Aisles & Gangways
Exhibitors and contractors are not to leave items in the aisles. Exhibitors/Contractors must remove all waste materials other than small items. Designated emergency aisles must be kept clear at all times - a floorplan of the emergency gangways can be found in the on-site Organisers' office. Please ensure you adhere to these rules to ensure a safe & accessible build-up and you must co-operate with our Floor Managers.
During the open period no objects must protrude from the stands into the aisles nor must furniture or displays or parts of displays be placed in the aisles.
Under no circumstances may an Exhibitor (or staff member working on behalf of Exhibitors) be permitted to distribute any promotional material (including printed or other cards, circulars, articles, leaflets) at any point within the exhibition centre other than on their allocated stand space. This restriction includes the gangways surrounding your stand and all public spaces.
IMPORTANT – Sunday 5th November 2023 To help ensure that the aisle carpet can be laid on time and the cleaning team have sufficient amount of time to ensure that the show is cleaned and ready for show open it is compulsory that all empty boxes, storage crates, ladders, unused stand fitting materials, pallets etc. are removed from the aisle by 3pm on Sunday 5th November 2023. Any items left in the aisles after this time will be removed by ILS and a 100% surcharge will apply to the storage cost (as set out in ILS Tariff) for the removal and storage of these items. Everyone working onsite must be made aware of this procedure.
Alcohol, Drugs & Smoking
The consumption of alcohol onsite during build up and breakdown phase is strictly forbidden.
The taking of illicit drugs is strictly forbidden at all times.
It is an offence to smoke or to knowingly permit smoking inside the venue premises. If you observe someone smoking, a complaint may be made to any member of the exhibition team. This also applies to e-cigarettes and vaping. Smoking and Vaping will only be allowed in designated smoking areas outside.
Children under the age of 16 will not be permitted in the halls during build and breakdown under any circumstance.
On event open days, no one under the age of 16 years will be permitted to attend.
This policy, which is applicable to all visitors and exhibitors who wish to attend the Event, is necessary to ensure the smooth running of a trade event attended by professionals. As I’m sure you will appreciate, due to the many visitors attending the Event, we are required to take various factors into consideration when organising an event at such scale including business environment, and other business concerns. Having had regard to these factors, we are unable to permit entry to anyone under the age of 16. This has always been and continues to be the case.
For more information regarding the Admission Policy, please click here.
Cleaning, Hygiene & Waste
Exhibitors should consider providing hand sanitiser and/or hand washing facilities within the stand design. All high touch points e,g, counters, meeting tables, shared equipment, should be regularly cleaned with appropriate cleaning materials during build, show open and breakdown.
It is essential that all relevant H&S regulations and control measures are in place for the use and storage of hand sanitiser. If you plan to have large quantities over 50L please contact the organiser.
If you require cleaning materials onsite please head to the business services shop located on level 0 at the bottom of the stairs near N4/S4. Please note products and stock may be limited.
Enhnance cleaning services can be ordered from the Cleaning & Waste Supplier.
It is your responsibility to maintain your stand in a clean condition at all times. We have made arrangements for basic stand cleaning to be carried out at no charge to you in the evening before the show opens each day. The cleaning of exhibits will remain your responsibility as will any special services that may be required such as the removal of bulk rubbish.
If you require cleaning in addition to the standard basic cleaning provided or removal of excess waste during build-up and breakdown then please contact ExCeL London Cleaning on +44 (0) 207 069 4400 or onsite via the Organisers Office.
PLEASE NOTE that we expect every space-only contractor to be ordering necessary waste and recycling bins for build-up and breakdown. Details on how you are managing your waste must be included in your Method Statement. You will incur charges if you or your contractor leaves excess waste during build-up and breakdown.
Water and Waste
If you need water and waste services on your stand, please go to the ExCeL exhibitor services to order.
Contractors must ensure that adequate arrangements are in place to dispose of liquid waste in a safe and environmentally sound manner. Discharges must not be made into any site drainage system, sanitary facility or floor duct.
WTM is working to increase the volume of waste that is recycled rather than going to landfill. Therefore all exhibitors and contractors are requested to:
- Only bring stand fitting, marketing material and associated packaging that is absolutely necessary as excess material often ends up as excess waste.
- For those materials that they do bring - only bring materials onsite that are recyclable.
- Help us maximise recycling by using the appropriate waste bins in the hall where there is a choice.
Contractors are not to discard sharp objects and to ensure that nails and screws are not left sticking out of waste wood and are either removed or hammered flat. All items must be removed from your stand space at the end of the show, including empty boxes and pallets. Any items left will be deemed as chargeable waste and disposed of with the cost passed on to the exhibitor.
PLEASE note that you will incur charges if you or your contractor leaves excess waste during build up and breakdown.
Demonstrations, Live Performances, Entertainment, and Music on Stands
Please note that any live performances and demonstrations that are designed to attract a large gathering and loud music to be played must take place only during the following:
- Monday – from 17:00 to 18:00 hours
- Tuesday - from 17:00 to 18:00 hours
- Wednesday – from 16:00 to 17:00 hours
All demonstrations must be carried out in accordance with the Health and Safety at Work Etc, Act 1974 and the COSHH Regulations (Control of Substances Hazardous to Health). A Risk Assessment must be completed and available on-site. Failure to produce a risk assessment may result in the demonstration being temporarily suspended whilst the safety of the demonstration is ensured.
The Health and Safety at Work Act 1974 requires that "any equipment being operated or demonstrated shall be inherently safe and not create a hazard to the demonstrator". For further advice and more detailed guidance please contact our Operations Team.
If any presentation/demonstration is deemed to be above an acceptable noise level, we reserve the right to cancel the presentation/demonstration. We would expect all exhibitors to show consideration for other exhibitors in the area. The Noise at Work Regulations 2005 and the Environmental Protection Act 1990 will be enforced onsite.
If you are planning on having a live performance/entertainment (e.g. dance display, singer, band/musical performance), you are required to fill in this form to notify us of these plans.
Unless otherwise agreed with the Organisers all performances must take place inside the stand space. Please note there are time restrictions to performances/demonstrations, please click here for the exhibition timetable.
Presentations on products or services offered by the exhibiting company are permitted at any time during the show open times however they must abide to the following:
- Presentation/demonstration likely to interest groups of 10 or more people must be located towards the centre of the stand.
- Presentation/demonstration areas must be clearly shown on your stand drawings.
- If it causes obstruction within the gangway and/or nuisance to any other exhibitor, we reserve the right to cancel the presentation/demonstration or restrict the frequency.
- If AV equipment is used on the stand then the speakers must be positioned to face inwards of the stand design.
If you would like any more information on the restrictions or guidance on your planned activity, then please do not hesitate to contact the Operations Team.
Music on Stands
If you’re exhibiting at a trade show, conference or exhibition, and you plan on using licensed music through either radio, TV, laptop, mobile phone, other digital devices and/or live performances on your exhibition stand, then you’ll need to purchase TheMusicLicence to cover you to do so legally.
Please go to Exhibitions | Trade Shows | Conferences | TheMusicLicence | PPL PRS for more details on the cost and how to order a music license.
Please remember that you are responsible for rectifying any damage caused to the fabric of the Exhibition buildings, by you, your agents or contractors. In your own interests you should satisfy yourselves as to the condition of your stand site before the building of your stand and after its clearance. It is essential to use a recognised adhesive tape when fixing any carpet directly to the hall floor as all carpet tape must be removed at the end of the exhibition. The correct tape can be purchased from the Organising office onsite at the exhibition. Any charges incurred by the organisers as a result of failure to remove carpet/carpet tape will be passed onto the exhibitor. The stand space must be completely clear and clean by the end of the dismantling period. Any waste left behind is subject to a charge.
Disabled Access & Parking
ExCeL London has been purposely designed and built to allow unrestricted access for disabled visitors, conforming with the Building Regulations Act.
In compliance with the Disabilities Discrimination Act 1995, we provide full access to all the facilities within the venue and recognise that disabled visitors may require extra equipment, facilities and assistance, both routinely and in an emergency.
Please click here for further details.
Internet and Wifi
When different Wi-Fi networks compete for air ‘time’ unfortunately everyone is a loser, so ExCeL's policy precludes the use of proprietary Internet access devices such as routers and hotspots from mobile devices. We want to ensure that everyone enjoys a reliable and stable connection.
Hosting a virtual conference, streaming 4k video content, demoing your new website or software or simply want to access your back-office applications? Choose one of our secure and reliable Internet connections for your stand through this link www.excel.london/webshop Please note that our network supports 5ghz Wi-Fi services for 1,000s of devices to use concurrently or use hardwired connections for faster connections. Review our FAQs here www.excel.london/uploads/excel-it-faqs.pdf or contact [email protected] for more information.
If you need power for any device or service, you will need to contact the appointed electrical contractor for the event.
Although there is a free public Wi-Fi service on the boulevard, this is only suitable for general browsing and email.
Please remember to confirm your order 28 days before the start of the event tenancy to benefit from the advanced order rate.
Filming and Broadcasting
It is not permitted, without the prior approval of the Operations Team, to engage in or permit filming, sound or video recording, telecasting or broadcasting within the Venue. If approved, in certain cases, such activities may be subject to an additional charge as determined by the Operations Team. Please contact the Operations Team to discuss.
First Aid & Accidents
First Aid will be available onsite. If you require medical attention please contact the Organisers Office or any member of the exhibition team.
All accidents and near-misses must be reported to the Organisers via the Organsiers' Office, Floor Managers, or Health & Safety Officers.
The Public Address system is for use of the Organiser and Authorities only. Only official and emergency messages will be broadcast, any requests for information to be announced will be refused.
Patents & Copyright
By entering into an agreement to attend this exhibition you warrant to RX Global that all designs and artwork on or relating to your stand and any exhibits and items displayed on your stand shall not infringe any trademarks or copyright or patents or other intellectual property rights of any third party in any way.
In the event that the exhibition is under any legal obligation (whether by virtue of a court injunction or order or judgement or a recommendation or decision of a Trading Standards Officer or otherwise) to have removed either any item or items displayed on your stand or any design or artwork on or relating to your stand then (without prejudice to any other rights which RX Global may have) RX Global reserves the right to assist the relevant authorities and where appropriate to have that item or items removed from your stand or to close your stand at the exhibition. No compensation or damages will be payable as a result of such removal or closure by RX Global.
The Organisers cannot accept responsibility for any conflict of trading at the Exhibition
Please be advised that it is an offence under Section 107 (3) of the Copyright, Design and Patents Act 1998 to screen films in public without a non-theatrical licence. For further advice on copyright please contact Federation Against Copyright Theft (FACT).
Please click here for music licensing.
Whilst we encourage you to review your promotional material and consider other more sustainable, non contact methods to distribute information promotional material will be permitted at the event.