ALL space only exhibitors are required to submit full dimensional stand design drawings.

Plans must be in English and to a recognised scale not less than 1:50.

Electronic submissions are preferred, ensuring information is clearly marked MCL25, with the stand name and number prominently displayed.

Please submit full stand information to Event Support Solutions Ltd (Tel: 0330 174 4412, Email: plans@eventsupportsolutions.com) prior to the deadline:

Your Stand Submission deadline is September 2025

A compulsory Space Only Stand Plan audit fee of £130.00 will be payable on EVERY Space Only stand within the Exhibition.  An invoice will be issued by MCIA Events Ltd along with your stand space invoice.

Each Exhibitor must undertake to erect a Stand that is in keeping with the high reputation of the Event.

Upon inspection, should an Exhibitors Stand, in the opinion of the Organiser and/or their appointed agents, whose decision is final, fail to have adhered to construction regulations and / or be of a quality that reflects the Event as a whole, the Exhibitor must effect such repairs and take such other action as deemed appropriate and bear any costs or expenses incurred.

All space only areas must be occupied in order for construction to begin no later than 12 noon on Friday 14 November, with ALL stand build complete no later than 6pm, otherwise an additional fee of £130.00 will be charged by the Structural Engineer.

Exhibitors must appoint a competent contractor that holds the necessary safety paperwork, Health & Safety policies and Insurances or hold the necessary documentation themselves.  All requirements for Space Only exhibitors can be found within the online Exhibitor Manual.

Single storey stands, stand build <4m in height, without stepped access, raised floors, rigging etc.

Stand plan submissions should include the following details and accompany a Risk Assessment and Method Statement:

1. plan view drawings detailing the external dimensions, indicating which sides are open onto gangways, position of all build, displays, exhibits etc. plus the location of any hall column and its dimension to the nearest stand edge;
2. elevation views, indicating clearly the heights of all stand fittings;
3. 3d drawings if available;
4. details of all walling, entry/exit points, platforms, demonstration areas, exhibits, graphics, etc;
5. details of materials and fire protection;
6. Risk assessment and Method statement for construction and dismantling periods. Template forms and guidance notes for this safety paperwork can be found within the online Exhibitor Manual.
7. Stand Plan Submission form – available to complete and submit via the online Exhibitor Manual.

Full eGuide regulations and details of any Items of special risk can be found in the eGuide.

A complex structure is any form of construction of any height, which has had or may require input from a structural engineer, or a design which features a complex element.  It is the responsibility of the stand designer to determine whether the construction is complex or not.  Please refer to eGuide for full information relating to complex stands, the design and planning of them and your responsibilities.

Please note: Stands which are found to be complex onsite, which have not been submitted for inspection, will be challenged and construction will be stopped until satisfactory information has been received. Structural details must be made available onsite.

The fee for a Certificate of Structural Integrity is £520.00 + VAT or £730.00 for double decker stands. This applies to all complex stands found pre-show and onsite.

Examples of complex structures are below – for a full list please refer to the eGuide:

• Any structure, regardless of its height, which requires structural calculations or has had input from a Structural Engineer
• Multi-storey stands
• Any part of a stand or exhibit which exceeds four metres in height
• Suspended structures (does not include lone vinyl banners) e.g. any form of custom/bespoke build such as wooden or metal construction (timber clad truss, octonorm, standfitting etc.), systems not designed to be hung or modified to be hung.
• Sound/lighting towers
• Temporary tiered seating
• Platforms, stages and steps 60cm and above
• All platforms, stages and steps for public use (not including stand floor flats and platforms) e.g. hospitality platforms, platforms on platforms for visitors, entertainment, hospitality, seminars etc.

Drawing submissions along with the structural calculations and construction drawings for each complex element, must be submitted electronically to plans@eventsupportsolutions.com and accompany a Risk Assessment and Method Statement.

Stand plan submissions should include the following elements:

• Requirements 1-7 under ‘non-complex submissions’.
• Construction drawings and structural calculations to prove the structural stability and integrity of all complex build, >4m, two storey structures, complex rigging, raised platforms/stages and steps 60cm and over or complex platforms, stages and steps for public use etc.
• Two storey structures and all complex platforms, stages and steps must provide:-
  • all steelwork and bracing;
  • a loading analysis confirming an imposed load on raised levels, steps etc. of 5kN/m² is required (dead loads will be individually assessed);
  • all barriers; location, type, height and infills etc.;
  • a loading analysis and drawings for handrails and balustrades including infill proposals.  Details of connections, bracing members and floor carcassing are also required.  The venue’s floor loading restrictions must not be exceeded.  Base plates must be a minimum of 300 mm x 300 mm and 12 mm thick to support a point load of up to 50kn.  Point loads in excess of this and in certain areas of the venue will require larger base plates.  Bolts are not acceptable as a means of preventing uplift;
  • details of each level & staircase.  Upper-level plans must show details of walkways, means of escape and travel distance etc.  Regulations concerning staircase design can be found in the section below relating to stepped access.
• Multi-storey stands, build >4m in height, lighting towers and freestanding elements must include the internal wind pressure the structures have been designed to within their calculations e.g. nominal air pressure loading.
• If rigging; construction drawings, calculations, connection points and loads, connection/fixing details must be included to the rigging drawings including industry rating details;
• ALL complex; The width and position of any fire or emergency exit and escapes routes within a stand.
  

Two separate certificates and sign off are required for complex stands as follows:

Certificate of Structural Integrity (Design Stage) – This certificate will be issued to the Venue along with the stand design and supporting information. If a stand design plan has not been issued with the said certificate, then stand building will not be permitted to commence. It is therefore imperative that plans are submitted by the date stipulated.

Structural Engineers Completion Letter (Construction Stage) – A Structural Engineer will undertake an onsite inspection during build-up to approve construction considered to be complex structures.

The necessary paperwork will then be issued. This will be invoiced to Exhibitors in December by MCIA Events Ltd on behalf of the Structural Engineer.

All Stands of a complex nature MUST be signed off and certified on the Engineers Completion paperwork by 6pm on Friday 14 November, otherwise an additional fee will be charged by the Structural Engineer

The design of the stand must be such that the stand can be erected and dismantled in the time given.  Please see the show timetable for further details.

All stands (construction, display and decoration) both exterior and interior must be constructed to the requirements and regulations of the eGuide.

The construction form and framework of the interior shall be confined to the Stand and Space and shall be substantially and firmly erected of materials of suitable strength and sufficiency, meeting manufacturers requirements (where applicable) and all parts shall be properly covered and all materials fire-proofed.

Exhibitors and stand designers are reminded of their obligations under the Equality Act and must design their stands with accessibility in mind. Please click here for more information.

The Exhibitor shall submit full details for the installation and use of any sound amplification proposed to be used on the Stand no later than one month before the opening day of the Event.

The Exhibitor shall maintain the Stand and all Exhibits in good repair and appearance to the satisfaction of the Organiser throughout the Event and make all such alterations, repairs and additions as the Organiser may require to the Stand and Exhibits and shall keep the Stand and Exhibits clean and free from rubbish at all times

TARPAULIN IS NOT ACCEPTABLE AS PART OF ANY EXHBITORS STAND BUILD.

The maximum height limit for any form of stand fitting, lighting, structures and/or graphic towers is 6m from the hall floor, including platforms and the use of banners, flags and balloons.  Please note that all lighting rigs must be at 6m in height from the hall floor to the underside of the rig.

Any exhibitor wishing to build above 4m in height will be deemed as complex, and must produce and submit structural calculations and construction drawings to prove the stability of any proposed designs

Please ensure you have noted the complex inspection fee detailed in the Complex Stands section.

Exhibitors are reminded that flagpoles are permitted at a maximum height of 6m from the hall floor to the top of the flag. Flagpoles found to exceed this height limit onsite will be asked to remedy to meet regulations.

All space only exhibitors are required to construct freestanding partition walls between their own & adjoining stands, even when located next to a shell scheme stand and/or the Venue wall.

These must meet with the following minimum requirements:-

• Partition walls must be a minimum height of 2.5m to a maximum height of 6m
• Partition walls must be solid, freestanding, and run for the full length of each closed side.  A suitable partition wall is a solid structure e.g. made from wood stock panels, octanorm, solid wrapped full height grid walling or truss with secured vinyl infills
• Where partitioning walls are constructed over 2.5m in height; it is the responsibility of the exhibitor constructing the wall to dress the rear of the partition wall down to a height of 2.5 m in a neutral colour
• Logos and branding are not permitted on the rear face of partition walls when these walls overlook neighbouring stands
• Please note, receiving an ‘Inspection Notice’ does not mean that adjoining stand plans have been checked for compatibility
• Adjoining exhibitors may agree to share the cost of a double-faced dividing wall otherwise each exhibitor must build their own single partition

Divides must be checked for suitability and compliance. Please do not stock your stand unless this check has been undertaken.

Please note:

• If your space only stand adjoins a shell scheme stand, you are not permitted to utilise the rear of the shell scheme divide wall. You must provide your own suitable and sufficient, full length divide wall at a minimum height of 2.5m
• Exhibitors are reminded that should partition walls be deemed unsuitable following inspection onsite, the Organiser reserves the right to request full height shell scheme panels (at the relevant rate) to be put in place at the expense of the Exhibitor
• Where textile/secured vinyl infills are used as a divide, these must be double skinned and dressed in white to prevent logos and branding being visible from neighbouring stands. Truss legs should be dressed so the walls of neighbouring stands are not visible

For exhibitors with a Trade/Retail stand, a freestanding, solid structure must divide the trade and retail elements of the stand by means of a wall or counter.  Stand drawings must be submitted showing this divide.

Exhibitors using gazebos, marquees, pop-ups or other similar construction as their stand must provide solid self-supporting perimeter walls to the length of the stand where the stand neighbours another exhibitor and/or the venue walling. In addition, this walling must be no lower than 2.5m and no higher than 4m.  To clarify, gazebos, marquees and pop-ups do not constitute suitable partition walling.

Walling meeting this standard can be supplied by the organiser at the relevant shell scheme rate per m².

Where a gazebo / marquee stand neighbours another exhibitor, branding on the roof material cannot appear above 2.5m unless facing a gangway

Please note: Structures are required to be of fire-retardant material, for more information please refer to the eGuide specifications.

A freestanding wall is a solid structure, usually made from wood stock panels, octonorm, solid wrapped full height grid walling or truss with secured vinyl infills that can remain in the appropriate upright position on its own, without help from external forces or without being bolted or attached to neighbouring walls.

For example:

Where a stand neighbours another exhibitor and/or the venue wall, a freestanding wall is to be constructed on the dividing lines to run for the full lengths.  Exhibitors can then place ‘pop up’ displays, framework etc. in front of these freestanding walls.

At least one third of each open side must be kept open.  Solid runs of stand walls exceeding 6m in length along gangway edges are forbidden – walls should either have natural breaks, glazed panels or other such display features.  This includes long runs of product that can create false walls or barriers to the public.

Please be mindful of neighbouring stands when designing your stand.

If you are constructing ‘grid wall’ or other such framework on an open edge which exceeds the open frontage regulation, displays, & product etc, must be positioned facing into the aisle. The framework must be setback into the stand to accommodate product on the aisle edge so it does not protrude into the aisle.

Ground-supported truss systems/framework must be stable and constructed in line with manufacturer’s specification.  Adequate baseplates must be provided and fixed to the floor (by the Venue) or fixed to the stand floor (if there is a platform), unless the structure is adequately weighted.

All attachments must have secondary fixings. Cable ties are not suitable secondary fixings.

Textile/secured vinyl infills must be double skinned and dressed in white to prevent logos and branding being visible from neighbouring stands. Truss legs should be dressed so the walls of neighbouring stands are not visible.

No part of any stand or exhibit, including product, fascia, signs, lighting or corner posts etc, shall project into or over the gangway or obscure any fire or exit signs and the Organiser reserves the right to remove any such item.

If you require any clarification of the space you have booked on-site please contact the Organiser Office.

The NEC hall floors have a loading of 20 tonnes per square metre.  If special foundations or fixings are required, please contact NEC Sales and Customer Support Team on 0844 338 8338.

The venues floor loading restrictions must not be exceeded. Base plates must be a minimum of 300 mm x 300 mm and 12 mm thick to support a point load of up to 50kn. Point loads in excess of this and in certain areas of the venue will require larger base plates.

Exhibitors designing stands with platforms should incorporate ramped access for people with disabilities ensuring customers can be served on the stand and not from the gangway.

Please note:

• Where multi-levels are used without ramped access, customers must be offered the same service at ground level
• Exhibitors and their appointed contractors should make themselves aware of the Equality Act and include accessibility management within their safety paperwork
• Platforms should not exceed 170mm in height (one step) and consideration must be given to accessibility for people with disabilities. It is good practice to have at least two means of access/egress
• A barrier must be provided on all except the performance edges of stages and plates over 170mm in height
• 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 and there must be a contrast in colour between the gangway and the platform to denote the change in level to prevent sharp corners and tripping hazards
• Bevelled edges must be conspicuous and monitored during the open period and included in the Risk Assessments.  The surface of the bevel must be non-slip, the edges clearly visible and the joins closed and neat, so the corner points do not present a trip hazard. The gradient should be no more than 1:12
• Platforms, stages and steps 60cm and over in height and ALL platforms, stages and steps for public use (hospitality platforms, platforms on platforms for visitors, entertainment, hospitality, seminars etc.), are deemed as complex structures. All stage edges must be marked with a contrasting colour.

Please refer to the eGuide for full ramp guidelines.

Please note the following:

• The required minimum effective clear width of a door is 800 mm
• ALL doors, except small storerooms, must have a vision panel with a zone of visibility spanning from 500 mm to 1500 mm above the floor. The exception to this is doors to small storerooms, where a small panel may suffice
• Emergency exit doors must open outwards in the direction of escape
• Doors must be recessed where they open on to public circulation areas, i.e. they must not open directly on to a gangway or swing across landings. All doors must contain suitable exit signage
• Sliding doors are not acceptable as emergency exit doors
• Vision panels must provide visibility into the enclosed room. Please ensure vision panels are not covered by any means including blinds, solid panels, fabric etc
• Doors designed on an open edge must have the frame recessed so the door handle does not protrude into the aisle.

Please note the following:

• All glazing used in the construction of stands must consist of laminated safety glass with a minimum thickness of 6mm. Areas of glazing within 800mm of floor level and over 0.5m², where the smaller dimension of the pane is greater than 250mm, must conform to the thicknesses shown below (in order to comply with the ‘Code of Practice for safety related to human impact’):

• Any uninterrupted, large areas of clear glazing must be indicated with warning stripes, dots, logos, etc
• Overhead glazing must be of wired or laminated glass or be otherwise adequately protected from shattering
• Public liability insurance is mandatory. In the event of a glass unit supplied and built by a contractor, the contractor’s public liability insurance is acceptable
• Any displays longer than 3 metres must have a 90° corner support as part of the same construction
• Displays must not be taller than –  (300mm/350mm cubes) 1800mm high or (356mm/450mm cubes) 2300mm high
• All displays must be built on a raised plinth, not less than 150mm high and fixed to the plinth securely
• The use, management, installation and removal of glass must be included in the construction and dismantle safety paperwork (Risk assessment and Method statement)

All displays will be inspected and if there is any doubt as to its safety, the Exhibitor in question will be asked to remove it immediately – This is not negotiable!

Where columns fall wholly or partially within the area of allocated space, they may be encased by the exhibitor on all four sides to a height of 4m (6m for complex stands) provided the cladding is in keeping with the stand design.  The casing must be self-supporting and may not be fastened to the column.  Only the face of the casing (not the column), which fall within the allocated space, may be used for the display of photographs or other pictorial matter.  Fixing directly to the Venue hall columns is not permitted.

Under no circumstances can products or any type of standfitting be suspended from the Hall roof structure, nor may any fixings be made to the structure of the building.  Nail fixings to the Latexfalt surface of the Hall Floor to secure margin boards, cable clips & similar items of stand fittings will be permitted provided they are carefully removed after use to prevent damage to the hall floor.

Suspended Lighting Systems

Lighting gantries will be allowed provided they conform to the regulations governing their use and requirements below:-

1. A maximum of 6m from the hall floor to the underside of the system is required;
2. All structures will be rigged by the NEC Rigging Department (sometimes only points or drop wires are supplied);
3. A structural report must be submitted and approved for all suspended systems to the NEC;
4. For single stands with >100m² of floor space and over, Audio Visual, Graphics and other decorative material and branding are permitted with prior written approval from the Organisers. Full details should be provided with the structural report. Please note that any graphics hung from a lighting rig must not drop any lower than 2.5m from the hall floor.
5. Any form of bespoke build such as wooden or metal construction, timber battening (timber clad truss, octanorm, standfitting etc.), systems not designed to be hung, modified propretiary systems are deemed complex. Complex regulations apply and calculations will be required. Please note that charges apply for complex designs – please refer to the Complex Stands section above.
6. Please refer to the eGuide for full submission criteria by the Venue and for regulations relating to the installation of rigging and fittings.

Multi-storey Multi-storey stands must be constructed of materials as specified in Section 4, and the following specifications must also be observed:

1. Ceilings, except those above the topmost storey of multi-storey stands, must be of solid construction
2. Cupboards, enclosed offices, storerooms, etc formed beneath the staircase must be lined throughout with non-combustible material;
3. In ideal circumstances there will be a minimum of two separate staircases leading from any floor above ground level

However, in the following situation, a single staircase is acceptable:

• No more than 60 people will occupy the level served by the staircase at any one time (public, performers and staff inclusive)
• No part of that floor of the upper storey of a stand is more than 20 metres away from the gangway. This should be reduced to 15 metres where alcohol is being served on the upper deck

The occupancy of the upper deck is calculated according to the use of the area. For example, if the upper deck has tables and chairs (e.g. conference, sales area, bar or restaurant), the occupancy can be no more than 1 person per square metre.

Stepped Access

• A level landing must be provided at the top and bottom of each flight
• Each landing must have an unobstructed length of not less than 1200mm
• Doors must not swing across landings
• Flights must have a minimum, unobstructed width of 1.1m, measured in-between the handrails
• Flights between landings must contain no more than 12 risers where the treads are less than 350mm and no more than 18 risers where the treads are 350mm or greater
• The tread and riser of each step must be consistent throughout a flight
• The rise of each step must be between 150mm and 170mm
• The tread of each step must be between 280mm and 425mm
• Risers must not be open
• All step edges must be made apparent by means of a permanently contrasting material 55mm wide on both the tread and the riser
• The projection of a step nosing over a tread below should be avoided, but if necessary, it must not exceed 25mm
• A continuous handrail must be provided on each side of flights and landings. Minimum clear width in-between must be 1.1m
• A single staircase shall not exceed 1.8 metres in width
• Where a staircase is divided into more than one channel, no single channel shall be less than 1 metre wide and an additional handrail must be provided between channels
• Spiral staircases are only permitted for exhibiting staff use and not for members of the public
• Helical stairs are permitted where they comply with this guidance and their use is approved by the venue
• Cupboards formed beneath the staircase shall be lined throughout with non-combustible material
• Where the means of access to trailers, boats, caravans and other, similar exhibits is manufactured as an integral part of the product, it may not comply with the above regulations. In such a case an appropriate risk assessment is required. As a minimum, it must comply with the following:
  • The headroom must be a minimum of 2m
  • The width may not be less than 450mm and must be at least equal to the width of the entrance to the exhibit
  • The risers must not exceed 170mm in height
  • Each tread must be a minimum of 280mm in depth
  • The width of landings at top and bottom must be equal to the width of the steps
  • Handrails must be provided
• The venue will additionally accept stepped access complying with the specifications of BS5395. However, the use of stepped access that is not compliant either with this standard or with the specifications given above (e.g. pre-existing modular and system staircases) will be subject to venue approval on a case by case basis

Barriers

Barriers must be provided to protect exposed edges of staircases, landings, balconies, galleries and other changes of level e.g. platforms >170mm (single step) and stages. They must be continuous across flights, steps and landings and comply with eGuide regulations and be capable of resisting forces set out in BS 6399-1.

Balustrades – Provide guarding to landings, balconies and platforms and must be a minimum height of 1.1m.

• All balustrades must be non-climbable i.e. with solid infills or vertical guard rails a maximum of 100mm apart
• Barriers must be continuous across an edge

Handrails – Provide guarding to all exposed edges of steps/stairs and ramps.

• The vertical height from the pitch line/surface, to the top of the upper handrail must be between 900mm and 1000mm
• Handrails must be continuous across flights, landings and ramped & stepped access
• Handrails are required on both sides of a staircase and centrally if >1.8m in width and all double width staircases
• All handrails must be non-climbable i.e. with solid infills or vertical guard rails a maximum of 100mm apart without horizontal members between verticals
• Handrails must extend at least 300mm beyond the top and bottom riser and terminate in a way that reduces the risk of clothing being caught
• Surfaces must be slip resistant and contrast visually with the background against which they are seen without being highly reflective
• The profile should be circular with a diameter of between 40 and 45mm, or oval, preferably with a width of 50mm
• The clearance between the handrail and wall 60-75mm
• The clearance between a cranked support and the underside of the handrail shall be at least 50mm

Please refer to the eGuide for full two-storey regulations.

• Alternative escape must be available from any point within a stand or structure leading to a place of safety.
• Escape routes should have a minimum, unobstructed height of 2.1m, other than within doorways, which should have a clear height of not less than 2.06m.
• All escape routes must be:
• a minimum of 1m if the stand area is less than 100m²
• a minimum of 2m if the stand area is greater than 100m²
• There should be no obstruction that could impede the free flow of people using the escape route.
• All floors should be even and have a firm, smooth and slip-resistant finish. Trip hazards should be avoided.
• The maximum travel distance from any part of a stand to a gangway must not exceed 50 metres. Where there is only 1 means of escape from the stand, this must be reduced to 20 metres. In either case, the maximum travel distance should be reduced by 25% where alcohol is being served.
• Occupied inner rooms on stands can have a single emergency exit for up to 60 people but thereafter there must be a minimum of two, sited remotely from each other. If the travel distance from the room to a gangway exceeds 20 metres then there must be two exits in any case (reduced to 15 metres where alcohol is being served in the room). The exhibitor must also anticipate the requirements of disabled and other vulnerable visitors when determining the number of exits.
• Each stand must undertake a suitable and sufficient Fire Risk assessment (considering fire and escape) covering all risks and control measures associated with the individual hazards and risks to their individual stands

Adequately maintained general and emergency lighting, as well as maintained illuminated exit notices should be provided to any enclosed area.

Stand Lighting

Consideration should be given to the lighting design and layout of a stand, so as to minimise discomfort caused by glare and dazzle to those viewing products.

Exit signs

Exit signs must be:

• A minimum height of 200mm and a minimum width of 400mm (compliant with BS5499)
• On a 24 hour electrical supply and illuminated at all times
• Positioned so they are conspicuous

Emergency Lighting

The illumination provided by normal lighting and emergency lighting should be sufficient to enable anyone to see their way out of stands, seminar rooms and theatres at all times. The horizontal luminance at floor level provided from either source along the centre line of defined escape routes should not be less than 0.2 lux and preferably 1 lux. Any battery used for emergency lighting should be capable of maintaining the full load connected to it for a minimum of three hours after the failure of the normal supply.

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

1. of a suitable nature and quality for the purposes and conditions of their intended use;
2. adequately prepared and fixed in order adequately to perform the functions for which they are designed;
3. 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 BS476-Part 7;
4. water-based, where applicable, e.g. adhesives, paint, fillers

British Standards are the minimum acceptable standards for construction materials. Suitable samples of materials may be submitted to the venue for approval. Materials may be tested on site to ensure that they comply.

Chipboard, MDF & similar cannot be used as build material alone and must not be load bearing or structural as they are not structural materials.  Panels comprised of this material must be securely fixed to a solid structural frame (the frame must not be chipboard, MDF, OSB or similar).  Chipboard and MDF must not be cut onsite. Machining of MDF onsite is not permitted as the dust produced is hazardous to health.

All timber built stands must have a structural frame.

Floorcoverings/Carpet tape

All floor coverings must be secured and maintained so that they do not cause a hazard.  Fixing of floor coverings to the hall floor may only be carried out using venue approved tape.

The venue will only approve exhibition tape which has a low tack bottom, high tack grab top and does not leave any residue or cause any damage to the floor when removed.  Other forms of fixing to the hall floor, such as cable clips and nails are generally prohibited, but is permitted at the NEC so long as damage is not caused to the floor.

The exhibitor will incur a charge for any tape not removed by the end of the tenancy period, or any damage caused to the hall floor.

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.

Fabrics, drapes, curtains and hangings

Drapes, curtains, hangings, etc, must be inherently or durably flame-proofed. Otherwise they may be treated with a proprietary flame retardant. Test certificates must be available for inspection for any materials intended to be used.

Fabrics used for interior stand decoration must be fixed taut and/or in tight pleats (not loosely draped) to a solid backing, secured above floor level and not touching light fittings.

Curtains on exit routes should hang 75mm clear of the floor, be parted in the centre and not conceal any exit signs.

Night Sheets

Night sheets must be made of inherently non-flammable material or of material satisfactorily treated to render it non-flammable.  They shall be stored rolled-up and firmly secured and not cause any obstruction while not in use.

Glazing

All glazing used in the construction of stands must consist of laminated safety glass with a minimum of 6mm thick. Areas of glazing within 800mm of floor level and over 0.5m², where the smaller dimension of the pane is greater than 250mm, must conform to the thicknesses shown below (in order to comply with the ‘Code of practice for safety related to human impact’):

Any uninterrupted, large areas of clear glazing must be indicated with warning stripes, dots, logos, etc. Overhead glazing shall be of wired or laminated glass, or be otherwise adequately protected from shattering.

Paint

Only water-based paint may be used on site.  If paint-spraying equipment is to be used, the method must be approved by the Venue and not cause a nuisance to others. Protective measures shall be taken to ensure that no paint is spilt or sprayed on to the fabric of the building.

Plastic

All plastic, including plastic plants and materials used for vision panels, etc, must conform to BS476-Part 7, Class 1.  Polycarbonate materials are acceptable.

Timber

Timber under 25mm thick must be impregnated to Class 1 standard.  Treated materials should have ‘BS476-Part 7, Class 1’ marked on them.

Boards, plywood, chipboard, etc, must be treated if under 18mm thick. The exception to this is MDF, which is acceptable for use due to its density. MDF may not be machined on site, as its dust is hazardous to health.

Chipboard (also known as particleboard or low-density fibreboard LDF) is not a suitable or permitted construction material.  Chipboard or MDF must not be used alone; it is not load bearing.  It is a dressing material only.  It is strongly advised not to use chipboard or MDF when constructing the stand. If unavoidable, it may only be used if:

• it has been treated and meets fire regulations
• it is prefabricated (chipboard & MDF may not be cut onsite)
• it is fixed to a solid structural frame e.g. metal or solid frame with connected horizontal and vertical cross bracing.

Chipboard, MDF and similar must be securely fixed to a solid structural frame comprising of connected horizontal and vertical cross bracing. Chipboard and MDF must not be cut onsite.  Sanding, the use of solvents and any other activities that create airborne hazards, such as dust, fumes and vapours must be controlled at all times. Non-hazardous solvents e.g. water based must be used.  ONLY water based Novol (or similar) may be used.

Upholstery

Upholstered seating must be non-combustible and marked with the appropriate standard.

Please refer to the eGuide for full information relating to materials, decorative materials, fabrics, plastic, glass etc.

The NEC is solely responsible for the supply and connection of natural gas, compressed air, water and waste services.  Services will be supplied via under floor service ducts and must be controlled by a main stop-cock fitted in rigid metal piping and in an accessible position on your stand.

All equipment requiring connection to the venue’s mains gas supply (e.g. cookers and hot cabinets) must be installed by a Gas Safe Register engineer.  The installation must be accompanied by a Gas Safety Certificate, issued by the installer, to confirm that the appliance is safe and working correctly. Visit www.gassaferegister.co.uk for further information.

Compressed Gases

Details of any proposed use of compressed gas must be submitted to the Venue no later than 28 days prior to tenancy and must include the gases or liquids proposed, and sizes of cylinders or vessels with their working pressures.

• No compressed gas or Liquefied Petroleum Gas (LPG) shall be used within the venue without the prior written consent of the Venue.
• Flammable gases must comply with the Dangerous Substances and Explosive Atmospheres Regulations and the Petroleum Regulations.
• Suitable warning notices must be provided where appropriate, drawing attention to the flammable nature of the materials.
• Compressed gas cylinders or vessels containing liquids or gas under pressure shall be stored in a position agreed by the Venue and only those cylinders required for immediate use shall remain on a stand.
• Cylinders and other vessels must not be connected or disconnected during the time that the event is open to visitors.
• Cylinders must be constructed and stamped in accordance with EN 1089-3 and be painted with identifying colours in accordance with BS 349; 1973, “Identification of Contents of Industrial Gas Cylinders‟.
• Vessels containing liquids or gases under pressure (other than compressed gas cylinders complying with EN 1089-3) must be fitted with safety valves of an approved type.
• Where such vessels are used, a dated identification stamp or certificate in respect of a recent pressure test of each vessel must be available for inspection.
• All such materials in excess of the requirements for one day’s demonstration or exhibition shall be stored away from the stand in a properly constructed flammable materials store.
• Where compressed gas is used in the demonstration of an appliance or a medical treatment, the smallest suitable cylinder size should be used.

Please contact MCIA for further advise and a copy of the ‘Pre-Tenancy: Use of Compressed Gas at The NEC’ form that requires submission prior to show opening to The NEC.

Liquefied Petroleum Gas (LPG)

The venue must be notified in writing at least 28 days in advance of tenancy of any proposed use of Liquefied Petroleum Gas (LPG).

• LPG may only be used with the written consent of the venue.
• The use of LPG in the exhibition halls is normally prohibited unless it is being used to demonstrate a product being offered for sale on a stand and only if other sources of fuel are unsuitable or unavailable.
• Only one cylinder of LPG, sufficient for one day’s use, can be on a stand at any one time; all other bottles are required to be kept in a secure environment outside the building and agreed with the Venue.
• All LPG connections must be made by a Gas Safe Register installer with ACS certification.
• Connections to or disconnection of LPG is not permitted whilst the exhibition is open to visitors.
• All empty cylinders must be removed from the venue.
• All piping for compressed air, gases, etc must be of rigid tube with welded or screwed connections.

Any exhibit, process or feature that is likely to generate and/or emit gases, vapours, liquids, fumes or dusts into the venue must not be used without written approval from the venue, and must not present any hazard to health. The HSE COSHH Essentials website provides useful guidance here

Documentation required

Where approved, an assessment for the use of any hazardous process or substance must be submitted to the Venue no later than 28 days before the event, together with a plan showing the proposed location. Where appropriate, the Venue must receive written information regarding the monitoring procedures implemented to prevent unnecessary exposure to the identified hazards.

The assessment must include spillages and the removal of waste and residual material, including identification of an approved waste carrier. The venue will require copies of hazardous waste transfer notices.

The appropriate safety data sheets with the COSHH assessment for each substance or process must be provided. All control measures, precautions and emergency procedures detailed in the assessment must be maintained by a responsible person and be available at all times.  Please refer to the eGuide relating to Hazardous materials.

Emergency Precautions

Any person suffering injury or ill health as a result of exposure to hazardous material must attend the medical centre or hospital with the assessment and related data sheet, as this identifies specific medical responses.

Ventilation

A stand containing an exhibit, process or feature giving rise to any of the above hazards may require effective local exhaust ventilation to the outside atmosphere. The location of the stand must be agreed with the Venue, as it may not be possible to provide ventilation in all areas.

Full details of the exhibit or process and proposed local exhaust ventilation system must be submitted to the venue for approval no later than 28 days before the event.

Any attachments to the building structure or openings through the fabric of the building for an exhaust flue must be made by the venue at the Exhibitors expense.

The Exhibitor must provide the venue with written information regarding monitoring procedures to be implemented (e.g. for fumes).

Storage

The storage of permitted quantities of hazardous materials must be agreed with the venue. No more than one day’s supply may be stored on the stand.

Flammable Substances

• The use, storage and transfer of flammable substances will require a separate assessment to identify appropriate control measures. This should be accompanied by a related fire risk assessment.

• The Dangerous Substances and Explosive Atmospheres Regulations require that control measures are applied consistent with the risk assessment and appropriate to the nature of the activity or operation.

Conditions of Use

Where flammable substances are used to fuel a product being demonstrated:

• Not more than one of each model or type may be exhibited in a working demonstration
• Each working exhibit shall, where practical, only have sufficient fuel for one day’s use
• No spare fuel may be stored on the stand
• The fuel shall only be replenished at times when the event is closed to visitors
• Each working exhibit shall be firmly fixed or placed in such a position that it cannot be overturned
• Where working exhibits are within reach of visitors, warning notices shall be displayed stating that the appliance is working and should not be touche

Heat Generating Displays: Fumes, Exhaust and Smoke

Any exhibit or process which generates and blows out or otherwise emits fumes, exhaust or smoke is subject to the requirements of the current COSHH regulations and all such processes must be so arranged to have an effective system to the outside atmosphere as approved by the NEC.

• Where a boiler, stove, furnace or similar heat-generating equipment is to be displayed, full details of the proposed equipment must be submitted to the venue for approval no later than 28 days prior to tenancy.
• Precautions must be taken to prevent the transmission of heat to any combustible part of the stand or to the floor of the hall.
• Suitable non-combustible insulation material must be inserted between the heat source and surrounding stand fittings and other structures.
• The stand shall be well-ventilated and a flue may be required; please discuss with the Organiser and Venue to ensure suitable positioning of the stand.
• Hot areas must be effectively guarded and adequately fixed to ensure stability.
• A warning notice must be prominently displayed.
• Where a naked flame is present, arrangements must be made to adequately monitor the burning period to ensure constant stability.

Approval for the use of naked flames will only be considered where they are suitably contained and positioned and continuously monitored.

• All naked flames must be properly extinguished and sufficient time allowed for hot surfaces to cool down before the stand is left unattended.
• A suitable fire extinguisher must be readily available on the stand and suitably trained staff must be present.
• Lighting fitments installed at low level or within reach of visitors must be adequately guarded.

All machinery & operated apparatus must be fitted with guards & must only be demonstrated or operated by persons authorised by the exhibitor. Working machinery should only be demonstrated to interested parties where necessary and not used as an attraction to the stand.

A suitable and sufficient risk assessment must be carried out in order to ensure that any equipment being demonstrated (e.g. operated as part of an exhibit) on a stand is inherently safe and does not present a hazard to the operator of the equipment, other staff or visitors at any time.

Please refer to the eGuide for working machinery.

Working equipment, machinery, engines and similar equipment exhibited on stands are subject to the Provision and Use of Work Equipment Regulations 1998 (PUWER).

Demonstration areas must be indicated on stand plans. Please refer to eGuide regulations ‘Work Equipment/Tools/Process’ and ‘Working Machinery’ for full information.

Machinery must be electrically and mechanically isolated, except if required for a demonstration.

The following should be considered in the Risk assessment:

• Sound proofing
• Efficient guarding of moving parts of machinery and other working equipment to protect both the public and the operator
• Location of working equipment on the stand, e.g. set back from the stand edge, so as not to cause a hazard to staff and to accommodate visitors; not protruding into gangways
• Sufficient instruction and training of staff to ensure that they are competent when undertaking any demonstrations
• Use of suitable PPE
• Suitable guarding of machines, as in normal use
• Where guards are removed for display purposes, the provision of a strong and suitable see-through guard
• Requirement for distance barriers and screens to protect visitors from harm and the type needed
• Stability of exhibits where they are not sufficiently stable as free-standing models, e.g. properly secured to the floor of the stand or other structure
• Maintaining stand floors clear of articles or substances likely to cause persons to slip or trip
• Proper installation and adequate protection of all electrical conductors
• Precautions to ensure that dust particles, fumes etc. from working machinery do not discharge into areas outside the stand

Hot Works (Welding)

Specific regulations exist concerning the exhibiting of such items & their use is prohibited without prior permission from the NEC.  Please forward written requests to us at enquiries@motorcyclelive.co.uk giving full details of the intended activity & any control measures to be taken.

Please refer to the eGuide for Hot Works

The Organisers have appointed GES as the official electrical contractor for Motorcycle Live and as such they are responsible for and will carry out all electrical work on space only sites and shell scheme stands within the exhibition halls.  Exhibitors who wish to pre-fabricate any of their installation must ensure that it complies fully with the electrical regulations of the eGuide