Exhibitor Manual - MODA 2020...1 Exhibitor Manual Welcome to the exhibitor manual for Moda February...
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1 Exhibitor Manual Welcome to the exhibitor manual for Moda February 2020, organised by Hyve Group. The exhibitor manual is your guide to all the physical and logistical aspects of the show. It has been put together to help you with your planning for the event and to assist you in getting the most out of your time onsite. It does not however replace first-hand experience - therefore please feel free to contact any member of the team should you require any assistance. This document contains all the information you will require to prepare your stand and have a smooth-running event. Should there be any questions that we haven’t answered, please contact [email protected]
Transcript of Exhibitor Manual - MODA 2020...1 Exhibitor Manual Welcome to the exhibitor manual for Moda February...
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Exhibitor Manual Welcome to the exhibitor manual for Moda February 2020, organised by Hyve Group. The exhibitor manual is
your guide to all the physical and logistical aspects of the show.
It has been put together to help you with your planning for the event and to assist you in getting the most out
of your time onsite. It does not however replace first-hand experience - therefore please feel free to contact
any member of the team should you require any assistance.
This document contains all the information you will require to prepare your stand and have a smooth-running
event. Should there be any questions that we haven’t answered, please contact [email protected]
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Contents
Organising Team Contacts ----------------------------------------------------------------------------------- 5
Contractors Contacts ------------------------------------------------------------------------------------------ 6
Access Information --------------------------------------------------------------------------------------------- 7 Venue Address------------------------------------------------------------------------------------------------------------------------- 7 Access to the loading area --------------------------------------------------------------------------------------------------------- 7 Delivery and Collections ------------------------------------------------------------------------------------------------------------ 7
Show Timetable ------------------------------------------------------------------------------------------------- 9
A-Z Show Information ---------------------------------------------------------------------------------------- 10
General Build ------------------------------------------------------------------------------------------------------------- 10 Alterations to the floor plan ----------------------------------------------------------------------------------------------------- 10 Balloons ------------------------------------------------------------------------------------------------------------------------------- 10 Build-up & Breakdown ------------------------------------------------------------------------------------------------------------ 10 Children ------------------------------------------------------------------------------------------------------------------------------- 11 Gangways ----------------------------------------------------------------------------------------------------------------------------- 11 Late & Early Working -------------------------------------------------------------------------------------------------------------- 12 Logistics ------------------------------------------------------------------------------------------------------------------------------- 12 Maintenance ------------------------------------------------------------------------------------------------------------------------- 13 Nightsheets --------------------------------------------------------------------------------------------------------------------------- 13 Onsite Contractor Desks ---------------------------------------------------------------------------------------------------------- 14 Presentation Areas ----------------------------------------------------------------------------------------------------------------- 14
Shell Scheme ------------------------------------------------------------------------------------------------------------- 14 Building within Shell Scheme ---------------------------------------------------------------------------------------------------- 14 Carpet ---------------------------------------------------------------------------------------------------------------------------------- 14 Electrical Info: ------------------------------------------------------------------------------------------------------------------------ 15 Furniture ------------------------------------------------------------------------------------------------------------------------------ 16 Graphics ------------------------------------------------------------------------------------------------------------------------------- 17 Height Restrictions ----------------------------------------------------------------------------------------------------------------- 17 Nameboard --------------------------------------------------------------------------------------------------------------------------- 17 Pillars ----------------------------------------------------------------------------------------------------------------------------------- 17 Platforms/Ramps ------------------------------------------------------------------------------------------------------------------- 17 Shell Scheme ------------------------------------------------------------------------------------------------------------------------- 18 Walling in ----------------------------------------------------------------------------------------------------------------------------- 19
Space Only ---------------------------------------------------------------------------------------------------------------- 20 Carpet ---------------------------------------------------------------------------------------------------------------------------------- 20 Complex Structures ---------------------------------------------------------------------------------------------------------------- 20 Electrical Info: ------------------------------------------------------------------------------------------------------------------------ 21 Floor Loading Restrictions -------------------------------------------------------------------------------------------------------- 21 General Space Only Regulations ------------------------------------------------------------------------------------------------ 21 Graphics ------------------------------------------------------------------------------------------------------------------------------- 23 Height Restrictions ----------------------------------------------------------------------------------------------------------------- 24 Looking for a Space Only contractor? ----------------------------------------------------------------------------------------- 24 Pillars ----------------------------------------------------------------------------------------------------------------------------------- 24 Platforms / Ramps ------------------------------------------------------------------------------------------------------------------ 24 Rigging --------------------------------------------------------------------------------------------------------------------------------- 25 Stand Plan Submissions ----------------------------------------------------------------------------------------------------------- 26
Health & Safety ------------------------------------------------------------------------------------------------ 28
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Health & Safety Statement ------------------------------------------------------------------------------------------- 28
CDM and Site Induction Information ------------------------------------------------------------------------------ 29
Health and Safety General Information -------------------------------------------------------------------------- 29 Items of Special Risk --------------------------------------------------------------------------------------------------------------- 29 Risk Assessment Guidance & Health & Safety Form ---------------------------------------------------------------------- 30
Features on Stands ----------------------------------------------------------------------------------------------------- 31 Animals on stands ------------------------------------------------------------------------------------------------------------------ 31 Candles -------------------------------------------------------------------------------------------------------------------------------- 31 Children ------------------------------------------------------------------------------------------------------------------------------- 31 Compressed gas --------------------------------------------------------------------------------------------------------------------- 31 Hazardous substances ------------------------------------------------------------------------------------------------------------- 32 Solvents ------------------------------------------------------------------------------------------------------------------------------- 32 Lasers ---------------------------------------------------------------------------------------------------------------------------------- 32 Smoke machines -------------------------------------------------------------------------------------------------------------------- 32 Strobe Lighting ---------------------------------------------------------------------------------------------------------------------- 32 Vehicles on stands ------------------------------------------------------------------------------------------------------------------ 32 Water features ---------------------------------------------------------------------------------------------------------------------- 33
General H&S Guidance ------------------------------------------------------------------------------------------------ 33 Accidents & RIDDOR --------------------------------------------------------------------------------------------------------------- 33 Demonstrations & Working Exhibits ------------------------------------------------------------------------------------------- 33 Drink & Drugs ------------------------------------------------------------------------------------------------------------------------ 34 Electrical & Lighting services ----------------------------------------------------------------------------------------------------- 34 Emergency & Fire Procedures --------------------------------------------------------------------------------------------------- 35 Fire Resistant Materials ----------------------------------------------------------------------------------------------------------- 36 Upholstery ---------------------------------------------------------------------------------------------------------------------------- 37 Food Safety --------------------------------------------------------------------------------------------------------------------------- 37 Hard Hats ----------------------------------------------------------------------------------------------------------------------------- 38 Working at Height & Ladders ---------------------------------------------------------------------------------------------------- 38 Working Time Regulations ------------------------------------------------------------------------------------------------------- 38
General & NEC-------------------------------------------------------------------------------------------------- 39
NEC General Information --------------------------------------------------------------------------------------------- 39 AV --------------------------------------------------------------------------------------------------------------------------------------- 39 Canvassing ---------------------------------------------------------------------------------------------------------------------------- 39 Collection of Goods ---------------------------------------------------------------------------------------------------------------- 39 Contractor Passes ------------------------------------------------------------------------------------------------------------------- 39 Copyright and Patent -------------------------------------------------------------------------------------------------------------- 40 Courier Services --------------------------------------------------------------------------------------------------------------------- 40 Crèche --------------------------------------------------------------------------------------------------------------------------------- 40 Delivery of Exhibits ----------------------------------------------------------------------------------------------------------------- 41 Dilapidation Charge ---------------------------------------------------------------------------------------------------------------- 41 Disability Awareness --------------------------------------------------------------------------------------------------------------- 41 Exhibitor Badges -------------------------------------------------------------------------------------------------------------------- 42 Floral ----------------------------------------------------------------------------------------------------------------------------------- 42 Insurance ------------------------------------------------------------------------------------------------------------------------------ 43 Intellectual Property (“IP) -------------------------------------------------------------------------------------------------------- 43 Lead Capture Device/Data Pens ------------------------------------------------------------------------------------------------ 44 Radio Licensing ---------------------------------------------------------------------------------------------------------------------- 44 Security -------------------------------------------------------------------------------------------------------------------------------- 45 Selling from Stands ----------------------------------------------------------------------------------------------------------------- 45 Shared Stands ------------------------------------------------------------------------------------------------------------------------ 45 Storage -------------------------------------------------------------------------------------------------------------------------------- 46 Temporary Staff --------------------------------------------------------------------------------------------------------------------- 46 Terms and Conditions ------------------------------------------------------------------------------------------------------------- 46
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NEC Services -------------------------------------------------------------------------------------------------------------- 47 Business Centre --------------------------------------------------------------------------------------------------------------------- 47 Catering ------------------------------------------------------------------------------------------------------------------------------- 47 Cleaning, Waste & Skip Hire ----------------------------------------------------------------------------------------------------- 48 Cloakroom ---------------------------------------------------------------------------------------------------------------------------- 48 First Aid -------------------------------------------------------------------------------------------------------------------------------- 48 Hospitality Suites ------------------------------------------------------------------------------------------------------------------- 49 Lost Property ------------------------------------------------------------------------------------------------------------------------- 49 Piped Services ----------------------------------------------------------------------------------------------------------------------- 49 Telephone & Internet -------------------------------------------------------------------------------------------------------------- 49
Visiting The NEC --------------------------------------------------------------------------------------------------------- 50 Access & Vehicle Entry ------------------------------------------------------------------------------------------------------------ 50 Car & Lorry Parking ----------------------------------------------------------------------------------------------------------------- 50 Disabled Parking/Blue Badge ---------------------------------------------------------------------------------------------------- 50 Shuttle buses ------------------------------------------------------------------------------------------------------------------------- 50 Overnight parking ------------------------------------------------------------------------------------------------------------------ 50 Delivery System --------------------------------------------------------------------------------------------------------------------- 50 Deposit System ---------------------------------------------------------------------------------------------------------------------- 50 Disabled Access --------------------------------------------------------------------------------------------------------------------- 51 Travel----------------------------------------------------------------------------------------------------------------------------------- 51 Vehicle ID Pass ----------------------------------------------------------------------------------------------------------------------- 51
Warning --------------------------------------------------------------------------------------------------------- 52
FAQ’s ------------------------------------------------------------------------------------------------------------- 53
Appendices ------------------------------------------------------------------------------------------------------ 56 Appendix 1. Order Forms and Deadline Checklist ------------------------------------------------------------------------- 56 Appendix 2. Site Induction Information -------------------------------------------------------------------------------------- 58 Appendix 3. Emergency Procedures ------------------------------------------------------------------------------------------- 58 Appendix 4. The NEC Maps ------------------------------------------------------------------------------------------------------ 58 4.1 Piazza Map ----------------------------------------------------------------------------------------------------------------------- 58 4.2 Atrium Map---------------------------------------------------------------------------------------------------------------------- 58 4.2 Site Map -------------------------------------------------------------------------------------------------------------------------- 58 Appendix 5. Schell Scheme Packages ------------------------------------------------------------------------------------------ 58
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Organising Team Contacts
General Exhibitor Queries
Freeman Exhibitor Queries
Collection Imagery
Exhibitor Zone Log in Details
Womenswear Sales Queries
Footwear Sales Queries
New Business Queries
E: [email protected] E: [email protected] E: [email protected] E: [email protected] E: [email protected]
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Contractors Contacts
The following contractors have been appointed as official contractors/suppliers for the show.
Fairguide / Expo-Guide Exhibitor Warning
It has come to our attention that some Hyve exhibitors may receive letters from Fairguide.com and/or Expo-Guide. Please note they have no association with Moda or any other Hyve show and are well known for misleading and deceiving exhibitors about the services they offer. Exhibitors are advised to return the application to Fairguide and/or Expo-Guide in the FREEPOST envelope provided stating on the application that this is 'NOT REQUIRED.'
Accommodation Contractor: Reservation Highway Email: [email protected] Tel: +44 (0) 1423 525577
Audio Visual & IT Equipment Contractor: MCLCreate Email: [email protected] Tel: +44 (0) 121 433 8899
Building & Aerial Services Contractor: NEC Email: [email protected] Tel: + 44 (0) 844 338 8338
Carpeting/Floorcovering Contractor: Freeman Email: [email protected] Tel: +44 (0) 2476 309 236
Catering Contractor: Foodtoyou Email: [email protected] Tel: +44 (0) 207 598 5708
Design & Build - Space Only Stand Design Contractor: Freeman Email: [email protected] Tel: +44 (0) 2476 309 236
Electrics Contractor: Freeman Email: [email protected] Tel: +44 (0) 2476 309 236
Floral Contractor: Bees Nees Email: [email protected] Tel: +44 (0) 7840 147 198
Furniture Contractor: Freeman Email: [email protected] Tel: +44 (0) 2476 309 236
Graphics Contractor: Freeman Email: [email protected] Tel: +44 (0) 2476 309 236
Lead Capture / Data Pens Contractor: N200 Email: [email protected] Tel: +44 (0) 1923 690 690
Logistics Contractor: Freeman Email: [email protected] Tel: +44 (0) 2477 601 601
Platforms Contractor: Expo Floors Email: [email protected] Tel: +44 (0) 1922 721 177
Mannequins and Steam Services Contractor: Mannakin Email: [email protected] Tel: +44 7757513584
Shell Scheme Contractor: Freeman Email: [email protected] Tel: +44 (0) 2476 309 236
Telephone & Internet Contractor: NEC Email: [email protected] Tel: + 44 (0) 844 338 8338
Temporary Staff Contractor: Star Group Live Email: [email protected] Tel: +44 (0) 1926 495ve334
Space Only Stand Plan Approval Contractor: Essential Events Email: [email protected] Tel: +44 (0) 1926 470 100
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Access Information
Venue Address
Hall 6/7/8 (select relevant hall)
The NEC, Birmingham
B40 1NT
(Stand Number)
(Company Name)
Access to the loading area
When using a Satellite Navigation System please use the postcode: B40 1NT
All vehicles should report to the designated lorry park. Vehicles will then be directed down to the applicable vehicle entry door when space becomes available around the rear of the hall.
Delivery and Collections
Please find below the details of Freeman Logistics, the nominated logistics handling company at Moda.
We strongly advise that you use them to handle your requirements at Moda.
Freeman Logistics
T: 44 (0) 2477 601 601 E: [email protected]
It is important that someone is onsite to sign for packages arriving for your stand. In the event that packages
arrive at the venue when you, the exhibitor, is not there to accept them, the Organisers will sign for such
packages on the strict understanding that they will not be held liable for any loss or damage.
It is essential that you ensure your delivery driver has the means to offload your packages from his vehicle and
deliver them to your stand. Should it be necessary to hire the services from Freeman to do this, all charges will
be passed to you the exhibitor.
PLEASE ENSURE YOUR DELIVERY DOES NOT ARRIVE AT THE VENUE PRIOR TO THURSDAY 20TH
FEBRUARY AS WE DO NOT HAVE TENANCY OF THE HALLS, AND THERE WILL NOT BE A MEMBER OF
STAFF ON SITE TO TAKE THE DELIVERY.
If you have packages that you would like to be collected after the close of the show, you are required to complete
the form which can be found in Appendix 1 of the exhibitor manual. Please ensure that all necessary
documentation has been prepared and supplied for the courier and left with the packages.
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Where possible, all packages should be brought to the organisers office in Hall 7: If you are leaving packages on
your stand, please ensure that all packages are labelled and you have notified a member of Moda staff in the
Organisers Office. ALL PACKAGES ARE LEFT ENTIRELY AT EXHIBITORS’ OWN RISK.
Please also note that should the parcels not be collected by 1200hrs on Wednesday 26th February, Freeman
Logistics will collect and store these packages on your behalf until alternative collections arrangements can be
made. You the exhibitor will be liable for all costs to Freeman for this service. Should you wish to know these
costs in advance please contact Freeman Logistics on the details below:
Company: Freeman Logistics
Contact Details: Tel: +44 (0) 2477 601 601 Email: [email protected]
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Show Timetable
BUILD UP HALL OPEN ACCESS FOR
Thursday 20th February
0800 - 1800 Official contractors only.
Friday 21st February
0800 - 1800 Space Only contractors/exhibitors and official contractors only.
Saturday 22nd February
0800 - 2200 Shell Scheme stands commence interior display. Space Only Stands continue construction.
OPEN DAYS HALL OPEN SHOW OPEN HOURS
Sunday 23rd February
0730 - 1900 0930 – 1800
Be aware that the halls will be closing one hour after the show ends
Monday 24th February
0730 - 1900 0930 – 1800
Be aware that the halls will be closing one hour after the show ends
Tuesday 25th February
0730- 2200 0930 - 1600
BREAKDOWN HALL OPEN ACCESS FOR
Tuesday 25th February
0730 - 2200 Remove all exhibits from halls. All Shell Scheme stands must be cleared by 2200hrs.
Wednesday 26th February
0730 - 1200 Dismantling of stand construction continues all contractors to be clear of halls by 1200hrs.
Any items left in the halls after this time will be deemed abandoned and disposed of as rubbish. Any costs for this disposal will be passed onto the
exhibitor.
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A-Z Show Information
General Build
Alterations to the floor plan
The exhibition floor plan is subject to change at the discretion of the Organisers. Exhibitors will be notified of any changes to their stand by the Sales Team. Should you require an updated version of the floor plan, please contact the Organisers.
Balloons
If you intend to have balloons on your stand, you must ensure that this is included in the risk assessment for your stand and that the Health and Safety Form is completed and submitted. The following regulations must also be adhered to;
• Permission to use advertising balloons must be obtained from the Organisers.
• The balloon must be positioned as centrally as possible within the confines of your allocated floor space in order that any logos/designs displayed are not immediately overlooking any neighbouring stand.
• Balloons must not be given away to visitors or other exhibitors.
• All balloons must be securely fixed to the stand. If a balloon strays and gets into the air circulation units or any damage is caused because of the stray balloon, the charges will be pushed back to the exhibitor. There may be a charge to remove balloons from the NEC ceiling.
Build-up & Breakdown
Build-up Please refer to the exhibition timetable above for the build-up and breakdown schedule. It is important you contact us as soon as possible if you foresee any problems keeping to this schedule. We will try our best to make alternative arrangements.
On space only stands it is the responsibility of the exhibitor to ensure the stand is being built to the correct floor markings and you are confident that the design and planning of the stand can be erected and dismantled in the allocated times. Please check with the Organiser's Office if you are in any doubt regarding your allotted floor space or foresee any problems adhering to the timetable.
General Security commences at 0800hrs on Thursday 20th February 2020.
Please be aware that when arriving onsite the halls will be in a state of construction, therefore please ensure yourself and co-workers are wearing appropriate footwear.
Anyone not adhering to this will be refused to entry into the halls. Footwear must consist of thick soles and covered toes.
It is vital that all vehicles arriving onsite display a completed Vehicle ID Pass in the near side windscreen. These ensure the traffic marshals can direct your vehicle to the most convenient vehicle entry door to your stand. Without the pass you may be delayed. After unloading, please co-operate with the traffic marshals and move your vehicle to the outer car parks.
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Form: Vehicle ID Pass Hall 6
Vehicle ID Pass Hall 7
Vehicle ID Pass Hall 8 Deposit Pay & Entry System Online
Deadline: 06.02.2020
Breakdown
The show closes at 1600hrs on Tuesday 25th February. Under no circumstances may any goods be removed or packed away from your stand prior to this time.
Removal of exhibits and displays may commence after 1600hrs.
Please ensure you take care when dismantling stands particularly during the first 30 minutes of the breakdown as there may still be visitors in the halls. Please note that the Organisers may delay breakdown if they feel it is unsafe to commence within the halls when the show closes. Anyone found working against such instructions in an unsafe manner will be stopped immediately.
Electrical power to stands will be switched off (at 1630hrs), 30 minutes after the show closes. If you require power to be left on after this time it is important you inform Freeman Electrics by 1200hrs on Tuesday 25th February. We strongly advise you not to leave items unattended on your stand during this time.
If you cannot remove your exhibits on the evening of Tuesday 25th February, please inform the Organiser’s Office before the exhibition closes on the last day, as it may be possible for overnight storage to be arranged. Please note there may be a cost involved for this service. Neither the Organisers nor the NEC can accept any responsibility for any loss or damage, howsoever caused, and we strongly advise you to take out adequate insurance.
Traffic around the NEC will be particularly busy during the first few hours of the breakdown. Please remember the halls will be open until 2200hrs on Tuesday 25th February if you wish to remove exhibits and displays after the traffic clears.
All exhibits and displays must be removed from the halls by the following times:
Shell scheme - 2200hrs on Tuesday 25th February Space only - 1200hrs on Wednesday 26th February
Any goods left in the halls after this time will be deemed abandoned and disposed of as rubbish. There will be a charge for the removal of any stand fitting or other goods abandoned and this will be passed onto the exhibitor.
Children
Under NO circumstances will children under the age of 16 years be allowed into the exhibition halls during the build-up and breakdown. The exhibition halls can be hazardous during these times and this ruling is in place to protect children’s safety. We regret no exceptions can be made to this ruling.
As this is a trade show, we strongly discourage children under the age of 16 attending the show. Should this be unavoidable, we will allow children under the age of 16 access if they accompanied by an adult at all times.
Gangways
To ensure the safety of all our visitors and exhibitors, there are a number of regulations that govern gangways:
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• All gangways must remain unobstructed and accessible at all times. Under no circumstances must any part of your stand, furniture, exhibits or displays project beyond the boundary of your stand.
• Emergency exits and gangways must remain unobstructed by any obstacles at all times.
• Freedom of all main and cross gangways is essential at all times for emergency access. Plans showing emergency gangways will be available from the Organiser’s Office.
• Exhibitors should only work within the confines of their stand and gangways should not be used for selling purposes. All discussions concerning exhibits must take place within the stand space allotted.
• Doors and gates forming part of an escape should be provided with a clear vision panel at sight level and must be hung to open in the direction of escape, clear of any steps, landings or gangways. Where necessary doors must be recessed so as not to open onto or obstruct the required width of any gangway or other escape route. Such doors should be free from fastenings other than panic bolts in accordance with BS EN 1125.
• Bridging over gangways is only permitted with authorisation from the Organisers and must not carry any branding. Carpeting over gangways is not permitted.
• All stand structures, signs, exhibits, etc. must be confined within the area allotted and may not project into or over the gangways unless approval has been obtained from the Organisers. Under no circumstances will any item be allowed to project into or over the gangway below a height of 2.2m – this includes stand fitting such as window boxes, bay windows, flag poles, etc.
• Gangways adjacent to any stand or stage used for demonstrations or performances must be maintained clear of obstruction. Additional space for an audience, where applicable, must be planned into the floor layout, as people are not permitted to congregate in the gangways.
Late & Early Working
If you have appointed a stand contractor to build your stand, you must be assured that the design of the stand is such that it can be built within the specified times as stated in this manual.
Hyve Group ltd are committed to safe working and aim to minimise the number of people working outside of the published timetable. It is important you contact us as soon as possible if you foresee any problems keeping to this schedule. If any working outside of the hall opening hours is required there will be an hourly charge made. In addition, there are minimum requirements that must be met and paperwork completed before any work outside the official hours will be allowed.
The late working charge of £50 per hour from 2000hrs - 2100hrs and £100 per hour from 2100hrs – 2359hrs is used to cover additional Health & Safety Officer, Security, hall lighting and Staffing during this late/ early working period.
Please note that no electrical power will be supplied to individual stands and no working will be permitted after midnight.
Logistics
The official lifting contractor appointed for the event is Freeman Logistics. In order to maintain a safe and clean working environment, and in accordance with the Lifting Equipment and Lifting Operations Regulations 1998 (LOLER), Freeman Logistics will be the only company permitted to operate forklift trucks, mechanical, or other cargo handling equipment and cranes in the halls outside the loading areas.
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The self-drive use of vehicle mounted ‘HIAB’ type cranes and lifting equipment and de-mountable forklift trucks will not be permitted within the halls. Freeman Logistics will be happy to provide you with detailed quotations and operational advice at any time. Please note that because of restrictions on space Freeman Logistics will be the only lifting and forwarding contractor that can be given priority for removal of stands and exhibits during breakdown. Freeman Logistics are also able to assist exhibitors planning to transport their good internationally. Lifting & Forwarding supplier
Company: Freeman Logistics
Contact Details: Tel: +44 (0) 2477 601 601 Email: [email protected]
Form: Logistics Order Form (Appendix 1)
Deadline date: 14.02.2020
Maintenance
Under no circumstances will maintenance work be permitted on stands during the exhibition open hours. If at any time during the exhibition open days you need to carry out maintenance work on your stand, this must be done after the exhibition has closed. You will need to apply to the Organisers by 1400hrs for authorisation, and permission will only be granted in exceptional circumstances. In these instances, there will be an hourly charge for each hour worked to cover health & safety. Health & Safety is paramount at these times and there are minimum requirements that must be met and paperwork completed before any work can commence.
Nightsheets
The Organisers will not be supplying night sheets to exhibitors, however if you are a shell scheme exhibitor you can hire them from the shell scheme contractor.
If you do have a nightsheet on your stand, please remember to supply the Organiser's Office with a set of duplicate keys to give access to the cleaners. These keys can be collected from the Organiser's Office on the last day of the exhibition. Please be aware that the cleaners cannot go on to any secured areas unless they are provided with a key.
If you are supplying your own night sheet, you must ensure that it is made from fire retardant fabrics. During show open hours, night sheets must be tied securely and neatly to avoid nuisance to visitors and fellow exhibitors.
Please note: some stand package builds for Pure do not permit the use of the night sheets. For clarification on if you can purchase a nightsheet for your stand, please contact the shell scheme contractor for your build.
Night sheets supplier
Company: Freeman
Contact Details: Tel: + 44 (0) 2476 309 236 Email: [email protected]
Form: Womenswear/Accessories/Footwear Order form, depending on your package (Appendix 1)
Deadline date: 17.01.2020
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Onsite Contractor Desks
The majority of our official contractors will be located on site throughout the show, and will operate service desks, which can be found at some of the hall entrances. Please visit the relevant contractors’ desk to discuss any existing orders you may have placed, or to arrange any additional orders. Should you need to speak with a contractor who is not onsite, please visit the Organiser’s office who will be happy to contact them for you.
Presentation Areas
If you are providing seating for presentation areas on your stand then there are technical regulations that apply. The following is a summary of the main points to be considered for temporary flat floor seating.
• The width of gangways required between blocks of seats depends on the total number of seats and their layout. The minimum gangway required is 1.1 metres.
• A minimum gap of 300mm must be provided between the back of one seat and the front of the seat behind.
• Adequate space for staging (including lectern, top table, AV equipment, sound systems, projection, mixer desks etc.) should be accommodated for.
Please inform the Organisers if you intend to have a seated presentation area on your stand.
Shell Scheme
Building within Shell Scheme
• If you intend to build or construct within your shell scheme stand you must submit plans to Essential Events. Please see the space only section of the manual for further information.
Company: Essential Events
Contact Details: Tel: + 44 (0)1926 470 100 Email: [email protected]
Carpet
All shell scheme stands are carpeted. The colour is grey for Footwear Sourcing shell scheme stands, and violet for all other shell scheme stands. If you do not wish to have your shell scheme carpet, please contact the Organisers as soon as possible. No refund will be given for this and you will then be responsible for arranging alterative flooring for your stand, as well as the removal for it. If you are providing your own carpet, please be advised that only NEC approved carpet tape should be used within the NEC and all carpet tape must be removed from the floor after breakdown. This can be purchased from our official contractor. All carpet and carpet tape ordered separately 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 direct 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 direct to exhibitors.
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Carpet and Carpet Tape Supplier
Company: Freeman
Contact Details: Tel: + 44 (0) 2476 309 236 Email: [email protected]
Form: Carpet and Floorcovering Order Form (Appendix 1)
Deadline date: 24.01.2020
Electrical Info:
Which wattage socket do I need to order? See below for a table to show the most commonly used equipment at exhibitions, and the wattage required.
Please Note: The wattages given below are for guidance only. Where possible always check the name plate on the appliance to determine the actual wattage.
Socket Usage
500w socket 2 amps maximum: Television with DVD player combined Track of 8 x 120w spotlights Washing Machine Small Travel Iron Small Travel kettle Clients own track up to 1000w (pre-tested with a fused plug top)
1000w socket 4 amps maximum: Large television or plasma screen Television with DVD player combined Fridge (remember to order 24-hour power!) Track of 8 x 120w spotlights Small Travel iron / kettle Clients own track up to 1000w (pre-tested with a fused plug top)
2000w socket 8 amps maximum: Standard irons Microwave Vacuum Cleaner Small coffee machines Toaster
3000w socket 13 amps maximum: Kettle Coffee machine Spur unit for water heater Clothes steamer Large freezers (remember to order 24-hour power!)
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How many spotlights should I order?
The general rule of thumb is that for a shell scheme stand, 1 spotlight will light 3sqm of space. This may not apply to space only stands which are often not as simplified in design.
Please note, some shell scheme stands have electrical packages included. If you are unsure, please contact the Organisers.
Can I use an extension lead?
You are permitted to use 4-way extension leads, but please note one 4-way lead should be used per fixed socket outlet, subject to a maximum loading of 500 watts total and its plug should be fused accordingly. The maximum flexible cord length is 2 metres from plug to equipment. Multi-way plug-in types cannot be used.
The only socket suitable for use with a 4 plug extension lead is a 500w socket.
Why have I had a £15 testing charge added to my order?
As from July 2012 all electrical contractors were required to test their electrical installation to a minimum standard demonstrated by BS 7671 17th edition. Therefore, any stand ordering any electrical supply at all is subject to one £15 testing charge which covers the overall costs of carrying out this additional testing within the short space of time that we have in an exhibition build-up.
Can I use my own lighting?
Clients own lighting can be used if tested to the required standard (BS 7671) or if the lighting is terminated with a Domestic UK plug then it must be P.A.T tested. These tests should be carried out prior to arriving on site by a qualified electrician.
Exhibitors will not be allowed to order 24-hour power to their stands without prior agreement from the Organisers.
Top Tip…
A quick way for you to figure out how many watts you’ll need is to check your appliance, find out how many amps it uses then multiply that by 240 (UK volts from mains power) and then you’ll have your answer. Example: A TV says it uses 1.6 amps, if you multiply that by 240; you get 384 watts so you’ll need at least a 500watt socket.
Electrical supplier
Company: Freeman
Contact Details: Tel: + 44 (0) 2476 309 236 Email: [email protected]
Form: Electric Form (Appendix 1)
Deadline date: 17.01 2020
Furniture
As an exhibitor, you will need to provide your own furniture - unless a package has been agreed with the Organisers. Freeman is the official furniture supplier for the show. Should you wish to order any furniture, or additional items, please do so at your earliest convenience to ensure stock availability.
To check what furniture is included within your stand package please contact the Organisers.
Furniture Supplier
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Company: Freeman
Contact Details: Tel: + 44 (0) 2476 309 236 Email: [email protected]
Form: Furniture Form (Appendix 1)
Deadline date: Complete Now
Graphics
If you would like to attach items to your shell scheme such as posters, graphics and/or material, please ensure you use fixings that will not leave a residue. The shell scheme panels are Velcro/Double sided sticky pads accepting and this option will not cause damage. Please do not stick anything to the metal work as any damage incurred will be charged for. If you have any queries on the materials recommended to attachments to shell, please contact Freeman on the details below. Graphics Supplier
Company: Freeman
Contact Details: Tel: + 44 (0) 2476 309 236 Email: [email protected]
Height Restrictions
The height of your stand will depend on the type of shell scheme you receive.
Nameboard
Nameboards are supplied to all shell scheme stands. You will receive one nameboard per open side. Please remember to complete the shell scheme nameboard form to indicate how you wish your company name to appear.
In the event that this form is not received, your nameboard will be made up with the name on your original stand contract and any changes onsite will be subject to a charge. It is important that your details remain consistent on all listings of the show, i.e. show catalogue, online profile etc., for the ease of all visitors.
Pillars
There are a number of pillars located in the halls. Please check with the Organisers for the exact location of pillars in your stand area. The pillars will not be clad unless they form part of your shell scheme back wall. If you are on a shell scheme stand and you wish for these pillars/columns to be clad, please contact Freeman and they will supply you with a quote.
Platforms/Ramps
Platforms 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.
Platforms must be of a strength and stability to carry and distribute the weight of stand fitting, stand personnel and visitors and exhibits having regard to the loading limits of the floors.
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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 Equality Act 2010 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.
Ramps Under The Equality Act (Formally 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.
Platform Supplier
Company: Expo Floors
Contact Details: Tel: + 44 (0) 1922 721177 Email: [email protected]
Website: www.expo-floors.com
Form: Flooring and Platform Form (Appendix 1)
Deadline date: 30.01.2020
Shell Scheme
The official shell scheme contractor, Freeman, must carry out all construction work on the shell scheme. The type of shell scheme being supplied is determined by your stand package. Please refer to your stand package for more details.
Hyve Group Plc requests that the following as part of your shell scheme regulations
• If you intend to do any construction within the confines of your shell scheme stand you will need to submit your stand plans, Risk Assessment for the construction activity, Method Statement and Construction Phase Plan to Essential Events. Please note that this is subject to approval.
• Exhibitors are permitted to fix materials onto their Shell Scheme walls however we ask that you simply return them to their original appearance.
• Under no circumstances may exhibitors paint the shell scheme. Changes to the wall panel colour must only be carried out by the official shell scheme contractor and will be charged for.
• If you wish to block in any open sides of your stand you must obtain permission from the Organisers before any arrangements are made. At least two thirds of each open side must remain open unless fitted with approved transparent material; any additional walling should be ordered directly with Freeman and will be subject to a charge.
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• No alterations to the shell scheme will be permitted without prior agreement with the shell scheme contractor and the Organisers. Interior work must be designed and constructed so that it does not to damage or interfere with the shell scheme.
• Please note that no items are to be fixed or suspended from the fascia or celling grid as this could affect the structural integrity of the stand as some parts are not designed to be weight bearing. Freeman are happy to provide advice and you must ensure that you consult with Freeman if you do wish to do this.
A range of useful extras are available from the shell scheme contractors – please see below.
Company: Freeman
Contact Details: + 44 (0) 1264 365 550 Email: [email protected]
Form: Shell Scheme Extras (Appendix 1)
Deadline date: 17.01.2020
Walling in
Walling in on open sides is at the discretion of the Organisers and may only be approved as long as the walling does not exceed one third of the total run of meterage of each open side. Therefore, two thirds of the run must be open or made from transparent material.
Any side of a stand facing onto a gangway is classes as an ‘open side’. Should you wish to wall this in, you can do at the discretion of the Organisers and may only be approved as long as the walling does not exceed one third of the total run of meterage of each open side. Therefore, two thirds of the run must be open or made from transparent and fire resistant material.
Alternatively, solid walling may be placed 1 metre in from the stand perimeter, subject to the Organisers approval. However, an open side that faces a bar, toilet or catering unit may be excluded from this regulation and can be completely enclosed.
Walling in is defined as any visual barrier howsoever constructed. For additional advice or if you wish to wall in further then the above recommendation, then please contact the Organisers.
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Space Only
Carpet
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 direct 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 direct 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 direct to exhibitors. Exhibitors with adjoining blocks of stands will not be permitted to place their own carpet in the gangways.
Carpet and Carpet Tape Supplier
Company: Freeman
Contact Details: Tel: + 44 (0) 2476 309 236 Email: [email protected]
Form: Carpet and Floorcovering Order Form (Appendix 1)
Deadline date: 17.01.2020
Complex Structures
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:
• Multi storey stands
• 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 £215+ VAT per stand and £255 + VAT for a double decker stand.
All Space Only stands require written approval to build. Plans must be submitted with a full Risk Assessment, Method Statement and Construction Phase Plan.
Company: Essential Events
Contact Details: Tel: + 44 (0)1926 470 100 Email: [email protected]
Form: Space Only Stand Plan Information Form Health & Safety Form
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Deadline Date: 10.01.2020
Electrical Info:
Please find Electrical info in the Schell Scheme paragraph.
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.
You must inform the Organisers in writing, at least 30 days before the event, if it’s your intention to bring any piece of equipment into the NEC or build anything that has a point loading that exceeds 12 tonnes.
No fixings whatsoever may be made to the hall floors, which is concrete.
General Space Only Regulations
All exhibitors must abide by the Space Only regulations as outlined below;
NEW REGULATIONS: With effect from 16th April 2015, CDM (Construction, Design And Management Regulations) 2015 now applies to the Entertainment Industry, which includes exhibitions and trade shows, and includes all building and construction work including stand build and deconstruction. As part of the requirements of CDM, you and your contractors are required to be aware of your responsibilities as described by this regulation.
In basic terms, this means the following:
• Technically, these new regulations do not in essence alter any responsibilities already held by the Organisers, Exhibitors or Contractors. They are designed to remind all duty holders of their responsibilities and to bring into focus the requirement to design construction projects in such a way as to bring safety to the forefront at every stage. Consideration must be given into the design and method of construction to ensure that any dangers are avoided at all costs.
• 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 Induction Information. 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 and templates below (see Useful Information at the bottom of this section) to help you to understand your responsibilities here and the responsibilities of your contractor(s).
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• 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 Space Only Stand Plan Information 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. Likewise, we hold exhibitors responsible for any misconduct by their employed contractors while at the show.
• Exhibitors are reminded that it is their responsibility to ensure their nominated contractor(s) abide by all the regulations as contained in this exhibitor manual and local authority regulations together with all requirements that are relevant to their operation, in particular, The Health & Safety at Work Act 1974 together with the current versions of all work and construction related regulations.
• The design of the stand must be 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 Building Contractor, submit a Risk Assessment for the build and breakdown period, a Method Statement, and a Construction Phase Plan along with their 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.
• It is essential that all stand construction, especially when of a pre-fabricated nature, shall commence at the earliest possible moment. While the Organisers will do everything possible to ensure that the allocated area is clear to build on they cannot guarantee this availability once other stands are on the way to completion.
• Please be considerate to other exhibitors when unloading your goods in the halls and ensure you do not use neighbouring stands to store goods or work on or block gangways. This can be a source of irritation to fellow exhibitors when trying to set stands up. Please also ensure that you place any rubbish in the gangways rather than on other stands. Wherever possible rubbish should always be put into rubbish bags to minimise trip hazards.
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• 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.
• If an exhibitor erects a stand which does not conform fully to the requirements of the Organisers and Local Authority, the Organisers shall be at liberty to enter onto the exhibitors stand and alter, demolish and / or reconstruct the said stand so as to make it conform to the regulations and requirements. The exhibitors shall, on demand, repay the Organisers all expenses incurred by them in respect of such alterations, demolition and reconstruction. Local Authority decisions are final.
• 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 Organisers' Office before commencing any building work.
• If you intend to do any construction work on-site please be considerate to others, e.g. please do not paint or work on other people’s 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.
• 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.
• 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 site. They will also need to have a suitable Health and Safety policy, have 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.
• 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.
Stand Plan Approval
Company: Essential Events
Contact Details: Tel: + 44 (0)1926 470 100 Email: [email protected]
Form: Space Only Stand Plan Information Form Health & Safety Form
Deadline date: 10.01.2020
Graphics
If you would like to attach items to your shell scheme such as posters, graphics and/or material, please ensure you use fixings that will not leave a residue. The shell scheme panels are Velcro/Double sided sticky pads accepting and this option will not cause damage. Please do not stick anything to the metal work as any damage incurred will be charged for. If you have any queries on the materials recommended to attachments to shell, please contact Freeman on the details below. Graphics Supplier
Company: Freeman
Contact Details: Tel: + 44 (0) 2476 309 236 Email: [email protected]
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Height Restrictions
The minimum height of a space only stand dividing wall is 2.5m. The reverse of any wall higher than 2.5m must be dressed down in white to 2.5m.
Please submit the Space Only Stand Plan Information Form stating to what height you will be building and ensure that an allowance is made for any platform or lighting rigs included in the design, to ensure that the height of 6m is not exceeded.
Please note that should you choose to build over 4m, your stand would be deemed a complex structure and as such, would be subject to sign off by our Structural Engineer, for this there is a charge of £218 + VAT per stand and a charge of £268 + VAT per double decker stand.
Stand Plan Approval supplier
Company: Essential Events
Contact Details: Tel: + 44 (0)1926 470 100 Email: [email protected]
Form: Space Only Stand Plan Information Form
Deadline date: 10.01.2020
Looking for a Space Only contractor?
If you have booked the Space Only option with us, check out our official show partners, Freeman, who have a specialist design and build team. Freeman will assign you a personal project manager to oversee every aspect of your stand build, ensuring you’re supported along the way and your objectives are met.
Design & Build Supplier
Company: Freeman
Contact Details: Tel: + 44 (0) 2476 309 236 Email: [email protected]
Alternatively, The Event Supplier and Services Association (ESSA) is a trade body representing the best suppliers of goods and services to the events industry. It’s easy to find ESSA approved suppliers, go to www.essa.uk.com/memberlist . All current ESSA members will be able to provide you with a copy of their year stamped member certificate and Quality Charter.
Company: ESSA
Contact Details: Tel: + 44 (0) 1442 285 812 Email: [email protected]
Website: ESSA
Pillars
Please reference the floorplan to confirm if you have a pillar on your stand. If you require the exact location of the pillar within your stand, or if you are unsure you have one, please contact the Organisers. If you have a space only stand and wish to clad the pillar then you must ensure the cladding is self-supporting and that access is available to any services on the column such as NEC electrical sockets. Please note that it is not permitted to affix anything directly to the pillars.
Platforms / Ramps
Platforms 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.
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Platforms must be of a strength and stability to carry and distribute the weight of stand fitting, stand personnel and visitors and exhibits having regard to the loading limits of the floors.
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 Equality Act 2010 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.
Ramps Under The Equality Act (Formally 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.
Platform Supplier
Company: Expo Floors
Contact Details: Tel: + 44 (0) 1922 721177 Email: [email protected]
Website: www.expo-floors.com
Form: Flooring and Platform Form (Appendix 1)
Deadline date: 30.01.2020
Rigging
All Rigging at the show must be approved by the Organisers prior to arriving onsite. If you wish to rig any banners at the show, please contact the Organisers. Once approved, you will need to contact NEC Rigging.
For all rigging requirements, please contact NEC Rigging.
If you wish to retain your banner after the event please ensure that you liaise with NEC Rigging, who will be prepared to retain your banner for a short period pending collection. If you have ordered your banner via Freeman, please let them know if you wish to retain it after the show. It is your responsibility to make the necessary arrangements with either Freeman or NEC Rigging.
Please be aware that as a general rule rigs/banner are not de-rigged at the close of the show without prior arrangements with NEC Rigging.
Rigging Supplier
Company: NEC
Contact Details: Tel: + 44 (0) 844 338 8338 Email: [email protected]
Website: www.thenec.co.uk
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Form: NEC Master Form (Appendix 1)
Website: http://www.thenec.co.uk/exhibitors/order-services/
Deadline date: 06.02.2020
Stand Plan Submissions
If you have a space only stand at the exhibition, you have a legal obligation to build your stand to the required standards as outlined by the NEC and local authority regulations detailed in this manual. To ensure that you are building your stand to the correct regulations, plans are required to be submitted to Essential Events for approval to build.
Plans of structures must include;
• Ground plan (indicating orientation in the hall)
• Elevation drawing
• All dimensions
• Details of all building materials used
• Risk Assessment
• Method statement
• Construction Phase Plan
• Space Only Stand Information Form
• In addition please be aware of the following requirements;
With effect from 16th April 2015, CDM (Construction, Design And Management Regulations) 2015 now applies to the Entertainment Industry, which includes exhibitions and trade shows, and includes all building and construction work including stand build and deconstruction. As part of the requirements of CDM, you and your contractors are required to be aware of your responsibilities as described by this regulation. In basic terms, this means the following:
• Technically, these new regulations do not in essence alter any responsibilities already held by the Organisers, Exhibitors or Contractors. They are designed to remind all duty holders of their responsibilities and to bring into focus the requirement to design construction projects in such a way as to bring safety to the forefront at every stage. Consideration must be given into the design and method of construction to ensure that any dangers are avoided at all costs.
• 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 Induction Information. This information is provided HERE and 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 these Site 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 and templates below (see Useful Information at the bottom of this section) to help you to understand your responsibilities here and the responsibilities of your contractor(s).
• All plans, calculations and documentation must be in English and should clearly state the exhibiting company’s name, stand number and the name and contact number of the responsible contractor
• Details must prove the structural stability and failure to do so will result in non-approval for construction.
• Approval for a stand for a previous show will not be accepted as proof of approval and plans must be re-submitted for every show.
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• Photographs or faxed copies will not be accepted.
• Please show on your plan where your stand number will be displayed as this is required on all space only stands.
Please note, approval must not be assumed until written approval is received from the Organisers, via Essential Events. When written approval has been received for the original design, no alteration may be made without the approval of the Organisers, via Essential Events.
Stands which do not have written approval will be subject to an onsite inspection and a charge which may result in non-approval or restrictions to build.
Company: Essential Events
Contact Details: Tel: + 44 (0)1926 470 100 Email: [email protected]
Form: Space Only Stand Plan Information Form Health & Safety Form
Deadline Date: 10.01.2020
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Health & Safety
Health & Safety Statement It is the policy of Hyve Group to endeavour to seek the co-operation of all concerned in order to achieve the highest standards, in all aspects, of health & safety.
Hyve Group ltd and the NEC, within the scope of their own laid down Policies, have a responsibility to ensure that safe working practices are maintained at all times, which includes ensuring that provision is made whereby persons other than the NEC or Hyve Group ltd employees, are reminded of their responsibilities whilst working at the NEC.
As an exhibitor, contractor or agent you have a duty under The Health and Safety at Work Act 1974 to ensure that all personnel contracted by you are aware that they have a responsibility, so far as is reasonably practicable, for the health, safety and welfare of all employees, and that any plant or systems of work which may be used are, so far as is reasonably practicable, safe and without risks to health. This includes that all employees are provided with information, instruction, training and supervision to ensure not only their own health and safety but also that of others working or attending the vicinity. Under the current COSHH regulations, exhibition stands are considered to be a workplace. It is therefore your responsibility to ensure that all your staff and subcontractors have received sufficient Health and Safety training and are provided with the correct protective clothing and equipment to enable them to carry out their work in a safe manner in accordance with COSHH and the Act. You are also required to have in your possession a copy of your own Health and Safety policy and a copy of the Health and Safety policy document of each contractor employed by you which may be requested during the exhibition. You must also ensure that you have a copy of the Health and Safety Policy for each subcontractor employed by you excluding those appointed by the Organisers. Health and Safety legislation is dynamic and as such new and revised regulations are being brought into force regularly. Exhibitors and contractors should ensure that where these regulations affect their operation that they conform to the changing requirements. If in doubt seek professional advice. It is our general duty as Organisers, as well as our specific duty under the above regulations, that we request your co-operation by complying with the requirements that are described in this section of the exhibitors manual, together with other sections specifically referred to within the manual i.e., electricity and stand fitting regulations.
The Health & Safety Form must be completed and returned by ALL exhibitors.
Form: Health & Safety Form (Appendix 1)
Deadline Date: Complete Now
Useful information: Eguide
*Please ensure you read the Site Induction prior to arrival on site*
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CDM and Site Induction Information
With effect from 16th April 2015, CDM (Construction, Design And Management Regulations) 2015 now applies to the Entertainment Industry, which includes exhibitions and trade shows, and includes all building and construction work including stand build and deconstruction. As part of the requirements of CDM, you and your contractors are required to be aware of your responsibilities as described by this regulation.
In basic terms, this means the following:
• These new regulations do not in essence alter any responsibilities already held by the Organisers, Exhibitors or Contractors. They are designed to remind all duty holders of their responsibilities. The focus is to design construction projects to ensure that safety is at forefront at every stage. Consideration must be given into the design and method of construction to ensure that any dangers are avoided at all costs.
• 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 Induction Information.
• The Site Induction Information is provided below and each exhibitor has a responsibility to distribute this document to any person who they cause to be onsite during these Construction Phases. This is vitally important and access to the Halls 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 along with your stand plans, Risk Assessment and Method Statement. We have provided some more detailed information and templates below (see Useful Information at the bottom of this section) to help you to understand your responsibilities here and the responsibilities of your contractor(s).
If you have any further queries, please do not hesitate to contact the Organisers.
Health and Safety General Information
Items of Special Risk
The Organisers are required to submit details to the venue and local authority 28 days prior to the event of any exhibitor proposing to have items of special risk on their stands. As such it is imperative that you clearly identify any areas of high-risk activities on both the Health and Safety Form and on your stand plans. You must ensure you cover these suitably in your Risk Assessment and actively carry out control measures on site. Items of special risk that must be declared to Organisers include:
• Stepped access, ramps and balustrades.
• Requirements where provision is made for closely seated audiences of more than 15.
• Preparation of food (including any cooking facilities on stand).
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• Presence of animals on stands.
• Where there will be items of special risk requiring specific approval (e.g. motors vehicles, pharmaceuticals, flagpoles, smoke effects, flammable oils, liquid and gas, compressed gas/acetylene/LPG, hot surfaces, radioactive substances, laser beams, fumes and smoke, working machinery including hand held electric or compressed air tools, water, water equipment, laser products, audio visual displays and films)
• Hazardous substances (COSHH)
• Rigging
• Crowd safety management, e.g. public participation activities.
• Hands on Treatments (massage, nails etc.) or other non-invasive hands on treatments (N.B. a minimum 35 days turnaround is required on any application for a temporary Special Treatment Licence.)
Form: Health & Safety Form (Appendix 1)
Deadline date:
Complete Now - NB: If the form is not completed before going onsite you may experience a delayed start to the build of your stand.
Risk Assessment Guidance & Health & Safety Form
It is a condition of exhibiting at Moda that every exhibitor completes the Health and Safety form to provide us with contact details for the person on your team responsible for Health and Safety onsite and to declare to Hyve Group ltd that a Risk Assessment has been carried out. As such, please find below some guides and further information to help you. If you have any queries regarding the above, please contact the Organisers.
A Risk Assessment (RA) is a document identifying hazards that might cause harm to people and decide whether you are taking reasonable steps to prevent that harm. A risk assessment is about identifying sensible measures to control the risks during build-up, open and breakdown of your stand.
There are four steps to completing a Risk Assessment;
• Step 1: Identify the hazards:
What, during the build-up, open days and breakdown of your stand, could cause harm to yourself or other people? Some hazards are recognized with a risk of harm – for example working at height, working with chemicals, machinery, and asbestos. But you should also consider what materials will be used? How much noise and dust will there be? Are they slipping/tripping hazards? Any risk of fire? Will the work require long working hours and if so do you have a “Late working Rota” in place? etc
• Step 2: Decide who might be harmed and how:
For each of the hazards identified in the first step, you need to identify the group of people who are at risk and might be harmed. This will help you to identify the precaution to take.
• Step 3: Evaluate the risks and decide on precaution:
Once you have identified the hazards and who might be harmed, you need to evaluate the risk and how likely harm will occur?
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• Can the hazards/risks be eliminated completely?
• If not, how can you isolate/control it?
You need to list the precaution taken – training, information, processes in place etc.
• Step 4: Are further actions necessary to control the risk:
What more could you reasonably do for the uncontrolled risks? Could you remove the risk completely and try another option? Please ensure the relevant parties are then aware of this information.
Features on Stands
Animals on stands
No wild or domestic animals, except guide dogs, are allowed on the premises without the prior written consent of the NEC. Written application must be submitted to the Organisers for onward submission to the NEC at least 28 days prior to the event.
Animals must be appropriately supervised, housed, maintained, fed and watered to the satisfaction of the NEC. Where appropriate, suitable warning notices shall be prominently displayed.
If you intend to have livestock including Animals, Birds, Reptiles, Insects & Fish, etc on your stand you must include this in your risk assessment. For more information, contact the Organisers.
Candles
Real flame will only be permitted where it is essential for an effective demonstration of a product and it must be used under safe and ventilated conditions and under the control of a competent person appointed to ensure this at all times and as such permission to use candles on your stand must be obtained from the Organisers prior to coming onsite.
If granted permission, you must carry out a full risk assessment and a copy of this to be sent to the Organisers and a copy kept with you during the exhibition. For more information, contact the Organisers.
Children
Under no circumstances will children under the age of sixteen years be allowed in the halls during build-up and breakdown. The exhibition halls are a building site and can be hazardous during these times. This ruling is in place to protect children’s safety and no exceptions can be made to this ruling.
Compressed gas
The use of compressed gas within the NEC is strictly regulated. Exhibitors wishing to use compressed gas shall comply with safe working practice.
In order to obtain dispensation for the use of compressed gas, the exhibitor must forward a full risk assessment and method statement to the Organisers at least 28 days prior to the event.
Compressed gas cylinders or vessels containing liquids or gas under pressure shall be stored in a position agreed by the NEC and only those cylinders required for immediate use shall remain on a stand.
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Hazardous substances
The Control of Substances Hazardous to Health Regulations 2002 (COSHH) is the law that requires employers to control substances that are hazardous to health. A hazardous substance is any substance that has one or more of the following intrinsic 'hazardous properties': explosiveness, flammability, ability to oxidise (accelerate a fire), or human toxicity (acute or chronic).
If you, or any of your contractors, intend to use any substance which is covered by the above criteria then we require that you carry out an assessment in writing under the regulations and submit the assessment to the Organisers at least 28 days prior to the substance being used on site.
Radioactive substances must not be brought into the NEC without prior written permission first. For more information, please contact the Organisers.
Solvents
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.
Lasers
Laser installations shall comply with ‘The Radiation of Lasers used for Display Purposes’, HSG95, issued by the HSE. An independent inspection will be completed onsite and the exhibitor will be responsible for any costs incurred. The exhibitor must forward a full risk assessment and method statement to the Organisers at least 28 days prior to the event. For more information, please contact the Organisers.
Smoke machines
The use of smoke machines is regulated and all requests to use smoke machines must be sent in writing to the Organisers at least 28 days prior to the event.
All smoke and vapour machines must be used in accordance with the HSE information sheet ‘Smoke and vapour effects used in entertainment ’. Only approved chemicals are to be used in smoke machines.
Suitable arrangements must be made to ensure that the smoke generated does not interfere with the NEC's smoke detection system or neighbouring stands.
Strobe Lighting
The use of strobe type fittings is regulated and all requests to use such fittings must be sent in writing to the Organisers at least 28 days before the event. Careful consideration should be given to the use of strobe lights as under some conditions they may induce epilepsy in flicker-sensitive individuals. Whenever an agreement for strobe lights to be used is given, a warning notice shall be displayed on the stand in a clear and prominent position. Continuous operation of strobe lights will not be allowed and flicker rate must not exceed 5 flashes per second and where more than one strobe light is used, the flashes must be synchronised.
Vehicles on stands
If you are displaying any vehicle on your stand, you must advise the Organisers at least 28 days prior to the event. Vehicles must be located on the stand area, being set back at least 2 meters from the stand perimeter.
Vehicles displayed on stands must:
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• Be static and have their engine switched off during the open hours of the event.
• Contain only a minimum amount of fuel
• Have a lockable fuel cap
• Have a drip tray placed under the engine
• Be included in the stand's risk assessment
Subject to a risk assessment, battery disconnection may be required for vehicles over ten years old.
Agreement on delivery and removal times/dates must be discussed with and approved by the Organisers. You may be asked to leave a spare set of keys with the Organisers in case of an emergency.
Water features
If you are planning to have water features on your stand, you must include it in your risk assessment and notify the Organisers at least 28 days prior to the event.
The filling and draining of water features and exhibits must be carried out by the NEC's appointed contractor. Fire hoses must not be used for this purpose. Under no circumstances may water be discharged onto the floors, into ducts or any other unauthorised part of the premises, as serious damage may be caused to the electrical mains and services.
The approved code of practice for water features is in the HSE information sheet ‘The Control of Legionella Bacteria in Water Systems’.
General H&S Guidance
Accidents & RIDDOR
If you are involved in, or a witness to an accident whilst on-site at the show (regardless of how small) it must be reported to the Organiser’s Office immediately.
The First Aid Office is located in the Atrium side, opposite to Hall 8 by the Atrium 2 entrance – Tel – (external) 0121 767 2222 (internal) ext. 2222.
If the accident requires urgent medical assistance, please do not call the emergency services directly. The NEC can get the emergency services to the correct part of site in the quickest route and therefore we ask that you dial the NEC in an emergency.
Under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 1995, an employer will be required to notify the enforcing authority when there is an accident resulting in death or major injury, or any notifiable dangerous occurrence.
Demonstrations & Working Exhibits
Any demonstrations or events are subject to the following regulations and we reserve the right to ban working demonstrations onsite if they in any way disturb neighbouring exhibitors, or pose a threat to any person, or if the visitor flow is restricted by obstructed gangways.
Useful information: Eguide
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• All demonstrations must be carried out in accordance with the Health and Safety at Work Act 1974 and the COSHH Regulations 1999 (Control of Substances Hazardous to Health).
• They should be arranged so as not to cause nuisance or obstruction to gangways or neighbouring stands. This includes viewing arrangements which should be contained entirely within your exhibition stand area.
• Demonstration areas must be indicated on your risk assessment and stand plans and should be built with adequate sound proofing to ensure noise is not a problem to neighbouring stands.
• Working machinery is only demonstrated to interested parties when necessary - and not used as an attraction to the stand.
• All machines must be guarded to the UK Health and Safety standard which is normal for its operation in an industrial setting. Where guards are removed or made of special material for display purposes this must be indicated on the machine.
• Floors on stands must be kept clear of articles or substances likely to cause persons to slip or trip.
• Precautions must be taken to ensure that dust particles, fumes etc. from working machinery do not in any way discharge into common areas i.e. atmosphere, aisles, neighbouring stands etc.
We would advise you that officers of the Environmental Health and Trading standards department may visit the show to ensure compliance with the relevant legislation and we would request therefore that this information is passed to the relevant people within your organisation.
Drink & Drugs
The abuse of alcohol, drugs and other substances can affect work performance and safety. Any person found to be under the influence of alcohol, drugs or other substances, which in the opinion of the Organisers constitutes a danger to themselves or any other person using at the NEC, will be removed by security. Please ensure that any contractors or sub-contractors working on your stand are aware of this ruling.
Smoking and vaping are not permitted in the venue at any time, in accordance with legislation. External smoking areas are provided. If you are a smoker, please consider others and use only the designated areas.
Electrical & Lighting services
Exhibitors requiring electrical services must complete the Electrical Order Form (Appendix 1) and return it no later than 17/01/2020. The form date is crucial as the NEC will impose a 20% surcharge on late orders received.
Rules and specifications for supply of electricity below;
• All electrical installations on every stand feature or exhibit must comply with The Health & Safety at Work Act, and all relevant electrical related regulations, including the Local Authorities and applicable acts.
• All electrical current whether for lighting or power consumed on the premises must be obtained from the NEC’s distribution systems.
• Although the NEC will endeavour to maintain a stable supply system within its own premises, it cannot be held responsible for variations in voltage or frequency interruptions or loss of supplies attributable to electricity supply undertaking.
• The NEC reserve the right to limit the power rating of a supply where it is felt that the nature of the load may have an adverse effect on supplies to other exhibitors.
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• Under no circumstances are exhibitor's own staff or any other electrical contractor to make lighting or power connections.
• Flashing lights are not permitted, but sequence display may be used subject to the Organisers approval. No light fitting or other electrical appliance may be suspended from the ceiling of the exhibition hall.
• No hanging electrical signs of any type will be permitted.
• Under present electrical regulations, each stand must be able to accommodate a main switch which must be visible and accessible at all times. In addition, certain stands will have to accommodate the NEC mains cable and switch. The electrical contractor will take all reasonable steps and precautions to ensure that any inconvenience is kept to a minimum. If this is accommodated within a locked area on your stand, a key should be left with the Organiser’s office for access in an emergency.
• It is a legal requirement that all plug-in items and associated wiring are PAT tested and test labels attached with certificates available for inspection. You may be asked by the onsite exhibition Health and Safety Officer for proof of this compliance. If you do not have this with you on site, power will not be switched on to your stand. A copy of your public liability insurance may also be required.
• Under The Electricity at Work Regulations 1989 it is a Criminal Offence to allow persons not competent by training/qualifications to carry out electrical work.
• Any exhibitor making lamp changes, fitting any attachments or overloading their electrical / lighting installations or in any way interfering with it, is liable to the immediate disconnection of supply.
• General lighting circuits must not exceed 1200watts and must be protected by the correct rated circuit breaker.
• The use of multi-way plug-in adaptors has proved to be a danger not only to users but also a potential source of fire and therefore their use at the NEC is banned. Trailing block type units are frequently joined together to form 'daisy chains' thus overloading the circuits. Any multi-way adaptor found on a stand will be removed and any daisy-chained trailing blocks will be disconnected and removed.
• Pre-fabricated electrics - all electrical systems, pre-wired prior to entering the NEC, must conform to the The Electricity at Work Regulations 1989 and be inherently safe.
The Organisers reserve the right to withhold the supply of electricity from any exhibitor who has not complied with such regulations.
Costs for supply, wire and connection and electrical requirements are shown on the Electrical form. For requirements not shown on the form, please contact Freeman Electrical Services on the details below.
Electrical Supplier
Company: Freeman
Contact Details: Tel: + 44 (0) 1264 365 550 Email: [email protected]
Form: Electrics Order Form (Appendix 1)
Deadline date: 17.01.2020
Emergency & Fire Procedures
It is of the utmost importance that each exhibitor and employee is familiar with the Emergency Procedures for the NEC. Please ensure you take time to read the information in Appendix 3.
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A copy of these Emergency Procedures will be delivered to your stand on-site. Please ensure that all your staff are totally conversant and comply fully with these procedures.
In case of an emergency, please call the numbers on the link below.
Fire Extinguishers
The NEC Fire Department will supply adequate fire extinguishers. These will be distributed to stands before the event opens and collected at the end of the show. The fire extinguishers are the property of the NEC and should equipment be positioned on your stand, please be aware that you may be liable for the cost of a replacement in the event of any loss or damage.
Please ensure that at least two members of your staff are familiar with the proper use of the extinguishers and the position of the fire alarms. Please contact the Organiser’s Office should you require any assistance to this.
If you would like to hire surplus fire extinguishers, which may be necessary according to your risk assessment, please contact the Organisers.
Fire Resistant Materials
All materials used in the construction of stands, features and displays including signs and fascias, shall be non-combustible, inherently non-flammable or durably flameproof. Please see below for specific regulations. Further advice can be obtained from the NEC Fire and Safety Officers via the Organisers.
Adhesives The use of solvent-based adhesives should be avoided. Water-based products should be used wherever possible.
Drapes, curtains and hangings Drapes, curtains, hangings must be inherently or durably flame-proof and shall comply with BS EN 13773.
Fabrics and decorative materials Fabrics and other decorative materials used for stand dressing must be treated with a flame proofing agent or purchased already treated by use of the appropriate chemical, in accordance with BS 5438.
Untreated wallpaper and similar thin surface finishes, not exceeding 1mm in thickness, may be accepted, provided they are fixed firmly with an approved adhesive. Fabrics for interior stand decoration must be fixed taut and/or in tight pleats (not loosely draped) to a cold backing, secured 75mm above floor level and not touching light fittings.
Artificial plants and flowers which have not been treated will not be permitted as they are combustible and give off toxic fumes. Silk-type flowers are an acceptable alternative, providing they have been fireproofed in accordance with the above standard.
Flammable liquids and Gases If you intend to use of flammable oils, liquids or gases on your stand you must include this in the Risk Assessment for your stand. The attached information must be read and the Health and Safety Declaration Form completed and returned to the organisers.
Floor Covering All floor covering must comply with BS 4790 and must be secured and maintained so that they do not cause a hazard.
Useful information: NEC Useful Numbers/Information
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Glazing All glazing used in the construction of stands must consist of safety glass a minimum of 6mm thick. It must comply with the current UK Building Regulations and relevant British Standards, including BS 6206 and 6262. Any uninterrupted, large areas of clear glazing shall be indicated so as to be readily apparent (for example by warning stripes, dots or logos). Overhead glazing shall be of wired or laminated glass or be otherwise adequately protected from shattering.
Paint Only water-based paint may be used on site. If paint spraying equipment is to be used, the system must be approved by the NEC. Protective measures shall be taken to ensure that no paint is spilt or sprayed onto the fabric of the building as any charges will be passed onto the relevant exhibitor.
Plastics Plastic must conform to the requirements of BS 476 – Part 7, Class 1 fire regulation. Plastic trees, plants, etc must also conform to this standard. Polycarbonate materials such as Lexan and Makrolon are acceptable. Perspex does not comply and therefore must not be used
Timber Timber used in stand construction and displays must either be a minimum of 25mm thick or adhered to Class 1 standard, in accordance with BS 476 - Part 7. Treated materials should have ‘BS 476 - Part 7, Class 1 (Surface Spread of Flame)’ marked on them. Timber over 25mm thick does not require treating.
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, however it cannot be machined onsite as its dust is hazardous to health.
Upholstery
Upholstered seating shall comply with BS 5852.
Food Safety
Any stand from which food and/or drink is dispensed or cooked is categorised as a food premises under legislation and is therefore subject to applicable food premises legislation under the Food Safety Act 1990. However, there are restrictions regarding any sampling of food and/or drink and you should contact the Organisers for further information.
If you intend to serve food on your stand you must include this in the risk assessment for your stand.
Exhibitors wishing to bring their own food and beverage items onto the NEC premises must adhere to licencing and food safety regulations, details of which can be found on the Intent to supply forms which can be found in the Catering Section within the General & NEC tab. Application MUST be made in advance and charges will apply. Applications should be made in the first instance by completing the relevant forms below which also cover licencing and food safety regulations.
On the food and beverage information link below. Applications MUST be made in advance of coming onsite and corkage charges will apply.
Catering supplier
Company: Foodtoyou
Contact: +44 (0) 844 338 8338 Email: [email protected]
Form: NEC Master Order form (Appendix 1)
Website: http://www.thenec.co.uk/exhibitors/order-services/
Deadline: 06.02.2020
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Hard Hats
All stands being built over 4m high, including the 2m area around the stand, will be designated as a hard hat area. Hard hats must be worn in these areas in accordance with the Working at Height Regulations 2005.
All contractors and exhibitors working on these stands during the building and breakdown of these stands MUST wear hard hats that conform to BSEN397 and it will be your responsibility to ensure that anyone walking onto your site during these times is wearing a hard hat.
Plans showing hard hat areas will be available in the Organiser’s Office.
Working at Height & Ladders
In accordance with the Provision and Use of Work Equipment Regulations 1998 (PUWER), all ladders and steps that are used in the halls must conform to BS EN 131 and BS 2037 Class 1. The use of “light trades” and “domestic” grade ladders and steps is prohibited and any such ladders and steps will be removed from the hall.
In addition to the above the Working at Height Regulation 2005 place a duty of care on every employer to ensure that all reasonable measures are taken to ensure that a risk assessment is carried out for any work activity where 'a fall involving a distance liable to cause injury could occur'. This includes all types of work access equipment regardless of the duration a person is at height or of the height at which the activity occurs.
All scaffolds and working platforms should be properly constructed to provide adequate working space and comply with the Construction (Health, Safety and Welfare) Regulations 1996. No scaffold may be erected, modified or dismantled, except under the supervision of an experienced and competent person, and all structures should be inspected by a competent person before use.
The most common health and safety breach across all of our events is working at height. Please ensure you plan beforehand to make sure you have the correct height ladders to access areas of your stand that you need. Details are noted and kept on file where this does not happen.
Working Time Regulations
All exhibitors should ensure that all staff (their own and those of any company contracted by them) are aware and adhere to the Working Time Regulations 1998.
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General & NEC
NEC General Information
AV
The Audio-Visual contractor for the show is MCLCreate. Please see their order form for equipment hire and price list, or you can contact them directly via the details below AV supplier
Company: MCLCreate
Contact: Tel: +44 (0) 12 1433 8899 Email: [email protected]
Form: Audio Visual Order Form (Appendix 1)
Website: www.mclcreate.com
Deadline: Complete Now
Canvassing
Exhibitors are reminded that the handing out of promotional materials or waylaying buyers in the gangways or public areas is strictly prohibited. This includes car parks, catering facilities and at any entrance. Handing out of literature, samples etc., is only permitted within the confines of your stand
Collection of Goods
If you are arranging for goods to be collected after the show closes, we strongly advise you not to leave goods unattended at any time before they are collected. Neither the NEC nor the Organisers can accept responsibility for damage to stands or goods or the loss of any property on any stand or anywhere else in the exhibition. If you foresee any problems with arranging collection, please inform the Organisers’ office before the show closes on that day as they may be able to arrange overnight storage.
All exhibits and displays must be removed from the halls by 1900 Tuesday 25th February for shell scheme stands and 1200 Wednesday 26th February 2020 for space only stands. Any goods left in the halls after this time will be deemed abandoned and disposed of as rubbish. There will be a charge for the removal of any stand fitting or other goods abandoned and this will be passed onto the exhibitor.
Contractor Passes
Any exhibitor using a contractor to build their stand will need to inform the Organisers, via Essential Events, of their contractor details. This must be done using the form below. Once Essential Events have received this they will contact your contractor to send them a Contractor Manual and Contractors Undertaking and Passes Form.
Passes are valid for build-up and breakdown. However, please note contractors will not be allowed into the halls for breakdown until after the hall is clear of visitors after 1605hrs on Thursday 12th - please do not ask your contractor to come into the halls before that time as security will not allow them access. All arrangements for breakdown must be made during the times contractors are allowed into the halls.
Company: Essential Events
Contact Details: Tel: + 44 (0)1926 470 100 Email: [email protected]
Form: Space Only Stand Plan Information Form
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Deadline Date: 10.01.2020
Copyright and Patent
Exhibitors wishing to play copyright music on their stand, by means of TV, slide, tape player or even live, must obtain both a licence from the Performing Rights Society (representing composers and publishers) and Phonographic Performance Ltd (representing recording studios and artists).
Exhibitors are solely responsible for obtaining any licence required to play music on their stand. Failure to obtain a licence may result in prosecution. It is therefore a condition of taking your stand that you agree to the following:
• To provide accurate information about your intention to play music and pay us the licence fee forthwith upon request.
• You do not play music on your stand unless you have made an application and paid forthwith upon request for a licence.
• We are fully indemnified by you against any claim made against us for any non-payment, omission or infringement connected with the licensing requirements for playing recorded music on your stand.
Please note that the volume must be kept to a reasonable level and not interfere with, or become a nuisance to, neighbouring stands.
Company: PPL / PRS
Contact Details: Tel: +44 (0) 800 0720 808 Email: [email protected]
Form: PPL Form (Appendix 1)
Website: www.ppluk.com / www.prsformusic.com
Deadline Date: Complete Now
Courier Services
Exhibitors planning to transport their goods through an international courier are advised to use the services of Freeman Logistics who have special facilities in place for the show. These include Temporary Importation without payment of duty/VAT - most other couriers will charge full rates of duty and tax. There are also Freeman Logistics offices at the show to monitor shipments closely to ensure their timely delivery. In order to assist exhibitors, Freeman Logistics will operate a courier receiving service. For a small amount per package they will receive, check, label and deliver your goods to your stand. Please ensure that you have faxed a copy of the courier note to them in order that they may be able to track your goods down. Please note if no-one is on your stand, the courier will automatically be diverted to Freeman Logistics onsite at the NEC, for which, there may be a small handling fee. Logistics supplier
Company: Freeman Logistics
Contact Details: Tel: +44 (0) 2477 601 601 Email: [email protected]
Form: Logistics Order Form (Appendix 1)
Deadline date: 14.02.2020
Crèche
Due to a lack of sufficient customer demand, no crèche facilities will be available at the show. Please note that children under the age of 16 years are not permitted within the halls during the build-up and breakdown period of the exhibition.
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Delivery of Exhibits
If you are intending to have goods delivered to your stand it is important that you arrange for a representative of your company to be at your stand to receive them. Should you not be on your stand to accept delivery of your items, they will be diverted to Freeman Logistics who will hold the items for you with a fee payable to them on collection. Neither the Organisers nor the NEC can accept delivery of any goods and also cannot accept responsibility for any goods delivered to unmanned stands.
If you need to have something delivered to your stand, or you are using a courier to make a delivery, we strongly advise to send them by recorded delivery or registered post. Any such items should then be signed for personally by exhibitors. Please arrange to have your packages addressed as follows and we will direct deliveries to your stand.
Contact name & Mobile number Company name MODA 2020 Hall number and stand number The NEC Birmingham B40 1NT
Logistics supplier
Company: Freeman Logistics
Contact Details: Tel: +44 (0) 2477 601 601 Email: [email protected]
Form: Logistics Order Form (Appendix 1)
Deadline date: 14.02.2020
Dilapidation Charge
Fixings direct to the NEC walls, pillars or floor are not permitted. All construction must be completely self-supporting and no fixings, fittings, rigging or painting may be made to any part of the permanent structure or floorings. Any construction must allow access to services.
Please remember that you are responsible for making good of any damage caused to the NEC by yourself, your agents or contractors. In your own interests you should satisfy yourselves as to the condition of your stand site before the building of your stand and after its clearance.
The Organisers will pass on any charges to the exhibitor for damage to the exhibition halls, caused by exhibitors, their staff, or their contractors. This includes the charge for removing any carpet tape left on the floor and any excess rubbish left behind after the exhibition.
Disability Awareness
The Equality Act states that all service providers have to make reasonable adjustments to ensure that all customers - no matter what their disability - have equal access to services. Failure to comply can lead to fines of up to £50,000.
As show exhibitors you are service providers –and the Equality Act therefore applies to you.
There are over 10m disabled people in the UK - the largest group (8.5m) suffer from arthritis and 8m have a hearing impairment - of whom 3m have hearing aids. Whilst access for those in wheelchairs is important, these are in fact one of the smaller groups.
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The kind of things that are needed are not complex and the examples given below illustrate some of the required actions.
Ensure that your stand incorporates enough space. The Equality Act requires 1.2 metre aisle width - though only 750mm for an internal door - suggesting that 750mm would be enough.
If a display is on a stand, above ground level, a ramp should be built into the stand or a portable ramp made available. If this is not possible - and at times a ramp may not be possible as it would protrude into gangways and cause a health and safety hazard, then a signed point should be created where disabled people can be served off the display at ground level. The gradient of the ramp should be no greater than 1:12.
Wheelchair users can only reach 650mm and 1060mm, so ensure that staff are trained to help customers to reach products and provide signage that reinforces the message that you are 'here to help'.
Serving counters should have a low access point no higher than 760mm or a lap tray should be provided for the convenience of disabled people.
Marketing materials, including websites, should be clear and available in alternative formats. It is essential that you use a clear type face with good contrast and signs should include font above 16 point.
For further advice about The Equality Act, access equipment and simple solutions, call ACAS on 0300 123 1100.
Exhibitor Badges
Every member of your staff who will be entering or working within the NEC at any time, requires a badge to obtain access past security.
These badges must be worn on site at all times, during build up, breakdown and open days of the exhibition and for security and Health and Safety reasons, exhibitor badges must only be allocated and used by the staff that are working on your stand and must not be given to anyone else. If you have a company name badge please ensure you carry the exhibitor pass with you at all times as these passes are the only proof that you are entitled to be in the exhibition hall.
It is very important that all your staff are made aware of the system and that you ensure they co-operate fully with the security officers. Please be aware that, in an effort to control access to the halls, exhibitors may be asked on-site for proof of the company that they are working for (e.g. business card).
Anyone found in possession of an exhibitor badge not belonging to them will be asked to leave the exhibition halls. Exhibitor badges must not be given to contractors or visitors.
Form: Exhibitor Badges Link
Deadline date: Complete Now
Floral
The Bees Ness Floral Design is the official florist for the show. They will be able to assist with any floral arrangements you may wish to have on your stand. For further details or to place an order, please use the details below.
Floral supplier
Company: The Bees Ness Floral Design
Contact: Tel: +44 (0) 7840 147 198 Email: [email protected]
Form: Floral Order Form (Appendix 1)
Website: https://www.thebeesneesfloraldesign.co.uk/
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Insurance
Whilst we take every precaution to protect your property during the event we are not responsible for any loss, consequential loss, or damage to your products whilst at the exhibition. It is a legal requirement that all exhibitors must have full indemnity insurance against public liability and all other usual risks in respect of loss, damage, injury to goods and persons, and in particular against theft. Exhibitors are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties. In addition to this you should protect expenditures against abandonment and cancellation or curtailment of the show due to reasons beyond our control.
In order to apply with legal obligations an adequate insurance policy has been arranged on your behalf by Hyve Group ltd. If you should already have insurance or intend to make your own insurance arrangements, you can opt-out of the policy that we, Hyve Group ltd have organised by completing the Evidence insurance form. If this form has been mislaid, it can be obtained by contacting [email protected].
Please also refer to the Exhibition's Terms and Conditions on the reserve of your stand space booking form/contract.
Intellectual Property (“IP)
To help protect your intellectual property, please be aware that you have agreed in particular to the following:
a) You own the intellectual property rights in, or otherwise have the right to market and sell the products on your stand;
b) You do not infringe the intellectual property rights of a third party;
c) Your products will not be inaccurate, obscene, defamatory or disreputable; and
d) Hyve Group ltd reserves the right in its discretion, if it considers you have infringed the IP of a third party, to insist that you remove your infringing product(s) from your stand.
In order to deal with the rare occasion that a dispute arises between you and another exhibitor, we strongly advise you to compile a document folder containing the documents detailed below prior to the event, so that it can be made available during the event should the need arise to verify your IP rights:
Registered IP Rights
These are Trade Marks and Designs for which Registration has been granted in the United Kingdom or the European Community (in the form of CTM or CTD Registrations):
• The Certificate of Registration; and/or
• An up to date extract of the relevant register.
Unregistered IP Rights
These are Copyright, or Unregistered Design Rights in the United Kingdom or European Community:
• Any original design drawings that exist;
• Evidence of who the creator of the product is;
• Evidence that it is owned by you. This may be because the design or copyright work was not created by you, but is owned by you under an assignment agreement, employee arrangement or other agreement;
• Evidence of when the design was first put onto the market;
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• If the matter relates to a product for which there are no design drawings, evidence of when the design was created and when it was first put onto the market.
Licensed IP Rights
• If a matter relates to IP rights granted under the terms of a licence, then you should compile and provide the evidence as detailed above, as well as a copy of the IP licence entitling you to use and enforce the pertinent IP rights, or invoke the owner of those IP rights to enforce the same.
Should you require any advice or assistance in respect of the protection of your IP, Hyve Group ltd works positively with a number of trade bodies including the following who shall be present at the event should you require their services (at your sole discretion, and for which Hyve Group ltd accepts no responsibility):
a) COPYWATCH, a service offered by The Giftware Association, whose website is https://www.ga-uk.org/
b) ACID (Anti Copying in Design), whose website is at www.acid.uk.com
Lead Capture Device/Data Pens
If gaining leads and turning them into sales is within your objectives for exhibiting, invest in Visit by GES. This powerful solution captures sales leads in real-time and ensures you achieve a Return on Investment (ROI).
Easy – Collect leads by scanning badges of your sales prospects using an app on your phone, barcode scanner or web connected device (tablet / iPad)
Fast - Receive 'real-time' data to enable immediate follow-up (or at the end of each day if you choose Connect via barcode scanners)
Intelligent - Plan, monitor and measure performance with our powerful tracking tools and ROI
Have a look at the video, explaining how simple it really is to make the most out of your exhibition leads. Alternatively, browse the FAQs. If you would like to see how Visit Connect has helped other exhibitors achieve ROI, please view Case Studies here.
Lead Capture supplier
Company: Visit by GES
Contact Details: Tel: + 44 (0)844 58 600 98 Email: [email protected]
Form: Lead Capture Order Form (Appendix 1)
Website: https://visitbyges.com/
Deadline date: Complete Now
Radio Licensing
It is a legal requirement to license wireless equipment such as Radio’s, Wireless Microphones, Wireless Cameras etc within the UK.
As the Venue owner/Event organiser we have a legal responsibility to ensure unlicensed use does not take place at our events; if we are notified of or discover unlicensed use of wireless equipment we are required to inform Ofcom who may take enforcement action against the person who is operating the equipment illegally.
If, however, your systems operate in any of the following ranges then there is no need for a licence;
The UHF licence exempt range is 863.100-864.900 MHz - 10mw for handhelds and 50mw for body worn transmitters both internally and externally.
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The VHF licence exempt range is 173.700-175.10MHz
2.400-2.4835GHz is free to use for audio equipment - Below 10Mw
It is your responsibility to ensure that the system you use is compliant with UK law; failure to comply with such legislation may render you liable to criminal proceedings.
If you are using any wireless equipment and are unsure if it requires licensing, please contact:
Company: Ofcom PMSE
Contact Details: Tel: + 44 (0)207 9813803 Email: [email protected]
Security
Security will be operational from 0800hrs on Thursday 20th February 2020.
The Organisers will take all reasonable security precautions during build-up, open days and breakdown. However, all exhibitors are advised that sensible steps should be taken by themselves to protect their property.
Please see the following tips to help you secure your stand and the products you are exhibiting;
• It is worth considering using a night sheet to protect your stand once you leave the hall. These are available through Freeman.
• We advise you to lock away any valuable items overnight or when unattended in lockable cupboards / drawers etc. Remove any small carriable items off your stand if possible.
• Use any locks if applicable to enable you to secure your items to desktops / shelves etc. during the exhibition open times.
• Have your stand and valuable items manned by a member of your staff at all times - exhibitors are strongly advised against leaving valuables unattended on their stand.
• Please speak to your insurance company for proper coverage on any material from the time of travelling to the show until you return to your premises.
Any precautions you take are in your best interest as neither the Organisers nor the NEC is responsible for any loss or damage to any goods at any time during the exhibition howsoever caused. It is possible to hire a static guard for your stand. Please contact the Organisers for further information.
Selling from Stands
Please note it is strictly forbidden for companies to sell products from their stands as the exhibition is trade only and selling directly from stands attracts the general public and also contravenes Health & Safety regulations.
Shared Stands
Organisers of group stands are responsible for ensuring that all exhibitors within their group are fully aware of, and agree to abide by, the rules & regulations and the regulations of the Authorities.
Exhibitors are reminded that they cannot sub-let or sub-divide their stand to another company without prior written permission from the Organisers.
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Storage
There are no facilities within the NEC for storage of literature, exhibits, packing cases or boxes. All items must be stored within the confines of your stand. Please do not put any packaging, etc. behind your stand. Fire regulations require that any items found outside your stand must be removed as they are fire hazards. If you require storage facilities, please contact GES using the details below.
Company: Freeman Logistics
Contact Details: Tel: +44 (0) 2477 601 601 Email: [email protected]
Form: Logistics Order Form (Appendix 1)
Deadline date: 14.02.2020
Temporary Staff
Star Live (StarGroupLive) are Hyve Group ltd official and exclusive supplier of temporary staff. Star Live provides high calibre, reliable, focused and professional staff for trade shows, exhibitions and conferences as-well as experiential teams, road show staff and brand ambassadors. SL also provides awards host/hostesses, costume characters, models, interpreters and data capture staff. SL can provide all exhibitors at the show with exceptional stand staff with a proven work ethic and track record. Please contact the team at Star Live for staff enquiries on the below quoting ‘HYVE GROUP’ where you will receive a speedy quote and available staffing options at a competitive price.
Temporary Staff supplier
Company: Star Group Live
Contact Details: +44 (0) 1926 495334
Email: [email protected]
Website: www.stargrouplive.com
Terms and Conditions
The Terms and Conditions under which the Organisers trade are laid out on the reverse side of your Application form / contract. However, here are some reminders of the main points concerning the running of the show. The Exhibitor Manuals are issued to each exhibitor and contain detailed instructions for the organisation of the Exhibition, the provisions of which are in all respects part of the Terms and Conditions on the reverse of the Space Application Form/Contract and are equally binding on all exhibitors. Directions and decisions given by the Organisers from time to time on any matters pertaining to the exhibition shall be observed by, and binding upon, all exhibitors. The Organisers reserve the right to recover damages from any exhibitor who contravenes the foregoing, and to deny access to, or eject, or otherwise exclude from the Exhibition site, or any part of it, any person who in the opinion of the Organisers, or the NEC, infringes such, whether as employer/employee/contractor or agent. All personnel involved in the Exhibition must be aware of their responsibilities in respect of Health and Safety at Work Act 1974. As an exhibitor you have a duty to ensure that all personnel contracted by your company are aware that they have a responsibility for the health, safety and of all employees. You are required to have in your possession at the show a copy of the Health and Safety Policy document in place for your company plus a Risk Assessment for your stand for build-up, open days and breakdown.
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NEC Services
Business Centre
Office services will be available from the Atrium Visitor and Business Centre (alongside hall 9), providing black and white photocopying, faxes and phone cards for your use during the show. Further information can be requested using the details below.
Company: NEC Business Centre
Contact Details: Tel: + 44 (0) 121 767 3697 Email: [email protected]
Catering
Build-up and breakdown There will be a good range of catering facilities open across the Atrium public areas throughout build and breakdown, as well as a limited number of full self-service restaurants within the exhibition halls. Further information on which catering areas are open and until when, will be available onsite.
Open Days Licensed restaurants, cafes and bars will open during the show across all exhibition halls, in addition to a good range of high street retailers across the Atrium public areas.
Catering Services As with most major exhibition centres in the UK, the NEC has in house caterers from which all catering for your stand must be obtained.
Amadeus are the multi award winning catering partners at the NEC. Their services must be used to supply food and beverage (including alcohol) required on exhibition stands. Charges may be made to any exhibitors who bring their own food or drink onto the NEC premises.
Amadeus provide exhibitor catering via the following means;
Food To You – a convenient drop off service for delivery only Food To You is the NEC's exhibition catering service, based on site here in Birmingham. The team can provide exhibitors and contractors with a wide choice of fresh, quality food, beverages and essential catering equipment direct to a stand at a specified time (or series of times) during the show. From freshly baked breakfast pastries to delicious party platters, the Food To You team have something for everyone.
Served To You – full hospitality service Served To You is a bespoke offering for exhibitors looking to make more of an impact with their catering. The Catering Account Manager will work with you to create an offer exclusive to your needs.
Intent to supply
• In specific circumstances Amadeus may allow exhibitors to sample or retail foods for immediate and/or offsite consumption.
• This is only permitted if the product is relevant to the show profile and prior application is required for every instance.
• Applications will be reviewed and assessed in line with food safety regulations and applicable charges levied.
• NEC have reviewed their policy and will no longer allow exhibitors to supply their own alcohol unless they will have a personal licence holder present on their stand, and charges are likely to apply
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• Either/both of the forms below must be completed and returned to the relevant show Catering Account Manager at least 2 weeks prior to the event.
Food To You Contact Details: Tel: + 44 (0) 844 879 3226/ +44 (0) 121 767 2770 Email: [email protected]
Served To You Contact Details: Tel: + 44 (0) 121 767 2652 Email: [email protected]
Form: NEC Master Order form (Appendix 1)
Website: http://www.thenec.co.uk/exhibitors/order-services/
Deadline: 06.02.2020
Cleaning, Waste & Skip Hire
All stands, gangways and common areas within the exhibition halls will be cleaned overnight. Plastic sacks are available, free of charge, please request these via the hotline phone in the Hall Managers Office. The sacks should be placed in the gangways within 1 hour of the show closing each evening. Cleaners will not dispose of rubbish left on your stand. Should you not require your stand to be cleaned please advise the Hall Manager’s office as soon as possible. Exhibitors with lockable areas on their stand must ensure that they leave a duplicate key on the last day of build-up, with the Organisers if they require this area to be cleaned. If you require large amounts of machine waste to be removed daily OR if you require the top storey of a double-decker stand to be cleaned - please contact OCS on 0121 767 2524 to obtain a quotation for these services. Waste materials must not be abandoned on-site, exhibitors will be charged for removal of any items. Skips can be provided on hire. Please be aware only skips hired via OCS will be permitted within the exhibition halls. Cleaning / skip supplier
Company: OCS
Contact Details: Tel: + 44 (0) 121 767 2524 Email: [email protected]
Cloakroom
Cloakrooms are situated at hall entrances. The cloakrooms will open at 0830hrs and close at 1830hrs on show open days, except Wednesday 25th February 2020 night when they will close at 1630hrs.
First Aid
When calling first aid, please give the exact location of the casualty and details of the injuries incurred i.e., obvious bleeding, unconsciousness, etc.
First Aid – Atrium side: Opposite hall 8 by the Atrium 2 entrance
First Aid - (external) 0121 767 2222 (internal) ext. 2222
If the accident requires urgent medical assistance, please do not call the emergency services directly. The NEC can get the emergency services to the correct part of site in the quickest route and therefore we ask that you dial the NEC in an emergency.
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Hospitality Suites
Should you require a private area to entertain clients, hold meetings, etc., there are a limited number of hospitality suites available to exhibitors at the NEC. If you require further information and costs please contact the Organisers.
Lost Property
The security office is situated by the Hall 6 entrance on the Atrium. They will be able to assist with lost and found property for the NEC. If you wish to phone them, please call +44 (0) 121 767 3883
Piped Services
If you require compressed air, gas, water and waste or any other piped services, this must be ordered through the official contractor only, the NEC.
When ordering these services please ensure there is service duct within the confines of your stand. All piped services are brought onto stands via ducts on the hall floor and you may want to consider building a platform to avoid any unsightly pipes on your stand.
Piped services supplier
Company: NEC
Contact Details: Tel: + 44 (0) 844 338 8338 Email: [email protected]
Form: NEC Master Order form (Appendix 1)
Website: http://www.thenec.co.uk/exhibitors/order-services/
Deadline date: 06.02.2020
Telephone & Internet
If you require telephone, faxes or internet lines on your stand, please order via the details below. There is a free WIFI service at the NEC, details to access can be found on onsite signage. This is not a guaranteed service and is only available for basic internet use / emails. If you require internet in order to display your products, we highly recommend that you order this from the NEC for reliability.
Telephone / Internet supplier
Company: NEC
Contact Details: Tel: + 44 (0) 844 338 8338 Email: [email protected]
Form: NEC Master Order form (Appendix 1)
Website: http://www.thenec.co.uk/exhibitors/order-services/
Deadline date: 06.02.2020
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Visiting The NEC
Access & Vehicle Entry
Access to the Hall during the show will be available to badge holding exhibitors only during the timetabled hours specified within this manual.
Specific Vehicle Entry doors will be unlocked from 0800hrs for deliveries for badge holding exhibitors.
During Build-up and Breakdown traffic, marshals will direct vehicles to the appropriate Vehicle Entry doors.
Car & Lorry Parking
Car Parking is free of charge for all exhibitors upon production of an exhibitor badge or Business Card. For further visitor and exhibitor parking please visit the NEC website http://www.thenec.co.uk/travel/car. During the build-up period a Vehicle ID Pass will be needed when unloading near the vehicle doors.
Disabled Parking/Blue Badge
Disabled parking is available near to the Atrium entrance. Those drivers with an official blue badge will be given the code number needed to raise the barrier.
Disabled parking is not permitted at the rear of the halls.
Shuttle buses
During the show open period a shuttle bus service will run from the car parks to the halls. These will begin at 0730hrs on Sunday and 0830hrs on Monday and Tuesday and stop at 1900hrs.
Overnight parking
Overnight parking is not permitted at the NEC. Parking for Commercial Vehicles on the NEC car parks during the open period is not allowed, as all available parking is required for exhibitor and visitor parking during this time. The NEC would like to point out all parking is at the owners’ risk at all times within the complex.
If you have any queries about access or car parking please do not hesitate to contact the Organisers.
Delivery System
On Thursday 20th and Friday 21st February 2020 any vehicle arriving to the NEC to unload goods for the show will be directed to the appropriate hall using the standard delivery system through the North 12 lorry park. Here you will receive a delivery pass from the traffic attendants, allowing you access to the rear of the halls. This delivery pass is assigned a time slot and once you have offloaded, the vehicle should then move to the North car parks. No parking is allowed at the rear of the halls.
Deposit System
From 0745hrs on Saturday 22th February 2020 any vehicle arriving at the NEC to unload goods for the show will be directed to the deposit delivery system. This is to help maximise the available unloading space for all exhibitors and contractors. Please note that halls 6,7 & 8 have a much tighter area for unloading, so please comply with the traffic attendants once your allocated time has expired.
You can pre-book your ticket in advance through www.voyagecontrol.com/necbirmingham and print your pass before you arrive onsite. Once you arrive at the North 12 Lorry Park you will be allowed access to the fast track line and will be allowed down to the halls once space is available.
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Those who turn up and have not completed the online form in advance, will need to collect a delivery pass from the ticket kiosks and pay £50 up front. They will then need to go back to the lorry park once they have finished unloading to get their money back.
For further information please use the details below.
Company: NEC
Form: Deposit Pay & Entry System Online
Deadline date: 06.02.2020
See Also Deposit System Information
Disabled Access
Mobility Equipment Hire Service Disabled parking is available near to the Atrium entrance, alongside Hall 16. Those drivers with an official disabled blue badge should report to Gate 3 where they will be given the code number needed to raise the barrier.
For exhibitions at The NEC, Bartram’s operate a mobility equipment hire service. We strongly advise visitors to pre book equipment to avoid disappointment. For any visitors who have not pre-booked equipment and arrive on the day, any remaining stock will be issued on a first- come, first-served basis. Manual wheelchairs are free of charge to blue badge holders, £5 per day to other visitors. Electric scooters are £15 per day for all visitors. Their location will be opposite hall 8 entrance.
Mobility Equipment supplier
Company: NEC
Contact Details: Tel: + 44 (0) 844 338 8338 Email: [email protected]
Website: www.thenec.co.uk/planningavisit/disabledvisitors
Travel
Please see below the link for details of all modes of transport to the NEC. Website: www.thenec.co.uk/visiting-us/getting-here
Vehicle ID Pass
Please complete the Vehicle ID and display in your windscreen to assist the traffic marshals when you arrive onsite for build-up. They will direct you appropriately.
Form: Vehicle ID Pass Hall 6
Vehicle ID Pass Hall 7
Vehicle ID Pass Hall 8
Deadline: Complete Now
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Warning Please also note that unfortunately there are many suppliers out there that data-scrape our show websites and contact exhibitors posing as official contractors of Hyve Group ltd, in particular:
Hotel agencies: Trade Show Housing & Convention Housing Service Show Guide Companies: Expo-Guide, Fair guide & International Fairs Directory As well as other companies selling staffing agencies, AV suppliers, stand contractors & graphics suppliers.
Expo-Guide and Fairguide.com claim to provide services to exhibitors at events. Both companies use a misleading form, which resembles an organiser’s Free Catalogue Listing Service, inviting exhibitors to sign and return the form for an entry in an on-line directory. Doing so contracts the purchaser into the three-year, non-retractable agreement. Non-payment is then followed by aggressive debt collecting by Premium Recovery.
Neither companies are an official supplier of any exhibition organised by Hyve Group Ltd. If either of these companies contact you and they claim to be working with any of our shows, we would suggest that you do not progress the conversation any further, and that you contact us immediately to inform us of the approach.
If you fall victim to this fraud:
The AEO advise to IGNORE THEM COMPLETELY, and not communicate with them in any way. Writing letters simply confirms that you exist and are available at the address/email address/number they have for you, and therefore payment can be pursued.
1) Report it to your local trading standards
2) DO NOT PAY ANYTHING
3) DO NOT COMMUNICATE WITH THE SCAMMERS even when they threaten legal action
4) Optional: Complain to the receiving bank that their client Expo Guide (or equivalent), is obtaining money by deception.
These organisations have also been known to use debt recovery agencies, the same advice stands for these agencies.
We have a set list of trusted suppliers that we work with, their names and contact details can be found under the Official Contractors page. If you have any concerns about the legitimacy of suppliers who get in touch with you, please feel free to contact us anytime. – [email protected]
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FAQ’s 1. I have exhibited at the show before, do I still need to complete forms in the Manual/for this show? Yes. There are a number of compulsory forms which you must complete prior to your arrival on site for each show. In addition, it is important that you log on to check that all the details that we hold for you are correct. All contractors contact details can be found in the Manual. 2. Where can I find a floor plan for the show? A technical floor plan of the show can be requested by contacting the Organisers. Please confirm your company name and stand number and we will be able to send you the latest floor plan through. 3. What are my stand dimensions? The dimensions of your stand can be found on your contract. Should you wish to confirm these or the orientation of your stand, please contact the Organisers for a floor plan. 4. Which forms do I need to fill out? The forms are listed into two categories; mandatory and optional. The mandatory ones must be completed by the deadline date shown. The optional ones are forms which are the most popular amongst exhibitors. 5. What does my shell scheme look like? Please look at Appendix 5 within the manual. Here you will find a build specification. Should you require further details regarding the build, please contact the official shell contractor; Company: Freeman Email: [email protected] Telephone: +44 (0) 2476 309 236 6. I haven’t yet received my badge? All exhibitor badges are now done via the online registration process which means you can create a personalised badge for you and your colleagues. Please register for your badge using the online registration link, it will ask for a few details and once completed will send your E-badge to you via email. You will then be able to print your E-badge, fold, and place within the badge holders when onsite. Should you have misplaced this, or do not receive the email, please contact the Organisers, with your company name and the recipient’s name who require a badge and we will get this sent out to you. 7. I need to add more people to my exhibitor badge order. How do I do this? There is no limit on the number of badges for each exhibitor as every member of staff must wear one for the duration of the show. On the final screen of your registration, you will have the options to ‘Register a Colleague’. Alternatively, after registering, you would have received a confirmation email with a reference number, you can use this number to log back in to your registrations and add the names of your colleagues. (The registration key is only to edit the specific badge, not register colleagues as it will override the existing badge.) 8. What furniture comes with my stand? Depending on what package you have, will depend on what furniture you will receive. For more information on package types and what furniture you will receive, please contact the Organisers noting your company
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name and stand number. Please note that none of the items in the packages can be swapped. If you wish to order additional items, please contact Freeman on:
Company: Freeman Email: [email protected] Telephone: +44 (0) 2476 309 236 Form: Furniture Order Form (Appendix 1)
9. Who do I contact for deliveries and logistic requirements? The official contractor for logistics is Freeman and they can be contacted on the following;
Company: Freeman Email: [email protected] Telephone: +44 (0) 2476 309 236 Form: Logistics Order Form (Appendix 1)
10. How do I know what electrics I need? The official contractor for Electrics is Freeman. Please see our handy guide, 'Electrical Service Myth-Buster’ to give you some background and top tips on powering your stand. For further information or to place an order, please contact the Freeman directly. Company: Freeman Email: [email protected] Telephone: +44 (0) 2476 309 236 Form: Electrical Order Form (Appendix 1) 11. What parking is available? Car parking is free of charge for all exhibitors upon production of an exhibitor badge. During the build-up period a Vehicle ID Pass will be needed when unloading near the vehicle doors.
Website: www.thenec.co.uk/visitors/parking
Disabled Parking: www.thenec.co.uk/visiting-us/disabled-visitors
12. Am I allowed to rig a banner? We only allow lighting rigs at Moda and these must be a minimum of (8m). Should you wish to rig a lighting truss please contact the Organisers to complete a rigging form. All rigging is subject to approval by the Hyve Group and must be contained within the confines of the stand and may not overhang any gangways or neighbouring stands. The NEC will need this signed form to be able to process any orders you wish to place with them. We do not allow any rigging of banners. 13. Who do I submit my Space Only stand plans to?
To ensure the proposed build of your stand is structurally sound, we work with our contractors, Essential Events, to approve submitted plans, risk assessments and method statements. If you have not done so, please ensure you submit these documents to get the process of approving your stand build started. If you have already sent in your paperwork, there may be a delay due to a regulation not adhered to. If you wish to discuss your stand build please contact Essential Events, directly.
Email: [email protected]
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Telephone: +44 (0) 1926 470 100
14. Do I need to complete the Health & Safety form? Yes, every exhibitor needs to fill out this form, whether they are a Shell Scheme or a Space Only stand. Please follow the Health & Safety Declaration form. If you are a Space Only exhibitor, and you have employed a contractor to build your stand for you then we will pick up their Risk Assessment within the stand plan submission. You, as the exhibitor, still need to complete the Health and Safety form and complete a Risk Assessment for the part that you and your staff will play on your stand. 15. How do I fill out the Health & Safety form? Once you click on the 'Health & Safety Declaration' link, you will be taken to the online form. Firstly, check your stand and main contact details are correct. Please then provide us with contact information for a member of staff who will be our main onsite contact. Check the tick box to confirm you have carried out a Risk Assessment for your time onsite during build up, open days and breakdown. Highlight any risks you feel may be of medium to high risk. If you have any questions on this or need further assistance completing the form, please contact the Organisers.
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Appendices
Appendix 1. Order Forms and Deadline Checklist
PLEASE CLICK ON STAND FORMS ON THE INTERACTIVE PDF/ONLINE LINK COLUMN.
Compulsory Forms Deadline Interactive PDF / Online Link:
Return to:
Deposit & Entry System 06.02.2020 Online Link N/A
Exhibitor Badges Complete Now Online Link N/A
Health and Safety Form Complete Now PDF [email protected]
Risk Assessment Complete Now PDF You do not need to submit your risk assessment. You will need to bring a copy of it to the show as you may be required to show it to the appropriate authorities.
Space Only Stand Plan Information Form
10.01.2020 PDF [email protected]
Optional Forms Deadline Interactive PDF / Online Link:
Return to:
Audio Visual Order Form Complete Now https://orders.mclcreate.com/Catalog/c0c7f742d2a0db019cd6
Carpet & Floorcovering Order Form
24.01.2020 PDF [email protected]
Change of Contact Details Form
Complete Now PDF [email protected]
Flooring and Platforms Form
30.01.2020 PDF [email protected]
Floral Order Form Complete Now PDF [email protected]
Traditional Graphics Order Form
14.02.2020 PDF [email protected]
Hotel Booking Information
24.01.2020 PDF www.reservation-highway.co.uk/moda20
Lead Capture Devices Complete Now Online Link
For any questions please email [email protected]
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Please note some of these forms are COMPULSORY and will have strict deadlines.
or call +44 (0)1923 690690
Logistic Order Form 14.02.2020 PDF [email protected]
NEC Master Order Form 06.02.2020 PDF Online Link
PPL/PRS Music Licence 03.02.2020 PDF [email protected]
Rigging 06.02.2020 PDF (Request Form) Rigging Tariff Online Link
[email protected] [email protected]
Vehicle ID Pass Complete Now Hall 6 Hall 7 Hall 8
Bring a copy of your Vehicle ID Pass to the show to display in the near side windscreen of your vehicle.
Working Exhibits Form Complete Now PDF [email protected]
Packages Forms Deadline Interactive PDF / Online Link:
Return to:
Womenswear Package / Womenswear Edge Package
Womenswear Order Form
17.01.2020 PDF [email protected]
Electrical Order Form 17.01.2020 PDF [email protected]
Womenswear Furniture Order Form
Complete Now PDF [email protected]
Accessories Package
Accessories Order Form 17.01.2020 PDF [email protected]
Electrical Order Form 17.01.2020 PDF [email protected]
Footwear Package / Footwear Sourcing Package
Footwear Order Form 17.01.2020 PDF [email protected]
Electrical Order Form 17.01.2020 PDF [email protected]
Shell Scheme Extras
Freestanding Garment Rails
14.02.2020 PDF [email protected]
Guide to Appliance Power Consumption
N/A PDF [email protected]
Furniture (General) Order Form
Complete Now PDF [email protected]
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Appendix 2. Site Induction Information
Appendix 3. Emergency Procedures
Appendix 4. The NEC Maps
4.1 Piazza Map
4.2 Atrium Map
4.2 Site Map
Appendix 5. Schell Scheme Packages
Womenswear/Accessories Package
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Footwear Sourcing Package
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Footwear Package
