General Event Rules & Regulations

ADMISSIONS

Minors and members of the general public will not be admitted during build-up and break-down periods. All visitors will have to obtain a badge in order to enter into the exhibition hall. The Organiser reserves the right to refuse any person admission to the Event and the right to remove any person acting in breach of this Agreement.

STAND BOUNDARIES AND DESIGN RESTRICTION

Space Only Stands will be given raw exhibition floor space only. Any furniture and/or electrical outlet(s) required should be ordered by the Exhibitor (at an additional cost).

Plans and design of special design/space only stands must be submitted to the Organiser a reasonable period prior to the Event Date. These drawings must contain information such as dimensions, stand elevation, plan layout, electrical fittings, materials to be used and equipment to be displayed.

Surrounding stands will not have dividing walls and if walls are supplied, they may not be utilised unless paid for the Exhibitor. No reliance should be placed on the surrounding stands providing your walls. Should an Exhibitor use surrounding walls at the event without prior payment, the shell scheme contractor will bill the Exhibitor for the walls.

If an Exhibitor shares a perimeter with another Exhibitor the cost of a dividing wall will be shared.

Where the wall of one stand exceeds the height of an adjoining stand, that portion of the wall which is in excess shall be clad on the reverse side to present a clean appearance – at the cost of the Exhibitor requiring a higher wall.

Exhibitors should also take into consideration the overall height of their stand design and notify surrounding Exhibitors if their line of sight is obscured by walls etc.

Exhibitors may not place any display material or exhibit, nor extend their stand structure and fittings, beyond their contracted boundary. The Exhibitor will be charged for any infringement of this rule.

Fixings – Nothing is allowed to be taped, stapled or otherwise affixed to any surface of the venue. Absolutely no core-drilling or fixing into the floor is allowed.

STAND CLEANING

General cleaning of the exhibition hall (aisles only) will be provided by the Organiser prior to the opening of the Event and daily thereafter. It is however the responsibility of the Exhibitor to maintain their stands (exhibits and furniture) in a tidy condition at all times.

Exhibitors are to make their own arrangement for removal of items not for display purpose and rubbish resulting from unpacking exhibits such as carton boxes, crates, plywood, materials for their stand construction and interior fittings from the exhibition hall before the Event opens, and clear out all exhibits and constructed items immediately after the close of the Event.

CONSTRUCTION

Participants should start construction of their stands as soon as possible. If the construction period is exceeded, the Organiser is entitled to refuse exhibits without incurring any liability. All work must be completed by a reasonable period prior to the official opening of the Event.

DISMANTLING

Removal of goods and dismantling of stands may take place from half an hour after the Event has officially closed until the time stated in the Event Health & Safety Manual. The intervening time is needed to clear the aisles and prepare the speedy removal of the Exhibitor’s effects. Where relevant, it is advisable to remove small, valuable items as soon as the Event closes. This time may be used to pack away exhibits. Any goods/exhibits left after this time will be removed from site to a storage area at the Exhibitor’s cost.

ELECTRICAL

All electrical installation work (wiring and connections, lighting etc) at the Event shall be carried out by the Organiser’s official contractor. If the Exhibitor carries out such work itself, the installation must be approved by the Organiser before installation work commences. No other contractor may be used. Exhibitor requiring special arrangements (e.g. different voltages and frequency or special connections to equipment) must arrange for their own transformers, converters etc. All electrical equipment must be tested by the Organiser’s appointed engineers prior to turning on the power supply.

No electrical installation may be suspended from the roof of the exhibition hall or fixed to any part of the building structure. No fitting may project beyond the boundaries of the site allocated.

Any design or plan of electrical installation must be submitted to the Organiser for approval before deadline indicated. No installation work shall be carried out without the written permission of the Organiser.

The Organiser reserves the right to disconnect electricity supply to any Exhibitor whose installations are violating the Organiser’s regulations, are dangerous or likely to cause annoyance to visitors or other exhibitors.

General hall lighting will be provided by the Organiser.

Any power points are to be ordered through the official contractor.

Power supply to stand will be switched off at source 30 MINUTES after the Event closes each day. A Exhibitor requiring electrical supply at times other than those stated must make application to the Organiser as soon as possible and will be subject to additional charges.

EXHIBITS

Under no circumstances will the Organiser be responsible for receiving or storing of any exhibit or stand material. Exhibitors are advised to appoint their staff to look after their own exhibits. Exhibitors must not remove any of their exhibits on display from their stands until the exhibition is officially closed.

EXHIBITS REQUIRING APPROVAL

Should any exhibit feature any of the items listed below please contact the Organiser for further information on the safety steps which may be needed to take or written approvals that you are required to gain:

  • A second storey
  • A solid ceiling or roof area more than 18 square metres
  • A structure more than 2.5 metres high
  • A motor vehicle
  • Dangerous Goods (as listed in the Dangerous Goods Storage and Handling Regulations 1989)
  • A discharge of noxious waste
  • An LPG gas cylinder
  • A cylinder containing compressed gas (other than LPG)
  • A naked flame (e.g. a candle)

FLOOR PLAN

The Organisers reserve the right to alter the layout, plans and positions of stands if, in their opinion, this is desirable from the point of view of the Event as a whole.

RIGHT OF ENTRY

The Organiser, the owners and/or managers of the Event venue or their agents have the right to enter the venue at any time to execute works, repairs and alterations and for other purposes. The Organiser is not responsible for the activities of the owners and/or managers of the Event and no compensation will be payable to the Exhibitor for any inconvenience, loss or damage caused.

IMPORTED GOODS

All goods imported for display at the Event must be declared to any relevant customs authority at the entry point and must be covered by any proper customs documents. These documents should be retained by the Exhibitor at the Event site at all times.

NOISE

The nature of the show is such that noise is unavoidable. Exhibitors must expect and accept a certain level of such noise in their stand area. In the event of justifiable complaints from other Exhibitors, Organisers reserve the right to determine the acceptable sound level and extent of demonstrations.

OFFICIAL CONTRACTORS

The Organiser has appointed official contractors for various services so as to ensure a more efficient and regulated build up and break down. Details of the contractors will be included in the Event & Safety Manual.

Exhibitors may appoint their own stand building contractor subject to approval from the Organiser. Exhibitors are responsible for making their own arrangements. The Organiser will not accept any liability in respect of any contract between Exhibitors and contractors for the negligence or default of any persons, their servants and agents. Where mechanical handling within the exhibition site is required, only the official freight forwarders may be appointed.

ON SITE HANDLING

Only exhibits which can be hand-carried by one person may be delivered to/removed from the exhibition site by the Exhibitors. Those requiring mechanical assistance must be handled by the official freight forwarder on site for which there may be additional charges.

SALES LITERATURE

Printed promotional materials may be distributed only from within a Exhibitor’s own stand space. They are not to appear in any other public space of the exhibition site with the exception of bonafide Exhibitors under the exhibitorship guidelines. Demonstrations, other direct sales activities, and “give-away” items are also restricted to the Exhibitor’s own stand. The Exhibitor shall not permit any materials relating to firms or companies not being affiliates of the Exhibitor or otherwise associated with the Exhibitor to be exhibited at or distributed from any stand.

PHOTOGRAPHIC RIGHTS

Photographic rights at the Event are reserved to the Organisers.

SAFETY

Moving machinery must be fitted with safety devices when the machines are in operation. These safety devices may be removed only when the machines are disconnected from the source of power. Working machines must be placed at a relatively safe distance from the audience. Safety guards where possible are to be used.

All pressure vessels or equipment under pressure must conform to the safety standards and regulations. Approval for use is required. No motors, engines or power driven machinery may be used without adequate protection against fire. No naked or open flame, temporary gas or naked, live electrical fittings may be used on the exhibition site at any time. This includes welding works.

FIRST AID

Any Exhibitor requiring first aid treatment should contact the Organiser’s office on the exhibition site.

SECURITY

General security will be provided by the Organiser. Subject to construction and dismantling access rights pursuant to paragraphs 4 and 5, above, Exhibitors and their staff will not be allowed in the exhibition site after exhibition hours. All personnel in the exhibition site must wear identification badges.