Card Con Exhibitor Manual

Welcome to the Card Con 4 - this manual will help you with everything you need to know about the show, and guide your smooth participation. Sales: info@card-con.co.uk If you have any questions, please do not hesitate to get in touch.

Event access times (build, live event, break-down)

 Build - Exhibition Hall  Build access 
Friday 4th September 10:00 - 18:45 hrs 
Saturday 5th September  07:30-09:00 hrs 

 

  • High-viz is compulsory during build-up. 
  • You must acknowledge and sign the Health & Safety brief prior to commencing your works.
  • No access for young people, under 16yrs, or animals, Friday 10:00- 16:30 / After Sunday 16:30 
  • Stand vehicles may access the exhibition floor during the first few hours of build, by prior arrangement with the Exhibition Floor Manager. All other vehicles must leave the hall no later than 16:00 on the first build day. 
  • Access ends 1845hrs Friday- your stand must be completed and all packaging, tools, boxes and waste off the exhibition floor by this time. 
  • If Access is required beyond these times you will be required to pay the relevant costs to be discussed with your Card Con account manager. 
 Event- Exhibition & Marketplace   Check-in opens  Exhibitor access  Event open 
Saturday 5th September  07:30 hrs  07:30 - 18:45 hrs  09:00 - 17:00 hrs 
Sunday 6th September  07:30 hrs  07:30 - 18:45 hrs  10:00 - 16:00 hrs 

 

  • All exhibitors must be present, with a dressed and ready stand, for the full duration of the show. No stand may be worked on whilst the Exhibition is open or taken down before the end of the event on the last day.

Passes: Exhibitors, Features, Contractors and Guests

A pass is needed to gain entry into the event, please ensure Card Con Event Staff know the quantity of each pass you require

Build & Break wristband

  • Are required for all personnel (including those with live event day Exhibitor Passes) working in the halls during build up and breakdown.
  • Passes will not be issued to any Exhibitor or their contractors until they have:
    ➔ Submitted their H&S Declarations before arriving at the site.
    ➔ Acknowledged, on site, the Site Rules and Safety Information, before entering the halls.

Exhibitor wristband

  • The Organiser will supply the Exhibitor with passes in limited quantities, based on the size and area of the stand, admitting bona fide assistants and essential employees to the Exhibition. 

Check-in and Venue Access

You must Check-in on arrival, to receive your accreditation.

  • Check in at the venue - RSD 2 Please call Simon on arrival 07496936776
  • In order to complete your Check-in, you will need to read or receive a Health & Safety induction and agree to the Card Con and venue site rules.
  • After access ends at 1900 hrs on live days, please remember that you cannot re-enter after restocking. 

Venue Stand Power

Stand power will be turned on at the following times (subject to pre-order):

 Date 
Power on 
Friday 4th September  Build  10:00-18:45 hrs
Saturday 5th September  Live event  08:00-19:00 hrs 
Sunday 6th September  Live event & Breakdown 08:00-16:15 hrs 


*Note that connection to a built/designed power distribution system will only happen after it has been signed off by the house electrical contractor. 

Floor Tape

If you will be using any tape on the hall floor it must be Venue approved tape.

The list of approved tapes along with suppliers are as follows: Le Mark Self Adhesives https://www.lemark.co.uk / ISA Tape https://www.isatape.co.uk / Formulex Ltd Damage to the floor from tape that is not venue approved will incur charges.

Trolleys & Ladders

Trolleys (personal or hired) may only be used before the opening of the exhibition each morning and must be stored out of sight during the open period. It is also your responsibility to ensure that all pallets are removed from site; failure to do so will result in the removal charges being levied.

Aisles and Gangways

Please note that ALL gangways must be kept clear at all times throughout the build up and breakdown. All exhibitors and contractors on site are responsible for keeping these gangways clear. Please ensure your contractors are aware of the emergency gangways. 

Traffic & Parking

Exhibitor/contractor parking will be in Car Park 2. Traffic marshals on site will direct vehicles either to the service road to unload or to the exhibitor/contactor car park. See below for entry/exit locations, also see attached for maps/postcodes you may wish to include in the guide.

Friday 4th September, Build:  Entry and Exit – Gate F Saturday 5th and Sunday 6th: - Entry – Gate F / Exit – Gate A

Access doors (including roller shutter doors): There are three roller shutter doors for access to load in and out of the hall; Each roller shutter varies in size: RSD 2 – 7.2m wide x 5.9m high / RSD 3 – 7m wide x 5.9m high /  RSD 4 – 7m wide x 5.9m high  

Health and Safety

Please make sure that you have sent the following documents to simon@card-con.co.uk for your stand.

  • Risk Assessment (RA) for the event and build/break
  • Method Statement (MS)
  • Fire Risk Assessment (FRA), if required
  • Stand plan/sketch/drawing

If you have any questions, please feel free to contact info@card-con.co.uk

Exhibitor staff will not be allowed onto the exhibition floor until they have signed the Health and Safety declaration

Anyone on site during build & break periods are expected to be in appropriate PPE for the works to be done. A high visibility vest is compulsory during build & break as vehicles move in the hall and loading areas, and appropriate hard-soled footwear is strongly advised. You must supply your own high viz.

Venue Useful Information & Emergency Procedures

Stand Guidelines

Some key items to consider, and discuss with us:

 Rigging 
Music & Video
  • Stands wishing to publicly play pre-recorded music from radio, digital media players, CD’s, tapes etc. on stands or other areas, or through the public address system must obtain the necessary license directly from PPL & PRS Joint Music License: 
    Contact number; 0800 0720 808
    Fill in their form online on pplprs.co.uk Music & Video
  • Stands wishing to publicly show video or DVD recordings must apply for a license directly to Video Performance Ltd, in addition to PPL & PRS.
  • If you have any amplified music or PA system, please be respectful of neighboring stands and ensure you comply with any floor manager request to adjust the volume or PA direction.
  • Please see the e-Guide Page 31 for guidelines of use 
Simulators, Climbing Walls  & Rides 
  • Simulators, climbing walls and rides must: - Comply with the Amusement Devices Inspection Procedures Scheme (ADIPS).  - Supply Declaration of Operational Compliance (DOC), copies of annual inspection certificates and a full risk assessment are submitted to the venue no later than 28 days prior to the start of the license period.
  • Please see the e-Guide Page 43 for full guidelines and requirements 
Food, Beverage & Sampling 

Please see the  e-Guide - Catering for full guidelines and requirements Points of note:

  • Venue Food & Beverage Sampling Guidelines to be consulted 
  • A detailed HACCP to be submitted to the Card Con team and the venue at least 28 days prior to tenancy.  

At the Venue: In specific circumstances LEVY may allow exhibitors to sample foods for offsite consumption. This is only permitted if the product is relevant to the show profile and prior application is required in every instance. Applications will be reviewed and assessed in line with food safety regulations and applicable charges levied.  
Aisles & Gangways 
  • Gangways cannot be used as storage areas or as viewing areas for your stand. Please incorporate any storage or viewing requirements within the design of your stand. 
  • Activities may not spill into gangways; this includes the use of roaming comic–style characters. 
Complex Structures, Stand Construction 

Please see the e-Guide from Page 46 onwards for full guidelines and requirements 

  • Complex stand structures require a structural engineer to inspect and confirm it is suitably constructed and stable/safe: 
  • A multi-storey stand. 
  • Raised platforms over 600mm high. 
  • A stand where provision is made for a closely seated audience. 
  • Stand fittings exceeding 4 metres in height. 
  • A stand with a travel distance to a gangway greater than 12m without a choice of direction. 
  • Raised or tiered seating. 
  • Any element suspended from the roof of the hall (i.e. rigging). 
  • A temporary demountable structure including, temporary grandstands and seating, demountable framed structures, stages and barriers, ancillary special structures, tents and marquees. 

 

Exhibitor Stand providers

If you are looking for an exhibition stand provider we recommend one of the following providers

Pre-Event Preparation

1. Submit Required Documents:

  • Risk Assessment (RA)
  • Method Statement (MS)
  • Fire Risk Assessment (FRA), if applicable
  • Stand plan/sketch/drawing

2. Book Services:

3. Licensing (if applicable):

  • Music & video licenses (PPL, PRS, VPL) 4. Order PPE:
  • High-visibility vests
  • Hard-soled footwear 

📅 Event Build-Up (Friday 4th September & Saturday 5th September)

  • Check-in at the venue upon arrival.
  • Wear high-visibility vests during build-up.
  • Ensure vehicles are off the exhibition floor by 16:00 on the first build day.
  • Complete your stand setup by 18:45 on Friday.
  • No young people (under 16) or animals allowed during build-up. 

🎟 Accreditation and Passes Ensure all team members have passes:

  • Build & Break passes
  • Exhibitor passes
  • Check-in at the venue to receive accreditation and complete the Health & Safety induction.

🛠 During the Event (Saturday 5th September & Sunday 6th September)

1. Exhibitor Access Times:

  • 07:30 to 19:00 on Saturday / 07:30 to 18:45 on Sunday

2. Ensure your stand is fully dressed and ready before doors open. 
3. No stand modifications or takedowns during show hours. 
4. Maintain clear gangways and emergency exits. 
5. Store trolleys out of sight during show hours.

🔌 Venue Services 1. Power Times:

  • 08:00 to 19:00 (Friday and Saturday) 
  • 08:00 to 16:15 (Sunday)

2. Ensure tape used on the floor is venue-approved.

🚛 Breakdown (Sunday 6th September)

  • Do not begin dismantling until the hall is clear of the public and children (after 16:30). 
  • Wear high-visibility vests during breakdown.
  • Pack down and clear your stand by 18:45 - Ensure all pallets are removed from the site