Exhibitor FAQs

If you have booked to exhibit at Procurex Wales, here are some of our frequently asked questions to help you find the answer or point you in the right direction.

Pre-Event

What is on the pre-event checklist?

The pre-event checklist contains the following – upload your company logo and biography, confirm your company name as you would like it to appear on any printed materials, registering your stand staff and complete your Health and Safety form.  

You can update this information  on the portal up to 4 weeks before the event date. 

You can change the main point of contact for you stand by emailing eventsupport@bipsolutions.co.uk Please include the event name and your company name in the email subject line.

You can view the floorplan here; you stand number will be listed on the exhibitor’s page.

A space only stand removes the shell scheme and allows you to build you own stand.

If you are planning to build your own stand the steps below are required:

Space Only exhibitors must provide the following for approval by our Health & Safety Manager.

  • Detailed Stand Designs including elevation detail
  • Risk Assessment & Method Statement
  • Construction Phase Plan (CPP)
  • Copy of Public Liability Insurance certificate for their stand

Copies of the above should be sent to eventsupport@bipsolutions.com by 4 weeks before the event date. Submissions after this date will not be accepted.

Deliveries can arrive from 08.00 on build day. The venue will not be able to accept any deliveries before then and anything that does arrive before this time will be sent away by the venue. If you are arranging a courier, please ensure you have arranged for larger items to be delivered directly to your stand with stand name and number clearly marked as venue staff cannot arrange for this. Please note that venue staff are unable to sign for deliveries.

To upgrade you stand you can contact your sales manager or email exhibitions@localgovexpo.co.uk

Please look back at the most recent email from eventsupport@bipsolutions.co.uk to find the portal link. If you are unable to access this, let us know via email – make sure to include the name of the event, and we will resend the portal link over to you.

Details of your stand package can be found in your contract; this may vary for different stands. A standard package includes.

  • Personalised nameboard
  • 1 Trestle table
  • 1 Tablecloth 
  • 2 Chairs
  • 500-Watt power outlet 
  • 2 Spotlights

Yes, you can order additional power from our stand builder Space Events, you can email your request to chris@space-events.co.uk Please include the name of the event in your subject line.

Yes, you can hire additional furniture from our furniture suppliers, details of which can be found on the Suppliers tab on the portal.

Please click here for an example image of a stand with plans and panel sizes.  

Visible Panel Size – 2320mm H x 950mm W

Actual Panel Size – 1330mm H x 970mm W 

Panel thickness: 3mm

Stand height: 2.4m

if printing graphic panels to replace shell scheme panels, please use ‘Actual Panel Size’. If adhering graphic panels/posters to shell scheme, please use ‘Visible Panel Size’.

If you have any other questions regarding stands please contact our stand builder – chris@space-events.co.uk

Additional passes are subject to availabity and can be requested by emailing eventsupport@bipsolutions.com 

Details of exhibitor staff can be added on the ‘My Stand Details’ tab of the portal.

You can update your staff details on the ‘My Stand Details’ tab of the portal.

Event Day

Where can I park at the venue?

Parking at the ICC Wales is chargeable. Pre-book your parking here to secure a discounted rate of £6 for the full day.

Exhibitor access times are 1500-1900 on build day and from 0730 on event day. The event opens to delegates at 0900 and runs until 1600. If you are a space only exhibitor, you should contact eventsupport@bipsolutions.com with your documents and for earlier access times if needed.

You can break down your stand from 16.00 on event day. You will not be permitted to break down your stand prior to this as it is against health and safety guidelines. All items must be removed off-site by 1800. This includes all rubbish and panels and courier pick-ups. Failure to take anything off site will result in a removal fee from the venue

The organisers film throughout the day and have permission to do so. Individual exhibitors/sponsors do not have permission to film general shots of the event, however you can film your own stand or speaking session so long as no other areas of the event/delegates are included.

Unused boxes can be left in the aisles on build days, and they will be cleared. Otherwise, any boxes you need to store can be stored behind the shell scheme walls – speak to staff onsite for details

Your exhibitor badge is in QR code form and will be emailed to all exhibitor staff 2 weeks before the event date. This can be scanned on arrival at registration to print your physical badge.

Post Event

Will a delegate list be made available?

We do not offer a delegate list, however post event you will be sent a list of those delegates who have opted in to be included in a post event list – this includes name, job title and organisation.  This will be sent by email within 48 hours of the event closing. However please note that you make use of the badge scanning app which collects details of any delegate you scan, and full contact information will be shared.

The lead app only shows a small detail of your scanned leads, to access all contact information for your lead, please download the leads from your portal.

Following the event, you will be able to view and download you leads in the Lead tab on the portal – this can be accessed by the main POC and exported to a excel spreadsheet.

If you have any further queries, you can contact the team directly on eventsupport@bipsolutions.co.uk