Exhibitors Guide

Exhibition times: 
Set up times:   
Wednesday 24 April                                               14:30-17:00
Thursday 25 April 09:15-10:00

Exhibition opening times:  
Thursday 25 April 10:20-18:00

Breakdown times:   
Thursday 25 April 18:00-19:00
Friday 26 April 09:15-10:00


The exhibition will be held at the Holywell Park Conference Centre located on the University of Loughborough campus in the Babbabge (foyer area).  The exhibition stands will be located with refreshments, lunch and the posters. 

  • 1 6ft table and 2 chairs in the catering area
  • 1 x electrical socket
  • 1 x Velcro friendly 3-panel display board (each panel 180x90cm)
  • 1 x complimentary conference registration with full access to the exhibition and all sessions.
  • 1 x lunch and refreshments for one exhibitor representative for the duration of the exhibition
  • Company logo and link on the conference website
  • A4 insert into the delegate packs
  • Complementary Wireless internet
  • Mains power
  • Reception on Thursday 25th April
  • Access to the Public Lecture on Wednesday 24th April


Exhibitors can send their material in advance of the event. Please ensure all material is labelled as follows

Reference: 319220
Holywell Park
Sir Denis Rooke Building
Loughborough University
Ashby Road
LE11 3TD

Car Parking: 

Complimentary car parking is available on-site. 


While we take every precaution to protect your property during the event, the Institute of Physics and Holywell Park Conference Centre are not responsible for any loss or damage and we recommend that you affect adequate insurance.

You are also responsible for insuring against any legal liability incurred in respect of injury or damage to third parties and to property belonging to third parties. In addition to this you should protect your expenditure against abandonment and cancellation or curtailment of the event due to reasons beyond our control.

Risk Assessment:

We take our responsibilities as laid out in accordance with the Health and Safety at Work Act 1974, very seriously and it is vital that exhibitors and their contractors do likewise. By issuing this statement in advance, the organisers deem that all exhibiting companies are aware of the health and safety policies and will comply with their obligations.

The Management of Health and Safety Regulations 1992 recommends that a competent person is nominated to oversee all health and safety issues and that all employees co-operate with other personnel while sharing a work site. The nominated person will be responsible for providing the proper information and instruction, training, guarding and supervision of all parties concerned throughout the show. Failure to comply with all of the health and safety legislation can cause injury/fatality, and prosecution of an employee/employer/contractor by the Health & Safety Executive.

All exhibitors are requested to produce a risk assessment for their stand, to be available onsite, if requested by the organisers.


The organiser reserves the right to refuse admission to any exhibitor who has failed to pay their stand rental prior to the event. If you request additional chargeable items on the booking form, an invoice will be sent to you and our payment terms are 30 days.

Audio-visual Services:

If you use compact discs, tapes, records, etc (sound recordings) during the exhibition you will need to complete a GLD 08a form to obtain PPL licence – see www.ppluk.com.

Key dates

Poster abstract submission deadline: (Extended)

29 March 2019

Oral abstract submission deadline: (Closed)

27 January 2019

Early registration deadline:

08 March 2019

Accommodation deadline:

11 March 2019

Registration deadline:

12:00 GMT on 17 April 2019


Organised by the IOP Plasma Physics Group