15-18 SEPTEMBER 2023, RAI AMSTERDAM

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Balcony Suites

EARLY ACCESS - BALCONY SUITES

All Balcony Suite Exhibitors requiring extra build-up days prior to Wednesday 13 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 available in the IBC Exhibitor Manual by 18 August 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 13 September. If this is not included, we will presume you only require one extra build-up day of Tuesday 12 September. There are significant advantages in applying for early access as unloading is easier and more efficient.

Please note that all invoices will be sent to the exhibitor directly as IBC hold the contract with the exhibitor. Stand builders can pay the Early Access fee by credit card only - please email finance@ibc.org to obtain a credit card authorisation form. The fee must be paid in full before the Early Access is granted.

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 below regulations and important information. 

  • NEW: If exhibitors hire two balcony suites next to each other, it is permitted that up to 50% of one of the suites house a reception desk and waiting/seating area. The purpose of these suites is for private /invite only meetings, therefore we ask that the seating area be as closed off as possible. If you use 50% of your space for a seating/reception area, we require a dwarf wall across most of the space with an incorporated gap for entrance/exit.
  • 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 Balcony Suite with 12 - 20 people, must have a double door opening outwards if into a foyer area or inwards if on to main balcony. A Balcony Suite 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.
  • Congestion and noise pollution must be considered when planning presentations, queuing on the balcony walkway and staircases is not permitted.
  • 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.
  • 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

PRE-BUILT BALCONY SUITE INCLUDES:

  • Standard white shell scheme walls (2.5m high) 
  • Plinth of 100mm for stability and lights
  • 1 x lockable door
  • Fascia board with a company name and suite number
  • Dark grey carpet 
  • 8 x LED spotlights
  • 2 x 3kW (13A) daytime power supply
  • Grid ceiling with strips of white muslin
  • Basic stand cleaning

Exhibitors can design their pre-built Balcony Suites directly with RAI Exhibitor Services, our dedicated contractor. If you wish to make any changes to your Balcony Suite, we ask that you contact them directly to coordinate the logistics. Alterations to the basic pre-built balcony suite structure are not permitted. 

  • Pre-built balcony suite walling will be 2.5 metres high. 
  • 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. Please note that there will be an additional cost charged to the exhibitor in case of any damage to the rental shell scheme walls.   
  • For pre-built suites RAI Exhibitor Services will provide a grid ceiling with strips of white muslin. For health and safety reasons, the ceilings of the balcony suites are not allowed to be completely covered. 
     
  • Additional power can be ordered via the RAI Webshop. The Special Discount (15% extra discount on the Early Bird rates) power ordering deadline is 1 June. The Early Bird rate power ordering deadline is 17 August which is also the final ordering deadline for guaranteed delivery.
  • Internet can be ordered via the RAI Webshop. The Early Bird rate internet ordering deadline is 17 August which is also the final ordering deadline for guaranteed delivery.

STAND PLAN SUBMISSION - PRE-BUILT BALCONY SUITES CUSTOMISED BY A THIRD PARTY APPOINTED CONTRACTOR

Pre-built Balcony Suite exhibitors using their own third party contractor (other than the event official supplier), to internally customise their Balcony Suite, will need to submit a Risk Assessment and send their design plans for approval to Abraxys, our appointed Stand Plan Inspection agency to obtain 'Permission to Build’ certificate. Stand plan must be sent for approval via the Stand Plan Submission Form in the IBC Exhibitor Manual by 22 June. Alternatively, stand contractors are welcome to use own templates and submit the stand plans to Abraxys via email on ibc@abraxys.com. The SPI fee of GBP 175 (+ 20% VAT) will be charged by Abraxys upon receipt of your stand plan submission. For late stand plan submissions after 22 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.

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

SPACE ONLY BALCONY SUITES

  • 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).
    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. 
  • 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. 
     
  • Power can be ordered via the RAI Webshop. The Special Discount (15% extra discount on the Early Bird rates) power ordering deadline is 1 June. The Early Bird rate power ordering deadline is 17 August which is also the final ordering deadline for guaranteed delivery.
  • Internet can be ordered via the RAI Webshop. The Early Bird rate internet ordering deadline is 17 August which is also the final ordering deadline for guaranteed delivery.

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 build-up and show open days.

STAND PLAN SUBMISSION - SPACE ONLY BALCONY SUITES

All Space Only Balcony Suite exhibitors will need to send their design plans for approval to Abraxys, our appointed Stand Plan Inspection agency to obtain 'Permission to Build’ certificate. Stand plan must be sent for approval via the Stand Plan Submission Form in the IBC Exhibitor Manual by 22 June. Alternatively, stand contractors are welcome to use own templates and submit the stand plans to Abraxys via email on ibc@abraxys.com. The stand plan approval is subject to the Stand Plan Inspection (SPI) fee which is part of your overall stand plan submission. The SPI fee of GBP 175 (+ 20% VAT) will be charged by Abraxys upon receipt of your stand plan submission (all Balcony Suite designs, including straight repeat designs from previous years, will incur an inspection fee). A ‘Permission to Build’ certificate will be emailed to you (or your contractor) once the plan submission process is complete. For late stand plan submissions after 22 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.

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

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 500mm x 500mm
  • A full solid ceiling, must have after every 1m a gap of 20mm
  • 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 Abraxys 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.

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