UKSG 23rd Annual Conference and Exhibition

Keele University 10 - 12 April 2000

Notes for Exhibitors

It's not difficult to see why the UK Serials Group has to turn away exhibitors from its Annual Conference and Exhibition nowadays. This Conference has established itself as one of the best-organised and well-managed events of the year and exhibitors just keep coming back for more.

This is an industry undergoing major change as scholarly and research communication becomes increasingly electronic. This in turn has led to a noticeable shift in the range of delegates who attend. No longer is it the serials librarian alone, but technical and reader services staff and senior management: people with purchasing authority and technical understanding. The range of exhibitors has undergone a similar change, and the list of organisations that attended last year was more diverse than ever.

Exhibition viewing time is an integral part of the Conference, and the social and catering arrangements have also been designed to ensure that you can make contact with the delegates in a more informal setting. Time is set aside in the programme for informal meetings or receptions to be arranged. In addition, there are Product Review opportunities for you to demonstrate a new product or service to the delegates in the main lecture theatre.

And the cost for this? Prices start at £695 + VAT for stand space, and this charge includes one fully residential representative with full delegate privileges. Of course, all your technical requirements - Internet connections, telephone lines and power points - can be catered for.

If today's business objectives are about targeting decision-makers, maximising the use of ever limited time and controlling costs, then as a major supplier to the serials community there is really only one place you can be between 10 and 12 April 2000 ..... and remember, your competitors certainly will be.

Don't be one of the disappointed organisations that we have to turn away: book early for a guaranteed space, linked advertising opportunities and maximum exposure on the UKSG Web site.

Book now to guarantee:

  • prime exhibition space
  • dedicated product review slot in the lecture theatre
  • full delegate privileges
  • access to decision-makers and strategic planners
  • a room for your own informal meeting with customers
  • a cost-effective way to meet many of your customers

Last year's delegates included representatives from:

  • major research universities in the UK and western Europe
  • global pharmaceutical companies
  • specialist medical and bio-medical institutes
  • government research departments

Exhibition area and allotment of space

The exhibition will take place in the Chancellor's Building, surrounding the main lecture theatre. The exhibition area been designed to ensure good access by the delegates and comfortable catering arrangements. Exhibitors can choose from 52 stands. Individual stand spaces are 2.5 metres x 1.25 metres in size. Corner stands are approximately 50% larger than a standard unit. If your chosen location has been previously booked you will be contacted to discuss an alternative position. Exhibitors' equipment must fit within the area of the space hired. Please note that since most of our exhibitors have their own stands the Group does not provide shell stands. Safe storage will be provided for exhibitors' packaging materials.

Time

The exhibition will be open from 10.00 until 18.30 on Monday 10 April, from 09.00 to 18.00 on Tuesday 11 April and on Wednesday 12 April from 09.00 until 13.30. Stands should be erected on Sunday 9 April and not dismantled until 13.30 on Wednesday 12 April.

Access

The exhibition area will be open for building from 09.00 on Sunday 9 April. All material must be removed by 16.00 on Wednesday 12 April. Entrance to the Chancellor's Building is by way of the front door, which has step and ramp access. After unloading, ample exhibitors' parking is available in the extension to Car Park C at the rear of the Chancellor's Building.

Advance shipments

Advance shipments of exhibition stands, equipment and display materials may be sent during the week preceding the Conference. Packages must be clearly marked with the name of the Conference and sent to:

UK Serials Group Conference
Darwin Building
Keele University
Keele
Staffordshire ST5 5BG, UK

After the Conference, collections may be arranged from the Chancellor's Building on Wednesday 12 April, but from Thursday 13 April collection is from the Darwin Building.

Communication links and computers

A technician will be on duty on Sunday 9 April between 14.00 and 18.00.

Network access

We can offer ethernet access to the Internet at no additional connection cost. Exhibitors should select the 'Internet connection' option on the registration form. Technical information, which will include IP address and name information, will be sent to exhibitors prior to the event to enable their systems to be set up before transportation to the conference venue. If your technical support staff then have any queries, they may contact our Exhibition Technical Coordinator, Terry Morrow: tel. +44 (0)1225 826277; fax. +44 (0)1225 826283; e-mail: tmorrow@ingenta.com. All other queries should be directed to Alison Whitehorn, UKSG Administrator.

Telephones

Telephone lines are available in the exhibition area at no additional connection cost. Units used will be charged after the event. They must be booked on the enclosed Exhibition booking form at least one month before the event.

Power points

Please indicate your requirements on the Exhibition booking form.

Security

Although every effort is made to protect exhibitors' property, we do advise that stands are never left unattended (see Conditions of exhibiting, clause 2). The exhibition area is locked at the close of Conference each day and overnight storage for portable equipment is available.

Exhibition fee

A composite fee of £695.00 + VAT for each unit of 2.5 metres x 1.25 metres [8' x 4'] covers the hire of space and one fully residential exhibitor's representative who is entitled to full delegate privileges. Exhibition tables [1.2m x 0.46m = 4' x 1.5'] and stacking chairs can also be provided at no extra cost, but these must be booked in advance on the Exhibition booking form. Additional exhibition units will be charged at the same rate, including a representative. The larger corner spaces, are £895.00 + VAT, to include one full residential representative. An informal dinner at a local venue and bed and breakfast accommodation at the University on Sunday 9 April is available at an additional cost of £50.00 + VAT per person.

Additional representatives

Please note: In recent years the UKSG conference has attracted more delegates than can be accommodated. To ensure a balance between all industry sectors represented at the conference, each organisation will initially be restricted to two delegates, whether attending full or part time. In addition, each exhibitor may send two delegates per stand space booked. E.g.: 2 stands x 2 people = 4 (two of whom are free), plus 2 for the organisation = 6 delegates in total.

Each representative additional to the free place included with the stand fee will be charged the members' delegate fee of £280.00 + vat and will be entitled to full delegate privileges. The option for dinner, bed and breakfast on Sunday will also need to be selected. Within the criteria detailed above, further representatives may attend as day visitors with one night's optional accommodation if required. Please see details on the booking form.

Product reviews

Exhibitors are invited to take advantage of this opportunity to introduce a new product, innovation or service to a wide audience in the main auditorium. The product reviews are scheduled from 17.00 to 18.00 on Monday 10 April and from 09.00 to 10.30 on Tuesday 11 April. Each speaker will have approximately ten minutes to address the delegates. Please use either an OHP or 35mm slides to support your talk as experience has shown that the use of computer-based demonstrations disrupts the flow of these short presentations.

If you would like to participate, you will be asked on the booking form to nominate the speaker from your organisation and the product or service to be reviewed with up to 20 words of description. A programme will be drawn up and those taking part will be notified of the details nearer the date of the Conference.

Informal meetings and receptions

From 17.00 to 18.00 on Tuesday 11 April there will be an opportunity for any group or company to arrange a meeting or reception. Rooms will be provided free of charge. If you would like to host an event during this hour, please e-mail the Business Manager karen@uksg.org with an outline proposal and anticipated numbers. Once arranged, information will be posted on the UKSG Website to give delegates advance information. Boards will be available at registration for delegates to sign up to an option. Catering arrangements for a reception should be made direct with Keele Conference Park [Claire Shenton, tel: +44 (0)1782 584014].

Delegates' Guide to the Exhibition

All delegates will receive a guide to the exhibition. For free inclusion in this guide you will be asked on the booking form to describe your product or service in not more than sixty words, and e-mail the text to karen@uksg.org. It will be put on the UKSG Website in advance of the conference.

Linked advertising

The March 2000 issue of the UKSG journal, Serials, will be published before the Conference. It is therefore an ideal opportunity to advertise your presence at the Conference to our members for a special reduced fee: full page £100 + VAT, half page £58 + VAT. The copy date is 1 February 2000. To book this space, please select the option on the booking form. Technical specifications are available on our web site

Conditions of exhibiting

1.Application forms, preferably accompanied by a cheque payable to the UK Serials Group, must arrive by Friday 17 March 2000.

2.The exhibitor exhibits entirely at his/her own risk. The UK Serials Group is not liable for any loss or damage to persons or property which the exhibitor or his/her agents may sustain.

3.Exhibitors must not alter the appointments of the exhibition area and any damage caused by the exhibitor or his/her agents to the furniture or property must be made good at the exhibitor's expense. Exhibitors should also indemnify the UK Serials Group against liabilities, action, costs, claims and compensation for injury or loss to any person or damage to or loss of any property on his/her part. Exhibitors should be adequately insured against such liabilities.

4.Exhibitors must erect their stands on Sunday 9 April to ensure that the exhibition is in place by 10.00 on Monday 10 April. Exhibits must not be removed before 13.30 on Wednesday 12 April.

5.Cancellations: It is recognised that unforeseen circumstances may make a cancellation necessary. Our policy is: cancellations received by Friday 17 March 2000 - full refund; cancellations received before Friday 24 March 2000 - 50% refund; cancellations received after Friday 24 March 2000 - no refund.

Exhibition tickets

Exhibitors will be provided with complimentary exhibition tickets to enable them to invite contacts to the exhibition who are not Conference delegates.

Further information

Alison Whitehorn, UKSG Administrator, Hilltop, Heath End, Newbury RG20 0AP, UK

tel: +44 (0)1635 254292; fax: +44 (0)1635 253826; e-mail: alison@uksg.org

Some recent exhibitors at our Conferences

Academic Press
Alfred Jaeger Inc
ALPSP
American Institute of Physics
American Physical Society
Anbar Electronic Intelligence
Bell & Howell (UMI)
Blackwell's Information Services
Bowker Saur
Cambridge Scientific Abstracts
CatchWord
Chadwyck Healey Ltd
Copyright Licensing Agency
Dawson Information Services
EBSCO Information Services
EDINA
Elsevier Science
Gale Group/Information Access Company
Gale Group/Primary Source Media
ingenta ltd
Institute of Physics Publishing
Kluwer Academic Publishers
J P Lippincott
Johns Hopkins University Press
Kluwer Academic Publishers
Lippincott Williams & Wilkins
MCB University Press
Martinus Nijhoff International
Microinfo
National Academy of Sciences, USA
OCLC
Ovid Technologies
Professional Engineering Publishing
Remploy Library Services
Riley Dunn & Wilson
Science International
Springer Verlag
Swets Subscription Service
Technical Knowledge Centre & Library of Denmark
Thompson Henry
Triangle Journals
Turpin Distribution Services
Vista Computer Services
John Wiley & Sons

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