Everything you need to know about Exhibiting
The Exhibitor Event Manual has been prepared to help you with every aspect of your participation and will help you plan a successful and hassle-free event.
If you have not yet received your Exhibitor Event Manual please send a request to info@idealbusinessshow.co.uk
Action Checklist
Use the Action Checklist below to download EXHIBITOR FORMS and ensure you have completed all important items:
Activity |
Deadline |
| Exhibitor & Contractor Badges | 11 April |
| Contractor Vehicle ID Passes | 23 April |
| Cleaning for Space Only Stands | 23 April |
| Health & Safety Declaration | 16 April |
| Risk Assessment | 16 April |
| Insurance | 16 April |
| Badge Scanner Hire & lead retrieval | 14 April |
| Exhibitor Name Board* | 16 April |
| Accessories & Shell Scheme Extras* | 16 April |
| Stand Furniture* | 16 April |
| *To receive this form email your request to info@idealbusinessshow.co.uk) |
Broadband Connection
Wireless internet access will be available at Ideal Business Show Thames Valley and will be free of charge to Exhibitors.
Exhibitor Forms Explained
Our Operations company, Wolfe Associates are the Official Stand contractor for Ideal Business Show Thames Valley, and they can deal with any technical and operational queries as well as supplying a range of additional services.
For security reasons, all exhibition staff and their contractors must be pre-registered online before entering onsite at Newbury Racecourse. Getting registered is easy. Simply select Register Staff and Contractors, complete your company details and 'add another person' as many times as you require.
Click here to Register Stand Staff and Contractors
Form 1: Contractor Vehicle ID Passes
Due to necessary onsite security, it is neccessary that all contractor vehicles for deliveries are recorded prior to the event. Please make us aware if you are planning to have delieveries or collections made to Newbury Racecouerse during the build up or break down period. This form should be faxed to Wolfe Associates on 01633 860 069
Click here to download Contractor Vehicle ID Passes
Form 2: Cleaning for 'Space Only' Stands
This is an optional item and applicable only if you have booked a space only stand. All 'Shell Scheme' stands are cleaned as part of that package. This form should be faxed to Wolfe Associates on 01633 860 069
Form 3: Health & Safety Declaration
This form is to ensure that every exhibitor, contractor, supplier and agent acknowledges and complies with the Health and Safety at Work act 1974 and its subordinate legislation. If you have any queries please contact Wolfe Associates, the Official Contractors for Ideal Business Show Thames Valley, on 01633 869 800
Form 4: Risk Assessment
A risk Assessment is nothing more than a careful examination of what could potentially cause harm to people on your stand. The purpose of teh risk assessment is to identify whether you have taken enough precautions or need to do more to prevent harm. The overall risk assessment should contain details of any potential hazards or unusal events and ways in which you will minimise and control these risks. If you require assistance to complete the Risk Assessment, please contact Wolfe Associates on 01633 869 800
Form 5: Insurance
Whilst we take every precaution to protect your property during the event, Ideal Business Show and Newbury Racecourse are not responsible for any loss or damage therefore you need to consider buying insurance cover. There are a number of companies who specialise in exhibition insurance, in the case that you are not protected by your existing policy. You should ensure you have adequate insurance including £2 million public liability cover. If you require guidance on this matter please contact Wolfe Associates on 01633 869 800.
Form 6: Reftech Badge Scanner & Lead Retrieval Services
A variety of exhibitor lead retrieval systems are avaiable from Reftech. Reftech Services Ltd are the official registration company for this event and 5000 scan capacity hand held devices for £150 each for both days of the event. Please complete the order form or call Reftech Services for further details on 01867 61666.
Form 7: Exhibitor Name Board
All 'Shell Scheme' Exhibitors receive a Fascia Nameboard as part of the 'Shell Scheme Package'. Simply download and complete the form. This can contain up to 26 characters. Text is 40,, in Time New Roman printed in black on white card. This form should be faxed to Wolfe Associates on 01633 860 069.
Form 8: Accessories & Shell Scheme
Additional items that you may need on your stand, including coloured fascia panels or platform floors can be catered for. To receive a copy of this form please send your request to info@idealbusinessshow.co.uk Wolfe Associates also offer bespoke stand services. Please call 01633 869 800 for a quote.
Form 9 and 10: Electric and Lighting Options
Shell Scheme stands will be provided with two spotlights per 3m x 3m stand (so if you have a 6m x 3m shell stand you will have 4 spotlights). If you require any additional lighting and plug sockets, please complete Forms 9 and 10 to meet your requirements and return to Wolfe Associates by fax to 01633 860 069. To receive a copy of this form please send your request to info@idealbusinessshow.co.uk
Form 11: Stand Furniture
If you would like furniture on your stand please complete and return Form 11 to request your items and return by fax to Wolfe Associates on 01633 860 069. To receive a copy of this form please send your request to info@idealbusinessshow.co.uk
Should you have any question about the above please call the Marketing Team on 0117 9154 546
