STAND PLAN SUBMISSION IS APPLICABLE TO THE FOLLOWING EXHIBITORS:
- ALL Space Only Stands including Double Deckers
- Outdoor Exhibits excluding outdoor vehicle displays with no build
- Self-built Balcony Suite exhibitors
- Internal fitouts of pre-built Package 2 Meeting Suites and pre-built Balcony Suites (only if using own third-party contractor, other than the event official supplier)
- Shell Scheme Stands planning physical construction within their stand (only if using own third-party contractor, other than the event official supplier)
All Space Only exhibitors must submit fully detailed and scaled technical plans for approval on compliance with the rules and regulations set out in the IBC Exhibitor Manual along with the structural soundness and 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 the appropriate venue and EU health and safety regulations and the use of venue and EU permitted stand build materials and electrics.
Abraxys Ltd, IBC's appointed stand plan inspection agency, will be reviewing all stand plans and supporting Health & Safety documents. Failure to gain approval will result in unnecessary delays whilst the plan is being approved. 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 RAI Amsterdam Licenses Desk. It is only upon complete approval of BOTH parties that a design is deemed as fully and finally approved. 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 1: Submission of relevant stand plan and build documentation to Abraxys. General approval of a design concept by Abraxys based on IBC’s show rules and regulations as to what is deemed acceptable for the IBC show environment.
STAGE 2: Submission of relevant stand plan and build documentation to RAI Amsterdam Licenses Desk. In depth 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 Licenses Desk whose decision is final. Designers are strongly advised to seek early advice on these elements as to what may be permissible within their stand design.
WHAT PLANS MUST BE SUBMITTED AND TO WHOM
One set of plans and the applicable Health & Safety documents must be submitted to Abraxys 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 Licenses Desk, the official double decker structural technicians 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.
Double Decker stands are also obliged to fill in the Double Decker Acknowledgement Form and the Double Decker Working at Heights Form via the IBC Exhibitor Manual 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 if necessary.
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 to your stand 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 very strongly advised as it enables Abraxys to work closely with you, advise on and resolve any potential issues that may arise pertaining to your design. Fully detailed, scaled technical plans must be submitted to Abraxys via the Stand Plan Submission Form in the IBC Exhibitor Manual to obtain 'Permission to Build’ certificate. Alternatively, stand contractors are welcome to use own templates and submit the stand plans to Abraxys via email email@example.com. Stand plan submission deadline is 22 June.
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 for approval 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. Double Decker Build Permit Application deadline is is 22 June.
- 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 drawings 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. 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 22 June, the SPI fee will increase to GBP 300 (+20% VAT). A ‘Permission to Build’ certificate will be emailed once the plan submission process is complete. Payment of the SPI fee can be made via the secure Abraxys retail site.
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.
COMPLEX RIGGED STRUCTURES - IMPORTANT DEADLINE
Stands deemed complex will be asked to submit your structural calculations report produced by your own engineer to Abraxys no later than 7 August. Structural calculations not submitted to Abraxys by 7 August will mean that complex elements will need to be removed from stand plan designs.
Upon receipt of the stand design plans, Abraxys will determine whether there are any complex rigged elements. Rigging that is deemed complex will require structural calculations to be submitted along with the technical drawings plus a payment of a Complex Fee to cover the structural engineers fees. 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 a Complex Rigged Structure 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
The Complex Fee of £290 (+20% VAT) 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. Payment of the Complex Fee can be made via the secure Abraxys retail site.