Neuro Convention

 

22 - 23 March 2023 | NEC, Birmingham

     CPD Member

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Ezone Organiser & Hall Regulations

Full speaking session

Ezone Organiser & Hall Regulations

Organiser & Hall Regulations

Please click on any of the subject headings below for further information.

Access & Deliveries

Event Delivery System – Pre-book online for all vehicles unloading. All cars, vans and lorries need to book in advance to receive an Event Delivery Pass using our online system powered by Voyage Control. Please note that this includes all deliveries on an open day. When you arrive on site, follow the digital directional signs to the relevant lorry park for your event. Drive in and show your pre-booked printed pass.

Your printed pass will need to be displayed on your dashboard to allow you through the security gate into the inner area and left visible for the duration of your stay. Without this you will incur delays.

Book your pass here

Any deliveries during the open period (latest timings are normally 30 mins before show open hours but can vary) must also use the Event Delivery booking system.

There’s a speed limit of 15mph within the inner area (this is the space once you have passed through the security gates).

High visibility clothing must be worn at all times in the offloading areas.

Hire Transport & Contractors

Exhibitors should ensure that all hire transport drivers are advised of these procedures, prior to their arrival at The NEC.

Exhibitors should ensure that their appointed stand contractor and sub-contractors are advised of these arrangements to reduce delays when arriving at the NEC Lorry park.

Please ensure that you & your contractors are aware of your stand number and approximate location in the hall. You will be parked as close to your hall and stand location as possible. Make sure you unload as quickly as possible. The NEC do not provide a trolley service so make sure you are prepared.

No unauthorised vehicles are allowed at the rear of the halls during show open and all hatched markings around the doors must be kept clear at all times.

Accommodation

Accommodation is usually in great demand and you are advised to book early. For preferential rates at hotels close to the event venue, Nubreed is our official accommodation partner. Please view available options here

Your Dedicated Account Manager is Elly Boshell

Tel: 0114 299 3444 / Watsapp: 0753 569 2279 / Email: contact@nubreedhotels.com

Alcohol

The consumption of alcohol within the halls during build up and breakdown is not permitted and anyone working under the influence of alcohol may be removed from the venue.

No stands at the show are allowed to sell or sample alcohol, either for on or off-site consumption.

Audio-visual Services

Aztec event services are the official supplier of screens, laptops and other services, with a team of technicians available throughout the event to assist you. For prices and details please view the brochure here or click here to order online

Email: hello@aztecuk.com

Tel: 020 7803 4000

Badges & Passes

Each Exhibitor will be required to wear an exhibitor badge to gain access to the Hall during the Build-Up, Open Period and Breakdown. Please note, these badges must only be worn by employees or temporary stand staff of the Company. 

We are no longer placing limits on how many exhibitor passes are issued but ask you to please consider how many people can work safely on your stand and who is best to attend when ordering in advance. Please order exhibitor badges here

All contractors wishing to gain entry to the Hall during Build-Up and Breakdown must complete this form to confirm you and anyone coming onsite has read and understood the CDM Regulations here. You will receive an email confirmation once complete, which you will use to gain access to the hall. 

Balloons

The Organisers do not accept any responsibility or costs arising from the use of gas filled balloons becoming trapped in the roof structure or ventilation system at The NEC. You could be charged £250+ for removal of balloons.

Banks

You’ll find portable cash dispensers (withdrawal fees apply) around the venue, while free NatWest and HSBC ATMs can be found at the train station.

If you prefer you can use cashless options for payment at all food and drink outlets and even pre-order their food via an app. 

Banners

All exhibitor rigging must be declared on your Health & Safety declaration form as well as your stand plan drawings and submission documents. All technical and cost related enquiries should be directed to the NEC rigging department.

All rigging must have prior approval from the organiser and may incur a sponsorship fee.

Barcode Scanners

Please order your scanners here.

Since Covid19 we recommend using the Data Scanner App which your team can use on their own device rather than a shared badge scanner.

Building & Aerial Services

The following services are offered by NEC Works Department:

  • Bolting down
  • Floor chases
  • Painting of stand floor area
  • Television aerial
  • Radio aerial

NB These services can only be carried out by NEC Works Department. Full details of prices and how to order on Venue Services

Build Up & Break Down

Build up:

Event Delivery System – All vehicles unloading, whether cars or lorries, need to obtain in advance an Event Delivery Pass using our on-line delivery system powered by Voyage Control. Please note that this includes all deliveries on an open day. When you arrive on site, follow the digital directional signs to the relevant lorry park for your event. Drive in and show your pre-booked printed pass.

Your printed pass will need to be displayed on your dashboard to allow you through the security gate into the inner area and left visible for the duration of your stay. Without this you will incur delays.

Please book in here

There may be a delay moving from the lorry park to your hall as unloading is on a first come first serve basis. We always do our best to keep delays to a minimum. If you are delayed, don’t worry, your time won’t start until you leave the lorry park.

• Cars and vehicles up to two tons will be allowed one hour from the time of entry.

• Vehicles over two tons will be allowed two hours.

• Articulated vehicles will be allowed three hours.

Once you have unloaded please take your vehicle back to the free outer area car park, to make space for other exhibitors. Failure to remove your vehicle in the allotted time to the outer car parks may incur a penalty charge.

Deposit System

Keeping traffic flowing on the busiest event build up days is one of our biggest challenges, which is why at some events we operate a deposit system to keep things moving along. Your Organiser will let you know if any of your build up days involve a deposit system. Advance online bookings only – no cash on the day.

When a deposit system is in use, you still need to book all deliveries as outlined above using the online booking system. The difference on a deposit system day, is that failure to remove your vehicle from the inner area unloading areas within the allocated delivery time, will result in a £50 charge. The charge is only levied if you overstay.

Not all shows have a deposit system in place but where it is in place, this is highlighted within the booking system for the relevant dates. Registering to use the booking system is easy and user guide can be found here.

Finally, if you plan on staying at the National Exhibition Centre for the whole day once you have unloaded, please park your vehicle in the nominated outer area car parks.

Exhibitors are advised that the delivery time will commence via ANPR on entry to the inner area.

Should a driver find that they are unable to make the delivery within the specified time, and through no fault of their own, they should inform The NEC Security Staff within the Hall, who in turn will contact the Traffic Supervisor.

Breakdown:

The show closes at 16.00 on 7th July 2022 and you may not begin breaking your stand down before this time. Once the organiser is happy that the halls are clear of visitors you will hear an announcement that breakdown may begin.

The first night of breakdown is an extremely busy time with all exhibitors keen to get loaded as soon as possible. In order to ensure areas do not get over congested and the breakdown remains safe some control measures must be put in place.

We will do all we can to ensure delays are kept to a minimum and would request that drivers cooperate with the instructions provided.

There may be a short delay before commercial vehicles are released from the lorry parks and this can be for a number of reasons:

• Organiser requests to allow for public to leave the halls

• Removal of external exhibits to create more unloading space • Removal of temporary structures to provide better access

• Cars and cars with trailers are given priority to park at the rear of the halls, as they only take a short time to load

• Loading of furthest halls first to prevent roads blocking up

Whatever the reason we will do our best to get vehicles in as soon as we can.

We recommend that drivers should return to their vehicles 15mins before the show close / published breakdown time.

Cars

Any cars or cars with trailers arriving for breakdown (or which are already in the car parks) should report to the relevant inner area access gate at the close of show.

You’ll need your Exhibitor ID Badge to gain access (please ask your organiser for this pass if you do not have one).

Please don’t arrive before the show close / published breakdown time, as queues can build up and cause congestion for other traffic around site. Cars arriving early will have to be turned away at the gate, which is not what we want for you!

 So please help us deliver a great experience for everyone by following the guidance provided.

Commercial Vehicles

Commercial Vehicles arriving for breakdown should report to the designated free lorry park on the last day of the show - the lorry park will be open at 07.15hrs onwards.

Vehicles will be queued in lines by hall number on a first come first served basis. They can then park free of charge in the queue through the day until post-show breakdown commences.

Vehicles will be released down to the halls on a first come first serve basis, once all the cars have parked up and if space is available.

This can take some time - so please be patient.

Please also be aware that the order we release vehicles may be by geographical location of halls so that those furthest away are loaded first. This is to prevent access roads to these halls being blocked by vehicles for closer halls.

We’ll do our best to help keep any delays to a minimum. You can help us too, by only bringing in vehicles that are ready for loading and removing them from the loading areas as soon as they are loaded.

Our Event Delivery/Voyage Control System does not apply for the show breakdown procedure.

Business Services

The Visitor & Business Centre will not be re-opened this year. There are 24hr printing and photocopy facilities available by vending printers on both the Atrium and Piazza.

The staff on the Welcome Desk can help with any queries normally dealt with at the business centre.

Bus Services

Local bus services operate from the railway station alongside the NEC. Shuttle buses operate to transport exhibitors and visitors to and from the car parks. They will run for one hour before and after the show.

Shuttle buses will be operating at reduced capacity to enable social distancing to be maintained and you are asked to continue wearing a face covering whilst using this service. 

Carpet

Human Built is the official contractor supplying carpet to stands. Shell scheme stands come with grey carpet as standard.

Space only stands do not include carpet or flooring and exhibitors must either make their own arrangements or order carpet from our supplier Human Built. For Flooring Options click here.  You will need to send the completed order form to  orders@wearehb.com

You must use NEC Approved tape and we would like to advise you that we currently have two NEC approved suppliers who can supply this tape:   

Le Mark Self Adhesives https://www.lemark.co.uk  and  ISA Tape https://www.isatape.co.uk . Any charges for damage to the hall floor will be passed onto the exhibitor.

Chemicals

If you intend to use any chemicals, you must notify the organisers by declaring your activities on your health & safety declaration form. You will be required to submit a risk assessment and COSHH assessment, in order to comply with the venue’s regulations. COSHH regulations must be adhered to.

Children

In accordance with Health & Safety regulations, children under 16 years of age are not permitted in the Exhibition Halls during the build-up and breakdown periods. There are no exceptions to this rule. With regard to the show open periods, please refer to Section 18 of the Children and Young Person’s Act 1933, which outlines the laws regarding conditions for children working. If you intend for a person under 16 years of age to be working on your stand you must notify the organisers in advance of the show. You may be asked to show a copy of the Employment Permit issued by the education department of your local authority.

Cleaning

Stand cleaning is provided by the venue as part of the exhibitors’ package. However, exhibitors are responsible for cleaning their own exhibits. Anything left in the gangways will be treated as waste and will be disposed of.

Due to the increased risk of covid19 transmission exhibitors must have a detailed plan for cleaning their space which is included in their risk assessment for the event. 

Cloakrooms

There are Cloakrooms situated adjacent to each Hall entrance which will open 30 minutes before the Show opens each day and will close 1 hour after Show closes unless all items have been taken. There is a charge of £1 per item.

Please do not bring bags or luggage to the cloakrooms as these will not be accepted.

Compressed Air

The NEC Works Department is responsible for supplying these services to stands. Each service operates as follows:

  • Compressed air - 3/4" B.S.P. isolating valve
  • Natural gas - 1" B.S.P. isolating valve
  • Water - 1/2" B.S.P. stopcock
  • Drain - 1 1/2" B.S.P. coupling

The NEC Works Department will apply a surcharge of 40% on orders received on site. If you require any of these services, please see Venue Services

Covid19 Information

It is everyone’s duty and responsibility to ensure when working on the event, they evaluate their involvement, the potential risks involved and in particular, the risk of transmission of Covid19.

The NEC is a big venue with lots of space to keep visitors safe and comfortable during your visit. They are encouraging social distancing across the venue and remind all visitors to make space and be considerate of others. They are encouraging people to continue to wear face coverings in the venue and on the shuttle buses. They are also encouraging people to take lateral flow tests before arriving, but this is not a condition of entry. The NEC will continue to clean high touch point areas, provide hand sanitisers throughout the venue and continue to use the ventilation equipment. We ask that anyone with any symptoms of Covid19 do not attend the event. 

Please ensure you have an effective cleaning schedule for your stand. 

For further information on the measures the NEC are putting in place and to plan your visit, please visit this link

We are regularly checking and updating information based on the UK Government, SAGE and the venues measures. Should you have any queries, please contact the Organisers or our Health & Safety Advisor.

Customs & Excise

If you are importing any exhibits or displays for your stand from overseas you will need to ensure that you have customs & excise clearance. The NEC is an approved Office of Destination for European Community Transit Operations. Our appointed handling contractor can assist you with all customs formalities or can provide you with further information regarding the importing of goods.

HM Customs & Excise
0845 010 9000

Deadline Dates

Space only stand plans will need to be submitted by Monday 9th May 2022.

For supplier order forms and deadlines, please visit the order forms page. Services may be available after the deadline date stated, however some of the costs may increase or availability may be restricted after this time.

Deliveries

Any deliveries or mail for exhibitors at the show should be addressed as below:

Neuro Expo
Stand name & number
Contact name & mobile number
Hall 19
The NEC
Birmingham
B40 1NT

You must ensure that a member of staff is on the stand to take delivery or sign for any goods. We are unable to accept delivery of goods on your behalf.

We are unable to accept deliveries before the start of the show tenancy, please contact GES to make alternative arrangements.

Please note, there is strictly no parking of vehicles in the inner area during the show and once vehicles have finished offloading they need to be removed and parked in the outer designated car parks. The area around the halls is strictly controlled by the NEC Traffic Department and any vehicles found parked will be towed away.

Please ensure that anyone making deliveries on your behalf has been informed about the relevant procedures. These are detailed in the Build Up section of this handbook and can also be found on the NEC website. Contractors and suppliers making deliveries to the Halls during Build-Up on the final day of build will need to book their vehicle in through the Voyage Control system.

Demonstrations

Demonstrations should be highlighted on your health & safety form and a risk assessment completed for your activities.

Crowding of the aisles, walkways and entrances by visitors watching presentations are not permitted. Where neighbouring stands cannot mutually agree on satisfactory level for such activities, the organiser will act as an arbiter. The Organisers decision is final and non-negotiable.

The organisers reserve the right to curtail practice, which they consider dangerous or detrimental to the show. Noise levels must be kept below 50 decibels and not cause annoyance to neighbouring exhibitors and/or visitors. In the case of dispute the organiser’s decision is always final. We reserve the right to disconnect the stand power.

Dilapidations & Damages

You are not permitted to fix to any part of the fabric of the building and charges will apply to any associated damages. Charges will also apply for paint spillage, abandoned carpet tape, etc.

  • In terms of rubbish anything that will not fit into a black plastic bag will not be collected by the cleaners - it will be deemed as abandoned waste and will be charged for.
  • Shell scheme exhibitors are also reminded they are responsible for all shell scheme panels and will be charged for any damages through inappropriate fixings, painted panels etc.
  • Space only exhibitors are reminded that ALL stand fitting materials, exhibits and flooring must be removed from the halls during breakdown
  • The venue management will charge for any damage made to the walls, floors, paintwork, carpeting and other facilities. Therefore, exhibitors must protect the walls, flooring and fabric of the hall from damage at all times, particularly when moving materials or equipment and if painting or using other fluids on site.
  • Notices must not be affixed to the fabric of the building without prior permission. Sticky fixers, Blue tack, Sellotape must not be used on painted surfaces. Under no circumstances must cables, wires etc be attached or affixed directly to the walls or ceilings in the main exhibition areas. All Exhibitors need to be self-sufficient with regards to use and provision of equipment and the rigging/de-rigging of display material.

Disability Discrimination Act (DDA) / Equalities Act & Disabled Facilities

The NEC and the Organisers endeavour to provide all visitors the same opportunities. The NEC aims to be fully accessible and user-friendly for disabled visitors. For further information please visit the NEC website.

Exhibitors should be aware that they also have obligations under the Equalities Act 2010 (which has replaced most of the Disability Discrimination Act) because Exhibitors are considered service providers. Service providers are required to make changes, where needed, to improve service for disabled customers or potential customers. There is a legal requirement to comply with the Act to ensure disabled people are not treated less favourably than people who aren't disabled, which include:-

  • Reasonable adjustments must be made to services and environments so that disabled people can access them.
  • Inaccessible features must be removed or altered
  • A reasonable alternative, or means of avoiding inaccessible features, must be provided.
  • Delivery of services by a reasonable alternative must be provided.

It is important to understand that access for disabled people is not only about physical access to buildings for wheelchair users but also includes access to written information for people with visual impairments and access to the same standard of service for all. Health & Safety legislation should always remain the primary concern whilst making changes under disability regulations.

This list is by no means exhaustive and must be used a guide only.

Dogs

Dogs, other than special assistance dogs, are not permitted at the show at any time.

Early/Late working

Any exhibitor or contractor wishing to work late to complete stand construction must contact the Organisers’ office by 15.00 on the day in question, or in the case of early work, on the day before. Exhibitors wishing to carry out maintenance working during show open days must do so during the hour before and the hour after the show open times. Applications for extensions to these times must be made to the organisers in advance. Any charges imposed on the Organisers for such arrangements will be passed on to the exhibitor concerned. No work is permitted during the hours when the exhibition is open to visitors.

Electrical Services

Stands do not include any electrical supply unless you have a turnkey package. To order electrics, please visit the order forms page. 

If a supply is needed at the start of build then a temporary supply must be ordered for use during build-up and breakdown. 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.

During show open, 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. If you require 24 hour power, please arrange this with the electrical contractor. Once the show has closed power will not be switched back on 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 the electrical contractor, contact details can be found on the order forms page. 

ELECTRICAL MAINS POWER BOXES

On every block there will be an electrical mains power box. This will be placed on the wall of the stand, which is placed over the duct. The organisers will, where possible try to fix this so that it does not infringe on the stand aesthetics or on a stand with bespoke walling. Please do not cover this power box if it is fixed to your stand walling, as access may be needed at any time.

ELECTRICS – QUICK REFERENCE TO POWER CONSUMPTION

This Quick Reference Guide is designed to assist exhibitors in planning their power requirements, and if followed, will reduce the likelihood of problems occurring at the exhibition venue.

Where ordered Human Built will provide standard 3-pin English 13A socket-outlets, but with four different power ratings. The list below indicates the sort of equipment that can be used with each of the power ratings:

(500W) IS RATED AT 2 AMP AND CAN SUPPLY:
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) is rated at 4 AMP AND CAN SUPPLY:
Small domestic coffee machine (750W – 1kW)
Small domestic steamer (900W – 1kW)
Small microwave cooker (750W – 1kW)
Vacuum Cleaner (800W – 1kW)

(2kW) AND SK4 (3kW) ARE RATED AT 10 AMP AND 13 AMP AND CAN SUPPLY:
Jug Kettle (2kW – 3kW)
Catering coffee machine (1.5kW – 3kW)
Industrial Cleaners (1.2kW – 3kW)

Please Note:

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 before ordering your electrical power requirements.

If you are ordering a socket so as to be able to supply your own lighting arrangement(s), then in accordance with the regulations, the maximum power rating of any single lighting circuit is 1000W (1kW), so if, for example, you had 3kW of lighting on your stand, you would need to order 3 x 1kW sockets for this arrangement.

Under the current regulations it is not permissible to order a socket and use it to supply a consumer unit if you are carrying out the installation of your own electrical wiring and equipment. In these circumstances, you will need to order an electrical mains supply.

Lighting

  • Light fittings must be secured using clips or heavy-duty electrical ties and earth bonded appropriately.
  • Light fitting flex must not be draped across the ceiling grid (if applicable), or 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.
  • Heavy fittings (over 1 kg) require a secondary means of support.

Socket Outlets

  • Only one 4-way extension lead may be connected to each socket outlet and the maximum length of lead permitted is 2 metres.
  • Extension leads must not be plugged into other extension leads (commonly known as ‘daisy-chaining’).
  • Block adaptors and drum reel extension cables must not be used.

Employment of Labour & Contractors

There are some services which the Organisers are bound within the terms of the tenancy to use. There are additional services where in the best interests of the show the Organisers have appointed Official Contractors. Grouped together these are: Electrical Mains, Catering, Rigging, Water & Waste, Gas, Lifting, Security (not individual stand security).

Where no sole appointment has been made it is recommended that as far as possible, exhibitors should make use of the contractors named in the ezone who will be available onsite.

It is the responsibility of the exhibitor to ensure the competency of the contractor and his/her suitability for the work you are specifying in the exhibition.

All contractors and employers of labour operating within the exhibition site at any time shall comply with all statutory requirements applicable directly or indirectly to their activities.

NOTE: The Organisers reserve the right to stop work being carried out by any person where the work is, in the reasonable opinion of the Organisers, being carried out in breach of these regulations and the Organisers may require such person to stop work immediately and may direct such person to leave the exhibition.

Exhibitor Waste

We are committed to a zero waste direct to landfill policy at the event and so, wherever possible, we ask exhibitors to help us achieve this by minimising waste materials on their stands.

It is incredibly important to us that our event stakeholders take responsibility and make the most efficient use of resources by reducing, re-using, and recycling or recovering all their event materials.

Please do:

  • Reduce material waste by careful consideration of required amounts
  • Refrain from using single-use items
  • Use digital references where possible or well sourced, sustainable resources if that is not an option
  • Consider the environmental impact of any giveaways, including giveaways of products which are designed to be reused or recycled
  • Consider the lifecycle of materials on your stand and try, where possible, to implement a circular economy approach – e.g. using recycled materials and/or designing materials to be recycled after use
  • Reuse resources wherever possible rather than disposing of them
  • Recycle and re-distribute any remaining items
  • Consider environmentally-friendly transport (such as car sharing, public transport)
  • Encourage your customers or guests to bring reusable items such as refillable water bottles and coffee cups with them for use at the event

To further this, the NEC is also a zero waste to landfill venue. For more information on their sustainability policy, please visit https://www.thenec.co.uk/about/sustainability/

Fire

Fire extinguishers will be distributed around the halls and may NOT be removed. If you have activities which increase the risk of fire, you must order additional extinguishers.

Stand staff should be made aware of the location of all fire exits and alarm points within the hall and may request training on the use of fire extinguishers from the Fire Officers if required.

Fire exits must be kept clear at all times and no exhibits or packaging materials may be stored behind stands.

All materials used in stand construction / dressing must be fire retardant to the relevant standards – please consult the operations team for further information. No naked flames or LPG will be permitted without prior written approval.

First Aid

In an emergency, contact the first aid team via an internal phone located at each Hall entrance on 2222, or by notifying a member of security.

Medical Emergency: Tel 0121 780 4141 Ext. 2222

Floor Loading

The floor loadings are limited to 20 tonnes per square metre. Any unusual loads must be discussed with the organisers prior to the build up. Failure to do this may result in items being unable to be brought into the hall.

Food and Drink

The sale of food or drink (non-alcoholic) from exhibition stands will not be permitted.

Applications to retail food & drink (non-alcoholic) for offsite consumption should be sent to the operations team a minimum of 28 days prior to the show and will be reviewed and assessed in line with food safety/licensing regulations. Applications will only be considered if the exhibitor is registered as a food business with their local authority.

You will need to follow food hygiene standards as usual but also consider any measures adopted by the hospitality industry following Covid19. This may include items such as pre-packed food & drink options, how items are served, not sharing equipment and crockery and whether sharing bowls of food are suitable.

Furniture

No furniture is provided with your stand. Exhibitors may bring their own furniture, or it can be ordered from Human Built. Please visit the order forms page for more details. 

Gas

All exhibitors wishing to use gas must operate from the natural gas supply available in the Halls. If you are unsure of the availability of Natural gas to your stand, please contact the Organisers.

If you intend using a mains gas appliance, you need to ensure that (a) the appliance is certified by a competent person eg: the manufacturer; (b) the connection to the mains is carried out by a competent person and certificated (Copies of both certificates need to be supplied to the Organisers); and (c) that you have a fire extinguisher on your stand at all times.

Liquified Petroleum Gas may only be used when the LPG powered equipment being demonstrated is an item for sale by the exhibitor (eg Garden Heaters, barbecues) and following the consent of the authorities. The venue must be notified in writing at least 28 days in advance of tenancy of any proposed use of Liquefied Petroleum Gas (LPG). LPG may only be used with the written consent of the venue.

LPG may not be used for cooking purposes. 

Please inform the organisers if you intend to have gas of any type on your stand.

Graphics

If you wish to attach materials to your shell scheme such as posters, graphics and/or material we suggest the use of Velcro tape, blue tac or other removable adhesive fixings. The shell scheme panels are Velcro tape accepting and this option will not cause damage. Please do not stick anything to the metal work. Any damage incurred will be charged for. Any exhibitor intending to produce full size graphics to cover the shell scheme walls are first advised to contact Human Built or Full Vision in order to determine the shell scheme walling configuration.

Please note depending upon the size of the adjoining stands, a number of ½ m walling panels may be used to construct your stand rather than 1m panels. If you have any queries regarding shell scheme graphics, please contact customer success

Hazardous & Excess Waste

Exhibitors and their contractors must remove excessive or hazardous waste at the end of the show, otherwise charges will be incurred.

Excessive waste is defined as: more than 2 boxes of literature, stand fitting material, pallets, material packaging and quantities of unsold stock or ‘give-aways’. Any exhibitor who leaves excessive waste at the venue will be charged for removal by the venue.

Hazardous waste is classified by the 2005 Hazardous Waste Regulations as:
light bulbs and fluorescent tubes, electrical equipment and fittings, gloss and emulsion paint and their containers, cooking oils and their containers, aerosols both full or empty, oils and lubricants and oily rags.

Hospitality Catering

If exhibitors wish to provide visitors to their stand with hospitality catering, they are required to obtain the food and drink from Amadeus. Exhibitors are not permitted to bring their own food and drink on to their stands.
If, in the opinion of Amadeus, an exhibitor contravenes this rule and provides a significant level of hospitality catering from their stand, Amadeus reserves the right to charge the exhibitor a corkage or concession fee following an inspection by the venue’s food safety representative. Under normal circumstances, the venue will not permit third party caterers to provide corporate hospitality. 

Order form and menus for Food to You and Served to You can be viewed here.

You will need to follow food hygiene standards as usual but also consider any measures adopted by the hospitality industry following Covid19. This may include items such as pre-packed food & drink options, how items are served, not sharing equipment and crockery and whether sharing bowls of food are suitable.

Insurance

It is a contractual obligation that you have a minimum of £2 million public liability insurance as a shell scheme exhibitor, or £5 million for a space only exhibitor. You must send a copy of your insurance certificate to your Customer Success representative.

Please note that items on site, either on your stand or in storage, or in transit to the show are not insured by the organisers and exhibitors must make their own arrangements.

Intellectual Property Rights

The Trademarks Act 1994 dictates it is both an infringement and an offence to deal in merchandise which carries another organisation’s trademark, without consent. Infringements may be dealt with in the civil courts by the proprietor of the trademark. Offences are ostensibly a matter for the police and trading standards office.

Leafleting

Exhibitors are not allowed to display or hand out any literature or material in any form from any area within the NEC other than within the boundary of their stand.

Lost Property

All lost property is dealt with by the Security Office situated in the Atrium, between halls 6 & 7. View Atrium Plan here

Music Licences

It is the responsibility of the Exhibitor to apply for the appropriate licences to play music on their stand. If an Exhibitor is found to be playing music at the Show without having applied for the appropriate licences, they will be asked to turn it off immediately and for the duration of the Show.

The licences are as follows:

  • Phonographic Performance Ltd (PPL)
    Exhibitors who play recorded music, i.e. from records, cassettes, CD’s, etc, in public are required by law to apply for a Phonographic Performance Ltd (PPL) licence. PPL controls the copyright regarding the public performance and broadcasting of sound recordings on behalf of the record producers. The appropriate licence must be secured in advance to prevent infringement of copyright. To apply for your PPL licence please contact 020 7534 1070.
  • N.B. If you require a PPL licence you will also require a PRS licence
    Performing Rights Society
    Exhibitors wishing to play music on their stand by means of TV, video, slide, tape presentation, record, tape, or CD player or live musicians must hold a licence by law, issued by the Performing Rights Society (PRS). A PRS licence is granted on behalf of composers and music publishers. It is the responsibility of the Exhibitor to contact the PRS directly. Their telephone number is 0800 068 4828.

Onsite Help 

On arrival to your stand, we hope that you find everything to your satisfaction. If you need advice or would like to order anything extra, you will find our supplier Human Built at the service desk at the front of the hall. Alternatively, you will find a QR code on this print out on your stand. 

Please note: The QR Coded on the attached is only operational between the following Date and Times: 

Start of Show build on Monday 4th July 2022 08:00 until Show opening on Wednesday 6th July 2022 09:30. For any queries before & after this period please contact the organisers. 

Organisers’ Office

The team at Roar B2B will be able to assist with any operational questions you may have over the upcoming weeks and months.

Onsite, the team will be based in the Organisers office, which is in the Hall 19 Organisers’ Suite.

Parking

Parking in any of the outer area car parks is free of charge. Please collect your exhibitor parking pass from the organisers office and show the pass on exit. 

Security

Security cover commences at 0800 on Monday 4th July and no goods will be allowed on to the site before this time.

Although every reasonable security precaution is taken through the Build Up, Open Period, and Breakdown, The Organisers cannot be held responsible for any loss, damage, or accidents which may occur to any Exhibitor's (or Contractor's) property or personnel. We strongly recommend that any small or attractive items be kept under constant supervision and removed each evening. Your stand should NEVER BE LEFT UNMANNED at any time while the Halls are open.

The Organisers will not be responsible or liable for theft or injury - please see INSURANCE in this section.

Exhibitors are reminded to be particularly vigilant during the following periods: the last night of build-up; the first 30 minutes after the Show closes each day and the first two hours of breakdown.

The following points should be carefully noted:

  • During Build-Up: Once your exhibits have been placed on your stand, it is essential that the stand be manned at all times. Though The Organisers will do all they can to minimise risk, you are advised to take precautions yourself. Exhibitors needing extra security should contact the Organisers.
  • During Open Hours: All Exhibitors and visitors, in the interests of their own safety and security, may be searched and their bags searched on entering or leaving the building. We ask you to co-operate and insist your staff carry badges or passes at all times.
  • During Breakdown: Please do not leave your stand unattended at any time during the first few hours of breakdown or until all valuable exhibits or graphics have been removed. If you propose to leave anything valuable on the stand overnight, please contact the Organisers or Security.

Special Effects

If you are planning to use any special effects on your stand, you must inform the organisers as soon as possible by email.

Special effects include (but are not limited to) lasers, strobe lights, and pyrotechnics and smoke machines.

The information, which will be required, includes a risk assessment and full details of the operator and manufacturer. Certification from an independent specialist may also be required, and any costs associated with this will need to be covered by the exhibitor.

Storage

There is no storage within the halls. Exhibitors must make their own arrangements for the removal and storage of all packaging materials, cartons etc. Nothing is to be stored behind the stands or in changing rooms. This is a fire and health & safety risk.

Trolleys

Please bring your own trolleys as these are not available to hire from the venue. Trolleys are only permitted on the exhibition floor outside show open hours for the safety of visitors.

Traffic Rules

Vehicles entering the road systems of The NEC must conform to speed limits, road signs and the instructions below.

Failure to display a valid pass or to adhere to The NEC site traffic rules may result in vehicles being removed by The NEC Traffic & Logistics Department.

Instructions given by The NEC Traffic & Security department must be adhered to at all times.

  • Maximum speed limit of 15mph (2 4kph) must be observed at all times
  • Do not park on red double lines or hatched areas, unless permitted for loading and unloading by The NEC Traffic or Security
  • Do not park on pavements or pathways as this may obstruct pedestrians
  • Slow down when approaching junctions and in areas of congestion
  • Avoid obstructing points of access or exit
  • Observe all road traffic signage and give way where specified
  • It is an offence to use mobile telephones whilst driving a vehicle

Please report any dangerous activity to The NEC Security Control, 0121 767 2595

THE NEC TRAFFIC DEPARTMENT ARE AUTHORISED TO ISSUE NOTICES OF INTENDED PROSECUTION UNDER THE ROAD TRAFFIC ACT 1988 SECTIONS 2, 22, 35 & 35.

Vehicles

Vehicle exhibits must be declared on the Health & Safety declaration form and must comply with the regulations below. You are required to submit a risk assessment covering your activities to the organisers.

(please refer to the regulations below on your risk assessment)

  • The fuel tanks of motor vehicles manufactured prior to 1984 must contain only sufficient fuel to move the vehicle in and out of the hall, due to the absence of safety features which prevent leakage.
  • Fuel tanks of motor vehicles manufactured from 1984 onwards may contain fuel.
  • Fuel tanks on all other petrol engine equipment must be empty.
  • The fuel tank must be sealed, wherever possible with a lockable cap
  • Vehicles may require a drip tray and must be positioned within the boundaries of the stand so that any protrusions, doors, tail lifts etc, do not infringe the stand perimeter
  • The running of engines during the open period of an exhibition is strictly prohibited
  • Vehicles must remain in situ for the duration of the open period.
  • Filling or emptying of fuel tanks inside the hall is strictly prohibited at all times

Wi-Fi/4G Connection

There is free wi-fi throughout the NEC. However although the system is designed to provide site-wide coverage, when the site is busy signal strength can degrade and the capacity of the system becomes saturated with people making calls or using data.

If having the internet is essential to your business then we would always recommend ordering a hard wired connection to the stand. If a PDQ is required to support the business then we would not recommend relying on a wi-fi or 4G connection. If you wish to order internet to ensure access throughout the event, please see Page 4 on this order form.