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