IBC2024 EXHIBITOR ENQUIRY

BALCONY SUITES

Balcony Suites

On the balconies along both sides of Hall 1 temporary rooms can be built 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. 

EARLY ACCESS FOR BUILD-UP

Pre-Built Balcony Suites can access from 08:00 on Wednesday 11 September and is included in your package.

Space only Balcony Suite Exhibitors can access their suites from Tuesday 10 September. Exhibitors requiring extra build-up days prior to Tuesday 10 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. This can be from Thursday 5 September.

There are significant advantages in applying for early access as unloading is easier and more efficient. Early access must be requested via the Early Access for Build-up - Balcony Suites Form which must be submitted by 16 August to allow IBC to plan the Balcony Suite build-up schedule accordingly.

GENERAL RULES - ALL BALCONY SUITES

NEW: All palletised deliveries need to arrive and be loaded onto the Hall 1 balcony one week before build. Items will be forklifted from Thursday 5 September through to 21:00 on Monday 9 September. No items can be forklifted on or off the balcony after that time.

  • 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 low dividing wall across most of the space with an incorporated gap for entrance/exit.
  • All materials must be prefabricated and can only be a maximum size of a standard pallet (1.2m x 1m). To ensure safe working practice and to prevent hazards, oversized materials will not be accommodated.
  • 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.
  • In line with the RAI Health & Safety Guidelines, exhibitors should hire a fire extinguisher for their Balcony Suite(s) which can be hired via the RAI Webshop.
  • Visitors to your balcony suite are not permitted to block the walkway outside. Drinks receptions / parties must be contained within your suite. If disruption is caused you will be asked to clear the walkway. Visitors are only allowed access during show open hours. 

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 - Special Discount (10% extra discount on the Early Bird rates) power ordering deadline is 1 July. The Early Bird rate power ordering deadline is 21 August which is also the final ordering deadline for guaranteed delivery.
  • Internet can be ordered via the RAI Webshop. Early Bird rate internet ordering deadline is 21 August which is also the final ordering deadline for guaranteed delivery.

Pre-Built Balcony Suite exhibitors using their own third party appointed contractor (other than the official shell scheme supplier RAI Exhibitor Services), to internally customise their suite, will need to send their design plans for approval to Abraxys - IBC’s appointed Stand Plan Inspection agency to obtain 'Permission to Build' certificate. The stand plan approval is subject to the Stand Plan Inspection (SPI) fee which is part of your overall stand plan submission. 

Submitting plans to Abraxys:

Stand plans and accompanying forms can be submitted to Abraxys via the Stand Plan Submission link. These can be submitted by exhibitors or stand builders. Plans should be submitted by 20 June to avoid any increased inspection fees. If you are building multiple stands, you will need to submit the plans and pay fees separately for each stand.

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 Space Only stand designs, including straight repeat designs from previous years, will incur an inspection fee). For late stand plan submissions after 20 June, the SPI fee will increase to GBP 300 (+20% VAT). A ‘Permission to Build’ certificate will be emailed to you (or your contractor) once the plan submission process is complete. Payment of the SPI fee can be made via the secure Abraxys retail site.

Abraxys Ltd 
Tel: +44 (0) 20 8747 2045 
Email: ibc@abraxys.com - No stand plans/forms to be submitted via email. All submission to be made via the Stand Plan Submission link.

SPACE ONLY BALCONY SUITES

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.

  • 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.
  • Raised floor criteria is the same as on the show floor i.e. 100mm maximum; over 40mm a disabled ramp facility is required. This can be a temporary ramp which will be checked onsite. 
  • No sliding doors unless there is a second door, this can be either an entry door or an emergency exit door.
  • Additional power can be ordered via the RAI Webshop - Special Discount (10% extra discount on the Early Bird rates) power ordering deadline is 1 July. The Early Bird rate power ordering deadline is 21 August which is also the final ordering deadline for guaranteed delivery.
  • Internet can be ordered via the RAI Webshop. Early Bird rate internet ordering deadline is 21 August which is also the final ordering deadline for guaranteed delivery.

All Space Only Balcony Suite exhibitors using their own third party appointed contractor (other than the official shell scheme supplier RAI Exhibitor Services), will need to send their design plans for approval to Abraxys - IBC’s appointed Stand Plan Inspection agency to obtain 'Permission to Build' certificate. The stand plan approval is subject to the Stand Plan Inspection (SPI) fee which is part of your overall stand plan submission. 

Stand plans and accompanying forms can be submitted to Abraxys via the Stand Plan Submission link. These can be submitted by exhibitors or stand builders. Plans should be submitted by 20 June to avoid any increased inspection fees. If you are building multiple stands, you will need to submit the plans and pay fees separately for each stand.

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 Space Only stand designs, including straight repeat designs from previous years, will incur an inspection fee). For late stand plan submissions after 20 June, the SPI fee will increase to GBP 300 (+20% VAT). A ‘Permission to Build’ certificate will be emailed to you (or your contractor) once the plan submission process is complete. Payment of the SPI fee can be made via the secure Abraxys retail site.

Abraxys Ltd 
Tel: +44 (0) 20 8747 2045 
Email: ibc@abraxys.com - No stand plans/forms to be submitted via email. All submission to be made via the Stand Plan Submission link.

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 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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