Space Only Stand Information

The term Space Only means that an exhibitor has booked only floor space and is therefore responsible for arranging all physical requirements of their own stand including design and construction. Space Only stands include carpet – please complete the carpet order form to select your colour or to request no carpet.

Space Only exhibitors may appoint a stand contractor of their own choice. It is the exhibitor’s responsibility to provide the contact details of their appointed contractor to the organisers (using the contractor information form within this manual). It is also the responsibility of the exhibitor to ensure their contractor is aware of the rules & regulations of the venue.

All designs, construction etc. must comply with the organisers, venue and Local Authority deadlines and rules and regulations.

THE ORGANISER MUST RECEIVE THE FOLLOWING BY 6TH FEBRUARY 2026, OR PERMISSION TO BUILD WILL NOT BE GRANTED:

Space Only exhibitors / contractors must submit:

  • Detailed stand plans including dimensions and rigging
  • Risk assessment
  • Method statement
  • Construction phase plan
  • Public liability insurance

The above documentation must be sent to Zofia Hugill – [email protected] by 6th February 2026.

Failure to do so will result either in a delay while permission to build is being given at the show, or proposed plans being condemned and refused building permission.

All space only designs must be of a standard deemed acceptable by the organisers.

For the purposes of defining this acceptable standard – Please contact the organisers.

 

RULES, REGULATIONS AND GUIDELINES

SPACE ONLY GUIDELINES

Please note your stand will be inspected and assessed after construction to ensure it has been built according to the plans and structural calculations provided.
All designs, construction etc must comply with the venue and Local Authority deadlines and rules and regulations.

Pop up banners will not be accepted as a space only stand and must be inside of a shell scheme.

The maximum height of a Space Only stand (including graphics, platforms and cladding of columns) is 3.99m. Stands at 4m high or more are considered a “complex structure” and will require structural calculations to be submitted and signed-off by a structural engineer at an additional cost. If you are proposing a stand design of 4m or more in height, please contact the organisers as soon as possible.

Designs / Stands incorporating long runs of gangway perimeter walling (more than 30% of any wall) are not permitted and will not be approved if deemed by the organisers to have a detrimental effect on the show or surrounding stands.

All electrical installations are handled by the official electrical contractor, GES.

Existing building structural columns, where sited on stands, must not be used to fix any structure or graphic, and in most cases clad on all faces, though not fixed to the actual building structure.

Space Only stand holders are obliged to erect a dividing wall no less than 2.5m high between their stand and any adjacent stand and are responsible for ensuring that their contractor leaves any such wall in a clean and finished state in one neutral colour with no graphics visible from any adjoining stand or gangway.

All work must be carried out within the schedule as laid down in the Show Timetable.

All work on stands and displays must be carried out in accordance with the Health & Safety at Work Act 1974 and the show’s rules and regulations contained in this manual. All members of staff attending the show must read these rules and regulations. In order to confirm the acceptance of your responsibility under the Health & Safety at Work Act 1974, please complete and return the Health & Safety Declaration Form found in the compulsory forms section of this manual. All stands, signage and other physical elements of the exhibitor’s presence at the show must be compliant with the requirements of the Disability Discrimination Act 1995 and other conditions contained in this handbook.

COMPLEX STRUCTURES

This defines stands above 4m with stairs, platforms, stages or elevations (over 0.6m in height), or that are multi-storey or that have ramps or raised walkways or suspended items (eg. lighting) or that have sound/lighting towers or have any sort of temporary tiered seating. Also, any stand that has been deemed via a risk assessment to provide a significant risk. Exhibitors planning a ‘complex structure’ on their site need to have this approved for safety and stability before it can be installed. For any complex structure, structural calculations must be submitted along with the stand plan.

For all complex structures, the organiser must employ the services of a Structural Engineer to check and certify the plans pre show, and to be onsite during build-up to authorise the stand before the show can open. The exhibitor is wholly responsible for the cost of the Structural Engineer’s services or any other costs imposed in connection with the approval of its stand design or construction.

All work to all stands must be carried out within the schedule as laid down in the show timetable. All work on stands and displays must be carried out in accordance with the Health & Safety at Work Act 1974 and the Rules and Regulations. All members of staff attending the show must read these rules and regulations. In order to confirm the acceptance of your responsibility under the Health & Safety at Work Act 1974, please complete and return the Health & Safety Form.  All stands, signage and other physical elements of the exhibitor’s presence at the show must be compliant with the requirements of the Disability Discrimination Act 1995 and other conditions contained in the Rules & Regulations.

ENTRANCES ONTO STANDS

Space only stands should incorporate provisions for disabled visitors into their stand design. Further details are available on request from the organisers.

PLATFORMS

Where platforms form part of a stand all exposed corners need to be rounded or protected in some way and wheelchair access should be taken into consideration.
Exhibitors wanting Water/Waste & Electrics should check positions of the floor ducts with the organisers before finalising the layout of the stand and consider using a platform to hide unseemly pipes & wires.  A technical floorplan is available upon request from the organisers, please email Zofia Hugill – [email protected]

MUSLIN CEILINGS

Where an exhibitor is constructing a Space Only stand with a muslin ceiling, such material (and any others used in construction) must comply with Fire Regulations and be of non-flammable material (Class One spread of flame BS476).

CARPET & FLOORING

The floor covering carpet throughout all gangways will be orange. All Space Only stands are supplied with carpet as part of their contract. Please complete the carpet order Form to choose your colour or to request no carpet. All carpet supplied by the organiser will be laid directly to the exhibition floor and not platform floors. Please be aware we will not carpet stands with platform floors, if your stand design has a platform floor you must arrange your own flooring. Please note official NEC carpet tape must be used.  

The current approved tape supplier list is as follows –

UK Industrial Tapes Ltd

ukindustrialtapes.co.uk

0191 269 7810

Matthew Welch

[email protected] or [email protected]

 

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. Stands with vehicles will have polythene covering the carpet to allow vehicles to be positioned on stands. It is the exhibitors responsibility to remove the polythene.

RISK ASSESSMENTS

All space only stands must supply risk assessments for build-up and breakdown. These must be submitted via email to Zofia Hugill – [email protected] in addition to the compulsory stand build documentation described above.

For guidance on completing a risk assessment please see: https://www.cdm4events.org.uk/. This website contains a tool for creating a risk assessment online, please note you will be required to create an account.

METHOD STATEMENT

A work method statement is a document that details the way a work task or process is to be completed. The method statement should outline the hazards involved and include a step by step guide on how to do the job safely. The method statement must also detail which control measures have been introduced to ensure the safety of anyone who is affected by the task or process.

For guidance on completing a method statement please see: https://www.cdm4events.org.uk/. This website contains a tool for creating a method statement online, please note you will be required to create an account.

STAND CLEANING

Stands will be vacuumed prior to opening each morning free of charge. We recommend having a stock of refuse bags on your stand for waste. All sacks of waste should be left in the gangways after the show closes. Sacks left on stands will NOT be removed. All cardboard boxes should be flat packed for removal.

PLEASE NOTE – the organisers do not supply bins or wastes sacks for your stand – you will need to ensure you have the appropriate provision for the activity taking place on your stand.

The organisers would be grateful if stand holders would contact us, prior to the show, if they anticipate producing large amounts of rubbish i.e. cardboard boxes etc either before or during show open. This will help us open the show on time, as well as keep the show tidy during busy periods.

Any waste left after breakdown that is deemed in excessive quantities will be recharged to the exhibitor for recycling/removal costs. It is important where possible to re-use and recycle any waste you may produce on your stand during the show.