Outdoor Stands, Vehicles, Machinery & Equipment 2024

Please find our CDM Regulations here and fill in this form to confirm you and anyone coming onsite has read and understood this document. You will receive an email confirmation once complete, which you will use to gain access to the hall. 

Site Rules 

Each exhibitor must read the site rules before coming onsite. It is a condition of the Venue and Roar B2B Exhibitions that you fully understand your onsite responsibilities. The Site Rules below are in addition to the specific site rules relating to this event:

• Vehicle access into the halls and or a CDM site has to be approved by the Venue/Principal Contractor (organiser)
  for the event.
• Be safe and be seen - high visibility vests must be worn at all times when off-loading and loading your vehicles
  within the loading bays (areas immediately outside the halls).
• All forklift and vehicle movement within the halls and outside the halls that are directly linked to an event must
  be co-ordinated and managed safely by the Principal Contractor (organiser) of the event. Please refer to the
  NEC Forklift Policy.
• Comply with NEC Traffic Rules at all times.
• Emergency gangways should be maintained to allow cleaning tractors, forklift movement and emergency access/egress at all times.
• Emergency gangways must be clearly identified and communicated to all personnel working within the halls/CDM site.
• Only authorised access to exhibition halls is allowed – all personnel working within a CDM site must be inducted and informed of the NEC site rules.
• Appropriate management and safe methods for working at height is required at all times.
• Hot work requires a hot work permit from the venue.
• All accidents, incidents & near misses both within / outside the halls must be reported immediately to the Principal Contractor (organiser) or the Venue Event Manager.
• Work tidy - maintain good housekeeping at all times and dispose of all waste in an appropriate manner.
• Smoking (including e-cigarettes) is only permitted in designated smoking areas.
• The Venue Event Management and Health & Safety Teams have access to all CDM sites at all times.

Please see the full build timetable here.

Stand plans will need to be submitted using this form  If you require any further assistance contact our Health & Safety Team here

Failure to submit your proposals by the above date means that your stand could face delays in obtaining approval. The Local Authority could prohibit your company from exhibiting at the show.

Below are the compulsory forms that you must submit as a Space Only exhibitor.

• Construction Phase Plan
• Method Statement
• Public Liability Insurance Certificate (minimum of £5 million unless otherwise agreed)
• Risk Assessment (to include biosecurity Measures. Must be signed and dated)
• Stand Plans including a 3D visual and elevations to include dimensions and maximum height of the stand

Scaled technical plans are available from the organisers . Please remember to include your company name and stand number.

Any exhibitor that has not submitted plans will not be allowed to commence build until plans have been checked that they conform with regulations

Please consider the following when planning your stand:

• All stands must comply with the regulations as set out in the eGuide.
• Stand Numbering: All space only exhibitors must display their company name and stand number prominently on their stand so that they can be viewed from each approaching gangway. This will assist visitors in locating their position within the hall and finding the stands they wish to visit.
• Travel Distance: Adequate means of escape must be provided from all stands. The travel distances from any part of the stand to the gangway must not exceed 25m.
• Enclosed Areas: Alternative means of escape and adequately maintained general and safety lighting with exit notices illuminated by both primary and secondary lighting systems must be provided to any enclosed area.  

Complex structures are defined as any form of construction of any height, which would normally be designed by an engineer and/or has been found to provide significant risk via a Risk Assessment.

Submission Procedures

We must submit full details of all complex structures to the venue no later than 28 days prior to tenancy. Permission to build any complex structure will not be given until the venue has received copies of the following (written in English): 

• Detailed, scaled structural drawings showing:
  • Plan views of each storey of the stand/structure 
  • Sections through each storey of the stand/structure 
  • Elevations including full steelwork and staircase details 
  • Width and position of gangways within the stand 
  • Floor and/or roof loading 
  • Specifications of materials used 
  • Structural calculations 
  • Risk assessment (to include fire hazards) and method statement 
  • Written confirmation from an independent structural engineer, with adequate professional indemnity cover, that the design is safe for its purpose

Each item of information should state the event name and stand number. Complete sets of information only should be submitted, together with a plan showing the location of the stand within the exhibition.

If any complex structure is modified after the submission of the above information, plans must be re-submitted with details of all modifications and a structural engineer’s confirmation that the final overall design is safe for its purpose.

Any stand which is a complex structure or space only stand on which large numbers of people could gather will need a fire risk assessment simply because of the escape issue.

Examples include:

• Lighting rigs
• Raised walkways
• Ramps
• Sound/lighting towers
• Stands between 4m and 6m in height
• Temporary tiered seating
• Viewing/service platforms 
• Stand designs that include a platform above floor level to which members of the public have access; including stand designs that include ramps to platforms of over 600mm
• Stages of 600mm and over in height and all stages for public use are deemed to be complex
• Non-standard rigged items, eg box banners made from plywood.
• Multi-storey stands, stands with viewing/service platforms, raised walkways, sound/lighting towers, temporary tiered seating.

The organiser will obtain Certification by a structural engineer, certifying them as safe and constructed in accordance with the designer’s specification and sound and safe for their intended purpose.

Your stand approval is always subject to onsite inspection. A structural engineer will be on-site during the build period to inspect your stand. All complex stands must be completed by 13:00hrs on the last build day in order for the sign off to be completed and the certificate issued.

For all complex structures a fee of approx. £435 + VAT will be charged by Roar B2B direct to you or your contractor to cover such on-site assessments and certificate costs. Please make sure that your contractor is aware of this charge in order to avoid delays in construction approval

No electrical services are included with your stand.

Power is available to order through the official contractor Full Circle. Power is provided by a generator. Exhibitors are permitted to bring their own generators if it forms part of a prefabricated trailer or piece of equipment. Any electrical orders must be placed as soon as possible. We cannot guarantee that we will be able to fulfil orders on site. All Electrical work on your stand must be carried out by the appointed electrical stand contractor.

Any prefabricated units already wired must comply with BS7671 IEE Regulations. The cost of any modification required to comply with these regulations will be charged to the exhibitor by the Electrical Contractor. When ordering, always accompany your order with a drawing. A 20% surcharge will apply to all orders placed after TBC

Space only stands do not include floorcovering and exhibitors must make their own arrangements. 

The Exhibitor will be responsible for any damage to the floor coverings, in or around the stand. Any damage caused to the carpet by an exhibitor or their contractor will be replaced and the cost of replacement charged to the Exhibitor.