Logistics

• Exhibit space dimensions
• What the Royal Society can provide
• Exhibit safety
• Set up and break down
• During the Exhibition

Planning your exhibit

Exhibit space dimensions

All exhibit spaces fit one of the below dimensions.

• 2m deep x 4m long 
• 3m deep x 3m long 

All exhibits must not exceed 3m in height.

YOU CANNOT EXCEED THESE DIMENSIONS

We will try and take into consideration your preference for exhibit dimensions, and you will have opportunity to specify on Form A. Confirmation of your allocated exhibit dimensions will be confirmed during the week of 4 February. 

As the Royal Society building at Carlton House Terrace is very old, there are some restrictions on what what we can provide in each room. Therefore, your exhibit location will be allocated based on the requirements you specify in Form B. It is extremely important you are as accurate as possible when listing your activities and power and internet requirements for your stand. You will be informed of your allocated exhibit space by Friday 5 April. 

Spaces will be marked out prior to set up of the Exhibition. Any equipment located outside of your allocated area will be removed. 

What the Royal Society can provide

Power supply

Exhibit safety

Insurance

It is the responsibility of the exhibitors to insure their exhibits and personal belongings against theft and third party risks. The Society can take no responsibility for any loss of, or damage to, items left on the premises before, during or after the Exhibition. This includes all personal effects and anything on the exhibits themselves. The Royal Society is covered for public liability but is not responsible for Third Party risks so we recommend you check with your organisations in this respect.

Exhibitors’ institutions should have Public Liability cover in place to a limit of £2,000,000 and you will be asked to submit a copy of the certificate along with your risk assessment and final exhibit design.

Risk Assessments

A signed risk assessment must be completed by each exhibit and submitted by Friday 26 April. A template risk assessment will be made available to use as a base in due course. 

When completing your assessment, consider:  

• Please assess risks to both the exhibitors and the public 
• Include risks for set-up, exhibition, and pack down stages
• Two separate individuals must sign the risk assessment. Electronic signatures will not be accepted.

Health and Safety

• Electrical equipment must have an up to date PAT test, with the sticker on the piece of equipment matching the PAT certificate.   
• All chemicals require COSHH certificates, including details of reactions, first aid requirements and cleaning considerations. 
• Allergies and ailments must be specified clear on any giveaways. Please put controls in place, inform visitors of the risks, and have alternative materials available where possible. 
• Potential hazards include: 
• Latex (Glove, balloons) 
• Needle stick injuries 
• Cement 
• LASERS 
• Biological agents 
• Asthma 
• Skin Diseases 

Exhibits may include live animals, subject to Home Office regulations. If you are planning to include live animals in your exhibit please discuss this with the Exhibition team, as soon as possible. You will usually be required to take live animals off site with you when the Exhibition is closed.

Set up and break down

Set up and breakdown can only happen at the times specified in our deadlines, and MUST be completed within those times. Expected delivery times for your exhibit set up should be noted on Form C.

You will be allocated collection times by the exhibition team on a first come, first served basis once you have dismantled your exhibit. 

Please make sure you have sufficient equipment and people to unload/pack up your exhibit, as Royal Society Staff will not be available to help you. A limited number of trolleys and ladders may be available, but we recommend you bring your own wherever possible. There may be unavoidable queues on delivery and collection, please be patient.

Access

To make it easier to bring exhibit equipment to your assigned space, please pay attention to the following dimensions. They show the narrow points which will affect your delivery, and there is no other route into the building.

If your equipment does not fit through the below spaces, you will not be able to include it in your exhibit.

Front gates

3.2m and 3.05m wide. You may be required to unload through either of these. 

Forecourt

Forecourt at the widest points: 9m x 21.7m
The gradient runs uphill towards the building on a slight slope. 

Front entrance of the building

There are steps into front door of the building. We will have ramps set up to cover these, however, if your equipment is particularly heaving or large and you plan to use our ramps rather than your own, please contact us to check that this option will work prior to the exhibition. 

Door: 2.4m x 1.2m. 

Lift to first floor

Door: 0.9m x 2m 
Lift: 1.6m deep, 1.2m wide 
Weight capacity: 800kg

During the Exhibition

A number of London colleges and universities make their halls of residence available during the summer. These are very reasonable prices and you can often get extra discounts for group bookings. Make sure you book your accommodation in plenty of time, as they get booked up early.