Information for Exhibitors (in person)

COVID is still very much a concern and we want to be as inclusive as possible and ensure that everyone attending the event in person feels as safe as possible. So we have the following measures in place for the event:

• Please take a lateral flow test before travelling to the event. Please DO NOT attend if you test positive or if your test is unclear

• We ask that everyone wears a mask throughout the venue unless eating or drinking. Speakers/panellists will remove masks when on stage but otherwise we ask that everyone wears a mask. We will offer everyone an FFP2 mask on registration

• We will have coloured lanyards available to indicate how comfortable you are with interactions with others (RED – please keep 2m away; Orange – elbow bumps, am wary; Green – happy to hug/shake hands)

• Hand sanitisers will be made available throughout the venue

Directions to Dynamic Earth and pricing of the car park can all be found on their website. Please note that parking charges will be at your own cost.

YES.
But here are Dynamic Earth’s instructions regarding this:

Please note that due to limited storage, deliveries should be made no more than 24 hours in advance.

• All items being delivered are to be labelled to the attention of: Event title/company, event date, stand number. We have numerous deliveries coming in, therefore this is essential to help us identify which event your delivery is for. Items should NOT be labelled for the attention of the Dynamic Earth event co-ordinator.

• Our address is Dynamic Earth, 112 Holyrood Rd, Edinburgh, EH8 8AS. The contact number for couriers is our main line: 0131 550 7800. If you have any queries regarding your delivery or pickup please call this number and ask for the security officer.

• Exhibitors are responsible for arranging for their items to be collected post-event, within 24 hours, and for having each item clearly labelled and packaged for pickup (couriers will not take items not properly packaged). We recommend telling your courier the number of items they will be collecting. We cannot arrange a courier for you. If UPS is your courier please note they will not collect items that do not have UPS paperwork attached including bar code and the item must be labelled with your business account number and/or full contact details.

• All deliveries / pick ups are via the Security Entrance along Holyrood Gait. Any individual item that is heavier/larger than a person can reasonably carry, or that cannot fit in our lift, needs to be taken by the courier directly to the exhibition area and must be arranged in advance. Lift measurements: Doors: 33”w x 77”h Interior depth: 57”

• Exhibitors must inform the event client/host if they will have any items delivered that are larger or heavier than the average person could be expected to carry or that cannot fit in our lift. Special arrangements may need to be made for these items

Each stand will be provided with the following:

• A 6 foot trestle table, with a black table cloth

• Access to 4 power sockets

• 2 chairs

You are welcome to bring any extra equipment, pop up banners etc.

In the exhibitors guide you were sent the week beginning 7 March, there was an opportunity to hire additional equipment from our technical producers MPG but unless you’ve already ordered items from them, this is no longer possible.

Each exhibitor gets 2 tickets. The in-person ticket allocation for the event is sold out and we have a substantial waiting list, we therefore cannot offer any additional tickets.

In your exhibitor registration form that you have all completed, you will have informed us of the names of your staff.

For those that have diferent members of staff taking shifts throughout the day, please note that due to catering and fire safety requirements, we cannot have more than 2 people in the venue per exhibitor at one time (*unless this has been previously arranged with us).

We will add all exhibitors to the Scottish AI Summit the week beginning 21 March and we will announce you all in social media posts during the week too. Please look out for it!

The conference will run from 8:30am until 5:30pm and be followed by an MSP reception from 6:00pm – 7:30pm. All exhibitors (maximum of 2 staff each) are invited to stay for the MSP reception but we fully understand if you cannot. You will have already indicated on your registration form if you can stay.

Exhibitors will be able to access the venue to set up their stands at the following times:

- 6:00pm – 8:00pm on Tuesday 29 March 2022

- From 6.30am on Wednesday 30 March 2022

Registrations start from 8:30am and the proceedings will kick off at 9:00am

We recommend that you definitely have your stand staffed at the following times:

8:30am-9:00am Arrivals and registration
10:00am-10:30am Morning break
12:35pm-1:30pm Lunch
3:05pm-3:30pm Afternoon break

Outwith those times, we imagine most delegates will be in the sessions and you are all very welcome to join in.

Will Millership, Comms & Events Officer for the Scottish AI Alliance will be your main contact for the day. He may introduce you to other members of the team on the day so that you know who to get in touch with if he’s not around.

Will’s number is 07951 557 512

We are at capacity at 300 people for the day

Yes, there will be Wifi access throughout the venue. We are checking with the venue on whether there will be a specific Wifi account for exhibitors to use.

We have created a similar info page for our virtual exhibitors. Please have a look there. Thank you!

Please click on this link to go to a map of the venue showing where all your stands will be.