A-Z of Services

Access for exhibitors is via the main entrance of the show ground and parking is around the hall itself. All vehicles are to be unloaded externally from the hall itself 

Future Publishing have appointed Aztec as the preferred supplier for AV.

If you require any equipment for hire during the show please contact Aztec or visit their online shop here. 

Aztec Event Services Ltd
Tel: 0207 803 4000
Email: sales@aztecuk.com
 

Any exhibitor wishing to operate machinery or carry out mechanical demonstrations on their stand must ensure that a Risk Assessment is submitted 28 days prior to tenancy and that these practices constitute no fire nor safety hazard, nor interfere with the activities of visitors and exhibitors. All moving parts must be effectively guarded and controls situated beyond public reach. The Organisers reserve the right to curtail any practice, which they consider dangerous or detrimental to the show.

All seating for the public should be strictly contained within your stand area and comply with the current British Standard requirements for the Local Authority.

Exhibitors should not engage in any activity or employ any purpose or device that tends to create unreasonable congestion in the gangways. Demonstrations should be planned to take place in the centre of the stands to give room for an audience. Where a demonstration is causing unreasonable congestion in the gangway which is either an emergency gangway, or is detrimental to the environment of surrounding exhibitors, the Organisers reserve the right to curtail the activities on the stand.

Exhibitors must advise the Organisers if they intend to offer any massage, therapy or similar services on the stand, as special licences may be required from the Local Authority.

Exhibitors running films/video back projectors with commentary or any form of presentation are reminded that sound must be kept to a level below 80 decibels. This level will be monitored within the exhibition area. If it is found that you are exceeding this level your stand manager will be informed. If you receive three warnings and do not reduce the sound on your stand, the organiser will ask you to turn off any device playing sound on your stand.

All audio speakers must be facing inwards on the stand and not facing the gangways.

If, on request, you are unable to produce a Risk Assessment for the activities on the stand, all demonstrations must cease until a Risk Assessment has been completed to the satisfaction of the Organiser. In the case of dispute the decision of the Organisers and its appointed representatives is always final.

The consumption of alcohol is not permitted during build up and breakdown. The venue has a strict drugs and alcohol policy which allows them to offer to test or eject from site any contractor suspected of being under the influence of drugs and alcohol.

Shell scheme stand will be carpeted with an anthracite colour carpet.

Space-only stand will not be carpeted.

Exhibitors wishing to lay their own flooring may do so directly to the hall floor, on floor flats or a platform. Please note that no damage must be done by screw or bolt t the hall floor and only approved tape can be used to affix floor coverings.

The official carpet contractor for the show is:

XPect Furniture
Unit A, Venture Park
Old Parkbury Lane
Colney Street
St Albans
AL2 2DB

Tel: 01923 624550

Children under the age of 16 will not be allowed entry to the venue during build up, open days & breakdown.

For ease of access to the venue and for security reasons, each contractor must wear a contractor pass. These will be issued by security upon arrival. at the show on the build up days. Please ensure you have completed a Health & Safety declaration prior to the show to ensure you are inducted and can be issued these passes without delay of reading the site information pack provided on site. 

Decorative materials used for stand dressing must be flame proofed or purchased already treated by use of the appropriate chemical.

Untreated wallpaper and similar thin surface finishes, not exceeding 1mm in thickness, may be accepted, provided they are firmly fixed.

Artificial plants and flowers are combustible and give off toxic fumes. Therefore they must not be used for stand dressing. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such.

Please refer to the Exhibition Timetable. 

Shell Scheme & Space Only Exhibitors - Exhibitors may commence dismantling stands on Sunday 21st November once the show has closed and once all of the visitors have left the site. All Shell scheme exhibitors must be clear of the hall by Sunday 21st November 21:00 hrs.

The exhibition shell scheme contractors will start dismantling shell scheme stands immediately after the exhibition closes and once all of the visitors have left the site and it is safe to commence work. Any exhibitor who has items (including graphic panels) either attached to or displayed within the shell scheme should remove them as soon as the breakdown period commences. The organisers and shell scheme contractors will not be held responsible for any damage to articles left either attached to or within the shell scheme area once the breakdown period commences.

Details of vehicle marshalling for the break down will be available during the show. On no account will exhibitors be permitted to dismantle before 16:30 on Sunday 21st November or until all visitors have left the hall and transport arrangements should be made accordingly.

We strongly advise that all small or valuable equipment be removed as soon as possible after 16:45 on Sunday 21st November. If valuable equipment is left in the halls unattended it is at the exhibitors own risk. All remaining space only stands and equipment must be removed from the halls by 13:00 on Monday 22nd November. 

All electrical requirements should be ordered from the official contractor, Index before 19th October.

All electrical work must comply with the regulations of the National Association of Exhibition Hall Owners and Local Authorities.

The power supply to all stands will be switched off 30 minutes after the close of the show on each day.

No more than one exhibit may be connected to a 13amp plug and no more than one plug is permitted in each socket. We do allow 1 x 4-way adaptors with a maximum cable length of 2m. Daisy chaining (adapter into adapter) is not permitted.

All loose cable must be ramped. Ramps are supplied by electrical contractors.

It is essential that the electrical contractors are given full details concerning electrical installation so that the appropriate mains supply can be provided. A detailed diagram showing position of electrical sockets and lights is also required. Exhibitors are asked to switch off all stand equipment before leaving the exhibition hall each evening.

All installation and wiring must be carried out by Index.

Please note that under no circumstances are electrical or other cables allowed to run across the floor of an exhibition stand without suitable covering. Any Exhibitor who intends to have cables running across the floor of their exhibition stand must arrange for either a platform or appropriate trunking to be fitted to house the cables.

All on-site electrical work must be carried out by a qualified, competent person and inspected by the appointed electrical contractor prior to energising.

A temporary supply must be ordered for use during build up and breakdown, if required. Use of the venue's electrical sockets is not permitted and cables must not cross gangways. Once power has been energised during build up, it will be switched off each night, including the pre-open night. If you need power overnight, you will need to order a 24 hour supply.

Power to your stand will be switched off 30 minutes after the show closes each day and will not be switched back on until the following morning. If you require 24 hour power, please arrange this with the electrical contractor. On the last open day, power will not be switched back on under any circumstances, due to the hazards presented during the breakdown of stands. If you need a supply beyond this time, please arrange this with the electrical contractor.

If you wish to pre-fabricate any electrical installations, you must ensure they comply fully with venues Rules and Regulations; a brief summary follows:

All electrical installations must comply fully with venues Rules and Regulations, of which the following is a brief summary:

General

• Electrical fittings should be ordered from the appointed contractor on the official order form in this manual.
• All electrical equipment and exhibits must be guarded to prevent accidental contact with live terminals. Items intended for use on stands must be PAT tested and labelled accordingly.
• Electrical cables must not be run under carpet or up stand fitting support posts. Cables on the floor which may be walked on must be protected by conduit or with protective ramping (tape is not acceptable). All other wiring below 2.4 metres must be protected in PVC or metal tubing.
• In the event of electrical failure, please report this to the organisers' office.

Lighting

• Light fittings must be secured using clips or heavy-duty electrical ties and earth bonded appropriately.
• Light fitting flex must not be draped across the ceiling grid (if applicable), or left hanging in coils or wrapped around any part of a metal structure. Cable ties must be used to secure flex to the structure.
• Spotlights/floodlights/halogen lamps, etc must be guarded and mechanically fixed, so as to prevent risk of injury to persons.
• All lighting must be kept at least 300mm away from muslin/fabric ceilings and other combustibles.
• Lighting circuits must not exceed 1,000 watts. They must not be looped or connected to power circuits.
• Heavy fittings (over 1 kg) require a secondary means of support.

Socket Outlets

• Only one 4-way extension lead may be connected to each socket outlet and the maximum length of lead permitted is 2 metres.
• Extension leads must not be plugged into other extension leads (commonly known as 'daisy-chaining').

Block adaptors and drum reel extension cables must not be used.

Please consider the waste from your stand before you come to the event and Reduce, Re-use and Recycle where possible.

Drapes, curtains, hangings, etc, must be inherently or durably flame-proofed. Otherwise they may be treated with a proprietary flame retardant. Test certificates must be available for inspection for any materials intended to be used.

Fabrics used for interior stand decoration must be fixed taut and/or in tight pleats (not loosely draped) to a solid backing, secured above floor level and not touching light fittings.

Curtains on exit routes should hang 75mm clear of the floor, be parted in the centre and not conceal any exit signs.

The following regulations are included in the eGuide and must be complied with by all contractors and exhibitors. They do not apply to exhibits:

All materials used in the construction of stands, features and displays, including signs and fascias, shall be:

• of a suitable nature and quality for the purposes and conditions of their intended use
• adequately prepared and fixed in order adequately to perform the functions for which they are designed
• non-combustible, inherently non-flammable or durably flameproof in accordance with BS476-Part 7
• water-based, where applicable, e.g. adhesives and paint

British Standards are the minimum acceptable standards for construction materials. Suitable samples of materials may be submitted to the venue for approval. Materials may be tested on site to ensure that they comply.

If you wish to carry out food and drink sampling on your stand, please advise Maelstrom Event Solutions, +44 (0) 1743 606744 in order to ensure that all relevant regulations are adhered to. If permission is granted, only bite sized portions, individually wrapped items or 85 ml (3 fl oz) of drink or in the case of spirits 35 ml (0.9 fl oz) may be offered. Food hygiene regulations must be adhered to and are available online at www.aeo.org

Xpect furniture are the official supplier for The Homebuild & Renovating Shows. To see their range of products available please click the below link for their website or alternatively please see the brochure within the order forms. 

Xpect Furniture

In order to help us ensure that we comply with the licensing authority and venue regulations, all gangways at the show must be kept clear at all times, including during build up, the open period and breakdown.

Exhibits, furniture and other items belonging to your stand must not encroach beyond the boundary of your stand space. This is to ensure that escape routes are unobstructed in case of emergency evacuation.

If you have any displays or activities which are likely to attract an audience, please ensure that you plan your stand layout to allow people to gather within the stand area and not in the gangways.

All glazing used in the construction of stands must consist of safety glass (laminated or tempered) a minimum of 6mm thick. Areas of glazing within 800mm of floor level and over 0.5m2, where the smaller dimension of the pane is greater than 250mm, must conform to the thicknesses shown below (in order to comply with the 'Code of practice for safety related to human impact'):

Nominal thickness

Maximum pane size dimensions

8mm

1100mm x 1100mm

10mm

2250mm x 2250mm

12mm

4500mm x 4500mm

15mm or thicker

no limits

Any uninterrupted, large areas of clear glazing shall be indicated with warning stripes, dots, logos, etc. Overhead glazing shall be of wired or laminated glass, or be otherwise adequately protected from shattering.

Exhibitors who wish to play any kind of recorded music or music videos in public or broadcast them (or copy them in order to do so) in the UK, MUST obtain a music licence from both PPL & PRS for Music otherwise you will be infringing copyright laws.

It is a condition of taking a stand at this exhibition that those exhibitors:

• Provide accurate information about their intention to play music and pay the appropriate license fee's to both PPL and PRS for Music.
• Do not play music on their stand unless they have made an application for the relevant licenses and the fee invoiced.
• Fully indemnify the organisers against any claim made for any non-payment, omission or infringement connected with the licensing requirements for playing music on stands.

What is the difference between PPL and PRS for Music:

PPL and PRS for Music respectively offer music licensing solutions to businesses and community groups within the UK to allow them to play or use music legally in public.

PRS for Music collects the license fee on behalf of song writers, composers and publishers. PPL collects the license fee on behalf of the performers and record companies. Together the two companies ensure that creators and companies who invest in creators are fairly remunerated.

Application Process
Applications for a PRS for Music licence can be obtained or by emailing music.licence@prsformusic.com. For further information on PRS for Music please refer to their website www.prsformusic.com

Applications for a PPL License must be made directly with PPL, please contact them on +44 (0)20 7534 1070 or via email ppnb@ppluk.com. For further information on PPL please refer to their website www.ppluk.com

Please be aware that a PRS license is also required if you wish to play LIVE MUSIC on your stand. 

For exhibitors with Shell Scheme Stands Only: -

Please complete the form located  on the left hand tab of the manual, or click here. If you do not complete this form, the fascia panel will be produced from the details on the contract which often is not how you wish to appear at the show. Please note that any changes made on site will be chargeable.

Exhibitors and contractors are obliged by law to reduce the risk of hearing damage to employees to the lowest level reasonably practicable. Hearing protection is required for staff working at noise levels in excess of 80 dB.

The Organisers' Office will be located in the Offices just off the exhibition floor. 

Only water-based paint may be used on site. If paint-spraying equipment is to be used, the method must be approved by the venue and not cause a nuisance to others. Protective measures shall be taken to ensure that no paint is spilt or sprayed on to the fabric of the building.

You are reminded that you are responsible for the removal of any pallets used to deliver goods to your stand. A charge will be made to you for the disposal of any pallets which are not removed.

LPG is only allowed for the demo of equipment (e.g. Patio Heaters) that cannot be converted to mains gas. Please contact Maelstrom Event Solutions – info@maelstromeventsolutions.co.uk to discuss your requirements. Equipment can only be bought onto site with the written permission of the venue.

Recognised stand contractors will be fully aware of the regulations concerning stand construction.

The main points which should be emphasised are:

• All material used for stand construction and stand fitting must be non-combustible, inherently non-flammable, durably flame-proofed or self-extinguishing plastic. Full definitions of any of these can be obtained from the appropriate regulations. The Local Authority and venue may wish to see certificates to this effect.
• The Local Authority and Venue Fire Officers will carry out inspection of all stands prior to the opening of the Exhibition. They will insist that all material be either stamped to prove its Class 1 fire resistance or for a certificate to be produced to this effect. This is an extremely important aspect which must not be overlooked by exhibiting companies, particularly those who are non-resident in the UK.
• Other areas of concern include the use of regulation sized timber. Timber of any thickness must be impregnated and branded to this effect. Generally the minimum acceptable thickness is 25mm. The Local Authority also finds the use of standard PVC, acrylic sheeting and expanded polystyrene totally unacceptable.
• All complex structures should be submitted for approval to the Organisers. The submission should include 2 sets of layout plans, construction drawings and calculations and a Chartered Structural Engineer’s Certificate confirming that the proposed stand will be safe. The contractor should also be prepared to provide a certificate for a qualified Structural Engineer on site to confirm that the stand has been built in accordance with the plans submitted and that no modifications have been made. Please note that a contractor has a legal obligation to conduct a risk assessment for this type of work a copy of which will be required by the Local Authority. The definition of a complex structure is as follows: -
  
  (a) Any structure, regardless of its height, which requires structural calculations that visitors can access
  (b) Any part of the stand which exceeds 4m in height
  (c) Certain suspended items, e.g. lighting rigs or signs over 400kg
  (d) Sound / Lighting towers
  (e) Temporary tiered seating
  (f) Platforms and stages over 0.6m in height and all platforms and stages for public use
  (g) Multi-storey Stands

There are specific requirements for staircases and handrails on multi-storey stands - please refer to the regulations in the eGuide.

All stand fittings must be constructed so as to present a clean appearance from gangways and adjoining stands.

No long runs of solid walling (i.e. in excess of 4m) are permitted.

It is the responsibility of the stand holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout your event. It is recommended that the stand holders appoint a supervisor for the stand, with the specific responsibility for ensuring the health & safety of their staff and stand builders.

All Exhibitors must firstly submit a copy of the Health & Safety Declaration Form to Maelstrom Event Solutions before arriving on site. This states that you have fulfilled your legal obligations. Failure to return this form could render your company directors liable to prosecution in event of an incident.

As exhibitions and events are deemed as hazardous environments, all exhibitors are also required to undertake a suitable and sufficient Risk Assessment for their activities on site which should include all work practices, hazardous exhibits and the risks to be found on site. Space Only exhibitors must also ensure that they or the company responsible for building and dismantling their stand send a separate, suitable and sufficient risk assessment and method statement from their principal contractor when submitting stand plans.

Please note that the Organisers do retain the right to demand a full risk assessment if deemed necessary.

Please take account of the following security advice from the venue:

• Make contact with the exhibition security company for advice on how to secure the items on your stand. There may be an overnight secure store for valuable items.
• Take home any valuable items each night if there are no secure storage facilities on site.
• Do not leave your stand unattended at any time during build up, the open period or the pull-out of the show. Do not leave the hall until all visitors have gone each evening.
• Do not position desirable items at the front of your stand, where you may not be able to keep an eye on them.
• Ensure you have enough staff, so that the stand is not vulnerable to thieves and do not ask a neighbouring exhibitor to watch over your stand while you go for a break. They may become busy and not be able to keep an eye on your stand.
• Remove all portable or valuable items from the stand on the evening the show closes. Do not leave them until the following day for collection.
• Arrive in time for the show. Ensure your stand is staffed at least 15 minutes before show open time each day, but remember that the hall is open from 08:30.
• Use a lockable cabinet to store your personal possessions during the show open hours.
• Use a night sheet.
• Hire an alarm for your stand if you are exhibiting valuable or portable items.
• If you are a victim of theft please report it immediately to the show security company.

The organisers cannot be held responsible for the loss or damage to exhibitors’ property.

Exhibitors should note that on show open days there will be no access to the Exhibition Hall after 17:30. Exhibitors can gain access at 08:00 on the following morning.

All stands must be contained within the space area contracted. No stand should impinge or overhang the gangway. Exhibitors choosing space only are responsible for their own stand design and construction. If stand walls exceed 2.4m the exhibitor is responsible for cladding both sides of the wall.

All Space Only Exhibitors should submit a full set of plans, ASAP and no later than 30 days out from the first day of build to:

Maelstrom Event Solutions
Mercury House, Sitka Drive
Shrewsbury Business Park
Shrewsbury
Shropshire
 SY2 6LG
 
info@maelstromeventsolutions.co.uk

Plans should include:

• All dimensions
• Building materials to be used
• A ground plan and elevation drawing
• The name, postal and email address and telephone number of the exhibitor, contractor or designer submitting the plans
• A copy of the Risk Assessment and method statement
• For complex structures, a full copy of the structural calculations

NB: Exhibitors planning to build a display 4 metres high or above must contact the organisers by ASAP to discuss details and complete the form located in the Order Forms section.

If stand plans are not received together with the appropriate documentation from structural engineers (where necessary), stand building will not be allowed to begin until the organisers, and where necessary the venue, has approved them. Late submissions of plans can result in the venue failing to gain a licence for the show; therefore the stand will not be allowed to be constructed.

All stand and display material must be made of fire-proof materials. All stands will be inspected by the Fire Officer before the opening of the show. Where there are adjoining space only stands, each stand must have their own dividing wall or a single wall could be constructed and the cost split between the two companies: in this instance, please contact Matthew Lambert for the adjoining stands contact name and phone number as we prefer for the companies to speak directly to each other. If a space only stand adjoins a shell scheme stand, the shell scheme dividing wall will not be finished off on the side of a space only stand.

All space only stands must clearly show their stand number and company name.

Trolleys are not provided at the venue, so please bring your own if you need one to deliver goods to your stand.

Trolleys are only permitted on the exhibition floor outside show open hours for the safety of visitors.

If you are exhibiting any product or feature which requires water and is capable of producing spray or droplets, it is essential that you adhere to the regulations contained in the eGuide, in order to ensure that the risk of legionella bacteria is controlled.

Under no circumstances can connections be made to fire hydrant points and water must not be discharged on to the floors or into ducts, but disposed of properly. Water and waste facilities can be ordered from the official contractor.

A person is working ‘at height’ if there is a possibility of them being injured from falling, even if they are working at or below ground level.

The Working at Height Regulations refers to 'duty holders': employers, self-employed and employees. This includes all contractors and exhibitors (for example, when accessing areas above floor level to dress stands).

Duty holders' responsibilities are to ensure that:

• no work is done at height if it is safe and reasonably practicable to do it other than at height
• ensure that the work is properly planned and organised, appropriately supervised and carried out in as safe a way as is reasonably practicable
• plans are in place for emergencies and rescue
• a suitable and sufficient risk assessment is carried out and the significant findings recorded and acted upon
• they do all that is reasonably practicable to prevent anyone falling
• all work at height takes account of conditions that could endanger health and safety
• those involved in work at height are trained and competent
• the place where work at height is done is safe
• equipment for work at height is appropriately inspected
• the risks from fragile surfaces are properly controlled
• the risks from falling objects are properly controlled

Equipment used for work at height must be suitable for the task. All equipment must be industrial quality (including ladders; domestic quality ladders are not permitted).