Images from the 2024 HCM Summit
Welcome to the HCM Summit –and thank you for
being a valued part of this
exciting event
We’re delighted to have you on board and very much appreciate your collaboration in making this year’s summit a success, as we work to unite the industry and spark innovation and social and commercial success.
This exhibitor manual has been created by the HCM Summit organising team to help you prepare for a smooth and successful experience at the event. On the following pages, you’ll find all the essential information, key contacts and practical guidance you need – from logistics and deadlines to on-site support and promotional opportunities. Whether it’s your first time with us or you’re a returning partner, we hope this resource makes your planning easier and your event experience even better.
Liz Terry
If you have any questions along the way, our team is here to help, so don’t hesitate to get in touch. We can’t wait to see you at the HCM Summit and look forward to working together to create an impactful and engaging event for all.
Liz Terry MBE CEO, Leisure Media lizterry@leisuremedia.com
HCM Summit exhibition logistics Association Services Ltd (ASL)
Key contacts at ASL Mable Lew, Kirsty Elderfield and Susan Hayden
ASL email hcm@associationsltd.co.uk
ASL tel +44 (0)207 129 1261
ASL exhibition manager on the day Claudia Pearce
Claudia Pearce tel +44 (0)7765 134018 (22 and 23 October 2025 only)
QEII event manager for the HCM Summit Emilie Graham
Emilie Graham email emilie.graham@qeiicentre.london
Leisure Media backup/emergency contact +44 (0)7818 401 401
Backup email HCMSummit@leisuremedia.com
MAIN ENTRANCE / EXIT
HCM Summit Exhibition of Innovation
Here are the details to support your stand build-up, staffing and fit-out, as well as key times and dates
Exhibition management
The exhibition is managed by Association Services Ltd. Contact them on hcm@associationsltd.co.uk. In charge on the day, will be Claudia Pearce, +44 (0)7765 134018 (22 and 23 October only) .
HCM Summit locations
The HCM Summit will be held in the Churchill Room on the ground floor of the QEII Centre (Level 0). The HCM Summit Exhibition of Innovation will take place in the Pickwick Suite on the first floor (Level 1). .
Key times
21 and 22 October
Advanced delivery of larger exhibition items to the goods in area at the QEII can be made on 21 and 22 October by arrangement with Mable Lew – email: hcm@associationsltd.co.uk – or at www.HCMSummit.live/loadingbay. You will be responsible for moving these items to the exhibition space on 23 October. Please advise Mable Lew if you need porterage.
23 October
6.00am: Venue opens, registration of exhibitors and partners on the ground floor of the QEII
7.00am: Loading bay opens
7.45am: Build-up completion deadline.
7.45am: Delegate registration opens
8.00am - 8.45am: Delegate networking breakfast in the Pickwick Suite
8.55am: HCM Summit starts
11.00am: Morning break
1.00pm - 2.00pm: Lunch break
4.00pm - 4.30pm: Afternoon break
4.30pm - 5.30pm: Exhibition tear down
NB full load-out of the QEII needed by 7.00pm
6.00pm: HCM Summit ends
6.00pm - 9.30pm: HCM Summit After Party
Exhibition stand packages
Packages include the following space, furniture and tickets (see p8 for ticket booking details):
n 4m x 2m display area, space only, no furniture (4m wide, 2m deep).
Reserved for Platinum and Gold Partner packages. Includes two delegate places and two exhibition tickets.
n 3m x 2m display area, space only, no furniture (3m wide, 2m deep).
Includes one delegate place and one exhibition ticket. n 2m x 3m display area, space only, no furniture (2m wide, 3m deep).
Includes one delegate place and one exhibition ticket.
n 2m x 2m display area, space only, no furniture (2m wide, 2m deep).
Includes one delegate place and one exhibition ticket. n 2m x 2m tabletop, to include two chairs, one table and a table covering (2m wide, 2m deep).
Includes one delegate place and one exhibition ticket.
n Poseur table and 1m graphic panel (1m wide, 1m deep) to include a poseur table and no chairs. Includes one exhibition ticket and VIP-rate delegate ticket booking option. Last date for graphics, 10 October.
Exhibition logistics
BOX DELIVERIES TO THE VENUE
Boxed items, such as collateral, can be delivered to the loading bay on 21 or 22 October 2025, between 7.00am and 5.00pm. Please ensure all items are clearly labelled with a delivery docket when being sent to the centre.
BOX DELIVERY DOCKET
Download the delivery docket here: www.HCMsummit.live/deliverydocket Each parcel/box needs to be clearly labelled with a delivery docket and delivery is to be made no earlier than 21 October.
DELIVERY ADDRESS
Queen Elizabeth II Centre Storey’s Gate Loading Bay, Westminster, London SW1P 3EE
LARGE ITEM DELIVERIES
Larger items and equipment can be delivered on 21 or 22 October by arrangement with Association Services Ltd. These will need to be moved upstairs on the morning of the event. They can also be delivered on the day from 7.00am, but please note that the loading bay can only accommodate one vehicle at a time and the exhibition must be set up by 7.45am, so you’re advised to deliver in advance if possible.
BOOKING DELIVERIES AND PORTERAGE
If you need to deliver the day before, book a slot on the loading bay or book porterage, please email project manager, Mable Lew, at hcm@associationsltd.co.uk . The loading bay is open from 7.00am to 7.00pm
Exhibition set-up
Access to the venue is from 6.00am on the day of the event and the venue asks that the set-up of your display area is completed by 7.45am. The Main Entrance, Loading Bay and Goods Lift will be open and accessible from 7.00am. Once in the building, please go to the HCM Summit registration desk which will be located in the foyer on the ground floor to pick up your name badge.
CHURCHILL LIFT
n Width of door opening: 2.1 metres
n Width: 2.6 metres
n Depth: 1.3 metres
n Height of door opening: 1.9 metres
n Height: 1.9 metres
n Loading: 1,500 kilos
Available floors
Level 0 – Level 1
GOODS LIFT 11
n Width of door opening: 1.5 metres
n Width: 2.1 metres
n Depth: 1.5 metres
n Height of door opening: 2.0 metres
n Height: 2.2 metres
n Loading: 2,000 kilos
Available floors
Level 0 – Level 5
Exhibition tear-down
Tear-down of your stand can commence immediately after the afternoon tea break at 4.30pm. Please don’t dismantle your display area before this time. The venue asks us to vacate the area by 5.30pm. NB: full load-out will need to be complete by 7:00pm. You don’t need to book a loading bay slot for load out.
HCM SUMMIT BREAKDOWN COLLECTION NOTE
Download the collection docket here: www.HCMsummit.live/collectionnote
PICKUP ADDRESS
Queen Elizabeth II Centre Storey’s Gate Loading Bay, Westminster, London SW1P 3EE
NB.
NOTES FROM THE VENUE
The loading bay is a shared facility for all deliveries and collections at the QEII, therefore, vehicles are permitted access on a first come, first served basis. Due to the dimensions of the loading bay and the fact only one vehicle is permitted at any one time, during exhibition set-up and breakdown the following conditions must be adhered to:
n The loading bay is left clear at all times unless loading/unloading is in progress.
n The vehicle is not left unattended when transferring items to and from exhibition areas. It is suggested that there are enough personnel to unload and then supervise the transfer of materials to the areas, whilst the vehicle is removed from the Loading Bay.
n All corridors and fire exits are left clear to ensure access is maintained at all times.
LOADING BAY LOCATION
The QEII loading bay is located on Storey’s Gate. The loading bay can accommodate vehicles up to 3.5 metres wide and there are no height restrictions. The arrival times of all deliveries should be pre-arranged with your event manager. Please note that the Centre cannot accept responsibility for goods loaded in or out of the loading bay or any items kept in storage.
Loading Bay Loca�on
storage.
The QEII loading bay is located on Storey's Gate road. The loading bay can accommodate vehicles up to 3.5 metres wide and there are no height restric�ons.
The arrival �mes of all deliveries should be pre-arranged with your event manager. Please note that the Centre cannotaccept responsibility for goods loaded in or out the loading bay or any items kept in
HCM Summit exhibition services
All the details you need to organise supplementary services and support for your teams
Audio Visual
The venue is responsible for supplying audio-visual equipment to exhibitors. Order and pay directly for Exhibition IT services using the following link: www.HCMSummit.live/HCMSummitAV NB. We’ve been asked by the venue to let you know that it cannot be held responsible for any items of your own equipment or software you choose to use during the event.
Business Centre
The Business Centre is in the Sanctuary Foyer on the ground floor and is open from Monday to Friday from 8.00am to 6.00pm. For costings, please refer to the Business Centre price list attached. Payment is on a cash/credit card basis.
Ceiling heights
Ceiling heigh in the Pickwick Suite is 3.47metres.
Cloakroom
A complimentary cloakroom is located in the West Foyer on the ground floor of the QEII Centre and will be open from 7.00am to 10.00pm. The cloakroom will not store HCM Summit delegate bags given to attendees at the event, but will store personal luggage and other bags and coats.
Exhibition stand staffing
Please email Mable Lew at hcm@associationsltd.co.uk with the names and emails of your team members for both the exhibition stand passes and delegate places, so they can be registered. Please let Mable know about any dietary requirements when registering your team members. To purchase additional tickets, please go to www.HCMSummit.live
Furniture
If you have furniture included in your exhibition package, this will be delivered to your stand. Additional furniture is available from the QEII Centre. To order this, please contact the event organiser, Emilie Graham by email on: emilie.graham@qeiicentre.london
Internet
There will be complimentary wi-fi available throughout the venue for standard use. Simply connect to QEII Guest, no password is required. If your data needs are greater and you would like to have a hard-wired network connection to high speed internet service or dedicated bandwidth is needed, this can be purchased online at www.HCMSummit.live/HCMSummitbandwidth
Lead capture
Optimise your time with delegates with the HCM Summit lead retrieval app that enables you to efficiently capture contacts, leaving more time for networking and briefings. To order lead retrieval, please email: hcm@associationsltd.co.uk . There is a charge of £100 + VAT for this service by ASL.
PAT Testing/RAMS
Please ensure all electrical equipment is PAT tested and compliant. Please email your risk assessment document (RAMS) to Mable Lew at hcm@associationsltd.co.uk
Plans, dimensions and floor-loading
The QEII website has PDF versions of room plans. These are complimentary to all exhibitors. Additional information also shown on the website includes power and telecom locations, floor loadings, dimensions and general capacities. Find this here: www.qeiicentre.london
Power supply
xAll stands have access to 1 x 13amp power supply point. If you need additional power points, please email: ictenquiries@qeiicentre.london
Access to the power supply is from floor traps that are located in close proximity to the allocated display areas. We recommend you bring your own extension leads as the QEII Centre is not routinely able to supply this equipment, although can sometimes do so in an emergency.
Travel and parking
It is quicker and easier to travel to the QEII Centre by public transport than by car. If you need to travel by car, there are four public car parks nearby, although there is no car parking at the centre. For more information about parking, please visit www.ncp.co.uk .
The centre is located within the ULEZ congestion charging zone, so you will need to pay this within the timescale mandated. For more information about congestion charging, visit www.cclondon.com
ESSENTIAL LINKS
Book audiovisual www.HCMSummit.live/ HCMSummitAV
Book exhibition staff and delegates hcm@associationsltd.co.uk
Order more delegate places www.HCMsummit.live
Order lead capture hcm@associationsltd.co.uk
Organise additional power ictenquiries@qeiicentre.london
Send your risk assessment document (RAMS) hcm@associationsltd.co.uk
HCM Summit marketing
As an HCM Summit partner, we work to amplify your presence at the event with a series of promotions to raise your profile
HCM Summit Profile
We run full profiles of your organisation, with graphics and photography in two key places – on the HCM Summit website www.HCMsummit.live and in the HCM Summit Programme, which is given to delegates and speakers.
Please follow these links to see examples:
n Sample website profiles www.hcmsummit.live/2024/partners
n Sample HCM Summit Programme profile www.HCMSummit.live/HCMSummitprogrammeprofile
View the HCM Summit 2024 Programme: www.HCMSummit.live/HCMsummitprog24
IMPORTANT
To send us your website and programme profile words and photos, go to this portal: www.hcmsummit.live/partnerportal
This portal enables you to send text, logos and high-res images, as well as your full-page advertisement for the HCM Summit Programme.
Specification for full-page advertisement
n Trim size width 210mm x height 297mm
n Text area width 190mm x height 277mm
n Add 3mm bleed on all edges (width 216mm x height 303mm)
n Please supply artwork in PDF/X-1a format and convert all colours to CMYK
DEADLINE
Your profile will be uploaded to the HCM Summit website as soon as it’s received and we suggest you complete the form as soon as you book your partnership to optimise the opportunity.
Delegate/speaker bag inserts
All inserts, samples and gifts for delegate and speaker bags and products for sampling need to arrive at the QEII Centre no more than two days before the event, ie, 21 October at the earliest.
HOW MANY?
Please provide 330 items. Inserts need to be finished or folded to be no larger than A4.
DELIVERY DOCKET
Please print out, complete and attach the following delivery docket to each box of items: www.HCMsummit.live/delegatebaginsert
Lunch and break sponsorships
Lunch and break sponsors have your graphic panels displayed during the relevant break, as well as your video running on all screens (with the exception of the videowall in the QEII Foyer).
DEADLINE
Please supply your graphic panel artwork and a link to your video by 3 October. We print the graphic panels for you.
GRAPHIC PANEL SPECIFICATIONS
Graphic panel artwork sizes are: W594mm x H841mm (A1). Please add 5mm bleed to all sides to allow for the frame overlap.
VIDEO SPECIFICATIONS
Specification for video is: 1920x1080 pixels, JPG/PNG/MP4(h264), RGB colour space.
Foyer videowall promotions
If you’ve booked a video to appear on the main videowall in the foyer at the QEII Centre, please send this to us at HCMSummit@ leisuremedia.com by 10 October.
MAIN WALL VIDEO SPECIFICATION
3840x2160 pixels, JPG/PNG/MP4(h264), RGB colour space. NO SOUND AVAILABLE. Shared space 30 second slot.
Images from the 2024 HCM Summit
LEGAL NOTICES FROM THE VENUE
n Accidents and near misses
If you are involved in or witness an accident or near miss while on site, please report it to a member of venue staff or the event organiser immediately.
n Alcohol and drugs policy
The consumption of alcohol is not permitted during buildup and breakdown. The QEII Centre has a strict drugs and alcohol policy which allows ejection from the site.
n Chemicals
If you or your contractors intend to use any chemicals, you must notify the organisers and supply a risk assessment, to comply with the venue’s regulations. The COSHH regulations will also apply.
n Cleaning
All hired areas will be cleaned between 6.00am and 8.00am daily by the QEII Centre; however, cleaning of the Exhibition Stands is the responsibility of the exhibitor. Exhibitors are responsible for the clearance of any large items of rubbish or other waste materials.
n Damage to the premises
The QEII Centre asks that no nails, screws or other fixtures be driven into any part of the premises, including the floors. It also asks you not to damage or disfigure any part of the premises. Should damage occur, the exhibitor responsible will be invoiced for any charges incurred, with this charge being made by the venue.
n Damage walk round
A damage control check will be carried out by the QEII Centre prior to and after each event during normal working hours. Any exhibitor wishing to attend should contact Mable Lew at hcm@associationsltd.co.uk.
n First aid
There is a First Aid room on the ground floor. This is not permanently staffed. In the event of a first aid emergency, please call 999.
n Leaflet distribution
Please don’t distribute leaflets anywhere other than your display area, as the venue will remove them.
n Night sheets
Night sheets must be made of inherently non-flammable material or of material satisfactorily treated to render it non-flammable. They shall be stored rolled-up and firmly secured and not cause any obstruction while not in use.
n Notices
Notices must not be affixed to the fabric of the building without prior permission. Sticky fixers, Blue Tack, Sellotape etc must not be used on painted surfaces. Exhibitors will be charged to repair damaged areas. Under no circumstances must cables, wires etc be attached or affixed directly to the walls or ceilings in the main exhibition areas. Wall channels and ceiling bars have been provided for this purpose. All exhibitors need to be self-sufficient with regards to use and provision of equipment and the rigging/de-rigging of display material.
n On-site supervision
A general security patrol will be provided by the QEII Centre; however, they will not be responsible for Exhibitors’ equipment/material if lost or damaged. Lockable rooms are available; please contact Mable Lew at hcm@associationsltd.co.ukr to discuss this facility.
n Plastic
All plastic, including plastic plants and materials used for vision panels, etc must conform to BS476-Part 7, Class 1. Polycarbonate materials are acceptable.
n Security
Security officers from the QEII Centre will patrol the venue throughout the show. However exhibitors are asked to take precautions against theft and be always vigilant. Any incidents of theft must be reported to security immediately as it will be necessary to complete a security form and report the incident to the police.
• Please do not arrange for goods to be delivered to the hall unless you are there to receive them.
• Please assist us by always wearing your exhibitor pass.
• Entry to the hall will not be permitted without a pass.
• Take home any valuable items each night if there are no secure storage facilities on-site.
• Do not leave your stand unattended at any time during build-up, the open period, or the tear-down of the show.
• Do not leave the hall until all visitors have gone.
• Do not position desirable items at the front of your stand, where you may not be able to keep an eye on them.
• Ensure you have enough staff, so that the stand is not vulnerable to thieves and do not ask a neighbouring exhibitor to watch over your stand while you go for a break. They may become busy and not be able to keep an eye on your stand.
• Remove all portable or valuable items from the stand on the evening the show closes. Do not leave them until the following day for collection.
• Arrive in time for the show. Ensure your stand is staffed at least 15 minutes before show open time each day and remember that the exhibition is open from 8.00am.
• Use a lockable cabinet to store your personal possessions during the show open hours. You should be able to hire one from the appointed furniture company.
n Smoking
Smoking is not permitted in the venue at any time, in accordance with legislation. External smoking areas are provided. If you are a smoker, please consider others and use only the designated areas. Also, e-cigarettes are not permitted in the venue at any time.
n Storage
All items requiring storage during the event must be allocated an area within the exhibitor’s contracted space. The Centre has very limited on-site storage, therefore, if you envisage you may need to leave items after an event for courier collection etc, please advise Mable Lew at hcm@associationsltd.co.uk accordingly. All items stored overnight in the QEII Event Management Storeroom must clearly show a return address label and contact details.
n Waste disposal
All waste, except small quantities of litter, produced by your stand must be removed from the venue at the end of the event. A charge will be made for disposal of any large items, such as boxes of literature, carpet and stand fitting materials.
Exhibition stand materials
Materials used in the construction of stands, features, and displays, including signs and fascias, shall be:
• Of a suitable nature and quality for the purposes and conditions of their intended use.
• Adequately prepared and fixed to perform the functions for which they are designed.
• Non-combustible, non-flammable or flameproof in accordance with BS476-Part 7.
• Water-based, where applicable, e.g., adhesives and paint. British Standards are the minimum acceptable standards for construction materials.
• Suitable samples of materials may be submitted to the venue for approval. Materials may be tested on site to ensure they comply.
Decorative materials
Decorative materials used for stand dressing must be flame-proofed or purchased already treated by use of the appropriate chemical. Untreated wallpaper and similar thin surface finishes, not exceeding 1mm in thickness, may be accepted, provided they are firmly fixed. Artificial plants and flowers are combustible and give off toxic fumes and must not be used for stand dressing. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such.
Fabrics, drapes, curtains and hangings
Drapes, curtains, hangings etc must be inherently or durably flame-proofed. Otherwise, they may be treated with a proprietary flame retardant. Test certificates must be available for inspection for any materials intended to be used. Fabrics used for interior stand decoration must be fixed taut and/or in tight pleats (not loosely draped) to a solid backing, secured above floor level and not touching light fittings. Curtains on exit routes should hang 75mm clear of the floor, be parted in the centre and not conceal any exit signs.
Timber
Timber under 25mm thick must be impregnated to Class 1 standard. Treated materials should have ‘BS476-Part 7, Class 1’ marked on them. Boards, plywood, chipboard etc must be treated if under 18mm thick. The exception to this is MDF, which is acceptable for use due to its density. MDF may not be machined on site, as its dust is hazardous to health.
Upholstery
Upholstered seating must be non-combustible and marked with the appropriate standard.
