Stand Requirements & Regulations

Please be aware that any sent plans sent after Tuesday 7th January 2025 may not be approved or given permission to build. These plans must include:

• Company name
• Stand number
• Contractor company name
• Contractors contact details
• Stand visuals
• Detailed scale drawings, including plan views and elevations
• Details of the materials used to construct the stand
• Stand contractor’s Risk Assessment: to include fire hazards
• Health and Safety Declaration form, signed by the contractor
• Stand contractor’s Method Statement, which must include details of any unusual exhibits or activities on the stand (any machinery, working kitchens, moving visitor attractions)
• Construction Phase Plan
• A copy of the stand contractor’s Public Liability Insurance certificate
• Details of inflatables and/or rigged elements (if applicable)
• Structural calculations (complex stand builds only)

All documents must be submitted in English and should clearly state the exhibiting company’s name, stand number and the contact’s name and company of the person responsible for the stand build. Approval must not be assumed until written approval is received. Once approval has been received no alteration may be made to the approved design without further approval being sought.

Stand Construction Regulations

• No more than 50% of any open side may be walled in.
• On divided sites, it is the responsibility of each exhibitor to erect and decorate walls on their closed sides.
• Space only stands buildings over 2500mm should decorate both the front and the back panels – no advertising material to be displayed onto neighbouring stands
• All construction and displays must be made from fireproof materials and installed to the satisfaction of the authorities.
• Exhibitors will be charged for making good any damage to the hall such as paint marks, tape, bolt/screw/nail holes etc.
• Only NEC approved carpet tape suppliers must be used if you are laying your own floor covering. Full detail can be found here
• You are responsible for examining your allotted space and building your stand within the correct floor markings – if you are in any doubt, please see the Organisers Office or the floor manager onsite.
• Any rigging must be a maximum of 6m from the ground
• Your stand build, materials and dressing items must comply with eGuide and venue regulations.
• Your stand build contractor must comply with CDM regulations and submit all required paperwork and documentation to Ops Squad, our appointed Stand Auditors by the plan submission deadline of Tuesday 7th January 2025 (upload to the FFair Portal)

Complex Stands

Complex Stands are defined as:
• Stand designs that contain any part of the stand which is over 4000mm in height
• Stand designs including a platform of over 600mm above floor level
• Stand designs or equipment that contains steps

In all COMPLEX cases, structural calculations providing the strength and stability of the complex structure will be required. If complex, fees are applicable, invoices for complex fees will be paid for in advance of the stand being approved. The exhibitor will be liable for all costs and charges relating to this.

All space only exhibitors must submit their Stand Plans, Risk Assessments, Method Statements
and Insurance Certificates to Ops Squad: via the FFair Portal. If you have not received your invite, please contact admin@opssquad.co.uk. 

Demonstrations & Advertising on Stands

Please ensure that music and commentary for demonstrations, videos, presentations etc., are kept at a level which does not interfere with neighbouring stands. You must obtain a license from the Performing Rights Society to cover composers’ royalties. All details must be supplied direct to the society.

For further information please contact:

Performing Right Society Ltd   +44 (0)800 068 4828

Elwes House                                    

13 Church Walk

Peterborough

Cambridgeshire

PE1 2UZ

Insurance

Whilst we will take every precaution to ensure security and safety at our exhibitions, we do not accept any liability for loss or damage to any exhibitor’s property. You are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties up to a limit of indemnity of £5,000,000. In addition to this you should consider insuring your expenditures against abandonment and cancellation or curtailment of the event due to reasons beyond our control.

If you have purchased an Exhibitor contractual indemnity through Easyfairs please see show website for details, please be aware that you will only be covered if you have paid your invoice in full. Insurance is a requirement for exhibiting at this show.

Any demonstrations/hazardous material on site must have the relevant clearance from Health
& Safety. If in doubt, please contact admin@opssquad.co.uk who will be able to advise accordingly.
Additionally, if you are a Space Only a risk assessment/method statement must be completed. Please send all information to Ops Squad: via the FFair Portal. If you have not received your invite, please contact admin@opssquad.co.uk. 

Public Liability Insurance
Exhibitors are reminded that in accordance with the Rules and Regulations they MUST take out adequate insurance cover. Whilst we take every precaution, we are not responsible for damage or loss to stand fittings and exhibits. We must also draw your attention to Public Liability cover and the increasing numbers of claims against exhibitors and service providers for trips and falls.
A specialist Exhibition Policy would adequately cover you for your property and Public Liability insurance, which in the event of any loss or claim would not affect any Policy.