OUTDOOR EXHIBITS

Outdoor Exhibits

Outdoor Exhibits (OE) such as outside broadcasting vehicles, demonstration trucks, generator equipment and satellite link equipment can be exhibited in a dedicated outdoor area. 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 access 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, including outdoor vehicle displays with no build, must submit their stand plans together with a Risk Assessment and a Method Statement to Abraxys - IBC’s appointed Stand Plan Inspection agency. OE Exhibitors are required to send their stand plan for approval via the Stand Plan Submission link to Abraxys by 20 June to obtain 'Permission to Build’ certificate.

Any OE stand or vehicle that is longer or wider than the agreed stand space will not be permitted to exhibit. Any vehicle or display item that has not been approved before build-up or vehicle that is larger than the agreed stand space will not be permitted to exhibit.

Please include the weights/weight load limits for any vehicles/heavy items and/or machine needed to deliver the exhibit.

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.

  • 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
  • SHIPPING & STORAGE
  • STAND NUMBERING 
  • 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 Outdoor Exhibits will start from 08:00 on Thursday 12 September. Early access is available on Wednesday 11 September via the Early Access for Build-up Form - OE (also available in the E-Zone). 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 12 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

  • 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 materials 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 and submitted to Mansveld Expotech by 24 July (orders after this date will incur a 25% surcharge). Exhibitors who wish to supply own cables, should indicate this on the form (cables must arrive no later than 11 August). Based on requirements, Mansveld Expotech will quote for the work involved. 

Mansveld Expotech
Fred van der Kroon
Tel: +31 (0) 20 312 8080
Email: sales@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 Prospectrum Satellite Services. 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.

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 11 September. Please note, the OE area of IBC is open to the public and therefore, all exhibits should be suitably secured, lockable and have any portable equipment/valuables removed at the end of each day. Additional RAI security can be ordered via the RAI Webshop if your OE exhibit requires dedicated overnight security.

SHIPPING & STORAGE

CEVA Showfreight is the official freight forwarder for IBC2024 and have exclusive responsibility for forwarding and handling of all exhibits into and out of the exhibition halls. This covers delivery and removal arrangements, customs clearance and empty crate storage during the event. CEVA are the only company authorised to use mechanical lifting equipment on the loading terraces and in the halls. For information on the CEVA services, please visit CEVA website.
 
Build-Up & Breakdown: Delivery vans are allowed onto the loading areas only when there is adequate space. RAI Traffic attendants in conjunction with CEVA coordinate this. 

Courier Deliveries: Courier companies are not allowed to deliver packages directly to stands. All packages must be delivered to CEVA, who will hold them for collection by the exhibitor unless written delivery instructions are provided. 

Forklift Trucks: Only forklift trucks, cranes and mechanical equipment operated by CEVA are allowed on the loading terraces and in the halls. Exhibitors and/or their agents are allowed to only move hand-portable goods into and out of the halls 

Empty Cases Storage: CEVA are able to remove empty packing cases from exhibition stands during build-up, store them for the duration of the exhibition and return them after the exhibition close. Should any boxes stored with CEVA not be empty and contain items of value, CEVA must be informed in writing at the time of collection. Exhibitors must arrange their own insurance cover for the transit and storage period. 

Labour Onsite: IBC do not provide labour for handling/moving/unpacking of goods, etc. CEVA can provide this service. 

CEVA Showfreight services ordering deadline is 23 August (orders after this date will incur a 25% surcharge). CEVA Showfreight can be contacted on +44 (0) 149 457 3091. IBC and CEVA Showfreight cannot be held responsible for loss, pilferage or damage whilst goods are left unattended on the stand. 

STAND NUMBERING

Stand numbers consist of the hall number, followed by a full stop (.) and then an aisle letter (capital) and a two-digit number, indicating the location in that hall. Any letter and two-digit number can appear in any of the halls, so the hall number should therefore always be included with the stand number, e.g. 3.C29 or 10.A34. 

Shell Scheme Stands: RAI Exhibitor Services arrange the display of the stand number on all Shell Scheme stands. No floor sticker is provided. 

Space Only Stands: Up to two stand number labels will be provided for every Space Only stand. 

TRANSMITTERS / LICENSING

The highly concentrated use of radio frequency will need to be carefully planned and organised so that all the users can share the spectrum safely without causing interference. 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, proved 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 obtained by exhibitors will not be tolerated and may lead to a fine or confiscation of the equipment. The licence application can be found on the Netherlands Radiocommunications Agency website. The application should be submitted to the Radiocommunications Agency at least two weeks in advance of IBC.

Netherlands Radio Communications Agency
Tel: +31 (0) 88 041 6000
Email: info@rdi.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. Please ensure you include your vehicle weight/weight load limits in your plan submissions to Abraxys.