Rules & regulations

General Information

1.1 ACCESS

 

Please refer to the show timetable for specific access times.

For the purpose of delivering large booth materials in the Expo Hall, you can check in at the side door to the Mineurslaan, at door 503. The Mineurslaan is a side street of the Croeselaan right of the Beatrix building. Here you can load and unload. We ask you to keep the entrance clear for money transportation etc.
You have up to 30 minutes to load / unload in order to offer other guests also ample space. After loading/ unloading you can park your car at one of the car parks, Parking Croeselaan is the closest.

Delivering small materials
If you have only small stand materials you can instantly park on P2 or P4 of Jaarbeurs or Parking Croeselaan.

 

BUILD UP & BREAKDOWN

Please read the event timetable carefully as these may now differ from previous years. We may be asking you to start your build up later, dependent on the area of the hall that you are in, or in some cases we may need you to arrive earlier, to take the pressure off the last day of build that is usually the busiest.

Please make sure to pre-order all of the services that you will require (electrical, furniture, shell scheme extras, internet, carpet etc) prior to coming onsite.

Consider and discuss with your stand contractor ways to reduce the complexity of your Build-up and Breakdown activities in order to minimise the time and number of people required to build and dismantle the stand – for example modular builds and pre-fabricated panels which can be partially constructed/prepared off-site.

Reducing the complexity of your stand build should also give you other benefits – including additional free floorspace within which to engage with your visitors and hopefully a reduction in your costs. Remember, it is your products that the visitors really want to see, rather than a complex stand build.

The Site Rules for the event will be issued prior to the show in your exhibitor bulletin. It is your responsibility to communicate these rules to all your staff, contractors and suppliers in line with CDM regulations.

 

BREAKDOWN – ALL STANDS

All goods must be packed up and removed by 7pm. Failure to do so will incur removal costs and disposal or storage costs for which the Exhibitor will be wholly responsible. The Organiser cannot be held responsible for goods uncollected within this time. No Exhibitor is permitted to build up or pull out outside the specified times. Breakdown will not commence until after show close and the hall is clear of visitors.

 

REMOVAL BY EXHIBITORS

Exhibitors are responsible for the complete removal from the Exhibition Hall of all exhibits, (i.e. stands built on space only sites, goods and materials used by them, together with all waste and rubbish) in accordance with the directions of the Organiser. Should any Exhibitor fail to remove any of the foregoing within the time stipulated then the Organiser shall be entitled to remove and dispose of such materials without liability to the Exhibitor, who shall be liable for and indemnify the Organiser in respect of all costs and expenses incurred and the Exhibitor shall also indemnify the Organiser in respect of any claim or liability suffered or incurred by the Organiser for failure to give possession or any part of the Exhibition Hall to the Owner on the due date. The Organiser reserves the right to specify the time at which individual stands and exhibits shall be removed. Notwithstanding instructions issued specifically for the closing night of the Exhibition, the security of exhibits, stands, furniture and all property of the Exhibitors at all times including the demolition period is wholly the responsibility of the Exhibitor and the Organiser will not be responsible for any loss or damage suffered or incurred.

We strongly recommend that you breakdown, pack up and remove your goods before 7PM on the last day of the show to reduce any possible security problem. PLEASE NOTE that ALL goods, stands and other items MUST be collected and removed from the premises when our tenancy finishes. Failure to do so will incur removal costs and disposal or storage costs for which the exhibitor will be wholly responsible. If you are using a courier to collect your goods, please make sure that they are aware of this deadline. We would strongly recommend waiting on your stand with your possessions until handed directly to the courier.

 

1.2 ANNOUNCEMENTS

 

Show Management reserves the right to make public address announcements in the Exhibition Hall for notifications, meetings, seminars and other events. No unauthorised announcements will be made.

 

1.3 APPROVAL OF EXHIBITS

 

The Exhibitor must ensure its products comply in all respects with the Rules & Regulations. The Organiser reserves the right to reject for inclusion at any time before or during the show, any exhibit or services which in its view or that of other authorities is unsafe or unsuitable for inclusion, or which in the Organisers’ opinion is not germane to the Exhibition. The decision of the Organiser as to such exclusion and/or removal of exhibits will be final and binding.

PRIOR APPROVAL AND CONSENTS

The Exhibitor MUST apply in writing to the Organisers prior approval and consent for:

• Animals/Pets on stands
• Children on Stand
• Competitions, prize draws, raffles etc
• Demonstrations
• Vehicles/Mobile Units/Trailers
• Special Treatments/’Hands on’ Treatments
• Banner/Flags
• Dangerous materials or exhibits
• Filming
• Sub-letting of stands

 

SALES OF GOODS

Direct retailing of goods from stands is NOT permitted although trade orders may be taken.

 

DEMONSTRATIONS

Any Exhibitor wishing to carry out demonstrations on its stand must obtain prior written consent of the Show Organisers 6 weeks before the show, giving details of the intended demonstration. All demonstrations or efforts to advertise, promote sales and operate exhibits must be conducted so as not to cause any annoyance or inconvenience to other Exhibitors and Visitors. Any such activity which, in the opinion of the Organiser is dangerous, causes annoyance to any other Exhibitor or visitor or is otherwise inappropriate may be prohibited. The Organiser may in the case of serious or persistent breach of this requirement, exclude the Exhibitor or terminate the Exhibitor’s Contract. Demonstrations must not block or hinder passage of the gangways or aisles.

Product demonstrations

Product demonstrations can attract crowds and it is recommended that such activities are strictly limited to essential demonstrations only.

If a demonstration (on the basis of demonstrating to more than two people) of your product is vital, you will need to provide the organiser with evidence of how you intend to manage and monitor your audience to ensure that over-crowding does not occur, gangways are kept clear and physical interactions are minimised. An accompanying risk assessment will be required.

Consider increasing the number of demonstrations throughout the day, with a controlled and reduced viewing capacity at any one time.

As an alternative, consider offering a virtual demo/walk through instead.

 

GANGWAYS

The gangways in the venue are the minimum permissible in law. Under no circumstances will exhibits, stand dressings, tables, chairs etc be allowed to encroach into the gangways. It is the responsibility of the Exhibitor to ensure the gangways adjacent to its stand are kept free from obstruction during the whole time the Exhibition Hall is open and so far as practicable during the setting up and the dismantling of the Exhibition.

The Organiser reserves the right to require any Exhibitor who, in the opinion of the Organiser, is using his stand for demonstrations in such a manner as to cause or to be likely to cause congestion in the gangways, to arrange for a counter or other stand structure to be set back 1.2m (4ft) from the front limit of the stand.

No Exhibitor or any person for whom the Exhibitor has responsibility shall:

• Lecture from his stand or address visitors in such a way as to collect a crowd in or cause congestion in the gangways. Demonstrators must work from the normal stand platform level.
• Be allowed to perambulate or use any of the gangways, foyer or forecourt of the Exhibition Hall for the purpose of exhibiting, promoting, demonstrating, selling, giving away, or advertising any goods or services.

Any person breaching this requirement, unless previously given permission by the Organiser in writing, is liable to be removed from the Exhibition Hall and refused re-admission. In case of serious or persistent breach, the Organiser may exclude the Exhibitor or terminate the Exhibitor’s contract.

 

ANIMALS/PETS

No Exhibitor shall allow any animal or pet (including birds or fish) on their stand or within the Show without the express permission of the Organisers in writing. Permission for the relevant licenses will be passed to Exhibitors who are reminded that they must comply with the requirements of the Animals Act 2011.

 

COMPETITIONS, PRIZE DRAWS, RAFFLES

Any Exhibitor wishing to hold any competition, raffle, prize draw, lottery or similar activity must obtain permission from the Organiser 4 weeks before the show, in order that any necessary licenses can be obtained. The Organiser reserves the right to withdraw any consent whereupon such competition, raffle, prize draw, lottery or similar activity shall not take place. Exhibitors are reminded that they are responsible for compliance with the regulations set by the BGA and BGTA in the Netherlands, and any other relevant legislation.

 

1.4 CONDUCT OF EXHIBITORS

 

• The Exhibitor and all persons for whom it may be considered responsible in any way whatsoever, must conduct itself in such a manner as shall not in the view of the Organiser cause disturbance to any other Exhibitor, any Visitor or the Organiser, and shall not create any disturbance, loud noise or obstruction which is, in the view of the Organiser, unnecessary or unacceptable. The Exhibitor and all persons engaged or employed by them must present a clean and tidy appearance and maintain a polite and sober demeanour at all times. Any person who does not comply with these requirements shall be liable (at the discretion of the Organiser) to have their badge revoked and shall be removed from the Exhibition Hall and refused re-admission. This shall also be applicable to any person deemed in the opinion of the Organisers, to be intoxicated or under the influence of drugs.
• The Exhibitor must conduct its business only from its own stand and must not, under any circumstances, canvas visitors in the aisles or in any other part of the show.

 

1.5 CHILDREN

 

• To comply with Health & Safety Regulations, no persons under the age of 16 will be admitted to the show halls during build up and breakdown. Local Authority Permission needs to be obtained if you intend to employ children (under 16 years old) on your stand. Please contact Operations by 6 weeks out from the show.

 

1.6 CLEANING & RUBBISH REMOVAL

 

The gangways, aisles and public areas will be cleaned daily when the show is open. You must arrange removal of your own waste during the build and breakdown.  Waste bins will be emptied and where required; floors of the stand vacuumed daily. Clear rubbish sacks should be used in the hall at all times. We strongly suggest that you bring with you some clear waste refuse sacks. If you anticipate large amount of waste on your stand please ensure you order specific bins for your stands in advance with Jaarbeurs.

All goods must be removed by the Exhibitor at the end of show. Exhibitors are responsible for the provision and use of waste bins on their own stands and for ensuring that the stand and exhibits are maintained in a clean state throughout the show. They are reminded to make sure no items or materials are left onsite after the show. Recycling facilities will be provided, please recycle goods wherever possible.

See Removal by Exhibitor

LITTER DISPOSAL

Exhibitors with stands likely to accumulate litter during the day, e.g. food and drink cartons, paper and card etc MUST provide themselves with non-combustible litter bins for this waste. Exhibitors expecting a large amount of waste on their stand should book their own dedicated bin with Jaarbeurs. The exhibitor is responsible for removing their waste from the venue.

1.7 DELIVERIES

 

Please click here for full delivery information

 

1.8 DILAPIDATION

 

The Exhibitor is responsible for the cost of making good, restoring or renewing all damage or dilapidation to the Exhibition Hall or any part thereof, caused by the Exhibitor or any person employed or engaged on its behalf. Dilapidation includes (by way of example only) marks caused by paint, distemper, mortar or any other adhesive substance (including carpet tape, bolt, screw or nail holes, battens, boarding or any other material or substance attached or adhering to walls, floors or any part of the building; loose wire, waste, rubbish or other items left behind). The cost of making good will be assessed by the Organiser or the Owner and charged to the Exhibitor by the Organiser. In their own interests Exhibitors should satisfy themselves as to the condition of their site, both before stand erection and after clearance. Exhibitors occupying Shell stands are also responsible for the cost of making good, restoring or renewing any damage or dilapidation to shell stand structures, floor coverings, light fittings, or any part thereof, whether caused by themselves or by any persons employed or engaged on their behalf. The cost of making good any damage will be assessed by the Shell stand Contractor and advised to the Exhibitor.

 

1.9 DISABLED FACILITIES

 

Jaarbeurs offers disabled parking spaces, located within close proximity of the venue. Spaces are available to disabled badge holders only and badges must be displayed at all times. Parking for disabled visitors is charged at the normal rate. For enquiries please call+31(0)30 295 59 11 (within office hours). EU regulations state that disabled persons must be afforded the same opportunities as able-bodied persons – please note that your stand should be easily accessible to visitors in wheelchairs and with other disabilities – i.e. include ramps on stands with platforms.

 

1.10 EMERGENCY PROCEDURES

 

Measures and reactions to immediate, life threatening, emergencies (e.g. evacuation due to fire or terrorist attack) take precedence over any COVID-19 controls. Such measures are not applicable where there is an immediate threat to life.

 

1.11 EXHIBITOR BADGES

 

The Organisers will supply the Exhibitor with named passes in reasonable quantities, admitting bona fide stand assistants, employees, contractors and Exhibitors to the Exhibition. For any queries at the show regarding lost badges, incorrect names or other Exhibitor badge queries please go to the registration area.

• Exhibitor badges are valid throughout the whole period of the Show.
• Contractor badges are only valid during build-up and pull-out periods and will be available from security officials on arrival.

For Exhibitor Badges please complete the Exhibitor badges form.

 

Exhibitor badges are valid throughout the whole period of the Show. In the interests of security, it is always imperative that Exhibitors and Contractors wear identity badges during the show, including build-up and breakdown. Security will check the badges of EVERYONE wishing to enter the show floor and will not admit anyone without a valid pass.

 

Contractors

Contractor wristbands are only valid during build-up and pull-out periods.

Contractors do not need to pre-register before coming on site.

 

ADMISSION TO THE EXHIBITION

The Organiser reserves the right to refuse to admit or to expel from the Exhibition Hall, any person at any time not withstanding that person’s possession of any official badge or pass. The Organiser will issue official badges of admission and no other form of admission badge or pass will be valid.

 

 1.12 FILMING

 

Only handheld, battery operated equipment is allowed during opening hours of the event. Aisles/Gangways are to be kept clear of all cameras, cables and other equipment. It is important that you notify the Organisers of any TV, filming, video or radio broadcasting that you anticipate being carried out at the Show as there are certain Health & Safety Regulations to be adhered to when using broadcast media. If you are planning or allowing any filming or recording for television or radio, please contact Operations 4 weeks before the event.

 

 

1.13 FIRE & SAFETY REGULATIONS

 

ALL stands and activities must conform to the fire propagation class 1 or 2, in accordance with NEN standard 6065:1991/A1:1997 Fire Regulations. If you have any queries, please contact the Jaarbeurs Fire Safety Officer or Operations at Diversified.

 

DANGEROUS MATERIALS OR EXHIBITS

All Exhibitors, Contractors, sub-contractors and all other personnel must comply with the Safe Working Practices at Jaarbeurs. Listed below are some of the main provisions of these Regulations. Please click here for a link to the their Safe Working Practices.

• No naked lights or oil lamps may be used in the Exhibition Hall.
• No petrol, poisons, corrosive chemicals, flammable substances or other dangerous substances or materials are allowed into the Exhibition Hall.
• The Exhibitor must conform to and observe all Regulations and requirements concerning dangerous materials and substances as laid down by the Authorities and comply with all applicable laws.
• All Stands must comply with NEN standard 6065:1991/A1:1997.

HAZARDOUS SUBSTANCES

Petroleum Spirit, Paraffin or other mineral oil may not be used in a lamp, stove or other appliance or exhibit without special prior permission. Please contact Operations 6 weeks before the event.

FIREPROOFING/ CONSTRUCTION MATERIALS

All materials used in the construction of stands, features and displays, including signs and
fascia’s, shall be:

• Of a suitable nature and quality for the purposes and conditions of their intended use
  Adequately prepared and fixed in order adequately to perform the functions for which they are designed
• Compliant with the British Standard relevant to the particular material or item and
  ultimately, non-combustible, inherently non-flammable or durably flameproof in
  accordance with NEN standard 6065:1991/A1:1997
•  Water-based, where applicable, e.g. adhesives, paint and fillers

All display materials must be made from fire proofed materials to the satisfaction of the Authorities and Regulations; as a brief guide to the main points please note the following:

 

Decorative Materials 

• Decorative materials used for stand dressing must be flame proofed or purchased already treated by use of the appropriate chemical.
• Untreated wallpaper and similar thin surface finishes, not exceeding 1mm in thickness, may be accepted, provided they are firmly fixed.
• Artificial plants and flowers are combustible and give off toxic fumes. Therefore, they must not be used for stand dressing. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such.

 

Paints

• Only Water-based paint can be used onsite.

 

Plastics 

• All Plastics including the use of artificial plants (dried flowers are permitted) and vision panels must be treated to make them less flammable. The fire-retardant
  treatment of the material must be demonstrated by a test
• Perspex must not be used but Polycarbonate is permitted.

 

Timber 

• When using wood-like panelling materials (e.g., plywood), with a material thickness of more than 3.5mm, the material does not need to be impregnated (treated).
• Materials such as hardboard, softboard, cardboard, plastic foam board, etc., independently of the material thickness, must be treated to make them less flammable. The fire-retardant treatment of the material must be demonstrated by a test
• MDF and Chipboard must not be machined onsite due to the the hazardous dust produced.

 

General Fire Safety 

• Gangways – No exhibits, stand dressing, tables or chairs etc are to be allowed to encroach into the gangways.
• Naked flames – will not be allowed within the Exhibition Hall.
• Inflammable substances – Explosives or inflammable substances may not be exhibited or brought into the Exhibition Hall.

The venue Fire Safety Officer will carry out an inspection before the opening of the event to ensure all fire exits and gangways are clear. Venue Fire Officers will patrol during the event. We would remind Exhibitors that the Local Authority has the right to remove any fitting or material which contravenes these Regulations and ultimately to close down a stand. Exhibitors should draw the attention of their Contractors to this requirement. An Exhibitor committing a breach of any of the above provisions will be liable for all claims, loss and damage thereby caused and will indemnify the Organiser and the owner in respect thereof.

FIRE EXTINGUISHERS/FIRE BLANKETS

Fire Extinguishers will be placed around the Show Floor by Jaarbeurs Fire Officers, these are for emergency use only and should not be moved or tampered with. It is your responsibility to ensure you have the relevant fire fighting equipment on your stand based on your stand activities and risk assessment.

 

1.14 FIRST AID

 

The medical centre is located on the Ground floor of the Beatrix Building.

 

1.16 INSURANCE

 

A charge has been made to all exhibitors as part of your contract to cover the cost of each exhibitor’s insurance.

1.17 LOST PROPERTY

 

Please hand in any lost property found on your stand or elsewhere either to the Organisers Office or to the event security team.

 

1.18 MUSICAL ENTERTAINMENT/COPYRIGHTS

 

If you propose to use audio/visual equipment to play sound recordings, show films, receive visual images or sounds conveyed by any electronic means, or if you propose a live performance, it is your responsibility to obtain all appropriate licenses at your own expense. Participants, tenants, suppliers or other relevant (legal) persons must follow the copyright regulations of Buma/Stemra and/or Sena regarding applications for licences for the use of music.

 

LIABILITY

The Organiser shall not be liable for any liability the Exhibitor may sustain in respect of the infringement of any copyright, trade mark, service mark, patent, trade name, registered design, designs or other form of intellectual or industrial property or any know-how, inventions, formulae, confidential processes or information, or computer programmes and software and any other protected rights, assets or interest arising out of its participation in the Exhibition. The Exhibitor shall not acquire or receive any right, or entitlement to, or in connection with the Exhibition or its name through exhibiting in the Exhibition and agrees not to seek or claim any such right or entitlement.

 

COPYRIGHTS

Exhibitors must comply with all relevant provision of the Dutch Copyright Law (Auteurswet).

 

NOISE

Volumes for pre-recorded or live performances must be of an acceptable level with speakers facing inward towards the stand. All stands must be able to switch off the power if the noise is excessive. In cases of dispute the decision of the Show Organisers is final.

 

1.19 RISK ASSESSMENTS

 

EXHIBITORS

All stands (Space and Shell) are required to submit a risk assessment based on activities while exhibitors are on their stand. This includes time for setting up as well as for show open. This is to be completed by exhibitors, not stand contractors. A template for this can be found in the Health & Safety Form

 

 

1.20 SECURITY

 

The organisers will be providing round the clock security from the duration of build-up, show open and breakdown. The management cannot be held responsible for any loss, damage or accident which may occur to any exhibitor’s or contractor’s personal property. There will be a Security Office based onsite. Please note the following advice:

• Your stand should never be left unmanned at any time – make sure you have sufficient staff for your stand during the show so that it is always staffed. During build up and breakdown especially, and once exhibits are on your stand it is very important to keep someone on the stand.
• Consider bringing or hiring a lockable cabinet to secure briefcases, mobiles laptops, handbags and other valuables during the day – even when you are on your stand you may get busy and not notice someone taking them.
• Ensure you are adequately insured
• If you have any queries – contact either Security or the organisers at the show.
• During breakdown we strongly recommend that you pack up and remove your goods from the stands as soon as possible to reduce any security risk. Do not leave valuables unattended.

 

SECURITY DURING BREAKDOWN

We strongly recommend that you breakdown, pack up and remove your goods from the stands before 7pm on the final show day to reduce any possible security risk.

 

1.21 SHOW ORGANISER’S OFFICE

 

The Show Organiser’s Office is located to the front of the halls.

 

1.22 STORAGE

 

There is no storage provided onsite for exhibitors. All stand items must be stored on the stand space.