The Exhibitor Guidance Notes cover a majority of the day to day details of carrying out work associated with large exhibition installation. However, for every job the site conditions, type of work and materials to be used should be considered prior to commencement and you would be expected to provide specific information detailed in the Exhibitor Guidance Notes.
As a Grade 1 listed building the RCP, your meeting and event planner must be informed to ensure required information are provided and that safety measures to protect the college's heritage are met.
All exhibitors will be asked to return a signed copy of the Exhibitor Guidance Notes.
A safe means of access must be used at all times. Usually this will be via the front or side entrance to the main building.
Please report to reception to ask for the doors to be opened.
The building is open 8am – 5pm.
Exhibitors wishing to access the building to set up outside of these times must make prior arrangements through their meeting planner via the event organiser. This must also be clearly shown on your method statement and risk assessment.
Parking for exhibitors is on a first come, first served basis and cannot be booked in advance. A fee of £25 per day is applicable and payable at reception on arrival. All major credit cards are accepted except for American Express.
Exhibitors may stop in front of the building for offloading purposes only and should then move to the nearby car park unless a parking space has been reserved and paid for.
Pay and display meters are available directly outside the RCP and around the perimeter of the park.
Please see the RCP location map for details of these and additional local NCP car parks.
The dimensions of the lifts at the front of the building are:
Doors: 94cm wide, 212cm tall
Internal: 135cm wide, 110cm deep
Max load: 600kg
There is a lift at the front entrance of the building for the use of impaired persons only.
Consideration should be given for moving objects too large to fit into the lifts. For oversized equipment, a separate risk assessment and action plan should be attached to the method statement.
There is a service lift at the rear of the RCP and is used by staff frequently during the working day. For exhibitors wishing to access the Osler and Long Rooms, this lift can be used with prior notification given to the college Bedell of intended use.
Rear lift dimensions are:
Doors: 90cm wide, 216cm tall
Internal: 147cm wide, 94cm deep
Max load: 545kg
Note: Access from the rear car park is 8am–5pm Monday to Friday. No access on Saturday or Sunday.
There is no access via the rear doors and rear car park out of hours.
The client must inform their meeting planner if clinical waste will be produced during their event.
It is the clients’ responsibility to dispose of any clinical waste no later than 24 hours after the event and they must provide details of the collection company prior to the event.
The Royal College of Physicians can arrange this via prior agreement The cost is P.O.A. and will be automatically added to the final
No equipment of any description is to be set up in close proximity to any college property including the portraits, books or heritage items.
Please do not move the barriers that are in place in front of art works. Exhibition stands may be set up in front of these barriers but must not obscure the art work.
The maximum height of stands in heritage areas should be no more than 2m. Any stand exceeding this height restriction will need to be sited in a more appropriate area, subject to availability.
Any questions regarding the sitting of stands should be addressed to the meeting planner via the event organiser.
No fixtures and fittings are to be altered in any way without prior consultation with the Facilities Manager.
Notices, posters or displays of any kind are not to be placed on to any surface in the building, including doors. Signage stands can be provided on request and poster boards can be supplied at an additional cost.
The RCP will only accept deliveries and collections between 8am and 5pm at the following address only:
53 Albany Street
Any courier arriving at the main address will be directly around to the deliver and collection area.
The RCP will only accept deliveries marked with the following details:
Please address your deliveries as follows:
The Royal College of Physicians
Title of event
Name of contact at the venue (e.g. organiser/ exhibitor stand
name and number)
Date of event
Room the box needs to be on the day
Box (number) of (total number)
Please use the labels provided in the Exhibitor Guidance Notes (pages 7 and 8). Deliveries by pallet will only be accepted by prior arrangement.
Please mark any items to be collected as follows:
Name of company (receiving)
Title of event
Name of contact and telephone number
Date of event
Delivery address (receiving)
Date of collection and by which courier company Box
(number) of (total number)
Please use the labels below wherever possible. Any items incorrectly labelled may not be given to couriers for collection.
Deliveries and collections should be made within the RCP opening hours. Any out-of-hours deliveries should be arranged with your meeting planner in advance.
As storage is at a premium, please do not deliver items more than 24 hours prior to your event and collect them no later than 24hrs after your event. Any items left longer at the RCP may be destroyed.
All items stored are at your own risk and any items not labelled with a return address will be disposed of.