Final Exhibitor 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.

UPDATE: 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 the designated car parks (North 3) and enter the building via the Atrium 1 Entrance

Event Schedule:

• Please click HERE to review the event schedule which includes build-up and breakdown access times, show opening hours and evening reception information
• NOTE: Stand package exhibitors will have access to the halls from 9.00am on 08 July; whilst your stands will be built the day before, please be aware furniture, electrics, AV and graphics will continue to be installed throughout the day

Exhibitor Badges:

• Please ensure you have registered for your exhibitor badges. Failure to do so will require you to complete the induction to site (currently part of the exhibitor badge registration form) when you arrive at the venue. This may delay your access to the halls to set up your stand.
• Please click HERE to register for your exhibitor badges
• Exhibitor badges can be printed onsite from 1.00pm on 08 July at the Hall 7 Kiosks
• To view the venues’ Security & Emergency Procedures, please click HERE

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 wrist band upon entry; please wear it for the duration of the build-period

Accessibility:

• The NEC aims to be fully user-friendly for visitors with access needs
• Wheelchairs are available free of charge for blue badge holders and £5 for all other visitors
• Mobility equipment is available to hire. Please email InfoEmailAccount@necgroup.co.uk for further information
• Assistance dogs are welcome
• Induction loop audio systems are fitted in various locations
• To view the NEC’s full accessibility information: https://www.thenec.co.uk/visitors/accessibility/

Parking/ Access – Build-Up:

• 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 AMSACS BCSVEX
• Build-up
  • Exhibitors who need to use the lorry way at the rear of Halls 6 & 7 to unload:
    • 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, please set up an account.
    • Please note the overstay charge is £100.00 for all build up days, if a vehicle has exceeded its unloading time and removal has been requested but not actioned.
    • This event is not a ‘Deposit System’ event
    • 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 the designated car parks (North 3) and enter the building via the Atrium 1 Entrance
  • Exhibitors who can hand carry smaller items (or have use of own trolley) into Halls 6 & 7:
    • Please use Car Park N2 and enter the building via the Atrium 1 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

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 6 / Hall 7 (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 official Shipping & Handling partner, DB Event Logistics
• For full shipping information and instructions, please visit the Stand Services Page

Exhibitor Services:

• Exhibitor Services is located in Hall 7, on the show floor (#920)
• 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

Wi-Fi Access:

• 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 with the NEC via the Stand Services Page
• Please click HERE to review the NEC Connectivity Guide

Lead Retrieval/ Data Capture:

• Lead Retrieval units can be collected from 1.00pm on 08 July from the Hall 7 Registration Kiosks; the team will also be on hand for any queries you may have relating to the system
• To place an order for lead retrieval, please visit the Stand Services Page

Onsite Handling & Storage:

• If you require onsite handling assistance and/ or storage of your empties/ crates during the show, this MUST be pre-booked with the official contractor for these services, DB Event Logistics
• For further information and to place an order for services, please visit the Stand Services Page

Show Open Days:

• The dress code for this event is business attire
• Children are not permitted in the halls
• Exhibitors will have access to the halls from 8.00am/ 1.5 hours prior to show open on both days
• 09 July Opening Hours: 9.30am – 4.30pm (Evening Receptions 4.30pm – 5.30pm)
• 10 July Opening Hours: 9.30am – 4.00pm

Parking/ Access – Show Open Days:

• 2 x complimentary passes will be provided per stand for parking in Car Parks North 2 – 5 on show open days (09 – 10 July 2025)
• These passes can be collected from the Organiser at the Exhibitor Service Desk on 08 July, 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 £13.95; view options HERE
• Alternatively, Exhibitor Advantage Parking can be booked, subject to availability

Breakdown:

• A breakdown notice will be dropped on to your stand on the evening of 9th July. Please read this breakdown notice carefully as the below information is subject to change.
• The events officially close at 4:00pm on Thursday 10 July 2025
• 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 10 July 2025. For any outbound shipping requirements, please contact our official partner for Shipping & Handling, 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

Parking/ Access – Breakdown:

• A breakdown notice will be dropped on to your stand on the evening of 9th July. Please read this breakdown notice carefully as the below information is subject to change.
• 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 once the show has closed
• Larger vehicles will be queued on the designated lorry park (North 12) 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

Ordering Items for your Stand:

• Exhibitor contracts are for RAW FLOOR SPACE ONLY, unless otherwise agreed
  • You may have pre-booked the shell scheme & carpet package (inclusive of shell scheme walls, carpet & fascia board for your company name and stand number only) please refer to your contract for details
• To place your orders for additional requirements, please visit the Stand Services Page
• Note: The Emblem Events & Exhibitions online ordering portal is now closed. Any orders for required items from Emblem Events & Exhibitions must now be placed onsite, where a limited selection of items will be available to hire.

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