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Tuesday 20th October 2015 Garden Court, Hartley Suite and Marquee outside Garden Court, Buildings 40 and 38, Highfield Campus, Southampton, SO17 1BJ Exhibitor Manual Contact Details Fair Coordinators Anna Search and Tori Thompson Phone: 023 8059 3501 Email: [email protected] The Business Fair is kindly exclusively sponsored by

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  • Tuesday 20th October 2015

    Garden Court, Hartley Suite and Marquee outside

    Garden Court, Buildings 40 and 38, Highfield

    Campus, Southampton, SO17 1BJ

    Exhibitor Manual

    Contact Details Fair Coordinators

    Anna Search and Tori Thompson Phone: 023 8059 3501

    Email: [email protected]

    The Business Fair is kindly exclusively sponsored by


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    1. Introduction

    2. Event Information 2.1 Aims of the Fair

    2.2 Contact Information

    2.3 Venue Information

    2.4 Fair Timetable

    2.5 Exhibitor Package

    3. Exhibitor A-Z 3.1 Accommodation (guest houses, B&Bs and hotels)

    3.2 Arrival Times

    3.3 Fair Do’s and Don’ts

    3.4 Health and Safety

    3.5 Fire Evacuation Procedure

    3.6 Hints and Tips for Exhibitors

    3.7 Internet Access

    3.8 Loading and Unloading of Stand Materials from Exhibitor Cars

    3.9 Locating your Stand

    3.10 Photography

    3.11 Refreshments and Lunch

    3.12 Security

    3.13 Sponsorship

    3.14 Parking and Transport to the Venue

    3.15 Courtesy Shuttle Bus Service for Exhibitors

    3.16 Transport to Highfield Campus (by rail, car, taxi)

    3.17 Unpaid Invoices

    3.18 Social Media

    3.19 Terms and Conditions

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    1. Introduction

    Thank you very much for choosing to exhibit at the Business Fair 2015.

    The information in this Exhibitor Manual has been compiled in order to ensure that you have a smooth and successful experience at the University of Southampton. Please take the time to read through this manual carefully as it is a useful tool for establishing the answers to questions you may have about the event. It covers everything from accommodation, if you wish to stay overnight, to how to promote your attendance at the Fair via social media. If you require any assistance or wish to discuss any aspects of your participation in the event, please do not hesitate to contact us. We wish you every success at the Fair and look forward to seeing you soon. Anna Search and Tori Thompson Event Coordinators

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    2. Event Information 2.1 Aims of the Fair The main aim of this event is to promote placement opportunities to our first and second year

    students. Placements are increasingly popular within our student body and widely recognised as a

    valuable way of gaining experience within the workplace and developing key employability skills. The

    secondary aim is to provide an opportunity for organisations to connect with students seeking

    graduate opportunities.

    The Fair brings together local, national and international businesses and provides an excellent

    opportunity for exhibitors from a range of business sectors to promote and showcase their

    placement, volunteering and graduate positions to Southampton students.

    The Fair is promoted to 24,000 students from all disciplines and years of study.

    2.2 Contact Information All general enquiries prior to the Business Fair should be directed to Anna Search and Tori Thompson, Event Coordinators. Phone: (0)23 8059 3501 Email: [email protected] On the day of the Fair, Anna Search, the Events Coordinator, can be contacted on 07831 667418 (event day only) or call 023 8059 3501 to reach the Careers and Employability Service Reception. 2.3 Venue Information The Business Fair will take place in Garden Court, Hartley Suite and the Marquee outside Garden Court, Buildings 40 and 38, Highfield Campus, Southampton, SO17 1BJ. 2.4 Fair Timetable

    Exhibitor Setup Tuesday 20th October 8.30am to 10.30am

    Fair Opening Times Tuesday 20th October 11.00am to 3.30pm

    Exhibitor Breakdown Tuesday 20th October 3.45pm onwards and the venue must be cleared by 5.00pm

    mailto:[email protected]

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    2.5 Exhibitor Package All exhibitors will be provided with:

    3metre length x 2m wide x 2m height stand space

    trestle table and 2 chairs

    electrical point

    Wi-Fi- access (must be requested on the booking form)

    Tablecloth (must be requested on the boking form)

    100 word profile in the Fair bespoke brochure

    two £7 lunch vouchers for exhibitors (redeemable on campus)

    invitation to the Networking Breakfast (held from 9.30am - 10.30am on the morning of the


    opportunity to host an hour-long CV checking session, increasing 1:1 time with our students

    tea, coffee and water available throughout the day

    car parking permit for one vehicle (will be issued to each exhibitor organisation on arrival at

    the event car park)

    courtesy shuttle bus from the car park to the event venue and return

    Fig. 1 Example of the trestle table made available for each exhibitor


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    3. Exhibitor A-Z

    3.1 Accommodation

    If you are travelling far it may be necessary for you to stay overnight. Follow this link to find

    information on local accommodation:


    3.2 Arrival Times

    If you wish to attend the Networking Breakfast held for exhibitors before the Fair, please arrive

    between 8.45am - 9.30am. Your early arrival will ensure that you have sufficient opportunity to erect

    your stand before attending this event. The Networking Breakfast will be held from 9.30am to

    10.30am in the Terrace Restaurant which is located in Building 38, the building adjacent to the Fair

    venue. All stands must be erected by 10.30am for the Health and Safety check.

    3.3 Fair Do’s and Don’ts

    Things you MUST Do: Things you MUST NOT Do:

    Represent a high quality, professional presentation of your company or organisation and products and services

    Ensure your stand is clean and maintains a high standard

    Ensure all boxes are kept out of sight

    Each exhibitor has a 3metre length x

    2m wide x 2m height stand space – you

    must not exceed this

    Leave boxes or other exhibition equipment in gangways or public walkway areas during the Fair

    Promote your organisation outside of your designated stand area , i.e. by flyering outside the stand venue

    3.4 Health and Safety

    The University takes Health and Safety very seriously. Before the event opens on Wednesday 21st

    October, a final risk assessment of the exhibition space including all exhibitor stands will be carried


    The University has approved the exhibition layout. It is essential that all exhibitors follow the guidelines below:


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    a) Do not build outside your designated area or have any materials outside that area. b) Do not encroach on the space of a neighbouring exhibitor c) Keep all aisles clear and of a 1.846 m (6 ft) minimum width. d) Do not keep any flammable, toxic or hazardous materials or substances on your stand. e) Ensure that all stand material is fire resistant. f) Ensure all equipment is PAT tested and has a current safety label attached. g) Ensure that there is at least 0.30 (12ins) clearance from fire alarm points and fire extinguishing equipment. Do not obstruct or obscure any safety direction sign or notice. h) All packaging material, especially flammable packaging, and waste material must be disposed of promptly and not allowed to accumulate. 3.5 Fire Evacuation Procedure

    If you discover a fire: 1. Activate the alarm at any fire alarm call point by breaking the glass

    2. Evacuate the building by the most direct route

    3. Report to the assembly area

    If you hear the alarm:

    1. Switch off any electrical equipment that you have been using

    2. Close the door to the room when leaving

    3. Evacuate the building by the most direct route

    4. Report to the assembly area Evacuation Point: Lawn outside Garden Court

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    3.6 Hints and Tips for Exhibitors

    The Association of Graduate Careers Advisory Services has some useful suggestions for exhibitors at recruitment fairs – link attached:


    3.7 Internet Access

    If you have pre-booked internet access via the Fair online booking form, this will be available to you on the day. Please see the Welcome Pack on your stand for the login codes.

    3.8 Loading and Unloading of Stand Materials from Exhibitor Cars Please use the main Garden Court entrance (this will be sign-posted on the day). Our Student Ambassadors will be there to direct you to your stand. Should you be using third parties to set up your stand please ensure they are aware there is a 15 minute parking restriction outside the venue. If you are having items delivered separately, please send them to the following address: [Name of your Organisation] Garden Court, Business Fair, 20th October 2015 University of Southampton Building 40, Highfield Campus Southampton, SO17 1BJ Please note:

    Due to space restrictions, deliveries can only be accepted on the day of the Fair between 8.00am – 9.00am – any sent before the day will not be signed for and will be returned to sender.



    You are here

    (Garden Court)


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    You, or your company staff, must be present to sign for the delivery. If you have not arrived at the Fair when your delivery arrives, we can sign on your behalf however your items will be left unattended and we cannot be held responsible if anything goes missing.

    3.9 Locating your Stand

    The Fair Brochure will be emailed to exhibitors at least one week before the event, the stand plan

    and your stand location can be can be found on the centre pages.

    A Fair Stand Plan will be displayed at the entrance to the venue which you may find helpful to

    identify the location of your stand on the day. On arrival you will be greeted by our team of Student

    Ambassadors who will also be there to assist you. The team has been trained to support the delivery

    of the Fair and you will be introduced to a Student Ambassador who has been assigned to take care

    of any requirements you may have throughout the day.

    3.10 Photography

    Exhibitors are permitted to take photographs or film footage of their own stands only. The

    organisers may also take photographs or videos during the Fair for publicity purposes. If you do not

    wish your stand to be photographed please notify the Events Coordinator in advance, or at the

    beginning of the day before the Fair commences.

    3.11 Refreshments and Lunch Our Student Ambassadors will ensure you receive tea and coffee at various times throughout the day. We are pleased to confirm that £7 lunch vouchers for two exhibitors will be included in your Exhibitor Welcome Pack. If you have ordered additional vouchers for your colleagues, these will also be in your Exhibitor Welcome Pack. The lunch vouchers are redeemable at the Piazza Cafe which is located within very close proximity to

    the Fair. Please see the attached map for details click here.

    3.12 Security

    We are aware that there have been issues at other Universities over recent years, where students have been targeting employers involved in the defence or power industries by protesting or handing out negative materials. Should anything occur our Security team will be regularly patrolling inside and outside the building. The Fair Coordinator can be contacted on 07831 667418 or if necessary call Security directly on (0)23 8059 2811.


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    Whilst every reasonable precaution will be taken to ensure the safety and security of stands, the

    organisers cannot be held responsible for any loss or damage that may occur. Please do not leave

    valuables on your stand unattended.

    3.14 Transport to the University and Parking

    The Careers and Employability Service would like to encourage you to travel to the University via

    public transport to reduce the impact of the Fair on the surrounding environment. However, should

    you choose to drive we will provide one parking space per organisation, a permit for which will be

    issued on arrival at the car park.

    Parking is at the University’s Avenue Campus on Highfield Road.

    Directions from the Fair venues at Garden Court, Hartley Suite and the Marquee outside Garden Court to event parking at the University’s Avenue Campus, are as follow:

    Start out on University Road, with Garden Court on your left

    Turn left onto the A35

    At traffic signals turn left onto the A33 (City Centre)

    Take the second left onto Highfield Road

    Arrive on Avenue Campus, where our Student Ambassadors will hand you your parking permit and direct you to your parking space.

    Highfield Campus postcode for satellite navigation: SO17 1BJ

    Avenue Campus postcode for satellite navigation: SO17 1BF

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    Entry to Avenue

    Campus car parks

    is from Highfield

    Road only.

    No entry to

    car parks from



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    Uni-link Highfield

    Bus Interchange &

    Taxi Rank

    Pay & Display

    University Access


    Garden Court, Hartley

    Suite and Marquee –

    Fair Venues and

    Catering Outlets

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    3.15 Courtesy Shuttle Bus Service for Exhibitors

    We are pleased to provide you with a courtesy shuttle bus service from the car park to the event

    venue and return. This service will run every ten minutes from 8.45am to 11.15am and will

    recommence from 3.30pm-4.30pm. If you require further information, on the day, please speak to

    your Student Ambassador.

    If you have any additional requirements relating to mobility difficulties, are a wheelchair user, have a health condition or are a disability/blue badge holder please let us know as soon as possible and we will try to provide parking closer to the venue.

    3.16 Transport to Highfield Campus (by rail, car, taxi)

    By rail Fast trains from London and Bournemouth/Weymouth stop at Winchester, Southampton Central

    and Southampton Airport Parkway. Trains from Portsmouth and Bristol/South Wales stop at

    Southampton Central.

    Highfield Campus is approximately three miles from Southampton Central, and two miles from

    Southampton Airport Parkway.

    By car The M3, M27 and A34 provide fast, direct access while the A36 is the main route to the West

    Country, Bristol and Wales.

    From the M3 – exit at junction 14, following signs for Southampton (A33). Follow the A33 into

    Bassett Avenue and follow the map/signs to University campuses.

    From the M27 (west or east) – leave the M27 at junction 5 (Southampton Airport) and follow the

    map/signs to University campuses.

    By taxi

    If you will be travelling to Southampton by train, taxi ranks are situated outside Southampton

    Central and Southampton Airport Parkway. Should you need to book a taxi to the station on your

    return journey, Southampton taxi firms include:

    Radio Taxis 023 8066 6666

    Aero Taxis Southampton 023 8001 0203

    Viking Cars 023 8039 3939

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    As Highfield Campus is vast it is best to state your exact location, i.e. outside The Hartley Library,

    Jubilee Sports Centre.

    3.17 Unpaid Invoices / Credit or Debit Card Payments If you have not yet paid for your exhibition stand, please ensure that ALL due payments are received before or on the date specified on your invoice. Failing to complete full payment before the Fair date will result in you not being able to exhibit. If you have any questions, please contact Anna Search at [email protected]. If you opted to pay via company credit or debit card but have not yet paid, please do so at http://go.soton.ac.uk/68d 3.18 Social Media Twitter Twitter is a powerful way to send short messages to your followers to keep them up to date with your business activity. We encourage exhibitors to use Twitter, along with the official event hashtag #sotoncareersfairs to communicate with your contacts. It’s a great way to engage with your contacts, promote your attendance and for other visitors, as well as exhibitors, to connect with you prior to the Fair. Don’t forget to follow us at twitter.com/UoS_Careers Facebook You can now ‘Like’ the IT, Science and Engineering Fair on Facebook. Our Facebook page is a great platform to share images and updates with your business followers, to engage with existing customers and promote to new potential clients. To find us on Facebook, simply search ‘University of Southampton IT, Science and Engineering Fair’ and click the ‘Like’ button. You can then add and share content about your business. Content on our Facebook pages is monitored by the organisers, and any unrelated or sales pitch posts will be removed.

    mailto:[email protected]://go.soton.ac.uk/68d

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    3.19 Terms and Conditions 1. A completed booking form is required for all organisations wishing to exhibit at any Careers and Employability Service fair.

    2. All bookings will remain provisional until the Event Coordinator has confirmed the booking by email and full payment is made.

    3. All charges will be invoiced upon receipt of a completed booking form.

    4. Events or Services may (subject to clause 5) be cancelled by you without charge at any time up to 30 days prior to the date of the Event or for delivery of the Services. Please note that where an Event or Services are ordered within 7 days of the date of that Event or for delivery of the Services, you may cancel your order and obtain a full refund of the amount paid at any time up to but not including that date. Cancellations made less than 30 days prior to the event will be liable for the full amount of charges. Cancellations must be made in writing to Anna Search at [email protected]. A cancellation is deemed to take effect on receipt of the cancellation email and a response will be sent by the Careers and Employability Service.

    5. The right to cancel services does not apply to the purchase of services where, with your agreement, the University has already supplied or started to supply the services, and the University will be entitled to retain payment in full.

    6. Exhibitors, who have paid in full but fail to attend the event, will not be entitled to a refund.

    7. Exhibitors who have booked to exhibit, but who fail to attend the event and have not paid in full will be liable for the full amount of charges.

    8. The University reserves the right to cancel any event or service at its sole discretion at any time prior to the date for providing that event or service. Where such a cancellation takes place, the University will notify you in writing by email of that cancellation and shall either offer you a place on an alternative event, or refund you the amount paid in respect of that order.

    9. The University shall not be liable for any costs, losses or expenses that you may incur as a result of its cancellation of an Event or other Service, including but not limited to any travel or accommodation costs.

    10. At the end of the event, the exhibitors will remove any property used by them in connection with their participation in the event. The exhibitor is liable for all storage and handling charges resulting from failure to remove all equipment from the venue.

    mailto:[email protected]