For safety and legal reasons, under 18’s are not permitted entrance at any point including build-up, show open, and breakdown. If you look under 21 you will be asked to show proof of ID, so please bring a photo ID if you think this may apply.

The abuse of alcohol, drugs and other substances can affect work performance and safety. Any person found to be under the influence of alcohol, drugs or other substances, or who are (in the opinion of the organisers and their representatives) constituting danger to themselves or any other person at the venue, will be removed from the venue by security. Where necessary, further action will be taken to remedy the situation. The consumption of alcohol is permitted onsite only during the show open period, not during the build-up/breakdown.

If you would like to have any animals on your stand, no matter how big or small, you must assess the risks in your stand's risk assessment and submit it to the organisers for approval no later than one month prior to the event. The organiser reserves the right to withhold and/or withdraw permission at any time, if the risks are deemed to be too great, or if they deem the risk assessment not being managed properly onsite.

The UK has now left the EU Customs Union and Single Market. 

Last year we hosted a webinar that covered the most recent information on this topic, you can watch this recording via the following link (here). 

To find out what this means for your ersonal travel, please visit our information on Visa's. 

With regards to the shipment of goods to and from the UK, they will be subject to similar import and export procedures to shipments between the EU and the rest of the world. Many exhibitors will already be familiar with the process now required from shipping your products to your customers worldwide however both our logistics partners are experts in door to door goods movement and are happy to provide any support required. Below are step by step guides our partners have drafted to outline the steps necessary to bring your goods to the UK.

DSV Guidance for North Hall exhibtors

ILS Guidance for South Hall exhibitors

Providing a safe and appropriate working environment for everyone. Clarion Gaming commits to provide a safe, respectful, ethical and appropriate working environment for everyone, including staff, exhibitors, customers, and suppliers, which is not discriminatory towards, or offensive to, individuals or groups for reasons of age, disability, sexual orientation, class, ethnicity, race, colour, faith, marital status or gender.

Dress code: stand staff

• This dress code applies to “stand staff”, who are defined as staff of any gender used by exhibitors or sponsors to promote their products or services at an event.
• Partial or total nudity or overtly sexual or suggestive clothing or marketing methods (including for example, in the case of female stand staff, the overt display of cleavage or navel) will not be allowed.
• At the discretion of Clarion Gaming, the sole possible exception to this rule may be promotional characters that are seen “in-game” but exhibitors must obtain permission in this respect from Clarion Gaming show management prior to commencement of the show.
• If, for any reason, stand staff and/or an exhibit and/or its contents are deemed inappropriate by Clarion Gaming show management, the exhibitor will be asked to alter the attire of its stand staff and/or the exhibit and/or its contents.
• The decision of Clarion Gaming show management in each of the above respects will be final.
• This policy is for all exhibitors and we would encourage you to support and engage with us about it. If you would like to talk to us about it or require any further guidance regarding the Code of Conduct, please contact the Operations team on ICE.support@clariongaming.com. 

 

In response to COVID-19, our team is continuing to monitor the latest UK government guidance to ensure weare up to speed on the latest and most appropriate biosafety measures. We are working with the UK’sDepartment for Digital, Culture, Media & Sports (DCMS) via the Association of Event Organisers (AEO) whichmeans we will have a direct feed of the latest requirements and updates.

Clarion will be implementing a program of biosafety measures to ensure we protect the health and safety of ourexhibitors, visitors, colleagues and contractors. As exhibitors and sponsors at ICE, we ask to that youjoin us inadapting and that you adhere to the advice and guidance given in order to make your participation and the widershow safe and comfortable for everyone. Whilst the measures below are up to date and in line with current government and local authority guidelines, as well as exhibition industry association guidance, we all know how quickly things are changing. Should any changes need to be made we will inform you via email. We are always happy to provide any additional information or answer any questions you may have. Our team is also happy to host a consultation with you on your participation and offer you specific guidance should you need additional support. To arrange one of these please speak to your Account Manager or reach out to our team directly: ICE.support@clariongaming.com. To read an overview of the biosafety measures our team are putting in place to keep our exhibitors, visitors, colleagues and contractors safe and feeling comfortable, please refer to our website. 

Exhibitors will be required to include a bio-safety section in their usual risk assessment for their own participation. This section will need to consider the transmission of COVID-19 as a new risk. They should assess how they can also reduce the risk of transmission on their own stand by considering more frequent and focussed cleaning regime, providing hand sanitiser, providing screens or PPE for staff where appropriate and of course briefing staff. You will also need to consider things specific to your stand and your activities there. Please see this guide where we advise of measures to ‘consider’ rather than being required to do so. 

To access the medical centre, go to level 0 on the boulevard and down the stairs by N4/S4. 

In case of an emergency (medical, fire, security), call +44 (0) 20 7069 4444 immediately. Do not call 999. 

If you require a technical floor plan to design your stand please email  ICE.support@clariongaming.com. The floorplan will become available on our website in due course. 

No promotional literature can be distributed or placed in public areas (including registration and feature areas) without a license from the organiser. 

A license will be required for anyone operating outside the boundary of your stand to promote your company. Regardless of what they are wearing, be it a fancy costume or a branded t-shirt, if they are trying to promote your company off of your stand then you must have a license. If you would like to have staff/promotional staff distributing items away from your stand, please contact your Clarion Gaming account manager for a license. There is no limit to the number of licenses you can request; however, you only require passes for people are working away from your stand at any point.

Charges are as follows:

• £750 per day, per one character/promo staff
• £1,500 for three days, per one character/promo staff

ICE London is a place of business and your behaviour must reflect that. If for any reason any of the below occurs then your license can and will be revoked, whereby no refund will be given and the promo staff will be asked to leave.  

• When promotional characters/staff may be walking to/from your stand to get changed, or to have a bathroom break, they will not require a license. However, they must not actively engage with persons on their way, and they should take a direct route to their destination.
• Flyers must not be left anywhere (such as tables, chairs, or communal areas).
• Any literature/leaflets found littered in seating areas or eateries, will be disposed of and any cost for waste will be charged to your company.
• Do not block or stand immediately in front of other stands.
• Do not surround your competitor stand.

Best practice is to instruct your staff/promo staff to keep continuously walking around the exhibition halls.

Please report any lost property or theft immediately to the organiser, or security, who will advise you of the appropriate course of action.

All lost property will be handed into the organiser office, or to security.  If any items are left on your stand, please deliver it to the organiser’s office or security. Any lost property will be disposed of if not claimed after 3 months.

Please see the Excel London website link for further information on lost property at the Excel - https://www.excel.london/faqs/lost-property 

As part of our Code of Conduct, Clarion Gaming is committed to providing a respectful and appropriate working environment for everyone. We ask all exhibitors to be respectful of their neighbours and ensure that their ability to engage in regular levels of conversation is not impeded. Therefore, all exhibitors must keep any music, sounds, or noise emitted from their stand within reason.

The organisers will monitor the exhibition floor for excessive noise, and if the music/sound/noise levels on your stand is deemed to be excessive, you will receive an immediate warning. If rules are continually disobeyed and two warnings are given, the power to your stand to be switched off and a fine of GBP 1,000 to be issued by the organiser to compensate your neighbours for the loss of ability to conduct business.

The organiser reserves the right to deem what constitutes an appropriate level of music/sound/noise. Our guideline is that no music/sound/noise may exceed 85dB. Sound readings will be taken from by the organiser on a calibrated noise reader, and their decision will be final.

If you do have music on your stand, you must disclose this information by completing the Special Activities form.

The organiser reserves the right to exclude or reject both visitors and exhibitors from the exhibition hall, including anyone who (in the opinion of the Organiser) is promoting, selling, marketing, or exhibiting items or products that in any way copies or reproduces another product/item already being produced or manufactured by any other exhibitor or manufacturer.

Information about applications for patents and copyrights can be obtained from:

The Patent Office
Tel: +44 (0)1633 814000
Website: www.gov.uk/government/organisations/intellectual-property-office

Clarion Gaming is committed to ensuring a respectful representation of all sexes at the show. In the spirit of the 21st century where both men and women play strategic and decision-making roles in businesses, we encourage all of our exhibitors to be mindful of how all staff promote their products at the show, and how this is represented to avoid any offense and stereotyping.

All promotional characters need to adhere to our Code of Conduct and dress code further above. If they do not, they will be asked to leave and no refund will be offered, we suggest they are also educated about your product so they can engage with visitors as well as being models.

The organiser will not provide a dressing room, or similar facility, for staff to get changed. This must be done on your stand, restrooms, or you may wish to consider booking a meeting room for this purpose. Please contact your sales representative for further details if you would like to book a meeting room.

The public address system at the exhibition is for organiser's official announcements and emergency messages only. It is NOT available for use by exhibitors or visitors under any circumstances.

Smoking, E-cigarettes and Vaping are strictly not permitted in any part of the venue, including on the lorry ways. Please exit the venue and use the dedicated smoking areas provided at the East and West Entrances.

Please Note: If you are planning on providing e-cig/vaping products as promotional giveaways to visitors on your stand then we ask you to ensure that you declare this factor on the stand activations form. 

Performances such as dancers, bands, DJs or other musical acts are permitted on stands, although you must complete our Special Activities form, click here to do this. This must be submitted no later than one month prior to the event for approval.

Performances must not last more than 10 minutes, and take place no more than twice a day (i.e. 1 in the morning and 1 in the afternoon). All performances must comply within our noise guidelines further below.

You are responsible for arranging the storage of your literature, packing cases, and boxes.

• All items must be stored within the confines of your stand.
• Fire regulations require that any items found outside your stand will be removed, as they will be deemed a fire hazard. Therefore, any fees incurred as a result of the removal of items will be charged back to the exhibitor.
• You must not store literature or giveaways behind your stand. Any literature, packing cases or boxes found behind stands will be removed and the fees incurred for the removal of items will be charged back to the exhibitor.
• If you need to organize storage off site, please contact the official freight supplier for the hall you are in.

It is your responsibility to obtain all the consents and licenses from the relevant authorities. Exhibitors who will be playing live broadcasted content will require a TV license, and are responsible for acquiring one for the show. For Video Performance Licenses (VPL) contact: Tel: +44 (0)20 7534 1400.

Exhibitors who will be playing licensed music on their stands during the show are responsible for buying the PRS element of the music license. This can be done by contacting exhibitions@pplprs.co.uk or telephone +44 (0)800 086 8820. Clarion Events will pay the PPL element of your license provided you have indicated you will be playing licensed music on the Health and Safety Declaration Form.