The following are general health and safety venue site rules, which must be adhered to by all Exhibitors and Contractors.
Exhibitors and contractors have a legal duty to cooperate with the venue health and safety staff on matters of health and safety compliance. It is the Exhibitor's responsibility to ensure that staff and contractors are fully trained to ensure safe-working practices. Good housekeeping and tidiness in all work areas minimises hazards and aids security. Please familiarise yourself and your appointed contractors with the RAI Safe Working Practices Manual and the RAI Safety Factsheet.
During build-up aisles are to be kept as clear as possible at all times. They are marked with yellow tape during build up and breakdown. All waste other than small items, must be removed by the Contractors. During the show open period no objects are allowed to protrude from the stand into the aisles. Furniture, displays or parts of displays are not to be placed in the aisles.
ALCOHOL & DRUGS
It is strictly prohibited for any contractors to be under the influence of alcohol or illegal drugs while working at the RAI Amsterdam, or while performing site activities, including operating vehicles or equipment. RAI Amsterdam and IBC Health and Safety officers reserve the right to remove anybody who does not adhere to this rule from site.
CAPACITY OF EXITS
The number, capacity and distribution of exits on a stand must be sufficient to allow visitors safe access and egress to ensure effective means of escape in the event of an emergency. Exits should be kept available and unobstructed and should be arranged so that there are alternative escape routes from any point within the stand. Escape route signs should be illuminated at all times. Alternative means of escape and adequately maintained general and safety lighting with illuminated exit notices shall be provided to an enclosed area on a stand. Escape routes and exits shall be maintained unobstructed, in good order with non-slippery, even surfaces.
COOKING & SERVING FOOD
Cooking (other than by the official venue catering contractors) or serving of freshly prepared food for consumption on the stand (other than that ordered through and provided by the official venue catering contractor) is not allowed within the halls during build-up, show days or breakdown.
Creating a safe environment for IBC2024 attendees and exhibitors is our top priority and commitment. There are currently no formal restrictions or requirements relating to COVID-19 at IBC2024. Please note that COVID-19 rules may change at any time.
Wellbeing of your Personnel and Contractors
As an exhibitor, you must ensure the health, safety and welfare of your personnel and contractors as far as is reasonably practicable. Before arriving on site, exhibitors must undertake suitable actions for ensuring that their personnel and any contractors attending the show on their behalf:
- Are not displaying any COVID-19 related symptoms and have not been tested positive for COVID-19 within the past 14 days;
- Have not been in contact with their household who have displayed COVID-19 related symptoms or have been tested positive for COVID-19 within the past 14 days;
- Have not been in contact with any other individual(s) who has displayed COVID-19 related symptoms or has been tested positive for COVID-19 within the past 14 days;
- Have not been instructed to self-isolate.
If you are displaying COVID-19 symptoms, or if anybody in your household is displaying COVID-19 symptoms, or if you are otherwise self-isolating (either due to a recent positive COVID-19 test or otherwise), you must not attend IBC2024.
- It is the practice at the RAI Amsterdam to provide a 3-phase plus neutral supply of nominally 400V, 50Hz (3 x 230V phase to neutral) to those stands that require a power supply of more than 3kW. The exhibitor is required to arrange that their total electrical load be balanced across the phases.
- Fused switch boxes are not supplied unless ordered. Exhibitors are advised to bring their own if they want to be able to isolate their stand from the mains supply.
- Stands that require no more than 3kW power, are provided with a single-phase supply (230V 50Hz), which is distributed from a nearby switch box installed by Mansveld Expotech.
- Lighting and power units with a capacity larger than 3kW should be equally distributed over three phases. Electrical lines should be installed at a sufficient distance from steam, water or gas lines. Lines that are exposed to damage should be well protected. Motors should have a thermal safety switch. Motors with a power capacity larger than 3kW should also have a starter for which the starting current should not exceed 3 times the nominal current up to a maximum of 180A.
- All sockets, where supplied will be of the continental Schuko type.
- If an exhibitor pre-wires a stand or has a prefabricated distribution system, this will be subject to an inspection and testing before connection to the mains is permitted.
- Technical crews should pay particular attention to power installations. Attention to detail is important, such as power cable diameter, power cable tidiness, proper earthing/fusing and addition of filtering to ensure harmonics (e.g. from lighting dimmers and switch-mode power supplies) are not returned to the power source. In addition, special attention to earthing is required where a transformer is used to deliver a 115V feed.
- Stand installation should incorporate cable with a minimum core diameter of 2.5mm or equivalent. Power supply lines for lighting should have a minimum of 1.5mm core diameter, provided the needed power is no more than 2kW (10A).
- The use of thinner wires for power supply lines to wall sockets is strictly forbidden. Cables under floors should be a minimum core diameter of 2.5mm. The installation should be distributed over sufficient groups and each group should have the necessary fuses. The maximum load per group is 3kW (13A).
- Welded joints should be made with wire connectors or terminal clamps. The hiding of welded joints behind walls, under floors or in ceilings is not permitted. All metal parts should be well earthed. Lines should be sufficiently secured. The electrical stand installation should be designed such that interference resulting from higher harmonics has no influence on the installation of the RAI Amsterdam distribution network.
- Contractors working at the venue must ensure that all power tools in use are suitable for use with the local supply.
- Exhibitors and contractors are required to provide their own extension leads and adaptors and are responsible for them being properly wired and electrically tested. All electrical equipment and extension leads used must have been subject to combined inspection and test by a qualified electrician, including installation and earth bonding tests and must not be overloaded.
- Inspected equipment must be clearly labelled with inspection labels and a certificate of inspection must be available on the stand.
- Any electrical equipment on the stand must be in sound condition with the live conductors enclosed and inaccessible, and cables properly protected against damage. Where an electrical installation is being wired or installed on site by the exhibitor, such work must be undertaken by a qualified electrician in accordance with the electrical regulations on the electrical supply order form and local wiring codes.
- When planning a Space Only stand, avoid the use of incandescent (theatre style) lighting, which generates heat. Use "cold lighting" where possible. This produces less heat, which helps the exhibition hall air-cooling system.
- RAI Amsterdam is equipped with 230Volt power supplies. If you require 115Volt, please contact RAI Exhibitor Services so they can assist you with a suitable converter.
See Permissible Stand Building Materials for regulations governing lighting fixtures including the use of fluorescent tubes, neon appliances and ornamental fittings.
IMPORTANT: Electrical installation can only be carried out by authorised electricians. The certification of the installation is a standard procedure carried out by Mansveld Expotech. If the stand installation does not meet the relevant regulations of Laagspanningsrichtlijnen, NEN 1010, NEN-EN50110-1, NEN 3140, the Fire Brigade and insurers, it cannot be connected to the power mains. Mansveld Expotech will charge re-certification of the installations as a result of not meeting the conditions and regulations, separately to the client. IBC, the RAI Amsterdam and their agents reserve the right to remove or disconnect any electrical equipment, which either appears defective or has inadequate evidence of electrical inspection.
ACCESS TO SAFETY EQUIPMENT AND SIGNAGE: The venue’s exit door lighting, fire and safety equipment signage, and any fire-fighting devices must not be hidden or obstructed at any time. If fire-fighting devices are located inside the stand, they must remain visible and accessible.
FIRE EXTINGUISHERS: The RAI Amsterdam Fire Department is present onsite at all times, therefore individual fire extinguishers are not mandatory. However, should an exhibitor require fire extinguishers on their stand, they can hire these via the RAI Webshop.
All stand layouts will be inspected onsite by the venue’s Health & Safety Manager to determine if extra fire extinguishers are required on the stand and exhibitors will be advised by the fire prevention officer if this is the case. Please be aware that higher risk or larger enclosed areas such as server rooms containing a high volume of technical equipment or demonstration theatres will require additional fire extinguishers. Larger double decker stands of 50+sqm will also require extra fire extinguishers by the stairs to the upper level.
HAZARDOUS AND FLAMMABLE SUBSTANCES: Written permission must be obtained through Abraxys before any of the following are used in the building. Applications should be sent to Abraxys.
- Compressed or liquefied gases
- Fire-accelerating liquids
- Easily flammable or explosive substances
HOT WORKS AND NAKED FLAMES: Any work involving oxy-acetylene cutting/welding, gas/oil blowlamps, tar boilers, LPG burners, soldering etc. requires a hot work permit, prior to the commencement of work. The area where this work is carried out must be clear of flammable products and personnel and a fire extinguisher has to be at hand. Please make provisions for a fire extinguisher if any of the above work is required at your stand. Applications for permission for any hot or naked flame work on your stand should be sent to Abraxys at least 4 weeks in advance of the first day of build-up.
PERMISSIBLE MATERIALS AND SPECIFICATIONS: Please refer to Permissible Stand Build Materials for details of which materials can be used and how they are classified. Flammable materials may not be used for the construction or assembly of stands. The materials employed shall not contribute to evolution of large volumes of smoke. All materials used must meet the relevant Dutch or European standard.
NEON APPLIANCES: Neon appliances must meet the provisions of articles 211.3/274.5.3 and 773 of NEN 1010 (Netherlands Standard). Notwithstanding the above, the below regulations apply to the connections and/or switches. Neon appliances that do not meet the requirements of NEN 1010, art. 773 par 3.2 must be fitted with a fire emergency switch.
- Maximum of two neon appliances (which must meet the provisions of NEN 1010, art 773 par. 3.2) may be connected by way of a plug, which must be within reach.
- Where several neon appliances are mounted alongside one another, they must be fitted with one central fire emergency switch.
- Neon appliances and equipment, which are difficult to reach or are part of the stand construction, must be fitted with a fire emergency switch.
STORAGE: No excess stock, literature or packaging cases or other flammable materials may be stored in any unauthorised areas or voids. Storage underneath stages and structures is strictly forbidden as it increases the risk of fire.
FLOOR LOADING LIMITS
Floor loading limits vary in different parts of the venue. Those using heavy equipment, especially lifting equipment, must consider the floor conditions as well as the RAI Amsterdam maximum floor loading limits. During build-up there is a significant risk of slips, trips and falls and sharp objects left on the ground. All those working in the halls during build-up and breakdown must wear appropriate safety footwear.
The following are not permitted onsite, unless specific permission has been granted by IBC and the RAI Amsterdam:
- Flammable or explosive substances, gases, dangerous goods including radio-active and chemical substances classified as hazardous including toxic, corrosive, irritant, harmful or oxidising materials (with the exception of small quantities of domestic cleaning materials in containers less than 500cc capacity)
- Goods or appliances which cause a nuisance by virtue of smell, sound, light (e.g. stroboscopic or disturbing lights) or any other means
- Lasers other than Class 1 lasers or those in completely enclosed equipment
- Any activity involving water where there is a risk of legionella
- Storage of helium and compressed gas cylinders
- Radioactive materials
- Radiation generators
- Smoke machines
PPE (PERSONAL PROTECTIVE EQUIPMENT)
Hard hats, safety shoes and hi-vis vests (PPE) are compulsory for anyone in the halls during build-up and breakdown. PPE can be ordered through the RAI Webshop or purchased onsite at the RAI Hospitality Crew Centre (subject to availability). Please familiarise yourself with the RAI Safety Factsheet.
Contractors are not to discard sharp objects and to ensure that nails and screws are not left sticking out of waste wood and are either removed or hammered flat. Special waste, which may hazardous chemicals, must be safely disposed of. Waste containers can be ordered online via the RAI Webshop. It is prohibited to put chemical waste in refuse bags or containers. Please contact RAI Exhibitor Services if you have any chemical waste.
There are strict rules and regulations governing the use of ‘open’ and flowing water for stand displays. The presence of sprayed and/or atomised water is strictly prohibited. For any water features on stands, you will need to obtain an official Water Object Permit from the RAI Amsterdam. RAI Amsterdam Licencing Department will assess whether additional safety measures are needed, such as a legionella filter. For installing and using a filter, you will receive a quotation via the RAI Exhibitor Services. Any water feature or display must be included on your stand design plan and your Risk Assessment.
Please ensure all relevant machinery that generates dust is used with a dust bag. Contractors operating machinery without a dust bag will receive a warning. Failure to comply will result in the construction activity being stopped. Under no circumstances shall such machinery be used inside the halls during show open days. Be mindful of neighbouring stands when sawing wood - you will be responsible for cleaning up any sawdust and/or shavings produced onto any of the neighbouring stands. Tools which create unsafe levels of noise above 80dB(A) must not be used inside the halls. Floor Managers will monitor noise levels during build-up and breakdown.
All tools and equipment must be in good working condition, fit for purpose and safe to use with dangerous parts such as saw blades effectively guarded. The use of battery-powered tools is advised to reduce trailing cables and risk of electrical hazards. Those using mains powered tools must ensure that cables are not trailed across aisles. Effective housekeeping can eliminate workplace hazards and facilitate safe work practises.
- Floors must be kept free of trip and slip hazards and aisles and fire exits must be kept clear at all times
- Work areas must be kept neat and tidy to ensure a safe work environment and waste materials must be disposed of in a safe and appropriate manner
- Operatives must wear suitable Personal Protective Equipment (PPE) and must be competent to operate the equipment in use
- Work equipment used must have the CE mark and be in a good working order
- Powered tools must not be left unattended whilst operating or connected to the power supply
- Protective devices must be used in the cutting areas and mobile elements
WORKING AT HEIGHT
Work at height without preventive safety measures is strictly prohibited and will be stopped if safety measures are not implemented effectively and until improvements are in place. "Live" or "open-edge" working at height is not permitted. Working on an edge will only be allowed as a strictly temporary measure to be kept to a bare minimum and only with the provision of additional safety measures such as fall restraint or arrest systems. All working platforms must have a guard rail, mid rail and toe board. Tools are to be kept on lanyards so far as is reasonably practicable. Static and mobile access working platforms must be fit for purpose. Operatives working at height other than a static working platform designed for that purpose must be clipped on.
For Double Decker stands, as much of the construction as possible should be completed at floor level then lifted into position. This should include decking and the erection of handrails to ensure a safe place of work on the upper level once lifted, avoiding the need to provide additional safety measures such as temporary edge protection and fall restraint or arrest systems.
Mansveld Expotech is the only rigging contractor permitted to install hanging points on the ceiling of the RAI Amsterdam. Exhibitors and/or their contractors are not permitted to make hanging points independently. Mansveld Expotech can assist you with the correct rigging plan complete with the required truss materials and motorised hoists.