Exhibitor Manual - Headline information

Welcome to the PAY360 Exhibitor Manual where you will find all the information you need to plan for your exhibition stand

  • Exhibitor Manual – Headline information
  • Exhibitor Manual – Extended, including Health & Safety information for exhibitors
  • Order Forms

If you have any questions or queries, please do not hesitate to get in touch with Cristina Gaitens on cristina.gaitens@thepaymentsassociation.org.

We look forward to welcoming you to PAY360 2024!

Kind Regards,

The Payments Association

Sunday 17 March 2024 – Set Up (Space Only Stands)

12:00 – 18:00

Build-up of space only stands (no shell scheme stands will be allowed access until Monday)
It is essential that all vehicles needing access to the loading bays are pre-booked a vehicle access slot.  Further instructions will be sent in February.

 

Monday 18 March 2024 – Set Up Day

08:00 – 21:00

Build-up of space only stands
* It is essential that all vehicles needing access to the loading bays are pre-booked a vehicle access slot.  Further instructions will be sent in early 2024.

16:00 – 21:00

Entry for Shell scheme exhibitors

  

Tuesday 19 March 2024 – Event Day 1                      

08:00

Exhibitor access
* Please note that ALL exhibitors need to be set up and ready for 08:30 when registration opens. We will not be able to delay opening registration if your stand is not ready.

08:30 – 16:30

Registration opening times

08:30 – 17:00

Exhibition open

09:30 – 17:00

Conference sessions

  

Wednesday 20 March 2024 – Event Day 2  / Breakdown

08:00

Exhibitor access
* Please note that ALL exhibitors need to be set up and ready for 08:30 when registration opens. We will not be able to delay opening registration if your stand is not ready.

08:30 – 16:30

Registration opening times

08:30 – 15:00

Exhibition open

08:50 – 15:00

Conference session

15:30 – 22:00

Exhibitor breakdown

* Please note ALL stands must be broken down by 21:00. Pick-up of any stand material must also be complete by 21:00.
** Space only stands will also need to book a vehicle access slot for breakdown.

 

 

*Please note that the above timings are subject to change. For any updates on the agenda, please refer to the website for the most up to date timings:  https://www.pay360conference.com/agenda/

ExCeL London
One Western Gateway, Royal Victoria Dock, London E16 1XL

https://www.excel.london/exhibitor/getting-here

Event Spaces

Exhibition, Catering, Theatres:  Halls S9 – S11 (Delegate entrance S5)

Breakout Conference Rooms: South Gallery Rooms 17, 18, 20 & 21

Compulsory for ALL Exhibitors

Action

Deadline

More information

Company Logo & Profile

ASAP

If you haven’t already, please send through your logo in eps/ai format, as well as your 150-word company profile.
Exhibitors send to: orlanna.morris@thepaymentsassociation.org
Sponsors send to: cristina.gaitens@thepaymentsassociation.org

Health & Safety

Declaration Form

By latest Monday 5 February 2024

Once you have read through the online Exhibitor Manual, this form must be completed and signed. The link to the form can be found at the bottom of the ‘Extended’ exhibitor manual page.

Site Induction (CDM) Form

By latest Monday 5 February 2024

Once you have read through the online Exhibitor Manual, this must be completed and signed. The link to the form can be found at the bottom of the ‘Extended’ exhibitor manual page.

Power & Lighting Order

Recommended: Monday 5 February 2024

Early bird rate finishes: Monday 19 February 2024

Standard rate applies: 20 February to 4 March 2024

Please be reminded that there is NO power or lighting included with either shell scheme or space only stands.

All exhibitors will need to order their power, sockets and lighting by completing the Electrical Order Form.

Staff Exhibitor Passes

Monday 4 March 2024

If you are a member of The Payments Association your allocation will be added to your member account. If you are not a member of The Payments Association, you will receive a code to register for your passes.

ADDITIONAL DEADLINES

Shell Scheme Exhibitors ONLY

Action

Deadline

More information

Shell Scheme Exhibitor

Risk Assessment

Monday 19 February 2024

Please download this and send through once completed. (The form can be found at the bottom of the ‘Extended’ exhibitor manual page).

Exhibitors send to: orlanna.morris@thepaymentsassociation.org
Sponsors send to: cristina.gaitens@thepaymentsassociation.org

Nameboard Form

Monday 19 February 2024

One fascia nameboard is provided to each open side of your stand. Please complete the Nameboard Form and return to Sales@creativelive.uk.

Shell Scheme Extras

Monday 19 February 2024

Please complete the relevant order forms if you would like to order any ‘extras’ for your shell scheme stand.
Standard furniture package (see ‘furniture’ section for details) and grey carpet is included.

Shell Extras Order Form

Floorcovering Order Form

Graphic Panel Order

Early bird rate: Monday 19 February 2024

Artwork deadline: Tuesday 27 February 2024

To order graphic panels for your shell scheme please complete the Graphics Flyer or email sales@creativelive.uk for a quote.

Space Only/Custom Build Exhibitors ONLY

Action

Deadline

More information

Confirming you are taking a space only stand

ASAP

It is important that we are informed well in advance if you plan to take a space only/ custom build stand as there is additional information and paperwork needed.

Stand Plan (with detailed measurements)

Risk Assessment and Method Statement (RAMS)

Monday 5 February 2024

See more detailed information on page 5.

Contractor / Stand Builder Contact Details

Monday 26 February 2024

Please email to Cristina.gaitens@thepaymentsassociation.org

Book Vehicle Access with ExCeL

Further information will be sent to you in early January 2024

It is essential that all vehicles needing access to the venue’s loading bays are pre-booked with ExCeL.

Order carpet / floorcovering

Monday 19 February 2024

Please be aware that carpet is not provided with space only stands.  If you wish to order carpet/floorcovering through our supplier, please order through the Floorcovering Order Form and email it to sales@creativelive.uk.

All exhibitors will receive the below package unless you have informed Orlanna Morris or Cristina Gaitens that you would like a space only/custom build package.

All shell scheme exhibitors will receive:

  1. Shell scheme walling (every exhibitor will have a back wall and some exhibitors may have side walls/open sides – please refer to your welcome email to see how many walls you have)
  2. Name board and stand number
  3. Standard furniture package which includes choice of either:
    Option A: 1 low table with 2 conference chairs; or Option B: 1 poseur table with 2 stools (see furniture section for more information).
  4. Your stand will be carpeted with grey carpet.

What is not included in your package and would need to be ordered through the relevant order forms provided in this manual:

  • Power & lighting (Don’t forget to order your power sockets to charge your phones and laptops!). We also highly recommend ordering 2-4 spotlights per stand (depending on stand size) to light up your stand. See more information further down.
  • Any additional furniture
  • Stand dressing – Graphics or branding to dress your stand. The shell scheme walls are plain white, so we recommend branding these or having a backdrop banner.

Shell Scheme Dos and Don’ts

Display materials may be affixed to the panels using double-sided Velcro or sticky pads. Please stick these items to the Foamex panels only. All residue must be removed once the posters are taken down.

No pins, nails, screws, or staples can be used. It is not permitted to stick items onto the posts as these are powder coated and attaching any items onto them causes damage. Doing so will result in charges for damaged panels or posts.

Dimensions:

  • The thickness of the Foamex panels is 3mm.
  • The total height of the shell scheme is 2.48m.
  • The distance between the venue floor and the underside of the ceiling beam is 2.41m.
  • The ceiling beams are 70mm high by 16mm wide and are various lengths depending on where they are positioned on your stand. Please advise if these need to be placed in a particular location so that the exhibition team can review if any additional beams need to be ordered. If you are planning to attach anything onto these beams, please advise the weight of the items so that this can be reviewed.

Can I mount a TV onto the wall?

You can mount a TV onto the wall of the stand; however, you will require an MDF infill panel. These can be ordered by email sales@creativelive.uk.

If you are planning on attaching items to the wall panels, please email a diagram that highlights where the items are going to be positioned with the weight of the item, and how these will be attached, so that the team can advise if this is possible. Please email sales@creativelive.uk.

Can I remove the fascia and ceiling grid?

As long as this does not structurally compromise your stand, the ceiling grid and fascia can be removed. Please email sales@creativelive.uk to request this so that they can advise whether it is possible for your stand.  

Please note that space only stands will not be carpeted, your choice of floorcovering must be ordered separately.

If you plan to opt for a space only stand over the shell scheme package above, please inform Cristina Gaitens ASAP

What we need from you – by latest Monday 5 February 2024:

  1. Stand plans & visuals including dimensions.
  2. Risk Assessment.
  3. Method Statement.
  4. Your contractor’s contact details.

Please note that all stand construction is limited to a height of 3m (unless you have been contacted by the

Early Bird Deadline: Monday 19 February 2024

Power is not included in your stand package and must be ordered separately through the Electrical Order Form.

We recommend that you order this by latest Monday 5 February. The early bird discount ends on the 19 February.

For shell scheme exhibitors: We also highly recommend ordering at least 2 x spotlights for your stand (for a 3m x 3m) or 4 spotlights (for a 6m x 3m) to ensure it is well lit within the hall.

PAT test certificates:  Exhibitors and contractors must comply with The Electricity at Work Regulations, the IEE Wiring Regulations, the EVA Electrical Regulations and the venue’s electrical regulations. If you are bringing any portable electrical appliances onsite for your stand (e.g., laptop, charger, etc.), please ensure they have a recent PAT test pass certificate. You can send this to Cristina Gaitens (cristina.gaitens@thepaymentsassociation.org) pre-event OR bring with you onsite.

Extension leads:  Please note we will not supply any extension leads. If you require one, please ensure that you bring one with you to the exhibition, or order one through our AV supplier (see AV Hire section on the next page).

During the open period of an exhibition, stand mains supply will normally be switched on no later than half an hour before the show opens and switched off no later than half an hour after it closes.

Please ensure you order enough power for your stand requirements (for example a 500w socket is usually just enough power for one laptop).  If in doubt, you can email sales@creativelive.uk for advice.  

AV Hire

To order screens or any AV for your stand, please visit our AV supplier’s website: www.eventproav.co.uk/order, Password: uk (lowercase).   Any queries regarding AV orders should be directed to Carl Wilkes hiredesk@eventproav.co.uk or cwilkes@eventproav.co.uk or telephone on 01827 250500.

 

Floorcovering

 

Please note that space only stands are not supplied with carpet and must order this separately.

Carpet will be laid throughout the exhibition hall; the stand carpet will be grey in colour.  For all additional floorcovering requirements or if you wish to purchase an alternative colour carpet, please order through the Floorcovering Order Form and email to sales@creativelive.uk.

 

Available carpet colours for purchase

 

Furniture

Deadline: Friday 8 March 2024

Shell scheme exhibitors: As noted above, either 1 low table and 2 conference chairs or 1 poseur table and 2 stools are included in the package. You will be contacted separately to confirm your choice of furniture.  To order additional furniture please do so here:  Pay 360 2024 – Creative Hire Brochure and Order Form.

                     

Option A: 1 low table and 2 chairs              OR                  Option B: 1 poseur table and 2 stools       

Space only exhibitors: Your contractor should provide the furniture as part of the package, however if you’d like to order furniture separately, please do so here:  Pay 360 2024 – Creative Hire Brochure and Order Form.

 

Lead Retrieval / Badge Scanners

To purchase lead capture licenses 

You will receive a welcome email to log in to the Exhibitor Portal.  App licenses can be purchased once you have logged in to your account. 

Please view the attached flyer for further information here.

Compatible devices

 

  • Cvent support iOS devices running on iOS 14 and higher. If your device is not running on iOS 14+, parts of LeadCapture may not work on your device. If you have an older device, check that it supports iOS 14+ and make sure that you always update to the most recent version of LeadCapture.
  • Cvent support Android devices running on 8 and higher and have access to the Google Play Store. If you have an older device that can’t run on Android 8+, does not support the Google Play Store (Kindle Fire), or you have not updated to 8+, parts of LeadCapture may not work. Always make sure your LeadCapture app is updated to the most recent version to have the best experience.

 

On-Stand Catering

Exhibitors are not permitted to bring in their own alcohol, soft drinks or food, apart from food and drink brought by individuals for personal consumption only. Stand and hospitality catering at ExCeL is provided by the in-house catering partner ELH. Any exhibitors who wish to order stand catering, please make this known to Cristina Gaitens in the first instance: cristina.gaitens@thepaymentsassociation.org.

 

Wi-Fi & Internet Access

There is a free public Wi-Fi service on the boulevard, suitable for general browsing and email.   

If, however, you need a secure connection for any demos or simply to use at your stand, please contact the venue to place your order www.excel.london/webshop.  The webshop will be open In December.

Further information on Wi-Fi and internet access is available here:  www.excel.london/uploads/excel-it-faqs.pdf or contact the venue directly: exhibitororders@excel.london.

Please remember to confirm your order by 19 February 2024 to benefit from the advanced order rate.

 

Information for Contractors

Further information for contractors, including booking vehicle access and instructions for arriving at the ExCel, will be sent to space only stand exhibitors in early 2024.

Should you have any questions prior to this, please email Cristina.gaitens@thepaymentsassociation.org.

Graphic panels

You can order custom made graphic panels for your stand. Please view the Graphics Flyer for available options. To obtain a full quote, artwork requirements or detailed advice, contact the Creative Live Exhibition Team: sales@creativelive.uk or call 01676 545410. 

 

Optional Orders

To order screens or any AV for your stand, please visit our AV supplier’s website: www.eventproav.co.uk/order, Password: uk (lowercase). Any queries regarding AV orders should be directed to Carl Wilkes hiredesk@eventproav.co.uk or cwilkes@eventproav.co.uk or telephone on 01827 250500.

Please note that space only stands will not be carpeted, your choice of floorcovering must be ordered separately.

Carpet will be laid throughout the exhibition hall; the stand carpet will be grey in colour.  For all additional floorcovering requirements or if you wish to purchase an alternative colour carpet, please order through the Floorcovering Order Form and email to sales@creativelive.uk.

Available carpet colours for purchase

Shell scheme exhibitors: 

Deadline for shell scheme exhibitors to select furniture option (choose from package A or package B) – Monday 19 February 2024

As noted above, either 1 low table and 2 conference chairs or 1 poseur table and 2 stools are included in the package. You will be contacted separately to confirm your choice of furniture.  To order additional furniture please do so here:  Pay 360 2024 – Creative Hire Brochure and Order Form.

        OR

Option A: 1 low table and 2 chairs                             Option B: 1 poseur table and 2 stools       

Space only exhibitors: Your contractor should provide the furniture as part of the package, however if you’d like to order furniture separately, please do so here:  Pay360 2024 – Creative Hire Brochure and Order Form.

Please confirm your choice of furniture package (package A or package B) by Monday 19 February 2024
Please email to: cristina.gaitens@thepaymentsassociation.org

Any questions please email either cristina.gaitens@thepaymentsassociation.org or Orlanna.morris@thepaymentsassociation.org.

 

To order additional furniture please do so here:  Pay 360 2024 – Creative Hire Brochure and Order Form

Deadline for ordering any additional furniture – Friday 8 March 2024.

Graphic Panels

Early bird order deadline:  Monday 19 February 

Artwork deadline: Tuesday 27 February

You can order custom made graphic panels for your stand. Please view the Graphics Flyer for available options. To obtain a full quote, artwork requirements or detailed advice, contact the Creative Live Exhibition Team: sales@creativelive.uk or call 01676 545410.   

To purchase lead capture licenses 

 

You will receive a welcome email to log in to the Exhibitor Portal.  App licenses can be purchased once you have logged in to your account. 

 

Please view the attached flyer for further information  here

 

Compatible device

  • We support iOS devices running on iOS 14 and higher. If your device is not running on iOS 14+, parts of LeadCapture may not work on your device. If you have an older device, check that it supports iOS 14+ and make sure that you always update to the most recent version of LeadCapture.
  • We support Android devices running on 8 and higher and have access to the Google Play Store. If you have an older device that can’t run on Android 8+, does not support the Google Play Store (Kindle Fire), or you have not updated to 8+, parts of LeadCapture may not work. Always make sure your LeadCapture app is updated to the most recent version to have the best experience.

 

 

How to log in:

    • If you have LeadCapture login credentials from past events, log in with your email and previously created password.
    • If you do not have LeadCapture login credentials then click on FORGOT PASSWORD and you will be able to create a password to log in.
    • Ensure that you are logged into the correct event (PAY360 2024). In case you are not, then click Switch Event (top right) and click Join Event. Search the Event Code: C971BEF10370 and add Pay360 2024 to the list of events you’re exhibiting at. 
    • Licenses are purchased for per device only and cannot be shared
 
 

Exhibitors are not permitted to bring in their own alcohol, soft drinks or food, apart from food and drink brought by individuals for personal consumption only. Stand and hospitality catering at ExCeL is provided by the in-house catering partner ELH. Any exhibitors who wish to order stand catering, please make this known to Cristina Gaitens in the first instance: cristina.gaitens@thepaymentsassociation.org.

There is a free public Wi-Fi service on the boulevard, suitable for general browsing and email.   

If, however, you need a secure connection for any demos or simply to use at your stand, please contact the venue to place your order www.excel.london/webshop.  The webshop will be open In December.

Further information on Wi-Fi and internet access is available here:  www.excel.london/uploads/excel-it-faqs.pdf or contact the venue directly: exhibitororders@excel.london.

Please remember to confirm your order by 19 February 2024 to benefit from the advanced order rate.

Booking your Vehicle Access

 

ExCeL uses the Voyage Control pre-show vehicle booking system for deliveries to the show floor to ensure clarity in terms of access and to reduce waiting times.   

To book your vehicle access please visit: excel.london.voyagecontrol.com and follow these instructions on how to make a booking. 

 

  • For a seamless process, it is essential that all vehicles needing access to the venue’s loading bays are pre-booked on the ExCeL London Vehicle Booking System, which will go live on 26 February 2024.
  • Any exhibitor or contractor vehicles that are not booked through the system will be denied access to the loading bay by the on-site traffic team.  No vehicle will be permitted access to the loading bay without a booking confirmation.
  • Please arrive no earlier than 15 minutes prior to the confirmed booking time.  Early arrivals will cause unnecessary delays and congestion.
  • All exhibitors, contractors and suppliers must book every time they need to access the loading bays, whether during build-up or break-down. This does not apply to couriers (see ‘Couriers’ section of the exhibitor manual).

PLEASE ALSO READ THE FOLLOWING GUIDE FOR STAND BUILDERS AND CONTRACTORS here.

 

Build-up & Breakdown

 

  • Build-up for Space Only Stands is Sunday 17 March from 12:00-18:00 and Monday 18 March from 08:00-22:00
  • Build-up for Shell Scheme Stands is Monday 18 March from 16:00-22:00
  • Break down for ALL stands is on Wednesday 20 March from 15:30-22:00

ExCeL London is accessed only via Royal Albert Way. Any vehicles approaching the site from the A13 /A406 Beckton Roundabout, should exit onto the A1020 Royal Docks Road, until Gallions Roundabout. Take the fourth exit onto Royal Albert Way and continue westbound along Royal Albert Way until the ExCeL London Roundabout. Vehicles should then go down Sandstone Lane and into the traffic marshalling area, to await further instructions from the ExCeL traffic team. There is no access for event vehicles via Seagull Lane. All event traffic should use the route detailed above.

 

If you’re using satellite navigation, please enter the postcode: E16 1FR or use the what3words ///cheer.events.began.

 

Download Site Map here

 

ULEZ

ExCeL is now within the ULEZ. You can scan the QR code below to check whether your vehicle is subject to the ULEZ charge and find out how to pay. No exceptions can be granted by ExCeL to enter the ULEZ. 

Additional Information

To find accommodation near the ExCel for this action packed event HotelPlanner will tailor your stay for optimal comfort ensuring you are at your best for this influential event. The platform’s streamlined process and personalised options guarantee a focused and satisfying participation in PAY360 2024. To receive exclusive hotel discounts simply click here.

All exhibits and stand equipment must be removed from the halls by 22:00 on Wednesday 20 March. Any remaining items will be removed as waste at the exhibitor’s expense. 

If you are arranging your own courier, you must remain in the hall until all your items have been collected. No items should be left behind unattended unless otherwise agreed with the organiser.

This ExCeL has a complementary cloakroom which is open during event hours. This is located on level 0 (down the stairs, in between hall entrances N4 & S4. Please note you will be unable to store any items overnight and cameras, laptop equipment or any other electronic devices cannot be stored in the cloakroom at any time.

 

Please keep your exhibits within the footprint of your stands.  The stand must be staffed, and all exhibits must remain displayed during the hours that the exhibition is open to visitors. Publicity notices and materials may only be displayed on and distributed from the exhibitor’s own stand. 

 

Courier deliveries can ONLY be accepted: From Monday 18 March – 08:00 – 21:00

Couriers are not required to book a time slot for access, but they do need to enter via the traffic control.  All couriers should mention PAY360 when they arrive at the ExCeL, they will then be directed to the lorry doors outside hall S11 where a representative from the exhibiting company must meet them to receive the goods.  All couriers MUST have a contact number for either an exhibitor or organiser once they arrive, they should not just leave items unattended in the loading bay. 

Please use the following address and details on the courier label: `

Contact name

Company name and contact number of sender

PAY360

Halls S9-S11

ExCeL London

One Western Gateway

London

E16 1FR

 

Directions

ExCeL London is accessed only via Royal Albert Way. Any vehicles approaching the site from the A13 /A406 Beckton Roundabout, should exit onto the A1020 Royal Docks Road, until Gallions Roundabout. Take the fourth exit onto Royal Albert Way and continue westbound along Royal Albert Way until the ExCeL London Roundabout. Vehicles should then go down Sandstone Lane and into the traffic marshalling area, to await further instructions from the ExCeL traffic team.

 

If no one from the exhibitor team will be available, please make arrangements for DSV, the official shipping contractor to receive goods on your behalf (see Shipping section below).

Exhibitors are responsible for all hired accessories within their stand area and any damages will be made at the exhibitor’s own expense.

The organisers have arranged general insurance cover for the exhibition hall; however, it is the exhibitor’s choice and responsibility to arrange insurance for their exhibition stand, equipment and materials for the duration of the show. The organisers are not liable for damage or loss of any equipment. It is also the responsibility of the exhibitor to insure against legal liability incurred in respect of injury or damage to property belonging to third parties.

We require that exhibitors have a minimum cover of £2million in Public Liability, Property Damage, Employers Liability.

Parking at ExCeL

 

Pre-booking is the only way to guarantee a space in the car park at the venue. To pre-book a space, go to the online booking platform here.

The car park is designed for vehicles up to a maximum of 1.9m height, although there are a limited number of spaces for vehicles up to 2.8m.

Parking for contractor and exhibitor vehicles up to 2.8m is available on a first-come first-served basis at the cost of £30.00 per day per vehicle.

If you are unable to secure a space on site, there are offsite parking locations in the local area, such as Canary Wharf and Stratford.

Download Site Map here for location of car parks.

If you have any questions or require more information on parking at the venue, please email ParkingOnline@excel.london.

You can ship directly to the venue using our recommended supplier DSV. DSV can provide early storage for items that are sent ahead of the event. They can also take care of any issues that may arise with international imports. The team will deliver items directly to your stand at the start of the build-up period, store any boxes during the event and provide shipment back to you post event. To receive a quote, please see their contact information below. There is also an order form here: Exhibition Handling & Freight Order Form (DSV).

DSV   Contact: Carla Cook | Tel: +44 (0) 121 780 2627 | Email: carla.cook@dsv.com | www.dsv.com

Shipment or storage outside tenancy dates is not possible, hence why we recommend using DSV. Alternatively, you will need to bring items with you during build up on the 18 March and removing items during breakdown on the 20 March.

For more detailed information, including the Health & Safety Declaration Form, the Risk Assessment Form and the CDM form, please go to the Extended Manual here.

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