The Scottish Council for Voluntary Organisations is the membership organisation for Scotland's charities, voluntary organisations and social enterprises. Charity registered in Scotland SC003558. Registered office Mansfield Traquair Centre, 15 Mansfield Place, Edinburgh EH3 6BB.
Exhibitor information
The Edinburgh International Conference Centre (EICC) will be your home for the duration of the Gathering 2023 where the Gathering will take place on Tuesday 7th and Wednesday 8th November.
We know that exhibiting at an event can be quite stressful, so we’d like to make your time with us as comfortable and relaxed as possible. For a hassle-free event, please just take a few minutes to read the following guidelines.
For health and safety reasons, it’s important you follow the guidance provided. If you have any problems, just get in touch with the SCVO events team.
Deliveries, collections and logistics
You can arrange for deliveries to arrive at the EICC through your own courier or provider from 8.00am on Monday 6th November. You should mark all deliveries in the following way:
Name of event: The Gathering
Date of event: [Tuesday 7th / Wednesday 8th November]
Name of Contact on site: Sofia Fenoglio
Organisation name, space number, and location: [e.g. SCVO, Space #6, Cromdale Hall]
Edinburgh International Conference Centre
The Exchange
Loading Bay Off West Approach Road
EDINBURGH
EH3 8EE
Please note that any deliveries arriving at the venue before Monday 6th November may be turned away, and the EICC or SCVO can’t be held responsible.
Unloading and parking
Exhibitors who are bringing their own materials on Monday 6th November, you’ll be able to unload your materials at the loading bay door (for vehicle access) at the above address.
Below is a map of how to access the EICC’s loading bay:
Please note, there is no dedicated parking for the Gathering at the EICC. Once you have unloaded everything from your vehicle, it must be removed off site and parked in an appropriate place. We recommend that you plan where to park ahead of arriving at the venue. The EICC lists the following car parks in close walking distance:
- National Car Parks (NCP) in central Edinburgh
- Sheraton Hotel Car Park located 150 meters from the EICC, with limited accessible parking spaces
- Semple Street Car Park located 300 meters from the EICC
- Spaces near EICC available via yourparkingspace.co.uk
The EICC provide a discount code for parking at the NCP Car Park on Castle Terrace. You can access this by following the below steps:
- Download the free NCP ParkPass App
- Register and add the SaverID: EICC4R to your park pass account before arriving at the car park and you must enter and exit by scanning your QR code to qualify for this discount
Set up
You’ll be able to set up your exhibition space between 12.00pm and 5.00pm on Monday 6th November.
For those exhibitors who are setting up their space on Tuesday 7th November, this can be done between 7.30am - 8.30am.
Please note, all exhibition spaces need to be set up by 8.30am before doors open to visitors at 9.00am on Tuesday 7th November.
When setting up your space, please keep walkways and gangways clear for access. Please note anyone under the age of 16 will not be allowed in the hall during set up.
Storage
We have limited storage within the venue. Small items can be stored in the loading bay which is accessed via the rear of the Cromdale Hall. Just remember, it’s not the responsibility of SCVO or EICC for anything stored in this area.
Packing Down
You shouldn’t dismantle your exhibition space until the doors close to the public at 3.00pm on Wednesday 8th November. Please note anyone under the age of 16 will not be allowed in the hall during the breakdown of the exhibition.
Pick-up
You should clear your materials from the EICC between 3.00pm and 6.00pm on Wednesday 8th November. Items can be left for up to one working day (i.e. until 3.00pm on Thursday 9th November). After this time, charges for storing items may be incurred up to £100 +VAT per day.
Opening and closing times
The Gathering exhibition will be open to visitors on:
- Tuesday 7th November, 9.00am - 4.00pm
- Wednesday 8th November, 9.00am - 3.00pm
Doors will open at 7.30am on both days for exhibitors and event hosts to set up. If you need to get in before this time, just contact the SCVO events team.
Badges and registration
When you arrive at the Gathering on Tuesday or Wednesday, you will be given a badge for you to write your own name. Please ensure this is always worn and remember to register at the main registration desk each day.
Your exhibition space
Please note this year we are offering space only, there will be no built structure (Shell scheme system with dividing walls and nameboards) as we have had at previous Gatherings – please share this information and what is included in your exhibition package listed below, with anyone responsible for producing any materials, merchandise or the design of your space. Also, inform anyone who is setting up and staffing your space over the two days about this information too.
You will have the following:
- 3m x 2m carpeted exhibition space (6 sq mtrs)
- 1 x 6ft trestle table complete with a blue tablecloth and two chairs
If you have ordered access to an electrical socket, this will be provided.
Sale of goods
The official bit: you’re not allowed to sell, in any part of the EICC, tobacco, smokers' requisites, beverages, alcoholic drinks, or any other consumable refreshments of any nature whatsoever without the prior written consent of the EICC.
You can however give away free samples of products, food, confectionery, sweets and refreshments. If you have any questions, just get in touch with the SCVO events team.
Other than food, drink and other consumable refreshments, you can sell goods from your stand, including things like publications and promotional materials.
If you do decide to sell things, it’s your responsibility to handle and be responsible for any money, cheques and/or credit card transactions.
If you have any questions about anything you want to sell just contact the SCVO events team.
Catering
There are plenty of places to buy food and drink from inside the EICC. Those attending the Welcome talk at 9.00am on Tuesday 7th November will receive a free hot drink voucher to use before 10.00am.
Accommodation
We have secured deals with various hotels across the city. Please follow this link to browse accommodation options. Be aware of unsolicited emails from companies who state they’re official accommodation providers - they aren’t!
Greener Gathering
SCVO is committed to making this year’s Gathering greener, so to help us reduce our carbon footprint, here are some things you might find useful and ways you can play your part too.
Accessibility and inclusion
We want the Gathering 2023 to be accessible, inclusive and enjoyable for everyone. We are applying a range of accessibility measures as standard. We warmly invite you to tell us about your needs by emailing our events team so we can address those too wherever possible.
What’s new?
As well as the in-person Gathering on 7th and 8th November 2023, we are hosting the Gathering Extra on 29th November 2023. The Gathering Extra is in addition to, rather than an alternative to, the in-person Gathering. It is an online event that will feature recorded sessions from the Gathering and special live guests with an SCVO host, in a format that is designed specifically for an online audience.
Our aim is to maximise accessibility, inclusion and delegate experience for both the in-person and online Gathering experience.
What to expect
To prepare for the in-person Gathering on 7th and 8th November, SCVO’s event team and internal staff accessibility group used the ‘Access Chain’ resource. We also took guidance and advice from the venue and specialist organisations. The accessibility measures we are taking as standard include:
In advance of the Gathering we will:
- Proactively ask delegates to tell us their needs
- Provide information about access and accessible facilities in a range of formats
- Offer information in accessible formats
- Present a welcoming and inclusive image for all visitors
- Provide transport and accommodation information and details of car parking/drop-off
- Welcome people bringing their own lunch, snacks and refreshments to save on cost
At the Gathering we will:
- Have an accessible registration desk with welcoming and informed staff
- Provide online and hard copy event and venue information
- Ensure clear signage and easily identifiable staff to provide support
- Provide induction loops at registration and all event rooms
- Limit public address (PA) announcements and ambient music
- Highlight relaxed spaces where group conversations, telephone calls and noisy activities don’t take place
- Provide Gathering exhibitors and event hosts with tips on how to be more accessible and inclusive, stressing our commitment to making the exhibition accessible
- Provide British Sign Language (BSL) interpreters as standard at the most important and/or popular events, which will also be recorded for the online Gathering
Thank you!
Finally, we would like to say a massive thank you to all exhibitors for taking part in the Gathering! We hope you enjoy your time with us.
