15-18 SEPTEMBER 2023, RAI AMSTERDAM

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Outdoor Exhibits

Outdoor Exhibits

Outdoor Exhibits (OE) such as outside broadcasting vehicles, demonstration trucks, generator equipment and satellite link equipment can be exhibited in the dedicated area of IBC. All displays in the OE area must have adequate provision for disabled access via the use of a hydraulic tail ramp, access platform etc. Should an OE vehicle not have an in-built solution, an alternative suitable level of access to the information shown inside the OE exhibit, needs to be provided for wheelchair access. 

All OE exhibitors must submit a Risk Assessment and a Method Statement together with a visual of the equipment and layout of intended display to Abraxys Ltd, IBC’s appointed stand plan inspection agency. Any exhibitor who does not have a detailed stand plan and Risk Assessment that is approved by Abraxys prior to the event, will not be allowed to set up their stand onsite. All OE Exhibitors, excluding outdoor vehicle displays with no build, will need to send their stand plan for approval via the Stand Plan Submission Form via the IBC Exhibitor Manual to Abraxys by 10 June to obtain 'Permission to Build’ certificate. Alternatively, stand contractors are welcome to use own templates and submit the stand plans to Abraxys via email ibc@abraxys.com. The Stand Plan Inspection (SPI) fee of GBP 300 (+20% VAT) will apply and can be paid via the secure Abraxys retail site.

  • ANCHOR WEIGHTS
  • BALLOONS
  • BUILD-UP TIMINGS
  • CABLING / HAZARD TAPE
  • DISPLAY VEHICLES
  • FIRE EXTINGUISHERS
  • HEIGHT RESTRICTIONS
  • HOSPITALITY / WELCOME AREAS
  • INTER-STAND CABLING
  • POWER GENERATORS
  • SATELLITE LINKS
  • SECURITY
  • TRANSMITTERS / LICENSING
  • WEIGHT LOAD / SPREADER PLATES

 

ANCHOR WEIGHTS

If your display requires anchor weights, please be aware that no drilling or bolting into the tarmac is permissible. If you intend to use weight loads for anchoring, then no more than one 500kg weight can be used per square metre of tarmac. 

BALLOONS

Strictly no balloons/blimps or inflatable banners are permitted as part of your display within the OE area.

BUILD-UP TIMINGS

Build-up of the Outside Exhibit area will begin from 08:00 on Thursday 14 September. OE displays will not be allowed into the designated OE area before this time. Exhibitors will be required to adhere to a strict arrival schedule which IBC will communicate in July. 

Upon arrival there will be traffic marshals directing you to your designated OE area which will be clearly marked out on the tarmac. To avoid any problems, please double check the exact location of your area to ensure you position your truck in its correct location and orientation. Any vehicle or display set up outside their allotted area will be required to move immediately as this will impact on the build-up of other OE displays, and may cause blocking of designated thoroughfares, incurring you costly time delays. The setup of your outdoor exhibit must be fully completed by 18:00 on Thursday 14 September. 

CABLING / HAZARD TAPE

Any loose and trailing cabling on the ground around the OE display needs to be neatly taped together and covered with a suitable rubber trunking protector to avoid a trip hazard. Trunking directly outside a point of access and egress to the display e.g. staircase, must be avoided. IBC may insist that any trunking is clearly marked with high-visibility hazard tape.

DISPLAY VEHICLES

  • Only vehicles and/or wheeled equipment displays are eligible for inclusion within the OE area.
  • Maximum height of vehicles and/or wheeled equipment displays in the OE area is 4m. Please be advised there are low level bridges located throughout the Netherlands which can limit transport options to access the venue. 
  • All displays in the OE area must be adequately secured and be weatherproof.
  • A 1m clear perimeter is required when the vehicle is in full display and will be enforced pre-show and onsite. This allows visitors to view the entire display without dispersing into the pathways in the OE area. A 1m clear perimeter radius around your entire display area when fully opened needs to be included in your calculations of total square metres. This includes any protruding staircases, access platforms (tails when down) or other build elements e.g. external awnings and canopies. Please consider this when calculating your space requirements.

FIRE EXTINGUISHERS

All outdoor displays, trucks and vehicles must be equipped with a fire extinguisher which can be ordered via the RAI Webshop.

HEIGHT RESTRICTIONS

Maximum height including signage for outdoor displays is 4m. This restriction does not include the use of conventional roof mounted flags, which are permissible, as long as the flags are no more than 3m in height. Please be aware that this restriction is strict as there are some low-level bridges at the RAI Amsterdam.

HOSPITALITY / WELCOME AREAS

  • A customer hospitality area to welcome visitors to your OE display is permitted within the OE area. 
  • To maintain the integrity of the OE area, the welcome area cannot occupy more than 30% of the stand width, as seen from any direction. 
  • The maximum height of a welcome area is 4m (please note that if a truss is being used to create a reception area, the maximum height for the truss is 3m). 
  • To facilitate a safe environment for all attendees, the maximum height for trussing is 3m and it must be sufficiently anchor weighted. An onsite inspection will be conducted to ensure all health & safety measures are met. 
  • Awnings/canopies/open-sided gazebos are permitted but only in conjunction with a vehicle and/or wheeled equipment displays in the OE area in order to provide protection from the sun and/or rain. The use of standalone tents or gazebo structures without a vehicle present for display purposes is not permitted. 
  • All welcome areas/awning/canopies/open-sided gazebos must be placed within your stand space and not interfere with pathways in the OE area. 
  • Due to unpredictable weather conditions, all material covering trussing should be made out of mesh material and be able to be removed quickly. All trussing legs must have a manufacturer's correct fitting base plate and be sited with additional weights. Structures must be secured to withstand a gale force 6 wind as a minimum requirement.

INTER-STAND CABLING

For the routing of video or other cables into the exhibition halls, the Inter-Stand Cabling Form should be completed via the IBC Exhibitor Manual and submitted to Mansveld Expotech who provide this service. The form should be submitted by 22 July (orders after this date will incur a 25% surcharge). Based on requirements, Mansveld Expotech will quote for the work involved. If exhibitors wish to supply their own cables, they should note that these must be sent (clearly labelled) to Mansveld Expotech to arrive no later than 1 August.

Mansveld Expotech
Fred van der Kroon
Tel: +31 (0) 20 312 8080
Email: events@mx.nl

POWER GENERATORS

Use of any generators for power requirements, whether standalone or as an integral part of an outside broadcast vehicle, is strictly forbidden. Generators exhibited as displays in their own right are permitted, however they must not be run. Electricity supply for Outdoor Exhibits should be ordered via the RAI Webshop.

SATELLITE LINKS

If you are intending to showcase satellite receiving and/or transmitting equipment, direct satellite communication in the outside display areas may not be possible. Due to the proximity of the halls, IBC cannot guarantee any satellite communication in the areas designated for Outdoor Exhibits. Whilst connection to some satellites may be possible, there can be no guarantee of communication with the satellite of your choice and some areas may be total black spots. 

A temporary satellite dish location and installation can be requested through the Hire and Installation of Satellite and Feeds Form which should be submitted via the IBC Exhibitor Manual by 22 August. Every effort will be made to place you in a suitable location, however the onus is firmly on the Exhibitor to conduct an onsite survey of their allotted space with a Prospectrum engineer at least four weeks prior to the show. IBC cannot guarantee an alternative space, however your chances of moving, should it be required, will be more successful the more lead-time that is given. For help with satellite connectivity and to appoint a site survey, please contact Prospectrum Satellite Services. 

Prospectrum Satellite Services
Jan op den Brouw
Tel: +31 (0) 653 132 745
Email: ibc@prospectrum.nl

SECURITY

There will be venue security (including overnight) patrolling the outside display areas from 18:00 on Wednesday 13 September.

TRANSMITTERS / LICENSING

The highly concentrated use of R.F. will need to be carefully planned and organised so that all the users can share the spectrum safely without causing interference problems. It is illegal to use transmitters except under a licence issued by the Netherlands Radiocommunications Agency or where there is a specific exemption from licensing, providing that it fulfils the requirements of the R&TTE Directive. Typical examples of equipment for which a licence is required: radio microphones, wireless TV cameras, PMR equipment, microwave links, satellite equipment, radio and TV transmitters and remote-control equipment.

Around the RAI vital frequencies are used by emergency services and civil aviation. Use of these frequencies without a licence will not be tolerated and may lead to a fine or confiscation of the equipment. The latest information regarding the use of equipment and the application form can be found on the Netherlands Radiocommunications Agency website. The application should be sent to the Netherlands Radiocommunications Agency at least two weeks in advance of IBC.

Agentschap Telecom
Tel: +31 (0) 50 587 74 44
Email: info@agentschaptelecom.nl

WEIGHT LOAD / SPREADER PLATES

If your display involves the use of hydraulic or manual legs to support your truck or display unit, the RAI Amsterdam require you use wooden spreader plates under each supporting leg to spread the point loading. IBC will consult with the RAI Amsterdam and in instances of a greater weight loading; there may be a need for a specific size and thickness of plate, which will be communicated to the Exhibitor in advance of the event.