Exhibitor Responsibilities

EXHIBITOR RESPONSIBILITIES

New for 2025:

• Technical Setup Day – TSUD - As part of the ongoing improvements to our event, we’re introducing new guidelines for Thursday September 11 2025, which is designated as the Technical Setup Day (TSUD). 
• All construction activities must be completed by 10:00 PM on Wednesday, September 10 2025.
• Thursday September 11 2025, will be reserved for the setup of technical/exhibiting/display items only—no construction activities will be permitted.
• No PPE will be required on Thursday September 11
• The Technical Setup Day change is in line with other major events and venues.
• Halls will be cleaned on the evening of Wednesday September 10 ensuring they are ready for TSUD activities

Please review this article for more information: Technical Setup Day. 

As an exhibitor, you must ensure the health, safety and welfare of your staff, contractors and visitors as far as it is reasonably practicable. This entails that all staff, contractors and visitors employed, instructed, invited or entertained by you are provided with suitable and sufficient information, instruction, training and supervision to ensure their health and safety as well as others working on or near your stand, or affected by your work actions or inactions during the show’s tenancy. Please ensure all persons employed by your company or affected by your work actions are aware of these responsibilities.

• It is a legal requirement that you carry out a suitable and sufficient Risk Assessment outlining the control measures you will implement to eliminate, or reduce to an acceptable level, any major hazards or risks posed by your work activities.
• It is also your responsibility to ensure that you identified any exhibit or product being displayed that requires IBC or venue approval before being permitted for use ie petrol/diesel vehicles, electric vehicles, lithium Ion (or similar) power cells/chargers, smoke machines, underwater lighting etc –See Health & Safety rules
• Ensure your staff and contractors understand the Emergency Procedures. It is advised that at least one member of your team has undertaken a basic first aid course.
• Ensure all contractors and subcontractors carry adequate liability insurance.
• There are fire alarms around the hall perimeters and can be used to report a fire.
• It is imperative that emergency exits and specific gangways are kept clear at all times.
• Operatives must wear suitable protective clothing relevant to their job, which may include harnesses, head/eye/hearing/foot/hand protection, hard hats and Hi-Viz.
• All mechanical access equipment, i.e. forklifts; trucks, cranes etc, can only be operated by CEVA Showfreight, IBC's official appointed contractor.
• Ensure portable power equipment is only used for the purpose for which it is designed with safety guards and other safety devices fitted and used. Power leads must be kept to a minimum, and only cross gangways if properly taped down. Such equipment must never be left unattended.
• Ensure all staff and contractors are fully trained to ensure safe-working practices. Please do not create trip hazards at any time.
• Obtain contractor's Health & Safety Policy and Risk Assessment detailing specific safety procedures, hazards and their associated control measures, competence and training of staff, and a named individual safety officer responsible for their work activities throughout the show's tenancy.
• Ensure that staff are not working excessively long hours. Staff should be permitted suitable rest periods and if late working is undertaken, staff should be rotated.
• It is your responsibility to ensure that you receive and return all stand/hire items you have in your package or have hired separately. At the end of the event, it is your responsibility to ensure that the stand/hire items are collected from your stand or have been returned to the supplier. You are responsible for these items during build-up, show days and breakdown, until they are returned. Please make sure your stand staff are aware of this and that you include time at the end of the event to get stand/hire items collected or returned. You will be responsible for any items left unattended on your stand and you may be liable to pay replacement costs if any stand/hire item goes missing.

IMPORTANT: Exhibitors and Contractors must use the necessary personal protective equipment (PPE) such as hard hats, eye protection, hand protection and safety footwear as required by the specific work activity. Hard hats and high visibility reflective clothing for work under and around Double Decker stands, steel cap shoes when constructing steel structures, safety glasses when cutting or grinding metal and harnesses when working at height will be enforced.

SAFETY GUIDELINES

• Access: RAI Amsterdam is accessible only to persons in possession of a valid admission pass.
• Safety Shoes: Approved safety shoes must be worn during the stand build-up and breakdown periods.
• Safety Helmet: An approved safety helmet must be worn when the safety sign is on in the exhibition halls.
• High Visibility Vests: A high visibility vest must be worn during the stand build-up and breakdown periods to increase visibility and prevent accidents.
• Smoking, Alcohol and Drugs: Smoking, drug-taking and the consumption of alcohol are prohibited.
• Emergency Exits: Emergency exits and yellow traffic routes should always be kept free of obstructions. Emergency exits should be used only in emergencies.
• Fire Extinguishers: Fire extinguishers should always be kept accessible.
• Working at Heights: Persons working at heights in excess of 2.5m in a cherry picker or an aerial lift must be attached by a safety line. It is not allowed to work on a ladder at height above 2.5 metres for more than 2 consecutive hours. In these situations, a cherry picker or an aerial lift must be used.
• Transport: Only trained personnel from CEVA Showfreight have permission to operate a forklift truck.
• Young People: Persons under the age of 16 years are not permitted to the RAI Amsterdam during the build-up, show days and breakdown periods.
• Equipment and Tools: Only approved (i.e. CE certified) equipment and tools may be used.

IMPORTANT: Exhibitors are obliged to report accidents to IBC Organisers and the RAI First Aid Team.

RAI EMERGENCY NUMBER is [phone].

To report a NON-EMERGENCY incident, please call [phone].