15-18 SEPTEMBER 2023, RAI AMSTERDAM

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Balcony Suites

GENERAL RULES AND REGULATIONS

On the balconies along both sides of Hall 1, temporary rooms are available for private use as hospitality suites, offices or presentation areas but not for exhibiting products. Access is via stairs from Hall 1. Access is restricted to invitation by the exhibitor only. Please carefully review the rules and regulations for type as well as other important information outlined below. 

  • If you have rented more than one Balcony Suite and are building a double Balcony suite, you are required to have one (or more) door(s) per suite. 
  • The main door from the aisle, must open inwards.
  • No sliding doors unless there is a second door, this can be either an entry door or an emergency exit door.
  • A room with 12 - 20 people, must have a double door opening outwards if into a foyer area or inwards if on to main balcony.
  • A room with over 20 people, must have 2 separate doors opening outwards if into a foyer area or inwards if on to the main balcony.
  • Maximum distance to an exit is 12m. A large suite will require additional exits.
  • Access to mains electrical boxes must be incorporated - subject to location.
  • Graphics printed on the outside of balcony suites are permitted, however the graphics are not allowed to run into the balcony walkway. Graphics for pre-built balcony suites must be ordered through the RAI Exhibitor Services. For information and pricing please contact RAI Exhibitor Services on es@rai.nl or +31 20 549 19 28.
  • Congestion and noise pollution must be considered when planning presentations, queuing on the balcony walkway and staircases is not permitted.
  • Visitors to your balcony suite are not permitted to block the walkway outside. If disruption is caused you will be asked to clear the walkway.
  • In line with the RAI Health & Safety Guidelines, exhibitors are recommended to hire a fire extinguisher for their Balcony Suite(s) which can be hired via the RAI Webshop.

PRE-BUILT BALCONY SUITES

We recommend exhibitors design their suites directly with RAI Exhibitor Services, our dedicated Balcony Suite stand builder. If you wish to make any changes to your Balcony Suite provided by RAI Exhibitor Services, we ask that you contact them directly to coordinate the logistics. 

  • Alterations to the basic pre-built balcony suite structure are not permitted. 
  • Drilling holes in or nailing items to the walls is not permitted. Materials for hanging light boxes, velcro panels, etc. can be requested from the RAI Exhibitor Services. 
  • For health and safety reasons the ceilings of the balcony suites are not allowed to be completely covered. For pre-built suites RAI Exhibitor Services will provide a grid ceiling with strips of white muslin.
  • Pre-built balcony suite walling will be 2.5 metres high. 
  • Any additional power must be ordered via the RAI WebshopThere will be an early bird rate for electricity orders received before 11 August.
  • Internet must be ordered via the RAI WebshopThere will be an early bird rate for internet orders received before 11 August. The final internet ordering deadline is 19 August

STAND PLAN SUBMISSION - PRE-BUILT BALCONY SUITES CUSTOMISED BY A THIRD PARTY APPOINTED CONTRACTOR
Pre-Built Balcony Suite exhibitors who will be using their own (third party) appointed contractor to internally customise their suite, will need to send their design plans for approval to our appointed Stand Plan Inspection agency Abraxys via the Stand Plan Submission form by 24 June to obtain 'Permission to Build’ certificate. The Stand Plan Inspection (SPI) fee of GBP 175 (+ 20% VAT) will apply. For late stand plan submissions after 24 June, the SPI fee will increase to GBP 300 (+20% VAT). Payment of the SPI fee can be made via the secure Abraxys retail site in either GBP or EUR:

Abraxys Ltd
Tel: +44 20 8747 2045
Email: ibc@abraxys.com 

EARLY ACCESS - PRE-BUILT BALCONY SUITES
All Balcony Suite Exhibitors requiring extra build-up days prior to Wednesday 7 September, are allowed to move into the Balcony Suites at 08:00 on required days at a charge of £15 + VAT per square metre of rented space, per day. Early access must be requested via the Early Access for Build-up - Balcony Suites form which must be submitted by 29 July to allow IBC to plan the Balcony Suite build-up schedule accordingly. Please ensure to include the number of days (and dates) required prior to Wednesday 8 September. If this is not included, we will presume you only require one extra build-up day of Tuesday 6 September. There are significant advantages in applying for early access as unloading is easier and more efficient.

SPACE ONLY BALCONY SUITES

  • For health and safety reasons the ceilings of the balcony suites are not allowed to be completely covered and must allow adequate ventilation - see Ceiling Coverage Rules & Regulations below
  • No sliding doors unless there is a second door, this can be either an entry door or an emergency exit door. 
  • Exhibitors are generally permitted to build to 2.5 metres. An exception may be granted for exhibitors to build to 3 metres maximum (please liaise with your IBC Account Manager for approval).
  • Floor criteria is the same as on the show floor, 100mm maximum over 40mm a disabled ramp facility is required. This can be a temporary ramp facility which will be checked onsite. 
  • All power must be ordered via the RAI WebshopThere will be an early bird rate for electricity orders received before 11 August
  • Internet must be ordered via the RAI WebshopThere will be an early bird rate for internet orders received before 11 August. The final internet ordering deadline is 19 August

IMPORTANT: Fire shutters located within the Balcony Suites must be easily accessible at all times to ensure any incidents are isolated. Please note that these will be closed nightly during the exhibition and build.  

STAND PLAN SUBMISSION - SPACE ONLY BALCONY SUITES
ALL Space Only Balcony Suite exhibitors will need to send their design plans for approval to our appointed Stand Plan Inspection agency Abraxys via the Stand Plan Submission form by 24 June to obtain 'Permission to Build’ certificate. The Stand Plan Inspection (SPI) fee of GBP 175 (+ 20% VAT) will apply. For late stand plan submissions after 24 June, the SPI fee will increase to GBP 300 (+20% VAT). ALL Bespoke Balcony Suite designs, including straight repeat designs from previous years, will incur an inspection fee. Payment of the SPI fee can be made via the secure Abraxys retail site in either GBP or EUR:

Abraxys Ltd
Tel: +44 20 8747 2045
Email: ibc@abraxys.com 

EARLY ACCESS - SPACE ONLY BALCONY SUITES
All Balcony Suite Exhibitors requiring extra build-up days prior to Wednesday 7 September, are allowed to move into the Balcony Suites at 08:00 on required days at a charge of £15 + VAT per square metre of rented space, per day. Early access must be requested via the Early Access for Build-up - Balcony Suites form which must be submitted by 29 July to allow IBC to plan the Balcony Suite build-up schedule accordingly. Please ensure to include the number of days (and dates) required prior to Wednesday 8 September. If this is not included, we will presume you only require one extra build-up day of Tuesday 6 September. There are significant advantages in applying for early access as unloading is easier and more efficient.

CEILING COVERAGE RULES & REGULATIONS
In order to ensure a quick response in a state of emergency the smoke and fire alarms in the venue ceiling need to function and be accessible. Balcony and Meeting Suite ceilings are not permitted to be completely covered and must allow adequate ventilation.

There are three options / ways there can be ceilings: 

  • A full ceiling in textile material, i.e. Muslin which must include a central gap in the ceiling of at least 50cm x 50cm
  • A full solid ceiling, must have after every 1m a gap of 2cm
  • A full solid celling of ceiling tiles. Every third tile must be a vent style tile with a 5mm gap throughout the tile.

In order for the venue to quickly identify possible fire or smoke emission, it is important that balcony and meeting suite ceilings allow smoke through easily so that there is no, or a very short, delay in smoke reaching the smoke detector. To ensure stand-construction meets health and safety guidelines, it is necessary that, when using a fabric ceiling, the stand builder presents the fabric to the RAI Amsterdam fire prevention officer, to check the density of the fabric. Please liaise with our stand plan approval company, Abraxys in order to send materials to the RAI Amsterdam first officer.

When using a ceiling with a hard type of material i.e. hard-board or panels, the ceiling needs to have some openings and must allow adequate ventilation. Depending on the size of the suite and the ceiling, the permeability of the fabric is important and how the fabric is woven. There needs to be 10% - 15% open ceiling. This can be through slots or round holes on the ceiling panels. Abraxys and the RAI Amsterdam fire prevention officer will help review your stand plans and approve the construction of the ceiling.