Exhibitors information
Thank you for helping us in making our Freshers Fair 2024 the best we've ever had! We can't wait to see you on Friday 27th September. Here are some things you may need to know before you arrive, so you know what to expect from us, what we expect from you, and how to make the most out of your stall at JMSU Freshers Fair 2024.
Freshers Fair is run and managed by John Moores Students’ Union for Liverpool John Moores University Students only.
The day is busy with many moving parts. Outside of Exhibition Centre Liverpool’s own responsibilities for their venue, for any on the day issue, JMSU's decision is final.
Please note that student group information will differ from commercial, volunteering/charity, and LJMU stalls. Any additional information for student groups will have been communicated directly to registered student groups via email and Student Group Leader training.
Who is this information for?
If you're a commercial, volunteering/charity organisation, LJMU university service, or JMSU Student Group stall holder, this page applies to you. To find more information about your category, see below.
-
Commercial exhibitors – Booked by Native.
-
External Volunteering Partners, Charities, and LJMU University Services - Booked and organised by JMSU.
-
Student Groups – Booked and organised by JMSU.
What is Freshers Fair?
We are aiming to welcome over 7,500 students attend our Fair, we hope to see lots of fun, amazing opportunities and support given to students – a day they are sure to remember.
Where is the fair?
Exhibition centre, King's Dock, Port of Liverpool, Liverpool L3 4FP
What 3 words: https://what3words.com/field.levels.beam
Field.levels.beam
How do I get to the venue?
The video will show directions on how to get to the Fair.
Exhibition centre, King's Dock, Port of Liverpool, Liverpool L3 4FP
Set-up Times
We have over 300 stalls that need to set-up and follow strict health and safety protocols, so please make sure you are on time.
Stall holders must use the following times for set-up:-
-
06:00 – 09:15 – Commercial exhibitors
-
07:30 – 09:30 - External Volunteering Partners, Charities, and LJMU University Services
-
08:00 – 09:30 - Student Groups
All unloading must be completed by 09:30 with no exceptions, as the Fair will be unable to start on time due to health and safety constraints.
Loading Bay
Stall holders must use the loading bay at the following times:-
- 06:00 – 09:15– Commercial Exhibitors (Booked with Native)
- 07:30 – 09:30 - External Volunteering Partners, Charities, and LJMU University Services (Booked with JMSU)
- Please note that student groups will not have access to the loading bay unless granted by Opportunities & Development team via email. This is non-negotiable.
- All stall holders have 15 minutes for unloading at the loading bay. Once you have unloaded, please remove your vehicle and park off site in the car parks near to the Exhibition Centre.
- Please note that the Exhibition Centre do not provide trolleys or pump trucks so all manual handling needs to be managed by stall-holders.
- All unloading must be completed by 09:30 with no exceptions as the Fair will be unable to start on time due to health and safety constraints.
Car Parks
Liverpool Waterfront Car Park Monarchs Quay, Liverpool, L3 4FP Payment: Cash/Card
Car Parks 1 & 2 Monarchs Quay, Liverpool, L3 4FP Payment: Car Park 1: Cash Car Park 2: Cash/Car
Liverpool Kings Dock Car Park Monarchs Quay, Liverpool, L3 4FP Payment: Cash/Card
Stall holders are responsbile for their own car parking fees.
Freshers Fair Event Time
10:30 – 17:00
We want to give all students that come through the door at the start and end of the day the same student experience, therefore all stall holders cannot leave until 17:00.
It is your responsibility to bring enough resources and freebies for the whole day. If you cannot stay the whole day please let the relevant team know before the Fair as a decision will be made on whether you can still attend. It might be worth swapping staff over for a split shift if needed.
Plan for the Day
Each stall will be allocated a table, with two chairs, no backboards will be provided. We will have a quiet half hour at 10:30 and the rest of the student body will arrive at 11:00. The fair will finish at 17:00.
All attendees must vacate the premises at 19:00.
Food & Beverages
Food and beverages will be available for you to buy from the café located in the hall, but feel free to bring your own lunch. Access for seating above the café is open to commercial, volunteering partners or LJMU University Services exhibitors only.
Important Information
-
Pre-Checks – Before entering the main entrance or loading bag, a bag search and metal detector screening will be conducted. All stallholders will receive wristbands and will be checked at the Loading Bay. Failure to participate in bag searching will result in no entry.
-
Documentation - Please ensure that you have provided a copy of the following documents to your key fresher's contact: Public Liability Insurance, Risk Assessment and (if relevant) food hygiene certificate. Stall Holders must work under their own risk assessment and Standard Operating Procedures and take all precautions and follow all guidance to ensure a safe event.
-
Food & Alcohol Sampling - Under no circumstances must alcohol be given or consumed by anyone at the event. If you are sampling food/drinks, then this must have been given to JMSU beforehand via Native. The event is not an alcohol-led activity and any association to alcohol must not be a barrier for engagement.
-
GDPR - You are responsible for any student data collected and held during, and after the event. You must ensure its collection, recording and storage is GDPR compliant.
-
Wifi - Wifi is free, however should you want dedicated access then please email JMSUevents@ljmu.ac.uk for further information and a price list in advance.
-
Music – Background music will play at the event. No music is to be played at stalls. You will be asked to turn off any music being played.
-
Power - Power requirements must be requested by Native ahead of the event (as soon as possible). There will be no ability to support ad-hoc requests on the day so please ensure this has been requested in advance. Power supply comes at an extra cost.
-
Stall - All materials are to be stored behind stalls, not in central walkways. JMSU/Native/LJMU Staff will speak to stall holders as they arrive at the correct storage procedures.
-
Stickers - Please note that stickers are not allowed at the Fair, as they can cause damage to surfaces and present floor hazards. If there are any incidents of stickers being used, associated stallholders may be asked to leave the fair.
-
Personal Belongings – It's your responsibility to look after your personal belongings and to keep in a safe place.
-
Photos & Videos - Participation in photo or video documentation is entirely voluntary, and stallholders must obtain consent from the students before proceeding. Only photographers registered and approved by JMSU are permitted to attend the event
-
Rubbish - Please help us keep the event clean and accessible and use the relevant bins provided in the Exhibition Hall for all of your waste and wherever possible please recycle.
-
Inclusion - JMSU Values Equity, Diversity and Inclusion and we maintain a zero-tolerance policy towards any form of harassment or discrimination. We expect everyone to engage respectfully, fostering a welcoming and inclusive atmosphere for all. For attendees that do not mirror those values and behaviours, they will be asked to you leave the Fair to ensure the safety of comfort of all attendees. For more information on our approach to EDI please visit: https://www.ljmu.ac.uk/campaigns/respect-always
Venue accessibility
-
Activity Level - The activity level for this event ranges from gentle to moderate and requires moving around the venue. Please help us maintain accessibility to the event by keeping walkways clear.
-
Prayer Room - A prayer room and a quiet room will be located in the exhibition space, please see video for more details. These will be open to both students and stall holders, should you wish to use them.
-
Quiet Space - There is a quiet space which students and staff can access. Please speak to a steward or member of SU staff. Please note this isn't an area to do work.
-
Lighting - Exhibition Centre Liverpool is well lit throughout the event. No strobe lighting is permitted for stallholders.
-
Toilets - Gender Neutral Toilets will be available.
-
Service Animals - Service animals are permitted. Please email JMSUevents@ljmu.ac.uk to allow staff to include this in the risk assessment.
-
Seating - Seating is available for stall holders but please be aware this event is a moving fair so please sit responsibly.
-
Music - Background music will play at the event (excluding quiet hour). Stalls are not permitted to play music.
-
Wheelchair Access - The venue is fully wheelchair accessible. Please email JMSUevents@ljmu.ac.uk so we can support you.
-
Children - Students who are parents or guardians are welcome to attend the fair with their children/dependants but must remain responsible for their wellbeing and safety.
-
Carers – Carers are welcome to attend if they have confirmation that they support the LJMU student.
If you have any accessibility needs, then please contact JMSUevents@ljmu.ac.uk so we can support you at the Freshers Fair.
Electrical Equipment
All electrical equipment that has a plug and is connected to a pre-booked wall or socket must be PAT tested. Please note that only stalls that has requested electricity will be able to use the plugs.
Rubbish Removal
Please use the bins provided in the exhibition hall for all of your waste and wherever possible recycle.
Deliveries (for exhibitors)
Delivery of items by a third party is permitted but it is essential that a member of your organisation be on-site to accept deliveries. JMSU and the Exhibition Centre Liverpool will not 'sign for' provide delivery receipts or be held responsible for third party deliveries and will refuse to accept them on your organisation’s behalf, as this would constitute a security risk. Delivery of items needs to be on the morning of the day of the fair (before 09:30am).
Extra Info for External Volunteering Partners and Charity Organisations
We will organise for a QR code to be placed on your table. This will take students straight through to the ‘register as a volunteer’ page on JMSUs website where they can sign up to be student volunteers and will be able to apply for your opportunities on our website.
Please make sure that you are directing students to register through our portal. This means that JMSU can record and celebrate the hours that our wonderful volunteers have given, through our Volunteering Awards. Please bring some leaflets, promotional resources, and pop-up banners for your stalls if you have them. Please contact us at jmsuvolunteering@ljmu.ac.uk for more details.
Student Groups
Please note you will only be allocated a stall at Freshers Fair if you have attended Committee Training. JMSUs Opportunities & Development Team will share further information. Please get in touch with our opportunities and development team at studentgroups@ljmu.ac.uk for more details.
Cancelled Event
If the Freshers Fair is cancelled, students and stall holders will be informed by email as soon as practicable. This will also be communicated on JMSU / LJMUs social media. The organisers will endeavour to ensure the day goes ahead as planned, however for issues outside of our control, Exhibition Centre Liverpool, Native, LJMU and JMSU accept no liability for any losses incurred.
Key Documents
This is only a snippet of the guidance; the key document to review is the JMSU risk assessment.
