Exhibitor A – Z Information

 

IMPORTANT REMINDER:

You MUST wear a hi-vis vest and suitable footwear on both the build-up and breakdown of this event to comply with CDM Regulations.

A

Access

  • No deliveries should be made to the venue in advance of Tuesday 27 June 2023. Deliveries should be coordinated with the official shipping & handling contractor European International Fairs
  • Please view the Event Schedule for full access times
  • Please view the NEC Parking & Traffic Information Leaflet
  • Build-up access:
    • Vehicles should follow the digital road signage at the NEC for MATS BAT EV XPO
    • On arrival to site, all vehicles requiring use of the lorry way at the rear of Halls 3 & 3A to unload, should report to the designated lorry park (South 3) for the show. From here they will be directed down to the rear of the relevant halls when space becomes available
    • Lorry way access, if required, MUST be booked in advance of arriving onsite using the NEC’s Online Event Delivery System, Voyage Control
    • To use Voyage Control, set up an account and add payment card details – the card will NOT be charged if your vehicle is removed from the unloading area within the allocated time. Please note the overstay charge has increased to £80.00 from 01 April 2023
    • Please click HERE to access Voyage Control
    • Please click HERE for Voyage Control instructions
    • All stock and materials should be unloaded as quickly as possible; the vehicle will then be asked to relocate to an alternative parking area
    • This will help free up space for more vehicles to gain access to the rear of the halls
    • Vehicles that do not require access to the rear of the halls to unload (i.e. exhibitors that can hand-carry smaller items) should park in car parks East 1 – 4 and enter the building via the Piazza Entrance
      • The NEC operates free shuttle buses that run continuously around the NEC site and car parks during events, usually starting one hour before and finishing one hour after the exhibition (available on show open days only).
  • Breakdown access:
    • Breakdown will commence 30 minutes after show close/ once ALL visitors have vacated the halls and the mains power supply has been switched off
    • The Voyage Control booking system does NOT apply for breakdown
    • Cars and small vans will have priority to access the rear of the halls via Gate 1 once the show has closed
    • Larger vehicles will be queued on the designated lorry park (South 3) from 7.15am on the morning of breakdown
    • They will be sent down to the back of the halls once space becomes available
    • Please note there may be a delay in releasing vehicles; however we do endeavour to ensure all vehicles are allowed down to the rear of the halls as soon as possible

Accessibility

Accident Reporting

  • All accidents, even small ones, must be reported to the Organiser Office at the front of Hall 3

Accommodation/ Hotels

  • Please click HERE to view and book one of our partner hotels

Audio Visual (AV)

  • Audio-Visual presentations must be totally contained within the stand area
  • Sound and noise levels must be kept to a level that does not disturb neighbouring exhibitors
  • The Organisers reserve the right to turn down volume and move attendees to prevent the gangways from getting obstructed
  • Audio-Visual equipment can be hired through the appointed General Services Contractor, Emblem Events & Exhibitions
  • Please visit the Stand Services Page to place your order

B

Balloons

  • Please refer to the eGuide for guidance on exhibiting balloons

Batteries

  • The NEC requires that all batteries brought into the venue must be UN38.3 Certified
  • Prototype batteries may be permitted but both the organiser and venue must be informed of their presence prior to the event
  • Please email juliette.rogers@event-partners.com if you are planning to bring a prototype battery

Build-Up and Breakdown

  • General
    • Please view the Event Schedule for full access times
    • Please view the NEC Parking & Traffic Information Leaflet
    • Please view the venue’s Event Delivery & Breakdown Process and the ‘Access’ section of this A – Z for helpful information
    • Be security conscious; build-up and breakdown are classic times for easily movable items such as laptops, mobiles, handbags, projectors etc to be stolen
    • Please be patient; build and breakdown at the venue are usually very smooth and quick. As long as exhibitors and contractors are considerate and adhere to the relevant guidelines, everything should be hassle-free
    • Accidents are more likely to happen during the build-up and breakdown phases of an event. For your safety, and the safety of others, the following guidelines must be adhered to during these times:
  • Build-up and Breakdown
    • CDM Regulations will be in effect for the duration – hi-vis vests and suitable footwear are compulsory for all exhibitors and contractors
    • To view the site rules and induction, please click HERE
    • Industry and company health & safety policies are to be observed and adhered to at all times
    • No persons under the age of 16 are permitted in the exhibition halls during these periods
    • No vehicles will be allowed to load/ unload or enter / exit the venue unless authorised by a member of the venue security team
    • Do not obstruct the aisles and exits with rubbish. Gangway access needs to be maintained in case of an emergency
  • Breakdown
    • The events officially close at 4:30pm on Thursday 16 May 2024
    • Breakdown will commence 30 minutes after show close/ when all visitors have vacated the halls. Please do NOT attempt to remove exhibits or breakdown your stand until this time
    • The pedestrian exits will be opened 30 minutes after show close to allow exhibitors to exit the hall with items that can be carried
      • The NEC operates free shuttle buses that run continuously around the NEC site and car parks during events, usually starting one hour before and finishing one hour after the exhibition. (Available on show open days only).
    • Roller doors at the rear of the halls will not be opened until the venue security team are happy that the show is clear of visitors (approximately 30 minutes after show close). Contractors may then gain access and movement of trolleys / fork lifts can commence
    • Mains power will be turned off 30 minutes after show close
    • No large items i.e. pop-up stands or trolleys may be taken through any of the main public entrances. These must exit the building via the roller doors at the rear of the halls
    • All exhibits need to be clear of the halls no later than 10.00pm on Thursday 16 May 2024. For any outbound shipping requirements, please contact European International Fairs
    • ALL (non-rental) stand items MUST be removed by exhibitors at the end of the event; this includes leftover leaflets/ marketing collateral, custom-build stand carpet etc

C

Carpet & Flooring

  • All stands are required to have carpet or floor covering
  • Carpets and other textile floor-coverings must comply with BS 4790, BFL S1 or CFL S1 and shall be secured and maintained with low-tack carpet tape to ensure there is no slip/trip hazard
  • Only NEC recommended carpet tapes may be used directly onto the exhibition floors. Suppliers are as follows:
  • Carpet/ flooring can be hired and fitted through the appointed General Services Contractor, Emblem Events & Exhibitions
  • Please visit the Stand Services Page to place your orders

Cashpoint/ ATM

  • The cash machines at the NEC are currently out of use
  • The nearest cash point facilities are in the train station and Resorts World
  • **Please be aware all catering outlets accept card/ contactless payment only

Catering/ Food & Beverage

  • General Catering:
    • During build-up and breakdown, food & beverage items will be available to purchase from outlets in the Piazza
    • On show open days, food & beverage items will be available to purchase from catering outlets both on the Piazza concourse and in the halls. Please note the NEC is a cashless venue.
  • On-stand Catering
    • Amadeus are the multi award winning catering partners at the NEC. Their services must be used to supply all food & beverage (including alcohol) required on exhibition stands
    • On-Stand Hospitality:
      • Click HERE to view the Menu and Barista Coffee Packages
        • Enquiries can be made to a dedicated Catering Account Manager who will work with you to create an offer exclusive to your needs:
    • Food to You – a convenient drop off service for delivery only
      • Exhibitors wishing to use the Food To You stand delivery service should place their order by completing the catering section in the NEC Order Form or by email to eventorders@thenec.co.uk
      • Should you wish to speak to someone in person, please call 0844 338 8338 (UK based exhibitors) or +44 (0) 121 767 2770 (overseas exhibitors)

Children

  • No persons under the age of 16 will be permitted into the exhibition halls, at any time
  • This rule is inclusive of Exhibitors’ and Contractors’ children during the build-up, show open and breakdown phases

Cleaning

  • Stand cleaning:
    • A pre-clean of all exhibition stands prior to show open and at the end of Day 1 is included
    • This cleaning service comprises of vacuuming of stands and removal of rubbish
    • This service excludes the cleaning of exhibits and upper levels of multi-storey stands
    • Please use the NEC Order Form to book any further cleaning needs
  • General Information:
    • Exhibitors are expected to leave the venue completely clear and in a good state. Please make your own arrangements for clearing any excess waste (e.g. event literature, corporate gift bags and empty cardboard boxes); these must be removed from site at the end of the event
    • The venue reserves the right to make additional charges to cover the cost of any post event special cleaning and additional wheelie bins/skips requirements
    • All stand exhibits/fittings, including any rubbish, must be cleared by the end of tenancy
    • Unless expressly agreed with the Organiser, any items left behind after the end of breakdown will be treated as abandoned and disposal of these will incur a charge that will be made directly to the exhibitor
    • Neither the Organiser nor Venue accepts responsibility for any items left behind
    • Any Exhibitor that does not comply will be liable to a charge dependant on the amount of rubbish left

Cloakroom

  • Cloakroom facilities will be available on show open days outside the entrances to Halls 3 & 3A
  • Items are charged as follows:
    • £2 per coat or umbrella
    • £3 per bag or luggage
  • Cloakrooms open 30 minutes before show open and remain open up to an hour after show close; overnight storage is not possible

Compressed Gases

  • Compressed Gases can be purchased from the NEC
  • Please use the NEC Order Form to place your orders
  • All activities involving the use of compressed gases must be fully risk assessed and included in your risk assessment

Construction Design & Management (CDM) Regulations 2015

Copyright

  • Please note that the Organiser (Event Partners Ltd) have no copyright responsibility in respect of any exhibiting company
  • Exhibitors are reminded that third party copyrights should not be infringed
  • Proper dispensation must be obtained and any royalties due paid prior to the use of materials
  • Should any copyright dispute arise, the Organiser (Event Partners Ltd) will not be liable for any resulting loss, or damages, sustained by any exhibitor or third party

COSHH (Control of Substances Hazardous to Health)

  • Any exhibit, process or feature that is likely to generate and/or emit gases, vapours, liquids, fumes or dusts into the halls shall be so constructed so as not to be prejudicial to health or a nuisance and shall comply with the requirements of the Control of Substances Hazardous to Health Regulations 2002 (as amended).
  • It is the exhibitors’ responsibility to ensure suitable safety measures are taken and relevant legislation is met, including a full COSHH assessment by a competent person
  • This COSHH assessment, including full details of the hazards arising, how they are harmful to health and the range of control measures which will be implemented must be provided to juliette.rogers@event-partners.com no later than 3 April 2024

Custom-Build Stands

  • You are welcome to appoint your own contractor to install a custom-build stand for you
  • Please make sure they are familiar with the contents of this manual
  • Please complete Compulsory Stand Form 3 by the deadline specified
  • Make sure your stand design adheres to our Display Rules & Regulations
  • Your stand builder must also submit by the deadline specified:
    • Construction Phase Plan
    • Construction Phase Risk Assessment
    • Detailed stand plans/ designs
    • Method Statement
    • Proof of Insurance
  • Authorisation to Build cannot be issued until all of these documents have been reviewed
  • A fire risk assessment must also be produced and submitted to the Organiser, once the stand is completed/ in use

D

Deliveries

  • All deliveries should be made during tenancy days only and should be addressed as follows:
    • Representative Name/ Company
    • The Advanced Materials Show / The Advanced Ceramics Show/ Battery Cells & Systems Expo / Vehicle Electrification Expo (delete as appropriate)
    • Hall 3 / Hall 3A (delete as appropriate)
    • Stand Number
    • The NEC, Birmingham, B40 1NT
  • If you are shipping directly to the venue, please either ensure that a representative from your company is there to receive the shipment, or, coordinate the delivery with our partner, European International Fairs
    • Alternatively, consider making use of the advance warehouse facility provided by European International Fairs, for your shipments
  • For full shipping information and instructions, please visit the Stand Services Page

Demonstrations

  • Exhibitors must ensure that, any demonstrations (i.e. operate machinery or carry out mechanical demonstrations) on their stands, do not constitute a fire or Health & Safety hazard, and must submit a full risk assessment to juliette.rogers@event-partners.com no later than 3 April 2024
  • Any exhibitor carrying out demonstrations involving public participation must submit a copy of their public liability insurance alongside their risk assessment
  • The activity must be confined within the stand and not protrude onto the gangway
  • Any viewing areas must also be accounted for into the design of the stand and must not be on the gangways
  • All moving parts must be effectively guarded, with controls sited beyond public reach
  • The Organiser reserve the right to limit any practice that they consider dangerous or detrimental to the show/ public safety
  • Noise levels must not be set to a level that causes annoyance or nuisance to neighbouring exhibitors and / or the public
  • The Organiser reserves the right to stop, control or reduce noise emissions in the case of a dispute

Dilapidation Charges

  • Exhibitors are responsible for all panels, walls, columns, flooring, shell scheme stands and hired accessories within their stand area and any damages will be repaired at the exhibitor’s own expense
  • Any damage to the fabric of the building over and above normal wear and tear will be charged accordingly
  • Please note that nothing may be fixed to the fabric of the building or bolted to the floor without prior permission from the Venue
    • This includes the use of blue tack on walls and doors
  • Please avoid damage by ensuring the following:
    • No equipment or furniture should be stored or displayed against any wall
    • No equipment or furniture should be dragged across the floors
    • No equipment should be dropped on the floors
    • Suitable floor protection should be used
    • Care must be taken when moving through doors

Display Rules & Regulations

  • To view our Display Rules & Regulations, please click HERE

E

eGuide

  • The eGuide is essential reading for venues, organisers, exhibitors and supplier companies. The objective of the eGuide is to provide clear and straightforward guidance for achieving common standards of health, safety and operational planning, management and on-site conduct across UK event venues.
  • Recognised as the industry’s best practice document, the eGuide is continually reviewed by working industry professionals who represent the best advice currently available, and who themselves have to work within the guidelines in their own professional capacities.
  • Click HERE to view the eGuide

Electrical Connections/ Power

  • Stand packages are available from the General Services Contractor, Emblem Events & Exhibitions, that can include an electrical connection
  • To place an order for a stand package or stand-alone electrics/ lighting, please visit the Stand Services Page
  • All stand electrics must be installed by a qualified/competent contractor
  • External contractors must provide evidence of testing and certification for electrical works carried out
  • Any work done by your contractor will be checked by a Emblem Events & Exhibitions electrician onsite
  • Only one extension lead can be plugged into a single socket outlet
  • Extension leads must have a cord no longer than 2 meters and a maximum of 4 ways and hold an up to date P.A.T test certificate
  • Direct machinery mains connections are available on request; please contact Emblem Events & Exhibitions to discuss your requirements: Sales@emblemevents.co.uk

Emergency Procedures

  • Please click HERE to review Security and Emergency Procedures at the NEC
  • It is important you familiarise yourself with this information, prior to arriving onsite

Exhibitor Appointed Contractors (EAC)

  • An Exhibitor Appointed Contractor (EAC) is any individual or companies hired to set-up/ dismantle or provide services to your stand, who is not an employee of your company, and who is not an official contractor to the Organiser
  • Exhibitors must ensure that contractors/ suppliers/ agents they have appointed are familiar with the contents of this manual
  • Exhibitors should notify the Organiser of their intent to use their own contractor(s) at the earliest opportunity, using Compulsory Stand Form 3

Exhibitor Badges

  • Please click HERE to order your exhibitor badges
  • Badges are complimentary and unlimited
  • Your badge will be sent to you by email, before the show
  • It is highly advisable to print your badges, prior to arrival, to fast-track your entry into the hall, and help minimise queuing onsite
  • Alternatively, they can be printed onsite at the entrance to Hall 3
  • NOTE: if you are using your own contractor to build your stand, it is not necessary to register them for exhibitor badges

F

Fire Exits & Extinguishers

  • Fire exits should be kept free of obstructions at all times
  • This includes all Vehicle Entry (VE) Doors, main entrances to the halls and all other pedestrian entry/ exit doors
  • The venue has fire extinguishers are at fixed locations throughout the venue and are appropriate to the area they are located in
  • Any exhibitor requiring fire safety equipment on their stand should not be reliant on venue equipment within the hall
  • Exhibitors should bring the necessary items with them or order stand specific fire safety products via the NEC Order Form

Fire Safety & Fire Safety Regulations

  • All materials used in the construction of stands, including signs and fascia’s, shall be compliant with the British Standard relevant to the particular material or item and ultimately, non-combustible, inherently non-flammable or durably flameproof in accordance with BS 476-Part 7
  • Fabrics, drapes, curtains, hangings etc. must be inherently or durably flame-proofed to comply with BS 5867-Part 2, otherwise they may be treated with a proprietary flame retardant
  • Test certificates must be available for inspection for any materials intended to be used

First Aid

  • Medical Assistance at the NEC is provided in the form of First Aiders
  • This can be sought by contacting the Site Operations Centre on xt.2222 from an internal phone or +44 (0)121 767 2222 from an external phone
  • A member of the security team in the halls can also be alerted
  • A first aid box will be available in the Organiser Office at the entrance to Hall 3

Floor Loading

  • The hall floors, including duct covers and the floor above the tunnels or other subways, can withstand a loading of 20 tonnes per square metre (2 tonnes per square foot)
  • Base plates should be designed to limit the compressive stress on the floor of the Building to 200KN per sq m unless the total load on a base plate is 50KN or less, in which case a minimum 300mm square plate must be used

Floorplan

Forklifts

  • European International Fairs are the only contractor permitted to drive forklifts onsite
  • If you require unloading/ loading forklift assistance, this must be PRE-BOOKED
  • For full shipping/ handling information and instructions, please visit the Stand Services Page

Furniture Hire

  • Furniture can be hired through our General Services Contractor, Emblem Events & Exhibitions
  • To place an order for furniture, please visit the Stand Services Page

G

Gangways/ Aisles

  • Under no circumstances should exhibits, booth dressings, tables and chairs etc. be allowed to encroach on gangways/ aisles
  • Offending items are liable to be removed without warning
  • Fire exits must be kept clear of obstructions at all times

Graphics & Signage

  • Stand graphics can be ordered from our General Services Contractor, Emblem Events & Exhibitions
  • To place an order for graphics, please visit the Stand Services Page

H

Health & Safety

  • Under the Health & Safety at Work Act 1974 (HASWA) and the Workplace (Health, Safety and Welfare) Regulations 1992 we have a duty, as the Organiser, to ensure that all exhibitors and contractors are aware that they have responsibilities to ensure, so far as is reasonably practicable, the health, safety and welfare of themselves and others by what they do or fail to do. Key points of importance include:
  • Please familiarise yourself with the venue’s Emergency Procedures
  • If you require first aid assistance please alert a member of the security team or visit the Hall 3 Organiser Office
  • Emergency exits must be maintained and gangways kept clear at all times
  • Good housekeeping must be maintained in work areas allowing any hazards to be easily identifiable
  • Steps, mobile scaffold towers etc must be used in a safe manner, using suitable equipment in the approved way
  • All powered access equipment must be operated by fully trained and certified personnel. Copies of training certificates must be available for inspection and anyone who cannot prove their competency may be asked to cease the activity
  • All portable power equipment must be used only for the purpose for which it was designated and the correct safety guards and devices must be fitted and used. Trailing power leads must be kept to a minimum and not cross gangways. Petrol powered equipment must not be used
  • Personal Protective Equipment (PPE) must only be used where other protective measures have been considered unrealistic i.e. PPE is the last line of defence. PPE must be suitable and sufficient for the job and employees trained in its use and limitations
  • All contractors must be aware of the need to supply suitable and sufficient tools and equipment required for the job before coming on site. Borrowing of tools and equipment from the venue is not possible
  • The consumption of alcohol is not permitted on the exhibition floor during the build-up and breakdown periods of the event. The use of drugs is strictly prohibited throughout the duration of the event
  • The venue has duties under HASWA and its own Health & Safety policy, which includes provision that persons other than their employees are reminded of their responsibilities whilst working onsite
  • The Organiser is required to have a competent Health & Safety representative onsite during the hours that any work is being carried out in the venue

Height Restrictions

  • The maximum stand build height is 4m
  • Stands that exceed 4m are classed as a complex structure and may be permissible, subject to certification by a qualified Structural Engineer
  • See the ‘Complex Structures’ section of this A – Z for further information

I

Insurance

  • Whilst the Organiser will take take every precaution to protect your property during the event, we are not responsible for any loss or damage
  • You must ensure you take out adequate insurance cover for the period of your participation
  • You are responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties
  • Both your employers liability and public liability insurance values should be not less than £5 million each, per occurrence

Internet

  • Exhibitors who require guaranteed internet access on their stand can order a suitable connection via the NEC Order Form
  • Please click HERE to review the NEC Connectivity Guide

L

Lead Retrieval/ Data Capture

  • We have partnered with Jonas Event Technology to provide lead retrieval/ data capture services to exhibitors
  • Lead retrieval is an app based solution for smart phones, or a hand held scanning unit, which allows you to scan badges of visitors to your stand and capture their data, to follow up with post event
  • To place an order for Lead Retrieval, please visit the Stand Services Page

Lost Property

  • For property lost on the same day during an exhibition, attendees can go in-person to the nearest Security Office
  • The nearest Security Office for this event is in the Piazza near Hall 1
  • Once the show is over, all lost property is moved to the Piazza Security Office, where it will be kept for a limited time
  • You can call +44 (0)121 767 3883 for lost property enquiries

LPG (Liquefied Petroleum Gas)

  • The NEC does not permit the use of LPG onsite and arrangements for a suitable alternative should be made

M

Mobile Phone Charging Facilities

  • Charging stations are available for mobile phones and other small electrical devices in the Piazza
  • There are two charger stands each having 6 individual units
  • Charges are as follows: £1.50 (30 mins), £2.00 (50 mins), £3.00 (90 mins)

O

Organiser Office & Exhibitor Services

  • If you require assistance onsite, please visit the Exhibitor Services desk at the front of Hall 3
  • Representatives from the Organiser and other key official contractors will be available to help you with your enquiry

P

Parking

  • To view the NEC Site Map, please click HERE
  • Please view the NEC Parking & Traffic Information Leaflet
  • When you arrive at the NEC, please follow the digital road signage for MATS BAT EV XPO
  • Build-up
    • Exhibitors who need to use the lorry way at the rear of Halls 3 & 3A to unload:
      • Should report to the designated lorry park (South 3) for the show
      • From here you will be directed down to the rear of the relevant halls when space becomes available
      • Lorry way access, if required, MUST be booked in advance of arriving onsite using the NEC’s Online Event Delivery System, Voyage Control
      • To use Voyage Control, set up an account and add payment card details – the card will NOT be charged if your vehicle is removed from the unloading area within the allocated time.
      • Please note the overstay charge has increased to £80.00 from 01 April 2023
      • Please click HERE to access Voyage Control
      • Please click HERE for Voyage Control instructions
      • Once unloaded you will be directed to relocate your vehicle to Car Parks East 1 – 4
    • Exhibitors who can hand carry smaller items (or have use of own trolley) into Halls 3 & 3A:
      • Please use Car Parks East 1 – 4 and enter the building via the Piazza to access the halls from the front
      • The NEC operates free shuttle buses that runs continuously around the NEC site and car parks during events, usually starting one hour before and finishing one hour after the exhibition. (Available on show open days only).
    • NOTE: there is no cost to park at the NEC during the build-up phase
  • Show Open Days
    • 2 x complimentary passes will be provided per stand for parking in Car Parks East 1 – 4 on show open days (15 – 16 May 2024)
    • These passes can be collected from the Organiser at the Exhibitor Service Desk on 14 May 2024, from 1.00pm – 4.00pm, alternatively, you can pick up your parking passes on the day of your arrival, if this is a show open day, as these are checked on departure
    • Additional standard parking is available from £12.95; view options HERE
    • Alternatively, Exhibitor Advantage Parking can be booked (£34.95), subject to availability

Photography

  • The Organiser reserves the right to use any photos taken by the official photographer during the show, for the purpose of marketing/ promotional activities
  • Exhibitors who would prefer photos of their stand not to be used should email our Marketing Department with their request: lana.mercer@event-partners.com

Platforms & Stages

  • Platforms and stages exceeding 600mm in height are classed as complex structures
  • Please refer to the ‘Complex Structures’ section in this A – Z for further information

Printing, Photocopying & Scanning (self-service)

  • The venue offers these services to exhibitors opposite Hall 8 in the Atrium
  • Please click HERE for full information

R

Rigging

  • All rigging activities to be undertaken by the in-house venue supplier only. Self-rigging is NOT permitted
  • Please email technicalsales@thenec.co.uk for the Rigging Enquiry Form
  • Please ensure any hanging items associated with your stand, adhere to the Display Rules & Regulations for this event

Risk Assessments & Method Statements

  • A Risk Assessment is the most effective way of documenting, assessing and controlling risks
  • There is an absolute legal requirement for health & safety management and its main objective is to determine the measures required to comply with statutory duty under the Health and Safety at Work Act 1974 and associated regulations by reducing the level of incidents/accidents
  • An assessment of risk is a careful examination of activities that could cause harm to people; the aim is to make sure that no one gets hurt or becomes ill by taking practicable precautions to prevent incidents/ accidents
  • Custom-build Exhibitors:
    • All Custom-Build exhibitors MUST produce and submit the following:
      • Detailed stand plans/ designs
      • Construction Phase Plan
      • Construction Phase Risk Assessment
      • Method Statement
      • Proof of Insurance
    • These documents can be submitted by the contractor(s) appointed by the exhibitor to build their stand
    • A fire risk assessment will also need to be produced and submitted for the stand, once it is completed/ in use
    • In addition, exhibitors using their own contractor to install a custom-build stand must complete a risk assessment to cover their own activities during the build-up, shop open and breakdown periods
  • Self-Build Exhibitors:
    • All Self-Build exhibitors MUST produce and submit the following:
      • Stand plans/ designs
      • Construction Phase Plan
      • Construction Phase Risk Assessment
      • Method Statement
      • Proof of Insurance
    • In addition, exhibitors building their own stands, must complete a risk assessment to cover their own activities during the build-up, shop open and breakdown periods
  • Stand Package/ Shell Scheme Exhibitors:
    • The installation of stand packages/ shell scheme will be covered by the appointed shell scheme contractor’s (Emblem Events & Exhibitions) own risk assessment
    • In addition, exhibitors using this service must complete a risk assessment to cover their activities during build-up, show open and breakdown periods
  • To complete your risk assessment, please click HERE

S

Scam Warnings

  • Hotels
    • Langham Travel are the official accommodation partner for this event
    • Any other company claiming to be working with us/ offering you hotels should be ignored
    • To book a partner hotel please click HERE
  • Attendee Data
    • Any offers to obtain / purchase attendee lists from third party companies are a scam, using fabricated and falsified data based on the current information publicly available for the event
    • Event Partners Ltd does not sell/ distribute attendee data to third party companies

Security

  • Security personnel will patrol the exhibition venue throughout the build-up, show open and breakdown periods of the event
  • The nearest security office to the halls is located in the Piazza
  • However, exhibitors are asked to take precautions against theft and be vigilant at all times
  • Exhibitors who require their own dedicated stand security, can make the necessary arrangements using the NEC Order Form

Shipping, Deliveries, Handling, Forklifts & Storage

  • European International Fairs is the official shipping & handling contractor for this event
  • They can help you with inbound shipping, advance warehousing, deliveries to the venue, forklift assistance, storage of empties/ crates and outbound services
  • For full shipping/ handling information and instructions, please visit the Stand Services Page

Show Colours

  • Advanced Materials/ Ceramics Aisle Carpet (Hall 3A) = Navy Blue
  • Battery/ EV Aisle Carpet (Hall 3) = Burgundy
  • Stand Package Carpet = Dark Grey
  • Feature Areas Carpet = Light Grey

Shuttle Buses

  • The NEC operates free shuttle buses that run continuously around the NEC site and car parks during events, usually starting one hour before and finishing one hour after the exhibition
  • Available on show open days only

Smoking & E-Cigarettes

  • Smoking is prohibited in all internal areas of The NEC Venue, in accordance with current legislation
  • Smoking is permitted in the designated smoking areas outside the Piazza main entrance, Piazza Gardens and the Atrium entrances
  • E-Cigarettes are prohibited in the halls and public concourse areas

Stand Packages (shell scheme)

  • Emblem Events & Exhibitions is the official contractor for all shell scheme construction and as such, must carry out all shell scheme work within the hall
  • If you are not appointing your own stand builder, you will need to order a shell scheme stand package
  • Packages can be inclusive of shell scheme, carpet, furniture, electrics etc
  • To place an order for a stand package, please visit the Stand Services Page

T

Taxis

  • TOA black cabs are available at clearly marked ranks outside the NEC’s main entrances
  • You can book TOA taxis by phone on +44 (0)121 427 8888 or 0800 0142 729 (Freephone) 24/7, online by clicking THIS LINK, or pick one up outside the NEC main entrances if available
  • Only TOA taxis are allowed access to pick up and set down at the main entrances of the venue; no other ranking will be permitted on site
  • Other taxis and private hire vehicles can access designated short stay areas to set down and pick up pre-booked passengers only, which can be accessed via Gates 1 and 3

Third Party Data Sharing

  • We work closely with our venue and a number of officially appointed contractors to administer these events
  • To ensure exhibitor preparations are undertaken and orders are placed in a timely manner, we may share your contact details securely with them
  • Our partners may be in contact to offer their services and assistance as you make your arrangements to join us in June
  • To view our official contractors, please visit the Stand Services Page

Toilets

  • There are toilets inside the halls, on the left-hand side of Hall 3 and on the right-hand side of Hall 3A

Traffic Rules

  • Please click HERE to review the NEC’s site traffic rules & regulations

V

Vehicle Display – Electric

  • Any exhibitors that wish to bring EVs to the NEC Venue for display purposes will be required to supply the following to the Organiser no later than 3 April 2024:
    • Type of EV
    • Method of charging
    • Stand number
    • Location within building (i.e. hall)
    • Contact name
  • Please email juliette.rogers@event-partners.com at the earliest opportunity; delivery and removal times of vehicles must be allocated in the build-up and breakdown schedule.
  • All batteries must be production batteries which have passed UN 38.3. Any prototype vehicles or batteries will not be permitted.
  • Daytime Charging
    • Where EVs need to be charged then this should be done when the building is occupied during the day where the exhibitors will be responsible for monitoring the EV. In addition, the following is also required:
      • The charging point should be installed by an approved electrical contractor and signed off
      • Only the dedicated power supply for that stand should be used for charging
      • The correct level of firefighting equipment is supplied
      • Charging cables should be thoroughly checked before use
      • There should be a functioning over-charge cut off within the vehicle or charging system
      • At least the first fifteen minutes of charging should be observed, to look for any problems
  • Overnight Charging
    • The NEC Venue will discourage overnight charging whenever possible. However, should overnight charging be required in addition to the bullet points above the below must also be in place:
      • Overnight security within the area of EV charging
      • Supplier contact information is made available for any vehicle emergencies
      • CCTV concentrated on that area
    • If overnight charging is to take place whilst the building is unoccupied then it must be discussed with the Organiser, Event Manager, Safety Team and the venue Security Manager.  All costs incurred would be charged back to the Exhibitor.
  • If there is any suspected damage to the vehicle which could impact on the battery, or damage to the battery itself, it should be taken out of action, moved to an external, non-public area (if safe to do so) and monitored periodically.
  • All vehicles keys must be left at Hall 3 Organiser Office, once positioned.

Vehicle Display – Petrol

  • Any exhibitor wishing to display a vehicle, must notify the Organise in writing, no later than 3 April 2024
  • Please email juliette.rogers@event-partners.com at the earliest opportunity; delivery and removal times of vehicles must be allocated in the build-up and breakdown schedule
  • All petrol-fuelled motor vehicles or other petrol engine equipment fitted with a fuel tank, including boats, plant or machinery, must comply with the following:
    • The fuel tanks of motor vehicles manufactured prior to 1984 must contain only sufficient fuel to move the vehicle in and out of the hall, due to the absence of safety features which prevent leakage
    • Fuel tanks of motor vehicles manufactured from 1984 onwards may contain fuel
    • Fuel tanks on all other petrol engine equipment must be empty
    • The fuel tank must be sealed, wherever possible with a lockable cap
    • Vehicles may require a drip tray and must be positioned within the boundaries of the stand so that any protrusions, doors, tail lifts etc. do not infringe the stand perimeter
    • The running of engines during the open period of an exhibition is strictly prohibited
    • Filling or emptying of fuel tanks inside the hall is strictly prohibited at all times
  • Vehicles and plant must be refuelled or recharged in the open air, away from the building in a position agreed by the venue
  • All vehicles keys must be left at Hall 3 Organiser Office, once positioned

W

Waste Disposal

  • All stand fitting materials and waste must be cleared – and stands be show-ready – no later than 7.00pm on 27 June 2023
  • It is your responsibility to remove all items at the end of the show and leave the stand package/ floorspace as you found it
  • Graphics/display materials must be removed from the stand package walls
  • Any items left will be assumed to be waste, and they will be disposed of – which may be subject to a fee

Wi-Fi

  • The NEC provides a free Wi-Fi service for all visitors named _NEC FREE WI-FI; no code is required to access it
  • This Wi-Fi network can understandably become highly trafficked/ saturated incredibly quickly; it is suitable for light browsing only and connectivity is not guaranteed
  • Exhibitors who require guaranteed internet access on their stand should order a suitable connection via the NEC Order Form
  • Please click HERE to review the NEC Connectivity Guide

Can’t find the information you are looking for?

Please contact the Operations Team who will be happy to assist you: juliette.rogers@event-partners.com