Checklist

Mandatory Submission Deadlines

STAND PLANS

ALL stand plans need to be submitted to plans@eventsupportsolutions.com

Please download stand plan submission form here

Submission of Complex Stand Plans - Friday 3rd November 2023 (Deadline applies to both single and double storey complex stands as well as complex rigging) (incl stand plan design form)

Submission of Non-Complex Stand Plans - Friday 1st December 2023 (incl stand plan design form)

SITE INDUCTION FORM FOR BUILD WRISTBANDS

To be added in due course - please revisit this page to complete before build begins.

Health & Safety Declaration Form

It is compulsory for every exhibitor at ICE to complete the Health & Safety Declaration form. This includes your declaration of the details for any appointed stand contractor(s). Please ensure this is completed by:

Friday 5th January 2024

The Health and Safety declaration form can be completed by clicking on the button below:

Click here to complete

Special Activities Form

We require you to complete the Special Activities Form if you intend on having any sort of activity on your stand. This includes but not limited to DJ's, live music, giveaways, press conferences or performers. Please note that you must declare whether you intend to have any private transport within the grounds of ExCeL London to take guests from ICE to an offsite event location - this will not be permitted without prior approval. Please head over to both the Show Information page as well as our Health and Safety page for any Special Risk you should be aware of as well as what you should include in the form below:

Deadline for this is Friday 5th January 2024

Special Activities Form

Stand Contractor Form

The below stand contractor information form will need to be filled in to ensure the organisers of the show have been informed of who the stand contractor will be for all space only stands, therefore, either ensure your exhibitor has filled this in or if they provide you with the approval to fill in on their behalf.

Deadline for this is Friday 1st December 2023

Click here to complete

Overview of what to submit within your stand plan submission

To ensure that you are building your stand to the correct regulations, professional scale drawings showing all proposed construction must be submitted and approved; photographs and faxed copies will not be accepted.

The design of your stand must be such that it can be erected and dismantled within the build-up and breakdown times available.

A method statement for the construction process must accompany these plans along with a risk assessment and health and safety declaration form. The Organiser reserves the right not to allow the build of your stand to begin if plans have not been submitted or approved prior to the show.

ALL of the following information MUST be submitted by the deadline set above for both complex and non-complex stands. All information is to be submitted in English and include exhibiting company’s name and stand number.

Scalable plan view drawings showing all dimensions and location of all stand-fitting, construction, furniture and exhibits. Scale must be no less than 1:50. Dimensions should be in mm.
Elevation view drawings showing all heights, including any rigging.
3D drawings of all open sides if available.
Layout plan of the stand showing positioning and description of exhibits.
Risk Assessment for the build and dismantle of the stand, Click here
Method Statement for the build and dismantle of the stand, Click here
CDM Construction Phase Plan for the construction and dismantle phases, Click here
Stand Design Inspection Form Click here
Copy of your completed H&S Declaration Form.
Details of any rigging (suspended elements from the hall ceiling).
List of stand fitting materials confirming their compliance with eGuide regulations. If using truss in the construction of the stand, please include details of the system being used.

FOR COMPLEX STANDS: the additional information detailed below is required:

Construction drawings & static calculations to prove the stability of the structure.
For multi-storey stands and stands with steps, please submit step, handrail and balustrade drawings showing all step dimensions, handrail & balustrade heights and details of handrail & balustrade infills.
For super platforms & multi-storey stands, please submit the two storey Method Statement, template available via the eGuide.
Please check out this helpful onsite process for rigging - Click here
Find rigging application here - Click here

Plans and supporting documents must be provided by email to Event Support Solutions for inspection.

Complex vs Non-Complex Ground Mounted Structures & Rigging

Complex structure require further inspection by our appointed structural engineers. To understand if your stand has complex elements please read our handy guide below:

What makes your stand complex?

Critical Dates:

All rigging, regardless of complexity, must be in place by the end of Friday, February 2nd, 2024.
All construction must be completed by 4pm on Monday 5th February. Stand dressing is only permitted after this time.

Key Point:

Rigorous checks by an appointed engineer are mandatory for complex ground mounted structures and rigging.
You must the review the Exhibitor Technical Manual or the details above to ensure you are aware of your responsibilities and the documentation you are required for stand plan submission.
Once complex rigs have been inspected and satisfy the structural engineers they receive 'permit to fly', ensuring adherence to safety standards. Non-complex rigging relies on standardized procedures and visual inspections for compliance.

AV

DBpixelhouse is the official AV supplier for ICE London. DBpixelhouse have an extensive range of AV solutions and have been supporting leading brands for 25 years. Their services can provide but are not limited to; simple screens on sticks, fully interactive LED walls, to Virtual Reality, they will help you reimagine the use of your space.

Please click on Book to order:

BOOK AV

The deadline to place your order by is: Tuesday 23rd January 2024

For any queries please contact:
Email: techdesk@dbpixelhouse.com
Tel: +44 (0)345 226 3083

Carpet

GES is the official supplier for carpet.

Shell scheme stands will be provided with dark grey cord carpet as part of their stand package. It is possible to change the colour of this carpet although this will be at your own cost. If you would like to bring your own carpet, please contact the organiser (ICE SUPPORT) to let them know that you no longer require the stand package carpet, and would like to bring your own (please also supply the material details of the carpet you will be bringing). The organiser reserves the right to refuse the use of the material if it is not of an acceptable standard, or if it is not fire resistant.

Please Note: Space only stands are required to provide their own carpet through their official stand contractor and a fire safety certificate must be provided.

For enquires please contact:

Email: icelondon@ges.com
Tel: 02476 380 180
To book:

Click here

To see order form & costs: click here

For best pricing and to receive an early bird discount deadline to order is: Wednesday 3rd January 2024

Final cut off deadline to order is: Sunday 28th January 2024

Catering

ExCeL London Hospitality (ELH) is the official and sole supplier for catering at ICE London. ELH hold the exclusive right to supply all food and beverages consumed on-site, and charges will be levied directly to you if any external catering is used without consent from ELH, including any buyout fees charged onsite or post event.

There are two types of services provided by ExCeL London Hospitality.

Stand Hospitality:

Extensive choice of food and drink items from main hospitality planner.
Full service including a member of staff to deliver and set up the items.
Additional members of staff can be arranged to be on the stand during service (if required).
Includes all crockery, cutlery, glassware, napkins, condiments, ice etc.
Allocated event manager.
Clearing down of the stand after service.

Stand Catering Drop:

Delivery of items to your stand at the time required.
All beers, wines, soft drinks will be chilled and ready to drink.
All food items will be on disposable trays.

For enquires please contact:
Email: sales@excelhospitality.london
Tel: +44 (0) 20 7069 4126

Website: please click here

You can now BOOK your catering online, please

Click here

Advance early bird discount rates - Catering Deadline: Friday 5th January 2024

Standard Catering Deadline: Friday 19th January 2024

Late Orders Catering Deadline: Wednesday 31st January 2024

Cleaning

The cost of basic, nightly stand cleaning is included for all Space Only and Shell Scheme stands. Basic and nightly stand cleaning refers to the cleaning of horizontal surfaces only, and all stands will be cleaned overnight prior to each opening day of the event unless requested otherwise with the organiser (ICE SUPPORT). Please note that if you are a Double Deck Space Only Stand, the second level of your double deck/two storey stand is not included.

It is the responsibility of every exhibitor and their appointed stand contractors to remove and dispose of their waste appropriately. Any waste left by contractors or exhibitors will be charged to the exhibitor after the event.

If you require additional cleaning and/or waste removal services, ExCeL Event Services is the official and sole supplier for cleaning and waste removal at ICE London. For enquiries, please contact:

Email: exhibitororders@excel.london
Tel: +44 (0)20 7069 4400
Book service through Excel Webshop:

Excel.london/webshop

Early Bird Order Deadline: Friday 29th December 2023

Final Cut-Off Order Deadline: Wednesday 24th January 2024

Electrics

GES is the official and sole supplier for electrics. Exhibitors must order their electrical mains supply through GES. For further details please visit the Your Stand section of this technical manual.

For enquires please contact:
Email: icelondon@ges.com
Tel: 02476 380 180
To book:

Click here

To download order form and see costs: click here.

Early bird discount deadline to order is: Wednesday 3rd January 2024

Final cut off deadline to order is: Sunday 28th January 2024

Floral

Our preferred supplier for all floral orders is Oldacre who are one of London’s leading exhibition florist. Oldacre have been providing the very best in event flowers for over 30 years.

Please note: Oldacre offer a 15% discount on all orders that are placed and paid for 2 weeks prior to the event, so we advise you to take advantage of this by placing your order by Wednesday 18th January 2024.

Tel: +44 (0)20 7069 4235
Mob: +44 (0)7785 266 541
Brochure can be found here
Email: info@oldacre.co.uk
Website: www.oldacre.co.uk

Furniture

Below are the official furniture suppliers for ICE London. For enquires please contact:

Dzine

We are proud to present one of our exceptional official suppliers to the ICE London Exhibitions and as Dzine are well versed in the world of ICE and have done many shows with us in the past, you will be in good hands.

Dzine Furniture offers the latest innovative and stylish furniture hire solutions to the event and exhibition sector. Their wide range of contemporary and exclusive furniture hire will complement and enhance any exhibition or event.

Perfectly positioned in the central boulevard between the main contractor’s entrances to the North & South exhibition halls and adjacent to the main entrance to the venue for exhibitors from the car park.

Please see Dzine Brochure here.

Email: kimberley@dzinefurniture.com
Tel: +44 (0) 7539 927241
Website: www.dzinefurniture.com
BOOK HERE Please follow below process:

> Click on 'HERE' to view document on dropbox,

> Download document,

> Edit document with your order details,

> Email/Share completely document with Kimberley

Deadline for orders: Friday 12th January 2024

Furniture on the Move

We present another one of our excellent official suppliers to ICE, at Furniture on the Move, they share your passion for creating beautiful and memorable events. They pride themselves on providing pieces that are unique, on trend, elegant, bold and stylish, to help you realise your creative vision.

They are always up to date with the latest trends in interior design and with over 350 ranges of furniture available to hire, they can bring any concept to life, delivering to clients 24 hours a day, 7 days a week.

Email: info@furnitureonthemove.co.uk
Tel: +44 (0) 20 7183 4439
Website: www.furnitureonthemove.co.uk
BOOK HERE

Deadline for order: Wednesday 24th January 2024

Thorns

We are very happy to present Thorns Group as official furniture supplier for ICE London again for 2024, as they have completed several shows with us over the years, your needs are in hand with this exceptional team.

Whatever your requirements, with over 20 years’ experience and over 1.5 million items in stock, Thorns can cater to your needs, big or small, to make your participation an undeniable success.

With an award-winning team, winning furniture supplier of the year on numerous occasions, they deliver great, reliable, quality furniture directly to your stand along with the best customer service possible. Please contact one of their lovely and dedicated customer representatives, either by phone, online or visiting the Thorns service desk onsite before the exhibition opens.

BOOK by contacting Tara below:

Contact: Tara Land
Contact email: Tara@thorns.co.uk
Telephone: 0208 801 4444

Deadline for order: Friday 26th January 2024

Creative Hire

Last but not least, is our final official ICE furniture supplier, they hold the largest stock of exhibition and event furniture in the UK, supplying an innovative range of furniture solutions to exhibitors.

With 75 full-time employees and a team with over 500 years of combined exhibition experience, Creative Hire has the training, industry knowledge and passion to deliver exceptional standards and results. Their award-winning customer service offers flexibility, creativity and attention to detail at every stage of the process.

They provide an extensive range of contemporary, design-led furniture includes bar stools, chairs, tables, desks and more. They can offer design led items focused on helping to enhance the look and feel of your exhibition space.

Email: sales@creativehire.co.uk
Tel: +44 (0) 167 6545 410
Website: https://www.creativehire.co.uk
BOOK HERE

IT

ExCeL Event Services is the official and sole supplier for internet and telecommunication at ICE London.

Place your order via ExCeL's webshop or for enquires please contact:

Email: exhibitororders@excel.london
Tel: +44 (0)20 7069 4400
Webshop:

Excel.london/webshop

Early Bird Order Deadline: Friday 29th December 2023

Final Cut-Off Order Deadline: Wednesday 24th January 2024

Event Guide Marketing

We are delighted to introduce Event Guides Limited, our Official Event Publishing Licensee.

Your profile within the Event Guide will be pulled from the eZone. Please head over to the eZone to upload your company logo and description and are happy with the company name listing by. The due date to complete this is by:

Monday 18th December 2023

The Official Event Publications are designed to help you influence the purchasing decisions of visitors as they gather information on new products, services and suppliers. The Official Event Publications provide an opportunity for exhibitors to create a powerful brand presence before, during and after the event. By advertising in these publications, you can be certain that your promotional efforts are directed through the correct, authorised channels and that your advertising will be seen by our visitors.

All exhibitors will be contacted directly by Event Guides Limited concerning their complimentary company profilelisting in the Official Event Guide, as well as other editorial opportunities. However, to discuss additional marketing opportunities, including advertising, enhancing your standard company profile or creating a bespoke marketing solution, please email victoria.karagoz@eventguides.co.uk,

https://www.icelondon.uk.com/partners/official-publishing-partner or call 44 (0)1228 541200 for further advice and support.

Please ignore claims by any other third parties claiming to be connected to ICE London 2024.

Merchandise

Below are the official suppliers for merchandise at ICE London:

Recognition Express

We have had a long standing relationship with Recognition Express, they will do everything within their power to fulfil your requests (within reason) and we would like to confirm they come highly recommended by the Clarion Gaming team. At Recognition Express, your recognition is their business, they ensure to provide you with the level of service that can not be found anywhere else.

They provide an extensive range of promotional products, banner displays, corporate name badges and personalised clothing, all of which are designed to help cement your brand image in the minds of your customers and staff.

For enquires please contact:

Name: Steve Bennett
Email: sales@re-croydon.co.uk
Tel: +44 (0)208 241 6989
Website: www.re-croydon.co.uk

Media Hut

As one of the official suppliers of promotional merchandise for many years to ICE, we are happy to confirm they will also be providing their services for 2024.

They deliver high-quality merchandise direct to your stand for the opening day of show and have on-site support staff if needed.

They are proud to announce they have been award the events industry-specific ESSA Accredited status which means that you can order safe in the knowledge that they have been independently audited by the industry's own accreditation scheme.

For enquires please contact:
Email: icesales@mediahut.co.uk
Tel: +44 (0) 115 987 3777
Website: www.promo-hut.com
Brochure: https://mediahut.hideagifts.com/en/catalogue/

Deadline for orders: to be made by Friday 23rd December 2023

Signage/ Graphics

GES are our new providers for all your Graphics/Signage needs, please reach out to GES via their website - Click Here

Security

G4S Secure Solutions is the official and sole supplier for Security at ICE London. Other Security suppliers are not permitted onsite without advance approval from the organiser (ICE SUPPORT)

For enquires please contact:

Name: Adriaan Brynard
Email: adriaan.brynard@uk.g4s.com
Tel: +44 (0)208 722 2712

Logistics/ Shipping

Below are the official and sole suppliers for freight services (including freight forwarding, lifting and storage) at ICE London. They are the only companies permitted to operate forklifts and other lifting machinery within the halls, and can assist you with:

Customs clearance.
Transportation of goods from within the UK and from overseas.
Forklift handling services.
Handling of goods on site.
Empties storage.

Advanced Warehouse Deliveries

All deliveries to the Advance Warehouse must be fully pre-advised to the relevant supplier at least 72 hours in advance of arrival. Deliveries must be received at least 24 hours before required on stand.

For enquires please contact:

NORTH HALL EXHIBITORS

(i.e. stand numbers beginning with "N")

Name: Tim Marchant
Email: Timothy.marchant@dsv.com
Tel: +44 (0) 121 780 2627
To book:

Click here

SOUTH HALL EXHIBITORS

(i.e. stand numbers beginning with "S")

Name: John Lawson
Email: jl@i-l-s.co.uk
Tel: +44 (0) 2476 337955
To book:

Click here

Password: ICE24

Piped Services

ExCeL Event Services is the official and sole supplier for water, waste, compressed air, and natural gas at ICE London. Please note that these services can only be supplied if your stand has a floor duct within the stand location, or a raised floor.

For enquires please contact:

Email: pipedservices@excel.london
Tel: +44 (0)20 7069 4400

BOOK: Excel Webshop:

Click Here

Early Bird Order Deadline: Friday 29th December 2023

Final Cut-Off Order Deadline: Wednesday 24th January 2024

Water, Waste, Compressed Air, and Natural Gas

ExCeL Event Services is the official and sole supplier for water, waste, compressed air, and natural gas at ICE London. Please note that these services can only be supplied if your stand has a floor duct within the stand location, or a raised floor.

For enquires please contact:

Email: pipedservices@excel.london
Tel: +44 (0)20 7069 4400

BOOK: Excel Webshop:

Click Here

Early Bird Order Deadline: Friday 29th December 2023

Final Cut-Off Order Deadline: Wednesday 24th January 2024

Right to Rigging/ Booking Rigging

Branded Rigging Above Stand

Please note: rigging branded items above your stand is considered an additional sponsorship opportunity, and must therefore be booked via the ICE sales team:

Name: Amy Hill
Tel: +44 (0)207 3847 892
Email:

Amy.hill@clariongaming.com

ExCeL Rigging is the official and sole supplier for rigging points at ICE London (i.e. ExCeL Rigging are the only suppliers allowed to attach rigging equipment (such as motors and drop wires) to the physical fabric of the building). They are also able to rig some items in advance of your arrival.

Please note: Fly height and weight restrictions are in place at ExCeL, therefore rigging requirements cannot be guaranteed until full details have been received and analysed by ExCeL Rigging and the technical department. When ordering suspension equipment, it is a legal requirement under LOLER to provide ExCeL Rigging with a plan that accurately shows the following:

The suspension point locations, and their orientation in relation to the building.
The weight of each point.
The "hook" height required.
The date of the lifting operation.
A brief description of the equipment to be flown.

ExCeL Rigging can also quote to hoist and fix items. Banners can also be ordered through ExCeL’s webshop, available here.

For enquires please contact:

Email: rigging@excel.london
Tel: +44 (0)20 7069 4400

BOOK: ExCel webshop

Click Here

Early Bird Order Deadline: Thursday 21st December 2023

Final Cut-Off Order Deadline: Wednesday 24th January 2024

Please check out this helpful onsite process for rigging - Click here

If you have rigging, you will also be required to complete the following rigging form and submit to ESS alongside your stand plans.

Find rigging application - Click here