INTRODUCTION
EXHIBITION DATES
The British Orthodontic Conference Exhibition will take place in the Main Hall at the ICC, Wales from Wednesday 24th September to Friday 26th September 2025. PLEASE NOTE: ‘Build Day’ is Tuesday 23rd and ‘Breakdown’ is Friday 26th. For further information and continuous updates regarding the British Orthodontic Conference please visit https://www.bos.org.uk/
EXHIBITION ORGANISERS:
British Orthodontic Society, C/O Royal College of Surgeons of England, 38-43 Lincolns Inn Fields, London WC2A 3PE
Contacts: Paul Scott (Sponsorship Coordinator)
Email: no1scotty@hotmail.com
Claire Joffe: (Organiser – Trade Stands, Advertising)
Email: eventsmanager@bos.org.uk
EXHIBITION & EVENT MANAGERS:
Havills Services, Unit 1 Woodland Road,
Woodland Trading Estate, Torquay TQ2 7AT
Contact: Abbie Milligan, Event Manager
Tel: +44 (0) 1803 317314
Email: abbie.milligan@havillsservices.co.uk
EXHIBITION VENUE:
ICC Wales, Coldra Woods, Newport, South Wales, NP18 1DE
Tel: +44 (0) 1633 410 200
Website: https://www.iccwales.com/venue
HOW TO GET THERE:
LOCATION OF ICC WALES
The location of ICC Wales can be found in the links below. Please click on the website and input the postcode to view and print.
Map Access links:
Google Maps
What3Words ///drives.shape.region
BY CAR (INCLUDING CAR PARKING)
Built within a stunning woodland, yet a stone’ throw from the M4 motorway, the ICC Wales is well connected.
There are over 2000 visitor parking spaces located on-site, with 700 spaces on levels -1 and -2. Car parking can be pre-booked in advance or paid for on the day of your visit. Please see charges below:
0-1 hour – complimentary
1-5 hours – £7.00
5-8 hours – £12.00
8-12 hours – £16.00
12-24 hours – £20.00
BY AIR
ICC Wales is less than 1 hour driving distance from Cardiff and Bristol airports, less than 2 hours from London Heathrow and Birmingham airports, and a little over 3 hours from Manchester airport.
BY RAIL
By Rail – It takes approximately 15 minutes to reach Newport rail station from Cardiff rail station, 30 minutes from Bristol rail station, less than 2 hours from London Paddington, 2.5 hours from London Heathrow, 3.5 hours from Manchester rail station and just over 5.5 hours from Newcastle rail station. The driving distance from Newport station to ICC Wales is approximately 12 minutes.
National Rail Enquiries Tel: 08457 48 49 50 https://www.nationalrail.co.uk
UNLOADING/LOADING DETAILS & VEHICLE ACCESS
Vehicles are permitted to park on the Loading Bay to unload their items, the vehicle must move to a designated parking space (i.e. exhibitor parking bay or the ICC Wales car park) before building/set up of their stand. During teardown, exhibitors are permitted access to the loading bay once their items are packed up and ready to go. While parked on the Loading Bay or in exhibitor parking areas, vehicles will be required to display an ICC Wales Vehicle Pass so ICC Wales staff can contact the driver/owner of the vehicle if required. Marshals will distribute these to drivers during their arrival.
ICC Wales have a limited number of trolleys onsite for use, we recommend exhibitors bring their own trolley if possible. Exhibitors with small vehicles and cars under 2.2m have the option to park in the ICC Wales car park and bring their items into the Main Hall via the lift/escalator, this is an alternative to using the loading bay. Parking is free for 1 hour. The below is an exterior access map of ICC Wales. For back of house access to Main Hall, please use Loading Bay 1
If you wish to use the loading bay, you will need to provide the below details to gain access.
Please email Abbie abbie.milligan@havillsservices.co.uk no later than Monday 15th September 2025 with the below information (this applies to exhibitors, contractors and anyone who wishes to use the loading bay). If you are unable to provide the details requested this may result in access being denied, so to help minimize disruption PLEASE BE PREPARED.
• Your Name / Company
• Contact Number
• Vehicle registration & vehicle model.
• Stand name & number
There is NO vehicle access into the exhibition hall for exhibitors.
The exhibition will be held in the Main Hall of the ICC. Exhibitors will be allowed into the exhibition area 30 minutes prior to opening and may also leave 30 minutes after closing. Please check with the Organisers if additional time is required. All stands must be open and fully staffed during the official exhibition opening hours as stated below.
IMPORTANT DATES AND DEADLINES
*Tuesday 23rd September 09:00 – 20.00 (Space Only Stands)
*Wednesday 24th September 07:00 – 12.00 (All exhibitors & final touches)
Wednesday 24th September 12:30 – 20:00 – (Show open & evening reception from 18.00 in the exhibition area)
Thursday 25th September 08:30 – 18.00 (Show open)
Friday 26th September 08:30 – 14:30 (Programme & show finishes at 14:30pm)
*Friday 26th September 14:40 – 19:00 (Breakdown)
*Build / Breakdown Times
Please find below a timetable of the important dates and deadlines. Further information can be found on the listed page at the front of this Manual and various application forms, floor plans and venue documents accompany this manual.
FORMS/ DOCUMENTS DEADLINE SEND TO
Exhibition Manual Declaration Form – Monday 1st September – Havills
Space Only stand plans, Health and Safety and Insurance – Monday 8th September – Havills
Health and Safety Exhibitor Form 1 – ALL EXHIBITORS – Monday 8th September – Havills
Health and Safety Form 2 – Shell Scheme Only – Monday 8th September – Havills
Traditional Shell Scheme Fittings Extras order form – Monday 8th September – Havills
Shell Scheme Electrical extras order form – Monday 8th September – Havills
Space Only Compulsory Mains & Extras order form – Monday 8th September – Havills
Furniture Order Form – Monday 8th September – Havills
Company Fascia Name Board – Monday 8th September – Havills
Audio Visual Order Form – Monday 8th September – Havills
Graphics Order Form – Monday 1st September – Carpexe
EXHIBITION MANUAL DECLARATION FORM
Please fill in and return the enclosed Exhibition Manual Declaration Form by Friday 29th August 2025 to Abbie Milligan confirming that you have received and read this Manual.
EXHIBITOR PARTICIPATION
EXHIBITOR BADGES
All exhibition personnel will require badges to access the exhibition area. Details on how to register for the conference, upload company information and to order badges will be forwarded separately by the BOS, together with information on the virtual aspects of the conference.
Exhibitors who are bringing additional staff to their stand (outside of their sponsorship package) will be able to purchase tickets for lunch, social events and all refreshments during the Conference at a cost of £50 + vat per person per day. Further details on how to book these tickets will be provided under separate cover.
Please note that Exhibitors will be required to take their lunches 30 minutes before the Conference lunchbreak to ensure that all Conference delegates can access the catering areas.
SOCIAL EVENTS
WELCOME RECEPTION
A Welcome Reception for all delegates will take place in the Exhibition Area (Main Hall) from 18:00 – 20:00 on Wednesday 24th September.
GALA PARTY
The gala party will be held on Thursday 25th September at the ICC Wales from 19:30 hours.
Exhibitors who require additional tickets (over and above those purchased within their package) can order these using the online Sponsor & Exhibitor portal. All exhibitors will be sent log in details to this portal under separate cover.
EXHIBITION PROGRAMME
DETAILS IN THE PROGRAMME
CONTACT DETAILS to be submitted:
COMPANY NAME
MAILING ADDRESS
POST CODE
COUNTRY
TEL (Including country and area codes)
WEBSITE
Exhibitors who do not return the form by the specified deadline will only have the company name included.
EXHIBITION
MAIN EXHIBITION CONTACT
For ALL Exhibition related questions and further information please contact Abbie Milligan, Event Manager, Havills Exhibition Services.
OFFICIAL SHELL SCHEME, ELECTRICAL, FURNITURE AND GRAPHICS STAND CONTRACTORS
The official shell scheme, furniture, graphic and electrical stand contractor for the British Orthodontics Conference is:
Havills Services
Unit 1 Woodland Road,
Woodland Trading Estate
Torquay TQ2 7AT
Contact: Abbie Milligan – Tel: +44 (0) 1803 317314
Email: abbie.milligan@havillsservices.co.uk
All shell schemes stand fitting, electrical work, furniture, and graphics within the ICC will be carried out by Havills Exhibition Services. All orders must be placed with Havills Services.
FLOOR PLAN
The floor plan enclosed with this manual is correct at the time of printing. The layout has been prepared for facilitation of floor traffic and attendee and exhibitor satisfaction. Every effort is made to accommodate exhibitor requests for space and position on the floor, however, the British Orthodontic Society (BOS) reserves the right to change, if deemed necessary, the location and layout of stands.
CARPET/ FLOOR LOADING
There are carpet tiles throughout the exhibition hall; these are grey in colour.
Carpet tape – please note that exhibitors and contractors must use the NEC Group approved Stikatak B3/ A5 exhibition tape and ensure that it is lifted before they leave the hall at the end of the show. Any exhibitors who leave tape on the floor after the show will be subject to a dilapidation charge of at least £7.50 per linear metre of tape depending on the amount of damage caused to the floor. Damaged carpet tiles will be charged at £40 + VAT per tile. If you wish to build a raised platform directly on to the floor surface, you must take all precautions to protect the carpet.
VENUE WALLS/ WINDOWS
You must not fix anything to the windows or walls of the venue.
BUILD HEIGHT FOR ALL STANDS
The maximum build height within the rooms are as follows:
Shell scheme stands – 2.44m maximum.
Space only stands – 3m maximum.
Any space only plans received that show they are higher than 3m will not be approved and will need to be resubmitted, adhering to the 3m height maximum rule.
EXHIBITION STANDS
SPACE ONLY STANDS
Space Only exhibitors are particularly reminded of the following points:
• No stand may exceed the height of 3m.
• The electrical mains ducts will be bought down from the CEILING. Please ensure that you arrange for appropriate coverings for any space only stands to hide mains connections. Please submit your request for your mains location to Abbie abbie.milligan@havillsservices.co.uk no later than Monday 8th September 2025. We will pull the mains to as close to your request as possible.
• Mains power, sockets, lighting, and furniture are not included with the Space Only stands and need to be ordered using the Space Only Mandatory Mains & Electrical Extras and Furniture Order Forms. Please note that these orders must be submitted to Abbie no later than Monday 8th September 2025.
• Drawings of all proposed Space Only stands and completed Health and Safety forms, Risk Assessments and Method Statements MUST be submitted to Abbie for approval NO LATER than Monday 8th September 2025, including Health & Safety Form 1 for ALL exhibitors.
• Please note that the plans must show Company Name, Stand Number and Stand Measurements. All working layout plans should be to a reasonable scale, but not less than 1:100. Please submit the drawings and Health and Safety paperwork together with the appropriate forms enclosed with the Manual.
• Exhibitor Safety & Insurance Check. This ICC form must be completed by ALL exhibitors.
• It is every Space Only Exhibitor’s responsibility to ensure partition walls are provided between themselves and their neighbours. Where these walls form part of your stand build at the maximum height of 2.44m or are higher than stands to your back / side you must finish the walling in a tidy and neutral manner. Please note that double height stands are not permitted.
• Please discuss with Abbie if you wish to build a stand that is walled off on more than ONE side.
• Hi-Vis jackets must be always worn during loading/ unloading and build up/ breakdown.
SHELL SCHEME STANDS
Each shell scheme exhibition package includes:
• 1 x single 500W socket.
• 1m track with 2 x spotlights.
• 2 x ROYAL BLUE conference chairs and a black 4ft rectangular table – if you DO NOT want the furniture, please email Abbie to advise.
• Corner stands and all other stands that can have more than one wall left open will be left open, unless arranged/ specified otherwise by the BOS. They will be fitted with fascia on all open sides. If you would like to discuss your stand layout, please contact Abbie.
• All individual stand alterations must be agreed with Abbie no later than Monday 8th September 2025.
• Unless we are informed otherwise, we will assume that you will be using the shell scheme provided.
• Please fill in and return the attached Health and Safety forms – ALL Exhibitors (Form 1) and Shell Scheme only forms (Form 2) to Abbie no later than Monday 8th September 2025.
• Exhibitor Safety & Insurance Check. This ICC form must be completed by ALL exhibitors.
• Additional shell scheme and electrical items are available – please see the Shell Scheme Extras Order Form and Shell Scheme Electrical Extras Order Form attached with this manual.
• ALL shell scheme stands have 1 x company nameboard. You must complete the Company Name Board Form details with the name of the company as you wish it to appear on your stand. These forms must be returned to Abbie before Monday 8th September 2025. Failure to return the Name Board form will mean we will have no choice but to use your company name as provided when booking.
• Shell scheme stands that are building within the shell scheme MUST adhere to the build height and cannot build any higher than the shell scheme walls of 2.44m high.
• Hi-Vis jackets must be always worn during loading/ unloading and build up/ breakdown.
Please ensure that you have read and fully understand the detail in this – if you have any questions or need any assistance then please contact Abbie Milligan.
BUILD AND BREAKDOWN SCHEDULE
DRIVING WITHIN THE VENUE.
There will be NO vehicles or driving permitted within the venue.
BUILD TIMES
Exhibitors will be allowed access from the following times:
Tuesday 23rd September 2025
Space Only Stand Contractors from 09.00 – 20:00
(You will NOT be allowed in any earlier unless prior arrangement has been agreed with Abbie)
Wednesday 24th September 2025
All Exhibitors from 07:00 – 12.00 for shell scheme exhibitors and final preparations.
All exhibition stands must be completed to the satisfaction of the Exhibition Organisers, Managers and Venue. Health and Safety checks will be carried out prior to the Exhibition opening at 08:30. All stands must be fully staffed and ready for the official exhibition opening at 12:30 on Wednesday 24th September.
BREAKDOWN TIMES
The exhibition will officially close at 14:30 on Friday 26th September.
Breakdown for all exhibitors will be from 14:40 – 19.00.
Exhibition stands must not be disturbed, dismantled, or removed prior to the breakdown at 14:40 on Friday 26th September.
Exhibitors and their appointed stand contractors will be responsible for any charges incurred if the exhibition hall is not clear by the stated time of 19:00 on Friday 26th September.
GENERAL INFORMATION FOR EXHIBITORS
STORAGE
Please be advised that there is no on-site storage available, and all tenancy areas must be clear at the end of the event. Exhibitors are reminded to ensure they provide sufficient staff and trolleys, etc., to transport goods from their vehicles to their stands as the ICC have a very limited number on a first come, first served basis. Unfortunately, there will be no storage facilities available on-site and packing materials must not be stored within the exhibition areas.
Fire regulations prohibit the storage of packing cases, literature etc. in areas behind stands.
DELIVERIES AND COLLECTIONS/ Courier, Logistics & Freight Forwarding / Forklifting
FORKLIFT
The BOS have booked the forklift for the build & breakdown, with a dedicated driver from the ICC. All forklifting requests must be booked through Abbie Milligan no later than Monday 15th September 2025 Please include the time you would like use of the forklift and we will do our best to meet your request. Although please be aware that your preferred time may not be guaranteed as this will be based on your stand location, as well as providing minimal disruption to the show build.
All documentation to support evidence of loads and movements must be verified in writing to your Event Manager for discussion and approval one month prior to the event.
Extreme care should be taken to avoid any damage. Any reparation necessary at the end of the exhibition will be charged to the individual exhibitor concerned.
Please ensure any company or contracted drivers are advised of these details and always adhere to them.
DELIVERIES/ COLLECTIONS
Deliveries and collections may only be made during the tenancy of the exhibition. All packages should be labelled as follows:
FAO: *Event Manager Name*
C/O: *Event Title, Event Date, Sender/Client Name*
International Convention Centre Wales
Loading Bay 1
Coldra Woods
Newport
NP18 1HQ
*Box Number (e.g. Box 1 of 4)*
Any parcels that arrive outside of agreed upon delivery times will not be accepted and returned to sender. ICC Wales will not accept responsibility for misplaced parcels if they are not labelled correctly.
The Organisers, Exhibition Managers or ICC Wales cannot accept deliveries on exhibitors’ behalf. Arrangements must be made for a representative to be available on the stand and drivers delivering exhibits must be supplied with full information about which stand and to which hall the delivery is to be made. Please ensure that all materials are appropriately labelled with your company name, the event name, date of the event, hall and stand number. If this is not arranged, deliveries may be turned away.
Deliveries CANNOT be made prior to 09:00 on Tuesday 23rd September 2025, as the organisers do not have tenancy prior to this date. Any deliveries made prior to this date will be turned away.
Item collection must be done within tenancy times, unless pre-arranged with your Event Manager. Items left onsite for collection must be in secure packaging and labelled with the below:
Recipient and/or Company Name
Recipient/Company Address
Box Number (e.g. Box 1 of 4)
Collection paperwork/courier barcode (if applicable)
At the end of an event, please contact the ICC Wales Duty Manager on 07879 624 645. They will arrange storage of the items in a secure designated area ready for courier arrival. Please ensure your courier has all the required information, we will not hand over an item unless a delivery note and identification is produced. If, for any reason, there is a delay with your planned collection, please inform your Event Manager. Any items left onsite with no planned collection will be stored for a maximum of 7 days, after which time they will be referred to a recycling company for reuse or destruction.
COURIERS & LOGISTICS
For all stand material deliveries and collections, we strongly recommend that you do not send anything to the venue direct. We have appointed Cameron Event Logistics (CEL) as the official courier and logistics provider.
CEL will deliver to your stand at Build-up and collect all returning material at Breakdown.
All shipments can be sent to Cameron Event Logistics local advanced warehouse, where they will be safely stored. At appointed date CEL will arrange delivery. Upon arrival at the venue, your material will be placed directly onto your stand. Deliveries to CEL advanced warehouse should arrive are no later than Monday 22nd September.
Please liaise with CEL directly regarding your logistics requirements via hyperlink below. Should you wish to send any shipments to CEL advance warehouse, please contact CEL to obtain warehouse address.
ONLINE ENQUIRY FORM: Cameron Event Logistics
Contact: Paul Bessey
Telephone: ++44 (0) 1355 238559
Email: info@cameronlogistics.co.uk or international@cameronlogistics.co.uk
Attention International Exhibitors
If your material requires customs clearance, DO NOT send directly to the venue as delays will incur due to your material being seized or held by UK Customs authorities. Contact Cameron Event Logistics Ltd, they can assist you and provide customs clearance assistance. international@cameronlogistics.co.uk / Tel +44 1355 238559
Please note that all packages should be clearly labelled with the stand number and company name.
Please be advised that the Organisers, Exhibition Managers, and the ICC CANNOT accept any responsibility for collections on an exhibitor’s behalf and arrangements MUST be made for a stand/company representative to be available when the collections are made. Collections must be made between 15.00 and 20.00 on Friday 26th September 2025. Please note that the venue has nowhere to store anything should your collection not be made.
If, for any reason, there is a delay with your planned collection, please inform your Event Manager. Any items left onsite with no planned collection will be stored for a maximum of 7 days, after which time they will be referred to a recycling company for reuse or destruction.
WI-FI / INTERNET CONNECTION
ICC Wales has a guest WIFI network free for all guests to use. To access the complimentary Wi-Fi, the user must enter their name, provide an email address and agree to the Terms and Conditions. Network name _GuestWIFI
If any aspects of the event are reliant on an internet connection, we would recommend purchasing a private SSID or hardwired internet connect. Please contact Abbie regarding this and she can put you in touch with the correct ICC team member.
EVENT SERVICES – RIGGING
Please note that rigging is NOT allowed at the request of the event organisers. Any stand plans that are submitted requested rigging will be denied.
PERSONAL BELONGINGS
ICC Wales has 3 cloakrooms onsite that are complimentary for clients/attendees to use. Please advise your Event Manager if you would like to make use of this. Personal belongings of guests are stored at their own risk.
STAND CLEANING/ GENERAL WASTE
The Organisers will arrange for general cleaning of the exhibition premises (excluding exhibits and displays) prior to the opening of exhibition and daily prior to opening thereafter. Each exhibitor is obliged to keep their stand and surrounding areas perfectly clean during the exhibition opening hours. Any 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. We request that all exhibitors take responsibility for the removal of their own waste once they leave site – plastic, cardboard, polystyrene, large amounts of general waste etc.
STAND CATERING
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.
As they are the sole suppliers for all catering services, exhibitors are not allowed to supply their own food and drink without prior consent from the venue. Should any company attempt to provide their own food, beverages, or catering equipment in the venue, they will be asked to remove it or pay a corkage/ facilities fee for it. Any breach of the agreed contract could put the exhibition tenancy in jeopardy, so please ensure that you comply with these instructions.
Exhibitors are not allowed to distribute or give away any item of food or drink (even promotional gifts) without the express written consent of the caterers. Such requests are to be made by email 30 days before the event to eventsmanager@bos.org.uk stating the items of food and drink intended for distribution or as giveaways. Once this has been approved, please then make contact with Abbie stating your requirements (item, size, volume) who will then be able to liaise with the ICC and confirm on corkage/ forkage fees.
REFRESHMENTS
To encourage delegates to frequent the exhibition, lunch, tea, and coffee will be served within the trade area during the official refreshment breaks.
Welcome drinks will also be served on the first night of the conference (Wednesday 24th September) in the Exhibition area. We strongly encourage all exhibitors to remain on their stands during this time to meet delegates.
PASSPORT FOR PRIZES
This year the BOC is excited to launch a new initiative to our exhibitors and sponsors – the ‘Passport for Prizes’ competition which will be held over the 2.5 days of the exhibition. Guaranteed to boost traffic within the exhibition area, delegates will visit participating stands to win prizes from sponsors. We encourage all exhibitors to contribute prizes to the passport competition. Every exhibitor will be able to draw the winner of their prize. Details on how to participate will be sent to all Exhibitors separately no later than June 10, 2025.
LEAD CAPTURE
BOC is delighted to offer exhibitors the opportunity to purchase scanners for lead retrieval – the process of capturing attendee information at the Conference. Further details on how to purchase these and all relevant information will be sent to all Exhibitors separately no later than June 10, 2025.
SECURITY
The organisers will provide general security within the exhibition halls. However, the individual security of the stands and exhibits lies within the responsibility of each exhibitor. Valuables should be locked away overnight and additional care should be taken during the exhibition build and breakdown. During the rip-out period extra care must be taken, as this is a vulnerable time. In the unlikely event of a theft, please report to the organiser’s office immediately.
To help with security during the build-up and the open period of the event, admittance may be refused to anyone who has not provided their information beforehand.
Please provide the following information and email to Abbie abbie.milligan@havillsservices.co.uk no later than Monday 15th September 2025. If you are unable to provide the details requested this may result in access being denied, so to help minimise disruption PLEASE BE PREPARED.
• Your Name
• Contact number
• Stand name & number
• Vehicle registration & vehicle model.
INSURANCE AND LIABILITY INSURANCE
Neither the Organisers, Exhibition Managers or the ICC, their representatives or agents will be held responsible for any loss or damage to exhibitor’s property. Exhibitors must take precautions to protect their property against pilferage.
The Organisers do not provide insurance for exhibitors and their property. The exhibitor is responsible for their property and person and for the property and persons of their employees through full and comprehensive insurance, and shall hold harmless the Organisers, Exhibition Managers, or the ICC for all damage claims arising from theft and those perils usually covered by a fire and extended-coverage policy. Therefore, you are obliged to have a public liability insurance covering all injuries to persons and damages that might cover in connection with the exhibition. We also recommend that you have additional coverage against loss or damage to exhibition material during transport and during exhibition times. Please plan for insurance coverage through your company’s insurer.
FIRE AND EVACUATION PROCEDURES
In the event of an emergency evacuation please follow the instructions of ICC Hosts and Fire Marshals (identified by high visibility jackets) You will be directed to the assembly point in Civic Centre Estate. If it becomes necessary to evacuate the building, the following message will be broadcast:
“Ladies and Gentlemen, may I have your attention please. We must ask you to leave the building by the nearest exit as quickly as possible. Do not use the lifts and do not stop to collect personal belongings.”
FIRE PRECAUTIONS
When discovering a fire
Raise the alarm immediately via the nearest ‘break glass’ or inform a member of ICC Wales staff. Do not tackle the fire unless – you have been trained, it is a minor fire and safe to do so. Always make sure there is a safe exit route before attempting to extinguish any fire. Fire extinguishers and break glass are located next to each Fire Exit.
Fire Evacuation Procedure
When hearing the building evacuation alarm, please make your way to the nearest fire exit and follow instructions as directed by the venue marshals and fire warden. The muster point is the front lawn of Celtic Manor Resort. Please remember that during an evacuation, you should not collect any belongings and will not be able to utilise the lifts. If you are aware of any missing persons, please inform a member of staff.
FIRST AID
Full time staff at ICC Wales are trained in first aid. Should you need medical assistance, please immediately inform a venue employee, or call the ICC Wales Duty Manager number 07879 624645 and a trained first aider will come to assist. If possible, without causing any further harm, the injured party will be escorted to the medical room to be treated/await further assistance. Please be aware that you will be required to provide details for an accident report. All contractor accidents, incidents and near misses must be reported immediately to the ICC Wales Duty Manager or Technical Services Manager.
LANGUAGE
The official language of the meeting is English.
SMOKING
Smoking cigarettes and e-cigarettes are not permitted anywhere within the ICC. If you or your visitors, delegates or exhibitors wish to smoke, the designated smoking areas are located outside of the building.
HOTEL ACCOMMODATION
There are numerous accommodation options available for all budgets with over 1,000 hotel rooms nearby in Newport, Cardiff and surrounding areas.
It is worth noting that delegates who chose to stay in Cardiff can take the train directly from Cardiff Station to Newport (a 12-minute journey) A taxi to the venue will take approx. 10 minutes’ drive.
The BOS has negotiated special rates with the following hotels:
Ty Newport: https://www.ty-hotels.com/destinations/newport/rooms/
Coldra Court: https://www.coldra-court.com/home/rooms/
Ty Magor: https://www.ty-hotels.com/destinations/magor/rooms/
Please click on these links to take advantage of the preferred negotiated rates.
Please use the below code when booking BOS230925
You can review additional hotel options and book your stay in Newport by clicking the button below and using the interactive map. https://hotelmap.com/MREUW
GDPR
The EU General Data Protection Regulation (GDPR) is a privacy and data protection regulation in the European Union effective from May 25, 2018. The GDPR imposes new obligations on organisations that control or process personal data and introduces new rights and protections for EU citizens. We are committed to ensuring that your privacy is protected, and we strictly adhere to the provisions of all relevant Data Protection Legislation, including GDPR, ensuring all relevant data is handled in line with the principles outlined in the regulation.
Havills Exhibitions respect our customer’s rights to data privacy and protection and as such we have revised our internal policies, procedures, working practices to meet the requirements of the GDPR. We place a high priority on protecting and managing data in accordance with accepted standards and indeed helping our customers utilise our products and services to the same end. Havills Exhibitions are committed to compliance with the GDPR as both a processor and controller of all data.
DISCLAIMER
The Information provided in this Technical Manual has been prepared by the British Orthodontic Society to assist the exhibitors. Whilst every care has been taken to ensure that the details are correct at time of issue, the BOS shall not be liable, or responsible to any Stand Organiser, Exhibitor or any other person, in respect of inaccuracy or omission in the information contained herein, nor shall they be responsible or in any way concerned with any contract or agreement made by Stand Organiser or Exhibitor with any person, firm or company whose services are described herein.