Exhibitor Information

Thank you for booking an Exhibitor space at the BCME9 Conference.

We've put together some information we hope you will find useful. However, if you have any other questions please don't hesitate to get in touch!

Arrival, Set-up, and Set-down


  • Tuesday 3 April between 1700-2200
  • Wednesday 4/Thursday 5 April after 0700 (Set up will need to be completed by 1030)


  • Before 1700 on either day.

When entering the unloading area all exhibitors will be requested to unload their vehicle, move their materials to their exhibitor area (stand area TBC) and then their vehicles MUST be moved to a nearby designated car park before setting up their stands.

IMPORTANT: We are required to allocate you a loading slot for set-up. To enable us to allocate a preferred time please fill in the Exhibitor Loading/Set-up form (Please note: we can't guarantee you will be given the exact time requested).

If you would like your stand to be located/sited next to a specific exhibitor please email us your requirements. (Due to printing requirements we are unable to move the stall after the 15 March.  We cannot move stands at the conference venue.)


You can view where your exhibition stand is located via the Exhibitor map

Access to Butterworth Hall is off University Road, at the side of Warwick Arts Centre and is sign-posted Butterworth Hall loading bay. This is on ground level. Please note that trolleys are not provided. Please be aware that parking on the road is not permitted. There is space for up to 8 vehicles next to the Butterworth Hall loading bay area. You are advised to unload into the Butterworth Hall and then move your vehicle to a designated parking area before setting up your stand.
Access to the unloading area for the Mead Gallery is adjacent to the Bus Terminus. There is gated access to the unloading area which will be manned during the advertised get in time. There is only room for up to 5 vehicles to unload at any one time so after unloading you must move your vehicle to a designated parking space to allow other exhibitors access to unload. A time limit of up to 20 minutes is in place for unloading so please let us know if  you anticipate needing more than this designated time period. Please be aware there may be a time delay as other exhibitors are off-loading but you will be kept informed of waiting time and advised when access is available.

The service lift for the Mead Gallery is located at the rear of Warwick Arts Centre and is accessible directly from Gibbet Hill Road and is sign-posted Warwick Arts Centre deliveries. When using the service lift, please ensure that no attempts are made to open the lift doors until the lift car has completely stopped. The Mead Gallery is on the first floor of the building and anything that is too large for the lift cannot get into the exhibition area unless it is broken down and built in situ. There is stair access for items that are too big for the lift and can be carried but access to this route needs to be arranged in advance, as it is a secured fire exit. Please speak to the Exhibition Organiser or the Venue directly. The dimensions of the lift are detailed below. 



Please note that Exhibitors or their contractors are responsible for transporting and setting up their own equipment. There are Conference Assistants who can give advice and offer some assistance, however, their availability is not guaranteed.

Trolleys are not provided by the venue and we strongly advise that exhibitors bring their own. 

You will be informed in March which hall your stand is located in.



Included in your Booking
Your booking includes lunch for two people. Exhibitors who wish to attend the conference, including any sessions, plenaries or evening events will need to purchase a delegate ticket.

Accommodation in the Area 

Village Hotel 02476 719008 Dolomite Avenue, Coventry Business Park, Coventry, CV4 9GZ www.village-hotels.co.uk/hotels/Coventry/
Ramada 02476 238110 The Butts, Coventry, CV1 3GG www.ramadacoventry.co.uk/
Windmill Village 02476 208805 Birmingham Road, Allesley, Coventry, CV5 9AL www.windmillvillagehotel.co.uk/


Guests are able to connect up to three wireless devices to the internet and your account will be valid for seven days.

Exhibitor Parking - Permit Required
IMPORTANT: If you intend to bring a vehicle to the venue and require parking please fill contact us and we will send you a link to the online permit form.  

Complimentary car parking is available for exhibitors in any of the Central campus non-barrier car parks. You will need to download and print your permit which is to be displayed in your vehicle

Food and Drink 
Each booking includes a buffet lunch and refreshments throughout the day for two people. Exhibitors who wish to attend sessions will need to purchase a delegate ticket (the cost of lunch will be deducted from the overall price for any delegate tickets purchased).

Inserts in delegate wallets:
Any insert that have been booked will need to be received within March (to/from date and address to be confirmed shortly). 

Deliveries can be received one week before the event. 

Delivery Address:
British Congress of Mathematics Education (BCME) 9, Warwick Conference Park & Events, Guest Service Desk, Rootes Building, Gibbet Hill Road, University of Warwick, Coventry, CV4 7AL 

Contents labels should: Specify Exhibitor Stand Name and Contact Name and Date of Conference
Specify Contents required for Exhibition/stand name and number of boxes/parcels (e.g. 1 of 10)

The University and organisers will not accept responsibility for lost or damaged items and strongly advises exhibitors to take out necessary insurance cover for items in transit.