Please see the below for further useful show information including regulations, legal requirements and guidelines.
Whilst we will take every precaution to ensure security and safety at our exhibitions, we do not accept any liability for loss or damage to any exhibitor’s property. You are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties up to a limit of indemnity of £5,000,000 GBP. In addition to this, you should consider insuring your expenditures against abandonment and cancellation or curtailment of the event due to reasons beyond our control.
If you have purchased an Exhibitor insurance package through Easyfairs please see show website for details, please be aware that you will only be covered if you have paid your invoice in full. Insurance is a requirement for exhibiting at this show.
Any demonstrations/hazardous material on site must have the relevant clearance from Health & Safety.
Additionally, all stands must complete the risk assessment/method statement.
Exhibitors are reminded that in accordance with the Rules and Regulations they MUST take
out adequate insurance cover. Whilst we take every precaution, we are not
responsible for damage or loss to stand fittings and exhibits. We must also
draw your attention to Public Liability cover and the increasing numbers of
claims against exhibitors and service providers for trips and falls.
A specialist Exhibition Policy would adequately cover you for your property and
Public Liability insurance, which in the event of any loss or claim would not
affect any ss Policy.
Prior permission from the operations team is required for all rigging requirements.
Please contact the operations team to discuss rigging packages which include lighting and power.
These vary considerably throughout the venue, so please notify the organiser of any unusually heavy items to be brought on site/exhibited. The exhibition hall has a limited floor loading of 20 tons/sqm.
The Organisers will provide a pre-clean of all stands prior to show open and will also on the open days provide daily cleaning of the halls, the gangways, and carpets on the stands. The cleaning of exhibits is not included.
If you want cleaning for day 2, you can order this on your MyEasyfairs account. Space Only stands will not be cleaned, unless booked in advance.
Charges will be made direct to the exhibitor for the removal of excess waste.
Easyfairs provide all compressed air, cold water and waste services. Please contact stocexpo_ops@easyfairs.com.
Exhibitors and contractors are responsible for arranging the removal of any materials and waste generated in connection with the construction, fitting, dismantling or operation of their exhibition stand, including crates, packaging, stand-fitting materials, exhibits and other bulky items.
The venue will only remove the small amount of general, day-to-day rubbish generated during the exhibition. This should be placed in plastic bags and disposed of in the large waste containers provided by the venue at the end of each day.
Please note that bulky items or excessive quantities of waste will not be removed as part of the standard venue waste collection and will be subject to an additional charge. Exhibitors and contractors expecting to generate significant quantities of waste must contact the Operations Team in advance to arrange and agree the removal of such waste.
Please view the Amenities map of Ahoy.
Please see the below for further useful show information including regulations, legal requirements and guidelines.
If you plan to exhibit a large or heavy piece of equipment or vehicle, please contact GES Logistics at the earliest time. Heavy Lifts by crane or forklift will be scheduled in advance. GES Logistics will schedule move-in and move-out of any large and heavy exhibits.
GES Logistics have been appointed as our handling company. They are the preferred contractor for freight forwarding and storage, please contact them on +44 (0)121 782 4446 or event.logistics@ges.com
It is not permissible to store packing materials (cases, pallets etc.) in the hall. GES Logistics will operate an empty case storage service: they will tag, remove, store, and return your empty packing materials on request. Please order this service in by contacting the team on +44 (0)121 782 4446 or event.logistics@ges.com
It is forbidden to store exhibits or materials between or behind stands due to the risk of fire.
Any EU exhibitor that intends to transport their own goods with them to the UK should obey the same rules as if they were using a third-party transport company and they would need to arrange export entry from the original country (ideally prior to arrival at the EU exit port). If they arrive at the EU exit port without the export customs entry and other applicable documents (customs invoice, permits, export licences, health certificates), they will not be permitted to transport the goods to the UK.
International exhibitors planning to send goods via courier from outside the EU, should not send directly to the venue but to a permanent address of a company with a registered EORI number (like GES Logistics). On the courier document the destination import duties and taxes MUST be prepaid to the sender’s account. Should you require further information / assistance, please contact GES Logistics (email: event.logistics@ges.com).
To assist exhibitors, GES Logistics operate a courier receiving service. For a small amount per package they will receive, check, label and deliver your goods to your stand. Please ensure that you book this service with GES Logistics and send them the courier note in order that they may be able to track your goods down. Please note if no-one is on your stand, the courier will automatically be diverted to GES Logistics onsite.
Please see the below for further useful show information including regulations, legal requirements and guidelines.
For safety and liability reasons, only the official electrical contractors, may carry out wiring and installation work at StocExpo. Alterexpo are the official Contractor for the exhibition; they are responsible and will carry out all work on the stands. Pre-fabrication is permitted but connection to the mains and all on-site wiring must be carried out by Alterexpo electricians.
The electrical facilities in the hall are subject to the regulations of the Local Authority and the venue. If the exhibitors’ power supply system is found to be faulty, or if it does not confirm to the relevant regulations in every aspect, the Organisers shall be entitled to refuse the connection of the system and/or the supply of power without recourse until the fault has been remedied.
Please contact Operations Team directly if you require a specific quote for a specific mains or electrical supply.
All display materials must be flame retardant and conform to the UK legislation and eGuide. Failure in this will entail the removal of the offending fittings. All materials used in the building, decorations and coverings of stands must be approved, non-flammable materials. No explosives, flammable fluids or combustible materials may be used on any stand or stored within the venue. Fire Laws must be strictly observed, and wiring must comply with local regulation. A fire marshal may examine all stands, aisles, fire exits, and/or any other items at any time.
Use of gases will only be permitted where essential, by exception, and where evidenced in a Risk Assessment as a special risk. A certificate of installation by a GAS SAFE registered fitter is required for LPG installations. Only one cylinder can be kept on the stand at any one time. Cylinders which have never contained gas (as opposed to cylinders which have been emptied) may be used for display purposes.
Please note it is not our responsibility to act as intermediaries in any legal conflict between companies. Any objections with regards to other exhibiting companies need to be made in writing prior to the event, outlining full reasons for the objections being raised. However, we do reserve the right to remove any items deemed to be in breach of copyright or deny access to the exhibiting company.
Any exhibitor choosing to use contractors, must ensure they conduct their business appropriately. Any contractor deemed by the venue or Show Management team to be working in an unsafe, un-responsible and/or in any other manner deemed inappropriate, will be asked to leave immediately. The contracting exhibitor will be responsible for sourcing an alternative supplier to complete any unfinished work and will be liable for any costs incurred for delay to build up times.
Please ensure that your Contractor receives a copy of this Exhibitor Manual. Details on how to access the halls for build-up will be sent out 2 weeks before the show. Please ensure you forward this information to your contractor
No one under the age of 16 is permitted in the hall during the build-up and breakdown period. Please consult our official website to find out about the age limit during open times.
Safety footwear and high visibility jackets must be worn during the construction phases of the build, as a minimum. Additional PPE identified in the exhibitor’s/contractor’s Risk Assessment must also be worn. Any person not wearing the appropriate items for the activities they are performing, will be asked to leave until they have acquired the necessary items.
There will be constant security cover at the exhibition. The Organisers will take every reasonable precaution throughout the Exhibition; however, organisers’ security is designed to secure the exhibition hall, not the contents of individual stands.
Exhibitors should remember that exhibition halls are very vulnerable places and should take appropriate precautions against theft, ensuring that their goods are safeguarded. Exhibitors should not leave their stands unattended during the build-up, breakdown, or open hours of the show, and they must ensure that Exhibitor Badges are worn at all times.
Any incidents of theft must be reported immediately to the Organisers’ so that security can be informed, and incident reports can be written. Please note the following security advice regarding exhibiting at shows:
NB: Please make sure adequate arrangements have been made to insure your goods, as Easyfairs are not liable for any loss, damage or accident that may occur to any Exhibitors property (hired or purchased) or personnel. Therefore, Exhibitors MUST arrange full insurance cover.
Exhibitors are liable for any damage they may cause to buildings, floors, walls, and columns or to any shell scheme equipment or any other Exhibitor’s property. Exhibitors are also responsible for any damage caused by their agents or contractors. No Exhibitor may apply paint, lacquer, adhesives or coatings to the building or shell scheme, or drill holes into the floor.
The Organisers will inspect every site before erection and after demolition of the stands and any damage caused will be charged directly to the Exhibitor. This includes a charge for removing any carpet tape or heavy building waste left behind.
All stands require appropriate floor covering. The hall floor cannot be exposed. Floorcovering can be ordered from the shop accessed via your ‘My Easyfairs’ account. If you are laying your own floorcovering, please ensure you use exhibition approved carpet tape which will not leave marks on the hall floor when it is removed. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are prohibited. Please be advised that all carpet tape must be removed at the end of the show to avoid any dilapidations charges.
Any sale or supply of alcohol at the show must be agreed and licensed by the venue. Selling alcohol for consumption at the show is not permitted. Please note that there should be no consumption of alcohol during build up and breakdown.
Music and commentary for demonstrations, videos, presentations etc., using music systems such as a Public Address (PA) or AV Equipment etc., also requires authorization. Exhibitors must ensure the sound is kept to an acceptable level (below 80 decibels from the edge of the stand) and does not disturb adjacent exhibitors. In case of dispute, the Show Management’s decision will be final.
