Exhibitor Set Up & Sustainability Guidance  

You are confirmed as an Exhibitor at the Festival of Sustainable Business.

Please read the following carefully to prepare for the event.

Schedule & Timings

Day 1: Monday 9th June (Live Event 08:30 – 17:00) 

  • Exhibitor set-up: 06:45 - 08:30  

  • Delegate arrival & registration: 08:30 - 09:00  

  • Exhibition closes to delegates: 17:00  

  • You may leave your stand set up overnight for Day 2, but please take valuables such as laptops with you. Future Leap and the venue accept no responsibility for lost items.  

Day 2 : Tuesday 10th June (Live Event 09:00 – 13:00) 

  • Exhibitor set up: from 08:30  

  • Delegate arrival & registration: from 09:00  

  • Exhibition closes to delegates: 13:00  

  • All exhibition stands must be packed down by 16:00 

Arrival & Set-up

  • Please find a steward on arrival before setting up to ensure you are in the correct location. 

  • Do not move your exhibition once set up, unless advised by organisers. 

  • Unfortunately, there are no trolley or cages available to transport goods into the venue.  

  • If you need to use the vehicle loading bay on Pipe Lane for set-up or breakdown, please confirm with Ellie Pope by Monday 26th May. On arrival, quickly unload your items inside the building and move your vehicle immediately to allow others to access the bay. You can then return to set up your stand. For breakdown, ensure everything is ready before bringing your vehicle to minimise time in the bay.

  • There is no on-site parking, so please use Trenchard Street Car Park or another nearby option. 

  • For zero-emission deliveries to the venue, Priority Express is offering 10% off for FoSB Exhibitors.

  • Within Bristol Beacon, The Bristol Loaf Cafe and the Goldings Bar will operate as usual. They will be open to the public during the event - please keep entrances or exits clear and be respectful of public access. 

Stand Information 

  • Please see the floorplan here.  

  • You will be provided with 6ft trestle table, chairs, tablecloth, and power access.  

  • Setups up to 3m wide are permitted; however, please note that stands of this width will be directly against neighbouring stands. For more comfortable spacing and better visibility, we recommend keeping your setup to a maximum of 2.5m in width. 

  • You can find the 360-view map of the Bristol Beacon here. 

  • Keep additional equipment within your stand size; do not block gangways or exits. 

  • If your sponsorship includes multiple plots, the setup will be duplicated accordingly. 

Sustainability Guidelines

  • No single-use plastics. 

  • We encourage circular economy practices and discourage unsustainable physical SWAG. Consider virtual gifts, vouchers, or donations instead of branded merchandise. 

  • If bringing merchandise or printing flyers, use suppliers with sustainable or circular practices.  We recommend Jump Design and Print, Colour Studios and GH Displays.  

  • For zero-emission deliveries to the venue, Priority Express is offering 10% off for FoSB Exhibitors.

  • Please separate and dispose of waste properly in bins provided - recycling facilities are available onsite. 

  • You can review our event sustainability approach here: Sustainability Approach 

Additional A-Z Information

Accessibility: Bristol Beacon is an accessible venue. There are disabled parking bays are available on level 8 of Trenchard Street Car Park for Blue Badge holders (paid). 

Breakdown of Exhibits: Stands should not be dismantled until the event closes and the participant should have everything removed by 16:00 on Tuesday 10th June. For item disposal, see ‘Recycling’.  

Car parking: For those who are driving, there is paid car parking at Trenchard Street Car Park. There is no on site parking directly at the venue. The event organisers encourage use of zero emission and/or active travel to get to the Festival.  

Contracts: The participant will need to sign a contract to confirm their attendance at the Festival. All contracts will be sent via Signable. 

Children: Children under the age of 16 will not be allowed into the Exhibition hall during the build-up or breakdown for health and safety reasons. Children under the age of 16 will be permitted when the hall is open and must be accompanied by an adult. 

Damage: Any charges the organiser receives as a result of participants’ damage will be passed to the offending participant. This includes any damage referred to within ‘Fixing to the Venue’.  

Fire Regulations: Everyone in the building should follow the instructions of the trained venue staff in the event of a fire. 

Furniture: If an exhibiting participant requires any more furniture than what is provided, they may bring their own – however please consider the size of your stand. Let the organisers know if you do not require any of the items.  

First Aid: Should any incident occur, the Wxhibitor should inform a member of the venue or organising staff who are able to respond appropriately. 

In the event of an emergency, venue staff should call emergency services to ensure their arrival is prompt and uninterrupted. 

Gangways: For health and safety reasons, all gangways and walkways must be kept clear. When setting up, please ensure that equipment is kept within the allotted areas. Emergency exits must always be kept clear. 

Hotels: We have partnered with two local hotels which hold Green Tourism Gold accreditation, in line with our sustainability commitment. Discounts are available and can be booked here.

Internet: Wireless Internet will be available for Exhibitors. 

Literature: Promotional materials may only be distributed from the participants stand only. Any found within other spaces will be removed. Canvassing in the gangways, entrance or café/networking area is not allowed. 

Payment: Payment is due on the date agreed on the invoice.  Failure to pay on time will affect the participants access to the hall will be denied and the organisers will not be liable for any costs incurred by the participant as a result. 

Recycling: The participant is responsible for removing waste from their stand. Recycling facilities are available onsite, and any waste should be separated and disposed of appropriately. 

Sound: If the participant wishes to play sound, this must be kept at a reasonable level and not cause annoyance to other participants around. The organiser has the final say in any disputes. 

Security: The organisers and venue will take reasonable security precautions during the set-up, open and breakdown of the exhibition. However, participants should take appropriate steps to protect their property. It is advised for valuable items not to be left unattended throughout the event. It is best to take precautions as neither the venue nor the organisers can be held liable for any lost or damaged property. 

Stewards: Stewards will be available during the setup, live event and breakdown. Due to the event’s nature, there will not be security guards present.

Storage Facilities: There are no storage facilities for the duration of the event.