Expo Europe Space Only Stands Regulations

Space Only Stands

If you have booked a 'Space Only' stand this means you will be allocated an empty space on the show floor and you are responsible for providing everything else.

Please refer to your Exhibition Agreement for your stand details including dimensions and number of corners/walls required, etc. If you are unsure of what stand you have booked or would like to upgrade your stand please contact the sales team.

Space Only Exhibitor Responsibilities

Exhibitors are responsible for their own stand design and construction.

No stand-fitting or carpet is provided by IAAPA on space only sites.

It is your responsibility to examine the area and site allotted to you to avoid costly adjustments to stand structures. Where possible the organisers will provide on request detailed stand plots indicating the position of service ducts and pillars. Minor obstructions or height restrictions cannot always be indicated on the plans of the exhibition.

Stand-fitting regulations contained within this section must be observed when planning your stand design and layout. To achieve a smooth run up to the exhibition, all exhibitors should provide us with details of their selected contractors. This will enable us to supply them with any additional information they may require.

When you have an appointed contractor, please email: [email protected] with their contact details. We will be pleased to offer advice and guidance where required.

Stand Build Submissions

Space only stands must submit detailed stand plans must be by Friday, 28 July 2023.

Our team will be looking after the space only stand plan sign off process in its entirety for the event, including managing all queries you may have about your stand designs.

To sign off your stand design we require the following information from you or your contractor to be submitted to: [email protected]

Fully dimensional stand plans with elevations
Rigging requirements – where relevant
Structural calculations – where required
Use of lifting equipment/need for complex lifts
Risk assessment for the build and breakdown periods
Method statement including work phases and times
Your stand builders public liability insurance certificate

Only once all information is received will we review and come back to you with any questions before issuing a Permission to Build Certificate. Full stand build regulations that must be applied to your stand design are available in the exhibitor manual. Where possible please submit all the information for a stand on a single email.

Stand Build Regulations

Below you will find stand build regulations which must be applied to your space only stand design.

We have highlighted various general regulations which you may find helpful when designing your stand, however, please note that this is not a definitive list of regulations. It is the responsibility of the exhibitor and their contractor to ensure their stand design complies with all applicable stand build regulations detailed in the venue technical regulations.

Failure to comply with the regulations laid out below may lead to your permission to build being revoked and changes to the stand build being undertaken onsite or complete removal of the stand.

The venue technical regulations can be downloaded here.

Accessibility

It is the exhibitor’s responsibility to remove all barriers to service and make their stand accessible to wheelchair users. Where exhibitors have a platform on a stand a reasonable adjustment is to incorporate a ramp into the platform within the stand area. Whatever the content of the stand it needs to be accessible to all. Please note the following when designing your stand:

Stands that are 20sqm or over with platforms that exceed 5cm should incorporate a ramp into their stand design. The access ramp must not exceed the limits of the stand area.
Stands less than 20sqm with a platform that exceeds 5cm should also provide access to the stand via a ramp, however it is permitted for these stands to use a portable ramp if there is not sufficient space to incorporate within the limits of the stand area.
In accordance with DB-SUA 1, the ramps will have a maximum slope of 10% when their length is less than 3m, 8% when their length is less than 6m and 6% in all other cases.
If a stand is a double-decker, then it is probably not practical to offer lifts. Therefore, please ensure that any services can be brought downstairs for those that need it.
Serving counters should have a low access point no higher than 760mm or a lap tray should be provided for the convenience of disabled people.

Build Height Limits

In certain parts of the venue and for certain stands at the event there are additional build height restrictions.

It is the exhibitor's responsibility to check if their stand is affected. Please contact: OperationsEMEA @IAAPA.org for a detailed stand plot of your location.

The maximum overall height of stand-fitting for single storey stands including cladding of columns is 4m from the floor level. Requests to exceed this height will only be considered if they are submitted to us in writing and accompanied by full technical drawings and structural calculations.

Any construction over 4m is classified as a complex stand and charges may be made for structural approval. The maximum build height is still 6m from the venue floor. However, there are some stands where the maximum build height will be lower due to building restrictions or IAAPA regulations.

Please be aware that we have a limited build-up and breakdown tenancy, all space only stands must be dismantled and removed within the published hours. Only submit plans for stands that are over 4m with a thorough method statement if you believe this can be achieved in the time frame available.

Please be aware that stands of 3m wide or less are only permitted to build to 2.5m high as a courtesy to surrounding exhibitors.

Ceilings on Stands

Good ventilation is important and therefore we still recommend that you consider not having any solid ceilings on your stand.

Exhibitors may cover their stands with a ceiling but they must be compliant with the latest technical standards, and at least comply with the EN 13501/1 classifications B-s1d0 and C-s1d0 (hardly flammable, produce little smoke and do not drip-melt), or must be impregnated to ensure they do not burn easily.

Enclosed ceilings covering more than 50m² of floor space and a maximum side length of 6m require the installation of smoke warning systems that use sound and light alarms. In addition, when these structures are not occupied, the organiser shall be responsible for guaranteeing the deployment of one fire warden per hall.

Enclosed ceilings of over 150m² or a side length of over 6m must also be protected by the installation of sprinklers.

The installation and commissioning of these fire safety measures may only be conducted by an authorised contractual partner – at the expense of the customer funding the structure.

Regardless of the size of the ceiling space, temporary structures with enclosed ceiling spaces require suitable fire safety precautions (smoke alarms, sprinklers, fire wardens), wherever the side walls are mostly closed.

Chipboard

Please note that chipboard, particleboard and low-density fibreboard (LDF) is not suitable for construction and in particular of weight bearing structures. The H&S Manager and Structural Engineer will identify stands which do not comply during the build process and all necessary remedial work must be completed before the stand will be permitted to open. Where chipboard is in use a solid wooden frame will be required.

Complex Structures

A complex structure is any form of construction of any height, which would normally be designed by an engineer and/or has, through a risk assessment, been found to provide significant risk. The following are classed as complex structures:

All overhead structures (including gateway arches), and all structures suspended from the hall ceiling, from booth ceilings and from specially prepared suspension points (etc.), except decorative fabric items that pose no risk of injury, death or to the health of individuals, should these items ‘fall’.
Double-decker booths and publicly accessible raised-platform booths, except platforms and podiums built using permitted podium elements, and which have fall prevention barriers/railings up to a height of 0.8 m.
Expo booth structures and traverse structures built to a height of 4 m or more.
Free-standing columns and free-standing walls built to a height of 2.5 m or more.
Custom-built structures for which vital knowledge of the statics involved is required – like tensioned rope or cable constructions, cable bridges with tensioned cables etc.
Anything deemed by the organiser to be a complex structure.

If necessary, the authorities are entitled to demand more detailed inspections.

All complex structures, must submit additional documentation to OperationsEMEA @IAAPA.org along with all other stand plan submission documents and health & safety information.

Documentation

Complex structures must provide the following documentation:

Project designed, signed and endorsed by a certified technician (an authorization statement will be accepted instead of the endorsement).

The project must include:

Risk Assessment: Assessment of risks and preventative measures to consider during the construction build up and break down process.
Method Statement: A descriptive and explanatory report of compliance with the current regulations.
Structural Calculations: Structural study of stability and resistance

Technical Drawings: A floorplan and elevation drawings, including details of the handrails and stairs.
The evacuation and fire detection plan for structures with a surface larger than 100 m².

Late submission of complex stand details or the failure to supply sufficient detail, including structural calculations will result in permission to build not being granted.

Compressed Gas

Use of compressed gases such as LPG (Liquid Pretroleum Gases – propane, Butane etc.) will only be permitted where essential and by exception and these must be registered as a special risk.

If you require the use of compressed air or gasses, contact OperationsEMEA @IAAPA.org at least six weeks prior to the show.

Demonstrations

Demonstrations on stands during the event must be safe and without risks to health and safety and where necessary covered by a risk assessment.

All demonstrations and working rides must be approved by IAAPA in advance of the event.

Working rides will require a sign off by TUV prior to the open period of the event – please make sure you have completed the relevant paperwork and agreed an inspection in advance of the show.

Dividing Walls

On divided sites, you are responsible for erecting and decorating the dividing walls facing onto your stand area. These walls must be full length of the closed side and to a minimum height of 2.5m.

Walls above 2.5m must be clad and finished on both sides, with the reverse side being decorated from 2.5m upwards by the exhibitor/contractor who has erected them. Such walls overlooking adjoining stands must be finished in a neutral plain colour only with no logos or branding.

The minimum height for dividing walls is 2.5m.

Doors - Vision Panels

Where doors are present on your stand they must include a vision panel.

Doors - Other

Emergency exit doors must open outwards in the direction of escape.
Doors must be recessed where they open on to public circulation areas, e.g. they must not open directly on to a gangway.
Sliding doors are not acceptable as emergency exit doors.

Double Deck Stands

If you are planning to build a double deck stand please inform OperationsEMEA @IAAPA.org as soon as possible so the necessary information can be obtained and assistance given to ensure you can complete the project within the designated working hours.

Dust

There is zero tolerance on dust-creating activities in the halls to avoid additional hazards from coughing and reducing cleaning requirements. All dust must be extracted at source by mechanical means. MDF and chipboard must not be machined on site, as the dust produced is hazardous to health.

Early / Late Working

If you have appointed a stand contractor to build your open space stand, you must be assured that the design of the stand is such that it can be built within the specified times as stated in this manual.

Early or late working outside of the published build up and breakdown timetable will not be permitted.

Electrical Installations and Testing

Once a power connection for electrical equipment has been established by an authorized contractual partner the exhibitor is responsible for its safe technical operation and proper maintenance of the electrical power infrastructure.

Electrical power infrastructure, parts, components and systems must be constructed and operated according to the applicable respective regulations and, in particular must comply with the current relevant stipulations of the Austrian Electrical Technologies Law (ETG) O-norms and EN-norms they contain and with the Austrian Regulations for Electrical Technologies, in particular, OVE 8101 norm where this refers to live parts conducting electricity which must be protected with covers and trapdoors to prevent direct contact and electrically conductive parts of the DB board which are to be equipment with protection to prevent indirect contact.

Electric DB boards and connected subordinate systems must be installed and secured in the safest possible way to prevent unauthorized individuals from gaining access – e.g release prevention mechanisms.

If considered necessary, all electrical power circuits in a single system of machinery and devices such as on an exhibition booth must be hooked up to a single easily accessible on-site main switch. If a single circuit runs a normal current of no more than 16A it can be disconnected via a plug and socket system. For the points of connection, electrical installations can only be set up by authorized specialists – the official electrical contractor for the event.

All work on mains connections must only exclusively be conducted by authorized specialists – the official electrical contractor for the event.

All electrical installations set up for the event must be inspected in terms of operational safety prior to commissioning and first use. The inspections must include proof they have been set up correctly and proof of the safe operational condition of the electrical infrastructure (protective safety measures to prevent risks of direct contact, power surges, overloads, etc) system checks (test triggering of safety set-up) and measurement of values relevant for physical safety (preventative safety measure regarding indirect contact, insulation resistance, electrical bonding, etc)

Inspection results and the scope thereof must be documented in a written report. The findings must be stored and made available on request. Proof of inspection must be provided to the organizers and RMW before the mains power supply in made live. If the exhibitor refuses to provide such evidence the contractor may withhold the electricity supply and charges may still be incurred.

The installation of an RCCB (residual current circuit breaker) for a normal fault current of 0.03A is obligatory for the electrical infrastructure.

Electrical Bonding

All metal structures that could conduct high enough voltages to pose physical danger on contact, should be there a fault, must be electrically bonded together. This also applies to electrically conductive decorative items upon which electrically powered devices are situated. The joint electrical bonding earthing conductor must be hooked up to the protective earth conductor of the mains connection in use.

Cables, Leads and Conduits

Cables, leads and power conduits that have to be installed on the floor in areas accessible by visitors must be clad in such a way as to prevent the risk of tripping and mechanical damage. Highly visible signage must also be installed to clearly warn of the risks.

The strain on cables, leads and power conduits that traverse access route gangways overhead must be supported by wire rope at a minimum of 5m high above areas accessible to motorized vehicles and 3m high in other areas.

Cables, leads and power conduits and the wire ropes that support them, if running vertically upwards must be firmed secured with rope and suitably protected from being damaged by bending over sharp edges, such as by placing rubber mats between the conduit and the edge.

Open screw terminals are not permitted. All wiring junction terminals must be completely sealed on all sides.

In addition, adherence to the technical stipulations of the OVE R12-2 guidelines on fire safety is also obligatory.

Safety Lighting

If an exhibitor requires the existing lighting in the hall to be switched off, or if the stand build negates the effect of the existing general safety lighting , the exhibitor will be obliged to accept responsibility at their own expenses for the installation of additional safety lighting buffered by accumulators or UPS (uninterrupted power supply) and that can be run continuously or when required.

The system must be accompanied by pictograms and installed above exits, emergency exits, in the main crowd flow access routes, escape routes and direction changes until the door to the outside is reached. Additionally, sufficiently powerful (min 1.5 lux/m) ‘anti-panic’ lighting that can provide light for at least an hour must also be provided.

Proof must be given that the ‘good’ working order of additional safety lighting is checked and verified by a delegated person at a stipulated time (e.g every day prior to event open)

Electrical Equipment

All electrically powered devices and items such as spotlights, projectors, effect devices, lighting, sound and video equipment must be immovably and in a non-combustible manner attached to the structures bearing them (e.g screwed in)

All lights and lamp suspension systems must be checked to ensure lights or lighting elements cannot become loose or fall out and must be sturdy enough to bear five times the weight of the lamp (at least 10kg) without moving out of their original position.

Even if they are not located at a great height all electrical devices weighing over 5kg suspended from the ceiling must be borne by two non-combustible carrier systems that are completely independent of one another. Each system must be capable of bearing the weight of the device alone. If one of the load-bearing systems should break this must not cause any significant change in the position of the device.

Low level lighting elements along the aisles are forbidden unless the lighting used can be proven not to cause a risk of any injury or damage.

All suspended electrically powered devices, decorations and glass objects must be secured firmly, as must filament and fluorescent lights suspended above 4m from ground level.

The lowest part of electrical devices above aisles must be higher than 2.1m from ground level. Wall mounted light can be installed at lower levels but must not protrude onto an aisle.

Electrical devices that produce heat must be mounted so as to ensure they cannot generate a dangerous build-up of heat or fire. They must be kept at a safe distance of at least 0.5m from unprotected, combustible components, easily combustible stored items, items of furniture, materials and fabrics or be suitably guarded so that none of the temperatures reached in operation can lead to combustion.

Low-voltage halogen lighting must be constructed, maintained and operated in compliance with applicable special guidelines for lamps, lighting and lighting systems – according to the latest technical stands, such as those in ONORM O 1040.

Transformers must include devices that prevent overloads of both primary and secondary sides. The over-current protection in the transformer must be separately listed in the inspection report.

If fluorescent tube lights with a nominal voltage in excess of 1000 volts are used the constructors and/pr manufacturer’s technical documentation and inspection results must be handed over to the official contractor prior to the final inspection of the event by the authorities.

Emergency Exits and Direction of Escape

The gangways used in this venue are the minimum permissible by law. Under no circumstances will exhibits, stand dressings, tables & chairs etc. be allowed to encroach into gangways. Always keep your exhibits inside your stand area.

Doors and gates forming part of an escape 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.

Where necessary doors must be recessed so as not to open onto or obstruct the required width of any gangway or other escape route. Such doors shall be free from fastenings other than panic bolts.

Bridging and carpeting over gangways are not permitted.

Enclosed Stands / Walling in Open Sides

Long runs of walling along open perimeters of stands are not encouraged and should be avoided, where possible. This is to ensure all of our exhibitors are given equal opportunity for footfall and visibility.

Fire & Safety Regulations

Please ensure that all materials used for stand construction must comply with the venue’s technical regulations. In particular, and with regard to the fire resistance of the material.

All decorative elements must comply with the same characteristics as the construction elements. They may not incorporate any type of inflammable material, for example straw, wood shavings, paper shavings, dry leaves, etc.

The Organiser, H&S team and venue reserves the right to request the certificates corresponding to the materials used in the stands or for their decoration.

Combustible waste must be safely disposed of and boxes and packaging must not be stored on the stand.

For detailed information on the requirements of smoke detectors and fire extinguishers, please see the venue’s technical regulations.

Floor Loading Restrictions

If you are exhibiting any items of excessive weight, please inform OperationsEMEA @IAAPA.org to check on floor loadings and other requirements.

Flooring

Open space sites are not carpeted - exhibitors must provide their own floor covering – this is mandatory.

Exhibitors with adjoining blocks of stands will not be permitted to place their own carpet in the gangways unless prior permission is given in writing by the organisers.

Nothing may be structurally attached to the floor of the exhibition premises.

Carpet may only be fixed to the venue floor with approved carpet tape. All carpet tape must be removed and any charges for the removal of carpet tape left on the floor at the end of breakdown will be passed direct to exhibitors.

Hazardous Substances

If you a hazardous substance on your stand please confirm the details in writing to OperationsEMEA @IAAPA.org so that written approval can be given.

Hazardous substances may not be brought into the halls unless essential. The use of hazardous substances must be subject to a COSHH assessment. Exhibitors must declare the use or display of hazardous substances as a special risk.

Hot Works/Permits

A hot work permit must be obtained from the organisers office prior to any work being carried out. The issue of the permit is subject to the advance submission of a suitable and sufficient risk assessment and method statement for the activity, with evidence of competency for the use of any specialist equipment, a suitable area in which to work and venue agreement.

Kitchens

Catering is available from the official catering provider and can be delivered to stands. As a result cooking on stands and food preparation is not required and therefore kitchens are not permitted unless you are preparing your own product – approval in writing for this is required from OperationsEMEA @IAAPA.org.

Organisers Rights to Change Stand and Floorplan Layout

In the interests of the Exhibition as a whole, it may be necessary to remove or alter anything in - or forming part of - any stand. If we feel this action must be taken this would have to be at the expense of the Exhibitor concerned. The exhibition floorplan is subject to change at the discretion of the organisers.

Pillars

Some stands have venue pillars either on the stand or directly in front. It is the responsibility of the exhibitor and contractor to check if their stand is impacted and request a stand plot to show the exact location and dimensions of the pillar.

Some pillars have fire points which are not permitted to be covered. If you have a pillar in front of your stand please note that you are not permitted to clad or attach any items to this. There are strict regulations on covering these pillars so it is important that you check with OperationsEMEA @IAAPA.org if your stand is effected.

Pop-Up Stands

Pop-up stands may not be used to form dividing walls on space only sites. If you are considering a pop-up stand display, a shell scheme stand must be purchased or dividing walls constructed.

Raised Platforms

If you have a platform floor on your stand you should ensure you incorporate a ramp into the design or bevelled edges to allow for accessibility. The minimum width of any ramp should be 1m and the maximum slope should 6%.

Rigging

Please be aware that it is not possible for rigged items to attach to any item that is floor supported.

Clad lighting rig/ceilings structures and any other fitting: must be shown on plans and weight loading and dimensional drawing submitted to the rigging department so a quotation can be issued.

Full dimensional drawings of both the exterior and interior structure must be submitted as part of the stand plan process. Should an engineer's approval be required, we will advise you of this and any charges that may be incurred.

Complex Rigging Custom-Built/Bespoke Structures/Suspended Structures.

Custom-built and/or bespoke structures include items that have been constructed from non-modular materials, e.g. wooden structures and exhibits. Such items are classed as ‘complex' and the complex structure procedure set out in the stand plans section must be followed, in order for them to be rigged.

Bolts must be used on all joints and connections. Screws are not acceptable for joining members together.

Additional documentation must be submitted to OperationsEMEA @IAAPA.org and as part of your stand plan submission:

Structural drawings of both the exterior and interior structure and structural calculations.
A technical description of the design materials.
Justification of weight calculations of the points.
Quality certificates of the materials.
Justification of the revision of motors, hoists or any other machinery.
A description of the build-up/break down procedures to prevent damage to the hall structure or anything which may present a risk to the installations or personnel.

Should an engineer's approval be required, we will advise you of this and any charges that may be incurred will be the responsibility of the exhibitor.

Please remember:

Structures with branding facing the dividing wall must be stepped in at least 1m from the dividing wall.
It is the stand contractor’s and/or exhibitor’s responsibility to check if there are any rigging restrictions before designing the stand.

Risk Assessment and Method Statement

All space only stands, or shell scheme stands with construction are required to submit a full risk assessment and method statement for the design, construction and arrangement of their stand with both documents being submitted along with stand plans.

See guideline and template documents

Exhibitors are also required to have a risk assessment for any stand activities taking place on their stand during show open and may also be required to produce a method statement for certain activites at the organisers discretion.

Signage

Signage and graphics are not permitted to overlook other stands where there is a dividing wall.

Where illuminated fascia boards are used on stands, the lighting of them must be of sufficient power to light the fascia board only and must not cause any spill of light onto neighbouring stands.

No flashing lights will be permitted. We reserve the right to disconnect the electrical supply to any illuminated fascia which, in our opinion, is causing a nuisance to any other exhibitor.

Vehicles for Display

If you are intending to have a vehicle (including Mobile Exhibition Units, Caravans or Trailers) on your stand please confirm the details in writing to OperationsEMEA @IAAPA.org so that written approval can be given and arrangements made for suitable delivery and collection times.

Depending on the type, age and use of the vehicle you will be required to confirm a number of details and which may also require a separate risk assessment detailing how the risk of bringing and displaying a vehicle in the hall is controlled.

Venue Technical Regulations

All work must be carried out in compliance with the regulations of the venue If an exhibitor erects a stand which does not conform fully and in all respects to the requirements of the organiser, venue and local regulations, the organisers reserve the right to alter, demolish or reconstruct the stand at the exhibitors expense and to make it conform to the regulations and requirements.

Water Features

If you are intending to have a water feature on your stand please confirm the details in writing to OperationsEMEA @IAAPA.org so that written approval can be given.

Water features that create mists and sprays such as fountains create the risk of the spread of Legionella bacteria in the air that can cause Legionnaire’s disease. Any such feature is a special risk requiring a separate risk assessment detailing how the risk is controlled through water treatment and testing.

Work Equipment and Tools

Exhibitors and contractors are responsible for ensuring that all tools are fit for purpose and safe to use.

All machines or tools must have the CE approval and must be identified with the corresponding marking.
All dangerous moving parts such as circular saws must be guarded with controls to prevent unauthorised use.
The use of battery powered tools is strongly encouraged to reduce trailing cables and risk of electrical hazards.
Those using mains powered tools must ensure that cables are not trailed across aisles.
All portable electrical equipment must be subject to a suitable portable equipment testing regime.

Working at Height

Working at Height is a high-risk activity and close attention will be taken on working practices during the build and dismantling of stands. Where possible working at height should be avoided and if unavoidable should use work equipment or other measures to minimize the distance and consequences of a fall should one occur. As such, all working at height is subject to risk assessment.

General Guidance:

All rigging is to be carried out by the official Rigging Contractor.
All working platforms are to have a guardrail, mid rail and toe board. Tools are to be kept on lanyards so far as is reasonably practicable.
Static and mobile access working platforms must be fit for purpose (see Working Platforms).
A Live Edge Working Policy will be enforced for the construction and dismantling phases where live edges are present.
Separate risk assessments are required for working on a live edge (before rails are in place). In such cases fall arrest equipment must always be used.
Operatives working at height other than on a static working platform designed for that purpose (e.g. scaffold) must be clipped on.
Operatives working at height must have suitable head protection e.g. bump caps.
Ground access to areas in the vicinity must be controlled to prevent persons accidentally walking directly under high works. Ground workers in the vicinity must not work directly under high works and wear suitable head protection e.g. hard hats.

Working Platforms

All Mobile Elevated Work Platforms (MEWPS) must comply with LOLER and have had a Thorough Inspection (T1) in the previous 6 months.

All working platforms are to have a guardrail, mid rail and toe board.

Mobile access towers must be correctly constructed. Mobile access towers must be fit for purpose.

Outriggers are to be used correctly with the correct height to width ratio (3.5 x shortest base width indoors and 3 x shortest base width outdoors).

Mobile access towers may not be moved whilst in use and wheels must be locked off.

Ladders must be footed or tied off and used in accordance with the manufacturers guidelines.

The use of domestic ladders and steps is strictly forbidden.