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A-Z EVENT INFORMATION​

 

Audio Visual/Equipment Hire

ImmersiveAV has been appointed as the official Audio-Visual contractor for the exhibition and their Hire Brochure can be viewed via the Compulsory Forms section of this manual.

If you  have any queries regarding AV hire please contact Ellie Benjamin:
Tel: +44 (0)20 8961 2555  
Email: ellie.benjamin@immersiveav.com


Balloons

Balloons must be secured by suitable means; a charge may be made for retrieval if any escape to the roof or for any damage to air-handling units.

If helium balloons are being used on a stand, the following must be considered when carrying out the risk assessment:

  • The use of gas or batteries

  • Equipment failure

  • Obstacles within the exhibition, including drop wires, cables, truss, stands and signage

  • The possibility of items falling from the equipment

  • Compliance with the venue’s specific regulations

  • Competency of operators


Build Up and Break Down

Please review the information regarding build up and loading bay access in the Travel & Access  section of this manual


Car Parking

Please review the information regarding car parking via the Travel & Parking section of this manual.


Carpet

Grey carpet is provided as part of the shell scheme stand package.   

 If you wish to use your own carpet or floor covering please inform the event organiser. All raised platforms must be accessible to wheelchairs and have ramps. Carpet is not included for space only stands, unless requested.


Catering

Please note that exhibitors are not permitted to bring their own catering contractor onsite. Good Eating Company are the sole stand catering contractor at the BDC and, as such, catering requirements must be purchased from them. 

Exhibitors are not permitted to supply their own catering. Failure to comply with this venue regulation may result in the venue choosing to prevent the serving of food or alcohol by the exhibitor concerned. 

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To order catering for your stand please visit the Compulsory Forms section of this manual.

 

Cleaning 

General stand and gangway cleaning is included in your stand package. Please notify the event team if you wish to arrange additional cleaning or the removal of waste generated by exhibits. Please note that empty boxes must not be left in the aisles, especially during open days.  Please help us be environmentally friendly by limiting the amount of waste you generate. Literature should not be left on site after the exhibition closes as we are charged for its removal and may pass this on to exhibitors.

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Cloakroom

A cloakroom service is provided by the venue during exhibition open days.

£2.00 - Per Item

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Children

No person under the age of 16 years can be admitted to the halls during build up or breakdown. This regulation also covers exhibitors’ children and is necessary to comply with safety regulations. During the show open days children are allowed into the hall, provided an adult accompanies them. Baby changing facilities are available throughout the venue. 

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Complaints

It is in the interests of exhibitors and visitors that any faults or failures in the services you receive while at the event should be brought to the attention of the organiser as soon as possible.

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Contractor Passes/Wristbands

Contractor passes are valid for build-up and breakdown only and they should be issued to anyone working on your stand during these periods. Contractor wristbands will be issued by security onsite at the venue and will also be available from the Organiser’s Office. 


Deliveries

Please review the information in the Deliveries section of this manual


Dilapidations

During build up, open days and breakdown exhibitors must not carry out any activities that could cause damage to the structure or surrounding area of their stand. Exhibitors are reminded that they will be required to pay for all damages. The use of adhesive tape, paint, screws and nails is prohibited - only Velcro may be used for fixing displays to stand walls. Full details about the rules regarding dilapidations can be found here.

 

Equality Act 2010

Exhibitors are responsible for ensuring that the design and construction of their stands provides for increased access for disabled people. This is not only about physical access to the stands for wheel-chair users but also includes access to products and written information for people with visual impairments and access to the same standard of service for all other disabilities. However, it is important to take account of health and safety legislation which has primacy over the disability regulations.  
For more general information and industry best practice guidelines, please visit 
https://www.aev.org.uk/resources/e-guide  

 

Exhibitor Badges

Exhibitor badges can be collected from the registration area at the front of the hall. Please ensure you have registered your colleagues through your exhibitor hub.

 

Filming, Televising and Recording
Full details of any filming or recording for television, radio etc. must be submitted to the Organisers in advance of the event. Only handheld, battery-operated equipment is allowed in the hall during the open hours of the exhibition. The siting of cameras, cable runs or other equipment in the aisles is not permitted. Equipment must not be left unattended. 


Filming of the exterior, interior and contents of the venue will be allowed in so far as it will not be detrimental to, or bring into disrepute, the venue or the event. ​


Fire and Emergency Procedures

In the event of a fire, please raise the alarm immediately, switch off all equipment on your stand and vacate the Hall. Please note there is a strict no smoking policy throughout the venue.


First Aid

In the event of a medical emergency please inform the Organisers or a security guard immediately.


Food and Beverage Sampling

Any food sampling is only permitted for exhibitors who are the producer, manufacturer or seller of the food or drink product and for the sole purpose of promoting the bigger product. All sampling guidelines and food safety compliance must be adhered to, in line with the industry approved standards. Please speak to the organiser for a copy of the guidelines and note that written permission to sample must be obtained from the organiser and the venue before sampling the event. 


Furniture Hire

Please check your exhibitor contract to confirm if furniture is already included in your stand package. Furniture hire can be arranged via the Compulsory Forms section of this manual. You are, of course, also welcome to bring your own furniture, or use your own contractor.

 

Gangways & Aisles 
During the build-up and breakdown periods, emergency gangways will be in operation and must always remain completely clear. 


During the open period under no circumstances must any part of a stand, furniture, or exhibits project beyond the boundary of the stand, except for the Organisers' shell scheme fingerboard, which will project into the gangways. 


Doors or windows must not open outwards onto gangways. All doors must have vision panels. 
Exhibitors should not engage in any activity or employ any person or device that, in the opinion of the Organisers, tends to create unreasonable congestion in the gangways. 


Health and Safety

We are required to advise you of your obligations under the Health & Safety at Work Act 1974 (HASAWA). Please note that failure to comply could lead to prosecution. We strongly advise that all exhibitors refer to The Guide to Managing Health & Safety available from the Association of Exhibition Organiser’s website www.aeo.org.uk and the Association of Event Venues https://www.aev.org.uk/e-guide

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 A written company Health & Safety policy should exist if there are more than five employees working within the company. If your business has less than five employees it is regarded as good working practice to have a written policy. Please note that you may be required to justify your procedures of work to the authorities in the event of an incident

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  • Exhibitors should carry out a written risk assessment covering all aspects of stand construction and breakdown.

  • All electrical work must be carried out by the BDC's nominated contractor. Compliance with the Electricity at Work Regulations 1989 is mandatory

  • Essential requirements of the Management of Health & Safety at Work Regulations 1992 apply:

* All employers must nominate a competent person as its Health & Safety representative

* To cooperate with other employers when sharing a temporary or permanent workplace

  • Aisles must be kept clear at all times. Exhibitors must ensure that all exhibits remain within the boundaries of their stand and not encroach into the aisle. Please take particular note if you intend to have additional furniture on your stand

  • Materials used for construction and display should comply with Local Authority standards and reach the required British Class 1 standards of flammability

  • The Organiser must be notified in advance of the use of lasers, compressed gas, sharp objects and perishable display materials


Hotel Accommodation

Accommodation can be arranged via HotelMap. To view a list of hotels and prices please visit https://www.musicanddramaeducationexpo.co.uk/accommodation

It is advisable to book your accommodation early.


Insurance

Insurance cover to comply with your Contract Terms and Conditions, has been arranged on your behalf, as a ‘Participating Exhibitor’, under the Insurance Policy issued to MA Exhibitions Limited by our Official Insurance Partner, InEvexco

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You should have received an invoice from MA Exhibitions including the Insurance Participation Fee. If you have not received this, please contact paul.bagayogo@markallengroup.com

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By providing satisfactory evidence of adequate Public Liability insurance cover, there will be no need to pay the insurance participation fee.


See Terms & Conditions on your contract for details.


If you need your unique insurance link to be resent, please contact InEvexco directly exhibitor@inevexco.co.uk who will be happy to resend this information to you.


Internet Access

​The BDC has a free open zone wireless network that can be activated using the BDC_openzone access point. This network is unsupported and inconsistent; it is only advisable to be used for general internet activities e.g. accessing emails.  

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If elements of your stand are internet critical, we strongly suggest you order a hard wire or a dedicated Wi-Fi login to ensure reliable connectivity throughout the event. 


If you require additional bandwidth or hard-wired connections, these can be ordered via the Compulsory Forms section of your manual

 

Late Working

Late working is not permitted at MDEE 2026

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Licences

Licenses may be required for the following activities: 

•    Entertainment
•    Music: PPL / PRS Video: VPL
•    Cinema (or public viewing of films)
•    Smoke Machines
•    Lasers
•    Special Treatments (i.e. therapy treatments etc.)

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Music and commentary for demonstrations, video, presentations etc must be kept to a recommended level not above 80dBa. Exhibitors failing to comply with this rule may have their power turned off.  

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You must obtain the relevant licenses from the Performing Rights Society for live music only to cover composer royalties. They can be contacted on 0845309 3090 or email: musiclicences@prs.co.uk 

 

If you intend to play pre-recorded music on your stand please contact the Organiser. 
Live music OR pre-recorded music is NOT permitted on exhibitors’ stands. If you are in any doubt, please contact the Operations team: operationsteam@markallengroup.com

 

Lifting, Freight Forwarding & Storage

WES Logistics are the official freight handler for the event and the venue; no other lifting or handling contractors are  able to operate machinery such as forklift trucks in the hall. You can book their services via the Compulsory Forms section of this manual.

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Literature Distribution

The distribution of printed material and promotional items is only permitted within the confines of your stand. Items placed in other areas will be removed immediately. Please inform the Organisers if you witness any unauthorised person handing out sales leaflets or promoting their products. Charities are permitted to raise funds from their stand but not in the aisles.

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Lost Property

Any lost property for the duration of the show will be, in the first instance, taken to the Organisers Office. Once the show has closed and breakdown has finished, lost property will be kept by organisers or given to the venue and kept for a week.

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If at the end of that period of time, the property has not been claimed or contacted about, the venue and organisers will consider that is has been abandoned and shall become entitled to dispose of the items. 


Messages and Announcements

The Organiser cannot take responsibility for announcing messages or competitions. The public address system is for official announcements only and is not available to exhibitors.


Noise Levels

If you intend to play music or use audio-visual equipment please ensure that the volume does not disturb others. The Organiser reserves the right to prevent the equipment from being used if noise levels are found to be unacceptable. Please note that if you intend to play music from your stand you will require a PRS and/or PPL licence. Please review the information pertaining to 'Licences' in this section of the manual.


Security

Whilst the organisers will implement comprehensive security cover throughout the tenancy, they cannot accept responsibility for injury, loss or damage or any consequential losses which may befall your personnel or their property.


The following precautions will help reduce the risk of theft from your stand:
1. Be especially vigilant during the build-up and break down periods.
2. Ensure that your stand is manned well before the show opens and until all visitors have left at the close.
3. Secure items of value, particularly personal effects, mobile phones, handbags, briefcases, and laptop computers. These items are particular targets for petty thieves and should be kept secure.
4. At night lock away items of value or, if possible, take them with you.

 

If you utilise the storage unit 118 for storage please note this will be accessible to all and should not be used for the keeping of items of value.

 

NB. Please report any theft or suspicious incident to the Organisers or a member of the security team immediately.

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Smoking

Smoking (including e-cigarettes) is only permitted in the designated smoking areas.


Storage

There are no storage facilities provided by ExCel and storage is not permitted behind stands. You can purchase storage through WES Logistics via the Compulsory Forms section of this manual.

 

Toilets

Both female and male toilets along with hand wash basins are available throughout the venue.


Trolleys

We recommend you bring your own trolley to move heavy boxes and items. Please note that these are not available on site.

 

​Unusual Exhibits / Activities / Demos
If you are doing anything out of the ordinary on your stand, it is important that you notify the Organisers to make sure that all necessary permissions are sought from the venue, Local Authority, or any other parties. This includes any public participation.

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