Space Only Exhibitors
Preparing for the Event
- 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 exhibitors who are less familiar with exhibiting as a Space Only stand, please find some sample forms below as a guide:
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 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).
Publicity - You will receive pre, during, and post-congress publicity through an array of mediums. There are free artwork templates to download, along with some handy promotional tips detailed in the Commercial section.
Carpet - 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.
Ordering Services
Exhibitors can hire various different stand services directly through the venue here including:
AV (such as LED screens)
IT (such as internet connection)
Catering (which also includes items such as fridges for your stand)
Business Services (printing, stationery, extensions leads)
Cleaning
Free Catering
Free tea and coffee will be available to stand personnel/contractors in the exhibition hall on build day
Free 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 register your stand personnel here.
Each stand will be allocated a quantity of free wine on their stand during Happy Hours on both Thursday and Friday evenings.
Construction
- Stand Height - A height limit of 4 metres 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.
- 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.
- Fabrics - Please ensure that all fabrics used on stands have the relevant fire proofing solutions. It is a requirement that all drapes brought into the venue conform to BS 5867 Specification for Fabrics for Curtains and Drapes.
- 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
Power - 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. If you require electrics please contact Ford & Barley for a quote +44(0)1623 551120 ford.barley@btconnect.com
How much power do I need to run my stand appliances?
Nb. Lighting circuits must not exceed 1000 watts
Examples below of the types of items you can plug into various wattage sockets
- 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)
Storage - There are no storage facilities available at the venue. Fire Regulations prohibit the storage of packing cases, literature, etc. in areas behind stands.
Banner Rigging - If you would like to get for banner rigging please contact technical@accliverpool.com
Gangway - Under no circumstances will exhibits, stand dressing, tables and chairs, etc. be allowed to encroach into the gangways. All exhibits must be kept inside your space at all times.
Damage to the Venue 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 anyway, 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 from such action will be charged.
Dilapidation - You are reminded that you will be charged for making good any damage to the hall or stand area, including the floor, caused by your staff or contractors. All tape used to secure carpets must be removed at the end of the exhibition. Under no circumstances can stand construction, graphics, displays, etc. be attached to the fabric of the building.
Other Important Information
Demonstrations/Noise - 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 licence fees – PPL & PRS. PPL (Public performance licence 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 licence from the Phonographic Performance Limited (PPL) and Performing Rights Society (PRS). Exhibitors are solely responsible for obtaining any licence 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).
Waste and Recycling - The ICC has facilities for the recycling of paper only. Exhibitors must ensure that all other waste material is removed otherwise a charge will be incurred.
Children - For Health and Safety reasons, children aged 16 and under are not permitted in the hall during build-up or pull-out periods.