Neuro Convention

 

22 - 23 March 2023 | NEC, Birmingham

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EZone Space Only Stands

Full speaking session

EZone Space Only Stands

Space Only Stands

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.

If you are in the process of looking for a contractor, Roar B2B offer an In-House Design and Build Service exclusively for our Exhibitors. As the event organisers, we are uniquely placed to understand your needs, keep things simple and deliver a trusted service. Please contact us for more information or to start your design and planning journey.

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. 

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.

CDM Regualtions & Site Rules

Please find our CDM Regulations here and fill in this form to confirm you and anyone coming onsite has read and understood this document. You will receive an email confirmation once complete, which you will use to gain access to the hall. 

Site Rules 

Each exhibitor must read the site rules before coming onsite. It is a condition of the Venue and Roar B2B Exhibitions that you fully understand your onsite responsibilities. The Site Rules below are in addition to the specific site rules relating to this event:

  • Vehicle access into the halls and or a CDM site has to be approved by the Venue/Principal Contractor (organiser)
    for the event.
  • Be safe and be seen - high visibility vests must be worn at all times when off-loading and loading your vehicles
    within the loading bays (areas immediately outside the halls).
  • All forklift and vehicle movement within the halls and outside the halls that are directly linked to an event must
    be co-ordinated and managed safely by the Principal Contractor (organiser) of the event. Please refer to the
    NEC Forklift Policy.
  • Comply with NEC Traffic Rules at all times.
  • Emergency gangways should be maintained to allow cleaning tractors, forklift movement and emergency access/egress at all times.
  • Emergency gangways must be clearly identified and communicated to all personnel working within the halls/CDM site.
  • Only authorised access to exhibition halls is allowed – all personnel working within a CDM site must be inducted and informed of the NEC site rules.
  • Appropriate management and safe methods for working at height is required at all times.
  • Hot work requires a hot work permit from the venue.
  • All accidents, incidents & near misses both within / outside the halls must be reported immediately to the Principal Contractor (organiser) or the Venue Event Manager.
  • Work tidy - maintain good housekeeping at all times and dispose of all waste in an appropriate manner.
  • Smoking (including e-cigarettes) is only permitted in designated smoking areas.
  • The Venue Event Management and Health & Safety Teams have access to all CDM sites at all times.

Submitting Plans

Stand plans will need to be submitted using this form. by Monday 9th May 2022. If you require any further assistance contact our Health & Safety Team here

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 unless otherwise agreed)
  • Risk Assessment (to include biosecurity Measures. Must be signed and dated)
  • 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.

Any exhibitor that has not submitted plans will not be allowed into the halls until plans have been checked that they conform with regulations

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. The event build has been created to reduce the number of people in the halls and space available.

Please include the following as part of your planning process:

  • Revisit your plans and documents. What is the minimum number of staff who can build the stand safely and within the time constraints? We would advise where possible, simplifying the designs to enable this. 
  • 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.
  •  Are you using overseas contractors? If so, it is YOUR responsibility to prove, in advance, that they have been in the country for more than two weeks prior to site, and have quarantined since their arrival where Home Office regulations require it.  If this cannot be proven, they will be refused access to site. 

Each space Only stand will be allocated a temporary material holding area in a designated gangway adjacent to the stand. It is important that these areas do not over spill into other areas. You will be sent your allocated area one month prior to the build dates. Please ensure deliveries are programmed accordingly based on space allocated.

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 MUST be carried out in advance pre tenancy. NO accreditation will take place in the halls. Please ensure all personnel add their details to this form to ensure there are no delays on entering the hall and building the stand. This includes any sub contracted personnel. You will receive an email confirmation once complete, which you will use to gain access to the hall. 

Stand Design

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

In addition. Please also ensure points under social distancing are considered and schedule tasks and team arrivals so as to minimize the number of people on your stand at any one time.

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.
  • 2/3 of each open side must remain open and no run of walling can exceed 4m in length.
  • 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. 
  • Social distancing measures during build, break and open periods, adequate cleaning and hygiene procedures, PPE and clear communication and training plans need to be implemented to increased risks of Covid19 transmission. Further guidelines and safety measures for our industry can be found here

 

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. 

    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.

  • 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 organiser 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.
  • 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 14:00hrs 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

Rigging

Rigging at Roar B2B shows is application only and a sponsorship fee will be applied. If you would like to rig above your stand at the show then please contact us listing the show, stand number, exhibitor name and details of the rigging. 

There are 3 types of rigging:

Standard banners

A standard banner is a straight, flexible banner, normally made from PVC/vinyl. 

Modular structures & banners

Modular structures include standard truss systems and modular banners. 

Lighting, sound and audio-visual equipment must be attached to truss by standard industry hook clamps and secondary safety fixings. 

Custom-built/bespoke structures - COMPLEX

Custom-built/bespoke structures include items that have been constructed from non-modular materials, e.g., wooden structures and exhibits. This includes truss that contractors have made themselves. It is this type of rigging that requires structural calculations.

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.

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 copies of 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.

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.

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 14:00hrs 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 Human Built, 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 Human Built

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 Human Built 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

Complete the Electrical Order Form and submit together with the positioning diagram and 100% remittance

All questions regarding power requirements should be directed to Human Built.

Human Built 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:

Examples of Power Requirements
2amp (500w) Socket - Laptops, Computers, TV’s, DVD’s, Lighting up to 500w
5amp (1000w) Socket - Small Domestic Microwaves, Lighting up to 1000w
10amp (2000w) Socket - Small Nespresso Machines, Small Vacuum Cleaner, Hair Dryers. Lighting not permitted
13amp (3000w) Socket - Vacuum Cleaner, Coffee machines, Jug Kettles, Urns. Lighting not permitted

Note: Lighting circuits may not exceed 1000w

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 Human Built require moving onsite there maybe an additional charge. 

Exhibitors requiring a main only supply with a cee form connection for machines or own distribution should contact Human Built 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 Huamn Built for a quotation 

Floor Covering

Space only stands do not include floorcovering and exhibitors must make their own arrangements.  To view  Flooring options click here For Flooring order form click here 

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.

On Site 

If you have been given an allocated build slot, is imperative you ensure and adhere to the slots sent to you in advance. It is your responsibility to manage your build and look after your staff on site.

ALL personnel working on site must phone into their manager in advance to inform them they are fit and well with no apparent symptoms of Covid19 and are ready for work. It is the stand managers responsibility to ensure the staff are safe and well. Any person found to be working on site with Covid19 symptoms will be asked to leave. Please be aware this could cause delays and you should plan for this potential occurrence to prevent any issues or financial implications. If this occurs it will not be the fault of the organiser or venue.

We recommended that a dedicated individual is tasked with monitoring and managing the staff and working area.

We also recommend that all staff have dedicated work equipment i.e. their own drills, ladders etc. For materials being handled, we would suggest a scheduled works programme to reduce multi handling supported by gloves. It is your responsibility to reduce cross contamination on the stand while it is being constructed.

Ensure you have an adequate supply of antiviral liquid, cleaning cloths etc for an effective and periodic clean of work equipment and surfaces, etc

We would suggest you choose materials, work surfaces, chairs, etc that can be easily and effectively cleaned regularly. This includes door leavers instead of doorknobs so people can open doors using elbows etc, touch screen versus keyboards etc.

Cleaning

Effective cleaning will eliminate / reduce the potential spread of Covid19 on your stand. Ensure you have an effective cleaning strategy.

This will be an important element of the stand and work activities. We suggest you read the link below to see how it works best for you and your staff.

Government advice on cleaning of a non healthcare settings

PPE (Personal Protective Equipment)

PPE is encouraged but not compulsory. Please consider other forms of control alongside the use of PPE, such as regular cleaning and having access to sanitizer on your stand. 

Face masks: Face masks are no longer compulsory, however The NEC are recommending the use of face coverings through the venue, especially in any crowded areas. 

Gloves: If you choose to wear gloves, these should be removed and replaced frequently as gloves will transmit the virus if the wearer touches their face. Hand washing is recommended pre and post wearing gloves. Gloves should be bagged and thoroughly washed or carefully disposed of after use. 

Other PPE: The Covid19 virus can enter the body through eyes, nose, mouth and in some cased cracked skin, cuts etc. Please make sure your risk assessment identifies the risks which may lead to the above PPE being worn amongst others you may feel are suitable. 

Vulnerable People

In some cases, certain people may be extremely vulnerable to the virus. These vulnerable people are identified under government guidelines. It is your responsibility to ensure you identify any vulnerable people working and ensure they are protected from catching Covid19. In some cases you may consider the risk to the individual is too high and consider not having them on site. Clear supportive communication must be had with all your teams working on site to support thems. No peer pressure on individuals should happen thereby increasing their risk and potential mental health impact.

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