Location and dates

Fira Barcelona Gran Via

20-22 JANUARY 2025

Stand Plan Submissions and Process

ICE Barca 2025

IGBA Barca 2025

Space Only Stand Plan Submissions and Process

All space only stand plans must be submitted to the appointed Stand Plan Inspection Agency, Event Support Solutions (ESS), by the published deadline. Please see the deadlines below:

Complex stand plans: 21st October 2024

Non-complex stand plans: 25th November 2024

All stand plans must be checked by Event Support Solutions to ensure:

  • The design meets the rules and regulations.
  • The design meets aesthetic regulations.
  • Evaluate and work with the designer to identify complex structures.

The designer and stand builder are responsible for ensuring the design and build meets the Venue regulations and Spanish Technical Building Code regulations, and that it is safe and fit for purpose for its intended use and can be safely constructed and dismantled in the timelines given.

The Organiser will not permit the construction of stands which have not been checked and approved by Event Support Solutions (ESS). A Drawing Inspection Notice must be issued prior to stand build commencing. Clarion will not permit a stand to commence build, or open to the public if the structure is considered unsafe.
 

Stand Plan Inspection Agency

Event Support Solutions (ESS) are the appointed partner responsible for inspecting all stand plans and ensuring all plans are submitted to the venue on time. ESS will also be onsite checking that stands are built according to the plans that have been submitted.

Stand Plan Submission Documentation

The following information must be submitted in full by the deadline for both complex and non-complex stands. All information is to be submitted in English and include exhibiting company’s name and stand number. Please make a complete submission to Event Support Solutions (ESS): ICEplans@eventsupportsolutions.com

  • Stand Design Inspection Form.
  • Scaleable plan view drawings showing the overall stand dimensions, all dimensions of stand fitting, walling, construction and entry/exit points as well as the location of furniture and exhibits. Dimensions should be in centimeters, millimeters and meters. Elevation view drawings showing all build heights, including any rigging.
  • 3D drawings of all open sides.
  • Layout plan of the stand showing positioning and description of exhibits.
  • Risk Assessment for the build and dismantle of the stand.
  • Method Statement for the build and dismantle of the stand.
  • Fire Risk Assessment for the stand once it is in use.
  • Construction Phase Plan for the construction and dismantle phases.
  • Details of any rigging (suspended elements from the hall ceiling).
  • Completed Intention to Rig form (suspended elements from the hall ceiling).
  • List of stand fitting materials confirming their compliance with G-Guide regulations and the Spanish Technical Building Code. If using truss in the construction of the stand, you should include details of the system being used.
  • Waste Management Plan.

For complex stands, the additional information detailed below is required:

  • Construction drawings & static calculations to prove the stability of all complex structure/s.
  • For multi-storey stands and stands with steps, you must submit step, handrail and balustrade drawings showing all step dimensions, handrail & balustrade heights and details of handrail & balustrade infills. Loadings for each element must be detailed in the calculations.
  • For super platforms & multi-storey stands, you must submit a two-storey Method Statement.

If your stand design incorporates complex rigging, e.g. timber structures, suspended stand build, canopies, metal structures and suspended exhibits, the following information will be required:

  • Construction drawings and static calculations to prove the stability of the rigging structure.
  • Calculations to prove that the rigging elements are capable of span between rigging points.
  • Lifting tackles are to be proved capable of supporting the weight of the elements.
  • Lifting points must be clearly indicated in the drawing(s) together with magnitude of load for each individual suspension point.
  • If standard trusses are incorporated into support the elements, calculations are to be provided to prove its capacity.

If your stand design incorporates complex rigging e.g. modified banner systems or simple logo drops, the following information will be required:

  • Banner system manufacturer specification document and construction drawing of amendment showing materials, total weight, load per point, fixing connections and their rating.
  • Construction drawing of element along with material, total weight, load per point, fixing connection and their rating.

Submitted information should be in the form of drawings and calculations. Drawings should contain enough detail to show exactly how the stand elements will be rigged including: connection details between venues rigging point to suspended elements, construction details of joints between elements etc. All lifting equipment/lifting tackle (i.e., eye bolts, threaded rod, steel cables, and hooks) must comply with all current, relevant legislation and must be rated. Test certificationshould be made available for inspection.


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.

Stand Plan Submission Deadlines

Please see the stand plan submission deadlines for both complex and non-complex structures: 

Complex: 21st October 2024

Non-Complex: 25th November 2024

Drawing Inspection Notice

All stands must receive a Drawing Inspection Notice from Event Support Solutions (ESS). ESS will send this to the Exhibitor and their appointed stand contractor once their stand plans and supporting documentation has been reviewed and approved. Stands that have not received a Drawing Inspection Notice will not be permitted to build onsite.

Stand Plan Inspection Fees and Late Fees

All space only stands are subject to inspection fee(s). These must be paid in full to Event Support Solutions (ESS). You will not receive a Drawing Inspection Notice 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. Fees do not include the provision of certification or structural calculations. For fees, see the Stand Design Inspection Form.  

Tender Stage Inspection
Exhibitors who have not yet appointed a contractor but wish for tendered designs to be pre-inspected must notify their potential contractors that a pre-inspection service is available at a cost of 250.00 Euros per design. Contact Event Support Solutions (ESS) if you require this type of inspection.

Complex versus Non-Complex Structures

It is the responsibility of the stand designer to determine whether the construction is complex or not.

The Venue or Organisers may class stands or rigged elements as complex structures where it has not correctly been determined by the designer. The Organisers’ decision in this regard will be final.

The structural engineer nominated by the Organisers shall inspect the complex structure at the design stage, during the build-up and on completion. All charges incurred for the use of this service are the responsibility of the Exhibitor as detailed in the Stand Design Inspection Form.


Complex Ground Mounted Structures

A complex ground supported structure is any form of construction which, regardless of height, may require input from a structural engineer, would be designed by an engineer or has through a risk assessment been found to provide a significant risk.

Complex Structures include:

  • Any structure, regardless of its height, which requires structural calculations or has had input from a Structural Engineer.
  • Any part of a stand or exhibit which exceeds four meters in height.
  • Two-storey stands.
  • Freestanding elements, e.g. sound/lighting towers.
  • Temporary tiered seating
  • Platforms and stages over 0.5m in height
  • All external exhibits are deemed complex.

Complex Rigging
Complex rigging can be defined as:

  • Structures made from timber.
  • Bespoke designed and built elements such as ceilings, canopies, metal structures.
  • Structures not manufactured to be hung e.g. exhibits or stand build modified to be hung.
  • Specialist suspended items, e.g. logos or 3D lettering.
  • Anything which has been modified to hang e.g. modified proprietary banner systems.

 

Critical Dates:

  • All complex rigging must be issued with a Permit to Raise and flown by 12:00 on Thursday 16th January 2025. 

  • Space only stand construction must be completed by 20:00 on Saturday 18th January 2025. . Only non-messy works will be permitted on Sunday 19th January 2025, e.g. dressing, product placement, graphics, cleaning, and furniture layout.

Key Points:

  • Rigorous checks by an appointed engineer are mandatory for complex ground mounted structures and rigging.
  • Once complex rigs have been inspected and satisfy the structural engineers they receive 'permit to raise', ensuring adherence to safety standards. Non-complex rigging relies on standardized procedures and visual inspections for compliance.

Complex versus Non-Complex Structures

It is the responsibility of the stand designer to determine whether the construction is complex or not.

The Venue or Organisers may class stands or rigged elements as complex structures where it has not correctly been determined by the designer. The Organisers’ decision in this regard will be final.

The structural engineer nominated by the Organisers shall inspect the complex structure at the design stage, during the build-up and on completion. All charges incurred for the use of this service are the responsibility of the Exhibitor as detailed in the Stand Design Inspection Form.


Complex Ground Mounted Structures

A complex ground supported structure is any form of construction which, regardless of height, may require input from a structural engineer, would be designed by an engineer or has through a risk assessment been found to provide a significant risk.

Complex Structures include:

  • Any structure, regardless of its height, which requires structural calculations or has had input from a Structural Engineer.
  • Any part of a stand or exhibit which exceeds four meters in height.
  • Two-storey stands.
  • Freestanding elements, e.g. sound/lighting towers.
  • Temporary tiered seating
  • Platforms and stages over 0.5m in height
  • All external exhibits are deemed complex.

Complex Rigging
Complex rigging can be defined as:

  • Structures made from timber.
  • Bespoke designed and built elements such as ceilings, canopies, metal structures.
  • Structures not manufactured to be hung e.g. exhibits or stand build modified to be hung.
  • Specialist suspended items, e.g. logos or 3D lettering.
  • Anything which has been modified to hang e.g. modified proprietary banner systems.