If you have booked a Space Only stand, there are a number of responsibilities that you need to undertake:
- Ensure your stand can be built within the time frame given
- Appoint a reputable contractor - are they an ESSA member (Event Supplier and Services Association) - www.essa.uk.com
- Ensure your contractor has the information they need to be able to do their job properly
- Ensure your contractor knows they are to supply walls and a platform if you wish to use your own flooring
- Read and abide by the Terms and Conditions of your exhibiting contract
- Understand your responsibilities under UK Legislation including CDM Regulations (www.cdm4events.org.uk)
Stand Plan Submission:
Please ask your contractor to send the following information:
- Layout plans including elevations
- Construction & Destruction Phase Plan including key risks
- Method Statement
Complex Stands: 12th July
Non-Complex Stands: 26th July
For the attention of Roscoe Brown:
email@example.com / +44 (0) 1252 756185
Please brief your contractors to abide by the eGuide Regulations, along with the show guidance below:
- Adequate precautions must be taken by contractors to protect the fabric of the building during construction and dismantling. Any damage caused to the venue structures will be charged to the exhibitor
- All stands should be designed and built in line with the eGuide, Venue and Organiser regulations.
- The back of the stand should be as well presented as the front
- All stand structure, signs, notices etc. must be confined within the area allocated, and may not project into or over gangways
Aesthetic Rules / Walling Regulations
- Stands open on four sides may fully enclose one side
- The rear of this wall must be fully dressed in white, grey or black, with no branding
- This may be used by the adjacent stand to visually demonstrate products
- A minimum of 50% of any open side must remain fully open
- In addition, walling over 5m in length must be setback 1m from the stand edge, and have some form of visual break such as glazed panels/planting etc.
- Stands in the Gallery Well may drape any side from 7m above the floor down to 3m above the exhibition floor
- Please ensure that your stand conforms to the requirements and does not visually block neighbouring stands off from the rest of the exhibition
- The Organisers reserve the right to refuse any designs, or request amendments to designs which in their opinion have a detrimental effect to neighbouring exhibitors or the overall look of the exhibition
Please note: walling that contradicts the above will be considered on a case by case basis.
Walling that adjoins another stand
- Exhibitors on part-island sites must provide partition walls between themselves and their neighbours on the block, or separating the stand from the venue wall
- Neighbouring exhibitors can liaise with one another to ensure that at least one of them is building a wall or to arrange to share the cost
- Where you are building your own wall, this must be dressed in a neutral colour without graphics from the top of the wall to 2.4m off the hall floor
- All divides, must be a minimum height of 2.5m, built on the dividing line and run for the full length of the closed side(s)
- Please note: receiving a ‘Drawing inspection notice’ does not mean that adjoining stand plans have been checked for compatibility
- The back of the stand should look as good as the front
- Stands in the Gallery Well can be seen from above and must be dressed to an appropriate standard
- Any damage caused to the venue structures will be charged to the exhibitor.
PLEASE ENSURE YOU READ THE GENERAL GUIDANCE IN CONJUNCTION WITH THE ‘KEEPING SAFE’ SECTION OF THIS GUIDE
All work must be carried out in conformity with the requirements of the eGuide. All stand structure, signs, notices etc must be confined within the area allocated and may not project into or over gangways.
Bridging of gangways will NOT be permitted.
A Complex Structure is any form of construction of any height, which may require input from a Structural engineer or would be designed by an engineer and/or has through a Risk Assessment been found to provide a significant risk of collapse.
If a stand is not constructed from ‘shell scheme’ it is the responsibility of the stand designer to determine whether the construction is complex or not and indicate this on the Space Only Plan Submission.
The most common examples of Complex Structures include:
- 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 4m in height
- Suspended items, e.g. bespoke structure, banner systems or suspended stand build
- Freestanding Sound/lighting towers
- Temporary tiered seating
- Platforms and stages over 0.6m in height
- All platforms and stages for public use (not including stand floor flats and platforms)
However, the Venue or Organisers may class other stands as complex structures where it has not correctly been determined by the designer.
The Structural Engineer nominated by the Organisers will inspect the Complex Structure at the design stage, during the build-up and on completion.
All charges incurred for the use of this service are the responsibility of the exhibitor and the cost for this is £330 per stand.
Preferred list of suppliers of Space Contractors. http://www.eventshaper.uk/preferred-suppliers/
Construction Phase Plan
Under UK law, you are required to undertake a Risk Assessment. However, we will not request to see this unless you notify us of a specific risk within your Construction Phase Plan or Stand Information Form.
All exhibitors who are constructing their stand or arranging for someone else to construct on their behalf should ensure that a Construction Phase Plan has been carried out. Your Construction Phase Plan will serve as a useful tool to ensure you and anyone around you is safer.
www.cdm4events.org.uk is a good website explaining what is and isn’t required and by whom. They also have some good online templates that will assist you in providing the correct information.
All stand structures must be designed with the method of working and the environment and timeframe that it needs to be built in mind.
The following basic considerations must be addressed:
- The sequence of construction and destruction as well as the sequence for the removal of any temporary parts
- The design should consider the safest means of connecting components and, where appropriate, indicate the necessary provision of access equipment and the safe system of work to reduce the time spent working at height
- The method of construction / destruction and use of appropriate and safe working practices
- Stability at all stages of construction and destruction
- Identifying the point at which the structure can support itself
- Identifying the permanent elements that ensure stability
- Calculations indicating the relevant forces and load capability of the structure
- The floor loading capacity of the venue
- A thorough check of orientation, columns, obstacles, ducts etc.
The design should take account of the safe handling, lifting, storage, stacking and transportation of the components relevant to their size, shape and weight:
- Weights of components should be clearly marked and where necessary, lifting points indicated
- Components should be stacked and delivered so that they can be removed in the desired order
- Deliveries must consider the floor loading in the area of erection or unloading
- As much of the construction as possible should be completed at floor level. This should include decking and the erection of handrails to ensure a safe place of work on the upper level, once lifted, to avoid the provision of additional safety measures such as temporary edge protection and fall restraint or arrest systems
- Welding and cutting (fabricating) is not allowed within the venue without the prior written consent of the venue
- Plant and equipment must only be operated by a competent person and copies of their licences or certificates must be available for inspection at any time
- Cranes are allowed but the positioning of the vehicle must be arranged through the official contractor to ensure that the weight loading is effectively distributed on the floor. Lifting the main deck using several forklift trucks is acceptable provided a Method Statement and Risk Assessment for such an activity has been undertaken and submitted
It must be completely self-supporting and stable. No stand should be supported by direct suspension from the roof of the exhibition halls, nor may any fixing be made to the structure of the building. Nothing may be drilled, attached or bolted to the hall floor.
Please ensure you consider ALL visitors when designing the stand. Click here guidance about making your stand accessible.
The Organisers may, at the expense of the exhibitor, remove or alter anything in, on or forming part of any stand if, in their opinion, it is desirable to do so in the interest of the exhibition.
Drawings must clearly identify the sequence of construction, e.g. construction of frame; insertion of legs; fixing of bracing; and destruction.
Doors 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.
The minimum effective clear width of a door should be 800mm
Doors must be recessed where they open on to public circulation areas, i.e. they must not open directly on to a gangway.
Emergency exit doors must open outwards in the direction of escape. Sliding doors are not acceptable as emergency exit doors.
Please refer to eGuide for full regulations.
Double Deck or Multi Storey Structures
These are NOT permitted at PLASA Show 2018.
Draping Stand Construction
Stands should not use drapes alone as a wall. Precautions must be taken to ensure that persons pushed against the draping cannot fall through the drapes onto the stand. Suggested Precautions:
- Hang drapes against a solid wall that stands at least 1.1m high
- If building with Trilite, ensure extra cross bar bracing is installed as a barrier
- As an added precaution, ensure drapes are the correct size. There should be no excess draping on the hall floor. The drapes should be tucked in and secured to the hall floor, to ensure persons cannot kick up the drapes as they walk by
- Drapes, curtains, hangings etc. must be inherently or durably flame-proofed. 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 must hang 75mm clear of the floor, be parted in the centre and not conceal any exit signs#
All work on stands must be ordered through the official contractor.
All electrical installations must comply with the Electrical Regulations.
Electric Suppliers & Installations
Any requirement for three-phase supplies will be assessed by the Electrical Contractor.
24-hour supplies and non-standard voltages can also be provided. Please ensure you contact the Electrical Contractor as soon as possible for a quote.
Power will be switched off at source 30 minutes after the show closes each evening.
Please contact the Electrical Contractor if you require power outside of standard hours, or if you need your power by a certain time during the build-up / breakdown phase.
Employment of Labour and Contractors
There are some services which the Organisers are bound within the terms of the tenancy to use. There are additional services where in the best interests of the show the Organisers have appointed Official Contractors. Grouped together these are: Electrical Mains, Catering, Rigging, Water & Waste, Gas, Lifting, Security (not individual stand security).
Where no sole appointment has been made it is recommended that as far as possible, exhibitors should make use of the contractors named in the manual who will be available on-site.
It is the responsibility of the exhibitor to ensure the competency of the contractor and his/her suitability for the work you are specifying in the exhibition.
NOTE: The Organisers reserve the right to stop work being carried out by any person where the work is, in the reasonable opinion of the Organisers, being carried out in breach of these regulations and the Organisers may require such person to stop work immediately and may direct such person to leave the exhibition.
Escape Routes, Inner/Trapped Rooms & Travel Distance
The maximum travel distance from any part of a stand to a gangway shall not exceed 50m.
- Where there is only 1 means of escape from the stand, this must be reduced to 20metres
- Travel distance must also be reduced by 25% where alcohol is being served e.g 37.5m/15m
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.
Occupied inner rooms on stands can have a single emergency exit for up to 60 people (30 where the occupants require assistance escaping) 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, 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.
Stands under 100m² must have a minimum exit width of 1m wide and for stands over 100m² must have exit widths of 2m wide.
Please refer to eGuide for full regulations.
Exits & Entrances From Stands
Entrances / exits must be a minimum of 2.1m high, and emergency exits must be at least 1m wide (<100m²) and 2m wide (>100m²) wide:
- Exits with doors opening directly onto a gangway must either open inwards or be recessed into the stand
- There should be a distance of no more than 50m to the nearest exit from any point on the stand. Reduced to 37.5m if alcohol is served and 20m with single points of exit, reduced to 15m if alcohol is served
- No floor shall be constructed having a slope in excess of 1 in 12
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.
Adequately maintained general and safety lighting, with maintained illuminated exit notices shall be provided to any enclosed area on a stand.
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.
Exit signs must be:
- A minimum height of 200mm and a minimum width of 400mm
- On a 24-hour electrical supply and illuminated at all times
- Positioned so they are conspicuous
Doors and gates forming part of an escape route shall be provided with a vision panel of clear glazing at sight level and must be hung to open in the direction of escape, clear of any steps, landings or gangways.
- 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
- The permitted loading on the Lorryway, Ramps and Exhibition Hall Floors is that of a fully loaded 40 tonne heavy goods vehicle or up to 18kN/M2
- Any cranage requirements MUST be booked through the official lifting contractor
- Any loading configurations in the Halls or other parts of the Building or site require the specific approval of the Organisers. In addition, if any exhibit exceeds a 1 tonne point load, should notify the Operations Team using the Stand Information Form
The maximum weight loading of a duct cover is 5 tonnes
Any costs, through specialists engaged by the Organisers, associated with investigating the viability of potential weight loadings in the Halls or other parts of the building or site will be the sole responsibility of the Exhibitor.
No fixings whatsoever may be made to the Hall Floors.
Space only stands are required to provide their own carpet and ensure that the carpet is removed and disposed of at the end of the event.
Space only stands can be carpeted in Light Grey carpet by the organiser free of charge however this must be ordered prior to build up. This can be arranged by contacting Freeman.
Please request advice from our Site Managers when looking at the most suitable location for you to work from.
Items may need to be moved if they are left in gangways for any significant time or if access is then required.
Height limits for Space Only stands are dependent on the location of your stand.
- Stands on the Ground Floor in the Gallery Well have a height limit of 7m from the exhibition floor.
- Stands under the Gallery have a height limit of 4m from the exhibition floor.
- Stands on the Gallery have a height limit of 3.7m from the exhibition floor.
- Please note some stands may have further restrictions due to the structure of the building.
Complex regulations apply to all build above 4m in height. You must ensure you can safely construct and dismantle the proposed stand build within the tenancy timetable.
In addition PLASA Events Ltd reserves, the right during the floorplan planning process, to further restrict the height limit of stand structures to assist with the overall aesthetic look of the show.
To verify the limits for your stand please contact firstname.lastname@example.org.
Please note: Stands over 4m in height are classed as COMPLEX and will require checks prior to the event by the Organisers Structural Engineer. This will incur an additional charge of £330 and will be invoiced to you prior to the event.
Hot Works Permit
Hot works are NOT Permitted.
All materials used in the construction of stands, features and displays, including signs and fascias, must 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 non-combustible, inherently non-flammable or durably flameproof in accordance with BS476-Part 7
- Water-based, where applicable, e.g. adhesives and paint and 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.
Please refer to the eGuide for more information.
Personal Protective Equipment
You are reminded that this is the last form of control measure and not the first. Therefore, please ensure you have limited your risks as much as possible before considering your PPE requirements.
As a minimum, the Organiser requires anyone in the loading/unloading areas to wear high visibility clothing of some form. This is to ensure pedestrians are as visible as possible in an area where there is vehicle movement.
Some areas of the hall where overhead working is taking place may be designated as hard hat areas for a certain period of time, but these will generally be cordoned off in some way.
We would advise that your staff have sufficient footwear as a minimum and if they are loading or unloading then also a high vis. Once you have considered the environment, you are then required to decide what levels you will require on your stand.
When designing your stand you should consider whether a platform to the stand is absolutely necessary. If so, please consider the needs of people with disabilities:
- A platform to the overall area of your stand should not exceed 170mm in height (one step) and must have a ramp incorporated into the design to accommodate wheelchair users
- 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
- Platforms must be of a strength and stability sufficient to carry and distribute the weight of the stand fitting, stand personnel, visitors and exhibits having regard to the loading limits of the floors
- Platform corners must be splayed, rounded or angled to prevent sharp corners and tripping hazards
- Where there is a platform within your stand area or there is a stage, this will be deemed a complex structure where it’s height exceeds 600mm, and full structural calculations and/ or drawings should be submitted for inspection. This also applies to all platforms and stages used by visitors
Any stage should have protection, such as handrails and balustrades, on all sides that are not the performance edge. Any individual platform (not including a platform to the overall area of the stand) should have balustrades and/ or handrails on all four sides. Platforms >170mm must have balustrades.
Please contact Rob at Outback as soon as possible regarding any rigging requirements.
T: +44 (0) 2089 930 066
All exhibitors are reminded that anything over 500kg per point including the hoist weight will require a load cell installed alongside the point. The cost per Load cell is £150.00+VAT per point, which will include all cabling, management and labour during tenancy.
Exhibitors are also reminded that all steel structures including lighting truss must be earth bonded and drape should be to 3m above the floor level.
Please ensure that all personnel on-site have been given a full briefing of the Site Rules.
The name and stand number of the company exhibiting must be prominently displayed, ensuring visibility on each side of the stand.
Method Statements and Risk Assessments must be provided and followed. All persons involved with the work shall be competent to undertake the work, and have read and understood the Method Statement and Risk Assessments and erection sequence(s).
- Competent supervision is required, and supervisors must be trained and understand the work they are to supervise. They must be able to read and understand the drawings and Method Statements, and ensure that they are appropriate for the structure and location. Where the methods are changed, the designer shall authorise the change, in writing, prior to the documentation being changed and these must be re-submitted to the Organiser for approval and to the venue.
- Competent supervision is also required during the destruction phase
The Method Statement for a stand should include:
- Construction and destruction sequences, noting the starting point
- Methods to ensure stability, including the use of temporary components
- The detailed construction scheme that identifies the lifting, alignment and connection requirements
- The preferred system to prevent falls from height, the safe means of access and any special platforms or equipment
- The provision of suitable plant and equipment with which to construct the structure safely
- Exhibitors are responsible for ensuring that their stand contractor employs safe working practices, and are aware of their responsibilities under the Health & Safety at Work Act.
Please also refer to the guidance on Work Equipment, Processes & Tools