LINK BACK TO THE EXHIBITOR MANUAL INDEX

Limitation for Sharing Companies

There is a limit to how many exhibiting companies can share one stand; Please see the allocation guidelines below;
9sqm – 0 sharing companies
18sqm – 1 sharing company – Maximum
36sqm – 2 sharing companies – Maximum
54sqm – 3 sharing companies – Maximum (unless it is an association or a pavilion)
Each sharing company must pay the fee of £600 to register”

Contractor Badges

For security reasons Contractor badges will need to be applied  for via the link.  These will be sent out once verification has been completed. Contractor badges must be worn during build up  and breakdown for all contractors/exhibitors.

NB: Exhibitor Badges can be used to access the halls on Sunday

CLICK HERE to complete your company information.

Exhibitor Badges & Data Capture

Exhibitor badges & Data Capture Devices can be ordered before the exhibition online.    Please note Badges must then be collected onsite at the registration desk during the build-up of the event.  Please see below registration open times.

To order your badges and data capture you must be log into your account on the ECOC Website to gain access.  Under the section My Account you will find Exhibitor Badges and Scanners

Badges for onsite staff at the event are unlimited.

Organisers Office 

The Organisers Office will be located in the main concourse outside Hall 4 . The office will be open from 0800 hours Friday 29th September, please come and see us with any queries that you may have.
If you have any questions please email us  us:

Registration Open Times 

Saturday 30th September      1200 – 1800
Sunday 1st October                  0800-1800
Monday 2nd October              0800-1700
Tuesday 3rd October               0800-1700
Wednesday 4th October          0800-1600
For security reasons these badges must be worn at all times
in the hall and will be required for your staff to gain access into hall.

Visa Letters

If you require a letter of invitation for visa purposes, please complete the Letter of Invitation Form.  CLICK HERE
Please note ECOC management is not able to contact Embassies on behalf of any individual wishing to attend the ECOC Conference & Exhibition.

Early Access

The hall will be open from 0800 until 17.30pm on open days.  If you would like visitors to enter the hall before the show open times please contact Operations or come and see us in the organisers office during the event.
All meeting and functions must end by 5.30pm on Monday & Tuesday in the hall and must not overrun. No meetings can exceed 4pm on Wednesday 4th October.

Official Contractor Logo

All Official Contractors for ECOC 2023 will show the Official Event Logo shown.

Accommodation For Exhibitors 

CLICK HERE to view and book book your accommodation online.

For assistance with group or individual bookings, please contact

accommodation@glasgowconventionbureau.com

ECOC are working with the Glasgow Convention Bureau for 2023.

Your hotel reservations are officially part of ECOC
The hotels rates have been individually negotiated for ECOC and are exclusive to ECOC participants
Your hotel reservations, privacy and personal data are completely secure

Please note:  The Glasgow Convention Bureau are the only official housing company associated with “ECOC 2023”. While other hotel resellers may contact you to offer accommodation for your trip, they are not endorsed by, or affiliated with the event and entering into financial agreements with such companies can have costly consequences.

Cash Points

There are two ATM’s on the concourse (next to the box office) of the SEC Centre as well as one ATM outside the McColl’s newsagents.  Please note that the newsagent ATM does charge per transaction.

Smoking/Alcohol & Drugs

Smoking, drug taking and the consumption of alcohol are strictly prohibited inside the venue premises AT ALL TIMES.  All users  are requested to comply with, and to enforce these rules everywhere in the premises.  Smoking areas are located outside the entrances to the building.

Hardwire Connection and WIFI Connection

There will be free WIFI access available in the exhibition hall but please note this will only be suitable for browsing the internet and is not suitable for downloading or streaming. We advise you order a hardwired connection if you need continuous access to the internet, this will affect the free network service we are providing.

The network name will be: ECOC2023

The password: ECOC2023

If you are showing Demonstrations or making presentations you will need to order a hard wired internet connection for your stands as we cannot guarantee the speed or access to the wireless network.  Hard wired connections can be ordered through the venue:

Private WIFI Network

It is strictly prohibited to create your own Private WIFI Network with a router.  This will interfere with the free service to the network that we the organisers are providing.

Any network that us the Organisers or the Exhibition venue have not been notified of will be closed down as any private networks can be located within the hall.

Press Office

The office is located within the exhibition hall
The room will be open as follows:
Monday 2nd October: 0900 – 1700 hrs
Tuesday 3rd October: 0900 – 1700 hrs
Wednesday 4th October:  0900 – 1600hrs
PRESS REPRESENTATIVES WHO ARE CORRECTLY BADGED ARE ONLY ALLOWED TO USE THIS ROOM. 
Exhibitors can drop their press packs on Sunday 1st October to the organisers office and hand to the member of staff.

Stand Catering & General Catering

Catering points are located within the SEC for drinks and snacks. Exhibitors can place their stand catering requirements through the official catering company. Your catering order will be delivered to your stand at the day and time of your choice.
Exhibitors are strongly advised to take advantage of the stand catering facility to meet their requirements during exhibition open hours to avoid queues at the restaurant & cafes within the venue.

Please note that it is not possible to bring your own catering into the SEC including water, wine, coffee machines etc.

Photography and Videotaping

Photography must be limited to just images of your own booth.  Photography is prohibited on the exhibition floor.  Any photography and videotaping must be approved by the exhibition organisers.  Please visit the organiser’s office to submit your request.
Photographing & recording of other companies products and stands is strictly forbidden and we the organisers have the right to eject anyone from the exhibition caught doing so.
We do strongly advise you cover your displays overnight, this will discourage any persons wishing to take photos before the show opens.

Copyright Protection

As Organisers we take a very strong view on Copyright infringement; any company reported infringing these rights will be immediately ejected from the exhibition.
If a successful prosecution is bought by the affected company, a further ban would be imposed on the prosecuted company from exhibiting at future ECOC events.

Handout/ Leaflets 

All promotional material must be handed out from your stand area, companies are forbidden from handing out leaflets in public areas i.e.: Catering points, registration areas and venue restaurants.

Security

  • Twenty-four hour security will be provided throughout the tenancy.  However, the organiser expressly decline responsibility for any loss or damage which may befall the person or property of the exhibitor. The exhibitor must take responsibility for the security of all items in their stand and personnel items.  Show Management & Security personnel will try to guard against theft and damage, but the ultimate burden falls on the exhibitor.
  • Although the organisers take every precaution to ensure that every risk is minimised it is recommended that exhibitors take the following action:
  • Make sure you arrive prior to the official opening time and do not leave your stand at night before visitors leave the centre.
  • Business tools such as laptop computers, recorders, calculators and give away items are the things most often stolen. They should be guarded and stored safely at night.
  • Thieves will also take personal items such as purses, mobile phones, suit coats and toolboxes. Do not leave personal items unprotected in your booth.
  • Please note that the build-up and dismantling days are vulnerable periods.  Companies are recommended to never leave their stand unattended and to take all valuable and portable items with them as soon as the exhibition closes.
  • Please ensure that any incident involving the loss of property is reported promptly to the Organisers Office. Failure to do so could result in refusal by insurance companies to meet your claim.
  • Lost property can be collected from the organisers office during the event.  However, after the event all items will be given to the venue.
  • Consider covering your exhibit with some sort of cloth at the close of each day.  The psychological deterrent makes it more difficult for people to handle merchandise or take photographs of your products. Criminals often look for the easy target first. You can hire your own security guard for your stand at your cost.

We urge all exhibitors to have insurance for all personal items & business equipment (in the event of theft or damage), accident insurance and public Liability to cover visitors to the stand.

Theft from stand
In case of theft the following procedure has to be followed:
1.  Lodge a written complaint within 24 hours with the exhibition organisers & the local police to obtain a crime number.
2.  Take any steps required by the laws and regulations in force to maintain recourse against third parties.

Overnight security can be ordered through the exhibition venue
Disabled Facilities at SEC
The SEC is wheelchair accessible.

Fire – Evacuation

If you discover a fire:

  • Break the glass on the nearest manual call point, normally located by exit doors
  • Advise others in the vicinity to leave the area

Please be aware that when a fire system detection device is activated, the Security team will respond IMMEDIATELY even if you do not hear an audible alarm.

Should it be necessary to evacuate, the following message will be broadcast across the campus.

  • “May I have your attention please May I have your attention please
  • A fire has been reported in the building

Please leave the building immediately by the nearest exit Do not use the lifts but leave the area by the nearest stairway”

As soon as the instruction to evacuate the venue is heard, you must leave the premises by the nearest available exit. Follow the directions from G4S or SEC team members to your designated assembly point.

Please see assembly points below:

INSURANCE

The Exhibitor should take out independent full insurance to cover the cost of any unforeseen cancellation of the Exhibition by the Organisers to the full value of its own schedule of exhibiting costs. This includes but is not limited to communicable diseases and / or pandemics. The Organiser specifically does not offer or include insurance coverage for such potential situations and the Exhibitor is and remains fully liable for its own insurance.

Disabled Facilities at the SEC

The SEC is wheelchair accessible.

Cloakroom

The SEC Centre cloakroom used for both exhibitions and conferences is located in the main concourse opposite the newsagent. It is open during events and visitors can deposit items for the duration of the event for a fee of £2 per item, per day.  Contactless payment is encouraged whenever possible.

Children/Students

No person under the age of 18 years can be admitted to the exhibition either during build-up, open days or breakdown. This rule also applies to the exhibitors/contractors children. The organisers have to rigidly enforce it to comply with the safety regulations of the exhibition.

Parking Information

CLICK HERE for parking information