Exhibitors Guide

Exhibition times: 
Set up times:   
Wednesday 10 April                                               14:00-16:00
Thursday 11 April 08:00-11:00

Exhibition opening times:  
Thursday 11 April 11:20-19:00
Friday 12 April 10:30-14:00

Breakdown times:   
Friday 12 April  14:00-17:00


The exhibition will be held in Upper Halls 1 and 2 at the Fitzwilliam College, Cambridge, UK. The exhibition stands will be located with lunch and refreshments. Posters will also be held alongside the exhibition on Thursday. 

  • 1 6ft table and 2 chairs in the catering area
  • One electrical socket
  • Lunch and refreshments for one representative for two days
  • One complimentary place at the conference dinner
  • Company profile, logo and link to the company website on this website
  • Company profile in the handbook
  • Access to the technical sessions
  • Tagged in Social media
  • Complimentary WiFi 


Exhibitors can send their material in advance of the event. Please ensure all material is labelled as follows:

MSM-XXI Exhibition
Company Name
c/o Lucy Allinson
Events & Catering Office
Fitzwilliam College
Storey's Way

Material must not arrive before 8 April 2019. 

Car Parking: 

Limited car parking is available and will be allocated on a first-come, first-served basis. To reserve a space, please email claire.garland@iop.org


While we take every precaution to protect your property during the event, the Institute of Physics and Fitzwilliam College are not responsible for any loss or damage and we recommend that you affect adequate insurance.

You are also responsible for insuring against any legal liability incurred in respect of injury or damage to third parties and to property belonging to third parties. In addition to this you should protect your expenditure against abandonment and cancellation or curtailment of the event due to reasons beyond our control.

Risk Assessment:

We take our responsibilities as laid out in accordance with the Health and Safety at Work Act 1974, very seriously and it is vital that exhibitors and their contractors do likewise. By issuing this statement in advance, the organisers deem that all exhibiting companies are aware of the health and safety policies and will comply with their obligations.

The Management of Health and Safety Regulations 1992 recommends that a competent person is nominated to oversee all health and safety issues and that all employees co-operate with other personnel while sharing a work site. The nominated person will be responsible for providing the proper information and instruction, training, guarding and supervision of all parties concerned throughout the show. Failure to comply with all of the health and safety legislation can cause injury/fatality, and prosecution of an employee/employer/contractor by the Health & Safety Executive.

All exhibitors are requested to produce a risk assessment for their stand, to be available onsite, if requested by the organisers.


The organiser reserves the right to refuse admission to any exhibitor who has failed to pay their stand rental prior to the event. If you request additional chargeable items on the booking form, an invoice will be sent to you and our payment terms are 30 days.

Audio-visual Services:

If you use compact discs, tapes, records, etc (sound recordings) during the exhibition you will need to complete a GLD 08a form to obtain PPL licence – see www.ppluk.com.

Key dates

Abstract submission deadline: extended

19 January 2019

Early registration deadline:

22 February 2019

Registration deadline:

29 March 2019