Information for exhibitors

We look forward to welcoming you as an exhibitor at Hinxton Hall Conference Centre. Every exhibitor receives information from their event organiser, which will have been developed in conjunction with the conference team at Hinxton Hall. As each individual event is different, you should look at this in the first instance for the specific details for the event you are exhibiting at.

Frequently asked questions

Q: Will I have access to Wi-Fi during the event?
Yes. We have guest Wi-Fi available, details can be requested from the conference centre reception desk or from your event organiser prior to the event.

Q: Can I store my empty packing cases?
No. There are no storage facilities available at the venue, if you have packing material that you need to store you will need to make arrangements for this on your stand or in your vehicles.

Q: Can I give away food or drink items from my stand?
No. We do not permit exhibitors to bring food or drink into the venue for distribution from their stands.

Q: Do I need to provide a risk assessment?
No, not unless you are setting up or running any stand/display larger than a table top display (pop-up banners are not included in this). We will however, require evidence that anything requiring power at your stand has been PAT tested.

Q:Can I explore your exhibition space online before going?
Yes. Please see the exhibition space via our virtual tour.

Inbound/outbound shipping

Inbound

Exhibitor shipments will be accepted by the venue NO SOONER than one day prior to the event day, and we ask that any collections are made immediately following your event (the day of). The conference centre reception will handle exhibitor inbound and outbound shipments.

Please note we have very limited storage space at the conference centre. Exhibitor shipments must be packed and properly labelled.

Please arrange for shipments to be sent/collected from:
Hinxton Hall Conference Centre
Wellcome Genome Campus
Hinxton
Cambridgeshire
CB10 1RQ

Please ensure the following are clearly visible on any shipments to the conference centre:

• Exhibitor name
• Name of conference/event
• Date on which event is taking place

We have shipping labels available which can be requested via your event organiser. Any items incorrectly labelled may be refused.

We ask that exhibitors provide adequate information to their event organiser regarding size and quantity of any deliveries prior to the event.

Deliveries by pallet will only be accepted by prior arrangement. We do not have any trolley facilities or staff able to assist with moving deliveries.

Outbound

When you finish packing up after your event, we kindly ask you to package your items ready for collection and take your outbound parcels to Reception to document ready for collection, ensuring they are clearly labelled with your name, company and address.

Access

The venue must be accessed safely at all times. This will usually be via the main automatic doors located at the front of the conference centre building. The building is open, and front desk manned, 24-hours a day. Exhibitors wishing to access the building to set up their stands must make prior arrangements through their event organiser.

The dimensions of the main conference centre doors are 170cm wide/ 213cm tall.

Parking

Parking for exhibitors is on a first come, first served basis and cannot be booked in advance. Exhibitors may stop in front of the building for offloading purposes only, at a prearranged time and should then move to the nearby car park D.

Please do not park on the patio directly outside the conference centre, or the zebra crossing.

Exhibition stands

As standard, we provide each exhibitor with a 6ft clothed trestle table (max hold weight: 125kg) 2 x chairs, 1 x extension lead and power is available.

Please do not put anything heavier than 125kg on the table as this will cause it to break and damage both the table and the item you are putting on it. Please note, we don’t have 3-phase power in the event space, we have standard UK 3 pin plug sockets.

Please discuss questions regarding the positioning of stands with your event organiser. Please note, if your stand/display exceeds 200kg then please do inform your event organiser, as we may need to put additional provisions in place. Please consider putting protection down on the floor if required, to ensure the floor is not damaged or marked.

Do not alter any fixtures and fittings in any way. Please do not move any other furniture. If you require furniture to be moved, ask the event manager and they will assist with your requests.

Please do not place notices, posters or displays of any kind on any surface in the building, including doors. We do have poster boards available in the event space, subject to availability.

You are liable for your stand at all times, and items are left at your own risk.

Additional information

Smoking

Hinxton Hall Conference centre operates a strict no smoking policy in all buildings. There are designated smoking areas within proximity to the conference centre. Please ask for directions at Conference Centre reception.

Toilets

There are toilet facilities, including accessible toilet facilities which are located in the main reception of the conference centre building.

 

For any further information, please contact the Hinxton Hall Conference Centre Events Team by email on conference.centre@hinxtonhall.org .