Exhibiting Information

We are delighted that you will be joining us at this year’s Trauma Summit at the Crowne Plaza Hotel Belfast on 17th & 18th June 2024. We are very pleased to offer exhibition space at the conference and we extend a very warm welcome to both new and previous exhibitors. As an exhibitor, you will have the opportunity to promote your services, projects and latest research to all our delegates across the two days.

Please find all the information you will need as an exhibitor at our conference. Updates will be added intermittently as new details are confirmed.  Please check this page regularly on the lead up to the conference. 

Please read all the information carefully, if you have any questions, please feel free to contact Claire Speers: claire@actiontrauma.com 

Everything you need to know

Exhibitor set up & dismantling

Details of allocated times for set up and dismantling of your stands.

Exhibition stand specifications & requirements

Managing your exhibition stand during the Trauma Summit.

Hotel accommodation booking details & general information

Accommodation, there will be 20% discount offered on the best flexible rate at the time of booking.

Self promote your
organisation with a little
help from us

Spread the word and promote your organisation via your digital &

print channels so you get the best out of your experience

Website & Email

Using your website & email platforms to promote your stand pre Trauma Summit is a great way to inform your audience. We provide the graphics and links to purchase tickets so that visitors to your site know of the event.

Facebook

Facebook is a great way to reach a large targeted audience. We provide the imagery, content and a link to purchase tickets so that the process is simple and you can concentrate on your planning for the event.

Instagram

Instagram is another platform to reach a specific group of interested people. We provide the imagery and a link to purchase tickets for your customer base.

Exhibitor stand set up & dismantling

All the info you will need to know regarding the setting up of your stand pre event plus the breakdown post event

Sunday 16th June 6.30pm - 8.30pm 

Tables will be placed and marked with your organisation name and two exhibitor badges will be left on your table.

Confirm 2 x Exhibitor names and email addresses who will be manning the stand for both days by Monday 8th April to claire@actiontrauma.com

Tuesday 18th June between 5:30pm – 7:00pm   

At no stage will there be any breakdown before these times. Please get in touch if this gives you any difficulty. Creating a safe environment for both exhibitors, delegates and guests is an important part of a successful event and is something we take very seriously. 

Monday 17th June 8:00am – 5:45pm  

Tuesday 18th June 8:15am – 5:30pm

Monday 17th June from 7:45am - 9:00am 

Location: Ground Floor

Via Courier: If you need to send items via courier before the event, you can do so by sending these to the Crowne Plaza Hotel and they will store them until the morning of the event.  

It is preferable that materials are sent as close to the conference date as possible however due to space shortage prior to the event, please do not to send anything any sooner than week commencing 10th June. These items will need to be clearly marked:  

FAO: Lisa Ferguson, Event Manager 

Trauma Summit 2024 (Action Trauma) 

Please let the Action Trauma team at your earliest convenience, know if you need to avail of this option. 

If you need to drop off equipment on Sunday evening or Monday morning, i.e. if items are too heavy or cannot be carried up, you can use the service yard. Access to the Service yard is located at back of the hotel. 

Please note the service yard is one way in and one way out, once you drop off equipment, please move your vehicle into a car parking space to allow access for the next vehicle. Any exhibitors using the Service yard must complete request form with make, model and registration of vehicle no later than Thursday 30th May.

The details will be passed on to the Security Team at the venue and allow you access. If the details are not provided, we cannot guarantee access to the Service yard. Access to the Service yard is restricted for unloading and loading only. Once complete, vehicles should be removed from the service yard to allow access for others. 

The exhibitor floor plan will be sent through to you during mid-May, which will provide you with your stand location. 

The exhibitor room has a ceiling height restriction of 3 meters

Admission  

All sponsor and exhibitor representatives are required to be registered and wear a Trauma Summit issued name badge for the duration of the conference. 

Insurance Requirements  

Exhibitors agree to be responsible for his/her own property. Exhibitors shall release and hold harmless and indemnify Action Trauma from all claims, obligations, liabilities, causes of action, lawsuits, damages, and assessments, including legal fees, that result from an allegation of negligence on the part of the exhibitor or Action Trauma or third parties in the use of the exhibition space or activities in connection with the use of the exhibition space.

Please read all the information carefully, if you have any questions, please feel free to contact Claire Speers: claire@actiontrauma.com 

Exhibition stand specifications & requirements

Managing your exhibition stand during the Trauma Summit.

Exhibition stands are 2.5 x 1.5 m in diameter and will be located on the first floor outside of the main plenary session. Exhibition space will include:  

  • One 6ft trestle table with two chairs. Please note the space will not have side or back drapes.   
  • Opportunity to bring pop up stands, distribute marketing materials and network with delegates.  
  • Two Trauma Summit issued name badges will provide you access to the main auditorium to view keynote speaker presentations but will not give you access to the workshop rooms.

 

Hybrid/virtual exhibitor stands only

If you have paid for a hybrid stand, you will have both the live stand at the Crowne Plaza Hotel and you will have access to the conference on our digital event platform. You will receive log in details 3 weeks prior to the start of the summit, to complete your virtual booth. Full log in details will be sent to you at this time. Delegates will then have access from the 3rd June, so you have adequate time to get as much information uploaded ahead of delegates gaining access. 

*Please note the digital access will only give you access to the virtual booth and not the online presentations. 

If you have any questions regarding set up, you are welcome to get in touch with the team at anytime.

It is to your benefit to keep the stand manned at all times by a member of your organisation, throughout the conference. No valuable items should be left unattended. We regret that we are unable to take any responsibility for the security of valuables or other items on your stand or in transit. The venue will be locked at night and general stewarding will be provided. Small or high value items should be removed when your stand is unattended.   

Two boxed lunches will be exchanged for exhibitor lunch passes on day 1 and Day 2. Lunches will be delivered to your exhibition table 30 minutes prior to main delegate lunch times.

Exhibitor name badges will be ready for you to collect at your exhibitor table the morning of the event. Please keep these badges with you at all times during the conference, as access to the main plenary session will only be permitted to those with lanyards.

Power points are not included at your exhibitor stand. If you require an electricity point, there will be a fee of £25 to get access. Please email Claire Speers (claire@actiontrauma.com) no later than Monday 8th April. 

Complimentary Wi-Fi will be available throughout the Crowne Plaza Hotel. 

There are 2 car parks, one at the front of hotel and a two-story carpark located at the rear of the Crowne Plaza Hotel offering more than 300 parking spaces. Car parking is free of charge. 

Additional car parking spaces will be available at the Belfast Bowling Club behind the hotel, and the Rugby Club beside the hotel. Carpark attendants will direct delegates. 

Please read all the information carefully, if you have any questions, please feel free to contact Claire Speers: claire@actiontrauma.com 

Hotel accommodation booking details & general information

There will be 20% discount offered on the best flexible rate at the time of booking.

CROWNE PLAZA HOTEL, 117 MILLTOWN RD, BELFAST BT8 7XP 

There will be a 20% discount offered on the best flexible rate at the time of booking.  The discount is only available until 10 weeks prior to the event date.  For guests booking within the final 10 weeks there will be no discount available. 

Guests should contact the hotel directly to make a reservation (02890 891896 / 02890 891897) as the discount will not be available to book online.  They should quote that they are attending the Action Trauma event to avail of the discount. 

Booking 

Quote ACTION TRAUMA when booking. 

See website for planning your visit:  Trauma Summit 2024 | Plan Your Visit - Action Trauma 

As part of the Trauma Summit, you may be photographed, or you may be recorded on audio and/or video. These items may be used in promoting future conferences or in other marketing related to Action Trauma. Your attendance at this event implies your consent to be photographed or recorded. 

  • Subletting exhibition space is not permitted. Sharing exhibition space is not permitted unless it is with divisions of the same organisation and must be approved in advance by Action Trauma.   
  • Violation of any regulations on the part of the exhibitor, its employees or agents shall void the right to occupy space.   
  • Exhibitors may not affix anything to the walls, doors, floors, or columns of the exhibition hall.   
  • Exhibitors may not place brochures, marketing materials or flyers outside of that organisation's assigned exhibition space.

If you have any questions regarding the exhibitor stand or the event, please get in touch.  

Tel: 02897 512110 or Email: claire@actiontrauma.com

Venue - Crowne Plaza Hotel, 117 Milltown Rd, Belfast BT8 7XP

Website - Crowne Plaza, Belfast (cpbelfast.com)

Date & Times - 17th & 18th June 2024

Monday, 17th June 8:00am – 5:45pm  

Tuesday, 18th June 8:15am – 5:30pm 

Exclusive delegate dinner on Monday 17th June at the Crowne Plaza Hotel.  This will be a three course meal, drinks reception and Irish band. If you are interested in attending, please complete the jotform registering your interest and we will contact you with details on how to book. 

Please read all the information carefully, if you have any questions, please feel free to contact Claire Speers: claire@actiontrauma.com