Exhibitor Frequently Asked Questions

1.1 How are you keeping stakeholders safe if in-person events go ahead?

We are continuing to monitor government guidelines alongside venue guidelines and requirements. We currently do not expect the need to change traditional event timings but please continue to read our communications and exhibitor manuals leading up to every event you are attending.

1.2 What PPE equipment or social distancing equipment will be provided?

Exhibitors will need to supply their own personal protective equipment. We are likely to need to see a COVID pass, or negative lateral flow taken on the morning of each event day for both exhibitors and visitors. If masks are no longer mandatory at the time of the event, then these can be worn at your discretion.

1.3 What happens if UCAS staff test positive during the event? Does that affect whether it goes ahead?

If they receive a positive test or have any Covid symptoms they will isolate immediately but events will continue to go ahead.

1.4 Are students/schools being asked to take a lateral flow test in advance of attending?

Schools are asked to take a lateral flow test 48 hours before attending a UCAS event.

1.5 What happens if high numbers of schools are unable to attend?

We are regularly surveying schools and colleges in January, to understand how teachers/advisers are feeling about sending their students to our events. We will continue to monitor school bookings, sentiment and covid cases.

1.6 Will students be allowed on exhibition stands?

We are continuing to monitor government guidelines alongside venue guidelines and requirements. At this stage students will be allowed on exhibition stands.

1.7 How do I find the latest booking figures for each exhibition?

Visitor bookings will be available via the exhibitor website shortly.

1.8 Is there any industry standard being followed by your events?

We do adhere to the industry, HSE standards and government advice regarding Covid control measures.

1.9 Will prospectuses/merchandise be allowed at the exhibitions and if so, are there any restrictions in place on what is/isn’t allowed?

We will follow government and venue recommended advice, at this stage prospectuses and merchandise will be permitted to be distributed at events.

2.1 Shell scheme specifications

Please see our new help guide to explain our shell scheme structure.

2.2 Electrics/enhanced furniture hire/carpet/shell scheme graphics

If you require electrics, furniture hire alternative to UCAS equipment available in the Enet shop, change of carpet colour on stand, or shell scheme stand/graphics service please use GES’ online shop Expresso to find prices and book.

2.3 What is the best way to contact GES?

Use the GES online Expresso Shop, change the region to UK, search for UCAS and find the event required.

3.1 What happens to credits/ refunds if any physical events are cancelled?

Please see section 13 of our exhibitor terms and conditions.
Please speak to your event sales account manager in the first instance.

3.2 What happens if I am in a local lockdown when an event is happening? Or if the event location is in a local lockdown?

If you are within a local lockdown at the time of the event, and do not have any staff to attend in your place, or if the event is in a lock down area at the time of the event, we will offer payment on account for the cost of your stand.
Please speak to your events account manager in the first instance.

3.3 What happens if I cannot attend due to having a positive COVID test?

The most important thing is please do not travel if you begin to feel unwell or show COVID symptoms.
If you become ill during the event, you will be required to notify the organisers office, self-isolate and travel home as soon as possible and follow the Governments advice.
Unfortunately, we will not be able to reimburse for individual circumstances. We will do all we can to put items out on your stand if sent to the venue, and let visitors know.

3.4 What if my university travel policy does not allow me to attend?

Unfortunately, we will not be able to reimburse for individual circumstances, however if this is linked to government restrictions your area then payment on account will come into effect.

3.5 When will I receive my invoice?

Some invoices have been sent, if these has not been received, we will be invoicing from 24th January 2022.

Where can I find the 2022 physical event dates?

You can view our calendar on our website.

Other opportunities to connect to 2022/2023 applicants

We offer a wealth of opportunities to enable you to connect with potential students. If you would like support reaching a particular audience, please contact us.

4.1 When will I find information about the virtual events?

Please visit this page for virtual events information.

4.2 How are the events being advertised to students?

We have a comprehensive marketing plan in place, targeted activity designed to engage audiences' pre-event, across a wide range of channels.

• A direct mail pack was sent in November 2021 to all UK secondary schools to promote UCAS Discovery, including calendar and stickers to mark which events they need to go to
• Highly targeted data-driven campaigns to students and advisers
• Organic and paid social media activity targeting UK and international students and advisers
• Promotion integrated into our other channels and campaigns
• Pre event emails to registered visitors
• SMS reminders to registered visitors on the day
• Exhibitors can use the social media collateral on our website to promote their attendance

4.3 When are the deadlines to book the virtual events?

The following are deadlines to submit artwork and make your booking for virtual events 2022.

28 January - March events
18 February - April events
30 March - May events
18 May - June/July events