Space Only, Vehicle & Mini Vehicle Stand Information
DESCRIPTION
The term Space Only, Vehicle, or Mini Vehicle stand means that an exhibitor has booked only floor space and is therefore responsible for arranging all physical requirements of the stand, such as design, construction, and provision of any electrics.
Please note that all Space Only, Vehicle & Mini Vehicle 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.
CONTRACTORS
Space Only/Vehicle and Mini Vehicle exhibitors may appoint a stand contractor of their own choice. Details of your appointed contractor must be submitted to the show organisers. Please complete the Space Only Contractor Information form to submit this information.
Exhibitors are responsible for ensuring that their contractors receive a copy of this exhibitor manual. All designs, construction etc must comply with the organisers, venue and Local Authority deadlines and rules and regulations. It is your or your contractor’s responsibility to ensure that all dividing walls are built to at least 2.5m.
Exhibitors may employ a stand contractor of their choice to carry out construction work on Space only sites or within Shell scheme interiors. If you need help in finding a suitable contractor you may wish to contact the AEO (Association of Exhibition Organisers). All contractors must meet the Association’s standard of workmanship, service and business practice and adhere to the Association’s Code of Conduct. All stands must be built in accordance with the specifications given in this manual and the conditions governing the carrying out of all stand contract work with which the exhibitor must comply are also contained in this manual. Positions and dimensions of any machinery or large exhibits must be notified and approved by the organiser and the necessary authorities before the event.
SPACE, VEHICLE AND MINI VEHICLE STAND RULES AND REGULATIONS & GUIDELINES
– VEHICLE STANDS MUST NOT EXCEED 6M IN HEIGHT The overall height of stand fitting (including graphics, platforms and cladding of columns) MUST NOT EXCEED 6M IN HEIGHT FROM THE FLOOR. This is to prevent obstruction to essential venue and show signage.
Please note stands over 4m are classed as Complex Structures and structural calculations must be submitted along with stand documentation. A structural engineer will be instructed to check plans and calculations to which there will be a charge that will be passed onto the contractor/exhibitor. A structural engineer will also be employed to carry out a physical check of the stand build onsite, again a charge for this will be passed onto the contractor/exhibitor. See further complex structure guidance below.
– MINI VEHICLE & SPACE ONLY STANDS MUST NOT EXCEED 4M IN HEIGHT The overall height of stand fitting (including graphics, platforms and cladding of columns) MUST NOT EXCEED 4M IN HEIGHT FROM THE FLOOR. This is to prevent obstruction to essential venue and show signage.
– ALL SPACE ONLY, VEHICLE, AND MINI VEHICLE STANDS MUST SUBMIT THE FOLLOWING TO [email protected] BY 29TH SEPTEMBER 2026:
– Detailed Stand Plans with dimensions (including any Rigging)
– Risk Assessment (pertaining to Build & Breakdown only)
– Method Statement
– Construction Phase Plan
– Public Liability Insurance
– Completed CDM Space Only submission form (please click here to download)
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 designs must be of a standard deemed acceptable by the Organisers. For the purposes of defining this acceptable standard – Please contact the Operations team. Should plans require a structural engineers report a cost will be charged to the exhibitor for the approval at design stage.
– 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.
– It is the responsibility of each individual Exhibitor to ensure the structural safety of all elements on their stand.
– Walls must be designed and constructed in such a manner that it is entirely self supported and cannot collapse or be moved accidentally. No support wall must encroach onto another exhibitors stand or into the gangway.
– Where two adjacent exhibitors decide to jointly build a wall between their stands one of the exhibitors must be nominated as being responsible for the wall to be fully finished to a high standard.
– 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.
– 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. The Exhibitor is responsible for ensuring that their Contractor leaves any such wall which exceeding 2.5m in height in a clean and finished state in a muted colour with no graphics visible from any adjoining stand or gangway.
– Stands must not incorporate long runs of perimeter walling of more than 30% per open side. Please note that plans may not be approved if deemed by the organiser’s to have a detrimental effect on the show or surrounding stands. In such cases walling facing perimeter gangways should be finished to the floor and have graphics to the side facing the gangway.
– On island stands with four open sides the stand must not incorporate long runs of gangway perimeter walling of more than 30% per open side. Any walling along or facing gangways must be finished with graphics. Please note that plans may not be approved if deemed by the organiser to have a detrimental effect on the show or surrounding stands.
– All electrical installations are handled by the official Electrical Contractor.
– No part of any structure, display or vehicle may extend beyond the borders of the stand.
– Any moving display, film etc.. must be positioned so that visitors can watch the display without blocking the gangways.
– No material may be fixed to any part of the exhibition hall structure including pillars, the walls, the roof structure or the floor.
– Lighting systems – suspended high intensity lighting systems will be permitted and rigged at 6m (from the floor). All rigging work must be carried out by the NEC and must meet industry standards.
– 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. 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.
– Spiral staircases will not be permitted for use by the general public, other staircases must be provided with handrails.
– If you are planning on placing a mobile stand or ready-made unit onsite to slot into your space, please make sure this is apparent in the stand plans
– Pop up banners will not be accepted as Space Only stands.
– Space only, Vehicle and Mini Vehicle exhibitors must complete all of the Essential Tasks within this manual, as well as ensuring that their contractor submits the necessary documents to [email protected] as outlined above.
VEHICLE EXHIBITS
– Vehicle exhibits will be brought into the halls under a controlled procedure on Sunday 1st November. Details of the time and gate through which the vehicle is to enter the hall will be issued. The vehicle must be available, washed off and ready to enter at the appointed time. Washing off in the hall is prohibited.
– Vehicles on display must have a minimum separation distance of 3m from another vehicle.
– At all times the vehicle driver must obey the instructions of the show marshals and the health & safety manager. Failure to adhere could mean your exhibits will not be able to enter the exhibition.
– Vehicles must be in a good condition both internally and externally.
– No vehicle may be positioned more than 1m above ground level without the authority of the health & safety. This must be outlined on all plans that are submitted. Such displays must ensure that there is no possibility of visitors falling off plinths or access stairs accidentally.
– No part of any vehicle may extend beyond the borders of the stand. This includes mirrors, doors or flaps fitted to a vehicle exhibit.
– Once in position on the stand the vehicle batteries MUST be disconnected, and the wires taped up safely.
– Any auxiliary power sources must be similarly disconnected.
– Fuel fillers on diesel engines MUST be fitted with locked filler caps or locked access hatches.
– Petrol engines MUST contain no more than 2 gallons of fuel and the fuel filler MUST be fitted with a lock filler cap or locked access hatch.
-Each vehicle must have a drip tray covering any engine or fuel compartment
– No vehicle may be re-fuelled in the halls.
– No vehicle may be reconnected or started up once in position
– One set of keys for each vehicle MUST be logged with the Organising Office throughout the show.
ELECTRIC VEHICLE ADDITIONAL SPECIFIC REGULATIONS
-All batteries must be production batteries which have passed the appropriate test and not prototypes. For batteries, these tests are described in the United Nations Manual called “UN Manual of Tests and Criteria”, Section 38.3. Evidence of this must be provided to the Event/Production Manager, unless the batteries are quite clearly production batteries, with a recognised make named on them. Any prototype vehicles or batteries will not be permitted.
No overnight charging is permitted.
-There are no charging facilities available onsite. Exhibitors must ensure there is enough charge to enter the hall and then remove vehicle post show off site.
HYDROGEN VEHICLE ADDTIONAL SPECIFIC REGULATIONS
-The relevant UN Standard is ECE 134. Any vehicle being brought into a venue must have passed this test to prove that it is structurally sound.
-Refuelling is not permitted onsite.
– For further guidance information pertaining to the NEC, please see the e-guide – click here.
CARPET & FLOORING
The floor covering carpet throughout all gangways will be blue cord and violet in the Technology Zone. All Space Only & Vehicle 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 to 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.
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.
If your contractor is laying your own carpet then you must use only NEC approved carpet tape. Details of where this can be purchased are below:
UK Industrial Tapes Ltd
https://www.ukindustrialtapes.co.uk/
0191 269 7810 – Contact Matthew Welch
[email protected] or [email protected]
ENTRANCES ONTO STANDS
Stands should incorporate provisions for disabled visitors into their stand design. We would like to remind all exhibitors of their obligations under the Disability Discrimination Act 1995 – please also see DDA Policy in the Health & Safety Section. Further details are available on request from the organisers.
MOBILE UNITS
If you are planning on placing a mobile stand or ready-made unit onsite to slot into your space, please make sure this is apparent in the stand plans.
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. Platforms with sloped edges must sit within the boundary of the stand. Exhibitors wanting Water/Waste & Electrics should check positions of floor service ducts with the organiser before finalising the layout of stand and consider using a platform to hide unseemly pipes & wires.
MUSLIN CEILINGS
Where an exhibitor is constructing 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).
STRUCTURAL SAFETY
It is the responsibility of each individual exhibitor to ensure the structural safety of all elements on their stand. Submission to the organiser of plans for all Space Only, Vehicle and Mini Vehicle sites is MANDATORY, this applies to both ‘complex’ and ‘standard’ sites (see below). All plans will be subject to normal stand checks and where necessary they will then be forwarded to the structural engineers and the Local Authority on your behalf. Exhibitors must make their own arrangements for stand design and construction of stands for space only sites and may use either the official contractor or a contractor of its choice. All such stands will be subject to the approval of the organiser and Venue.
COMPLEX STRUCTURES
This defines stands with a build of over 4m in height, stairs, platforms, stages over 600mm in height or elevations, 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. Complex Sites documentation must include:
– Detailed, scaled structural drawings – including plan views, elevations, staircase and platform details, AV, walling and exhibits
– Structural calculations and specifications
– Method statement for build-up and break-down
– Construction phase plan
– Risk Assessment and health & safety compliance
For all complex structures, the organiser must employ the services of a Structural Engineer to check and certify the plans, 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. LATE SUBMISSION OF PLANS WILL RESULT IN A FEE BEING CHARGED £500 TO THE EXHIBITOR AND COULD RESULT IN THE PLANS NOT BEING ACCEPTED AND THEREFORE NOT ALLOWED WITHIN THE SHOW HALL.
STAND CLEANING
Stands will be vacuumed prior to opening each morning FREE OF CHARGE. We recommend to have 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 organiser’s 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.
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.