EZone Outdoor Stands, Vehicles, Machinery & Equipment

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EZone Outdoor Stands, Vehicles, Machinery & Equipment

Plan for the weather!

You have booked a stand in the outside area. This will be an outdoor event and therefore you will need to take into consideration the following factors:

  • Weather-wise it may be cold and wet, please think about this if you are planning on storing boxes in your stand area as they may become damp/wet and stock may be damaged. 
  • The ground may be uneven and this may affect your displays. Think of ways you may minimise this effect on your stand. 
  • All sampling must be kept to the confines on the stand 

 

Space Only Stands

Exhibitors who have booked a Space Only stand in the outside area will have an area of empty space on the show floor. Nothing is included in this space, and you should appoint a stand contractor to fulfil your stand requirements.

If you are in the process of looking for a contractor, Roar B2B offer an In-House Design and Build Service exclusively for our Exhibitors. As the event organisers, we are uniquely placed to understand your needs, keep things simple and deliver a trusted service. Please contact us for more information or to start your design and planning journey.

Exhibitors are responsible for ensuring that their contractors receive a copy of this Ezone. All designs, construction etc must comply with the organisers, venue and Local Authority deadlines and rules and regulations.

PLEASE NOTE: Exhibitors must notify Rosie Filmer as soon as possible with the names of their stand contractor.  

CDM Regualtions & Site Rules

Please find our CDM Regulations here and fill in this form to confirm you and anyone coming onsite has read and understood this document. You will receive an email confirmation once complete, which you will use to gain access to the hall. 

Site Rules 

Each exhibitor must read the site rules before coming onsite. It is a condition of the Venue and Roar B2B Exhibitions that you fully understand your onsite responsibilities. The Site Rules below are in addition to the specific site rules relating to this event:

  • Vehicle access into the halls and or a CDM site has to be approved by the Venue/Principal Contractor (organiser)
    for the event.
  • Be safe and be seen - high visibility vests must be worn at all times when off-loading and loading your vehicles
    within the loading bays (areas immediately outside the halls).
  • All forklift and vehicle movement within the halls and outside the halls that are directly linked to an event must
    be co-ordinated and managed safely by the Principal Contractor (organiser) of the event. Please refer to the
    NEC Forklift Policy.
  • Comply with NEC Traffic Rules at all times.
  • Emergency gangways should be maintained to allow cleaning tractors, forklift movement and emergency access/egress at all times.
  • Emergency gangways must be clearly identified and communicated to all personnel working within the halls/CDM site.
  • Only authorised access to exhibition halls is allowed – all personnel working within a CDM site must be inducted and informed of the NEC site rules.
  • Appropriate management and safe methods for working at height is required at all times.
  • Hot work requires a hot work permit from the venue.
  • All accidents, incidents & near misses both within / outside the halls must be reported immediately to the Principal Contractor (organiser) or the Venue Event Manager.
  • Work tidy - maintain good housekeeping at all times and dispose of all waste in an appropriate manner.
  • Smoking (including e-cigarettes) is only permitted in designated smoking areas.
  • The Venue Event Management and Health & Safety Teams have access to all CDM sites at all times.

Delivery of vehicles, machinery and equipment

All traffic arriving on site will need to have booked in through Voyage Control. Please follow signage on the day to the relevant lorry park. You will be held here until your designated timeslot. 

Access into N2 carpark is via a barrier entrance, off the main road. Dimensions of gateways are as follows:

(information coming soon)

Deliveries should be addressed with the below information and must not arrive prior to Monday 12th September. Any large deliveries that require lifting equipment to unload will be allocated a specific timeslot upon completion of all online exhibitor forms.

Your name, Your stand no, Your company name, Letsrecycle Live 2022

N2 Carpark

NEC

Birmingham

B40 1NT

Submitting Plans

Stand plans will need to be submitted using this form (Updated link pending - please come back later) by Monday 18th July 2022. If you require any further assistance contact our Health & Safety Team here

Failure to submit your proposals by the above date means that your stand could face delays in obtaining approval. The Local Authority could prohibit your company from exhibiting at the show.

Below are the compulsory forms that you must submit as a Space Only exhibitor.

  • Construction Phase Plan
  • Method Statement
  • Public Liability Insurance Certificate (minimum of £5 million unless otherwise agreed)
  • Risk Assessment (to include biosecurity Measures. Must be signed and dated)
  • Stand Plans including a 3D visual and elevations to include dimensions and maximum height of the stand

Scaled technical plans are available from the organisers . Please remember to include your company name and stand number.

Any exhibitor that has not submitted plans will not be allowed to commence build until plans have been checked that they conform with regulations

Stand Design

Please consider the following when planning your stand:

  • All stands must comply with the regulations as set out in the eGuide.
  • Stand Numbering: All space only exhibitors must 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.
  • Travel Distance: Adequate means of escape must be provided from all stands. The travel distances from any part of the stand to the gangway must not exceed 25m.
  • Enclosed Areas: Alternative means of escape and adequately maintained general and safety lighting with exit notices illuminated by both primary and secondary lighting systems must be provided to any enclosed area.  

Complex Structures

Complex structures are defined as any form of construction of any height, which would normally be designed by an engineer and/or has been found to provide significant risk via a Risk Assessment.

Submission Procedures

We must submit full details of all complex structures to the venue no later than 28 days prior to tenancy. Permission to build any complex structure will not be given until the venue has received copies of the following (written in English): 

  • Detailed, scaled structural drawings showing:
    • Plan views of each storey of the stand/structure 
    • Sections through each storey of the stand/structure 
    • Elevations including full steelwork and staircase details 
    • Width and position of gangways within the stand 
    • Floor and/or roof loading 
    • Specifications of materials used 
    • Structural calculations 
    • Risk assessment (to include fire hazards) and method statement 
    • Written confirmation from an independent structural engineer, with adequate professional indemnity cover, that the design is safe for its purpose

Each item of information should state the event name and stand number. Complete sets of information only should be submitted, together with a plan showing the location of the stand within the exhibition.

If any complex structure is modified after the submission of the above information, plans must be re-submitted with details of all modifications and a structural engineer’s confirmation that the final overall design is safe for its purpose.

Any stand which is a complex structure or space only stand on which large numbers of people could gather will need a fire risk assessment simply because of the escape issue.

Examples include:

  • Lighting rigs
  • Raised walkways
  • Ramps
  • Sound/lighting towers
  • Stands between 4m and 6m in height
  • Temporary tiered seating
  • Viewing/service platforms 
  • Stand designs that include a platform above floor level to which members of the public have access; including stand designs that include ramps to platforms of over 600mm
  • Stages of 600mm and over in height and all stages for public use are deemed to be complex
  • Non-standard rigged items, eg box banners made from plywood.
  • Multi-storey stands, stands with viewing/service platforms, raised walkways, sound/lighting towers, temporary tiered seating.

The organiser will obtain Certification by a structural engineer, certifying them as safe and constructed in accordance with the designer’s specification and sound and safe for their intended purpose.

Your stand approval is always subject to onsite inspection. A structural engineer will be on-site during the build period to inspect your stand. All complex stands must be completed by 13:00hrs on the last build day in order for the sign off to be completed and the certificate issued.

For all complex structures a fee of approx. £435 + VAT will be charged by Roar B2B direct to you or your contractor to cover such on-site assessments and certificate costs. Please make sure that your contractor is aware of this charge in order to avoid delays in construction approval

Demonstrations & Working Equipment

Any demonstrations of working equipment must be detailed in your stand information form and included in your risk assessment. Any such activities must not constitute a fire or safety hazard and must not interfere with the activities of visitors and other exhibitors. The onsite health and safety officer reserves the right to close any stands should they be in breach of your obligations as an exhibitor.

Electrics

No electrical services are included with your stand.

Power is available to order through the official contractor, National Exhibition Centre. Please email here if you require electrics. Power is provided by a generator. Exhibitors are permitted to bring their own generators if it forms part of a prefabricated trailer or piece of equipment. Any electrical orders must be placed as soon as possible. We cannot guarantee that we will be able to fulfil orders on site. All Electrical work on your stand must be carried out by the appointed electrical stand contractor.

Any prefabricated units already wired must comply with BS7671 IEE Regulations. The cost of any modification required to comply with these regulations will be charged to the exhibitor by the Electrical Contractor. When ordering, always accompany your order with a drawing. A 20% surcharge will apply to all orders placed after 13.08.22

Floor Covering

Space only stands do not include floorcovering and exhibitors must make their own arrangements. 

The Exhibitor will be responsible for any damage to the floor coverings, in or around the stand. Any damage caused to the carpet by an exhibitor or their contractor will be replaced and the cost of replacement charged to the Exhibitor.

Lifting

If you need lifting assistance to load or unload this must be booked with the official contractor CEVA. 

For any outdoor exhibits, machinery or vehicles that are unloaded by HIAB where the lifting equipment is part of the vehicle that is delivering and unloading you are permitted to use your own equipment and contractor. Please note that this detail must be submitted via the Delivery of machinery, equipment & vehicles form. Once this has been passed and approved by lifting contractor,  your exact unloading time will be scheduled accordingly. Please note that you will need to supply the following information:

  • Lifting plan
  • PLI
  • Licence of operator

Generators

Exhibitors are permitted to bring their own generators if it forms part of a prefabricated trailer or piece of equipment. Petrol generators are not permitted.

If you intend to bring your own generator please provide us with a refuelling plan (if required), details of your spill kit and confirmation of how you intend to secure the equipment.

Care should be taken to ensure that if any spill occurs, the fuel will not enter main drains, drainage ditches, streams, rivers or lakes etc. All generators and bulk storage tanks should be fully bunded and containers should be of the correct type. When operating, continuously running generators should always be regularly checked for safe operation. Those checks should include both internal and external fuel supply tanks for signs of leaks that could lead to a spillage. If the fuel supplies are likely to be restocked then suitable access should be provided for the refuelling vehicles. The generator and its fuel should not be accessible to members of the public or other unauthorised people and may need to be fenced. For those staff with a responsibility for refuelling, basic training on how to refuel safely, deal with spillages and what to do in an emergency (such as fire) must be provided. Adequate fuel spillage equipment should be available.

If you wish to bring your own generator please contact Jessica for further details.

Vehicles

If you are bringing a vehicle to display at the show you must declare this on your stand information form and complete the Delivery of machinery, equipment & vehicles form.