Exhibitors occupying a space only site should submit their plans no later than  2nd July 2019. 

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 or simple design and contain material certification.

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 VARIES IN EACH HALL

Hall 1 – 6 Metres – there is a balcony on the perimeter of the hall, reduced height 3.5m

Hall 2 – 6 Metres

Hall 3 – 4 Metres

Hall 4 – 5 Metres – any stand with a pillar in has a maximum build height of 4.5m’s.

Marquee – 3 Metres

Download the Space Only Complex Safety File  including Risk Assessments. Please refer to the Risk Assessment section for Space Only’s to clarify what information is required in these documents.

CDownload the Space Only Simple Safety File including a simple Risk Assessment.

NB: Simple construction would be modular and under 3.49m’s in height and can be constructed within approximately 1 day.

Complex structure can be any height but would take more than 1 day to construct. It would also be dependent on the design of the stand/material used and structural stability. 

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

Complex Stands include any of the below:

  • Suspended items e.g lighting rigs
  • Sound/lighting Towers
  • Platforms over 0.6m in height and are for public use

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 will need to supply technical specifications.

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 (ie 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.

Waste Disposal & Waste Management

NEW

New: Waste Containers – above 17sqm

All large space only stands must order a waste cart and is a mandatory regulation. Based on size ( any stand above 17sqm) and the stand design, you will be automatically invoiced by the Cleaning Company who will place an order for a waste cart. The additional cost will be 75 euros, please see attached stand cleaning form.

All stand builders/exhibitors are expected to dispose of their own waste including carpet or large bulk waste and manage this themselves onsite by ordering the service  or taking the waste back into your vehicles. Any waste left on the stand area after the event will be charged. For any questions please contact us the Operations Team.

Hall Access 

The venue is accessible only to persons in possession of a contractors badge for Build Up – Friday 20th September & Saturday 21st September and for Breakdown, Wednesday 25th September (after 4pm), Thursday 26th 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 22nd September Build up and for the Event Only.
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 22nd 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.

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 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
NEW: MDF/Wood
Poor and problematic building practices have made us, the organisers review stands built with MDF/WOOD – we will only accept and approve stand designs on individual cases.  We are looking to phase out these type of stands in the future for ECOC. Any MDF stands must be pre-painted, pre-cut and ready to assemble onsite – prior to build up. The main construction of the stands, floor and walling must be completed by 4pm Sunday 22nd and the rest of the time should be used for finishing off and dressing the stand

SPACE ONLY STAND PLANS

Stand plans have to be submitted to us the Organisers no later than the 2nd July 19. Stands must provide the following documentation:

  • Risk Assessment – as supplied in the Space Only File
  • Method Statement – as supplied in the Space Only File
  • Fire Retardancy Certificates for all materials, fabrics and linings – these must be dated within the last 5 years and in English as per the requirements of Dublin Fire Brigade
  • 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 the Sales Manager Glenn Dixon

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
  • Activities on water, also water & 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 in The RDS. 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 22nd September 2019, 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 to Main Halls

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 mains cables will come from overhead.

Electrical Supplies to Temporary Construction/Marquee

The electrical voltage is 230v single phase and 400v three phase. Please be aware an electrical distribution board will be installed on your stand. Please contact us to confirm if the incoming main cable comes from the floor duct or from overhead stating your stand number, please email: info@billmoule.co.uk

All electrical installations must conform to current NICEIC Electrical Regulations

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 before the show.

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.

Waste Disposal & Waste Management

All stand builders/exhibitors are expected to dispose of their own waste including carpet or large bulk waste and manage this themselves onsite by ordering the service  or taking the waste back into your vehicles. Any waste left on the stand area after the event will be charged. For any questions please contact us the Operations Team.

Stand Cleaning/Aisle Cleaning

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 22nd September but only within your allocated stand area.

Space Only companies do not have daily cleaning included so if you do require daily stand cleaning please CLICK HERE.

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.

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 60 clients with turnkey solutions since 2011.  Mulini provide a range of space only options with 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.

All booth variations are available for hire for the duration of the exhibition or to be purchased by the exhibitor for future use.

Mulini also provides a comprehensive range of accessories for rental such as:

  • 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
  • Pre building your stand in our warehouse before the exhibition
  • 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 or email them 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
Download the Triple E Events PDF

Triple-E Events B.V specialises in designing and building stands all over Europe. At ECOC we can, as a preferred supplier, help you with your presence. We make things easy for you because we also complete all documentation and can prepay for services if needed.

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

Modex UK

T:  +44 (0) 1869 819575
E:  martin@modexuk.com

W: www.modexuk.com

If you want to ensure that your next exhibition stand comes in exactly on budget as well as making a stunning impact, there’s a surprisingly simple solution – Custom Modular.

Modex have developed an astonishingly versatile modular system that enables us to offer a fixed price on exhibiting – using designs that are anything but fixed.  We keep a huge range of components in stock, allowing us to develop and execute ideas that will make a really big impression – and simply add the panels to complete.

For a fixed price – of £395 per metre square:

  • stand design
  • Graphic Printing
  • Raised flooring
  • Furniture
  • Lighting
  • AV Equipment
  • Installation and removal