Exhibitor Guide

Stand Details & Exhibitor Set-Up Information

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The floorplan can be viewed here.

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Venue Address

The West Hub
JJ Thompson Avenue
Cambridge
CB3 0US
England

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• All exhibitor materials and equipment should be brought with you during the scheduled set-up time.

• Items should be clearly labelled with your organisation name and (where applicable) stand number.

• If you are bringing large or heavy items, please ensure you bring appropriate trolleys or handling equipment.​​

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Please note:

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Due to limited storage capacity within the West Hub, items cannot be sent ahead of the event. The West Hub is unable to accept responsibility for the storage or security of any items delivered in advance and cannot guarantee their safety.

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Neither the West Hub nor Landor LINKS will take responsibility for any misplaced consignments.

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Health, Safety & Event Compliance

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As part of our standard procedures, we kindly request that all exhibitors provide the following information in advance of the event:

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Risk Assessments

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Each exhibitor is required to submit a comprehensive Risk Assessment for review and approval no later than Friday 5th June.

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This is a mandatory requirement and forms part of the venue’s health and safety compliance.

 

Any exhibitor that fails to provide this documentation by the deadline may be refused permission to exhibit at the event.

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The Risk Assessment must clearly detail all items being brought on site and must cover the full lifecycle of the exhibitor’s presence at the West Hub, including:

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• Delivery

• Installation

• The live event period

• De-rig and departure

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It must identify any risks that may arise at each stage, including (but not limited to) electrical safety, manual handling, working at height, fire safety, trip hazards, and structural stability. Clear control measures must be outlined to demonstrate how these risks will be mitigated.

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Insurance Requirements

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• Evidence of Public Liability Insurance with a minimum cover of £5,000,000 must be provided to Landor LINKS.

• Evidence of Employers’ Liability Insurance (where applicable) with a minimum cover of £5,000,000 must be provided to Landor LINKS.

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These requirements apply to all parties involved in delivering the event.

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All extension leads and any other electrical equipment brought to the venue must be PAT tested, with a visible PAT label for health and safety inspections. All cables must also be securely taped down.

Setup Time

The exhibition will be held in the West Hub.

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Exhibitors may begin setting up their stands during the following time:

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Monday 13 July, 09:30–12:00

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To manage the flow of exhibitors setting up at the same time, exhibitors will be given staggered time slots.

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These will be either 09:30–10:45 or 10:45–12:00. 

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Landor LINKS will inform you of your allocated set-up time in due course.

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​The exhibition will open to attendees at:

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• Monday 13th July from 12:30

• Tuesday 14th July at 08:30

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Loading / Unloading

All exhibitors will access the West Hub for set-up via a designated delivery point and will enter the building via the North Sliding Doors, providing direct access to the exhibition spaces.​

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Delivery areas will be 20 minutes loading only.

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Vehicle drivers are asked not to run idle engines and reduce radios levels and be conscious of residents dwelling nearby.

 

Electric points in the West Hub’s service yard are for University vehicles only.

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Lift Access

 

The West Hub has two lifts located behind the café bar. By prior arrangement, these lifts may be used for moving equipment through the building.

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To ensure safe and efficient use, please note the following:

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• Please review the lift dimensions in advance and ensure that any items you plan to move will fit comfortably.

• Be aware that handrails run around the interior of the lift, reducing the usable internal dimensions slightly once accounted for.

• The stated maximum weight loading must not be exceeded.

• For larger or more complex installations, the West Hub Operations Team can provide an override key to place the lift into lift-driver mode. Please discuss any such requirements with the team ahead of arriving on site.

• Please do not hold or prop open lift doors, as this may cause the lift to time out and be taken out of service.

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Lift Specification

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Measurements / Capacity

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• Lift door width: 900 mm

• Lift door height: 2100 mm

• Internal lift car height: 2300 mm

• Internal lift car width: 1100 mm

• Internal width between handrails: 900 mm

• Internal lift car depth: 2100 mm

• Internal car area: 2.31 m²

• Internal lift car diagonal: 3200 mm

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Capacity

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• Maximum number of people: 13

• Maximum indicated weight loading: 1000 kg

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Manual Stair Movement

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Where items are unable to fit within the lifts, they will need to be manually transported via the stairs. 

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A minimum of two people should be assigned to carry the item, with an additional person acting as a spotter to support safe handling while moving up or down the stairs.

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Power, Wi-Fi, Furniture & Screen Hire Information

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Each exhibition stand will be provided with:

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• Two chairs

• One table, measuring 120 × 45 cm

• Linen 

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If you do not require the table and/or chairs, or if this furniture does not suit your stand setup, please let us know in advance so we can plan the space accordingly.

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• Power and Wi-Fi will be available in exhibition areas.

• Exhibitors are kindly asked to declare all power and electrical requirements in advance, including the number of sockets needed and any specific power demands for demonstrations or equipment. 

• Exhibitors should bring any extension leads, power strips, chargers, or adapters required.

• All electrical equipment must be safe, PAT-tested where appropriate, and suitable for exhibition use.

• 55" screens are available to hire for your exhibition stand and are priced at £360 + VAT. All bookings must be received by midday on Tuesday 30th June. Screens are strictly allocated on a first come, first served basis.​

Vehicle Parking​

As a sustainable building, the West Hub does not have designated on-site parking. Once items have been delivered to the Hub, we kindly ask that all vehicles are moved to the Madingley Road Park & Ride site.

 

Details found here.

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Emergency Procedures

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To ensure the safety of all guests and staff, exhibitors are asked to observe the following procedures:

• The West Hub is a no-smoking site, including all indoor and outdoor areas on and around the premises.

• Please keep all emergency exits, escape routes, and fire-fighting equipment clear at all times.

• Stand layouts, displays, and materials must not obstruct walkways, signage, or exit routes.

• Where possible display materials and furnishings should be non-combustible or fire-retardant where applicable.

• Each exhibition stand will receive a printed emergency evacuation map on arrival, highlighting the nearest exits and assembly points.

• In the event of an alarm or emergency, please follow instructions from the West Hub team and security personnel and assist in calmly directing visitors away from your stand if required.

 

​​Post Event​

The venue is unable to store items post event. Please ensure all items are off site by 17:30 on the final day of the conference.

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If you have any further questions or require additional assistance, please do not hesitate to contact our team at conferences@landor.co.uk.​​

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Support & Contacts

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If you have any questions or need assistance, please contact the relevant team below:

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Logistical Queries
Mark Luker

Senior Events Planner & Marketing Manager
conferences@landor.co.uk

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Sales Queries
Daniel Simpson

Managing Director
daniel.simpson@landor.co.uk

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We look forward to welcoming you to Active County Cambridgeshire and are excited about your contribution to the event’s success.