Stand Build Regulations

Below you will find stand build regulations which must be applied to your space only stand design. We have highlighted various general regulations which you may find helpful when designing your stand however please note that this is not a definitive list of regulations. It is the responsibility of the exhibitor and their contractor to ensure their stand design complies with all applicable stand build regulations detailed in the venue technical regulations.

Temporary Changes to Stand Build Regulations during COVID-19

Visitors will have got comfortable being in spaces like offices, shops and public transport before coming to exhibitions. They will have developed new behaviours and expectations of the design and cleanliness of any new space they enter and that includes exhibitors’ stands. All of us need to make sensible adjustments to the space we are responsible for managing at exhibitions to ensure we maintain a safe environment. 

The new measures highlighted below are temporary and we expect to remove them as soon as the current situation has passed. We also do not want to impose additional cost on exhibitors by asking them to make substantial changes to their usual stand design. Therefore the aim of these changes is to:

  • Simplify your design and create more open space for people to physically distance. Simply leave elements out for this year rather than complete redesign.
  • Remove features of your stand that undermine COVID-19 countermeasures and are not critical at this time.
  • Add cleaning and sanitisation measures for staff and customer use
  • We highly recommend any person at your stand that might have a direct contact with attendees, should be through either an acrylic screen, or should be wearing a face shield in addition to their facemask.

Accessibility

It is the exhibitors responsibility to remove all barriers to service and make their stand accessible to wheelchair users. Where exhibitors have a platform on a stand over 35mm a reasonable adjustment is to incorporate a ramp into the platform within the stand area. Whatever the content of the stand is it needs to be accessible to all. Please note the following when designing your stand:

  • Stands with platforms that exceed 35mm should incorporate a ramp into their stand design.
  • Ensure that your stand incorporates enough space. 
  • The gradient of any ramp should be no greater than 1:12
  • If a stand is a double-decker, then it is probably not practical to offer lifts. Therefore please ensure that any services such as refreshments can be brought downstairs on a tray for those that need it
  • Serving counters should have a low access point no higher than 760mm or a lap tray should be provided for the convenience of disabled people

Aisle Carpet

All aisles inside the exhibition hall will be carpeted green.

Build Height Limits

In certain parts of the venue, there are additional build height restrictions. It is the exhibitor's responsibility to check if their stand is affected. Please contact the Operations Team for a detailed stand plot of your location.

Ceiling height in Halls 7 to 9 is 10 meters from floor to bottom of the roof structure.

Please note that there are certain areas within the venue where the ceiling height is less than 10 meters. All stands affected by these height restrictions will be duly informed by the Organiser.

Any construction over 4m is classified as a complex stand so requires structural calculations for structural approval.

Breakdown of Stands & Exhibits

The exhibition will close at 17:00 Wednesday 18th January 2023. Exhibitors should not start dismantling their stands and exhibits until the following time.

Dismantling can be started ONLY on Wednesday 18th January 2023 at at 18:00hrs till 24:00hrs and starting again from Thursday 19th January 2023 at 00:01hrs till 17:00hrs.

All items should be removed within this period. Items or material remaining in the halls after 17:00hrs on Thursday January 19th, will be removed at the cost of the Exhibitor.

The Official on-site Freight Handler will bring the empty packing cases into the halls when all the visitors have left the halls.

Exhibitors should pack and secure any small valuable exhibits, remove wall mounted graphics from the standard wood stand walls and empty rented cupboards immediately after the show closes.

DO NOT LEAVE ANY ITEMS IN THE CUPBOARDS OVERNIGHT. All hand carried items should be removed from the halls after closing. The Organizers and the Venue will not be held responsible for any items left in the halls at any time.

Ceilings Heights

Ceiling height in Halls 5 to 10 is 10 meters from floor to bottom of the roof structure.  The Atrium has a ceiling height of 14m.

Please note that there are certain areas within the venue where the ceiling height is less than 10 meters.

Gallery height between Atrium and Hall 5 is 4.25 meters high.  All stands affected by these height restrictions will be duly informed by the Organizer.

Chipboard

Please note that chipboard, particleboard and low-density fibreboard (LDF) is not suitable for construction and in particular of weight bearing structures. The H&S Manager and Structural Engineer will identify stands which do not comply during the build process and all necessary remedial work must be completed before the stand will be permitted to open.

Complex Structures

A complex structure is any form of construction of any height, which would normally be designed by an engineer and/or has, through a risk assessment, been found to provide significant risk.

Structures over 4 meters in height, double storey stands, raised platforms and certain suspended items are generally considered to be complex structures.

Please note that ADNEC is now Abu Dhabi EHSMS (www.adehsms.ae) compliant and any companies working or operating in Abu Dhabi must comply with the A laws and regulations / codes of practice.

The exhibitor or their appointed contractor must submit Form 7B - Complex Structure Submission along with all the mandatory requirements and information no later than 16th December 2022 and Form 7C - Certificate of Integrity upon completion of the stand 13th January 2023.

  • Complex structures including double storey stands may be built up to a height of 6 meters.
  • Foundations may not be drilled into the floor and suitable anchorage must be installed.
  • Stand designs must receive approval from the structural engineer appointed by the venue prior to commencement of construction.
  • Exhibitors must provide proof of suitable insurance to the Organisers before construction can commence.

PLEASE NOTE: PERMISSION TO ENTER THE EXHIBITION PREMISES AND COMMENCE CONSTRUCTION WILL NOT BE PERMITTED WITHOUT THE FULL APPROVAL OF THE ADNEC STRUCTURAL ENGINEER.

Mezzanine Level stand design regulations:

  • Maximum height 6 metres
  • Mezzanine level stands are NOT permitted on a stand space less than 50 square metres
  • Glass panels may not be used for structural strength.
  • Maximum travel distance from any part of the stand to the nearest exit should not be more than 10 metres.
  • Totally enclosed ceilings are strictly prohibited. Exhibition stand ceilings must not obstruct the sprinklers and shall have an open space of over 50% of the total stand area to ensure fire prevention safety.
  • You will need to use 1 metre x 1metre spreader plates underneath each steel column in contact with the venue floor
  • Spiral staircases are NOT permitted
  • A single staircase shall not exceed 1.8 metres in width.
  • Each step forming the staircase must be of uniform dimensions, having a regular rise and tread. The riser and going of each step must be consistent throughout a flight.
  • Staircases and landings should have a clear headroom of not less than 2.06m measured vertically from the nosing of the treads or the floor of landings

 

Handrails

  • A continuous handrail must be provided where there are stairs with three or more risers.
  • Every flight of stairs must be provided with a handrail on each side. The handrail should be non-climbable and have a solid infill.
  • Double width staircases shall have a central handrail.
  • The height of a handrail shall be measured vertically from the centre of the steps and landings to its upper surface and shall be a minimum of 900 mm and a maximum of 1 meter. The balustrade should be 1.1 m high minimum.
  • Handrails shall be continued as necessary around landings.
  • Handrails shall not project more than 100 mm on to the required width of the staircase.
  • Additional handrails dividing a flight into channels shall not be less than 1 m wide and not more than 1.8 m wide where the overall width is more than 1.8 m.
  • Handrails must extend horizontally beyond the top and bottom of a ramped access, or the top and bottom nosing of a flight or flights of steps, while not projecting into an access route. The ends must be designed to avoid injury to persons ascending and descending the staircase and must terminate in a way that reduces the risk of clothing being caught.

Balustrades/Barriers

  • Balustrades or barriers must be provided to protect exposed edges of staircases, landings, balconies, galleries, and other changes of level. They shall:
  • Provide guarding to all exposed edges (balustrades), stairs and ramps. The  balustrade should be 1.1 high minimum.
  • Be non-climbable, i.e., with solid infills or vertical guard rails a maximum of 100 mm apart and without horizontal members between verticals.
  • A toe board or solid infill must be installed at the floor level of the storey to a height of 150 mm. This is to prevent any objects from falling or being kicked from the edge of the platform floor.
  • Where the balustrade or barrier to the upper deck is formed from full height glazing a horizontal bar (a "bump bar") must be installed to prevent people leaning on the glass. This must be at a height between 1m and 1.2m from the floor of the upper deck and be able withstand a suitable load.

Complex Structure Fee (NEW/ IMPORTANT)

  • As of 1st January 2019, a fee of AED 3,000 (excl. taxes) will be charged for each complex structure submission for ADNEC’s Structural Engineer to review the stand.
  • Only stands which are classed as ‘Complex Structures’ will be reviewed and assessed by the ADNEC Structural Engineer Prior to the event, stands that do not fall within the Complex Structure’ definition will not be charged. 
  • This fee will be invoiced to the Contractors that were appointed by the exhibitors to build their stands. The organizers are not responsible for any agreement or communication between the exhibitors and their appointed contractors.

The contractors are NOT entitled to ask the organizers to invoice the exhibitors unless there was a prior written approval from the exhibitor to pay this specific amount.

Failing to pay this amount before the build-up date will be subject to 50% surcharge and will be deducted automatically from the deposit after the event.

COVID-19 Exhibitor Responsibilities Form

As an exhibitor, you have a legal duty of care for the safety of anyone on your stand who may be affected be your actions or omissions. You are ultimately responsible for all aspects of health & safety on your stand during the build, the open period of the show and during the break down. This form is required for exhibitors to confirm that you have complied with official guidance and updated regulations within the Exhibitor Manual and on all pre-show communication, on managing the risk of COVID-19.

The COVID-19 Exhibitor Responsibilities Form is a compulsory form.

To complete the COVID-19 Exhibitor Responsibilities Form, please click here.

COVID-19 H&S Documentation

As an Exhibitor it is your responsibility to have COVID-19 H&S Documentation in place. Every stand exhibitor and their contractors must ensure that they have identified any risks with working onsite and what control measures they will put in place to protect both their workers and others from coronavirus e.g. physical distancing, density calculations, cleaning & hygiene, staff procedures etc. These measures should be clearly displayed in your COVID-19 H&S Documentation. Every exhibitor is responsible for making sensible adjustments to their space and onsite activities to ensure we maintain a safe environment across the show for everyone who is onsite during build, show open and breakdown.
 

COVID-19 H&S Documentation should demonstrate that the following have been considered, and appropriate safety measures have been implemented and communicated;

  • Physical distancing
  • Density calculations
  • Cleaning & hygiene
  • Staff procedures and welfare

 

COVID-19 H&S Documentation should include, but is not limited to:

  • The COVID-19 Exhibitor Responsibilities Form
  • A detailed risk assessment for show open, identifying any risks with working onsite and what control measures are put in place to protect both your workers and others from COVID-19. This does not need to be submitted but must be available if requested.
  • A COVID-19 risk assessment for build and breakdown (only required from space only stands, or shell scheme stands who are building within their stand – submit via SCS)
  • Any other documents you, or your contractors deem necessary e.g. COVID-19 Contingency Plan, Travel policies etc. We do not need copies of these documents submitted.

Dividing Walls

Where a stand joins another and where the wall is higher than the neighboring wall (no more than 4m), the visible area must be painted in a neutral color to present a neat appearance on the neighbor’s side. Branding and advertising is not permitted on this part of the wall.

On divided sites, space only exhibitors are required to construct freestanding partition walls between their own and adjoining stands.  The back wall of a neighboring stand may not be used.

Doors - Vision Panels

Where doors are present on your stand they must follow the below guidance;

  • The required minimum effective clear width of a door is 800mm.
  • Doors must have a vision panel with a zone of visibility spanning from 500mm to 1500mm above the floor. The exception to this is doors to small storerooms, where a small panel may suffice.
  • Emergency exit doors must open outwards in the direction of escape.
  • Doors must be recessed where they open on to public circulation areas, e.g. they must not open directly on to a gangway.
  • Sliding doors are not acceptable as emergency exit doors.

Dust

There is zero tolerance on dust-creating activities in the halls to avoid additional hazards from coughing and reducing cleaning requirements. All dust must be extracted at source by mechanical means. MDF and chipboard must not be machined on site, as the dust produced is hazardous to health. 

Early / Late Working

There will be no early access or late working permitted at the World Future Energy Summit 2023.

All stand construction and exhibit set up must be completed by 20:00hrs on Sunday,15th January 2023.  Failure to meet this deadline may result in a penalty fee.

Electrics & Service Supply

Mains supply to space only sites is not included and must be ordered through Form 5 - Mains Power, Water & Waste. Please note that orders will not be processed unless fully paid.

Orders received after 15th December 2022 or placed onsite will be subject to surcharges.

The standard supplies of electrical current available in the exhibition halls are:

  • single phase 220 volts 50Hz
  • three phase 380 volts 50Hz

All temporary Electrical installations are required to comply with the requirements prescribed in the AD EHSMS Regulatory Framework and the ADNEC Regulatory Codes of Practice RCoP 01 – Temporary Electrical Installations and Mains Supplies (ADNEC-EHSMS-RCoP- 15-01), available upon request from Reed Operations Department.

The Organizers reserve the right to disconnect any installation that, in their opinion, is dangerous or likely to cause annoyance to visitors or other exhibitors.

Three phase supplies and 24-hour connection will be an extra charge. The position of the cable and distribution box should be clearly marked on the grid plan.

Emergency Exits & Direction of Escape

Alternative escape must be available from any point within a stand or structure leading to a place of safety. Escape routes should have a minimum, unobstructed height of 2.1m, other than within doorways, which should have a clear height of not less than 2.06m.

The minimum permitted gangway width is 2 metres, except within stands of less than 100m2, where gangways must be no less than 1m wide.

There should be no obstruction that could impede the free flow of people using the escape route.

All floors should be even and have a firm, smooth and slip-resistant finish. Trip hazards should be avoided.

The maximum travel distance from any part of a stand to a gangway shall not exceed 50 metres. Where there is only one means of escape from the stand, this must be reduced to 20 metres. In either case, the maximum travel distance should be reduced by 25% where alcohol is being served.

Enclosed Stands / Walling in Open Sides

Perimeter hard walls must be avoided and is restricted to a maximum 30% closed for any of the perimeter sides. These walls must be recessed 1m and must not be left plain. 

For stands of over 50sqm, wall length of the stands can be extended up to 50% of any side and must be recessed by 1m from the edge of the stand. 

Stand walls must be no higher than 4 meters.

Fire Regulations

All materials used in the construction of stand fitting and displays must be fireproof and must conform in all respects with local regulations.

All Fire exits and Fire hose cabinets from the venue must be considered into the design should you have a Hall perimeter stand these are clearly marked on the floor plan.

Floor Loading Restrictions

Maximum load in all Halls and external areas is restricted to no greater than 1,000 kg/m2, including duct/trench covers. This is not negotiable. Please ensure the appropriate precautions are made, i.e. 1m x 1m load spreaders must be used, no point load jacking points, and loads are kept off the perimeter shaded areas.

Exhibitors wishing to display vehicles or heavy machinery should send details to the Organizers prior to arrival on-site.

Floor Coverings and Platforms

Space only sites are not carpeted by the Organiser. It is the exhibitors’ responsibility to provide their own floor covering on the stand. It is recommended that Exhibitors place a platform on the floor to disguise cables. The platform should be no less than 18mm thick and the corners should be rounded off.

Where raised flooring or platforms are provided, the corners of stands at gangway junctions shall be rounded off or splayed or otherwise protected to ensure clear passage.

A 1m x 1m wide ramp must be incorporated in the platform, if the platform is higher that 35mm and the stand space is larger than 9 square meters for disabled access.

Hazardous Substances

If you a hazardous substance on your stand please confirm the details in writing to the Organisers so that written approval can be given.

Hazardous substances are not be brought into the halls unless essential. The use of hazardous substances must be subject to a COSHH assessment. Exhibitors must declare the use or display of hazardous substances as a special risk. 

 

Hot Works

All welding, gas burning, brazing, grinding and other operations generating heat and sparks are not allowed to be carried out inside the halls. No such activity will be permitted within ADNEC premises without securing a Hot Work Permit from the venue. For further information on this process, please contact the Organizers.

Insurance

Exhibitors are fully responsible for obtaining insurance protection for all their exhibits, property, and personnel. The policy should be against all risks and the cover period should include the transit and the entire period when on-site.

Insurance cover should include:

  • Personal injury.
  • Third party claims.
  • Expenses incurred and/or losses of any kind, including losses resulting from the abandonment or the postponement of the exhibition.
  • Medical expenses and baggage cover.
  • Value of the stand including the fittings.

Catering

At this time exhibitors should only provide packaged food. This is available from the official catering provider and can be delivered to stands. As a result cooking on stands and food preparation is not required and therefore kitchens are not permitted. 

Abu Dhabi National Exhibition Centre has sole catering rights for food and beverage services within the venue. All food and beverage items consumed in the halls should be supplied by ADNEC appointed outlets only.

Food outlets serving light refreshments and snacks are located along the exhibition concourse areas while more options can be found in ADNEC Grandstand Food Court.

Exhibitors requiring stand catering should complete and return the Form 14 - Stand Catering- (Will be available soon.)

The use of external caterers is not permitted within the venue. However if a 3rd party caterer is bought on site to provide catering a corkage fee will be charged by ADNEC and will need to be paid before service can begin or continue – this is calculated by the catering manager. Please contact Capital Hospitality Catering at +971 2406 3777 or email  sales@capitalhospitality.ae

Labour Law Notice (UAE Government)

As per UAE law, it is the responsibility of the exhibitor/contractor to ensure that all personnel working onsite, during build-up / show days and breakdown carry their relevant documentation, as proof of position in your company.

UAE labor law prohibits the hire or contract of any illegal laborers. Violation of this law may result in a jail sentence or up to AED 10,000/- + fine. It is essential that all laborers employed either by exhibitors, contractors or sub-contractors are made aware of this law. ADNEC’s surveillance section will be always present to ensure that those working onsite and within the halls comply with the employment laws of the UAE.

  • All contractors must be able to produce their Emirates ID card together with a photocopy of their UAE visa showing their sponsor’s name. Only a valid Emirates ID card together with a copy of the visa will permit access into ADNEC.
  • Any other cards will NOT permit access (driving license, medical card, etc.)
  • International guests will be required to supply a copy of their temporary visa and passport
  • Please ensure that all relevant contractors are made aware of this fact to avoid delays and disappointment.

Sub-contracting

Any contractors who hire subcontractors must have an official agreement in writing between the two parties. An official “Subcontract Agreement” form (available in any UAE book shop) showing company stamp from both parties must be used in order to be accepted by ADNEC access control areas.

All laborers must provide a valid Emirates ID card and visa copy that endorses their employment with either the contractor and or sub-contractor to gain access to the halls.

Lifting Equipment (Including Forklifts)

Schenker DB the official goods & freight handling contractor and ADNEC Services the official rigging contractor are the only contractors permitted to operate lifting equipment and forklift trucks within the Exhibition Centre. Stand build contractors and exhibitors will not be permitted to operate any lifting equipment under any circumstances.

Live Edge Working Procedure

A Live Edge Working Procedure will be enforced for the construction and dismantling phases where applicable. Live Edge Working will be permitted onsite by the Safety Officer once the control measures described in the risk assessment and method statement and been verified with the construction team when they arrive onsite. Work will be stopped if the construction team are working without permission or if the construction team are found working unsafely and not following the procedures identified in the risk assessment and method statement. Any additional working hours required to make up lost time will be charged at the exhibitors / contractors own expense.

Machinery and Heavy Exhibits

Full specifications of large exhibits and machines to be displayed including the weight and dimensions should be sent to the Organisers prior to going on-site and a plan showing the exhibits location on the stand.

Large exhibits requiring a forklift should be delivered to the halls early on the first day of build-up.

Maintenance

The maintenance works of all exhibits must be undertaken outside the exhibition hours.

Exhibitors who wish to perform maintenance works on their stands should submit Form 26 - Maintenance of Exhibits to the onsite Organizer’s office before 14:00 hrs. on the same day for authorization.

The use of trolleys and the movement of exhibits during exhibition opening hours are strictly forbidden.

Meeting Rooms / Capital Suites

Meeting rooms  /  Capital  Suites  located  on  ADNEC  Mezzanine  level  are  subject  to  availability,  please  contact paulabianca.pisase@rxglobal.com

Organisers' Right to Change Stands and Floor Plan Layout

In the interests of the exhibition as a whole, it may be necessary to remove or alter anything in - or forming part of - any stand. If we feel this action must be taken this would have to be at the expense of the exhibitor concerned.

The exhibition floor plan is subject to change at the discretion of the Organizers. Please contact the Organizers to obtain the latest version of the exhibition floor plan.

Paint

Visitors will have got comfortable being in spaces like offices, shops and public transport before coming to exhibitions. They will have developed new behaviours and expectations of the design and cleanliness of any new space they enter and that includes exhibitors’ stands. All of us need to make sensible adjustments to the space we are responsible for managing at exhibitions to ensure we maintain a safe environment. 

The new measures highlighted below are temporary and we expect to remove them as soon as the current situation has passed. We also do not want to impose additional cost on exhibitors by asking them to make substantial changes to their usual stand design. Therefore the aim of these changes is to:

  • Simplify your design and create more open space for people to physically distance. Simply leave elements out for this year rather than complete redesign.
  • Remove features of your stand that undermine COVID-19 countermeasures and are not critical at this time.
  • Add cleaning and sanitisation measures for staff and customer use

Personnel Safety Regulations

Contractors using climbing boom lifts, gantries and mobile scaffold platforms must be wearing appropriate safety harnesses and helmets.

The following are Health and Safety mandatory requirements at the ADNEC during build up, break down and any other construction areas or loading bays.

Mandatory Foot Protection

  • It is now mandatory to wear SAFETY Footwear (Safety shoes with toe and puncture protection) to work in the halls and loading bays during build up and break down periods.

Mandatory Head Protection (Hard Hat)

  • It is mandatory to wear a hard-hat if you are working on or around any double decker stands, scaffolding, or any structure where there is a risk of falling objects or head injury. As we as in the loading bay when offloading or loading a vehicle.

Mandatory High Visibility Clothing (High Visibility Vest)

  • It is now a mandatory requirement to wear high visibility jackets/vests (any color) in the halls during build-up and breakdown, and at ALL TIMES in the loading bays or areas where there is movement of vehicles.
  • High visibility jackets/vests  will not be provided by the organizer, therefore, Exhibitors are kindly requested to bring their own upon accessing the halls during build- up and break- down period.

Please contact your contractor’s supervisor or manager to consult with HSE team to order your PPE.  Alternatively, for emergency purposes or unexpected visitor access, you can purchase the above PPE from the grocery in grandstand.

Ramps

It is recommended that all stands with a platform that exceeds 13mm in height should incorporate a ramp for disable access with a minimum unobstructed width of 1m.

Rigging and Hanging Banner

All rigging within ADNEC must be carried out by ADNEC Services - Rigging. Exhibitors wishing to rig banners/hanging signs or lighting above their stands must complete Form 12 - Hanging & Rigging Banner - (Will be available soon.). Adequate drawings showing the design, dimensions and location of the suspended item must be attached to this order to ensure that the order is suitable for the item which requires rigging.

All rigging must be an integral part of the stand design and should be confined within the limits of your stand area. Please note that banners and hanging signs must not project on to the aisles or a neighboring stand and they must be within the perimeter of your stand.

All stand fitting equipment must be supported from the ground. Stand fitting is not permitted to be rigged from the ceiling under any circumstances.

Risk Assessment & Method Statement

All space only stands, or shell scheme stands with construction are required to submit a full risk assessment and method statement for the design, construction and arrangement of their stand with both documents being submitted along with stand plans.

All Health & Safety documentation must demonstrate additional COVID-19 measures that have been implemented for the build, open period and breakdown.

For further information please contact the Operations Team.

Exhibitiors are also required to have a risk assessment for any stand activities taking place on their stand during show open and may also be required to produce a method statement for certain activites at the organisers discretion. These do not need to be submitted to the organisers unless requested, but a copy of these documents must be available onsite should they be required. 

Signage

Signage and graphics are not permitted to overlook other stands where there is a dividing wall. Where illuminated fascia boards are used on stands, the lighting of them must be of sufficient power to light the fascia board only, and must not cause any spill of light onto neighbouring stands. No flashing lights will be permitted. We reserve the right to disconnect the electrical supply to any illuminated fascia which, in our opinion, is causing a nuisance to any other Exhibitor.

Signage should be used to help communicate and explain to attendees how you are managing your stand space e.g. no handshakes, one-way flow, entrance / exit etc.

Stand Area Limitation

The walkways around stand areas are not display space and must not be used for the display of signage and wares as it will prevent reasonable access for visitors and staff and may constitute a hazard under emergency conditions.

Stand construction extending through the aisles is strictly prohibited. No features of the stand should encroach beyond the rented space area.

Stand Number Panel

A stand number panel must be displayed on every open side of the stand to aid visitor navigation. This is the responsibility of the Stand Space/Exhibitors.

Stand Walls

Perimeter hard walls must be avoided and is restricted to a maximum length of 4m of any side of the stand and a natural break of 1.8m wide. – Below recommendation:

Perimeter Hard walls must be avoided and is restricted to a maximum of 30% closed for anyone of the perimeter sides. These walls must be recessed by 0.5metre and must not be left plain.

For stands of over 50sqm, wall length of the stands can be extended up to 50% of any side but should have a 1m set back from the edge of the stand.

Stand walls must be no higher than 4 meters. Stands with walls over 4mH are considered are considered “Complex Structure”

Where a stand joins another and where the wall is higher than the neighboring wall (no more than 4m), the visible area must be painted in a neutral color to present a neat appearance on the neighbor’s side.  Branding and advertising is not permitted on this part of the wall.

On divided sites, space only exhibitors are required to construct freestanding partition walls between their own and adjoining stands. The back wall of a neighboring stand may not be used.

Storage of Materials

Excess stock, literature and packing cases may not be stored on, around or behind stands, unless contained within a lockable storeroom (the doors to which must have a vision panel).

The rears of the stands are designated utility areas and do not form part of the exhibition or sold space. In accordance with ADNEC- EHSMS-RCoP a 1.5m wide unobstructed utilities access route shall be maintained to the front and rear face perimeter walls of the exhibition halls.

Direct arrangements for storage of empties and show consumables should be made with the Official Freight Forwarder. Otherwise, Exhibitors must arrange for their cartons and cases to be transported back to their own premises.

Organizers reserves the right to remove/dispose of any cartons, cases and / or packing material left in the exhibition Halls / behind stands. Any cost incurred will be borne by the Exhibitor.

Storage Rooms

Small storage areas are allowed on stands. Exhibitors need to ensure that they have measures in place to control access and that the same physical distancing and crowd density calculations are enforced in these areas.

Vehicle Exhibits

Exhibitors wishing to display vehicles should complete and submit Form 8 – Vehicle Display and Arrival Schedule to the Organizers not later than 16th December 2022. The Full specifications of the vehicles including weight and dimensions should be forwarded to the Organizers.

All vehicles and other exhibits must comply with the following, prior to being left unattended on the stand;

  • The vehicle must be static and have its engine switched off for the duration of the event.
  • Contain only a minimum amount of fuel.
  • Have a lockable fuel cap.
  • Have a drip tray placed under the engine.
  • Battery to be disconnected where the Vehicle is NOT driven by Battery power
  • Keys to be left with organizers in case removal is required.
  • 24hr Contact Name and Number to be given to organizers.
  • Organizers and the Venue accept no responsibility for any vehicle that is damaged when being bought into or out of the Hall or once in its final position.
  • Organizers and the venue will also not clean any such vehicle. This is the responsibility of the exhibitor.
  • Any damage caused to the venue because of vehicle movement will be charged against the security deposit.

Exhibitors must work closely with the Organizers when arranging to bring the vehicle into the exhibition, often it may be required to enter the halls before the build due to the logistics of building the exhibition around the vehicle.

Venue & Local Authority Regulations

All work must be carried out in compliance with the regulations of the Venue and Local Authority. If an exhibitor erects a stand which does not conform fully and in all respects to the requirements of the organiser, Venue and Local Authorities, the organisers reserve the right to alter, demolish or reconstruct the stand at the exhibitors expense and to make it conform to the regulations and requirements. Local Authority decisions are final.

Water, Waste & Compressed Air

Exhibitors should contact the Organizers to check the nearest location for water and waste supply. See Form 5 - Mains Power, Water & Waste to order.

Exhibitors may not have generators or compressed air units on their stands. If compressed air is required, please inform the Organizer to arrange it with the venue at a cost.

Work Equipment & Tools

Exhibitors and contractors have duties under the Provision and Use of Work Equipment Regulations (PUWER) to ensure that all tools are fit for purpose and safe to use. All dangerous moving parts such as circular saws must be guarded with controls to prevent unauthorised use. The use of battery powered tools is strongly encouraged to reduce trailing cables and risk of electrical hazards. Power tools are to take power from the 110v centre tapped earths provided and not from cleaner’s sockets which are 240v. Those using mains powered tools must ensure that cables are not trailed across aisles. All portable electrical equipment must be subject to a suitable portable equipment testing regime.

In light of COVID-19 it is recomended that where possible, work equipment, tools and workstations are not shared between workers. Where this is not possible then equipment, tools and workstations should be cleaned after use. 

Working at Height

Working at Height is a high risk activity and close attention will be taken on working practices during the build and dismantling of stands. Where possible working at height should be avoided and if unavoidable should use work equipment or other measures to minimise the distance and consequences of a fall should one occur. Working at height is to be in accordance with LOLER and the Working at Heights Regulations. As such, all working at height is subject to risk assessment.

General Guidance:

  • All rigging is to be carried out by the official Rigging Contractor.
  • All working platforms are to have a guardrail, mid rail and toe board. Tools are to be kept on lanyards so far as is reasonably practicable.
  • Static and mobile access working platforms must be fit for purpose (see Working Platforms)
  • A Live Edge Working Policy will be enforced for the construction and dismantling phases where live edges are present.
  • Separate risk assessments are required for working on a live edge (before rails are in place). In such cases fall arrest equipment must always be used.
  • Operatives working at height other than on a static working platform designed for that purpose (e.g. Scaffold) must be clipped on.
  • Operatives working at height must have suitable head protection e.g. bump caps.
  • Ground access to areas in the vicinity must be controlled to prevent persons accidentally walking directly under high works. Ground workers in the vicinity must not work directly under high works and wear suitable head protection e.g. hard hats.

For further advice on working at height safety, please contact the Operations Team.