Sessions on vessel

1. Mobilisation of your kit

ACTION: If you need to mobilise your kit onboard the RV Callista before your training and demo session email Cheri as soon as possible. Provide the following information:

• How much lab space do you need?
• What is the weight of your kit?
• What is the size of your kit?
• Do you have any lifting requirements?
• Do you have any special requests?
• How long will you need to set up your kit?
• Is there an exact position in the water you need to be at to test your kit?
• What speed do you need to test it?
• How many staff will be on board?

Please email the above answers to Cheri as soon as possible so we can put the mobilisation schedule together for you to be able to do this during build up on Monday 7th April.

2. Training and demonstration risk assessment

ACTION: As you are hosting a vessel session you are required to submit a risk assessment form by Monday 24 February. You will find a link to this in your Exhibitor Manual called “Training & Demonstrations” at the bottom of the manual homepage.

Log in here to your exhibitor manual

3. Important information

• The maximum number of people, including your staff, allowed on the RV Callista is 30
• You can find technical information about the RV Callista here
• Alcohol is forbidden on the vessel
• A small, unsecure structure is located near the pontoon for you to store empty boxes
• Life jackets will be available on all vessels. They only need to be used in an emergency or whilst working in a zone on board where they are mandatory.
• Equipment can be left on board vessels in between demonstrations, but please be mindful of others
• There is an undercover waiting area for visitors at the top of the pontoon on the quay wall
• Exhibitors must come up the pontoon to collect visitors waiting for their session
• If faced with inclement weather, the final decision of the vessel captain and relevant Health and Safety officers will determine if a session can proceed
• If a session is cancelled due to inclement weather we will try to re-schedule it. If it can’t be rescheduled it is unfortunately not possible to offer a refund. Trainers are advised to take out additional insurance to cover this.

4. Booking clients onto your session

Bookings for your sessions must be managed by you. We will inform visitors who register to come to Ocean Business to book into Training and Demonstration sessions at your exhibition stand.

If you want to invite a client to come to your session, remind them to register for Ocean Business in advance so they can get into the event.

5. Capturing data from your session

You can book data scanner apps and handheld scanners to capture data of all visitors. 1 x app is included in your stand package. You can purchase additional apps, and handheld scanners, via the exhibitor manual before the show. You can also purchase these onsite, however handheld scanners are limited and subject to availability. We recommend booking an app or handheld scanner for your sessions so you can capture the data of all those who attend.

6. When you arrive onsite

• Familiarise yourself with the location of the RV Callista
• Make your way there in good time, you can go start setting up 30 minutes before your session starts
• Be ready to welcome and scan your guests 5 minutes before the session begins

7. General info

• To ensure the programme runs smoothly, it is important to keep to your allotted time and to leave the area tidy for the next user
• By signing the ‘Contract for Exhibit Space’ and the ‘Training and Demonstration contract’ you have agreed to take out and maintain, at all times, a public liability and employee liability insurance
• We exercise a voluntary code of conduct that companies don’t attempt to go to sessions of competitive technologies. Attendance for competitors is at the discretion of the exhibitor providing the training.

Anyone attending your session or taking part in an activity at Ocean Business do so at their own risk. The event organisers and venue are not responsible for injury or damage sustained whilst undertaking any activity or demonstration at the event.

8. And finally…. Promote your session before the show!

Attract the right visitors and fill your session to capacity by raising awareness of it in advance. The Ocean Business marketing campaign for the show and the programme is well under way. You can build on that momentum by inviting key clients and prospective business to come to your sessions.

• Add the details of your session(s) to your email footer
• Add the details of your session(s) to your website
• Email the details of your session(s) to your clients on a regular basis to encourage them to be there!
• Share the news on your personal LinkedIn account
• Send us news about your sessions for us to include in Oceanbuzz, by emailing [email protected].