Information for exhibitors

We look forward to welcoming you as an exhibitor at Hinxton Hall Conference Centre. Please read all information below ahead of the event and ensure it is shared with those who will be manning your stand on the day.

Inbound shipping

  • Exhibitor shipments will be accepted by the venue NO SOONER than ONE DAY prior to the event day. Deliveries attempted before this may be refused.
  • 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

With the following information 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.

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.

Access and parking

  • Exhibitors may stop in front of the building for offloading purposes only, and should then move to car park D. Please do not park on the patio directly outside the conference centre, or the zebra crossing.
  • Parking for exhibitors is on a first come, first served basis and cannot be booked in advance.
  • Access will be via the main automatic doors located at the front of the conference centre building. The dimensions of the main conference centre doors: 168cm wide/ 213cm tall.
  • Exhibitors wishing to access the building to set up their stands must make prior arrangements through their event organiser.

Exhibition Stands

Any questions regarding the siting of stands should be addressed via your event organiser. Failure to set up correctly may result in the stand being dismantled and moved without prior notification. The venue will not accept responsibility for lost or damaged items.
As standard, we provide each exhibitor with a 6ft clothed trestle table (max hold weight: 125kg) 2 chairs and 2 power sockets.

Size and weight restrictions
  • Banners and additional stand items must fit within the 6ft wide space.
  • The maximum height in some areas of the space is 2.24m. Please check with your organiser where you are situated and we can advise you if this will be applicable.
  • Please note, if your stand/display exceeds 200kg, please inform the venue, as you may need to put additional provisions in place.
General requirements
  • No fixtures or fittings are to be altered in any way. Please do not move any other furniture. If you require venue furniture to be moved, ask the duty manager and they will assist with your requests.
  • Notices, posters or displays of any kind are not to be placed on to any surface in the building, including doors, with exception to poster boards.
  • Doorways (including those that are not fire doors) must not be blocked at any time without prior approval from the venue.
  • You are always liable for your stand, and items are left at your own risk.
  • We do not permit exhibitors to bring food/drink to be distributed from their stand, however sweets/chocolate giveaways are fine.
Power
  • Each stand will be provided with 2 standard UK 3 pin plug sockets. Please note this is likely to be an extension cable shared with the adjacent stand.
  • No 3-phase power is available.
  • You are not permitted to bring your own extension cables.
  • Please ensure all electrical items are PAT tested and you have proof of testing available on the day should this be requested.
  • Exhibitors must ensure there is no overloading of power sockets or daisy chaining of extension leads.

Risk assessment

Risk assessments are not required for a tabletop display with a standard banner ser up. Anything larger please speak to the venue at least 4 weeks prior to your arrival to determine if a risk assessment is required.

Storage

  • There are no storage facilities available at the venue before, during or after the event, 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.
  • Small lockers for valuables are available – please ask at the venue reception desk for a token.

Outbound shipping

  • Under no circumstances must materials be left for the venue to clear away.
  • All collection must be made immediately following your event (the day of). Please ensure the delivery company will collect from inside the building and not kerbside only.
  • The person manning your stand is responsible for ensuring your collection is
    - Suitably packaged
    - Labelled with your company name, address, the courier name, a contact name and number and any relevant paperwork for the courier.
    - Left in the collection area (not at their stand)
    - Providing reception with the details of your collection before they leave (company name, what is being collected, courier name, collection time if know, contact name and number).
  • Please arrange for shipments to be collected from:
    Hinxton Hall Conference Centre
    Wellcome Genome Campus
    Hinxton
    Cambridgeshire
    CB10 1RQ
  • We do not have any trolley facilities or staff able to assist with actively moving deliveries.

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.

Virtual tour

You can explore our Event Space before arriving, via our virtual tour.

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