Exhibitor Instructions

The exhibition will be located in the Lower Auditorium at Swansea Arena opening on Wednesday 4 September and closing after lunch on Thursday 5 September. For those arriving to set up on Tuesday (see below regarding timings), exhibitors can join the welcome reception from 17:30 - 19:30 and man their stand. Stands will be located alongside refreshments, lunch, and posters. There is also an evening reception on Wednesday 4 September. 

Swansea Arena
Oystermouth Rd
Maritime Quarter
Bae Copr Bay
Swansea
SA1 3BX

Exhibition Package

The exhibition package includes: 6ft table and 2 chairs, a 13-amp electrical socket, and 1 complimentary registration (which includes lunch and refreshments throughout the exhibition as well as the welcome reception on Tuesday 3 September and exhibitor reception on Wednesday 4 September. Instructions on how to register for your complimentary place has been sent to the booker). Additional exhibitor registrations can be booked via this link. Poster boards are available on request. 

Set-up times:
Tuesday 3 September                    from 14:00 - 17:30
Wednesday 4 September08:00 - 10:30
Breakdown times:
Thursday 5 September14:00 - 18:00

Exhibition Opening Times:
Tuesday 3 September (for early arrivals)17:30 - 19:30                
Wednesday 4 September10:30 - 19:30
Thursday 5 September10:30 - 14:00

Deliveries

Via courier

  • Deliveries/collections can only be made between 08:00 - 17:00, Monday – Friday. 
  • All boxes for delivery / collection must include the relevant paperwork.  
  • Please mark all packages with following information:

FOA – Sophie Humphreys (IOP)
Stand Number and Company Name
Swansea Arena
Stage Door Reception (Ground Level carpark)
Oystermouth Road
Swansea
SA1 3BX

Please include the box number i.e. 1 of 4 etc.

*Please note that Swansea Arena can only accept deliveries 5 days prior to the event start date. 

Return Shipments

Should you need to leave any items for courier collection, please adhere to the following instructions:

  1. Pack and seal all boxes/package/display boxes
  2. Clearly and correctly label the items for return
  3. Take the items to the collection point.
  4. Complete the details below:

-          No. of boxes ……………….…

-          Date of collection ………………………………………

-          Time of collection ……………………………………..

-          Courier name and telephone number …..………………………………………………….

-          Your name and contact number …..………………………………………………….

Please ensure your items are collected within 3 days to avoid incurring additional storage charges. 

Personal deliveries

For those planning to deliver items directly to the venue, please use the loading dock/entrance located off Oystermouth Rd. Please note that drop off is restricted to 15-minutes. 

To gain access to the loading dock you will need to turn in from the left-hand side of Oystermouth road, you are unable to gain access driving from the Mumbles direction. You will need to turn left immediately after the LC2 Leisure Centre, carry on straight until you reach the golden gates (see image below).


Vehicle Information

  • Max Legal Length (UK) Articulated Vehicle: 16.5m 
  • Overall Length: 16.500m 
  • Overall Width: 2.550m 
  • Overall Body Height: 4m 
  • Min Body Ground Clearance: 0.411m 

Load-in Information 

Within the Loading Bay Area there is a lowered loading dock which will allow you to load directly into the hall through the double roller shutters (dimensions below). 

Notes: There are no forklifts to aid with the loading and unloading of equipment. If you require a fork lift this will need to be sourced separately and will incur a cost. The venue has a pump truck which is available to use on a first-come-first-served basis.

Loading Bay Area 

  • Dock Door width: 5.46m 
  • Dock Door Height: 4m 
  • Inner Door Width: 4.3m 

Car Parking

Copr Bay South Multi Story
‍Operated by: Swansea Council
Average walk time: 1 minute
Cost: 4hrs £10, (£8 residents)
‍https://swansea.gov.uk/coprbaycarpark 

Storage

Storage is available in Meeting Room 7.

Electrical Items

All electrical equipment brought onto the premises must be PAT tested.

Risk Assessment

If you are bringing machinery or electronic devices onsite (other than personal laptops), please provide a risk assessment. 

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