Frequently asked questions 2018

Q1

What changes have there been for the 2018 exhibitions?

Hampshire & Sussex will be split into two exhibitions as the University of Winchester has offered to host the Hampshire event. Hampshire is a campus exhibition being held at the University of Winchester and Sussex will be a shell scheme exhibition held at the Brighton Centre.
Bristol has returned and replacing Bath and will be a shell scheme exhibition. 
• The previous Kent exhibition venue was no longer able to host so will now be a shell scheme at the Kent Event Centre.
North and West Cumbria will now be hosted at the University of Cumbria on 2 July 2018. 

Shell scheme exhibitions - additional furniture and graphics

Tables and chairs will still incur a charge at the shell scheme exhibitions. These items can still be ordered as required via your enet account, for a nominal delivery charge per event of £10 per table or £10 per set of two chairs. However we would encourage you to look at the additional furniture form for more items that will be more attractive and engaging. 
A full list of optional furniture can be viewed here and added via your enet account.

New collateral

There are a number of new marketing packages available which will help drive foot fall to your stand to enable face-to-face engagement with the learners and advisers and also to help you build upon those connections to continue the conversations afterwards. For full information please visit the marketing opportunities page (to follow shortly) or contact your Event Sales Partner (details below).

Q2

What size are the stands?

This depends on the exhibition category:

Shell scheme stand size options:

• single stand: 3m(w) x 2m(d) x 2.44m(h)*
• double stand: 6m(w) x 2m(d) or 3m(w) x 4m(d)*
• space only - This means you hire a floor space from UCAS from which you can build a stand of your own design, subject to approval from UCAS. Space only stands are sold per square metre, and must be sized in agreement with UCAS.
• If you have specific stand requirements please inform us no later than 5 January 2018.

Nameboard dimensions - 2900mm(h) x 500mm(w)

*PLEASE NOTE: if you are creating graphics for the shell scheme walls please be aware that the back wall dimensions may be slightly less than the stand size due to side wall panel thickness.

Typically a stand in a block with another stand each side will lose 50mm from the back wall width.

A corner stand will lose 25mm from the back wall width.

Side walls do not lose anything.

Formula Exhibitions do offer a graphics printing service and also offer the opportunity to print your own branded name board. Please see the additional items order form for details.

Campus stand size

Due to space restrictions, exhibitors can initially only book a single stand. Double stands may be available, at a later stage in the year once the majority of exhibitors have booked. UCAS will communicate availability to all registered exhibitors, and sell double stands on a first-come first-served basis.

• single stand: 2m(w) x 1m(d)
• double stand: 4m(w) x 1m(d) or 2m(w) x 2m(d)

Q3

What is the difference in the exhibition types?

UCAS higher education exhibitions are grouped into two categories; shell scheme and campus. The events vary by size, location, and type of the venue, and the number of students attending. All exhibitions are held in association with HELOA.

Shell scheme (previously known as category A exhibitions)

Shell scheme exhibitions are organised and funded entirely by UCAS Media. These are mostly held in large commercial exhibition venues, and typically located in highly populated areas. These exhibitions typically receive between 2,500 - 16,000 visitors and up to 250 exhibitors.

Campus (previously known as category B, C, D exhibitions)

Campus exhibitions are sponsored by UCAS. Venues are varied, ranging from university campuses, marquees, to small commercial venues. These exhibitions receive between 300 - 12,000 visitors and up to 180 exhibitors.

Q4

What does the cost of my stand include?

This depends on the exhibition category:

Shell scheme

All exhibition stands at shell scheme exhibitions are built using a shell scheme structure, which is equipped with:

• standard nameboard (text in black lettering on white background)
• grey carpet
• a light (only where the normal venue lighting is deemed insufficient)
• either 2 or 3 walls, depending on the location of the stand in the aisle.

Electrics are not included and must be booked before 16 working days of each event using the electrics order form.

Campus

All stands at campus exhibitions are space only. A table and two chairs are free of charge but you must OPT IN to receive these. Visit your enet account and add to your basket.

Due to the varying nature of each exhibition venue, electricity cannot be guaranteed. UCAS advises any exhibitor needing electricity to contact the local organiser of the appropriate event(s), in advance of your booking. If electricity can be supplied, it might be subject to an additional cost from the organiser. 

So far we know that the following locations are able to offer power to a limited number of exhibitors:

Aberdeen
Bedfordshire
Dorset
Essex
Hampshire
Humberside
Lancashire
Merseyside
Norfolk
North West Wales
Tees Valley
West & North Yorkshire

Q5

What can I dress my stand with?

Shell scheme exhibitions

The shell scheme structure allows exhibitors to display posters, Foamex graphics panels, lightweight framed pictures, Perspex leaflet holders, and lightweight merchandise using velcro dots or tape on the nylon loop-covered wall panels. Additional premium furniture and audiovisual packages will be available to order if required. Please contact your event sales partner or email events@ucas.ac.uk for more info.

Campus exhibitions

You will be supplied with a table and two chairs as standard. However, if you have your own furniture or podium, the table and/or chairs can be removed (please let us know in advance if possible). You are welcome to bring freestanding banners but you must not go outside your allocated space. If you do so, you will be asked to remove items.

Q6

How are stands allocated?

Due to the large number of organisations who take part in our exhibitions, we are unable to take individual requests for stand positions at the events. Stands will be positioned in A-Z order, according to the organisation number or company name where applicable.
 
If you have registered to exhibit at an exhibition less than six to eight weeks before the event, it is highly likely you will not feature in the printed materials, as they will have been sent to print. For a detailed account on how stands are allocated, please read the allocation of exhibitor space procedure.

Educational providers

In accordance with HELOA recommendations, UCAS allocates all educational providers in alphabetical order based on their provider code and geographical location, e.g. all London universities and colleges will be located in the same area. UCAS rotates the numbering sequence on the floor plan to ensure educational providers are positioned in different areas each year. Occasionally, we will split up popular local exhibitors to avoid congestion.

Non-educational providers

All non-educational providers are grouped in a prominent position at the event in alphabetical order.

Q7

What is HELOA?

The Higher Education Liaison Officers Association (HELOA) is the professional association of staff in higher education. HELOA works in the field of education liaison and provides guidance and information to prospective higher education students, their families, and advisers. All exhibitions are in association with HELOA. For more information, please visit the HELOA website.

Q8

What are UCAS and UCAS Media?

UCAS is a charity (charity number 1024741) that manages all applications to higher education providers in the UK.

UCAS Media Limited is a wholly owned subsidiary of UCAS, whose products and services are the only comprehensive, authoritative, and effective way of reaching each applicant wanting to enter higher education. At the end of the year, UCAS Media gift aids 100% of its profit to UCAS to help fund the charity. The UCAS Events Operation Team is a department within UCAS, and the Event Sales Team sits within UCAS Media.

Q9

When can I download pre-event information?

Each UCAS exhibition will have its own web page on the UCAS website. The web pages contain important information needed to effectively and safely exhibit at each exhibition, such as opening times, access and parking information, venue details, etc. All pre-event information will be uploaded at least six to eight weeks prior to the exhibition. All exhibitors should ensure they have read and passed on the information to the relevant member of staff manning their stand.

Q10

When can I build and dismantle my stand?

In accordance with the exhibitor code of conduct, all stand build-up and breakdown activities should be performed outside exhibition opening times. You can find the build-up and breakdown timings on individual event pages.

Q11

Where can I find my stand number?

Floor plans and stand numbers are finalised around four to six weeks in advance of the exhibition, so event materials can be printed. They are available on the appropriate event web page around four to six weeks in advance of the exhibition. Once the floor plan is available online, simply download a copy to see where your stand is located and what your stand number is. If you have registered to exhibit less than six weeks prior to the event, it is highly likely you will not feature on the floor plan, as it will have been sent to print. In this case, please contact the relevant organiser directly for your stand number.

Q12

What payment options are there?

All bookings must be made online. Raising a purchase order or sending a cheque alone will not constitute a booking.

Pay by invoice:

If you wish to pay by invoice, we will raise and send an invoice to you, typically within two weeks of submitting your booking. If you do not have a purchase order number at the time of booking, and need one to appear on the invoice to make the payment, please email events@ucas.ac.uk within seven days of making your booking. Please note, if UCAS reissues your invoice, there may be an administration charge of £50.00 +VAT per reissue. No charge is incurred if you ask for a copy of an existing invoice, or for additional items to be invoiced. For all payments and invoice queries, please contact creditcontrol@ucas.ac.uk.

Pay by credit/debit card:

If you wish to pay by credit/debit card, you will be redirected to the Barclays EPDQ online card payment facility once you have submitted your booking. An invoice/receipt will be sent to you for your records.

Pay by cheque:

If you wish to pay by cheque, please make it payable to UCAS Media Limited and write your booking reference number on the back. Cheques should be posted to: Accounts Payable, UCAS Media Limited, Rosehill, New Barn Lane, Cheltenham, GL52 3LZ.

By completing your booking and accepting the terms and conditions, you have entered into a legally binding contract.

If you have a finance question, or if you wish to pay by credit card over the telephone, please contact us by one of the following methods.

• Email: creditcontrol@ucas.ac.uk
• Telephone: 01242 544 829

Q13

How many people can I have on my stand?

Please carefully consider the number of staff working at each event. All staff should be able to comfortably work within the allocated space provision. UCAS recommends no more than two staff for a 2m x 1m stand, three people for a 3m x 2m stand, and six people for 6m x 2m stand.

Any additional staff may be asked to leave if the health, safety, or comfort of visitors or other exhibitors is compromised.

Q14

Can I have sound on my stand?

To enable more creativity, some exhibitors have asked to play music. We will allow this, with strict instructions that sound levels need to be low. UCAS staff will ask the exhibitor to turn the music down, or off, if complaints are made. It is the exhibitor’s responsibility to arrange the appropriate music licence with PRS and PPL to be able to play recorded music in public.

Event Sales Team:
Kathryn Mead, Event Sales Manager
Sally Bastian, Event Partner 
Sophie Orrell, Event Executive