Exhibitor Manual - Headline information

*Please note that the above timings are subject to change. For any updates on the agenda, please refer to the website for the most up to date timings:  https://www.pay360conference.com/agenda/

ExCeL London
One Western Gateway, Royal Victoria Dock, London E16 1XL

https://www.excel.london/exhibitor/getting-here

Event Spaces

Exhibition, Catering, Theatres:  Halls S9 – S11 (Delegate entrance S5)

Breakout Conference Rooms: South Gallery Rooms 17, 18, 20 & 21

ADDITIONAL DEADLINES

Shell Scheme Exhibitors ONLY

Space Only/Custom Build Exhibitors ONLY

All exhibitors will receive the below package unless you have informed Orlanna Morris or Cristina Gaitens that you would like a space only/custom build package.

All shell scheme exhibitors will receive:

1. Shell scheme walling (every exhibitor will have a back wall and some exhibitors may have side walls/open sides – please refer to your welcome email to see how many walls you have)
2. Name board and stand number
3. Standard furniture package which includes choice of either:
   Option A: 1 low table with 2 conference chairs; or Option B: 1 poseur table with 2 stools (see furniture section for more information).
4. Your stand will be carpeted with grey carpet.

What is not included in your package and would need to be ordered through the relevant order forms provided in this manual:

• Power & lighting (Don’t forget to order your power sockets to charge your phones and laptops!). We also highly recommend ordering 2-4 spotlights per stand (depending on stand size) to light up your stand. See more information further down.
• Any additional furniture
• Stand dressing – Graphics or branding to dress your stand. The shell scheme walls are plain white, so we recommend branding these or having a backdrop banner.

Shell Scheme Dos and Don’ts

Display materials may be affixed to the panels using double-sided Velcro or sticky pads. Please stick these items to the Foamex panels only. All residue must be removed once the posters are taken down.

No pins, nails, screws, or staples can be used. It is not permitted to stick items onto the posts as these are powder coated and attaching any items onto them causes damage. Doing so will result in charges for damaged panels or posts.

Dimensions:

• The thickness of the Foamex panels is 3mm.
• The total height of the shell scheme is 2.48m.
• The distance between the venue floor and the underside of the ceiling beam is 2.41m.
• The ceiling beams are 70mm high by 16mm wide and are various lengths depending on where they are positioned on your stand. Please advise if these need to be placed in a particular location so that the exhibition team can review if any additional beams need to be ordered. If you are planning to attach anything onto these beams, please advise the weight of the items so that this can be reviewed.

Can I mount a TV onto the wall?

You can mount a TV onto the wall of the stand; however, you will require an MDF infill panel. These can be ordered by email [email protected].

If you are planning on attaching items to the wall panels, please email a diagram that highlights where the items are going to be positioned with the weight of the item, and how these will be attached, so that the team can advise if this is possible. Please email [email protected].

Can I remove the fascia and ceiling grid?

As long as this does not structurally compromise your stand, the ceiling grid and fascia can be removed. Please email [email protected] to request this so that they can advise whether it is possible for your stand.  

Please note that space only stands will not be carpeted, your choice of floorcovering must be ordered separately.

If you plan to opt for a space only stand over the shell scheme package above, please inform Cristina Gaitens ASAP

What we need from you – by latest Monday 5 February 2024:

1. Stand plans & visuals including dimensions.
2. Risk Assessment.
3. Method Statement.
4. Your contractor’s contact details.

Please note that all stand construction is limited to a height of 3m (unless you have been contacted by the

Early Bird Deadline: Monday 19 February 2024

Power is not included in your stand package and must be ordered separately through the Electrical Order Form.

We recommend that you order this by latest Monday 5 February. The early bird discount ends on the 19 February.

For shell scheme exhibitors: We also highly recommend ordering at least 2 x spotlights for your stand (for a 3m x 3m) or 4 spotlights (for a 6m x 3m) to ensure it is well lit within the hall.

PAT test certificates:  Exhibitors and contractors must comply with The Electricity at Work Regulations, the IEE Wiring Regulations, the EVA Electrical Regulations and the venue’s electrical regulations. If you are bringing any portable electrical appliances onsite for your stand (e.g., laptop, charger, etc.), please ensure they have a recent PAT test pass certificate. You can send this to Cristina Gaitens ([email protected]) pre-event OR bring with you onsite.

Extension leads:  Please note we will not supply any extension leads. If you require one, please ensure that you bring one with you to the exhibition, or order one through our AV supplier (see AV Hire section on the next page).

During the open period of an exhibition, stand mains supply will normally be switched on no later than half an hour before the show opens and switched off no later than half an hour after it closes.

Please ensure you order enough power for your stand requirements (for example a 500w socket is usually just enough power for one laptop).  If in doubt, you can email [email protected] for advice.  

AV Hire

To order screens or any AV for your stand, please visit our AV supplier’s website: www.eventproav.co.uk/order, Password: uk (lowercase).   Any queries regarding AV orders should be directed to Carl Wilkes [email protected] or [email protected] or telephone on 01827 250500.

Floorcovering

Please note that space only stands are not supplied with carpet and must order this separately.

Carpet will be laid throughout the exhibition hall; the stand carpet will be grey in colour.  For all additional floorcovering requirements or if you wish to purchase an alternative colour carpet, please order through the Floorcovering Order Form and email to [email protected].

Available carpet colours for purchase

Furniture

Deadline: Friday 8 March 2024

Shell scheme exhibitors: As noted above, either 1 low table and 2 conference chairs or 1 poseur table and 2 stools are included in the package. You will be contacted separately to confirm your choice of furniture.  To order additional furniture please do so here:  Pay 360 2024 – Creative Hire Brochure and Order Form.

Option A: 1 low table and 2 chairs              OR                  Option B: 1 poseur table and 2 stools       

Space only exhibitors: Your contractor should provide the furniture as part of the package, however if you’d like to order furniture separately, please do so here:  Pay 360 2024 – Creative Hire Brochure and Order Form.

Lead Retrieval / Badge Scanners

To purchase lead capture licenses 

You will receive a welcome email to log in to the Exhibitor Portal.  App licenses can be purchased once you have logged in to your account. 

Please view the attached flyer for further information here.

Compatible devices

• Cvent support iOS devices running on iOS 14 and higher. If your device is not running on iOS 14+, parts of LeadCapture may not work on your device. If you have an older device, check that it supports iOS 14+ and make sure that you always update to the most recent version of LeadCapture.
• Cvent support Android devices running on 8 and higher and have access to the Google Play Store. If you have an older device that can’t run on Android 8+, does not support the Google Play Store (Kindle Fire), or you have not updated to 8+, parts of LeadCapture may not work. Always make sure your LeadCapture app is updated to the most recent version to have the best experience.

On-Stand Catering

Exhibitors are not permitted to bring in their own alcohol, soft drinks or food, apart from food and drink brought by individuals for personal consumption only. Stand and hospitality catering at ExCeL is provided by the in-house catering partner ELH. Any exhibitors who wish to order stand catering, please make this known to Cristina Gaitens in the first instance: [email protected].

Wi-Fi & Internet Access

There is a free public Wi-Fi service on the boulevard, suitable for general browsing and email.   

If, however, you need a secure connection for any demos or simply to use at your stand, please contact the venue to place your order www.excel.london/webshop.  The webshop will be open In December.

Further information on Wi-Fi and internet access is available here:  www.excel.london/uploads/excel-it-faqs.pdf or contact the venue directly: [email protected].

Please remember to confirm your order by 19 February 2024 to benefit from the advanced order rate.

Information for Contractors

Further information for contractors, including booking vehicle access and instructions for arriving at the ExCel, will be sent to space only stand exhibitors in early 2024.

Should you have any questions prior to this, please email [email protected].

Graphic panels

You can order custom made graphic panels for your stand. Please view the Graphics Flyer for available options. To obtain a full quote, artwork requirements or detailed advice, contact the Creative Live Exhibition Team: [email protected] or call 01676 545410.