SECURITY

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There will be security present during the event to ensure that the premises is adequately patrolled , however the organisers cannot accept responsibility for any damage or loss of property that exhibitors may experience.

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If you experience any loss sustained to your stand you must report it to the organiser’s office where we will then pass it on to the security office.

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Due to exhibition halls being vulnerable places for pick pockets and thieves to target we would like to remind you all of some helpful tips to keep your items safe whilst at the show:

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• Do not leave cash, handbags, mobile phones, valuables on the side or in easily reached places on your stand.

• Valuable items should be kept at the back of your stand

• Your stand should not be left unattended at any time

• Build up and break down are especially high risk periods we advise that you work in pairs during this time so that the stand is always staffed.

• Please feel free to report any suspicious behaviour or sightings to the organisers office

 

ORGANISERS AND VENUE STAFF WILL NOT TAKE RESPONSIBLITY FOR ANY ITEMS LEFT UNATTENDED AT ANY TIME.

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SHELL SCHEME STANDS

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• All on-site activities must conform with the rules and regulations set out within the eguide. 

• Please ensure that if you have booked a shell scheme stand you read the shell scheme specification sheet which can be found within the forms page of this manual. The document has useful information such as the dimensions of your stand and a preview of what you can expect your stand to look like.  For a visual example of a 3m x 3m shell scheme stand please click here. 

• Two spot lights are included within the cost of a shell scheme stand, no powersockets are included though, if you wish to have any extra lighting or power on your stand please contact Index Group and place an order with them , their contact information can be found in the contractors page of this manual.

• All shell scheme stands will be constructed in white shell which is a smooth material with a plastic / melamine finish. 

• Exhibitors are not allowed to nail, drill, or screw into the walling of their stand if you wish to affix anything to your stand we recommend using S hooks, double sided Velcro or blue tac.

• Exhibitors are not allowed to paint the walls of their stand

• If you require 24 hour power for your stand this must be ordered in advance through Index Group.  Standard power supplies will be switched off 15 minutes after the event closes each night.

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SPACE ONLY STANDS

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• Space only stand holders should be fully aware that the space they have booked does not come with walling, stand fittings, electrics, carpet or floor coverings.

• To book your carpet / floor coverings please contact Index Group whose contact information is in the contractor page of this manual.

• When you arrive on site your area will be marked out on the venue floor

• You must submit your stand plans, construction phase plan and method statement to m.smith@gbmediaevents.com as they must be approved prior to the first day of build.  The deadline for submissions is 30th January 2018.

• If you require lighting or power on your stand this can be ordered through Index Group whose contact information is on the contractor page at of this manual.

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You much comply with the eguide when designing and constructing and exhibiting within a space only stand.  

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You have a legal obligation to build your stand to the required standards as outlined by the Organiser’s, venue and local authority regulations.

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Space only stands may only be constructed under the following conditions:

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• Space only stands may only be constructed with prior permission from the Organiser’s.

• Exhibitors are responsible for ensuring that all contractors employed by themselves:

               - are competent.
               - are registered with a professional body.
               - have carried out suitable and sufficient risk assessments.
               - are operating a safe system of work.
               - retain copies of their method statements available for inspection by the venue on demand.

• Exhibitors/appointed contractors must be able to produce on demand, test certificates for any materials they intend to use in construction of a stand or any other structure to be brought into the venue.  If the venue is not satisfied that any material meets the standards required, such material shall be removed.

• Cables cannot be run under the carpet. Any cabling running over the carpet must be safely ramped and taped, under a platform or are dropped in from the roof. Platforms are highly recommended in this case.

• Stands must be of substantial construction, on suitable timber or metal framing.  They must be designed to comply with the Building Regulations 2000: Approved document M, “Access & facilities for disabled people”.

• Ceilings, except those above the topmost story of stands, must be of solid construction.  Handrails must be in place when working on multi-story stands.

• Stands displaying combustible items that are within two meters of a gallery, raised tier or staircase must be provided with a ceiling constructed of special materials.

• Doors and gates forming part of an escape route shall be open in the direction of escape, clear of any steps, landings or a public way.  Where necessary they shall be recessed so that when they open they do not obstruct the required width of any gangway, corridor, passageway, staircase, landing or any other escape route.

• All doors shall be provided with a vision panel of clear glazing giving a zone of visibility from 900mm to 1500mm above floor level.

• The slope of any ramp shall be uniform and no steeper than 1 in 12.  Level landings shall be provided at the top and bottom of ramps and at any intermediate position where exit doors open on to them.

• The surface of any ramp should be imperforate and non-slip in texture.

• Any ramp and its associated landings shall have clear headroom of no less than 2m throughout.

• Ramps provided for access shall be a minimum of 1m wide.

• Spiral staircases on stands are not permitted.  Stairs must be arranged in straight flights and with regular rise and tread.

• Staircases must be no less that 800mm wide and it is not permitted for you to host a unique service on an upper deck of a stand, which is only accessible by the staircase.

• All staircases that have open risers and are likely to be used by children under 5 years of age must be constructed so that a 100mm diameter sphere cannot pass through the open risers.

• The floors of landings and stairs shall have non-slippery and even surfaces.

• Continuous handrails must be provided where there are two or more risers.

• Handrails shall be continued as necessary around landings.

• The travel distance from any part of an upper story to a staircase must be no greater than 10 meters.

• No fewer than two staircases, sited remotely from each other, shall be provided for each story unless the upper story is to accommodate fewer than 50 people.

• Platforms for public use may require suitable handrails and/or toe-boards.  This is mandatory for any platform over 600mm high.

• Spaces beneath raised seating, platforms and all cavities, including those between and behind stands must not be used for any purpose other than electrical or other service boxes, mains or stopcocks.  They shall not be obstructed, nor used for the storage of any materials.

• Inner rooms must have an alternative means of escape with appropriate signage.

• Under no circumstances shall fixings be made to the hall floors.

• All base plates must be 12mm thick and a minimum of 300mm2 and suitable for their intended purpose.

• Space only exhibitors are reminded that no construction will be carried out on their behalf.

• Exhibitors constructing their own stands must ensure that the materials comply with the fire regulations as outlined in the paragraph headed FIRE SAFETY.

• Space Only Exhibitors must erect dividing walls between themselves and adjoining stands, extending to the boundaries of the stand. These walls shall be a minimum height of 2.5 meters.

• A minimum of one third of any front is to remain open. Open sides may not be blocked off.

• REMEMBER, the back of your stand should look as good as the front and where walls are built adjacent to other stands and project above the height of that stand the decoration must be in good order. Please note that if this is the case the walls must be in a neutral colour and without promotional material. 

• All stands will be monitored during build-up by our appointed and floor management team and if required a structural engineer.

• Stands which appear complex and have not been submitted for approval will be challenged and construction may be stopped until satisfactory information has been received.

• Your stand must conform to DDA guidelines and exhibitors are reminded that your stand must be accessible for all.

Complex Structures:

• The following is required:

a) Detailed, scaled structural drawings (including plan views, elevations, steelwork and staircase details), floor and/or roof loading, structural calculations, specifications and method statement, each showing the event name and stand number.  For each complex structure please send three complete sets of the above in English.

b)Written confirmation by an independent structural engineer, with adequate professional indemnity cover, that the design is safe for its purpose.

• Any complex structure that is modified after its initial submission to the organisers must be re-submitted with details of all modifications and a structural engineer’s confirmation that the final overall design is safe for its purpose.

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Submission of Plans

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A duplicate set of technical drawings for every open space site must be submitted to the Organiser’s by 30th January 2018 to m.smith@gbmediaevents.com. The drawings must include all dimensions, building material used, a ground plan and an elevation drawing.  Photographs or faxed copies will not be accepted.  

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IMPORTANT NOTE

ALL SPACE ONLY STANDS REQUIRE STRUCTRUAL ENGINEER SIGN OFF ON SITE.  This is arranged by the organisers, you must have contractors on-site to be able to make safety alterations until your stand has been signed off.   

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Any structure of 4m and above, or any stands with a platform of 600mm or over or any double-decker stands must have the Organiser’s permission. Two sets of drawings complete with structural engineer’s calculations must be submitted no later than six weeks before the event for approval and a separate set of plans and calculations must be submitted to an independent structural engineer for approval who will also be required to certify the structure once erected.  Please submit your complex structure drawings to m.smith@gbmediaevents.com.

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If stand plans are not received, building will not be allowed to begin until the Organisers, and where necessary, the Local Authority has approved them. Late submission of plans can result in the authority not approving stand plans, therefore the stand will not be allowed to be constructed.

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Exhibitors are reminded that all event activities must be compliant with industry sustainability standards including BS 8901.

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STORAGE

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Should you require fork lifting, storage or customs clearance please use the official lifting and storage contractor. See Contractors page for their contact information.