New to 2024

• All documents required must be submitted by the published deadline. Non-complete submissions will not be accepted and will be subject to late fees. Late fees for complex stand plans start at £5,000 + VAT. Late fees for non-complex stand fees start at £1,500 + VAT. 
• Event Support Solutions Ltd will invoice Exhibitors / Contractors inspection/late fees directly.
• Feedback will not be provided on submissions until the inspection fees have been paid.
• Late fees will be charged on all incomplete submissions and late submissions of complex and non-complex designs if made after each deadline date.
• UK VAT will apply to ALL invoices as services and products are supplied in the UK
• A copy of your public liability insurance of at least 2million should be included when submitting your design plans.

It is a requirement of all Space Only Exhibitors at ICE to submit a Waste Management Plan to the Organisers. You, as the Exhibitor, are responsible for ensuring that either you or your principal contractor as detailed within your Construction Phase Plan manage the removal of waste generated by your activities on a accordingly.

Your Waste Management Plan should demonstrate:

• Your plan to keep all waste materials clear of the gangways during the build and breakdown of your stand.
• Your strategy to deal with cleaning and waste removal on a scheduled and/or regular basis throughout the open phases of the event. 
• A schedule demonstrating you have arranged waste collection either by ExCeL Event Services (by ordering bins/skips available here) or your own collection operation via transport (please include your Voyage Control booking references).
• An indicated location within the boundaries of your stand boundary that will be assigned as a ‘dump and stack’ area. A ‘dump and stack’ area is defined as an area on the stand position where you plan to consolidate waste, secure it, and then have it removed from site via collection.

Your plan must also be available onsite for review by the organiser’s H&S Marshalls and Floor Management team.

Your Waste Management Plan should be submitted to the Organiser’s no later than Friday 12th January 2024. Please submit your Waste Management Plan to Becky Davis: Rebecca.davis@clariongaming.com.

A build-up of waste is unsafe and is not permitted at ICE. If required, the organiser will have your waste removed forcibly and any charge incurred will be charged back to you.

Please note: that fly tipping is strictly frowned upon. Fly tipping, or illegal dumping, is the dumping of waste illegally instead of usin an authorized method. Across the United Kingdom, it is illegal to deposit any waste onto land onto a site with no license to accept waste. If you are found to have fly tipped your waste within the halls, the lorry ways, or the vicinity of Excel London, you – the Exhibitor - will be fined.

To assist in the pre-show and onsite inspection process for all stands featuring rigging and suspended loads (suspension from the Venue roof), you will be asked to submit the ICE 2024 Rigging Application Form alongside your Stand Design Inspection Form. Please see this form here. If you have any queries or need assistance, please email ESS directly: click here.

In line with new pricing set by our appointed Structural Engineer company, if your design features complex rigging (please see here) you will now be charged an additional complex inspection charge. Please see the Stand Design Inspection Form for more information about the charges. 

Complex rigging (customised suspended loads) must not be raised in the air, including working height, until the show’s Structural Engineer has reviewed the complex elements, construction, connections etc. and issued a ‘Permission to Raise’ slip. If your stand design features complex rigging, you will be shared the onsite process in advance of the show. All complex rigging must be raised by midday on Friday 2nd February 2024. 

 

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

Find rigging application - Click here

 

There may be further updates to our rigging regulations as well as the way you submit information regarding rigged elements above your stand. Please revisit this page regularly to ensure you are fully updated on relevant information. 

Any question, please do not hesitate to reach out at ICE SUPPORT.

Please note that Clarion Gaming does not permit the following stand construction methods or materials:

• Chipboard (unless being used as dressing only).
• Sanding and cutting without extraction.
• Led-based paints and primers.
• Products containing isocyanate or labelled as H332 (harmful).

Effective immediately, Clarion Gaming is implementing further changes whereby we will no longer accept timber stand construction that does not contain prefabricated structural elements or requires excessive cutting onsite. This applies to ground mounted structures as well as rigged elements.

All timber constructions must have a timber frame built ahead of arriving within the exhibition halls comprising of connected horizontal and vertical cross-bracing. Build materials must be fit for purpose and meet fire regulations.

The cutting of timber onsite is only permitted when used for dressing only, and suitable extraction is mandatory.

This new change has been implemented to improve safety within the exhibition halls; to reduce congestion within the aisles; to ensure a more efficient and stress-free build and breakdown, and to contribute towards better sustainability within the industry. All stands must be built with safety, sustainability, and reusability in mind.

Pre-show evidence of the use of prefabrication will be required during the inspection process and prior to Clarion Gaming and their appointed stand plan inspection agency issuing Permission to Build. Your appointed Stand Contractor will need to provide details of how the stand will be built in line with the show timetable.

Construction will be stopped immediately if unsuitable working methods or materials are found onsite. Further sanctions may apply.

Absolutely no structural breakdown is permitted on Thursday 8th February 2024. If exhibitors or stand contractors are found to be structurally breaking down their stand on Thursday 8th February, they will be asked to stop immediately and penalties may be incurred. Structural breakdown will not be permitted to commence until the times stated within your individual access timetable.

ExCel London have made changes to their traffic systems and there will be slight adjustments to onsite traffic movement during build, show open and breakdown periods. Please return at later time for further updates on Traffic.

Any question beforehand, please do not hesitate to reach out at ICE SUPPORT.

Parking Update: 

For those who may require lorry parking that has accommodation near by please see a list of locations for you below, at ICE 2023.

Services	Location	Hotel     Provision	Distance to ExCeL         (miles)	Journey Time         (minutes)
South Mimms	M23 at J23 A1(M) at J1	YES	33.5	45
Baldock	A1(M)/A1 at J10	YES	59.9	75
Birchanger Green	M11 at J8 (A120 & B1256)	YES	32.2	50
Thurrock	M25 at J30(SB) J31(NB) (A13, A282, A1090, A1306 & B186)	YES	13.8	30
Cobham (M25)	M25 between J9 & J10	YES	53.2	70
Medway	M2 between J4 & J5	YES	41.1	60
London Gateway	M1 between J2 & J4	YES	26.5	60
Heston	M4 between J2 & J4	YES	36.6	80