🔠 General A-Z
A 🍎
Age Restrictions
All exhibitor personnel entering the show floor must be 18 years of age or older. No one under the age of 18 years old will be allowed on the show floor at any time including build up, open and breakdown.
B 🐝
Balloons
Use of helium or balloon gas filled balloons must be agreed in writing with the venue prior to the event.
- Gas-filled balloons must be adequately secured to the stand. Charges will be levied for any costs incurred for repairing damage to the air handling units within the halls due to gas-filled balloons being drawn into the units and for removing balloons from the roof structures.
- Balloons must be positioned at a height no greater than 4m from the hall floor to the top of the balloon.
- Balloons can hang only over your own stand.
- All helium gas cylinders must be removed from the halls once the balloons have been filled and the use of flammable gases is not permitted.
- A plan must be submitted to the organisers detailing location, height and method of attachment.
C 🚗
Car Parks
Car parking passes may be purchased in the Exhibitor Services Webshop. If you have registered for build up or breakdown, this pass also entitles you to free parking during these periods. Please refer to the buildup instructions above for further details.
Carpet
Space-only stands will not be carpeted.
Sponsors wishing to lay their own floor coverings may do so direct to the hall floor, on floor flats or a platform. Please note that no damage must be done by screw or bolt to the hall floor and only approved tape can be used to affix floor coverings.
Catering
The RAI have the exclusive licence for the distribution of all food and beverages at the event, as such they must be used to supply any stand catering. If you have any F&B requirements, please refer to the Exhibitor Services Webshop. The Event itself will be fully catered for all attendees.
Cleaning
The Showfloor and sponsor booths will be cleaned prior to opening each day, this includes vacuuming and wiping down tables and small waste/ recycling items can be placed in the in hall bins.
If you require additional cleaning, or have a large amount of waste that needs to be collected, this can be arranged directly with the venue’s cleaning team, via the RAI’s webshop.
Cloakroom
Is located downstairs at Entrance K, and can also be accessed via the stairs at the front of Hall 1. Staff will be on hand to assist with carrying any suitcases or other heavy luggage down to the cloakroom. If no one is visible, please speak to the Info Desk opposite the stairwell in Entrance K.
The cloakroom is open in line with show floor open hours and free to use for all for coats, bags and suitcases. A number of self serve lockers are available in addition to the staffed cloakroom counters.
Children
Due to H&S, children under 16 are not permitted in the halls during build up or breakdown.
During the show open period, if accompanied by an adult at all times, children are permitted, but given this is a business event, are not encouraged.
Children attending with guardians do not need a ticket, but are required to have a wristband with their guardian’s phone number on, which is available from the help desk in registration.
Code of Conduct
At HLTH, we strive to create and maintain a professional, inclusive, and welcoming environment in which everyone is invited to interact openly, bring their best ideas and talents, and experience equitable opportunities for professional growth.
HLTH aims to operate free from harassment, discrimination, and any form of inappropriate behaviour. This commitment spans all our events, digital platforms, and community interactions, ensuring safety, respect, and equal treatment for all as outlined in the HLTH Code of Conduct here.
COSHH
Any proposed use of hazardous and toxic substances must be advised to the Organisers in your Health & Safety declaration as part of your risk assessment process.
D 🐶
Delivery
as per text here
Distribution of marketing materials
Promotional Materials/Activities All promotional materials/activities must be confined to your booth and/or meeting space. Exhibitors are not permitted to distribute promotional materials in any areas outside of their allocated space without prior approval from HLTH.
Donations
The RAI work closely with a number of charitable organisations to repurpose and recycle leftover materials from events. If you have any items that you would like to donate, please contact the Organiser’s Office onsite, to arrange this.
Items that can be donated include; stationery items, unopened non perishable food and drinks, furniture, plants etc.
Dress Code
During build up on Monday 16th June, and breakdown on the evening of Wednesday 18th June, closed-toe shoes must be worn at all times in the exhibit hall and loading bays. No open-toed footwear, sandals or flip flops are permitted.
Additional PPE (hard hats and safety shoes) are also required during build up on Saturday 14th - Sunday 15th and breakdown on Thursday 19th. Please refer to the guidance from the RAI here for further details.
During show hours the dress code is business casual. Please be aware that the venue floor is not fully carpeted and comfortable shoes are therefore recommended.
E 🍳
Electrics (inc supply times)
Electrics are included in sponsor booth packages, and will be installed and energised by the start of the booth package sponsor set up time - from 12:30pm on Monday 16th and will be cut off 30 minutes after the event closes on Wednesday 18th June. Should you require power outside of these times, a temporary supply can be ordered via the RAI’s webshop.
Emergency Procedures
Your attention is drawn specifically to the emergency procedures, as outlined here. Please ensure that this information is shared with all of your onsite team, and any third parties you have contracted to work with you on your booth.
Equality Act
To ensure equal access to all attendees, you are requested to comply with the UK Equality Act 2010, which states that all service providers (in this instance - sponsors with exhibit booths) have to make reasonable adjustments to ensure that all customers - no matter what their disability - have equal access to services.
This could include, but is not limited to;
- Ensuring there is sufficient space on your stand to allow for wheelchair access, or training your staff to be able to service attendees off the stand if this level of space is not available
- Including a ramp* if there is a platform to your booth of over 40mm (if a permanent ramp is not possible, then a temporary ramp must be available at all times)
- Considering the height of service counters and seating
- Ensuring staff are trained on how to assist attendees who might have hearing or visual impairments
* Space only sponsors are required to show the ramp as part of stand plans submitted to Abraxys during the stand plan sign off process.
For further advice about The Equality Act, access equipment and simple solutions, call ACAS on 0300 123 1100.
F 🐸
Family Room
The venue have a purpose built family room (referred to at the RAI as the Baby Care Lounge), which is available for all attendees to use as a quiet space for feeding/ changing children throughout the open period of the event. It is equipped with three comfortable chairs, a baby changing bench with two cushions, a playpen, a refrigerator and a sink with hot and cold water. It is located on the ground floor of the Elicum, by Entrance D.
Access to the Baby Care Lounge is controlled by a key system and the room can be locked from the inside by means of a cylinder lock. The key is available from Reception D on the ground floor of the Elicium by Entrance D and must be returned after use.
Fire Safety
Fire exits are denoted onsite by green running man signs and are indicated on the floorplan. It is recommended to familiarise yourself with the location of the fire exits nearest to your stand during build up.
In the event of fire: pay attention to your own safety; Assess the fire and, if safety permits, attempt to extinguish the fire; if it is not possible to extinguish the fire, hit the fire detector.
Always report the Organisers Office, a member of security, or on (31) 020 549 12 34 and indicate the exact location of the fire and the nature of the fire; If possible, move those in danger to a safe area.
In accordance with the RAI’s safety regulations, the materials used for stand building must be rated in fire propagation class 1 or 2, in accordance with NEN standard 6065:1991/A1:1997.
For further details regarding stand construction materials and all fire safety regulations, please refer to the RAI’s guidance notes here
First Aid (inc. nearest hospital)
The first aid room is manned throughout the entire tenancy by a qualified First Aider, provided by the RAI, and is accessible in Entrance K.
In the event that you or someone you are with needs any medical assistance, you can either report directly to the First Aid Room, or speak with the nearest member of the Security team or the Organisers Office, who can request assistance for you.
Nearest A&E hospital is OLVG it is located at Oosterpark 9, 1091 AC Amsterdam, Netherlands.
Floor loading
If you have any particularly heavy exhibits or elements of stand construction, please refer to the floor loading limits of the RAI here. If you have any questions about this, please contact sponsors@europe.hlth.com to discuss.
G 🐐
Gangways
Gangways must be kept clear of obstructions at all times. It is not permitted to position any furniture, graphics or exhibit in the gangways space.
Additionally, emergency gangways are designated by the venue during the event build up and breakdown. These are identified onsite by hazard tape.
I 🍦
Internet and Wi-Fi
Complimentary WiFi will be provided on the show floor, however, HLTH cannot guarantee uptime consistency throughout the duration of the event. We strongly recommend a dedicated internet connection if you intend to stream audio/video content or conduct live demonstrations/presentations within and around your exhibit. See your dedicated internet options through The RAI via the Exhibitor Webshop.
L 🦁
Lighting
Overhead lighting is permitted. No lighting, fixtures, lighting trusses, or overhead lighting may be hung or shined outside the boundaries of the exhibit space so as not to be distracting to adjacent exhibitors.
Exhibitors may not shine logos onto the ceiling, aisles, facility wall or adjacent booths and spotlights may not be mounted to the ceiling outside the boundaries of the exhibit space. HLTH reserves the right to remove/turn off any lighting that does not comply and the exhibitor will be responsible for any charges related to this action.
Line of Sight
Displays must be designed and operated in a manner that respects the rights of other exhibitors and attendees. Displays shall not block or obstruct the view of a neighbouring exhibitor.
M 🐒
Meeting Room Buildouts
Meeting rooms that have custom buildouts must be approved. Renderings need to be sent to sponsors@europe.hlth.com by Friday, May 16.
The custom buildouts must be contained to the space inside the assigned room. Nothing is permitted to be built or placed outside the meeting room or in the hallway. Any buildouts must adhere to the RAI rules & regulations, as outlined in the Sponsor Toolkit.
Music
If you intend to play copyright music on their stand, by means of TV, slide, tape player or even live, you must obtain a music licence, which ensures that the creators of music receive fair compensation for their work.
Exhibitors are solely responsible for obtaining any licence required to play music on their stand. Failure to obtain a licence may result in prosecution. Licences can be obtained via Burma-Stemra
Sponsors intending to play music are also requested to consider their neighbouring stands and ensure that the volume is not excessive, so as to cause a disruption to others.
N 🌰
Name board - booth name & number
Booth package stands will receive a booth number. Space only booths are required to provide this as part of their stand build.
O 🦉
Organisers Office
Throughout the event, the logistics teams will be based out of the Organisers Office.
If you need anything else or are not sure who to speak to, you can find the Organisers Office on the right hand balcony (BMC14) or call us: +44 7760 930841
P 🦜
Photography and videography
Photos and videos will be taken by HLTH at the event. By entering HLTH Europe, attendees give unqualified consent to: HLTH Europe Ltd, its agents and licensees to record, use and publicise your voice, actions, likeness and appearance, in any manner and media, worldwide in perpetuity.
Photography and videography by sponsors is permitted within their booth space, provided any attendees captured have been made aware and consented. It is not permitted to photograph or video other sponsor’s booths.
Unauthorised use of photography equipment or videotape equipment may be subject to confiscation by HLTH Europe.
Photographers or Videographers need to be in possession of a valid HLTH Europe event badge, or a Crew Pass. See here for further information.
R 🌈
Registration
Every attendee must be registered and is required to wear a HLTH badge in order to access any part of the HLTH event including sessions, meal functions, networking receptions, meeting rooms, and the show floor. Anyone who requires access to your booth during show hours must be registered for HLTH. Click here to register and purchase any additional passes that you need.
Rigging and Booth Signage
Sponsors are not permitted to display signage in any areas outside of their allocated booth/meeting space without approval from HLTH. Popup banners are not permitted by kiosks.
Hanging signs/banners are only permitted over Space Only booths. Hanging signs/banners may not exceed the length of any side of your booth space or hang over the common gangway space. The top of any hanging banner may not exceed the maximum height restriction of 6 metres.
Any rigging at the show must be approved by the Organisers prior to arriving onsite. If you wish to rig as part of your space only build, please ensure that this is included in your stand plan submission.
Once approved by Abraxys, rigging can be ordered directly with the venue’s rigging contractor; MX.
If you wish to retain your banner after the event please ensure that you liaise with MX. If you have ordered your banner via Partnion (our signage contractor), please let them know if you wish to retain it.
Please be aware that as a general rule banners are not de-rigged at the close of the show, so would need to be collected on Thursday 19th.
Risk Assessment
It is a condition of exhibiting at HLTH Europe, that every exhibitor completes the Health and Safety declaration to provide us with contact details for the person on your team responsible for Health and Safety onsite and to declare that a Risk Assessment has been carried out.
A Risk Assessment (RA) is a document identifying hazards that might cause harm to people and deciding what reasonable steps need to be taken to prevent that harm and to control the risks during build-up, open and breakdown of your stand.
There are four steps to completing a Risk Assessment;
- Identify the hazards
- Decide who might be harmed and how
- Evaluate the risks and decide on precaution
- Are further actions necessary to control the risk
You can find some further guidance on risk assessments, as provided by our stand plan approval contractors, Abraxys here and a template document, which you may use here.
If you have any questions regarding your risk assessment, contact sponsors@europe.hlth.com and we will be happy to assist.
S ☀️
Selling Products or Services
Selling exhibited products or services will not be permitted. At no time may the exhibit or product display be altered to fulfil a transaction. No signage or advertising of product pricing will be allowed. HLTH reserves the right to prohibit the sale of any product for any reason.
Storage
If you require storage onsite for packaging or other stand materials, this can be arranged with Schenker, who will collect during build up and return to your booth at the start of breakdown. It is not permitted to store items behind your stand, as this can create fire hazards.
Security
HLTH and the RAI, will take all reasonable security precautions during build-up, open days and breakdown of the event but cannot accept responsibility for any lost or damaged items. Sponsors are therefore recommended to take the following precautions to secure their belongings and exhibits, however caused.
Have your booth manned by a member of your staff at all times - sponsors are advised against leaving valuables unattended on their stand.
Lock away valuable items overnight, or when your stand is unattended. If you have lockable storage as part of your booth package, the keys will be provided to you during build up.
Use locks if applicable to secure high value items to desktops / shelves etc. during the event open times.
If you have any concerns around security or believe you may require additional security cover for your booth, please contact sponsors@europe.hlth.com to discuss.
Stand Plan Approval
If you have purchased a space only stand, you will be allocated an area on the show floor, in which to build your stand.
You or your contractor are then responsible for ordering all services (electricity, internet, rigging etc) and for managing the design and build of the space, ensuring compliance with all venue and show regulations, including submitting your intended stand design for approval. See further details here.
W 🍉
Water and Waste
Should you require water and/or waste supply this can be ordered via the RAI’s webshop.