Space Only Stands

As a Space Only exhibitor you have booked only floor space at the event and will be required to arrange the construction and necessary services directly.  Please refer to the Order Forms / Checklist section to order all exhibition services directly from the official event contractors.

At the tendering stage, ask to see your principal contractors Risk Assessment specifically designed for the unique exhibition environment. Ask for their staff training record, accident statistics, take up references, ask to see proof of previous work standards - in short, satisfy yourself that your contractors are reliable and competent.

The Construction Design & Management Regulations 2015 (CDM) are the main set of regulations for managing health, safety and welfare for construction projects. All exhibitors must comply with CDM Regulations. Further information can be found in the Health & Safety section of this manual. 

The eGuide is comprehensive code of practise, incorporating Health & Safety operational practises with building regulations used in the UK Event Industry. 

Provide suitable training and information to your staff and contractors regarding the onsite risks in order for them to understand and fulfil their responsibilities. Once you have read and distributed the Site Induction, please complete and submit the Health & Safety Form.

All Space Only stands must produce a Risk Assessment for their activities on site during build-up, show open and breakdown, a Method Statement and Construction Phase Plan. Please see the Health & Safety section for further information and templates for these documents.

PERSONAL PROTECTIVE EQUIPMENT 

High visibility vests must be worn during build-up and breakdown.  Please note that open toe shoes and/ or sandals will not be accepted on site during build-up and breakdown; appropriate footwear must be worn.

NEW DELIVERY SYSTEM 

All vehicles (with the exception of couriers) delivering to the venue must book a slot using Voyage Control. Full information can be found in the Delivery section of the A-Z General Information.

COMPULSORY FORMS 

In addition to the stand plan submission, all space only exhibitors must complete the Health & Safety and Exhibitor Sustainability forms. They must also submit proof of their public liability insurance cover. Space only stand builders must complete the Space Only Contractor Sustainability form. Forms and deadline dates can be found in the Order Forms / Checklist section of this manual. Exhibitors and contractors who have not returned their forms will not be allowed to enter the hall and commence build. 

You or your stand contractor must supply the following documentation in English, clearly stating the stand name and number to the Operations Team by 17 April. Stand plans need to be approved by the Operations Team.

• Stand plan and elevation views including dimensions, platforms, walling and any large exhibits
• Stand build material information (please refer to the Sustainability Guide section for a list of prohibited materials)  
• Stand plan submission form
• Risk assessment
• Method statement
• Construction phase plan
• Copy of the stand builder's public liability insurance (to £5m)
• If your stand is considered a COMPLEX build (see below) you must also submit structural calculations with construction drawings

Contact
Exhibition Operations Team
Email: dianne.wright@inside-events.co.uk
Tel: +44 (0)2476 510015

Deadline: 17 April

Complex stands are defined as:

• Stand designs exceeding 4m in height
• Multi–storey stands
• Any structure, regardless of its height, which requires structural calculations
• Suspended structures (does not include banners) eg lighting rigs, wooden structures
• Sound / lighting towers
• Stand designs that include a platform over 600mm above floor level

Your stand plans and required documents will be forwarded to the event’s structural engineers and, when they are satisfied with the stand’s calculations, they will issue a certificate.  The final process is a site inspection during build-up, where the stand’s stability will be signed off.

There are charges for the complex structural audit, onsite inspection and sign-off:

• Single Storey stand exceeding 4m/complex elements: £355 + VAT
• Two Storey stand: £530+ VAT

Full Circle, the show’s official contractor, have a dedicated Custom Design & Build Team for Space Only exhibitors. With an in-house team of designers, project managers and manufacturing they can support you with all elements of your stand from concept to completion. Should you wish to receive a design and quote from Full Circle for your exhibition stand please contact them directly by email: designbuild@fullcircleeventsltd.co.uk or by tel: +44 (0)161 393 3949. 

The design of the stand must be such that it can be erected and dismantled with the time available. All work must be carried out in conformity with the rules and regulations of the venue. For safety regulations, please refer to Health & Safety section of the manual.

• The maximum build/banner height for stands in the front section of the show is 5m. Lighting rigs are permitted up to 6m for these stands. Click here for a plan showing the stands with a 5m limit. The maximum build height for the rest of the show is 6m, including banners and branding.
• Any stand build exceeding 4m must be submitted with structural calculations. There is an additional charge for the structural audit and final structural sign off.  See the Complex Stands section above.
• Stand designs should avoid incorporating long runs of solid walling over 5m. At least 50% of each stand’s side facing an aisle, should remain open where at all possible or be fitted with an approved transparent material.
• For any walling facing an aisle that may be 4m or over in height, it may be necessary to step the walling back by a minimum of 1metre into the stand. This is to avoid obstructing the view of your neighbouring stands.
• When placing stands which require water, drainage, compressed air or power outlets, it is important to take into consideration the service ducts positions. The position of the service channels is marked by the horizontal, dashed lines on the technical floorplan. Make use of these channels when designing the stand. This will avoid the nuisance of pipes and cabling on the stand floor. Click here to download a copy of the technical floorplan. 
• Walls marked on the plan between two space-only exhibitors (shared walling) must be constructed to a height of at least 2.5m. Both exhibitors are responsible for cladding and decorating both sides of their stand wall above a height of 2.5m. This must be done in a neutral colour without branding.
• The organisers may ask for branding on the back of walls to be removed if it conflicts with the interest of a neighbouring stand.  
• Exhibitors must NOT use the back of another stand as their wall without the consent of the exhibitor concerned. The joint construction of a dividing wall is acceptable.
• Extensive walling facing an aisle must be dressed with graphics, screens etc.  
• Store room doors must include a vision panel of clear glazing at eye level.
• Continuous curtains and ceilings are forbidden.
• Ceilings must be water permeable.
• Doors must not open onto a gangway.
• Any furnishing elements or partitions made from floor to ceiling glass/mirrors must be suitably identified and protected from the risk of impact.

The organisers may, at the expense of the exhibitor, remove or alter anything forming part of any stand, if in their opinion it is desirable to do so in the interest of the exhibition or if it does not conform to our rules and regulations.

The following materials are strictly prohibited at any RenewableUK exhibition: 

• Single-use MDF panels or non-recyclable core construction materials.
• Incandescent lighting; opt for energy-efficient alternatives.
• Single-use vinyl flooring.
• Non-recyclable carpets.
• The use of plastic, including packaging, cups, and bottles, is strictly forbidden 

Please see the Sustainability Guide for further information.

All material used in the erection or construction of an exhibit or stand shall be of a suitable nature and quality in relation to its purpose and the conditions in which it will be used. They will be adequately mixed or prepared and applied, used or fixed so as to perform adequately the functions for which they are designed.

Artificial plants and flowers are combustible and give off toxic fumes. Therefore they must not be used for stand dressing. Silk-type flowers are acceptable providing they are clearly marked as conforming to BS 54387.

The use of non-recyclable carpet or vinyl flooring is not permitted. All floor coverings must be secured and maintained so that they do not cause a hazard. Fixing of floor coverings to the hall floor may only be carried out using venue approved tape. The venue will only approve exhibition tape which has a low tack bottom, high tack grab top and does not leave any residue, or cause any damage to the floor, when removed. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are prohibited. A charge will be made to the exhibitor if any damage is done to the venue; this includes residue left by carpet tape.

Drapes, curtains, hangings etc must be inherently or durably flame-proofed; otherwise they may be treated with a proprietary flame retardant. Test certificates must be available for inspection for any materials intended to be used. Fabrics used for stand decoration must be fixed taut and/or in tight pleats (not loosely draped) to a solid backing, secured above floor level and not touching light fittings. Curtains on exit routes should hang 75mm clear of the floor, be parted in the centre and not conceal any exit signs. If the venue is not satisfied that a material meets the standards required they shall be removed from the venue.

All glazing used in the construction of stands must consist of safety glass (laminated or tempered) a minimum of 6mm thick. Please refer to the eGuide for further details. Any uninterrupted, large areas of clear glazing shall be indicated with warning stripes, dots, logos etc. Overhead glazing shall be of wired or laminated glass, or be otherwise adequately protected from shattering.

Written permission for paint spraying must be sought at least 28 days prior to use stating the proposed use of the paint sprayer. The sprayer shall not be used without the consent of the venue.  Paint spraying will be permitted provided: 

• Only water-based paints are used.
• Protective measures are undertaken to ensure that no paint is spilt on floors or sprayed or splashed on the walls and/or other parts of the building, structures or equipment.
• No nuisance is caused to other persons within the venue.
• Sprayers powered by internal combustion engines must be provided with suitable fire extinguishers.

Note: Sprayers using liquid fuel will not be permitted. No structures, or any part thereof, may be surfaced or otherwise treated with cellulose paint or other substances with a low flash point or which is generally considered to be dangerous for any other reason. Fabrics and materials treated with fire resistant solutions should not be over painted with water-based paints.

All materials used for vision panels etc, must conform to BS476-Part 7, Class 1. 

Timber under 25mm thick must be impregnated to Class 1 standard. Treated materials should have ‘BS476-Part 7, Class 1’ marked on them. Boards, plywood, chipboard etc, must be treated if under 18mm thick. The exception to this is MDF which is acceptable for use due to its density. MDF may not be machined on site, as its dust is hazardous to health.

Upholstered seating must be non-combustible and marked with the appropriate standard.

• Any exhibitors planning a working demonstration on their stand must inform the Operations Team by 17 April.
• Demonstration areas must be indicated on your stand plans and, where necessary, must include soundproofing within the construction of this area.
• Plans must also show any proposed queuing and viewing areas within the stand. 
• Organisers reserve the right to forbid working demonstrations onsite if they disturb neighbouring stands or pose a threat to the public in any way.

Please ensure your stand is manned and exhibits displayed throughout the open period of the exhibition. For health & safety reasons, and in order not to show discourtesy to late visitors and other exhibitors, no dismantling of exhibits from the stand may begin until the exhibition closes and the halls are clear of all visitors on Wednesday 18 June.

Please refer to the Full Circle website to order your electrics: RUKGOW25.exhibitconnect.co.uk. The deadline for orders is 16 May. 

• The exit(s) from the stand shall discharge to a gangway.
• The maximum travel distance from any part of the stand to a gangway shall not exceed 15m.
• Escape routes should have a minimum unobstructed height of 2100mm, other than within doorways, which should have not less than 2060mm clear height.
• There should be no obstruction that could impede the free flow of people using the escape route.
• No floor shall be constructed having a slope in excess of 1:12. All floors should be even and have a firm, slip-resistant finish.
• All exit notices shall be sited in conspicuous positions above or adjacent to all exit doors and openings, and directional signs and notices shall be provided and sited to indicate the route of escape.
• The size of letters of exit notices shall not be less than 125mm.
• In any part of the stand where the normal lighting may be dimmed or extinguished while the public are present, exit notices shall be illuminated internally and conform to the relevant British Standard. The sign must be a minimum of 200mm in height and 400mm in width and be on a 24 hour electrical supply.
• Doors and gates forming part of an escape route (including those out of storerooms) must have a vision panel at sight level of clear glazing (320mm x 320mm recommended), wheelchair users' zone of visibility is between 900mm and 1500mm above floor level.
• Doors must be hung to open to at least 90 degrees in the direction of escape, clear of any steps, landings or gangways. Where necessary doors must be recessed so as not to open into or obstruct the required width of any gangway or other escape route. Emergency exit doors shall be free from fastenings other than panic bolts in accordance with BS EN 1125.

Excel London does not have the facility to provide ventilation to the outside atmosphere. Any process that generates noxious or toxic fumes, exhausts or smoke must have an effective ventilation system to filter the air to an acceptable standard to be released back into the hall. 

All stand structures, signs, notices, exhibits, furniture etc must be confined within the stand area and must not project into or over the gangways. 

The use of LPGs/compressed gasses will not be permitted.

Any work during build-up/breakdown involving oxy-acetylene cutting/welding, arc welding, gas/oil blow lamps, grinders, tar boilers, burners or soldering requires an Excel London hot working permit. You must contact the Operations Team at least 28 days before the event with full information of what you wish to carry out, including risk assessment, so that this can be applied for.

Stands should be designed to ensure that it is not unreasonably difficult for a disabled person to access as described by Disability Discrimination Act 1995.

Click here to download a copy of the technical plan from which the position of service ducts on your stand can be identified. If you plan your design around these you can avoid the need for a platform.

The approach to the stand must be entirely flat and level. A vertical ‘lip’ or ‘upstand’ of more than 13mm will present a barrier to some disabled people. If the stand design requires a raised floor section, a ramp should be incorporated into the flooring or a portable ramp deployed when required. An alternative is to have multiple floor areas of the stand to make a credible attempt to deliver the services to an area of the stand which does not require a platform.

Please refer to the eGuide for full guidelines on the use and construction of platforms and ramps.

All drop wires and rigging must be arranged through Excel Exhibitor Services but is at the approval of the Organisers. Information should also be provided on any moving loads, flying performers or anything else out of the ordinary.

Maximum banner height is 6m from hall floor to the top of the banner / suspension. 

You can choose from a range of simple, off-the-shelf banner rigging packages from www.excel.london/webshop for suspending above your stand. Confirm your order by 16 May to benefit from the advanced order rate. For more complex requirements, please get in contact with the Excel London team exhibitororders@excel.london.

If you need lighting or power for your rig, you will need to contact Full Circle, the appointed electrical contractor for the event.  

If you are intending to have a vehicle on your stand you must seek permission from the Operations Team. If permission is granted the vehicle must be clearly marked on your stand plan.

• The fuel tanks of motor vehicles manufactured prior to 1984 must contain only sufficient fuel to move the vehicle in and out of the hall, due to the absence of safety features which prevent leakage. 
• Fuel tanks of motor vehicles manufactured from 1984 onwards may contain fuel. 
• The fuel tank must be sealed, wherever possible, with a lockable cap.
• The fuel tank shall not be replenished within the venue at any time.
• All batteries must be disconnected.
• A drip tray shall be provided under the engine.
• The running of engines during the open period of the exhibition is strictly prohibited.

Please liaise with the Operations Team regarding delivery and collection times, as this will need to be planned carefully around the construction and dismantling of stands.

No fixings of any kind may be made directly to the structure or fabric of the building. All stand construction must be completely self-supporting.

Stands containing steelwork or framework structures are required to use base plates to avoid damage to the venue floor and duct covers. Base plates must be a minimum area of 1sqm (1m x 1m).

Exhibitors and their contractor must remove from the premises any packing materials and other waste brought into the hall, and all waste materials arising from the construction or dismantling of stands. Alternatively, bins can be hired from the venue. Please contact Excel London's Venue Services team directly. 

Excel London have introduced new waste streams to help exhibitors separate waste at its source, making recycling more efficient and effective. 

The new waste streams include: 

• dry mixed recycling (DMR) 
• wood waste 
• bulky waste (oversized recyclable materials) 
• food waste 
• hazardous waste (including upholstered furniture and electronic items) 
• general waste (non-recyclable waste) 

These waste containers will be managed by our onsite Waste Ambassadors. They are here to assist and will consult with you if there are any questions or concerns about contamination, ensuring that waste is correctly sorted, and the new system runs as smoothly as possible. To maintain the efficiency of these waste streams, additional charges will apply when containers are deemed significantly contaminated: 

• £149 per contaminated container 
• £50 per food waste bin 

The exhibitor will be invoiced for any standfitting materials and / or carpet waste left in the halls at the end of the event.

At the end of the first open day, you may put bagged rubbish in the aisle so that it can be collected by the cleaners. Any items left in the aisles will be considered litter and disposed of.   

Contact

Venue Services
Email: ExhibitorOrders@excel.london
Webshop: www.excel.london/webshop