EZone Space Only Stands

Sales Innovation Expo

Space Only Stands

Your Stand Package is 

Exhibitors who have booked a Space Only stand will have an area of empty space on the show floor. Nothing is included in this space, and you should appoint a stand contractor to lay flooring, build walls and design your stand.

Exhibitors are responsible for ensuring that their contractors receive a copy of this Ezone. All designs, construction etc must comply with the organisers, venue and Local Authority deadlines and rules and regulations.

PLEASE NOTE: Exhibitors must notify Rosie Filmer as soon as possible with the names of their stand contractor. If you are in the process of looking for a contractor, Roar B2B offer an In-House Design and Build Service for Exhibitors. As the event organisers, we are uniquely placed to understand your needs, keep things simple and deliver a trusted service. Please get in touch to start your design and planning journey. Contact Us here 

CDM Regualtions & Site Rules

Please find our CDM Regulations here and ensure that everyone coming onsite has seen these.

Submitting Plans

Stand plans will need to be submitted to Rosie Filmer by 03/10/2022

Failure to submit your proposals by the above date means that your stand could face delays in obtaining approval. The Local Authority could prohibit your company from exhibiting at the show.

Below are the compulsory forms that you must submit as a Space Only exhibitor.

  • Construction Phase Plan
  • Method Statement
  • Public Liability Insurance Certificate (minimum of £5 million)
  • Risk Assessment 
  • Stand Plans including a 3D visual and elevations to include dimensions and maximum height of the stand

Scaled technical plans are available from the organisers showing the location of the floor ducting and any columns. Please remember to include your company name and stand number.

Walling in on open sides must not exceed one third of the total run of meterage of each open side and no run of walling can exceed 4m in length. There will be no exceptions for this year.

Pre-Tenancy Stand Build Planning

It is vitally important you manage and schedule your material deliveries, build and stand dressing including product displays, to ensure you can meet the times available. 

Please include the following as part of your planning process:

  • Revisit your plans and documents. What is the number of staff who can build the stand safely and within the time constraints? 
  • Submit a new Risk Assessment and Method Statement, taking into account current biosecurity Measures. 
  • Check your Insurance. Is your ELI and PLI covering you, your staff and 3rd parties, sufficiently? If in doubt, contact your broker.

Support venue and official contractor services. Please ensure all stand services requirements i.e. electrical, water and waste etc are ordered and confirmed in advance. Limited service desks will be available and potential queuing delays may occur.

Staff safety induction and accreditation will be carried out in advance pre tenancy. NO accreditation will take place in the halls. Please ensure all personnel details are completed to ensure there are no delays for you building the stand. This includes any sub contracted personnel.

Stand Design

Based on your stand square meterage and subsequent category and build time, please consider your proposed stand design and work involved to ensure you can build and complete the stand construction within these times.

Please consider the following when planning your stand:

  • All stands must comply with the regulations as set out in the eGuide.
  • Stand Numbering: All space only exhibitors must display their company name and stand number prominently on their stand so that they can be viewed from each approaching gangway. This will assist visitors in locating their position within the hall and finding the stands they wish to visit.
  • Travel Distance: Adequate means of escape must be provided from all stands. The travel distances from any part of the stand to the gangway must not exceed 25m.
  • Enclosed Areas: Alternative means of escape and adequately maintained general and safety lighting with exit notices illuminated by both primary and secondary lighting systems must be provided to any enclosed area.  
  • Finishing the reverse of any wall over 2.3m in height that overlooks neighbouring stands in a neutral colour. All cables and wires on the backs of walls must be hidden from view.
  • Walling in on open sides must not exceed one third of the total run of meterage of each open side and no run of walling can exceed 4m in length. There will be no exceptions for this year.
  • On stands with three open sides or less ("part-island stands") the Exhibitor is obliged to erect a dividing wall no less than 2.5m high between their stand and any other stand. Exhibitors are responsible for ensuring that their Contractor leaves any such walls in a clean and finished state in one colour with no branding or logos on the reverse of your walls overlooking neighbouring stands or gangways. 

Build Regulations

Please visit the eGuide to ensure that your stand fully complies with all stand construction regulations.

  • Gangway carpet and stand carpet cannot be the same colour unless the stand has a platform and then carpeted. Gangways must be clearly identifiable.(When fixing your own carpet, please note that only venue approved floor tapes may be used. You must remove all carpet tape at the close of the exhibition; charges will be levied for non-compliance.)
  • All construction materials must comply with the regulations stipulated in the eGuide
  • All stand structures must be completely self-supporting and stable. Direct suspension may not be made from the roof of the exhibition halls, nor may any fixing be made to the structure of the building. Nothing may be drilled, attached or bolted to the hall floor.
  • Decoration materials used for stand dressing must be flame proofed or purchased already treated by use of the appropriate chemical. Please note that artificial plants and flowers are combustible and give off toxic fumes, therefore not acceptable. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such.
  • Doors should open outwards in the direction of escape, those that are on a gangway should be set back so that the door doesn't intrude onto the gangway. All doors should be fitted with a vision panel of clear glazing at sight level (including for wheelchairs) giving a zone of visibility between 500mm and 1500mm above floor level. Doors should also be a minimum of 800mm
  • Floor loading please contact the operations team for more information.
  • The permitted maximum height of a stand will be 4m, if you would like to build over this height please email the Organisers for permission.
  • Lighting rigs will be allowed provided they conform to the regulations governing their use. Here follows a synopsis of these regulations:
    •   Between 6m and 8m from the hall floor but with a minimum clearance of 2m from the highest point of the stand.
    • All structures will be rigged by the Official Rigging Contractor.
    • No graphics or decorative material may be displayed upon the lighting rig.
    • Please contact the Operations Team for more information.

Please note a sponsorship fee for rigging will be applied. 

  • Platforms should be avoided wherever possible, in order to provide level access to exhibits and services.
    • Where the use of platforms is unavoidable, they should not exceed 170mm in height (one step) and consideration must be given to accessibility for people with disabilities in compliance with the Equality Act 2010.
    • The distance between supporting timbers of platforms constructed from battens (25mm thick minimum) and sheet materials (plywood or MDF, 18mm minimum), must not exceed 400mm from centre to centre.
    • Platform corners must be splayed, rounded or angled to prevent sharp corners and tripping hazards.
    • Where a bevel edge is applied to the perimeter of a platform, it must be conspicuous.
    • Platforms must be of a strength and stability sufficient to carry and distribute the weight of the standfitting, stand personnel, visitors and exhibits having regard to the loading limits of floors.
    • When laying platforms on your floor space, please pay special attention to the area marked out for your stand. Failure to build to the marked out area will result in delays to the laying of the gangway carpet, and any additional costs incurred by the Organiser will be passed back to the relevant exhibitor. Please ensure your stand contractors are aware of this.
    • For more information please refer to the guidance in the eGuide
  • Ramped Access: 
    • If constraints necessitate an approach of 1:20 or steeper, an approach incorporating a ramp should be provided. 
    • A ramp must be either readily apparent or the approach to it clearly sign-posted. 
    • The gradient of a ramp flight and its going between landings should be in accordance with the table supplied in the eGuide
    • Ramps shall have a minimum, unobstructed width of 1.5m. 
    • The ramp surface must be slip resistant, especially when wet and of a colour that contrasts with that of the landings
    • A landing at least 1.2m long and clear of any door swings or other obstructions must be provided at the foot and head of the ramp.
    • Intermediate landings must be at least 1.5m long and clear of any door swings or other obstructions.
    • Intermediate landings at least 1800mm wide and 1800mm long must be provided as passing places when it is not possible for a wheelchair user to see from one end of the ramp to the other, or if the ramp has three flights or more.
    • Handrails must be provided on both sides of a ramp which has a gradient steeper than 1:20. Where it is impractical to comply with this legal obligation, a risk assessment must be provided to and approved by the organiser.
    • Where the change in level is no greater than 300mm, a ramp should be provided instead of a single step.
    • Where the change in level is 300mm or more, 2 or more clearly signposted steps should be provided in addition to the ramp. All landings should be level, subject to a maximum gradient of 1:60 along their length.
    • A kerb at least 100mm high, which contrasts visually with the ramp or landing, must be provided on the open side of any ramp or landing, in addition to any guarding required.

        For further information on ramped access, please refer to the eGuide.

  • Solid walls along gangways edges are not permitted. Stands must be suitably opened so as not to cause offence to neighbouring exhibitors or breach fire regulations. 
    • Walls should not exceed 4m in length or at least, 2/3 should remain open. Should you have a wall exceeding these measurements they should either have natural breaks, see-through glazed panels, at least, 1m wide or other such features at regular intervals. Each stand will be assessed individually upon receipt of drawings by the organiser.
  • Stairs, please refer to the guidance in the eGuide.
  • Stand bridging is not permitted
  • Welding will not be permitted unless a hot work permit is obtained from the Venue, subject to advance submission of a method statement and risk assessment before any work is carried out on-site.

Your stand approval is always subject to onsite inspection. A structural engineer will be on-site during the build period to inspect ALL space only stands in addition to those stands classed as complex. All complex stands must be completed by 12:00hrs on the last build day in order for the sign off to be completed and the certificate issued. For all complex structures a fee of approx. £435+vat will be charged by RoarB2B direct to you or your contractor to cover such on-site assessments and certificate costs. Please make sure that your contractor is aware of this charge in order to avoid delays in construction approval.

Complex Structures

Complex structures are defined as any form of construction of any height, which would normally be designed by an engineer and/or has been found to provide significant risk via a Risk Assessment.

Examples include:

  • Lighting rigs
  • Raised walkways
  • Ramps
  • Sound/lighting towers
  • Stands between 4m and 6m in height
  • Temporary tiered seating
  • Viewing/service platforms 
  • Stand designs that include a platform above floor level to which members of the public have access; including stand designs that include ramps to platforms of over 600mm
  • Stages of 600mm and over in height and all stages for public use are deemed to be complex
  • Non-standard rigged items, eg box banners made from plywood.
  • Multi-storey stands, stands with viewing/service platforms, raised walkways, sound/lighting towers, temporary tiered seating.

Submission Procedures

We must submit full details of all complex structures to the venue no later than 28 days prior to tenancy. Permission to build any complex structure will not be given until the venue has received the following (written in English): 

  • Detailed, scaled structural drawings showing:
    •  Plan views of each storey of the stand/structure 
    • Sections through each storey of the stand/structure 
    • Elevations including full steelwork and staircase details 
    • Width and position of gangways within the stand 
    • Floor and/or roof loading 
    • Specifications of materials used 
    • Structural calculations 
    • Risk assessment (to include fire hazards) and method statement 
    • Written confirmation from an independent structural engineer, with adequate professional indemnity cover, that the design is safe for its purpose

Each item of information should state the event name and stand number. Complete sets of information only should be submitted, together with a plan showing the location of the stand within the exhibition.

If any complex structure is modified after the submission of the above information, plans must be re-submitted with details of all modifications and a structural engineer’s confirmation that the final overall design is safe for its purpose.

Any stand which is a complex structure or space only stand on which large numbers of people could gather will need a fire risk assessment simply because of the escape issue.

The organiser will obtain Certification by a structural engineer, certifying them as safe and constructed in accordance with the designer’s specification and sound and safe for their intended purpose.

Your stand approval is always subject to onsite inspection. A structural engineer will be on-site during the build period to inspect your stand. All complex stands must be completed by 12:00hrs on the last build day in order for the sign off to be completed and the certificate issued.

For all complex structures a fee of approx. £435+vat will be charged by Roar B2B direct to you or your contractor to cover such on-site assessments and certificate costs. Please make sure that your contractor is aware of this charge in order to avoid delays in construction approval

Electrics

All electrical equipment and exhibits must be guarded to prevent accidental contact with live terminals. Items intended for use on stands must be PAT tested and labelled accordingly.

Electrical cables must not be run under carpet or up stand fitting support posts. Cables on the floor which may be walked on must be protected by conduit or with protective ramping (tape is not acceptable).

All on-site electrical work must be carried out by a qualified, competent person and inspected by the appointed electrical contractor Showlite, prior to energising. Testing charges will apply.

Use of the venue’s electrical sockets is not permitted and cables must not cross gangways. Once power has been energised during build-up, it will be switched off each night, including the pre-open night. If you need power overnight, you will need to order a 24 hour supply from Showlite.

Extension leads may be used to provide multiple socket outlets.

These must not exceed 4 sockets and a cable length of 2m (uncoiled) Extension leads MUST NOT be chained together. ONE EXTENSION LEAD IS ALLOWED PER SOCKET ORDERED. The power used for appliances via the extension lead should not exceed the wattage of the power socket ordered.

Power to your stand will be switched off 30 minutes after the show closes each day and will not be switched back on until the following morning.

On the last open day, power will not be switched back on after the show closes under any circumstances, due to the hazards presented during the breakdown of stands. If you need a supply beyond this time, please arrange this with Showlite the electrical contractor.

All electrical installations must comply fully with the eGuide The following is a brief summary of key points:

Lighting

Exhibitors own light fittings must be secured using clips or heavy-duty electrical ties and earth bonded appropriately. Light fitting flex must not be left hanging in coils or wrapped around any part of a metal structure. Cable ties must be used to secure flex to the structure.

Spotlights/floodlights/halogen lamps, etc must be guarded and mechanically fixed, so as to prevent risk of injury to persons. All lighting must be kept at least 300mm away from muslin/fabric ceilings and other combustibles. Lighting circuits must not exceed 1,000 watts. They must not be looped or connected to power circuits.

How To Order Power

Order your stand power and lighting using the details on the order forms page. You will need to complete the grid plan to show where you would like these extras to be located on your stand. Your order will not be complete without this form.

All questions regarding power requirements should be directed to Showlite. For any electrical queries, please call Steve Smith on 01264 365 550

Showlite provide standard 3-pin English 13A socket-outlets, but with four different power ratings. The list below indicates the type of equipment that can be used with each of the power ratings:

  • 500W Socket is rated at 2AMP and can supply the following: One computer [or 2 x laptops]
    • A small domestic fridge
    • Four mobile phone chargers
    • Table lamp
    • Television and video or any combination of the above using a single 4-way extension (maximum length 2m) subject to a total load of 500W
  • 1000W Socket is rated at 4 AMP and can supply:
    • Small domestic coffee machine (750W – 1kW)
    • Small domestic steamer (900W – 1kW)
    • Small microwave cooker (750W – 1kW)
  • 2000W Socket and 3000W Sockets are rated at 10 AMP and 13 AMP and can supply:
    • Jug Kettle (2kW – 3kW)
    • Catering coffee machine (1.5kW – 3kW)

The list indicates individual items that can be used with each socket, with the exception of the 500W socket above. All sockets are supplied on daytime power only unless 24-hour continuous power is requested and quoted for.

Actual power requirements will vary dependent upon the  individual equipment  used. All electrical  equipment has a Rating Plate that shows its power consumption in Watts (W) or kilowatts (kW). You should carefully examine all equipment to be used  and  calculate the  exact  power usage  AND  the positioning  of electrical items on the stand before ordering your electrical power requirements.

Additional power requirements ordered onsite will incur a 20% surcharge on the standard rate

Exhibitors MUST provide a positioning diagram showing the required position of sockets / lights. Should electrical items installed by Showlite require moving onsite a fee of £30.00 + vat per item moved will be charged.

Exhibitors requiring a main only supply with a cee form connection for machines or own distribution should contact Showlite directly for a quotation.

* Island sites will require an independent main supply as per venue regulations. Order Form socket prices do not apply to stand alone / island sites. Please contact Showlite for a quotation 

Floor Covering

Space only stands do not include floorcovering and exhibitors must make their own arrangements. Please see the carpet section of the order forms page for suitable options.

The Exhibitor will be responsible for any damage to the floor coverings, in or around the stand. Any damage caused to the carpet by an exhibitor or their contractor will be replaced and the cost of replacement charged to the Exhibitor.