Details of the 2018 exhibitor line-up will be announced mid-2018. 

If you are interested in being involved as an exhibitor please follow the information below.

Peterborough STEM Festival 2018 – Exhibitor Info

For your general information, there a few things which we need to make you aware of so that we ensure we are complying with all the health and safety requirements for the event.

The venue

For 2018 the venue for the main day is changing to KingsGate Conference Centre.  A directions map showing the location of the venue and directions will be sent to you nearer to the day. If you wish to find out more about the venue you can visit the website at https://www.kingsgate-uk.org/

Exhibitors will be set out in rooms across the ground floor. These will be identifiable by different coloured banners and signage. Printed copies of the layout will be available to you on the day of the festival and an electronic copy will be sent to you a few days before the event.

Preparation and set up of stands and displays

Early set up may be available on Friday evening – TBC.

The building has purpose-built entrances for disabled access. Public conveniences are designed and laid out to accommodate disabled access at all times.

On the day

Saturday 13th October.  Site access on the morning of the festival will be from 07:30am for exhibitors set up.

The festival will be open to the general public from 9:30am and closed to the public at 4pm.

Tables will be 6ft x 2ft (or similar) and a standard pitch will fit a table, 2 pop-up banners and 2 chairs unless previously requested on your booking form and agreed by the festival organisers.

Electricity points will be provided as previously booked on your form or agreed in advance. If you are bringing an extension cable please ensure that it is labelled with an up to date PAT test certificate. Cables not showing a current test must not to be used. Any electrical equipment not carrying a certificate will be disconnected.

Wi-Fi will be available across the site. Details will be available to exhibitors on the day.

Bottles of water will be provided throughout the day for exhibitors. Food and drinks will be available to buy from the concessions at the venue. Any bottles you bring in need to be plastic. No glass is allowed onto the site.

Car parking

Car parking will be available to exhibitors and the public, with an exhibitor-only area provided during the operating times of the event. Car park stewards will direct you on where you can unload on the day. You will be asked to move your vehicle to another location, on site, after unloading. Please be guided by the car park stewards.

Filming, photography and child safeguarding

Please be aware that there will be an official photographer filming the day’s events and photographs taken will be used for publicity purposes.

Please be aware of potential safeguarding issues if you are taking photos yourself, always ask for permission. If you intend to film or take photographs of the visiting young people please make them aware that you are doing this. There may be some (under 16 year olds) who do not have parental/carer/guardian consent for this to happen and they may wish to remove themselves from the picture.

The event is open to all young people throughout the day. Some will be coming with their parents or guardians and some (over the age of 16 years) may be attending independently.

Health & safety

In order to meet Health & Safety requirements, it is assumed that all activities offered by exhibitors have been risk assessed, in relation to the target age group of the festival.

Security staff and qualified First Aid staff will be available on the site.

Ground-floor toilets are available within the venue and are well signed.

Baby changing and feeding rooms are available on the ground-floor.

There will be festival team members present at the event. If there are any problems please approach the team in the first instance. Volunteers will also be available to help. Both festival team and volunteers can be identified by their white or coloured branded T- shirts.

Please use the litter bins/bags which are provided on site inside and outside.

Fire Safety

In all areas fire alarms should be clearly visible together with fire procedure notices.

In the event of a fire follow instructions to the exit point and assemble at the evacuation points outside.

Emergency lighting will be available where necessary.

Please vacate the building in an orderly manner and await further instruction.

The fire service will be called by a festival member or venue staff if required.

Please ensure access is clear for emergency vehicles.

No-one should not be allowed to return to building until told to do so by an official festival member or fire service.

First Aid

First Aid staff will be available on site all day to deal with first aid issues. First Aiders will be identifiable by their lanyards and the first aid station will be located on the reception desk on the ground floor. A medical room is available with access from the main entrance. All incidents should be reported to festival team and will be recorded on an Incident Report Form.

If you require assistance please contact a First Aider, a member of festival team or a volunteer.

Security

The venue will be open to the public. There is a potential for theft, so please do not leave your stand or personal belongings unattended at any time. Neither the venue nor festival organisers can be held responsible for loss of commercial goods or personal possessions.

Report any suspicious activity to festival team, security staff or volunteers. The Police will be called if necessary.

Equipment brought onto site

All electrical equipment should be PAT tested before being used on site.

Please ensure that all trailing leads are clear of access areas and are clearly identifiable so that they do not cause a trip hazard.

Please ensure that your stand maintains good housekeeping and exhibits do not obstruct walkways between the stands or exits to the hallways or rooms.

Please report any spillages inside the buildings to a festival team member or Volunteer immediately for cleaning.

Smoking

NO SMOKING is allowed anywhere inside the building. If you wish to smoke please leave the building completely.

Alcohol

Alcohol is not permitted on site during the festival opening times.

The safety of our visitors and exhibitors at this event is very important to us. Please let us know immediately if you experience or notice something that compromises Health & Safety in order that we can rectify the situation swiftly.

The festival operates a code of conduct which everyone is expected to comply with.