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Venue & Safety Regulations

Please CLICK HERE for a comprehensive document detailing all of the Venue regulations. It is very imperative that you read this information.

All Exhibitors and Stand Contractors must read and conform with the stipulations that are stated in the Fiera Roma's Risk Assessment - please CLICK HERE for this document. 

Hall Access 
The venue is accessible only to persons in possession of a Fiera Roma Permit contractors badge for Build Up - Friday 21st September & Saturday 22nd September and for Breakdown, Wednesday 26th September (after 4pm) Thursday 27th September.  Exhibition Badges will not be valid for this period and you must register if you wish to enter the halls. Exhibition Badges will be valid for Sunday 23rd September Build up and for the Event Only.  
 
Permit Contractor badges must be ordered through the Fiera Web shop and can only be done by the exhibitor who must then register the Stand Builders details for the badge link to be sent on to the contracting company.
 
The Permit Contractor Badges must be collected in the East Entrance. If you have not registered before the event, you will be expected to complete the details onsite which will delay you or your builders entering the hall straight away.
 
For security reasons these badges must be worn at all times in the hall and should only be used for build up and breakdown.
 
Exhibitor badges can be collected at the registration area from Sunday 23rd September 8am.
 
The halls will remain closed overnight and will open at 8am to exhibitors and close at 5.30pm. Exhibitors cannot remain within the halls after this time as the halls will be locked.
 
NO Events/ functions can be held on the exhibition stands after the event closes on event days including build up and breakdown.
 
Personal Protective Equipment - PPE
We the Organisers have a policy for PPE and all elite venues in Europe also follow the guidelines, this is to ensure you and your staff are properly equipped for the building of the stand and to make sure safe working practices are followed. Items that are recommended based on the work that you may undertake on the stand include Protective Gloves, Respiratory protective equipment, Fall arresting devices (mandatory on platforms), Goggles/Visors, Hearing Protection (dependant on conditions and equipment) 
 
High Vis Vests
All contractors/exhibitors are required to wear high vis vests if they are working at height on space only stands.
 
Footwear
During the build up and breakdown periods people working in the exhibition halls, meeting rooms and lounges MUST wear safety shoes. Safety shoes must bear a CE mark and be classified in classes S1, S2 or S3. Safety shoes should be maintained and repaired.
 
Safety Helmets/Hard Hat Areas
Stand builders working at height - (above 2.5m) - Mandatory Regulation
It is the duty of every employer or those who have control to ensure head protection that prevents the head from vertical and side impact is worn where there is a foreseeable risk injury to the head. The ideal helmet is one that complies with both EN 12492 and EN 397. In areas below people working at height and adjoining gangways there is a significant risk of injury from falling objects and these shall be designated “hard hat “or “areas where hard hats must be worn”.
An approved safety helmet must be worn in the exhibition halls during build up and breakdown
This is a mandatory requirement.  Operation Managers will be monitoring the hall floor during build up and reserve the right to close down a working area if this ruling is disregarded.
 
SAFETY EQUIPMENT CANNOT BE PURCHASED AT THE VENUE AND MUST BE PROVIDED BY YOU THE EXHIBITOR OR YOUR CONTRACTOR
 
Insurance & Fire Extingusher - NEW MANDATORY REGULATION
All exhibitors are required to have the insurance and a fire extinguisher on thier stand provided by the Fiera Roma, this is a mandatory requirement and will cost 110 euro
Fiera Roma Srl arranges for insurance coverage of all exhibitors* by means of a special agreement according to specific needs of the show for:
  1. THIRD-PARTY AND EMPLOYEE LIABILITY (R.C.T. – R.C.O.)
  2. FIRE INSURANCE
  3. DAMAGES CAUSED TO THIRD PARTIES BY FIRE
A) THIRD-PARTY AND EMPLOYEE LIABILITY (R.C.T. – R.C.O.)
The policy insures the Exhibitor for what he is bound to pay in case of damages caused to third parties (including Fiera Roma s.r.l. and its staff, consultants and/or others connected with Fiera Roma s.r.l., as well as Investimenti s.p.a. as owner) and to third-party property for which the Exhibitor is civilly liable; the insurance also covers damages (death and personal injuries as a consequence of an accident at work) suffered by the employees engaged by the Exhibitor, working for the activities for which the insurance is rendered.
R.C.T./R.C.O.INSURED LIMIT: € 2,500,000.00 PER ACCIDENT, with the limit of € 1,500,000.00 for each single employee
 
B) FIRE INSURANCE
For the damages that have occurred during the stay in the pavilions of Fiera Roma s.r.l. in the Exhibition days, including the fitting-up and dismantling period, as foreseen by the Exhibition General Regulations. Insured items: exhibits, furnishings, equipment, fittings and any other object as per general and particular policy conditions. Following cases are included: atmospheric disturbance, flood, inundation, earthquake, terrorism and sabotage and so on. Valuables, precious objects, works of art, money, securities, jewellery, numismatic and philatelic collections and living animals are excluded.
BASIC INSURED AMOUNT €. 50.000,00 .
 
Special Bans for Exhibitors and Stand Fitters
At the Fiera Roma it is forbidden to:
 
* Introduce and use any type of gas bottles(methane, LPG, oxygen)
* To exhibit machinery and vehicles with fuel in the tank
* To put exhibited machines into operation if not previously authorised by the Fiera Roma
* To offer food and/or drinks for payment inside the Exhibitors own stand
* To exhibit part of stand fittings as carpet or left-overs of any kinds of pavillions
* To carry products and materials out of the Fair Grounds in the course of the exhibition.
* No under 15 year olds allowed into the build up and breakdown of the event
* To drag heavy loads, hit the floor with blunt instruments, circulate inside pavilions with vehicles - no damage to the floor is allowed
* To deposit any kind of fitting up material inside the Fair Grounds
* To use the hollow spaces between stand inner and outer walls and the areas under raised platforms to store any kind of material
* To discharge waste water into pavilion minor ducts 
* To discharge harsh water for metal and cement. hardening substances, stale water. dyes
* To keep inside the stands, empty packaging, printed matter and advertising material in a quantity exceeding normal levels for daily   use
* To use stoves, electric heaters or other similar electric appliances
* To carry flammable substances, compressed or liquid or gas caustic or corrosive substances, toxic, poisonous or irritating substances into pavilions and store them in stands. In particular cases where it is necessary to use inert gas for practical demonstrations exhibitors may request Fiera Roma Prevention and Protection Service to examine the possibility of allowing the use of a bottle of said gas. The containers of these substances may be displayed empty
* Inks, solvents and other flammable liquids must be stored in the special external deposits provided by the Fiera Roma. 
 
Stand Design & Walling
These basic guidelines must be followed when designing exhibition stands for this event. They have been introduced to ensure an event that is welcoming and not intimidating to visitors with good sight lines and excellent traffic flow.

Where these design guidelines have not been followed stand build approval will not be issued.

  • Low walling is permitted to any open side of a stand to a maximum height of 1.2m. However, access to the stand on at least one side must be a minimum of 3m wide or 50% of the length of the wall if this is smaller (i.e the stand side is less than 6m in length). All stands must also meet with all relevant health & safety access/egress regulations.
  • Only 40% of any open side is permitted to be `full walling`– i.e if a stand is 12m wide a maximum of 4.8m of full walling will be permitted. 
  • Any build above the height of 1.2m is considered `full walling` and this includes trilite, flagnet, materials, voiles, screens, graphics, showcases, louvred materials, etc.
  • Fascia over open areas not more than 0.5m deep and not sited more 4m high (to the top of the fascia) and not less than 2.5m high (to the bottom of the fascia)

Please also remember:

  • The back of the stand must be finished off to a very high standard
  • No logo's overlooking neighbouring stands
  • Any damage caused to the venue structures will be charged to the offending Exhibitor

NEW: Stand Design and layout 

The Exhibitor must keep his stand fitting within the surface that was allotted to him; this surface will be marked off either by adhesive tape or by signs on the floor on the front side of stands or according to the specific instructions of the Fiera Roma staff in charge. Without prejudice to the prohibition to hinder the passage in gangways and taking into account the short time available to carry out works in the stand, it is recommended that the various parts of the fitting arrive in the pavilion made up of already prepared and finished elements that simply require assembly and final touch-up on the spot.

Contractors, in any case, have to build up stands so as not to damage the aspect of neighbouring stands and be detrimental to other participants and visitors. Height, as a rule, must be kept below the limit allowed by the Exhibition General Regulations. 

As areas are not provided with partition walls, each company is obliged to carry out at its expense fittings that take into account this boundary between neighbouring stands.

When designing stand lay-outs, moreover, it must be considered that stands are also visible from above, therefore particular care must be given to the stand upper finishing.

Any responsibility for fittings is shouldered by the Exhibitor only, who expressly exempts Fiera Roma from the damages that might be possibly caused to him and/or third parties as a consequence of an imperfect fitting. Fiera Roma reserves the right to have fittings modified or removed in case they have been carried out without approval or they are not in keeping with the authorized lay-out, without prejudice to the refund of possible damages suffered by Fiera Roma.

Any responsibility as regards fitting statics lies on the Exhibitor only, who expressly exempts Fiera Roma for the damage that might be caused to third parties because of planning and construction faults, also including the structural calculation taken from the detail drawings of occupied surfaces. The minimum load of floors used in fittings is 400 kg/sq.m., and it will have to be previously certified by a qualified professional.

Further, for the design of the stand has to be considered:

-     in case of stands having closed rooms with a surface over 100 sq.m must be foreseen at least an emergency exit of 120 cm to a safe place beyond entrances; stand exits must be also indicated in the various rooms. These signs must be independently powered and remain visible in case of failure of the power supply of the stand or of the general lighting system in the pavilion;

-     stands with false ceiling without openings must be equipped with an independent emergency light installation sufficient for the carrying out of the exhibition activity.

-     The electric installation layout  has to consider that electric power requirements at Fiera Roma are taken from the service subways that are situated below the exhibition floor. The power is then run up and distributed onto the exhibition floor. The access cover to the service subways has to be opened and removed easily for any inspection, new connections of mains by the Fiera Roma personnel or any emergency service staff. The flooring of the stand has to be realized with manholes to access the service subways at any time, at the exhibitor’s expense.

-     All electric installations have to be realized according to the Italian D.M. n. 37 del 22.1.2008 Art. 3.

-     Please be reminded that according to the Italian DM 37 dated 22/01/2008 all electric installations with a power consumption exceeding 6 kW require a proper project, compulsorily, signed by a qualified electric designer.

-     Stands with access ramps: the ramp has to be realized with a maximum gradient of 8 % (eight percent).

STAND PLANS - 

Stand plans have to be submitted to us the Organisers no later than the $$$ July 18 - for space only stands to be compliant with the Fiera Roma Regulations: The following documentation has to be supplied:

(a)  if allowed by the Exhibition Regulations

-      PLAN, SCHEME AND SECTION ON A 1:50 SCALE; Send a pdf

-      PERSPECTIVE OR AXONOMETRY (IF AVAILABLE) on an adequate scale;

-      TECHNICAL REPORT, in which the fire reaction class of used materials is stated in advance; this class in any case must not exceed the class 2 also for composite panels. A brief description of the electric installation must also be mentioned; this one must be carried out in full compliance with laws and, in particular, it must foresee a suitable differential switch upstream of the supply;

-      NAME OF THE FITTER entrusted by the exhibiting company, its company name and head office.

(b) for stands with suspension of objects.

-      PLAN and TECHNICAL REPORT, as foreseen for the request of the suspension service (please check even chapter “Other services offered on request”).

            (c) according to the Italian DM 37 dated 22/01/2008 all electric installations with a power consumption exceeding 6 kW require                    a proper project, compulsorily.

-      the PROJECT OF THE ELECTRIC INSTALLATION signed by a qualified electric designer according to the Italian DM 37 dated 22/01/2008. Designer of the electrical installations which are registered in a country member of the European Community, have to possess a certificate of vocational qualification as foreseen by equivalent standards of the country.

NEW: Stand Building Materials

All materials to be used for stand fitting up (partition walls, backdrops, platforms, coverings, fabrics, false ceilings, curtains, carpets, various structures and so on) must be INCOMBUSTIBLE, ORIGINALLY FIREPROOF or FIREPROOFED, in compliance with the following provisions:

-     Circular Letter of the Ministry of the Interior no. 12 dt. 17.5.1980;

-     Decree of the Ministry of the Interior dt. 6.7.1983, Official Gazette of the Republic no. 201 dt. 23.7.1983;

-     Ministerial Decree dt. 2.6.1984, Official Gazette no. 234 dt. 25.8.1984;

-     Ministerial Decree dt. 2.8.1984, Official Gazette no. 246 dt. 6.9.1984,

You must comply with following requirements:

  1. materials must be approved according to fire reaction classes on the basis of the proofs as per Ministerial Decree dt. 26.6.1984 of the Centre for Research, Ministry of the Interior, Roma Capannelle, or it must be tested by legally recognized Bodies and Laboratories; proofs must not date back to more than one year;
  2. walls and curtains must be of a class not exceeding 1, unless special cases to be authorized;
  3. materials used to carry out ceilings and false ceilings must be approved as belonging to class 1 and must be tested either on the ceiling or as curtains without any dripping;
  4. floors must belong to a class not exceeding 2; in case it is necessary to reach emergency exits through the stand, the material on the way must be of class 0;
  5. all fitting-up materials must be used in strict compliance with the provisions of their certificate of approval;
  6. fireproofed products must only be used on the materials referred to in the test certificates issued by the Ministry of the Interior or by legally recognized laboratories;
  7. materials to be processed with fireproofing products must undergo the treatment before their introduction into Exhibition pavilions.
  8. fireproof processing cannot be carried out on the Exhibition premises, and it must be accompanied by a regular certificate mentioning:

a) Exhibitor’s company name, pavilion and stand number;

b) the list of materials that underwent the fireproof processing;

c) the date of the effected fireproof treatment;

d) processed surface;

e) the main features of the used product;

f ) the personal data of the person who carried out the treatment and his signature.

  1. all materials must be accompanied by the test certificates attesting the approval as per points 1, 2, 3, 4 and 5 as well as by official documents proving the purchase (as already requested at the previous point 3.1);
  2. it is forbidden to use non-approved plastic materials, synthetic fabrics that cannot be fireproofed, nitrocellulose and oil paints and varnishes, reed mats, rush matting, lattices, blinds made up of thin wooden slats or similar, wallpaper and all materials that are not accompanied by a regular approval certificate as stated above.

 

NEW: Fiera Roma regulations for stand building

While building up stands the following provisions must be obligatorily observed:

-     the routes for passage leading to emergency exits must be left accessible; these ones must be always kept clear in order to permit their use in any eventuality; when taking possession of his stand area, the Exhibitor is bound to become familiar with their location and must ensure that his employees do the same;

-     emergency exits, passage areas and escape routes must be fully practicable; any encumbrance or projection that can obstruct access to them must be avoided;

-     hydrant outlets (incl. underfloor hydrants) and any form of fire-fighting device inside pavilions must be always visible and immediately serviceable. Exhibitors are reminded that making unserviceable a device designed for fire extinction is a criminal offence according to the art. 451 of the Penal Code. Ascertained irregularities shall be notified to the authorities in charge (Fire Brigade);

-     service technical boxes and control devices of any kind inside pavilions must be always kept accessible;

-     lifts and service lifts, passages and driveways must be kept practicable.

It is forbidden:

-     to drill and drive nails and/or screws into walls, ceilings, floor, pillars, and any other surface inside or outside pavilions;

-     to paint stand structures inside pavilions both by hand and with spray; this prohibition equally applies to paint and/or enamel as well as to washable water paint. It is likewise forbidden to treat material against fire inside pavilions;

-     to carry out welding works of any kind and nature;

-     to use any kind of free flame;

-     to pour over pavilion flooring oil, petrol, chemical products and solvents;

-     to soil floors, walls, equipments belonging to Fiera Roma with paints, glue or other as well as to put adhesives over them;

-     to carry out excavations or changes to the structure of exhibition areas;

-     to carry out direct connections to services (water, electric power, telephone and so on) on one’s own or by third parties who have not been authorized by Fiera Roma;

-     to apply loads to pavilion structures, walls and lighting structures, even if they are light loads (posters, cables, panels, banners and so on). Any suspension from pavilion has to be requested beforehand by sending the reservation form. The provision and suspension of fastening points, and their modification, can be carried out only by Fiera Roma or by the responsible service companies of Fiera Roma. The service complies with the conditions laid down in the chapter “Other services offered on request” (Suspension Service).

-     to lay on the floor or tighten above the ground through gangways ducts or cables for technical service supply.

 

During the stay on the Fair Grounds each Exhibitor has to comply with the following provisions:

-     in the fitting-up and dismantling periods Exhibitors are obliged to arrange for the immediate removal of packing from stand areas and gangways, which can be used only temporarily for the loading/unloading of fitting-up materials or exhibits. At any rate, this temporary use must always be made in an orderly way, so as to avoid making gangways completely impracticable. Fiera Roma reserves to take action in case of non-compliance and charge the Exhibitor with the relevant costs and fines;

-     it is forbidden to leave on the Fair Grounds any waste material and debris from fitting-up works;

-     it is forbidden to carry out operations outside Exhibitors’ own stands, also to avoid interference with the activity of other stands as well as fraudulent gangway occupation;

-     it is forbidden to use radio equipment in the Exhibition fitting-up and dismantling period, also to allow everyone to listen to service and safety communications transmitted by the broadcasting system in pavilions;

-     at the end of each day in the fitting-up, Exhibition and dismantling period, and in any case before leaving the stand, the Exhibitor must always:

·      turn off the switches of his electric installation;

·      make sure that no burning material is left in the stand;

·      leave all areas accessible, including those used for offices and meeting rooms, deposits or storerooms, for possible inspections of safety officers.

 

3.4 ACCEPTANCE AND CERTIFICATES

 

In any case, at the end of fitting-up operations and 24 hours before the beginning of the Exhibition, the above documents must be submitted to Fiera Roma, Service Help desk (Servizi Tecnici), or – if foreseen by the Exhibition General Regulations – to the Organizing Secretariat.

 

-     Form A03 (online services) “ Statement of compliance with the rules of the trade according to D.M. No 37 of 22.1.2008”, signed by the qualified technician of the stand fitter staff enclosing the attachments mentioned in form A03;

-     Statement of compliance with the rules of the trade" signed by an electrician working for a company which is authorized to carry out the installation of electrical systems in accordance with DM No 37, 22.1.2008 Art. 3., together with a copy of the registration to Italian C.C.I.A.A. or to Albo Provinciale of the Italian business crafts stating the enabling of the Implements Company at the installation of electrical systems.

Electrical installations carried out by installers belonging to EU companies or states associated in the European Economic Area: Installers must be qualified by the certification system of their own country (IEE etc..), and submit the certification that it is compared to the Italian certification (their certificate must be comparable to the Italian one or translation of the text and verified compliance with EU legislation).
Electrical installations carried out by installers belonging to extra EU companies: Since there is no specific legislation on this point and since the Security standards for electrical installations are not similar to the Italian nor to the EU regulations, we may accept certifications only from Italian companies registered to Italian C.C.I.A.A. or to Albo Provinciale of the Italian business crafts in accordance with  D. M. 37, 2008.

-     Declaration regarding the materials used for stand fitting using the Italian form: Modello del Ministero dell’Interno “DICHIARAZIONE INERENTE I PRODOTTI IMPIEGATI” to be down loaded in Internet or to be asked to Fiera Roma.

 

for rigging only:

-     certificate of static suitability and of compliance of hanging structures with the project (as foreseen for the request of the suspension service - chapter “Other services offered on request”) installation carried out by a qualified technician with test of suspended masses.

-     in case the hanging structures have been installed by the exhibitor’s stand building contractor, he will have to produce the Declaration of correct installation carried out by a qualified technician with test of suspended masses.

 

FIERA ROMA RESERVES THE RIGHT TO CHECK THE REAL COMPLIANCE OF THE ELECTRIC INSTALLATION AND CERTIFICATIONS WITH THE REQUIREMENTS SPECIFIED IN THE PREVIOUS PARAGRAPH AND TO DECLINE EVENTUALLY THE ELECTRIC CONNECTION OF THE STAND IN CASE OF NON-COMPLIANCE.

 

NON-COMPLYING COMPANIES WILL BE CHARGED WITH THE FORESEEN FINES UP TO € 500,00, MOREOVER, THE VIOLATION WILL BE REPORTED TO THE COMPETENT PUBLIC AUTHORITIES.

 

 

 
 
Prohibitions
The organiser reserves the right to refuse admission to the exhibition to any person(s) without assigning any reason. They also reserve the right to order the expulsion of any person(s) whose conduct, in the opinion of the organisers renders such a course desirable. Canvassing by unauthorised person(s) is prohibited inside and outside of the event and will incur immediate expulsion or refusal of access to the exhibition. No handbills or placards may be affixed to any part of the building except by exhibitors on their stands and in the press office.
 
Employment of Labour - Code of Conduct
The organisers are not able to supply labour for handling goods and properties, but GT Exhibitions the official lifting contractor or your forwarding agent or stand fitting contractor will be able to offer assistance and advice in this area. Please do not employ casual labour in the hall. In the interest of the exhibition the organisers decision on any dispute concerning labour being employed must be taken as final. You should not make payments to labour staff to secure preferential treatment. Please report immediately to the Organisers Office any employees suspected of soliciting money for labour.
 
 
Safety and demonstration of products
In order to safeguard people's health, safety and environment, the EU has common safety requirements that manufacturers must meet in order to freely sell and market products.  Certain products must be marked with the so-called CE marking in order for them to be sold and marketed within the EU.  If a product is marked it means that the product has been deemed to meet the basic safety requirements under one or more EU directives.
 
The Participant is responsible for the products or substances that are used or demonstrated at an Event do not imply any risk to health and accidents, and that to all other extents meet the requirements in accordance with current applicable laws, regulations and directives.
 
Hot Works Permits
Hot work implies tasks that involve spark production, soldering, welding, cutting, circular grinding or other work using tools that lead to heat generation. If there is no clear definition for what is classified as Hot Work, all work wherein there lies a level of uncertainty is to be classed as Hot Work. Hot Work is not permitted within the Svenska Massan, not even during the construction and set up phase, without authorisation from the Venue for handling flammable and explosive goods. The official responsible for issuing authorisation determines if the intended Hot Work is feasible. All Hot Work shall be carried out by persons who hold an approved Hot Work Licence. - please contact the Operations Team if you have any questions.
 
Emergency Exits, Hall Aisles
The emergency routed must be kept clear at all times. The doors along the emergency exit routes must be easy to open over their full width from the inside. Exit doors and escape hatches in the hall floors and the signs indicating their position may not be re-constructed, built over, covered or made unrecognisable in any other way. The aisles in the halls may not be obstructed by left-behind or protruding objects.
 
Dilapidation
Each company is responsible for the cost of making good, restoring or renewing all damages or Dilapidation to the venue caused by the exhibitor or any persons employed or engaged on their behalf.  Dilapidations include (by way of example only) marks caused by paint, distemper, mortar or any other adhesive substance (including carpet tape), bolt, screw or nail holes, boarding or any other material attached or adhering to walls, floors or any part of the building.  The cost of making good will be assessed by the organiser and charged to the exhibitor.  In their own interests, exhibitors should satisfy themselves to the condition of their site, both before stand build up and after breakdown.
 
Exhibitors occupying shell stands are also responsible for the cost of making good, restoring or renewing any damage or dilapidations to shell stand structures, floor coverings, light fittings, or any part thereof, whether caused by themselves or by any person or persons employed or engaged on their behalf.  The cost of making good any damage will be assessed by the shell stand contractor and advised to the exhibitor. We advise that you only attach your exhibits by either the following; tape, velcro, patafix. DO NOT PUT ADHESIVE DIRECTLY ONTO THE PANELS, NO ADHESIVE POSTERS/STICKERS ARE ALLOWED TO BE USED DIRECTLY ON TO THE SHELL SCHEME PANELS. It is not permitted to screw, nail, glue paint or in any way cause damage to the Svenska Massan materials or equipment.  Similarly, only Svenska Massan staff are permitted to affix wires to the ceilings or other parts of the building.  Neither is permitted to mount or dismantle material belonging to Svenska Massan, such as stand walls fascia boards, spotlights etc. Should you or your staff cause damage to the venue's building, hall floor, its furnishings or equipment, you will be held directly responsible. 
 
Hall floors
Carpets and other floor coverings must be laid with due regard to safety and may not protrude beyond the stand area. Only adhesive tape (e.g. PE or PP) may be used to fix such coverings and, when removed, must leave no residues. All materials used must be removed with no residues. Substances such as oil, grease, paint and similar materials must be removed from the hall floors immediately. Neither paint nor adhesives may be used on the hall floors. The wear occurring on the asphalt flooring in the halls may produce soiling of lightly coloured floor coverings. Fiera Roma does not accept any liability for soiled floor coverings. It is not permitted to anchor stand buildings in the floors of the halls. Exhibits or other parts may only be anchored to the floor in case of justified exceptions and subject to written consent of the trade fair company. No claims for the right to fit and use floor anchoring fixtures shall be accepted. Costs for repairing floors shall be borne by the exhibitor. The supply duct ventilation covers are used for air-conditioning the halls and must not be covered by floor coverings or structures.
 
Alcoholic Beverages 
Fiera Roma holds an alcohol service licence for the premises restaurants, exhibition and meeting halls and other premises which means that only Fiera Roma have the right to serve alcoholic beverages. All alcohol served at the exhibition must be purchased from the holder or the alcoholic service licence: Fiera Roma. To apply for permission to serve alcohol - please CLICK HERE
 
Any other sales of alcoholic beverages is prohibited within the Fiera Roma premises.
 
Young people
Persons under the age of 15 years are not allowed admission to the exhibition halls during the build-up, breakdown periods and show days.
 
Stand Safety
Exhibition stands including equipment and exhibits as well as advertising hoardings must be securely erected so that they are not a risk to public safety, in particular they should not endanger life or health. Care shall be taken during construction and dismantling that any possible consequences of hazardous situations arising from that work remain limited exclusively to the rented stand space.
Complex Stand Designs - in justified cases the organisers are entitled to commission a structural engineer to carry out a check of the stand safety at the cost of you the exhibitor. Any stand that exceeds 3.5m's in height will fall into this category if they are complex design. 
 
Stand Approvals
All space only stands require official approval from us the Organisers. Plans should be sent no later Monday 2nd July.  If you are submitting a complex stands it may require a structural engineer to approve the structure. The cost of this service will be a direct service with you the exhibitor and the venue. 
For a simple reference any height can be a complex stand but normally it is over 3.5m's in height with additional weight and structural considerations. ie: Ceilings, towers, lighting rigs, advertising boards etc.
 
Exhibition of motor vehicles
Each request is based on a case by case situation and approval is required from us the Organisers. For reference vehicle fuel tanks shall be filled and fitted with lockable caps, propane driven vehicles the main valve closest to the tank shall be additionally closed off. Please contact us the Operations Team for more information and approval.
 
Empties/storage of materials 
Storing of empties of any kind (e.g. packing and packaging materials) or filled containers (e.g stand construction materials) at the stands or outside the stands in the halls is prohibited. All storage items, empty/ filled containers must be delivered to the designated storage area. This service can be organised through GT Exhibitions. The expense will be with you the exhibitor.
Packaging and other flammable materials may not be stored in the exhibition halls during the event.
 
Cleaning
Stand cleaning is included for Shell Scheme packages and is for vacuuming the stand only. 
Space Only stands must order their own through the official cleaning contractor Fiera Roma. CLICK HERE to order.
 
Aisle Cleaning
A final cleaning of the exhibition area aisles and shell scheme stands will take place prior to opening.  The aisles must be cleared by 1400hrs, stand construction can commence up until 2000hrs on the 23rd September but only within your allocated stand area.
 
Damage
Any damage caused by the exhibitor or his/her agent in the exhibition grounds, its buildings or facilities, as well as rubbish left behind will be removed at the end of the event by Fiera Roma at the expense of the exhibiting company. All damage and remaining rubbish must be reported to Organisers.
 
Balloons/Flying Objects
The use of balloons filled with flammable gas is prohibited in the halls and exhibition grounds. Please contact the Operations Team directly for approval as there are regulations that apply to balloons filled with safety gas or helium.
 
Glass
Only laminated safety glass suitable for the relevant purpose may be used. Edges of panes of glass must be machined or protected in order to exclude any risk of injury. Tempered plate glass components must be marked at eye level. Any other appropriate versions may be permitted upon application, once the required specifications shall be submitted.
 
Constructional safety of stands
Exhibition stands together with their installations and exhibits, and any means of carrying advertising must be stable, so they do not jeopardise public safety and order, and in particular, do not present a hazard to life and health.  Exhibitors are responsible for the static safety and may be required to furnish proof of same.
 
Stand Design – General Appearance
Exhibitors are responsible for designing their stands, taking into account criteria that typify the event in question.  Partitions adjoining aisles used by visitors should create a more varied effect by the installation of showcases, niches, display and similar items.  Where the rear of the stand adjoins that of a neighbouring exhibitor, its appearance must be kept neutral, so as not to adversely affect the appearance of the other stand.
If approval is granted to exceed the construction height, the Exhibitor is required to erect a stable, white partition, free of joints directly next to the adjoining stand.
 
Advertising Material/Presentations & Noise
Lettering referring to the stand or exhibits, company or brand logos must not exceed the prescribed construction height.  They should contribute towards a harmonious overall impression.  Presentations, optical, slowly moving or acoustic forms of advertising are permitted, as is the reproduction of music, provided that they do not cause annoyance to adjoining stands, to congest in the aisles, or drown out announcements by the fair authorities in the halls.  The volume must not exceed 80 dB (A) at the boundaries of the stand, loudspeakers must be mounted facing into the stand. Wireless Microphones may not be used without permission - please contact us the Operations Team. Exhibitors are only permitted to distribute printed matter and to conduct advertising on their own stands.
 
Interference with the permanent building structure
No parts of the hall or technical installations may be damaged, contaminated or altered in any other way (e.g. through drilling or the insertion of screws or nails) they may not be painted or papered, nor may anything be pasted onto them.  No parts of the hall or technical installations may be allowed to support stand fittings or exhibits. However, provided that no damage is caused to them, the columns/supports in the halls may be enclosed within the rented area, up to permitted construction height.  Third parties must not be allowed onto any accessible part of the intermediate floor. Rigging can be provided by the Svenska Massan.
 
Closed Rooms
All closed rooms must have a vision panel.
 
Laser Displays/ Equipment/ Laser Pointers
The risk assessment must take account of the main hazards associated with lasers, which are eye and skin burns, electricity and fire. The vast majority of accidents with lasers affect the eyes.
 
We the organisers need a Risk Assessment detailing the following: Laser output energy or power v Radiation wavelengths v Exposure duration v Cross sectional area of the laser beam at the point of interest v Accessible emission limit.
 
Laser hazard classifications are used to signify the level of hazard inherent in a laser system and the extent of safety controls required. All lasers should carry information stating their class and any precautions required during use. Lasers rated class 3 and above present a significant hazard and must be managed by a competent person (laser safety officer) to ensure safety during both installation and use.
 
Laser beams shall be at least 3 metres above the highest affected floor level at all times and arranged so that they cannot scan onto any person. Supporting structures shall be rigid to avoid any accidental misalingnment of the laser(s).
 
Laser Equipment including mirrors, shall be placed out of the reach of the public. All fixed mirrors if approved use in the display area and have been correctly set, must be locked or otherwise secured in position so as to prevent subsequent or unauthorised readjustment. The alignment of the laser installation including any mirrors must be checked on a daily basis.
 
The means of electrical isolation of the mains supply must be provided adjacent to the laser machine. Adequate mains water supply must be provided adjacent to the laser where the laser is water-cooled.
 
An independent certificate of inspection of all installations may be required and this must be submitted to the venue before the event opens,
 
Ceilings in Stands
Stand areas may have a closed ceiling without sprinkler protection of 30sqm. However, in this case an area of at least 2.50 m in width must be of an open ceiling design around the closed ceilings. This also applies to the distance to neighbouring stand space unless the
necessary distance is otherwise ensured in consultation with the respective stand neighbour. That is, between two closed ceiling
areas, there must be an open ceiling area of at least 5.00 m in width. In this respect, it is immaterial whether they are situated on different stand spaces.
Sprinklers must be installed if more than 30 m2 of stand area has a closed ceiling, or if the safety distance between stands with
closed ceilings is less than 5.00 m. Closed ceilings are not permitted on the top floor of two-storey stands. Where the installation of a sprinkler system is required, please contact the Operations Team. The sprinkler system will be fed from supply ducts in the hall floor.
Ceiling fittings must be loaded with a maximum of 50kg. Only approved wire locks may be used. If safety calls for it the Fiera Roma reserves the right to secure or increase the number of wires at the exhibitors expense.
 
Night sheets
Night sheets must be made of inherently non-flammable material or of material satisfactorily treated to
render it non-flammable. They shall be stored rolled-up and firmly secured and not cause any obstruction while not in use.
 
Plastic
All plastic, including plastic plants, trees, etc, must conform to the above standard. Polycarbonate materials, such as Lexan and Makrolon are acceptable.
 
Timber
Timber under 25mm thick must be impregnated to Class 1 standard. Treated materials should have ‘BS476-Part 7, Class 1’ marked on them. Boards, plywood, chipboard, etc, must be treated if under 18mm thick. The exception to this is MDF, which is acceptable for use due to its density. MDF may not be machined on site, as its dust is hazardous to health.
 
Upholstery
Upholstered seating must be non-combustible and marked with the appropriate EU standard.
 
Disabled Access
Stands should be designed to ensure that it is not unreasonably difficult for a disabled person to access their stand as required by the Disability Discrimination Act 1995. Platforms that exceeds 38mm in height or a part platform that exceeds 20m² AND 38mm in
height, MUST ensure that it is accessible to the disabled visitor and should contain clear and specified access and constructed in such a way as to conform to the following:-
Bevelled with a ramp of no more than 5° (1:12 gradient);
A minimum of 1000mm wide; and fitted with a handrail on each side or other such division to avoid any trip hazard resulting from the change of floor levels.
 
Doors
Doors and gates forming part of an escape route shall be hung to open in the direction of escape, clear of any steps or landings, and shall where necessary be recessed so that when open they do not obstruct the required width of any gangway, corridor, passageway, staircase, landing or other escape route. Such doors shall be free from fastenings other than panic bolts of type and pattern and installed in accordance with BS EN 1125. Doors serving staff areas may be provided with simple lever handles, complying to BS EN 179, or push pads complying with BS EN 179.
Where any door or gate is at the head or foot of stairs, a landing shall be provided between the door or gate and the top or bottom step. The depth of the landing shall not be less than width of flight.
In exceptional circumstances and where permitted, any inwards-opening door or gate used by more than 50 persons, shall be so arranged, that it can be locked back in a way that requires a key to release it and, when locked back, it does not form an obstruction or reduce the required width of an exit. A notice stating “THIS DOOR TO BE KEPT LOCKED BACK IN THE PUBLIC POSITION WHILST THE PREMISES ARE OPEN TO THE PUBLIC”, in 10mm letters must be displayed adjacent to the door.
 
Fumes, Vapours, Gases, Liquids, Dusts and Fibres
Any exhibit, process or feature that is likely to generate and/or emit gases, vapours, liquids, fumes or dusts into the venue shall be so constructed so as not to be prejudicial to health or a nuisance and shall comply with the requirements of the Control of Substances Hazardous to Health Regulations.
 
Definitions:
Gases
Formless fluids usually produced by chemical processes involving combustion or by the interaction of chemical substance. A gas will normally seek to fill the space completely into which it is liberated e.g.nitrogen gas widely used in vessels due to its chemically inert properties.
 
Vapours
The gaseous form of a material normally encountered in a liquid or solid state at normal room temperature and pressure. Typical examples are solvents, e.g. thinners that release vapours when the container is opened.
 
Liquids/Mists
A state of matter with definite volume but no definite shape, like water. The routes of entry for liquids could be ingestion and skin contact. If finely dispersed, they become a mist and therefore inhalable.
 
Fumes
Solid particles formed by condensation from the gaseous state e.g. lead fume.
 
Dusts
These are solid airborne particles, often created by operations such as grinding, crushing, milling and sanding e.g. mdf dust. The size of the dust particles is important as there is a difference between inhalable and respirable dusts and the nature of the hazards they present.
 
Fibres
Dust may be created that is made up of tiny fibres e.g. textile fibres. The fibres may become airborne during certain processes. The fibres may be so small that they fall into the respirable range and as such may be inhaled deep into the lungs.
 
Smoke
A substance made up of small particles of carbonaceous matter in the air, resulting mainly from the burning of organic material, such as wood or coal.  Full details of the hazards arising, how they are harmful to health and the range of control measures which will be implemented must be provided to the venue at least 28 days before the event by the submission of a suitable and sufficient COSHH assessment carried out by a competent person.
The show organiser must ensure the level of risk is reduced to as low as is reasonable practicable and to this end eliminate exposures to substances harmful to health.
 
Electrical Installations For Stands.  
These installations shall be performed under the responsibility of individuals capable of devising and carrying out the works in compliance with current regulations, and aware of the special hazards involved in this type of event. Bill Moule & Sons are the official electrical contractors for ECOC 2017.
 
Access to the technical premises and equipment
All accesses to the technical premises and safety equipment must be kept clear at all times. Inside the stands, only finishing's that do not obstruct the opening of said access areas are acceptable. The doors of all the rooms are locked. No exhibitor shall be allowed to change the locks in order to install a personal system. No one shall be authorized to intervene in any manner whatsoever on the structural elements of the building including fixtures, fittings and technical equipment. 
 
Special Prohibitions/ Smoke/Flames/Signage/Flammable Liquid/Waste
It is forbidden to smoke inside the establishment. Likewise, the use of open flames is not allowed, including the demonstration of equipment. The use of green letters or white letters on green background is prohibited; these colours are reserved for the general safety signage.
No flammable liquids may be stored in a stand. It is forbidden to store combustible packaging or waste in the stands and aisles.  Such packaging and waste must be removed as and when they are produced.
Exhibitors are prohibited from disassembling or removing the fixtures of the establishment (parapets, handrails on stairs, fire extinguishers, boxes of all kinds, etc.). The use of any cooking or heating device is prohibited inside the stands, with the exception of microwave ovens with a power capacity of less than 3.5 kw/h. 
 
 
Hardwire Connection & WIFI
ECOC 2018 will be providing a free wifi service within the halls. If you wish to use your own wireless network this is required to have an advance approval by us the Organisers and the Fiera Roma - CLICK HERE to contact the Operations Team. 
We the Organisers & the Fiera Roma are not responsible any hacking or other damage caused by a third party - it is the responsibilty of the exhibitor to take security measures that are deemed necessary.
 
If the exhibitor wishes to use their own networking equipment for hardwired connections please contact the Operations Team for approval.
 
The exhibitor is responsible for their own equipment as well as installation and configuration of same. Fiera Roma is not responsible for faults and damage to the exhibitor's equipment unless this is solely and exclusively the fault of the Fiera Roma. We the organisers recommend that the participants guest equipment is security protected with personal hardware or software firewalls, regularly updated virus protection programmes and that VPN is used for connection to the exhibitors own network.
 
The venue reserves the right to charge a support fee in accordance with the current price list for call-out support if the fault turns out to lie outside the Fiera Roma demarcation of responsibility or within the exhibitors own equipment network.
 
The exhibitor is responsible for the legal, ethical, moral and generally accepted internet and email conduct when communicating across the Fiera Roma. The venue reserves the right to disconnect and/or limit a user's right to use of the network if rules and conditions are not respected.
 
The venue is not liable for the functionality or content of any internet site or service connected to the Fiera Roma network.
 
The Fiera Roma will conduct service and necessary maintenance but does not guarantee the full and complete functionality or security of WIFI and internet services without any delay in or interruption to service.