Booth Layout/Display Guidelines for Expo Middle East

Raw/space only or special design exhibitors of any size, and exhibits displaying inflatables, MUST submit:

• Detailed booth layout floor plan including stand elevation, electrical fittings, colors.
• Materials and audio visual equipment to be used with dimensions in scale (not less than 1:100).
• Front and side view drawing(s) with booth height.
• 3D Perspective drawings.
• Elevation views showing clearly all dimensions, graphics, etc.
• Structural calculations / drawings proving structural stability, weight loadings, colors and details of the materials to be used for booth etc.
• Fire precaution and protection.
• Fire-retardant materials must be clearly noted in your booth layout

Please note that raw/space only exhibitors must provide a wall between their booth and any neighboring exhibitors that must be a minimum of 2.5m in height. 3m deep booths maximum height for walls and display components is 2.5m.

Booth design drawings must be submitted online to IAAPA Show Management by TBA. Once approved by IAAPA, the drawing will be sent to Pico/ SNIEC for their review and approval. Any exhibitor attempting to build an exhibit without IAAPA or the building approval will not be permitted to set-up or will be forced to close their space until the design has been approved. In addition, late form submissions are subject to a fine and/or loss of seniority as outlined here.

Please note that only stands which are classed as ‘Complex Structures’ will be reviewed and assessed by the ADNEC Structural Engineer prior to the commencement of the tenancy. There is currently no requirement to submit plans and designs for stands, booths or features that will be in use during an event if they do not fall within the ‘Complex Structure’ definition. 

Complex Structures are purpose-built stands, structures, booths or features which are over 4 meters in height; double-decker in design; have a platform of 600mm or more or which have a complex design which is deemed to be ‘non-standard’ with a complicated construction process. 

• Definition of a Complex Structure: 

• Double Decker stands
• Any part of a stand or exhibit which exceeds more than four meters in height
• Certain suspended items, e.g., lighting rigs or signs over 400 kg
• Sound/Lighting towers
• Temporary tiered seating i.e. Grandstands
• Platforms and stages over 0.6m in height and all platforms and stages for public use

The building height in the exhibit halls is 6m for a normal booth, and the maximum height for a double-story booth is 8m. However, exhibit fixtures, components, and attached identification signs are permitted to a maximum height of 6m for raw space booths greater than 3m deep. Shell scheme booths and raw space booths 3m deep are limited to 2.5m height. Double-sided signs, logos, and graphics higher than 2.5m from the ground must be set back 3m from adjacent booths or be covered/finished on the side facing the adjacent booth.

Exhibitors may request a variance to the height rule that are bringing product for product that extends beyond the height limit from the floor if neighboring site lines aren’t blocked. Variances are reviewed and approved on a case-by-case basis. Please upload proposed layout online to IAAPA Show Management by TBA.

Hanging Signs are permitted in booths that are 6mx6m and larger. All signage must be contained within the contracted booth space. Double-sided signage must be set back at least 3m from adjacent booths. 

Rigging

All rigging at the venue, will be undertaken solely by ADNEC Services. Rigging of banners, etc. above individual stands or rigging of stand structures from the hall roof will only be permitted at ADNEC’s discretion.

• Licensees must, therefore, advise ADNEC Services of their rigging policy (i.e., whether rigging is permitted above individual stands or limited to certain areas) and include such advice in their exhibitor manual.
• Rigging will be subject to sufficient time and access being available to carry out such operations safely and must be carried out within the license period, unless otherwise agreed by ADNEC.
• Floor to ceiling rigging is not permitted.
• Rigging orders should be placed with the service provider no later than 20 working days prior to the start of the license period (late orders will be subject to a surcharge). The following details should be provided with the order:
  • A fully dimensioned, to-scale drawing indicating the orientation of the stand in relation to the building.
  • Description and number of items to be rigged.
  • Load on each suspension point.
  • Preferred suspension height from the floor and hook height (taking into account any bridling which may be required).

  • Dates and times of lifting and lowering operations.

     

All rigging shall comply with ADNEC’s Rigging Code of Practice.

• If lighting trusses, specially designed flown items, or any items weighing over 250kg are to be suspended, due to venue weight restrictions, drawings and load information must be supplied to ADNEC no later than 35 days prior to the license period. All submissions past this date will be subject to delivery and surcharges.
• Timber structures must be appropriately bolted and braced. Timber cladding attached to trusses must be fixed using a clamp or hanging bracket which supports the underside of the structure. Free climbing of flown equipment is prohibited. Equipment to be accessed at height must have a suitable safety system, providing a constant means of attachment. A plan for the rescue of people working at height must be in place, in the event of any emergency.
• Fascia’s - Where fascia are suspended, each individual section of fascia must be supported. Facias of five meters and over in length must be supported at three points on each section from securely attached brackets. The weight of the fascia must be supported from the underside.
• Banners and signs - Banners and signs should be delivered to the rigging service provider no later than ten days prior to the start of the license period and must be delivered in a complete identifiable state, fit for suspension. The suppliers of the signage are responsible for its integrity and that of its suspension points.
• Metal or timber-framed signs may only be rigged if fitted with fully captive lifting points bolted through the full depth of the sign, the capacity of which must be sufficient to support the load completely on any individual point. Screw-in eyes are not acceptable for this purpose and ADNEC reserves the right to refuse to allow the suspension of any signs where the suspension lifting points are inadequate.
• Due to their flimsy nature, paper signs may only be suspended if constructed from ‘Tyvec’, or a similar material approved by ADNEC.
• Flown banners should have a 100mm sleeve at the top pocket to carry a 50mm diameter aluminum scaffold tube to be passed through or a suitable width for provided poles. Any weight at the bottom of the banner must be captive. All pockets and captivities to be a vinyl weld construct. Glued and or taped pockets are not permitted.
• ADNEC undertakes to ensure that the suspension of signs is carried out in a safe manner and reserves the right to alter suspension fittings whenever considered necessary. Any additional cost incurred in such actions will be payable by the licensee.
• For health and safety reasons, banners will only be de-rigged at the end of the license period. They must be collected immediately; otherwise, they may be disposed of.
• Hoist and fix - Contractors undertaking hoist and fix operations must submit suitable risk assessments, method statements and confirmation of compliance with LOLER and PUWER. For further advice, please contact the IAAPA Show Management.
• Rigging is not permitted in the Atrium, Concourse, Capital Suites, Conference Rooms or Hall Main Entrances.

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All display components must be contained within the contracted space. Nothing can extend into the aisle from the ground or hanging into aisle. This includes the distribution of materials. Exhibit staff should remain within your booth space. Please be sure your staff remain within the booth while handing out materials.

Exhibitors whose product produces fumes, gases or waste such as fog, confetti or bubbles, (but not limited to these examples,) must keep these emissions and products contained within their booth. This means that all emissions need to be vented, trapped or collected so as not to impact on any neighboring booths. Non-compliance will lead to your product being turned off and/or having your booth closed. IAAPA reserves the right in its sole judgment to prohibit or close any display or activity because of noise, odors, or other disturbing features, or which may be offensive to other exhibitors or attendees.

All booths, including inflatables, may only utilize 75% of contracted space leaving 25% of the footprint of their booth space free and clear and most of this open space should be open on the side of the closest or adjoining exhibitors. Please be sure there is adequate space for your staff and customers to stand within your booth so the aisles remain clear.

All blowers used at any time must be clearly labeled as UL or ETL approved or carry a comparable acceptable designation. All blowers must have a built-in thermal overload protection. (IAAPA will have final decision rights on acceptance of comparable designations).

• All blowers are to be checked periodically throughout the day by the exhibitor.
• As per most manufacturer handbooks, blowers need to be plugged in to a GFCI outlet.
• IAAPA’s trade show safety inspectors will be inspecting blowers daily to make sure there is adequate ventilation area around the blowers. All blowers must be kept free and clear of displays, boxes and anything that could restrict or impede the flow of air to the blower. No flammable material is to be under or next to a blower.
• Any box or device used to dampen the sound of the blower must have been designed and manufactured for this purpose and have adequate space and ventilation for the blower and must be free of anything else inside the case. No extension cords can be stored in the box. IAAPA safety inspectors have the right to reject any of these boxes or devices.

All booths must have carpet or some form of floor covering over their booth space with no exposed flooring. Carpet is included with Shell Scheme booths.

For accessible and safety reasons, raised flooring should be avoided whenever possible. Please review the Raised Floor Requirements here.