Delegate places:
Venue, catering and travel
Speakers
Sponsors and exhibitors
Other
Delegate places:
- How much does it cost to attend the conference?
Click here for conference prices. Please note that your delegate place is not confirmed until we receive payment.
- When does the early booking offer end?
The early booking offer ends 31 December 2007. Click here for conference prices.
- Are group discounts available?
Yes, for groups of five or more delegates registering at the same time. Please contact the event organiser on 0207 880 6214 or bookings@bifmconference2008.com for more information.
- What happens if I cancel my place?
Click here for terms and conditions
- What does the conference booking include?
Your booking includes all conference sessions in Keble College, refreshments and lunches on 18 & 19 March, the drinks reception on 18 March and delegate documentation on arrival. The optional site visit, walking tour and Gala Dinner are extra and must be booked separately.
- Can I register for one day or split a place?
Yes, you can register for a one day place. Click here for conference prices. You may also split a place with a colleague (each attending for one day) but both places must be registered at the same time and the two delegates may not attend on the same day.
- Does my delegate place include the Gala Dinner?
No, the Gala Dinner must be booked separately. Click here for the booking form on which you can reserve places at the Gala Dinner.
- Can I bring my spouse with me to the conference?
Yes, but you must book and pay for a conference place if your spouse will be attending conference sessions or taking refreshments or lunches at the conference.
- What conference documentation will I receive at the conference?
Delegates will receive a data stick containing copies of all speaker presentations upon arrival at the event. Delegates will also receive a pocket version of the conference programme and an event guide containing a delegate list and sponsor/exhibitor profiles.
- What is the dress code for the event?
The dress code at the conference is business/casual. Delegates often choose smart business attire, but we leave that up to the individual to decide.
- What happens once I register as a delegate?
You will receive an email confirming your registration.
- I am a member of the press, how do I get press accreditation for the event?
Please contact the event organiser on 0207 880 6214 or bookings@bifmconference2008.com.
- Is there a deadline for registration?
No, there is no deadline for registration. But, places are limited and we cannot guarantee availability. We recommend that you book early to ensure your place.
- When do I need to pay my registration fee?
Payment in full is due as soon as you make your booking. Please note that your booking cannot be confirmed until we receive payment.
- Will I receive a copy of the delegate list?
Yes, all attendees will receive a copy of the full delegate list.
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Venue, catering and travel
- Can special diets be catered for?
Yes, please notify the event organiser on 0207 880 6214 or bookings@bifmconference2008.com if you have special dietary requests. Vegetarian options will be provided at all meals.
- Does my delegate place include the Gala Dinner?
No, the Gala Dinner must be booked separately. Click here for the booking form on which you can reserve places at the Gala Dinner.
- How far is Keble College from the train station?
Keble College is approximately a 15 minute walk from the station in Oxford. Click here for map and directions
- How do I reserve accommodation?
Click here to book your accommodation
- What is the dress code at the Gala Dinner?
Dress at the Gala Dinner is lounge suits. This means a suit and tie for men and a smart dress or suit for women.
- Can I bring my spouse with me to the Gala Dinner?
Yes, but you must book and pay for a place at the Gala Dinner for your spouse. Click here for the conference booking form on which you can reserve places at the Gala Dinner.
- Will there be a seating plan at the Gala Dinner?
No, there will not be a seating plan at the Gala Dinner.
- Does the venue have disabled access?
Yes, disabled access is provided to all parts of the conference at Keble College.
- Does the venue have mobile phone reception?
There is mobile reception across the Keble College campus, however please note that reception is unreliable in the Sloane Robinson building.
- Does the venue have wireless and/or email facilities?
Keble College provides wi-fi in the Arco Rooms, where both the internet café and the networking area will be. Lap tops will be provided for your use in the internet café. We hope to arrange wi-fi in the exhibition marquee – check the website for further details.
- Where is the nearest cash point?
The nearest cash machine can be found at Barclays Bank in Turl Street.
- What are the directions to Keble College?
Click here for maps and directions.
- Where can I park?
Click here for parking information.
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Speakers
- When do I need to provide a copy of my presentation to the organisers?
We ask that you provide us with a copy of your presentation (both text and slides) by 31 December 2007, so that we can review all conference content in good time before the event in March 2008.
- What information do the organisers need from me?
As soon as possible, please provide us with:
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a recent photograph of yourself to go in the conference brochure and on the website
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a short biography (approx 150 words)
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contact details for your PA or secretary, if you have one
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your mobile number in case we need to contact you on the day of the event
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your presentation text and slides by 31 December 2007
- Are there any guidelines for speakers on preparing my presentation?
Here is a brief outline of BIFM’s principal criteria for preparation of your text and slides. We have highlighted some common errors to be avoided. Please contact Sarah Katherine Bagshaw at sk.bagshaw@redactive.co.uk if you have any queries.
In order to make the conference as sustainable as possible, we will not provide delegates with a paper copy of any presentations. We will provide both the text and slide versions of each presentation on a data stick given to delegates on the day.
Your presentation should not be a sales pitch. We ask that you provide a text version of what you propose to say (this should be a background paper and not a verbatim copy of your speech) as well as a copy of your slides. Please spellcheck both documents.
Text:
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The ideal length for your text is 4-6 pages, single line spacing. Please use the font Arial, 11 point
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Please put your session heading on the 1st page of your paper; then the title of your paper with
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your name, job title and company 3 lines below
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Please provide your contact details at the end of the text version
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Ensure references and footnotes are on the same page
Slides:
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Click here to download a BIFM Annual Conference 2008 slide template for your use
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Remember that delegates will not have paper copies of your slides – so legibility, particularly in the theatre, is very important. Complex charts, graphs and diagrams will not be visible to delegates and therefore it will be difficult for them to follow your presentation.
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We recommend you do not use more than a maximum of 1 slide/minute during your presentation.
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Do not use all capitals.
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Put a double space between bullet points.
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Slides should be an overview of your presentation
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Use one main idea per slide – we recommend no more than 5 bullet points per slide
- When should I arrive at the event?
We encourage our speakers to attend as much of the conference as possible. Many of the delegates will have seen your name on the programme and will want to meet you. If, however, this is not possible, we recommend that you arrive at least an hour ½ before your talk, and preferably during a break in the programme. This will allow you to run through your slides with one of our AV technicians.
- How do I register on the day?
Your badge will be a different colour to those of the delegates. When you arrive, please tell the registration desk that you are a speaker. Once you have received your badge, you will be introduced to the event manager or one of our staff who will show you where you are presenting and arrange for you to meet with one of our AV technicians.
- How long will my session be?
Main stage and parallel sessions are each scheduled for 45 minutes – 30 minutes for your presentation and 15 minutes for Q&A.
Timing of fringe sessions will vary, depending on the format of the session.
- What will the conference room be like?
Main stage speakers will present from a lectern on the stage in the conference hall in the Sloane Robinson Building. There is a microphone on the podium, but if you like to walk around the stage during your presentation, please let us know and we will provide you with a lapel microphone. If you are a panellist, you will be seated on the stage throughout your session and you will be using a hand-held microphone. Audience Q&A is held at the end of each session, using a roving microphone, except during panels when the moderator will take questions throughout.
Parallel sessions will take place in five breakout rooms on the second floor of the Sloane Robinson Building. Each breakout room will contain and laptop and projector. The rooms each hold approximately 40 delelgates and will be set out theatre style.
The fringe sessions will take place in the Douglas Price Room on the first floor of the Sloane Robinson Building. The room set up will vary for each fringe session.
- What happens if there are changes to the programme?
BIFM tries to minimise disruption to conference programmes as much as possible, but sometimes it is unavoidable. If there is a change to the programme that affects your talk time, the event manager will contact you as soon as possible. We also inform delegates on the day and will provide delegates with an updated copy of the agenda at the event. Last minute changes will be communicated as soon as they are known, and you will be informed immediately of any changes that affect your talk time.
- What is your accommodation and travel policy?
We are sure you are aware of the benefits to you and your company in participating in this event, but please note that it is not normal practice for BIFM to pay honoraria to speakers or to contribute to travel or accommodation costs, except by prior arrangement in exceptional circumstances. In all cases speakers are expected to book their own travel and accommodation. Accommodation can be booked through our dedicated rate card. Click here for more information.
- What is the dress-code?
The dress code at the conference is business/casual. Speakers often choose smart business attire, but we leave that up to the individual to decide.
- What is the AV set-up?
A laptop will be pre-loaded with all presentations in the conference hall, the breakout rooms and the fringe room. This will be linked to the podium. We ask all speakers to bring a copy of their presentation with them on a memory stick or CD as a backup. If you have any other AV requirements (music, VHS, DVD etc) please let us know as soon as possible so we can arrange for the appropriate equipment
- When will I meet the chairman/moderators/panellists?
Our main stage chairman, Stephen Sackur of the BBC, will be provided with a chairman’s pack before the event, which will contain important notes and biographies of each speaker. The conference producer or one of our staff will introduce speakers to the chairman as they arrive. Panellists and panel moderators will have been involved in a pre-event conference call and will be given a designated time and place to meet before their session commences.
- When can I run through my presentation?
Speakers are encouraged to arrive at the venue at least an hour ½ before their presentation is due to start. You will be given the opportunity to run through your slides in the break before your talk (e.g. morning break / lunch break).
- What should I do if I am delayed on the day?
If for any reason you are delayed in getting to the conference, please call the event organisers as soon as possible – the telephone number for our registration desk at the event will be advised. We also ask that you provide us with your mobile number in case we need to reach you on the day.
- What if I need to cancel?
If for any reason you have to cancel your commitment to speak at the conference, we kindly request that you provide a replacement speaker who can speak on the same, or similar topic.
- I would like to speak at the event, who should I contact?
If you would like to speak at this event, please contact Sarah Katherine Bagshaw, Event Manager, by email on sk.bagshaw@redactive.co.uk.
- My question pertains to none of the above, who should I contact?
The BIFM Annual Conference is organised on behalf of the BIFM by Redactive Media Group, publishers of FM World. You can contact us by post at Redactive Events Ltd, 17 Britton Street, London EC1M 5TP.
For booking queries, please contact Rebecca Montwill by telephone on 020 7880 6214 or by email at bookings@bifmconference2007.com.
For programme queries, please contact Sarah Katherine Bagshaw by email at sk.bagshaw@redactive.co.uk
For details of sponsorship opportunities, please contact Adam Potter by telephone on 020 7880 7660 or by email at adam.potter@fm-world.co.uk or Tanyel Ali by telephone on 020 7880 6245 or by email at tanyel.ali@fm-world.co.uk.
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Sponsors and exhibitors
- I would like to book a stand
For details of sponsorship and exhibition opportunities, please contact Adam Potter by telephone on 020 7880 7660 or by email at adam.potter@fm-world.co.uk, Norman Cook by telephone on 020 7880 8543 or by email at norman.cook@fm-world.co.uk, or Tanyel Ali by telephone on 020 7880 6245 or by email at tanyel.ali@fm-world.co.uk.
- Can we choose the location and size of our stand before the conference?
Yes, once you have booked and paid for your stand, you can reserve your stand position on the exhibition floor plan. Stand spaces are 2m x 3m. It is possible to purchase an additional space if you would like to put up a larger stand.
- How will the organisers ensure maximum delegate traffic in the exhibition hall?
We have made a number of improvements to the exhibition marquee for 2008. The new floor plan, with two entrances, will encourage a flow of delegates through the marquee. Light lunches will be served in the marquee on both days of the conference to ensure lunchtime traffic. We will erect plasma screens in the exhibition area, relaying what is happening on the main stage of the conference, so that delegates can continue conversations with exhibitors without missing any of the conference. The drinks reception on day one will be held in the marquee and we are planning other activities and competitions in the exhibition area to draw in the maximum number of delegates over the two days of the conference.
- How many delegates are expected and what level will they be?
We expect around 300 delegates to attend the conference, primarily directors and senior managers in facilities management.
- When do I need to pay for my stand?
Payment is due as soon as we receive a signed contract from you. Your package not confirmed until we have received payment.
- What will happen once I book a stand/ sponsorship package?
You will receive an invoice and a confirmation email outlining what is included in your package. We will send sponsors and exhibitors regular updates before the conference regarding delegate bookings and exhibition logistics.
- What is included in the exhibition package?
Before the conference, the standard exhibition package includes your logo, profile and link on the conference website and one half page of advertising in FM World magazine before the conference. During the event, you will have a profile in the event guide and your logo will appear on the holding slide to the conference. You will have a space measuring 2m x 3m in an agreed location. No furniture is provided but electricity can be provided subject to location. You will be given the opportunity to email the database of conference attendees once before the conference and once after the conference (emailing through an independent source at your expense). You will also have two places at the conference (excluding accommodation and Gala Dinner). These two places are full delegate places – your attendees can attend all conference sessions. No additional stand managers are included in your package.
For details of all other sponsorship and exhibition packages, please click here
- Where will the exhibition be located?
The exhibition will take place in a marquee in the Newman Quad at Keble College. The marquee for 2008 will be larger than in 2007, with an improved heating and lighting system, a wooden floor, multiple entrances, a catering/networking area and plasma screens showing conference sessions. Light lunches will be served in the marquee on both days as will the evening drinks reception on Tuesday 18th March.
- How many stands will there be in the exhibition?
We expect a maximum of 25 stands in the marquee.
- Is there a shell scheme?
No, there is not a shell scheme. Exhibitors purchase a 2m x 3m space which you can fill with your own pop-up stand.
- Is parking available on site?
There will be no parking available at Keble College and parking in Oxford city centre is very limited. A nearby car park with a limited number of spaces has been hired and a shuttle bus to and from the conference will be provided at the start and end of each day. The fee for parking on this site is £17.43 (inc VAT) per day and must be booked in advance. Click here for the booking form on which you can reserve a parking space.
On the set up day, exhibitors will be allowed access to the service entrance to Keble College for unloading.
However, exhibitors travelling to the conference by car are strongly advised to use Oxford's Park and Ride service. Five Park and Ride sites currently operate in Oxford. They provide secure parking for up to 72 hours and an inexpensive and frequent shuttle service to Oxford city centre. Keble College is a short walk (5-15 minutes) or taxi ride from the various Park and Ride drop off points.
Please click here for more information on the five sites.
- What are the conference opening and closing times?
The conference opens for registration and coffee at 09.00 on Tuesday 18th March 2008. The conference closes at 16.30 on Wednesday 19th March 2008.
- When can I set up and break down my stand?
Your stand must be complete and ready for visitors by 08.30 on Tuesday 18th March. The exhibition marquee will be ready for exhibitor set up from approximately 15.00 on Monday 17th March. We recommend that, on Wednesday 19th March, you break down your stand in the period between lunch and the close of the conference. The afternoon tea break on the final day will be served at the close of the conference. Alternatively, you can break down your stand after the close of the conference at 16.30 on that day.
- Can I order furniture to use on my stand?
Yes, you can order furniture for use on your stand. Please contact the event organiser on 0207 880 6214 or bookings@bifmconference2008.com for more information.
- Will electrics/powerpoints be supplied?
Yes, electricity will be supplied to all stand spaces.
- Will internet access be provided in the hall?
We hope to provide wi-fi access in the exhibition marquee. We will not be able to confirm this until closer to the event.
- What is the earliest Keble College can accept my stand?
Waiting on answer from Keble
- What is the shipping address of Keble College?
Keble College, Parks Road, Oxford, OX1 3PG. Tel: 01865 272727 Fax: 01865 272729
- What materials can I bring to distribute on my stand?
You can bring any materials to your stand that you deem appropriate and necessary. However, we must point out that the theme of the BIFM Annual Conference 2008 is “Sustainability – meeting the challenge”. In the interest of reducing waste, we ask that you attempt to minimise the amount of paper and packaging that you bring to the event.
- Is accommodation for exhibitors included?
No, accommodation for exhibitors is not included in your package. Click here to book your accommodation.
- Is lunch for exhibitors included?
Yes, lunch for exhibitors is included on both Tuesday 18th and Wednesday 19th March. Hot lunches will be served in the Keble College dining hall and further light lunches will be served in the exhibition marquee.
- Is the Gala Dinner ticket included?
No, Gala Dinner tickets are not included in any sponsorship or exhibition package and must be booked separately. Click here for the booking form on which you can reserve places at the Gala Dinner
- Who is our point of contact on the day?
A named member of our sales team will be on hand in the exhibition marquee during set up and throughout the conference to help you and to answer questions. We will confirm the name of the contact closer to the event.
- Will our stand need to be manned at all times?
This is entirely up to you. We recommend that you man your stand during breaks as this is when delegates are most likely to visit.
- Do I need to register as a delegate at the event?
Exhibitors will automatically be registered at the event, as will all delegate places that are part of a sponsorship package.
- Will the exhibition marquee be locked at night?
The marquee will be locked at night, Keble College itself is locked at night and is patrolled throughout the night. However, it is impossible to completely secure the marquee. We recommend that you do not leave anything of value on your stand overnight.
- Can exhibitors attend conference sessions?
Absolutely – exhibitors are delegates at the conference and are able to attend all of the conference sessions.
- Can I invite someone to my stand who is not attending the conference?
No, but in special circumstances limited access can be agreed in advance at the discretion of the exhibition organiser.
- Are there any speaking opportunities available at the conference?
At this stage the conference programme is complete. However, we do occasionally require additional or replacement speakers. Please contact Sarah Katherine Bagshaw at sk.bagshaw@redactive.co.uk if you wish to be notified of speaking opportunities, should they arise.
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Other
- How can I become a conference speaker?
At this stage the conference programme is complete. However, we do occasionally require additional or replacement speakers. Please contact Sarah Katherine Bagshaw at sk.bagshaw@redactive.co.uk if you wish to be notified of speaking opportunities, should they arise.
- My company has some information/ handouts we wish to distribute, may we display it at the conference?
No, you may not display your company material unless you are a sponsor or an exhibitor. However, in special circumstances this can be agreed in advance at the discretion of the exhibition organiser. Further, the theme of the BIFM Annual Conference 2008 is “Sustainability – meeting the challenge”. Therefore, we ask that all attendees (including sponsors and exhibitors) bring the minimum of paper and packaging to the event.
- I have a question that is not covered here
Please contact the event organiser on 0207 880 6214 or bookings@bifmconference2008.com.
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