Exhibitor FAQs
If you have booked to exhibit at Procurex Ireland, here are some of our frequently asked questions to help you find the answer or point you in the right direction.
Pre-Event
What is on the pre-event checklist?
The pre-event checklist contains the following – upload your company logo and biography, confirm your company name as you would like it to appear on any printed materials, registering your stand staff and complete your Health and Safety form.
How can I update my exhibitor company name/logo/bio?
You can update this information on the portal up to 4 weeks before the event date.
How do I change the main point of contact for my stand?
Where is my stand located?
What is a Space Only stand and how do I apply for this?
- Detailed Stand Designs including elevation detail
- Risk Assessment & Method Statement
- Construction Phase Plan (CPP)
- Copy of Public Liability Insurance certificate for their stand
Can I courier deliveries to my stand?
Deliveries can arrive from 08:00 on build day. The venue will not be able to accept any deliveries before then and anything that does arrive before this time will be sent away by the venue. If you are arranging a courier, please ensure you have arranged for larger items to be delivered directly to your stand with stand name and number clearly marked as venue staff cannot arrange for this. Please note that venue staff are unable to sign for deliveries.
I wish to upgrade my stand, who do I need to speak to?
I can’t get onto the portal, what should I do?
What is included in my stand?
Details of your stand package can be found in your contract; this may vary for different stands. A standard shell scheme package includes.
- Personalised nameboard
- 1 Trestle table
- 1 Tablecloth
- 2 Chairs
- 500-Watt power outlet
- 2 Spotlights
Can I have additional power at my stand?
Yes, you can order additional power from our stand builder, details of which can be found on the ‘Official Contractors’ tab on the portal.
Can I hire additional furniture for my stand?
Yes, you can hire additional furniture from our furniture suppliers, details of which can be found on the ‘Official Contractors’ tab on the portal.
Printing graphics for my stand? What are the panel specifications?
You can order branded package upgrades via the order link on our portal. You can find the link at ‘My Stand Details’ tab and ‘Official Contractors’ tab.
If you are planning to print your own graphics. Visible panel size is 915mm wide x 2340mm high.
Important rules about using the shell scheme! Please see the Dos and Don’ts list from Total Expo
Can I book more exhibitor passes?
Additional exhibitor staff passes can be added via our portal – ‘My Stand Details’ tab. Please note additional staff above the number detailed in your contract will not receive catering.
How do I book my exhibitor staff?
Details of exhibitor staff can be added on the ‘My Stand Details’ tab of the portal.
Can I change my exhibitor staff details?
You can update your staff details on the ‘My Stand Details’ tab of the portal.
Is there accomodation nearby?
You can find details of RDS Accommodation Partners here.
Event Day
Where can I park at the venue?
The RDS is located on Merrion Road (R118) which is a main artery into Dublin city centre. The RDS is within easy reach of the M50 north and south bound. There is ample parking available onsite at the RDS.
Except for Members of the RDS, all car parking facilities at the RDS are operated on a fee-paying basis.
When can I access the hall for set up?
Exhibitor access times are 15:00-19:00 on build day and from 07:30 on event day. The event opens to delegates at 09:00 and runs until 16:00. If you are a space only exhibitor, your stand builder can access from 10:00 on build day.
When can I access the hall for break down?
You can break down your stand from 16:00 on event day. You will not be permitted to break down your stand prior to this as it is against health and safety guidelines. All items must be removed off-site by 18:00. This includes all rubbish and panels and courier pick-ups. Failure to take anything off site will result in a removal fee from the venue
Can I film onsite?
The organisers film throughout the day and have permission to do so. Individual exhibitors/sponsors do not have permission to film general shots of the event, however you can film your own stand or speaking session so long as no other areas of the event/delegates are included.
Can we store empty boxes onsite?
Unused boxes can be left in the aisles on build days, and they will be cleared. Otherwise, any boxes you need to store can be stored behind the shell scheme walls – speak to staff onsite for details.
When will we receive our exhibitor badges?
Your exhibitor badge is in QR code form and will be emailed to you once you are registered via our portal. This can be scanned on arrival at registration to print your physical badge.
Post Event
Will a delegate list be made available?
We do not offer a delegate list, however post event you will be sent a list of those delegates who have opted in to be included in a post event list – this includes name, job title and organisation. This will be sent by email within 48 hours of the event closing. However please note that you make use of the badge scanning app which collects details of any delegate you scan, and full contact information will be shared.
Why does the lead app does not show contact information?
The lead app only shows a small detail of your scanned leads, to access full contact information for your lead, please download the leads from your portal.
How do I access my event leads?
Following the event, you will be able to view and download your leads in the Lead tab on the portal – this can be accessed by the main POC and exported to a excel spreadsheet.
How does the process work for data we scan onsite from a GDPR/compliance point of view?
For any badge scanned onsite and captured correctly within the lead management software on the event app, you will be sent full contact information.
Is this data compliant?
All attendees must sign up to the T&Cs outlining what happens to their data if they are scanned onsite in order to register for any event.
How can I use this data?
Once you receive the data your organisation become the data controllers [we are not renting these details to you] – therefore your own policies would apply and you would be would be able to use the data how and for as long as those policies allow. All data must be treated in accordance with UK rules ie GDPR/PECR.