Exhibitor Joining Instructions

Here’s some information which you may find useful when exhibiting at the conference.

 Deliveries and collections by courier

• If you’re looking to send any items ahead of the conference and/or being collected afterwards, please email the number of boxes being sent and their approximate size to vivien.thomas@iop.org and they’ll liaise with the venue to check this is possible.
• Only authorised deliveries will be accepted. Once authorised, deliveries are to be made on either Thursday 10, Friday 11 or Monday 14 September 2026 between the hours of 9am to 5pm.
• All deliveries should be clearly labelled as follows and include the box number i.e. 1 of 4.

• Items are to be collected no later than 4pm on Friday 18 September (the last day of the conference). Should you need to leave any items for courier collection please use the following instructions:

Set-up and breakdown

• The exhibition will be held from Tuesday 15 to Thursday 17 September. Access for set-up is from 8am on Tuesday 15 September. Upon arrival, please register at the IOP registration desk and you’ll be given your badge and lanyard, shown to your exhibition table and given an orientation. If you would prefer to set up before the drinks reception on Monday evening, I’m sure this can be arranged. Please don’t hesitate to get in touch if you’d like to do so.
• Breakdown is between 3:45pm to 5pm on Thursday 17 September, during the final session. Alternatively, you’re very welcome to break down on Friday morning, 18 September, before 11am, if that’s easier for you.
• The exhibitor tables are 6ft in length.
• Please note that the conference rooms can be accessed by either stairs or lift. If you will be bringing any bulky items that need to be transported via the lift, please be aware of the lift dimensions: Door width – 90cm, Lift height – 210cm, Door height – 200cm, Lift Width – 150cm, Lift Length – 155cm, Lift maximum weight 1000kg.

Storing items overnight during the conference

• There is a lockable room you can use, alternatively, items can be left in situ but this is at your own risk and the venue and the IOP take no responsibility. We recommend that any valuable items or IT/tech equipment are kept with you. Please ask at the IOP registration desk for the location and access information for the lockable room.

• Wi‑Fi can be accessed via Eduroam or through the public network. Please visit the registration desk for the public Wi‑Fi login details.

Parking nearby and travel information

• Items can be unloaded directly outside the building. Once unloading is complete, we kindly ask that vehicles are moved to a designated parking area.
• Complimentary car parking is available on the Pollock Estate on a first-come, first-served basis. Spaces are limited, and availability is not guaranteed. Guests must obtain a permit from the main Pollock Halls reception and display it at all times while using the car park.
• Electric car charging bays are subject to availability and are provided by Charge Place Scotland. For further information visit their website: https://chargeplacescotland.org/
• Vehicles and their contents are parked at the owner's risk.
• Low Emission Zone (LEZ): please be aware that as of the 1 June 2024 Edinburgh operates a Low Emission Zone (LEZ) to improve air quality in the city centre. This zone covers much of the city centre. You can quickly check if your vehicle meets the LEZ standards using the online tool provided by the City of Edinburgh Council https://www.edinburgh.gov.uk/lowemissionzone.

Equipment

• Any equipment brought on site must be PAT tested, including extension cables.
• We recommend that laptops, electronic devices and other items of value are not left unattended or unsecured on the stand at any time. The IOP or the venue cannot accept responsibility for the loss of or damage to any items left unattended on the premises.

• This will be sent to those who have registered a week prior to the conference.