IBC2022 | BACK AT THE RAI AMSTERDAM

9-12 SEPTEMBER 2022

Default Image

No content here.

Hero Subpage - All Content Programme Pages (Blue)

No content here.

Space Only Stand Rules & Regulations

This information must be read in conjunction with: 

Space Only exhibitors are able to appoint the stand contractor of your choice to create a stand to fit your brand image and budget. Please ensure that you and your contractor(s) have fully familiarised yourself with the below rules and regulations and take these into consideration when beginning your stand plans for IBC2022. The following build regulations are in place to create a safe and conducive exhibition environment for all, ensuring that Space Only stands are built as non-blocky structures and do not obstruct the visibility of neighbouring stands. IBC welcomes creation and innovation and all stand designs will be approved with this in mind whilst ensuring rules are enforced as fairly as possible with an un-biased view. IBC do however 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 DESIGN SUBMISSION FOR APPROVAL
  • AERIAL DRONE DISPLAYS
  • BALLOONS & HELIUM
  • BUILDING HEIGHT
  • CEILING DRESSING - HALL 1 STANDS
  • DEMONSTRATIONS & PRESENTATIONS
  • DOORS ON STANDS
  • DOUBLE DECKER STANDS
  • EARLY ACCESS FOR BUILD-UP
  • LIGHTING EFFECTS AND AUDIO/VISUAL TECHNOLOGY
  • PILLARS ON YOUR STAND
  • PLATFORMS / VIEWING STAGES
  • POWER
  • RAISED FLOOR / DISABLED ACCESS
  • SEPARATION WALLS
  • SKYLINE ZONE 
  • SPACE ONLY IN A SHELL SCHEME AREA
  • STAND BOUNDARIES / OBSTRUCTING GANGWAYS
  • VEHICLES ON STANDS
  • WALL LENGTH

STAND DESIGN SUBMISSION FOR APPROVAL

All Space Only stand designs must be approved by our Stand Plan Inspection Agency Abraxys, on behalf of IBC, before the initial stand building process begins. Failure to gain approval will result in unnecessary delays whilst the plan is being approved. IBC has the final discretion over all Space Only building and may therefore enforce alterations to any unapproved design at IBC2022. Plans that do not meet the rules will not be permitted to be built. IBC, the RAI and their approved Structural Technicians reserve the right to request structural calculations, approved pre-show or onsite, for any stand structure at the event should they deem necessary.

STAND PLAN APPROVAL IS APPLICABLE TO THE FOLLOWING EXHIBITORS: 

  • ALL Space Only Stands (including Double Deckers and Outdoor Exhibits)
  • Internal fit outs of pre-built Package 2 Meeting Suites, Balcony Suites, and self-build Balcony Suites
  • Shell Scheme Stands planning physical construction within their stand 

All Space Only exhibitors are required to submit fully detailed and scaled technical plans to our appointed Stand Plan Inspection agency Abraxys for approval on IBC design rules along with inspection of structural soundness and appropriate venue and EU health and safety regulations including the use of venue and EU permitted stand build materials and electrics.

Double Decker Space Only stand plans 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 plan and build documentation to Abraxys
A general approval of a design concept by Abraxys on behalf of IBC based on IBC’s show rules and regulations as to what is deemed acceptable for the IBC show environment.

STAGE 2 - Submission of relevant 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 such as 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 Amsterdam Licenses Desk and their decision is final. Designers are strongly advised to seek early advice from RAI Amsterdam on these elements as to what may be permissible within their stand design. Stage 1 of the approval process is a compulsory element and is still required. 

IMPORTANT: 

  • Exhibitors are reminded that it is their responsibility to ensure all 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. 
  • Photographs, drawings, or drawings from other exhibitions will not be accepted. All plans and associated documentation must be submitted in English. Plans must be submitted in either .pdf or .dwg format. Abraxys are unable to accept Fax copies. 
  • Upon receipt of written confirmation from Abraxys (and RAI Amsterdam Licenses Desk for additional double decker inspection), no changes can be made to the plans submitted. 
  • IBC require all Space Only stand exhibitors to bring a copy of their approved stand design, Method Statement and Risk Assessment with them to build-up, as you may be required to produce these documents onsite. 

WHAT PLANS MUST BE SUBMITTED AND TO WHOM

One set of plans and the applicable health and safety documents should be submitted to IBC’s appointed Stand Plan Inspection agency Abraxys which must include:

1) Detailed technical plans in a recognised scale not less than 1:50 detailing:

  • Stand number & exhibitor name
  • An 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
  • 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. For details about material specifications, please see Permissible Stand Building Materials.
4) A Risk Assessment and Method Statement for the installation and dismantling of the stand must be submitted.

ADDITIONAL REQUIREMENTS FOR DOUBLE DECKERS ONLY 

If you are building a Double Decker stand (incl. any stand with a viewing platform or stage 60cm or higher), you are required by law to submit a second set of plans including the below additional information to RAI Amsterdam Licenses Desk to obtain a Double Decker Build Permit. 

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 per points (1) - (4) above, you are required to submit the ground level plan view and the upper storey level plan view together with elevations and a 3D graphic of the stand. 

IMPORTANT: Double Decker stands are obliged to submit the Double Decker Acknowledgement Form as well as the Double Decker Working at Heights Form in order to highlight their 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.

Exhibitors need to be aware that the duty RAI Amsterdam Health and Safety officer will have the final say on what is permissible in terms of stand build on the day, and should he have any concerns regarding the safety of any element of stand construction, compliance with any changes he may impose to your stand is mandatory. IBC will not be held responsible for any additional costs that may be incurred as a result.

HOW AND WHEN TO SUBMIT YOUR PLANS

As there are a number of rules and regulations with regards to the approval of stand build for IBC2022, early submission of planned stand designs is strongly advised. Early submission enables, should it be required, Abraxys to work closely with you, advise on and resolve any potential issues that may arise pertaining to your design. Fully detailed and scaled technical plans must be submitted to Abraxys via the Stand Plan Submission Form no later than 24 June. Alternatively, exhibitors are welcome to use own templates and submit their plans to Abraxys via email on ibc@abraxys.com. Due to the very high volume of stand plans received, it may take up to 10 days for a response from the submission of your stand design.

IBC request submission of final versions of your stand design. Whilst we actively encourage dialogue with exhibitors to ensure you receive help in any stand design questions or decisions, where possible, please refrain from sending interim stand designs if you are aware that these will change imminently.

Should you require making modifications to your stand design after approval has been received, you will be required to re-submit your design for approval. Stand build not accurate to the most recent plan received by Abraxys, will be deemed as not being approved. It is for this reason that we ask you to refrain from sending multiple 'work in progress' versions of your stand design or a multitude of designs from various pitching contractors unless you seek specific advice about the design. Please be aware that any plan re-submitted after the deadline date may be subject to delays.

If you are building a Double Decker stand (incl. any stand with a viewing platform or stage 60cm or higher), you are required by law to submit a second set of plans including the below additional information to RAI Amsterdam Licenses Desk to obtain a Double Decker Build Permit by 24 June

STAND PLAN INSPECTION FEES

The Stand Plan Inspection (SPI) fee will apply as 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 plans, including repeat designs from previous years will incur an inspection fee). A ‘Permission to Build’ certificate will be emailed to you (or your contractor) once the plan submission process is complete. For late stand plan submissions after 24 June, the SPI fee will increase to GBP 300 (+20% VAT). Payment of the SPI fee can be made via the secure Abraxys retail site in either GBP or EUR: 

Abraxys Ltd
Tel: +44 20 8747 2045
Email: ibc@abraxys.com 

Double Decker documentation, including structural calculations, must also be sent for structural approval to RAI Amsterdam Licenses Desk in order to obtain a Double Decker Build Permit. All costs relative to obtaining proper certification are at the cost of the exhibitor. A fee will be charged to the exhibitor by RAI Amsterdam Licenses Desk. Should RAI Amsterdam Licenses Desk request any modification to your design, any additional costs incurred as a result will be the sole responsibility of the exhibitor.

RAI Amsterdam Licenses Desk
Contact: Marcel Jongkind
Tel: +31 (0) 06 2250 8611
Email: permits@rai.nl

AERIAL DRONE DISPLAYS

Aerial Drones are permitted at IBC for display purposes only showcasing the functionality of the product. When designing your stand to showcase these products, please take the following regulations into consideration: 

  • When the aerial drone is engaged during the show, the aerial drone device must stay contained within the boundaries of your stand. Drones are not permitted to enter into other exhibitors’ stands or into the aisles of the show floor.
  • Details of the aerial drone must be included in your Risk Assessment and Method Statement and supplied in your overall stand plan submission. For any queries regarding the submission of your stand plan design and relevant forms, please contact Abraxys

IBC reserve the right to monitor aerial drone displays and presentations at the show. Should an event take place that does not meet health & safety regulations, a decision will be made about the time and frequency permitted for the aerial drone.

BALLOONS & HELIUM

If you are intending on having helium filled products or balloons on your stand, you must obtain prior permission from Abraxys. You must also obtain an official permit from the RAI Amsterdam at least 4 weeks prior to the event which will allow to use the services of the official appointed contractor responsible for the distribution of helium at the RAI. Please email your completed application form to permits@rai.nl.

There are strict rules governing the use of balloons and helium filled products at the RAI Amsterdam: 

  • Exhibitors are not permitted to bring helium canisters into the RAI Amsterdam for the purpose of filling up products or promotional display items such as banners or balloons; filling of helium products is only permitted through the RAI Amsterdam.
  • A RAI Amsterdam appointed contractor will be available for filling up of helium products onsite. The cost for the service will be determined by the cubic metres of helium required. The representative will check safety and when approved, the balloon will be filled.
  • In order to determine your requirements, all applications for helium must be supported by a visual and measurements of the object to be filled.
  • If air or helium filled products or balloons used as part of a stand design or display, escape their tethering, exhibitors will be responsible for all retrieval charges and any related charges that may occur.
  • The handing out of hand-held balloons is NOT permitted anywhere in the RAI Amsterdam.
  • It is not permitted for helium balloons to be emptied in the building. This must be done outside and in liaison with the event manager onsite.

Suspended banner and promotional balloons are only permitted in accordance with the IBC Skyline Zone rule - see Skyline Zone section below

BUILDING HEIGHT

The following strict height limits apply at IBC: 

  • Separation walls - minimum of 2.5m and Maximum of 4m (inclusive of any platforms and flooring)
  • Separation walls for adjoining Double Deckers only - maximum of 5m
  • Perimeter/outer edge walls and column structures (i.e. 6m or less in length) on the stand edge - maximum of 4m
  • Logos, structures and/or banners above 4m - set back 1m from the separation wall(s) and 1m from any perimeter wall(s) and outer edge(s)
  • Logos are not permitted whatsoever 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.

Building Height

 

 

 

 


IBC must be notified at the time space application if it is expected that any part of your stand structure (excluding rigged hanging banners) will 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 located directly under 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 (with the exception of those 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, please see Permissible Stand Building Materials. If you have any queries concerning the treatment of your ceiling, please contact Abraxys.

DEMONSTRATIONS & PRESENTATIONS

SPACE ALLOCATION
If demonstrations or presentations are being planned, adequate space must be provided for the audience within the stand. Use of the aisles for the audience is not permitted. Presentations and demonstrations conducted on the edges of your stand will not be allowed. The Fire Officer will curtail any activity that creates bottlenecking and congestion in the aisles. We ask that all such activity be conducted a minimum distance of 1m inset from within the stand edge. Should wall-mounted monitors on outer edge walls cause undue obstructions and congestion in the aisles, IBC may request them to be switched off.

IMPORTANT: If you are intending on showcasing 3D effects, please factor in an adequate viewing distance that does not encroach into the aisles or neighbouring stands. Adequate space has not always been provided by exhibitors and this has led to audiences blocking aisles and even over spilling into opposite stands. Stands should therefore be designed with the required audience space inside the stand. 

Demonstrations & Presentations

 

 

 

 

 

 

NOISE LEVELS
Please be aware that noise levels are a major concern with regards to any demonstrations, live performances, and acts on a stand. Noise levels should never interfere with or restrict your neighbours from conducting business and as such noise levels will be strictly monitored by IBC. Sound reinforcement is sometimes necessary so that the audience is able to hear what is being said. However, sound levels should never infringe upon neighbouring exhibitors or restrict them from conducting their business while your presentation is taking place. Whenever loudspeakers are being used, they should be pointed downwards and into the stand - never towards or across the aisles.

IMPORTANT: Loudspeakers should always be positioned downwards and into your stand. The sound level at the edge of your stand must be lower than 80 dB (A) for speech and lower than 70 dB (A) for music and sound effects. Noise levels will be subject to an onsite inspection and an acceptable level will be determined by IBC. IBC will be happy to assist you in setting your sound levels before the opening of the show. Please note that 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. 

FLYING DRONES ON A STAND
If you want to fly a drone/s on your stand, you will need to take special preparations to prevent accidents. You must build a cage to contain the drone/s when in flight and include the cage details in your stand plan. You must obtain a Permit from the RAI Amsterdam at least 4 weeks prior to the event to fly your drone/s within this cage and you will need to include information about the safety measures you will take when flying your drone/s. Please email your completed application form to permits@rai.nl. You are able to display drones on your stand without prior permission, providing these are not flown. Drones flown without RAI permission will be confiscated for the duration of IBC2022. It is never allowed to fly a drone outside the RAI Amsterdam due to the Amsterdam Schiphol Airport flight path.

DOORS ON STANDS

In the interest of health and safety, it is best practice for all doors on a stand to open inwards and have a vision panel. Vision panels must have a clear, see-through, fully transparent element in their design e.g. a fully frosted panel could have a circular transparent hole in the middle or to retain an element of privacy, the vision panel could be made up of alternate transparent and frosted stripes. If 100% of your vision panel is fully frosted and opaque, it is not classed as a vision panel and 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. 

IMPORTANT: 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 to the store, server or meeting room area and adequate provision in your design needs to be made for this. Any door found opening outwards onto an aisle will be required to be altered on site. If you have any genuine concerns as to whether this can be achieved, please contact Abraxys.

DOUBLE DECKER STANDS

Please be aware that there are a number of strict health and safety guidelines governing the construction process of Double Deckers. Any construction activity not following correct procedures and deemed unsafe will be stopped. 

DOUBLE DECKER DOCUMENTATION

  • Full set of stand plans via the Stand Plan Submission Form to Abraxys to obtain 'Permission to Build’ certificate'
  • Full set of stand plans including structural calculation via the Double Decker Build Permit Application to the RAI Amsterdam Licencing Desk 
  • Double Decker Acknowledgement Form - a compulsory acknowledgement of the terms and conditions associated with double decker build at IBC to Abraxys
  • Double Decker Working at Heights Form detailing control measures for working at height to Abraxys
  • Risk Assessment and Method Statement of the stand construction to Abraxys 

APPROVAL OF DOUBLE DECKER STANDS
Exhibitors building Double Decker stands must be aware that, as well as receiving general approval of stand plans from Abraxys, a special Double Decker Permit is also required by law. A Double Decker stand design approved by Abraxys may be subject to further design changes should it be deemed necessary by the RAI Amsterdam Licenses Desk. The RAI Amsterdam Double Decker Permit application should be submitted by 24 JunePlease note that the approval process for Double Deckers requires some time from submission. A fee is payable for processing the request and is calculated in proportion to the constructed Double Decker surface area. If a Doubled Decker stand is built without a permit, the authorities have the right to close off the stand or prevent it from being built. The local authorities are now very strict, and no exceptions will be made. 

Permit applications should take into account the relevant Dutch Building Standards for Double Decker Stands such as strength, stability and point loads including railings and stairs. It is highly recommended that exhibitors and/or their contractors contact the RAI Amsterdam structural engineer for further details before designing their Double Decker stand. If you have any questions, please email licenses@rai.nl.

IBC will NOT be held responsible for any costs whatsoever incurred by the exhibitor as a result of requested design changes on the grounds of health and safety by the RAI Amsterdam at the second stage of the design approval and permit application process (for example, number of staircases, types of stairs, number of emergency exits etc.).

IMPORTANT DESIGN RULES FOR DOUBLE DECKERS
In line with IBC Skyline Zone rule, it is required that the upper deck of any Double Decker stand retain a high element of skyline transparency, constituting an open design, incorporating balustrades and low-level walling. Double Decker designs that are completely closed in on the upper decks forming high, solid cube or box-like structures will not be permitted. IBC reserve the right to refuse, or request amendments to designs, which in their opinion have a detrimental effect to neighbouring exhibitors or the overall look of the exhibition.

Where closed-off meeting rooms are required for privacy and noise insulation on the upper deck, approximately 25% of the walling creating the closed off area should retain a degree of transparency and be constructed for example out of see-through materials such as non-tinted glass, see-through muslin etc. Enclosed spaces such as meeting rooms or equipment rooms on double decker stands must have a suitable ventilation system to ensure continuous renewal of air.

Please see the Double Decker Construction Guidelines for important guidance on safe construction of a Double Decker stand.

DD Stands

 

 

 

 

 

 

STAIRCASES
The number, location and width of staircases necessary on a Double Decker stand is judged on a case-by-case basis by the RAI Amsterdam Licenses Desk when issuing Double Decker build permits. Consideration is taken of the direction of traffic flow, floor area used by the public excluding private staff areas such as storage rooms etc. As a general rule an upper deck floor area of 50sqm or over will require two or more staircases. 

IMPORTANT: IBC and Abraxys are NOT able to advise on the definitive number and or configuration of staircases on a Double Decker stand. RAI Amsterdam Licenses Desk will advise on the layout and number of staircases during the second stage of Double Decker stand plan approval. Should they require that the design be changed on the grounds of health and safety and structural soundness, their decision is final. Any additional costs that may be associated with this will be the responsibility of the exhibitor. Double Decker stands are not fully approved until passed through the second stage of approval by the RAI. We strongly advise designers to contact the RAI directly with regards to guideline advice on such integral elements of a Double Decker stand design as layout and number of staircases and emergency exits before they finalise their design plan ideas.

SEPARATION WALLS
Where a Double Decker stand adjoins another stand, the maximum permissible height of the separation wall is 5m. Separation walls higher than 5m will not be allowed. You will be required to dress the wall on the reverse in a colour agreed with your neighbour. Your neighbour will have the option of placing their logo on the side of the separation wall that faces their stand. 

EARLY ACCESS FOR BUILD-UP

Space Only Exhibitors requiring an extra day's build-up are allowed to move into the exhibition halls from 08:00 on Thursday 1 September at a charge of £15+ VAT per square metre of rented space. Early access must be requested via the Early Access for Build-up - Space Only Stands Form which must be submitted by 29 July to allow IBC to plan the build-up schedule accordingly. There are significant advantages in applying for early access as unloading is easier and more efficient. For the build of double-decker structures early access is essential. We also highly recommend early access for those exhibitors rigging large lighting trusses. 

LIGHTING EFFECTS AND AUDIO/VISUAL TECHNOLOGY

AUDIO/VISUAL TECHNOLOGY
IBC prides itself in providing a blacked-out environment for promoting and showcasing the latest innovative broadcast technology. Many exhibitors show products that are judged by the quality of the picture displayed on presentation monitors, via projection or on large displays. This 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. We have set out the guidelines below to help limit the amount of unwanted interference and arbitrary glare from overhead lighting, large format presentation displays, electronic signage and integrated architectural fixtures.

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 or displays in opposite or neighbouring stands. Lighting overspill, bleed or lighting instruments focused outside of your stand area are strictly prohibited. The 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, whilst care must be taken with their placement and focusing. Intrusive effects including strobe and fast colour change effects are prohibited by IBC. If in doubt, please contact IBC to discuss the matter.

IMPORTANT: 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 that is in use at IBC.

AUTOMATED AND MOVING LIGHTS
IBC prohibits the use of all moving, automated or roving lights or moving gobos as these are deemed distracting and cause unwanted reflections within the halls and from exhibits and overhead rigging.

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, be they projection or otherwise, 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 stands whilst minimising 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 are prohibited by IBC due to health and safety concerns and visual interference to attendees and neighbouring stands. For definition of pixel pitch see Fig 1 and Fig 2.

ALL EFFECTS ARE SUBJECT TO AN ONSITE INSPECTION AND APPROVAL AND IBC DECISION WILL BE FINAL.

AV

 

 

 

 

'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.

PILLARS ON YOUR STAND

Some stand locations do have pillars on them. If you have been notified of a pillar on your stand, we advise you to add a margin to the measures of the pillar to avoid disappointment on site.

PLATFORMS / VIEWING STAGES

If you intend to build a partially raised viewing platform or stage with visitor access as part of your stand design, if it is 60cm or higher, you will be required to submit plans with structural calculations for loading and stability to the RAI Amsterdam Licenses Desk and be issued with a permit to build. If you intend to install a complex stand, we strongly recommend that you lay a raised floor/platform on the hall floor 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/platform is 100mm. Any individual raised areas such as viewing platforms/stages on a stand higher than 100mm will need to have additional step(s) and possibly a balustrade. All platforms intended for visitor access require provisions for disabled access. Please factor in the height of the raised floor/platform when designing your stand as the combined height of the platform and separation wall must not exceed 4m.

Platforms

 

 

 

 

 

 

 

POWER

Please see the Electrical Safety & Electrical Equipment for important venue rules and regulations regarding electrics.

Please ask your technical installation crew to pay particular attention to the power installation. 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, who are responsible for the power distribution at the RAI Amsterdam recommend that the diameter of the neutral conductor within a three-phase distribution should have the same thickness as the combined three live conductors. Connections must not be made under raised floors. Exhibitors may be required to install a raised floor to accommodate cabling, so this should be taken into consideration when designing the stand.

RAISED FLOOR / DISABLED ACCESS

In an exhibition hall, as with any public area, equal access for all should be at the forefront of any design. To enable all visitors to access your exhibition stand, consideration should be given to visitors with reduced mobility. 

The maximum height for a raised floor is 100mm. It is a compulsory requirement for a stand with a raised floor higher than 40mm to have an incorporated ramp or sloping stand edges as part of its stand design to create easy access for wheelchair users. 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. But again, if you have not considered wheelchair users in your stand layout, then access to the stand will be of little use. 

  • When fitting a ramp into a raised/platform floor, ensure that the ramp is made apparent by means of a contrasting colour carpet.
  • Where possible provide visual assistance for the partially sighted or blind and audio assistance for the hard of hearing or deaf.
  • We advise you to familiarise yourselves with standards expected before commencing stand design.

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. If you have any queries regarding the feasibility of safe and adequate provision for wheelchair access within your stand design, please contact Abraxys

SEPARATION WALLS

IBC does not provide separation walls and Space Only exhibitors must construct their own freestanding partition wall(s) between their own and adjoining stand(s). These should be a minimum of 2.5m and a maximum height of 4m. 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.

Sep Walls

 

 

 

 

 

 

 

 

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.

IMPORTANT: 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 well in advance of the show eliminates any potential issues onsite with adjoining wall heights. This allows the opportunity to address and modify any stand design elements beforehand to achieve the best and most professional look for your stand. With prior consent from both parties, a separation wall can be shared between neighbouring stands. IBC will be pleased to provide information on the contact person(s) of the neighbouring stand(s). IBC strongly advises you to record any such agreements between stands in writing.

Sep Walls 2

 

 

 

 

SKYLINE ZONE (TALL STRUCTURES ABOVE 4M & HANGING BANNERS)

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 regulation.

IMPORTANT: Any structure above 4m and up to 7m is classed as in the Skyline Zone. This zone is to be as transparent as possible, and for the benefit of all, 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.

Skyline Zone

 

 

 

 

 

 

 

 

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)

STAND BOUNDARIES / OBSTRUCTING GANGWAYS

The stand construction should not go beyond the rented space. Fire points and emergency exits must remain visible and accessible under all circumstances. No part of the stand, fixture or fitting including fascia, signs, lighting (including long arm spots), corner posts etc. shall project into or overhang the aisle or obscure any fire or exit signs and 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.

VEHICLES ON STANDS

RAI Amsterdam has 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. If vehicles are exhibited 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 them in the exhibition and convention centre.

Should you want to position a vehicle on your stand, please make contact with us by emailing exhibition@ibc.org and we will advise on the delivery and collection times and processes. 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).

WALL LENGTH

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 regulation. 

Wall Length