SECURITY

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There will be security present during the event to ensure that the premises is adequately patrolled , however the organisers cannot accept responsibility for any damage or loss of property that exhibitors may experience.

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If you experience any loss sustained to your stand you must report it to the organiser’s office where we will then pass it on to the security office.

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Due to exhibition halls being vulnerable places for pick pockets and thieves to target we would like to remind you all of some helpful tips to keep your items safe whilst at the show:

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• Do not leave cash, handbags, mobile phones, valuables on the side or in easily reached places on your stand.

• Valuable items should be kept at the back of your stand

• Your stand should not be left unattended at any time

• Build up and break down are especially high risk periods we advise that you work in pairs during this time so that the stand is always staffed.

• Please feel free to report any suspicious behaviour or sightings to the organisers office

 

ORGANISERS AND VENUE STAFF WILL NOT TAKE RESPONSIBILITY FOR ANY ITEMS LEFT UNATTENDED AT ANY TIME.

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SHELL SCHEME STANDS

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All on-site activities must conform with the rules and regulations set out within the e:guide 

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Standard shell scheme includes the following:

 

• Shell scheme wall panels

• Carpet (the venue is carpeted throughout with grey floor tiles)

• Electrics : 1 x 500w electrical socket (additional power can be ordered here)

• Nameboard (please ensure you complete this submission to ensure your company is displayed as desired)

The Exhibitor must not place items, build panels or otherwise obscure the perimeter of their stand.  In such instance, the Organisers reserves the right to remove or modify any installation at the risk and expense of the Exhibitor. 

 
Under no circumstances must anything be nailed, screwed or glued to the shell scheme panels or metal frame work of the stand. All damage will be charged to the exhibitor at full replacement cost. 
 
CORNER SITES All corner sites will be open to the gangways with fascias to the perimeters of the stand. 
 
ISLAND SITES Stands that are open to gangways on all sides are classed as island sites and will have fascias to the perimeter of the stand with ceiling supports and vertical uprights within the stand where deemed necessary by the shell stand contractor. Exhibitors with large stands should check with The BDC. for construction of where these ceiling beams and uprights will be positioned. 
 
MULTIPLE STANDS All multiple stands will have dividing walls removed, however front uprights, fascia and ceiling structure will remain.

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The stand height dimensions are:

• Height from floor to underside of ceiling grid: 2430mm.

• Visible Panel size for graphics: 2340mm x 950mm

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To understand your shell scheme configuration please view this document.  The floor plan showing your specific layout can be found here.  ​

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Venue Services Contact:

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Jessica Shepherd

BDC Venue Services Manager

T: 0207 288 6546

E: jessicas@bdc.london

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SPACE ONLY STANDS

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Space only exhibitors are reminded that no construction will be carried out on their behalf.

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Space only stands have different height restrictions depending on their location.  Please see below the various height restrictions:

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• Stands on the Village Green have a maximum build height of 3.5m (please ensure that you dress the rear of your stand down to 2.4m from the floor in a neutral finish). your stand will be seen from the upper level so please ensure that you apply a casement ceiling over any voids / storage spaces. 

• Stands on the Mezzanine have a maximum build height of 3m (please ensure that you dress the rear of your stand down to 2.4m from the floor in a neutral finish).  your stand will be seen from the upper level so please ensure that you apply a casement ceiling over any voids / storage spaces. 

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• Our recommended space only build suppliers can be found on the contractors page of this manual. 

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• You must submit your stand plans, construction phase plan and method statement to via the Stand Plan Submission process as they must be approved prior to the first day of build.  The deadline for submissions is 25th August 2025.

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• You will also need to complete the Health and Safety Submission for the show open period. 

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• If you require lighting or power on your stand this can be ordered through the BDC whose contact information is on the contractor page at of this manual.

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• Please note that there will be a mains box located on your stand which you will need to accommodate within your design.  

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You must comply with the e:guide when designing and constructing and exhibiting within a space only stand.  

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You have a legal obligation to build your stand to the required standards as outlined by the Organiser’s, venue and local authority regulations.

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Space only stands may only be constructed under the following conditions:

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• Space only stands may only be constructed with prior permission from the Organiser’s.

• Exhibitors are responsible for ensuring that all contractors employed by themselves:

               - are competent.
               - are registered with a professional body.
               - have carried out suitable and sufficient risk assessments.
               - are operating a safe system of work.
               - retain copies of their method statements available for inspection by the venue on demand.

• Exhibitors/appointed contractors must be able to produce on demand, test certificates for any materials they intend to use in construction of a stand or any other structure to be brought into the venue.  If the venue is not satisfied that any material meets the standards required, such material shall be removed.

• Cables cannot be run under the carpet. Any cabling running over the carpet must be safely ramped and taped, under a platform or are dropped in from the roof. Platforms are highly recommended in this case.

• Stands must be of substantial construction, on suitable timber or metal framing.  They must be designed to comply with the Building Regulations 2000: Approved document M, “Access & facilities for disabled people”.

• Stands displaying combustible items that are within two meters of a gallery, raised tier or staircase must be provided with a ceiling constructed of special materials.

• Doors and gates forming part of an escape route shall be open in the direction of escape, clear of any steps, landings or a public way.  Where necessary they shall be recessed so that when they open they do not obstruct the required width of any gangway, corridor, passageway, staircase, landing or any other escape route.

• All doors shall be provided with a vision panel of clear glazing giving a zone of visibility from 900mm to 1500mm above floor level.

• The slope of any ramp shall be uniform and no steeper than 1 in 12.  Level landings shall be provided at the top and bottom of ramps and at any intermediate position where exit doors open on to them.

• The surface of any ramp should be imperforate and non-slip in texture.

• Ramps provided for access shall be a minimum of 1m wide.

• Due to the 2.4m height requirement double decker stands are not permitted. 

• Platforms for public use may require suitable handrails and/or toe-boards.  This is mandatory for any platform over 600mm high.

• Inner rooms must have an alternative means of escape with appropriate signage.

• Under no circumstances shall fixings be made to the hall floors.

• All base plates must be 12mm thick and a minimum of 300mm2 and suitable for their intended purpose.

• Exhibitors constructing their own stands must ensure that the materials comply with the fire regulations as outlined in the paragraph headed FIRE SAFETY within the e:guide.

• Space Only Exhibitors must erect dividing walls between themselves and adjoining stands, extending to the boundaries of the stand. These walls shall be a height of 2.4 meters.

• A minimum of one third of any front is to remain open. Open sides may not be blocked off.

• REMEMBER, the back of your stand should look as good as the front and where walls are built backing directly on to other stands please ensure that you dress down to 2.4m from the floor. 

• All stands will be monitored during build-up by our appointed and floor management team and if required a structural engineer.

• Stands which appear complex and have not been submitted for approval will be challenged and construction may be stopped until satisfactory information has been received.

• Your stand must conform to DDA guidelines and exhibitors are reminded that your stand must be accessible for all.

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Complex Structures:

• The following is required:

a) Detailed, scaled structural drawings (including plan views, elevations and steelwork details), floor loading, structural calculations, specifications and method statement, each showing the event name and stand number. 

b)Written confirmation by an independent structural engineer, with adequate professional indemnity cover, that the design is safe for its purpose.

• Any complex structure that is modified after its initial submission to the organisers 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.

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Submission of Plans

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A duplicate set of technical drawings for every open space site must be submitted to the Organiser’s by 25th August 2025 via the Stand Plan Submission process. The drawings must include all dimensions, building material used, a ground plan and an elevation drawing.  

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IMPORTANT NOTE

ALL SPACE ONLY STANDS REQUIRE STRUCTURAL ENGINEER SIGN OFF ON SITE.  This is arranged by the organisers, you must have contractors on-site to be able to make safety alterations until your stand has been signed off.   

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Any stands with rigging or with a platform of 600mm or over must have the Organiser’s permission. Two sets of drawings complete with structural engineer’s calculations must be submitted no later than six weeks before the event for approval and a separate set of plans and calculations must be submitted to an independent structural engineer for approval who will also be required to certify the structure once erected.  Please submit your complex structure drawings via the Stand Plan Submission process.

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If stand plans are not received, building will not be allowed to begin until the Organisers, and where necessary, the Local Authority has approved them. Late submission of plans can result in the authority not approving stand plans, therefore the stand will not be allowed to be constructed.

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Exhibitors are reminded that all event activities must be compliant with industry sustainability standards including BS 8901.

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All information must be submitted in English. 

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As a reminder, All personnel entering site for the build-up or break down must complete the site induction​ before gaining access to the venue.

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STORAGE

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Should you require fork lifting, storage or customs clearance please use the official lifting and storage contractor. See Contractors page for their contact information.