Meeting Suites & CE Meeting Rooms - Rules and Regulations

This information must be read in conjunction with:

Event Venue Regulations

Health & Safety Rules for Working Onsite

Permissible Stand Build Materials

Contents:

Meeting Suites & General Rules	Ceiling Coverage Regulations
Meeting Suite Packages	Do you need to submit a stand plan?
Meeting Suite Access Times

MEETING SUITES

The purpose of the Meeting Suites is to facilitate an 'invite only' private setting to conduct business meetings away from the busy exhibition floor. Meeting Suites are located in the Park Foyer (outside Hall 8). Please carefully review the rules and regulations for each Meeting Suite package type as well as other important information outlined below.

GENERAL RULES FOR MEETING SUITES

Exhibitors can design their Meeting Suites directly with RAI Exhibitor Services, our dedicated contractor. If you wish to make any changes to your Meeting Suite, please contact RAI Exhibitor Services to coordinate the logistics. Alterations to the basic external structure are not permitted.

• Drilling holes or nailing items to the walls is not permitted. Materials for hanging light boxes, Velcro panels, etc. can be arranged through RAI Exhibitor Services. Please note that there will be an additional cost charged to the exhibitor in case of any damage to the rental shell scheme walls.
• Exhibitors can add graphics and additional furniture to their meeting suites. Graphics printed on the exterior walls of Meeting Suites are permitted, however, branding is not permitted outside of the Meeting Suite area. Graphics must be ordered through RAI Exhibitor Services as they provide the external walls. For information and pricing, please contact RAI Exhibitor Services.
• Exhibitors who wish to conduct product demonstrations must ensure that their demonstrations do not disrupt other meeting suite exhibitors.
• Hanging banners or lighting trusses are not permitted.
• All Meeting Suite doors must open inwards.
• In line with the RAI Health and Safety Guidelines, exhibitors are recommended to hire a fire extinguisher for their Meeting Suite which can be ordered via the RAI Webshop.
• Visitors to your balcony suite are not permitted to block the walkway outside. If disruption is caused you will be asked to clear the walkway. Visitors are only allowed access during show open hours.
• 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.

MEETING SUITES PACKAGES

Package 1 – Ready to occupy Meeting Suite includes (based on 16sqm):

• Standard white shell scheme walls (2.5m high)
• Option to upgrade and add graphics to wall panels
• Company name and meeting suite number
• Ceiling plinth of 10cm for stability and lights
• 1 x lockable door
• 1 x window panel (1m wide x 2.5m high)
• Dark grey carpet (colour can be changed)
• 1 x 3kW (13A) daytime power supply including one double wall socket
• 4 x LED spotlights
• Furniture package: table and chairs for 8 people, 1 x lockable cabinet, 1 x waste bin
• Basic stand cleaning

Access from 08:00 on Wednesday 10 September is included in your package.

Package 2 – Bespoke Meeting Suite includes (available from 40sqm):

• High quality stand build with white walls (2.5m high)
• Option to upgrade and add graphics to wall panels
• Company name and meeting suite number
• 1 x lockable door
• Dark grey carpet (colour can be changed)
• 2 x 3kW (13A) daytime power supply including one double wall socket
• LED spotlights - one spotlights for every 4sqm
• Basic stand cleaning

Access from 08:00 on Wednesday 10 September is included in your package.

• Package 2 Meeting Suite exhibitors must maintain a quiet environment within their hall, please bear this in mind when customising your suite.
• Raised floors are permitted within the Meeting Suites. Please ensure to include any raised floors, adding ramps where necessary, in your stand designs when sending these to Abraxys.
• Exhibitors wishing to incorporate a reception desk as part of the Meeting Suite, must ensure that the reception desk does not obstruct the aisles. Reception desks built within the meeting suite should have a 1m gap either side between the closed walls.

 

CONTENT EVERYWHERE (CE) Meeting Room Package:

Content Everywhere Meeting Room includes (based on 12sqm):

• Premium shell scheme meeting room
• Company name and meeting room number
• 1 x lockable door
• Frosted window panel
• 2 x 3kW (13A) daytime power supply including one double wall socket
• Furniture package – 2 x rectangular table, 8 x chairs and 1 x waste bin
• 3 x LED spotlights
• Carpet
• Basic stand cleaning

• A Wi-Fi connection is included into your package. We will share the SSID and password at the start of August. Please order a Wired Internet Connection for any critical systems and/or activities regardless of any W-Fi connectivity you may have in your stand package. Although the RAI and IBC aim to provide a stable bandwidth and connection, the Wi-Fi networks may be affected by your stand/equipment being used, others stands/equipment around your location or any unauthorised W-Fi networks being used in your hall. Therefore, we would always recommend ordering a wired connection, from the RAI Webshop, for any critical systems and/or activities you are planning on your stand.

• If you wish to order a wired internet connection, these can be ordered via the RAI Webshop. The Early Bird rate internet ordering deadline is 21 August which is also the final ordering deadline for guaranteed delivery.

Meeting Suites Access Times:

WEDNESDAY 10 SEPTEMBER	08:00 - 22:00	Final day of stand construction – Space only, double decker, space only balcony suite.
	08:00 - 22:00	Shell Scheme stand build-up begins (including Meeting Suites, pre-built Balcony Suites and Pods).
	08:00 - 18:00	Early access for Outdoor Exhibit build-up – form available via Task Management.
	15:00 - 15:30	Exhibition hall lights will be dimmed to allow exhibitors to test the lighting on their stand.
THURSDAY 11 SEPTEMBER	08:00 - 18:00	Technical Setup Day – Take a look at our Technical Setup Day article for more information.
	08:00 - 18:00	Outdoor Exhibits build-up.
	15:00 - 15:30	Remove and dispose of plastic covering from stand floor and furniture to allow for cleaning.  Exhibition hall lights will be dimmed to allow exhibitors to test the lighting on their stand.
	18:00	Aisle carpet and floor graphics will be laid during the evening.  Stand construction and decorating must be completed and no more materials will be permitted into the halls.
	18:00 - 22:00	Late working permitted for technical setup/testing only with advance approval.
FRIDAY 12 SEPTEMBER	07:00 - 10:00	Staff briefings only.   No stand construction, decorating or technical setup permitted.

 

CEILING COVERAGE REGULATIONS

If you wish to arrange a ceiling for your Meeting Suite, please contact [e-mail]. 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. Meeting 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 Meeting Suite ceilings allow smoke through easily so that there is no, or a very short, delay in smoke reaching the smoke detector. 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.

Stand Plan Submission

Package 2 Meeting 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 to Abraxys, our appointed Stand Plan Inspection agency by 20 June to obtain 'Permission to Build’ certificate.

If you need to submit a stand plan, take a look at our Stand Plan Submission Guide for more information on the process and costs!

This information must be read in conjunction with:

Event Venue Regulations

Health & Safety Rules for Working Onsite

Permissible Stand Build Materials