We are delighted that you will be joining us as a sponsor or exhbitor at the 16th EAUC Annual Conference taking place at the University of York. We hope that these FAQs will help you to get the most from your event. If you still have unanswered questions, please contact us directly at info@eauc.org.uk or 01242 714321.

Booking

1. I’ve already booked my package, why do I need to book again?
2. How do I book?
3. Which package(s) shall I select?
4. We want to send additional colleagues to the event – can they come?
5. What is the “Meet the Exhibitors” session on day 1 in the programme?
6. Can I come to the first night Facilitated Networking event and buffet?
7. Can I come to the Conference Gala dinner?
8. What type of accommodation can I book?
 

Logistics
 

9. I want to send my equipment direct to the venue – where do I send it?
10. Will the exhibition room be secure?
11. I need more space!
12. When can I set up my stand?
13. When can I breakdown my stand?
14. When will delegates be coming to visit me?
15. Will I have access to electricity points?
16. Will there be Internet access?
17. When will meal breaks be?
18. Can I attend any of the Conference sessions?
19. Will there be recycling facilities?
20. Will there be a chance to tell the EAUC what I think of the exhibition?
21. Are there storage facilities where exhibition materials can be left behind to be collected by courier?
22. How close to the exhibition centre can I unload my material? How close to the centre can I park?

Booking

 1. I’ve already booked my package, why do I need to book again?

Although you have booked your exhibition/sponsorship package, we now need to establish which company representatives are actually attending and which elements they wish to take part in. This allows us to manage catering and numbers. All bookings are being completed online this year to reduce any paper usage.

2. How do I book?

EAUC Members
You will first need your EAUC website login details. Forgotten your details? Simply click on ‘forgotten password’. You’ll then be asked to type in your email address and your password will be reset and emailed to you immediately.
 

• If you are the key contact making all of the delegate bookings, you first need to establish if your attendees are listed as ‘contacts’ for your organisation, this will allow them to be added to the booking. To do this, log in and click the ‘My EAUC’ tab. Then click ‘See All Contacts’ on the left hand side of the page. Scroll down to the bottom of the Contacts list and click ‘Add contact’. They will then appear in the drop down list within the event booking.

• If you are not the key contact and do not have an EAUC login you will need to create a shopper account. First select the package(s) you require. You will need to tick that 'I confirm that I want to book this event as a non member at non member rates' and then proceed with the booking. Once you've confirmed the package, it will allow you to create the shopper account so ensure the delegate name is used and the company’s details. You then need to complete the order.

• If you are already listed as a contact or the person you are looking for is, please ensure you are logged in and then continue with the booking by selecting their/your name when required.

You then need to complete the order. Any items you have selected outside of your package can be paid by invoice, card or cheque.

Non-EAUC Members
First select the package(s) you require. You will need to tick that 'I confirm that I want to book this event as a non member at non member rates' and then proceed with the booking. Once you've confirmed the package, it will allow you to create a ‘shopper account’ so ensure the delegate name is used and the company’s details. You then need to complete the order. Any items you have selected outside of your package can be paid by invoice, card or cheque.

3. Which package(s) shall I select?

For most sponsors and exhibitors, you need to select the ‘full sponsor delegate package’ or the ‘full exhibitor delegate package’ as appropriate for each delegate attending. This gives you all of the elements included in your sponsorship/exhibitor package.

A package must be selected per delegate up to the agreed limits (Exhibitors/Silver sponsors: 2 passes; Gold sponsors: 3 passes; Platinum sponsor: 4 passes).

Where different delegates are attending different Conference days or not attending dinners (as appropriate), you can also select the individual items of the packages separately. This will still be at no cost, except where you are booking something outside of your package.

There are also a number of other packages that can be booked and paid for separately.

Book all sponsor and exhibitor packages here

If you need any assistance with your booking, please contact us on 01242 714321.

4. We want to send additional colleagues to the event – can they come?

A number of free passes are included in your package: Exhibitors/Silver sponsors: 2 passes; Gold sponsors: 3 passes; Platinum sponsor: 4 passes. Additional colleagues are welcome, for which appropriate conference fees will be charged. Simply book the ‘Additional delegate pass package’ which covers day 1 and 2 and the ‘Conference Gala dinner’ package if this is also required.

5. What is the “Meet the Exhibitors” session on day 1 in the programme?

This is a more informal opportunity for you to meet the delegates at your stand, offer them a drink and discuss your products and services. We provide each stand with a tray of drinks/glasses and you are the hosts. You are free to supply your own snacks too – the more tempting the better!

6. Can I come to the first night Facilitated Networking event and buffet?

Yes, all exhibitors and sponsors receive Conference delegate passes which includes the first night facilitated event and buffet. This is an informal and fun way to meet people.

7. Can I come to the Conference Gala dinner?

All sponsor packages (Silver, Gold and Platinum) include Conference Gala dinner tickets. Exhibitors are welcome to attend at an additional cost of £35 per head for EAUC Members and £50 per head for non-Members. The dress code is informal, smart/casual.

8. What type of accommodation can I book?

Accommodation is not included in any of the exhibitor/sponsor packages. We have a list of local hotels available and we ask you to book your accommodation directly yourself. However, if you wish to use the University Halls of Residence (with en-suite bathrooms) which are a stone’s throw away from the exhibition hall, please select the ‘Accommodation’ package on the online booking system. You can select as many nights as you wish and an additional fee will be charged for this.

Book all sponsor and exhibitor packages here

Logistics

9. I want to send my equipment direct to the venue – where do I send it?

Please send packages no earlier than Thursday 22 March 2012 to:

EAUC Conference 27 – 29 March 2012
Room PT003
The Exhibition Centre
The University of York
Heslington
York YO10 5DD

Please mark them clearly: and include exhibiting company’s name, contact name and telephone number. York Conferences at the University of York accepts no responsibility for any loss or damage to items brought on or left on the premises. We strongly recommend you take out appropriate insurance cover.

10. Will the exhibition room be secure?

Yes. The exhibition room will be locked overnight and there is 24 hour security on the campus. However, we do advise you not to leave valuables unattended.

11. I need more space!

Unfortunately we are unable to provide any additional space. Each exhibitor receives 2m (deep) x 3m (long) and any exhibitor exceeding this will be asked to remove their displays/stands to be fair to fellow exhibitors. If you need more space, why not upgrade to a larger stand? Platinum and Gold sponsors are entitled to 2m (deep) x 6m (long) stands plus many additional benefits.

If you would like to upgrade your stand at an additional cost (subject to availability), please contact us on 01242 714321.

12. When can I set up my stand?

Access to the exhibition space for setting up stands will be available from 08.00 hours to 11.30 hours on Tuesday 27 March 2012. Please ensure your exhibition is ready by 11.30 hours.

13. When can I breakdown my stand?

As a courtesy to other exhibitors, we kindly ask you to breakdown your exhibition stand after the final session on Day 2 (Wednesday 28 March). Exact timings will be published in the final programme available in February 2012. Please ensure all stands are packed up no later than 6pm. Failure to do so will result in your equipment being removed.

14. When will delegates be coming to visit me?

We encourage all delegates to visit the exhibition at the Conference and to learn the latest from you, on products and services supporting the sector. All registration takes place and catering (lunches, teas and coffees) is served in and around the Exhibition Centre.

The programme can vary slightly – below is a draft outline of the exhibition opening hours. (All timings are subject to change. For latest timings, please refer to the up-to-date conference programme which can be found on the website from January 2012 www.eauc.org.uk/annual_conference:

Tuesday 27 March: (half day exhibition)

• 08.00-11.30 hours - Exhibition centre opens for morning set-up/ready 11.30 hours)
• 11.30-12.00 hours - Early lunch for all exhibitors
• 12.00-13.00 hours - Exhibition is open, delegate registration, lunch
• 14.30-15.15 hours - Afternoon tea/coffee break, afternoon exhibition
• 16.45-17.30 hours - Meet the Exhibitors - drinks reception

Wednesday 28 March: (full day exhibition)

•  08.15-08.45 hours – Exhibition, delegate registration
•  10.15-11.15 hours - Morning tea/coffee break
• 12.00-12.30 hours - Early lunch for all exhibitors
• 12.30-13.30 hours - Exhibition – lunch
• 14.45-15.30 hours - Exhibition - afternoon tea/coffee break, afternoon exhibition
• 15.30pm Close of day – exhibition closes (stands can be dismantled)

* A full agenda and the latest programme with timings can be found here www.eauc.org.uk/annual_conference.

15. Will I have access to electricity points?

Yes, there will be electricity points in the Exhibition Hall. Exhibitors and Silver sponsors will be given access to one power point, Gold and Platinum sponsors receive two. We ask you to bring an extension cable with you if you require more. If you plan on bringing your own electrical or audio-visual equipment it must be PAT tested and have a valid label or certificate. This is also valid for laptop cables (laptops are exempt). York Conferences reserve the right to inspect any such equipment.

16. Will there be Internet access?

Yes, internet access is available by WIFI. Pass codes are required. One code will be issued per exhibitor stand (two for Platinum and Gold sponsors). Additional pass codes can be bought and are payable locally. Ethernet connection is available in the Halls of Residence accommodation (if accommodation is taken). You must bring your own computer and Ethernet cable.

17. When will meal breaks be?

We will provide tea/coffee and lunch for exhibitors approximately 30 minutes prior to the delegate break times. All refreshments are included in your package.

18. Can I attend any of the Conference sessions?

Yes, exhibitors and sponsors are very welcome to attend any of the Conference sessions and this is included in your package. If you would like to attend Day 3 of the Conference as a delegate, please ensure you select the appropriate packages on the online booking system.

19. Will there be recycling facilities?

Recycling facilities will be available and we request that all exhibitors and delegates use them.

20. Will there be a chance to tell the EAUC what I think of the exhibition?

Yes, we strive to ensure that you are happy and we value your feedback. You will have the opportunity to discuss this with us during the conference and we will also ask you to complete an evaluation form to help us to continue to improve our future conferences.

21. Are there storage facilities where exhibition materials can be left behind to be collected by courier?

The University has limited storage facilities and exhibitors must arrange for collections of all exhibition material by no later than 6pm on Wednesday 28 March. Any exhibition materials left behind will be logged and attempts should be made to ensure they are collected within one week of the exhibition close date. Any items not collected within 2 weeks will be disposed of unless suitable arrangements have been made direct with York Conferences for collection.

22. How close to the exhibition centre can I unload my material? How close to the centre can I park?

There is vehicle access to the Exhibition Centre loading bay via Newton Way. Exhibitors must unload their vehicles as quickly as possible and move them from the loading bay to the nearest pay and display car park. Short stay parking bays are available at no charge in close proximity to certain buildings for loading and unloading purposes only. Parking in these areas is restricted to between 10 and 30 minutes, depending on their location, and return is prohibited within 45 minutes. We are unable to reserve any car parking spaces. For the location of Pay & Display car parks on campus please see the map on the University’s website http://www.york.ac.uk/np/maps.

There are a limited number of parking spaces on campus, and in line with our sustainability ethos, we encourage all attendees, where possible, to car-share or use public transport. For car-share options please visit www.eauccarshare.org.uk. Please see the following website for further information about getting to the University: http://www.york.ac.uk/np/maps. Parking is only available to vehicles parked in a Pay & Display Car Park and displaying a Pay & Display ticket. Vehicles not displaying a valid Pay & Display ticket, or parked in Staff car parks, may be fined. There are no parking charges between 18:00 – 24:00 on weekdays, or throughout the weekend (18:00 on Friday until 24:00 on Sunday). Please note car parking charges are in operation on Bank Holidays.

Special ‘Drivers with Disabilities Only’ free parking bays are provided in each general car park and at locations close to certain key buildings. These spaces are dedicated for the use of vehicles displaying a Blue or Orange Badge and no Pay and Display charge applies.

For those arriving by train we are trying to organise a discounted bus ticket available from York Station to the Campus with Unibus. Once confirmed, more details will be posted online - visit www.eauc.org.uk/annual_conference.


If you have any queries or questions about the exhibitor FAQs or anything is unclear, then please contact the conference team on conference@eauc.org.uk or 01242 714321.