Thank you for booking your stand at Childcare & Education Expo National 2026, this is a designated area to help you with your stand preparation.
What should I do next?
There are several tasks to complete ahead of the show, including:
- Health & Safety Declaration and Risk Assessment
- Additional services you may wish to order for your stand (e.g. electrics, furniture, etc.)
The timings of the Exhibition can be found in the Event Timetable tab, and a full list of our appointed contractors are shown in the Contractors & Services tab. It is important you maintain the Order Forms & Deadlines tab yourself.
Help is always close to hand, so please feel free to contact any of the team using the details in the Contact Us tab. We will be happy to assist you with any queries or concerns you may have.
We look forward to working with you over the next few months!
Industry related scams
Exhibitors may be targeted by companies claiming to be us, or working with, us, using existing event branding which may appear genuine. In the past this has included directories and hotel bookings, but companies are now also claiming they can sell visitor data from events. This is not the case.
Exhibitors need to be vigilant, read the small print, and inform their staff, marketing and finance teams about the risk of scams. Please also check with us if you receive anything you are not expecting, or are unsure of.
Please check the small print of any document that you have been sent before signing, and read this link www.aeo.org.uk/expoguide, to ensure that any company you are planning on working with is either one of our official contractors, or a reputable company within the industry.
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Order Forms & Deadlines
All completed forms must be received by the relevant contractor and are not kept on one central system. Therefore, it is important that you maintain your 'Order Forms and Deadlines tab' yourself. If you have any queries, please contact the relevant contractor directly, using their details below.
Please ensure you complete and return the forms by the specified deadlines, to ensure you receive the best price for the service. Any stand fitting extras (such as electrics or furniture) ordered after the deadlines, cannot be guaranteed.
PLEASE NOTE: Your data (including name, address, email, and telephone) will be shared with the official exhibition contractors. They will not be shared with any third parties under any circumstances.
Compulsory Task List
TASK DUE DATE CONTACT DETAILS ACTION Health & Safety Declaration & Risk Assessment Form 4 weeks prior to event Michelle Baalham
01425 838393
This email address is being protected from spambots. You need JavaScript enabled to view it. CLICK HERE Shell Scheme Specification Please read Showlite CLICK HERE Exhibitor Vehicle Pass 30th September 2026 Coventry Building Society Arena CLICK HERE Optional Tasks
TASK DUE DATE CONTACT DETAILS ACTION Accommodation ASAP Event Express
+44 (0) 1905 732 737This email address is being protected from spambots. You need JavaScript enabled to view it. CLICK HERE Audio Visual Equipment 18th September 2026 Absolute AVS CLICK HERE Catering 18th September 2026 Coventry Building Society Arena This email address is being protected from spambots. You need JavaScript enabled to view it. CLICK HERE Carpet & Floorcovering (Space Only) 3rd September 2026 Showlite CLICK HERE Electrics (Lighting & Power) 31st August 2026 Showlite CLICK HERE Furniture Hire 18th September 2026 Inspire Hire CLICK HERE Graphics 18th September 2026 Insite CLICK HERE Internet & Wifi 18th September 2026 Coventry Building Society Arena This email address is being protected from spambots. You need JavaScript enabled to view it. CLICK HERE Shell Scheme Extras 3rd September 2026 Showlite CLICK HERE -
Timetable
BUILD
Thursday 1st October 2026
08:00 – 18:30
Space Only - Stand Construction
13:00 – 18:30
Shell Scheme – Stand Dressing
OPEN
Friday 2nd October 2026
08:00 - 09:30 Shell Scheme – Stand Dressing 10:00 – 16:00
Exhibitor access from 08:00
16:00 – 19:00
After Show Party – Grosvenor Casino
Saturday 3rd October 2026
10:00 – 16:00
Exhibitor access from 09:00
BREAKDOWN
Saturday 3rd October 2026
16:00 – 20:00
BUILD-UP:
To get your vehicle to the loading gates, you must display your onsite exhibitor pass in your windscreen. This process will make the Build Up a quicker, safer and more enjoyable experience. To start your Build, please read the following steps.
1) Display your exhibitor pass in your windscreen before arriving onsite.
2) Report to the traffic marshal at the main gate on arrival.
3) Follow the instructions of the traffic marshal—you will either be directed to the holding car park or straight to the loading gates.
4) Once you have been given permission to access the loading gates, please ensure that you unload your vehicle as quick as possible—you will have a maximum of 15 minutes.
5) Once you have finished unloading your vehicle at the loading gates, please move your vehicle to the allocated exhibitor car park B.
BREAKDOWN:
To get your vehicle to the loading gates, you must obtain a vehicle movement pass. This process will make the breakdown quicker, safer and a more structured experience. To obtain your pass, please read the following steps.
1) Break down your stand first - this includes equipment and all content material. This must be all boxed up ready to load.
2) Go to your allocated loading gate and collect your vehicle movement pass from security.
3) Your stand will be checked by security, and your vehicle movement pass will only be issued, if your stand has broken down fully.
4) Go to your vehicle with your pass. Place the pass in your windscreen and await the availability of space at your loading gate.
5) Once released from Car Park B, load your vehicle quickly, to allow others to bring their vehicles up.
6) Once loaded, please depart the Coventry Building Society Arena following the one-way system, and 5 miles per hour speed limit.
Please note:
- It is a contractual requirement that your stand is not dismantled in any way or products removed, and that your stand remains manned, until the show closes and is clear of all visitors.
- It is the exhibitor's responsibility to remove all stand materials, packaging and waste from the hall before the end of breakdown. Please note a £500 + VAT fee will be levied for the removal of discarded items.
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General Information
tip: type Ctrl+F to search for a particular word/phrase
Accommodation
Please refer to the Order Forms and Deadlines tab to book, or for official contractor details.Activities and Demonstrations
Should you wish to carry out any demonstrations on your stand, please complete the Health & Safety Declaration form in the Order Forms. The Organisers reserve the right to curtail any demonstration which they consider dangerous or detrimental to the show or surrounding exhibitors. Please note:-
Exhibitors must advise the Organisers if they intend to offer any treatment, therapy, massage or similar services on the stand, as special licences from the Local Authority may be required.
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Any exhibitor wishing to operate machinery or carry out mechanical demonstrations on their stand must ensure that these constitute no safety hazard, nor interfere with the activities of visitors and exhibitors.
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All moving parts must be effectively guarded and controls sited beyond public reach.
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All seating for the public should be contained within your stand area and comply with the eGuide.
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Exhibitors should not engage in any activity or employ any purpose or device that tends to create unreasonable congestion in the gangways. Demonstrations should be planned to take place in the centre of stands to give room for the audience.
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Exhibitors are reminded that sound must be kept to a level below 80 decibels. This level will be monitored within the exhibition area.
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If you are unable to provide a Risk Assessment for any activities taking place on the stand (when requested), all demonstrations must cease until a Risk Assessment has been completed to the satisfaction of the Organiser. In the case of a dispute, the decision of the Organisers and its appointed representatives is always final.
Animals
If you wish to bring an animal onsite during the show open period, please contact the Organisersfor approval.During the Build-Up and Breakdown period, no animals will be allowed onsite if it is deemed unsafe. At all times the Organiser's decision is final.
Audio Visual Equipment
The official supplier for the show is Absolute AVS; their order form and contact details can be found in the Order Forms & Deadlines tab.Balloons
Gas filled balloons must be adequately secured to the stand. Charges will be levied for any costs incurred for repairing damage to the air handling units within the halls due to gas filled balloons being drawn into the units and for removing balloons from the roof structures.-
Balloons can hang only over your own stand.
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All helium gas cylinders must be removed from the halls once the balloons have been filled and the use of flammable gases is not permitted.
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A plan must be submitted to the organisers detailing location, height and method of attachment.
Banking Facilities
There are chargeable ATMs within Coventry Building Society Arena.Canvassing
All exhibitors are advised that unless they have a contractual agreement with the event organisers, all promotional activity including literature distribution is restricted to the limits of their stand. If you are approached on your stand by unwelcome visitors trying to sell their products, please take a business card and inform the Organisers Office immediately.Car Parking
Parking is free for every exhibitor. You can prebook your free parking online - https://www.cbsarenaparking.co.uk/Please select Childcare & Education Expo, choose the dates you want to park and use the code CHILDEX26 to reduce the cost to £0.00.
Alternatively, the following code will need to be entered into the pay machines each day prior to leaving site to access free parking: CHILDEX26
Please note: If the vehicle is staying on site the code will need to be entered once prior to leaving however if you are leaving site each day you will need to re-enter the code each day.
Carpeting
Showlite are the official flooring contractor and will supply blue carpet to every stand (included with your Shell Scheme stand package). Other carpet colours are available from showlite at an additional cost. Should you wish your stand to be supplied with a different coloured carpet please contact showlite on 01264 365550 or emailThis email address is being protected from spambots. You need JavaScript enabled to view it. No carpet is supplied to Space Only stands.Catering
Public catering outlets will be open during the event serving hot and cold drinks and a variety of food options. Please note Coventry Building Society Arena is a cashless venue.Children
Health & Safety regulations prohibit the presence of under 16s in the halls during build up and breakdown. There are no crèche facilities at this event.Cleaning
All stands will be cleaned on the night of Thursday 1st October 2026 in preparation for the opening morning. This does NOT include the cleaning of actual exhibits-
Exhibitors requiring emergency cleaning during the exhibition should contact the Organisers office (although only light cleaning will be possible during show opening hours, vacuuming will not be possible).
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Please dispose of any liquids to avoid spillage and damage to the carpets.
Cloakrooms
The cloakroom is open from 30 minutes before show opening until 30 minutes afterwards and is located near the entrance to the event.Competitions
Organising competitions and interactive games at exhibitions can significantly enhance visitor engagement and support objectives. Here’s how:1. Grabbing Attention: Competitions are a great way to attract visitors to your stand. Whether it’s a visually appealing set up, an intriguing challenge, or an enticing prize, competitions can draw people in and create buzz around your stand.
2. Breaking the Ice: Competitions provide a natural conversation starter. They break down initial barriers between visitors and exhibitors, making it easier to engage in meaningful discussions about your products or services.
3. Capturing Leads: Competitions often require participants to provide their contact details to enter or to receive results. This provides you with valuable leads that you can follow up on after the exhibition.
4. Enhancing Interaction: Interactive games and competitions make the experience more memorable for visitors. It gives them something to actively participate in rather than just passively observing, increasing their overall engagement with your brand.
5. Showcasing Products or Services: Competitions can be themed around your products or services, allowing you to demonstrate key features or benefits in a fun and interactive way.
6. Generating Buzz on Social Media: If designed well, competitions can generate a lot of buzz on social media platforms. Encourage participants to share their experiences or results online, further extending your reach beyond the exhibition.
Please email
This email address is being protected from spambots. You need JavaScript enabled to view it. as soon as possible to allow the organisers time to promote the competition to visitors. Details of the competition need to be under 50 words and be accompanied by a small image of the product or service if you would like it to be added to the website. Regrettably, no tannoy messages can be made to announce the winners of any competitions.Contractors
If you appoint a contractor to build or design the interior of your stand, please ensure they have access to a copy of this manual. They must also adhere to the venue’s rules and regulations, which are contained in the eGuide, this is available at eGUIDE – AEOWhen choosing your contractor or supplier for Childcare & Education Expo we recommend you use an ESSA Member. ESSA Members commit to the ESSA Quality Service Charter and Code of Conduct, both providing accountability and peace of mid for customers. For a list of approved suppliers please visit Event Suppliers Directory - ESSA Membership directory
Data Collection (Scanners)
Exhibitors can order SMARTSCAN data collection services from the official registration company LiveBuzz. SMARTSCAN works with your iPad or Smartphone.With the SMARTSCAN app, you can scan badges using your own smart phone or tablet. Whether you’re online or offline, SMARTSCAN not only enables you to capture visitor data and add individual notes but can also be enhanced with your own customised questionnaire. SMARTSCAN can be used on multiple devices.
LiveBuzz will email your Exhibitor Hub link to you directly as soon as the Hub is available. If you need it to be resent, please email:
This email address is being protected from spambots. You need JavaScript enabled to view it. Deliveries
Deliveries can ONLY be made between 8am and 6pm on Thursday 1st October during build-up and between 8am and 9.30am on Friday 2nd October. During these times the Organisers will sign ‘unchecked’ deliveries on behalf of exhibitors.If you are arranging goods to be delivered by courier, please only arrange delivery during the above dates and times as deliveries arranged before the show is in tenancy will not be accepted by the venue and the Organisers will not be onsite to accept.
Instructions must be made clear to your Courier Company that delivery must be made to your Stand or the Organisers Office and deliveries cannot be left in the unloading bay.
The delivery address is: (please label all parcels with the following details):
Your Contact Name
Your Exhibitor Company Name
Your Stand Number
Childcare & Education Expo National 2026
Ericsson Hall 2, Coventry Building Society Arena
Judds Lane, Longford, Coventry, CV6 6GE
Please note – The Organisers are unable to accept responsibility for any items which they have signed for ‘unchecked’.
Dilapidations
Exhibitors are responsible for all panels, walls, columns, flooring, Shell Scheme stands, hired accessories, etc. within their stand area and any damages will be made good at the exhibitor's own expense.All exhibits and stand fitting materials must be cleared from the venue and charges will be levied for the removal of any abandoned articles, including carpet tape and literature.
Disability Access
Please ensure that you consider accessibility to your products and services for disabled people when designing your stand. This may include (but not exclusively) providing wheelchair access ramps, induction hearing loops, low level desks, transaction aids and appropriate signage..Disabled Facilities
There are disabled toilets within the exhibition hall.Electrics & Lighting
Shell scheme stands will be supplied with one LED fluorescent on stands up to 6sqm and two LED fluorescents on stands over 6.5sqm. If you need a power socket or any other electrical service, it MUST be ordered through the official contractor showlite.It is necessary for a stand in each block to house the mains box. You will not be advised if it will be housed in your stand.
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Regulations - All electrical work must be carried out in accordance with the electrical regulations laid down by the local authority, IEE, the Health & Safety at Work Act 1974, British Standards Institution BS 7671 17th Edition and the Electricity at Work Regulations 1989. A full copy and advice on electrical installations can be obtained by contacting Showlite
- General Electrical Information - Please order your electrical requirements via the Order Forms and Deadlines tab. Showliteare responsible for, and will carry out, all electrical work on all stands. Please specify your requirements on the Order Form and location grid. This form should be returned by the deadline date to avoid surcharges for late orders.Please note that the grid needs to be submitted with the order form to ensure that the electrics are fitted as per your requirements. Should a grid not be submitted, the items will be positioned at the discretion of the contractor and charges may be levied for on-site changes
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Basic guidelines
Listed below are examples of “typical” loadings for items plugged into socket outlets:
500 watt sockets: PC Computers, TV’s, videos, spotlights to 500W, refrigerators
1000 watt sockets: domestic filter coffee machines, lighting up to 1000W
2000 watt sockets: kettles*, machinery up to 2000W
3000 watt sockets: hired coffee machines, machinery 2000W to 3000W
* These appliances are of varying power requirements dependent upon type and manufacturer. It is therefore essential that the reference tag or plate that is fitted to each appliance under law be read, the loading in watts or kW (kilo Watts = Watts x 1000) will be stated, and the appropriate size socket be ordered.
As the exhibitor, it is your responsibility to order adequate power supply for your stand. Failure to do this will result in delays on site and could be a fire risk. On-site checks will be carried out by the appointed Health & Safety Officer and Electrical Contractor. In all cases the decision of the Organiser and its appointed representative is final
Exhibitor Badges
Exhibitor Badges can be ordered via your Exhibitor Hub. LiveBuzz (the official registration Contractor) will email your Exhibitor Hub Link to you directly as soon as it is available to access. If you would like it to be resent, please email:This email address is being protected from spambots. You need JavaScript enabled to view it. Once ordered the Exhibitor Badges will be ready for collection when you arrive onsite, from the registration desk any time after 2pm on Thursday 1st October 2026.
Exhibitor Hub
LiveBuzz is the official registration company for Childcare & Education Expo National and manages the Exhibitor Hub. Your Exhibitor Hub is where you can:• Order Exhibitor Badges
• Order Data Collection Scanners
• Access E-Invite templates/personalised registration links to potential clients
• Download personalised marketing banners
• Update your digital exhibitor profile. Your profile can include: Company bio, Product categories, Products you will showcase at the event, Videos or Press releases and more. We ask that this is updated 3 weeks before the event to ensure your details are right for the event guide and event signage.
Your Exhibitor Hub gives you full control over how your business is presented to visitors, ensuring the most accurate and appealing information is available.
If you have not received your Exhibitor Hub link or need it to be resent, please email:
This email address is being protected from spambots. You need JavaScript enabled to view it. Exhibitor Party
Please join the Organisers and your fellow Exhibitors for an after-show drink at the Exhibitors Party which will be held on Friday 2nd October from 4.15pm after the exhibition has closed at Lady G’s Bar in the onsite Casino. Invitations will be given out after the show has opened.Please note, any stand staff under the age of 18 will not be permitted, please ensure you have ID on you, as it must be shown on entrance (to adhere to the regulations of Grosvenor Casino).
Fire Exits
Fire exits must be always kept clear of obstructions.First Aid
Should you require first aid assistance, please contact the Organiser's Office.Furniture
Furniture should be ordered as early as possible to avoid non-availability of stock. Please note the furniture is for hire.Gangways
Build
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For Health and Safety reasons there will be no off-loading of exhibits or stand fitting materials into the gangways under any circumstances.
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Gangways MUST be kept clear at all times and anything left in any gangway will be deemed as rubbish by the cleaners and removed.
During the show
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Please note the gangways are not part of your stand. All staff and exhibits must be contained within your stand space and all gangways must be kept clear at all times.
Graphics
Our official supplier for the show is Insite. Please refer to the Checklist for their brochure and contact details.Insurance
Any loss or damage that may occur during the show should immediately be notified to the Organisers and Security on-site. Exhibitors need insurance cover (5M Public Liability).Internet & Wifi
Coventry Building Society Arena has free unsupported wi-Fi available, however as this is unsupported neither the venue nor the organisers can guarantee the Wi-Fi’s availability or performance.Logistics
We can recommend Forest Logistics to assist with delivery services to your stand:T: 01425 479131
E: traffic@forestlogistics.co.uk
Maintenance & Repair
Maintenance work to stands must be carried out the evening prior to open, or after the close of show by prior arrangement with the Organisers. No maintenance will be permitted during the open hours.Marketing & Sponsorship
The organiser undertakes extensive marketing, but the co-operation of exhibitors makes a good show great. Make the most of the expo's dedicated audience from the moment you book by following these top tips.
Your Marketing Welcome Email
When you sign up as an exhibitor, you will receive a marketing welcome email with everything you need to promote your involvement. This includes:
- Exhibitor Hub Access: A unique link to update your profile. Use the hub to add your profile, product details, press releases, links, images and videos. All updates automatically appear on the website, so you're in full control of what visitors see.
- Personalised Marketing Materials: A link to your Google Drive with ready-to-use personalised social media graphics, press releases, event listings, email templates and more.If you haven’t received your materials or have questions, email
This email address is being protected from spambots. You need JavaScript enabled to view it. - Exhibitor Competitions: Information on competitions offering extra marketing opportunities.
This email will be sent to all exhibitors when the event goes live. Those signing up later will receive it individually.
Participate in Social Media
Join us on Facebook LinkedIn, Tik-Tok and Instagram. Use #ChildEdExpo to connect with our followers. We’ll engage with and share your posts to maximise your reach. Even a quick mention of your participation can boost awareness. Keep using social media after the event to engage with potential clients and stay visible.
Music Licences
Exhibitors who wish to play any kind of recorded music or music videos in public or broadcast them in the UK MUST obtain a music license from PPL/PRSNameboards
The Company Name that you have put on your Contract/Booking Form will be the name that we print on your Stand Nameboard, if you would like to change or check this please contact Michelle Baalham on 01425 838393 or emailThis email address is being protected from spambots. You need JavaScript enabled to view it. Pallets
Exhibitors are responsible for the removal of any pallets used to deliver goods to your stand. A charge will be made to you for the disposal of any pallets which are not removed.Public Address System
The public address system is for use by the Organisers and Authorities only. During the Open Period only official and emergency messages will be broadcast.Rules & Regulations
Exhibitors should familiarise themselves with the rules and regulations specified in this manual, together with the terms and conditions displayed on the back of your Contract to Exhibit - failure to do so may result in delays in the construction process.Scams
Scamming is a huge problem across the globe, with the total cost to the world of cybercrime estimated to rise to a staggering $10 trillion by 2026. It’s a fact that the scammers are getting smarter, more sophisticated, and more aggressive.Events are not immune from this worrying tend and exhibitors at shows can represent an attractive target for scammers, who harvest date from public websites and directories and pretend to represent the organiser of the event, or companies associated with the event. We want you to enjoy your exhibition experience, to be alert and to protect yourself and your company from potential scams. In this short video, we will tell you about the type of scams you should look out for, what makes something look suspicious and wat to do if you are a victim of scamming: Expoguide
Security
The security provided by the Organisers is designed to prevent unauthorised access to the hall, not to secure the contents of your stand. There will be internal overnight security patrols only and these cannot secure the safety of your goods if left unattended.Please ensure your stand is manned at all times. Please help the organisers with the security of the halls by informing the organisers office immediately of any security issues. Exhibitors are advised to not leave their stands unattended during build up, breakdown or the open period, and to take particular care with personal items such as mobile telephones and laptop computers.
Any incidents of theft must be reported to the Organisers immediately as it will be necessary to complete a security form and report the incident to the police. Please note that neither the Organisers nor the venue can be held responsible for any loss or damage to stands or exhibits.
Shell Scheme Information
The official Shell Scheme contractor is Showlite. For technical specifications see Shell Scheme Specification in Order Forms & Deadlines tab.To enhance your stand please see Shell Scheme Extras Formin Order Forms & Deadlines tab
Shell Scheme panel sizes are:
Visible panel Size: 2340mm H x 950mm W
Actual Size: 2354mm H x 970mm W
Generally, stands will consist of one back wall, two side walls and an open frontage, Corner stands will have two walls and two open frontages.
Under no circumstances are nails, screw etc to be used on Shell Scheme panels. All exhibitors are advised to check their stand for any damage, however small, before commencing to set up/dress their stand. Any damage should be reported to the Organisers Office before 9am on Friday 2nd October 2026. At the close of the exhibition, any damage incurred to your stand will be charged to the exhibitor concerned.
The organisers reserve the right to refuse entry to any exhibitor who has failed to pay their stand rental in full.
Stand Space
The number of Exhibiting staff on your stand must keep within your stand space as all business activities must be conducted within the boundaries of your designated stand. All displays, promotional materials, and equipment must fit entirely within your stand area and must not obstruct or encroach upon the gangways.Start Up Zone
We are committed to supporting and fostering innovation in our industry that’s why we’ve created this unique zone to give small businesses a chance to exhibit with us.Included in the Start Up Zone exhibition space:
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2m x 1m stand carpeted stand space
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1 Trestle Table (4ft) and 2 chairs
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Entry in the Digital Event Guide
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Listing on Childcare & Education Expo website
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Access to the after-show Exhibitor Party
Please note shell scheme walls, fascia name board and power are not provided for Start Up Zone stands.
Storage
Excess stock, literature and packing cases may not be stored on, around or behind stands as this may cause a fire hazard, unless contained in a lockable storeroom.To enhance your stand with a Storage Area please see Shell Scheme Extras Formin Order Forms & Deadlines tab
There will be an allocated Storage area available on site for a limited amount of stock to sell to visitors at the event, please contact the Organisers onsite for clarification of this storage area. Items left in the Storage area are at your own risk.
Venue
Information on the venue facilities is available at About Us — Coventry Building Society Arena. Please note CBS Arena is a cashless venue.Visitor Data Capture
Details of all visitors making enquiries on your stand can be captured by the use ofSmartscan which can be ordered via your Exhibitor Hub. If you need the link to your Exhibitor Hub resent, please emailThis email address is being protected from spambots. You need JavaScript enabled to view it. Waste Disposal
All exhibits and stand fitting materials must be cleared from the venue – charges will be levied for the removal of any abandoned articles. -
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SEND in Early Years Conference
COMPULSORY FORMS
Subject
Contact Details/Link to Form
Deadline Exhibitor Badges
Exhibitor Badges can be ordered via your Exhibitor Hub. A member of our marketing team will email your Exhibitor Hub Link to you directly as soon as it is available to access. If you would like it to be resent, please email:
This email address is being protected from spambots. You need JavaScript enabled to view it. ASAP
Accommodation
If required
Extras Form
(Furniture & Power)
Risk Assessment
Please click on the below link to complete: https://broadwayevents.wufoo.com/forms/send-in-early-years-extras-ra-form/
29th August 2025
Enquiries (General)
Contact: Broadway Events
Email:
This email address is being protected from spambots. You need JavaScript enabled to view it. Tel: 01425 838393
Pre Show
Marketing / Press Releases
Contact:Broadway Events
Email:
This email address is being protected from spambots. You need JavaScript enabled to view it. Tel: 01425 838393
ASAP
Build Up and Breakdown Times
Date
Times
Friday 2nd October
07.00 – 08.30
Build-Up
Stands must be ready by 08.30am on Friday 2nd October
Friday 2nd October
08.45 – 09.30
Registration & Networking
Friday 2nd October
08.45 – 16.00
Exhibition Open
Friday 2nd October
09.30 – 16.00
Conference Times
Friday 2nd October
16.00 – 17.00
Breakdown
You will not be permitted to breakdown your stand before 16.00 on Friday 2nd October. It is important that you adhere to our request, as it is unfair to other exhibitors and delegates still at the Conference.
General InformationAccommodation
We are working with accommodation agency Event Express to provide discounted hotel accommodation for exhibitors at the SEND in Early Years Conference taking place on 2nd October 2026 at the Coventry Building Society Arena. Event Express have negotiated discounted rates at hotels around the Coventry Building Society Arena, exclusively for event attendees.
If you are unsure of your exact requirements, Event Express also offer flexible cancellation policies, which allow you to make amendments and cancellations at no charge until closer to the event, and event Express do advise that exhibitors book now and amend later to guarantee your preferred hotel.
The Event Express service is completely free to use with no hidden charges and no booking or transaction fees, and the friendly reservations team will liaise directly with hotels on your behalf. For more information, please contact Event Express directly via email
This email address is being protected from spambots. You need JavaScript enabled to view it. or telephone 01905 732737, or alternatively click here.Audio Visual Equipment
If you require audio visual equipment, please contact James Harrison, email:
This email address is being protected from spambots. You need JavaScript enabled to view it. Tel: 01764 852222.
Badges – Exhibitors
Exhibitor Badges can be ordered via your Exhibitor Hub. LiveBuzz (the official registration Contractor) will email your Exhibitor Hub Link to you directly as soon as it is available to access. If you would like it to be resent, please email:
This email address is being protected from spambots. You need JavaScript enabled to view it. Balloons/Inflatables
Use of helium or balloon gas filled balloons must be agreed in writing to the Organisers prior to the event. A £100 refundable deposit will be requiredfor their use at the Coventry Building Society Arena.
Car Parking
Parking is free for every exhibitor. The following code will need to be entered into the pay machines each day prior to leaving site to access free parking: SEND26
Please note: If the vehicle is staying on site the code will need to be entered once prior to leaving however if you are leaving site each day you will need to re-enter the code each day. Alternatively, you can prebook your free parking onlinehere
Please select Childcare & Education Expo and use the code SEND26 to reduce the cost to £0.00.
Catering
Please see your booking information for the number of people included for catering in your stand package.
Children
Please note that children under the age of 16 are prohibited from the site during build up and breakdown at any time. This is a Health & Safety regulation.
Cloakroom
A cloakroom is availableadjacent to the registration area and will be open throughout the event.
Delivery Address
Deliveries can take place between 8am – 5pm on Thursday1st October and any objects must be addressed as follows:
SEND in Early Years Conference
Company Name
Coventry Building Society Arena
Judds Lane, Longford, Coventry, CV6 6GE
Dietary Requirements
If you or a member of your team have any specific dietary needs,particularly any known allergies, please provide details on the Extras Form.
Disabled Facilities
Coventry Building Society Arena has a range of disabled facilities available, offering accessible toilets, ramp, and lift facilities.
Electrics
One power socket is included in your stand package.
Electrical Equipment
Any person bringing any portable electrical equipment onsite must be able to demonstrate that the electrical equipment is maintainedcorrectly, and the equipment has been subjected to routine inspection and testing in accordance with The Electricity at Work Regulations 1989.
Emergency Procedures
Please ensure that all stand staff are aware of emergency procedures and the locations of the nearest fire exits to your stand.
Fire Exits and Extinguishers
Fire exits must always be kept clear of obstructions.Please note all materials used for decorating, draping or display objects must be non-flammable or made non-flammable by impregnating with fire-proof solution and bear a branding mark denoting that this has been done and must in all ways comply with the requirements of the local Fire Service.
First Aid
Any medical emergency must be reported immediately to the organisers’desk. It is most important that the exact location of the casualty is given.
Health & Safety
All emergency exits/fire doors must be kept clear – this also applies to gangways. Stand work areas should be kept tidy to minimise risks, allowing hazards to be easily identified.Please make sure your stand staff are aware of the nearest Fire Exit.
Insurance
Every exhibitor is responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties so you will need Public Liability Cover. Employer’s Liability cover is also mandatory in the UK. In addition to this you should protect your expenditure against Abandonment or Cancellation of the event due to reasons beyond our control.
Lost Property
Any property lost or found should be reported to the organisers’ desk who will liaise with the venue.
Marketing & Sponsorship
The organiser undertakes extensive marketing, but the co-operation of exhibitors makes a good show great. Make the most of the expo's dedicated audience from the moment you book by following these top tips.
Your Marketing Welcome Email
When you sign up as an exhibitor, you will receive a marketing welcome email with everything you need to promote your involvement. This includes:
- Exhibitor Hub Access: A unique link to update your profile. Use the hub to add your profile, product details, press releases, links, images and videos. All updates automatically appear on the website, so you're in full control of what visitors see.
- Personalised Marketing Materials: A link to your Google Drive with ready-to-use personalised social media graphics, press releases, event listings, email templates and more.If you haven’t received your materials or have questions, email
This email address is being protected from spambots. You need JavaScript enabled to view it. - Exhibitor Competitions: Information on competitions offering extra marketing opportunities.
This email will be sent to all exhibitors when the event goes live. Those signing up later will receive it individually.
Participate in Social Media
Join us on Facebook LinkedIn, Tik-Tok and Instagram. Use #ChildEdExpo to connect with our followers. We’ll engage with and share your posts to maximise your reach. Even a quick mention of your participation can boost awareness. Keep using social media after the event to engage with potential clients and stay visible.
Stand Out with Sponsorship
Sponsorship at the SEND in Early Years Conference is a unique chance to showcase your brand to a dedicated audience of childcare and education professionals. Options include visitor bags, refreshments, feature areas, seminars, lanyards and more, helping to highlight your brand’s quality and expertise.
For sponsorship opportunities, call 01425 838393 or email
This email address is being protected from spambots. You need JavaScript enabled to view it. This email address is being protected from spambots. You need JavaScript enabled to view it. Payment for Exhibition Stands
The Organisers reserve the right to refuse admission to any exhibitor who has failed to pay their stand space in full.
Scams
Scamming is a huge problem across the globe, with the total cost to the world of cybercrime estimated to rise to a staggering $10 trillion by 2025. It’s a fact that the scammers are getting smarter, more sophisticated, and more aggressive.
Events are not immune from this worrying tend and exhibitors at shows can represent an attractive target for scammers, who harvest date from public websites and directories and pretend to represent the organiser of the event, or companies associated with the event. We want you to enjoy your exhibition experience, to be alert and to protect yourself and your company from potential scams. In this short video, we will tell you about the type of scams you should look out for, what makes something look suspicious and what to do if you are a victim of scamming: Expoguide (aeo.org.uk)
Security
Whilst every endeavour is made to safeguard exhibitors’ and visitors’ property, both personal and commercial, occasionally a loss may occur even with constant security patrols, CCTV cameras and alarm systems.
The Organisers and the venue cannot be held responsible for any loss or damage to exhibitors’ property.
Do not leave valuable items such as laptops in full view,if unattended, during the show and after the show has closed.
Stand Requirements
Your stand fittings, furniture and promotional material must fit withinstand space. Please note this is a tabletop style exhibition suitable for pop up banners and limited marketing material. The Organisers reserve the right to remove any items that are blocking gangways or fire exits.
Travel & Transport
Coventry Building Society Arena is in the heart of the UK with excellent transport links to London, Birmingham and the Midlands.
By rail, Coventry is 55 minutes from London and 20 minutes from Birmingham Airport, with easy access to the M6 and wider motorway network. Get Directions
Trolleys
Exhibitors are advised to bring trolleys for build-up and breakdown as they are NOT provided by the Coventry Building Society Arena. Trolleys cannot be used during the exhibition open period.
Venue
Information on the venue facilities is available at About Us — Coventry Building Society Arena
Please note Coventry Building Society Arena is a cashless venue.
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Waste
Exhibitors are responsible for any damage caused within their stand area – any damage will be repaired at the exhibitor’s expense. All exhibits and stand fitting materials must be cleared from the venue – charges will be levied for the removal of any abandoned articles.
Wi-Fi
Wi-Fi internet connection is available free of charge to all exhibitors.
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CRM Regulations
In April 2015 the Health and Safety Executive introduced the Construction Design & Management Regulations (CDM) into the exhibition industry, to provide a framework to help ensure that your participation at this event is carried out safely. The regulations apply during times when the event is in construction/deconstruction, and the control measures differ for shell scheme exhibitors and space only exhibitors, so please read the relevant section below for you.
Shell Scheme Exhibitors
If Broadway Events Ltd is building your shell scheme stand (via the official show contractor ) and you are not planning to construct anything within the stand (excluding stand dressing items, posters, furniture, AV) please skip ahead to the Health and Safety tab below.
Space Only Exhibitors
It is your responsibility, as an exhibitor, to ensure that all the roles required under CDM are fulfilled. You do not necessarily need to appoint three separate people for each role, as some roles may fall under one person’s remit, but you must make sure that the below-listed duties are carried out regardless.
Individual Client: this is you as an exhibitor. You are primarily responsible for appointing a competent contractor to build your stand, and making sure they have all the information needed to create a structurally sound and safe stand. Duties also involve:
- Ensuring the below roles are fulfilled. The majority of the responsibilities can be delegated to your stand designer/builder if you use one.
- Ensuring that all construction work is carried out safely and within the times stated in this manual. This can also be delegated to your stand designer/builder if you use one.
- Employing competent staff for the work required.
- Ensure all appropriate paperwork requested in this manual, including a construction phase plan, is submitted on time. Your stand designer/builder can also do this for you.
Role 1. Principal Designer: this is the person in charge of the design of your stand. They must ensure that:
- All planning, design and pre-construction work is carried out in accordance with the regulations in this technical manual.
- Competent staff are employed for the work required.
- They produce and submit all appropriate paperwork requested in this manual on time, including a construction phase plan, and prepare an onsite health & safety file.
- The event's welfare and emergency gangway floor plan, health & safety documentation, and site safety rules are shared with your appointed contractors in advance of the event.
Role 2. Principal Contractor: this is the person who is in control of the build and breakdown of your stand. They must ensure that:
- Work is carried out as per the documentation approved by the Organisers, with no risks to health & safety.
- Competent staff are employed for the work required.
- The event's welfare and emergency gangway floor plan, health & safety documentation, and site safety rules are shared with their staff and any appointed sub-contractors in advance of the event.
- Access on to your stand is restricted depending on the work being carried out at the time (e.g. appropriate PPE is worn where appropriate).
- They liaise onsite with the organiser's operations team and their appointed floor managers.
Role 3. Sub Contractor: this is the person working on the stand either under or alongside the principal contractor. They must ensure that:
- Work is carried out as per the documentation approved by the Organisers, with no risks to health & safety.
- Competent staff are employed for the work required.
- Adequate information and training is provided to the onsite team.
- They liaise onsite with the principle contractor, the organiser’s operations team and their appointed Floor Managers.
There are instances when you, as the exhibitor, could be all of the above roles if you plan, design, build and breakdown your own stand. If this reflects your situation, you will need to submit a construction phase plan along with all appropriate paperwork requested in this manual.
Safety Planning Supervisor
The Organisers recommend that you also appoint a safety planning supervisor to manage your stand build's on-site health & safety delivery. This supervisor will have specific responsibility for managing health & safety (including the provision of proper information and instruction, training, guarding and supervision of all parties concerned through the show), and be responsible for the undertaking the Health and Safety requirements listed in this manual.
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