Exhibitor information

The Edinburgh International Conference Centre (EICC) will be your home for the duration of the Gathering 2025 on Tuesday 4th and Wednesday 5th 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
• Unloading and parking
• Set up
• Storage
• Packing down
• Pick-up
• Opening and closing times
• Badges and registration
• Your exhibition space
• Sale of goods
• Catering
• Accommodation
• Greener Gathering
• Accessibility and inclusion

Deliveries, collections and logistics 

This year, we are arranging all deliveries for exhibitors via one courier, Cameron Logistics.

We are working with Cameron Logistics as our preferred courier to help us reduce our carbon footprint and keep in line with our commitment to making this year’s Gathering greener than ever.

Please note, this is a chargeable service, depending on weight, size and location. Cameron Logistics will pick up everything from your location and deliver it back to you after the Gathering takes place. Alternatively, you can deliver packages to their East Kilbride warehouse from Monday 27th January, and they will transfer it to your space in readiness for your staff arriving.

Cameron Logistics will be in touch with further information and to find out if you would like to use this service.

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 3rd February. You should mark all deliveries in the following way:

Name of event: The Gathering 
Date of event: [Tuesday 4th/Wednesday 5th February] 
Name of Contact on site: Sofia Fenoglio 
Organisation name, space number, and location: [e.g. SCVO, Space #6, Cromdale Hall] 
Edinburgh International Conference Centre 
The Exchange 
Loading Bay Off West Approach Road 
EDINBURGH
EH3 8EE 

Please note that any deliveries arriving at the venue before Monday 3rd February may be turned away, and the EICC or SCVO can’t be held responsible. 

Unloading and parking  

Exhibitors who are bringing their own materials on Monday 3rd 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: 

• National Car Parks (NCP) in central Edinburgh 
• Sheraton Hotel Car Park located 150 meters from the EICC, with limited accessible parking spaces 
• Semple Street Car Park located 300 meters from the EICC 
• Spaces near EICC available via yourparkingspace.co.uk 

The EICC provides a discount code for parking at the NCP Car Park on Castle Terrace. You can access this by following the below steps: 

• Download the free NCP 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 3rd February. Please ensure you set up your space between these times. Final dressing of your space can be done on Tuesday 4th 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 4th February. 

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.  

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 5th 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 exhibition space by 6pm on Wednesday 5th February. Cameron Logistics will collect your materials and deliver them back to you.

If not using Cameron Logistics as your courier, you should clear your materials from the EICC between 3.00pm and 6.00pm on Wednesday 5th February via the loading bay. Items can be left for up to one working day (i.e. until 3.00pm on Thursday 6th 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 4th February, 9.00am - 4.00pm  
• Wednesday 5th 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, you will be given a badge for you to write your own name. Please ensure this is always worn and remember to register at the main registration desk each day. 

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	Keegan & Pennykid
3 and 4	SCVO
5	Social Enterprise Scotland
6	ACOSVO
7	Volunteer Scotland
8	EVOC
9 and 10	Nemo Arts (Weds only)
11	CCLA
12	Aspen People
13 and 14	Utility Aid
15 and 16	Trellis Scotland

Sale of goods 

The official bit: you’re not allowed to sell, in any part of the EICC, tobacco, smokers' requisites, beverages, alcoholic drinks, or any other consumable refreshments of any nature whatsoever without the prior written consent of the EICC. With these exceptions, you can sell goods from your stand, including things like publications and promotional materials. 

You can give away free samples of products, food, confectionery, sweets and refreshments.

If you do decide to sell things, 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 SCVO 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 2025 to be accessible, inclusive and enjoyable for everyone. We are applying a range of accessibility measures as standard. We warmly invite you to tell us about your needs by emailing our team so we can address those too wherever possible.  

As well as the in-person Gathering on 4th and 5th February 2025, we are hosting the Gathering Extra on 5th March 2025. The Gathering Extra is in addition to, rather than an alternative to, the in-person Gathering. It is an online event that will feature recorded sessions from the Gathering and special live guests with an SCVO host, in a format that is designed specifically for an online audience. 

Our aim is to maximise accessibility, inclusion and delegate experience for both the in-person and online Gathering experience. 

What to expect 

To prepare for the in-person Gathering on 4th and 5th February, SCVO’s event team and internal staff accessibility group used the ‘Access Chain’ resource. We also took guidance and advice from the venue and specialist organisations. The accessibility measures we are taking as standard include: 

In advance of the Gathering we will: 

• Proactively ask delegates to tell us their needs 
• Provide information about access and accessible facilities in a range of formats 
• Offer information in accessible formats
• Present a welcoming and inclusive image for all visitors 
• Provide transport and accommodation information and details of car parking/drop-off 
• Welcome people bringing their own lunch, snacks and refreshments to save on cost 

At the Gathering we will: 

• Have a dedicated accessibility and information desk with welcoming and informed staff 
• Provide online and hard copy event and venue information 
• Ensure clear signage and easily identifiable staff to provide support 
• Provide induction loops at registration and all event rooms 
• Limit public address (PA) announcements and ambient music 
• Provide a prayer room, a quiet room, and a work room, in addition to quieter spaces around the venue. These will be clearly marked on signage throughout the venue.
• Provide Gathering exhibitors and event hosts with tips on how to be more accessible and inclusive, stressing our commitment to making the exhibition accessible 
• Provide British Sign Language (BSL) interpreters as standard at the most important and/or popular events, which will also be recorded for the Gathering Extra.

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.