BOA Annual Congress 2024

Goods access to Hall 3 and Gallery is via Cambridge Street to Bay “A” Sunday-Monday inclusive. Goods access to Hall 1 Foyer areas is via Bay “B” on Monday. Loading bay access map can be found on here. 

Hall 3 Gallery access is via a lift with a capacity of 1000 kg with dimensions 1.3m (w) x 
1.7m (d).

Exhibitors will be required to advise their preferred time of vehicle access during the build-up period.  A schedule of arrival times will subsequently be sent to exhibitors, together with a Delivery Vehicle Pass.  Please complete the Work Pass Form here. Traffic Controllers will be on duty to direct and advice.

Exhibitors are reminded to bring trolleys for use during the build-up and breakdown of the exhibition, as there are limited numbers available on site (on a first come, first served basis).

To secure the best available accommodation within your budget we recommend you book as early as possible. We have appointed BCD M&E to help you find affordable accommodation that meets your requirements. Group bookings of 10 rooms or more, please contact directly. Contact details below.

BCD Meetings & Events – Accommodation Services
Email - r[email protected]
Telephone - +44 (0) 203 238 7133

You can find out more on our dedicated accommodation page, www.boa.ac.uk/accommodation.

Download the BOA App for Congress, please download it via Apple Store, or Google Play 

Instructions on how to Log into the App, Accessing Congress or any troubleshooting issues can be found here www.boa.ac.uk/boa-app &  https://www.boa.ac.uk/boa-app-landing-page/accessing-congress.html

If you need any further support with the app please email us at [email protected].
 

No person under the age of 16 will be admitted to the venue during the build-up or break down. This rule applies to exhibitors’ and contractors’ children. Please ensure your staff and contractors are aware of this rule.

During the build-up and breakdown periods, Emergency Gangways will be in operation and must remain completely clear at all times.

During the open period under no circumstances must any part of a stand, furniture, or exhibits project beyond the boundary of the stand.

A full range of audio-visual equipment can be hired for the duration of the exhibition. Please ensure that music and commentary for demonstrations, videos, presentations etc. is kept at a level which will not interfere with neighbouring stands. Exhibitors requiring additional AV on their stand, please access the ICC online ordering service. http://www.theicc.co.uk/exhibitor/ordering-services/

If you have any queries, please contact the ICC on [email protected] or phone/ 0844 3388 338 (option 2).

Please refer to ‘Exhibitor Timetable’.

Exhibitors & Contractors are requested to report to the vehicle holding area (VHA) indicated on the map.

Removal of exhibits and displays commences after the exhibition has closed and all visitors have left the exhibition hall, an announcement will confirm when it is safe to start dismantling stands. Under no circumstances may any goods be removed or packed away from your stand before this time. 

To help facilitate this, and ensure health and safety is maintained, the loading bay doors will not open, and contractors will not be permitted in the hall, until the venue is clear of visitors, this may however take longer, and you must not breakdown your stand before the safe to proceed announcement is made.

If you have a courier arriving to collect goods, please do not ask them to arrive earlier than 16.30, or they may be turned away.

Please note: 
Traffic around the halls in the evening will be particularly busy during breakdown.

We strongly advise you do not leave any items unattended on your stand. The Organisers and ICC cannot accept responsibility for any loss or damage. We strongly advise that you have adequate insurance.

It is your responsibility to ensure that couriers collect by close of business on Thursday 19th September 2024. Any packages not collected by this time will either be destroyed or stored at the exhibitor’s expense.

ICC Catering have the sole rights to all food and beverage consumed at the ICC and all food and beverages, and associated catering equipment, must therefore be ordered through them.

All catering enquiries must be directed to Catering Support on [email protected] to obtain a copy of our stand catering order form. Should you require anything over and above the form content, please contact Catering Support on +44 (0)121 644 5132, who will be happy to assist you with your requirements.

General stand cleaning (vacuuming stands and waste collection) is included in the stand rental charge and will be carried out each morning prior to opening. Paper or packaging rubbish should be placed in the aisle at the end of the day (any bagged waste left on stands will not be removed). The cleaning of exhibits, however, remains the responsibility of the exhibitor.  Any exhibitors requiring specialist extra cleaning should contact the cleaning department on +44 (0)121 644 5146 or email the ICC at [email protected].

Should you need to dispose of a large quantity of rubbish following the event or the disposal of Medical waste (such as needles) please contact us.

N.B. Exhibitors and their agents/contractors are responsible for the complete removal of all exhibits and materials used by them in the stand construction on final departure from the exhibition hall after breakdown. Any costs incurred by the Organisers for the removal and storage of exhibits and materials left in the hall will be passed on to the exhibitor concerned.

Deliveries

Early deliveries of goods to ICC Birmingham cannot be made before Sunday 15th September.  Any deliveries prior to this date must be clearly marked with the Exhibition name and date, exhibitors/company name and stand number and sent directly to OnSite Exhibition Services. Please contact [email protected] in the first instance.

OnSITE Exhibitions
Email: [email protected]
Tel: +44 (0) 7768 562770

All deliveries from Sunday 15th September should be addressed as follows:

COMPANY NAME / STAND NUMBER 
Hall 3/Hall 3 Gallery/Hall 1 Foyer/ Reception (Delete as appropriate)
The BOA Annual Congress Exhibition
The ICC, 8 Centenary Square 
Birmingham, B1 2EA

Couriers should report to Bay B at the ICC (off Cambridge Street). ICC Goods Inwards will sign for goods (on acceptance of arrival basis only) but will accept no liability for items after delivery.

BOA and ICC cannot be held responsible for any deliveries which are not addressed correctly.

Exhibitors must ensure that a representative of their company is on-site to receive and sign for deliveries. The Organisers and the venue are unable to accept responsibility for any goods delivered to stands that are unmanned and regret that they are unable to sign for goods, exhibits or other material on behalf of an exhibitor or contractor due to limited storage facilities.

If shipping from outside the UK, we recommend that you ship via a Customs Agent, as the venue cannot get involved in any customs issues.

Please note that during the show, under normal circumstances, no goods may be delivered to or removed from stands during the open hours of the exhibition. If this is necessary, permission must be sought from BOA and the ICC, Event Manager.

Post Event Collections

It is your responsibility to ensure that couriers collect by close of business on Thursday 19th September 2024. Any packages not collected by this time will either be destroyed or stored at the exhibitor’s expense.

Each exhibiting company may have the following details uploaded onto the BOA App and website:

• Company profile (maximum 100 words)
• Company logo (jpeg)
• Category
• Contact details – email/ phone 
• Stand number
• Company website (URL)
• Product details (name and description)
• Resources – PDF documents (maximum 3)
• Promotional video (Vimeo URL only) 
• Social media platforms including: Twitter, LinkedIn, Facebook, YouTube

Please fill in the below form as you would like your editorial to appear by Monday 1st July 2024.

Index Group 
t: 0800 085 9885 
e: [email protected]
w: www.indexgroup.org

Index Group are the official Electrical Contractor for the exhibition. They have a comprehensive range of electrical services for hire and installation and offer an extensive range of light fittings and flexible power supplies. The installation or alteration of any electrical fitting by any person other than a member of the contractor’s staff is strictly prohibited. In accordance with current health and safety legislation all electrical equipment and fittings should comply with applicable test regulations.
Any exhibitor in need of additional electrical requirements should contact:

Please note: If you have purchased a shell scheme package this includes 1 x 500W power socket and 3 x spotlights (please note: this is only suitable for domestic tools and appliances e.g., laptops and mobile chargers, plasma screens. Multiple plasma screens, appliances and lights will require additional power (more than your 500w complimentary socket provides). If additional power is not ordered, you may lose power to your stand as it will overload the circuit.

Space-only exhibitors must order all electrical requirements including lighting directly from Index Group.

DEADLINE TO ORDER: FRIDAY 16TH AUGUST 

Orders received after this date will be charged, any items requested on site will be supplied subject to availability and will incur 20% surcharge on prices. See pricelist and order form here.

The BOA awards exhibitors two awards Annually for 'Best Large Stand' (21m2 - and above) & 'Best Compact Stand' (2m2 - 20m2), voted by our delegates.

Results are announced at our Awards and Medals ceremony which takes place on Thursday 19th September, in the main auditorium. 

This section contains information of how to obtain the passes needed to access the venue during build-up and breakdown for both stand contractors and exhibitors.

Build Days
Space Only Stands 
Sunday 15th & Monday 16th September - 07:00-21:00, last entry 19:00

Shell Scheme Stands 
Monday 16th September - 14:00-20:00, last entry 19:00

All exhibitors’ and contractors must have a work pass to allow entry to the ICC for goods, delivery, build, breakdown etc. These passes are in addition to exhibitor badges which will be issued by the Organisers on site. Please complete the following form no later than Monday 2nd September 2024. Wrist bands will be issued upon arrival and must be always worn. Exhibitors using their own contractors for stand installation/design, should pass on the relevant forms to complete.

Please note that under CDM regulations, all visitors to the hall at this time must wear high visibility jackets, appropriate footwear, and hard hats where necessary.

Any exhibitors wishing to come and see their stand on Monday 16th September can collect their registration badges from the registration desk from 14.00 and will be granted access until 19.00. 

You are not allowed to bring your own forklifts into the venue due to insurance and health and safety reasons. However, the official freight forwarding company will be able to assist with unloading and loading your vehicles in the loading areas, but must be booked prior to the exhibition. Charges apply. Please contact Alan Hazelhurst for further information.

Tel: +44 (0) 7768 562770
Email: [email protected] 
 

Europa International have been appointed as the official furniture contractor for the exhibition. Please return the online order form direct to Europa International Ltd by Friday 16th August 2024.

Europa International
Europa House
Meaford Way
London 
SE20 8RA
Tel: +44 (0) 20 8676 0062   
[email protected]
www.europainternational.com

Hall 3 and Gallery

There are carpet tiles throughout the exhibition hall; these are various shades of grey in colour.

If a colour change is required there are four separate textures and multiple colour options available online here. It is prohibited to lay carpet directly onto the venue carpet tiles, but Europa can provide standard 18mm floor flats with aluminium edging or a 40mm platform floor with aluminium edging where underfloor power distribution is required.  You will need to order and pay in advance of build-up, Europa’s online order form can be found here, the deadline is Friday 16th August. Alternatively you can contact Europa’s Phase plan and Carpet Events team for bespoke advice.

Contact: Europa International 
Tel: 020 8676 0062
Email: [email protected]  
Website: www.europainternational.com

At an additional cost we offer Lead Management available through LeadReference App (Available on iOS and Android) which allows exhibitors to scan delegate badges, this is a great opportunity to capture data for leads post event. The app comes with an online platform where the captured data can be downloaded into an excel file. Further details can be found here.

With the LeadReference app you can:

• Scan delegate badge barcodes
• Qualify leads & make notes
• Filter your data for in-depth analysis
• Export to Microsoft Excel

If you would like to purchase a badge scanner, please complete the form below. A member of the team will confirm via email and send you an invoice for payment. 

If you opt to purchase a Lead Reference app, you will receive an email from [email protected] approx. two weeks prior to the event with full instructions on the App and how you can download the data collected post event. In case of any further questions, please contact [email protected] or [email protected] and we will be more than happy to assist.

The appointed freight forwarding, lifting, and handling agents for the exhibition are:

Onsite Exhibitions Services
Tel: +44 (0) 7768 562770
Email: [email protected] 

Onsite Exhibitions can provide information and advice to international and United Kingdom exhibitors regarding shipment, transportation, lifting and handling of exhibit material. They can also offer Customs Clearance and temporary Importation Bonds for overseas exhibits.  A storage service is also available.

Exhibitors requiring any of these services should complete the order below form no later than Monday 2nd September.

Transportation Order Form

Please note that Onsite will not be held liable for items left unattended on Exhibition Stands.

All Exhibitors and Stand Contractors must complete a Health & Safety Declaration Form along with a Risk Assessment. Please complete the below forms and return to Onsite Exhibitions, [email protected] - no later than Monday 29th July 2024.

- Risk Assessment Form

- Health & Safety Declaration Form

a)    Shell Scheme Stands
No stand fitting, display or exhibit may exceed the shell scheme height of 2.4m.     

b)    Space Only Stands 
The maximum permissible height for building is 4 metres inclusive of any platform installation. This limit includes the overall height of the stand-fitting, any branding and all raised platforms as measured from the hall floor. 

The maximum permissable height is 3.4m

ICC Birmingham offers free Wi-Fi for all exhibitors, suitable for basic web browsing. If you are an exhibitor who requires a stable IT connection as an integral part of your booth (and your equipment supports it) as organisers we would always recommend you order a hard wired connection, as it is still the most secure and reliable source of internet connection at the venue.

To order a hard wired connection please contact the ICC below:

Tel: 0844 3388 338 (option 2)
Email: [email protected]

The deadline to order is Monday 19th August 2024.

There are numerous local car parks within a 5 minute walk including the Arena Birmingham, formerly the NIA and Brindley Place car parks which are both next door to the venue. Links below 

Paradise Circus Car park -https://www.birmingham.gov.uk/directory_record/6680/paradise_circus_multi-storey_car_park

The link below will give directions on how to get here with the latest travel updates -http://www.theicc.co.uk/find-us/  

Please view the BOA website for delegate registration details and an up to date programme for the BOA Annual Congress 2024. 

Appropriate Personal Protective Equipment (PPE) is required for the job being carried out. During build-up and breakdown, all personnel MUST wear high visibility jackets and steel toe shoes; you will NOT be allowed onsite without this. Other forms of PPE such as hard hats eye protection, gloves, etc must be worn if required when performing a specific task.

Personnel not wearing hi-vis will not be permitted to work in the event area. Hi-vis are available for purchase on the day at a cost of £5.00 per vest payable by the individual.

Please register yourself through the registration link below. Each exhibitor attending will be required to register individually as you will be emailed a barcode prior to Congress which you'll require to collect your exhibitor pass on arrival.

If you wish to purchase a plenary access pass or additional exhibitor tickets you can do so online. www.boa.ac.uk/registration

Registration is open and will close at 23.59 on Monday 2nd September 2024 for all exhibitors.

Please ensure that you have completed the registration details of all of your attendees no later than MONDAY 2ND SEPTEMBER 2024.

Failure to register by this date will mean any additional attendees will be required to queue and register in person at 07:45 on Tuesday 17th September 2024.

Exhibitor badges must be worn by all stand personnel whilst within the Open period of the exhibition. These badges will be available for collection from the Exhibition Registration Desk on arrival.

If you need further assistance with registering please contact [email protected]

Rigging should be ordered directly with ICC. Please be aware that there are some ceiling restrictions  in Hall 3 and these must be considered if you are planning to have any rigging in Hall 3. Please contact ICC for further information.

Email: [email protected]

BOA Regulations:

• All hanging banners are to be hung above the stand and dimensions for the banner must not exceed the stand size. The banner must be 1m away from a separate wall towards a neighbour.  The banner must be printed on all sides. 
• Height of rigged items must not exceed 8m from the top of the item to the ground 
• Rigged items must conform to standard fire regulations
• All rigging is subject to final approval from the BOA

Please be aware the deadline to order is Monday 21st August.

Height restrictions varies depending on where your stand is in Hall 2. Please contact the ACC for further details

Unfortunately, there are no storage facilities available on-site. You are responsible for arranging storage of your literature, packing cases and boxes. All items must be stored within the confines of your stand. Please do not store anything behind your stand. Fire regulations require that any items found outside your stand be removed, as they are a fire hazards.

Storage is available through Onsite Exhibitions, if you are interested please contact [email protected]

Please follow us on Twitter @BritOrthopaedic

Instagram: @britorthopaedic

LinkedIn

#BOAAC24

This year our preferred stand contractor for the exhibition is Tidal Exhibitions. Whether you have booked a shell-scheme package or space only, Tidal Exhibitions will be able to provide a variety of custom-built stands and modular systems to meet all exhibitors' requirements. They cover design, construction, decoration, flooring, all forms of electrical fittings and graphics. To view bespoke stand packages and enquire, please contact Zoe Walters or visit their website.

TIDAL EXHIBITIONS
Contact: Zoe Walters
Tel: 07983 852 664
Website: click here
Email: zoe@tidalexhibitions.com

Venue address: