Exhibitor Manual

Stands in the exhibition hall will be a mix of shell scheme and space only.  You will have been asked to confirm if you require a shell scheme or space only stand at the time of booking. 

Shell Scheme Stands

If you selected a shell scheme stand, you will be provided with a basic white shell scheme which includes the following:

• Basic shell scheme - white shell scheme stand which includes a fascia, ceiling grid, poles and panels.  A fascia including nameboard, ceiling grid and poles.  Please note that stands with open sides measuring more than 5m will have a pole positioned in the centre of the front of the stand.
• 1 x 500w power socket (all stands will include one 500w power socket for every 9sqm booked, stand size rounded up) *. Additional power sockets can also be ordered at an additional charge through the electrical contractor.
• 1 x fluorescent tube light (all stands will include one fluorescent for every 9sqm booked, stand size rounded up).*
• Carpet (standard colour tbc).
• Unlimited exhibition passes permitting access to the exhibition hall, commercial workshops and poster area (registration required).
• 1 x full conference pass for every 9sqm of stand space booked.
• Company logo with link to company URL included on the mmc2025 website and congress app.
• Company logo in the PDF Conference programme.
• Inclusion in the searchable company directory on the congress app.
• A logo link in the June infocus for bookings made by end of April 2025.
• Post-event GDPR list of attendees who have approved sharing their details with participating companies.

*Stands smaller than this will receive one socket and one light.

Please note that furniture is not included but can be ordered at an additional charge through the official stand contractor, Ardan Exhibitions.

Shell scheme extras, graphics and furniture can be ordered through Ardan Exhibitions.  Please note that furniture is not included with your shell scheme stand booking but can be ordered through Ardan Exhibitions.  Please ensure that you submit the nameboard order form to Ardan Exhibitions by 6 June 2025.

Additional stand sockets and lighting can be ordered through the official electrical contractor Bill Moule & Sons. Please note that the electricity supply to stands will be switched off at night unless 24-hour power has been pre-arranged with the electrical contractor, Bill Moule & Sons.  If you require 24-hour power please ensure that Dawn Hopkins [email protected] is also informed.

Space Only Stands

If you selected a space only stand you will not be provided with shell scheme.  Please refer to the space only stand and structure information when designing your stand.

In advance of the event all space only contractors and exhibitors are required to provide the following information:

• The Space only Submission Form in the first instance by 23 May 2025.
• CDM Project Safety File, which must contain, but is not limited to:
• Full technical stand plans, incorporating all dimensions, elevations and weight loadings. Please note that all height dimensions MUST include the floor platform.
• Stand visuals where possible.
• Non generic risk assessment.
• Non generic method statement.
• Copy of your Public Liability Insurance, in date at the time of the event.
• Your Company’s Health & Safety Policy Document and Statement
• Any other relevant information regarding any aspect of the design/construction phases.

Please note that all stands that require structual sign off prior to build will be invoiced £95 + VAT by the RMS. This amount must be paid in full prior to sign off.

Please direct all information and documentation, queries and question to:

Phil Fellows at Dime Events Ltd [email protected].  Telephone number 01799 551950.

Please note that the electricity supply to stands is switched off at night unless 24-hour power has been pre-arranged with the electrical contractor, Bill Moule & Sons.  Please note that Dawn Hopkins at the RMS is also informed if you require 24-hour power.

Company Stand Representatives

It is a requirement that all exhibitor stand personnel register to attend mmc2025 incorporating EMAG 2025.

Registration to attend the exhibition as a stand representative is free and there is no limit on the number of exhibitor representatives from each company that can register. 

What's included with your company representative registration?

• Admittance to mmc2025 exhibition, company workshops, poster village and access to present a poster.  Please note that if you will be presenting in the main Conference, a full Conference pass will be required. Your company full Conference pass(s) can be used for this purpose and can be shared amongst your company representatives.
• Complimentary tea, coffee and water.
• mmc2025 meeting booklet PDF.
• Access to meeting app.

Please note that food is not included with your ticket.  Food can be purchased at the catering points during exhibition opening hours (card payment only).

Registering your stand representatives

To register your stand representatives visit the online registration system.

It will prompt you to enter your email address. If you already have an RMS account, please use the email address associated with that account. If you are uncertain please use your preferred email address. If you can’t remember your password, please click ‘forgotten password’ and follow the steps. If we don’t have your details in our database you will be asked to register for an account.

• You can search through a list of contacts from your organisation by selecting ‘existing contact’ and looking through the drop down list.
• If the contact exists, select them from the list. Select the ‘Add delegate’ button again to add more delegates. 
• If the contact doesn’t already exist select the ‘add a new contact’ button and fill in the required fields.
• Once you have added all the additional delegates select ‘Next’.  Here you can select the ‘Exhibitor Stand Representative’ ticket for each delegate as shown below. 
• After selecting the ticket for each delegate, select ‘Next’ and complete the attendee information for yourself. All additional delegates will be emailed a prompt to complete this information themselves.  
• Once completed, select ‘Next’ and finalise the booking. Each delegate will receive a confirmation email.
• Once logged in, you can select if you are booking for yourself and then add any additional stand representatives from your organisation.  To do this select the ‘add delegate’ button 

Company Full Conference Passes

Each stand will also receive 1 complimentary full conference pass for every 9sqm of space booked, rounded up. If your stand is smaller than 9sqm, you will receive 1 pass per stand. These can be picked up from the organiser’s office on arrival at mmc2025. The passes will be in your company name so that they can be shared amongst your registered stand representatives to allow access to the Conference sessions in addition to the exhibition hall, company workshops and poster village.

If you decide to purchase further full Conference tickets, you will have two choices.

• To register an individual. The ticket would grant access to the Conference sessions for that person only and priced according to the membership status of that person.
• To purchase further ‘Company 3 Day Conference Tickets.  These tickets would be in your company name and can be swapped between your colleagues to gain access to the Conference sessions.  

What's included with a full Conference registration?

• Admittance to mmc2025, including Conference sessions, exhibition, company workshops, poster village and access to present a poster and talk.
• Teas and coffees Tuesday to Thursday.
• Lunch voucher (this is not included with the complimentary exhibitor Conference passes)
• mmc2025 meeting booklet PDF.
• Access to meeting app.

Please note that admittance to the networking dinners on the Wednesday evening is not included with your registration.  Should you wish to attend you will have the opportunity to add tickets to your booking on registration.

Arrangements for company representatives on site for build up and/or breakdown

Company representatives on site for build up and/or breakdown on Saturday 28 June, Sunday 29 June, Monday 30 June and during breakdown will be issued with wristbands on arrival to allow access to the exhibition and workshop rooms during build-up and breakdown only. Your set up team will not need to register to attend mmc2025 as a company representative if they will only be present to set-up/dismantle equipment during the set-up/breakdown period. 

If you need assistance with your registration or have any queries please contact [email protected]

The official contractors and partners for mmc2025 are:

• Reservation Highways (accommodation)
• Ardan Exhibitions (stand furniture, shell scheme extras, name board and exhibition graphics)
• Bill Moule & Sons (electrical fittings)
• CLS Expo (transport, unloading, storage etc)
• KRS Stand Rigging (stand rigging)
• AV (Corporate Events).
• Manchester Central Booking Portal (Piped services, Hard wired internet, stand catering)
• Dime Events (health and safety

In line with GDPR, exhibiting companies have a legitimate interest in being contacted by the above contractors and partners.  As such, the RMS will provide them with the details of the primary contact person as provided on your booking form.  We will not share your details with any other suppliers other than the official contractors named above.  If you do not wish the RMS to share your details with any or all of the companies listed above, please let Dawn Hopkins know in writing.

Contact details and order forms / documents for contractors can be found below.  Please place your orders by the due dates listed and note any 'early bird' discounts available.  Ardan Exhibitions, Bill Moule and Sons and CLS Expo will be available on site if you need any help on the day.

Contractor	Form / Document	Due Date
Reservation Highway Exhibitors are reminded to ensure that they use a provider that they know and trust such as Reservation Highway. Beware fake hotel booking sites masquerading as approved by the RMS.	Reservation Highway Booking Link	30 May 2025
Ardan Exhibitions	Exhibitor Service Manual Furniture Hire Catalogue & Order Form Shell Scheme Nameboard Order Form	6 June 2025
Bill Moule & Sons	Shell Scheme Electrical Order Form (early bird)	2 June 2025
	Shell Scheme Electrical Order Form (standard)	3 June 2025 onwards
CLS expo	Transport, Lifting & Storage Order Form	16 June 2025
KRS Rigging	KRS Rigging Rate Card Prices valid for orders up to April 2025	13 June 2025
Corporate Events	CE MMC 2025 AV Rate Card V3.pdf
Manchester Central Hard Wired Internet Connection, Stand & Workshop Catering	Please register for an account, select mmc2025 and enter your stand number to place orders.
Dime Events	Space only stand information and regulations Space only submission form (compulsory for all space only stands	23 May 2025

Commercial Workshops

Workshops will take place on Tuesday 1, Wednesday 2 and Thursday 3 July in the commercial workshop rooms on the exhibition floor.

Please note that all workshops will have the following AV included: plasma screen, PA system and laptop.  Further information on scanning attendees to your sessions will be provided in advance.  Please make sure that these instructions are forwarded to the person who will be presenting the workshop session.  Instructions will also be available to view on the day in the workshop room.  Please follow all instructions carefully, as we have had instances in the past where leads have not been captured because instructions have not been followed correctly.

Workshops will be strictly 30 minutes in length and will run back-to-back.   In most cases this doesn’t allow for the setup of demonstration equipment. We therefore recommend a PowerPoint presentation.  

Commercial Workshop Abstract Submission

A short abstract between 100-1000 words, which may include images, will be required for each workshop booking by Friday 25 April 2025. Please could I ask you to submit your title and abstract online at Oxford Abstracts HERE. If you don’t already have an Oxford Abstract account, you will need to set one up using the link supplied.  Please note that this is different to your RMS account.

Your talk title and abstract will be added to the mmc2025 website, app, and included in the mmc2025 PDF programme booklet. 

Breakout Rooms

There may be other rooms available at the venue should you wish to hold an internal meeting.  Please contact Tom Lechthaler directly [email protected] for availability and a quotation.

Accommodation is not included with registration for mmc2025  but there are a large number of hotels located just a short walk away from Manchester Central.

You can take advantage of the exclusive rates offered to conference delegates and exhibitors by booking online through Reservation Highway.   

Reservation Highway has arranged specially negotiated rates at selected hotels.

Alternatively you may telephone the helpdesk on +44 (0) 1423 525577 or email [email protected]. You can also complete the downloadable booking form for mmc2025 if you prefer.

Reservation Highway has arranged specially negotiated rates at selected hotels. Early booking is highly recommended, please book by Friday 30 May 2025. Bookings made after this date will be on a request basis and subject to availability, rates may also vary.

Please note that from 1 April 2023 all Manchester hotels and apartments providing visitor accommodation are legally required to charge a Manchester ABID City Tourism Tax of £1.20 plus VAT for each room on each night of a stay.

Please be wary of potential scam emails offering hotel reservations for mmc2025.  If you receive unsolicited emails requesting information about your accommodation requirements, or offers of "flexible reservations" and "cancellation options", we advise that you do not respond.

The Society advises all attendees to book through the event's official online booking agency, Reservation Highway.

All exhibitors are required to comply with UK legislation when exhibiting at mmc2025. 

Health & Safety

It is a condition of entry into the event that every exhibitor, contractor, sub-contractor, supplier and his / her agents comply with the Health & Safety at Work Act 1974 (HASAWA74) and all other legislation covering the venue.

The Health and Safety at Work Act is a single system of regulatory law covering health and safety in Great Britain.  Its primary objectives are to:

• secure the health, safety and welfare of persons at work whether working in the UK or abroad.
• protect persons other than persons at work against risks to health or safety arising out of, or in connection with, the activities of persons at work whether working in the UK or abroad.
• control the keeping and use of explosive or highly flammable or other dangerous substances, and generally prevent the unlawful acquisition, possession and use of such substances whether working in the UK or abroad.

Our insurance provider requires that all exhibitors sign a declaration to confirm that their company representatives accept that it is their legal and moral responsibility to ensure their own and others health and safety is not put at risk by their actions (or inactions) during the conference in line with the Health & Safety at work Act 1974 and any other legislation covering the venue.  Closer to the time you will be sent a health and safety declaration and will be required to sign it and upload it online.  In signing the declaration, the exhibitor confirms that it requires its company representatives to:

• Follow the training that they have received when using any work items their employer has given them.
• Take reasonable care of their own and other peoples’ health and safety.
• Co-operate with their employee on health and safety.
• Tell someone (their employer, supervisor or Health and Safety Representative) they think the work or inadequate precautions are putting anyone’s health and safety at serious risk.

Public Liability Insurance

As per the terms and conditions of exhibiting, every exhibitor is required to take out a comprehensive insurance policy to cover all risks including public liability at a minimum level of indemnity of £2,000,000 and shall produce proof of such a policy to the organisers prior to the commencement of the exhibition. You will be asked to upload your public liability insurance certificate online prior to exhibiting at mmc2025.  Please check that your insurance certificate provides cover for the dates that you will be on site.

Please view the Manchester Central webpage before attending the event.

We encourage all the companies who are supporting mmc2025 to:

• Use responsibly-sourced and sustainable materials where possible.
• Create as little waste as possible and to recycle all pallets.
• Replace printed communication with digital materials where possible.
• Offer sustainable and responsibly-sourced give-aways.
• Choose sustainable materials for graphics where possible.
• Limit single use plastic throughout your stand.
• Choose reusable, recyclable, or biodegradable packaging wherever possible.
• Choose more sustainable travel options.

Please help us to promote mmc2025 in the run up to the event using the promotional literature which can be viewed HERE.  

The mmc2025 Congress App will give access to the full conference and exhibition programmes and all the talk and poster abstracts.  An email will be sent out closer to the time with instructions on how to download and use the app.

We have various Congress App sponsorship opportunities available including Premium Sponsor of the App, App Advert's, and Congress App Notification's. Please email [email protected] for further details.

All exhibitors are warmly invited to attend the following social and networking events:

Tuesday 1 July 2025
Poster Session
Wednesday 2 July 2025
Poster Session
International Scientific Imaging Competition Prize Giving	If you would like to sponsor this event, please contact [email protected].
EMAG Networking Event - Wednesday 2 July, 1930 onwards Fazenda Rodizio Bar & Grill, The Avenue, Manchester M3 3AP - www.fazenda.co.uk This event, which includes dinner, is a great opportunity for EMAG 2025 delegates to continue the discussions from the day with those working in the same field. The cost of this event is £60 inc VAT, and requires a ticket to be purchased.	If you would like to sponsor this event, please contact [email protected].
Frontiers in Bioimaging Networking Event - Wednesday 2 July, 1930 onwards  BemBrasil, Deansgate, King Street West, M3 2GQ -www.bembrasilrestaurants.com This event, which includes dinner, will allow Frontiers in Bioimaging delegates to network with others working in imaging in life sciences and discuss the day's conference sessions. The cost of this event is £60 inc VAT, and requires a ticket to be purchased.	If you would like to sponsor this event, please contact [email protected].
AFM & SPM Networking Event: Sponsored by Park Systems - Wednesday 2 July, 1930 onwards Gusto Italian, 4 Lloyd Street  M2 5AB -gustorestaurants.com This event, which includes dinner, will allow AFM & SPM meeting delegates to catch up with the AFM & other Scanning Probe Microscopies community. The cost of this event is £60 inc VAT, and requires a ticket to be purchased.

Tuesday 4 June, 15:30 – 18:00, Tiber Football Centre, Liverpool

You are invited to the big game again at elmi2024 - Academy vs Industry.

If you would like to sign up to play for Team Academy or Team Industry, or attend as a spectator, please see the football match page for further information. 

For any exhibition enquiries please find us in the organiser’s office located by the registration area.  There will always be someone available to help.  Alternatively, we can be contacted by mobile +44 (0)7545 438793. This number will be in operation from Saturday morning for the duration of the event.

We look forward to warmly welcoming you to mmc2025 in Manchester.

Further information will be available shortly.