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SPACE ONLY STAND DOCUMENTATION

 

In order to be permitted to exhibit, Space Only Stand holders will need to submit full stand plans, risk assessments and H&S documentation for approval, details of which can be found below.

All stand construction must comply with the regulations contained in the eGuide, which can be viewed at https://www.aev.org.uk/resources/e-guide.  These regulations are common to the UK’s main exhibition venues and are based on Building Regulations and British Standards.  

 

SPACE ONLY STANDS AND CONSTRUCTION DESIGN MANAGEMENT REGULATIONS 2015

The Construction Design & Management Regulations 2015 (CDM) are the main set of regulations for managing the health, safety, and welfare of construction projects.

With effect from 6th April 2015, CDM now applies to the Entertainment Industry. This includes exhibitions, live events, conferences, concerts, festivals, outdoor broadcasting, theatres etc. and includes all building and construction work including new build, demolition, refurbishment, extensions, conversions, repair and maintenance.

CDM regulations clearly define roles and responsibilities for those managing health and safety of a construction project. These roles are:

  • The Client (Organiser Responsible Person/CEO/Sales Team)

  • The Principal Designer (Organiser Ops Team, or an appointed third-party contractor)

  • The Principal Contractor (Organiser Ops Team or an appointed third-party contractor)

  • Designer

  • Contractor (Venue, lifting, shell scheme, carpet, furniture contractors)

  • Worker

  • Sub Client (space only exhibitors and shell scheme exhibitors who construct within the shell scheme stand)

 

SPACE ONLY STANDS: COMPULSORY DOCUMENTATION

Any Space Only Stand must provide the organiser of the event with the following:

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  1. A copy of a scale drawing including plans and elevations. Stand plans to be written in English, showing all dimensions to a clearly recognisable scale
    Construction Phase Plan

  2. Risk Assessment for the build and breakdown period

  3. Risk Assessment for the open period

  4. Method statement

  5. Full details of fabrics and materials being used

  6. Submitted (Form 1) Health & Safety Declaration​

  7. Structural calculations (for complex structures only)

 

These documents should be compiled and emailed to operationsteam@markallengroup.com by Friday 9th January 2026 at the latest. The Operations team will then review the documentation and issue a ‘Permission to Build’ certificate once approved. If there are any alterations required to the stand designs and/or documentation then the organiser will notify the exhibitor as to the amends required and the documentation will need to be re-submitted for approval by the exhibitor.

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In addition, exhibitors must have public liability insurance cover for a minimum of £2million for each occurrence. To provide you with this level of minimum cover and further additional covers for your benefit, MA Exhibitions Limited has arranged for Exhibitors to be protected under their insurance policy for an Insurance Participation Fee charged with your stand/space rental. If you have existing insurance, this can be uploaded via the Inevexco insurance portal.

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Approval by an Organiser does not constitute anything other than confirmation of acceptance of the overall design. It remains the exhibitor’s responsibility to ensure compliance with Health & Safety legislation. All other rules and Venue Regulations (outlined below) still apply.

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IMPORTANT: EXHIBITORS WILL NOT BE PERMITTED TO BUILD THEIR SPACE ONLY STAND UNTIL THEIR STAND PLANS AND DOCUMENTATION HAVE BEEN APPROVED BY THE ORGANISER.

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Please note all complex stands and structures over 4m in height will require the inspection and approval of a structural engineer. This service will be provided by the Organiser and will incur a minimum fee of £290 + VAT, paid for by the exhibitor. 

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