Preparing for the Event

• View an example Shell Scheme visual here (the visual includes shell and panel dimensions)
• Please use the Forms to Complete & Checklist section to help with planning, timings, and order deadlines. The compulsory forms. must be completed in order to exhibit.

Electrical Package Includes

A single (500W) plug socket and fluorescent light, therefore, you do not need to book electrics (this will automatically be in placed on your stand), unless you require electrics over and above the package, in which case this can be ordered (at a cost). For safety reasons, the use of coiled extension leads and double adaptors is not permitted in the exhibition area. System multi-points of four outlets may be used. The total loading must not exceed the wattage of the socket ordered and multi-points must not be connected from an adjacent multi-point. Additional power will not be available once the exhibition has been built. It is necessary for a stand in each block to house the electric mains box. You will not be advised if it will be housed in your stand.
 
How much power do I need to run my stand appliances?
Examples below of the types of items you can plug into various wattage sockets. Lighting circuits must not exceed 1000 watts 
•    500 watts: computer, TV's, video, spotlights (up to 500w), fridge
•    1000 watts: domestic filter coffee machine, lighting (up to 1000w)
•    2000 watts: machinery (up to 2000w)
•    3000 watts: kettles, hired coffee machines, machinery (up to 3000w) 

Backing Boards

The backing boards are Velcro compatible silver grey loop nylon. So you will need to attach items to the panels with hook Velcro. N.B. nothing may be screwed, nailed, or glued to the face of the panels (including VHB tape) nor may any part of the shell scheme be damaged or disfigured in any way. If any such damage occurs the exhibitor concerned would be invoiced by the stand contractor (Ford & Barley) for dilapidation costs. All materials used in display, construction work, etc must be effectively fireproofed or made of non-flammable materials in accordance with the standards of the appropriate authorities. Any display work or materials contravening this must be removed from the exhibition area at the exhibitor's own cost.

Walls

Stand walls are indicated on the stand plan with a solid line and open sides are indicated with a dashed line.

Seating

There is limited seating in the exhibition hall for delegates, therefore we encourage exhibitors to incorporate seating into their stand design where possible.

Event Preparation - Please use the Forms to Complete & Checklist section to help with planning, timings, and order deadlines. The compulsory forms must be completed in order to exhibit.

For space only exhibitors who are less familiar with exhibiting as a Space Only stand, please find some sample forms below as a guide:

• Method Statement 
• Elevation Plan
• Construction Phase Plan

Free-build stands are allocated on a ‘space only’ basis. This means no stand services are provided - if you require electrics please contact Ford & Barley for a quote +44(0)1623 551120 ford.barley@btconnect.com. You may choose to use a contractor or build the stand yourself, either way, you must ensure your stand is compliant with legislation, rules and regulation. If your space-only stand is enclosed by shell scheme stands on either side, your internal stand width dimension will be 30mm smaller than the stand size booked (we recommend allowing more than 30mm to be safe) and you might have less time to build (depending on shell scheme build times), so please double-check this with Jocelyn. When designing your stand please ensure you consider the time constraints of the one-day build (the CDM structural work must be complete by 12.30 before the shell scheme dressers are on site).

Construction

Stand Height - A height limit of 4 meters must not be exceeded at the venue This limit includes the overall height of the stand-fitting, any branding, and all raised platforms as measured from the hall floor. Stand designs with a raised platform must incorporate a wheelchair access ramp on at least one of its open sides. For stands that are situated under the ICC balcony level, please make sure that you take into account the reduced stand height (the balcony height is 3.4m).

Partition Walls -Partitions separating stands may be erected up to 4m high. Where a partition abuts an adjoining stand and projects over 2.5m, it is the responsibility of the exhibitor to clad and decorate the rear of the partition above this height. It is also the responsibility of Space Only Exhibitors to supply, erect and decorate freestanding single-clad partitioning to the periphery of their sites where they adjoin an adjacent stand. Tops of all stands should be completed as they are viewable from above

Disabled Access (on stands) - Stands should be designed to ensure that it is not unreasonably difficult for a disabled person to access the stand as required by the Equality Act. Platforms that exceed 38mm in height, or a part platform that exceeds 20m and 38mm in height, must ensure that it is accessible to a disabled visitor and should contain clear and specified access and constructed in such a way as to conform to the following: 

• Bevelled with a ramp of no more than 5”A minimum of 1,000mm wide
• Fitted with a handrail on each side or other such division to avoid any trip hazard resulting in the change in floor level

Seating - There is limited seating in the exhibition hall for delegates, therefore we encourage exhibitors to incorporate seating into their stand design where possible.

Construction Design and Management Regulations (CDM) - In April 2015 the Construction Design and Management regulations (CDM) were updated and now apply to the events industry. The regulations cover the management of health, safety and welfare when carrying out construction projects. As an exhibitor, it is your responsibility to ensure that you adhere to the regulations (shell scheme exhibitors - unless you intend to construct i.e. build within your shell scheme, these guidelines do not apply to you. Stand dressing, pop-ups, mounting posters, placing display cases, freestanding furniture etc. do not constitute construction). Space only stands must ensure that all of their appointed contractor/s and sub-contractors adhere to all of the rules and regulations. The AEV have put together a comprehensive set of resources to provide exhibitors with a framework to meet the requirements of CDM regulations here

Fire and Safety Regulations/Construction Material - All structures, materials, special designs, unusual constructions, and all signs shall conform to British safety standards and codes of practice and comply with all relevant statutory authority regulations. Any display work or materials contravening this clause must be modified to meet requirements. Please refer to the eGuide for complete information on fire regulations with regards to stand construction, materials, and dressing. No exhibitor will be permitted to span an aisle by ceiling or floor covering. Any stand incorporating closed rooms/theatres with covered ceilings must include a vision panel or window and may be subject to approval on emergency lighting and exit width. 

Fabrics - Please ensure that all fabrics used on stands have the relevant fireproofing solutions. It is a requirement that all drapes brought into the venue conform to BS 5867 Specification for Fabrics for Curtains and Drapes.

Health and Safety - All exhibitors/contractors are expected to adhere to the eGuide. The eGuide brings together guidance for achieving common standards of health, safety and operational planning, management and on-site conduct for events at all participating AEV member venues. Now recognised as the industry’s best practice document, the eGuide is continually reviewed by working industry professionals who represent the best advice currently available, and who themselves have to work within the guidelines in their own professional capacities. It must be stressed, however, that this is a GUIDELINE document. If meticulously followed, it should ensure that users are compliant with current health and safety law. Nevertheless, the particulars of each exhibition (or similar event) should still be considered on an individual basis and venues, organisers, suppliers and clients/exhibitors must all remember that it is ultimately their responsibility to ensure that they address health & safety, and other operational issues properly, in compliance with the law. It must also be stressed that all employers have a legal duty to employ staff that are competent to manage health & safety, and other operations that are relevant to their level and range of responsibilities. Children (under the age of 16) will not be allowed on-site during the build or breakdown periods. 

All equipment used (for build/breakdown and during the live event) must be PAT tested.

Any specialist power requirements should be confirmed to the exhibition organiser prior to the event (such as 24-hour power). Power will not be available to add once the exhibition has been built. Lighting circuits must not exceed 1000 watts. If you require electrics please contact Ford & Barley for a quote +44(0)1623 551120 ford.barley@btconnect.com 

• If space-only stands require electrics quotes can be obtained here
• If shell scheme stands require additional electrics (on top of the package) this can be ordered here

There are carpet tiles throughout the exhibition hall; these are various shades of grey in colour. If you plan to lay alternative carpeting please ensure that you use the NEC Group approved Stikatak B3/A5 exhibition carpet tape and ensure that it is lifted before you leave the hall at the end of the show. Any exhibitors who leave tape on the floor after the show will be subject to a dilapidation charge. Alternative carpet/flooring can also be ordered at a cost. through Ford & Barley.

Free Catering

• Tea and coffee will be available to stand personnel/contractors in the exhibition hall on build day
• Tea and coffee will be available to stand personnel continuously throughout the event in the exhibition hall. 
• Each registered stand personnel will be provided with a hot lunch daily during the live event days – you must pre-register your stand personnel here.
• Each stand will be allocated a quantity of free wine during Happy Hours on both Thursday and Friday evenings. 
• There are water cooler stations throughout the venue, (but for sustainability reasons no cups are provided at these stations), therefore, we recommend that you bring a water bottle to the event. 

Additional (Paid For) Catering
If you wish to have catering on your stand this can be ordered directly with the venue here

Wi-Fi access is available throughout the venue, This is a complimentary service, intended for intermittent attendee use only and cannot be relied upon as a permanent connection. Exhibitors requiring a stable internet connection can pre-order a cabled service (along with telecommunications, networks and audiovisual services) online here

There are no storage facilities available at the venue. Fire Regulations prohibit the storage of packing cases, literature, etc. in areas behind stands.

The venue will carry out general cleaning of the exhibition hall prior to the exhibition opening each morning. Any paper or packaging rubbish should be placed in the aisle at the end of the day (any bagged waste left on stands will not be removed). Please note that, except for paper and packaging, exhibitors are expected to dispose of their own rubbish and clean their exhibits. Please ensure that you implement cleaning measures, especially in the high touch point areas. If you require enhanced cleaning of your stand this can be arranged directly with the venue here.

The venue has facilities for the recycling of paper and cardboard only. Exhibitors must ensure that all other waste material is removed otherwise a charge will be incurred.

Exhibitors intending to use televisions, videos, music, or any other potentially loud appliances for stand demonstrations or who wish to hold live demonstrations must contact the organisers for approval at least one month prior to the show to gain written permission. The organisers reserve the right to prohibit their use if, in the organisers’ opinion, any annoyance is being caused and remove the offending equipment and/or exhibitor from the Hall

Licenses (copyright) PRS & PPL & VPL Licenses

Music: If you are playing a sound recording in a public area you must purchase two separate license fees – PPL & PRS. PPL (Public performance license info@ppluk.com will pay for the use of sound recording and will be distributed to record companies and performers. PRS (Performing Rights Society musiclicence@prsformusic.com) will pay for the musical and lyrical composition and will be given to composers. Exhibitors wishing to play any recorded material must obtain a license from the Phonographic Performance Limited (PPL) and Performing Rights Society (PRS). Exhibitors are solely responsible for obtaining any license required to play music on their stand.

Video: By law, any person or organisation wishing to use music video footage in a broadcast or public performance situation requires a VPL (Video Performance License info@ppluk.com).

Damage to the Premises - No nails, screws, or other fixtures may be driven into any part of the Premises, including floors/carpet, nor may any part of the premises be damaged or disfigured in any way, including the use of sellotape, gaffa tape, etc. Should any such damage occur, the Exhibitor responsible will be invoiced for any reparation charges incurred. Exhibits, displays, stand fittings, and materials mustn’t be stored against the exhibition hall walls, any damages caused by such action will be charged.

We have a clear policy not to allow non-exhibitors permission to canvass either delegates or exhibitors. Anybody found in the exhibition handing out promotional materials who is not an exhibitor will be asked to leave. If you are approached on your stand by unwelcome visitors trying to sell products, please take a business card and inform BEVA immediately.

Neither the organisers, nor the the venue, accept any responsibility for damage or loss of any properties introduced by the exhibitors or their agents/contractors. Exhibitors are especially warned that the exhibits are the sole responsibility of the exhibitors to whom they belong. Exhibitors should affect their own insurance against all risks. The strongest possible precautions against theft should be taken at all times.

For Health and Safety reasons, children aged 16 and under are not permitted in the hall during build-up or pull-out periods.