Space Only Stand Rules & Regulations

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 ibc@abraxys.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.

• SPI Fee (GBP): https://www.abraxys.online/online-store/IBC-2023-Stand-Plan-Inspection-Fee-p530099457
• SPI Fee (Euro): https://www.abraxyseuro.online/online-store/IBC-2023-Stand-Plan-Inspection-Fee-p530120035

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.

• Complex Fee (GBP): https://www.abraxys.online/online-store/IBC-2023-Complex-Fee-p530096687
• Complex Fee (Euro): https://www.abraxyseuro.online/online-store/IBC-2023-Complex-Structure-Fee-p530124524

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(s) when in flight and include the cage details in your stand plan. You must obtain an official Drone Use Permit from the RAI Amsterdam by 11 August 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). Drones flown without the RAI permit will be confiscated for the duration of the event. 

• Aerial 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 aerial 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 systems. Air-conditioning systems create unnecessary heat preventing optimum use of the RAI cooling system. Professionally installed air-conditioning systems can be ordered upon request via the RAI Exhibitor Services. Exhibitors found to be installing and using own air-conditioning units, will be requested to turn these off. Please ensure the positioning of the air-conditioning units is included in your stand design. The deadline to order air-conditioning units is 17 August. 

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 AND SATELLITE DISHES - RENTAL
A temporary satellite dish location and installation can be requested via the Hire and Installation of Satellite and Feeds Form available in the IBC Exhibitor Manual which must be submitted by 24 July. IBC’s verified supplier Prospectrum will select the location for your satellite depending on the distance between your stand and the line of sight required. Most sites are located on hall roofs. Costs for hoisting and the 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
Email: ibc@prospectrum.nl

ANTENNAS AND SATELLITE DISHES - CABLING
Cable requirements for Antennas and Satellite Dishes can be ordered via the Cable Requirements for Antennas and Satellite Dishes Form available in the IBC Exhibitor Manual which must be submitted by 24 July (orders after this date will incur a 25% surcharge). Mansveld Expotech is 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.

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

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 by 11 August 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:  

 

• Filling of helium products is only permitted via the RAI. Exhibitors are not permitted to bring helium canisters into 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 Skyline Zone section below. 
• Due to the danger to Schiphol Arport air traffic, hand-held balloons are strictly prohibited anywhere in the RAI.
• Helium balloons must not be emptied in the building. This must be done outside in liaison with the event manager.

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 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.

 

 

 

 

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.

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, please see Permissible Stand Building Materials. If you have any queries concerning the treatment of your ceiling, please contact Abraxys.

SPACE ALLOCATION
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 a viewing audience by using props, performers or equipment that is airborne, you are required by law to submit a separate Risk Assessment of that activity (in addition to the Risk Assessment of your stand build). Failure to submit an adequate Risk Assessment for the activity will result in the activity being curtailed.

NOISE LEVELS
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. 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. 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. 

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. 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 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. 

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 concerns, please contact Abraxys.

Space Only Exhibitors requiring an extra day's build-up are allowed to move into the exhibition halls from 08:00 on Thursday 7 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 available in the IBC Exhibitor Manual by 18 August 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. 

Please note that all invoices will be sent to the exhibitor directly as IBC hold the contract with the exhibitor. Stand builders can pay the Early Access fee by credit card only - please email finance@ibc.org to obtain a credit card authorisation form. The fee must be paid in full before the Early Access is granted.

There are important venue regulations governing electrics on stands which must be adhered to at all times. 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 all 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 you are 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. Please ensure your technical installation crew 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.

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. 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 any of the aisles. Requirements should be detailed on the Inter-Stand Cabling Form available in the IBC Exhibitor Manual, which should be submitted to Mansveld Expotech by 24 July (orders after this date will incur a 25% surcharge). Exhibitors who wish to supply own cables, should indicate this on the form (cables must arrive no later than 1 August). Based on requirements, Mansveld Expotech will quote for the work involved. 

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

During IBC, all exhibition halls are completely blacked out so that sunlight cannot interfere with monitor displays. From Friday 15 September all hall lighting will be turned off so that the only lighting will be that of the stands, monitors and equipment. During build-up the hall lighting will be turned off from 15:00 to 15:30 on Wednesday 13 September and on Thursday 14 September so that light levels in exhibitors' stands can be adjusted.

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.

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.

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.

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.

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 - '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.

 

 

 

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.

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 is 100mm. Any individual raised areas 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 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. 

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 via the Grandstand Build Permit Application to be issued with a build permit.

 

 

 

 

 

 

 

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 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 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. 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. It is strongly recommended to order the refuse containers 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 the bags, the red bags 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. It is strongly recommended to order the refuse bags in advance via the RAI Webshop. 

 

Mansveld Expotech is the sole official rigging contractor allowed to access the RAI Amsterdam roof structure to install hanging 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. The Rigging Order Form can be downloaded from the RAI Webshop and must be completed with detailed plans of the stand position, hanging points required, guy ropes/steel wires, measurements and weights of any objects. The Early Bird rate rigging ordering deadline is 11 August.

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. For information regarding build heights, please contact Abraxys. Please note that there may not be a suspension point directly above your stand area and the 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 in connection with safety at the workplace, 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 by 11 August.

COMPLEX RIGGED STRUCTURES: Stands with complex rigged elements (any bespoke metal or timber banner construction) will be required to submit your structural calculations report, produced by your own engineer, to Abraxys no later than 7 August. Structural calculations not submitted by 7 August will mean that complex elements will need to be removed from stand plan designs. 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. 

Space Only exhibitors must construct their own freestanding separation wall(s) between their own and adjoining stand(s). These should be minimum 2.5m high 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 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. 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 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.

 

 

 

 

 

 

 

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 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.

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 your 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.

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 the IBC Operations Team who will advise on the delivery and removal 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 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 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 by 17 August. 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.