for Endocrinology
Lost Property
Any lost property should be handed in at the main reception desk of Crowne Plaza, Stratford-Upon Avon.
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 consider your neighbouring exhibitors at all times.
Security
Although every reasonable security precaution is taken throughout the tenancy period of the event, Show Management 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 is not permitted anywhere within the venue.