EZone Space Only Stands

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EZone Space Only Stands

Exhibitors who have booked a Space Only stand will have an area of empty space on the show floor. Nothing is included in this space, and you should appoint a stand contractor to lay flooring, build walls and design your stand.

Exhibitors are responsible for ensuring that their contractors receive a copy of this Exhibitor Manual. All designs, construction etc must comply with the organisers, venue and Local Authority deadlines and rules and regulations.

PLEASE NOTE: Exhibitors must notify Dime Events as soon as possible with the names of their stand contractor. If you require assistance finding a suitable contractor, please contact Event Supplier and Services Association (ESSA) on +44 (0)1442 285 812, they hold a list of recommended contractors, alternatively for more information please visit their website.

How to Submit Stand Plans?

Failure to submit your proposals by 14.08.20 means that your stand could face delays in obtaining approval. The Local Authority could prohibit your company from exhibiting at the show.

Below are the compulsory forms that you must submit as a Space Only exhibitor. Stand plans will need to be submitted to Dime Events by 02.10.20

  • Construction Phase Plan
  • Method Statement
  • Public Liability Insurance Certificate
  • Risk Assessment
  • Stand Plans inc a 3D visual and elevations to include dimensions and maximum height of the stand

 

Scaled technical plans are available from the operations team showing the location of the floor ducting and any columns; please request these from the operations team. Please remember to include your company name and stand number.

Please consider the following when planning your stand:

  • All stands must comply with the regulations as set out in the eGuide.
  • Stand Numbering: All space only exhibitors must display their company name and stand number prominently on their stand so that they can be viewed from each approaching gangway. This will assist visitors in locating their position within the hall and finding the stands they wish to visit.
  • Travel Distance: Adequate means of escape must be provided from all stands. The travel distances from any part of the stand to the gangway must not exceed 25m.
  • Enclosed Areas: Alternative means of escape and adequately maintained general and safety lighting with exit notices illuminated by both primary and secondary lighting systems must be provided to any enclosed area.
  • Finishing the reverse of any wall over 2.3m in height that overlooks neighbouring stands in a neutral colour.
  • 1/3 of each open side must remain open and no run of walling can exceed 4m in length.
  • On stands with three open sides or less ("part-island stands") the Exhibitor is obliged to erect a dividing wall no less than 2.5m high between their stand and any other stand, and is responsible for ensuring that their Contractor leaves any such wall in a clean and finished state in one colour with no graphics visible from any adjoining stand or gangway

 

Complex Structures

Complex structures are defined as any form of construction of any height, which would normally be designed by an engineer and/or has been found to provide significant risk via a Risk Assessment. Plans to be submitted, together with structural calculations as well as a Construction Phase Plan, Method Statement, Public Liability Insurance Certificate, Risk Assessment and a 3D visual and elevations, as outlined above.

Examples include:

  • Lighting rigs
  • Raised walkways
  • Ramps
  • Sound/lighting towers
  • Stands between 4m and 6m in height
  • Temporary tiered seating
  • Viewing/service platforms 
  • Stand designs that include a platform above floor level to which members of the public s have access; including stand designs that include ramps to platforms of over 600mm.
  • Non-standard rigged items, eg box banners made from plywood.
  • Multi-storey stands, stands with viewing/service platforms, raised walkways, sound/lighting towers, temporary tiered seating.

 

Important regulations for Space Only Stands:

  • Gangway carpet and stand carpet cannot be the same colour unless the stand has a platform and then carpeted. Gangways must be clearly identifiable.
  • All construction materials must comply with the regulations stipulated in the eGuide. (When fixing your own carpet, please note that only venue approved floor tapes may be used. You must remove all carpet tape at the close of the exhibition; charges will be levied for non-compliance.)
  • All stand structures must be completely self-supporting and stable. Direct suspension may not be made from the roof of the exhibition halls, nor may any fixing be made to the structure of the building. Nothing may be drilled, attached or bolted to the hall floor.
  • Decoration materials used for stand dressing must be flame proofed or purchased already treated by use of the appropriate chemical. Please note that artificial plants and flowers are combustible and give off toxic fumes, therefore not acceptable. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such.
  • Doors should open outwards in the direction of escape, those that are on a gangway should be set back so that the door doesn't intrude onto the gangway. All doors should be fitted with a vision panel of clear glazing at sight level (including for wheelchairs) giving a zone of visibility between 500mm and 1500mm above floor level. Doors should also be a minimum of 800mm. 
  • For full details regarding floor loading please contact jessica.elliman@roarb2b.com .
  • The permitted maximum height of a stand will be 4m, or up to 6m based on structural calculations and permission by the Organiser.
  • Lighting rigs will be allowed provided they conform to the regulations governing their use. Here follows a synopsis of these regulations:
    •   Between 6m and 8m from the hall floor but with a minimum clearance of 2m from the highest point of the stand.
    • All structures will be rigged by the Official Rigging Contractor.
    • No graphics or decorative material may be displayed upon the lighting rig.
    • Please contact the Operations Team for more information.
  • Platforms should be avoided wherever possible, in order to provide level access to exhibits and services.
  • Where the use of platforms is unavoidable, they should not exceed 170mm in height (one step) and consideration must be given to accessibility for people with disabilities in compliance with the Equality Act 2010.
  • The distance between supporting timbers of platforms constructed from battens (25mm thick minimum) and sheet materials (plywood or MDF, 18mm minimum), must not exceed 400mm from centre to centre.
  • Platform corners must be splayed, rounded or angled to prevent sharp corners and tripping hazards.
  • Where a bevel edge is applied to the perimeter of a platform, it must be conspicuous.
  • Platforms must be of a strength and stability sufficient to carry and distribute the weight of the stand fitting, stand personnel, visitors and exhibits having regard to the loading limits of floors.
  • When laying platforms on your floor space, please pay special attention to the area marked out for your stand. Failure to build to the marked out area will result in delays to the laying of the gangway carpet, and any additional costs incurred by the Organiser will be passed back to the relevant exhibitor. Please ensure your stand contractors are aware of this.
  • For more information please refer to the guidance in the eGuide.

 

  • Solid walls along gangways edges are not permitted. Stands must be suitably opened so as not to cause offence to neighbouring exhibitors or breach fire regulations. Walls should not exceed 4m in length or at least, 1/3 should remain open. Should you have a wall exceeding these measurements they should either have natural breaks, see-through glazed panels, at least, 1m wide or other such features at regular intervals. Each stand will be assessed individually upon receipt of drawings by the organiser.
  • Stairs, please refer to the guidance in the eGuide.
  • Stand bridging is not permitted

 

Your stand approval is always subject to onsite inspection. A structural engineer will be on-site during the build period to inspect ALL space only stands in addition to those stands classed as complex. All complex stands must be completed by 14:00hrs on the last build day in order for the sign off to be completed and the certificate issued. For all complex structures a fee of approx. £350 + VAT will be charged by Roar B2B direct to you or your contractor to cover such on-site assessments and certificate costs. Please make sure that your contractor is aware of this charge in order to avoid delays in construction approval

 

  • Welding will not be permitted unless a hot work permit is obtained from the Venue, subject to advance submission of a method statement and risk assessment before any work is carried out on-site.

 

Electrics

All electrical equipment and exhibits must be guarded to prevent accidental contact with live terminals. Items intended for use on stands must be PAT tested and labelled accordingly.

Electrical cables must not be run under carpet or up stand fitting support posts. Cables on the floor which may be walked on must be protected by conduit or with protective ramping (tape is not acceptable).

All on-site electrical work must be carried out by a qualified, competent person and inspected by the appointed electrical contractor GES, prior to energising. Testing charges will apply.

Use of the venue’s electrical sockets is not permitted and cables must not cross gangways. Once power has been energised during build-up, it will be switched off each night, including the pre-open night. If you need power overnight, you will need to order a 24 hour supply from GES.

Extension leads may be used to provide multiple socket outlets.

These must not exceed 4 sockets and a cable length of 2m (uncoiled) Extension leads MUST NOT be chained together. ONE EXTENSION LEAD IS ALLOWED PER SOCKET ORDERED. The power used for appliances via the extension lead should not exceed the wattage of the power socket ordered.

Power to your stand will be switched off 30 minutes after the show closes each day and will not be switched back on until the following morning.

On the last open day, power will not be switched back on after the show closes under any circumstances, due to the hazards presented during the breakdown of stands. If you need a supply beyond this time, please arrange this with GES the electrical contractor.

All electrical installations must comply fully with the eGuide.

Lighting

Exhibitors own light fittings must be secured using clips or heavy-duty electrical ties and earth bonded appropriately. Light fitting flex must not be left hanging in coils or wrapped around any part of a metal structure. Cable ties must be used to secure flex to the structure.

Spotlights/floodlights/halogen lamps, etc must be guarded and mechanically fixed, so as to prevent risk of injury to persons. All lighting must be kept at least 300mm away from muslin/fabric ceilings and other combustibles. Lighting circuits must not exceed 1,000 watts. They must not be looped or connected to power circuits.

How To Order Power

Complete the Electrical Order Form and submit together with the positioning diagram and 100% remittance

All questions regarding power requirements should be directed to GES.

GES provide standard 3-pin English 13A socket-outlets, but with four different power ratings. The list below indicates the type of equipment that can be used with each of the power ratings:

500W Socket is rated at 2AMP and can supply the following:

  • One computer [or 2 x laptops]
  • A small domestic fridge
  • Four mobile phone chargers
  • Table lamp
  • Television and video or any combination of the above using a single 4-way extension (maximum length 2m) subject to a total load of 500W

 

1000W Socket is rated at 4 AMP and can supply:

  • Small domestic coffee machine (750W – 1kW)
  • Small domestic steamer (900W – 1kW)
  • Small microwave cooker (750W – 1kW)

 

2000W Socket and 3000W Sockets are rated at 10 AMP and 13 AMP and can supply:

  • Jug Kettle (2kW – 3kW)
  • Catering coffee machine (1.5kW – 3kW)

 

The list indicates individual items that can be used with each socket, with the exception of the 500W socket above. All sockets are supplied on daytime power only unless 24-hour continuous power is requested and quoted for.

Actual power requirements will vary dependent upon the  individual equipment  used.  All electrical  equipment has a Rating Plate that shows its power consumption in Watts (W) or kilowatts (kW). You should carefully examine all equipment to be used  and  calculate the  exact  power usage  AND  the positioning  of electrical items on the stand before ordering your electrical power requirements.

Additional power requirements ordered onsite will incur a 20% surcharge on the standard rate.

Exhibitors MUST provide a positioning diagram showing the required position of sockets/lights. Should electrical items installed by GES require moving onsite a fee per item moved will be charged.

Exhibitors requiring a main only supply with a cee-form connection for machines or own distribution should contact GES directly for a quotation.

* Island sites will require an independent main supply as per venue regulations.

Floor covering

Space only stands do not include floor covering and exhibitors must make their own arrangements. Please see the Floor covering section of the forms for suitable options.

The Exhibitor will be responsible for any damage to the floor coverings, in or around the stand. Any damage caused to the carpet by an exhibitor or their contractor will be replaced and the cost of replacement charged to the Exhibitor.

 

Covid19 - Space Only Information 

As we plan for large scale events to open around the UK, we must first ensure that we endeavour to put in place, so far as is reasonably practicable, measures to provide a level of protection from Covid-19 for all participants.

Where the following items are compulsory they MUST be adhered to. Failure to do so will result in you being refused access onto site.

Once on site, again, should the directions, described as compulsory below, NOT be adhered to, you WILL be instructed to leave site. There will be a zero-tolerance policy in place, so please read carefully.

Prior to the event

• Revisit your plans and documents. What is the minimum number of staff who can build the stand safely and within the time constraints? We would advise where possible, simplifying the designs to enable this. ADVISORY

• Submit a new Risk Assessment and Method Statement, taking into account how you will manage and minimise the risks to yourselves and others, from Covid-19 during the build and break phases. COMPULSORY

• Check your Insurance. Is your ELI and PLI covering you, your staff and 3rd parties, sufficiently? If in doubt, contact your broker. COMPULSORY

• Have you supplied enough PPE to your staff for the job? These must include anti bacterial surface cleaners and disposable cloths, hand wash/sanitisers and face masks. COMPULSORY

• Are you using overseas contractors? If so, it is YOUR responsibility to prove, in advance, that they have been in the country for more than two weeks prior to site, and have quarantined since their arrival where Home Office regulations require it.  If this cannot be proven, they will be refused access to site. COMPULSORY

  •  Badges should be ordered for all staff working during build up and break down in advance of the event.  All registered parties will be sent a 'Print at home' badge to access the event halls. 

 

At the event

• Checks will be made on arrival to ensure that you are complying with, or intending to comply with, the contents of these instructions.  COMPULSORY

• We understand that social distancing will be very difficult whilst involved in stand construction, however wherever possible, closer contact than 1m apart, should be avoided. On the occasions where this is impossible, the time in closer proximity should be limited and face coverings should be worn. ADVISORY

• We also understand that the wearing of face masks or face coverings can be uncomfortable whilst involved in heavy work. However, t is STRONGLY ADVISED that face coverings be worn whilst on your stand and working with your own company. ADVISORY

• Movement around the venue from your stand should be kept to a minimum and direct from A-B and back with no other interaction with others, unless that is your purpose. If so, that interaction should ONLY be for reasons of operational necessity, i.e, ordering services or organiser queries, and 1m social distancing MUST be observed. Whenever moving around the venue off your stand or engaged in the interactions described above, face coverings MUST be worn. COMPULSORY.

• Where possible, do not share items between you, such as tools, drinks or any other commodities. Ensure that a regular cleaning regime of regularly touched surfaces is in place and observed. COMPULSORY

The above information may be liable to change, dependant on the updates from the UK Government and SAGE. Each Venue may also introduce separate measures which will also have to be implemented. Should you have any queries, please contact the Organisers or the Dime Events H&S Helpline, 01799 281400.