For help with this information, please contact support@ibc.org.
AERIAL DRONES
Static aerial drones are permitted at IBC to showcase the functionality of the product. You can display static drones on your stand without prior permission, providing these are not flown. IBC reserve the right to monitor aerial drone displays and presentations. If you want to fly a drone on your stand, you will need to take special preparations to prevent accidents. You must build a cage to contain the drone(s) when in flight and include the cage details in your stand plan or submit details to Abraxys if you are a shell scheme stand.
You must obtain an official Drone Use Permit from the RAI by 16 August to fly your drone(s) within this cage and you will need to include information about the safety measures you will take when flying your drone(s). Drones flown without the RAI permit will be confiscated for the duration of the event. Take a look at our Services and Deadlines article for more information on Drone Permit Deadlines.
- Aerial drone(s) must stay contained within the boundaries of your stand. Drones are not permitted to enter other exhibitors’ stands or the aisles of the show floor.
- Details of the aerial drone(s) must be included in your Risk Assessment and Method Statement and supplied as part of your stand plan submission or separately if you are a shell scheme exhibitor.
- It is never allowed to fly a drone(s) outside the RAI due to the Schiphol Airport flight path.
AIR-CONDITIONING
Exhibition halls are climate controlled during the exhibition and exhibitors are therefore not permitted to install their own air-conditioning systems. Professionally installed air-conditioning systems can be ordered upon request via the RAI Exhibitor Services. Air-conditioning systems create unnecessary heat preventing optimum use of the RAI cooling system. Exhibitors found to be installing and using own air-conditioning units, will be requested to turn these off, even if these are the correct units. All units must be ordered via the RAI Exhibitor Services. Please ensure the positioning of the air-conditioning units is included in your stand design. The deadline for ordering Air Conditioning is 21 August 2025, take a look at our Services & Deadlines article for more information.
The inclusion of false ceilings on exhibition stands may prevent air cooling from working effectively. False ceilings on stands can create "hot-spots", in particular where lighting, monitors etc. are installed, and therefore should be avoided. To avoid generating unnecessary heat, use of "cold lighting" on stands is encouraged.
AFTER-HOURS EVENTS ON STANDS
Exhibitors are not permitted to bring food and drink into the RAI or have third parties other than the RAI, do so. All catering should be ordered via the RAI Webshop. For tailor-made catering requests, please contact RAI Exhibitor Services - es@rai.nl. Exhibitors are strongly advised to place any catering orders that will require catering staff as early as possible - Deadline for ordering Customised Catering is 21 August 2025.
During the exhibition open days, the daytime power will be switched off at 20:00. All after-hours stand functions must finish by 19:30 and all halls must be vacated by 20:00. Please note the last day of show closes at 16:00.
In some cases, depending on the size of the stand function, the exhibitor may be required to arrange additional security in which case an 'out of hours' security fee will be charged to the exhibitor by the RAI. If applicable, this will be advised to the exhibitor by the RAI Exhibitor Services.
ANIMALS
Animals, with the exception of security dogs used by RAI Security officers, are not allowed onsite. Guide dogs/support dogs are permitted on request.
ANTENNAS & SATELLITE DISHES
A temporary satellite dish location and installation can be requested. Take a look at our Services & Deadlines article for more information on deadlines. IBC’s Verified Supplier Prospectrum will select the location for your satellite depending on the distance between your stand and the line of sight required. Most sites are located on hall roofs. Costs for hoisting and the cable connections to your stand will be invoiced directly to the exhibitor.
Prospectrum services include:
- Hire and installation of (dish) antennas for the reception of Satellite and Terrestrial Broadcast.
- Turnkey solutions including cabling of "Live Feeds" in DVBS, DVBT and DVBC standards.
- Feeds from Astra 19.2 East and Hotbird 13.0 East.
- The provision of all FTA DVBS, DVBS2 and DVBT channels.
- Package Deals incl. roof space, inter-stand cabling and antenna rentals.
- SATTV-Cabling, routing and switching at your stand.
- Specialists on site to support you.
Prospectrum Satellite Services
Jan op den Brouw
Tel: +31 (0) 653 132 745
Email: ibc@prospectrum.nl
Antennas And Satellite Dishes - Cabling
Cable requirements for Antennas and Satellite Dishes. Take a look at our Services & Deadlines article for more information.
Mansveld Expotech
Fred van der Kroon
Tel: +31 (0) 20 312 8080
Email: sales@mx.nl
BALOONS AND HELIUM
Helium Permits are not available. The filling/emptying of helium in the halls is not permitted unless approved by the RAI. Please email es@rai.nl to order helium filling/emptying for your balloons/inflatables. Please note not all balloons/inflatables are permitted. Please complete your H&S Declaration to declare any balloons/inflatables you plan to use.
BUILDING HEIGHT
The following strict height limits apply at IBC:
- NEW - any single storey element above 4m (measured from the venue floor), will be considered complex and will require additional documentation for approval – fees apply. Take a look at our Stand Plan Submission article for more information: Stand Plan Submission.
- Separation walls - minimum 2.5m and maximum 4m (inclusive of any platforms and flooring)
- Separation walls for adjoining Double Deckers only - maximum 5m
- Perimeter/outer edge walls and column structures (i.e. 6m or less in length) on the stand edge - maximum 4m
- Logos, structures and/or banners above 4m - set back 1m from the separation wall(s) and 1m from any perimeter wall(s) and outer edge(s)
- Logos are not permitted on the reverse of separation walls
- Internal walls and structures - up to 7m. Please note: 50% of the stand space width applies to any structures above 4m in height - see Skyline Zone section.
- Hanging banners - maximum rig height of 7m from floor level (i.e. top of the banner / truss at 7m). Please note: 50% of stand space width only rule applies to any banners above 4m in height - see Skyline Zone section.
IBC must be notified if it is expected that any part of your stand structure (excluding rigged hanging banners) will be higher than 4m, so it can be taken into account during the allocation of space. If you plan to build above 4m, the tall area of the stand (anything above 4m and up to 7m) will be classed as being in the Skyline Zone. When reviewing stand plans Abraxys will only approve tall structures where the view of other stands is not unduly affected.
CATERING
Various restaurants and catering outlets will be operational during build-up, open days of the show and breakdown. In addition, a number of snack kiosks will be open throughout the IBC halls. Restaurants will not require pre-bookings.
Exhibitors are not permitted to bring food and drink into the RAI, or have third parties other than RAI, do so. All catering should be ordered via the RAI Webshop. For tailor-made catering requests, please contact RAI Exhibitor Services - es@rai.nl. Exhibitors are strongly advised to place any catering orders that will require catering staff as early as possible - Take a look at our Services & Deadlines Article for more information.
CEILING DRESSING - HALL 1 STANDS
The tops of all stands in Hall 1 are clearly visible to all guests visiting the Balcony Suites located on Hall 1 mezzanine level and are also clearly visible from the upper decks of double decker stands. It is the therefore a requirement that the tops of all stands in Hall 1 to be finished off in a neat and tidy manner, hiding all unsightly cabling, wiring and raw woodwork using a suitable and permissible material such as flame-retardant muslin. For more information, see Permissible Stand Building Materials.
CHILDREN
Children under the age of 16 are strictly not permitted anywhere at IBC2025 during build-up, show days and dismantling.
CODE OF CONDUCT & DRESS CODE
IBC will not tolerate harassment of event attendees in any form. All attendees are expected to comply with our guidelines to promote a respectful and positive environment and experience for the duration of the event, including social events and online.
If you experience or notice a violation of this Code of Conduct at IBC, please contact IBC immediately. Reporting of complaints can be emailed to codeofconduct@ibc.org or made in person via the IBC Support Desk, outside the Holland Lounge (above Entrance C).
Take a look at our code of conduct here: Code of Conduct
Event Attire:
- Dress appropriately for a live event and in cases where you will be visible to others at an online event.
- Avoid clothing that could offend other participants or any culture, including images, patterns or slogans.
COPYRIGHT
Any items of technical equipment, furniture etc. that breaches Dutch laws or infringes local copyright or patents are subject to being confiscated by the local authorities. In such cases, IBC or the RAI cannot be made responsible and cannot prevent bailiffs carrying out court orders to remove such items from the exhibition.
DEMONSTRATIONS AND PRESENTATIONS
Space Allocation: Adequate space must be provided for the audience within the stand for any demonstrations. All such activity must be conducted a minimum distance of 1m inset from the stand edge. Use of the aisles for the audience is not permitted. The Fire Officer will curtail any activity that creates congestion in the aisles. If wall-mounted monitors on outer stand walls cause obstructions and congestion in the aisles, IBC may request these to be switched off. If you are showcasing 3D effects, you are required to factor in an adequate viewing distance that does not encroach into the aisles or neighbouring stands.
Live Performances And Use Of Props: If you are performing a timed display of an interactive nature designed to attract a viewing audience by using props, performers or equipment that is airborne, you are required by law to submit a separate Risk Assessment of that activity (in addition to the Risk Assessment of your stand build). Failure to submit an adequate Risk Assessment for the activity will result in the activity being curtailed.
Noise Levels: Noise levels are a major concern with regards to demonstrations, presentations and performances on a stand. Noise levels should never interfere with or restrict your neighbours from conducting business and as such noise levels will be strictly monitored by IBC. Sound reinforcement is sometimes necessary so that the audience is able to hear what is being said. However, sound levels should never infringe upon neighbouring exhibitors or restrict them from conducting their business while your presentation is taking place.
Whenever loudspeakers are being used, they should be pointed downwards and into the stand - never towards or across the aisles. The sound level at the edge of your stand must be lower than 85 dB (A) for speech and lower than 70 dB (A) for music and sound effects. If after a warning from IBC, if any blatant infringement of the above sound level regulation continues, the sound will be shut down and curtailment of power supply to the stand will be enforced.
To help minimise sound level disputes amongst adjacent stands and potential disruption to neighbours, any exhibitor carrying out timed demonstrations on their stand are asked to inform neighbouring stands in their immediate vicinity prior to going onsite of the time and duration of all planned activity. Proactive dialogue between exhibitors will help to pre-empt and in turn prevent any major timing and sound level clashes between stands.
ELECTRICAL SUPPLY
There are important venue regulations governing electrics on stands which must be adhered to at all times. Electricity for stands can only be installed by the RAI appointed electrical contractor Mansveld Expotech.
Daytime Power operates from 08:00 until 20:00 during the open days of the exhibition and is the principal supply for all equipment and lighting on all stands. Continuous Power operates for 24 hours and is intended for use with refrigerators, security equipment, computers etc. Continuous Power must not be used for any form of stand lighting. Therefore, when purchasing Continuous Power, you must also purchase a Daytime Power connection. Service points for all technical connections are situated in the floor of the exhibition halls. Floorplans showing their location can be sent to Space Only exhibitors on request. RAI is equipped with 230V power supplies. If you require 115V, please contact RAI Exhibitor Services so they can assist you with a suitable converter.
Space Only Exhibitors: To order power for your stand, please visit the RAI Webshop.
Shell Scheme Exhibitors: Shell Scheme stands come with 1 x 3KW (13A) Daytime Power supply (incl. 1x 230V double wall socket) and an aluminum LED track light with multiple spotlights (15W) dependent on stand size. The connection of the electrical supply line and the use of Daytime Power (limited to the above-mentioned spotlights and socket) is included in the stand rental fee. For additional power orders, please visit the RAI Webshop.
Hall 5 Content Everywhere Shell Scheme Exhibitors: Content Everywhere Shell Scheme stands come with a basic 1 x 3KW (13A) electrical supply including one double wall socket. For additional power orders, please visit the RAI Webshop.
Build-Up: To order power during build-up and breakdown, please visit the RAI Webshop.
Late Working: If you are working on equipment outside exhibition hours, a power supply is mandatory. Exhibitors are advised to discuss their requirements in advance with RAI Exhibitor Services to ensure that their installation meets the needs for such operations.
Take a look at our Services & Deadlines article for more information on deadlines.
FILMING & PHOTOGRAPHY
- Exhibitors are allowed to film only on their stand.
- No photography or filming is allowed in the Conference areas at any time.
- Press are allowed to film with the permission of the subject.
- Camera crews are allowed to film throughout the exhibition only where a filming permit has been issued by IBC. Please contact IBC Marketing to obtain a filming permit.
- Photography is allowed at the exhibition for personal use only. Photos and/or recordings of stands may require the permission of the exhibitor. Please be aware that it is forbidden to publish photos taken at IBC without the subject’s consent.
- All persons taking photographs should maintain a courteous and non-intrusive approach and must desist if requested to stop.
More information on IBC's official appointed photographer coming soon, please contact support@ibc.org for more information!
Exhibitors may contract own photographers provided that their photographers obtain the necessary badge to gain access to the exhibition halls (please contact IBC Marketing for more information). On Friday 12 September from 07:00 - 08:30 official photographers will be able to photograph stands with full hall lighting on. All photographic and filming rights are reserved by IBC.
FURNITURE HIRE
Furniture can be ordered via the RAI Webshop or from JMT Nederland:
JMT Nederland offer a wide collection of rental furniture and accessories. To avoid disappointment exhibitors are advised to place their orders as early as possible.
RAI Webshop offers a selection of rental furniture as well as various furniture packages for stands.
In the Netherlands it is forbidden to rent, sell or possess imitation designer furniture. Please be assured that rental furniture products offered by IBC’s verified suppliers are their original designs.
HOSTS & HOSTESSES
Hosts & Hostesses can be arranged via the RAI Webshop. Due to shortage of personnel, exhibitors are strongly advised to order hosts & hostesses as early as possible - Take a look at our Services & Deadlines article for more information on deadlines.
HOTEL RESERVATIONS
RAI Hotel Services is the only official housing agent offering hotel accommodation booking service for IBC2025 exhibitors and attendees at special event rates. By booking through RAI Hotel Services, you benefit from a wide selection of hotels and no administration fees or hidden charges. Furthermore, there are no minimum stay restrictions when you book through RAI Hotel Services.
The IBC2025 hotel booking portal is now live – click here to secure your hotel accommodation! We recommend reserving your room(s) early as availability is becoming increasingly limited. For any housing related questions, please contact RAI Hotel Services on hotelservices@rai.nl or +31 (0)20 549 1927.
When booking through RAI Hotel Services, you can be certain that your financial information is secure. Should you be contacted by any third-party company, please inform the IBC Customer Support Team immediately. IBC are not liable for any issues that this may cause.
INTELLECTUAL PROPERTY RIGHTS
IBC upholds a strict policy on intellectual property rights and is committed to ensure these are respected. Intellectual Property rights refers to: Patents, rights to inventions, copyright and related rights, trade marks, business names and domain names, rights in get-up, goodwill and the right to sue for passing off, rights in designs, database rights, rights to use, and protect the confidentiality of, confidential information (including know-how), and all other intellectual property rights, in each case whether registered or unregistered and including all applications and rights to apply for and be granted, renewals or extensions of, and rights to claim priority from, such rights and all similar or equivalent rights or forms of protection which subsist or will subsist now or in the future in any part of the world.
The Exhibitor is strongly advised, where applicable, to consider making a formal application for the grant of a patent or the registration of a design as the case may be. For more information, please refer to IBC Terms of Sale.
INTERNET CONNECTION
The RAI Amsterdam ICT provides various wired internet and network connections. With these connections you can benefit from high-speed internet access as well as network connectivity between stands. This way you can share content with other stands or meeting rooms anywhere within the venue. You are advised to keep your IT specialist on stand-by in case of specific programming or configuration of your equipment. For further information and to place your order, please visit the RAI Webshop. The Early Bird rate internet ordering deadline is 21 August which is also the final ordering deadline for guaranteed delivery.
Wi-Fi: Exhibitors are permitted to use their own official Wi-Fi networks but will need to strictly adhere to the RAI rules on how these need to be set up. Wi-Fi networks setup on stands will be actively monitored daily and any stands not adhering to the rules risk their connections being deactivated. Please order a Wired Internet Connection for any critical systems and/or activities you have on your stand. RAI Amsterdam cannot support any devices you bring yourself or those provided by third parties.
Wi-Fi included in stand packages - 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 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.
RAI Amsterdam cannot support any devices you bring yourself or those provided by third parties.
INTERSTAND CABLING
Mansveld Expotech is the sole official supplier for inter-stand cabling (routing any special signal cables between one stand or hall and another). Exhibitors are not allowed to run cables between stands, under the aisle carpets or over the aisles. Inter-stand cabling can be ordered via Mansveld Expotech. Exhibitors who wish to supply own cables (cables must arrive no later than 1 August) should inform Mansveld Expotech who will quote for the work involved based on the requirements.
Take a look at our Services & Deadlines article for more information on deadlines..
LIGHTING EFFECTS AND AV
During IBC, all exhibition halls are completely blacked out so that sunlight cannot interfere with monitor displays. From Friday 12 September all hall lighting will be turned off so that the only lighting will be that of the stands, monitors and equipment. During build-up the hall lighting will be turned off from 15:00 to 15:30 on Wednesday 10 September and from 15:00 to 15:30 on Thursday 11 September so that light levels on exhibitors' stands can be adjusted.
Audio/Visual Technology: IBC prides itself in providing a blacked-out environment for promoting and showcasing the latest innovative broadcast technology. Many exhibitors show products that are judged by the quality of the picture displayed on presentation monitors, via projection or on large displays. This is one of the many reasons that the IBC exhibition is held in blacked-out halls. As technology advances and new products come to market, the need to balance creative stand design, content display, ambient glare and minimise interference to attendees and other exhibitors becomes ever more necessary. We have set out the guidelines below to help limit the amount of unwanted interference and arbitrary glare from overhead lighting, large format presentation displays, electronic signage and integrated architectural fixtures.
Automated And Moving Lights: IBC prohibits the use of all moving, automated or roving lights or moving gobos as these are deemed distracting and cause unwanted reflections within the halls and from exhibits and overhead rigging.
Static And Architectural: Static or architectural lighting for the enhancement of structural design and the highlighting of equipment or demonstrations is encouraged by IBC, but care should be taken to reduce interference with neighbouring exhibits or displays in opposite or neighbouring stands.
Lighting overspill, bleed or lighting instruments focused outside of your stand area are strictly prohibited.
The use of static gobos is permitted only within the stand area whilst gobo lighting in exhibition aisles is strictly prohibited. The use of high-resolution rigid LED strips, or high-density flexible LED curtains used for architectural lighting, including their use in subtle colour changing, or for the presentation of audio-visual content including the display of animated or static logos are subject to approval by IBC.
Strong neon and flood lighting can be disruptive to adjacent stands and displays, so approval will be required from IBC, whilst care must be taken with their placement and focusing. Intrusive effects including strobe and fast colour change effects are prohibited. If in doubt, please email support@ibc.org to discuss the matter.
IMPORTANT: The use of very low-density LED screens and LED light curtains for audio visual presentation purposes is prohibited on the basis of general interference. To reduce our environmental impact and decrease latent heat, IBC strongly recommend the use of LED/cold lighting technology to allow the air-conditioning system to concentrate on removing the heat generated by technical equipment that is in use at IBC.
Large Projection And Video Displays: The use of sophisticated projection technology including but not limited to high density LED displays with a pixel pitch of less than 10mm, video walls or projection and the presentation of high-resolution full motion content is encouraged by IBC. For definition of pixel pitch see Fig 1 and Fig 2 below.
For large video displays, be they projection or otherwise, care must be taken to minimise heat production, eliminate bleed to neighbouring stands and ensure that line of sight guidelines are adhered to. Due to the nature of large format high resolution LED displays and their high light output, IBC encourage exhibitors to respect neighbouring stands whilst minimising disruption to walkways and aisles.
Care must also be taken in content production as IBC discourage the use of strobe, light chaser and high contrast single-colour effects within LED walls due to its intrusive nature with high light output devices.
Low Density Signage And Displays: The use of electrical signage such as single, bi line or text only LED displays, low density LED screens / bars or LED light curtains with a pixel pitch of greater than 40mm for presentation purposes, messaging and logo displays is prohibited due to health and safety concerns and visual interference to attendees and neighbouring stands.
For definition of pixel pitch see Fig 1 and Fig 2 - 'pixel pitch' is the distance between a red (or green or blue) dot and the closest red (or green or blue) dot on a colour monitor. ALL EFFECTS ARE SUBJECT TO AN ONSITE INSPECTION AND APPROVAL AND IBC DECISION WILL BE FINAL.
MUSIC ON STANDS
IBC and the RAI Amsterdam respect intellectual property (IP). Copyright too is treated as intellectual property in the Netherlands (under the Copyright Act). A licence from Buma/Stemra (Dutch Music Rights Organization) and Sena (the Foundation for the Exploitation of Neighbouring Rights) is required for playing copyright-protected music. If an exhibitor wishes to play music on the stand, they must pay a fee for the performing rights and copyright. This includes live or mechanical, amplified or unamplified music. This licence can be applied for via My Licence. Non-copyright-protected music can be played without this licence.
NOISE LEVELS
Noise levels are a major concern for demonstrations, live performances and events on a stand. Noise levels should never interfere with or restrict your neighbours from conducting business and as such noise levels will be strictly monitored by IBC. Out of respect for fellow exhibitors, it is requested that demonstrations which may generate noise during the event opening hours, are kept to a minimum. All speakers are to be positioned within the stand boundaries and face inwards towards the centre of the stand. IBC is authorized to restrict any demonstrations which do not comply with the regulations. Noise levels will be subject to an onsite inspection.
IMPORTANT: Loudspeakers should always be positioned downwards and into your stand. The sound level at the edge of your stand must be lower than 85 dB (A) for speech and lower than 70 dB (A) for music and sound effects. Please be aware that if after receiving a warning from IBC, blatant infringement of the above sound level regulation continues to occur, curtailment of power supply to the stand will be enforced.
OFF-STAND PROMOTION
Due to the size of IBC, off-stand promotion is not permitted. Exhibitors are allowed to carry out promotional activities on their stands only. IBC reserves the right to send exhibitors and/or their appointed agents, who are found promoting their company, products or services outside their stand space, to return to their stand. Failure to comply with this request will result in the withdrawal of the exhibiting badge and the removal of the individual(s) from the show.
- Putting up/displaying posters or banners in the exhibition complex away from an exhibitor’s stand is not permitted.
- The aisles are to be kept free of any form of promotional materials (e.g. pop-up banners) including Gobo lighting.
- The use of roller blades/segways or other wheeled devices are not permitted anywhere inside the RAI Amsterdam.
- Handing out of helium filled balloons in the RAI Amsterdam is not permitted.
- Handing out material close to staircases is prohibited and those breaking this rule will be removed from the building.
- Handing out or leaving items in or around the registration desks is also prohibited. Items found will be disposed of.
Exhibitors can order lead capture scanners to enable lead generation and digital content distribution from IBC’s verified supplier Captello for information how you can promote your company, please see IBC2025 Promotional Opportunities.
ORGANISERS' OFFICE
The IBC Organisers can be found in the Holland Lounge next to Hall 13 (above Entrance C).
The IBC Support Desk is outside the Holland Lounge (above Entrance C).
Map - coming soon!
PARKING
RAI Amsterdam parking is free during build-up and breakdown days. You must have your Exhibitor registration badge and your contractors must have their Work Pass to take advantage of the free build-up and breakdown parking. To book parking during the show days, please visit the RAI Webshop. Parking is not permitted in the residential streets around the RAI Amsterdam.
Below are the RAI Amsterdam Car Parking fees for the 2025 show days:
1-day parking ticket: Price if purchased through the RAI Webshop: €21.50 excl. VAT.
4-day parking ticket: Price if purchased through the RAI Webshop: €70.00 excl. VAT
Electric car charging points (P1, P4 and P7): €0,24 per kW plus the parking fee. Charging points cannot be reserved.
RAI Amsterdam Lorry Parking fees during the 2025 show days:
Vehicle < 6 mtrs €320.00 (€80.00 per day)
Vehicle > 6 mtrs €640.00 (€160.00 per day)
For information on Lorry Parking and RAI Amsterdam Traffic Regulations, please see Access & Registration – Loading/unloading appointments available in June.
PILLARS ON STANDS
Some stands have pillars on them. If you have been notified of a pillar on your stand, we advise you to add a margin to the measures of the pillar to avoid disappointment on site.
PLATFORMS AND STAGES
If you intend to install a complex stand, we strongly recommend that you lay a raised floor/platform on the hall floor to hide pipe work and cables. This also gives you greater flexibility to where services are pulled through. Those ordering plumbing services must ensure that pipe work does not run through neighbouring stands without their prior consent.
IMPORTANT: The maximum height for any raised floor is 100mm. Any individual raised areas on a stand higher than 100mm will need to have additional step(s) and possibly a balustrade. All platforms intended for visitor access require provisions for disabled access. Please factor in the height of the platform when designing your stand as the combined height of the platform and separation wall must not exceed 4m. When designing raised platforms, minimising tripping hazards is essential and applying a visible warning if a tripping hazard should exist is key.
If you intend to build a partially raised viewing platform/stage of 600mm or higher with visitor access as part of your stand design, you are required to submit plans with structural calculations for loading and stability to the RAI Amsterdam Licences Desk via the Grandstand Build Permit Application to be issued with a build permit.
RAISED FLOOR/DISABLED ACCESS
In an exhibition hall, as with any public area, equal access for all should be at the forefront of any design. To enable all visitors to access your stand, consideration should be given to visitors with reduced mobility. The maximum height for a raised floor is 100mm. It is a compulsory requirement for a stand with a raised floor higher than 40mm to have an incorporated ramp or sloping edges as part of its stand design to create easy access for wheelchair users.
When designing raised platforms, minimising tripping hazards is essential and applying a visible warning if a tripping hazard should exist is key. Open corners of stand floors and platforms should be rounded or angled, if not protected by heavy exhibits, to avoid sharp corners and tripping hazards.
In most cases, fitting sloping edges to your stand’s raised flooring will solve the access issue in the neatest way and would always be a good first choice solution. When fitting a ramp into a raised/platform floor, ensure that the ramp is made apparent by means of a contrasting colour carpet.
For queries regarding the feasibility of safe and adequate provision for wheelchair access within your stand design, please contact Abraxys.
REFUSE COLLECTIONS
Build-up and Breakdown: Exhibitors and stand contractors are required to dispose of all refuse produced during build-up and breakdown using hired containers. Refuse containers should be ordered in advance via the RAI Webshop. Any rubbish left on an exhibitor's stand after breakdown will be charged to the exhibitor.
The RAI recycle paint waste. Stand builders will receive red garbage bags in which they can dispose empty or semi empty paint cans. The red bags are handed out and picked up free of charge. If there is other garbage in these bags, they will not be collected, and the stand builder will be responsible for the refuse. Cleaning of paint brushes in the toilets is prohibited.
The RAI must be informed of any chemical waste for disposal, and this will be collected from stands by the RAI. The waste should preferably be in the original packaging and labelled with the exhibitor's name and stand number. Please contact the RAI Exhibitor Services for the charges involved.
Exhibition open days: Refuse will only be disposed of when it is deposited in the special refuse bags and placed alongside the stand at the close of each day. Refuse bags should be ordered in advance via the RAI Webshop.
Donation Room – some stand items can be donated to the RAI Donation Room at the end of the show. Details on last year’s scheme are available here.
RELIGIOUS NEEDS
IBC will, wherever possible, accommodate religious needs. A Prayer Room where IBC attendees, regardless of their faith, can pray or meditate in a peaceful environment, is located in the Hall 13 basement (next to the RAI Business Centre; best accessible via Entrance D). The Prayer Room has a washroom and two private cubicles which can be closed from the inside for privacy.
RIGGING
Mansveld Expotech is the sole official rigging contractor allowed to access the RAI Amsterdam roof structure to install rigging points. Third parties are strictly prohibited access and are not permitted to install any rigging points. Mansveld Expotech can assist you in working out the correct rigging plan and can advise on the truss materials, motorised hoists and any customised services. Rigging can be ordered via the RAI Webshop clearly indicating the stand position, hanging points required, guy ropes/steel wires, measurements and weights of any objects.
Ceiling Heights: Suspension wires for hanging signs and lighting rigs can be installed in most areas of the halls. In case of height limitations, exhibitors will be advised. Please note that there may not be a suspension point directly above your stand area and support trussing may have to be fitted on the ceiling above your stand. Due to the complexity of this process, extra costs may be charged for suspension points in some areas. Quotes for suspension points and rigging are made on individual basis. For more information, please contact Mansveld Expotech.
Manual And Electric Hoists: Due to Dutch legislation, the use of access platforms for lifting objects of 50 kg or more is prohibited. Mansveld Expotech can make hoists which are certified according to CE and TUV regulations available provided the order is received at least 3 weeks prior to build-up.
Complex Rigged Structures: Stands with complex rigged elements will be required to submit structural calculations to Abraxys. Structural calculations not submitted will mean that complex elements will need to be removed from stand plan design. The Complex Fee is applicable to all complex rigged structures and includes pre-site checks of your drawing and calculations and onsite sign-off during the construction by an independent structural engineer.
SECURITY
IBC provide security cover in all areas of the RAI Amsterdam occupied by IBC (including the Outdoor Exhibits) from build-up through to breakdown. However, IBC are not responsible for exhibitors' equipment.
Hiring Stand Security: As an additional security measure, exhibitors can order stand security via the RAI Webshop. Exhibitors are not allowed to bring their own security staff. Exhibitors are strongly advised to order stand security as early as possible - Take a look at our Services & Deadlines article for more information on deadlines for ordering.
Theft Prevention: It is strongly advised not to leave equipment unattended on stands. It is also advised not to leave valuable items unattended and wherever possible laptops and computers to be taken off-site overnight during show days and secured with appropriate locks during build-up and breakdown. Hiring lockers or having lockable storage rooms on your stand is strongly advised. If any thefts do occur, please report these to RAI Security ASAP who will advise on the reporting process with the local Police. All thefts needs to be reported at the time they occur in order for the RAI and IBC to be able to liaise with the Police.
IMPORTANT: Exhibitors are reminded that overnight stand security may be required for equipment left on the stand after the close of the show on Monday 15 September – this must be ordered in advance. Exhibitors are responsible for equipment on their stand from delivery until collection by CEVA Show freight. For details regarding insurance and indemnity, please refer to IBC Terms of Sale.
SHIPPING & STORAGE
CEVA Showfreight is the official freight forwarder for IBC2025 and have exclusive responsibility for forwarding and handling of all exhibits into and out of the exhibition halls. This covers delivery and removal arrangements, customs clearance and empty crate storage during the event. CEVA are the only company authorised to use mechanical/powered lifting equipment on the loading terraces and in the halls.
Build-Up & Breakdown: Delivery vans are allowed onto the loading areas only when there is adequate space. RAI Traffic attendants in conjunction with CEVA coordinate this.
Courier Deliveries: Courier companies are not allowed to deliver packages directly to stands. All packages must be delivered to CEVA, who will hold them for collection by the exhibitor unless written delivery instructions are provided.
Forklift Trucks: Only forklift trucks, cranes and mechanical equipment operated by CEVA are allowed on the loading terraces and in the halls. Exhibitors and/or their agents are allowed to only move hand-portable goods into and out of the halls
Empty Cases Storage: CEVA are able to remove empty packing cases from exhibition stands during build-up, store them for the duration of the exhibition and return them after the exhibition close. Should any boxes stored with CEVA not be empty and contain items of value, CEVA must be informed in writing at the time of collection. Exhibitors must arrange their own insurance cover for the transit and storage period.
Labour Onsite: IBC do not provide labour for handling/moving/unpacking of goods, etc. CEVA can provide this service.
The full list of CEVA Showfreight services will be available shortly - coming soon!
SKYLINE ZONE
The following rule is enforced and monitored by IBC in the interest of retaining an open exhibition environment and fairness for all exhibitors. IBC reserve the right to enforce compliance and if advised amends are not implemented, terminate any violation to this rule.
Any structures above 4m and up to 7m is classed as in the Skyline Zone. This zone must be as transparent as possible, and it is each exhibitor’s responsibility to ensure that structures in this zone do not unduly block the through-view to the hall and neighbouring exhibitor stands by masking or dominating the surrounding skyline. Any portion of a structure (column, internal wall, hanging banner or a structure erected from the floor) that is above 4m, should not block the view from behind by physically occupying more than 50% of the stand width from any direction. For example, if your stand is 10m x 30m, then the approximate dimensions of a box banner occupying the Skyline Zone should be a maximum of 5m in width x 15m in length.
If a truss is higher than 4m, it is not possible to clad / cover the truss. Beams are permitted with a maximum depth of 300mm with no branding. If you have more than one structure encroaching the Skyline Zone, their combined dimensions should not occupy more than 50% of the stand width.
UPDATE - 12 MAY 2025
Stands with up to 3 open sides:
No full side can be completely closed, unless this boarders a neighbouring stand. Stand walls, on the perimeter of any open side, must be built with at least one third remaining open.
Stands with 4 open sides – island stands:
In addition to the walling rules - at least 50% on two sides of the stand must remain open. The other 2 sides can be built in accordance with the walling rules that a 2m gap needs to be included for every 6m of a perimeter wall.
IBC wants to encourage stands to be open and accessible to all, along with maintaining visibility to neighbouring stands. If you are reusing a stand from IBC2024 that doesn’t comply with the above rules, please contact Abraxys to discuss options before submitting plans for approval – ibc@abraxys.com
SMOKING
RAI Amsterdam is a non-smoking venue. Smoking is only permitted in designated areas outside the halls.
SPACE ONLY EXHIBITING IN A SHELL SCHEME AREA:
Whilst IBC prefer for exhibitors to remain a shell scheme in this area, we do not wish to stifle creativity therefore should you choose to build in these areas, please adhere to the following rules:
- Stands must still adhere to IBC's stand rules and regulations
- Exhibitors must confirm who is building their stand via the H&S Declaration link – available in your E-Zone
- Stand plans can be submitted by you or your stand builder via the Stand Plan Submission Form link – available in your E-Zone
- Exhibitors and their stand builders must supply Abraxys with stand plan designs and the necessary health and safety documentation via the Abraxys Stand Plan Submission Form link
- Stand height must not exceed 3.5m or lower if specified
- Rigging is permitted but must comply with the IBC Skyline Rule (please note that rigging points are limited in shell areas and cannot be guaranteed)
IMPORTANT: No rigging or hanging banners are permitted above Shell Scheme stands.
STAND BOUNDARIES
The stand construction should not go beyond the rented space. Fire points and emergency exits must remain visible and accessible under all circumstances. No part of the stand, exhibit, fixture or fitting including fascias, signs, lighting (including long arm spots), display items ie camera/sound/lighting cranes or booms, corner posts etc, shall project into or overhang the aisle or obscure any fire or exit signs - IBC reserve the right to remove any such item. This rule also applies to the projection of logos onto the floor, which should always be kept within the stand space.
Traditionally, the broadcast industry allows camera cranes and microphone boom arms to protrude from the stand halfway over the aisle, but not further, and definitely never over a neighbouring or opposite stand. Any protruding arms should be over 2.5m from the venue floor and not interfere with anyone walking underneath. These rules exist to ensure that the various stands are built at IBC to produce a harmonious exhibition environment. Exhibitors are therefore advised to contact neighbouring exhibitors to coordinate aspects such as shared walls and presentation.
STAND CLEANING
Cleaning can be ordered on the RAI Webshop here: Cleaning Packages.
All stand packages (Excluding RAI Meeting Rooms) include the Daily Basic Stand Cleaning.
This includes:
- Vacuum cleaning
- Mopping the floor if necessary (excluding stains caused by shoes)
- Cleaning horizontal surfaces of furniture
- Emptying waste bins
- Clean-booth-statement.
You have the option to upgrade to All-inclusive Stand Cleaning. This includes:
- Vacuum cleaning
- Mopping the floor and remove kick marks and stains, if necessary
- Wipe off all parts of furniture - the cleaning of audiovisual equipment and ICT hardware is not included.
- Empty waste bins;
- Washing of all walls and windows including the outside of display cases;
- Removal of stickers and other materials;
- Clean-stand-statement.
The price is per m2.
The RAI kindly ask you to leave your stand tidy so the teams can easily access everything. For example, make sure there are no more dirty dishes on the tables, so that we can clean them.
Extra cleaning service?
If you require extra cleaning services please contact Exhibitor Services - es@rai.nl. We will discuss the options immediately, such as interim cleaning or glass and wall cleaning.
Cleaning of locked rooms
Are some of your stand areas closed off? If so, we can make arrangements so that cleaning can still take place.
For special cleaning requests please contact Exhibitor Services - es@rai.nl and/or the onsite Service Desk.
Cleaning up after the exhibition
After the exhibition you basically leave the stand broom clean and tape-free. As proof, you request a 'stand-clean statement' from the environmental inspector on the spot. If you do not clean up your waste yourself, we will do this and pass on the costs to you.
Note
RAI Amsterdam separates its waste. You can easily order waste bags and containers in our webshop.
STAND NUMBERING
Stand numbers consist of the hall number, followed by a full stop (.) and then an aisle letter (capital) and a two-digit number, indicating the location in that hall. Any letter and two-digit number can appear in any of the halls, so the hall number should therefore always be included with the stand number, e.g. 3.C29 or 10.A34.
Shell Scheme Stands: RAI Exhibitor Services arrange the display of the stand number on all Shell Scheme stands. No floor sticker is provided.
Space Only Stands: Up to two stand number labels will be provided for every Space Only stand.
SUSTAINABILITY
IBC is committed to promoting sustainable practices and recommend the use of reusable structures which will reduce the amount of waste produced at the event. When planning your stand design, please review the sustainability practices of your appointed stand builder/contractor. As an exhibitor your aim to reduce the use of disposable stand materials and replace them with an environmentally friendly alternative using materials that can be reused at future events.
When planning your attendance at IBC, consider the following:
- Stand design – What the elements are made from? Are they made from sustainable materials? Can they be reused or recycled? Are they being removed from the show and responsibly processed?
- Stand re-use – Is your stand being used at multiple events? Can your stand structure be used again? Are you renting or do you own the stand outright? How much is single use and how much is recycled/re-used?
- Graphics – What are your graphics printed onto? Are the fabrics/panels re-useable/recyclable? Are the inks used sustainably sourced?
- Single use items – What % of your stand is single use? If using carpet/flooring, is this being re-used or donated post show? Can you reduce the single use items for the show?
- Stand builder supply chain – Can your stand builders evidence their sustainability? Do they provide data on how sustainable your stand is? How far does the stand have to travel to get to the RAI? Is the labour used to build your stand local to the RAI? How far have they travelled?
- Catering – How sustainable is the catering your hiring? Are the cups/plates/cutlery re-used or single use? Are you giving away single use water bottles or refillable water bottles?
- Literature/giveaways – We encourage stands not to distribute literature and single use giveaways. Are you using QR codes to share information? Are you using a prize-giveaway to promote your stand?
- Travel – Is your travel sustainable? Are you counting the carbon miles for each person? What sustainability initiatives does your hotel promote?
TRANSMITTERS / LICENSING
The highly concentrated use of radio frequency will need to be carefully planned and organised so that all the users can share the spectrum safely without causing interference. It is illegal to use transmitters except under a licence issued by the Netherlands Radiocommunications Agency or where there is a specific exemption from licensing, proved that it fulfils the requirements of the R&TTE Directive. Typical examples of equipment for which a licence is required: radio microphones, wireless TV cameras, PMR equipment, microwave links, satellite equipment, radio and TV transmitters, and remote-control equipment.
Around the RAI vital frequencies are used by emergency services and civil aviation. Use of these frequencies without a licence obtained by exhibitors will not be tolerated and may lead to a fine or confiscation of the equipment. The licence application can be found on the Netherlands Radiocommunications Agency website. The application should be submitted to the Radiocommunications Agency at least two weeks in advance of IBC.
Netherlands Radio Communications Agency
Tel: +31 (0) 88-0416000
Email: communicatie@rdi.nl
UNOCCUPIED STAND SPACE
As per our terms and conditions it is mandatory to occupy your stand at all times. If the Client fails to occupy all or any part of the Allocated Stand Space by the start of the Relevant Event, IBC may deal with that unoccupied portion of the Allocated Stand Space as it thinks fit for the duration of the Relevant Event.
If you have any questions, please reach out to support@ibc.org.
VEHICLES ON STANDS
RAI Amsterdam has strict rules governing the display of vehicles within the exhibition halls. Engine driven vehicles, vessels or machinery will only be permitted to be displayed during the exhibition if specifically agreed with IBC prior to the show. Before being admitted, fuel tanks and pipelines must be emptied and closed with the fuel caps locked and any batteries must be disconnected. This does not apply to vehicles, etc. using diesel oil or other fuel with a combustion point above 55ºC. Battery clamps must be loosened. In case of vehicles in which 230 V interior lighting has been fitted, a plug connection must be used so that in the event of an emergency the current can be quickly disconnected. Diesel engine emissions contain carcinogenic substances (including soot), and the RAI Amsterdam is obliged by law to control exposure to these within the convention centre. Any vehicle on stands need to be declared via the H&S/stand exhibit approval process.
Electric Vehicles on Stands
The following details were added to allow electric vehicles to be displayed on stands:
- Vehicles can drive or be towed into the halls.
- Once in position they must disconnect the battery.
- The ignition key must be at least 5 meters away.
- The car must not be switched on at any point whilst in its final position.
- The car must not be charged within the halls, they cannot be connected to a charger at any point to ensure that there is no electricity running outside of the battery.
- All vehicles must be signed off by RAI Safety.
- This applies to all electric vehicles. Cars, boats, steps, etc.
- You will need to include details in your Stand Plan Submission and the H&S Declaration
Should you want to position a vehicle on your stand, please ensure this is verified by Abraxys as part of your stand approval. Abraxys will advise on the delivery and removal times and processes. Please include your exhibiting company name, stand number and information about the vehicle you want to place on your stand (type of vehicle, dimensions, weight etc.).
WATER & WASTE
To order a water connection and waste-pipe facilities for your stand, please visit the RAI Webshop. Water and waste connections CANNOT be ordered for stands in Hall 14.
There are strict rules and regulations governing the use of ‘open’ and flowing water for stand displays. The presence of sprayed and/or atomised water is strictly prohibited.
For any water features on stands, you will need to obtain an official Water Object Permit from the RAI - Take a look at our Services & Deadlines article for more information on deadlines and ordering.
The RAI Amsterdam Licencing Department will assess whether additional safety measures are needed, such as a Legionella filter. For installing and using a Legionella filter, you will receive a separate quotation from the RAI Exhibitor Services. Any water feature or display must be included on your stand design plan and your Risk Assessment.
WORKING AT HEIGHT
Work at height without preventive safety measures is strictly prohibited and will be stopped if safety measures are not implemented effectively and until improvements are in place. "Live" or "open-edge" working at height is not permitted. Working on an edge will only be allowed as a strictly temporary measure to be kept to a bare minimum and only with the provision of additional safety measures such as fall restraint or arrest systems. All working platforms must have a guard rail, mid rail and toe board. Tools are to be kept on lanyards so far as is reasonably practicable. Static and mobile access working platforms must be fit for purpose. Operatives working at height other than a static working platform designed for that purpose must be clipped on.
For Double Decker stands, as much of the construction as possible should be completed at floor level then lifted into position. This should include decking and the erection of handrails to ensure a safe place of work on the upper level once lifted, avoiding the need to provide additional safety measures such as temporary edge protection and fall restraint or arrest systems.
Mansveld Expotech is the only rigging contractor permitted to install hanging points on the ceiling of the RAI Amsterdam. Exhibitors and/or their contractors are not permitted to make hanging points independently. Mansveld Expotech can assist you with the correct rigging plan complete with the required truss materials and motorised hoists.