📋 Stand plan approval process & build regs

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.

📐 As a minimum, you must provide:

  • Walling to any closed sides
  • Flooring to complete booth space (you may also wish to consider a platform to avoid issues with trip hazards if you have extensive cabling)
  • A method of displaying your stand number and company name

🗂️ In addition, please note the following show regulations:

  • The walling to any space only stands must be a minimum of 2.5m high and as standard and without prior approval, can be no more than 4m high, to include any platform. N.B. Double deck stands are not permitted for this year's event.
    • N.B. The height within the Balcony bays is limited in certain areas. Sponsors in this area are recommended to conduct a virtual site visit prior to finalising stand design.
  • Banners may be rigged above stands at a maximum height of 6m.
  • No more than 1/3 of any open side may be walled in.
  • If you wish to wall in over 1/3 of an open side, walling should be made of translucent material or low height (max of 1.2m) to ensure reasonable visibility for all exhibitors within the event space.
  • The reverse of walls over 2.5m must be dressed in white down to the height of 2.5m.
  • No graphics/ branding may be applied to the reverse of any party walling which overlooks neighbouring stands.
  • Any branding facing your neighbours stand (if you are back to back with another booth), must be stepped in by a minimum of 1m.
  • Your stand build, materials and dressing items must comply with venue rules and safety regulations.
  • Your stand build contractor must comply with CDM regulations and submit all required paperwork and documentation.
  • Single use materials and designs are discouraged. Please consider the sustainability of your stand. As part of the stand plan approval process you will be asked to share information on the environmental impact of your build.
  • All stands should be fit for the purpose intended, structurally sound and safe to build, use and demount in the allocated timeframe, without any undue risks.
  • Platforms should be a maximum of 100mm. Raised platform floors over 40mm require integrated ramp access, and this should be clearly shown on your plans.

To ensure the safety and suitability of all stands at the event, you will need to submit the below information and documentation to our stand plan approval company, Abraxys.

Plans will need submitting online for approval via this link. The deadline for submission is as follows:

  • 2 May - complex plans,  
  • 16 May - non complex plans

Upon successful completion of your stand plan submission you will receive a permission to build certificate via email from Abraxys. It is not permitted to commence build without being in receipt of this confirmation.

📃 Plan submission requirements:

  • A copy of the plan view, showing dimensions and positions of walling, features, major exhibits & demonstration areas. To include height of any platform or raised flooring.
  • Plan showing the location (and orientation) of the stand within the exhibition hall
  • Elevations with full dimensions, including full steelwork and staircase details (if applicable)
  • Width and position of gangways within the stand
  • Specification of materials used
  • A risk assessment (to include fire hazards) - see (optional) template here and guidance doc here
  • A method statement - see (optional) template here
  • Onsite contact details for your stand builders/designers
  • Copy of your stand contractor’s insurance certificate (Public Liability and Employer’s Liability cover)
  • Your plans should all include a reference of your stand name and stand number and be produced for this event, it is not permissible to submit information for past events.
  • Only once you have received your authorisation to build form can your stand plan be considered approved. It is therefore advisable to submit plans as soon as possible. Please be aware that once the authorisation form has been issued, any changes or amendments to the build will need to be re-submitted for approval.
  • If your stand is complex, in addition to the items listed left, you will also need to provide:
  • Structural calculations (must be in English)
  • Written confirmation from an independent structural engineer, with adequate professional indemnity cover, that the design is safe for its purpose (must be in English)

Plans should be submitted to Abraxys Global, our appointed Health & Safety contractor. Deadlines will be provided in due course. Plans cannot be accepted by email.

Complex structures will also require onsite sign off once built. This will be arranged by our H&S team and will be subject to an additional charge, which must be paid in advance via the below link:

Complex Fee (GBP)

Complex Fee (EUR)

N.B. Where applicable, VAT will be removed at the point of checkout, upon input of a valid VAT number.

🏗️ Complex Stands

A complex structure is any form of construction of any height, which may require input from a structural engineer.

If a stand is not constructed from ‘shell scheme’, it is the responsibility of the stand designer to determine whether the construction is complex or not.

Please note, that the venue reserves the right to deem a structure ‘complex’ where this has not correctly been determined by the designer and to submit any plans to a structural engineer, with the fee for review being passed on to the exhibitor or contractor.

Examples of complex structures:

  • A stand over 4m in height
  • Any structure, regardless of its height, which requires structural calculations
  • Multi-storey stands (N.B. a separate permit is required for this)
  • Any part of a stand or exhibit which exceeds four metres in height
  • Suspended structures (except lightweight proprietary banners, such as aluminium framework with fabric/vinyl infills and keder style banners)
  • Bespoke rigged banner constructed from timber/metal
  • Sound/lighting towers
  • Temporary tiered seating
  • Platforms and stages over 60mm in height and all platforms and stages for public use (not including stand floor flats and platforms)

ℹ️ Resources

🙋‍♀️ Contact

For any questions relating to your stand build or plan submission, please contact charlotte@hlth.com

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