Information for event exhibitors and sponsors about the area used during the exhibition, such as space, equipment and accessibility.
Access to exhibition area
Exhibitors can access the exhibition area normally from 8am on the event (day 1).
All exhibitors must report to Security at the main RCOG Reception at 10-18 Union Street, London SE1 1SZ.
Table-top construction must be completed before event registration opens.
Exhibition area set-up and break down
Please refer to the Sponsorship and Exhibition Sales Lead's post-contract email for specific exhibition stand set-up times; subject to availabilty and prior authorisation granted by RCOG; otherwise no access will be permitted.
Break down of exhibition stand is pemitted from the end of the final lecture or after the final break.
Exhibition space and restrictions
Please refer to your contract for confirmation of your exhibition size space.
Exhibition stand height restrictions apply as follows:
- 2.6m in Lower Atrium Circle
- 2.7m in Lecture Theatre Foyer
- 2.6m in Lower Atrium Bayer Schering rooms 1–3
- 5m in Nuffield Hall and Nuffield Hall Foyer
- 4m in Reception Hall and Reception Foyer
The exhibition space will not exceed that sold in the contract and exceeding this space may cause obstruction and pose a health and safety risk. If the exhibitor does exceed this area, you will be asked to remove any large items or equipment.
Each exhibitor is obliged to keep their table top and exhibition space clean. Once the event has ended, all unusable materials are to be removed by the exhibitor and deposited in the rubbish containers placed there for that purpose.
Exhibitors should staff their table tops during all registration, coffee breaks, lunches and receptions where applicable (see event programme for timings).
Furniture and power
Your exhibition space:
- Will contain 1 table and 2 chairs
- Is supplied with one single electricity power supply socket (it is the responsibility of the exhibitor to bring adapter plugs and extension cables if required)
Publicity and signage
The placement of posters, banners, stickers or other promotional material or anything similar on walls, floors, ceilings or columns in the premises, or within or outside the space allocated to the exhibitor, is not permitted.
Accessibility of exhibition stands
It is a legal requirement that, within reason, all disabled people must be given the same opportunities as able-bodied people. This includes the ability to attend exhibitions and look at exhibits, to gain access to information and products promoted.
Please ensure that exhibits are easily accessible to wheelchair users, signage is positioned where it is visible to all visitors and information and literature is printed clearly and (if required) available in alternative formats such as enlarged, tactile or audio.
Music and noise
Should you wish to play music from your stand, you must contact the RCOG before the event.
Any exhibitor playing music or videos on their stand must keep the sound at a level that is not intrusive to other exhibitors. If in the opinion of the RCOG the sound level on a stand is too high, the RCOG will verbally request the exhibitor to reduce the sound level.
Sales not permitted
Exhibitors shall refrain from holding lotteries or organising competitions.
Requests to be exempt from this rule should be made in writing to the RCOG Sponsorship and Exhibition Sales Lead.
Photography and video
Professional photography may be taken at this event and images used and reused for furture event promotions and sponsorship opportunities. If you do not wish to be included, please email the Sponsorship and Exhibition Sales Lead at BDevelopment@rcog.org.uk.
Lunch will be available 20 minutes before the scheduled lunch time on the event programme to exhibitors, to help exhibitors maximise prime time networking opportunities.
Participants are not allowed to take drinks, whatever their nature, into RCOG premises or to keep them in stock, with the exception of beverages bought from the RCOG. This prohibition ensues from the liquor licences attached to the premises.