GLT Show Stand build: shell and site/space only and travel row

Exhibitors must build/operate within the confines of their stands. Materials are not permitted to spill into the aisles and staff should work on their stands.

Shell Scheme

The standard shell scheme provided by the Organisers will be a Click Modular shell scheme consisting of black Nylon wall panels framed in aluminium, fascia panels on open sides, supported by aluminium posts at the corners and a panel with your company name and stand number. Please click here for a visual of the shell scheme and its panel specifications.

The shell height is 2.4metres.

Please note that any shell scheme that stands wider than 4 metres will have supports across the ceiling to keep the structure rigid. This reduces the height for interior construction to 2.335metres, however if a modular system is built by an exhibitor inside the shell, the supports can be adjusted to suit. In this case you should contact the stand fitting contractor Index Group Ltd.

It should also be noted that shell stand partitions are contained within the site thereby reducing the interior dimensions. The visible display area is 2.270metres x 0.945metres on each panel.

Each shell scheme stand is fitted with 2 x 50watt halogen spotlights. Exhibitors requiring additional electrics should order them through the official electrical contractor, Index Group Ltd, using the order form here. Any overseas exhibitor who requires an electrical adaptor must supply this equipment themselves.

Exhibitors requiring extra fittings ie shelving etc to their shell stand should order via the Stand Fitting Form, available here. This work is not included in the cost of the shell scheme and is not the responsibility of the Organisers. Fixing with nails, screws, staples etc is not permitted to the wall panels. The correct way of fixing your exhibits is by using Velcro dots and strips. If wall panels are damaged in any way a charge for replacing the panels will be made.

No part of any stand or exhibit will be permitted to encroach into the aisles and nothing should project beyond the perimeter of the stand.

It is the responsibility of the exhibitor to examine the site allotted in order to avoid costly adjustments to stand structures such as minor obstructions for which the organisers cannot accept responsibility.

Shell scheme stands and CDM Regulations:
As our stand builders are constructing your stand, you must be aware of the CDM Regulations. The guidelines only apply to you if you intend to carry out any construction within your shell scheme stand. Stand dressing, posters, freestanding furniture etc do not constitute construction, however walled/boarded graphics attached to the shell scheme do. You must read the site rules and site information and pass this information down the chain to staff, contractors and service providers to your stand, who will be accessing the site.

Organiser Site rules and site information (CDM Regulations)

Site Only

All open spaces are just that – areas marked to the correct dimensions. Neither electrical fittings, walls, fascia, nameboards nor carpet are included in the price of an open space site.

Site Only exhibitors – CDM responsibilities:
You must read the site rules and site information and pass this information down the chain to staff, contractors and service providers to your stand, who will be accessing the site. Your Principal Contractor should consider these rules when formulating their Construction Phase Plan and your own Site Rules. You must ensure that welfare arrangements are in place (these are usually provided by the venue – see venue site rules and regulations) however you should detail these on your own site rules, including information on access to toilets, access to seating, access to drinking water, access to a retail food outlet/way to source food. Also consider welfare of the team in relation to working hours, equipment required and the necessary protective clothing if necessary.

Organiser Site rules and site information (CDM Regulations)

In addition, as you are constructing your own stand, under CDM, you are defined as a Client and your duties are:

  1. make arrangements for managing a project, ensuring that someone is named as responsible for ensuring all the required roles are fulfilled. You may be able to delegate the majority of these roles to your site only stand builder/designer if you use one.
  2. ensure construction work is carried out safely and that welfare arrangements are complied with – again you may delegate this to your builder/designer.
  3. ensure that a Construction Phase Plan is drawn up. The responsibility here is to ensure that there is one. Your designer/contractor will do this for you, and it will run alongside existing risk assessments and method statements that they complete due to their legal obligations.

To do this, you must also appoint a Principal Designer, Principal Contractor & Contractors, ensure that they understand their responsibilities, are competent and liaise with each other as necessary. The roles are shown below however the roles may be carried out by your own business, or by 1 or 2 separate parties. They can also be carried out by the same person:

Principal designer – the person/company in control of the ‘designs’ of your stand. They must:

  • ensure all planning and design, pre-construction is carried out in compliance with the law.
  • ensure risks are identified, eliminated and controlled at the design stage.
  • ensure a Construction Phase plan is drawn up and a Health & Safety file is prepared/revised as necessary over the duration.
  • ensure pre-construction information is provided to contractors.

Principal contractor – the person/company who is in control of the ‘build’ of your stand. They must:

  • plan, manage and co-ordinate the construction phase (build and breakdown).
  • ensure work is carried out without risks to safety.
  • draw up site rules for the stand area (may mirror the event’s rules but should not be limited to these).
  • restrict access to your site as and when required by the work being carried out at the time.

Contractor – often provided by the same company who fulfil the Principal Contractor role. If the Principal Contractor engages a third party contractor then these become their responsibilities. They must:

  • plan, manage, monitor the way construction is carried out, ensuring it is safe to construct and remove within the environment.
  • plan construction so that it has little or no impact on neighbouring constructions or contractors.
  • provide information, instruction and training.
  • liaise onsite with the Organisers and Venue.

For site/space only stands, contractors/exhibitors MUST provide the Organisers with:

  • a copy of a scale drawing including plans and elevations
  • Construction phase plan – details below
  • Method statement
  • Risk assessment
  • Full details of fabrics and materials being used
  • Sign off by a structural engineer once the stand is completed
  • Third party insurance certificate showing minimum cover of £5million.

The Construction Phase Plan is very similar to a risk assessment. Although there is no mandatory style you must use to complete this, a template of a Construction Phase Plan can be viewed here. The plan should include:
– Who are the duty holders? What training/experience do they have? What do they need? How do they monitor progress and safety?
– Communication – how will site rules, any changes, RAMS (Risk assessment, method statement), accidents/incidents and construction Phase Plan be communicated?
– What consultation process is in place with your contractors?
– Who is responsible for what? What are the site rules? What are the welfare arrangements?
– What are the main dangers during construction; What controls are in place?

See also Health & Safety section for more details.

Contractors/exhibitors will not be allowed to commence their build-up until they have complied with all the requirements of the Health and Safety at Work Regulations 1992. All structures, materials, special designs, unusual constructions and all signs must conform to British Safety Standards and codes of Practice and comply with Local Council regulations or those of other statutory authority (see also fire precautions).

General build guidelines:
The maximum building height is 4 metres.

Where shell and site only stands adjoin, space only sites are not permitted to attach anything to the adjoining shell scheme. Exhibitors taking space only sites backing onto, surrounded by or adjoining shell schemes, should not assume that panels facing their stand will be finished (covered with material).

Space only sites booked between shell scheme sites must take into consideration the size of the allocated space. Space only exhibitors booking stands between shell scheme sites must deduct 55mm from overall measurements to fit within the allotted space (ie a 3m x 2m space only site will have a floor dimension of 2945mm x 1945mm). Failure to take care over internal measurements could mean that the stand will not fit in the allocated space. All partition surfaces built above the standard 2.4m shell scheme site must be decorated.

Where open space sites adjoin; the dividing wall is the joint responsibility of both exhibitors. Such walls must be a minimum height of 2.4m up to a maximum height of 4 metres. If adjoining walls are of different heights (up to the maximum permitted height of 4 metres) the exhibitor with the higher wall must ensure that the exposed rear wall is neatly faced and decorated to the satisfaction of the neighbour with the lower wall. Under no circumstances will exhibitors be permitted to display company names, logos or lettering on the rear of dividing walls overlooking neighbouring stands. In addition all stands must be finished both front and back.

Small modular systems or designs which do not present an adequately finished party wall with a neighbouring exhibitor will not be acceptable. Drapes also do not constitute a sufficient division between two site only stands.

Flooring – please note that the venue has a polished concrete floor and it is not possible to bolt into the venue floor. Please ensure adequate precautions are taken if carpet tape is used. All carpet tape must be removed and any charges for the removal of carpet tape left on the floor at the end of breakdown will be passed direct to the exhibitor.

No part of any stand or exhibit will be permitted to encroach into the aisles and nothing should project beyond the perimeter of the stand. Designs incorporating runs of solid walling, particularly along the stand perimeter may not be approved by the organisers. The stand’s position in the hall will affect the organiser’s approval depending on the obscurity of neighbouring or perimeter sites.

Please ensure adequate precautions are taken if carpet tape is used. All carpet tape must be removed and any charges for the removal of carpet tape left on the floor at the end of breakdown will be passed direct to the exhibitor.

Stand designs with a raised floor or platform above 18mm in height must incorporate a wheelchair ramp.

Lighting and power points must be arranged through the electrical contractor, Index Group Ltd – click here for the form.

It is the responsibility of the exhibitor to examine the site allotted in order to avoid costly adjustments to stand structures such as minor obstructions for which the organisers cannot accept responsibility.

Travel Row

Travel Row are site only areas, measuring 2m x 1.5m. These areas are carpeted by the Organisers, and include a 1 metre tall lockable counter and stool. There are no walls on Travel Rows and exhibitors are not permitted to build on these areas. Pop up banners are allowed however must remain within the allocated area.

Travel Row and CDM regulations:
There is no construction on Travel Row, you must still however be aware of the CDM Regulations. Stand dressing, posters, freestanding furniture etc do not constitute construction. You must read the site rules and site information and pass this information down the chain to staff, contractors and service providers to your stand, who will be accessing the site.

Organiser Site rules and site information (CDM Regulations)