Space Only Rules & Regulations

SPACE ONLY STANDS: RULES & REGULATIONS

GENERAL RULES:

Space only sites are not provided with any walling or carpet. On divided sites exhibitors are responsible for erecting their own walls. Exhibitors may not use the back of the other stand walls without the written consent of the exhibitor concerned.
Exhibitors adjoining a shell scheme stand may not use the reverse of the shell as their dividing wall. Space Only site-holders are NOT permitted to attach any material to any shell scheme walls that may back on to their stand space.
Space Only sites booked between shell scheme sites must take into consideration the size of the allocated space. Failure to take care over internal measurements could mean that the stand will not fit in the allotted space.
All stand structures, signs, exhibits etc. must be contained within the area allotted and may not project into or over the gangway.
All adjoining walls must be a minimum of 2.5m and any walls over this height must be dressed in a plain neutral colour (black or white) to a maximum height of 4m.
All advertising and logos must be within the specified height limits and must not be sited on back of dividing walls, especially where they overhang an adjoining stand. Should there be a query regarding this onsite, the Organisers' decision is final.
All stand structures must be completely self-supporting. Suspension may not be made from the roof of the exhibition halls, nor may any fixing be made to the structure of the building. Nothing may be drilled, attached or bolted to the hall floor.
All Space Only Stands must include carpet or appropriate floor covering to their entire stand space.
Exhibitors must arrange for their own electrical mains, electrical fittings and other items in addition to the supply of materials needed to construct their stand.
The design of the stand must be such that it can be erected and dismantled within the build and breakdown time available.

STAND DESIGN REQUIREMENTS:

These basic guidelines must be followed when designing exhibition stands for this event. They have been introduced to ensure that the exhibition continues to deliver an event that is welcoming and not intimidating to visitors with good sight lines and excellent traffic flow. Where these design guidelines have not been followed stand build approval will not be issued.

The maximum stand build height is 4m. Under exceptional circumstances it may be possible to build to 5m with written consent from the Organisers prior to the event. Should an exception be made, and build agreed over 4m in height full structural calculations must be provided and a fee for structural inspection will be charged directly to the exhibitor.
Low walling is permitted to any open side of a stand to a maximum height of 1.2m. However, access to the stand on at least one side must be a minimum of 3m wide or 50% of the length of the wall if this is smaller (i.e the stand side is less than 6m in length). All stands must also meet with all relevant health & safety access/egress regulations.
A maximum run of 3m of ‘full walling' is permitted on any open side. Each section of ‘full walling' must be separated by at least a 1m ‘space' between it and the next run of walling. ‘Space' is defined as low walling (max 1.2m high), no walling or obstruction, clear panelling or glazing only with no blinds, tints, frosting or graphics except decals at eye -level of not more than 30mm diameter
Any build above the height of 1.2m is considered ‘full walling’ and this includes trilite, flag net materials, voiles, screens, graphics, showcases, louvred materials, etc. The only exceptions is:

100% clear panelling or glazing - this may not be tinted, frosted or have graphics adhered to it. Any panelling or glazing of this type is expected to remain clear for the duration of the event - i.e the use of blinds, curtains, etc is not permitted. Only a line of decals at eye level and not more than 30mm diameter would be permitted.

Fascia over open areas may not be more than 0.5m deep and not sited more 4m high (top of the fascia) and not less than 2.5m high (bottom of the fascia)

Please also remember:

The back of the stand should look as good as the front. This is especially important for any exterior sides that face on to a gangway
Any damage caused to the venue structures will be charged to the offending exhibitor (this includes balloons trapped in the hall roof), damage to flooring, etc

FURTHER BUILD INFORMATION:

ACCESS & EGRESS:

Entrances/exits must be a minimum of 2.5m wide and emergency exits must be at least 1.5m wide
Exits with doors opening directly onto a gangway must either open inwards or be recessed into the stand and must contain a vision panel or window
There should be no more than 12m to the nearest exit from any point on the stand
No floor shall be constructed having a slope more than 1 in 12
Where required, exits must be marked with appropriate signage - this may include illuminated exit signs.

ACCESSIBLE STAND DESIGN:

Exhibition stand design and build regulations should prioritise accessibility for disabled individuals and incorporate these from the initial planning stages of the stand design. It is mandatory to comply with the Equality Act 2010 when designing your stand. This means ensuring stands are easily navigable, safe, and welcoming for all attendees, including those with mobility, visual, or other impairments. Key considerations include clear and unobstructed pathways, accessible tables and displays, non-slip flooring, and appropriate lighting.

Physical Access:

Level access: Maintain level flooring throughout the stand, avoiding trip hazards like loose cables or raised edges.
Clear pathways: Provide sufficient space for wheelchair users and those with mobility aids to move freely, ideally with a minimum width of 1.3m between objects.
Accessible entrances and exits: Ensure level access at all entrances and exits, with clear approaches and sufficient circulation space (at least 1500mm on either side of doors).
Accessible tables and displays: Tables should be at accessible heights, and displays should be within easy reach for all visitors.
Non-slip flooring: Use non-slip surfaces to prevent accidents, particularly in areas with potential for spills or moisture.
Ramps: All stands with a platform higher than 38mm must have a disabled access ramp in a contrasting colour to the main floor. The slope of any ramp must be uniform, no steeper than 1:12, a minimum width of 1m and have handrails on either side or measures in place to ensure the ramp is clearly visible and does not present a trip hazard. The ramp should be within the stand and not protrude into the gangway.

Visual Impairments:

Lighting: Provide adequate and even lighting throughout the stand, avoiding glare or harsh contrasts that can be problematic for those with visual impairments.
Tactile markers: Use tactile markers or textured surfaces to indicate potential hazards or changes in floor levels.
Clear signage: Ensure clear and concise signage, using high contrasting colours and large fonts.

Auditory Impairments:

Hearing loops: Consider providing hearing loops for visitors who use hearing aids.
Clear communication: Ensure stand staff are trained to communicate effectively with individuals with hearing impairments, including looking directly at the attendee, speaking clearly, and potentially providing written information.

CARPET / FLOOR COVERING:

Please note that the venue does not have carpet and all Space Only Stands must arrange their own floor covering. Uncovered floor is not permitted.

COLUMNS:

Where columns fall wholly or partially within the area of the stand they may be encased by the Exhibitor on all four sides to a height of 4m. The casing must be self-supporting and may not be fastened to the column. Only the faces of the casings (not the column) that fall within the allotted space may be used for display of graphics or other pictorial matter.

DRAPES:

Drapes alone may not be used as walling and precautions must be taken to ensure that persons pushing against draping cannot fall through. Precautions should include:

Hanging drapes against a solid wall that stands at least 1.2m high
If building with trilite, ensure extra cross bar bracing is installed as a barrier
Drapes must be the correct size. All drapes must be tucked in and secured to the hall floor or to the top of walling, to prevent trips hazards.

ELECTRICAL REGULATIONS:

The BDC are the official Stand Contractor for the exhibition; they are responsible and will carry out all work on the stands. Pre-fabrication is permitted but connection to the mains and all on-site wiring must be carried out by the BDC electricians.

All electrical installations shall comply with the Exhibition Venues Association Regulations (revised 2012) that include the following points:

Only a registered competent person is permitted to undertake an electrical installation following the detailed methodology for installation of electrics that forms part of the eGuide.
All Space Only Stands must undertake a regulated test and inspection prior to connection - this should be either by the official electrical contractor or by the stand build company where an application has been received and approved prior to the event tenancy period by the official electrical contractor
The wiring of stands in flexible cord is not allowed, the maximum length of flexible cord to any appliance is 2 metres, extension leads on reels or drums are not permitted
Plug tops must comply with the appropriate British Standard and be suitably fused. Not more than one flexible cord to be connected to one plug top
Appliances supplied and used by stand holders must be tested before being used, and must comply with regulations and are subject to spot checks
No light fitting or other electrical appliance may be suspended from the roof of the Exhibition Hall
All lighting final sub circuits are limited to a maximum of 1200 watts
Low level spotlights and floodlights, etc., must be guarded, so as to prevent risk of injury to persons
All transformers shall be fused on primary and secondary side
Particular attention should be paid to the regulation relating to extra low voltage lighting (SELV). Bare conductor catenary low voltage systems are not permitted
Lamps and appliances with high temperature surfaces should be guarded and kept well away from combustible material
All sockets must be 13amp metal switch sockets
No exposed means of cable joints are permitted
All neon signs have specific regulations and must be controlled and approved by an approved, accessible firearms switch. Please note you must have written approval from the Organisers
Exhibitors are not allowed access to under floor ducts
Only one 4-way socket extension lead is permissible for each socket outlet ordered

The standard supplies of electrical current available at the venue are:

Single-phase alternating at 230 volts, 50Hz
Three-phase alternating at 400 volts, 50Hz.
Supplies of three-phase current required are assessed by the official Electrical Contractor based on information given to them by the Exhibitor.

24-hour supplies and non-standard voltages can be arranged provided the Exhibitor gives sufficient advance notice of requirement. Quotations for such supplies can be obtained from the official Electrical Contractor.

Stand power will be switched off at the end of each day of build and 30 minutes after the show closes on open days. If you require power after this time please ensure that you notify the electrical contractor when booking your supply.

Prefabricated, pre-wired units may be used provided that the Electrical Contractor is informed in advance of the electrical loading of the unit and that the wiring of such a unit is to the required standard.

Please note that the official electrical contractor must carry out any onsite electrical work relating to a pre -wired unit. All wiring must be carried out in PVC, Elastomeric or other plastic sheathed cables, not less than 1.5mm2 and 300/500 volt grade, complying with the appropriate BS specification and with a current density not exceeding that recommended by the Institution of Electrical Engineers.

All wiring must be physically protected to the satisfaction of the Organisers and all circuits must be separately protected for excess current with appropriate fuses.

Where a fascia or display is illuminated, the strength and colour of lighting must be such as not to interfere with other stands.

No light fitting or other electrical appliance may be suspended from the roof of the exhibition hall.

It is forbidden to use a generator inside the exhibition halls.

FLAG POLES:

Flagpoles must not exceed 4m in height and must have a secure base and be very stable. Please note flagpoles will be checked on site for stability and must not (including the base) protrude into walkways.

FLOOR LOADINGS:

Any unusual floor loadings should be checked with the Organiser. Any stands containing steel frameworks, etc must have adequate base plates to ensure they do not damage to the venue floor.

ITEMS OF SPECIAL RISK

Please ensure that the Organiser is aware if you will be having any of the following items on your stand:

Activities on water, also water & water equipment of any kind - including water features
Audio visual displays & films
Closely seated audience of less than 200 people
Dangerous & obnoxious substances including flammable oils, liquids & gases, compressed gases/ acetylene/LPG, also hot surfaces & naked flames
Fairground and other amusements including lasers
Hands on treatments
Helium & toy balloons or flagpoles
Livestock of any description
Motor vehicles in the halls during open period
Non-structural items exceeding 4m in height including helium balloons (blimps), toy balloons and flagpoles
Radioactive substances
Rigging
Skin piercing activities
Smoke Machines
Stepped access, ramps and balustrades
Working machinery & apparatus

MATERIALS:

Please note the following regulations in relation to the materials used in stand construction.

Carpets and textile floor coverings: Carpets and other floor coverings must comply with BS 4790 and shall be secured and maintained so as not to cause a hazard. Only approved recommended carpet tapes may be used directly onto the exhibition floors.
Glazing: All glazing must comply with current UK Building Regulations including BS 6206 and BS 6262. Any large areas of clear glazing shall be indicated with warning stripes or dots etc. Overhead glazing shall be of wired glass, laminated glass or be otherwise adequately protected from shattering.
Paint: All painting must be carried out in water paint. Finishes having oil cellulose base cannot to be applied on site.
Plastics: The use of plastic grade less than Grade 1 BS476 Part 7 1971, whether in stand construction or display arrangement is prohibited. Limited amounts of plastic materials of a grade better than Class 3 can be permitted providing the details are submitted prior to construction.
Textiles: Textile Fabrics - unless non-combustible - may not be used for partitioning stands and so far as they may be used for decorative treatment of such portions, the fabric must be backed with materials similar to that required for the construction of the stands. They shall be fixed taut to the backing board and secured at floor level by a skirting board not less than 75mm deep.
Timber: All timber less than nominal 25mm in thickness and plywood, hardboard, block board and chipboard less than 18mm must be rendered flameproof by a recognised process to a Class 1 standard when tested in accordance with BS476 Part 7 1971. Plywood and pulp boards that have been rendered flameproof in a manner approved shall be branded with a recognised mark.
Upholstered seating: Upholstered seating must meet and pass the criteria for smouldering ignition source 0, flaming ignition source 1 and crib ignition source 5 when tested in accordance with 5 BS 5852 1990.

NOISE:

Any speakers (AV equipment) must be positioned within the confines of the stand area and angled inwards to the centre point of the stand. Noise output will be monitored, and Organiser reserve the right to terminate any display, etc causing a nuisance to visitors and/or other exhibitors.

PLATFORMS:

The provision of a platform may be regarded as necessary to cover some electrical installations and is the responsibility of the exhibitor. The use of all platforms must be included in the exhibitor’s risk assessment.

The general height of the platform should be 100mm but flooring may not be less than 25mm thick and should be of suitable strength and stability to carry and distribute the weight of stand fittings, exhibits, stand personnel and visitors.

All platforms exceeding 38mm must have a disabled access ramp in a contrasting colour to the main floor. Disabled access ramps must have handrails either side or measures in place to ensure the ramp is clearly visible and does not present a trip hazard.

Edges of all platforms must be clearly delineated to prevent trips and falls. Sharp exposed corners of platforms are not permitted. All corners must be curved or rounded to prevent trips and falls.

Details of `super platforms`, over 600mm in height, to which persons have access must be submitted to the Organiser for approval by the venue and local authority.

Please note that these are considered complex structures and, therefore, full structural details are required.

PPE:

Any contractor working at height must conform with the current Working at Height Regulations and wear the appropriate PPE.

RIGGING & BANNERS:

Please contact the organisers for approval before ordering rigging or banners directly from {venue}.

Stand fitting must not include rigging of any sort – all stand fitting must be completely freestanding.
All rigging must be completed by the venue rigging contractor and their requirements and recommendations in terms of equipment, etc must be adhered to.
All items to be rigged must be delivered by the venue rigging department in a specified period prior to the commencement of the tenancy of the event.
Exhibitor rigging will not be permitted unless agreed in writing prior to the event.
All banners and other rigged items must have a trim height to the lowest edge of 6m.
All banners and other rigged items must be directly above the stand space and not protrude into gangways.
The size of item/s to be rigged will be considered on an individual basis and over- large items or banners may not be allowed.
Rigging of lights, the need for electric motors and other electrical requirements must be agreed prior to the final order being placed. Electrical suppliers required onsite but not previously notified will be recharged to the client and a surcharge may apply.

HEALTH & SAFETY INFORMATION:

Statement

It is the policy of MA Exhibitions Ltd to endeavour to seek the co-operation of all concerned to achieve the highest standards, in all aspects, of health & safety. MA Exhibitions Ltd and {Venue}, within the scope of their own laid down Policies have a responsibility to ensure that safe working practices are maintained at all times, which includes ensuring that provision is made whereby persons other than {Venue} or MA Exhibitions Ltd employees are reminded of their responsibilities whilst working at the venue.

As an Exhibitor, Contractor or Agent you have a duty under The Health and Safety at Work Act 1974, and all of its component parts, to ensure that all personnel contracted by you are aware that they have a responsibility, so far as is reasonably practicable, for the health, safety and welfare of all employees, and that any plant or systems of work which may be used are, so far as is reasonably practicable, safe and without risks to health. This includes that all employees are provided with information, instruction, training and supervision to ensure not only their own health and safety but also that of others working or attending the vicinity.

Under the current COSHH Regulations (Control of Substances Hazardous to Health), exhibition stands are considered to be a workplace. It is therefore your responsibility to ensure that all your staff and subcontractors have received sufficient Health and Safety training and are provided with the correct protective clothing and equipment to enable them to carry out their work in a safe manner in accordance with COSHH and the Act.

You are also required to have in your possession a copy of your own Health and Safety policy, a Risk Assessment and certificate of Liability Insurance and a copy of the Health and Safety policy document of each contractor employed by you which may be requested during the exhibition. You must also ensure that you have a copy of the Health and Safety Policy for each subcontractor employed by you excluding those appointed by the Organisers.

Following are some of the principal areas, which need to be brought to your attention. If you have any queries, please contact: HSE National Information line on 08701 545 500.

General Regulations

The exhibitor responsible for the stand should ensure that a suitable and sufficient assessment of risks to the health and safety of employees whilst they are at work has been carried out. It should also cover persons not in his employment, arising out of, or in connection with the part the exhibiting company is to play within the exhibition (i.e. during the exhibition build-up, open days & breakdown). Such an assessment should be recorded and reviewed as necessary.
A person must be appointed who is responsible for health and safety matters on the stand. Their contact details should be detailed in your risk assessment.
Operatives should wear suitable protective clothing relevant to their job which includes eye, hearing, foot and hand protection.
During the build-up and breakdown periods your staff and sub-contractors should be constantly reminded by you of the need for vigilance regarding the health and safety of themselves and those working in their vicinity.
You must ensure that portable power equipment is used for the purpose for which it was designed and that the safety guards and dust collection bags are correctly fitted and used.
It is your responsibility to ensure that all equipment is PAT tested and pre-wired units comply with venue regulations before they are installed on site.
You must ensure that portable electric tools are used with a minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it.
No electrical cables must be allowed to cross gangways, passageways and fire exits.
Any work area must be maintained free from general waste materials that could present a hazard to operatives.

Any equipment being demonstrated (i.e.: operated as part of an exhibit) on the stand must be inherently safe and not create a hazard to staff or visitors at any time. Moving parts of machinery and other working equipment must be efficiently guarded to the UK Health & Safety standards, which is normal for its operation in an industrial setting.

CDM Regulations (Construction, Design, Management Regulations 2015)

Exhibitors need to ensure that their participation at an event is carried out safely.

The Construction, Design & Management (CDM) Regulations do not replace any existing law but are intended to provide a framework to help you ensure that your stand is constructed safely and help you understand your obligations.

Heavy Lifting

If you have large items being delivered please ensure that you are able to move them, either by contacting {logistics contractor} to book a forklift to unload and/or deliver the item to your stand, or by providing your own trolley to move items to your own stand. You may not bring your own forklift.
Please ensure that any of your staff that will be moving items have been trained in manual handling procedures.
If an item is too heavy do not lift it, ask for help.

Site rules and induction

CDM places duties on the Principal Client, Principal Contractor & Principal Designer, as well as all contractors on site to apply the following safety principles;

Eliminate or control risks so far as is reasonably practicable.
Ensure work is effectively planned.
Appoint the right people and organization(s) at the right time.
Make sure everyone has the right information, instruction, training and supervision to carry out their work safely and without risk to health.
Have systems in place to cooperate and communicate with other contractors/persons onsite.
Consult workers with a view to securing effective health, safety, and welfare measures.
Any actions required should always be sensible and proportionate to the risk.

Why have site rules & induction?

It is a stated requirement under CDM.
The law requires all of us to work safely.
We are each responsible for our own actions. Anyone can be prosecuted, fined, even imprisoned for not working safely.
Everyone has the right to expect to work in a safe environment and go home without injury.

First: be aware of the types accidents most likely to happen on the Exhibition site. For example:

Vehicle and mobile plant accidents
Falls from height/ being struck by falling objects
Accidents with hand and power tools

Second: be aware of your own employer’s inductions & risk assessments

Your employer should provide you with a task specific induction / toolbox talk on arrival at work. You need to know what your employer’s risk assessment says – and apply them to the work you do

Third: be aware of the Exhibition site safety rules

As well as your employer’s assessments, you need to comply with the following site safety rules:

Follow the Contractors’ & Employers’ Code of Conduct

Be mindful of your behaviour at all times.
Do not smoke: Smoking is not permitted, including E-Cigarettes.
Hi-vis vests and appropriate footwear to be worn at all times.
You must ensure the utmost care & consideration is taken when working.
Do not drink alcohol: Alcohol on site is not permitted.

First aid arrangements

Bring a first aid kit.
If you need help please speak to venue Security, positioned throughout the hall.

General safety requirements:

Keep the place you are working tidy – avoid slips, trip and falls.
See something unsafe? – deal with it yourself if you can or report it to the Organisers Office.
Report accidents – even minor ones – it could prevent a more serious one.
If you see someone acting unsafely, it is your duty to stop it and report to your supervisor.
If in doubt, stop and ask your supervisor.

General site requirements

Use the toilets and hand-wash facilities provided throughout the venue.
The use of alcohol or drugs is strictly prohibited onsite. Random testing may be carried out.
Check any equipment you are using before you start and report any concerns immediately.
You are responsible for removing your own waste and disposing of it safely.
Liquid waste must not be poured into either rainwater, foul water sewers or drains.

Site rules for use of vehicles, and operation of mobile plant:

Valid full driving license for the type of vehicle used.
Evidence of training for the type of vehicle/plant used, as well as employer’s authorisation to drive.
MPH speed limit on site.
Seat belts used if fitted.
No passengers carried, unless a proper seat is fitted for each person.
All reversing vehicles have a banksman.
Plant and Site vehicles (including forklifts, pickers, and site vehicles) may only be driven by people who have supplied a relevant, in date license to the Operations team.
Safety reversing alarms used on all vehicles operated in reverse, if applicable.
Passengers MUST NOT be carried on forklifts or vehicles if there is no provision for a passenger. Authorisation to drive may be removed by organiser for repeated breaking of these rules

Site rules for work at height:

Avoid working at height where possible.
Suitable towers, ladders and stepladders are fit for purpose, in good condition, and used safely.

Site rules for use of power tools:

Training and your employer’s authorisation are required for the use any type of power tool.
Use of eye, hearing or other Personal Protective Equipment (PPE) is used where appropriate.

All hot work activities that may generate enough heat to cause ignition are prohibited. This may include gas or electric arc welding; use of LPG torches or blowlamps; hot air paint strippers; lead welding; angle grinding; If in doubt, ask!

Site rules for basic PPE:

Hi-vis (worn properly) & safety footwear to be worn at all times.
Other PPE: e.g. safety helmet, are worn as required by your own risk assessment

Disciplinary action in relation to safety

Safety is in the same category as work performance, and other disciplinary issues. Breaking safety rules will result in a warning to the person concerned and to the company employing them. Repeated breaches of the safety rules may result in the Principal Contactor requiring the removal of a contractor from site.