Exhibition Rules & Regulations
Words and expressions defined in the Terms and Conditions have the same meaning in these Rules and Regulations.
A. Observe and comply with all instructions given by the Organiser or the Owner in relation to good order during the Exhibition.
B.The Organiser shall have the final decision on any question arising in relation to the Exhibition or interpretation of the Terms and Conditions or these Rules and Regulations.
A. The Organiser reserves the right to waive, alter or add to any of these Rules and Regulations in the interests of the Exhibition whether generally or in any particular case to account for unforeseen circumstances.
B. Exemptions from any one or more of the Rules and Regulations may be granted at the Organiser’s discretion but will only be effective if given in writing by the Organiser.
C. For the avoidance of doubt, nothing in these Rules and Regulations shall exclude or restrict the liability of the Organiser for death or personal injury resulting from the negligence of the Organiser.
A. The Allocated Space may only be occupied by the Exhibitor or Sponsor to whom it has been allocated and by its group companies as approved by the Organiser in writing;
B. An Exhibitor or Sponsor may not permit any non-exhibiting person to use for any purpose whatsoever the Allocated Space or any part thereof except as provided above or a company or organisation for whom the Exhibitor or Sponsor is an accredited agent, distributor or wholesaler.
C. During the course of the Exhibition the Exhibitor or Sponsor must not sell, display or demonstrate its Exhibits within five miles of the Premises unless in the ordinary course of its business from its usual business premises.
D. Sponsorships may only be undertaken by the exhibitor or company, or organisation to whom it has been allocated and its group companies as approved by the Organiser in writing.
E.Any items sponsored remain the exclusive property of the Organiser and all sponsorships must meet the directions and obligations required as detailed by the Organiser in writing.
Ai. The Exhibitor or Sponsor must obtain from the Organiser the necessary passes to admit their employees, servants, agents and the Contractor to the Premises; ii. Subject to Clause 4 (C), visitors will be admitted during the Open Period on submission of a completed registration card.
B. The Organiser reserves the right to require any person bringing goods into or removing goods from the Premises to produce evidence of his authority for doing so.
C. The Organiser reserves the right to refuse to admit or to expel any person from the Premises and/or the Exhibition at any time notwithstanding that person’s possession of an official pass, completed registration card or ticket if the Organiser considers it necessary.
A. The Exhibitor or Sponsor shall assume responsibility for the good behaviour of its own and the Contractor’s servants, agents or employees and of visitors on the Exhibitor or Sponsor’s Allocated Space.
B. The Exhibitor or Sponsor must not do or permit within the Building: i.anything which shall in anyway be a nuisance or which is in the opinion of the Organiser is contrary to the character of the Exhibition; ii.any entertainment or other activity for which a special license is required without first obtaining that licence and producing a copy to the Organiser.
C. Any person who does not comply with the requirements of this clause 5 shall be liable, at the discretion of the Organiser, to be removed from the Premises and refused re-admission during the Access and/or Open Period.
D. The Exhibitor or Sponsor shall give to the Organiser immediate written notice of any accident or injury to the Contractors or visitors to its Allocated Space.
A. The Organiser will notify the Exhibitor or Sponsor of the Approved Contractor who is appointed to carry out certain services (including but not limited to the provision of the Additional Services) for which the Exhibitor or Sponsor will not be at liberty to employ an alternative contractor on health and safety grounds.
B. The Exhibitor or Sponsor may appoint their own Contractor to carry out services for which there is no Approved Contractor including stand fitting but must submit to the Organiser 8 weeks before the Exhibition addresses of such Contractor for approval.
C. The Organiser reserves the right to refuse admission to the Contractor or sub-contractor not previously approved by it.
D. Where structural works are required by the Exhibitor or Sponsor, including the provision of foundations, pits and other fixings to the structural steelwork, the anchorage of cables etc., and lifting gear either inside or outside the Building written permission must be obtained from the Organiser and the Owner who reserve the right to nominate the Contractor to be employed for this purpose.
E. The use of cameras within the Exhibition is prohibited except where prior permission in writing or the appropriate printed pass has been obtained from the Organiser.
F. The Exhibitor or Sponsor may, provided that the Owner’s prior written consent is obtained and a copy of such consent is supplied to the Organiser on request, dispense or give away edible samples to visitors to the Exhibition. Otherwise all items for human consumption, whether for eating, drinking or smoking, within the Premises or dispensed or given away therein must be obtained from official caterers appointed by the Organiser or the Owner.
A. The Organiser will not be liable for any loss damage or expense which the Exhibitor or Sponsor, its servants, employees or agents may sustain in respect of the infringements of any copyright arising out of its participation in the Exhibition.
A. The Organiser cannot accept responsibility for any mis-quotations, omissions or other errors occurring in the compilation of the Exhibition catalogue, or in any pre-show editions of trade magazines. B.All publicity material distributed by the Exhibitor or Sponsor must bear its name and address and relate to its Exhibits. Such material may not be handed out outside of the Building or in the gangways of the Building.
A. All vehicles entering the Premises are to comply with all speed limits, road signs and instructions given by the appropriate official appointed by the Owner or Organiser. All private cars are to be parked in nominated car parks. Commercial vehicles are to be parked in lorry parks, except for unloading and loading purposes. Unloading and loading may be carried out on the perimeter roads adjacent to the Building providing that this does not cause undue obstruction and is carried out in accordance with the instructions of the officials having authority in this area.
B. Height limitations must be respected. Particular care must be taken to avoid signs, service mains or sprinkler heads.
A. The Exhibitor or Sponsors shall submit in writing to the Organiser not less 30 days prior to the Open Period full details of its Exhibits and all persons expected to be speaking or appearing on its Allocated Space.
B. Exhibits will be acceptable provided that in the opinion of the Organiser they are relevant to the theme of the Exhibition or enhance the aims thereof and comply with the terms of these Rules and Regulations.
C. The Exhibitor or Sponsor may only display, advertise and promote within the Exhibition Exhibits manufactured by themselves or by a group company or by a company for which it is the accredited distributors or agents, whose details have been provided in writing to the Organiser.
D. The Organiser may require the Exhibitor or Sponsor to furnish it with documentary evidence and/or statement signed by an authorised representative of the original manufacturer of any Exhibit demonstrating that the Exhibitor or Sponsor is the accredited agent or distributor for the Exhibit.
E. The Organiser reserves the right to remove at the Exhibitor or Sponsor’s expense any Exhibit which it has reason to believe does not comply with these Rules and Regulations. The Organiser’s decision as to the eligibility of any Exhibit will be final and binding absolutely.
F. Exhibits must comply with the weight and dimension limitations specified by the Owner. The Organiser reserves the right at its sole discretion to refuse and if necessary remove at the Exhibitor or Sponsor’s expense any Exhibit which does not comply with the provisions of this Clause 10 or for which there is insufficient accommodation by reference to the size of the Allocated Space or which in the opinion of the Organiser or the Owner is likely to be dangerous or detrimental to the Building.
G. It is the responsibility of the Exhibitor or Sponsor to ensure that its Exhibits comply with these Rules and Regulations and the Organiser shall incur no liability to the Exhibitor or Sponsor in the event that it properly requires the removal of any Exhibit.
A. All Exhibits must be on view at all times during the Open Period. The Organiser reserves the right to remove the cover of any Exhibit not uncovered during this period, and shall not be responsible for any loss or damage caused in so doing.
B. There must be a competent representative of the Exhibitor or Sponsor in charge of Exhibits and the Allocated Space at all times during the Open Period.
C. The Exhibitor or Sponsor may only display or distribute advertising or display material within its own Allocated Space except with express written permission from the Organiser.
D. The Exhibitor or Sponsor must submit in writing to the organiser details of proposed display features, advertising materials, sales methods or demonstrations. Such prior approval shall not prevent the Organiser from exercising its discretion pursuant to Clause 10.
E. The Organiser reserves the right to prohibit as offensive, dangerous, unsuitable or as annoying to visitors or other exhibitors:- i.any display feature or advertising material; ii.any sales method or demonstration.
F. The Exhibitor or Sponsor must ensure that no Exhibit can be moved inadvertently from its allotted position in the Allocated Space at any time during the Open Period.
G. The Exhibitor or Sponsor shall procure that at all times during the Exhibition there is a current licence, consent or permit in force in respect of any Exhibit requiring the same and to produce it to the Organiser on demand.
H. The Exhibitor or Sponsor will on demand produce to the Organiser any hygiene certificate required by the Authority in relation to its Exhibits. I. The Exhibits must not be situated in such a way as to obstruct the light, impede the view along the open space or gangways of the Building or to occasion inconvenience or otherwise effect the display of other exhibitors.
J. The Exhibitor or Sponsor shall not: i.install or use heaters of any variety whether oil gas electricity or paraffin, additional lighting, extensions from existing power or light fittings or any electrical, gas or other appliance which requires compressed air, water or drainage; ii.bring into the Building or use in the Building any explosive petroleum or radioactive material or any other item of a noxious or dangerous nature; iii.transmit or broadcast by telegraph, telephone, wireless, television or by other means or to make any visual or sound recording of the whole or any part of the Exhibition; iv.keep any animals or reptiles (whether alive or dead) on the Allocated Space without the prior written consent of the Organiser; v.hang or allow to be hung any articles on the outside of the Allocated Space; vi.obstruct any exit from or passageway or gangway in the Building; viii.bring into the Building any helium balloons.
A. The Exhibitor or Sponsor must not operate or put in motion any Exhibits without prior written approval from the Organiser.
B. Machinery in motion must be guarded to the satisfaction of the Organiser, the Authority and the Owner.
C. The Organiser reserves the right to prohibit the operation of machinery and demonstrations which, in their opinion, are causing or may cause annoyance or danger to other exhibitors or visitors.
D. Without prejudice to all applicable legislative requirements the Owner has special conditions governing the use of working Exhibits when they contain motor spirit, oils, calcium carbide, acetylene gas apparatus or other combustible or inflammable material or when they are portable lamps or have compressed air, gasses, liquids or other substances under compression. Special conditions also govern the use of lasers and Exhibits containing radioactive substances. The Exhibitor or Sponsor shall comply with the special conditions at all times, details of which may be obtained from the Organiser.
A. Non-inflammable film only shall be used in all situations. Where non-inflammable film exceeding l6mm is used a projection room should be provided constructed of non-combustible material. The Exhibitor or Sponsor shall make arrangements for the provision of exit door fastenings and ventilation to the satisfaction of the Authority. The Organiser reserves the right to remove back projectors, monitors, loudspeakers or visual displays which are causing annoyance to other exhibitors or visitors.
B. Cinemas with seated audiences are governed by special regulations of the Authority and the Owner. Details of these must be obtained from the Organiser and plans of the proposed installations submitted at least 13 weeks before the commencement of the Exhibition.
C. The Exhibitor or Sponsor shall obtain a licence of the Phonographic Performance Limited if sound recordings are played on the Allocated Space.
A. If the Exhibitor or Sponsor wishes to hold competitions and demonstrations on the Allocated Space it shall submit details in writing to the Organiser and obtain its written consent prior to the commencement of the Exhibition.
B. All efforts to advertise, promote sales and operate Exhibits must be conducted so as not to cause any annoyance or inconvenience to other exhibitors or visitors. The following are prohibited: i.solicitation (in person or by any sound process) above the ordinary speaking tone of the voice; ii.any practice resulting in complaint from an exhibitor or visitor which, in the opinion of the Organiser, exposes them to annoyance or danger.
A. The Stand must comply with all regulations of the Owner and the Authority in force at the time of the Exhibition.
B. A plan of every Stand must be submitted to the Organiser not later than eight weeks before the commencement of the Access Period and before any work is put in hand provided always that the plan must be submitted 10 weeks in advance if it refers to Exhibits in motion, seating for audiences, a walled enclosure, a roof or unusual stand arrangement.
The plan must show the ground plan and elevation of Stand fittings and must be drawn to a scale of 1:50 or 1:25. It must include details of materials to be used in construction, and the locations of back projectors, monitors, display features, sign and Exhibits. The Organiser will keep the plan submitted and reserve the right to order the alteration or removal at the Exhibitor or Sponsor’s expense of any Stand which:
i.has not received prior written approval;
ii.differs from the approved plan;
iii.contravenes these Rules and Regulations even though the plan may have received approval.
C. No part of any Stand or Exhibit, including fascia, signs, corner posts or other fittings may project into or overhang any gangway or obscure any fire exit signs.
D. If the Allocated Space includes a pillar or column the Exhibitor or Sponsor may on application to the Organiser receive a line copy of a drawing giving its dimensions and location in relation to the boundaries of the Allocated Space.
E. Continuous runs of solid walling should be avoided and will not be permitted where, in the opinion of the Organiser, they will seriously obscure the views of other Stands or be otherwise detrimental to the Exhibition. Where a Stand faces a perimeter Shell Stand walling in excess of 2m in length will not be permitted within 2m of the edge of the Stand.
F. Any Shell or Partial Shell Stand provided by the Organiser will be constructed in accordance with the specifications given in the Exhibitor or Sponsor’s manual. The walls thereof will be contained within the Allocated Space thereby reducing the interior length of the Stand. All interior standfitting must be contained within the Shell or Partial Shell Stand. The Exhibitor or Sponsor or the Contractor shall not be allowed to cut into or damage the Shell or Partial Shell Stand or otherwise alter the structure in any way.
G. If the Exhibitor or Sponsor has made a booking for Space only it must make its own arrangements for Stand design and construction.
H. The following rules shall apply to all Stands:
i.standfitting, signwriting or advertising material are not to exceed 6m in height; within 2m of the edge of a Stand, no such structure may exceed 4m in height, except in the case of columns which may be close-clad to a height of 6m;
ii.fascia, partition, structure, board or sign may not be erected where in the opinion of the Organiser, the view of other stands is dominated or obscured as a result nor may any signs, lighting or display matter be suspended from the roof of the Building;
iii.unless occupying an entire island site, the Stand must be divided from its neighbours by partition walls of a type approved by the Organiser for this purpose (display systems as opposed to modular standfitting systems will not be considered adequate); such walls must be not less than 2m and not more than 4m in height; where the Exhibitor or Sponsor’s partition wall differs in height from that of his immediate neighbour it is responsible for finishing to the satisfaction of the Organiser its side of any partition up to 2.5m in height, and both sides of any partition erected by the Contractors above 2.5m in height;
iv.both the back and front of all visible partitions, structures and signs must be covered or decorated to the satisfaction of the Organiser at the cost of the Exhibitor or Sponsor;
v.the Exhibitor or Sponsor shall clearly define the boundaries of its Allocated Space wherever such Allocated Space is not provided with platforms and shall arrange all Exhibits inside the boundary of the Allocated Space; the corners of raised floors, edging boards or kerbs of the Stand at the junction of gangways shall be rounded off or splayed if not protected by heavy Exhibits or posts or rails; floor coverings shall be properly secured or weighted along the edges;
vi.Stand numbers must be visible from each open side of the Stand;
vii.written application for permission to erect a two-storey Stand must be made to the Organiser not less than 13 weeks before the commencement of the Access Period;
viii.floor coverings must be properly secured or weighted along the edges;
ix.at least 1/3 of a Stand frontage must be open or fitted with approved transparent material extending vertically from the platform to the underside of the fascia.
x.permission from the Authority is required for all structures in excess of 4m height, raised floors of more than 0.6m above the floor of the Building, heavy or unusual structures or Exhibits; in such cases the Exhibitor or Sponsor must:
(a) submit to the Organiser four copies of all plans together with structural calculations for approval by the Authority not less than 10 weeks before the commencement of the Access Period;
(b) satisfy the Organiser that the erection and demolition of the Stand can be safely completed within the allotted time;
(c) pay in full any fees payable to the Authority.
I.The Exhibitor or Sponsor or the Contractor may only use scaffolding, mobile cranes or hoists with prior written permission from the Organiser who reserves the right to restrict the area occupied by scaffolding or plant and limit the times during which it shall remain on the Premises.
A. If the Exhibitor or Sponsor requires the Additional Services it should make requirement known when making its application for an Allocated Space seek verification that the Allocated Space is located in an area where Additional Service required is available.
A. It is a condition of entrance onto the Premises that all persons employed in the construction, erection and installation of Stands must be fully cognisant of the standards required by the Authority, the Owner and the Organiser and must comply with the regulations laid down by all of them including, without limiting the foregoing, these Rules and Regulations.
A. While loading and unloading areas will be available for vehicles, the Organiser reserves the right to require the moving of any vehicle at any time in the interest of the Exhibition.
B. The Exhibitor or Sponsor should arrange with the Contractor for Exhibits to be unloaded and conveyed to the Allocated Space. Cranage and labour are not available on demand so the Exhibitor or Sponsor must make arrangements in advance of unloading vehicles. Entry for heavy or awkward loads should be arranged with the Organiser at least 12 weeks before the commencement of the Access Period.
C. The Organiser reserves the right to specify the date and time of delivery where it is in the interests of the Exhibition to do so. In these circumstances the Exhibitor or Sponsor will be given written notice of the said date and time prior to the commencement of the Access Period. If the Exhibitor or Sponsor fails to comply with the timetable the Allocated Space will be deemed to be inadequately occupied and the Exhibitor or Sponsor will be in breach of the Contract.
D. All ladders, trestles, tool boxes, packaging or other material must be removed from the Building and the Allocated Space must be dressed at least 2 working hours prior to the commencement of the Open Period.
E. The Allocated Space must be adequately occupied by the Exhibitor or Sponsor to whom it is allotted. Where the Allocated Space is, in the opinion of the Organiser, inadequately or unsuitably occupied or is not completed in the allotted time, the Organiser reserves the right to take over the Allocated Space and clear, at the Exhibitor or Sponsor’s expense, the standfitting and Exhibits from the whole or any part thereof. Any payment made or due in respect of such Allocated Space will be forfeited and the expense of filling the Allocated Space will be payable by the Exhibitor or Sponsor to the Organiser.
F. In no circumstances will the Organiser or its servants, agents, employees or the Approved Contractor be required to accept or sign for any Exhibits, goods or other materials on behalf of the Exhibitor or Sponsor.
G. It is the responsibility of each Exhibitor or Sponsor to see that all rubbish is removed from its Allocated Space prior to opening. It is the responsibility of the Contractor to remove its own materials, equipment and rubbish from the Premises.
H. During the Open Period Exhibits or materials may be brought onto or removed from the Allocated Space and maintenance or repair work carried out only during the hours stipulated by the Organiser and with its express permission. If the work entails extra cost in the provision of facilities such as lighting, overtime etc., this shall be charged and be payable to the Exhibitor or Sponsor.
A. The Exhibitor or Sponsor may not remove any property of any description from the Exhibition until 15 minutes after the end of the Open Period but the Exhibitor or Sponsor will be permitted to remove personal effects from its Allocated Space under the supervision of authorised members of their staff.
B. The Security of Exhibits, Stands, furniture etc. during the dismantling period is wholly the responsibility of the Exhibitor or Sponsor, its agents or Contractor and the Organiser will not be liable for any loss or damage that may occur.
C. All Exhibits and other property of the Exhibitor or Sponsor, its servants, agents, employees and Contractor must be removed from the Premises by the time specified in the Exhibitor or Sponsor’s manual.The Organiser shall be entitled, if in its reasonable opinion the Exhibitor or Sponsor will be unable to comply with this condition, to remove and despatch such Exhibits and property at the risk and expense of the Exhibitor or Sponsor to the address of the Exhibitor or Sponsor stated in the Contract.
D. The Exhibitor or Sponsor, its agents and/or Contractor are responsible for the complete removal from the Premises of all goods and materials used by them, together with all rubbish. Wires, ropes etc., used for suspension must be removed. Should the Exhibitor or Sponsor, agent or Contractor fail to remove any Exhibit, stand fittings, wires, ropes or any rubbish within the time limit stipulated, then the Exhibitor or Sponsor shall indemnify the Organiser in respect of any claim thereby occasioned for failure to give possession of the Premises (or any part of it) on the due date. The Organiser shall be entitled but not obliged to remove and sell the materials referred to in this clause 19 (D) as it considers best and the Exhibitor or Sponsor shall be liable for all loss and costs thereby occasioned.
E. In the interests of the Exhibition the Organiser reserves the right to specify the time at which individual Stands may be dismantled and Exhibits removed.Stands may be dismantled and Exhibits removed.
A. The Exhibitor or Sponsor will be charged on a full indemnity basis the cost of making good, restoring or renewing all cases of damage or dilapidation to the Premises or part thereof, whether caused by the Exhibitor or Sponsor, its servants, agents, employees or the Contractor. Dilapidations include (by way of example only) marks caused by or to paint, distemper, mortar or any other adhesive substance, bolt screws or nail holes, battens, boards or any other material or substance attached or adhering to the walls, floors or any of the Building, loose wire or other things left behind. The cost of making good will be assessed by the Organiser. In its own interest the Exhibitor or Sponsor should satisfy itself as to the condition of the Allocated Space both before erection of its Stand and after clearance.
B. If the Exhibitor or Sponsor occupies a Shell or Partial Shell Stand it is also responsible on a full indemnity basis for the cost of making good, restoring or renewing any damage or dilapidations to the Stand, floor coverings, light fittings or any part thereof whether caused by the Exhibitor or Sponsor, its servants, agents, employees or the Contractor. The cost of making good any damage will be assessed by the Organiser and charged to the Exhibitor or Sponsor.
A. Where extinguishers are not provided by the Organiser or the Owner the Exhibitor or Sponsor must erect in a prominent position on its Stand at least one fire extinguisher of a type approved by the Authority, complete with full instructions as to use.
B. If the Exhibitor or Sponsor has stand fittings, materials or equipment likely to be a source of danger it shall ensure that an extinguisher of a suitable type is provided.
C. Where extinguishers are provided by the Organiser of the Owner the Exhibitor or Sponsor is responsible for ensuring that the extinguishers are returned or collected by the supplier after the close of the Exhibition.
D. All display and stand fittings materials must be fireproofed to the satisfaction of the Authority. Cloth materials used in the decorating of the Stands must be non-flammable and stretched against solid backing. Counter backs and curtains shall be cut off at least 150 mm (6 inches) clear of the floor. Decorating shall be in water based paint. Oil bound paint may be used in small quantities, only for such items as signwriting etc. Except with consent of the Authority obtained in writing, the Exhibitor or Sponsor shall not treat the surfaces of its Stand with cellulose paint or other substance with a low flash point.
E. Petrol, spirit or other liquid or vapour with a flash point less than 54°C and items of an explosive or dangerous nature are not to be brought within the Premises. Paraffin and other mineral oil must not be used in any lamps, stoves or other appliances or Exhibits without prior written consent of the Owner and the Authority. Application should be made through the Organiser.
F. Written permission must be obtained from the Organiser for the use of acetylene cylinders or to carry out any welding, burning, brazing or any other operation which may generate heat.
G. The Exhibitor or Sponsor shall not do or permit anything that would vitiate or affect the fire or other insurance policies or licences covering the Exhibition and the Premises.
A. The Organiser will not be held responsible for the safety of items brought in by the Exhibitor or Sponsor or anyone nominated by them, the Contractor, visitors or any other person.
B. The Organiser will use its reasonable endeavours to arrange night security during the Exhibition but any security guards appointed will not be responsible for the individual Stands. The Organiser may arrange personal guards on request, an additional charge will be made for this service.
C. The Organiser or Owner may for security purposes stop and search persons entering the Premises and shall be entitled to refuse access to any person or object if they consider it to be a risk to the security of the Premises
A. Information submitted to the Organiser, including any individual’s name, will be kept on computer and may be used for the purposes registered under the Data Protection Act of 1998.
A. Under no circumstances will the Exhibition visitor list/database be sold or distributed to anyone including the Exhibitor or Sponsor. A mailing service can be offered and this will incur a fee if required.
A. Whilst the Organiser shall act in good faith, the name of any Exhibitor or Sponsor which may appear on any floor plan or stand number or any statement made by or on behalf of the Organiser that any Exhibitor or Sponsor is booked to attend the Exhibition provisionally or otherwise shall not constitute any warranty, representation or undertaking by the Organiser that any such exhibitor shall attend the Exhibition.
27. Supply of Information
A. At its own expense supply the Organiser with all necessary documents or other materials, and all necessary data or other information relating to the Exhibition, within sufficient time. The Exhibitor or Sponsor shall ensure the accuracy of all such material.
B. At its own expense retain duplicate copies of all materials supplied to the Organiser and insure against their accidental loss or damage. The Organiser shall have no liability for any such loss or damage, however caused.
Rules and regulations correct at time of publishing.
26. Car Parking
S2 parking has been allocated to exhibitors and exhibitor car parking during the build, open and breakdown period of the exhibition is free of charge. However, please note you will be required to enter your car registration on iPads located inside the venue to avoid any parking charges.