Shoptalk Europe 2022 Exhibitor Resources
Space Only Stand Build Regulations:
All exhibitors must abide by the Space Only regulations as outlined below:
- All stand builds must comply with eGuide regulations.
- The design of the stand must be as such that it can be erected and dismantled within the time available. Only in exceptional circumstances will working within the halls outside the published timetable be permitted. There will be an hourly charge for late working.
- At all times Local Authority/HSE decisions are final and all work must be carried out in compliance with the relevant regulations.
- ALL exhibitors must ensure that they, or their Stand Build Contractor, submit the following:
- Risk Assessment for the build and breakdown period
- Method Statement
- Construction Phase Plan
- Stand Plans
- Fixings to Building Structures - all stand construction must be completely self-supporting and no fittings, rigging or painting may be made to any part of the permanent structure, columns, flooring or fittings of the hall. Any damage or discolouration to the exhibition hall will be invoiced to the exhibitor.
- Under no circumstances will exhibitors be permitted to display company names, logos, lettering or branding of any kind, on to the rear of party walls overlooking neighbouring stands.
- On dividing sites, space only exhibitors must supply, erect and decorate walls facing onto their stand areas and gangways up to a minimum height of 2.5m. The reverse of all walls higher than 2.5m are to be painted/finished to an acceptable standard in white.
- Space only exhibitors must supply their own walling and must not use the backs of walls provided by other exhibitors.
- All stand structures, signs, exhibits, etc., must be confined within the area allotted and may not project into or over the gangway.
- All work must be carried out using non-flammable material – see Fire Resistant Materials below for further information.
- Wherever there is a risk from overhead working, hard hats must be worn. All contractors and exhibitors working on these stands must wear hats that conform to BSEN397.
The Exhibition Halls, during build-up and breakdown (Construction Phases) are considered to be a CDM site. Therefore no person should attempt to access the halls without having previously been made aware of the Site Rules Information. Each exhibitor has a responsibility to distribute the information held within this document to any person who they cause to be onsite during these Construction Phases. This is vitally important and access to the Hall may be refused to any person who is unable to confirm that they have seen and understood the Site Induction Information, meaning that your build could be delayed unnecessarily.
All space only stands (and any shell scheme stands where an exhibitor commissions any construction work within) are considered to be a CDM Site in their own right – one that is managed by the Exhibitor. This means that, in these instances, the Exhibitor assumes the CDM role of ‘Client’ and must formally nominate a person to undertake the role of a ‘Principle Designer’ and ‘Principle Contractor’ – these roles, in most cases, will be taken by your stand building contractor.
The Principal Contractor must supply a Construction Phase Plan along with your stand plans, Risk Assessment and Method Statement. We have provided some more detailed information below to help you to understand your responsibilities here and the responsibilities of your contractor(s).
The choice of a stand fitting contractor is at the discretion of the exhibitor. The Organisers must be notified of any such contractors using the EAC form. Exhibitors are responsible for all actions of any contractors they employ to work for them at the show. Any damage caused by contractors will be charged directly back to the employing exhibitor.
General Space Only Guidance:
If you are looking for a contractor to build you space only stands, Full Circle, our appointed shell scheme contractor, are able to offer a range of custom build options. For more details please contact Sze Wai firstname.lastname@example.org
Back Walls To Stands and Neighbouring Stands
In the event of the exhibitor’s stand being higher than 2.5m in height, the exhibitor must then cover the exceeding portion of its stand walls/panels that are visible, ensuring that it looks neat and painted in white/a neutral colour.
Exhibitors are not allowed to apply any type of visual elements such as logos, writings or flags on the exceeding area.
All space only stands must supply their own floor covering.
All carpet and carpet tape must be removed at the end of the show and you must ensure your contractor is aware of this ruling. Please note that even if you order carpet directly from a contractor, it is still the exhibitors’ responsibility to ensure the carpet tape is removed at the end of the exhibition. Any charges for the removal of carpet tape left on the floor at the end of breakdown will be passed directly to exhibitors.
Other forms of fixing to the hall floor, such as cable clips, nails and bolts are strictly prohibited. Any charges for damage to the floor caused by these fixings, or by unsuitable carpet will be passed directly to exhibitors.
Exhibitors with adjoining blocks of stands will not be permitted to place their own carpet in the gangways.
A complex structure is any form of construction of any height, which may require input from a structural engineer. It is the responsibility of the stand designer to determine whether the construction is complex or not.
Examples of Complex Structures:
- Any part of a stand or exhibit which exceeds 4m in height
- Suspended items (does not include banners) e.g. lighting rigs or signs
- Sound/lighting towers
- Temporary tiered seating
- Platforms and stages over 600mm in height and all platforms and stages for public use.
If your stand design falls into any of the above categories then it will require approval from the Organiser’s appointed structural engineer. To provide this service the Organisers will charge a rate of £232 + VAT per stand. Please note that plans for complex structures will not be accepted for approval after 22 April 2022.
If you are building a storeroom /office, doors must have a minimum clear width 800mm; however, it is recommended that double doors are used for at least one of the exits in order to accommodate larger types of wheelchairs.
Doors must display a suitable exit sign overhead and have a vision panel with a zone of visibility of between 500mm and 1500mm above the floor.
Doors should open outwards in the direction of escape and be suitably recessed so they do not protrude into gangways
All electrical requirements must be arranged directly with Full Circle (view order form here), the appointed electrical contractor for the event.
Please note that power will not be available for use during build up and breakdown unless temporary supplies are arranged for these periods. Power to stands will be switched off each day, 30 minutes after the close of the event.
Floor Loading Restrictions
The transportation and location of heavy exhibits/structures must be confined to certain areas and conform to the weight limits for those areas. If you believe you may exceed these limits you must contact the Organisers in advance of the show so an engineered solution can be found.
If you intend to bring any piece of equipment into ExCeL London or build anything that has a point loading that exceeds 12 tonne, you will need to inform the Organisers in writing at least 30 days before the event. Email email@example.com
No fixings of any kind can be made to the hall floors unless ordered directly via the venue.
It is the responsibility of the exhibitor to ensure the stand is being built to the correct marks. If there is any doubt regarding the allotted floor space, please check with the Organiser’s Office before commencing any building work.
If you intend to do any construction work onsite, please be considerate to others, e.g. please do not paint or work on other stands and please be aware of any dust or noise generated by your work and keep this to a minimum.
All space only stands should clearly display their stand number as part of their stand build.
Modular or "Pop Up" displays (unless expressly designed to do so) cannot be used as the only stand construction on a space only stand. Appropriate walling must be ordered to separate the stand from its neighbour(s) and to give an acceptable level of dressing.
If you intend to lay a platform before laying carpet, it must be of natural timber with a minimum thickness of 25mm nominal. Wood, chipboard or block board used for a floor must be a minimum thickness of 18mm.
The general height of platforms should be 100mm. We advise that any platform should not exceed 170mm in height (one step) and consideration must be given to accessibility for people with disabilities and apply with DDA regulations.
Platforms higher than 600mm are regarded as a complex structure and must be submitted with proof of structural integrity. Traps must be cut into platforms to provide access to the electricity and other service boxes in the building floor.
Open corners of stand floors and platforms should be splayed, rounded or angled, if not protected by heavy exhibits, to avoid sharp corners and tripping hazards.
Any raised platform on your stand should have a clearly outlined edge. The edge needs to be a contrast from the main floor covering so the edge can be clearly seen.
Under The Equality Act (Formerly the Disability Discrimination Act) exhibitors have a duty to make reasonable adjustments to ensure all persons are able to access their stand and products.
Please consider the design and layout of your stand in the planning stages, to take into account access onto your stand, i.e. by providing a ramp for wheelchair users, if you build a platform.
If you build a ramp, the minimum width for the access ramp is 1500mm. The gradient should be no greater than 1:12. The surface of any ramp should be imperforate and non-slip in texture. Any ramp must have minimum clear headroom of 2m throughout.
Substances of a solvent nature are not permitted to be used in the halls due to the lack of sufficient air circulation to omit the odours from the workspace. Please note that any product used onsite omitting a solvent odour will be removed.
Any sub-contractors that are employed to work with the exhibitor’s contractor will need to be informed of these regulations and the Site Induction Information before attending the site. They will also need to have a suitable Health and Safety policy, have been provided suitable training to their staff to carry out their tasks safely, and can produce a sufficient Risk Assessment, Method Statement and Construction Phase Plan.
Stand Plan Submissions
Stand designers have a legal duty to ensure that the stands are designed to be fit for the purpose intended, structurally sound and safe to build, use and demount without any undue risks.
To ensure the safety and suitability of all stands at the event, you will need to complete the Stand Contractor Appointment form to notify us of who will be carrying out your stand build. In addition either you or your appointed contractor will need to submit the below listed plans and information to our stand plan approval contractor, Essential Events, by 22 April 2022, so that these can be checked and approved. Please email Fiona Abbots on firstname.lastname@example.org.
Plan submission requirements:
- A copy of the plan view, showing dimensions and positions of walling, features, major exhibits and demonstration areas
- Plan showing the location (and orientation) of the stand within the exhibition hall
- Elevations with full dimensions, including full steelwork and staircase details (if applicable)
- Width and position of gangways within the stand
- Specification of materials used
- A Risk Assessment (to include fire hazards), Method Statement and Construction Phase Plan
- Onsite contact details for your stand builders/designers
- Copy of your stand contractor’s insurance certificate (Public Liability and Employer’s Liability cover)
Your plans should all include a reference of your stand name and stand number and be produced for this event, it is not permissible to submit information for past events.
Only once you have received your authorisation to build form can your stand plan be considered approved. It is therefore advisable to submit plans as soon as possible. Please be aware that once the authorisation form has been issued, any changes or amendments to the build will need to be re-submitted for approval.
If you have any queries about the plan submission process, please contact Essential Events directly - Fiona Abbotts email@example.com
If your stand is complex, in addition to the items listed in the stand plan requirements above, you will also need to provide:
- Structural calculations (must be in English)
- Written confirmation from an independent structural engineer, with adequate professional indemnity cover, that the design is safe for its purpose (must be in English)
- Complex structures will also require onsite sign off once built. This will be arranged by Shoptalk Europe and will be subject to an onsite inspection fee of £232 + VAT.