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SPONSOR FAQ

We are delighted that you are sponsoring our 2025 Annual UHUK Conference at Staverton Hotel and Golf Resort, Daventry, Northampton.

We are looking forward to meeting you at the conference and in the interim we hope this Q&A will help you and your team prepare for the event.

1 What is the theme of the event?

- ‘Innovation, Integration, Impact: Mission Driven Urgent Care’ with reference to the 10-yr plan and neighbourhood health.

2 Who should we contact to arrange any building or furnishing requirements for our stand?

- Your or your organiser are responsible for building your own stand(s) and furniture.

3 Have you a map of the stands, showing our location and number?

- You will be advised of your pitch number in advance and one of the UHUK support team will show you to your pitch on arrival at the venue.

4 What type and size of tables will be provided? Will they have cloths or a banqueting roll?

- Exhibition stands for Standard and Premium are 1.6m (L) x 0.8m (W) 0.71 (H) with a margin of 30cm around the stand. VIP stands will be double this size.

- Please do not exceed the footprint of your pitch.

- Cloths are provided.

5 What are the banner specifications for sponsors throughout the conference areas?

- The size of the banner needs to be contained within your exhibition pitch size.

- All sponsor logos will appear on screen in the main conference room so no further banners will be necessary.

6 To which address should we send our exhibition supplies, and for whose attention?

- Deliveries should be addressed to: UHUK Conference 14-15 Oct, C/O Hannah Sparks, Staverton Park Hotel and Golf Club, Daventry Road, Staverton, Daventry, Northamptonshire, NN11 6JT.

7 What’s the earliest date for dispatching our supplies for delivery?

- No more than 24 hours in advance of the event (to arrive 13th Oct). Please advise by email to sarah.fletcher13@nhs.net what is being delivered and size.

8 Will we have nearby parking to unload our materials, and is there a fee?

- The car park is free of charge. There are loading doors that go into the County Foyer which are accessed from the car park. There are 4 EV charging points on site, available on a first-come, first-served basis.

9 At what time can we begin setting up on the 14th, and by when must we clear on the 15th?

- Any time from 8:00am on the 14th October. All exhibition stands should be set up and in place by 11.00am. Delegate registration and exhibition will be open 11.00am-12.00pm prior to lunch.

- On the 15th stands must be cleared following the afternoon tea break and no later than 4.30pm. Any equipment left will be stored for 24hrs then disposed of by the venue if not collected.

10 Is there a draft agenda for the conference we might review?

- The Conference programme will be issued prior to the event and you will be advised of your specific slot and timing if applicable beforehand. Any queries direct to sarah.fletcher13@nhs.net

SPONSOR FAQ

11 Are there guidelines or restrictions for our stand’s design and branding?

- All stands and branding should fit within the designated space.

12 Might we have a list of other exhibitors attending the conference?

- See pages 5-7 here. This list may not be final. A full list of attendees; delegates and exhibitors, will be in the programme.

13 Are there any additional costs or fees relating to our participation?

- All charges outside the sponsor package you have purchased will be your responsibility to pay e.g. extra dinner/B&B packages. Any additional food or drinks purchased by you must be paid for at the time of ordering or charged to your room. It is your responsibility to pay for extras on checkout.

- Please also remember to bring a delegate raffle prize with your card or logo attached.

14 What are the power supply options at our stand, and any associated costs?

- Plenty of plug sockets available. Please bring extension leads or these can be supplied by the hotel - Please let us know in advance what you need.

- To comply with Hotel H&S policy and insurance, any electrical equipment older than 1 year, must have a clearly displayed PAT test sticker.

15 Can we distribute promotional materials or give-aways to attendees?

- Yes, this is more than welcome.

16 Will there be a main event contact or manager available during the conference?

- Yes, there will a venue Operations Manager and you will be met by one of the UHUK team members able to offer assistance.

- There is a sponsor WhatsApp group for queries. Join using this link

17 Can we pre-book any additional equipment or services for our stand?

- Plasma screens can be hired for £100+VAT. Please email sarah.fletcher13@nhs. net with your requirements to see the options. Screens must be contained in your exhibition footprint.

18 Will Wi-Fi be provided, and if so, is there a charge and what’s its reliability?

- Free of charge, and very reliable. SP_CONF_SECURE, password: STAV.PARK

19 How many exhibitor passes will we receive, and can we acquire more if necessary?

- The number of representatives on each stand will be within your agreed package. All representatives need to be registered through the booking form and extra accommodation/dinners paid for.

- We cannot allow additional representatives as we have to notify the hotel in advance.

20 Will delegate badges feature QR codes, and will scanners be provided?

- No. We suggest you bring capture forms or pen and paper. A delegate list will be provided prior to the conference.

21 What is the dress code for the dinners?

- Dress code for the conference is casual business attire.

- Dress code for the dinner on the 14th is informal/relaxed.

- Dress code for the Conference/Awards Gala dinner on the 15th is smart/lounge suit/dress. Black tie/ cocktail/evening dress optional.

SPONSOR FAQ

22 If I am sponsoring an award, do I need to bring anything additional?

- No, the Award trophy and certificate will be provided by UHUK. Award sponsors will be briefed further pre-Conference.

- Please ensure you have notified us of the representative to present the award.

23 Will all equipment be provided for sponsors who are presenting on the main stage or in a breakout session?

- Yes, you will be asked to send your presentation in advance of the conference by 6th Oct. All necessary PA equipment will be provided.

- A presentation template will be provided and presentations must be emailed to sarah.fletcher13@nhs.net by Mon 6th Oct at the latest. Presentations will be pre-loaded to the laptops on the stage/in the rooms.

24 When is my main stage or breakout session scheduled?

- We will notify those who have main programme or breakout sessions nearer the time as timings can change slightly due to speaker changes.

25 Are there specific security measures or protocols for the event?

- We will need copies of your PLI (Public Liability Insurance) by Mon 6th Oct latest.

26 When is the Exhibitor lunch?

- On 14th there will be a sponsor and delegate networking lunch between 12.00pm and 12.45pm in the restaurant next to the Exhibition hall.

- On the 15th, lunch for exhibitors only will be served from 12.00 - 12.30pm in the restaurant next to the exhibition hall.

- Please ensure you are back in the exhibition area before delegates leave the main conference suite at 12.45pm.

Sponsor Delegate Raffle:

We will be coordinating a sponsor raffle which will encourage all delegates to visit every stand to get a code and signature from each sponsor – this completed sheet will enable them to enter the raffle.

Please ensure that your prize has your sponsor details or logo attached to it. A member from the UHUK team will collect raffle prizes from sponsors and the raffle will be drawn and winners notified at the Conference Dinner on the evening of the 15th .

Photography and videography

We will be capturing general photos and video footage at this conference and may use some of the images on our social media channels and website, and in other materials to help raise the profile of UHUK and its members.

Video and images will be stored in accordance with GDPR.

A copy of our privacy policy is available at UHUK.co.uk/policies

Headline VIP Sponsor

Primary Care 24 in partnership with Blinx Healthcare

Our VIP headline sponsor this year is Primary Care 24. Together with their partner Blinx Healthcare, they are promoting PACO24, an end-to-end Cloud EPR (Electronic Patient Record) facilitating the entire patient journey from ‘111’ call request to smart auto case allocation to the appropriate team member, consultation, prescription, and integration into the patient’s medical record. With integrated telephony and automated call back technology, it supports mobile consultations for remote appointments and home visits, ensuring a comprehensive Urgent Care/Out of Hours experience.

www.blinxhealthcare.com/paco24/