Stand Design Guide

What is Included in a Space Only Package?

What does it look like/ what’s included?

Space only stands are just that. No walling or stand fittings will be provided and you are responsible for organising all of this at your own cost. The design of your stand is your responsibility and must be such that it can be erected and dismantled within the time available; please refer to your assigned exhibition timetable for the build-up and breakdown schedule.

When you arrive on-site the area of the stand will be marked out on the venue floor. It is your responsibility to ensure that the stand is built to the correct floor markings. If you are unsure of these please contact either of the organiser offices (N4 Lower or S4 Lower) before commencing build.

When building your own stand, you must adhere to our building regulations and guidelines. You are also required to submit your stand plans with supporting documents before the stated deadline.

Please Note:

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. For enquiries, please contact:

BOOK: Excel Webshop:

Click Here

What you need to do first

Please review in full the Health and Safety section, here, or in the Exhibitor Technical Manual, which outlines the Regulations and Legislation you are subject to, including the details of your responsibilities. When building a space only stand, you have a legal obligation to build your stand to the required standards of the venue and local authority.

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 selecting the button below:

Click here

eGuide

All major UK Venues are now complying with the eGuide which has become the benchmark for all stand build regulations in the industry. All stands should be designed and built in line with eGuide, Venue, CDM and the organiser regulations which are documented within this Exhibitor manual.

Please note: the eGuide is updated and new copies released in the ‘summer’ and ‘winter’ periods.

To download a full copy of the current eGuide, please use the link below:

Click here

Stand plan submissions

All Space only stand designs, plans and supporting documentation must be submitted for review and approval before they will be permitted to build. It is compulsory for all stand designs to be checked to ensure that they comply with the ICE stand build rules, and that they are built in accordance with the e-Guide regulations.

Exhibitors/contractors MUST receive confirmation in writing from Event Support Solutions Limited that their stand design has been accepted and approved, otherwise your stand will be prevented from being built onsite.

Click here for Stand Design Plan Submission

Submission Documentation

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.

Tel: +44 (0)1252 756185
Email: plans@eventsupportsolutions.com

Fee's

Please see below for details of applicable charges:

All Space only stands are subject to approval fee(s). These must be paid in full to Event Support Solutions (ESS). You will not receive permission to build your stand until these fees have been paid. Further charges will apply if you submit your full stand plan submission late or if changes to your stand require you to re-submit for approval.

Approval fees and deadlines - Non-complex Stand plans:

See further down for guidance on what is deemed as a non-complex stand.

Inspection fee of £190 + VAT *incomplete submissions will not be accepted and will be subject to late fees.

TOTAL £190 + VAT (not including any late fees for late submission)

Deadline: must be submitted by:

Friday 1st December 2023

Approval fees and deadlines - Complex Single-storey:

See further down for guidance on what is deemed as a complex stand.

Inspection fee £190 + VAT
Complex stand fee £385 + VAT (covers preshow & onsite structural inspection but NOT provision / drafting of calculations)

TOTAL £575 + VAT (not including any late fees for late submission)

Deadline: All plans and documents must be submitted by:

Friday 3rd November 2023

Approval fees and deadlines - Complex Double-storey:

See further down for guidance on what is deemed as a complex stand.

Inspection fee £190 + VAT
Complex double deck stand fee £585 + VAT (covers preshow & onsite structural inspection but NOT provision / drafting of calculations

TOTAL £775 + VAT (not including any late fees for late submission)

Deadline: All documents must be submitted by:

Friday 3rd November 2023

Other Fee's

Re-inspection: Should the stand location, dimensions, design or builder/contractor change, a re-inspection fee will be charged at the standard inspection fee of £190 + VAT.

Complex plans, calculations and complete information not submitted before the deadline will be charged a minimum late submission fee of £5,000+VAT.

Non-Complex plans/complete information not submitted before the deadline will be charged a minimum late submission fee of £1,500+VAT.

Complex & Non-complex - Additional late fees will be charged in addition to the above on a sliding scale and will increase by £250 every week you are beyond the deadlines as follows:-

Overdue by >

1 week: additional £250
2 week’s: additional £500
3 week’s: additional £750
4 week’s: additional £1,000
5 week’s: additional £1,250
6 week’s: additional £1,500
7 week’s:additional £1,750
8 week’s: additional £2,000

Late Fee's

It is vital that full stand plans with supporting documentation are submitted to Event Support Solutions prior to the submission deadlines. Plans not submitted before the deadline will be charged a minimum late submission fee of £1,500+VAT. The late fee is now on a sliding scale and will increase by £250 every week you are beyond the deadline.

All fees must be paid in full before permission to build is granted.

If you are exhibiting with a complex stand, we recommend commissioning a structural engineer as soon as possible to help you avoid late fees. Complex stand plans submitted without structural calculations by the deadline will incur late fees.

Appointed Health and Safety Officer

At ICE it is now compulsory that each complex space only stand declare a competent person who is responsible for overall safety during the build and breakdown of their stand. These individuals will be deemed ‘safety officers’ and will be responsible for ensuring safe working practices are being adhered to. It is a further requirement that your assigned safety officer is onsite and contactable at your stand location for the duration of the build and breakdown of your stand. In the event the organiser or their appointed health and safety/floor management teams needs to liaise with your safety officer onsite and they are absent, all worked will be stopped until their return. Repeated incidences of absence can lead to your entire stand crew being dismissed from site. Your stand safety officer will be required to speak English.

Exhibitors will need to declare the name and contact details of their stand’s safety officer via the form below ASAP.

Health and Safety Declaration Form