Space Only Stand Regulations & Information

CDM (Construction Design Management) 2015
You will need to ensure that the build of your stand at the event is carried out safely.  The CDM Regulations provide a framework to help you ensure that your stand is constructed safely and fulfil your legal obligations.

As organisers we carry out a number of activities as part of our own responsibilities some of which will help you fulfil your obligations. Please contact ops.sds@montgomerygroup.com if you need any further help or information.

Organisers Support:

• We ensure that all Space Only Contractors provide us with, Construction Phase Plans, consisting of Risk Assessments, Method Statements, Stand Plans and Welfare Arrangements.  We employ Johanna Shirley to provide help and support to Space Only Contractors with CDM queries - standapproval@montgomerygroup.com.  They can provide templates to assist in the completion of these documents.
• We ensure suitable welfare facilities are available including toilets, seating, access to drinking water and food outlets.

• We provide Health and Safety Site Rules to all contractors and exhibitors prior to coming onsite and onsite at entrances to the hall.  There is no access to the hall during Build Up and Breakdown without having received the Site Rules, and passes are issued only on this basis.

Exhibitor Responsibilities
Under CDM you are defined as The Client with regards to the build of your stand.  Below is a list or your responsibilities, we have highlighted those that can be delegated to the Principal Designer and / or the Principal Contractor:

• Make arrangements for managing your project i.e., building your stand.  You do need to ensure that someone is named as responsible for ensuring all the required roles are fulfilled.
• Appoint a Principal Designer and Principal Contractor.  These roles are often the same company or person and can be an external company or someone you appoint within your company.
• Ensure construction work is carried out safely and that welfare requirements are complied with. This would be delegated to your Principal Designer/Contractor.
• Ensure that a Construction Phase plan is drawn up and a Health & Safety file is prepared.  This would be delegated to your Principal Designer/Contractor who will do this as part of their obligations under this and other Health and Safety legislation.

Principal Designer Responsibilities
The Principal Designer is the person or company in control of the ‘design’ of your stand and they must:

• Ensure that planning, design, and pre-construction is carried out in compliance with the law.
• Ensure that risks are identified, eliminated, and controlled at the design stage.
• Ensure that pre-construction information is provided to contractors.
• Ensure a Construction Phase Plan is drawn up and a Health and Safety file is prepared.

Principal Contractor Responsibilities
The Principal Contractor is the person or company in control of the ‘build’ of your stand.  If they employ a 3rd Party to deliver onsite this company would become the Contractor, whether one company or two they must:

• Plan, manage and monitor the construction phase (build-up & breakdown) and the way the construction work is carried out, ensuring it is safe to construct and remove within an event environment and that it has little or no impact on the neighbouring constructions or contractors.
• Ensure work is carried out without risks to Health & Safety.
• Draw up site rules for the stand area (these will often mirror the Event’s rules, but should not be limited to this), ensure suitable inductions and welfare facilities; provide information, instruction, and training.
• Restrict access to your site if required by the work being carried out at the time.
• Liaise onsite with Event Operations team.

 

 

EXHIBITION BUILD REGULATIONS
Proposed stand designs must be uploaded to the Compulsory Space Only Health & Safety Form by MONDAY 6 JANUARY. If you have any questions, please contact standapproval@montgomerygroup.com.

As per the CDM Regulations above please ensure a Construction Phase Plan is uploaded to our Compulsory Space Only Health & Safety Form or sent to standapproval@montgomerygroup.com.. If you have a stand contractor, they will do this, and it should consist of:  

• Stand Plan 
• Method Statement 
• Risk Assessment 
• Contractor Health and Safety Declaration
• Welfare Arrangement Form 

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• All space only stands are responsible for building all their walls and cannot make use of neighbouring stand walls whether they are space only or shell scheme stands.
• The back of all walls on the Mezzanine Level must be dressed to a good standard, in a neutral colour to the Organisers satisfaction.
• All work must be carried out in conformity with the Rules and Regulations of the industry accepted e-Guide and the UK Building Regulations including all BS Standards. Click here for the e-Guide. 
• We recommend that exhibitors use a member of the Event Suppliers & Services Association (ESSA) to build their stands, which will provide the security of knowing their contractor is backed by the association's Code of Conduct, Quality Charter and Bond.  If you would like to put your stand design and build out to tender visit ESSA – Submit Your Contract for Tender.
• The maximum height for walls on single story Space Only stands is 4m except for stands around the perimeter of the Mezzanine Level or on the Gallery Level whereby the height limit is 3m.
• The minimum height for Space Only Stands is 2.5m.
• All advertising and logos must be within specified height limits.
• No advertising and logos will be allowed on the reverse side of dividing walls, unless written permission has been received from the organisers.
• Double Decker Stands are not permitted.
• On divided sites if your wall is above 2.5m you must decorate the back of your wall facing your neighbours stand, down to 2.5m. These walls must be finished in a neutral colour only to the satisfaction of the Organisers. 
• Do not allow any off-site construction to begin until written approval has been received.  If written approval has not been received building will not be allowed to commence onsite and last-minute approvals could involve the exhibitor in delays and / or additional costs.  
• Stands must be designed in a way as to not discriminate against disabled visitors. 
• All work must be carried out using non-flammable materials. 
• The design of the stand must be such that it can be erected and dismantled within the published time schedule (see Exhibition Timetable).  
• The Organisers may, at the expense of the exhibitor, remove or alter anything forming part of any stand, if in their opinion it is desirable to do so in the interest of the exhibition. 
• Any presentation or demonstration likely to interest groups of 10 or more people must be located towards the centre of the stand and clearly shown on stand drawings.   
• If any presentation or demonstration causes obstruction in the gangway and/or nuisance to any other exhibitor, we reserve the right to cancel the presentation or demonstration or restrict the frequency. 
• Vehicles are not permitted without prior written approval from the Organisers.
• The Business Design Centre is a permanently carpeted venue with dark grey carpet.  If Exhibitors wish to provide their own carpet, they must first lay floor flats or a platform. This must also be finished with metal/ plastic edging trim.  Carpet must not be laid directly on top of the venue carpet.  NB: Most carpet contractors sell their carpet outright, please make arrangements for it to be removed otherwise the venue will charge for its disposal.
• Exhibitors are responsible for all actions of any contractor they employ to work for them. Any damage caused will be charged back to the employing exhibitor.  
• Balloons are only permissible with written approval from the Organisers.  
• All stand structures: signs, etc. must be confined within the area allotted and must not project into or over the gangways.   
• All painting onsite must be carried out using water-based paints. 
• At least 50% of each frontage must remain open or fitted with an approved transparent material.
• Solid walling over 5m in length on a designated open side must be set back at least 0.5m from the stand perimeter.  
• All stands must clearly show the stand number and exhibiting company name. 
• Doors from offices, stores or meeting rooms must NOT open outwards on to a gangway. Vision panel windows must be fitted to all doors built into the interior of a stand. 
• If you require rigging for banners and lighting, please contact the organisers.
• Exhibitors and their contractors should familiarise themselves with the Working at Height Regulations 2005, and amendment published in 2007. 
• Exhibitors who have two stands either side of a gangway who wish to connect them in some way must contact the Organisers for permission and specification regulations before implementing any design work. 
• Contractors and Exhibitors are reminded that the e-Guide and the Control of Substances Hazardous to Health regulations (COSHH) should be adhered to. Please refer to any material safety Data Sheet prior to use. Click here for the e-guide page 128. A few points to note but not an extensive list so please do visit the e-guide as well;
  • Two-part fillers containing STYRENE are not permitted in the Exhibition Industry.
  • Night Sheets much be made of inherently non-flammable material.
  • Only water-based paint may be used on site.
  • All plastics, including plastic plants must conform to BS 476-Part 7, Class 1. Polycarbonate materials are acceptable.
  • Timber under 25mm thick must be impregnated to Class 1 standard. Treated materials show have ‘BS 476-Part 7, Class 1’ marked on them.
  • Boards, plywood, chipboard etc much be treated if under 18mm thick. The exception to this is MDF, which is acceptable for use due to its density. MDF and chipboard must NOT be machined onsite, as the dust produced is hazardous to health.
  • Chipboard must NOT be used as a weight-bearing material.

 

 

BETTER STANDS
What is Better Stands? 
Better Stands is a programme aiming to ensure that all core elements of exhibitor stands are reusable. Help us to reduce the environmental impact of Surface Design Show by committing to the Better Stands programme framework and show that your company values being part of sustainable and socially responsible events. 

Did you know that one medium sized disposable stand produces around four tonnes of waste, which is almost 10x the average person’s household waste per year. Designed to be used only once, they have a significant impact on the environment, in addition to increasing health and safety risks onsite.  

What’s in it for me? 

• A better quality, more attractive & sustainable stand 

• Opportunity to promote the sustainable credentials of your brand 

• Smoother, more efficient build up and breakdown periods 

• Lower work hours and reduced construction costs 

• Reduce or eradicate your waste bill

What do I need to do?
To make your commitment to Better Stands and contribute to a more sustainable event: 

• Familiarise yourself with the Better Stands framework found below 

• Share these guidelines with your contractor before they begin designing your stand (if you are a self-build, you will be asked to submit the 10-point checklist within your stand plan submission) 

• Ensure the stand reaches at least a bronze level, meaning the stand structure and walls, platform or raised flooring, furniture, equipment and lighting are all reused 

• Ensure that the submitted stand design clearly communicates how your contractor will meet the Better Stands guidelines 

How will we help? 

• Once you have submitted your framework, our stand plan approver will send back information on what you can do reach the Bronze, Silver or Gold Better Stands rating. 

• If you tell us all elements of your stand are completely reusable, congratulations! You have already reached the Better Stands Gold standard. Our Better Stands representatives will be onsite during build up and breakdown to check this.  

• You will receive an email post show with a detailed report and your Better Stands rating. 

 

ELECTRICAL CONTRACTOR
Business Design Centre (BDC)

Click here to order electrics

BDC are responsible for and will carry out all electrical work on stands within the exhibition halls.

Please place your orders using the Online Ordering System which includes a price list for specific items.  Orders must be made by Tuesday 21 January.  Other prices can be provided if required.  The price for fittings covers the hire, power requirements, maintenance during the open period and removal at the close of the exhibition. If you require 24hr power this will need to be ordered via the BDC webshop.

If you have any questions about the exact electrical requirements for your stand, please contact the electrical contractor using the details above who will be happy to advise you. 

If machinery or working equipment is to be operated, please inform the electrical contractor, including the electrical requirements and ratings; this applies particularly where high fluctuating currents are involved. Electrical supplies (three- and single-phase) will be assessed on the information provided.  The contractor will then be responsible for ordering the required mains from the venue.  The installation of these supplies will be subject to a connection charge.

The standard supplies of electrical current available are:
Single-phase alternating at 240 volts, 50 Hz
Three-phase alternating at 415 volts, 50Hz
 

BASIC GUIDELINES FOR SOCKET SIZES AND USAGE
Listed below are examples of "typical" loadings for items plugged in to socket outlets:

500 watt sockets:            computers, TV’s, video’s, spotlights to 500W, refrigerators
1000 watt sockets:          domestic filter coffee machines, lighting up to 1000W
2000 watt sockets:          kettles**, machinery up to 2000W
3000 watt sockets:          hired coffee machines, machinery 2000W to 3000W

Note ** - these appliances are of varying power requirements dependent upon type or manufacturer. It is therefore essential that the reference tag or plate that is fitted to each appliance under law be read, the loading in watts or kW (kilo Watts = Watts x 1000) will be stated, and the appropriate size socket ordered.

DEADLINE DATE
Orders must be received by Tuesday 21 January so that the necessary mains can be ordered from the venue in sufficient time for them to be laid in the hall before general construction commences.  Orders received after the deadline will incur a 20% surcharge.  
NB: Exhibitors who contract into the show after Tuesday 21 January will be exempt from the surcharge if orders are made prior to arriving onsite.

ENQUIRY DESK
During the build-up period, an enquiry desk to assist you with any electrical problems will be located outside the Organisers’ Office (under the staircase). The desk will be manned for the duration of build-up.

SUPPLY TIMETABLE
Electricity will be energised to stands as quickly as possible during the build-up period, subject to satisfactory inspection and testing of installations.  Occasionally delays may occur because adjoining stands are not complete and ready for inspection.

Power to stands during the open period will be switched off each evening 30 minutes after the show closes.

TEMPORARY POWER
If you require a temporary power supply during the build-up period, you should order this direct with BDC Venue Services.

ELECTRICAL TESTING
Every circuit installed on an exhibition stand must be tested before it’s finally energised. Costs for this are shown separately on the electrical order form. For further information on how this impacts your stand, please contact BDC Venue Services.

All exhibitors are responsible for ensuring electrical items have been PAT Tested prior to bringing them onsite.

DISPLAY / MODULAR STANDS
If you do not plan to construct a stand but utilise a “pop up” structure as a backdrop, all stand regulations still apply to your stand.  You are required to submit a Stand Plan, Risk Assessment and Method Statement and any additional CDM Regulation Information found in Health & Safety Information.   

 

FLOORCOVERING
The Business Design Centre is a permanently carpeted venue with dark grey carpet.  If Exhibitors wish to provide their own carpet they must first lay floor flats or a platform. This must also be finished with metal/ plastic edging trim. All flooring laid (including floor flats) must be removed from site. If left behind, the organisers will have to pass the cost of disposing onto the exhibitor/ contractor.

Carpet must not be laid directly on top of the venue carpet.  NB: Most carpet contractors sell their carpet outright, please make arrangements for it to be removed otherwise the venue will charge for its disposal.

 

FLOOR LOADING
The Business Design Centre weight loadings are as below:

Mezzanine	104lbs per sqft	5KN per sqm
Ground	418lbs per sqft	20KN per sqm

 

 

FORKLIFTS
Forklifts are not able to be used throughout the venue. For more information, please contact DSV.

 

HEIGHT RESTRICTION

• The minimum height for walls on Space Only stands is 2.5m.
• The maximum height for walls on single storey Space Only stands on the Ground Floor is 4m.
• The maximum height for walls on single storey Space Only stands on the Mezzanine Level is 4m, EXCEPT for stands around the perimeter of the Mezzanine level whereby the height limit is 3m.
• The maximum height for walls on single storey Space Only stands on the Gallery Level is 3m.

NB. Due to the venue structure, Gallery Bays have iron work which must be considered when designing the stand. Stands can either incorporate cut-outs into the walling to fit around the iron work, or bring walling forward to avoid the ironwork. Please see Space Onlys in the Gallery Level for more information.

 

MATERIALS FOR STAND FITTING & DECORATION
There are strict regulations governing the materials used in the construction and decoration of stands and in the demonstration of products.   

All stands will be inspected during the build-up by the Health and Safety Officer and the Venue Fire Safety Officer. Any fittings or materials not meeting the fire regulations will need to be removed, or the stand will be closed down.  You should draw attention to these requirements to any contractors working on your behalf. 

• Decorative materials used for stand dressing must be flame proofed or purchased already treated with an appropriate chemical. 
• Artificial flowers and plants are highly flammable and give off toxic fumes and must not be used for stand dressing. 
• Gangways must be kept clear and free from exhibits, stand dressing, furniture etc at all times during the open period of the exhibition.  Offending items are liable to be removed without warning.
• No empty packing cases may be stored on, around or behind your stand, as this constitutes a fire hazard. 

For more information, please check the e-Guide pages 128 - 130. 

 

PERMISSION TO BUILD
A Construction Phase Plan as required by the CDM Regulations must be sent to Johanna Shirley ASAP, but definitely before the deadline date – MONDAY 6 JANUARY. Please ensure your stand contractor (if you appoint one) complies with this deadline date, failure to do so could result in delays and / or additional costs. The design of the stands must be such that it can be safely erected and dismantled in the limited time available. 

• CDM Regulations requirements are:  
  • Stand Plan – these must include:
    • A ground plan and elevation drawing 
    • All dimensions, which should be to a recognised scale (e.g. 1:20, 1:25, 1:50, 1:100)
  • Method Statement including materials to be used
  • Risk Assessment including a Fire Risk Assessment that covers precautionary measures to be undertaken during build-up if working within a hazardous environment such as welding, toxic or flammable substances, etc. 
  • Contractor Health and Safety Declaration 
  • Welfare Arrangement Form 

No construction will be permitted in the hall until permission to build has been issued.

PLATFORMS
For advice and a quotation please contact Expo Floors Ltd on: 
T: +44 (0)1922 721177 
E: sales@expo-floors.com 

W: https://www.expo-floors.com

  

RAMPS AND HANDRAILS
Please check the e-Guide pages 125-127 for Regulations relating to the use of ramps and handrails. 

 

RIGGING
This will need to be ordered via the BDC rigging partners. If you require rigging please contact the organisers.

 

STAND CONTRACTORS
Please complete the Contractor Nomination Form as soon as possible but by no later than Monday 16 December.  We will then liaise with them regarding any information required.   

Should you need assistance on which stand builder to approach to build your stand, please click here for our Recommended Stand Builder list.  

 

VEHICLE ENTRANCES / LIFT DETAILS
There are 2 goods lifts available for use by contractors & exhibitors during the build-up and breakdown for the delivery of stand materials and exhibits.

• Gallery Hall Goods Lift (in the middle of the mezzanine hall) – Capacity: 3000kg
  Size: 5500mm (deep) x 2550mm (wide) x 2500mm (height)
  Please note this one has to be moved around a corner.
• Main Hall Goods Lift (by the loading bay) – Capacity: 3000kg
  Size: 3900mm (deep) x 1900m (wide) x 1900mm (height)

If you need items to be taken up to the Mezzanine or Gallery Levels please take a note of the door sizes which are listed below. Please remember to bring trollies as the venue or organisers do not provide these. Please also note, that the forklift is only available on Saturday 1st February. Please contact DSV directly should you need to use the forklift.

Area	Lift Sizes	Door 1	Door 2	Door 3
Stairwell G	3.9m (l) x 1.9m (w) x 1.9m (h)	1.8m (w) x 2m (h)	1.8m (w) x 2m (h)	1.8m (w) x 2m (h)
Stairwell F	5.8m (l) x 2.5m (w) x 2.4m (h)	1.53m (w) x 1.9m (h)	1.37m (w) x 1.9m (h)	1.35m (w) x 1.9m (h)

 

There is a possibility another show may take place at the same time as the Surface Design Show so it may not be possible to use the larger lift at all times as it may need to be shared with the other event. The smaller of the two lifts is a more direct route into the hall on the Mezzanine Level, however the corridor leading from the larger lift onto the Mezzanine Level is narrower and at a slight angle, so a site visit is strongly recommended for large pieces of exhibition material which needs to come through this entrance.

Please keep the above in mind when constructing before being onsite. If you have any concerns, please check with the organisers by emailing ops.sds@montgomerygroup.com.