Miniatura Arrival Procedure for Exhibitors
MINIATURA® EXHIBITOR ARRIVAL & SET-UP INFORMATION
If there are any problems affecting your arrival, phone 0121 780 4141 and
ask for - Miniatura - Organisers office.
Please phone as soon as possible (0121 783 9922) if you have any problems relating to this information, your space, furniture, power, or any other aspect of your attendance. We can only assist if we are aware!!
Please note: New security regulations prohibit any parking by exhibitors behind the hall for the duration of the show. This is especially important for exhibitors who keep stock in their vehicle.
Arrival & Set-up Information
Your Stand
The enclosed plan shows your stand position and lists any furniture you have ordered. As ever we have tried to incorporate your special requirements whilst separating stands carrying similar merchandise. If this has not been possible it is entirely due to the geometry and logistics of the show.
The guiding factors of space needed coupled with power requirements remain unchanged.
We continue to charge the power supply at cost, on a shared basis, and in order to do so must make the distribution as effective as possible. PLEASE NOTE – If you overload your power point it will cause power failure on the circuit to all other exhibitors using it. Our Terms and Conditions are very specific on the usage of power, therefore any infringement becomes a breach of contract.
Exhibitor Arrival And Access
On Foot
You can walk into the N.E.C. from Birmingham INTERNATIONAL Railway Station, or from the Airport by free bus, or from taxi set down point at the main entrance.
Follow the signs for MINIATURA to the Hall. Show your Exhibitor Identification card (enclosed) to the security guards in order to gain admittance to the hall for setting up.
By Vehicle
The motorways (M6, M40, and M42) are signposted for the N.E.C.
The relevant turnouts are junction 4 on the M6, and Junction 6 on the M42 (NB. If coming from the north-east it may be better to leave the M42 at junction 9 and take the A446 in the Coventry direction. It is signposted for the N.E.C., and brings you to the northern entry point) The A45 is also signposted for the N.E.C.
Miniatura is signposted within the complex.
Your Identification card is enclosed. The whole card must be clearly visible at all times to the traffic police through your windscreen. Do not fold or obscure it with other documents. THIS IS ESPECIALLY IMPORTANT IN THE LIGHT OF NEW SECURITY CHANGES.
SECURITY - In view of recent events we are advised that NEC security staff are on high alert although many of the measures in place are discreet and unlikely to affect the running of the show. However, as random vehicle and personal effects searches are taking place we would ask that you cooperate if stopped. Exhibitors not wearing their badges, once collected from the information stand, may be stopped and/or refused entry and escorted for identification.
The Exhibitor I.D. card does not carry any authority to pass through check points but will help to identify you to the traffic police on your arrival each day.
An official N.E.C. Outer Area car parking ticket, to ensure your free parking arranged for our show, will be in the pack with your badges. Collect these from the Information stand upon your arrival at the show.
An important note about parking
You will be sent the procedure for parking specific to this show. This involves all vehicles being parked in the closest available space in the Car Park. From there walk to the front of the NEC complex.
The local authority have imposed new security policies for parking within the N.E.C. Everything is being done to minimise disruption, however we would ask everyone to demonstrate the patience for which our exhibitors have become known and respected throughout the N.E.C. Although in the past parking has sometimes been allowed at the back of the hall, this will no longer be possible.
The traffic police will assess the situation and may amend these details to suit the conditions on site at any time. It is also worth noting that any decision relating to advantageous parking for individuals is made because it helps the traffic police to manage the vehicles on site, and it is NOT done as a favour to exhibitors. The organisers of Miniatura are not responsible in any way for decisions made outside the hall but if you have a problem get in touch and we will do everything we can to help.
Friday - Setting Up
You will be allowed access to the hall when we are satisfied that the build-up by our contractors is complete. The time printed on your Miniatura Exhibitor I.D. is a guide, and whilst we may be able to allow you an earlier entry, you may also be required to wait until space is available in and around the hall.
If it is possible and you wish to do so, you may be allowed to drive into the void areas of the Hall to unload your stock. The void areas in the Hall are limited and at times we may have to allow some exhibitors access to the main body of the hall to unload their stock. It is important to note that this will be to assist the smooth operation of the set-up as a whole and not to make any individual exhibitors life easier. Under close supervision disabled badge holders and, at the discretion of the organisers, vehicles carrying particularly large, heavy or cumbersome items may be allowed to drive to their stands. If you expect to need to do this please advise us as soon as possible and well before the show, so that arrangements may be made.
Vehicle movement within the hall is allowed on the understanding that every driver exercises extreme caution at all times. For safety reasons it is necessary to operate traffic control in respect of access to the void areas inside the hall. Once you are in the hall please follow the directions of our helpers and do not drive faster than a slow walking pace i.e. below 5mph. Drivers are advised to have someone on foot to guide them, especially when moving in reverse. Abuse of this privilege will result in it being withdrawn at future events under Health & Safety regulations.
After unloading and before setting up your stands you must remove your vehicle to a convenient parking place as directed by the traffic police or our staff. If space permits, this is normally in the immediate vicinity of the hall on Friday only.
The latest arrival time is 19.15 hrs with the set-up period finishing at 19.45 hrs when the doors will be closed.
Saturday - Setting Up
Exhibitor access from 07.30hrs
Vehicles are not allowed into the hall on Saturday. If you have stock to deliver you will be allowed to drive to the rear of the hall, but will then be required to re-park in the Car Parks. If you have no stock to deliver to the hall please park in the Car Parks and make your way to the hall on foot.
Both shows, retail and trade, open on Saturday to visitors at 10.00 hrs and close at 17.30 hrs.
Sunday - Arrival and Breaking Down
Exhibitor access from 08.30hrs
As before the Trade Show will open at 0900hrs on Sunday for the benefit of retail exhibitors. New retail exhibitors may like to know that they can gain entry to the Trade Show at any time during the weekend using their exhibitor badges. Non-commercial exhibitors (e.g. clubs) who are in business will need to register for the trade room in the usual way.
Both Shows, retail and trade, open on Sunday to visitors at 10.00 hrs and close at 16.30 hrs.
After closure, as it takes some time for all visitors to leave we suggest that you should begin packing up, BUT DO NOT LEAVE YOUR STANDS UNMANNED at this time. Please be vigilant and careful with your takings, stock and possessions.
Vehicles will not be allowed down from the car park to the rear of the hall until, at the earliest, 16.45 hrs. If there are any alterations to this then they will be announced before the show opens at 10.00 hrs on Sunday morning.
For security reasons no-one will be allowed to carry stock out of the hall via the vehicle entry doors until this time.
When going to get your vehicle we advise you to leave by the front of the show to get back to the Car Parks to collect your vehicle.
Drive to the rear of the hall where you should be able to either park close to the hall or drive into the void area. As exhibitors leave and create space it may be possible for some people to drive nearer to their stands.
Remember that set-up takes about eight hours and we usually achieve breakdown and a vacant hall in about two hours. Please continue to give us maximum cooperation during this particularly trying part of every show. Everyone is tired and anxious to get home, therefore please help by exercising restraint and patience.
On Your Arrival - Friday Or Saturday
Collect your exhibitor packs containing your badges, stand numbers etc; from the Information stand. Badges must be worn so that they are clearly visible from the outset, and at all times for security reasons. Your exhibitor badge is for your personal use only, it MUST be worn CLEARLY on view at all times.
Bring your own sign to display your trading name clearly to the public.
Stands must be set up by 09.45 hrs on Saturday ready for opening at 10.00 hrs.
REMEMBER TO WEAR YOUR BADGES AT ALL TIMES.
Children In The Hall
Health and Safety laws require that children under 16 are not in the halls whilst the contractors are working or while vehicles are manoeuvring. This applies to both set-up and break-down. If you have a problem get in touch.
Some relevant N.E.C. safety regulations
1. Tablecloths should hang approximately 3 inches clear of the floor.
2. Lamps should be positioned and shielded so that members of the public are safe from hot bulbs and fittings.
3. There should be no more than 2 metres of loose electrical lead between the power supply and your stand. Spare lead should be fixed to your stand/table. In order to comply with Health & Safety requirements it is important that you take responsibility for your electrical cable.
4. Block-type adapters and wind-up drum type extension leads are not permitted. Your own extension leads should be long enough to reach our multi-point bar adapters which you will normally find close to the junction of power sharing stands. You will not be allowed to create a 'chain' of bar-type adapters in order to reach the supply. The electrical authorities inspect all the sockets we have booked before the show opens and they will delay opening if necessary until they are satisfied with each one.
5. Under no circumstances should your equipment exceed the power supply you have contracted to use.
6. In the interests of public safety, nothing should be brought into the hall that may constitute an unexpected hazard, given the nature of the event. Insurances may be affected, should a problem arise.
7. When setting up please be sure that you do nothing which will do harm to the venue. (i.e. Do not pin or nail anything to the fabric of the building, including the floor).
Security
Remember that this is a public show, and we remind you to be vigilant at all times with regard to your personal possessions, takings and stock. If you use a money-belt, please wear it.
Refreshments
The N.E.C. stand caterers can deliver sandwiches to your stand if you wish. To order please phone 0121 767 2630 before noon on the Thursday before the show. Refreshments will be open during the show at the restaurant and on the concourse outside the main entance of the show. One of these areas should be open on Friday to provide exhibitor refreshments or there may be a small catering unit at the information stand.
Customer collections
Exhibitors whose customers need to drive their vehicle to the back doors for loading heavy items which are too big for the shuttle bus (e.g. dolls houses) may borrow the usual Temporary Loading Passes from the information stand. NOTE:-These will not be valid AFTER 16.00 hrs on SUNDAY for security reasons.
Saturday Night & Sunday Morning
After closing on Saturday (17.30 hrs) switch off lamps, allow them to cool and cover your stock with a light cloth.
Anything fixed with Blutak (or similar) may become insecure when temperatures drop during the night.
There is overnight security and C.C.T.V. but make sure you take any cash/valuables with you.
Leave rubbish bags in front of your stands on Saturday evening as cleaners are instructed NOT to go behind stands.
Early arrival to secure convenient parking is advised on Sunday, which will be a busy day at the N.E.C. The traffic police, who will be under increased pressure as the morning wears on, may direct you to any convenient car park to keep traffic flowing if you are late. Entry to the hall will be as soon after 08.30 hrs as possible.
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