WHAT IS A STAND PLAN?
A stand plan is a crucial document that informs IBC, Abraxys, and the RAI of any stand build plans carried out by third parties. Submitting these plans ensures they meet health and safety requirements and allows us to review and either approve or decline the proposals. Stand plans must be submitted for all builds, including complex builds, rigging, and complex rigging. You are also required to submit the relevant structural information and calculations to support your plans.
Stand plans are submitted to, Abraxys Ltd, IBC's appointed stand plan inspection agency who will be reviewing all stand plans and supporting Health & Safety documents. Failure to gain approval will result in unnecessary delays whilst the plan is being approved. IBC has the final discretion over all builds and may therefore enforce alterations to any unapproved designs.
Abraxys will be supervising the onsite build ensuring that stands are being built according to the submitted plans. Stands where plans do not meet the rules will not be permitted to be built.
IBC, the RAI Amsterdam, their Structural Engineers and Abraxys/Campbell Reith, reserve the right to request structural calculations, approved pre-show or onsite, for any stand structure at the event should they deem necessary. All costs relative to obtaining proper certification are liable to be paid by the exhibitor.
WHO NEEDS TO SUBMIT A STAND PLAN?
Stand plan submission is applicable to the following exhibitors:
- ALL Space Only Stands including Double Decker Stands
- All Outdoor Exhibits including any vehicles displays without any build
- All Balcony Suites built by any 3rd party contractor other than the event official supplier - RAI Exhibitor Services
- Shell Scheme Stands planning physical construction within their stand (only if using your own third-party contractor, other than the event official supplier - RAI Exhibitor Services)
- All internal fitouts of pre-built Package 2 Meeting Suites by any 3rd party contractor other than the event official supplier - RAI Exhibitor Services
- Internal fitouts of any RAI Meeting Rooms by any 3rd party contractor other than the event official supplier - RAI Exhibitor Services
- Any stand exhibiting ‘Prohibited Goods’ - See Permissible Stand Build Materials and Health & Safety rules
WHEN TO SUBMIT YOUR PLANS
Fully detailed, scaled technical plans must be submitted to Abraxys by 20 June via the Abraxys Stand Plan Submission process. Please note: the Stand Plan Inspection Fee will increase after June 20.
Early submission of stand designs is strongly advised as it enables Abraxys to work with you, advise on and resolve any potential issues that may arise pertaining to your stand design. Abraxys request the final version of your stand design, please refrain from sending interim stand designs if you are aware that it will change imminently. Should you require making modifications to your stand design after the approval, you will be required to re-submit your design which may cause delays.
COMPLEX RIGGED STRUCTURES – IMPORTANT DEADLINE
Stands with complex rigged elements (any bespoke metal or timber banner construction) will be asked to submit your structural calculations report produced by your own engineer to Abraxys no later than 7 August. Stand plan revisions or structural calculations not submitted to Abraxys before 7 August will mean that complex elements will need to be removed from stand plan designs.
- Examples of complex rigged structures: include any bespoke metal or timber banner construction.
- Examples of non-complex rigged structures: include lightweight foamex banners connected directly to the venue rigging points or a proprietary framework system with fabric/pvc infill.
WHAT DO I NEED TO SUBMIT? - SELECT YOUR STAND TYPE BELOW:
| Space Only Double Decker Stands | ALL OTHER STAND TYPES |
SPACE ONLY DOUBLE DECKER STAND PLAN SUBMISSION
STAGE 1: Submission of relevant stand plan and build documentation to Abraxys
General approval of a design concept by Abraxys based on IBC’s show rules and regulations as to what is deemed acceptable for the IBC show environment. The Double Decker stand plan submission process also includes confirming the 2nd structure being built and the Double Decker working at heights confirmation to show the planned control measures to prevent accidents when working at heights. Working at heights without adequate preventative measures in place is strictly not permitted and will be stopped if necessary.
Your plans and the applicable Health & Safety documents must be submitted to Abraxys, via the Stand Plan Submission Link and must include as a minimum:
1. Detailed technical plans in a recognised scale not less than 1:50 detailing:
- Event name (IBC2025), Stand number & Exhibitor name
- 3D graphic of the stand design
- Plan view clearly showing all dimensions, walling and major exhibits
- Plan view(s) showing the orientation in the hall and how transparency and sightlines will be achieved
- Scaled side and height elevations showing a clear indication of the height of various elements including graphics
- Vision panels in all storage and/or meeting room doors
- Platforms – height, materials and details of wheelchair access ramp dimensions
- Any rigged structures including dimensions and height of the rig
- Any hanging banners including their dimensions and hanging height from the floor
2. Onsite contact person and mobile phone number
3. Detailed information about the materials being used including up to date fire resistance certificates (see Permissible Stand Building Materials).
4. Risk Assessment and Method Statement for the installation and dismantling of the stand.
PLEASE NOTE: THE NEXT STAGE IS AN ADDITIONAL REQUIREMENT FOR DOUBLE DECKER STANDS - (Including Any Stand With A 600mm Or Higher Viewing Platform Or Stage).
If you are building a Double Decker (incl. any stand with a viewing platform or stage 600mm or higher), you are required by law to submit a second set of plans to the RAI Amsterdam Licenses Desk, the official double decker structural engineers for the event, to obtain a Double Decker Build Permit. Once approved by Abraxys, fully detailed and scaled plans (with points 1-4 above) must also include the additional information below and be submitted to RAI Licenses Desk.
STAGE 2: Submission of relevant stand plan and build documentation to RAI Amsterdam Licenses Desk
This should include: In depth structural and health and safety approval based on structural loading calculations and health and safety elements (number of staircases, number and location of emergency exits, handrail and step tread design etc.). Whilst Abraxys may give general advice on these elements, each Double Decker stand is judged on an individual basis by the RAI Licences Desk whose decision is final. Designers are strongly advised to seek early advice on these elements as to what may be permissible within their stand design.
5. Distribution plans of both levels of the construction (if not included with the above documents)
6. Calculations of the main structure which must include the following:
- Full structural calculations of all build elements, taking into account the maximum floor loadings of the exhibition floors.
- Details about the load transmission of pillars to the exhibition floor of any upper surface.
- Details about the maximum horizontal impact strength of any walling or handrail element (should be minimum 1kN per m).
- Author of the calculations, title, date of drawing & full contact details.
IMPORTANT DOUBLE DECKER INFORMATION:
- Permit applications should take into account the relevant Dutch Building Standards for Double Decker stands such as strength, stability and point loads including railings and stairs. It is highly recommended that exhibitors and/or their contractors contact the RAI Amsterdam Licences Desk for any further details before designing their double decker stand. Please familiarise yourself with the relevant Dutch Building Standards for Double Decker Stands such as strength, stability and point loads including railings and stairs. It is highly recommended that exhibitors and/or their contractors contact the RAI Amsterdam structural engineer for further details before designing their Double Decker stand. If you have any questions, please email permits@rai.nl.
- IBC will not be held responsible for any costs incurred by the exhibitor as a result of requested design changes on the grounds of health and safety by the RAI Amsterdam at the second stage of the approval and permit application process (e.g. number of staircases, types of stairs, number of emergency exits etc.).
- A Double Decker stand design approved by Abraxys may be subject to further design changes should it be deemed necessary by the RAI Amsterdam Licenses Desk. A Double Decker Build Permit fee will be charged by RAI Licenses Desk.
- If a Doubled Decker stand is built without a permit, the authorities have the right to close off the stand or prevent it from being built. The local authorities are now very strict, and no exceptions will be made.
- Deadline to apply for the Double Decker Build Permit is 16 August 2025, this can be purchased on the RAI Webshop: Double Decker Permit. Please take a look at our Stand Builder Information and Exhibition Manual for important information regarding the submission for stand design/build rules and regulations.
- Double Decker stands are also obliged to confirm they are building a Double Decker stand in advance of the plan submission (by contacting their Account Manager).
- There is also a Double Decker Surcharge, take a look at this article for more information: Double Decker Stands.
ALL OTHER STAND TYPES
One set of plans and the applicable Health & Safety documents must be submitted to Abraxys, via the Stand Plan Submission link, and must include as a minimum:
1. Detailed technical plans in a recognised scale not less than 1:50 detailing:
- Event name (IBC2025), Stand number & Exhibitor name
- Overall 3D graphic of the stand design
- Plan view clearly showing all dimensions, walling and major exhibits
- Scaled side and height elevations showing a clear indication of the height of various elements including graphics
- Vision panels in all storage and/or meeting room doors
- Platforms – height, materials and details of wheelchair access ramp dimensions
- Any rigged structures including dimensions and height of the rig
- Any hanging banners including their dimensions and hanging height from the floor
2. Onsite contact person and mobile phone number
3. Detailed information about the materials being used including up to date fire resistance certificates
4. Risk Assessment and Method Statement - (Single Storey Stands)- covering the build and breakdown of the stand
COMPLEX STRUCTURE INFORMATION
The following information must be submitted for a Complex Rigged Structure to Abraxys by 7 August at the latest:
- Detailed, scaled structural drawings
- Structural calculations
- Specifications of materials used, description of all fixings. Rigging connected to truss must show fixings through entire truss, not just around bottom chords of truss.
- Weight per suspension point and total weight of banner construction
HOW TO SUBMIT YOUR STAND PLAN
Fully detailed, scaled technical Stand Plans and accompanying forms can be submitted to Abraxys via the Stand Plan Inspection portal here:
These can be submitted by exhibitors or stand builders. Plans should be submitted by 20 June to avoid any increased inspection fees. If you are building multiple stands, you will need to submit the plans and pay fees separately for each stand.
DOUBLE DECKER STAGE 2 SUBMISSION:
Double Decker documentation, including structural calculations, must be sent for structural inspection to the RAI Licenses Desk via the Double Decker Build Permit Application available in the RAI Webshop:
It is a legal requirement for any Double Decker stand to be approved by the RAI Licenses Desk before full approval is granted:
- Please submit the final version of your stand design. Photographs or drawings will not be accepted.
- Plans and associated documentation must be in English and must be submitted in either .pdf or .dwg format.
- All Space Only Double Decker Exhibitors must have a copy of their approved stand design, Method Statement and Risk Assessment on site.
Once you have been granted a ‘Permission to Build’ certificate by Abraxys (and the written approval from RAI Amsterdam Licences Desk for additional Double Decker inspection), no alterations can be made to the stand plans submitted.
Upon receipt of the stand design plans, Abraxys will determine whether there are any complex rigged elements. Rigging that is deemed complex will require structural calculations to be submitted along with the technical drawings plus a payment of a Complex Fee to cover the structural engineers’ fees. All rigged elements will be deemed complex unless all materials and weight information is included in the stand plan drawing to prove otherwise. Banners will be checked onsite to ensure the construction matches the material and weight information stated on the plan drawing. If any complex structure is modified after the submission of the below information, plans must be resubmitted with details of all modifications.
RAI Health & Safety Officer has the final say on what is permissible in terms of stand build on the day. Should there be any concerns regarding the safety of any element of stand construction, compliance with any changes imposed is mandatory. IBC will not be held responsible for any costs that may be incurred as a result.
STAND PLAN INSPECTION FEES
Stand plan approval is subject to the Stand Plan Inspection (SPI) fee which is part of your overall stand plan submission. The SPI fee of GBP 185 (+ 20% VAT) will be charged by Abraxys upon receipt of your stand plan submission (all Space Only stand designs, including straight repeat designs from previous years, will incur an inspection fee). For late stand plan submissions after 20 June, the SPI fee will increase to GBP 300 (+20% VAT). A ‘Permission to Build’ certificate will be emailed to you (or your contractor) once the plan submission process is complete. Payment of the SPI fee can be made via the secure Abraxys retail site.
Stand Plan Inspection Fee, via secure payment link:
- GB Pounds: https://www.abraxys.com/online-store/IBC-2025-Stand-Plan-Inspection-Fee-p530099457
- EURO: https://www.abraxyseuro.online/online-store/IBC-2025-Stand-Plan-Inspection-Fee-p530120035
Stands with complex rigged elements (any bespoke metal or timber banner construction) and/or have built structures over 4m from the venue floor (except double decker stands), are required to pay a Complex Fee to cover the structural engineers fees. The Complex Fee is applicable to all complex rigged structures and over height structure (except double decker stands) and includes pre-site checks of your drawing and calculations submitted and onsite sign-off during the construction by an independent structural engineer. The Complex Fee is only applicable to those stands where rigged structures are deemed complex and is to be paid in addition to the Stand Plan Inspection fee.
The Complex Fee of £350 (+20% VAT) is applicable to all complex rigged structures and/or have built structures over 4m from the venue floor (except double decker stands), and includes pre-site checks of your drawing and calculations submitted and onsite sign-off during the construction by an independent structural engineer. The Complex Fee is only applicable to those stands where rigged structures and or the stand heights are deemed complex and is to be paid in addition to the Stand Plan Inspection fee.
Complex Fee, via the secure Abraxys retail site:
- Complex Fee (GBP): https://www.abraxys.online/online-store/IBC-2025-Complex-Fee-p530096687
- Complex Fee (Euro): https://www.abraxyseuro.online/online-store/IBC-2025-Complex-Structure-Fee-p530124524
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