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SPACE ONLY stands
All exhibitors must complete the Health & Safety Form by 2 May.
As a Space Only exhibitor you have booked only floor space at the event and are required to arrange the construction and necessary services directly. Please refer to the Order Forms section of this manual to order directly from the official event suppliers.
Under Health & Safety legislation, exhibitors and their main contractors are responsible for all activities that take place on their stand throughout the event, and any actions that could affect others not on their stand.
Ensure you employ a competent stand builder to construct your stand.
Stand Plan Submission
All space only exhibitors must submit full details of their proposed stand build by 2 May. You or your stand contractor must supply the following documentation, clearly stating the stand name and number to the Operations Team:
- Plan and elevation views of your stand including dimensions, platforms, walling and any large exhibits
- Stand build material information (if not included on your plans)
- Risk assessment
- Method statement
- Construction phase plan
- Copy of public liability insurance
- Stand plan submission form
- If your stand is considered a COMPLEX stand (see below) you must also submit structural calculations with construction drawings
Contact
Exhibition Operations Team
Email: kathy.bryant@inside-events.co.uk
Tel: 02476 510 014
Complex Stands
Complex stands are defined as:
- any structure, regardless of its height, which requires structural calculations (please refer to the eGuide)
- suspended structures (does not include banners) eg non-standard lighting rigs, wooden structures
- stand designs that include a platform over 600mm above floor level. Platforms and stages over 170mm in height may also be considered complex.
Your stand plans and required documents will be forwarded to the event’s structural engineers; when they are satisfied with the stand's calculations they will issue a certificate. The final process is a site inspection during build-up, where the stand's stability will be signed off.
There are charges for the complex structural audit, onsite inspection and sign-off. Please contact the operations team for prices before designing a complex stand.
Stand Design and Rules
The design of the stand must be such that it can be erected and dismantled within the time available. All work must be carried out in conformity with the rules and regulations.
- Maximum build height for your stand is dependent on its location. Below are the maximum heights for each stand:
S1 to S20: 2.8m
S21: 3m
S22: 2.6m
S23 to S25: 3m
S28 to S38: 2.4m
Upstairs bar stands: 2.4m
Upstairs balcony stand: 1.8m
- You should delineate your stand space from any adjoining stand. This can be done with walling, shelving, free-standing graphics etc.
- All walling etc must be finished on both sides. Walling separating your stand from a neighbour's must be finished in a plain, neutral colour.
- At least 75% of each stand’s side facing an aisle should remain open. To request additional walling please email: kathy.bryant@inside-events.co.uk.
- Walling facing an aisle must be dressed with graphics, screens etc.
- Doors must not open onto a gangway.
- Store room doors must open outwards, into the stand, and must include a vision panel of clear glazing at eye level.
Construction Materials
Below is some information on materials that are permitted for stand builds. For full information please refer to the eGuide. The eGuide is the comprehensive code of practise, incorporating Health & Safety regulations used in the UK Exhibition Industry.
All material used in the construction of a stand shall be of a suitable nature and quality in relation to its purpose and the conditions in which it will be used. It will be adequately mixed or prepared and applied, used or fixed so as to perform adequately the functions for which it is designed.
Timber under 25mm thick must be impregnated to Class 1 standard. Treated materials should have ‘BS476-Part 7, Class 1’ marked on them. Boards, plywood, chipboard etc must be treated if under 18mm thick. The exception to this is MDF which is acceptable for use due to its density. MDF may not be machined on site as its dust is hazardous to health.
Paint spraying on site is not permitted.
All glazing used in the construction of stands must consist of safety glass (laminated or tempered) a minimum of 6mm thick. Please refer to the eGuide for further details. Any uninterrupted, large areas of clear glazing shall be indicated with warning stripes, dots, logos etc.
All plastic, including materials used for vision panels, must conform to BS476-Part 7, Class 1. Polycarbonate materials are acceptable.
All floor coverings must be secured and maintained so that they do not cause a hazard. Fixing of floor coverings to the hall floor may only be carried out using tape which has a low tack bottom, high tack grab top and does not leave any residue or cause any damage to the floor when removed. NEC approved carpet tape is recommended. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are prohibited. A charge will be made to the exhibitor if any damage is done to the venue; this includes residue left by carpet tape.
Drapes, curtains, hangings etc must be inherently or durably flame-proofed; otherwise they may be treated with a proprietary flame retardant. Test certificates must be available for inspection for any materials intended to be used. Fabrics used for interior stand decoration must be fixed taut and/or in tight pleats (not loosely draped) to a solid backing, secured above floor level and not touching light fittings. Curtains on exit routes should hang 75mm clear of the floor, be parted in the centre and not conceal any exit signs. If the venue is not satisfied that a material meets the standards required it shall be removed from the venue.
Upholstered seating must be non-combustible and marked with the appropriate standard.
Artificial plants and flowers are combustible and give off toxic fumes, therefore they must not be used for stand dressing. Silk-type flowers are acceptable providing they are fireproof and marked as such.
Demonstrations / Presentations
- Any exhibitors planning a working demonstration, or presentation, on their stand must inform the Exhibition Operations Team by 2 May.
- Demonstration areas must be indicated on your stand plans.
- Demonstrations, and viewing areas, must be kept within your stand space.
Please ensure that any music or commentary for demonstrations, videos, presentations etc is kept at a level that will not interfere with neighbouring stands. The Organisers reserve the right to switch off any demonstrations, videos and presentations etc that are causing a disturbance or an obstruction in the gangways.
Electrics
If you require power on your stand please contact Sterling Events. Click here for their order form. The deadline for orders is 5 June. Late orders will incur a 20% surcharge.
The electricity network should generally be regarded as being "live". Power to stands may be switched off overnight. Power to stands will be removed during breakdown.
Power consumption: generally a 500w socket is suitable for using laptops, charging mobile phones or powering a small TV. For an accurate measure of the wattage required by your appliance please refer to its manual.
Gangways
All stand structures, signs, notices, exhibits, furniture (including audience seating) etc must be confined within the area allocated and must not project into or over the gangways.
Health & Safety
All Space Only exhibitors must read the Site Induction and complete and return the Health & Safety Form by 2 May. A Risk Assessment, Method Statement and Construction Phase Plan must be submitted along with your stand plans. Please ensure you read the Health & Safety section of the manual in full.
Guidance on completing a Risk Assessment
Platforms & Stages
Stands should be designed to ensure that it is not unreasonably difficult for a disabled person to access as described by the Equality Act 2010. If the stand design requires a raised floor section, a ramp should be incorporated into the flooring or a portable ramp deployed when required.
Stages must be less than 600mm in height. Any stage over 190mm must have guard rails (a minimum of 1100mm high) on all sides except the performance edge. The front/performance edge of stages should be marked with contrasting tape. Steps must be secured to the stage; they must have a rise of between 150mm and 170mm. The tread of each step must be between 280mm and 425mm.
Please refer to the eGuide for full guidelines on the use and construction of platforms, steps and ramps.
Rigging
All drop wires and rigging must be arranged through Sterling Events but is at the approval of the Organisers. Rigging is not possible in all areas of the venue.
Click here for the rigging order form. The deadline date for rigging orders is 5 June. Late orders will incur a 20% surcharge.
Banners must be set back at least 1m from any adjoining stands.
Venue Structure
No fixings of any kind may be made directly to the structure or fabric of the building. All stand construction must be completely self-supporting.
Waste Removal
Exhibitors and their contractors must remove from the premises any packing materials and other waste generated. At the end of the exhibition everything must be cleared from the venue.