Exhibitor manual - read only

Operations

Luan Garrett -  Event Operations Manager - Exhibitor

07815 003 217

luan.garrett@agriconnect.com

Sales

Steph Threlfall

01772 799 521

Steph.Threlfall@agriconnect.com

 

Marketing

Kayleigh Molloy

01772 799 419

customer.success@agriconnect.com

Paige Dalby

paige.dalby@agriconnect.com

Rachel Lewis

01772 799 460

rachel.lewis@agriconnect.com

Build Up 

Below is the outline schedule for stands.

We would ask all exhibitors and contractors to adhere to the timetable below as this will help with a smooth build up.

Date	Access Times	Exhibitor Type
Monday 25 November 2024	08:30 – 19:00	Space Only Exhibitors & Contractors in Hall 2
Monday 25 November 2024	10:00 - 19:00	Space Only Exhibitors, Contractors in Hall 1
Tuesday 26 November 2024	08:00 – 19:00	Space Only Exhibitors, Contractors in Hall 1 and 2
Tuesday 26 November 2024	09:00 - 19:00	Shell Scheme Exhibitors

 

No Hiabs are allowed into the hall after 9am on Monday 25 November. Please contact operations@agriconnect.com if you require early access to accommodate your delivery with a Hiab. Please note that it is compulsory to wear hi-vis vests in the loading bays and in the halls during build up and breakdown.

Children under 16 are not permitted in the halls during this time.

Open Period

Date	Show Open	Exhibitor Access
Wednesday 27 November 2024	09:30 – 17:00	07:00 – 18:00
Thursday 28 November 2024	09:30 – 16:00	08:00 – 22:00

 

Breakdown

Date	Access Times	Exhibitor Type
Thursday 28 November 2024	16:30 – 18:30	Space Only Exhibitors, Contractors and Shell Scheme Exhibitors
Thursday 28 November 2024	18:30 – 21:30	Space Only Exhibitors & Contractors Only

 

Please note it is compulsory to wear hi-vis vests in the loading bays and in the halls during build up and breakdown.

No exhibits or stand fittings are to be removed before 16:30, or until all visitors have left the halls on Thursday 28 November 2024.

All equipment and machinery must be removed from the hall on by 21:30 on Thursday 28th November. Holding areas are available for collection on Friday 29th November but must be pre arranged. Please contact operations@agriconnect.com. Additional forklift cost may apply.

Please see the full breakdown details in the Timetable Additional Information and the A-Z Directory, under Build up and Breakdown.

Shell Scheme Exhibitors

All shell scheme exhibitors must have vacated their stands by 18:30hrs on Thursday 28 November.

Please make sure you remove all display panels & promotional material as this will be removed as rubbish if left on your stand after this time.

Space Only Exhibitors

 Please ensure all exhibits, stand fitting, waste materials including carpet and carpet tape are cleared from the halls by 21:30 on Thursday 28 November. Any materials remaining after this time will be removed as rubbish.

Exhibitors failing to comply with this order will be charged at £300 per hour (or part thereof) for this clearance service.

            

            

Space Only - This package is exhibition floor space only. As the exhibitor, you are responsible for providing your floors, electrics and structures.

Shell Scheme Basic - This package includes standard octanorm shell scheme by Creative Live. A modular stand system, constructed using poles and panels and can be built to any size and configuration. The shell scheme will include walls, fascia, slate grey carpet, nameboard and one 500w socket, 3 spot track light.

Graphics, and other services will be available to order. 

Shell Scheme Enhanced - This package includes standard octanorm shell scheme by Creative Live. A modular stand system, constructed using poles and panels and can be built to any size and configuration. The shell scheme will include walls, fascia, slate grey carpet, nameboard and one 500w socket, 3 spot track light. A set furniture package to include 4x chairs, 1x table and 1 literature rack. This package can't be change or the value used against other furniture. 

Graphics, and other services can be ordered in the optional task list.

If your stand is 18sqm or above your package offering of electrics and furniture is doubled. 

Please be aware that the system has a minimal ceiling grid. We will place limited ceiling beams on stands which lighting can be attached to in the normal way but advise that you contact us with exact requirements if placement is imperative to your display.

If the shell scheme name form is not received by 28th October we will take the name provide to Agriconnect on your contract, if it is necessary to change this after the deadline there will be a charge of £30 + VAT applied per board changed.

For Shell scheme graphics specifications and other details click here

Space Only Definition

• A Space Only stand is a marked out area on the hall floor on which your stand can be built.
• There are no walls, floorcoverings, electrics or furniture provided. The exhibitor is responsible for providing these.
• The exhibitor may build a stand themselves or appoint a contractor to do this on their behalf.
• Either way specific information as detailed below must be submitted to the organisers and or their appointed health and safety specialists.

If you are unable to fulfil your own stand build and need to change to a shell scheme stand please contact operations@agriconnect.com.

Submission of Plans & Paperwork

• Space Only exhibitors must submit stand plans to be checked for compliance with the venue and local authority regulations.
• The deadline for all plan submissions is 28th October 2024.

You or your main contractor must supply the following documentation via the stand audit website:

KRM Safety Stand Audit link

Simply use the email that this manual has been sent to and this will take you through to your dedicated page on the system.

Temporary Structures/Build Stands: For those exhibitors who are planning on having their stand built and designed, hence falling under the 2nd category, the following information is required: Plan view of stand, showing external dimensions and which sides are open onto the gangways. Plan view showing your stand's orientation i.e. how your design relates to those stands surrounding your space. Plan view should detail any hall column incorporated within your design, its dimensions and the distance to the nearest stand edge. Elevation views, with clearly marked heights. Details of the materials used to construct the stand. Colour visual of stand. Risk Assessment and fire risk assessment. Method Statement. Construction Phase Plan Your public liability insurance (stand builder) All plans and documentation must be submitted in English and must clearly state the exhibiting company’s name & stand number and the name and contact number of the responsible contractor. All drawings must show the scale used, which should be no less than 1:50.

Ultimate responsibility lies with you, the exhibitor, to comply with all Health & Safety and plan submission requirements and ensure the safety of all persons on your stand at all times.

Permission to Build Notice: After submitting your plans you will receive either written questions and comments about your plans or a Permission to Build Notice. Please ensure you respond promptly to any questions to ensure that we are able to issue your Permission to Build Notice. Work may not commence on your stand until you have received this.

Once you have received the Permission to Build Notice you should not alter the design of your stand. If you do need to change your design you must resubmit your plans for consideration. A final on site inspection will also be conducted to ensure that your stand has been built to the submitted detail. Additionally the show's structural engineer will also review your built stand. Please note that any feedback received during these on site inspections must be acted upon.

Complex Stands

Complex Stands – definition:

A complex stand is any stand at any height that through its design may require the input of a structural engineer.

The following is a list of commonly accepted complex stands but a further assessment will be made on submission of your designs:

• Designs that contain any structural elements
• Designs with any part over 4m in height
• Designs that include a platform of over 600mm above floor level to which persons have access OR a platform at any height which allows general public access.
• Designs and or exhibits that contain steps
• Designs that will require the submission of calculations proving the strength and stability of the structure and the engagement of a structural engineer to issue a certificate of structural integrity.
• Designs that have anything made from wood that is rigged

If the Stand design is complex the following must also be supplied:

• Structural Calculations and construction drawings
• A completed certificate of structural integrity for the design by an approved structural engineer.

The stand will also need to be inspected for final sign off on site, once built, before the exhibition is opened to the public.

*Note the exhibitor is liable for all charges relating to this.

Construction Regulations

• MAXIMUM BUILD HEIGHT FOR SPACE ONLY STANDS IS 4M.
• Space Only Stand Adjoining another Stand – Exhibitors are not required to build a partition wall between their stand and the adjoining stand. We do understand that as part of your stand designs you may wish to build a partition wall and where this occurs you must ensure that both sides are finished to an acceptable show standard.

The rear of these walls in their entirety should be finished in a neutral colour and should not include graphics, logos or company information.

ALL STANDS MUST CLEARLY DEFINE THEIR OWN STAND SPACE WITHIN THE HALL. THIS COULD BE THROUGH IDENTIFYING THE CORNERS OF THE STAND WITH ROPE AND POST, DISPLAY CABINETS OR USE OF CARPET TO THE STAND AREA ETC.. IDENTIFYING IT WITH THE POSITIONING OF YOUR MACHINERY WOULD ALSO BE ACCEPTABLE ALTHOUGH IT IS IMPORTANT TO ENSURE YOUR STAND WELCOMES VISITORS ONTO YOUR SPACE.

• A minimum of one third of any front is to remain open. Open sides may not be entirely blocked off.
• Logos and branding are not permitted to the rear face or partition walls when these walls overlook a neighbouring stand.
• Exhibitors will be charged for making good any damage to the hall such as paint marks, tape, bolt/screw/nail/staple holes etc.
• Any construction that backs onto a gangway must be finished on the reverse.
• You are responsible for examining your allotted stand space and ensuring your stand is built on the correct markings. If you are in any doubt, please inform the Organisers Office onsite and our Floor Managers will be happy to help you.
• You are not allowed to fix to the fabric of the building or to sprinkler pipes. All stand construction must be completely self-supporting.
• The Organisers and Hall Fire Officer will inspect stands during build-up and they may remove any offending materials, or close a stand if they do not comply with regulations.
• The construction material for all stands, signs and fascias must be non– combustible material, inherently non-flammable or durably flame proofed.
• Electrical mains boxes must be concealed in suitable housing. Exhibitors are not permitted to leave their mains supply on the venue floor.
• The trim height to the top of all banners and truss should be a maximum of 6m.

Contractors – appointment of

Space Only exhibitors are free to appoint stand designers and construction contractors of their choice (for advice please call Event Supplier and Services Association (ESSA). It is, however, your responsibility to advise them of the exhibition Stand fitting and Health & Safety regulations.

Disabled Access

Under regulations set out by the Equality Act (formerly the Disability Discrimination Act) a vertical ‘lip’ or ‘up stand’ of more than 13 mm will present a barrier to some disabled people. If the stand design requires a raised floor section, a ramp must be incorporated into the flooring or a portable ramp can be deployed when required. An alternative is to have multiple floor areas of the stand to make a credible attempt to deliver the services to an area of the stand, which does not require a platform. Please see the regulations above relating to platforms.

Access for disabled people is not only about physical access to buildings for wheelchair users but also includes access to written information for people with visual impairments and access to the same standard of service for all. It is important to take account of health and safety legislation, which has primacy over disability regulations, as mentioned.

Distance

All travel distances must comply with the eGuide regulations - ‘The maximum travel distance from any part of a stand to a gangway shall not exceed 50 metres. Where there is only one means of escape from the stand this must be reduced to 20 metres. For more information please consult the eGuide.

Doors

If you are building a storeroom /office, doors must have a minimum clear width of 800mm; however, it is recommended that double doors are used for at least one of the exits in order to accommodate larger types of wheelchair.

• Doors must have a vision panel with a zone of visibility of between 500mm and 1500mm above the floor. The exception to this is doors to small storerooms, where a small panel may suffice.
• A suitable exit sign must be positioned above each doorway.
• Doors should open outwards in the direction of escape and be suitably recessed so they do not protrude into gangways.

Fabrics

Textile fabrics used for interior display purposes on the stand must be flame-proofed or purchased already treated with an approved chemical in accordance with BS5438/BS5852. Certain fabrics such as wool, twill or felt need not be proofed.

Fire Safety

The Fire Officer will provide fire extinguishers in designated areas to meet the Local Authority requirements. These extinguishers are not to be moved or covered. It is important that all exhibitors ensure that their staff and contractors are familiar with their operation and acquaint themselves with the location of the fire exits and alarm points in the venue.

Fire extinguishers are also available for individual stands. If you require a specific type of fire extinguisher for a particular type of work, please contact the Organisers.

Once the show is open it is important that fire extinguishers are not moved into the aisles.

Fire Regulations

To ensure as safe a show as possible there are strict regulations governing the materials that may be used in the construction of stands and in the demonstration of products. A copy of the full regulations are available from the Organisers. All materials used for building, decorating and covering of stands must be of nonflammable material (class one spread of flame).

Materials must comply with British Standard Numbers BS476 and BS5570 and/or BS3120. Your stand will be inspected during build-up and the Fire Safety Officer may remove any offending materials, or close down a stand if it does not comply with fire regulations. The following regulations are included in the eGuide and must be complied with by all contractors and exhibitors. They do not apply to exhibits.

All materials used in the construction of stands features and displays, including signs and fascias, shall be:

• Of a suitable nature and quality for the purposes and conditions of their intended use adequately prepared and fixed in order adequately to perform the functions for which they are designed.
• Non-combustible, inherently non-flammable or durably flameproof in accordance with BS476-Part 7
• Water-based, where applicable, e.g. adhesives and paint.

British Standards are the minimum acceptable standards for construction materials. Suitable samples of materials may be submitted to the venue for approval. Materials may be tested on site to ensure that they comply.

Painting and Decorating

• When using spraying equipment or pressure vessels, care must be taken of possible risks from fumes. Barrier creams and masks must be provided.
• The use of lead based paints and primers must be avoided.
• Cellulose paints are flammable and must not be used in stand dressing.
• Contractors should be continually aware of the attendant fire risks associated with paints. Good housekeeping is essential and hygiene is particularly important.
• Painters must not work in confined areas unless adequate ventilation is available. All waste products must be disposed of properly.

Platform Flooring & Ramps

The provision of a platform may be regarded as necessary in order to cover some electrical installations and is the responsibility of the exhibitor.

• Flooring must not be less than a nominal 25mm (1”) thick and wood chipboard or block board 18mm.
• Flooring must be laid with close joins and be of a strength and stability sufficient to carry and distribute the weight of stand fitting, personnel, visitors and exhibitors.
• Open corners of stand floors and platforms must be rounded or angled, if not protected by exhibits or displays, to avoid sharp corners and tripping hazards. Platform edges must be fully highlighted and the use of the platform must be included within the Risk Assessment.
• A vertical “lip” or “up stand” of more than 13mm will present a barrier to some disabled people.
• If the stand design requires a raised floor section, a ramp must be incorporated into the flooring or a portable ramp can be deployed when required.
• An alternative is to have multiple floor areas of the stand to make a credible attempt to deliver the services to an area of the stand, which does not require a platform.
• Ramps must be a minimum width of 1.5m, gradient no more than 1:12, have a slip resistant surface and a colour contrasting with that of the stand floor or landing.
• Changes in height must be protected; all ramps require a kerb of 100mm high which is visually contrasting and ramps with a gradient steeper than 1:20 must have a handrail either side to prevent falls and assist users.
• Adequate space must be maintained around the ramp and stand area for wheelchair manoeuvring. The use of the wheelchair ramp is the responsibility of the contractor and exhibitor and adequate public liability insurance must be in place.
• Platforms exceeding 170mm in height will require handrails and balustrades complying with eGuide regulations

Plastics

Plastics must conform to BS476 - part 7- Class 1. Perspex is not permitted to be used at this venue for stand-fitting purposes, including displays. An alternative polycarbonate, conforming to BS476 part 7 (class 1) must be used instead.

Naked Flames

• Exhibitors are not allowed lit flames unless they are an integral part of your product or service.
• Naked Flames may not be displayed at the front of the stand or in reach of the public. Some kind of protection should be fitted around the flame if the design allows.
• Prominent signage advising of the naked flames must be provided. Only a minimal amount may be lit at any one time.
• The above is at the Fire Officer’s discretion at the opening of the show.

Timber/Wood

• Timber of any thickness if impregnated to BS476-Part 7 class 1 standard and branded as fireproofed is acceptable. Timber framing of stands may be of natural unproofed timber of a minimum thickness of 25 mm.
• Counters and floors of stands may be of natural unproofed timber of a minimum thickness of 21 mm. Where natural timber is used for floors it must be close-jointed.
• Wood, chipboard or blockboard to a minimum thickness of 18 mm, may be used in the construction of internally lit units, display plinths and for display screens or panels provided that these screens or panels are not of such a size as to form internal dividing partitions.
• Plywood, hardboard, pulpboard or fibreboard rendered fire-resistant by an approved process of impregnation and bearing a distinguishing brand mark to indicate that it has been impregnated.
• The applied decorative finish of stands may be of natural (unproofed) timber to a minimum thickness of 21 mm provided that the area of vertical wall services does not exceed 2.5 m for each square metre of exhibition floor area occupied by the stand.
• Where such timber is used on the inside of the stand and extends within 600 mm of a fabric ceiling, such fabric shall be inherently non- flammable or durably flame proofed.
• The use of softwood board is prohibited apart from counter tops and platforms, in which instance it must be impregnated to render it nonflammable and branded with a recognisable trademark.

Decorative Materials

• Decorative materials used for stand dressing must be flame proofed or purchased already treated by use of the appropriate chemical.
• Untreated wallpaper and similar thin surface finishes, not exceeding 1mm in thickness, may be accepted, provided they are firmly fixed.
• Artificial plants and flowers are combustible and give off toxic fumes. Therefore they must not be used for stand dressing. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such.

Fabrics, drapes, curtains and hangings Drapes, curtains, hangings, etc,

• must be inherently or durably flameproofed. Otherwise they may be treated with a proprietary flame retardant. Test certificates must be available for inspection for any materials intended to be used
• Fabrics used for interior stand decoration must be fixed taut and/or in tight pleats (not loosely draped) to a solid backing, secured above floor level and not touching light fittings.

Curtains on exit routes should hang 75mm clear of the floor be parted in the centre and not conceal any exit signs.

Glazing

• All glazing used in the construction of stands must consist of safety glass (laminated or tempered) a minimum of 6mm thick. Areas of glazing within 800mm of floor level and over 0.5m2, where the smaller dimension of the pane is greater than 250mm, must conform to the thicknesses shown below (in order to comply with the ‘Code of practice for safety related to human impact’):
• Any uninterrupted, large areas of clear glazing shall be indicated with warning stripes, dots, logos, etc. Overhead glazing shall be of wired or laminated glass, or be otherwise adequately protected from shattering.

• Normal thickness	Maximum pane size dimensions
  8mm	1100mm x 1100mm
  10mm	2250mm x 2250mm
  12mm	4500mm x 45000mm
  15mm or thinker	no limits.

Night sheets

• Night sheets must be made of inherently non-flammable material or of material satisfactorily treated to render it non-flammable.
• They shall be stored rolled-up and firmly secured and not cause any obstruction while not in use.

Paint

• Only water-based paint may be used on site. If paint-spraying equipment is to be used, the method must be approved by the venue and not cause a nuisance to others.
• Protective measures shall be taken to ensure that no paint is spilt or sprayed on to the fabric of the building.

Upholstery

Upholstered seating must be non-combustible and marked with the appropriate standard.

Electrics

• Please ensure that you and your contractors read the electrical information in the Show Information and Health & Safety sections of this manual.
• For further information please contact the Official electrical contractor for the show.
• Please note that you must make arrangements for housing any mains boxes on stands and these cannot be left on the venue floor.

CDM (Construction, Design & Management) Information for Space Only Exhibitors

Why CDM affects you as a space only exhibitor:

• Under the Construction, Design & Management (CDM) regulations, whenever an exhibition is in build and construction work is taking place, the show falls under CDM regulations and becomes a ‘CDM site’. The Organisers appoint their own contractors and manage the CDM site according to the arrangements they have put in place to manage the build safely.
• As a Space Only Stand, the stand will in effect become its own CDM site within the overall CDM site of the show. As the stand is its own CDM site, you are also required (under the CDM Regulations) to follow the same processes as the Organiser’s Principal Contractors, to ensure the overall safety, welfare and control of activity taking place on your stand.

Where Space Only Exhibitors and their Contractors fall in the structure of the whole CDM Site:

(Exhibition Build up Site)

The diagram below shows how the lines of responsibility flow between the Organisers / the Exhibitor, the sub-contractor (Space Only Contractor) and any further subcontractors you in turn appoint:

	CLIENT -  Agrcionnect Show Organisers
	PRINCIPAL CONTRACTOR & PRINCIPAL DESIGNER(S) Agriconnect 2023 Operations Team
	SUB-CLIENT Space Only Exhibitor
SUB-PRINCIPAL DESIGNER - As appointed by the exhibitor or the exhibitor themselves if designing their own stand.	SUB-PRINCIPAL Contractor - appointed by the exhibitor or the exhibitor themselves if building their own stand	CONTRACTOR - Sub-Contractor’s as appointed by either the exhibitor or the sub principal contractor or exhibitor themselves if building their own stand
The person or company who is in control of ‘designing’ of the stand. This could be the space only exhibitor	The person or company who is in control of ‘building’ of the stand – this could be the space only exhibitor or their contractor.	The role of Contractor could be provided by the same company as the above, who also fulfil the Principle Contractor role. However, should the Principal Contractor employ a third party to actually deliver on-site, the third party would take on this role of contractor

 

The above roles may be carried out by a Space Only Contractor or by people within the Exhibitor’s own company, by one external party or by 2 separate parties. The same person can also carry out all of these roles.

What are your responsibilities under CDM?

Your responsibilities will be dependent on your role (as per the above table). The breakdown of the responsibilities for each of the roles is as follows:

The Principal Designer’s Responsibilities (Person Designing the Stand)

• Ensure that all planning and design, pre-construction, is carried out in compliance with the law.
• Ensure that risks are identified, eliminated and controlled at the design stage.
• Ensure that a Construction Phase plan is drawn up and a Health & Safety file is prepared and revised where necessary.
• Ensure that pre-construction information is provided to contractors.

The Sub-Principal Contractor’s Responsibilities (In Control of Building the Stand)

• Plan, manage and co-ordinate the construction phase (build-up & breakdown). Ensure work is carried out without risks to Health & Safety.
• Draw up site rules for the stand area (these will often mirror the Event’s rules, but should not be limited to this), ensure suitable inductions and welfare facilities
• Restrict access to your site as and when required by the work being carried out at the time.

The Appointed Contractor’s Responsibilities (Actually Building the Stand Onsite)

• Plan, manage and monitor the way construction work is carried out. This includes ensuring it is safe to construct and remove within an event environment.
• Plan construction in such a way that it has little or no impact on the neighbouring constructions or contractors.
• Provide information, instruction and training.
• Liaise onsite with Event Operations team and floor managers

Additional Responsibilities of Space Only Exhibitors

• Make arrangements for managing a project. The Exhibitor should appoint a member of their own team to act as the CDM Coordinator; they do not need a specialised CDM Coordinator, however they do need to ensure that someone is named as responsible for ensuring all of the required roles are fulfilled.
• For Space Only Contractors – you may find your client (the Exhibitor) delegates some of these responsibilities to you (depending on the role you are performing).
• Ensure construction work is carried out safely and that welfare requirements are complied with. This may be delegated to contractors for exhibitors using a contractor to construct their stand.
• Ensure a Construction Phase Plan is completed and Site Induction & Site Rules are drawn up. These documents should run alongside existing Risk Assessments and Method Statements that should be produced as part of your obligations under other legislation. Please contact the Operations Team if you need a Construction Phase Plan Template.
• Appoint a Principal Designer, Principal Contractor and Contractors, if using any. (These may be members of your own company).

Site Rules & Site Induction

• The Organiser has issued the site rules and regulations for which the site induction below needs to be completed. It is essential that anyone coming onsite – including your own staff, temporary staff, contractors etc. – has a copy of these and has completed the induction.
• If you are performing the role of a Sub-Principal Contractor Principal and have been delegated to produce the Site Induction & Rules for your stand, you should consider these rules when formulating their Construction Phase Plan and your own site rules.
• Click here to view the site rules & induction Form.

What You Need To Do Prior To Coming Onsite

In addition to the space only plan submission as detailed above:

• Create your own Site information & Rules document, pass on to your Client (the Exhibitor) if this is not you, and cascade this down to any of your team who will be present during the build / breakdown period.
• Complete a Construction Phase Plan (this forms part of the space only plan submission form) Ensure you have a process in place for restricting access into your own space only stand build area (your own CDM Site) and that this information is provided to your client if applicable (the Exhibitor) and cascaded down amongst you staff.
• Please check with your client (the Exhibitor) if this responsibility will sit with you if applicable. Click here to view the show site rules and induction. Ensure each member of your company / club has read and understood these documents.
• Create a build and breakdown schedule and supply this to your client if applicable (the Exhibitor), any of your own staff present during the build / breakdown period and any of your own appointed Sub-Contractors

All shell schemes must be ordered via our Sales Team. Please contact: Jane Newton on jane.newton@agriconnect.com if you wish to upgrade to a shell scheme.

The full shell scheme specification can be found here

Shell Scheme Stands:  Made from standard octanorm shell scheme by Creative Live. A modular stand system, constructed using poles and panels and can be built to any size and configuration. The shell scheme will include walls, fascia, slate grey carpet, nameboard and one 500w socket, 3 spot track light.

Any additional requirements can be ordered on the Electrics – Lighting and Sockets form.

The 500w socket and 3 spot track light included in the shell scheme package will be positioned in the corner of two sided open shell and centrally on all other stands unless the organisers are advised otherwise.

If you require the socket to be in a specific position download the this form and send to sales@creativelive.uk 

The Standard Shell Scheme is a modular ‘Octanorm’ stand system, constructed using poles and panels.

• Walls: 2.48m high
• Display size of panels: 1m Panel = 950mm x 2340mm Half Metre Panel - 455mm x 2340mm
• Support Poles: 40mm diameter octagonal poles support each panel, the fascia at the corners and at the mid-point if necessary, along the edge of the stand.
• Fascia: The shell scheme fascia is formed from panels which are provided to the open sides of the stand. The fascia is supported in a frame with aluminium posts at the corners and mid points where necessary.
• Ceiling Grid: Please be aware that the system has a minimal ceiling grid. Limited ceiling beams will be placed on stands which lighting can be attached to in the normal way but advise that you contact Creative Live with exact requirements if placement is imperative to your display.

Any damage to the shell scheme caused by other types of fixings (such as pins or screws) will be re- charged to the exhibitor.

IMPORTANT INFORMATION

• Exhibitors may NOT request their fascia to be removed from their stand without the prior consent of the Organisers. The fascia is integral to the structural stability of the stands.  This may only be removed in exceptional circumstances and where the stand layout allows sufficient stability.   
• Please contact luke.taylor@agriconnect.com with any queries regarding your stand build.
• Under no circumstances must anything be nailed, screwed or glued to the shell scheme panels or metal framework of the stand.  Exceptions are: two-part Velcro (hook and loop), blu-tack and double-sided sticky pads to fix light exhibits.  A range of brackets and clips are available to carry panels, shelves, signs etc. which can be ordered via the shell scheme extras order form
• Exhibitors must not hang anything from the ceiling grid without having first consulted with the official stand contractor to ensure that the weight loading and fixing is satisfactory and will not alter the structural stability of the stand.
• Any damage will be charged to the exhibitor at full replacement cost

Corner Stands:

All corner stands will be open to the gangways along the front and one side. The fascia nameboard is overhead.

Island Sites:

All island sites will have fascia to the perimeters with ceiling supports and vertical uprights within the stand where deemed necessary by the official stand contractor. No walling is provided.

Nameboard:

Please complete the Shell Scheme Name Board Order Form via the E-Zone before 28th October 2024. If the Nameboard Form is not submitted the wording used will be as you have outlined in your original booking form.

Electrics & Lighting:

Shell Scheme stands: have a 500W 13Amp single socket and one 1m track with 3 spot lights on included in their package. Additional electrics or lighting must be installed/connected by our official electrical supplier, Creative Live.

Carpet:

Slate Grey Carpet is included for all shell scheme stands

Full stand shell scheme specifications can be found here

The Organisers and the NAEC cannot be held responsible for any loss or damage to stands, exhibits, property or equipment.

Exhibitors are responsible for insuring against any legal liability incurred in respect of injury or damage to persons or property belonging to themselves or third parties.

In addition to this, exhibitors should protect expenditures against abandonment and cancellation or curtailment of the event due to reasons beyond our control.

Please forward a copy of your public liability insurance certificate to Luan Garrett on luan.garrett@agriconnect.com by 28th October 2024. 

All exhibitors must ensure adequate insurance is in force for the duration of the event including:

• Third party motor (minimum);
• Public liability with an adequate indemnity limit to reflect the potential exposure, but of at least £2 million.
• Employers liability;

A copy of the Public Liability Insurance certificate must also be held on you stand throughout the duration of the event and, must be provided upon request from the event organisers or the enforcing authorities

Space Only Stand Plan Submission

Shell Scheme Risk Assessment
 

Shell Scheme Nameboard Submission

* What would you like your shell scheme nameboard to say

* Exhibitor name

* Stand number

* Phone Number

Important Information

• Please fill the space provided with the name you require to be displayed on the nameboard of your stand, please make sure you type carefully or write clearly if you have printed off, as changes that have been made due to incorrect typing will be charged for.
• Use upper and lowercase when completing this form and include any characters you wish to appear case sensitive, however the organisers do have the right to convert all names to capitals, or break up names.
• Exhibiting Companies are not permitted to use any wording other than registered company name or trading name and all nameboard will follow standardised inclusion of capital letters with no use of abbreviations, websites or Ltd.
• We normally provide one nameboard per open fascia, on stands that have an open fascia of 10 metres or more this can often be increased to two but this is dependent on the style of the shell scheme.
• If the shell scheme name form is not received by 28th October we will take the name provided to Agriconnect on your contract, if it is necessary to change this after the deadline there will be a charge of £30 + VAT applied per board changed.
• If you have booked a shell scheme after the deadline date please return this form immediately.

Submit

Staff pass registration

Please ensure that everyone coming on site during build up and breakdown of the event has completed the site induction which is available below.

Click here to complete the site induction.

There are a number of hotels within close proximity of the NEC. Accommodation is usually in great demand and you are advised to book early.

BGC Events is a specialised accommodation and event services agency offering discounted rates at a range of hotels of various standards within a wide radius of the NEC and would be happy to help arrange your accommodation.

BGC Events Tel: 01572 770352

Croptec 2024 - BGC Events

We don't pass on your details to any other accommodation companies so please be wary of calls or emails from anyone other than our official contractor.

Audio Visual Equipment Order Form

Data & App scanners

Furniture order form

Logistics and Lifting

Intent to supply catering

Shell Scheme and Space Only Electrics

Stand Graphics

Shell Scheme Extras

Space Only Floor Covering

Venue Services including rigging, cleaning

All activities on-site (including but not limited to stand construction, show demonstrations and breakdown) must comply with all current health & safety legislation. This section of the manual has been produced to provide exhibitors with clear, simple suggestions for understanding health & safety and implementation of a suitable & sufficient safety management programme to comply with the events’ health & safety procedures.

Aims & Objectives

It is the policy of Agriconnect Ltd to wherever possible, seek the co-operation of all concerned in order to achieve the highest standards, in all aspects of Health & Safety.

It is important to ensure that a high level of safe working practices are maintained at all times, which includes ensuring that everyone is reminded of their health & safety responsibilities whilst working at the exhibition. As an Exhibitor, Contractor or Agency you have a duty under the Health & Safety at Work Act 1974 to ensure that all personnel, contracted by you, are aware that they have a responsibility, so far as is reasonable practicable, for the health, safety and welfare of all employees and that any equipment, plant or systems of work which may be used are, so far as is reasonably practicable, safe and without risks to health. This requirement includes ensuring that all employees are provided with information, instruction, training and supervision to ensure not only their own health and safety, but also that of others working in or around the vicinity. You are also required to have in your possession a copy of your own Health & Safety policy and risk assessments as well as those of each contractor employed by you which must be available for inspection for the duration of the exhibition.

Your Duties & Responsibilities

As an exhibitor, you have a legal duty of care for the health, safety and welfare of anyone who may be affected by your activities. You are ultimately responsible for all aspects of safety on your stand during the build up, open period of the show and during the breakdown. Where you contract out the building and finishing of your stand to other parties (contractors), you are still vicariously responsible for the activities of your contractors.

It is your responsibility to ensure you have:

• Completed the Health & Safety Declaration Form
• Undertaken a Risk Assessment for your stand, relating to the entire exhibition (stand build, show days and breakdown); this assessment should also consider any fire risks.
• Notify the organisers of, and carry out a specific risk assessment for any of the specific activities outlined on the Health & Safety Declaration Form.
• Space Only exhibitors also have responsibilities under CDM regulations 2015 as a ‘client’.

Site Induction

Please ensure that everyone coming on site during build up and breakdown of the event has completed the site induction. Click here to complete.

A-Z of Safety Information

Accidents

Please report accidents or near misses to the organisers' office immediately .

Alcohol & Drugs Any person suspected to be under the influence of alcohol or drugs will be asked to leave the site immediately.

Dust & Fibers 

Any construction process likely to generate dust and fibers must be sufficiently controlled under COSHH. Where relevant, this must be included in your risk assessment. Any processes involving high levels of dust will not be permitted to take place inside the venue.

Electrics

Don’t mess with your electrics! All installation work must be completed by the official contractor.

Portable Power Equipment

• Portable power equipment should be used for the purpose for which it was designed and have correctly fitted and used safety guards.
• It shall be visibly marked as inspected and tested within the previous 12 months.
• Portable electric tools are to be used with the minimum length of trailing leads and such equipment should not be left unattended with a live power supply to it.

Equality Act

Exhibitors should be aware that they have obligations to disability discrimination under the Equality Act 2010. Exhibitors are responsible for ensuring that their stand and any other activities at the show comply with this Act. We ask you to consider the three following principal duties:

• 1. To provide a disabled person with the same service that it provides others
• 2. The service must be provided on the same terms
• 3. The service must be provided to the same standard

Changes and adjustments that are made must be reasonable and reasons for making, or not making changes, must also be reasonable

Evacuation

If it becomes necessary to evacuate the venue for any reason, an alarm will sound. If the alarm sounds, everyone must leave the venue for their own safety. Please make your way to the nearest emergency exit and follow instructions from Stoneleigh Events Staff & the Security Stewards who will direct you to the nearest available assembly area (as detailed on the site map). In the event of an evacuation, please ensure that: - All electrical appliances are switched off - Any unidentified packages, cases or bags are reported.

Fire & Emergency Procedures

In the event of a fire emergency:

• Sound the alarm by activating the nearest Alarm Call Point.
• Inform either Security, the Event Organiser, the Venue Event Manager or call 02476 696969 detailing the location and nature of the fire and details of any casualties.
• The Venue Event Manager will contact the emergency services.
• If you cannot contact any of the above then telephone the fire brigade on 999 or (9)999 from an internal line. Give them your location and the postcode CV8 2LZ.

There are strict regulations governing the materials, which may be used in the construction of stands and in the demonstration of products.

All materials used in the construction of stands, features and displays, including signs and fascia’s, shall be:

 

• Of a suitable nature and quality for the purposes and conditions of their intended use
• Adequately prepared and fixed in order to adequately perform the functions for which they are designed
• Compliant with the British Standard relevant to the particular material or item and ultimately, non-combustible, inherently non-flammable or durably flameproof in accordance with BS 476-Part 7
• Water-based, where applicable, e.g. adhesives, paint and fillers

The venue, the organisers and any visiting local authority reserve the right to request the removal of any contravening item if it is found on site at the event.

Click here to download the NAEC Emergency Procedures.

First Aid

If first aid is required simply:

Medical support can be found in the foyer between halls 1 and 2 or the venue by calling 02476 696969

Tell them:

• The exact Location
• The nature of medical emergency
• Is the patient male or female Approximate age
• Are they breathing, conscious or unconscious, nature of illness

All accidents, incidents or near misses must be reported to the Organiser / NAEC

Flammable Liquids / Chemicals

It is the Exhibitors (or their appointed stand builders) responsibility to ensure that all staff and contractors have received suitable and sufficient information, instruction and or training on any hazardous substances which form part of the stand build and or stand exhibition. You must ensure that the correct protective clothing and equipment is provided (and worn) to enable them to carry out their work in a safe manner in accordance with CoSHH. Flammable liquids and substances must be used and stored safely and segregation from waste and other risk areas. Chemicals and flammable liquids must be removed from the exhibition venue after use by the user or, in exceptional circumstances, brought to the attention of the venue cleaning department for safe and proper disposal. Such products must not be placed in general rubbish bins or skips.

Floor Loading

Sealed power floated concrete loading capability 35Kn/m² suitable for heavy vehicles and forklifts

Any unusual loads must be discussed with the organisers prior to the build up. Failure to do this may result in items being unable to be brought into the hall.

Ladders

Use the right ladder for the job and ensure that you are familiar with the working at height guidance published on the HSE guidance: Safe use of ladders and stepladders: overview - HSE.

Lifting Operations

Forklifts must be pre-booked through Rainthorpes in the Tasks Section.

The deadline for placing your order is the Monday 11th November 2024. After this date there will be a surcharge.

No persons are allowed to operate their own lifting equipment in the halls. This should all be carried out by Rainthorpe Logistics.

Noise

You are required to assess the risks to your employees (and others who may be in the vicinity) from noise at work and if necessary take action to reduce the noise levels omitted. You must also provide your employees (and those in the immediate area) with hearing protection, if you cannot reduce the noise exposure and ensure that the legal limits on noise exposure, are not exceeded.

Personal Protective Equipment

You must ensure that you wear the right personal protective equipment (gloves, goggles, safety footwear etc.) for the task you are doing and the environment you are in. The need for specific PPE should be identified in your risk assessment.

On Site Monitoring

To ensure that the general health & safety requirements identified here (and any that are not) are complied with at all times, the Organisers have appointed a dedicated Health & Safety team to monitor the show floor throughout the build-up, Show open period and the breakdown. In the event of you or your contractor are not following correct health & safety practices, the Organisers and Venue will follow this 3 step procedure: first issue a verbal warning; then a written warning; Finally if bad practice continues the Organisers / Venue will issue a Cessation of Work Notice, requiring the contractor / exhibitor to leave site until such time as correct materials or correct working practices are satisfactorily implemented.

Risk Assessments

Risk assessments are an essential tool for planning how health and safety will be controlled in the workplace. It is simply a careful examination of what, in your work, could cause harm to people so that you can weigh up whether you have taken enough precautions or should do more to prevent harm. Each exhibitor must assess the risks for the three phases of the event and undertake a risk assessment identifying the hazards present on-site and ways in which you will then minimise and control those hazards. It is advised that exhibitors follow the HSE recommended five steps: 1. Look for possible hazards 2. Decide who could be harmed and how 3. Evaluate the risk 4. Record the findings 5. Review your findings Please also consider the following: Do you plan any significant construction on your stand? Will you be using any tools, power tools, ladders, paint or chemicals on your stand? Will there be any hazardous or moving exhibits/machinery on your stand? Will there by use of any form of gas on the stan at any time? Will you be responsible for dismantling the stand? Will there be any working at height? Will you be laying flooring or a platform? Will you be installing a ramp or stairs? If you have answered YES to any of the above YOU MUST include the related hazards on the Risk Assessment for your stand.

Sample Risk Assessment

Please click here to log in to the Health & Safety site which includes a sample risk assessment that you can complete. Please visit HSE website if you require further information

Traffic Rules

Please click here to view the NAEC Traffic & Delivery Information Venue Regulations The Health & Safety arrangements at the NAEC are intended to keep you safe and incident free. Whilst working at the NAEC, it is important that you’re aware of the safety rules, procedures and arrangements that are in place, not only for your own safety but also that of your colleagues. You have a responsibility to yourself and others in the CDM site. Please work safely and if you see something that may be of danger to yourself or others, report it immediately to the event organisers, the NAEC or your line manager.

Welfare

Toilets: Your nearest toilet facilities are located in the halls or the public circulation areas outside the halls

Water: Drinkable water is available from all wash basin cold water taps in the toilets.

Bottled water can be bought from any of the catering facilities when open, Vending machines are also available 24/7

Written Documentation

Your written documentation may include:

• A health and safety policy
• Activity based risk assessment (See risk assessment section above) Fire risk assessment
• COSHH Assessment (See COSHH assessment section above) Safe systems of work
• Method Statements

The above list is not exhaustive.

Work Equipment

All equipment provided for work within the venue must be suitable and appropriate for the tasks required. The use of “domestic” quality equipment is not acceptable.

Working At Height

A person is working “at height” if there is a possibility of their being injured from falling.

• Where work at height is necessary, your risk assessment must identify the appropriate means of access and all work at height must be properly planned, organised and supervised.
• Working at height should not be carried out if it is reasonably practicable to do the work in any other way.
• Access equipment used for working at height, must be suitable for the task and be appropriately inspected.
• All persons working at height must be provided with information, instruction and/or training in safe work at height practices.
• Equipment used for working at height must be suitable for the task, work equipment is available and that appropriate training has been provided. All equipment must also be appropriately inspected.

Please refer to http://www.stop-the-drop.co.uk/audiences/contractor for further information.

Please refer to the HSE website for more information: www.hse.gov.uk/work-at- height/index.htm .

Venue Regulations

The Health & Safety arrangements at the NAEC are intended to keep you safe and incident free.

Whilst working at the NAEC, it is important that you’re aware of the safety rules, procedures and arrangements that are in place, not only for your own safety but also that of your colleagues.

You have a responsibility to yourself and others in the CDM site.

Please work safely and if you see something that may be of danger to yourself or others, report it immediately to the event organisers, the NAEC or your line manager

 

Our contractors are here to support you while exhibiting at Croptec. If you can't find a supplier you need feel free to contact the operations team at operations@agriconnect.com for additional support.

 

Support Area	Supplier	Contact details
Accommodation	BGC Events	Tel: 01572 770352 Click Here to Book
Audio Visual	Absolute Audio Visual Solutions Ltd	Tel: 01763 852 222  Email: exhibitions@absoluteavs.co.uk
Building & Aerial Services	NAEC Exhibition Services	eventorders@stoneleighevents.com https://www.naecstoneleigh.co.uk/venue-event-services/book-exhibition-services/
Carpet & Floor Covering	Creative Live	Tel: +44 (0) 1676 545410 Email: sales@creativelive.uk
Catering	NAEC Exhibition Services	eventorders@stoneleighevents.com https://www.naecstoneleigh.co.uk/venue-event-services/book-exhibition-services/
Compressed Air, Water & Waste, Gas Connection	NAEC Exhibition Services	eventorders@stoneleighevents.com https://www.naecstoneleigh.co.uk/venue-event-services/book-exhibition-services/
Data Scanner App	Jonas Event Technology	Email: support@jonas.events
Stand Electrics	Creative Live	Tel: +44 (0) 1676 545410 Email: sales@creativelive.uk
Emergency Contact (24-7)	NAEC Office	Tel: 02476 696969
Exhibitor Badges	Jonas Event Technology	Email: support@jonas.events  Click here to order
Floral Hire	Classic Plants	Email: sales@classicplants.co.uk www.classicplants.co.uk
Freight Handling & Lifting	Rainthorpe	info@rainthorpe.com Tel: 01400 250346
Furniture	Creative Live	Tel: +44 (0) 1676 545410 Email: sales@creativelive.uk
Graphics	Creative Live	Tel: +44 (0) 1676 545410 Email: sales@creativelive.uk
Health and Safety Advice	KRM Safety	standaudits@krmsafety.management +44 (0) 121 769 1455
Lighting	Creative Live	Tel: +44 (0) 1676 545410 Email: sales@creativelive.uk
Rigging	NAEC Exhibition Services	eventorders@stoneleighevents.com https://www.naecstoneleigh.co.uk/venue-event-services/book-exhibition-services/
Shell Scheme Construction & Extras	Creative Live	Tel: +44 (0) 1676 545410 Email: sales@creativelive.uk
Space Only Stand Builds	Creative Live	Tel: +44 (0) 1676 545410 Email: sales@creativelive.uk
Space Only Stand Plan Audit	KRM Safety	Email: standaudits@krmsafety.management
Telephone & Internet Lines	NAEC Exhibition Services	eventorders@stoneleighevents.com https://www.naecstoneleigh.co.uk/venue-event-services/book-exhibition-services/
WiFi	NAEC Exhibition Services	eventorders@stoneleighevents.com https://www.naecstoneleigh.co.uk/venue-event-services/book-exhibition-services/

 

A-Z Event information

Any deliveries or mail for exhibitors at the show should be addressed as below:

SHOW NAME:

Croptec 2024

Contact name & mobile number

Stand name & number

Halls 1 and 2

NAEC Stoneleigh Park

Stoneleigh, Kenilworth

CV8 2LZ

You must ensure that a member of staff is on the stand to take delivery or sign for any goods. We are unable to accept deliveries before the start of the show tenancy, please contact Rainthorpe Logistics to make alternative arrangements.

info@rainthorpe.com

Tel: 01400 250346

Click here to download NAEC site map.

Please note, there is strictly no parking of vehicles around the hall during the show and once vehicles have finished offloading they must be removed and parked in the outer designated car parks.

The area around the halls is strictly controlled by the NAEC Traffic Department and any vehicles found parked will be towed away.

Please ensure that anyone making deliveries on your behalf has been informed about the relevant procedures.

Croptec offers free parking to all exhibitors and visitors. 

Please follow instructions from NAEC car parking staff on the day for the best parking.