VisionPlus EXPO 2024

Exhibitors Guide

Last updated on: Friday, 28 Jun 2024

OPERATIONS

Tarsem Singh

+971 52 760 9479

SHOW DIRECTOR

Neelam Solanki

+91 98208 19674​

Exhibiting & Venue Info

Rules & Regulations (Including Health & Safety)

False Contractors Warning

It is highly possible that as exhibitors, you would be approached by companies that are not associated with the exhibition. If the company is not listed in this manual, they are not an official contractor. 

If you are approached by a company claiming to be directly associated with or offering services for the show and they are not listed in this manual, please take the time to let the Show Director know. This is particularly important where companies are offering data or contacts lists for sale – we do not sell our data, so any offer can categorically be deemed not genuine and should be approached with caution.

Space-only General Regulations         

Exhibitors are responsible for all actions of any contractors they employ to work for them at the show. Any damage caused by contractors will be charged directly back to the employing exhibitor. Likewise, we hold exhibitors responsible for any misconduct by their employed contractors while at the show. 

BANNERS, RIGGING & DROP WIRES – Rigging for banners and other suspended items is permitted only subject to approval of stand plans. The maximum height for the topside of a banner/suspended item is 8m. See: Rigging

A COMPLEX STRUCTURE is any form of construction of any height, which may require input from a structural engineer. Examples of complex structures: structures over 4m in height, viewing/service platforms, suspended or raised walkways/ramps, sound/lighting towers, platforms and stages over 0.6m in height.

For complex structures, we need at least 2 sets of structural drawings including plan views and elevations. These should include calculations, specifications and method statement. Complex structures are also subject to a certification fee. 

All Space-only sites should clearly display their stand number or stand name. 

See: Space-only Stands Plans, Complex Stands

DOORS – Any door should not open immediately over or onto a step or steps – a 1000mm landing should be provided between the door and the first step. The minimum door width for accessibility is 800mm. Doors should be recessed where they open onto public space (i.e. doors must not open directly onto gangways). Doors must have a vision panel with a zone of visibility spanning from 500mm to 1500mm above the floor. The exception to this is doors to small storerooms, where a small panel may suffice. 

DRAPES, CURTAINS, HANGINGS – Drapes, hanging curtains and temporary decorations must be maintained flame-retardant and test certificates must be available for inspection for any materials used. Any non-flame-retardant drapes may be removed by the fire officer. They should be secured a minimum of 75mm clear of the floor.  

GLAZING – Any uninterrupted large areas of clear glazing, especially glazed doors, should be indicated to be apparent (for example with warning stripes, dots or logos) to ensure that people do not injure themselves by inadvertently walking into the glass. All glazing used in the construction of stands must consist of safety glass (laminated or tempered) a minimum of 6mm thick. 

LOCKED AREAS ON STANDS – If the electrics mains (or any other mains) for your stand block are in a locked area of your stand, you must ensure that access can be gained throughout the exhibition, both for the benefit of stands around you, and for health and safety reasons. You should leave a key safely with the Organisers’ Office on-site to do so. 

MODULAR OR ‘POP UP’ DISPLAYS – (unless expressly designed to do so) cannot be used as the only stand construction on a Space-only site. Appropriate walling must be ordered to separate the stand from its neighbour(s) and to give an acceptable level of dressing. The back side of dividing walls must be dressed appropriately so as not to spoil the aesthetic of the neighbouring stand/s. 

For NON-COMPLEX STRUCTURES we need at least two copies of the plan showing the dimensions and positions of walling, features, major/working exhibits and demonstration areas. Photographs are not acceptable. See: Simple Stands. All Space-only sites should clearly display their stand number or stand name. 

PARTITIONS (DIVIDING WALLS)- On dividing sites, Space-only exhibitors must supply, erect and decorate walls facing onto their stand areas and gangways. Space-only exhibitors must supply their own walling and must not use the backs of walls provided by other exhibitors. The reverse side of dividing walls above 2.5m must be finished in white, or to an otherwise acceptable standard, by the exhibitor who had them erected. In addition, any construction which backs onto a gangway must be appropriately dressed to the full height of any construction or display.

PERMISSION TO BUILD – All stand plans are subject to review pre-show. You will either be given Permission to Build, or the plans will be referred back to you to be revised in line with regulations and the like. You must not assume Permission to Build until it has been confirmed in writing, whether you have used the same stand design in the past or not, or whether it has been approved in previous years. For more on this, see: Stand Plans

PLATFORMS – Where platforms are used, a ramp must be incorporated so that customers can be served on the stand and not from the gangway. Where multi-levels are used without ramped access, customers must be offered the same service at ground level. 

Platforms must not exceed 100mm in height (one step) and consideration must be given to accessibility for people with disabilities. The distance between supporting timbers of platforms constructed from battens (25mm thick minimum) and sheet materials (plywood or MDF, 18mm minimum), must not exceed 400mm from centre to centre. Platform corners must be splayed, rounded or angled to prevent sharp corners and tripping hazards. Where a beveled edge is applied to the perimeter of a platform, it must be conspicuous. 

RAMPS – Any stand with a platform (particularly ones over 100mm high) should have a ramp that is readily apparent, or the approach signposted. The slope of any ramp should be uniform and no steeper than 1:12 gradient. Ramps should have a minimum, unobstructed width of 1.5m; it’s surface must be slip resistant, especially when wet and of a colour that contrasts with the landings. A landing at least 1.2m long and clear of any door swings or other obstructions must be provided at the foot and head of the ramp. Intermediate landings must be at least 1.5m long and clear of any door swings or other obstructions. Handrails must be provided on both sides of a ramp which has a gradient steeper than 1:20. Where the change in level is no greater than 300mm, a ramp should be provided instead of a single step. Where the change in level is 300mm or more, 2 or more clearly signposted steps should be provided in addition to the ramp. A kerb at least 100mm high, which contrasts visually with the ramp or landing, must be provided on the open side of any ramp or landing, in addition to any guarding required. Any stand necessitating a ramp should cover it in their Risk Assessment. 

SPACE-ONLY STAND SIGN-OFFS – All Space-only stands will require stand sign-off pre-open of the event. A representative of your stand contractor will be required to complete and submit a certificate of stand completion, certifying that the construction of the stand and materials used are in accordance with agreed plans and comply with all current Health and Safety legislation, and rules and regulations of the Venue, the show and the Local Authority. See: Stand Plans.

STAND HEIGHT LIMITS – The maximum height a stand can be built to is 6m; anything over 4m is considered complex and special approvals are necessary – for further details, you should submit your plans to ops.vpexpo@fourplusmedia.com

The maximum height for banners and other rigged items is 8m (to the topside). Double-decker stands are not permitted. See: Height Restrictions

WALLING – Long runs of walling facing another stand are not permitted without approval from the Organisers. A full-height wall (that is: any wall or structure over 1.2m high placed either on or within 2m or the perimeter) cannot exceed 30% of the overall length of any side. This rule forms part of the terms and conditions of your stand booking. See: Walling Ruling

In general, the Organisers will not allow you to block an aisle with walling. The spirit of this regulation is to ensure exhibitors are always facing onto some activity. 

Shell Scheme General Regulations        

  • Lightweight exhibits or displays can be attached using double-sided tape, pads or Velcro. Our Operations Team will be pleased to give advice on suitable forms of fixings for your products and can supply a range of fixings.
  • Do not nail, screw or staple anything into the Shell Scheme. Any charges for damage caused to the Shell Scheme will be passed back to the Exhibitor.
  • If you intend to affix larger, heavier items to the Shell Scheme, contact the VisionPlus EXPO Operations Manager, Tarsem Singh at ops.vpexpo@fourplusmedia.com in the first instance to discuss weight loading and structure reinforcement where appropriate.
  • The maximum height for any interior construction i.e., using your own modular system, placing showcases, etc., is 2.5m (this is the height to the underside of the ceiling beams). We strongly advise any exhibitors who intend to build within a Shell Scheme stand to contact the Operations Team.
  • Under no circumstances should exhibitors paint or otherwise decorate the Shell Scheme. Changes to the wall panel colour must only be carried out by SilverPixelz Advertising and will be charged for.
  • If you wish to block in any open sides of your stand you must obtain permission from the Organisers before any arrangements are made as there are rules governing this. See: Walling Ruling
  • Partition walls are only provided to sub-divide stands. Any walls required on any frontage must be arranged with your Shell Scheme contractor and will be charged for.
  • It is sometimes necessary to use half-metre panels to construct certain stands and any construction should be planned around these panels.
  • No alterations to the Shell Scheme will be permitted without prior agreement. Interior work must be designed and constructed so as not to damage or interfere with the Shell Scheme’s structure.
  • All exhibitor materials should be removed from walls, fascia counters, lockable & unlockable storage areas as soon as possible after the show closes as dismantling of Shell Scheme stands may start immediately.

If you would like to discuss any of the above regulations, contact the Operations Team. 

If you have not ordered a Shell Scheme stand but would like to make arrangements to have one, speak to Neelam Solanki: vpexpo@fourplusmedia.com

Accidents         

If you are involved in or are a witness to an accident whilst on-site at VisionPlus EXPO, regardless of how small, it must be reported to the Organisers’ Office.

Alteration to Floorplan

The exhibition floorplan is subject to change at the discretion of the Organisers. Exhibitors will be notified of any changes to their stand.

Animals 

Animals are not allowed on-site. Guide and hearing dogs are permitted on request.

Balloons 

Helium balloons are not allowed for any purpose. An exception can be made where an agreement is signed, obliging the exhibitor to pay the full cost of retrieval from the roof voids should one or more balloons come loose for any reason – this is a costly exercise at a minimum of 2500AED. So your use of balloons may need reconsidering. 

Blades and Sharp Objects 

All blades and sharp tools/objects for sale must be individually packaged and kept out of reach of the public to avoid injury. If you must display your products out of packaging, ensure they are secured to your stand by some means, and that it is clear the tools may cause injury. 

Cable Management 

Incorrect use of cabling presents a risk of fire and a trip hazard. 

Cables provided must not act as a potential trip hazard and must be suitably ramped when crossing walkways, doors or floors. Otherwise, suitable cable covers should be provided. 

Candles         

Candles, tea lights or other naked flames of any kind are not permitted at the VisionPlus EXPO event.

Children

Under no circumstances will children under the age of sixteen years be allowed in the halls during build- up, open or breakdown periods.  

The exhibition halls are similar to a building site and can be hazardous during these times. This ruling is in place to protect children’s safety and no exceptions can be made to this ruling. 

This is to include exhibitors’ own children and babies, and also means that no child should be working on stands, or used as models. 

The exhibition halls are similar to a building site and can be hazardous during build and breakdown; and similarly, the volume of visitors in the halls on open days will put a child at risk. This ruling is in place to protect children’s safety and no exceptions can be made to this ruling.

Compressed Gases 

Use of gases will be permitted only where they are essential and must be registered as a special risk with the Organisers so if you intend to use compressed gases, please email ops.vpexpo@fourplusmedia.com  

Storage and use of Liquefied Petroleum Gas are not permitted in the exhibition hall.

Counters 

Counters, displays, seating, or any other feature of your stand, must be set back 0.5m from the perimeter to avoid overcrowding the surrounding aisles. 

Similarly, if you anticipate queues, you must plan queuing space on your stand to allow traffic to flow freely in the aisles. 

See also: Walling

Counterfeit Goods         

VisionPlus EXPO does not condone or tolerate the use, sale or distribution of counterfeit goods on stands under any circumstances. 

In the event that the use or sale of counterfeit goods is suspected, the relevant authorities will be called to investigate, and any offending stand will be asked to withdraw the counterfeit stock or close their stand for the remainder of the show.

Dilapidation Charges

No fixings are permitted directly to the venue walls and walling. All construction must be completely self-supporting and no fixings, fittings, rigging or painting may be made to any part of the permanent structure, floorings (including sprinkler pipes) or fittings of the halls. Any construction must allow access to services.

You are responsible for making any damage caused to the fabric of the exhibition halls by you, your agents or contractors. In your own interests, you should satisfy yourselves as to the condition of your stand site before the building of your stand and after its clearance. 

The Organisers will pass on to the exhibitor any charges for damage to the exhibition halls, caused by exhibitors, their staff, or their contractors. This includes the charge for removing any carpet tape left on the floor (300AED/m) and any heavy building rubbish left behind after the exhibition.


See also: Build-up & Breakdown

Disabled Access         

All service providers have to make reasonable adjustments to ensure that all customers – no matter what their disability – have equal access to services. 

As part of this, exhibitors must make particular adjustments to their stands. E.g. If you have a platform over 1000mm there must be a ramp to accommodate a wheelchair. 

Staff should be trained to be sensitive to the needs of disabled people and deal with any request or complaints that they may have. If you require help in this area, contact the Operations team. 

Drink & Drugs 

The abuse of alcohol, drugs and other substances can affect work performance and safety. Any person found to be under the influence of alcohol, drugs or other substances, which in the opinion of the Organisers and their representatives constitutes a danger to themselves or any other person using the venue will be removed from the venue by security and if necessary further action will be taken to remedy the situation. 

Emergency & Fire Procedures         

It is of the utmost importance that each exhibitor nominates a sufficient number of staff to ensure the observance of the instruction given in the event of an emergency. 


Please refer to the Festival Arena’s Health & Safety Manual. 

You are advised to keep handy the Emergency Procedure & Evacuation Plan

 

Emergency Numbers 

In the event of an accident or an emergency, this is the Control Room number: 

+971 4 701 1009

MEDICAL EMERGENCIES 

 

For medical emergencies and enquires you should use the Control Room number above. 

If possible give the following information: The location; The problem; Is the patient conscious?; Is the patient breathing?; Their approximate age; Do they have chest pains?; Are they bleeding?. 


OTHER EMERGENCY NUMBERS

Police: 999

Ambulance: 998

Fire department: 997

Contact details: If you need assistance during your time at the exhibition, you can speak to the nearest member of the security staff, or the Organisers Office, who will assist you.

Fire Precautions         

The Exhibitor shall not do or permit any act which may endanger the safety or stability of the premises, which may make void or voidable any insurance policy of the owners of the Exhibition premises and shall comply with the requirements of the Fire Officer or other relevant authority. 

 

  • All display materials shall be made from fire proofed materials to the satisfaction of the Fire Authorities. Cloth materials used in the decoration of stands must be non-flammable and stretched against solid backing.
  • Curtains shall be cut off at least 6 inches clear of the floor.
  • The Exhibitor shall not store or place any inflammable dangerous or explosive substance, liquid or gas upon the Exhibition premises, but celluloid or articles mainly consisting of that material may be shown in glass show cases or otherwise protected from risk in an approved manner.
  • No naked lights or lamps may be used during the period of the Exhibition or the periods of fitting up or dismantling, except where permission is given in writing by the Organiser after obtaining approval of the Local Authorities and owners of the Exhibition premises.
  • An Exhibitor demonstrating shall erect in a permanent position on the stand an approved pattern fire extinguisher of two-gallon capacity complete with full working instructions and shall also be responsible for ensuring that at least two persons on the stand are familiar with and understand the use of such extinguisher, and are acquainted with the position of the nearest fire alarm station at the Exhibition premises.
  • An Exhibitor committing a breach of any of the foregoing clauses shall indemnify the Organiser for all claims, losses and damage caused in respect thereof.
  • Any materials used in the erection or construction of an exhibition stand shall be of a suitable nature and quality in relation to the purpose and conditions in which they are used, adequately mixed or prepared and applied, used or fixed so as adequately to perform the functions for which they are designed.
  • All timber less than nominal 25mm in thickness and plywood, hardboard, blockboard and chipboard less than 18mm must be rendered flame resisting by a recognised process to a Class 1 standard when tested in accordance with BS 476 Part 7. Ply-hard and pulp boards which have been rendered flame resisting in a manner approved shall be branded with a recognised mark.
  • The use of plastic of a grade less than Class 1, BS 476 Part 7, whether in stand construction or display arrangements, is prohibited. Limited amounts of plastic materials of a grade better than Class 3 can be permitted providing the details are submitted and approved prior to construction. Artificial plants and flowers must not be used for stand dressing. Silk type flowers must be marked to indicate conformity to BS 5438.
  • Textile fabric and other decorative material used for stand dressing must be flame proofed and comply with BS 476 Part 7 (Class 1). Any fabric – unless incombustible – may not be used for partitioning stands, forming offices or the back or sides of stands, except that treated fabric may be permitted to a ceiling, to single storey stands, where not exposed to the risk of fire from lighted articles dropped from above. When used for decorative treatment of such portions, the fabric must be backed with materials similar to that required for the construction of the stands. They shall be fixed taut to the backing board and secured at floor level by a skirting board not less than 75mm deep. Curtains on exit routes must hang not less than 75mm clear of the floor and be parted in the centre.
  • Upholstered seating must meet the pass criteria for smouldering ignition source 0, flaming ignition source 1 and crib ignition source 5 when tested in accordance with 5 BS 5852 1990.
  • All painting must be carried out in water paints. Finishes having oil or cellulose base are not permitted to be applied on-site.
  •  

Gangways          

There are a number of regulations that govern gangways: 

  • All gangways must remain unobstructed and accessible at all times. Under no circumstances must any part of your stand, furniture, exhibits or displays be allowed to project beyond the boundary of your stand.
  • Tills, counters, displays and queue areas must be situated at least 0.5m away from the perimeter of your stand to avoid overcrowding the aisles. This rule also applies for demonstrations and treatments.
  • The means of escape provided on the premises must remain unobstructed by any obstacles, including ropes, posts, signs and cable runs, at all times when the public are present. Contractors are not to set down loads in designated emergency aisles.
  • Freedom of all main and cross gangways is essential at all times for emergency access. Designated emergency aisles must be kept clear at all times.
  • Exhibitors should only work within the confines of their stand and gangways should not be used for selling purposes. All discussions concerning exhibits must take place within the stand space allotted.
  • Doors and gates forming part of an escape shall be provided with a vision panel of clear glazing and must be hung to open in the direction of escape, clear of any steps, landings or gangways. Where necessary doors must be recessed so as not to open onto or obstruct the required width of any gangway or other escape route. Such doors shall be free from fastenings. See:
  • Bridging over gangways is subject to approval from the Organisers, and to the stand plans submitted. You should contact us for further information before any arrangements are made.
  • All stand structures, signs, exhibits, etc. must be confined within the area allotted and may not project into or over the gangways unless approval has been obtained by the Organisers. Under no circumstances will any item be allowed to project into or over the gangway – this includes stand fitting such as window boxes, bay windows, flag poles, etc.
  • Carpeting across gangways will not be permitted unless prior arrangements have been made with the Organisers. Gangways adjacent to any stand or stage used for demonstrations or performances must be maintained clear of obstruction. Additional space for an audience must be planned into the floor layout, as people are not permitted to congregate in the gangways.

General Health & Safety Regulations          

The exhibitor responsible for the stand should ensure that a suitable and sufficient assessment of risks to the health and safety of employees, whilst they are at work, has been carried out. It should also cover persons not in his employment arising out of, or in connection with, the part the exhibiting company is to play within the exhibition (i.e. during the exhibition build-up, open days & breakdown). 

 

  • A person must be appointed who is responsible for health and safety matters on the stand.
  • Operatives should wear suitable protective clothing relevant to their job which includes eye, hearing, foot and hand protection.
  • During the build-up and breakdown periods your staff and sub-contractors should be constantly reminded by you of the need for vigilance regarding the health and safety of themselves and those working in their vicinity.
  • Any violations or concerns regarding any of the points raised in this section should be reported to the Organisers Office.
  • All parking restrictions and speed limits must be adhered to.
  • You must ensure that portable power equipment is used for the purpose for which it was designed and that the safety guards and dust collection bags are correctly fitted and used.
  • You must ensure that portable electric tools are used with a minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it.
  • It is your responsibility to ensure that any equipment or pre-wired units comply to the venue’s regulations before they are installed on-site.
  • No electrical cables must be allowed to cross gangways, passageways and fire exits.
  • Any work area must be maintained free from general waste materials, which could be a hazard to operatives.
  • That all contractors, particularly from abroad, are aware of the need to identify suitable and sufficient tools and equipment required for the job before coming on-site (with special consideration to general safety requirements). This prevents corner cutting and avoids risk taking.

Health & Safety Declaration          

This is not contained within the Risk Assessment form, which must be completed by all exhibitors. 

Health & Safety Statement          

The Risk Assessment form must be completed and returned by all exhibitors – it now contains the Health & Safety Declaration. 

It is the policy of FOURPLUS GENERAL TRADING LLC to endeavour to seek the cooperation of all concerned in order to achieve the highest standards, in all aspects, of health & safety. Festival Arena Health and Safety and Security documents are available from the Events team and the Security office. 

FOURPLUS GENERAL TRADING LLC and the venue, within the scope of their own laid down Policies, have a responsibility to ensure that safe working practices are maintained at all times, which includes ensuring that provision is made whereby persons other than the venue or FOURPLUS GENERAL TRADING LLC employees are reminded of their responsibilities whilst working at the Exhibition Centre. 

Under Dubai Municipality Local Order 61 of 1991 and any other regulation adopted under this order, it is the duty of every employer to protect the health and safety of their employees. Under the definitions provided within Local Order 61, the “Venue” during build-up and tear down is defined as an area of ‘construction’ and the requirements of Dubai Municipality Code of Construction Safety Practice applies at all times. It is highly recommended that companies involved in this construction process obtain a copy of this publication which is available through the Dubai Municipality Building and Environment Department. Dubai Municipality Technical Guidelines also apply at this venue. 

They can be obtained through the Dubai Municipality website at www.dm.gov.ae. Authorized staff from Meydan reserves the right to remove persons from the premises who demonstrate a blatant disregard for their own safety or the safety of others, as permitted under UAE Federal Law No 8 of 1980, article 120(d). Authorized staff will be Health and Safety officers, Security officers, Managers, Directors and General Managers of the company. 

It is the duty of every contractor and sub-contractor to comply with rules and guidance within this document and the health and safety regulations of the authorities. Contractors should be aware of the requirements that exist in relation to the appointment of a company safety representative, and the requirement to inform the Municipality of such appointees. Further detail is available in the Code of Construction Safety Practice. 

Contactors and employers also have accident prevention responsibilities under this Code of Practice which should be understood and applied at this venue. These include advising employees of exposure to risks within their work, instruction or training in the recognition and avoidance of unsafe condition towards the elimination of hazards and exposure to injury and the formal reporting of accidents to the authorities of the Municipality. 

It is our general duty as exhibition organisers that we request your cooperation by complying with the requirements that are described in this section of the exhibitor manual, together with other sections specifically referred to within the manual.

Height Restrictions

Shell Scheme 

It is not possible to erect anything higher than 2.50m within a Shell Scheme stand – the internal height (floor to underside of ceiling grid) is 2.50m. 

If you would like to make arrangements to have your fascia and/or ceiling grid removed in order to exceed this limit, contact the Operations team to assess whether this is possible for your stand location. 

See also: Shell Scheme General Regulations 


Space-only Stands 

This show has a 6m build height limit. Anything over 4m is considered complex and will require special approval – for further information, you should email your plans to ops.vpexpo@fourplusmedia.com.  

Your stand plans must detail the height to which you are building. The deadline for submitting all Space-only stand plans is 20th September. 

The maximum height to the topside of any suspended items (banners, lighting rigs, etc.) is 8m. 

Double-decker stands are not permitted. 

See: Space-only General Regulations 


Walling Ruling 

Long runs of full-height walling facing another stand are not permitted. A full-height wall (that is: any wall or structure over 1.2m high placed either on or within 2m or the perimeter) cannot exceed 40% of the overall length of any side. This rule forms part of the terms and conditions of your stand booking.  

In general, the Organisers will not allow you to block an aisle with walling. The spirit of this regulation is to ensure exhibitors are always facing onto some activity.


See also: Walling Ruling, Space-only General Regulations

Late Working          

If you have appointed a stand contractor to build your Space-only stand, you must be assured that the design of the stand is such that it can be built within the specified times stated in this manual. 

 

Contractors working through the night to complete stands results in dangerous working practices. As Organisers, we are committed to safe working practices. If any working outside of the published timetable is required there are minimum requirements that must be met before working will be allowed, and paperwork must be completed before any work commences. If you think you need to work beyond the published timetable, you must inform the Organisers by 15:00hrs on the relevant day. 

 

To minimise the number of people working outside of the published timetable, a charge will be made if it is necessary for your contractors to work past the specified times, to cover additional Health & Safety Officer cover, First Aid, Security, hall lighting (electrical power will not be supplied to individual stands) and staffing for the hall during this late/early working period. 


See also: Maintenance During Open Period

Leafleting           

The dispensing of literature and promotional materials must be conducted from your stand.  

 

Exhibitors or their representatives are forbidden to hand out leaflets, etc. at the entrances to the event, in the gangways or in any other part of the hall (unless agreed in advance by the Organisers). 

Maintenance During Open Period 

Under no circumstances will maintenance work be permitted on stands during the exhibition open hours. 

If at any time during the exhibition open days, you need to carry out maintenance work on your stand after the exhibition has closed please apply to the Organisers by 15:00hrs on the same day for authorisation. 

Only in exceptional circumstances will work be allowed within the halls outside the published timetable. In these instances, there will be an hourly charge for each hour worked to cover health & safety. 

Health and safety is paramount at these times and the required paperwork must be completed before any work can commence. There will also be a charge from the Organisers for Security and First Aid cover. 


See also: Late Working 

Risk Assessments    

You must complete a Risk Assessment for your stand which should be carried out by you (the exhibitor). 

 

Download Guidance on Undertaking a Risk Assessment

 

It must cover your activity during the open period, as well as build-up and breakdown (for build and breakdown, you should consult and include information from your appointed contractors). 

If you submit only a Risk Assessment from your contractor, or one that does not cover the open days, you will be asked to revise and re-submit. 


Here’s a step-by-step guide to writing a Risk Assessment: – 

Step 1: HAZARDS 

Look for the hazards that you could reasonably expect to result in significant harm on your stand. Use the following as a guide: 

  • Slipping/tripping hazards (e.g. poorly maintained floors)
  • Fire (e.g. from flammable materials)
  • Chemicals (e.g. cleaning fluids)
  • Moving parts of machinery (e.g. blades)
  • Working at height
  • Vehicles (e.g. forklift trucks)
  • Electricity (e.g. wiring)
  • Fumes (e.g. machinery)
  • Manual handling
  • Noise
  • Poor lighting
  • Temperatures

Step 2: WHO MIGHT BE HARMED? 

There is no need to list individuals – just groups of people, for example: 

  • Contractors
  • Fellow exhibitors
  • Visitors
  • Cleaners
  • Maintenance personnel

Pay particular attention to people who may be more vulnerable: 

  • Staff/Visitors with disabilities
  • Inexperienced staff
  • Lone workers
  • Foreign staff/visitors

Step 3: IS THE RISK ADEQUATELY CONTROLLED? 

Have you taken precautions against the hazards you have listed? Have you provided, for example: 

  • Adequate information, instruction or training?
  • Adequate systems or procedures?

Do the precautions: 

  • Meet the standards set by a legal requirement?
  • Comply with a recognised industry standard?
  • Represent good practice?
  • Reduce risk as far as reasonably practicable?
  • Meet the regulations of the Organisers and the venue?

If so, then the risks are adequately controlled, but you should indicate the precautions you have in place. 


Step 4: WHAT FURTHER ACTION IS NECESSARY TO CONTROL THE RISK? 

What could you reasonably do for those risks which you found were not adequately controlled? Give priority to those risks which affect large numbers of people or could result in serious harm. Apply the principles below when taking further action: 

  • Try a less risky option
  • Prevent access to the hazard (e.g. by guarding)
  • Organise work to reduce exposure to the hazard
  • Issue personal protective equipment

Submit your Risk Assessment form on the VisionPlus EXPO Exhibitor Portal.


If you haven’t received your Exhibitor login yet, or for any other queries please email Tarsem Singh at ops.vpexpo@fourplusmedia.com

 

Seating            

Rows of four or more chairs must be secured together using an approved method, such as linking clips, to ensure that it is not possible to separate chairs or a row of chairs to ‘snake’. 

 

The width of gangway required between blocks of seats depends on the total number of seats and their layout: the minimum gangway required is 1.1 metres. A minimum gap (seat way) of 300mm must be provided between the back of one seat and the front of the seat immediately behind. 

 

The maximum number of seats allowed in a row as follows: 

 

  • 7 seats where there is a gangway at one end only. Up to 12 seats are allowed if the seat way is increased.
  • 14 seats where there is a gangway at each end. Up to 28 seats are allowed with a gangway at each end if the seat way is increased.

See also: Stage Safety, Special Effects

Shared Stands/Sub-Letting            

Exhibitors are reminded that they cannot sub-let or sub-divide their stand without prior written permission from the Organisers.

Smoking 

VisionPlus EXPO implements a smoke-free policy (including the use of electronic cigarettes) during all stages of build-up, open period and breakdown.

Discarded cigarettes are recognised as a major cause of fire. This, combined with the volume of waste packaging generated on exhibition floors, poses a substantial fire risk.

Special Effects

 

Fireworks on Stands 

Pyrotechnics and fireworks are not permitted. 

Lasers 

The use of lasers and laser products and machines is not permitted. 

Scenic Projectors 

XENON and HMI lamps emit extremely bright lights, so luminaries shall be sited out of the gaze of the public. 

Smoke Machines 

The use of smoke machines is regulated and all requests to use smoke machines must be sent in writing to the Organisers at least 4 weeks before the build-up begins. 

Strobe Lighting 

Carefully consider the use of strobe lights as under some conditions they may induce epilepsy in flicker-sensitive individuals. The equipment shall be arranged to operate at a fixed frequency not exceeding FIVE flashes per second and the control equipment must be in a locked-off position.  

 

The use of strobe type fittings is regulated and all requests to use such fittings must be sent in writing to the Organisers at least 4 weeks before the build-up begins. Whenever an agreement for strobe lights to be used is given, a risk assessment should be carried out and a warning notice shall be displayed on the stand in a clear and prominent position. 

Ultraviolet Lights 

It is essential that lamps or luminaries restrict exposure to Ultraviolet radiation, especially Ultraviolet B radiation. Luminaries shall be sited out of the gaze of the public. 

Water Features & Exhibits 

Water features which create mists and sprays such as fountains and spa baths create the risk of the spread of Legionella bacteria in air which causes Legionnaire’s disease. Any such feature is a special risk requiring a separate risk assessment detailing how the risk is controlled through water treatment and testing. If you are intending to have a water feature, please contact the Operations team for approval in the first instance.

Stages             

If you are planning to use a stage or provide demonstrations from your stand space, keep your Brand Zone  up to date with the details so we can help direct traffic to your stand. 

Guidelines for stages areas are outlined below: 

  •  The aisles are public walkways and cannot be used as static audience areas or be blocked by visitors watching performances. Any exhibitors planning live action for an audience, either from a raised stage or at ground level, must ensure that a large enough area is allocated on their stand space to accommodate a reasonable audience, whether or not seating is provided.
  • Stage/platforms up to 600mm in height – allow 1m from the perimeter of the stand to the edge of the stage. Stage/ platforms over 600mm in height – allow 2m from the perimeter of the stand to the edge of the stage.
  • Stage/platforms 600mm or greater are deemed complex and require structural approval and certification – see Space-only General Regulations for full details. The maximum stage/platform height is 1000mm.
  • The corners of raised floors on stands must be splayed, rounded or angled to prevent sharp corners and tripping hazards. All stage/platform areas must have 40mm edging in a colour contrast to the stage/platform.
  • Stages and platforms should be provided with adequate access by means of ramps and/or stairways. It is good practice to have at least two means of access/egress. Stairs and ramps used for access/egress must comply with the guidance detailed in the stand construction section. Stage/platforms of 300mm in height and above must have stepped access, complying with the approved risers and treads.
  • Ramps should be placed within the perimeter of your stand.

See also: Seating

Theft on Stands

In the event of a theft on your stand, you must inform the nearest member of the Security team, or the Organisers immediately. The longer you wait to report it, the more difficult it becomes to take action. 

If you are a victim of theft, or encounter suspicious behaviour, should contact the Organisers Office and a member of Security will attend your stand to deal with the situation. The Police will be called where necessary. 

Vehicles              

No moving vehicles, including contractor vehicles such as fork lifts, Mobile Elevated Work Platforms (MEWP’s) and general plant shall enter the halls during setup or demolition/takedown or when guests/clients are inside the venue with first having submitted the Vehicle Arrival form. Special arrangements for after-hours vehicle movement must be approved by the Festival Arena Team. 

No delivery vehicles will be permitted to remain at the offloading area for extended periods, or overnight. 

Vehicles on Stands 

  • Vehicles must not enter the buildings/ halls, until written approval has been given and the location of the display vehicle agreed to by the Organiser via the Vehicle Arrival form.
  • Vehicles taking part in exhibitions shall only be of a static nature, any other activity relating to exhibition vehicles will require prior approval, to ensure the safety of employees, exhibitors and the public. Vehicles are to be pushed into place. No vehicle shall be driven into the building or have its engine running once inside. Vehicles will not be permitted to run at any time during an exhibition.
  • Any person operating a vehicle for delivery to a stand shall be suitably licensed, insured and sufficiently experienced to do so safely.
  • An oil tray/protective sheet is to be placed under the engine of each vehicle on display.
  • Fire Extinguishers are to be placed in strategic locations near the vehicles. Vehicles will be arranged in order that no fire exit is obstructed or blocked.
  • Insurance cover for the vehicles and hotel property is to be produced by the customer/client beforehand.
  • Vehicles, motorcycles and other motorized vehicles displayed shall have their batteries removed or disconnected on both terminals.
  • Fuel tanks must contain the minimum fuel to move in and out of the venue hall.
  • Vehicle cannot be displayed directly on the house carpets and is required to be positioned on an appropriately supported platform or floor covering.
  • Display stands that will elevate vehicles above floor level must be of safe design and construction and without risk to persons. Any support platforms higher than 6in / 150mm is to be certified as fit for purpose.
  • Vehicle keys will be handed over to Security immediately after placement in case of emergencies.
  • Proof of vehicle insurance is required at least 48 hours prior to the event.
  • The vehicle must be included in the stand’s Risk Assessment.
  • Install and removal times/dates must be discussed with, and approved by, the Organisers.

Working at Height

All contractors and exhibitors have a responsibility to work safely at height and should plan ahead and source the most appropriate equipment for the task. Working at height should also be covered by the method statement and risk assessment – this includes all types of work access equipment regardless of the duration a person is at height or of the height at which the activity occurs.

Ladders 

Where steps and ladders are concerned, you should consider: what they are used for, industrial quality (not domestic), duration of the work and the training and abilities of users. 

Ladders can be used as working platforms when it is not reasonably practicable to use alternative means and a risk assessment identifies the activity to be undertaken is low risk. 

Ladders must be used in accordance with manufacturer’s instructions at all times. Additionally, the following guidelines must be followed: 

  • Leaning ladders must be placed at the correct angle
  • Ladders should only be used on level ground and must be secure e.g. suitably tied or, as a last resort, footed
  • The top treads or steps must not be used as a platform for work
  • Users should face the ladder whilst climbing or dismounting
  • Stepladders should not be used sideways-on where sideways loads are applied
  • Only one person should climb or work from a ladder or a stepladder
  • Users should not overreach
  • Steps and ladders should be checked for suitability and defects each time they are used

Scaffold & Mobile Tower Scaffolds 

All scaffolds and working platforms should be properly constructed to provide adequate working space. 

No scaffold may be erected, modified or dismantled, except under the supervision of an experienced and competent person, and all structures should be inspected by a competent person before use. 

Welding & Other Hot Work 

Welding and other hot work is not permitted in the Venue and needs to be done outside and installed.

Any work involving oxy-acetylene cutting/welding, arc welding, soldering, gas/oil blow lamps, grinders, tar boilers or LPG burners requires permission from the Fire and Safety Officer (contactable via the Organisers’ Office) prior to the commencement of work.

Outside Food is not allowed in the venue.

Working Machinery & Other Working Exhibits              

Below is some general guidance: 

  • A risk assessment must be carried out to ensure that any equipment being demonstrated (e.g. operated as part of an exhibit) on a stand is inherently safe and does not present a hazard to the operator of the equipment, other staff or visitors at any time.
  • Demonstration areas must be indicated on stand plans and, where necessary, must be sound proofed.
  • Machinery shall be electrically and mechanically disconnected, except if required for a demonstration. Safety devices may be removed only when the machines are not in operation and not connected to the source of power and only for the purposes of showing a visitor the design and construction of the uncovered part or parts. In such a case, however, the safety devices which are removed must be placed immediately beside the machine.
  • Working machinery should only be demonstrated to interested parties where necessary and not used as an attraction to the stand.
  • Moving parts of machinery and other working equipment must be efficiently guarded to protect both the public and the operator. All running machinery and other working equipment must be set back from the stand edge, so as not to cause a hazard to staff and to accommodate visitors.
  • All staff must have sufficient instruction and training to ensure that they are competent when undertaking any demonstrations. Suitable PPE should be issued.
  • All machines must be suitably guarded, as they would be in normal use. Distance barriers and screens may be required to protect visitors from harm.
  • All exhibits must, where they are not sufficiently stable as free-standing models, be properly secured to the floor of the stand or other structure.
  • Floors on stands must be kept clear of articles or substances likely to cause persons to slip or trip.
  • All electrical conductors must be properly installed and adequately protected.
  • Exhibits must be positioned so that at no time do they protrude into gangways.
  • Precautions must be taken to ensure that dust particles, fumes etc. from working machinery do not discharge into areas outside the stand.
  • All stand personnel should acquaint themselves with how to use the appropriate firefighting equipment as identified in the risk assessment and supplied on the stand, and with the position of the nearest fire alarm location in the building.
  • Suitable, clearly visible and accessible emergency stop controls must be available.
  • Where necessary, machines must be housed in noise enclosures and other appropriate noise reducing measures such as exhausts and silencers must be used.
  • Adequate extraction or other equally effective methods must be provided for dust, chips and fumes. Where necessary, appropriate explosion release and fire prevention measures must be incorporated in this.
  • Adequate lighting must be provided both for the machine and its surrounding area.