Space Only Stand Build - Rules and Regulations

This information must be read in conjunction with:

Event Venue Regulations

Health & Safety Rules for Working Onsite

Permissible Stand Build Materials

SPACE ONLY STANDS

All Space Only stands excluding Hall 14, Balcony Suites and Double Decker stands.

Space Only exhibitors can appoint a Contractor of your choice to create a stand to fit your brand image and budget. Please ensure that you and your contractor(s) fully understand and adhere to the below build rules and regulations. These regulations are in place to create a safe and conducive environment for all, ensuring that Space Only stands are built as non-blocky structures and do not obstruct the visibility of neighbouring stands. IBC welcomes creativity and innovation, and all stand designs will be reviewed with this in mind whilst ensuring rules are enforced as fairly as possible with an unbiased view. IBC reserve the right to refuse designs, or request amendments to designs, which in their opinion may have a detrimental effect to neighbouring exhibitors or the overall look of the exhibition.

Contents:

BUILDING HEIGHT	ELECTRICS	STAND BOUNDARIES
CEILING COVERAGE REGULATIONS
DOORS ON STANDS	SEPARATION WALLS	STAND PLAN SUBMISSION
EARLY ACCESS	SPACE ONLY IN A SHELL AREA	WALL LENGTH

BUILDING HEIGHT

Take a look at our Event Venue Regulations for more information on Building Height.

CEILING COVERAGE REGULATIONS

In order to ensure a quick response in a state of emergency the smoke and fire alarms in the venue, covered ceilings of any internal rooms built into stands, need to function and be accessible. Enclosed rooms/sections of the stand 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.

DOORS ON STANDS

All doors on a stand should open inwards and must have a vision panel. Vision panels must have a clear, see-through, fully transparent element in their design. For example, a fully frosted panel with round transparent hole in the middle or, to retain an element of privacy, a vision panel made up of alternate transparent and frosted stripes. If 100% of your vision panel is fully frosted and opaque, it is not classed as a vision panel and will not be allowed. In some exceptional circumstances it may be deemed safer for a door to open outwards and as such, you will be advised on an individual basis by Abraxys.

IMPORTANT: It is not permitted, under any circumstance, for a door located on a stand edge to open directly into an aisle. These must always open inwards to the store, server or meeting room area and adequate provision in your design needs to be made for this. Any door found opening outwards onto an aisle will be required to be altered on site. If you have any genuine concerns as to whether this can be achieved, please contact Abraxys.

EARLY ACCESS FOR BUILDUP

Space Only Exhibitors requiring an extra day's build-up are allowed to move into the exhibition halls from 08:00 on Thursday 4 September at a charge of £15+ VAT per square metre of rented space. Early access must be requested via the Early Access for Build-up - Space Only Stands Form available via the E-Zone by 16 August to allow IBC to plan the build-up schedule accordingly. There are significant advantages in applying for early access as unloading is easier and more efficient. For the build of double-decker structures early access is essential. We also highly recommend early access for those exhibitors rigging large lighting trusses.

Please note that all invoices will be sent to the exhibitor directly as IBC hold the contract with the exhibitor. Stand builders can pay the Early Access fee by credit card only - please email [e-mail] to obtain a credit card authorisation form. The fee must be paid in full before the Early Access is granted.

ELECTRICS

Electricity for stands can only be installed by the RAI Amsterdam appointed electrical contractor Mansveld Expotech. Please refer to the Health and Safety section for important venue rules and regulations regarding Electrical Safety and ensure your technical installation crew pay particular attention to the power installation and distribution.

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 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. Please note that RAI is equipped with 230V power supplies. If you require 115V, please contact [e-mail] so they can assist you with a suitable converter.

Electricity supply for your stand can be ordered via the RAI Webshop. If working on equipment outside of exhibition hours, an electricity 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.

Attention to details such as power cable diameter, power cable tidiness, proper earthing/fusing and addition of filtering to ensure harmonics (e.g. from lighting dimmers) are not returned to power source. In addition, special attention to earthing is required where a transformer is used to deliver a 110V feed. Mansveld Expotech recommend that the diameter of the neutral conductor within a three-phase distribution has the same thickness as the combined three live conductors.

Exhibitors may be required to install a raised floor to accommodate cabling, so this should be taken into consideration when designing the stand. Electrical connections must not be made under raised floors.

SEPARATION WALLS

Space Only exhibitors must construct their own freestanding separation wall(s) between their own and adjoining stand(s). These should be minimum 2.5m high and maximum 4m high. The maximum height of any separation wall must be measured from the venue floor and must include any raised flooring and/or platform. All walls must be self-supportive - cross bracing to a neighbour's wall is not allowed.
 

IMPORTANT: Where separation walls are constructed over 2.5m in height, it is the responsibility of the exhibitor constructing the wall to neatly dress the rear of the separation wall down to a height of 2.5m in a neutral colour, in harmony with the design of the adjacent stand as agreed by the neighbouring exhibitor. We ask any exhibitor whose separation wall is higher than 2.5m to notify their neighbour of the height of their wall and agree on the design treatment to the back of the wall. Logos and branding are not permitted on the rear face of separation walls when these walls overlook neighbouring stands.
 

If your separation wall is lower than 2.5m, you must be aware that your neighbour's wall below 2.5m will be unfinished on the reverse and will be visible above your stand. It is therefore your responsibility to contact your neighbour to discuss your respective wall heights and to reach an agreement to ensure all separation walls are finished off in a neat and tidy manner. Contacting your stand neighbours well in advance of the show eliminates any potential issues onsite with adjoining wall heights. This allows the opportunity to address and modify any stand design elements beforehand to achieve the best and most professional look for your stand. IBC will be happy to provide contact information of the neighbouring exhibitor(s) upon request. IBC strongly advises you to record any such agreements between stands in writing.

SPACE ONLY STAND IN A SHELL SCHEME AREA

Whilst IBC have a preference for exhibitors to remain as shell scheme in this area, we do not wish to stifle creativity so should you choose to build in these areas, you will need to adhere to the 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 PLAN SUBMISSION INFOMATION

All Space Only exhibitors must submit fully detailed and scaled technical plans to Abraxys for approval on compliance with the rules and regulations set out in the IBC Exhibition manual, along with the structural soundness and venue and EU health and safety regulations, including the use of venue and EU permitted stand build materials and electrics.

Exhibitors are reminded that it is their responsibility to ensure the stand design and build conforms to the appropriate venue and EU health and safety regulations and the use of venue and EU permitted stand build materials and electrics.

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!

WALL LENGTH

For health and safety, solid runs of stand walls exceeding 6m in length along gangway edges are forbidden - walls need to have natural physical breaks of 2m wide gap every 6m. Walls should be stepped in 1m if above 4m and maintain an open design. The use of glazing panels instead of a physical break in the walling will not be allowed as they constitute a physical barrier. It is generally accepted that an inviting environment is created by an 'open architecture' with minimal outside walling and a structure built in the middle of the stand. This is to avoid interfering with the overall view of the halls, mask or block neighbouring stands or hinder visitor traffic on the stand. Designs should ensure that neighbouring stands will not be blocked from view by long runs of walls. IBC reserve the right to curtail any violation to this rule.

This information must be read in conjunction with:

Event Venue Regulations

Health & Safety Rules for Working Onsite

Permissible Stand Build Materials