Balcony Suites Stand Builder Information - Rules and Regulations – IBC

This information must be read in conjunction with:

BALCONY SUITES

On the balconies along both sides of Hall 1, temporary rooms are available for private use as hospitality suites, offices or presentation areas, but not for exhibiting products. Access is via stairs from Hall 1. Access is restricted to invitation by the exhibitor only. Please carefully review the rules and regulations for type as well as other important information outlined below.

NEW for 2025 - Hall 1 Balcony Suites can be built by the RAI. They have created an improved modular build option for exhibitors choosing the shell scheme build. Any new exhibitors must choose the shell build option. Balcony suites can be built as space only but only if the exhibitor built their suite as a space only in 2024. Space only suites must be built from a sustainable, reusable system (modular) such as Aluvision or B-Matrix.

Early Access For Build-Up

Pre-Built Balcony Suites can access from 08:00 on Wednesday 10 September and is included in your package.

Space only Balcony Suite Exhibitors can access their suites from Tuesday 9 September. Exhibitors requiring extra build-up days prior to Tuesday 9 September, are allowed to move into the Balcony Suites at 08:00 on required days at a charge of £15 + VAT per square meter of rented space, per day. This can be from Thursday 4 September.

There are significant advantages in applying for early access as unloading is easier and more efficient. Early access must be requested via the Early Access for Build-up - Balcony Suites Form (available via Task Management of your E-Zone) which must be submitted by 15 August to allow IBC to plan the Balcony Suite build-up schedule accordingly.

GENERAL RULES FOR ALL BALCONY SUITES

All palletised deliveries need to arrive and be loaded onto the balcony 1 week before build. Items will be forklifted from Thursday 4 September through to 21:00 on Monday 8 September. No items can be forklifted on or off the balcony after that time.
If exhibitors hire two balcony suites next to each other, it is permitted that up to 50% of one of the suites house a reception desk and waiting/seating area. The purpose of these suites is for private/invite only meetings, therefore we ask that the seating area be as closed off as possible. If you use 50% of your space for a seating/reception area, we require a low dividing wall across most of the space with an incorporated gap for entrance/exit.
All materials must be prefabricated and can only be a max size of a standard pallet (1.2m x 1m). To ensure safe working practice and to prevent hazards, oversized materials will not be accommodated.
The main door from the aisle, must open inwards. No sliding doors unless there is a second door, this can be either an entry door or an emergency exit door.
A Balcony Suite with 12 - 20 people, must have a double door opening outwards if into a foyer area or inwards if on to main balcony. A Balcony Suite with over 20 people, must have 2 separate doors opening outwards if into a foyer area or inwards if on to the main balcony.
Maximum distance to an exit is 12m. A large Balcony Suite will require additional exits.
Access to mains electrical boxes must be incorporated - subject to location.
Congestion and noise pollution must be considered when planning presentations, queuing on the balcony walkway and staircases is not permitted.
Graphics printed on the outside of balcony suites are permitted, however the graphics are not allowed to run into the balcony walkway. Graphics for pre-built balcony suites must be ordered through the RAI Exhibitor Services. For information and pricing please contact RAI Exhibitor Services.
In line with the RAI Health & Safety Guidelines, exhibitors are recommended to hire a fire extinguisher for their Balcony Suite(s) at IBC which can be ordered via the RAI Webshop.
Visitors to your balcony suite are not permitted to block the walkway outside. Drinks receptions/parties must be contained within your suite. If disruption is caused you will be asked to clear the walkway. Visitors are only allowed access during show open hours.

PRE-BUILT BALCONY SUITES

Pre-built Balcony Suite package includes (based on 48.75sqm):

High quality stand walls (2.5m high)
Company name and balcony suite number
Ceiling plinth for stability and lights
Two interior meeting rooms with muslin cloth ceiling (smaller room to seat up to 4, larger room to seat up to 8)
Exterior wall graphic (across the front of the balcony suite)
Option to upgrade and add graphics to other wall panels
Reception desk (2m wide x 1m high) with full colour graphic on the front panel
Furniture package: 3x tables; 12x chairs; 2x barstools for reception area
Dark grey carpet
2 x 3kW (13A) daytime power supply including one double wall socket
LED spotlights
Basic stand cleaning

Exhibitors can design their pre-built Balcony Suites directly with RAI Exhibitor Services, our dedicated contractor. If you wish to make any changes to your Balcony Suite, we ask that you contact them directly to coordinate the logistics. Alterations to the basic pre-built balcony suite structure are not permitted.

Pre-built balcony suites can be accessed from 08:00 Wednesday 10 September
Pre-built balcony suite walling will be 2.5 meters high.
Drilling holes in or nailing items to the walls is not permitted. Materials for hanging light boxes, Velcro panels, etc. can be arranged through the RAI Exhibitor Services - es@rai.nl. Please note that there will be an additional cost charged to the exhibitor in case of any damage to the rental shell scheme walls.
For pre-built suites RAI Exhibitor Services will provide a grid ceiling with strips of white muslin. For health and safety reasons, the ceilings of the balcony suites are not allowed to be completely covered
Additional Power can be ordered on the RAI Webshop, see our Services & Deadlines for more information about discount and guaranteed delivery deadlines.

Pre-built Balcony Suite exhibitors using their own third party appointed contractor (other than the official shell scheme supplier), to internally customise their suite, will need to send their design plans for approval via the Stand Plan Submission Form link (available in March) to Abraxys, our appointed Stand Plan Inspection agency by 20 June to obtain 'Permission to Build' certificate. Take a look at our Stand Plan Submission Guide.

SPACE ONLY BALCONY SUITES

Suites can be built as space only but only if the exhibitor built their suite as a space only in 2024

Suites can be built as space only but only if the exhibitor built their suite as a space only in 2024
Space Only Balcony Suites can build from 08:00 Tuesday 9 September as part of your package
Early access can be arranged at an additional cost, from Thursday 4 September to COP Monday 8 September. You will see an Early Access for Build-up - Balcony Suites Form available via Task Management).
Space only builds in 2025 can only be built from a modular system (shell scheme type) and not constructed from fresh wood (single use/disposable stand construction)
We will permit a wooden built stand if the sections are a) pre-constructed, b) no cutting or sanding onsite and c) can be palletised and fork-lifted/carried onto the balcony
Palletised/heavy items unloaded via forklifts, must be delivered to the Balcony by COP Monday 8 September.
IMPORTANT: Fire shutters located within the Balcony Suites must be easily accessible at all times to ensure any incidents are isolated. Please note that these will be closed nightly during build-up and show open days.
Exhibitors are generally permitted to build to 2.5 metres. An exception may be granted for exhibitors to build up to 3 metres maximum (please contact your IBC Account Manager for approval).
For health and safety reasons the ceilings of the balcony suites are not allowed to be completely covered and must allow adequate ventilation – see Ceiling Coverage Regulations below.
Raised floor criteria is the same as on the show floor, 100mm maximum; over 40mm a disabled ramp facility is required. This can be a temporary ramp which will be checked onsite.
No sliding doors unless there is a second door, this can be either an entry door or an emergency exit door.
Power can be ordered via the RAI Webshop - Take a look at our Services & Deadlines for Discounts and Guaranteed delivery
Internet can be ordered via the RAI Webshop - Take a look at our Services & Deadlines for Discounts and Guaranteed delivery.

CEILING COVERAGE REGULATIONS

In order to ensure a quick response in a state of emergency the smoke and fire alarms in the venue ceiling need to function and be accessible. Balcony Suite ceilings are not permitted to be completely covered and must allow adequate ventilation.

There are three options / ways there can be ceilings:

The ceiling must be at least 25 cm under the smoke detector
At the height of each smoke detector, there must be a hole in the ceiling of 30 cm around.
If material is being used as a ceiling cover, this must be water permeable and allow water from the RAI sprinklers to permeate.

In order for the venue to quickly identify possible fire or smoke emission, it is important that balcony and meeting suite ceilings allow smoke through easily so that there is no, or a very short, delay in smoke reaching the smoke detector. To ensure stand-construction meets health and safety guidelines, it is necessary that, when using a fabric ceiling, the stand builder presents the fabric to the RAI Amsterdam Fire Officer to check the density of the fabric. Please liaise with ibc@abraxys.com to send materials to the RAI Amsterdam Fire Officer.

When using a ceiling with a hard type of material i.e. hard-board or panels, the ceiling needs to have some openings and must allow adequate ventilation. Depending on the size of the suite and the ceiling, the permeability of the fabric and how the fabric is woven is important. There needs to be 10% - 15% open ceiling. This can be through slots or round holes on the ceiling panels. Abraxys can help review your stand plans and approve the construction of the ceiling.

KEY CONTACTS:

ibc@abraxys.com