1.1. The Organiser reserves the right to alter or add to these Rules & Regulations (either generally or in relation to any one or more Exhibitors) if, in their discretion, such alterations or additions are necessary or desirable in the interests of the Show and/or our Exhibitors or Visitors. Exhibitors must comply with any such alteration or addition as soon as the Organiser gives Exhibitors notice, whether such notice is provided in writing, orally or otherwise.
1.2. These Rules & Regulations are to be read in accordance with the Exhibiting Terms & Conditions and the definitions contained therein.
2.1. Where Exhibitors have contracted for Shell Space:
2.1.1. The Organiser will appoint and instruct such contractors as they see fit to construct a Shell Stand; such Shell Stand shall prominently display the Stand number and require no stand-fitting on Exhibitors part. The fascia of the Stand with the Stand number is standard and must not be amended or replaced.
2.1.2. Exhibitors must not directly or indirectly obstruct the construction of, interfere with, or otherwise alter the physical structure of the Shell Stand.
2.1.3. The Exhibitor may at their expense instruct a designer and/or contractor to design and complete the interior only of the Shell Stand.
2.1.4. The Organiser shall endeavour to erect Stands not less than 2 days before Show Opening.
2.1.5. Property rights in the Stand shall remain vested in the Organiser at all times.
2.1.6. Exhibitors must leave the Stand in situ after Show Closing in the same condition as it was when the Organiser erected it, except for fair wear and tear.
2.2. Where Exhibitors have contracted for Space Only:
2.2.1. The Exhibitor may use a competent contractor of their choice for the construction and erection of the Stand; such stand must comply fully with the Permission to Build Notice.
2.2.2. Open Space Exhibitors must prominently display Exhibitors Stand number in figures of no less than 10cm high or as otherwise directed by the Organiser.
2.2.3. When erecting an outdoor Stand, Exhibitors and their contractors must take special care to avoid underground electrical cables, pipes and other utilities. Great caution will be required when driving pegs or stakes into the ground. It will be the responsibility of each outdoor Exhibitor to use, or to ensure that their stand/marquee contractor uses, a CAT Cable Locator to identify cables and obtain a ‘Marquee Permit’ prior to staking into the ground.
2.2.4. Exhibitors shall be liable for the cost of repairing any damage caused to underground pipes and cables within their Space, and for any loss or injury so caused.
3.1. The Organiser shall give Exhibitors reasonable notice of the Build-Up and Breakdown Exhibitors must not commence delivery, installation or arrangement of the Stand or Exhibits before the dates and times referred to in the Build-Up and Breakdown Schedule.
3.2. The Organiser reserves the right to vary those dates and times but shall try to give to Exhibitors reasonable notice of such variation. In no circumstances shall the Organiser be liable to Exhibitors for any loss or expense, which may occur as a result.
3.3. The Exhibitor must ensure that the construction of the Stand and the arrangement of Exhibits on Exhibitors’ Space be fully completed on or before 5 p.m. on the day before the Show Opening. The breakdown of the Stand and removal of Exhibits may not be commenced until after the Show Closing. Exhibitors must ensure the complete breakdown and removal of the Stand and the removal of all the Exhibits by the date advised in the Build-Up and Breakdown Schedule. Any property remaining on the Stand after the Final Clearance Date shall be subject to the Organisers Rights of Lien and Sale (clause 25 Exhibitors Terms and Conditions).
3.4. If Exhibitors or their employees, agents or sub-contractors should fail to fully vacate the Show by the Final Clearance Date, for whatever reason, the Organiser shall hold Exhibitors fully responsible for all losses and expenses incurred by the Organiser as a result and Exhibitors agree to indemnify the Organiser against all such losses and expenses.
3.5. Movement orders must be strictly adhered to during Build-up and Breakdown. On the last two days of Build-Up, only Exhibitors and their authorised contractors shall be admitted to the Show in accordance with the Build-Up and Breakdown Schedule. Exhibitors must inform their personnel and contractors of this regulation.
3.6. Exhibitors with Stands outside should provide their own adequate temporary lighting of their own on and around their Stand if they need to work after dusk.
4.1. Exhibits must be promoted, displayed and exhibited in a safe and responsible way.
4.2. Exhibitors must ensure that an appropriately responsible, competent and knowledgeable representative is present on the Space each day of the Show during the Show Open Period, from 15 minutes before the Show is due to open to Visitors until 15 minutes after the Show closes. The Space and Exhibits must remain open to view and intact throughout the Show. If any Exhibitor fails to open, attend or uncover the Exhibits during that period the Organiser may open and uncover the Space at the Exhibitor’s expense and risk.
5.1. The Exhibitor must maintain the Space and Stand in good order and in a clean condition for the duration of the Show Open Period.
5.2. Exhibitors must not carry out major cleaning or maintenance of the Space or Stand whilst the Show is open to Visitors but should regularly tidy and remove rubbish.
5.3. Chemicals used for cleaning must be brought to the Organisers attention before use, and their consent for use at the Show be obtained; the Organiser may grant or refuse consent at its absolute discretion.
6.1. In order that the Organiser may promote and facilitate quality control, security and safety, Exhibitors must not provide, or seek to provide, the services of catering, lifting or mechanical handling, telephonic and internet connectivity for communications, power, water or waste disposal or other services to their Space, Stand or Exhibits or to other Exhibitors.
7.1. The Organiser shall appoint the exclusive mechanical handling contractor for the Show; no other mechanical handling contractor shall be permitted to operate cranes, fork lift trucks, service vessels or other handling equipment at the Show.
7.2. Unless expressly included within the Space package, Exhibitors must directly contract the Organiser’s nominated lifting contractor;
7.3. Exhibitors must ensure that a competent and responsible representative is present during any mechanical handling of their Exhibits
7.4. Where mechanical handling is required, failure to arrive at the specified time may involve delay for Exhibitors; where this results in increased congestion and/or delays in moving other Exhibitors’ materials the Organiser may at its discretion invoice Exhibitors, causing such a delay, a surcharge in accordance with the standard charges, a copy of which will be supplied on request.
7.5. Where Exhibitors are unsatisfied with the service or any damage has or is alleged to have occurred the Exhibitor must immediately notify the Organiser and its nominated contractor.
7.6. The Exhibitor shall confirm all relevant heights and sizes, under the signature of an Exhibitor’s representative. Exhibitors are therefore put on notice that reliance shall be placed on such data, which shall be deemed accurate, and that Exhibitor shall be accountable for any accident, damage or injury which results from any inaccuracy in the data given.
8.1. The Organiser shall appoint the exclusive electrical contractor for the Show; no other electrical contractor shall be permitted to operate within the Show.
8.2. Unless expressly included within the Space package, Exhibitors must directly contract with the Organiser’s nominated electrical contractor.
8.3. Electricity consumed, and a connection charge, shall be billed directly to Exhibitors by the contractor.
8.4. In no circumstances must Exhibitors interfere with any electrical installation, except to connect apparatus to authorised plug points. If any Exhibitor does so, or permits another to do so, the Organiser may at its discretion request the contractor to immediately disconnect their electrical supply.
8.5. The Exhibitor must not suspend, or attempt to suspend, any electrical wiring or light fittings from any overhead structure at the Show. All light fittings must be properly incorporated in the design and construction of the Stand, and all floor level lighting properly protected so as to offer no risk to people or property.
8.6. Electricity shall be available to Exhibitors from half an hour before, to half an hour after, the Show opens to Visitors each day.
8.7. The Exhibitor must ensure that all electrical equipment and appliances used on their Space have been appropriately tested and conform to the relevant health and safety regulations. In the event that the electrical system on the Space is found not to conform to such regulations, the supply shall be withdrawn. The cost of tracing and repairing faults caused by defective equipment shall be charged to the Exhibitor. Multiple adaptors are not permitted.
8.8. The use of portable generators for supplying electricity is prohibited.
8.9. No form of electric or gas heating shall be permitted on the Space other than internal heating systems in boats in the Marina.
9.1. The Organiser shall appoint the exclusive telephone and internet connectivity contractor for the Show; no other telephone and internet connectivity contractor shall be permitted to operate within the Show.
9.2. Should Exhibitors require a land line, telephone connection and/or internet connectivity, Exhibitors may apply direct to the service provider using the form provided by the Organiser in the Exhibitor Manual.
10.1. The Organiser shall appoint the exclusive catering contractor for the Show; no other catering contractor shall be permitted to operate within the Show; where Exhibitors wish to use another catering company Exhibitors must first obtain the Organiser’s written A loss of revenue fee will be imposed on Stands found to be in breach of this clause and a levy has been exercised on the Organiser by the Venue.
10.2. Exhibitors must ensure that where alcoholic beverages are consumed on their Space that such consumption is in moderation. Exhibitors must not permit or tolerate any alcohol abuse, nor the taking of prohibited drugs.
10.3. Sampling of food or beverages shall not be permitted at the Show without the Organiser’s/Venue’s prior written consent. Such consent shall only be given in accordance with the Show policy as amended from time to time. Requests for consent must be made no later than one calendar month prior to the Show Open Period. Exhibitors must contact the Venue/Organiser to apply for such consent.
11.1. Exhibitors must submit to the Organiser details should they wish to sell alcohol from their Stand, and must gain prior permission in writing from the The Exhibitor must provide a member of staff on the Stand who is personal licence holder.
12.1. Where an Exhibitor has obtained consent to offer food or beverages such Exhibitor must ensure that they are offered in accordance with applicable legislation, including but not limited to:
12.1.1. Food Safety Act 1990: This states that it is an offence to sell food, which is not of the nature, substance or quality demanded by the consumer.
12.1.2. Food Safety (General Food Hygiene) Regulations 1995: Controls the hygiene standards of food premises and require food businesses to carry out a “Risk Assessment”.
12.1.3. Food Safety (Temperature Control) Regulations 1995: This applies to the effective temperature control of perishable and hot products. Most foods, which need to be kept cool, have to be kept below 8ºC although poultry has to be kept below 4º Cooked food, which is kept hot, must be kept above 63ºC.
12.1.4. The Food Labelling Regulations 1996: This covers the labelling of foodstuffs. These regulations state that it is an offence to sell, or possess for sale, food that is beyond its “use by” date.
13.1. No mains water or waste service may be connected to a Stand.
13.2. No paint, oils, fats, waste food, spirits, chemicals or other noxious substances shall be discharged into the drainage system. These materials shall be discharged into closed containers manufactured of material suitable for this Full details of wastes of these types are to be submitted to the Organiser who shall make arrangements for their disposal at the cost of the Exhibitor. The cost of clearing or repairing the drainage system or making good any other damage caused by the Stand effluent shall be the responsibility of Exhibitors.
13.3. During the Breakdown period all Exhibitors are responsible for removing their own large items of standfitting, eg: Wall panels, carpet, surplus wood, etc. Failure to do so may result in Exhibitors being liable for excess cleaning charges.
14.1. The Organiser shall appoint the exclusive security contractor for the Show; no other Security contractor shall be permitted to operate within the Show.
14.2. The risk of the Exhibits and other property and persons at the Show shall remain vested in the relevant Exhibitor. The Organiser accepts no liability whatsoever or responsibility for any theft, loss or damage to the Space, Stand, Exhibits or other property belonging to Exhibitors or which is in Exhibitor’s possession, care or control.
14.3. Exhibitors must immediately report any criminal activity, known or suspected, or suspicious packages, or any loss, theft or damage to their Exhibits or property, either to a security officer or to the Police.
14.4. Sheets for covering Exhibits or Spaces at the close of the Show to Visitors each day may be hired from the Organiser’s nominated supplier, details of which can be obtained from the Organiser on Such sheets must be removed and stored out of sight of Visitors each day before the published opening time of the Show to Visitors. Night sheets must be flame retardant.
14.5. The Organiser’s contracted security guards shall take charge at all times, at all gates where access is Exhibitors must ensure that their passes are carried at all times. Passes shall only be considered valid if signed and carrying a photograph of the holder. Under no circumstances are passes transferable. Exhibitors must inform the Organiser promptly if any passes are lost or stolen.
15.1. The Organiser may permit television or audio broadcasting transmissions, filming, photography and audio recordings at any time during the Show and may re-site Exhibitors and/or their Exhibits for that purpose, at their risk and expense, if so requested by the relevant producers. The Organiser shall reinstate such Exhibits to their previous locations as soon as reasonably practicable.
15.2. The Organiser shall have no liability whatsoever for the nature or content of any transmission or production broadcast from or recorded at the Show.
15.3. Should Exhibitors wish to permit any television or audio broadcasting transmission, filming, photography or audio recording at the Show they must apply to the Organiser and obtain its written consent; such consent not to be unreasonably withheld or delayed.
15.4. Where Exhibitors request the re-siting of any other Exhibitor’s Exhibits for such purpose, the Exhibitor must obtain the relevant Exhibitor’s consent and make all necessary arrangements for the Exhibits removal and reinstatement as soon as practicable, incurring responsibility for all risk and expense.
16.1. The Exhibitor must not use any public address or audio system, nor permit any live performance at the Show without the Organiser’s written consent; such consent not to be unreasonably withheld.
16.1.1. Where consent is given it may be revoked at the Organiser’s discretion if in the Organiser’s reasonable opinion the public address, audio system, or live performance at the Show is causing inconvenience and/or annoyance and/or nuisance to other Exhibitors or to Visitors, or creating a health and safety risk or which may mask any emergency announcements.
16.2. Any Exhibitor application for live performance consent shall be subject to a full risk assessment; such requests must be made to the Organiser at least two months prior to the start of tenancy at the venue.
16.2.1. Where a live performance request is granted Exhibitors must ensure that all equipment and displays are located within their Space and any demonstration does not constitute a fire or safety hazard or nuisance.
16.3. It will be Exhibitor’s sole responsibility to obtain an appropriate licence for the playing of recorded music from the Performing Rights Society Limited (PRS) or other appropriate body, and pay the fees or royalties they require. Please complete and return the PRS Form direct to See the Exhibitor Manual for Contract to Exhibit.
16.4. Whilst Exhibitors are solely responsible for obtaining any such PRS licence, the Organiser has arrangements with Phonographic Performance Ltd (PPL) and Video Performance Ltd (VPL) for licences to be issued through, and licence fees to be paid to the Organiser as their agent. A PPL licence will be distinct and separate from the PRS and VPL licences, and in many cases Exhibitors may need all three.
16.5. If Exhibitors intend to play music on the Space during the Show, Exhibitors must:
17.1. The placing of apparatus in the gangways or in front of exits for taking photographs or motion pictures or for television or radio relays shall not be permitted during Show open hours without the Organiser’s express consent. A specific risk assessment and the ‘Film & Radio Crews Safety Undertaking Form’ must be received and authorised by the Organiser a minimum of 30 days prior to the Show opening to Visitors.
18.1. At least 60 days prior to the Show Opening, Exhibitors must obtain the Organiser’s written consent (which shall be granted or withheld in its absolute discretion) for the use of any flashing or interrupted lighting, laser display or other non-standard type of electrical or other illumination at the Show; ensuring the Organiser can display appropriate warning notices at the entrance to the Show stating that stroboscopic lighting shall be operating.
18.2. A fireman’s switch will be required for all neon lighting. This switch must be positioned 3m above the floor so as to be out of Visitors’ reach but easy for the Fire Brigade to find. Neon units must be positioned so as to be out of reach by any person.
18.3. Stroboscopic lighting units shall be mounted at high level and wherever possible the beams deflected off a matt surface to reduce the Strobes shall not be sited on escape routes or corridors or stairs or other changes of level.
18.4. Where stroboscopic effects are used in public areas, the sources shall be synchronised and locked off to operate at a fixed frequency outside the band of 4 to 50 flashes per second.
18.5. Laser installation and operation shall comply with the HSE Guide ‘The Radiation Safety of Lasers Used for Display Purposes’ HS(G)95, and only undertaken by competent persons. Lasers produce very intense light beams, which could blind; cause skins burns or even start a fire if used improperly. Even reflected beams can be dangerous. These conditions do not apply to Class 1 or Class 2 lasers.
18.6. Laser beams shall be at least 3m above the highest affected floor level at all times and arranged so that they cannot scan onto any member of the public, performer or staff. Supporting structures shall be rigid to avoid any accidental misalignment of the laser(s). Any mirrors shall be securely fixed in position.
18.7. Laser equipment, including mirrors, shall be placed out of the reach of the public.
18.8. The alignment of the laser installation, including any mirrors, must be checked on a daily basis by a competent person from the laser installation contractor that installed the laser.
19.1. Any marine radio or radar used or displayed at the Show must comply with all relevant regulations and licensing Radar towers may only be used with the Organiser’s prior written consent.
20.1. Marina Exhibitors must comply with the requirements below and those summarised in the Exhibitor Manual; failure to do so shall result in Exhibitors being prohibited from exhibiting or demonstrating boats at the Show.
20.2. Marina Exhibitors shall remember that at all times they are berthed in water which is under the jurisdiction of Associated British Ports. They shall observe all rules and regulations as prescribed and submitted to them and applied by the Harbour Master, as well as the Organiser, in whom authority to decide on any and all course of action as and when the necessity arises shall be vested. The Organiser’s decision will be final and Exhibitors shall not at any time approach persons other than the Organiser on any matter regarding the Marina.
20.3. Exhibitors must at all times consider other users of Southampton Water. The Harbour Master has full power to take legal action against any person causing hazard or risk to other users. Very slow speeds (6 Knots) must be observed when leaving or approaching the Marina.
21.1. The Marchwood Demonstration Area is allocated as the demonstration area; this area will be designated by yellow marker All guidance Rules & Regulations regarding demonstrations must be adhered to strictly by all Exhibitors; non compliance may result in the Organiser imposing a temporary or permanent ban on demonstrating their boats.
21.2. All Marina Exhibitors undertaking on-water demonstrations must submit their Skipper’s full details using the ‘Marina Demo Forms’ MS1 and MS2, and obtain their ‘Marina Demo Permission’ in writing from the Organiser. When Exhibitors arrive onsite, all Skippers must check-in with the Organiser to get their details checked in-person, whereupon they shall receive a marker or wristband to indicate they are an officially recognised demo-Skipper.
21.3. When travelling at speeds, boats shall at no time encroach on water outside the marker buoys.
21.4. The Marchwood Demonstration Area will only be available for use during the Show Open Hours. Exhibitors must not demonstrate boats in this area outside of these hours.
21.5. Only boats up to 10m length are permitted to use this area. Exhibitors with boats over 10m in length who wish to demonstrate can use Southampton Water beyond Hythe Pier. Exhibitors shall still be subject to the Harbour Master’s regulations. Prior to carrying out a demonstration Exhibitors must contact the Organiser to advise of its intention to demonstrate and return time.
21.6. The maximum permitted speed in the demonstration area is 25 Speeds must be reduced when turning at the western end, in order to avoid causing hazard or risk to permanent private moorings and to ship repairers working in the vicinity. Speeds must be reduced when turning at the south-eastern end, in order to avoid causing hazard or risk to permanent private moorings. Care must also be taken to allow access for craft entering and leaving the three sailing clubs along Western Shore.
21.7. All craft must travel in a clockwise direction, e. keeping the marker buoys on the port side.
21.8. All craft must carry operational VHF radios on Channel 12 to enable them to be contacted if necessary.
21.9. Exhibitors must show consideration for other users with regard to excessive speeds and consequent wash.
21.10. A 6-knot speed limit must be observed when travelling between the Show’s Marina and the Marchwood Demonstration Area, or any other area of Southampton Water. Speeds must be adjusted to allow for prevailing conditions and other It should be noted that Southampton Water is monitored by VTS (Vessel Traffic Services) Centre, where the Harbour Master will be based, and therefore any breach of regulations shall be immediately observed and reported.
21.11. All demonstrating Exhibitors must check in with the Marina Patrol Boat at the entrance to the Marchwood Demonstration Area before starting their demonstration and must comply with any instruction given.
21.12. The Organiser’s Marina patrol boats shall be in attendance at all times around the Marina to re-enforce the Harbour Master’s and the Organiser’s regulations. Exhibitors must comply with any instruction given.
21.13. Exhibitors wishing to demonstrate must use a qualified helmsmen where the minimum qualifications required are: For a powerboat, the RYA National Powerboat Certificate 2 or equivalent qualification and 12 months experience. For a Yacht, the RYA Day Skipper or equivalent qualification and 12 months For a dinghy it is the RYA National Sailing Certificate 3 or equivalent qualification and 12 months experience.
21.14. No mooring-off shall be permitted. Any craft, whether officially exhibited or not, shall be committing a breach of Port Regulations if found moored within the vicinity of, or adjacent to, the Marina. Offenders may be towed away and impounded.
21.15. All Marina Exhibits must arrive by sea: no facilities shall be provided for the launching of craft at the Show site. The Organiser shall not be responsible for any loss of or damage to craft or their contents whatsoever the cause; particularly with regard to boats being brought to or leaving the Show; and Exhibitors must make their own insurance arrangements as required and necessary.
21.16. All craft exhibited at the Marina must be seaworthy and fully equipped with anchor, ropes, fenders, etc: engines must be connected and in full working order.
21.17. Where fitted, engine kill-cords for engine cut-off, must be used at all times and must be tested and fully operational before the craft is taken out.
21.18. All Exhibitor boats on the Marina must be manned by a competent helmsman who must at all times be available to move the boat in the case of an emergency.
21.19. In the interest of safety, the Organiser has the discretionary right to close the Marina to Visitors at any time during Show Open Hours as deemed necessary.
21.20. Exhibitors are responsible for the health and safety of all visitors and staff when on and around their boats at all Visitors must be escorted when on board. On all boats man overboard and fire fighting equipment must be readily available at all times and suitable personal floatation devices must be worn by all persons regardless of the size of the craft.
21.21. Exhibitors must not at any time hand over the helm to a passenger.
21.22. Marina Exhibitors are expressly forbidden to use or permit the use of inboard toilet accommodation whilst moored at or in the direct vicinity of the Marina.
21.23. The Marina walkway and fingers must be kept clear of all encumbrances and obstructions, e. flag poles, signs, carpets, floor coverings, gangplanks, ropes etc. Access to boats must be safe at all times. Steps shall be allowed at the Organiser’s discretion. Signs stating the company name and berth number shall be provided by the Organiser and shall be the only identification permitted: any signs required by Exhibitors must be displayed solely on the craft. Davits, bowsprits etc. must not overhang the walkways.
21.24. On the final Sunday of the Show, Exhibitors who wish to leave their berths to demonstrate their boats after 1600 hours must obtain permission from the Organiser; all boats must return to their berths before Show Open Hours end.
21.25. All craft must vacate the Marina by 1800 hours on the Monday following the close of the Show; unless due to weather conditions it is not safe to do so. The Organiser cannot accept responsibility for any craft which have to be relocated in order to remove any section or sections of the pontoons after this time.
21.26. For the avoidance of doubt, berths are allocated and priced based on the total overall length (to include any outboard engine, bathing platform, davits, bowsprit etc) and the maximum beam at its widest point as declared on the Contract to If a boat is found to be larger than stated, the Organiser reserves the right to relocate the boat or craft and submit a supplementary invoice for the additional cost.
21.27. Vehicle passes shall not automatically be sent to Marina Exhibitors but if deliveries are required (leaflets, equipment etc) which cannot be carried or taken by water, or by trolley and a vehicle is required to make them, an application must be made for a vehicle pass. The vehicle must be removed from the Show immediately after the delivery has been made. Please note that priority shall be given to land-based Exhibitors when vehicles passes are allocated.
21.28. Hospitality Decking: No structure or items may be affixed by Exhibitors to the decking area of the hospitality area without the Organiser’s prior written These decks are subject to a weight loading and Exhibitors must not build Stands or place heavy exhibition material on them.
21.29. By order of the Health and Safety Executive, radar equipment on all craft must be switched off when moored at the It may be switched on for brief periods for demonstrating to customers.
21.30. All Marina Exhibitors staying on a Marina berth overnight must comply with all guidelines set out by the Organiser. Exhibitors must check-in and out with security control after Show hours, use a lifejacket (with automatic light on it) and a torch when moving around the Marina after dusk and always stay in pairs.
22.1. Exhibitors must design and/or build Stands to a professional and safe standard and maintain this standard throughout the Show so as to fully conform to these Rules and Regulations and the Stand design as approved by the Organiser when issuing the Permission to Build Notice.
22.1.1. Failure to make the required Submissions, or to comply with any other terms in relation to Space Submissions will be considered a material breach of the Agreement.
22.2. Should any design submitted by an Exhibitor fail to comply with the Show Terms & Conditions, Exhibitor Rules & Regulations or Exhibitor Manual, the design shall be refused by the Organiser. Such refusal will be communicated through a ‘Plan Refusal Notice’ or a request for further information in order to verify compliance; until such compliance is ascertained no Permission To Build Notice will be issued. The Organiser will not be held liable for any delay in granting approval of plans.
22.3. Exhibitors must not commence any Stand fitting or positioning of Exhibits at the Show unless a Permission To Build Notice has been obtained in accordance with the guidance contained in the Exhibitor Manual. A submission must be provided each year with relevant forms and Structural Calculations etc, as appropriate. A previous year’s Submissions will not be accepted unless a covering letter from the Exhibitor’s structural engineer confirming that the Structural Calculations are still suitable.
22.4. A Permission To Build Notice may only be obtained from the Organiser; such notice does not constitute an opinion that the Stand when constructed will be safe, or that it will automatically be deemed safe for Visitors, only that the Submission complies with the Show Terms & Conditions and Exhibitor Rules & Regulations design requirements.
22.5. General checks made by the Organiser, its contractors or agents are made to ensure compliance with Show health & safety guidance as well as the Permission to Build Notice.
22.6. The Organiser nor its contractors or agents shall be liable in the event the Stand is found not to comply with any relevant Rules and Regulations as well as these Terms and Conditions, the Exhibitor Manual or the Venue’s own regulations.
22.7. The Organiser reserves the discretionary right to require Exhibitors, and/or their contractors, to make improvements or changes to the Stand; or, directly or through contractors, alter, demolish and/or reconstruct Exhibitors Stands and/or the layout of the Exhibits, or take any other necessary action to ensure all Space, Stands and Exhibits fully conform with the Show Terms and Conditions, are finished to a professional standard or in the overall interests of the Show.
22.7.1. Exhibitors must, on demand, pay to the Organiser all costs and expenses that the Organiser may incur in having to take such action.
22.8. The Exhibitor must ensure that the dimensions of the Space allocated to them are accurate before commencing construction of their Stand and/or setting or installing Exhibits and make all other necessary checks of the allotted Stand and/or Space considered reasonably necessary as good working practice.
22.9. No part of any Exhibitor’s Stand or Exhibits or property belonging under their control, including banners or any other item showing the Exhibitor’s branding shall protrude beyond, overhang and/or obstruct any gangway or other Stand or other Exhibitors’ Space, or otherwise exceed the Perimeter of the Exhibitor’s Stand.
22.9.1. Except where boats overhang the Perimeter of the Space with the Organiser’s specific written permission, subject to the submission of plans within the stated deadlines to enable due consideration of health and safety and other issues relevant to the Show. If an Exhibitor’s boat overhangs the allocated Space Perimeter it must not cause an obstruction or create a hazard to Visitors and Exhibitors shall be charged a full Rent for the area occupied by the overhang, with no discount.
22.10. Any dispute or uncertainty relating to the Perimeter, of Stand space, signage, positioning of Exhibits, banners and logos, etc, shall be determined and settled by the Organiser, and the Organiser’s decision shall be final and binding upon Exhibitors.
22.11. The Exhibitor shall not change the design, colour or layout of their Space or Stand or the Exhibits following the Show Opening, without the Organiser’s written consent.
22.12. Upon request, the Organiser will provide Exhibitors with the name and contact details of other Exhibitors whose Spaces shall be adjacent to, or close to, their own Space; Exhibitors shall be required to communicate with neighbouring Exhibitors to ensure as far as practical that there will be no conflict between the layout and construction of neighbouring Stands, Spaces or Exhibits, for the benefit of the Show and Visitors and to help maintain the spirit of the Show. Whilst the Organiser will take all reasonable precautions to ensure that neighbouring Exhibitors build in line with the Exhibitor Rules and Regulations, it is the Exhibitor’s responsibility to ensure that neighbouring Stands, Exhibits, walling or features shall not be detrimental to their own Space. The Organiser will not supply copies of Exhibitors’ stand plans to other Exhibitors.
23.1. Undercover Stands must be built to a minimum height of 5m, with a maximum height of 3.0m where adjacent to a Wall and 4.0m elsewhere.
23.2. Multi-storey Stands built on Outside Open Space may be built to a general height of 6m at the Organiser’s discretion. Exhibitors must contact the Organiser for further details and The overall Stand height shall be determined by the Structural Calculations, wind loading and Stand position. The Organiser reserves the right to enforce a lower Stand height than an Exhibitor’s application at its absolute discretion should it consider it necessary.
23.3. Any outdoor Exhibitor displaying boats wishing to build a Wall between them and an adjoining Stand displaying boats must include a set-back of 2m from a walkway at a maximum height of 1.2m and consult with the adjoining Exhibitor to ensure the walling will be acceptable to both parties. Confirmation must be submitted in writing to the Organiser. In the event of a dispute the Organiser’s decision shall be final.
24.1. All boats exhibited on hard standing must be placed in a horizontal position, with the lowest part of the keel on the hard standing/ grass/floors unless otherwise agreed in writing by the Organiser.
24.2. All boat cradles must be suitable and sufficient for the required load. Full structural details and/or Structural Calculations must be submitted at the same time as the Stand drawings together with an inspection certificate from an independent structural The Organiser reserves the right to exclude or insist on changes being made to any unsatisfactory or unstable boat cradle drawn to the Organiser’s attention.
24.3. Visitors must not go forward of the cockpit area externally of any boat exhibited, and must be under the full control and guidance of the Exhibitor’s personnel at all times; where this is not possible, then a method of physically stopping Visitors going forward on the deck must be used and a higher handrail and netting may need to be It is imperative that any potential area where persons may suffer a fall from height be properly guarded. Muslin, cloth or any other non-structural material must not be used to span the gaps between boats so as to make the gap appear solid.
24.4. Fuel will only be allowed in boats exhibiting in the Marina.
24.5. Where Exhibiting in the Marina Exhibitors must ensure that:
24.6. All batteries must be made safe and/or if on land, disconnected. All power for internal boat display lighting, must be supplied through a suitable mains transformer. All props, powered winches, anchors, drives, pumps and hatches must be physically disconnected on the boat in order to prevent Visitors inadvertently operating them.
24.7. Exhibitors may erect a banner of up to 600mm wide on a yacht with a fully erected mast. The length of the banner must not exceed the vertical extremes of the forestay or backstay, and the banner must be parallel to them, below them along the whole length. If, in the Organiser’s reasonable opinion, a banner causes a nuisance to another Exhibitor, or may be detrimental to the Show, obstructs or obscures the view to other Exhibits, Exhibitors must remove or reposition it upon notification by the Organiser.
24.8. Propellers must be removed or otherwise made Low-level lights and trailer tow-bars must be suitably guarded and positioned so as to avoid persons walking into or touching them. Anchors and bow-rollers must be at least 2.5m off the floor, removed, or firmly secured and not protruding over the Stand boundary.
24.9. Where a boat cradle sits over a duct cover or drain, then a suitable base plate should be used which overlaps the duct cover by at least Please see the base plate regulations herein.
24.10. All Exhibits must be safe and guarded where necessary.
24.11. Only the officially appointed Show contractors are permitted to undertake boat Please use the Lifting Order Form in the Exhibitor Manual.
25.1. All moving parts of any machine must be suitably guarded at all times.
25.2. Exhibitors must not under any circumstance run internal combustion engines or electric motors, or to hold or store in the Space or elsewhere at the Show any fuel, anti-fouling, flares, paints, liquefied petroleum gases (propane, butane etc) or other pyrotechnic or inflammable products, although Exhibitors are at liberty to advertise them for sale on Exhibitors Space.
25.3. Notwithstanding 25.2, Exhibitors may with the Organiser’s express permission:
25.4. Fuel required for demonstration of Exhibits must be obtained from a marina site and must not be carried to or from the Exhibits lying in the Marina Berth, other than across the water.
25.5. It may permissible to run electric or diesel-driven equipment (not engines) for display purposes only. Such equipment must conform to Local Authority regulations for the Venue, based on noise, emissions, fuel storage and public safety. Exhibitors must request permission from the Organiser and indicate the nature and appearance of the display when submitting Stand plans. The Organiser has the right to determine the suitability of the display when Exhibitors seek Stand plan approval.
25.6. Liquefied petroleum gases (“LPG”propane, butane etc) are not permitted at the Show except with the Organiser’s prior permission in writing, and then only outside the LPG presents a substantial fire/explosion risk. To be granted permission, Exhibitors must submit details of the appliance and why mains gas cannot be used, together with a risk assessment at least 30 days prior to the Show.
25.7. All liquid fuels and LPG must be used with the greatest vigilance and care and precautions must be taken against the risk of fire.
26.1. To protect against Legionnaire’s Disease, Exhibitors must adhere to the following:
26.2. Water features must have a suitable bund tray installed to eliminate any leakage onto the hall floor and into floor ducts.
26.3 .Water for either display or product demonstrations shall be subject to testing for bacterial content throughout the duration of the Show by the Organiser’s officially appointed agent. Exhibitors featuring water on their Stand shall share the costs involved in water testing.
26.4. Direct connections from the water mains service to a machine shall not be permitted unless a double check valve is fitted at the inlet to the machine. All vessels of this type containing water are to be fitted with either a connection in the base to a waste pipe ordered from the Show’s official contractor, or a suitable connection incorporating a pump connected to a waste pipe; so as to ensure prompt drainage in case of emergency or at the end of the Show.
26.5. All Exhibits and ancillary equipment containing water shall be carefully drained down at the end of the Show, in such a way that water will be not discharged onto the floor. Any costs involved in dealing with water discharge onto floors, or into service ducts, or any damage caused to mains services in the service ducts or tunnels under the floor by the discharge of water, shall be charged to Exhibitors.
27.1. The Exhibitor must on Open Space (within the Halls) construct a Wall between their Stand and any adjoining Stands to a minimum of 2.5m high, and have a suitable floor covering. Failure to do so shall mean the Organiser has the right to erect a Shell Stand and/or lay floor covering and charge Exhibitors accordingly for the cost incurred.
27.2. Any Wall must feature a ‘fair face’ from all angles, appropriately decorated and finished to the full height, to the Organiser’s satisfaction. For Undercover Open Stands, dividing Walls above 2.5m high must feature a ‘fair face’, which means they must be competently decorated in a plain and single neutral colour and without branding or logos if they overlook an adjoining Exhibitor’s Space. For Outdoor Open Stands, the complete Wall must have a fair face.
27.3. For all Exhibitors, the maximum travel distance on the ground floor from any part of the Stand to an open side, or exit, or to a gangway, must not exceed 15m.
27.4. If any side of an Exhibitor’s Stand area runs parallel to a gangway, 65% of that Walling must be 1.22m high max, and the remaining 35% can be the permitted full height.
28.1. All doors should have vision panels and recessed fittings.
28.2. Doors and gates on emergency exit routes must open outwards, e.: in the direction of escape, clear of any steps, landings or in the public way. Such doors may therefore need to be recessed or protected so as not to foul any gangway or traffic route when open. Such doors shall be free from fastenings, other than panic bolts of a type and pattern, and installed in accordance with BS EN 1125. The number of emergency exits must as required by law be identified in the Exhibitor’s risk assessment.
28.3. Where any door or gate is at the head or foot of stairs, a landing shall be provided between the door or gate, and the top or bottom step, or both as the case may be. The depth of the landing shall be not less than the width of the flight. Doors should be set back from the Stand edge by at least 1m.
29.1. Unless the Stand is a Shell Stand, Exhibitors must ensure that all visible floor areas are covered with carpet or other similar floor covering, professionally and properly laid and secured.
29.2. The Organiser will have the right, at the Exhibitor’s expense, to carpet and/or cover any uncovered floor area of the Exhibitor’s Space visible at noon on the day before Show Furthermore, the Organiser will be entitled to remove and replace, at the Exhibitor’s expense, any carpet or floor covering which does not conform to these Rules and Regulations.
29.3. Not later than two days after Show Closing, Exhibitors must remove from the Space any carpet tape used.
29.4. Exhibitors must only use the approved low-tack carpet If Exhibitors fails to do so they shall be liable to pay the Organiser’s removal and cleaning rate, which shall be charged per metre length of sticky tape and per square metre of adhesive or other substances.
29.5 . Floor coverings must be of non-combustible material.
30.1. Full height glazing in doors or windows must be of toughened 10mm thick panels and securely beaded all Such glazing must be physically protected by a handrail on one or both sides as required. Any large interrupted areas of clear glazing, especially on traffic routes and glass doors must be indicated so as to be readily apparent. Warning strips, dots or logos should be positioned at eye level so that people do not inadvertently walk into the glass.
30.2. All glazing must comply with the current UK Building Regulations and relevant British Standards including BS6206 and BS6262.
30.3. Glazing for display cabinets, etc. must be of either laminated or toughened glass.
30.4. Glass used in edge protection or flooring, especially on upper levels, must be of considerably stronger construction, firmly fixed and only installed by competent persons. It is suggested that glazing above head height is laminated or otherwise mechanically protected from Full height glass on upper levels may require a single handrail on the inside at 1100mm height to stop persons leaning or falling against the glass.
30.5. All doors on pedestrian routes and where the contents could pose a fire risk must have vision panels incorporated, of at least 150mm diameter.
31.1. Storage area walling must be solid to the full height, and finished to a high professional standard.
31.2. Double-deck Stands must be constructed of appropriate materials and arranged as follows:
32.1. Steps up to boats and stairs on Stands must be safe to use and comply with all Rules & Regulations as well as Organiser requirements. Exhibitors shall be fully responsible for the safe use of the steps and stairs in their allocated All steps and stairs of any height shall comply with the following:
33.1. A continuous handrail will be required on both sides where practicable (please see Health & Safety chart in the Exhibitor Manual) if the staircase is wider than 800mm. Exhibitors must indicate all handrails clearly when submitting Stand plans.
33.2. It is recommended that all single staircases designed for public use should be at least 800mm wide. If this cannot be achieved in the Stand design Exhibitors must contact the Organiser to discuss alternative options to ensure the safety of Visitors and All staircases must be well lit, level, clean, dry and free of “clutter” or obstruction at all times.
33.3. To comply with Building Regulations, Exhibitors must ensure that the following items are of the following dimensions:
33.4. On open-sided staircases a standard height handrail should still be featured, but also complemented by further ‘edge-protection’ at a minimum 1100mm high to protect against falls from All stair and balcony handrails must feature non-climbable in-fills – see the handrail section for a full definition.
33.5. Where there is only one high staircase leading up to a single boat Exhibitors must limit access and ensure all Visitors are escorted so as to ensure that the number of people onboard can easily evacuate the Stand in the event of an emergency.
33.6. Staircases wider than 1800mm wide should be divided into flights, which are not more than 1800mm wide unless prior permission has been obtained from the Organiser when such use may constitute a crowd safety Generally, a stair wider than 1800mm should be designed in flights of ‘double’ width and a central handrail shall be provided to each flight.
33.7. Stairs must be kept unobstructed and disperse directly to either a means of escape or the venue gangway at floor level. The route off of the Stand from the bottom of any such stair shall provide unobstructed access to a gangway and the route must be at least 2m wide. Note that the bottom step should be set back from the Stand edge by at least 2m.
33.8. Treads and landings should not be constructed of perforated The space under such stairs shall not be used for storage as it will be a fire risk.
33.9. The Organiser shall have the right to determine any dispute in relation to the definition, measurements, and suitability of any staircase.
33.10. Toeboards should be to a minimum height of 150mm must be fitted to landings and around upper decks.
33.11. The going of the landing shall be no less than the width of the stairway, ie: 1200mm.
33.12. All staircases and ramps must have a clear headroom of 2.06m minimum measured vertically from the nosing of treads, line of pitch or floor of There must be no projection from the Walls, other than a handrail on both sides of the staircase.
33.13. Spiral staircases shall not be permitted for public use. Any spiral staircase provided for staff use must first be approved in writing by the Organiser; the staircase should have treads no less than 75mm wide at the narrowest Any helical stair should comply with recommendations of BS 5395-2 and to Type E of that Standard.
34.1. All Stands should where practicable make provision to meet and entertain the disabled as they would any other Visitor. To enable compliance with the Disability Discrimination Act, larger Stands with an overall platform must fit a ramp for disabled access if physically possible. Ramps must have a 1:12 gradient and be covered in a non-slip material. The minimum width of any ramp should be 1.5m. Headroom above the ramp should be 2.06m minimum. The side edges of this ramp must be guarded with a handrail and/or sign to prevent against trips, slips and falls.
34.2. Where Exhibitors have a wide ramp which leads up to a staircase, or different platform levels leading to staircases, then the top and bottom edges of those ramps, staircases or platforms must be in a contrasting colour to the rest of the Stand to help avoid slips, trips and falls.
35.1. In order to avoid people being trapped by fire or smoke, there should be an ‘alternative means of escape’ from any point within a Stand leading to a place of safety, ie: the nearest aisle. For upper decks greater than 20m² then there should be a minimum of two separate staircases leading from any Stand floor above ground level. The second staircase must be separated from the first by an angle of at least 45° plus an additional 2.5° for each metre of travel in one direction.
35.2. As fire may render any one staircase unusable, the remaining staircase should have sufficient capacity for the total number of people needing to use it to escape (after discounting one staircase). The aggregate capacity of any staircases forming part of the ‘alternative means of escape’ from the upper floor of a Stand should equal or exceed the accommodation limit for that upper floor level. The aggregate capacity of several staircases will be calculated by adding together the maximum numbers of people who can safely use a staircase to escape – and not by adding together the widths of various staircases.
However, in the following situation, a single escape route will be acceptable:
36.1. Suitable balustrades to BS6180 must be provided on all applicable structures to protect exposed edges of staircases, landings, balconies, platforms over 170mm and flights of steps.
36.2. Unless otherwise permitted, all balustrades should be constructed of non-combustible material and be no less than 1100mm high. Such balustrades must be designed to resist a horizontal load of 1.5kN at a height of 1100mm and forces as set out in BS6399-1.
36.3. Balustrades and handrails must have non-climbable These should be suitable, strong, vertical infills not more than 100mm apart or solid infills. Horizontal rails are not acceptable.
36.4. Toe-boards to a minimum height of 150mm are required on landings and around the decks of multi-storey Stands.
36.5. The height of a stair handrail (measured vertically from the centre of the steps and landings to its upper surface) should be no less than 900mm and no more than 1000mm. NB: Balustrading must be 1100mm minimum.
36.6. Handrails should be continued around landings as necessary and should not project on to the required width of a staircase for more than 100mm. Handrails should extend at least 300mm beyond the top and bottom riser of any steps, more if used at the top of boatsteps. All projecting ends should be protected to avoid injury to persons using the staircase.
36.7. Handrails must be designed so as to afford adequate means of support to persons using the steps or flight of stairs.
37.1. Where scaffolding is used in the construction of the Stand or viewing platforms and is visible to Visitors, it must be painted or clad for safety and professional appearance. Such scaffolding, particularly the joint-clips, must be properly padded or protected to satisfy all safety requirements. All such scaffolding must be structurally sound, to British Standards and certified by a competent structural engineer appointed by Exhibitors.
37.2. Stands made from scaffolding must have stairs, handrails, walls and platforms, that fully comply with these Rules and Regulations and be both safe and suitable for Visitors to use.
38.1. Any structure that lays on grass or over loose ground or duct covers must have 12mm thick Grade 43a steel base plates of a minimum area of 1m² (ie: 1000mm x 1000mm). Exhibitors Structural Calculations must accommodate this and shall decide the exact size required.
38.2. Protective building paper must be provided between the base plate and the The position of all base plates must be clearly shown on all drawings and referred to in the Structural Calculations. Base plates must fully span duct covers by at least 100mm.
39.1. All platforms which are more than 600 mm above the hard standing/grass or floors must be treated as Complex Structures and Structural Calculations must be submitted for them at the same time as the Stand drawings. All platforms more than 180mm high, or where a fall may occur shall be surrounded by a 150 mm high toe-board and have a 1100mm high balustrade. Balustrades must have solid in-fills (see-through in certain aisles) or vertical supports at 100 mm centres so as to be ‘non-climbable’ for children. The Organiser may, at its discretion, permit Exhibitors to build a Wall instead.
39.2. For the safety of Visitors and others, Exhibitors must, at all times, have regard to the highest levels of safety and work with due diligence in respect of all construction and other work.
39.3. The Exhibitor must ensure that the platform floor is built of a solid material (ie: tongue and grooved boarding of not less than 32mm thickness supported on metal or stout timber) so as to prevent objects (eg: cigarettes) from falling through to the room below. If Exhibitors intend to use the area beneath a platform as an office, then the ceiling and walls of the room below must be properly fireproofed in accordance with legal requirements and suitable means of escape and a smoke alarm must be fitted, with suitable fire-fighting equipment and signage placed appropriately. Battery smoke alarms must be tested daily and Exhibitors must fit a ‘No Smoking’ sign.
39.4. Storage of flammables or rubbish on or underneath any such platform is strictly forbidden.
39.5. Alternative means of escape and maintained illuminated emergency exit notices must be provided to BS2560 or BS5499: Part 1 Standards to any enclosed area on the Stand.
39.6. If a platform or structure abuts a boat there must be no gap between. Non-load bearing material, ie: muslin, cloth or fabric must not be used to fill the gaps between boats on Any such gap must be protected from access by visitors, especially children, with suitable guarding used.
39.7. The travel distance from any part of a platform >600mm high to the top of a staircase must not be greater than 12m. Where this is exceeded Exhibitors must provide at least two separate exits from each storey, together with additional exits as may be necessary to ensure a maximum travel distance of 12m. These secondary ‘means of escape’ staircases must be sited remotely from each other at the extremities of the Stand so as to obviate dead ends.
39.8. Normal overall Stand platforms used to hide water and waste, etc, should be no more than 100mm high and feature a Stand edge in a contrasting colour to that of the aisle carpet so as to protect against slips, trips and falls.
40.1. The suspension of lighting rigs, signs, banners or other material from the main marquee structures or from Marina piles or other structures will be not permitted.
40.2. All lighting rigs must be ground supported and comply with the relevant height limits.
40.3. Where adjustments to the permanent Hall lighting will be required by either removal or isolation of house lights, then Exhibitors must gain the Organiser’s written permission. Adjustment of lighting within the Stand space will only be permitted after consideration of neighbouring Stands and features.
40.4. Where Hall lighting is adjusted or affected in any way by any Stand construction, Exhibitors whose construction has affected the lighting must ensure that sufficient temporary lighting is available to negate such affect during Build-Up and Breakdown.
40.5. Low-level lights must be ‘cool touch’ type. Any hot low-level lights must be positioned behind Exhibitor Stand barriers so as to be out of arms reach and/or totally enclosed or guarded to protect against burns to fingers, and damage to clothing.
41.1. Only small handheld helium balloons are permitted at the Show. Helium balloons must be firmly secured to the Stand, or weighted so that they do not float to the roof/or A charge to cover retrieval shall be made to Exhibitors if they are found on the ceiling.
41.2. Only one day’s supply of helium may be stored on the Stand or within the Show at any time. Tanks must not be filled or emptied Exhibitors who wish to have helium on their Space must notify the Organiser.
41.3. Large balloons, blimps, airships, radio-controlled flying models etc. are not permitted in the Halls. Large balloons or airships may be used outside subject to our prior written permission, which the Organiser may grant or withhold in its absolute discretion.
42.1. No Exhibitor may allow their Stand, Exhibits or personnel to obstruct or impede the gangways or otherwise cause, contribute to or facilitate any obstructions to the smooth running of the Show Build-up or Breakdown. Each Exhibitor must fully co-operate with the Organiser’s officers or agents and if an Exhibitor fails to do so, the Organiser will have the right to remove the offending Exhibit or other property or take such other action as they consider reasonable and necessary to safeguard the Show.
43.1. Packing cases and materials must be removed from the Show on or before 5pm on the last working day of Build-up, immediately prior to the first Show Open Day; such cases and materials remaining following this time may be removed, disposed of, or stored by the Organiser at the Exhibitor’s expense.
43.2. Exhibitors may only keep a reasonable volume of stock, literature, cleaning materials etc on their Space at any one time; the Organiser may at its discretion remove excess to be stored at the Exhibitor’s expense. No excess stock, literature or packing cases may be stored around or behind Stands.
43.3. Exhibitors must ensure that all Show entrances, exits and fire exits are easily accessible and must not permit or acquiesce any breach of fire regulations.
44.1. The Organiser may, at its discretion, require Exhibitors to remove from their Space or Stand, or from the Show:
44.2. If following a request from the Organiser to an Exhibitor to remove or reposition any Exhibit or property, the Exhibitor fails to do so, the Organiser will have the right to do so at the Exhibitor’s expense and risk; where appropriate the Organiser shall have the right to close the Space and Stand.
44.3. The Exhibitor must not remove any Exhibit from the Space or Stand during the Show open hours; except where the Organiser’s written consent has been obtained or where an Exhibit has been sold during the ordinary course of business at the Show and does not represent a feature or attraction of the Show.
44.4. Under no circumstances during the Show Open Period may goods such as Exhibits, standfitting materials or equipment be delivered. Such deliveries may only take place either before or after the Show Open Period. During the Show Open Period, only small hand carried items may be permitted to be delivered. All other deliveries must be made outside the Show Open Period.
44.5. The Organiser may in its discretion refuse the removal of any particular Exhibit, and shall usually do so if its removal would in its opinion affect the integrity or quality of the Show in whole or in part, reducing the number and variety of Exhibits at the Show.
44.6. Exhibitors must not change the design, colour or layout of their Space or Stand or Exhibits following the Show Opening, without the Organiser’s written consent.
44.7. Any remedial action which the Organiser may take under this clause will not prejudice its right to terminate the Agreement for the Exhibitor’s breach, under clause 4 of the Terms and Conditions.
45.1. Exhibitors understand and agree that:
45.2. Exhibitors may consign Exhibits to and from the Show by rail, road or sea and must quote the Space number and the address of the Show on all documents. Carriage must be prepaid by Exhibitors.
45.3. Exhibitors must ensure that a competent and responsible representative is present at the Show to receive and despatch the Exhibits at the Show.
46.1. Exhibitors must comply precisely with any specific instructions relating to parking of vehicles.
46.2. Where parking facilities are provided, it shall be on the basis that the Organiser is not liable for any loss of or damage to, any vehicle or its contents.
47.1. In order to prevent delays at the port or airport of entry, Exhibitors may have any imported Exhibits cleared by HM Revenue and Customs at the Show. Where Exhibitors take advantage of this procedure, it will be their responsibility to arrange for such clearance with HM Revenue and Customs and to procure that such Exhibits arrive at the Show, and are produced to HM Revenue and Customs, with seals unbroken.
48.1. No Exhibitor, nor their contractors or agents are permitted to:
41.2. Exhibitors may make use of any existing system of service boxes, service ducts or holes, floor anchors, wall hooks, ceiling bolts, fixing rails and other facilities made for that purpose. Advice and information relating to the position of such services may be obtained from the Organiser.
41.3. Exhibitors must not affix any promotional material to any part of the Halls or anywhere at the Show, other than on their allocated Space, unless otherwise expressly agreed in writing by the Organiser.
41.4. Exhibitors shall be held responsible for, and must have made good at their expense and without delay, all damage and dilapidation caused to their Space, the Halls, the ground, trees or any other infrastructure or any other property at the Show.
41.5. Where such damage or dilapidation occurs, Exhibitors shall be advised by the Organiser on or after the Breakdown of the Show; whereby the Organiser will give Exhibitors full details of the total liability, together with an invoice which will be payable on demand.
41.6. Exhibitors who leave excessive rubbish or Stand material; including but not limited to shingle, nails, screws and stones shall be charged by the Organiser for their removal.
49.1. Materials Used in Standfitting
49.2 Exhibitors must ensure that all materials used in the construction of the Stand, signs and fascias, etc, comply with legal requirements and are selected so as to be difficult to ignite. In particular, the use of untreated plywood or sailcloth of any kind shall be expressly forbidden.
50.1. Timber used in Stand construction and displays under 25mm thick must be impregnated (pressure process) to flame-resistant BS476 Class 1 standard. Boards, plywood, hardboard, pulpboard, fibreboard and chipboard, etc, under 18mm thickness must be treated in the same way. All such treated timber must bear a clear distinguishing mark ‘BS476 Part 7 Class 1’ stamped on them. The exception to this is MDF, which is acceptable for use, due to its density although Personal Protective Equipment must be worn and adequate ventilation used when cutting Timber over 25mm thick is deemed to be inherently flame retardant and need not be treated.
50.2. Timber framing of Stands, counters and floors may be of natural unproofed timber of a minimum thickness of 25mm. Where natural timber is used for floors it must be close-jointed so as not to permit hot or lit objects (ie. Cigarettes) to fall through. The cupboards or open spaces formed beneath enclosed stairways (ie. where the risers are not open and perforated material is not used for treads and landings) shall be lined throughout with non-combustible material.
51.1. All plastics used must conform to BS476, Class 1 Lexan and Macralon are recommended. Perspex must not be used in Stand construction.
51.2. Plastic and artificial foliage flowers are combustible and give off toxic fumes when burning, so must not be used for Stand dressing. Silk type or dried flowers are acceptable providing they have been made flame retardant to BS476 Part 7 and BS5438 and are marked as such.
51.3. Sharp branches and sharp leaves must not be positioned at eye The Organiser reserves the right to prohibit the use of such plants in some areas.
52.1. Only toughened or laminated glass may be used and will be subject to approval by the Organiser. All glazing must comply with the current UK Building Regulations and relevant British Standards including BS6206 and BS6262.
52.2. Glazing above head height must be laminated or otherwise mechanically protected from shattering. Full height glass on upper levels may require a single handrail at 1100mm height on either side where persons could lean against the glass.
54.1. Textile fabrics and other decorative material used for Stand dressing, including drapes, hangings and curtains must:
54.2. Exhibitors must produce test certificates or in the absence of a test certificate, suitable samples for any textile fabrics and other decorative materials that they intend to use, including in drapes, hangings and curtains. Materials may be tested on site to ensure they comply. If the Organiser is not satisfied that any materials meet the standards required they shall be removed from the Show.
54.3. Night sheets shall be of inherently non-flammable material or treated so as to render them non-flammable. Night sheets must be firmly secured in a rolled-up position where obstruction is not caused.
54.4. Any upholstery seating shall be required to meet the pass criteria for smouldering ignition source 0, flaming ignition source 1 and crib ignition source 5 when tested in accordance with section 5 BS 5852:19990. Note -In exceptional circumstances where materials cannot be treated with fire retardant without damage an ad hoc test may be carried out to demonstrate their non- combustibility. In such circumstances the owners of the material shall accept responsibility for resulting damage to the material. All necessary precautions shall be taken to ensure the ignition is contained and that all combustion is thoroughly extinguished on completion of the test.
55.1. Cellulose paint and other flammable paints with a low flashpoint must not be used for Stand finishes or applied on site. Water-based finishes are acceptable.
55.2. Fabrics and materials treated with fire-resistant solutions must not be over-painted with flammable or water-based paint.
55.3. Protective measures must be undertaken to ensure that no paint is spilt on any floors or splashed on walls or other parts of the building’s structure, plant or No nuisance should be caused to other persons at the Show.
55.4. Sprayers powered by internal combustion engines must have permission for their use gained at least 30 days prior to the Show, and be fitted with suitable fire extinguishers. Sprayers using liquid fuel must be refuelled outside the Halls and comply with all relevant safety legislation.
56.1. Carpets, drugget, matting, crumb cloths, carpets, and other textile floor covering and under- lays must comply with BS 4790. Floor coverings shall be secured and maintained so that it shall not cause a Mats shall be sunk so that they are flush with the floor of the Stand. Fixing of floor coverings may only be done with the industry standard tape. Other forms of fixing such as cable clips, nails or bolts are strictly prohibited.
57.1. Exhibitors must permit and facilitate access at all times to all fire hydrants, fire extinguishers and fire alarms as shown on the Show floorplans. Exhibitors must not move, cover, remove or otherwise interfere with any fire fighting or safety equipment.
57.2. Exhibitors must ensure that all entrances, exits and fire exits are easily accessible and must not permit or acquiesce in any breach of fire regulations.
57.3. The Organiser shall place a limited number of type-approved fire extinguishers in general areas, including the Marina, for the duration of the Show. However, Exhibitors and contractors must ensure that they have the correct type fire extinguishers for the specific work they are doing. Fire extinguishers may be ordered from the official contractor using the form provided at the back of the Exhibitor Manual.
57.4. All Stands with offices under the main platform must be fitted with smoke alarms, maintained illuminated fire exit signs (directional) and fire extinguishers.
57.5. A competent person on the Stand must be the designated fire marshal.
57.6. The designated fire marshal must see that all fire control measures are implemented especially a system to raise the alarm and evacuate the Stand in an emergency. On double-deck Stands a simple fire break glass unit connected to a siren must be fitted. Exhibitors must train their staff to help Visitors exit the Stand when they hear an alarm.
57.8. A system/procedure to ensure that all persons (staff and Visitors) have evacuated the Space in an emergency must be in place. Each Exhibitor should record all staff upon arrival (including mobile phone numbers) to ensure that Exhibitors can easily check staff against that record following a Stand evacuation. Each Exhibitor’s fire marshal may be the designated person to check whether all boats and offices (if safe to do so) are clear during a raised alarm.
58.1. Any work involving naked flames and sparks including soldering, welding, oxy-acetylene cutting, grinders, LPG burners, blowlamps or other open flames used in heat-shrinking processes requires a Hot Work Permit; for which Exhibitors must gain permission from the Organiser’s onsite Health & Safety Officer to ensure that all safety measures are in place prior to work commencing.