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Key event dates for your calendar
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Event venue and car parking information
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Access times & requirements, loading bay sizes and information
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Shell scheme, flooring, sizing, and package inclusions
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All the requirements and any downloadable templates
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How to order additional power, furniture or graphic panels
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Delivery address, dates and labels
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Information regarding any sampling or cooking on stands
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The answers to your questions!
GENERAL INFO
VENUE
Liverpool Football Club
Anfield Road
Liverpool
L4 0TH
PARKING
Complimentary event day parking is available onsite at Stanley Park Car Park.
Priory Road, Anfield, Liverpool, L4 0TQ
Please be aware Anfield is located in a residential area with a residents parking scheme in operation. Please DO NOT park on residential streets as parking enforcement will be in operation, and any cars parked illegally may incur a fine.
TRAIN TRAVEL
Liverpool is a very well-connected city whether travelling from the North or South via Liverpool Lime Street Station. This is located two miles from Anfield, with both buses and taxis available from the station.
PROGRAMME
06:30 Exhibitor access and set-up*
11:00 All stands set-up for H&S checks
12:00 Exhibition opens
13:00 Buffet Lunch
15:45 Prize Draw
16:00 Exhibition closes
16:30 Exhibitor breakdown
21:00 All exhibitors must be offsite
19:30 After Party in Liverpool City Centre (this is a ticketed event, venue TBC)
*All suppliers will be able to request a preferred loading bay slot during registration, slots will be allocated on a first-come, first-served basis.
Please note that Exhibitor set up access is on the morning of the event only, from 6.30am. All stands must be set up and ready to accept Retailers by 11am. Please consider these timings when planning your stand.
SECURITY
The organisers will provide general security within the exhibition halls. However, the individual security of the stands and exhibits remains the responsibility of each exhibitor.
INTERNET
Wireless Internet is included at the venue free of charge. Please visit the Registration Desk for help connecting to the Wi-Fi Network.
CATERING
Lunch and refreshments will be provided at the venue on the day of the event. Please ensure you have pre-advised any specific dietary needs during registration.
CHILDREN
For Health and Safety reasons, children aged under 18 are not permitted in the hall during set up, the live event, or breakdown.
ACCESS & BREAKDOWN
ACCESS
The Carlsberg Dugout is accessed by stairs or lift only, there is no direct loading bay access.
Lift dimensions (internal):
Width: 1308mm
Height: 2095mm
Length 2387mm
Please consider access when designing your stand to ensure there are no issues on the day.
Please do take note of the deadlines, particularly H&S document submission and stand extras ordering.
LOADING & UNLOADING
You will be able to pull your vehicle up to Passgate 7, accessed via Anfield Road for offloading. Once you have unloaded/loaded your vehicle, you will be required to move it to Stanley Park Car Park. There are no height restrictions on the loading area or car park.
Loading slots will be available to book on registration, and will be allocated on a first-come, first-served basis. You will be provided with a contractor pass to display in your vehicle
The venue does not have trolleys or pallet trucks so please ensure bring sufficient equipment to unload and load your stock.
WALK-IN-HAND DELIVERIES
Walk-in-hand deliveries should be made via the Main Stand entrance.
PARKING
Please park your vehicle in the Stanley Park Car Park and follow signage to the Main Stand reception.
Please follow event signage to Exhibitor registration located in the main foyer for badge collection and registration.
It is an approx. 5-Minute walk from the Car Park to the Main Stand.
BREAKDOWN
The exhibition closes at 16:00. Stock MUST NOT be removed from stands until after this time, unless otherwise instructed by the event organiser.
You may return to the loading area from 16:15 and will have access to the Carlsberg Dugout until 21:00 for stand breakdown, after which time all stands must be cleared and stock removed.
No storage facilities are available onsite post-event.
Any left items may incur a storage fee.
DISABLED FACILITIES AND ACCESS
The Carlsberg Dugout is fully accessible and all rooms in use during the event have lift access.
TROLLEYS
Trolleys and/or pallet trucks are not provided at the venue, so please bring your own, or ensure you have sufficient equipment to unload and load your stock.
STAND INFO
INCLUSIONS
All stands at Winter Showcase 2025 are 3m(w) x 2m(d) and include the following:
• Shell scheme with walls clad with dove grey loop nylon
• 1 x 500-watt socket (suitable for laptops, phone chargers and small electrical items)
• 6ft trestle table with black tablecloth, and 2 chairs.
If you require additional power for your stand please email bestwayretail@xsem.co.uk detailing the items you will be using and the estimated requirement. You will receive a quotation and invoice to be settled prior to the event
Please note your stand will not feature a fascia name board or lighting.
MEASUREMENTS
• Floor to top of stands is 2500mm
• Width of panels between the supports is 945mm
WALL PANELS
• Wall panels are dove grey
• Only self-adhesive Hook Velcro should be used for fixings to the walls (please bring your own as no stock will be available on site)
CARPETS
There is no carpeting in the exhibition hall, and no carpet tape should be used.
VISUAL
Stand shown is run of stands each with a 3 x 1m back panel and 2 x 1m side panels.
STAND REGULATIONS
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Stands may not exceed 3m in height
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All stand structures, signs and exhibits etc. must be contained within the area allotted and may not project into or over the gangway
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You may not suspend anything from the roof of the hall, nor may any fixing be made to the structure of the building
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Nothing may be drilled, attached or bolted to the hall floor
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The rigging of banners above stands is not permitted
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Balloons are not permitted without written authority from the organisers
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The venue makes every effort to make visiting easy for disabled persons. On your stand, full consideration must be given to disabled visitors
NOISE
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The use of videos or music is permitted, but the volume must not be such as to cause any annoyance to other exhibitors and kept to a reasonable level
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The organisers reserve the right to lower the sound or prohibit use
It is a condition of your taking a stand that:
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You must advise the organisers if you intend to play music. This needs to be done by e-mail before Thursday 11th September to XSEM Ltd at bestwayretail@xsem.co.uk
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You do not play music on your stand unless you have made an application and paid forthwith upon request for a licence
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We are fully indemnified by you against any claim made against us for any non-payment, omission or infringement connected with the licensing requirements for playing recorded music on your stand
ELECTRICAL SERVICES, REGULATIONS AND POWER CONSUMPTION
Please note the general regulations for electrical work below:
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All electrical equipment must be PAT tested prior to arrival, and you must present a PAT certificate .
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No more than TWO appliances may be fixed to any ONE switch socket
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If more electrical sockets are required, this must be ordered by emailing a request to bestwayretail@xsem.co.uk
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All lighting is designed and installed to avoid nuisance and discomfort to neighbouring exhibitors and visitors
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Flashing signs are NOT permitted
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Whilst flashlights or flashing signs are not permitted, sequence displays may be used subject to the approval of the organisers
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Power supply to stands will stay on throughout the course of the show and will be shut off at 16.00 on Thursday 9th October
We find that many exhibitors are not aware of the power requirements of equipment that they will be using. The quick guide below is designed to assist you in planning your power requirements and if followed, will reduce the likelihood of problems at the exhibition venue.
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All stands will be fitted with one x 500-watt socket, which will support items such as a computer, a small domestic fridge, a mobile phone charger, a table lamp, TV and video
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Other items (such as domestic coffee machines or kettles) cannot be used on the already provided power unless special arrangements for additional power are made with the organisers
HEALTH & SAFETY
HEALTH AND SAFETY INFORMATION
The Winter Showcase event organisers take their responsibility as laid out in accordance with the Health & Safety at Work Act 1974 very seriously, and it is vital that you do the same. The Health and Safety at Work Act embraces exhibition and conference venues as places of work and as an exhibitor, it is therefore essential that you are aware of your legal obligations under the act.
As a guide only, these responsibilities are to ensure so far as is reasonably practical, the health, safety, and welfare of all your employees, and any plant, article, substance or system of work which may be used, is safe and without risk to health. This includes that all employees, contractors and visitors employed, instructed, invited or entertained by you are provided with suitable and sufficient information, instruction, training and supervision to ensure their health and safety as well as others working on or near your stand, or affected by your work actions or in actions during the show’s tenancy.
Please be sure to complete and submit your Health & Safety Declaration form during your registration.
GANGWAYS (AISLES)
Under no circumstances will exhibits, stand dressing, tables and chairs, etc. be allowed to encroach into the gangways. All exhibits must be kept inside your space at all times.
FABRICS
Please ensure that all fabrics used on stands have the relevant fire proofing solutions. It is a requirement that all materials brought into the venue conform to BS 5867 Specification for Fabrics, Curtains and Drapes.
FIRST AID
Should you require medical assistance whilst onsite, please inform a member of the event team or venue staff.
FIRE PRECAUTIONS
Fire extinguishers are located at convenient points around the hall. All materials used for the interiors of stands must be thoroughly fireproofed or be non-combustible to the satisfaction of the local authority. Failure to do so may result in the removal of all offending fittings. Any person whether exhibitor or contractor who notices a fire should immediately notify a member of the venue staff or event team.
EVACUATION PROCEDURES
In the event of an emergency evacuation please follow the instructions of venue and event staff. Please leave the building by the nearest exit and assemble at your assembly point as directed.
RISK ASSESSMENT
If your stand requires any of the below you will be required to submit a full risk assessment upon registration:
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My stand will require someone to lift heavy products during the build-up/ breakdown
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My stand will require someone to work at height (using ladders) during the build-up/ breakdown
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My stand will require the display of items containing liquid fuel or flammable and explosive substances
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My stand will require the display of sharp objects and/or weapons (or even replica weapons)
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My stand will require demonstrations of any kind i.e. therapies/massaging
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My stand will require working electrical appliances other than simple display lighting
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My stand will require food service of any kind other than sweets, snacks and soft drinks
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My stand will require using a heat source of any kind, e.g. cookery demonstrations, naked flame or gel burners
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My stand will require working machinery of any kind even if static
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My stand will require the use of power tools during the build-up/ breakdown
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My stand will require all portable appliances being displayed to have a visual inspection or PAT tested
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My stand will contain another hazard not identified above which could be a risk
Please see a template here.
STAND EXTRAS
STAND EXTRAS
All of the options in the below table are available to order via the registration portal.
GRAPHIC PANELS
Graphic panels can be ordered through the registration portal. The deadline to order these is 16:00 on 12th September.
Please download a copy of the specification document here.
Should you wish to have your entire stand panelled, please email bestwayretail@xsem.co.uk for a quote as this will be dependant on your stand location.
PAYMENTS
Payments can be made either via invoice, or credit card. All stand extra payments, including additional stand reps are non-refundable.
Any payments made via credit card will incur a 2% card fee.
DEADLINES
All stand extras must be ordered before 16:00 on Friday 12th September. Some options will not be available to purchase after this. Any options that can be accommodated after this deadline will incur an additional 10% fee.
DELIVERIES
DELIVERIES
Please arrange all deliveries for arrival for Thursday 9th October between 07:00 and 10:00.
Please note that we are unable to accept deliveries to the venue prior to this time.
Please ensure the organiser is aware of any deliveries expected on the day of the event, by emailing bestwayretail@xsem.co.uk.
All deliveries to the venue should be clearly labelled as follows:
(Your stand name and number)
Winter Showcase Exhibition
Liverpool Football Club
FAO: Stores
Anfield Road
L4 0TH
It is your responsibility to ensure the courier / delivery driver takes the delivery to the Carlsberg Dugout located on level 4.
Deliveries cannot be left in the loading area.
STAND COLLECTIONS
Couriers should collect from the venue on Thursday 9th October between 16:00 and 21:00.
Please ensure all couriers have the correct details for venue (see above).
COOKING/SAMPLING
CATERING ON YOUR STAND
Exhibitors who are cooking serving catering on their stands, must indicate this on their risk assessment form which can be downloaded in the above H&S section.
DISTRIBUTION OF LITERATURE AND SAMPLES
Distributing materials and samples is prohibited unless from your own stand or the area immediately surrounding it. Please practice appropriate exhibition etiquette when distributing materials and keep all literature within your allocated space.
SAMPLING
Any product sampling must be within the below parameters:
Food samples: bite size pieces
Soft drinks: 50ml
Alcoholic drinks: 25ml
FLOORPLAN
FLOORPLAN STAND NAME
You will be asked upon registering to input your preferred printed stand name. This will be shown on all digital/printed graphics, please ensure that this is spelt correctly.
FLOORPLAN
The Winter Showcase 2025 floorplan will be available below once all of the stands have been allocated. Your lead Registrant will also receive an email once this has been announced. If you have any requirements/preferences please let the Bestway Retail Events Team know as soon as you register. We cannot guarantee any preferences but we will try to accommodate where possible.
DEALS
SUBMITTING DEALS
Please speak to your Bestway Buyer to organise this before 6th August.
AMENDING DEALS
Please speak to your Bestway Buyer to organise this before 26th September. Any amends sent after this deadline will not be able to be actioned.
PORTAL ACCESS
You will be sent an email from bestwayretail@xsem.co.uk two weeks prior to Winter Showcase 2025 with all of the details on how to access the portal. If you have not received this email by Friday 26th September, please email bestwayretail@xsem.co.uk and they will be able to assist you.
ON THE DAY DEAL QUERIES
Please speak to the onsite Deals team at the Exhibitor Help desk. This will be located within the Carlsberg Dugout.
FAQ's
STORAGE
Storage is available on your stand only.
WASTE
At the close of the exhibition please ensure that all rubbish and waste material is removed from your stand space and placed in the aisles. Failure to do so will incur charges which will be passed on to the exhibitor.
CHALLENGE 25
Liverpool Football Club operates a strict Challenge 25 policy. Any exhibitor displaying, or providing alcoholic samples will be required to display a Challenge 25 notice on their stand, and complete the Challenge 25 Policy Module prior to arrival onsite.
CLEANING
General cleaning of the exhibition hall will be carried out on the morning prior to the exhibition opening. This service is free of charge to all exhibitors. The cleaning of your exhibits however, remains your responsibility.
Please ensure that your stand is clear of all rubbish at the end of your stand breakdown.
DAMAGE/LOSS
Whilst the Winter Showcase 2025 organisers take every precaution to protect your property during the event, we are not responsible for any loss or damage introduced by you or your agents/contractors. Exhibitors are especially warned that your exhibits are your sole responsibility.
We strongly advise you not to leave any items unattended on stands. The strongest possible precautions against pilferage should be taken at all times. We recommend that you have Third Party cover and protection against loss/theft. Please refer to the Health and Safety section of the Exhibitor Portal for applicable document submission.
Please note that you will be charged for the repair of any damage to the hall or stand area, including the floor, caused by your staff or contractors. All tape used to secure carpets must be removed at the end of the exhibition. Under no circumstances can stand construction, graphics, displays, etc. be attached to the fabric of the building.
COMPETITIONS/DRAWS
Competitions and draws are permitted at the Winter Showcase event, however it is your responsibility to ensure that you comply with all relevant statutory provisions.