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30 March – 2 April 2015University of Birmingham, Birmingham, UK
Interdisciplinary Surface Science Conference
(ISSC-20)
Exhibitor manual
Contents
Contacts 2
Venue 3
Show times 3
Loading and unloading 3
Stands 3
Catering 4
IOP Conferences app 4
List of exhibitors 4
Floor plan 5
Registration 5
Inserts 5
Travel 6
Parking 7
Accommodation 8
Deliveries and collection procedures 8
Health and safety 9
General information 9
Delivery booking form 12
Campus maps 13
1
Contacts
This manual contains all the information you need to plan your table top display at ISSC-20. Please read the
document carefully and if you have any questions, please contact us by email or telephone using the details below.
Claire Garland
Conferences Manager
Institute of Physics
Tel: +44 (0)20 7470 4840
Mobile: +44 (0)7881 923 142
E-mail: [email protected]
Conferences department
Tel: +44 (0)20 7470 4840
E-mail: [email protected]
Organising committee
Chair: Quanmin Guo, University of Birmingham
Co-chair: Richard Palmer, University of Birmingham
Secretary: Wolfgang Theis, University of Birmingham
Martin Castell
Neil Curson
James O'Shea
Rasmita Raval
We hope that your time at the exhibition is enjoyable. However, should you encounter any problems during your
stay, please report them to the registration desk as soon as possible. The conference team will make every effort to
rectify the issue as soon as possible.
Disclaimer
The Institute of Physics and the University of Birmingham accept no responsibility for any accident, loss or damage
to exhibitors or their property during the conference.
2
Venue
The exhibition will be held at the University of Birmingham in the Avon Lounge located on the 2nd floor of University
Centre. The conference will be held from 30 March – 2 April with the exhibition starting at lunchtime on Monday 30
March and finishing after the pm refreshment break on Tuesday 31 March.
Stands will be located with lunch and refreshments, and an evening poster session on Monday. Posters will be held
in the adjacent Avon room together with the lectures.
University of Birmingham
Edgbaston
Birmingham
West Midlands
B15 2TT
Show times
Monday 30 March 12:30–20:00
Tuesday 31 March 10:40–16:10
Build times
Monday 30 March 09:00-12:00
Break down times
Tuesday 31 March 16:10-18:00
You will not be permitted to break your stand down before 16:10 on Tuesday 31 March. The penalty charge for any
exhibitor who attempts to break their stand down before this time will be 25% of the site price. The invoice will be
payable within 30 days.
Loading and unloading
Exhibitors can park and unload/load their vehicles directly outside University Centre between the hours of 09:00-
12:00 on Monday 30 March (2 loading bays have been reserved) and from 16:00-18:00 on Tuesday 31 March. To
book your delivery slot, please complete the delivery booking form at the back of this document and return by email
to [email protected], no later than 20 March 2015.
Note: you will be required to wear a high-visibility jacket while in the loading bay. Delivery slots are 30 minutes only
and allocated on a first-come, first served basis. All vehicles, once unloaded, will need to be moved to one of the
car parks (see section under travel).
Stands
The exhibition package includes:
A table measuring 6ft in length, 2½ft in width and 2ft 5 inches in height from floor to the top of the table;
2x chairs;
A white table cloth;
A single 13 amp electrical socket;
WiFi internet access;
Catering for 1 representative (lunch and refreshments on Monday 30th and Tuesday 31 March and an
evening buffet on Monday).
3
Refreshments and lunch will be served together with the exhibition at set times during the programme and is
included for one stand representative only. Exhibitors can book additional catering at a cost of £71.50 per person
plus VAT. This does not entitle entry to the technical sessions.
Catering
Date Event Time Location
Monday 30 March Lunch 12:30-13:30 Avon Lounge
Tea break 15:40-16:10 Avon Lounge
Poster/Exhibitor reception 18:10-20:00 Avon Lounge
Tuesday 31 March Coffee break 10:40-11:10 Avon Lounge
Lunch 12:50-14:00 Avon Lounge
Tea break 15:40-16:10 Avon Lounge
Dietary requirements
Exhibitors with special dietary requirements are asked to notify the conference office by email prior to their arrival.
Those with special dietary requirements other than vegetarian are asked to make themselves known to the catering
team. It will not be possible to provide an alternative menu unless prior notification has been received. Please email
[email protected] if you have any queries.
IOP Conferences App
An IOP Conferences App is now available to download via the Apple App Store or Google Play
The app will contain all the information you need to make the most of your time at the conference. A personalised
agenda and abstract search function is included in the app, along with the full conference programme, exhibitor
profiles, speaker biographies and venue plans.
The app will updated in the lead up to and during the conference, so please check the app regularly for the latest
information.
To download the app just type IOP Conferences into the Apple App Store or Google Play.
Exhibition
Exhibitor list
Henniker Scientific Ltd (stand 10)
Hiden Analytical (stand 15)
LewVac (stand 16)
Mi-Net Technology Ltd (stand 14)
Japan Vacuum Instruments Ltd (stand 7)
Kurt J Lesker Company Ltd (stand 9)
Scanwel Ltd and Specs (stand 8)
SS Scientific Ltd (stand 3)
Testbourne Ltd (stand 4)
UHV Design Ltd (stand 1)
4
Floor plan
Registration
If you have not already confirmed the name of the representative(s) manning your stand, please email
[email protected] by 21 March 2015. On arrival at the conference, each exhibitor will be given a badge which
must be worn at all times throughout the event. Note exhibitors must not register for the conference unless they are
planning to attend as a paid delegate.
Delegate packs
One delegate pack is included with each table top. The pack will include a delegate list, a programme and a book of
abstracts. Note that the delegate list will not include email addresses due to the data protection act; exhibitors are
therefore encouraged to collect business cards.
Conference pack inserts
Please send 130 copies of your inserts marked as follows:
Claire Garland
ISSC-20 Inserts
Institute of Physics
76 Portland Place
London
W1B 1NT
Inserts should be a single sheet of A4 and must arrive by 20 March 2015
5
Day passes
During session times the exhibition is open to non-participant visitors. The exhibition is free to attend, and exhibitors
are encouraged to invite their customers to attend. The exhibition will be open for day visitors during the hours listed
below. Please encourage visitors to pre-book their attendance so badges can be ready from them to collect on
arrival. Badges will be issued from the registration desk. Day visitors will not be given access to the technical
sessions.
Monday 14:00-15:30 and 16:10-18:00
Tuesday 11:10-12:40 and 14:00-15:30
Travel
By train
Three mainline stations serve the city centre including New Street, Moor Street and Snow Hill. There is also the
Midlands Metro light rail transport system, a light rail system running from Wolverhampton to Birmingham City
Centre.
The University of Birmingham Edgbaston Campus has its own train station. Up to six trains per hour depart from
Birmingham New Street for the University on the cross-city line (final destination Longbridge or Redditch). The
journey takes 10 minutes, and the centre of campus is a 5 minute walk from University station.
For information contact National Rail Enquiries (tel: +44 (0)8457 484950).
By air
Birmingham International Airport is one of the UK's fastest growing airports, with more than 50 airlines flying from
over 100 destinations. The airport operates direct flights from locations in the UK, as well as from the USA, Canada,
Europe and the Middle East.
The journey by taxi from the airport to the University takes approximately half an hour. Alternatively, Air-Rail Link
provides a free, fast connection between the airport terminals and Birmingham International railway station. Air-Rail
Link operates every two minutes (journey time 90 seconds). Birmingham International railway station has frequent
services to New Street Station in the city centre (journey time around 15 minutes).
If you are arriving into London, there is a frequent train service from London Euston railway station to New Street
Station (journey time around 1 hour 30 minutes).
By coach
There are frequent express coach services to Birmingham from London, Heathrow and Gatwick Airports, and many
UK cities. The long-distance coach station is in Digbeth in the city centre.
Digbeth coach station is a short walk from New Street train station. Ask at the coach station for directions to New
Street and then either catch the local train service to University station or catch the bus as described above.
By road
Birmingham is at the heart of England's motorway network linking the M1, M5, M6, M40 and M42.
Approaching from the north west or south east along the M6
Leave at Junction 6 (signposted Birmingham Central) to join the A38(M)
At the end of the motorway, keep to the right, go over a flyover, then through some underpasses to join the A38
6
Bristol Road
The University is on your right, two and a half miles from the city centre
Approaching from the M42 north:
Leave at Junction 8 to join the M6 northbound and follow the instructions above
Approaching from the south west:
Leave the M5 at Junction 4 signposted Birmingham SW) to join the A38
The University is approximately eight miles from the motorway
Approaching from the M40:
It is easier to turn south on the M42 and leave at Junction 1, heading north on the A38 Bristol Road
The University is approximately eight miles from the motorway
You can plan your route online using one of the free route planners - examples are The AA or The RAC.
Parking
Visitors to campus are requested to park in any of the 3 pay & display car parks as well as the new multi-storey pay
on exit known as the North East Car Park. Locations are:
North East Car Park (access via Pritchatts Road) Sat Nav Postcode B15 2SA
North Car Park (access via Pritchatts Rd) Sat Nav Postcode B15 2SB
Pritchatts Road Car Park (at the junction with Vincent Drive) Sat Nav Postcode B15 2QU
Grange Road Car Park (Main Campus) Sat Nav Postcode B15 2TT (for access to the campus)
The first three car parks above are peripheral car parks and can be accessed without entering the main campus.
Visitor charges are:
University Permit Holders £1.00
Non University Permit Holders
Up to 1 hour £2.00
1-3 hours £3.00
7
3-5 hours £4.00
5-8 hours £6.00
Please be advised that enforcement procedures are in place in all University parking areas and penalty notices will
be issued to all vehicles that fail to comply with parking regulations.
Accommodation
Accommodation at the University of Birmingham, for those that have pre-booked, is located on the conference park,
a 10-15 minute walk to University Centre. A map is appended at the back of this manual.
Check in is after 14:00 on the scheduled day of arrival at Lucas House (see below). Check out is by 11:00. The
reception desk is manned 24 hours a day.
Rooms are on a bed and breakfast basis; all rooms include towels, linen, toiletries, tea and coffee making facilities,
hairdryer, iron and ironing board and TV. Breakfast will be served daily in the Park Restaurant from 07:15-09:15.
Lucas House
The Conference Park
48 Edgbaston Park Road
Edgbaston
Birmingham
B15 2RA
Tel: +44 (0) 121 415 8400
E-mail: [email protected]
Deliveries and collection procedures
Material for the exhibition can be sent in advance to the following address:
Quanmin Guo
School of Physics and Astronomy
University of Birmingham
Edgbaston
Birmingham B15 2TT
Please note the following guidelines.
Material should not be delivered before 25 March
There is a strict limit of 6 boxes per exhibitor
Each box must weigh no more than 30 kg
Each box must not be larger than 58 x 31 x 23 cm
Boxes are clearly labelled ISSC-20 exhibition, with your company name and stand number
The weight and contents centre of gravity must be indicated on the box
All shipping costs including VAT and Duty must be met by the exhibitor. Please send material as ‘Delivered
Duty Paid’
8
All material needs to be removed by 18:00 on Tuesday 31 March after the exhibition closes. Unfortunately, we
cannot store any material at the University of Birmingham.
Health and safety
Displays and structures
The organisers must be informed of displays that may be a fire risk at least two weeks prior to the exhibition. In
addition, exhibitors must ensure that all display aids and additional stand structures are made of inherently flame-
resistant material.
Electrics
All stands will be allocated a single 13 amp electrical socket. Exhibitors are asked to bring their own extension
cables. British electrical standards are 50Hz 230 volts, so some North American and European electrical devices
may require converters; all will require plug adapters.
Exhibitors intending to use electrical equipment must ensure that they comply with the Local Authorities Rules and
Regulations. All electrical equipment must be PAT tested.
Safety and emergency procedures
In the unlikely event of a fire, an alarm will sound. Please evacuate the building immediately and assemble outside
University or Staff House Square. Emergency exits are well sign posted. Do not re-enter the building until instructed
to do so by a member of staff or the fire brigade.
Smoking
In accordance with government legislation smoking is not permitted in any building, temporary enclosed structure or
substantially enclosed space outside of buildings.
Fire extinguishers
Exhibitors using, exhibiting or storing hazardous substances, objects or processes should provide the appropriate
extinguishers for their stand.
First aid
If you fall ill or injure yourself during the conference, please report the incident to a staff member who will call a
trained first-aider. In case of serious injury, paramedics will be called. All three emergency services, fire, ambulance
and police, can be contacted by dialling 999 from any telephone.
General information
Insurance
While we take every precaution to protect your property during the event, the Institute of Physics and the University
of Birmingham are not responsible for any loss or damage and we recommend that you affect adequate insurance.
You are also responsible for insuring against any legal liability incurred in respect of injury or damage to third parties
and to property belonging to third parties. In addition to this you should protect your expenditure against
abandonment and cancellation or curtailment of the event due to reasons beyond our control.
Payment
The organiser reserves the right to refuse admission to any exhibitor who has failed to pay their stand rental prior to
the event. If you request additional chargeable items, an invoice will be sent to you and our payment terms are 30
9
days.
Audio visual services
If using compact discs, tapes, records, etc (sound recordings) during the exhibition you will need to complete a GLD
08a form to obtain PPL licence – see www.ppluk.com.
Risk assessment
We take our responsibilities as laid out in accordance with the Health and Safety at Work Act 1974, very seriously
and it is vital that exhibitors and their contractors do likewise. By issuing this statement in advance, the organisers
deem that all exhibiting companies are aware of the health and safety policies and will comply with their
obligations. The Management of Health and Safety Regulations 1992 recommends that a competent person is
nominated to oversee all health and safety issues and that all employees co-operate with other personnel while
sharing a work site. The nominated person will be responsible for providing the proper information and instruction,
training, guarding and supervision of all parties concerned throughout the show.
Failure to comply with all of the health and safety legislation can cause injury/fatality, and prosecution of an
employee/employer/contractor by the Health & Safety Executive.
All exhibitors are requested to produce a risk assessment for their stand, to be available onsite, if requested by the
organisers.
Security
While every effort is made to safeguard visitors’ property, both personal and commercial, occasionally a loss may
occur, even with constant security patrols, CCTV cameras and alarm systems. Exhibitors are strongly recommended
to use night sheets and/or alarms and to take out adequate insurance against loss or damage.
Exhibitors are advised not to leave their stands unmanned during the show and initial breakdown period.
Stand cleaning and rubbish
The exhibition hall will be cleaned before the exhibition opens each day. Exhibitors are responsible for ensuring that
their stands are kept free of rubbish. Black refuse bags will be available for items that cannot be recycled.
Storage
There is no storage located in the venue for exhibitor cartons.
On-site amenities
There is a range of shops and services on campus, including banks, bookshops, opticians and supermarkets. The
building code is included after each outlet, refer to the campus map. For more information, visit
http://www.birmingham.ac.uk/community/university-campus/retail/shops.aspx
Barclays Bank (University Centre – R23)
Lloyds TSB (University Centre – R23)
Costcutter – grocery store (The Vale Student Village)
Fruit and Veg Stall (R24)
Hairdressers (University Centre – R23)
Opticians (University Centre – R23)
Print shop (University Centre – R23)
Rymans stationery (University Centre – R23)
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Salco Phones (University Centre – R23)
Spar shop (University Centre – R23 and Guild of Students O1)
Sports Centre (R25)
Unique – stamps, royal mail etc. (University Centre R23)
11
Delivery booking slot for University Centre
Due to increasing traffic and deliveries , we now require that delivery drop offs for events be booked to keep disruption on campus to a minimum. You must book in a time for your vehicle to drop off AND pick up exhibitor materials before and after the event
If deliveries are made in cars or transit vans: You must book one bay
If the vehicle is larger than a transit van: You must book the two bays at the same time
If HGV or any other similar size vehicle: You must contact the office to make a special request
Pre- Event - Monday 30 March Post- Event - Tuesday 31 March
Delivery time Delivery Bay 1 (vehicle reg) Delivery Bay 2 (vehicle reg) Collection time Delivery Bay 1 (vehicle reg) Delivery Bay 2 (vehicle reg)
09:00-09:30 16:00-16:30
09:30-10:00 16:30-17:00
10:00-10:30 17:00-17:30
10:30-11:00 17:30-18:00
11:30-12:00
If you have any further questions or queries please state here:
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13 Pritchatts Road
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Medical School
Medical Practice and Dental Centre
R.30
R3CHANCELLOR’S
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Garth House
ConferencePark
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G11Nicolson Building
House and Garden
G2
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G19Park House
Peter Scott House
Lucas House
G15 Westmere
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UniversityStation
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MAIN ENTRANCE
OLD QUEEN ELIZABETHHOSPITAL
Pedestrian access only
SouthGate To Selly Oak campus
To city centre
HOSPITAL DRIVE
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Building name
Information point
Level access entrance
Steps
Visitors car park
Hospital
average walk timefrom Chancellor’s Court
Bus stops
Library
Museum
Sport facilities
First aid
Food and drink
Retail
ATM
Toilets
Sculpture trail
24 hour security
Canal bridge
Rail
Cultural attractions
Open to public
Barber Institute of Fine Arts (R14)
Lapworth Museum of Geology (R4)
Winterbourne House and Garden (G12)
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Edgbaston Campus MapIndex to buildings by zone
Red ZoneR1 Law BuildingR2 Frankland BuildingR3 Hills BuildingR4 Aston Webb – A Block, Earth SciencesR5 Aston Webb – B BlockR6 Aston Webb – Great HallR7 Aston Webb – C BlockR8 Physics WestR9 NuffieldR10 Physics EastR11 Medical PhysicsR12 Bramall Music BuildingR13 Poynting BuildingR14 Barber Institute of Fine ArtsR15 Watson BuildingR16 Arts BuildingR17 Ashley BuildingR18 Strathcona BuildingR19 Education BuildingR20 J G Smith BuildingR21 Muirhead TowerR22 Main LibraryR23 University CentreR24 Staff HouseR25 Munrow Sports CentreR26 GeographyR27 Biosciences BuildingR28 Learning Centre and Primary Care
Blue ZoneB1 Medical SchoolB2 Institute of Biomedical Research including IBR WestB3 Wellcome Clinical Research Facility (1st floor)B4 Robert Aitken Institute for Clinical ResearchB5 CRUK Institute for Cancer Studies and Denis Howell BuildingB6 Research ParkB7 90 Vincent DriveB8 Henry Wellcome Building for Biomolecular NMR SpectroscopyB9 Medical Practice and Dental Centre
Orange ZoneO1 The Guild of StudentsO2 St Francis Hall
O3 University HouseO4 Ash HouseO5 Beech HouseO6 Cedar House
Green ZoneG1 32 Pritchatts RoadG2 31 Pritchatts RoadG3 European Research InstituteG4 3 Elms RoadG5 Computer CentreG6 Metallurgy and MaterialsG7 IRC Net Shape LaboratoryG8 Gisbert Kapp BuildingG9 52 Pritchatts RoadG10 54 Pritchatts RoadG11 Nicolson BuildingG12 Winterbourne House and GardenG15 WestmereG18 PriorsfieldG19 Park HouseG20 Elms PlantG21 Park GrangeG22 Elms Day NurseryGreen Zone Conference ParkG13 Hornton GrangeG14 Garth HouseG16 Lucas HouseG17 Peter Scott House
Yellow ZoneY1 Old GymnasiumY2 Haworth BuildingY3 Mechanical and Civil Engineering BuildingY4 Terrace HutsY5 Estates WestY6 Maintenance BuildingY7 Grounds and GardensY8 Chemistry WestY9 Computer ScienceY10 Alta BioscienceY11 Chemical EngineeringY12 Biochemical EngineeringY13 Chemical Engineering WorkshopY14 Sport and Exercise SciencesY15 Civil Engineering LaboratoriesY16 Occupational HealthY17 Public Health
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Sports Centre
R3
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R6
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R9R5
R7 R12
R21
R17
R18R22Main Library
R19
R27
R26
R28
R14R15
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The BarberInstitute of Fine Arts
R16
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R24
R10
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BramallMusic
Building
15 minutes
10 minutes
5 minutes
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A38 BRISTOL R
KING EDWARD’SSCHOOL
Sports Pitches
University Square
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Pritchatts RoadCar Park
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WestGate
UniversityStation
NorthGate
EastGate
GrangeRoadGate
MAIN ENTRANCE
OLD QUEEN ELIZABETHHOSPITAL
Pedestrian access only
SouthGate To Selly Oak campus
To city centre
HOSPITAL DRIVE
BRAILSFORD DRIVE
To Jarratt Hall
WORCESTER A
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Edgbaston Campus MapIndex to buildings by zone
Red ZoneR1 Law BuildingR2 Frankland BuildingR3 Hills BuildingR4 Aston Webb – A Block, Earth SciencesR5 Aston Webb – B BlockR6 Aston Webb – Great HallR7 Aston Webb – C BlockR8 Physics WestR9 NuffieldR10 Physics EastR11 Medical PhysicsR12 Bramall Music BuildingR13 Poynting BuildingR14 Barber Institute of Fine ArtsR15 Watson BuildingR16 Arts BuildingR17 Ashley BuildingR18 Strathcona BuildingR19 Education BuildingR20 J G Smith BuildingR21 Muirhead TowerR22 Main LibraryR23 University CentreR24 Staff HouseR25 Munrow Sports CentreR26 GeographyR27 Biosciences BuildingR28 Learning Centre and Primary Care
Key
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Building name
Information point
Level access entrance
Steps
Visitors car park
Hospital
average walk timefrom Chancellor’s Court
Bus stops
Library
Museum
Sport facilities
First aid
Food and drink
Retail
ATM
Toilets
Sculpture trail
24 hour security
Canal bridge
Rail
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48 Edgbaston Park Road, Edgbaston, Birmingham, B15 2RA - 0121 415 8400
www.venuebirmingham.com Travel directions to the Conference Park at venuebirmingham By Road: From M6 South or North-West Leave the M6 at Junction 6 and follow the A38(M). Follow signs to ‘City centre, Bromsgrove, (A38)’. Do not take any exit to left. Go over 1 flyover and through three Queensway tunnels. Go straight over at the Bristol Street traffic lights (Bristol Street Motors will be on your left) and continue along the A38 for 1 ¾ miles at which point you reach the end of the dual carriageway and take a right into Edgbaston Park Road. Lucas House is ½ mile up this road on the right hand side. From M5 South-West Leave the M5 at Junction 3 and travel along the A456 (Hagley Road) for about 4 miles. Just after the Eaton and Portland Hotels, take a right at the traffic lights into Norfolk Road (B4129). This is just before you reach the Apollo Hotel. Norfolk Road soon becomes Nursery Road and at the traffic lights in Harborne, go straight ahead into Somerset Road which very soon swings left. Remain on Somerset Road and at the T-junction with Edgbaston Park Road turn right. Lucas House is about 350 metres on your left hand side. From M40 Oxford and South Arrive on the M42 and travel west towards the M5. Travel north on the M5 leaving at Junction 3. (Read directions “From M5 South West”). From M42 East Midlands Join the M6 heading towards Birmingham Central and leave the M6 at Junction 6. (Read directions “From M6 South or North-West”). By Rail The Conference Park is about a ten minute taxi journey from New Street Station where there is a regular train service to and from all parts of the country. Trains run every half hour from London, Euston - the journey time is approximately 100 minutes. We are a short walk from ‘University’ train station. The main reception for residential guests is at Lucas House. Car parking is available both at Lucas House and across the road at Hornton Grange / Garth House. Also see www.venuebirmingham.com/map for more help with directions, including a Google map. We look forward to seeing you and hope that you have a pleasant journey.
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Hornton GrangeGround floor:- Worcester room- Leamington room- Syndicate A- Bar- Conservatory dining room
First floor- Evesham room- Malvern room- Ledbury room- Syndicate rooms B, C, D and E
Peter Scott HouseBedrooms:001 - 007: Ground floor100 - 111: 1st floor200 - 215: 2nd floor
Kingfisher room
Lucas HouseBedrooms:120 - 132: Ground floor220 - 229: 2nd floor320 - 326: 3rd floor
Lower ground floor:- Sitting room- Dining room / restaurant
Ground floor- reception, stairs & lift- office
First floor- Harborne room- Edgbaston room
Key fobs:White - Garth HouseRed / green - 400 / 500 blockBlue - Peter Scott HouseBlack - Lucas House
Bedrooms 401 - 418
Bedrooms 501 - 518
Bedrooms 611 - 619
The Conference Park
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Exhibitor manual
Institute of Physics76 Portland Place, London W1B 1NT, UK
Telephone: +44 (0)20 7470 4800Fax: +44 (0)20 7470 4848www.iop.org/conferences
Registered Charity Number: 293851
