Stand Design & Layout Requirements
Ceilings:
- Ceilings, except those above the topmost storey of stands, must be of solid construction
- All closed rooms with ceilings must include suitable emergency lighting
- Fabric ceilings must be water permeable
- Smoke detections should be considered
Columns:
- Where columns fall wholly or partially within the area of allocated space, they should be encased by the exhibitor on all four sides to a minimum height of 2.5 m and a maximum height of 6m
- The casing must be self-supporting and may not be fastened to the column
Demonstrations:
- Exhibitors must advise the Organisers of any demonstrations they are carrying out on their stand via submission of the Health & Safety Declaration and ensure that demonstrations do not constitute a fire or safety hazard
- A Risk Assessment must be carried out for all demonstrations. Click here for guidance and here for the template
- Control measures must be put in place to ensure that a) demonstrations do not present a fire or safety hazard, b) they are arranged so as not to cause a nuisance, c) the activity is contained within the stand space and does not protrude into the gangways and d) space for an audience is allowed within the stand area - viewing from the gangways is not permitted
- All working machinery must have appropriate guarding, controls must be out of the public reach and the machinery may only be used by trained operatives. A sign must be prominently displayed to avoid people becoming accidentally injured. Working machinery should only be demonstrated to interested parties where necessary and not used as an attraction to the stand. Moving parts of machinery and other working equipment must be efficiently guarded to protect both the public and the operator. All running machinery and other working equipment must be setback from the stand edge, so as not to cause a hazard to staff and to accommodate visitors. Please refer to the ESSA e-Guide for regulations relating to demonstrations and working machinery. Download the e-guide here
- Use of tensator barriers or other approved barriers may be required to create a suitable queuing area
Doors and vision panels:
- The required minimum effective clear width of a door is 800mm. Doors must be fitted with a vision panel with a zone of visibility spanning from 500mm to 1500mm above the floor
- The exception to this is to small storerooms where a small panel may suffice
- Doors must be recessed where they open to the public circulation areas – i.e. they must not open directly onto a gangway
- Please ensure all door handles are located within the boundaries of the stand and not directly on the stand edge and in public aisles
- Vision panels must not be covered by any means including frosting, graphics, blinds or removable elements
Equality / Disability considerations:
- The Equality Act aims to ensure that everyone is treated equally and to the same standards and levels of service as each other, regardless of their ability / disability. You have an obligation to consider this act and the former Disability Discrimination Act when designing your stand.
- Refer to the disability section of the ESSA e-guide. Download the e-guide here
For further information and advice, please contact andreahurst@fluid-events.co.uk
Escape routes:
- Alternative means of 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
- The minimum permitted gangway width is 2m, except within stands of less than 100m2 where gangways must be no less than 1m wide
- 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 shall not exceed 50m. Where there is only 1 means of escape from the stand, this must be reduced to 20m In either case, the maximum travel distance should be reduced by 25% where alcohol is being served
Exit signs:
- Exit signs must be a minimum height of 200mm and a minimum width of 400mm
- They must be on a 24hr electrical supply and illuminated at all times
- They must be positioned so they are conspicuous
- Alternative means of escape and adequately maintained general and safety lighting, with maintained illuminated exit notices shall be provided for any enclosed area on a stand
Floor coverings / carpet:
- All space only exhibitors must provide a suitable floor covering to their stand space; the use of the uncovered venue floor is not deemed suitable
- All floor coverings must be adequately secured using approved tapes that are removed by the contractor during breakdown
- All floor coverings must be maintained so that they do not cause a hazard
Floor loadings:
- The NEC floor can usually withstand a loading of 20 tonnes per square metre (2 tonnes per square foot). Base plates should be designed to limit the compressive stress on the floor of the Building to 200KN per sq m unless the total load on a base plate is 50KN or less, in which case a minimum 300mm square plate must be used
Gangway obstruction:
- No part of any stand or exhibit, including fascia, signs, lighting, corner posts, etc. shall project into or over the gangway or obscure any fire or exit signs and the Organisers reserve the right to remove any such item
Height limits and partition walls:
- Free standing and solid partition walls must be constructed between your own & adjoining stands – you cannot utilise the backs of neighbouring space only or shell scheme stands. Walls are also required to the rear of perimeter sites as venue walls may not be utilised
- Walls must be constructed to a minimum height of 2.5m and a maximum of 6m and run for the full length of the closed side
- Where partitioning walls are constructed over 2.5 m 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 plain neutral colour such as white. Logos and branding are NOT permitted on the rear of partition walls
Please note that receiving plans from neighbouring stands does not mean they have been checked for compatibility.
Linking stands / bridging structures:
In certain cases, exhibitors with stands either side of a gangway may be given permission to link their stands by bridging across the gangway. This will be dependent upon the location of the stands within the hall and prior written authorisation from the Organisers will be required in advance. In all cases where permission is given, the regulations below must be adhered to. These regulations have been devised to prevent the building of large solid structures across the gangways which restrict the sightlines down the hall and restrict views of neighbouring stands. Regulations:
- Stands may be linked by high level construction only - not by platform floors across the gangway.
- All linking structures must be a minimum height of 3m from the hall floor and a maximum of 6m (with structures over 4m being subject to complex structure requirements)
- All link supports must be set back from ALL gangways by a minimum of 1m – download the bridging specification here
- Exhibitors may be permitted to lay their own carpet across the gangway between their stands but they will not be permitted to platform across the gangway. Requests should be sent to andreahurst@fluid-events.co.uk. The gangway must remain clearly defined as a gangway by such means as a contrasting floor colour or with aisle markers. All gangways between blocks must also be kept clear of all exhibits, furniture, stand dressing etc. at all times
- Each stand will require its own electrical mains connection as the bridging of mains is NOT permitted. This also applies to any plumbing and drainage supplies required
Numbering of stands:
- All space only exhibitors should display their company name and stand number prominently on their stand so that they can be viewed from each approaching gangway. This will assist visitors in locating their position within the hall and finding the stands they wish to visit.
Open fronts / walling on open sides:
- Long, solid runs of walling walls along gangway edges are NOT permitted - at least one third of each open side MUST be left “open” and runs of walling in excess of 5m are not usually permitted. “Open” is defined as suitable space for public access onto the stand or large unobstructed vision panels into the stand
- For large stands runs in excess of 5m may be considered provided one third of each stand side is kept open and the gangway side of the wall is fully dressed with graphics, picture or prints. Email requests to andreahurst@fluid-events.co.uk with a draft copy of your plan
Platforms and stages:
- The use of platforms should be avoided wherever possible, in order to provide level access to exhibits and services for everyone
- Where the use of platforms is unavoidable, they should not exceed 170mm in height (one step) and ramped access should be provided for people with disabilities
- 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
- Where a bevel edge is applied to the perimeter of a platform, it must be conspicuous
- Platforms and stages over 0.6m in height and all platforms and stages for public use are deemed to be complex structures
- A barrier should be provided on all except the performance edge of all stages and platforms over 170mm, at a minimum height of 1100mm
- It is good practice for all stages to have at least 2 means of access / egress
Ramped and stepped access / handrails:
Ramped access:
- Where approaches exist of 1:20 or steeper, a ramp should be provided
- A ramp must be either readily apparent or the approach to it clearly sign-posted
The gradient of a ramp flight and its going between landings should be in accordance with the following table:
Going of a ramp* |
Maximum gradient |
Maximum rise |
10m |
1:20 |
500mm |
5m |
1:15 |
333mm |
2m |
1:12 |
166mm |
*For goings between the above lengths, the gradient will be adjusted accordingly
- Ramps must not be greater than 10m, or have a rise of more than 500mm
- Ramps shall have a minimum, unobstructed width of 1.5m
- The ramp surface must be slip resistant, especially when wet and of a colour that contrasts with that of the landings
- A landing at least 1.2m long and clear of any door swings or other obstructions must be provided at the foot and head of the ramp
- Immediate landings must be at least 1.5m long and clear of any door swings or other obstructions
- Immediate landings at least 1800mm wide and 1800mm long must be provided as passing places when it is not possible for a wheelchair user to see from one end of the ramp to the other, of if the ramp has three flights or more
- Handrails must be provided on both sides of the ramp which has a gradient steeper than 1:20. Where it is impractical to comply with this legal obligation, a risk assessment must be provided and approved by the Organiser
- Where the change in level is greater than 300mm, a ramp should be provided instead of a single step
- Where the change in level is 300mm or more, 2 or more clearly signposted steps should be provided in addition to the ramp
- All landings should be level, subject to a maximum gradient of 1:60 along their length
- A kerb at least 100mm high, which contrasts visually with the ramp or landing, must be provided on the open side of any ramp or landing, in addition to any guarding required
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
- Flights shall have a minimum, unobstructed width of 1.1m
- Doors shall not swing across landings
- Flights between landings shall 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
- The edge of each step must be made apparent by means of a permanent contrasting material 55mm wide on both the tread and the riser
- The projections 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
- A single staircase shall not exceed 1.8m in width before a central handrail is introduced, although each channel shall have a minimum width of 1m
- Spiral staircase 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
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, they 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 (open risers not permitted)
- 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
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 comply with eGuide regulations and be capable of resisting forces set out in BS 6399 - see the eGuide for a pictorial reference
Balustrades (provide guarding to landings, balconies and platforms):
- Balustrades 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
Handrails (provide guarding to all exposed edges of steps / stairs and ramps):
- Handrails must be between a height of 900mm - 1000mm above the pitch line
- Handrails must be continuous across the flight and are required on both sides of a staircase and centrally if >1.8m in width
- All Handrails must be non-climbable i.e. with solid infills or vertical guard rails a maximum of 100mm apart
- Handrails should extend at least 300mm beyond the top and bottom riser to prevent clothing being caught and contrast visually with the background against which they are seen
- Surfaces must be slip resistant and terminate in a way that reduces the risk of clothing being caught. The profile should be either circular, with a diameter of between 40mm and 45mm, or oval, preferably with a width of 50mm
- The clearance between a cranked support and the underside of the handrail shall be at least 50mm
Rigging:
Truss and hung structures are acceptable on the grounds below:
- Standalone banners which are not integrated into the overall stand design may not be suspended above stands without prior arrangement with Future Publishing and are deemed a sponsorship opportunity with sponsorship fee
- Canopies / suspended build and lighting rigs are permitted if they are an integral part of the overall stand design. Full details must be shown on the submitted drawings
- Floor to ceiling rigging is not permitted
- Lighting rigs and suspended truss for the purpose of lighting shall be suspended at a height of 6-8m from the hall floor
- Any rigged stand-fitting items will be suspended at a height no greater than 6m from the hall floor
Special effects:
If you intend to demonstrate any special effects, including lasers, smoke machines, strobe lighting, real flames, ultraviolet lights, high power scenic projectors, dry ice machines, firearms and pyrotechnics (including fire work displays you are required to inform the Organisers at least 35 days before the event via the Health & Safety Declaration.
The relevant requirements and regulations will be advised to you and you will be required to submit the following as a minimum:
- A schedule of when the equipment is to be used
- The length of time the effects are likely to remain at the event
- A risk assessment and method statement covering the effects
- Certificates of competency of operators and installers
- Certificates of serviceability of equipment
- A COSHH assessment and safety data sheets for any chemicals used to produce the effects
- You are also required to display warning signs according to the type of effects to be used which must be placed in a position visible to visitors
For further information, contact andreahurst@fluid-events.co.uk