These are IBC2023 rules and regulations to be used for reference only. IBC2024 rules and regulations will be published in due course. Please note that due to EU and local legislation and regulations becoming stricter, there may be changes that may affect your stand design and build for IBC2024.
Space Only exhibitors are able to appoint a contractor(s) of their choice to create a stand to fit their specific brand image and budget. Please ensure that all appointed contractor(s) are fully familiar with all rules and regulations and take these into consideration during the stand design planning. The following build regulations are in place to create a safe and conducive exhibition environment, ensuring that Space Only stands do not obstruct the visibility of neighbouring stands. IBC welcomes creativity and innovation and all stand designs will be reviewed with this in mind whilst ensuring rules are enforced as fairly as possible with an unbiased view. IBC reserve the right to refuse any designs, or request amendments to designs, which in their opinion have a detrimental effect to neighbouring exhibitors or the overall look of the exhibition.
STAND PLAN SUBMISSION
STAND PLAN SUBMISSION IS APPLICABLE TO THE FOLLOWING EXHIBITORS:
- Space Only stands including Double Deckers
- Outdoor Exhibits excluding outdoor vehicle displays with no build requirements
- Self-built Balcony Suites
- Internal fitouts of pre-built Package 2 Meeting Suites and pre-built Balcony Suites (only if using own appointed contractor, other than the event official supplier RAI Exhibitor Services)
- Internal fitouts RAI Meeting Rooms (only if using own appointed contractor, other than the event official supplier RAI Exhibitor Services)
- Shell Scheme stands planning physical construction within their stand (only if using own appointed contractor, other than the event official supplier RAI Exhibitor Services)
All Space Only exhibitors must submit fully detailed and scaled technical plans for approval on structural soundness and compliance with the rules and regulations set out in the IBC Exhibitor Manual, venue and EU health and safety regulations including the use of venue and EU permitted stand build materials and electrics. Exhibitors are reminded that it is their responsibility to ensure the stand design and build conforms to these regulations.
Abraxys Ltd, IBC's appointed stand plan inspection agency, will be reviewing all stand design plans and supporting Health & Safety documentation. IBC has the final discretion over all builds and may therefore enforce alterations to any unapproved designs. Abraxys will be supervising the onsite build ensuring that stands are being build according to plan. Stands where plans do not meet the rules will not be permitted to be built. IBC, the RAI Amsterdam and their Structural Engineers reserve the right to request structural calculations, approved pre-show or onsite, for any stand structure at the event should they deem necessary. All costs relative to obtaining proper certification are at the cost of the exhibitor.
Double Decker stands are subject to a TWO-STAGE approval process involving two separate bodies, Abraxys (as above) and the RAI Amsterdam Licenses Desk. It is only upon approval of BOTH parties that a design will be deemed as fully and finally approved.
STAGE 1: Submission of relevant stand plan and build documentation to Abraxys. A design approved by Abraxys in the first stage of the approval process may be subject to further design changes and modifications on the grounds of health and safety as/if requested by the RAI Structural Engineer.
STAGE 2: Submission of relevant stand plan and build documentation to RAI Amsterdam Licenses Desk. Structural and health and safety approval based on structural loading calculations and health and safety elements (number of staircases, number and location of emergency exits, handrail and step tread design etc.). Whilst Abraxys may give general advice on these elements, each Double Decker stand is judged on an individual basis by the RAI Structural Engineer whose decision is final.
SUBMITTING STAND PLANS TO ABRAXYS
STEP 1: Complete your Appointed Contactor Form.
STEP 2: Abraxys will email the Stand Plan Submission Form link to you/your appointed contractor. No plans or documents will be reviewed unless submitted via the Abraxys Stand Plan Submission Form.
STEP 3: You/your appointed contractor completes the Abraxys Stand Plan Submission Form including all relevant documentation.
WHAT PLANS MUST BE SUBMITTED AND TO WHOM
One set of plans and the applicable Health & Safety documents must be submitted via the Abraxys Stand Plan Submission Form and must include as a minimum:
1. Detailed technical plans in a recognised scale not less than 1:50 detailing:
- Event name (IBC2023), Stand number & Exhibitor name
- Overall 3D graphic of the stand design
- Plan view clearly showing all dimensions, walling and major exhibits
- Scaled side and height elevations showing a clear indication of the height of various elements including graphics
- Vision panels in all storage and/or meeting room doors
- Platforms – height, materials and details of wheelchair access ramp dimensions
- Any rigged structures including dimensions and height of the rig
- Any hanging banners including their dimensions and hanging height from the floor
2. Onsite contact person and mobile phone number
3. Detailed information about the materials being used including up to date fire resistance certificates (see Permissible Stand Building Materials).
4. Risk Assessment and Method Statement for the installation and dismantling of the stand.
ADDITIONAL REQUIREMENTS FOR DOUBLE DECKERS (INCLUDING ANY STAND WITH A 600MM OR HIGHER VIEWING PLATFORM OR STAGE)
If you are building a Double Decker (incl. any stand with a viewing platform or stage 600mm or higher), you are required by law to submit a second set of plans to the RAI Amsterdam Licenses Desk, the official double decker structural engineers for the event, to obtain a Double Decker Build Permit. Once approved by Abraxys, fully detailed and scaled plans with points 1-4 above and including the below additional information must be submitted to RAI Licenses Desk.
5. Distribution plans of both levels of the construction (if not included with the above documents)
6. Calculations of the main structure which must include the following:
- Full structural calculations of all build elements, taking into account the maximum floor loadings of the exhibition floors.
- Details about the load transmission of pillars to the exhibition floor of any upper surface.
- Details about the maximum horizontal impact strength of any walling or handrail element (should be minimum 1kN per m).
- Author of the calculations, title, date of drawing & full contact details.
As part of the Abraxys Stand Plan Submission Form, Double Decker stands will also be required to complete the Double Decker Acknowledgement Form and the Double Decker Working at Heights Form to show the planned control measures to prevent accidents when working at heights. Working at heights without adequate preventative measures in place is strictly not permitted and will be stopped.
RAI Health & Safety Officer has the final say on what is permissible in terms of stand build on the day. Should there be any concerns regarding the safety of any element of stand construction, compliance with any changes imposed is mandatory. IBC will not be held responsible for any costs that may be incurred as a result.
HOW AND WHEN TO SUBMIT YOUR PLANS
Early submission of stand designs is strongly advised as it enables Abraxys to work with you, advise on and resolve any potential issues that may arise pertaining to your stand design. Abraxys request the final version of your stand design, please refrain from sending interim stand designs if you are aware that it will change imminently. Should you require making modifications to your stand design after the approval, you will be required to re-submit your design which may cause delays.
Double Decker documentation, including structural calculations, must be sent for structural inspection to the RAI Licenses Desk via the Double Decker Build Permit Application available in the RAI Webshop.
- Please submit the final version of your stand design. Photographs or drawings will not be accepted.
- Plans and associated documentation must be in English and must be submitted in either .pdf or .dwg format.
- All Space Only Exhibitors must have a copy of their approved stand design, Method Statement and Risk Assessment on site.
Once you have been granted a ‘Permission to Build’ certificate by Abraxys (and the written approval from RAI Amsterdam Licences Desk for additional Double Decker inspection), no alterations can be made to the stand plans submitted.
STAND PLAN INSPECTION FEES
Stand plan approval is subject to the Stand Plan Inspection (SPI) fee which is part of your overall stand plan submission. A ‘Permission to Build’ certificate will be emailed once the plan submission process is complete.
A Double Decker Build Permit fee will be charged by RAI Licenses Desk. Should RAI Licenses Desk request any modification to your design, any additional costs incurred as a result will be the sole responsibility of the exhibitor. If you are building a Double Decker stand, please ensure that you have informed your IBC Account Manager, as a charge for the second level is applicable.
COMPLEX RIGGED STRUCTURES - IMPORTANT DEADLINE
Stands where rigging is deemed complex will require structural calculations, produced by your own engineer, to be submitted to Abraxys. Structural calculations not submitted to Abraxys will mean that complex elements will need to be removed from stand designs. A Complex Fee to cover the structural engineers fees will apply. The Complex Fee is applicable to all complex rigged structures and includes pre-site checks of your drawing and calculations submitted and onsite sign-off during the construction by an independent structural engineer. The Complex Fee is only applicable to those stands where rigged structures are deemed complex and is to be paid in addition to the Stand Plan Inspection fee.
Upon receipt of the stand design plans, Abraxys will determine whether there are any complex rigged elements. All rigged elements will be deemed complex unless all materials and weight information is included in the stand plan drawing to prove otherwise. Banners will be checked onsite to ensure the construction matches the material and weight information stated on the plan drawing. If any complex structure is modified after the submission of the below information, plans must be resubmitted with details of all modifications.
- Examples of complex rigged structures include any bespoke metal or timber banner construction.
- Examples of non-complex rigged structures include lightweight foamex banners connected directly to the venue rigging points or a proprietary framework system with fabric/pvc infil.
The following information must be submitted for all Complex Rigged Structurest to Abraxys with your stand plan submission:
- Detailed, scaled structural drawings
- Structural calculations
- Specifications of materials used, description of all fixings. Rigging connected to truss must show fixings through entire truss, not just around bottom chords.
- Weight per suspension point and total weight of banner construction
- Risk Assessment
Aerial drones are permitted at IBC for display purposes to showcase the functionality of the product. You can display drones on your stand without prior permission, providing these are not flown. IBC reserve the right to monitor aerial drone displays and presentations.
If you want to fly a drone on your stand, you will need to take special preparations to prevent accidents. You must build a cage to contain the drone when in flight and include the cage details in your stand plan. You must obtain an official Drone Use Permit from the RAI Amsterdam to fly your drone within this cage and you will need to include information about the safety measures you will take when flying your drone. Drones flown without the RAI permit will be confiscated for the duration of the event.
- Drone(s) must stay contained within the boundaries of your stand. Drones are not permitted to enter other exhibitors’ stands or the aisles of the show floor.
- Details of the drone(s) must be included in your Risk Assessment and Method Statement and supplied as part of your stand plan submission.
- It is never allowed to fly a drone outside the RAI due to the Schiphol Airport flight path.
Exhibition halls are climate controlled during the exhibition and exhibitors are therefore not permitted to install own air-conditioning units as these create unnecessary heat preventing optimum use of the RAI cooling system. Air-conditioning units must be ordered via the RAI Exhibitor Services. Exhibitors found to be installing and using own air-conditioning units, will be requested to turn these off. Please include the positioning of the air-conditioning units in your stand design.
The inclusion of false ceilings on exhibition stands may prevent air cooling from working effectively. False ceilings on stands can create "hot-spots", in particular where lighting, monitors etc. are installed, and therefore should be avoided. To avoid generating unnecessary heat, use of "cold lighting" on stands is encouraged.
ANTENNAS & SATELLITE DISHES
ANTENNAS AND SATELLITE DISHES - RENTAL
A temporary satellite dish location and installation can be requested via IBC’s verified supplier Prospectrum Satellite Services. Prospectrum will select the location for your satellite dish depending on the distance between your stand and the line of sight required. Most sites are located on hall roofs. Costs for hoisting and cable connections to your stand will be invoiced directly to the exhibitor. Prospectrum services include:
- Hire and installation of (dish) antennas for the reception of Satellite and Terrestrial Broadcast.
- Turnkey solutions including cabling of "Live Feeds" in DVBS, DVBT and DVBC standards.
- Feeds from Astra 19.2 East and Hotbird 13.0 East.
- The provision of all FTA DVBS, DVBS2 and DVBT channels.
- Package Deals incl. roof space, inter-stand cabling and antenna rentals.
- SATTV-Cabling, routing and switching at your stand.
- Specialists on site to support you.
Prospectrum Satellite Services
Jan op den Brouw
Tel: +31 (0) 653 132 745
ANTENNAS AND SATELLITE DISHES - CABLING
Cable requirements for Antennas and Satellite Dishes can be ordered via Mansveld Expotech, the sole official contractor for cabling between stands and satellite dishes or antennas (e.g. data, coax or fibre). Based on requirements, Mansveld Expotech will quote for the work involved.
Fred van der Kroon
Tel: +31 (0) 20 312 8080
BALLOONS & HELIUM
If you are intending on having balloons or helium filled products on your stand, please ensure the visual, measurements and positioning of these is included on your stand design plan. You must obtain an official Helium Use Permit from the RAI Amsterdam which will allow to use the services of the official contractor responsible for the distribution of helium at the RAI. There are strict rules governing the use of balloons and helium filled products at the RAI:
- Exhibitors are not permitted to bring helium canisters into the RAI. Filling of helium products is only permitted via the RAI.
- All applications for helium must be supported by a visual and measurements of the object to be filled.
- A representative of the company appointed by the RAI will be available for filling up of helium products on site. The cost for the service will be determined by the cubic metres of helium required. The representative will check safety and when approved, the product will be filled.
- If air or helium filled products used as part of a stand design escape their tethering, exhibitors will be responsible for retrieval charges and any related charges.
- Suspended banner and promotional balloons are only permitted in accordance with the IBC Skyline Zone rule - see below.
- Helium balloons must not be emptied in the RAI building. This must be done outside in liaison with the RAI Event Manager.
- Due to the danger to Schiphol airport air traffic, hand-held balloons are strictly prohibited anywhere in the RAI.
The following strict height limits apply at IBC:
- Separation walls - minimum 2.5m and maximum 4m (inclusive of any platforms and flooring)
- Separation walls for adjoining Double Deckers only - maximum 5m
- Perimeter/outer edge walls and column structures (i.e. 6m or less in length) on the stand edge - maximum 4m
- Logos, structures and/or banners above 4m - set back at least 1m from the separation wall(s) and at least 1m from any perimeter wall(s) and outer edge(s)
- Logos are not permitted on the reverse of separation walls
- Internal walls and structures - up to 7m. Please note: 50% of stand width only rule applies to any structures above 4m in height - see Skyline Zone section below.
- Hanging banners - maximum rig height of 7m from floor level (i.e. top of the banner / truss at 7m). Please note: 50% of stand width only rule applies to any banners above 4m in height - see Skyline Zone section below.
IBC must be notified if any part of your stand structure (excluding rigged hanging banners) is expected to be higher than 4m so that account can be taken during the allocation of space. If you plan to build above 4m, the tall area of the stand (anything above 4m and up to 7m) will be classed as being in the Skyline Zone. When reviewing stand plans, our appointed Stand Plan Inspection agency Abraxys will only approve tall structures where the view of other stands is not unduly affected.
CEILING DRESSING - HALL 1 STANDS
The tops of all stands in Hall 1, (except stands directly below the balcony line), are clearly visible to all guests visiting the Balcony Suites located on the mezzanine level of the hall and are also clearly visible from the upper decks of double decker stands. It is the therefore a show requirement that the tops of all stands in Hall 1 (except stands directly below the balcony line) to be finished off in a neat and tidy manner, hiding all unsightly cabling, wiring and raw woodwork using a suitable and permissible material such as flame-retardant muslin. For more information, see Permissible Stand Building Materials.
DEMONSTRATIONS & PRESENTATIONS
Adequate space must be provided for the audience within the stand for any demonstrations. All such activity must be conducted a minimum distance of 1m inset from the stand edge. Use of the aisles for the audience is not permitted. The Fire Officer will curtail any activity that creates congestion in the aisles. If wall-mounted monitors on outer stand walls cause obstructions and congestion in the aisles, IBC may request these to be switched off. If you are showcasing 3D effects, you are required to factor in an adequate viewing distance that does not encroach into the aisles or neighbouring stands.
LIVE PERFORMANCES AND USE OF PROPS
If you are performing a timed display of an interactive nature designed to attract an audience by using props, performers or equipment, you are required by law to submit a separate Risk Assessment of that activity. Failure to submit an adequate Risk Assessment for the activity will result in the activity being curtailed.
Noise / sound levels should never interfere with or restrict your neighbours from conducting business. If using loudspeakers, these should be pointed downwards and into the stand - never towards or across the aisles. The sound level at the edge of your stand must be lower than 85 dB (A) for speech and lower than 70 dB (A) for music and sound effects. Noise levels will be strictly monitored by IBC. If after a warning from IBC blatant infringement of the above sound level regulation continues, curtailment of power supply to the stand will be enforced.
DOORS ON STANDS
In the interest of health and safety, any doors on a stand must open inwards and have a vision panel. Vision panels must have a clear, see-through, fully transparent element in their design. For example a fully frosted panel with round transparent hole in the middle or, to retain an element of privacy, a vision panel made up of alternate transparent and frosted stripes. If 100% of your vision panel is fully frosted and opaque, it will not be allowed. In some exceptional circumstances it may be deemed safer for a door to open outwards and as such, you will be advised on an individual basis by Abraxys.
It is not permitted, under any circumstance, for a door located on a stand edge to open directly into an aisle - these must always open inwards and adequate provision needs to be made for this in your stand design. Any door found opening outwards onto an aisle will be required to be altered on site.
Electricity for stands can only be installed by the RAI Amsterdam appointed electrical contractor Mansveld Expotech.
Daytime Power operates from 08:00 until 20:00 during the open days of the exhibition and is the principal supply for all equipment and lighting on stands. Continuous Power operates for 24 hours and is intended for use with refrigerators, security equipment, computers etc. Continuous Power must not be used for any form of stand lighting therefore when purchasing Continuous Power, you must also purchase a Daytime Power connection. Service points for all technical connections are situated in the floor of the exhibition halls - floorplans showing their location can be sent to Space Only exhibitors on request. Please note that RAI is equipped with 230V power supplies. If you require 115V, please contact RAI Exhibitor Services so they can assist you with a suitable converter.
Electricity supply for your stand can be ordered via the RAI Webshop. If working on equipment outside of exhibition hours, an electricity supply is mandatory. Exhibitors are advised to discuss their requirements in advance with RAI Exhibitor Services to ensure that their installation meets the needs for such operations.
Please refer to the Health and Safety section for important venue rules and regulations regarding Electrical Safety and ensure your technical installation crew pay particular attention to the power installation and distribution. Attention to details such as power cable diameter, power cable tidiness, proper earthing/fusing and addition of filtering to ensure harmonics (e.g. from lighting dimmers) are not returned to power source. In addition, special attention to earthing is required where a transformer is used to deliver a 110V feed. Mansveld Expotech recommend that the diameter of the neutral conductor within a three-phase distribution has the same thickness as the combined three live conductors.
Exhibitors may be required to install a raised floor to accommodate cabling, so this should be taken into consideration when designing the stand. Electrical connections must not be made under raised floors.
Mansveld Expotech is the sole official supplier for inter-stand cabling (routing any special signal cables between one stand or hall and another). Exhibitors are not allowed to run cables between stands, under the aisle carpets or over the aisles. Inter-stand cabling can be ordered via Mansveld Expotech. Exhibitors who wish to supply own cables (cables must arrive no later than 1 August) should inform Mansveld Expotech who will quote for the work involved based on the requirements.
Fred van der Kroon
Tel: +31 (0) 20 312 8080
LIGHTING & AUDIO-VISUAL EFFECTS
During IBC, all exhibition halls are completely blacked out so that sunlight cannot interfere with monitor displays. All audio-visual effects are subject to an onsite inspection and approval, and IBC decision will be final.
IBC prides itself in providing a blacked-out environment for promoting and showcasing the latest broadcast technology. Many exhibitors showcase products that are judged by the quality of the picture displayed on presentation monitors, via projection or on large displays which is one of the many reasons that the IBC exhibition is held in blacked-out halls. As technology advances and new products come to market, the need to balance creative stand design, content display, ambient glare and minimise interference to attendees and other exhibitors becomes ever more necessary. Below guidelines will help to limit the amount of unwanted interference and arbitrary glare from overhead lighting, large format presentation displays, electronic signage and integrated architectural fixtures.
AUTOMATED AND MOVING LIGHTS
Use of all moving, automated or roving lights, or moving gobos is strictly prohibited as these distract and cause unwanted reflections within the halls and from exhibits and overhead rigging.
STATIC AND ARCHITECTURAL
Static or architectural lighting for the enhancement of structural design and the highlighting of equipment or demonstrations is encouraged by IBC, but care should be taken to reduce interference with neighbouring exhibits. Lighting overspill, bleed or lighting instruments focused outside of your stand area are strictly prohibited. Use of static gobos is permitted only within the stand area whilst gobo lighting in exhibition aisles is strictly prohibited. The use of high-resolution rigid LED strips, or high-density flexible LED curtains used for architectural lighting, including their use in subtle colour changing, or for the presentation of audio-visual content including the display of animated or static logos are subject to approval by IBC. Strong neon and flood lighting can be disruptive to adjacent stands and displays, so approval will be required from IBC. Intrusive effects including strobe and fast colour change effects are prohibited. If in doubt, please email firstname.lastname@example.org to discuss the matter.
The use of very low-density LED screens and LED light curtains for audio visual presentation purposes is prohibited on the basis of general interference - see ‘Low density signage and integrated displays’ section below. To reduce our environmental impact and decrease latent heat, IBC strongly recommend the use of LED/cold lighting technology to allow the air-conditioning system to concentrate on removing the heat generated by technical equipment.
LARGE PROJECTION AND VIDEO DISPLAYS
The use of sophisticated projection technology including but not limited to high density LED displays with a pixel pitch of less than 10mm, video walls or projection and the presentation of high-resolution full motion content is encouraged by IBC. For definition of pixel pitch see fig 1 and fig 2 below. For large video displays care must be taken to minimise heat production, eliminate bleed to neighbouring stands and ensure that line of sight guidelines are adhered to. Due to the nature of large format high resolution LED displays and their high light output, IBC encourage exhibitors to respect neighbouring exhibitors and minimise disruption to walkways and aisles. Care must also be taken in content production as IBC discourage the use of strobe, light chaser and high contrast single-colour effects within LED walls due to its intrusive nature with high light output devices.
LOW DENSITY SIGNAGE AND DISPLAYS
The use of electrical signage such as single, bi-line or text only LED displays, low density LED screens / bars or LED light curtains with a pixel pitch of greater than 40mm for presentation purposes, messaging and logo displays is prohibited by IBC due to health and safety concerns and visual interference for attendees and neighbouring stands. For definition of pixel pitch see Fig 1 and Fig 2 - 'pixel pitch' is the distance between a red (or green or blue) dot and the closest red (or green or blue) dot on a colour monitor. ALL EFFECTS ARE SUBJECT TO AN ONSITE INSPECTION AND APPROVAL AND IBC DECISION WILL BE FINAL.
RAISED FLOOR / PLATFORMS / VIEWING STAGES
If you intend to install a complex stand, we strongly recommend that you lay a raised floor / platform to hide pipe work and cables. This also gives you greater flexibility to where services are pulled through. Those ordering plumbing services must ensure that pipe work does not run through neighbouring stands without their prior consent.
IMPORTANT: The maximum height for a raised floor is 100mm. Any individual raised areas on a stand higher than 100mm will need to have additional step(s) and possibly a balustrade. It is a compulsory requirement for a stand with a raised floor higher than 40mm to have an incorporated ramp or sloping edges as part of its stand design to create easy access for wheelchair users. All platforms intended for visitor access require provisions for disabled access. If you intend to build a partially raised viewing platform/stage of 600mm or higher with visitor access as part of your stand design, you are required to submit plans with structural calculations for loading and stability to the RAI Amsterdam Licences Desk to be issued with a build permit. Please factor in the height of the platform when designing your stand as the combined height of the platform and separation wall must not exceed 4m.
When designing raised platforms, minimising tripping hazards is essential and applying a visible warning if a tripping hazard should exist is key. Open corners of stand floors and platforms should be rounded or angled, if not protected by heavy exhibits, to avoid sharp corners and tripping hazards. In most cases, fitting sloping edges to your stand’s raised flooring will solve the access issue in the neatest way and would always be a good first choice solution. When fitting a ramp into a raised/platform floor, ensure that the ramp is made apparent by means of a contrasting colour carpet. For queries regarding the feasibility of safe and adequate provision for wheelchair access within your stand design, please contact Abraxys.
In the case of Double Decker stands (where wheelchair access to the upper deck is not possible/practicable), it is incumbent on the exhibitor to ensure that any services or information that are available upstairs are also available on the ground level of the stand.
BUILD-UP AND BREAKDOWN: Exhibitors and stand contractors are required to dispose of all refuse produced during build-up and breakdown using hired containers. Refuse containers should be ordered in advance via the RAI Webshop. Any rubbish left on an exhibitor's stand after breakdown will be charged to the exhibitor.
The RAI recycle paint waste. Stand builders will receive red garbage bags in which they can dispose empty or semi empty paint cans. The red bags are handed out and picked up free of charge. If there is other garbage in these bags, they will not be collected, and the stand builder will be responsible for the refuse. Cleaning of paint brushes in the toilets is prohibited.
The RAI must be informed of any chemical waste for disposal, and this will be collected from stands by the RAI. The waste should preferably be in the original packaging and labelled with the exhibitor's name and stand number. Please contact the RAI Exhibitor Services for the charges involved.
EXHIBITION OPEN DAYS: Refuse will only be disposed of when it is deposited in the special refuse bags and placed alongside the stand at the close of each day. Refuse bags should be ordered in advance via the RAI Webshop.
Mansveld Expotech is the sole official rigging contractor allowed to access the RAI Amsterdam roof structure to install rigging points. Third parties are strictly prohibited access and are not permitted to install any rigging points. Mansveld Expotech can assist you in working out the correct rigging plan and can advise on the truss materials, motorised hoists and any customised services. Rigging can be ordered via the RAI Webshop clearly indicating the stand position, hanging points required, guy ropes/steel wires, measurements and weights of any objects.
CEILING HEIGHTS: Suspension wires for hanging signs and lighting rigs can be installed in most areas of the halls. In case of height limitations, exhibitors will be advised. Please note that there may not be a suspension point directly above your stand area and support trussing may have to be fitted on the ceiling above your stand. Due to the complexity of this process, extra costs may be charged for suspension points in some areas. Quotes for suspension points and rigging are made on individual basis. For more information, please contact Mansveld Expotech.
MANUAL AND ELECTRIC HOISTS: Due to Dutch legislation, the use of access platforms for lifting objects of 50 kg or more is prohibited. Mansveld Expotech can make hoists which are certified according to CE and TUV regulations available provided the order is received at least 3 weeks prior to build-up.
COMPLEX RIGGED STRUCTURES: Stands with complex rigged elements will be required to submit structural calculations to Abraxys. Structural calculations not submitted will mean that complex elements will need to be removed from stand plan design. The Complex Fee is applicable to all complex rigged structures and includes pre-site checks of your drawing and calculations and onsite sign-off during the construction by an independent structural engineer.
Space Only exhibitors must construct their own freestanding separation wall(s) between their and adjoining stand(s). These should be minimum 2.5m and maximum 4m high. The maximum height of any separation wall must be measured from the exhibition floor and must include any raised flooring and/or platform. All walls must be self-supportive - cross bracing to a neighbour's wall is not allowed.
IMPORTANT: Where partition walls are constructed over 2.5m in height, it is the responsibility of the exhibitor constructing the wall to neatly dress the rear of the separation wall down to a height of 2.5m in a neutral colour, in harmony with the design of the adjacent stand as agreed by the neighbouring exhibitor. We ask any exhibitor whose separation wall is higher than 2.5m to notify their neighbour of the height of their wall and obtain agreement from them regarding the design treatment to the back of the wall. Logos and branding are not permitted on the rear face of separation walls when these walls overlook neighbouring stands.
If your separation wall is lower than 2.5m, you must be aware that your neighbour's wall below 2.5m will be unfinished on the reverse and will be visible above your stand. It is therefore your responsibility to contact your neighbour to discuss your respective wall heights and to reach an agreement to ensure all separation walls are finished off in a neat and tidy manner. Contacting your stand neighbours eliminates any potential issues onsite with adjoining wall heights. IBC will be happy to provide contact information of the neighbouring exhibitor(s) upon request. IBC strongly advises to record such agreements between stands in writing.
The following rule is enforced and monitored by IBC in the interest of retaining an open exhibition environment and fairness for all exhibitors. IBC reserve the right to enforce compliance and if advised amends are not implemented, terminate any violation to this rule.
Any structures above 4m and up to 7m is classed as in the Skyline Zone. This zone must be as transparent as possible, and it is each exhibitor’s responsibility to ensure that structures in this zone do not unduly block the through-view to the hall and neighbouring exhibitor stands by masking or dominating the surrounding skyline. Any portion of a structure (column, internal wall, banner or stand structure erected from the floor or hanging banner) that is above 4m, should not block the view from behind by physically occupying more than 50% of the stand width as seen from any direction. For example, if the dimensions of your stand are 10m x 30m, then the approximate dimensions of a box banner occupying the Skyline Zone should be a maximum of 5m in width x 15m in length.
If a truss is higher than 4m, it is not possible to clad / cover the truss. Beams are permitted with a maximum depth of 300mm with no branding. If you have more than one structure encroaching the Skyline Zone, their COMBINED dimensions should not occupy more than 50% of the stand width.
SPACE ONLY IN A SHELL SCHEME AREA
Whilst IBC have a preference for exhibitors to remain a shell scheme in this area, we do not wish to stifle creativity so should you choose to build in these areas, please adhere to the following rules:
- Stands must still adhere to IBC's stand rules and regulations
- Exhibitors must supply Abraxys with stand designs and the necessary health and safety documentation
- Stand height must not exceed 3m
- Rigging is permitted but must comply with the IBC Skyline Rule (please note that rigging points are limited in shell areas and so these cannot be guaranteed)
The stand construction should not go beyond the rented space. Fire points and emergency exits must remain visible and accessible at all times. No part of the stand, fixture or fitting including fascia, signs, lighting (including long arm spots), corner posts etc. shall project into, overhang the aisle or obscure any fire or exit signs - IBC reserve the right to remove any such item. This rule also applies to the projection of logos onto the floor, which should always be kept within the stand space.
Traditionally, the broadcast industry allows camera cranes and microphone booms to protrude from the stand halfway over the aisle, but not further, and definitely never over a neighbouring or opposite stand. These rules exist to ensure that the various stands are built at IBC to produce a harmonious exhibition environment. Exhibitors are therefore advised to contact neighbouring exhibitors to coordinate aspects such as shared walls and presentation timings.
IBC is committed to promoting sustainable practices and recommend the use of reusable structures which will reduce the amount of waste produced at the event. When planning your stand design, please review the sustainability practices of your appointed contractor(s). As an exhibitor you should aim to reduce the use of disposable stand materials and replace them with an environmentally friendly alternative using materials that can be reused at future events.
VEHICLES ON STANDS
RAI Amsterdam have strict rules governing the display of vehicles within the exhibition halls. Engine driven vehicles, vessels or machinery will only be permitted to be displayed during the exhibition if specifically agreed with IBC prior to the show. Before being admitted, fuel tanks and pipelines must be emptied and closed with the fuel caps locked and any batteries must be disconnected. This does not apply to vehicles, etc. using diesel oil or other fuel with a combustion point above 55ºC. Battery clamps must be loosened. In case of vehicles in which 230 V interior lighting has been fitted, a plug connection must be used so that in the event of an emergency the current can be quickly disconnected. Diesel engine emissions contain carcinogenic substances (including soot), and the RAI Amsterdam is obliged by law to control exposure to these within the convention centre.
Should you want to position a vehicle on your stand, please contact IBC Customer Support Team for initial approval and instructions on the delivery and removal times and processes. This will also need to be approved by Abraxys as part of your stand design submission. Please include your exhibiting company name, stand number and information about the vehicle you want to place on your stand (type of vehicle, dimensions, weight etc.). IBC reserve the right to refuse any vehicles that do not meet the rules and regulations, or cannot provide the appropriate documentation, to be displayed.
NEW FOR 2023 - Electric Vehicles on Stands
- Vehicles can drive or be towed into the halls.
- Once in position they must disconnect the battery.
- The ignition key must be at least 5 meters away.
- The car must not be switched on at any point whilst in its final position.
- The car must not be charged within the halls, nor can it be connected to a charger at any point to ensure that there is no electricity running outside of the battery.
- All vehicles must be signed off by RAI Safety.
- This applies to all electric vehicles - cars, boats, steps, etc.
For health and safety, solid runs of stand walls exceeding 6m in length along gangway edges are forbidden - walls need to have natural physical breaks of 2m wide gap every 6m. Please note that the use of glazing panels instead of a physical break in the walling will not be allowed, as they constitute a physical barrier. It is generally accepted that an inviting environment is created by an 'open architecture' with minimal outside walling and a structure built in the middle of the stand. This is to avoid interfering with the overall view of the halls, mask or block neighbouring stands or hinder visitor traffic on the stand. Designs should ensure that neighbouring stands will not be blocked from view by long runs of walls. IBC reserve the right to curtail any violation to this rule.
WATER & WASTE
Water connection and waste-pipe facilities for your stand can be ordered via the RAI Webshop.
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 Legionella filter, you will receive a separate quotation from the RAI Exhibitor Services. Any water feature or display must be included on your stand design plan and your Risk Assessment.