The Scottish Council for Voluntary Organisations is the membership organisation for Scotland's charities, voluntary organisations and social enterprises. Charity registered in Scotland SC003558. Registered office Caledonian Exchange, 19A Canning Street, Edinburgh EH3 8EG.
Exhibitor information
The Edinburgh International Conference Centre (EICC) will be your home for the duration of the Gathering 2026 on Tuesday 10th and Wednesday 11th February. We know that exhibiting at an event can be quite stressful, so we’d like to make your time with us as comfortable and relaxed as possible. For a hassle-free event, please take a few minutes to read the following guidelines.
For health and safety reasons, it’s important you follow the guidance provided. If you have any questions, please get in touch with the Gathering team.
Deliveries, collections and logistics
To help reduce our environmental impact, we are working with Cameron Logistics as our preferred courier. Their highly experienced and friendly team will deal with the transportation needs of exhibitors, event hosts and SCVO. You can use this service to transport your banners, boxes and everything in between.
Cameron Logistics will pick up everything from your location, deliver it to your space in the exhibition hall, and return it to you after the Gathering takes place. Please note, this is a chargeable service, depending on weight, size and location. Alternatively, you can deliver packages to their East Kilbride warehouse from Monday 2nd February, and they will transfer it to your space in readiness for your staff arriving at the EICC. At the end of the event, they will collect your packages from your space and return it to their warehouse ready for you to collect from Thursday 12th February. The cost for this special warehouse service is £130 (+VAT), which includes delivery to the EICC and return to the warehouse.
Cameron Logistics will be in touch with you directly with further information on both their courier and warehouse services, and to find out if you would like to use either of these services.
You should mark all deliveries using the delivery label and information below:
Event Name: The Gathering
Event Dates: Tuesday 10th and Wednesday 11th February 2026
Onsite Contact: [i.e. full name of your nominated staff member who will be on site]
Stand Name: [e.g. SCVO]
Stand Number: [e.g. #6, Cromdale Hall]
Please note that any deliveries arriving at the venue before Monday 9th February may be turned away, and the EICC or SCVO can’t be held responsible.
If you would prefer to use your own courier, you can arrange for deliveries to arrive at the EICC from 9.00am - 5.00pm on Monday 9th February.
Top Tip: write the return address on the reverse of the EICC Delivery Label and put it into a poly pocket attached to each package - then all you have to do for return delivery is turn the label around to show the return address.
Unloading and parking
Exhibitors who are bringing their own materials on Monday 9th February, you’ll be able to unload your materials at the loading bay door (for vehicle access) at the above address. Please ensure you use the loading bay to unload, and not the parking spaces in front of the pedestrian entrance to the EICC.
Below is a map of how to access the EICC’s loading bay:
Please note, there is no dedicated parking for the Gathering at the EICC. Once you have unloaded everything from your vehicle, it must be removed off site and parked in an appropriate place. We recommend that you plan where to park ahead of arriving at the venue. The EICC lists the following car parks in close walking distance:
- Q-Park Capital Square: To get a 30% discount, pre-book through this link and use the code EICC30.
- NCP - Castle Terrace Car Park: Download the free NCP ParkPass App. Register and add the SaverID: EICC4R to your park pass account before arriving at the car park and you must enter and exit by scanning your QR code to qualify for this discount.
Set up
You’ll be able to set up your exhibition space between 12.00pm and 5.00pm on Monday 9th February. Please ensure you set up your space between these times. Final dressing of your space can be done on Tuesday 10th February between 7.30am - 8.30am. Please note, all exhibition spaces need to be set up by 8.30am before doors open to visitors at 9.00am on Tuesday 10th February.
Please note, exhibitors are responsible for taking their items from the loading bay to their space.
If you plan on having a contractor in to build a physical stand (i.e. more than just putting up a pop-up banner), you must contact us ASAP to discuss this, as this will need to happen at a different time to the set up and pack down for all other exhibitors.
When setting up your space, please keep walkways and gangways clear for access. Please note anyone under the age of 16 will not be allowed in the hall during set up.
Please read the EICC's client and contractor guidelines in full. In particular, please note you are not allowed to affix anything to the venue walls, and that all electrical equipment used needs to have a current PAT Test Certificate.
Storage
We have limited storage within the venue. Small items can be stored in the loading bay which is accessed via the rear of the Cromdale Hall. Please remember that it’s not the responsibility of SCVO or EICC for anything stored in this area.
Packing down
You shouldn’t dismantle your exhibition space until the doors close to the public at 3.00pm on Wednesday 11th February. Please note anyone under the age of 16 will not be allowed in the hall during the breakdown of the exhibition.
Pick-up
If using Cameron Logistics, please ensure all your materials are packed, clearly labelled with name and delivery address, and left on the table at your space by 6.00pm on Wednesday 11th February. Cameron Logistics will collect your packages and deliver them back to your delivery address or, if already signed-up to their warehouse service, you can collect your packages from their East Kilbride warehouse from Thursday 12th February.
If not using Cameron Logistics as your courier, you should clear your materials from the EICC between 3.00pm and 6.00pm on Wednesday 11th February via the loading bay. If you are leaving items for collection from the loading bay after this time, a member of the EICC will visit your space before the de-rig commences and hand out a storage form for you to complete. Items can be left for up to one working day (i.e. until 3.00pm on Thursday 12th February). After this time, charges for storing items may be incurred up to £100 +VAT per day.
Opening and closing times
The Gathering exhibition will be open to visitors on:
- Tuesday 10th February, 9.00am - 4.00pm
- Wednesday 11th February, 9.00am - 3.00pm
Doors will open at 7.30am on both days for exhibitors and event hosts to set up. If you need to get in before this time, please contact the Gathering team.
Badges and registration
When you arrive at the Gathering on Tuesday or Wednesday, make your way to the main registration desk to check in and collect your Gathering guide. You can pick up a blank badge at either side of the main registration desk – please write your name and organisation, and make sure you wear it all the time as it will allow you access to all event rooms, the exhibition and the free cloakroom.
Your exhibition space
Please note this year we are offering space only, there will be no built structure (shell scheme system with dividing walls and nameboards). Please share this information and what is included in your exhibition package listed below, with anyone responsible for producing any materials, merchandise or the design of your space. Also, inform anyone who is setting up and staffing your space over the two days about this information too.
You will have the following:
- 3m x 2m carpeted exhibition space (6 sq mtrs)
- 1 x 6ft trestle table complete with a blue tablecloth and two chairs
- If you have ordered access to an electrical socket, this will be provided.
Please see the below graphic for the exhibition layout:
| 1 and 2 | |
| 3 and 4 | |
| 5 | |
| 6 | ACOSVO |
| 7 | |
| 8 | |
| 9 and 10 | |
| 11 | |
| 12 | |
| 13 and 14 | |
| 15 and 16 |
To rent an internet connection or laptop for your exhibition space, please order from the EICC using the below order form. Please note, you must have booked an electrical package to order this.
To rent an LED screen for your exhibition space, please order from the EICC using this order form:
Flipcharts are £35 each (with pad and pens). Poster boards (2m x 1m) which are Velcro-compatible are £50 each. If you would like to order either of these, please let us know.
Food and sale of goods
The EICC have advised us of the following:
"No exhibitors shall distribute or give away any item of food or drink not supplied by the official caterers (Nourish) at the EICC without the express written consent of Nourish."
If you decide to sell items, it’s your responsibility to handle and be responsible for any money, cheques and/or credit card transactions.
We ask that as part of our commitment to a greener Gathering, you limit the use of flyers, freebies and single-use plastic items.
If you have any questions, just get in touch with the Gathering team.
General information
Correspondence
You’ll only receive Gathering-related correspondence from an official SCVO email address (@scvo.scot, or occasionally @scvo.org.uk). If you get any requests from any other email address about appearing in guides or anything else related to the event, just ignore them. The only exception is Cameron Logistics - please see the Deliveries, collections and logistics section for more info. If you get other requests for payments or credit card details, contact us.
Catering
There are plenty of places to buy food and drinks inside the EICC. Please note, these take card payment only. All our Gathering catering will be vegetarian, with vegan and non-gluten-containing options available. We will share each day's menu in advance with everyone attending.
Accommodation
We have secured deals with various hotels across the city: see the "Staying in Edinburgh" section of this page for a link to browse accommodation options. Be aware of unsolicited emails from companies who state they’re official accommodation providers - they aren’t!
Greener Gathering
SCVO is committed to making this year’s Gathering greener, so to help us reduce our carbon footprint, here are some things you might find useful and ways you can play your part too.
Accessibility and inclusion
We want the Gathering to be accessible, inclusive and enjoyable for everyone. We are applying a range of accessibility measures as standard - please take a moment to familiarise yourself with these. We warmly invite you to tell us about your needs by emailing the Gathering team so we can address those too wherever possible.
Our aim is to maximise accessibility, inclusion and delegate experience for both the in-person and online Gathering experience.
Thank you!
Finally, we would like to say a massive thank you to all our exhibitors for taking part in the Gathering! We hope you enjoy your time with us.