Contractor Final Joining Instructions

**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.

CLICK HERE FOR THE BREAKDOWN NOTICE

Venue Address:

• Halls 3 & 3A, , NEC (National Exhibition Centre), North Ave, Marston Green, Birmingham, B40 1NT

Event Schedule:

• Please click HERE to review the event schedule which includes build-up and breakdown access, and show opening hours

CDM Regulations:

• The build-up and breakdown periods of this event operate under The Construction (Design and Management) Regulations 2015
• All exhibitors MUST wear a hi-vis vest and suitable footwear for a construction environment; sturdy boots with ankle support are recommended
• Hi-vis vests are not supplied. You will not be permitted to access the halls by the security team without them, so please make sure you bring them with you!
• All exhibitors and contractors will be issued with a green wrist band upon entry; please wear it for the duration of the build-period
• Please familiarise yourself with the Site Rules and Induction, prior to your arrival

Build-up & Breakdown:

• General
  • Please view the Event Schedule for full access times
  • Please view the NEC Parking & Traffic Information Leaflet
  • 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 4:00pm 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 DB Event Logistics
  • 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

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 (North 12) 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 is £100.00.
  • 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 park E1 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 (North 11) 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

Loading/ Unloading:

Build-up – Unloading

• For use of the lorry way at the rear of Halls 3 & 3A, report to the designated lorry park (North 12). From here you will be directed down to the rear of the halls when space becomes available. Lorry way access MUST be booked in advance of arriving onsite using the NEC’s Online Event Delivery System, Voyage Control.
• Please click on the links provided below for more information regarding loading & unloading:
  • Please click HERE to access Voyage Control
  • Please click HERE for Voyage Control instructions
  • For the venue Site Map, please click HERE
  • For traffic and parking information, please click HERE

Breakdown – Loading

• • 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 (North 11) 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

Onsite Enquiries:

• Exhibitor Services is located in Hall 3, on the show floor (#1201)
• Representatives from the Organiser Operations Team, General Service Contractor, Health & Safety, and Shipping & Handling will be available, should you require assistance
• The phone number for the organiser office is +44 (0)1273 286 399

Freight, Delivery Handling, Forklifts and Storage:

• DB Event Logistics is the official freight services provider for this event
• They can help you with shipping, advance warehousing, deliveries to the venue, forklift assistance, storage of empties/ crates and outbound items
• DB Event Logistics are the only company authorised to drive forklifts
• For full shipping information and instructions, please visit the Stand Services Page of this manual

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.

Fire Safety Requirements:

• 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

Power/ Electrics:

• 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

Still got a question?

• Please email the Operations Team who will be happy to assist you, as you make your final preparations to join us: juliette.rogers@event-partners.com