2024 Technical Manual for the Exhibition

Booking Form and Finance Information

Sponsor = Gold, Silver or Bronze Sponsors

Shell Scheme = All exhibitors not sponsoring

All queries regarding your payments and finance should go to tracey@bmus.org

All sponsorship packages (Gold, Silver and Bronze) come with points to spend.

Shell scheme stands only packages can purchase points for additional marketing

Building your stand or shell scheme booth

Stand Design / Risk Assessment

Your stand designs, risk assessment and method statement should be sent to tracey@bmus.org by

17th October for BMUS’s and the venue’s approval.  This date may need to be adjusted.

Furniture

Hire of furniture is not directly available from Coventry Building Society Arena whilst furniture can be directly ordered from the supplier of your choice; we would like to recommend Europa furniture who has supplied furniture to our exhibitors at previous conferences. Please visit their website at www.europainternational.com for options and prices. 

Furniture should be ordered directly using the form at Appendix A. Please note that there is a surcharge for orders placed after 11^th November.

* Please ensure you use the correct stand number when placing your order, and have a copy of your order form with you at the event build-up.  BMUS cannot be held responsible for missing or incorrect furniture.

Carpet

The exhibition hall is carpeted however if you require further carpet for your stand this can be supplied by Xhibit for your stand, please contact them with stand measurements and specifics at info@x-hibit.com. Please ensure that if carpet is required for your stand that it is ordered prior to the event as it cannot be guaranteed that there would be anything spare on delivery.

Electrics

Please contact Xhibit directly to discuss the requirements for your stand by phoning Tim Bowen on 01323 811406 or emailing info@x-hibit.com.

Please ensure that your request for electricity for your stand is with X-hibit by 6th November.

Please note:

• Socket load must not exceed the ordered rating which you have agreed with Xhibit.
• Cable joints must be protected.
• Light fittings must comply with all regulations and be suitable for their use.

Any electrical equipment brought onsite must have a current PAT testing certificate and must be provided.  All equipment and stands will be checked by a Safety Officer prior to the exhibition opening.  All cables must be secured safely to avoid trip hazards. Please note, you will not be able to use any equipment that does not carry a current PAT test and the venue will charge to do this on your behalf.

You must order with Xhibit, the total amount of power that you will require in order to run the equipment on your stand, if you are unsure, please contact Tim Bowen on 01323 811406 or e-mail info@x-hibit.com.

Health and Safety

It is the exhibitors’ responsibility to ensure that their staff and contractors are fully compliant with the mandatory requirements.

The Health & Safety and Insurance Declaration Form at Appendix B must be completed by ALL exhibitors and returned by 21^st November.

• The Health and Safety at Work Act, etc. 1974 (HASAWA74)
• The Management of Health and Safety at Work Regulations 1992
• The Manual Handling Operations Regulations 1992
• The Personal Protective Equipment at Work Regulations 1992
• The Workplace (Health, Safety and Welfare) Regulations 1992
• The Provision and Use of Work Equipment Regulations 1998
• Health and Safety Display Screen Equipment Regulations 1992
• Personal Protective Equipment at Work Regulations 1992
• Lifting Operations and Lifting Equipment Regulations 1998
• Electricity at Work Regulations 1989

Fire exits and gangways, should be kept free of obstruction, at all times.

Insurance

BMUS and Coventry Building Society Arena, cannot be held responsible for any loss or damage to stands, exhibits, property or equipment. 

Exhibitors are responsible for insuring against any legal liability incurred in respect of injury or damage to persons or property belonging to themselves or third parties.  In addition to this, exhibitors should protect expenditures against abandonment and cancellation or curtailment of the event due to reasons beyond BMUS’s control.

Stand Build-Up

ALL STANDS MUST BE COMPLETE WHEN THE EXHIBITION OPENS AT 08.00 ON Tuesday 10^th DECEMBER

Please note - Delegate registration will open @ 8am, delegates will then have access to the Exhibition from this time it is therefore, advised that you have staff in attendance from 8am.

Exhibition opening times

Access for unloading/loading, parking

1. To ensure that contact can be made directly with your stand builder/contractor.  BMUS will require the contact name, phone number & email address of your stand builder or sub-contractor.  We will also require a contact number for the driver of each vehicle as the parking will be limited and they will be called to tell them when they can access the building.  This process must be followed, please advise this information to tracey@bmus.org by Friday 15^th November. 

2. Upon arrival in Coventry your contractor should make their way to Judds Lane, Coventry, CV6 6GE. Your contractor will be supplied with full details of how the parking system works in relation to the access to the venue for set up and a map to guide them to the venue by Tracey from the BMUS office.

3. Please note:

• Under no circumstances will you be able to unload any earlier than the allocated time.  Please ensure that your stand builder/contractor adheres to these instructions to allow a safe a constructive build.
• Any rubbish including wires, screws, wood & nails must be disposed of in the bins provided or taken away before the start of the event.

4. Please contact tracey@bmus.org if you have not received your access time by Friday 15^th November.

Stand Breakdown

From 14:00 – 22:00 on Thursday 12^th December – Breakdown is not permitted before 14.00hrs

Please Note:

• All stands MUST remain intact until all the delegates have vacated the hall at 14:00 on Thursday 12^th December.

• An early breakdown or packing up not only impinges on the venue Health & Safety regulations, but it is detrimental to the quality of the event for other exhibitors and delegates, please ensure your stand is staffed until breakdown commences.

• Please also ensure that your stands are manned until the closing time of 14:00 on the final day.

Storage

There is a limited amount of communal storage available.  All items left in the storage area must be fully labelled and are left at the exhibitor’s own risk.  Please contact the BMUS office tracey@bmus.org if you intend to use the storage facilities.

Security

The in-house security team are on site throughout the whole event from build-up through to breakdown.

Cleaning

The housekeeping department will provide a full cleaning service at the end of the build-up time. The exhibition area, will be cleaned at the end of each day.  Please be aware that stands will not be vacuumed for Health & Safety and insurance reasons.   Any rubbish which you wish to dispose of should be bagged up and left for housekeeping to collect at the end of each day.  Rubbish bags should be left by your stand but out of any walkways.

Marketing

WEBSITE HOME PAGE ADVERTISING AND WEBSITE ENTRY

Where a link to the conference homepage is included in your sponsorship package, please supply your logo and hyperlink as soon as possible, along with your entry for the exhibitor’s page on the website, which should not exceed 50 words to tracey@bmus.org.

BMUS NEWS

If you have opted for an advert in the print version of BMUS news please send this to Courtney@bmus.org by 1^st August. It should have full margins and bleeds and measure quarter page (vertical) 126mm x 94mm.

If you have opted for an advert in the Digital version of BMUS news please send this to Courntey@bmus.org by 1^st November. It should have full margins and bleeds and measure quarter page (vertical) 126mm x 94mm.

BMUS 2024 WALLPLANNER

Please provide your artwork as a high-resolution PDF (105mm x 105mm) for the wall planner to tracey@bmus.org by 19^th September 2024

PADS AND PENS

If you have chosen the Pads and Pens marketing option please make sure these are sent to the office by 19th September so the team can add to the delegate packs. Please provide 1000. We will return any unused boxes. The address to send them to is

Care of Courtney Scott
British Medical Ultrasound Society
Margaret Powell House,
Third Floor
405 Midsummer Boulevard,
Milton Keynes,
MK9 3BN

ULTRASOUND 2024 PROGRAMME ENTRY

Please email your 100 words, paragraph & company profile & logo to tracey@bmus.org by 10^th October if this differs from the entry on the conference website for insertion in the final programme.  Contact details form part of your 100, word limit.

ULTRASOUND 2024 PROGRAMME ADVERTISING

Please submit the artwork for your advertisement as a high-resolution PDF by 10^th October to tracey@bmus.org  in the following format:

Full Page Portrait in full colour

• 210mm wide x 280mm deep with 3mm bleed

Horizontal Half Page in full colour

• 210mm wide x 137mm deep with 3mm bleed

“Failure to provide copy or artwork by 10^th October may result in your advertising being excluded from the printed programme.”

HOLDING SLIDE

As part of their package all Gold Sponsors have a holding slide. This should be set to size 16:9. Please send to emma@bmus.org by 21^st November

ARTICLE FOR ULTRAPOST

This marketing option can either be 100 words with a link or an banner image (600x200px). If you have selected this marketing option, please send your artwork and link to Courtney@bmus.org by 10^th October.

DELEGATE BAG

If you are the sponsoring the Delegate bags please send the artwork/logo for the bags to be printed by 10^th October

If you have booked inserts in delegate bags / or have delegate bag inserts included in your stand package please forward 1000 copies using the shipping label (Appendix E).  Each box should be labelled with your company name, contents, BMUS ASM, number of boxes being sent and marked for the attention of Rebecca Miller and Emma Tucker.  All deliveries should be sent directly to Coventry Building Society Arena to arrive by lunch time Monday 9^th December 2024 in order that they can be packed in the delegate bag.

Please note any unauthorised material placed in the delegate bags during the event will be removed & destroyed and will subsequently be charged.

LANYARD

If you are the sponsoring the Conference Lanyards please send the artwork/logo for the Lanyards to be printed by 10^th October

Education

20 MINUTE EDUCATIONAL SESSION

Gold Sponsors only have a 20-minute slot in Plenary 1. For this they should provide 1 educational speaker. This talk will be introduced as coming from the sponsor and be attributed to the sponsor in the programme.

Each sponsor providing this will be connected to the lead putting the stream together. The stream lead will have a over view of what they would like each session to focus on so they may ask you to find a speaker on a specific topic.

EDUCATION ON THE STAND

Education including the scanning of live models may take place on stands for the purpose of demonstrating equipment, but requires prior approval from BMUS to ensure there is NO conflict with the Scientific Programme. Please discuss your plans with Emma Tucker by contacting her on 0207 636 3714 option 4 no later than 30^th September.

The following conditions apply to scanning on the stand:

• Pregnant women must not be used as live models unless in collaboration with local NHS Obstetric Services – please see BMUS Guidelines for full information.

• Children under the age of 16 must not be used as live models.

• Endoscopic, intracavitary and intravascular scanning is not permitted.

• Models should not be used for consecutive periods of more than 90 minutes.

• All those who carry out live scanning must be able to confirm knowledge of ultrasound.

• The upper limits for output should be adhered to: MI<1.0 and TI<1.0

• Equipment should be used in such a way as to minimise both MI and TI

Please advise the BMUS office of your scanning intentions and ensure that all of your models have completed a scanning consent form (Appendix F), which should be returned to the BMUS office by 21^st November.

Please ensure you have read “Guidelines for the management of safety when using volunteers & patients for practical training in Ultrasound scanning” a copy of these guidelines can be found on the BMUS website at www.bmus.org

PRACTICAL TRAINING SESSIONS AT ULTRASOUND 2024

As always, the BMUS ASM offers the best in hands on tuition and experience for delegates.  There are 5 hands on practical training sessions available at Ultrasound 2024.

Tuesday 10^th December

11.30 – 13.00 - MSK 1 Lower Limb
14.00 – 15.30 - MSK 2 Upper Limb

Wednesday 6^th December

8.30 – 10.00- Interventional
10.30 – 12.00 – Breaking Bad News (No Machine – role play)
13.00 – 14.30 – Liver Doppler
15.00 – 16.30 – POCUS

Thursday 8^th December

09.00 – 10.50 – Gynaecology (No Machine - Simulator)

Should you have booked to have an ultrasound machine in these practical sessions, the following equipment / supplies must to be brought to each of the sessions:

1. Each machine should have a minimum of the following probes:

• 1 High frequency linear
• ​1 Mid frequency linear

2. General items: Please ensure these are included in your transported items:

• Couch & bed roll
• Chair
• Pillow
• Sheet for the bed
• Sheet for the patient
• Blanket
• Gel
• Probe sanitizer
• Disinfectant hand gel

An application specialist needs to be present at the start of each workshop / masterclass. This is in order that the BMUS faculty member, is able, to demonstrate the machines use properly, and will ensure that each machine is showcased at its best.  The name of the application specialist taking part in each session should be provided to the BMUS office by 21^st November using Appendix G.

You must confirm the draw down power of the machines that will be used at the workshops by 21^st November to tracey@bmus.org.