UCISA24 Leadership Conference Exhibitor FAQ’S
Full details of the exhibition can be found within the exhibitor handbook and booking pack
Where and when is the Exhibition
The UCISA24 Exhibition will be held in the Lennox Suite of the EICC Edinburgh, The Exchange, 150 Morrison St, Edinburgh EH3 8EE
- The Conference sessions takes place from Wednesday 13 March – Friday 15 March 2024, with the Exhibition on the Wednesday and Thursday only.
- The Exhibition is open from 1000 – 1800 on Wednesday 13 March and 0900 – 1600 on Thursday 14 March.
- The Conference is open from lunchtime on Wednesday 13 March until lunchtime on Friday 15 March.
Deadlines for information
- Friday 2 November 2023 – receipt of PO for 2024 membership renewal (£3300.00 inc VAT)
- Friday 10 November 2023 – 200-word proposal for sponsorship packages via the online form
- Friday 15 December 2023 – exhibition Stand booking form submission
- Friday 16 February 2024 – bookings for extra paid for Exhibitor passes
- Friday 23 February 2024 – submission of risk assessment form to UCISA
- Friday 23 February 2024 – submission of copy of Public Liability Insurance to UCISA
- Friday 01 March 2024 – final date for stand payment
What is the name of the exhibition room at the EICC?
The Exhibition will be held in Lennox Suite, where the Conference delegates will take their tea, coffee and lunch breaks. There will also be a early evening drinks reception on the Wednesday within the Exhibition so please ensure your stand attendees are aware of this.
Is a stand included in the price if we are a sponsor?
No stands are not included in the sponsorship packages.
When can we set up our stand?
Set up of your exhibition stand can be from 14:00 on the day prior – Tuesday 12 March. Your stand must be completely set up by 09:30 on Wednesday 13 March for opening.
Access to the Hall for stand dressing will be:
- Tuesday 12 March: 1400 – 1800
- Wednesday 13 March: 0800 – 0930
Please note that during the Exhibition there are no facilities for storage so if you require storage space, you will need to build it within your stand.
When can we breakdown our stand?
Access to the lennox Suite for stand removal will be: Thursday 14 March 1600 – 2100
These times must be strictly adhered to. Early breakdown will not be allowed under any circumstances. There will be no access to the Suite on Thursday.
All items must be removed from the EICC by 2100 on Thursday 14 March. Anything left beyond this will be disposed of.
What is the size of my stand?
All exhibition stands are 3m wide x 2m deep. They may be booked in a multiple of this size.
Any exhibition stands above 4m in height require sign off by a Structural Engineer. If your stand is due to be over 4m in height, please speak to the venue directly
What does my exhibition stand booking include?
Your booking with UCISA is for the exhibition space which includes the shell scheme (if requested), carpet and a basic electrical package (2x spots and 1x 8 amp socket). Please note that if you have booked ‘space only’ the electrical package and name boards are not included.
If you have booked Space Only, you will need to order your electrical package separately with Meridian.
The Exhibition pack includes all daytime refreshments for up to 2 exhibitors over the 2 days only. Names of of your exhibitors taking these free places must be emailed to events@ucisa.ac.uk by Friday 16 February 2024.
You may book and pay for up to 3 extra exhibitor passes per 3m x 2m stand via the booking form. Extra exhibitor passes must be booked and paid for before the booking deadline of Friday 3rd March 2024. NB Exhibitor passes may only be used for exhibiting company staff.
We do not accept delegate bookings for corporate members.
Is there storage?
There is no storage on site for exhibitors, if you require any storage you must hire additional room space or build storage facilities into stands.
Do you have any recommended suppliers for the exhibition stand?
Our recommended supplier are Hirex, Meridian and Europa – you may well have booked with them direct.
Details for these companies are here:
- For any extra shell scheme, stand fitting please contact direct with our exhibition stand builders, Hirex.
- For any extra electrical requirements, please contact direct with our electricians, Meridian.
- For furniture requirements, please contact direct with Europa International.
Further details on all the suppliers together with their order forms should you need to order extra can be found in the Exhibition booking Pack.
Deliveries
Deliveries for UCISA24 will only be accepted from Monday 11 March 2024. Deliveries made before Monday 11 March will not be able to access the loading bay and will be turned away. All deliveries made to the venue should be clearly marked as follows:
Exhibitor name and Stand Number
UCISA24 Conference and Exhibition
EICC
The Exchange
Loading Bay
Off West Approach Road
Edinburgh
Scotland
EH3 8EE
Your on-site contact name,
COMPANY NAME, STAND NO
Box number of Box number (e.g. – Box 1 of 8)
Trolleys are not readily available at the venue therefore recipients of deliveries must ensure they can transport items from the loading bay to the appropriate location.
Where is the floor plan?
The floorplan is available here
Who else is exhibiting?
A list of confirmed exhibitors is available here
Does the exhibition booking include accommodation?
No the exhibition package does not include accommodation.
A small number of bedrooms are being held at Leonardo Royal Edinburgh Haymarket for exhibitors, at a rate of £125BB per room per night inclusive of tax and full use of their leisure facilities. It is approximately a 5-minute walk from the EICC.
These bedrooms can be booked through the hotel directly on their website, using the following code in the promo box: LHUCIS120324
Can exhibitors join the dinners?
Yes, exhibitors are welcome to join the two dinners, these need to be booked and paid for separately via the main event page.
The first night dinner on Wednesday 13 March this will be an informal dinner. The second night dinner on Thursday 14 March is a gala dinner, black tie optional, we will be hosting the UCISA awards ceremony at this dinner.
Who is the audience for UCISA24?
The event attracts around 300 senior IT staff from across 100 HE and FE institutions. As in previous years delegates will primarily be CIOs, Directors and Deputy/Assistant Directors for IT, and other senior managers with responsibility for either the whole or large parts of the Information Service delivery in their institutions.
You will appreciate that the services they oversee are extensive and will include network and telephony, business systems, virtual learning environments, all aspects of student computing, teaching & learning technologies, eLearning, communication & collaboration suites, portals, service desks and statutory and legislative requirements to name but a few! They will play a major role in their institution’s strategy and will have procurement and purchasing responsibilities.
Is there WiFi and/or a hardwired connection?
Wireless Internet access is included in the exhibitor package for email, browsing only. If you plan to use large amounts of bandwidth, please order a fixed line from the EICC, detail available in the at back of the UCISA24 Exhibition Booking pack.
Rogue base stations are strictly prohibited and will be shut down immediately
Is there parking?
There are many car parks in close walking distance to the EICC. Please access the following links for further details:
- NCP in central Edinburgh
- Sheraton Hotel Car Park located 150 meters from the EICC, with limited accessible parking spaces
- Semple Street Car Park located 300 meters from the EICC
- Spaces near EICC available via yourparkingspace.co.uk
