Stand Construction: Space Only

LINK BACK TO THE EXHIBITOR MANUAL INDEX

Exhibitors occupying a space only site should submit their plans no later than Monday 3rd July 2023.

All plans must detail sizes, stand dimensions including the height and overall construction etc, for a “stand design check” by the organisers.  All space only stands must complete a risk assessment form for either Complex Safety File or Non Complex Safety design and contain material certification.

Once us the organisers have approved the stand design we will send an email as acknowledgement. All stands with ceilings and or above 3.49m’s will be charged an additional £140 to be signed off by the Health & Safety Officer.

Any stands over 4m will need to supply structural calculations and will then be approved by the official structural engineer, Cambell Reith.  This will involve an extra charge of £500 (NB The height charge will be excluded).

This information must be sent to us the organisers when plans are submitted.

If any plans are received after this date we the organisers reserve the right to change the space to a shell scheme stand construction, which will result in additional cost to you the exhibitor.

MAXIMUM BUILD IN THE HALLS IS 6M

Complex structure – Definition

A complex structure is any form of construction of any height, which may require input from a structural engineer. Examples of complex structures:

1. Any structure, regardless of its height, which requires structural calculations
2. Multi-storey stands
3. Any part of a stand or exhibit which exceeds four metres in height
4. Suspended structures (does not include banners) e.g. lighting rigs
5. Sound/lighting towers
6. Platforms and stages at or over 0.6m in height and all platforms and stages for public use (not including stand floor flats and platforms)” Temporary Structures – are structures which are designed to be up for less than 28 days which may or may not be ‘complex’.
7. Will take more than 1 day to construct

Download the ECOC2023 Complex Safety File including Risk Assessment. & Method statement

Non complex space only construction – Definition

Non complex space only construction would be modular and under 3.49m’s in height and can be constructed within approximately 1 day.

NOT PERMITTED

1. Ceilings
2. light rigging
3. multi storey
4. above 4m

Download the ECOC2023 Non Complex Safety File including Risk Assessment 

Multi-Story Stands

Please contact us directly if you are considering to construct a multi-story stand, there is an additional cost associated of 50% of the already contacted space and there are further regulations for staircases, lighting, fire escapes and loading capacities. etc.

Charlotte.minter@nexusmediaevents.com 

For any questions to clarify the type of stand in which you will construct please contact the ECOC Operations Team

Once us the organisers have approved the stand design we will send an email as acknowledgement. All stands with ceilings and or above 3.49m’s will be charged an additional £140 to be signed off by the Health & Safety Officer.

Any stands over 4m will need to supply structural calculations and be approved by a structural engineer.  This information must be sent to us the organisers when plans are submitted.

Approval by the organisers does not constitute anything other than confirmation of acceptance of overall design.  Responsibility for construction, adherence to fire regulations, materials, etc, lies with the exhibitor and/or their contractors.

Space only stands are not permitted to attach any material to the shell scheme.  Exhibitors taking space only sites backing on to, surrounded by or adjoining shell scheme sites should not assume that panels facing their stand will be finished panels (i.e. covered with material) to these sites.  Please ensure that any panels overlooking other exhibitors must be finished off in a plain design and must not contain advertising.  Space only exhibitors booking stands between shell scheme must deduct 30mm from overall measurements to fit within the allotted space (eg a 3m x 2m space only site would in fact have floor dimensions of 2970mm x 1970mm).

FAILURE TO NOTE THIS WILL MEAN THAT STANDS WILL NOT FIT IN THE ALLOTTED SITE.  ORGANISERS RESERVE THE RIGHT TO AMEND SPECIFICATIONS WITHOUT NOTICE.

EACH STANDS AREA  MUST HAVE THE FOLLOWING MANDATORY REQUIREMENTS

1. Walling to separate yourself from your neighbours
2. Carpet
3. Furniture
4. Branding
5.  Staffed stand

FAILURE TO DO SO WILL RESULT IN A £1000 FINE AND WILL EFFECT ANY FUTURE BOOKINGS

Hall Access 

Stand Design & Walling

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 should look as good as the front
• Any damage caused to the venue structures will be charged to the offending Exhibitor
• No logos or branding must be placed over a neighbouring stand

• Risk Assessment – as supplied in the Space Only File
• Method Statement – as supplied in the Space Only File
• Fire Retardant Certificates for all materials, fabrics and linings – these must be dated within the last 5 years and in English.
• Drawings and layout if applicable (large scale, 18sqm + above 3.49m’s)
• Structural Elements will require structural drawings and calculations

Basic Pop up Booths / Graphic Walls

Please note it is your responsibility to order walling to separate yourselves from the neighbouring/adjoining stands (sides & back). We expect you to make the stand look presentable and have a back wall. We the organisers will not provide this walling. The cost is with you the exhibitor. This is a mandatory regulation.

Enclosed Stand’s

If an enclosed room or walling exceeds the 40% of the total stand square meterage, this will be viewed as a meeting room. We the organisers will relocate the stand area to another part of the hall. If you need further information regarding the relocation – please contact us.

If you do not declare the enclosed area and submit the plans, the Operations Team will contact you directly.

Appearance

The stands may be constructed with the exhibitors own materials. Stand owners must ensure a neutral and clean design for the reverse of their stand walls over 2.50m in height. These must be in white, grey or beige so that their stand neighbours interests are not interfered with.

Stand walls bordering visitor aisles must include glass panels, alcoves and displays etc. in order to provide an open and friendly atmosphere in the exhibition stand at the event. No more than 40% of the stand facing any one aisle may be of the closed construction unless stated to the contrary in the conditions of participation. When constructing stands, care must be taken to ensure access is barrier free.

Access from Stands

Entrances/exits must be a minimum of 2.5m high and emergency exits must be at least 1.5m wide

Exits with doors opening directly onto a gangway must either open inwards or be recessed into the stand and must contain a vision panel or window.

No floor shall be constructed having a slope in excess of 1 in 12

Items of Special Risk

Please ensure that the Organiser is aware if you will be having any of the following items on your stand:

• Stepped access, ramps and balustrades
• Helium & toy balloons or flagpoles
• Dangerous & obnoxious substances including flammable oils, liquids & gases, compressed gases/ acetylene/LPG, also hot surfaces & naked flames
• Working machinery & apparatus
• Motor vehicles in the halls during open period
• Audio visual displays & films
• Water equipment of any kind – including water features
• Radioactive substances
• Closely seated audience

Hot Works 

Hot Work is not permitted within the Exhibition & Congress Centre not even during the build up or breakdown of the event without authorisation from the venue. There will be a decision made by the venue official once the application has been made to see if the work is feasible. Any hot work must be carried out by persons who hold a Hot Work Licence. Please contact us the Organisers to apply for this authorisation

Space-only stand adjoining another space-only stand

Exhibitors on part-island sites must provide a partition wall between themselves and their neighbours. The Organisers will not provide walling between adjoining space-only sites. On back-to-back space only sites, neighbouring exhibitors may liaise with each other to ensure that at least one of them is building a wall and/or to arrange to share the cost, etc. Where Exhibitors are building individual walls, they must ensure that the back of any wall adjoining another stand is finished down to 2.5m high to a standard acceptable to the Organisers, in a neutral colour and without graphics. The organisers have the right to correct this on site and charge the exhibitor.

Please note stand approval does not mean that adjoining stand plans have been checked for compatibility.

Space-only stand adjoining a shell scheme stand

Where a space-only stand adjoins a shell scheme stand, the reverse side of the shell scheme wall may not be of display quality. The wall must not be used to hang graphics or exhibits. Any adjoining walls that are built above the height of the shell scheme (2.5m) must be finished down to this height to a standard acceptable to the Organisers, in a neutral colour and without graphics.

Meeting Rooms, Storage Cupboards & Closed Rooms

All meeting and storage rooms must have a visual panel/porthole within the door. This is a mandatory fire regulation for ECOC.

Carpet (own) & Carpet Removal – Mandatory for Space Only Stands

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. 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. It is not permitted to anchor stand buildings to the floor of the halls. Any exhibitors wishing to dispose of their carpet must organise this through the venue.

Balloons & Flying Objects

Balloons are forbidden at the venue. This is due to the building structure and the alarm system.

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.

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 the Operations Team. Exhibitors are only permitted to distribute printed matter and to conduct advertising on their own stand

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.

Exhibiting Motor Vehicles within the halls

Each request is based on a case by case situation and approval is required from us the Organisers. It is forbidden to exhibit machinery and vehicles with fuel in the tank. Please contact us the Organisers for more information and approval.

Electrical Services

ALL ELECTRICAL INSTALLATIONS – INCLUDING “MAIN ONLY’S” MUST BE INSTALLED BY OUR OFFICIAL ELECTRICAL CONTRACTOR  – BILL MOULE & SONS LTD

There is no Electrical order form for Space Only Stands.  For main only connections or electrical requirements to exhibition space only stands. Please contact Bill Moule & Sons Ltd for a quote: Info@billmoule.co.uk

Power cannot be guaranteed until the 1st October, this is turned on at the venues discretion, power for the build-up is available upon request subject to cost.

Illuminated Display Cases

If you are ordering a display cabinet which is illuminated, you will be required to order an electrical connection to each case. Order illuminating display case.

Electrical Supplies 

The electrical voltage is 230v single phase and 400v three phase.  Please be aware an electrical distribution board will be installed on your stand. Incoming main cables will from the floor manholes.

Important – please read:

1. All electrical installations must comply with the venue regulations.
2. Only one four-way trailing outlet per socket may be used.
3. Trailing leads may not be longer than 2 metres
4. Lighting circuits must not exceed 1000 watts
5. Any complaint regarding the electrical installation must be reported in writing before the close of the exhibition.
6. Unless supplied with a drawing the installation will be fitted at the electrician’s discretion.  Any repositioning of these on site will be charged for at £25.00 per item.
7. If any electrical fittings are positioned within a shell scheme i.e. not attached to the walls or fascia, please make sure that the corresponding light battens have been ordered from the official stand contractor.
8. Clients own light fittings must be installed by the owner/agent.  The connection of the electrical supply will be made by the official electrical contractor.
9. No allowance has been made for maintenance to clients own fittings/tracks during the exhibition.
10. Please specify if you require a European 2 pin outlet or a UK 3 pin outlet when ordering sockets.
11. All circuits installed by Bill Moule & Sons are included in our test procedures and costs.
12. All other circuits not installed by Bill Moule & Sons whether installed on a free build, or shell scheme interior must be tested by Bill Moule & Sons.  The cost will be £15.00 per circuit.
13. Please ensure that all distribution boards are accessible to the official electrical contractors at all times.
14. Please not the electricity will be switched on and off 30 minutes before and after the exhibition is open and closed unless 24 hour power is requested when placing your electrical order.

Continuous power 24hour

24 hour supplies are available, please email Info@billmoule.co.uk  for a quotation.
If you require power during breakdown to decommission any machines please contact Bill Moule & Sons Ltd by the deadline date written on the order form.

Daytime power

Please note the electricity will be switched on and off 30 minutes before and after the exhibition is open and closed.

Electrical Tripping Problems

Sometimes we encounter electrical tripping problems before the show open time which is caused by exhibitors having too many electrical items on one circuit. This causes issues for other exhibitors within the block.

To prevent this from happening we advise you to:

1. Switch on your machinery one by one leaving a 10 second gap in between.
2. Order the correct amount of power for your stand, if necessary consult Bill Moule & Sons about the equipment you are bringing.
3. Any stand that has not ordered the correct and adequate power for their equipment, we the organisers reserve the right to increase the power at the exhibiting companies cost.

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  the venue at the expense of the exhibiting company. All damage and remaining rubbish must be reported to Organisers.

Recommended Stand Builders for Space Only Site

If you require assistance with your design and building of your space only stand, our recommended contractors are:

Mulini Exhibition Displays & Services UK

Mulini & ECOC Partnership has regularly supplied over 50 clients with turnkey solutions since 2011.  Mulini provide a range of bespoke stands and shell scheme enhancements options with textiles or PVC graphics promoting your brand. Every stand option you choose can accommodate a unique graphic backdrop. Your graphics cover the entire booth and are safely housed with the aluminium frames or on other kind of displays and hardware.

The turnkey solutions package include the following

• LED flat screen TV
• Counters and furniture
• Branded storage and conference rooms
• Raised floor including carpet (choice of colour available)
• As your stress free exhibition partner we always cover the extra mile by supplying you with free stand designs services
• By managing your stand with the venue
• Checking your artwork
• Manufacturing the hardware
• Printing your graphics
• Taking care of all the logistics
• Installing & dismantling your stand globally
• Storing in our warehouse or shipping back to your address
• All services are covered within our Turnkey solution

For further information, telephone Mathy on +44 (0) 1406 371 319 M: +44 (0) 7968 236716

E: mathy@muliniexhibitiondisplays.com or at ecocexhibition@mulinidisplays.com / www.muliniexhibitionservices.com

Triple E Events B.V. Netherlands

T:  +31 (0) 65 148 5343
C: Roel Wortman
E: info@triple-e-events.com
W: www.triple-e-events.com

Triple-E Events is specialised in organizing, designing and building exhibition stands. We have more than 30 years of experience in stand building. With this experience we work efficiently throughout the entire process and we manage to stay within the given budget. We want to make sure that organizing an exhibition stand becomes easy for you.

We will be happy to make a new design for your stand space or quote for an existing one, all free of charge.

WASTE DISPOSAL & WASTE MANAGEMENT

Recycling stations – Waste carts

The SEC will provide recycling stations and will be located around the hall.  A location plan will be provided nearer to the event.

It is important that you as the exhibitor adhere to the rules of the venue and help keep waste to a minimum by taking your waste to the carts provided.  Click on the following link for further information. WASTE PROTOCOL

Any large items must be removed by the exhibitor/stand builder.

For information on removing large items or an entire stand please contact the organisers

Skips can be arranged for any company wishing to leave a large amount of waste. MDF/Wood/Large Signage etc.

Any company not using the waste bins provided and leaving stand waste/rubbish on the hall floor and leaving the venue will be fined after the event.

The floor manager will be monitoring the waste situation.

STAND CLEANING/AISLE CLEANING/WASTE CONTAINERS