Exhibitors & Sponsoring Exhibition Manual

Check the Exhibition manual

Welcome to the Online Exhibitors Manual for the Near Surface Geoscience Conference & Exhibition to be held in Edinburgh, United Kingdom from 3-7 September 2023. We are delighted that you have chosen to exhibit at our event.

Please read this manual carefully and make sure you meet all the deadlines; it can save you and the company the inconvenience and additional expense of late order surcharges. More information will follow in due time.

Please do not hesitate to contact us if you have any questions or require additional information.

This Online Exhibition Manual provides you with an overview of:

General Information

Edinburgh International Convention Centre (EICC)

The Edinburgh International Conference Centre (EICC) is one of the world’s outstanding venues for conferences and events for up to 2,000 delegates. Since opening in 1995, they have offered clients brilliant flexibility together with excellent facilities and technology for their events. Located right in the heart of Edinburgh, visitors can easily enjoy the city’s vibrant culture and attractions, right on their doorstep.

Address:
EICC, 150 Morrison Street, The Exchange, Edinburgh, EH3 8EE, Scotland

Getting to EICC

Delivery to the Exhibition Hall for Contractors/Exhibitors

The exhibition will take place in Cromdale Hall (Level -2).

During Build-up & Breakdown Days

  • Exhibitors would need to move their items from Loading Bay to Cromdale Hall on their own.
  • At the end of the event, exhibitors need to pack their belongings and move them to the Loading Bay from where the items can be collected.
  • Loading Bay is located on the same level as the Expo Hall. Cromdale Hall is just a few steps away.

 

Delivering Items on your Own

Delivering Items by your own Courier

If you are sending your items via your own courier, please get in touch with Meritex first.

The exhibitor will be responsible for the orderly conduct of deliveries and removals as well as the organisation of construction and dismantling in the exhibition hall, the loading and unloading area, as well as on the public highway.

Important Notice

  • If you receive an offer to purchase EAGE’s delegate list, note that this is a scam as we do not sell our delegate list;
  • If you are contacted by any hotel agency, note that we do not work with a booking agent for this event;
  • If you receive a document with our name or the name of our event(s) listed which offers advertising space on the Fair Guide website or in their directories, please do not sign the form unless you have carefully read and understood the terms contained in the small print. We have no association with this company, nor have we authorized them to use our name or trademark.
Exhibitors Checklist

Exhibitors Checlist

Make sure you’ve got everything covered and prepared for your exhibition!

Check your 'Exhibitor's Confirmation Email'.

This will be sent out in April 2023.

Complete your Company’s Profile online.

Follow the instructions in your email.

Check for Important Dates & Deadlines.

Mark the important dates in your calendar & take note of the deadlines for submission of important forms, services orders and many more!

Check what is included/not included in your booth.

Be well-prepared before the exhibition & take note of any extra items you might need to order/bring for your set-up.

Register yourselves & your guests.

All attendees to the exhibition need to be registered. Find out the multiple ways that you can register for yourselves as exhibitors as well as your guests.

Important Dates

Exhibition Timeline Overview

Apr 2023Jul 2023Aug 2023Sep 2023
Exhibitors confirmation emailSubmit drawing approval deadlineComplete company profileBuild-up: 3 Sep 2023
Prepare for the exhibitionSubmit orders deadlineRegistration deadlineExhibition: 4 - 6 Sep 2023
---Breakdown: 6 Sep 2023

Build-up & Breakdown Schedule

Build-up
Space Only Booths

Space Only Booths

Sunday, 03 Sep 202309:00 - 18:00 hrs
Booth PackagesSunday, 03 Sep 202315:00 - 18:00 hrs
Breakdown
Space Only Booths

Space Only Booths

Wednesday, 06 Sep 202316:00 - 19:00 hrs
Booth PackagesWednesday, 06 Sep 202316:00 - 18:00 hrs
Rules & Regulations

Rules & Regulations

This section contains important information for Booth Package and Space Only stands.

It is the responsibility of the exhibitor to ensure that the company(s) in control of their stand design(s), construction, their employees, exhibition staff, temporary staff, or any relevant third party complies with all rules & regulations including the latest legislation regarding health and safety at work.

Please read EAGE’s Exhibition Terms & Conditions and the EICC Client Contractor Guidelines carefully.

Build-up/Breakdown

Once you have arrived at EICC, please follow the signs to Cromdale Hall (Level -B2).

A valid pass is required during the build-up & breakdown of the exhibition.

Access via Loading Bay

Contractors who arrive via the EICC Loading Bay will be issued a wristband or other identification item by Security onsite.

Access via EICC Main Entrance

If you are entering via the Main Entrance, both contractors and exhibitors must report to the Registration desk.

For Contractors:

  • At the Registration Desk, Contractors will be asked to identify themselves and the company they’re building for.
  • A wristband/identification item will be issued.


For Exhibitors:

  • Exhibitors are expected to have already pre-registered themselves before arrival via one of the available registration methods.
  • Please collect your Official NSG Delegate/Exhibition Pass from the Registration Desk.


Note: If you are only there for the build-up and are not registered as you will not be accessing the exhibition during opening days, please let our staff at the registration know. You will be issued a temporary wristband.

Maintenance

Strict security rules require that nobody is allowed into the exhibition hall without a valid registration/badge during (1) maintenance as well as (2) show days. This applies also to exhibitors and contractors.

Exhibitors who wish to work on their booths after the opening hours of the exhibition can do so until half an hour after closing time. If the work exceeds this time, there will be a surcharge per exhibitor. Preferably, maintenance should be carried out in the morning between 08:30 – 09:00 hrs. No work will be permitted during the opening hours of the exhibition.

More details about obtaining maintenance access will be made available soon.

For any other enquiries, please email us:

Health, Safety & Environment

EAGE expects all involved in the build-up, show days and breakdown of the exhibition at all levels, to comply with their legal duties. This includes cooperating with us on health and safety matters and taking care of their own health and safety and that of others, whether from within or from outside the company, who may be affected by their actions.

For safety reasons, we advise everyone to wear safety shoes and high visibility jacket during the build-up and breakdown of the exhibition.

If your stand is by, or on the route to, an emergency exit or the aisle must be clear. Anything left there will be removed by the cleaning team. Please ensure that your team are briefed accordingly.

In case of an emergency, please contact the nearest security guard.

Use the (emergency) exits to leave the building.

  • Always put your own safety first
  • Always follow the instructions given by emergency services
  • Stay calm and prevent panic

First Aid

First aid facilities are in place during the event including during the stand build-up and breakdown periods. There is an onsite medical team who can act in response to minor injuries and advanced life support with full diagnostic capabilities comparable to the ambulance service. 

In the event of a medical emergency or someone requiring First Aid treatment, any delegate should contact any member of staff and request assistance.

They should provide:

  • Brief information of what has happened.
  • Location of Incident.
  • Nature of injury or symptoms if known.

The member of staff will alert the Duty Manager (DM) and Security Control by radio or internal telephone by dialling 4000 who will alert a First Aider to attend.

Please read through the EICC First Aid Provision and First Aid Kit Locations.

Nearest Hospitals

Western General Hospital

Crewe Road South
Edinburgh
EH4 2XU
Telephone: 0131 537 1000(*)

Royal Infirmary of Edinburgh

51 Little France Crescent
Old Dalkeith Road
Edinburgh
EH16 4SA
Telephone: 0131 536 1000(*)

Security

The exhibition area is a secured area and only accessible with valid accreditation. EAGE expressly declines responsibility for any loss or damage that may befall the person or property of any exhibitor from any cause whatsoever.

Insurance

  • Each exhibitor exhibits at his own risk.
  • EAGE and EICC, do not accept any responsibility for damage to, or loss of, any properties caused by Exhibitors or Contractors. Exhibitors are especially warned that all exhibits are the sole responsibility of the Company/Individual to whom they belong. Exhibitors must effect their own insurance against all risks. The strongest possible precautions against opportunist theft should be taken at all times.
  • EAGE is not responsible for any loss sustained by exhibitors from fire, theft, damage or any other cause, or for personal injury or loss to or by any person employed by the exhibitor or any third party.
  • Exhibitors shall have no claim whatsoever against EAGE and/or EICC.
  • EAGE will not be liable for any financial loss incurred by the exhibitors resulting from the cancellation or curtailment of the exhibition for any reason whatsoever.

Noise Level

  • Exhibitors operating sound-producing equipment must keep the sound at a reasonable volume, of which a sound level of 60 decibels or more (measured at the corner of the stand) will not be exceeded, in order to avoid disturbing other exhibitors.
  • Public address systems, laser shows, radio broadcasts and other devices used solely to attract attention by sound are prohibited.
  • EAGE reserves the right to regulate and/or restrict any sound.

It is not permitted for exhibit staff to hand out any brochures, leaflets, commercial information, gifts or any other material in the aisles, or any other part of the premises, except for the exhibitors’ own stand.

Non-Smoking

Smoking inside the venue is prohibited.

Technical Information

Electricity

The installation of electrical work by any person other than the appointed supplier (more information will be made available soon) is expressly prohibited. No person other than a member of the contractor’s staff may alter or otherwise interfere with electrical installations. All wiring must comply with regulations as defined by EICC.

Exhibitors should clearly indicate the position of the required power connections when submitting designs.

Participants are not permitted to switch a neighbouring stand’s power on and/or off.

Construction Height

The generally approved construction height is 3.20 meters, including raised floors. No other feature or exhibit elsewhere on the stands should exceed this height. Exceptions to this rule are possible provided that the neighbours have no objection, and that organizer permission has been received in writing.

Carpet/Flooring

The floor in the exhibition hall is carpeted. Exhibitors can put their carpet on top of this.

Exhibitors may cover their floor space with panels, carpets, linoleum, raised platforms etc. Floor painting is prohibited. All floor coverings must be secured and maintained so that they do not cause a hazard. Fixing of floor coverings to the hall floor may only be carried out using approved tape. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are strictly prohibited. When you are building a raised floor please note that a disabled ramp/access is compulsory.

Freight & Delivery of Goods

Neither EAGE nor EICC is responsible for the delivery of goods. Please contact Meritex International Ltd for more information.

We would strongly recommend against exhibitors trying to send shipments directly to the venue, as they are liable to be rejected prior to the build-up period.

The exhibitor will be responsible for the orderly conduct of deliveries and removals as well as the organisation of construction and dismantling in the exhibition hall, the loading and unloading area, as well as on the public highway.

The delivery and removal of exhibition goods will take place via the indicated entrances and exits of the exhibition hall located alongside the loading and unloading area.

Delivery of Goods by Car

Offloading can be done at one of the side entrances of the exhibition. Please inform the EAGE Exhibition Team if you wish to offload materials.

Technical Information

Technical Information

Electricity

The installation of electrical work by any person other than the appointed supplier is expressly prohibited. Electrical works and power can be ordered from the JNM Webshop (electricity order form will be available soon). No person other than a member of the contractor’s staff may alter or otherwise interfere with electrical installations. All wiring must comply with regulations as defined by EICC.

Exhibitors should clearly indicate the position of the required power connections when submitting designs.

Participants are not permitted to switch a neighbouring stand’s power on and/or off.

Construction Height

The generally approved construction height is 3.20 meters, including raised floors. No other feature or exhibit elsewhere on the stands should exceed this height. Exceptions to this rule are possible provided that the neighbours have no objection, and that organizer permission has been received in writing.

Carpet/Flooring

The floor in the exhibition hall is carpeted. Exhibitors can put their carpet on top of this.

Exhibitors may cover their floor space with panels, carpets, linoleum, raised platforms etc. Floor painting is prohibited. All floor coverings must be secured and maintained so that they do not cause a hazard. Fixing of floor coverings to the hall floor may only be carried out using approved tape. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are strictly prohibited. When you are building a raised floor please note that a disabled ramp/access is compulsory.

The carpet is not included in all Booth Package stands as the hall is already carpeted.

Booth Package stands exhibitors can order additional carpet and floor coverings through the JNM Webshop (opening soon).

Freight & Delivery of Goods

Neither EAGE nor EICC is responsible for the delivery of goods. Please contact Meritex International Ltd for more information.

We would strongly recommend against exhibitors trying to send shipments directly to the venue, as they are liable to be rejected prior to the build-up period.

The exhibitor will be responsible for the orderly conduct of deliveries and removals as well as the organisation of construction and dismantling in the exhibition hall, the loading and unloading area, as well as on the public highway.

The delivery and removal of exhibition goods will take place via the indicated entrances and exits of the exhibition hall located alongside the loading and unloading area.


Delivery of Goods by Car

Offloading can be done at one of the side entrances of the exhibition. Please inform the EAGE Exhibition Team if you wish to offload materials.

Stand Restrictions

Stand Restrictions

Please read this page carefully as it contains important information on other rules & regulations that must be followed:

  • Booth Management Rules
  • “Booth Package” Stands
  • “Space Only” Stands

Booth Management

  • Stands must remain open, with exhibits on display and booth personnel on duty during opening hours;
  • Canvassing in the aisles and public areas of the building and its environment is expressly prohibited;
  • Exhibitors must apply equality in their approach to the attendants according to nationality, academic position, or any other factor that is against the event policy;
  • All live animals are prohibited, with the exception of guide dogs and service animals;
  • Companies may not sell food items at their booths. Any drinks dispensed must be served in disposable containers and purely as hospitality to a prospective customer and may not be made available to the passing public.
  • Exhibit machinery and vehicles with fuel in the tank are not allowed;
  • Emergency exits, signs indicating exits and access to rooms housing technical facilities must not be blocked or obstructed in any way by the exhibition booths or exhibits;
  • Fire alarm equipment, hydrants, fire extinguishers and signs indicating such equipment should not be removed or obstructed in any way;
  • No part of any booth exhibit may overhang any aisle or exceed the boundaries of the booth space rented. All sides of shell scheme booths bordering on aisles are open. On those sides of the booths, no walling is allowed.

Exceptions to these rules are made by the EAGE Exhibition Team only (in writing).

All booths and booth interiors must be completed, including painting and sign writing and must be open for inspection, clean and in good order, with surroundings free from obstruction and rubbish, and with exhibits in position. The booth must remain open with exhibits on display during opening hours. EAGE Events BV retains the right to dispose of an exhibitor’s stand space without further notification or formal notice of default if he has failed to comply in time with his obligation to pay the organisers.

Booth Package

Find out more about what is included or not included in the Booth Package that you’ve purchased:

Included in Booth PackageNot Included
White-walled panels (height 2,5m)Carpet*
One (1) spotlight per 3 m²Materials (e.g. tape, scissors, strings) to decorate your booths
One (1) power socketAV support
One (1) main power connection 1 kWAdditional electrical accessories (e.g. adaptors, extensions)
A fascia with a name board in a standard style on the open sides of the boothGraphics Printing
Basic & daily cleaning*Furniture
-Catering
-Parking Space
-Waste removal during build-up/breakdown

Carpeting in the Exhibition area (Cromdale Hall)

* Please note that carpet is not included in the Booth Package, as the exhibition area is carpeted already.

<b>Carpet colour in Cromdale Hall</b>

Ordering from JNM Webshop

  • You can order additional carpet, graphics, etc. from the JNM Exhibition Webshop.

Booth Furniture

*Please note that furniture are not included in the Booth Package.

Ordering from Cameron Webshop

  • You can order furniture, accessories, etc. from the Cameron Exhibition Services Webshop.

Space Only Exhibitors

  • All exhibitors having booked as “Space Only” MUST submit a copy of the stand design to the EAGE Exhibition Team for evaluation and approval no later than 21 July 2023.
    • Please submit a clear sketch with measurements and a scaled floor plan (in meters), or a model plus a scaled drawing. This information should contain the name and address of the stand building contractor.
  • Exhibitors of “Space Only” stands must also submit a copy of the Risk Assessment as required by EICC’s guidelines.
  • Failure to provide a (1) stand design and (2) a risk assessment document for approval will result in the exhibitor not having permission to build.
  • Stand design will be checked by EAGE on, amongst others, the following points:
    • Joint Stand Walls: When you do not have an island booth you are requested to put in walls to divide your space from your neighbours. 50cm Inward Rule for Walls: Walling on the aisle sides is not allowed. Walls need to be at a minimum distance of 50cm from the aisle.
    • Overhang: No part of any booth exhibit may overhang any gangway or exceed the booth boundary space rented.
    • NO RIGGING IS ALLOWED.
    • Any stand designs that exceed 2,5 m in height require EAGE Exhibition Team approval. This will be done during the stand design approval process.
    • The MAX. HEIGHT of a stand (including raised floors) is 3,2 m.
  • EAGE and EICC reserve the right to stop the building work at any time of any stand that is not fulfilling all rules specified in the rules and regulations.
  • Space Only exhibitors (i.e those that do not take the booth package) will be supplied with space on the Exhibition floor ONLY.
  • Space Only exhibitors (i.e those that do not take the booth package) will NOT be supplied with any walls, fascia boards, or carpet.
  • Walls and/or exhibits with unfinished backs or sides that are visible to neighbouring stands must be made presentable. Moreover, it is not allowed to use the walls of any adjacent space for any purpose.
  • Multi-storey stands are not permitted.

Island Stands

These stands have aisles on all sides. No walling is allowed at the aisles. When you design this type of stand please ensure that the view of other stands and of the exhibition as a whole is not obstructed. The approved height is 250 cm, including raised platforms.

Corner/Head Stands

These peninsula stands have aisles on two or three sides. No walling is allowed at the aisles. When you design this type of stand please ensure that the view of other stands and of the exhibition as a whole is not obstructed.

Middle Stand

These stands only have an aisle on one side. No walling is allowed at the aisles. When you design this type of stand please ensure that the view of other stands and of the exhibition as a whole is not obstructed.

EAGE and EICC reserve the right to stop the building work at any time of any stand that is not fulfilling all rules specified in the rules and regulations.

Construction and/or Dismantling During the Exhibition Period

  • No constructive and/or dismantling work on stands or interiors will be permitted during the exhibition period from 04 September 2023, 10:00 hrs to 06 September 2023, 18:00 hrs.
  • Walls and/or exhibits with unfinished backs or sides that are visible to neighbouring stands must be made presentable.
  • Moreover, it is prohibited to use the walls of any adjacent space for any purpose.
  • The exhibitor is only allowed to install platforms, partition walls and coverings with the organiser’s written permission.
  • The exhibitor and/or stand builder must remove all tape, waste and other materials from the floor after the breakdown.
    • Any expenses made to remove this will be charged.
  • Exhibitors may dismantle their stand between 16:00 – 19:00 hrs on 06 September 2023. At the end of the dismantling period, the stand space should be left clean and free of adhesive tape. All extra cleaning costs and damages will be charged to the exhibitor.

Build-up & Breakdown Schedule

Build-up
Space Only Booths

Space Only Booths

Sunday, 03 Sep 202309:00 - 18:00 hrs
Booth PackagesSunday, 03 Sep 202315:00 - 18:00 hrs
Breakdown
Space Only Booths

Space Only Booths

Wednesday, 06 Sep 202316:00 - 19:00 hrs
Booth PackagesWednesday, 06 Sep 202316:00 - 18:00 hrs
Official Suppliers

Important Notice

  • If you receive an offer to purchase EAGE’s delegate list, note that this is a scam as we do not sell our delegate list;
  • If you receive a document with our name or the name of our event(s) listed which offers advertising space on the Fair Guide website or in their directories, please do not sign the form unless you have carefully read and understood the terms contained in the small print. We have no association with this company, nor have we authorized them to use our name or trademark;
  • In case of doubt, please always check with us.

Official Suppliers

JN

Our Official Stand Builder – JNM Exhibitions – can provide you with the following services:

  • Fascia Text Board (Included in Booth Package)
  • Additional Carpet
  • Graphics
  • Lights
  • Additional electricity

You can order the services from JNM Exhibitions via their Webshop

Early bird deadline: 28 July

Cameron

Our Official Furniture Supplier – Cameron – can provide you with the following services:

  • Booth Furniture
  • Accessories
  • TV Screens

You can order the services from Cameron via their dedicated NSG2023 Webshop.

EICC

The Venue, EICC, can provide you with the following services:

Audio Visual

Contact Person:
Anna Rak-Barczi

Download AV Order Form

Cleaning

Contact Person:
Anna Rak-Barczi

Download Cleaning Order Form

Internet

Contact Person:
Anna Rak-Barczi

Download ICT Order Form

Catering - Leiths at the EICC

Contact Person:
Abbie Lloyd

Download Stand Catering Form

MERITEX

Shipping and handling of your goods require care and attention. EAGE Events has engaged Meritex International Ltd as the sole and exclusive freight forwarder and site handling agent.

For more information on shipping and handling please contact Meritex directly.

Meritex International Ltd
The Coach House, 20 Northernhay Street
Exeter, Devon EX4 3ER
United Kingdom
Tel: +44 1392 454 999
Fax: +44 1392 454 998

Contact Person: Rasa Margyte

Services & Facilities

Services & Facilities

Exhibitor Company's Profile

All exhibitors have the opportunity to complete their company profiles. All details will be visible in the online exhibitor’s list, so do not wait too long and complete your company profile today.

Your completed company details (contact name, email and website) will be included in:

  • The online exhibitor list
  • The event mobile app
  • The Programme & Catalogue (excl. 100-word profile).

The deadline for completing and/or updating your company profile is 1 August 2023. After this date, your changes will only be visible online.

How to Complete your Company’s Profile

Log in to the Exhibitors Portal.

Please refer to the ‘Exhibitor’s Confirmation’ email from EAGE for your log-in details.

If you have any questions about it, please contact us.

Once you are logged in, click on ‘My Booking’ to:

• Complete your profile;
• Upload your Company’s logo;
• Upload your corporate brochures.

Click on ‘My Contact Details’ to change any details if needed.

Registration

Registration

Everyone attending Near Surface Geoscience 2023 must be registered; we offer you three different ways:

Voucher RegistrationRegular RegistrationGuest Passes
Complimentary registrations are included in your Booth Package stand. More information can be found below. Deadline: 28 August 2023.If you have used all your vouchers and want to register more people, please use the regular registration channel. Invite your clients to the Exhibition by using your exclusive code!

Voucher Registration

Exhibitors will receive two (2) vouchers for registration for every nine (9) square meters booked and paid for. Please note that all exhibitors MUST register. You have received an email providing you with your unique Discount Code which is required to use for the Voucher Registration.

Step 1

Log-in to the Voucher Registration Portal.

  • Check your “Exhibitor Confirmation” email.
  • Check the unique Voucher Code that you’ve been given & the number of times you can use it
  • Click on the “Auto Log-in Link” for Voucher Registration Portal.
Step 1
Step 2

Click on the “Register” tab & “Add Registration”.​

Fill up all the details for registration.

Step 2
Step 3

Use your Unique Codes​

  • Select the type of registration you would like to create:
    1. Exhibition Only Delegate; or
    2. Full Conference & Exhibition Delegate​
  • For Exhibition Only Delegate, enter your unique Voucher Code ONCE.
  • For Full Conference & Exhibition Delegate, enter your unique Voucher Code TWICE.​
Step 3

Need more information?

Regular Registration

If you have used all your vouchers and wish to register more people, you will be able to use the regular registration channel.

Guest Passes

Each main exhibitor will receive Guest Passes to invite clients, support staff and special guests to Near Surface Geoscience 2023. For each paid square meter, you will receive ONE (1) Guest Pass that provides free entrance to the exhibition on Tuesday, 05 September 2023.

This year’s exhibition in Edinburgh, United Kingdon, offers your guests the chance to:

  • Meet the people behind the products;
  • See, touch, experience, and understand cutting-edge technologies;
  • Enhance their product knowledge;
    Share ideas with peers from around the world;
  • Grow a network of invaluable contacts for benchmarking, partnering and building their company and career.

The Guest Pass registration will be opened soon.

An email including your code, link to the registration website and digital invitation for your guests will be sent to you.

Your guests will have to register themselves online by using a unique code.

Tab #1

Edinburgh International Convention Centre (EICC)

The Edinburgh International Conference Centre (EICC) is one of the world’s outstanding venues for conferences and events for up to 2,000 delegates. Since opening in 1995, they have offered clients brilliant flexibility together with excellent facilities and technology for their events. Located right in the heart of Edinburgh, visitors can easily enjoy the city’s vibrant culture and attractions, right on their doorstep.

Address:
EICC, 150 Morrison Street, The Exchange, Edinburgh, EH3 8EE, Scotland

Getting to EICC

Delivery to the Exhibition Hall for Contractors/Exhibitors

The exhibition will take place in Cromdale Hall (Level -2).

During Build-up & Breakdown Days

  • Exhibitors would need to move their items from Loading Bay to Cromdale Hall on their own.
  • At the end of the event, exhibitors need to pack their belongings and move them to the Loading Bay from where the items can be collected.
  • Loading Bay is located on the same level as the Expo Hall. Cromdale Hall is just a few steps away.

 

Delivering Items on your Own

Delivering Items by your own Courier

If you are sending your items via your own courier, please get in touch with Meritex first.

The exhibitor will be responsible for the orderly conduct of deliveries and removals as well as the organisation of construction and dismantling in the exhibition hall, the loading and unloading area, as well as on the public highway.

Important Notice

  • If you receive an offer to purchase EAGE’s delegate list, note that this is a scam as we do not sell our delegate list;
  • If you are contacted by any hotel agency, note that we do not work with a booking agent for this event;
  • If you receive a document with our name or the name of our event(s) listed which offers advertising space on the Fair Guide website or in their directories, please do not sign the form unless you have carefully read and understood the terms contained in the small print. We have no association with this company, nor have we authorized them to use our name or trademark.
Tab #2

Exhibitors Checlist

Make sure you’ve got everything covered and prepared for your exhibition!

Check your 'Exhibitor's Confirmation Email'.

This will be sent out in April 2023.

Complete your Company’s Profile online.

Follow the instructions in your email.

Check for Important Dates & Deadlines.

Mark the important dates in your calendar & take note of the deadlines for submission of important forms, services orders and many more!

Check what is included/not included in your booth.

Be well-prepared before the exhibition & take note of any extra items you might need to order/bring for your set-up.

Register yourselves & your guests.

All attendees to the exhibition need to be registered. Find out the multiple ways that you can register for yourselves as exhibitors as well as your guests.

Tab #3

Exhibition Timeline Overview

Apr 2023Jul 2023Aug 2023Sep 2023
Exhibitors confirmation emailSubmit drawing approval deadlineComplete company profileBuild-up: 3 Sep 2023
Prepare for the exhibitionSubmit orders deadlineRegistration deadlineExhibition: 4 - 6 Sep 2023
---Breakdown: 6 Sep 2023

Build-up & Breakdown Schedule

Build-up
Space Only Booths

Space Only Booths

Sunday, 03 Sep 202309:00 - 18:00 hrs
Booth PackagesSunday, 03 Sep 202315:00 - 18:00 hrs
Breakdown
Space Only Booths

Space Only Booths

Wednesday, 06 Sep 202316:00 - 19:00 hrs
Booth PackagesWednesday, 06 Sep 202316:00 - 18:00 hrs
Tab #3

Rules & Regulations

This section contains important information for Booth Package and Space Only stands.

It is the responsibility of the exhibitor to ensure that the company(s) in control of their stand design(s), construction, their employees, exhibition staff, temporary staff, or any relevant third party complies with all rules & regulations including the latest legislation regarding health and safety at work.

Please read EAGE’s Exhibition Terms & Conditions and the EICC Client Contractor Guidelines carefully.

Build-up/Breakdown

Once you have arrived at EICC, please follow the signs to Cromdale Hall (Level -B2).

A valid pass is required during the build-up & breakdown of the exhibition.

Access via Loading Bay

Contractors who arrive via the EICC Loading Bay will be issued a wristband or other identification item by Security onsite.

Access via EICC Main Entrance

If you are entering via the Main Entrance, both contractors and exhibitors must report to the Registration desk.

For Contractors:

  • At the Registration Desk, Contractors will be asked to identify themselves and the company they’re building for.
  • A wristband/identification item will be issued.


For Exhibitors:

  • Exhibitors are expected to have already pre-registered themselves before arrival via one of the available registration methods.
  • Please collect your Official NSG Delegate/Exhibition Pass from the Registration Desk.


Note: If you are only there for the build-up and are not registered as you will not be accessing the exhibition during opening days, please let our staff at the registration know. You will be issued a temporary wristband.

Maintenance

Strict security rules require that nobody is allowed into the exhibition hall without a valid registration/badge during (1) maintenance as well as (2) show days. This applies also to exhibitors and contractors.

Exhibitors who wish to work on their booths after the opening hours of the exhibition can do so until half an hour after closing time. If the work exceeds this time, there will be a surcharge per exhibitor. Preferably, maintenance should be carried out in the morning between 08:30 – 09:00 hrs. No work will be permitted during the opening hours of the exhibition.

More details about obtaining maintenance access will be made available soon.

For any other enquiries, please email us:

Health, Safety & Environment

EAGE expects all involved in the build-up, show days and breakdown of the exhibition at all levels, to comply with their legal duties. This includes cooperating with us on health and safety matters and taking care of their own health and safety and that of others, whether from within or from outside the company, who may be affected by their actions.

For safety reasons, we advise everyone to wear safety shoes and high visibility jacket during the build-up and breakdown of the exhibition.

If your stand is by, or on the route to, an emergency exit or the aisle must be clear. Anything left there will be removed by the cleaning team. Please ensure that your team are briefed accordingly.

In case of an emergency, please contact the nearest security guard.

Use the (emergency) exits to leave the building.

  • Always put your own safety first
  • Always follow the instructions given by emergency services
  • Stay calm and prevent panic

First Aid

First aid facilities are in place during the event including during the stand build-up and breakdown periods. There is an onsite medical team who can act in response to minor injuries and advanced life support with full diagnostic capabilities comparable to the ambulance service. 

In the event of a medical emergency or someone requiring First Aid treatment, any delegate should contact any member of staff and request assistance.

They should provide:

  • Brief information of what has happened.
  • Location of Incident.
  • Nature of injury or symptoms if known.

The member of staff will alert the Duty Manager (DM) and Security Control by radio or internal telephone by dialling 4000 who will alert a First Aider to attend.

Please read through the EICC First Aid Provision and First Aid Kit Locations.

Nearest Hospitals

Western General Hospital

Crewe Road South
Edinburgh
EH4 2XU
Telephone: 0131 537 1000(*)

Royal Infirmary of Edinburgh

51 Little France Crescent
Old Dalkeith Road
Edinburgh
EH16 4SA
Telephone: 0131 536 1000(*)

Security

The exhibition area is a secured area and only accessible with valid accreditation. EAGE expressly declines responsibility for any loss or damage that may befall the person or property of any exhibitor from any cause whatsoever.

Insurance

  • Each exhibitor exhibits at his own risk.
  • EAGE and EICC, do not accept any responsibility for damage to, or loss of, any properties caused by Exhibitors or Contractors. Exhibitors are especially warned that all exhibits are the sole responsibility of the Company/Individual to whom they belong. Exhibitors must effect their own insurance against all risks. The strongest possible precautions against opportunist theft should be taken at all times.
  • EAGE is not responsible for any loss sustained by exhibitors from fire, theft, damage or any other cause, or for personal injury or loss to or by any person employed by the exhibitor or any third party.
  • Exhibitors shall have no claim whatsoever against EAGE and/or EICC.
  • EAGE will not be liable for any financial loss incurred by the exhibitors resulting from the cancellation or curtailment of the exhibition for any reason whatsoever.

Noise Level

  • Exhibitors operating sound-producing equipment must keep the sound at a reasonable volume, of which a sound level of 60 decibels or more (measured at the corner of the stand) will not be exceeded, in order to avoid disturbing other exhibitors.
  • Public address systems, laser shows, radio broadcasts and other devices used solely to attract attention by sound are prohibited.
  • EAGE reserves the right to regulate and/or restrict any sound.

It is not permitted for exhibit staff to hand out any brochures, leaflets, commercial information, gifts or any other material in the aisles, or any other part of the premises, except for the exhibitors’ own stand.

Non-Smoking

Smoking inside the venue is prohibited.

Technical Information

Electricity

The installation of electrical work by any person other than the appointed supplier (more information will be made available soon) is expressly prohibited. No person other than a member of the contractor’s staff may alter or otherwise interfere with electrical installations. All wiring must comply with regulations as defined by EICC.

Exhibitors should clearly indicate the position of the required power connections when submitting designs.

Participants are not permitted to switch a neighbouring stand’s power on and/or off.

Construction Height

The generally approved construction height is 3.20 meters, including raised floors. No other feature or exhibit elsewhere on the stands should exceed this height. Exceptions to this rule are possible provided that the neighbours have no objection, and that organizer permission has been received in writing.

Carpet/Flooring

The floor in the exhibition hall is carpeted. Exhibitors can put their carpet on top of this.

Exhibitors may cover their floor space with panels, carpets, linoleum, raised platforms etc. Floor painting is prohibited. All floor coverings must be secured and maintained so that they do not cause a hazard. Fixing of floor coverings to the hall floor may only be carried out using approved tape. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are strictly prohibited. When you are building a raised floor please note that a disabled ramp/access is compulsory.

Freight & Delivery of Goods

Neither EAGE nor EICC is responsible for the delivery of goods. Please contact Meritex International Ltd for more information.

We would strongly recommend against exhibitors trying to send shipments directly to the venue, as they are liable to be rejected prior to the build-up period.

The exhibitor will be responsible for the orderly conduct of deliveries and removals as well as the organisation of construction and dismantling in the exhibition hall, the loading and unloading area, as well as on the public highway.

The delivery and removal of exhibition goods will take place via the indicated entrances and exits of the exhibition hall located alongside the loading and unloading area.

Delivery of Goods by Car

Offloading can be done at one of the side entrances of the exhibition. Please inform the EAGE Exhibition Team if you wish to offload materials.

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Technical Information

Electricity

The installation of electrical work by any person other than the appointed supplier is expressly prohibited. Electrical works and power can be ordered from the JNM Webshop (electricity order form will be available soon). No person other than a member of the contractor’s staff may alter or otherwise interfere with electrical installations. All wiring must comply with regulations as defined by EICC.

Exhibitors should clearly indicate the position of the required power connections when submitting designs.

Participants are not permitted to switch a neighbouring stand’s power on and/or off.

Construction Height

The generally approved construction height is 3.20 meters, including raised floors. No other feature or exhibit elsewhere on the stands should exceed this height. Exceptions to this rule are possible provided that the neighbours have no objection, and that organizer permission has been received in writing.

Carpet/Flooring

The floor in the exhibition hall is carpeted. Exhibitors can put their carpet on top of this.

Exhibitors may cover their floor space with panels, carpets, linoleum, raised platforms etc. Floor painting is prohibited. All floor coverings must be secured and maintained so that they do not cause a hazard. Fixing of floor coverings to the hall floor may only be carried out using approved tape. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are strictly prohibited. When you are building a raised floor please note that a disabled ramp/access is compulsory.

The carpet is not included in all Booth Package stands as the hall is already carpeted.

Booth Package stands exhibitors can order additional carpet and floor coverings through the JNM Webshop (opening soon).

Freight & Delivery of Goods

Neither EAGE nor EICC is responsible for the delivery of goods. Please contact Meritex International Ltd for more information.

We would strongly recommend against exhibitors trying to send shipments directly to the venue, as they are liable to be rejected prior to the build-up period.

The exhibitor will be responsible for the orderly conduct of deliveries and removals as well as the organisation of construction and dismantling in the exhibition hall, the loading and unloading area, as well as on the public highway.

The delivery and removal of exhibition goods will take place via the indicated entrances and exits of the exhibition hall located alongside the loading and unloading area.


Delivery of Goods by Car

Offloading can be done at one of the side entrances of the exhibition. Please inform the EAGE Exhibition Team if you wish to offload materials.

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Stand Restrictions

Please read this page carefully as it contains important information on other rules & regulations that must be followed:

  • Booth Management Rules
  • “Booth Package” Stands
  • “Space Only” Stands

Booth Management

  • Stands must remain open, with exhibits on display and booth personnel on duty during opening hours;
  • Canvassing in the aisles and public areas of the building and its environment is expressly prohibited;
  • Exhibitors must apply equality in their approach to the attendants according to nationality, academic position, or any other factor that is against the event policy;
  • All live animals are prohibited, with the exception of guide dogs and service animals;
  • Companies may not sell food items at their booths. Any drinks dispensed must be served in disposable containers and purely as hospitality to a prospective customer and may not be made available to the passing public.
  • Exhibit machinery and vehicles with fuel in the tank are not allowed;
  • Emergency exits, signs indicating exits and access to rooms housing technical facilities must not be blocked or obstructed in any way by the exhibition booths or exhibits;
  • Fire alarm equipment, hydrants, fire extinguishers and signs indicating such equipment should not be removed or obstructed in any way;
  • No part of any booth exhibit may overhang any aisle or exceed the boundaries of the booth space rented. All sides of shell scheme booths bordering on aisles are open. On those sides of the booths, no walling is allowed.

Exceptions to these rules are made by the EAGE Exhibition Team only (in writing).

All booths and booth interiors must be completed, including painting and sign writing and must be open for inspection, clean and in good order, with surroundings free from obstruction and rubbish, and with exhibits in position. The booth must remain open with exhibits on display during opening hours. EAGE Events BV retains the right to dispose of an exhibitor’s stand space without further notification or formal notice of default if he has failed to comply in time with his obligation to pay the organisers.

Booth Package

Find out more about what is included or not included in the Booth Package that you’ve purchased:

Included in Booth PackageNot Included
White-walled panels (height 2,5m)Carpet*
One (1) spotlight per 3 m²Materials (e.g. tape, scissors, strings) to decorate your booths
One (1) power socketAV support
One (1) main power connection 1 kWAdditional electrical accessories (e.g. adaptors, extensions)
A fascia with a name board in a standard style on the open sides of the boothGraphics Printing
Basic & daily cleaning*Furniture
-Catering
-Parking Space
-Waste removal during build-up/breakdown

Carpeting in the Exhibition area (Cromdale Hall)

* Please note that carpet is not included in the Booth Package, as the exhibition area is carpeted already.

<b>Carpet colour in Cromdale Hall</b>

Ordering from JNM Webshop

  • You can order additional carpet, graphics, etc. from the JNM Exhibition Webshop.

Booth Furniture

*Please note that furniture are not included in the Booth Package.

Ordering from Cameron Webshop

  • You can order furniture, accessories, etc. from the Cameron Exhibition Services Webshop.

Space Only Exhibitors

  • All exhibitors having booked as “Space Only” MUST submit a copy of the stand design to the EAGE Exhibition Team for evaluation and approval no later than 21 July 2023.
    • Please submit a clear sketch with measurements and a scaled floor plan (in meters), or a model plus a scaled drawing. This information should contain the name and address of the stand building contractor.
  • Exhibitors of “Space Only” stands must also submit a copy of the Risk Assessment as required by EICC’s guidelines.
  • Failure to provide a (1) stand design and (2) a risk assessment document for approval will result in the exhibitor not having permission to build.
  • Stand design will be checked by EAGE on, amongst others, the following points:
    • Joint Stand Walls: When you do not have an island booth you are requested to put in walls to divide your space from your neighbours. 50cm Inward Rule for Walls: Walling on the aisle sides is not allowed. Walls need to be at a minimum distance of 50cm from the aisle.
    • Overhang: No part of any booth exhibit may overhang any gangway or exceed the booth boundary space rented.
    • NO RIGGING IS ALLOWED.
    • Any stand designs that exceed 2,5 m in height require EAGE Exhibition Team approval. This will be done during the stand design approval process.
    • The MAX. HEIGHT of a stand (including raised floors) is 3,2 m.
  • EAGE and EICC reserve the right to stop the building work at any time of any stand that is not fulfilling all rules specified in the rules and regulations.
  • Space Only exhibitors (i.e those that do not take the booth package) will be supplied with space on the Exhibition floor ONLY.
  • Space Only exhibitors (i.e those that do not take the booth package) will NOT be supplied with any walls, fascia boards, or carpet.
  • Walls and/or exhibits with unfinished backs or sides that are visible to neighbouring stands must be made presentable. Moreover, it is not allowed to use the walls of any adjacent space for any purpose.
  • Multi-storey stands are not permitted.

Island Stands

These stands have aisles on all sides. No walling is allowed at the aisles. When you design this type of stand please ensure that the view of other stands and of the exhibition as a whole is not obstructed. The approved height is 250 cm, including raised platforms.

Corner/Head Stands

These peninsula stands have aisles on two or three sides. No walling is allowed at the aisles. When you design this type of stand please ensure that the view of other stands and of the exhibition as a whole is not obstructed.

Middle Stand

These stands only have an aisle on one side. No walling is allowed at the aisles. When you design this type of stand please ensure that the view of other stands and of the exhibition as a whole is not obstructed.

EAGE and EICC reserve the right to stop the building work at any time of any stand that is not fulfilling all rules specified in the rules and regulations.

Construction and/or Dismantling During the Exhibition Period

  • No constructive and/or dismantling work on stands or interiors will be permitted during the exhibition period from 04 September 2023, 10:00 hrs to 06 September 2023, 18:00 hrs.
  • Walls and/or exhibits with unfinished backs or sides that are visible to neighbouring stands must be made presentable.
  • Moreover, it is prohibited to use the walls of any adjacent space for any purpose.
  • The exhibitor is only allowed to install platforms, partition walls and coverings with the organiser’s written permission.
  • The exhibitor and/or stand builder must remove all tape, waste and other materials from the floor after the breakdown.
    • Any expenses made to remove this will be charged.
  • Exhibitors may dismantle their stand between 16:00 – 19:00 hrs on 06 September 2023. At the end of the dismantling period, the stand space should be left clean and free of adhesive tape. All extra cleaning costs and damages will be charged to the exhibitor.

Build-up & Breakdown Schedule

Build-up
Space Only Booths

Space Only Booths

Sunday, 03 Sep 202309:00 - 18:00 hrs
Booth PackagesSunday, 03 Sep 202315:00 - 18:00 hrs
Breakdown
Space Only Booths

Space Only Booths

Wednesday, 06 Sep 202316:00 - 19:00 hrs
Booth PackagesWednesday, 06 Sep 202316:00 - 18:00 hrs
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Important Notice

  • If you receive an offer to purchase EAGE’s delegate list, note that this is a scam as we do not sell our delegate list;
  • If you receive a document with our name or the name of our event(s) listed which offers advertising space on the Fair Guide website or in their directories, please do not sign the form unless you have carefully read and understood the terms contained in the small print. We have no association with this company, nor have we authorized them to use our name or trademark;
  • In case of doubt, please always check with us.

Official Suppliers

JN

Our Official Stand Builder – JNM Exhibitions – can provide you with the following services:

  • Fascia Text Board (Included in Booth Package)
  • Additional Carpet
  • Graphics
  • Lights
  • Additional electricity

You can order the services from JNM Exhibitions via their Webshop

Early bird deadline: 28 July

Cameron

Our Official Furniture Supplier – Cameron – can provide you with the following services:

  • Booth Furniture
  • Accessories
  • TV Screens

You can order the services from Cameron via their dedicated NSG2023 Webshop.

EICC

The Venue, EICC, can provide you with the following services:

Audio Visual

Contact Person:
Anna Rak-Barczi

Download AV Order Form

Cleaning

Contact Person:
Anna Rak-Barczi

Download Cleaning Order Form

Internet

Contact Person:
Anna Rak-Barczi

Download ICT Order Form

Catering - Leiths at the EICC

Contact Person:
Abbie Lloyd

Download Stand Catering Form

MERITEX

Shipping and handling of your goods require care and attention. EAGE Events has engaged Meritex International Ltd as the sole and exclusive freight forwarder and site handling agent.

For more information on shipping and handling please contact Meritex directly.

Meritex International Ltd
The Coach House, 20 Northernhay Street
Exeter, Devon EX4 3ER
United Kingdom
Tel: +44 1392 454 999
Fax: +44 1392 454 998

Contact Person: Rasa Margyte

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Services & Facilities

Exhibitor Company's Profile

All exhibitors have the opportunity to complete their company profiles. All details will be visible in the online exhibitor’s list, so do not wait too long and complete your company profile today.

Your completed company details (contact name, email and website) will be included in:

  • The online exhibitor list
  • The event mobile app
  • The Programme & Catalogue (excl. 100-word profile).

The deadline for completing and/or updating your company profile is 1 August 2023. After this date, your changes will only be visible online.

How to Complete your Company’s Profile

Log in to the Exhibitors Portal.

Please refer to the ‘Exhibitor’s Confirmation’ email from EAGE for your log-in details.

If you have any questions about it, please contact us.

Once you are logged in, click on ‘My Booking’ to:

• Complete your profile;
• Upload your Company’s logo;
• Upload your corporate brochures.

Click on ‘My Contact Details’ to change any details if needed.

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Registration

Everyone attending Near Surface Geoscience 2023 must be registered; we offer you three different ways:

Voucher RegistrationRegular RegistrationGuest Passes
Complimentary registrations are included in your Booth Package stand. More information can be found below. Deadline: 28 August 2023.If you have used all your vouchers and want to register more people, please use the regular registration channel. Invite your clients to the Exhibition by using your exclusive code!

Voucher Registration

Exhibitors will receive two (2) vouchers for registration for every nine (9) square meters booked and paid for. Please note that all exhibitors MUST register. You have received an email providing you with your unique Discount Code which is required to use for the Voucher Registration.

Step 1

Log-in to the Voucher Registration Portal.

  • Check your “Exhibitor Confirmation” email.
  • Check the unique Voucher Code that you’ve been given & the number of times you can use it
  • Click on the “Auto Log-in Link” for Voucher Registration Portal.
Step 1
Step 2

Click on the “Register” tab & “Add Registration”.​

Fill up all the details for registration.

Step 2
Step 3

Use your Unique Codes​

  • Select the type of registration you would like to create:
    1. Exhibition Only Delegate; or
    2. Full Conference & Exhibition Delegate​
  • For Exhibition Only Delegate, enter your unique Voucher Code ONCE.
  • For Full Conference & Exhibition Delegate, enter your unique Voucher Code TWICE.​
Step 3

Need more information?

Regular Registration

If you have used all your vouchers and wish to register more people, you will be able to use the regular registration channel.

Guest Passes

Each main exhibitor will receive Guest Passes to invite clients, support staff and special guests to Near Surface Geoscience 2023. For each paid square meter, you will receive ONE (1) Guest Pass that provides free entrance to the exhibition on Tuesday, 05 September 2023.

This year’s exhibition in Edinburgh, United Kingdon, offers your guests the chance to:

  • Meet the people behind the products;
  • See, touch, experience, and understand cutting-edge technologies;
  • Enhance their product knowledge;
    Share ideas with peers from around the world;
  • Grow a network of invaluable contacts for benchmarking, partnering and building their company and career.

The Guest Pass registration will be opened soon.

An email including your code, link to the registration website and digital invitation for your guests will be sent to you.

Your guests will have to register themselves online by using a unique code.

Looking to increase your visibility & presence during NSG23

You can do so by becoming one of our sponsors this year! Browse through the various sponsorship opportunities that tailor to your needs

Please do not hesitate to contact us if you have any questions or require additional information.

Message will be send to the exhibition department

Message will be send to the vouchers department

Message will be send to the Abstracts department

Keep NSG2024 reviewer in the subject
and don’t forget to attach your CV.

Message will be send to the Grants department

Message will be send to Corporate relations

Message will be send to the Registration department

Message will be send to the Europe Department

Message will be send to the Abstracts department