the Exhibitor Manual here

the Exhibitor Manual here
WTM CONTRACTOR MANUAL
CONTENTS:1)
Exhibition Timetable
2)
Contractor Badges
3)
Lifting & Storage
4)
Deliveries and Courier Information
5)
Stand Build Regulations
6)
Two-Storey/Double Deck Regulations
7)
Venue & General Information
8)
Emergency Procedures
9)
Official Suppliers
1. Exhibition Timetable
Build, Show Times & Breakdown Timetable
WORLD TRAVEL MARKET 2015
Wednesday 28 October 2015
0800 hrs
0800 hrs
1800 hrs
Halls Open
Space only exhibitors, contractors onsite.
Halls Close
Thursday 29 October 2015
0800 hrs
0800 hrs
1800 hrs
Halls Open
Space only exhibitors, contractors onsite.
Halls Close
Friday 30 October 2015
0800 hrs
0800 hrs
2000 hrs
Halls Open
Shell Scheme exhibitors, Space only exhibitors, contractors onsite
Halls Close
Saturday 31 October 2015
0800 hrs
1800 hrs
2000 hrs
Halls Open
All standfitting and construction to be completed.
Halls Close
Sunday 01 November 2015
0800 hrs
1200 hrs - 2200 hrs
1800 hrs
2000 hrs
Halls Open
All aisles to be clear and kept clear for carpet to be laid
All displays and exhibits to be completed.
Halls Close
Monday 02 November 2015
*Please note that Live Performances and Entertainment are only allowed after 5pm today.
0800 hrs
1000 hrs
1800 hrs
1900 hrs
Halls Open
SHOW OPENS
SHOW CLOSES
Halls Close
Tuesday 03 November 2015
*Please note that Live Performances and Entertainment are only allowed after 5pm today.
0900 hrs
1000 hrs
1800 hrs
1900 hrs
Halls Open
SHOW OPENS
SHOW CLOSES
Halls Close
Wednesday 04 November 2015
*Please note that Live Performances and Entertainment are only allowed after 5pm today.
0900 hrs
Halls Open
1000 hrs
SHOW OPENS
1800hrs - 2000hrs
2030 hrs
Networking Event in Halls
Halls Close
Thursday 05 November 2015
*Please note that Live Performances and Entertainment are allowed for 10 minutes every hour on the hour from
10am until 3pm.
0900 hrs
Halls Open
1000 hrs
SHOW OPENS
1600 hrs
SHOW CLOSES
1600 hrs
Removal of hand carriable items only.
2200 hrs
Halls Close. All shell scheme exhibits to be clear of the hall.**
Friday 06 November 2015
0800 hrs
Halls Open
0800 hrs
General dismantling of stand fitting
1800 hrs
Halls Close
Saturday 07 November 2015
0800 hrs
Halls Open
0800 hrs
General dismantling of stand fitting
1800 hrs
Halls Close
Sunday 08 November 2015
0800 hrs
Halls Open
1400 hrs
All exhibits, standfitting etc, to be removed by. HALLS CLOSE.
On Sunday 1 November all aisles within the halls are required to be clear and kept clear for the carpet to be laid.
Breakdown Reminders:•
Stands should be manned and operational until 1600 hrs on Thursday 05 November 2015. Exhibit material and
equipment cannot be removed from the exhibition before this time.
•
During Thursday 05 November only small vehicles will be permitted access to the lorryways. No artics will
be allowed on the lorryways until Friday 06 November.
•
Shell Scheme will be dismantled from 08.00 hrs on Friday 06 November 2015 please ensure that anything
displayed on the panels has been removed before this time.
•
Standfitting and electrical contractors will be permitted to enter the halls from approximately 16.30 hrs on Thursday
05 November 2015. The electrical supply to your stand will be terminated at 16.30 hrs. Catering equipment,
furniture, flowers etc which have been hired remain the responsibility of the exhibitor until such times as they are
returned to the source from which they were obtained. Please ensure that all cupboards are emptied.
•
Any exhibitor leaving small exhibits and personal effects at the close of the show should make arrangements with
the Security Manager onsite for their overnight safe keeping.
•
Riggers will access the halls when there is clear access through the aisles, please check with rigging department
to get an estimate on when they can access the rigging on your stand.
•
Contractors and exhibitors leaving exhibit materials or stand fittings unattended in the hall following closure of the
show do so at their own risk.
•
All shell scheme exhibitors should remove their displays before 2200 hrs on Thursday 05 November 2015.
•
•
THE HALLS MUST BE CLEAR OF ALL EXHIBITORS, STAND CONTRACTORS AND STANDFITTING,
INCLUDING WASTE MATERIALS, BY 14.00 HRS ON SUNDAY 08 NOVEMBER 2015.
EXHIBITORS/CONTRACTORS WILL BE CHARGED FOR ANY CARPET TAPE OR STAND CONSTRUCTION
LEFT BY SPACE ONLY CONTRACTORS.
Please collect remaining press material from the press centre.
2. Contractor Badges
Contractor Badges
Contractor passes are required by any personnel that will be entering the exhibition during the build up and/or breakdown only
e.g. delivery men, stand contractors etc and these will be issued from the traffic office on arrival at the venue by security staff or
from the organisers office.
Site Access Delivery Passes
All stand contractor vehicles entering the ExCeL London site will need a Site Access Lorry way Access Document (SALAD)
which will be issued from the traffic office upon arrival onsite at ExCeL.
Courier delivery vehicles will be directed to the Courier Acceptance Point when they arrive at the traffic office as NO access is
permitted to the lorryways.
A lorry way access document will be issued and subsequent access allowed onto the traffic marshalling area and then the lorry
way. There is a limited time for unloading/loading dependant on the size of your vehicle. Please ensure that you are aware of
this when you are unloading/loading.
Please note the lorry way around the exhibition halls is for delivery or collection only. Parking is not permitted and a large fine
will be charged for those vehicles exceeding their loading/unloading times.
3. Lifting & Storage
This section contains information on how heavy items can be moved around the exhibition and, how you can store them (if you
don't have enough room on your stand).
Lifting
ILS - International Lifting & Shipping will operate all lifting/unloading equipment on-site.
Please contact ILS at the earliest opportunity with details of large or heavy exhibits. These may need to be positioned in the
early part of the move-in and may require special handling. ILS will operate all lifting/unloading equipment onsite.
For all forms please go to the online Exhibitor Manual.
Packing
Packing should be designed with internal padding & battens as to be suitable for the nature of the goods and the intended mode
of transport, and to be able to withstand both outward and return journeys, it should be capable of easy unpacking and
repacking.
Insurance
It is the responsibility of the exhibitor to ensure that they have adequate insurance for their goods whilst in transit to and from
the exhibition, whilst there and/or in storage and also in transit to other destinations. ILS can insure your goods for you but this
is on a required basis.
Tariff
Comprehensive quotations will be supplied upon receipt of consignment details where requested, a copy of ILS's basic tariff can
be sent.
VAT Reclaim
Overseas exhibitors can recover the VAT on a wide range of expenses, thereby cutting the cost of exhibiting. For more details,
please click here.
Storage - Packing and Removal
Packing cases must be removed from the exhibition halls. You should therefore make prior arrangements for the safe-keeping
of such items with one of the official freight contractors.
4. Delivery and Courier Information
What would you do if you did not have any marketing material on your stand for the opening day of World Travel
Market?
Courier Deliveries
You and your Exhibiting Partners will want to send brochures, pop up stands and other marketing material to WTM 2014. Many
of you will have an account with a courier company and automatically use them to ship material to the show.
However, please bear in mind that the local driver delivering the goods to your stand will not be dedicated to WTM or ExCeL
and will have multiple packages to deliver to the local area in a limited amount of time. The driver's objective is to get a
signature for the delivery within a given time.
Recent experience has shown that the major courier companies may not spend the time to find your individual stand in the large
exhibition hall as it takes too long or they find the stand but cannot get a signature. As a result they leave without delivering your
packages and they are returned to their depot. They will typically not attempt to make the delivery again for at least 24-48hrs.
If you do want to use your own courier company we strongly recommend that you consign it via one of our WTM depots. Please
encourage your Exhibiting Partners to use these services too. Details of these services are below. Some allow deliveries up to 3
weeks before WTM. Labels and details of services are provided below.
These are the easiest and most reliable ways to get marketing material to your stand on time and with the minimum hassle. Use
the services provided and don’t get caught on opening day without any marketing material to give buyers.
For more details on forwarding larger consignments to the WTM event please contact our Official Freight Forwarding Supplier.
Easy Life Service (recommended) - Option 1
To eliminate the risk of late or failed delivery by couriers and to reduce congestion around the venue we recommend that you
send your shipment to our warehouse ahead of the show. We sign for delivery, store your goods and then transport them to the
show and hold them in our storage facility for delivery to your stand upon your arrival or at a pre-arranged time.
Goods must reach our Coventry warehouse by Wednesday 22nd October 2015.
Cost £50 +VAT per pallet/pallet space
Please click here to complete the order form or alternatively contact ILS directly with any queries or quote requests to sean@i-ls.co.uk by fax +44 (0)24 7633 6795 or by telephone +44 (0) 24 7633 7955
Courier Acceptance Point at ExCeL - Option 2
Deliveries will be accepted at the Courier Acceptance Point situated at ExCeL from Wednesday 28th October 2015.
If you are planning on using your own Courier Company to deliver your goods, then please note that when they arrive onsite
they will be directed to the Courier Acceptance Point, to deliver their goods directly to ILS. When you arrive at the venue please
report to the Courier Acceptance point located in the central boulevard to arrange delivery to your stand. We can also deliver at
a pre-arranged time for pre-paid services.Fees for the delivery of goods to your stand are as follows:Pallets - £50 + VAT each
Example 1.
At the close of the show, these services are available in reverse, i.e collection from the onsite Courier Acceptance Point or for a
small fee later from our Coventry warehouse. In the latter case, all goods must be collected by 30 November 2015 or they
will be destroyed. Return shipments to your address can be arranged via a courier - prices on application.
Please click here to complete the order form for this service or contact ILS directly with any queries or quote requests to
sean@i-l-s.co.uk by fax +44 (0)24 7633 6795 or by telephone +44 (0) 24 7633 7955.
***IMPORTANT NOTE***
TO AVOID DELAY TO CUSTOMERS AND EXTRA CLEARANCE CHARGES, ALL GOODS MUST ARRIVE WITH US WITH
ALL DUTIES AND TAXES PRE-PAID BY SENDER. IT REMAINS THE SENDERS RESPONSIBILITY TO ENSURE GOODS
ARE DELIVERED.
Trolleys/Pallet Trucks etc
During the show open period it is not permitted for trolleys, pallet trucks etc to be on the show floor. Therefore if deliveries of
pallets arrive during the open period they will only be delivered to stands after the show has closed for the evening.
Additional Service for EIBTM Exhibitors
If you are attending EIBTM 2014, why not take advantage of our Easy Life Service, transferring your goods from ExCeL to Fira
Gran Via in Barcelona?
Quotations are available on request.
5. Stand Build Regulations
You will find below all the various stand build regulations for the space only stand that you have at World Travel Market 2015.
You may also wish to refer to the Health & Safety section for further guidance as well as the e-guide.
World Travel Market 2015 and Reed Exhibitions have set up a new online system for the submission and management of stand
designs.
This new system is an online tool which you and your contractor can access to upload stand plans, stand visuals, risk
assessments and method statements. You are also able to obtain important show related information and see the status of your
stand plan submission. For more details please see Stand Design submission.
Important information on stand build regulations for WTM 2015:
Walling Regulations
Stands Under 50sqm
Long runs of walling must be avoided particularly along open perimeters of the stand and are restricted to a maximum of 50% of
any side of the stand. Solid walling over 50% will not be permitted even if stepped in.
Stands Over 50sqm
Long runs of walling must be avoided particularly along open perimeters of the stand and are restricted to a maximum of 25% of
any side of the stand. Wall length can be increased to 50% of any side of the stand if the wall is set back by 1m. However a
maximum of 3m of walling will be permitted before the setting back rule applies. Walling on any corner of the stand must be
stepped in 1m from all open sides regardless of its length.
Ramps - for stands that have a platform exceeding 13mm in height it is advised that a ramp should be incorporated within the
build.
Dividing Wall Height - The maximum stand build height for all dividing walls is 6m. Please note that you must dress the rear of
the walling from 2.4m upwards in a neutral colour with no branding.
Upper Deck Area - Upper area of any stand structure must not be greater than 50% of the total stand space.
Rigging - Banners and/or signage is not permitted to be rigged higher than 6m (from the top of banner/signage). Truss/lighting
may be rigged at a max of 7m (from the top) but no banners/branding can be rigged on this truss unless it is at a height of 6m.
Kitchens - for 2015 the food hygiene and catering regulations will again be strictly enforced. If you are having a kitchen on your
stand then you need to ensure that these guidelines are strictly adhered e.g. vinyl flooring not carpet in kitchen area, 24hr power
ordered, install appropriate sink facilitates. Please see below "Kitchen section" for more information.
Stand Space and Exhibitors Responsibility
Exhibitors are responsible for their own stand design and construction. No standfitting or carpet is provided by Reed Exhibitions
on space only sites.
It is your responsibility to examine the area and site allotted to you in order to avoid costly adjustments to stand structures.
Where possible the organisers will provide on request detailed stand plots indicating the position of service ducts and pillars.
Minor obstructions or height restrictions cannot always be indicated on the plans of the Exhibition.
Standfitting regulations contained within this section must be observed by you when planning your stand design and layout. In
order to achieve a smooth run up to the Exhibition, all exhibitors should provide us with details of their selected contractors. This
will enable us to supply them with passes and any additional information they may require.
We will be pleased to offer advice and guidance where required.
Stand Design Submission
As you have booked a space only stand at World Travel Market 2015 you are required to submit stand plans showing
dimensions and height, visuals, risk assessment and method statement to us by
05 August 2015 - all stand build height designs over 4m and 2 storey stands
05 August 2015 - all stand build height designs under 4m
In order to help our exhibitors and contractors, World Travel Market 2015 and Reed Exhibitions have set up a new online
system for the submission and management of stand plans.
This new system is an online tool which you and your contractor can access to upload stand plans, stand visuals, risk
assessments and method statements. You are also able to obtain important show related information and see the status of your
stand plan submission.
You are also able to upload files by replying to any emails received from reedexhibitions@standplans.co.uk.
Please click here to login in to your account or set up a new account and create a password. Please note that your username is
your email address.
Please note that the contact set up against your stand is the main contact i.e the person that booked the stand. If your email is
not found within the system then please email reedexhibitions@standplans.co.uk and we can add you against the stand or
alternative the main contact will need to add you to the system.
IMPORTANT If you have a stand contractor who is managing your stand build then please ensure once you have logged into
the system you add them as primary contact under the contact section. This will then send a link directly to them to access the
online stand check system and they can therefore manage the upload of information to us.
To help you navigate the system please find below a summary of the pages you will find within the website:My Stands - This lists all the stands that you are associated with. To manage a specific stand please select it from the list.
Status - Summary of the status of the stand checking process. The checks are colour coded as follows:Red - Either no information received or information submitted is not sufficient
Amber - Information received but not sufficient or subject to an onsite check.
Green - Check completed.
We will only issue permission to commence build once we are happy with the level of information received.
Show Info - Useful show related information i.e. contractors manual, exhibition timetable, official suppliers details etc.
History - View all documents uploaded and emails sent
Upload (new file) - Upload new documents relating to the stand design. Complete the description and select the file. If there is
any important information to go with the document please include this in the message section. Once the file is uploaded this will
be displayed in the history section.
Contact - All stand contact details. Please note that the Primary Contact will receive all the direct communications from the
Stand Check System. If you know who your stand contractor is then add their details here and change them to the Primary
Contact
If you have any questions or queries then please do not hesitate to contact the World Travel Market 2015 Operations Team.
Complex Structures
A complex structure is any form of construction of any height, which would normally be designed by an engineer and/or has,
through a risk assessment, been found to provide significant risk. Structures over 4 metres in height, multi-storey stands, raised
platforms and all suspended items are considered to be complex structures.
For all stands exceeding 4m in height, with 2 storeys, with a platform exceeding 600mm in height, or deemed by us to be
complex structures, drawings must be submitted electronically to our new online stand design submission system,for onwards
submission to the venue, local authority and our structural engineers by the deadline below:
Deadline: 05th August 2015
These drawings must show the form and dimension of every structural element with appropriate general arrangement plan,
sections and elevations, including full details of stairways. All calculations of loading and strength must be in English, and all
drawings must be to scale. A Method Statement and Risk Assessment is also required by law.
Please note the following Structure Information Requirements at ExCeL London (not double deck):-
1.
2.
3.
4.
5.
6.
7.
It is a requirement of all venues that complex stands are audited by independent Engineers prior to the stands being
constructed onsite. The following information will be inspected and a certificate to build will be issued.
Submission of information should be in the form of drawings and calculations, not photographs or rough sketches, as it
is not possible to assess the structure without details of the stand.
Drawings should contain enough detail to show exactly how the stand will be constructed including baseplates, joint
construction support details etc.
Calculations are to provide that the stand is stable and capable of supporting the loadings of anything which will be
supported i.e. lights, speakers, plasma screens etc.
A nominal load should be applied for wind (0.15 kN/m2) although this appears not to apply in the halls, stands have
been affected by doors being open. A calculation should also be carried out for overturning this assumed to be the
impact of a person (0.75 kN) at a height of 1.5m above the ground.
No fixing is allowed into the hall floor at the venue, other means of securing the stands need to be considered.
All structure information should be submitted to Reed Exhibitions and Campbell Reith at least 8 weeks prior to the
show build-up date.
PERMISSION TO ENTER THE EXHIBITION PREMISES AND COMMENCE CONSTRUCTION WILL NOT BE PERMITTED
WITHOUT THE FULL APPROVAL OF THE STRUCTURAL ENGINEER.
The Organisers reserve the right to prevent work being carried out by, or on behalf of, any Exhibitor who has not submitted
stand design drawings in accordance with these regulations.
Aisles
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 Aisle Marshals.
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.
Alcohol and Drugs
Drinking of alcohol onsite during the build up and breakdown phase is forbidden. The taking of drugs is strictly forbidden at all
times.
Animals
Animals are not allowed on site unless they are part of the event. Written confirmation must be received from the Organiser’s 6
weeks before coming on site, as approval needs to be gained from the Local Authorities. Guide Dogs are permitted during the
open period of the exhibition.
Balloons
Helium Balloons (Blimps) & Toy Balloons are NOT permitted at World Travel Market 2015.
Compressed Gases (e.g. LPG)
Use of compressed gases will only be permitted where essential and by exception and these must be registered as a special
risk. A certificate of installation by a Gas Safe Register fitter is required for LPG installations.
Demonstrations
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.
Demonstrations/noise
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.
Demonstrations/noise
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 1989 and the Environmental Protection Act 1990 will be enforced onsite. Please click here to go to the
Exhibition Timetable to see the time restrictions we have on demonstrations and live performances during World Travel Market
2015.
The following would be considered to be demonstrations.
Special effects - lasers, strobes, smoke & pyrotechnics
All Special effects require prior approval by the venue so any exhibitors wishing to use special lighting, lasers or smoke
machines etc should submit a detailed proposal with Risk Assessment and Certificate of Apparatus for use, to the Operations
team at Reed Exhibitions, we will then pass it onto the venue for processing.
Special treatments - massage etc
Special Treatments/Massages - If any stand offers massages or special treatments to visitors, they should notify the Organisers
immediately, as it will be necessary to apply for a Local Authority Licence.
Performance
Performing Acts - If any stand intends to have a performing act as part of their exhibit, such as a magician, contortionist, etc,
please contact the Operations team with details, as it may be necessary to apply for a Local Authority Licence. We will also
require proof of Public Liability Insurance and Equity membership from the performer, as well as a Risk Assessment. These will
be subject to our strict time restrictions. Please click here to view the Exhibition Timetable which has the details of the time
restrictions in relation to demonstrations and live performances during World Travel Market 2015.
Demonstrations & Seated Audiences
Demonstrations on stands during the event must be safe and without risks to health and safety and where necessary covered
by a risk assessment. Presentation 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.
Live Performances/Entertainment
If you are planning on having a live performance/entertainment e.g:Dance Display
Singers
Bands and/or musical performance.
Acrobats
Then please note that there are time restrictions to these performances taking place on your stands. Please click here to view
the exhibition timetable to see the time restrictions.
We also require you to complete a form to inform us of any presentations taking place on your stand, please click here to be
directed to this form. 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.
Dilapidations
Please remember that you are responsible for making good 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.
Dividing Walls
On divided sites, you are responsible for erecting and decorating side and back walls facing onto your stand areas to a height of
2.5m. Walls above this height must be clad and decorated on both sides, with the reverse side being decorated from 2.4m
upwards by the Exhibitor who has them erected. Such walls overlooking adjoining stands must be finished in a neutral plain
colour only. The minimum height for dividing walls is 2.5m.
The maximum height for dividing walls of single-storey stands is 6m. However you must ensure that the rear of the walling is
dressed from 2.4m upwards in a neutral colour with no branding.
Please note any build height over 4m is deemed a complex structure so structural calculations are required on submission.
Doors/Vision Panels
The required minimum effective clear width of a door is 800mm.
Doors must have a vision panel with a zone of visibility of between 500mm and 1500mm above the floor. The exception to this
is doors to small storerooms, where a small panel may suffice.
Double Deck Stands
Written application for permission to design stands of 2 storeys must be made directly to the organisers. Such stands may be
built to a maximum height of 6m (including any name sign or trade mark).
In the interests of the Exhibition as a whole we reserve the right to determine the position of any 2-storey structure within a
stand. The area occupied by the structure must not be greater than 50% of the total stand space. All 2 storey stands are
classified as complex stands and charges will be made for structural approval.
Please be aware that we have a limited breakdown tenancy, all stands must be dismantled and removed by 1400 hrs on
Sunday 09 November 2015, including waste. Only submit plans with a thorough method statement if you believe this can be
achieved in the time frame available.
Staircases
When planning your double deck stand please ensure that staircases comply to the following:-
The going of each step must be between 280mm and 425mm.
The rise of a flight between landings contains no more than 12 risers for a going of less than 350mm and no
more than 18 risers for a going of 350mm or greater.
The rise of each step should be between 150mm and 170mm
A level landing must be provided at the top and bottom of each flight.
Doors must not swing across landings.
Risers must not be open
A continuous handrail must be provided on each side of a flight and landings.
For full two-storey regulations and detailed staircase regulations please click here.
Please note the following Structure Information Requirements at ExCeL London:1.
Submission of information should be in the form of drawings and calculations, not photographs or rough sketches, as it
is not possible to assess the structure without details of the stand.
2.
Drawings should contain enough details to show exactly how the stand will be constructed including baseplates, joint
construction support details etc.
3.
Baseplates should be a minimum of 300 x 300 x 12 and tied together using straps to prevent spreading of the
baseplates, if not then a calculation should be provided to justify there omission.
4.
No fixing is allowed into the hall floor.
5.
Calculations are to prove that the stand is stable and capable of supporting the dead load of the structure and a live
load of 5 kN/n2 (refer to ExCeL & ECO Regulations). A nominal load should be applied for wind (0.15 kN/m2) although
this appears not to apply in the halls, stands have been affected by doors being open. A calculation should also be
carried out for stability and sway moments, these should be counteracted using either bracing or moment connections.
6.
Stair calculations should assume a live load of 5 kN/m2. Stair dimensions vary depending on the number of risers,
7.
8.
details can be found in the ExCeL & ECO Regulations.
Handrails should be designed to resist a horizontal load of 1.5 kN/m run at a height of 1.1m. Infill panels should be
constructed using solid material or vertical bars, horizontal bars or wires are not acceptable.
th
All structural information should be submitted to Reed Exhibitions by 5 August 2015.
Dust
Dust must be kept to a minimum. Dust extraction must be used, where fitted, on power tools.
Early/Late Working
If you have appointed a stand contractor to build your open space stand, you must be assured that the design of the stand is
such that it can be built within the specified times as stated in this manual.
Early or late working outside of the published build up and breakdown timetable will be permitted at the organiser's discretion &
will be subject to a £500 per hour charge.
Electrical Installations
Exhibitors and contractors must comply with The Electricity at Work Regulations, the IEE Wiring Regulations, the EVA Electrical
Regulations and the venue’s electrical regulations.
All work must be carried out by competent and qualified electricians and all temporary installations must be protected by an
RCD and inspected before power is supplied to the stand. All electrical installations should be carried out by the official
contractor.
During build-up initial connections are made as early as possible, but in some cases this could mean on the opening
morning if the stand (or block of stands) is not complete. The power to all stands will be switched off 30 minutes after the
close of the show each day. Please also remember to order a 24 hour supply for the open period if required.
You or your contractors are advised to contact the Official contractor to arrange a temporary power supply for actual
construction of your stand if required. Power must not be taken from cleaners’ sockets or other hall sockets. Any non-uk plugs
must use an adaptor & these can be purchased from the Organisers Office onsite at the exhibition.
When you order you will need to specify using a grid the correct positioning for lights and sockets - should the grid not be
submitted, the items will be positioned at the discretion of the contractor and charges maybe be levied for on-site changes.
Basic loading guidelines for socket outlets:
500 watt socket
1000 watt socket
2000 watt socket
3000 watt socket
PC Computers, TV's, videos, spotlights to 500w & refrigerators
Domestic filter coffee machines & lighting up to 1000w
Kettles* & machinery up to 2000w
Hired coffee machines, machinery 2000w - 3000w
* These appliances are of varying power requirements dependent upon type and manufacturer. It is therefore essential that the
reference tag or plate is fitted to each appliance and under law be read, the loading in watts or kW (kilo Watts = Watts x 1000)
will be stated, and the appropriate size socket ordered.
As the exhibitor, it is your responsibility to order adequate power supply for your stand. Failure to do this will result in
delays on site and could be a fire risk. On site checks will be carried out by the appointed Health & Safety Officer, as
well as the official contractor. In all cases the decision of the Organiser and its appointed representative is final.
There should be sufficient correctly installed and rated power sockets to preclude the use of extension leads and long trailing
flexes. If essential, extension leads must be correctly fused and limited to one per socket. Multi-sockets must not be used.
Electrical wiring and fittings to be covered and not hanging down/protruding between adjoining stands.
Electrical Testing
IMPORTANT: CHANGES THAT AFFECT EVERY STAND AT UK EXHIBITIONS
The regulations for temporary electrical installations in the UK have changed.
This change affects your stand so please read this summary below.
Every electrical circuit in a temporary installation (such as at an exhibition) now requires additional safety testing when it is
installed. This is a change that affects the whole UK and is not specific to the exhibition industry, our show or venue.
This is a significant change and the UK exhibition associations have worked together to create a new process for this testing
that minimises the impact and cost on our exhibitors. The costs are solely to cover the labour involved in the testing. These
changes are described below:
Shell Scheme Exhibitors
Shell scheme installations are relatively simple, are installed by the official electrical contractor but there are a lot of them.
Therefore we have been able to minimise the costs of testing any one installation. When shell scheme exhibitors orders any
additional electrical item from the order form they will automatically be charged a one off flat fee of £15+vat to test their stand.
This contributes towards the cost of the testing, the official electrical contractor will do the test and there is nothing else the
exhibitor needs to do.
Space Only Exhibitors who use the official electrical contractor to install their electrics
Most exhibitors building their own stand use the official electrical contractor to do the electrical installation for them. W hen the
official electrical contractor quotes for the installation they will also automatically include the cost of the additional testing. This
cost will vary depending on the complexity of the installation but it will be no more than £150+vat.
Space Only Exhibitors who buy the mains only and use their own electricians to install their circuits
A few large exhibitors buy only the mains supply from the official electrical contractor and their own stand builder’s electricians
do the installation. When they order this ‘mains only’ supply the official electrical contractor already do some checks and
approve them as being competent to do their own installation. This process will now be more rigorous and the stand builder’s
electrician will now need to be approved as competent to install and test their own installation. If the stand builder’s electrician
cannot or does not want to do their own testing then the official electrical contractor can quote for that work.
PLEASE NOTE: Some electrics on stands are designed as ‘plug and play’ this means that often the stand builder’s electrician
who comes onsite is not a qualified electrician as they are only plugging items together. However these electrics now need to be
tested once they are all plugged together. If you have qualified electricians on your stand they will be able to do this testing
themselves and there will be no additional cost to you. However, if your "electricians" are not qualified then you will need to ask
your stand builder to bring someone who is qualified or get a quote for the testing from the official electrical contractor.
If you have any questions please contact the Operations Team - wtm.operations@reedexpo.co.uk
http://www.aeo.org.uk/Content/eGuide/3_34/
Please see below contact details for the Electrical Contractors at WTM 2015:
North Hall: South Hall:Regions include: UK & Ireland (UKI and L), Europe &
Regions include: The America's (NA, LA, CA), India (IN), Asia &
Mediterranean (EM), Global Village (GV), Technology & Online Australasia (AS), Middle East (ME) and Africa (AF)
Travel (TT).
Freeman UK
Global Experience Specialists (GES) Ltd
Unit 5 Watermill Business Centre
Silverstone Drive
Enfield
Gallagher Business Park
EN3 7XF
Coventry CV6 6PA
Contact: Tim O'Connell
Tel: +44 (0) 2476 380 180
Fax: +44 (0) 2476 380 221
Email: electrics@ges.com
Web:www.globalexperiencespecialists.co.uk
Tel: +44 (0) 207 598 5510
Fax: +44 (0) 207 598 5522
Email: - tim.oconnell@freemanco.com
Freeman UK Website
Web:
Enclosed Stands
The inclusion of large enclosed areas within a stand should always be avoided & can only be permitted with the organisers’ prior
written permission.
Stands Under 50sqm
Long runs of walling must be avoided particularly along open perimeters of the stand and are restricted to a maximum of 50% of
any side of the stand. Solid walling over 50% will not be permitted even if stepped in.
Stands Over 50sqm
Long runs of walling must be avoided particularly along open perimeters of the stand and are restricted to a maximum of 25% of
any side of the stand. Wall length can be increased to 50% of any side of the stand if the wall is set back by 1m. However a
maximum of 3m of walling will be permitted before the setting back rule applies. Walling on any corner of the stand must be
stepped in 1m from all open sides regardless of its length.
Exhibition Timetable
Please refer to the timetable for the build-up and breakdown schedule.
The design of your stand must be such that it can be erected and dismantled within the published build up and breakdown
periods.
It is important you contact us if you foresee any problems keeping to this schedule. It is the responsibility of the exhibitor or their
appointed contractor to ensure the stand is being built to the correct floor markings. Please check with the organisers office if
you are in any doubt regarding your allotted floor space.
Fire
There are strict rules governing what materials can be used to build stands and these will be covered by the venue’s
regulations. Exhibitors and contractors must ensure that they are followed. In general you are not permitted to build your stand
with anything that is flammable or non-flame resistant unless it has been treated.
Combustible waste must be safely disposed of and boxes and packaging must not be stored on the stand.
Fireman's switches must be added for neon signs.
The venue will be providing fire patrols during all phases of the event. First aid fire fighting equipment is provided in the halls by
the venue and additional fire extinguishers will be placed on some stands.
Fire Extinguishers of approved pattern and capacity will be supplied by the venue, free of charge.
Fire and Safety Regulations
All stand construction and displays must be made from fireproofed materials and installed to the satisfaction of the authorities.
Any goods attached to your stand will constitute part of your stand and will be subject to these regulations.
Timber Used in Stand Construction & Displays
All timber under 1 inch thick must be impregnated (pressure process) to BS476 PART 7 CLASS 1 Standard. Boards, plywood,
chipboard etc must be treated in the same way if they are under 18mm thick. Timber over 1 inch thick need not be treated &
MDF is acceptable in most cases.
Treated boards will have BS 476 - PART 7 - CLASS 1 marked on them.
Plastics / Stand Dressing
All plastics must conform to BS 476 - PART 7 - CLASS 1 Fire Regulations . Lexan and Macralon are acceptable. PERSPEX
MUST NOT BE USED.
Artificial plants and flowers which are combustible and give off toxic fumes must not be used for stand dressing. Silk type
flowers are acceptable providing they have been fireproofed to BS 476 PART 7 and are marked as such. Plastic security nightsheets must also conform to the above standard.
Fabrics Used in Displays
Textile fabrics used for interior display purposes on the stand must be FLAMEPROOFED or purchased already treated by use
of approved chemicals, in accordance with BS 5438 & BS 5852. Certain fabrics need not be proofed ,ie, wool, twill or felt.
Textile fabrics used for interior decorative purposes within stands must be fixed taut and or in tight pleats (Not Draped) to a solid
backing and secured 3 inches above floor level and not touching any light fittings. Cellulose paints are flammable and must not
be used for stand dressing. Only water based paints must be used.
Glazing
This relates to the panels on staircases and large build panels. They need to conform to the following regulations:Nominal Thickness
8mm
10mm
12mm
15mm or thicker
Maximum Pane size
dimensions
1100mm x 1100mm
2250mm x 2250mm
4500mm x 4500mm
No limits
First Aid
First aid cover is provided by the venue. A fully equipped medical treatment room is located on Level 0 (room 27) and can
accommodate 5 persons at any one time.
Floor Conditions / Loading Restrictions
During build up there is a significant risk of slips, trips, and falls and sharp objects left on the ground. All those working in the
halls in build up and breakdown are strongly advised to wear appropriate safety footwear.
The floor can withstand a loading of 40 tonne heavy goods vehicle or up to 25kN per m2. If you are exhibiting any items over
this weight please inform the Operations team as soon as possible to investigate other options.
Floor loading limits may vary in different parts of the venue. Those using heavy equipment especially lifting equipment must
consult safety staff with regards to safe floor loading limits. Please contact the organisers for confirmation.
Floor Coverings
Open space sites are not carpeted - exhibitors must provide their own floor covering.
Exhibitors with adjoining blocks of stands will not be permitted to place their own carpet in the gangways unless prior permission
is given in writing by the organisers.
Nothing may be structurally attached to the floor of the Exhibition premises without the written consent of the Venue. Carpet
may only be fixed to the venue floor with approved carpet tape. This tape can be purchased from the Organisers office onsite at
the exhibition.
All carpet tape must be removed and any charges for the removal of carpet tape left on the floor at the end of breakdown will be
passed direct to exhibitors.
If you would like to order a platform floor on your stand then please complete the form in the checklist within the online Exhibitor
Manual.
Gangways and Emergency Exits
The gangways used in this venue are the minimum permissible by law. Under no circumstances will exhibits, stand dressings,
tables & chairs etc. be allowed to encroach into gangways. Please keep your exhibits inside your stands at all times.
Doors and gates forming part of an escape shall be provided with a vision panel of clear glazing at sight level with a zone of
visibility of between 500mm and 1500mm above the floor (the exception to this is doors to small storerooms, where a small
panel will suffice) and must be hung to open in the direction of escape, clear of any steps, landings or gangways. Where
necessary doors must be recessed so as not to open onto or obstruct the required width of any gangway or other escape route.
Such doors shall be free from fastenings other than panic bolts in accordance with BS EN 1125.
Bridging and carpeting over gangways is not permitted, please contact the organisers for further information before any
arrangements for your stand are made.
Hanging Wires
Hanging wires are not to be left hanging below head height and must be marked with hazard tape.
Hazardous Substances
Hazardous substances are not be brought into the halls unless essential. The use of hazardous substances must be subject to
a COSHH assessment. Exhibitors must declare the use or display of hazardous substances as a special risk.
Health and Safety
Please refer to the separate Health & Safety section within the online Exhibitor Manual for full details of Health and Safety
regulations that need to be adhered to.
Height Limit
The overall height of standfitting for single-storey stands including cladding of columns is 4m from the floor level. Requests to
exceed this height will only be considered provided that they are submitted to us in writing and accompanied by full technical
drawings and structural calculations. Any construction over 4m is classified as a complex stand so requires structural
calculations for structural approval.
Please be aware that we have a limited breakdown tenancy, all space only stands must be dismantled and removed by 14.00
on Sunday 09 November 2015, including waste. Only submit plans for stands that are over 4m with a thorough method
statement if you believe this can be achieved in the time frame available.
For more details on stand submission please refer to the Stand Design Section.
Hot Works Permit
All hot works must be subject to a hot working permit obtainable from the organiser’s office.
Kitchens
If you intend to have a kitchen on your stand for 2015 please note that the food hygiene and catering regulations will be strictly
enforced again in 2015.
All kitchens must be "fit for purpose", but please note a few points you will need to consider in your stand design:•
•
•
•
Order 24 hour power, if you have refrigerated or frozen food on the stand as this is turned off 30 minutes after show
close.
Ensure the large enough in size for the level of catering you intend to provide and staff that need to work in the area.
Make sure the flooring is appropriate, e.g. vinyl not carpet.
Install appropriate sink facilities for food preparation and hand washing.
Lifting and Logistics
The official Lifting and Logistics contractor will be the only company permitted to operate forklift trucks and cranes in the halls.
The use of vehicle mounted ‘HIAB’ type cranes and self-drive lifting equipment and de-mountable forklift trucks will not be
permitted within the halls or offloading areas.
ILS will be happy to provide you with advice and a quotation for your requirements.
Exhibitors planning to transport their goods through an international courier are recommended to use the services of ILS who
have special facilities in place for the event.
Please either complete the order form in the checklist within the online Exhibitor Manual or go to the official contractor page for
their contact details.
LPG
All non-mains Flammable Gas including Compressed Gas & LPG (Liquified Petroleum Gases -Propane, Butane, etc) is
prohibited on the premises at all times unless the venue is satisfied that exceptional circumstances apply and its prior consent is
obtained.
Maintenance on Stands
Under no circumstances will maintenance work be permitted on stands during the exhibition open hours.
If at any time during the exhibition open days you need to carry out maintenance work on your stand after the exhibition has
closed please apply to the organisers by 14:00hrs on the same day.
Mobile Exhibition Units/Trailers
Mobile Exhibition units, caravans or similar vehicles are not permitted without prior written consent from the
organisers.
Organisers' Right to Change Stands and Floorplan Layout
In the interests of the Exhibition as a whole, it may be necessary to remove or alter anything in - or forming part of - any stand. If
we feel this action must be taken this would have to be at the expense of the Exhibitor concerned.
The exhibition floorplan is subject to change at the discretion of the organisers. Please contact the organisers to obtain the
latest version of the exhibition floorplan.
Ramps
All stands with a platform that exceeds 13mm in height should incorporate a ramp for disable access with a minimum
unobstructed width of 1m - please refer to the Equality Act section above.
Rigging
If you require rigging services then please contact Excel Event Services on:Tel: +44 (0) 207 069 4250
Email: rigging@excel-london.co.uk
Please note that banners/signage is not permitted to be rigged higher than 6m (from the top of banner/signage). Truss can be
rigged to a maximum of 7m to the top however any branding/signage off this needs to be at a maximum height of 6m to the top.
Risk Assessment & Method Statement
All contractors/exhibitors are required to submit a full risk assessment and method statement for the design, construction and
arrangement of their stand. These documents must be submitted along with stand plans & no approval will be given without this
information.
If you require help in producing a Risk Assessment or Method Statement, please email us.
Service Points
All services will reach your stand through underfloor service points.
These have been installed at 5.2m north/south and 3.8m, east/west intervals throughout the halls and are clearly indicated on
floorplans. You are advised to place exhibits that require services on top of, or as near to a point as possible. Service points
cannot be used by the exhibitor.
Signage
Signage and graphics are not permitted to overlook other stands where there is a dividing wall or to overhang gangways.
Where illuminated fascia boards are used on stands, the lighting of them must be of sufficient power to light the fascia board
only, and must not cause any spill of light onto neighbouring stands. No flashing lights will be permitted. We reserve the right to
disconnect the electrical supply to any illuminated fascia which, in our opinion, is causing a nuisance to any other Exhibitor.
Space Only Stand Designs
If you are a space only exhibitor and are looking for a stand designer, please see below:
SMARTSPACE
Operations Department
Reed Exhibitions
Gateway House
28 The Quadrant
Richmond
Surrey TW9 1DN
Tel: +44 (0) 20 8439 5682
M: - +44 (0) 7876 390423
Email: Ross.curran@reedexpo.co.uk
www.reedsmartspace.co.uk
Stand Number Panel
A stand number panel must be displayed on every open side of the stand.
Storage
No excess stock, literature or packing cases may be stored around or behind your stand. If you need help with storing freight
cases, cases or large quantities of packing materials, please contact the official Freight and Storage contractor, ILS, details of
which can be found within the Deliveries, Storage & Lifting section of this manual.
The Equality Act
It is the exhibitors responsibility to remove all barriers to service and comply with The Equality Act. Where exhibitors have a
platform on a stand a reasonable adjustment is to incorporate a ramp into the platform within the stand area. Whatever the
content of the stand is it needs to be accessible to all. Please note the following when designing your stand:
•
•
•
•
•
Stands with platforms that exceed 13mm should incorporate a ramp into their stand design.
Ensure that your stand incorporates enough space. The DDA requires 1.2 metres aisle width – though only 750mm for
an internal door – suggesting that 750mm would be enough
The gradient of any ramp should be no greater than 1:12
If a stand is a double-decker, then it is probably not practical to offer lifts. Therefore please ensure that any services –
such as refreshments can be brought downstairs on a tray for those that need it
Serving counters should have a low access point no higher than 760mm or a lap tray should be provided for the
convenience of disabled people
Vehicles for Display
All petrol-fuelled motor vehicles or other petrol engine equipment fitted with a fuel tank, including boats, plant or machinery,
must comply with the following:
•
•
•
•
•
•
•
•
The fuel tanks of motor vehicles manufactured prior to 1984 must contain only sufficient fuel to move the vehicle in and
out of the hall, due to the absence of safety features which prevent leakage.
Fuel tanks of motor vehicles manufactured from 1984 onwards may contain fuel.
Fuel tanks on all other petrol engine equipment must be empty.
The fuel tank must be sealed, wherever possible with a lockable cap.
Vehicles may require a drip tray and must be positioned within the boundaries of the stand so that any protrusions,
doors, tail lifts etc, do not infringe the stand perimeter.
The running of engines during the open period of an exhibition is strictly prohibited.
For vehicles required to operate as part of a moving demonstration, "pit" positions must be clearly defined and agreed
with the venue. Suitable fire extinguisher(s) must be provided
Filling or emptying of fuel tanks inside the hall is strictly prohibited at all times.
If you wish to display a vehicle please contact the Operations Team 6 weeks prior to the show.
Venue and Local Authority Regulations
All work must be carried out in compliance with the regulations of the Venue and Local Authority.
If an exhibitor erects a stand which does not conform fully and in all respects to the requirements of the organiser, Venue and
Local Authorities, the organisers reserve the right to alter, demolish or reconstruct the stand at the exhibitors expense and to
make it conform to the regulations and requirements. Local Authority decisions are final.
Walling in Open Sides
Stands Under 50sqm
Long runs of walling must be avoided particularly along open perimeters of the stand and are restricted to a maximum of 50% of
any side of the stand. Solid walling over 50% will not be permitted even if stepped in.
Stands Over 50sqm
Long runs of walling must be avoided particularly along open perimeters of the stand and are restricted to a maximum of 25% of
any side of the stand. Wall length can be increased to 50% of any side of the stand if the wall is set back by 1m. However a
maximum of 3m of walling will be permitted before the setting back rule applies. Walling on any corner of the stand must be
stepped in 1m from all open sides regardless of its length.
Water Features
Water features that create mists and sprays such as fountains create the risk of the spread of Legionella bacteria in the air that
can cause Legionnaire’s disease. Any such feature is a special risk requiring a separate risk assessment detailing how the risk
is controlled through water treatment and testing. If you are intending to have a water feature on your stand please confirm the
details in writing to the Organisers so that written approval can be given.
Water and Waste
If you require water or waste on your stand please complete the order form in the checklist within the online Exhibitor Manual or
contact ExCeL Event Services direct:Tel: +44 (0) 207 069 4240
Email: services@excel-london.co.uk
Waste
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.
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.
All waste must be removed from the exhibition hall.
World Travel Market 2015 is working to increase the volume of waste that is recycled rather than going to landfill. Therefore all
exhibitors and contractors are requested to:
1) only bring standfitting, marketing material and associated packaging that is absolutely necessary as excess material often
ends up as excess waste.
2) for those materials that they do bring - only bring materials onsite that are recyclable
3) help us maximise recycling by using the appropriate waste bins in the hall where there is a choice
Tel: +44 (0) 207 069 4240
Email: services@excel-london.co.uk
Working at Height
Working at height is to be in accordance with LOLER and the Working at Heights Regulations. As such, all working at heights is
subject to risk assessment.
All rigging from the roof is to be carried out by the official rigging contractor, ExCeL Event Services Rigging.
All working platforms are to have a guardrail, mid rail and toe board. Tools are to be kept on lanyards so far as is reasonably
practicable.
Static and mobile access working platforms must be fit for purpose (see Working platforms)
Separate risk assessments are required for working on a live edge (before rails are in place). In such cases fall arrest
equipment must always be used.
Operatives working at height other than on a static working platform designed for that purpose (e.g.scaffold) must be clipped on.
Operatives working at height must have suitable head protection e.g. bump caps.
Ground access to areas in the vicinity must be controlled to prevent persons accidentally walking directly under high works.
Ground workers in the vicinity must not work directly under high works and wear suitable head protection e.g. hard hats.
Work Equipment and Tools
Exhibitors and contractors have duties under the Provision and Use of Work Equipment Regulations to ensure that all tools are
fit for purpose and safe to use.
All dangerous moving parts such as circular saws must be guarded with controls to prevent unauthorised use.
The use of battery powered tools is strongly encouraged to reduce trailing cables and risk of electrical hazards. Power tools are
to take power from the 110v centre tapped earths provided and not from cleaner’s sockets which are 240v. Those using mains
powered tools must ensure that cables are not trailed across aisles.
All portable electrical equipment must be subject to a suitable portable equipment testing regime.
Working Platforms
All Mobile Elevated Work Platforms (MEWPS) must comply with LOLER and have had a Thorough Inspection (TI) in the
previous 6 months.
All working platforms are to have a guardrail, mid rail and toe board. Mobile access towers must be correctly constructed.
Mobile access towers must be fit for purpose. Outriggers are to be used correctly with the correct height to width ratio (3.5 x
shortest base width indoors and 3 x shortest base width outdoors).
Mobile access towers may not be moved whilst in use and wheels must be locked off.
Ladders must be footed or tied off and used in accordance with Construction (Health Safety and Welfare) Regulations. The use
of domestic ladders and steps is strictly forbidden.
All of the above are a summarised guide. For full details on any particular aspect you must seek professional advice for instance
look on the HSE website www.hse.gov.uk or feel free to seek advice from the Operations Team.
6. Two-Storey/Double Deck Regulations
TWO STOREY STANDS - BASIC STAND FITTING REGULATIONS
All complex structures and double deck structures are subject to a pre-show plan approval and onsite inspection by Reed
Exhibitions appointed structural engineers. Permission to enter the exhibition premises will not be given until the full approval of
the structural engineers has been given and payment received.
The DEADLINE DATE for approval of complex & double deck stand designs is
th
5 August 2015.
It is vitally important that you meet this deadline date – we cannot guarantee approval will be granted to build stands if the
design is submitted late.
The Organisers reserve the right to prevent work being carried out by, or on behalf of, any Exhibitor who has not submitted
stand design drawings in accordance with these regulations.
Please find below the regulations for building Two Storey Regulations taken from the E-guide edition updated December 2013,
please note that these regulations are subject to updates twice a year. To view the full e-guide please go to the AEO website:
http://www.aeo.org.uk/Content/eGuide/3_34/
Stepped Access
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
l)
m)
n)
o)
p)
A level landing must be provided at the top and bottom of each flight.
Each landing must have an unobstructed length of not less than 1200mm.
Flights shall have a minimum, unobstructed width of 1.1m
Doors shall not swing across landings
Flights between landings shall contain no more than 12 risers where the treads are less than 350mm and no more
than 18 risers where the treads are 350mm or greater.
The tread and riser of each step must be consistent throughout a flight.
The rise of each step must be between 150mm and 170mm
The tread of each step must be between 280mm and 425mm
Risers must not be open.
All nosings must be made apparent by means of permanently contracting material 55mm wide on both the tread
and the riser.
The projection of a step nosing over a tread below should be avoided, but if necessary it must not exceed 25mm.
A continuous handrail must be provided on each side of flights and landings.
A single staircase shall not exceed 1.8 metres in width.
Where a staircase is divided into more than one channel, no single channel shall be less than 1 metre wide and an
additional handrail must be provided between channels.
Spiral staircases are only permitted for exhibiting staff use and not for members of the public.
Helical stairs are permitted where they comply with this guidance and their use is approved by the venue.
q)
Where the means of access to trailers, boats, caravans and other, similar exhibits is manufactured as an integral
part of the product, it may not comply with the above regulations. In such a case an appropriate risk assessment
is required. As a minimum, it must comply with the following:

The headroom must be a minimum of 2m

The width may not be less than 450mm and must be at least equal to the width of the entrance to the exhibit

The risers must not exceed 170mm in height

Each tread must be a minimum of 280mm in depth

The width of landings at top and bottom must be equal to the width of the steps.

Handrails must be provided.
Handrails
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
The vertical height to the top of the upper handrail from the pitch line of the surface of a ramp, flight of steps or
landing must be between 900mm and 1000mm
Handrails shall be continuous across flights and landings of ramped and stepped access.
Handrails shall extend at least 300mm beyond the top and bottom riser of any steps
Handrails shall contrast visually with the background against which they are seen, without being highly reflective.
The surface of handrails shall be slip resistant.
Handrails shall be terminated in a way that reduces the risk of clothing being caught.
The profile of handrails shall be either circular, with a diameter of between 40 and 45mm, or oval, preferably with a
width of 50mm.
The clearance between the handrail and any wall shall be between 60 and 75mm
Double-width staircases shall have a central handrail.
The clearance between a cranked support and the underside of the handrail shall be at least 50mm.
Handrails shall be non-climbable i.e with solid infills or vertical guardrails, which should be no more than 100mm
apart and without horizontal members between verticals.
Barriers (Balustrades)
Barriers shall be provided to protect exposed edges of staircases, landings, balconies, galleries and other changes of level.
They shall:
a)
b)
c)
Provide guarding to all exposed edges of stairs and ramps at a height of 900mm above the pitch line and to landings
and balconies at a height of 1.1m.
Be capable of resisting the forces set out in BS 6399-1
Be non-climbable i.e with solid infills or vertical guard rails at a maximum of 100mm apart.
Ramps
1.
2.
3.
If constraints necessitate an approach of 1:20 or steeper, an approach incorpating a ramp should be provided.
A ramp must be either readily apparent or the approach to it is clearly sign-posted.
The gradient of a ramp flight and its going between landings are in accordance with Table 1.
Table 1
Going of a flight
10m
5m
2m
Limits for ramp gradients
Maximum gradient
1:20
1:15
1:12
Maximum rise
500mm
333mm
166mm
Notes:
For goings between the above lengths, the gradient will be adjusted accordingly
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Ramps must not be greater than 10m, or have a rise of more than 500mm.
Ramps shall have a minimum, unobstructed width of 1.5m
The ramp surface must be slip resistant, especially when wet, and of a colour that contrasts visually with that of the
landings.
A landing at least 1.2m long and clear of any door swings or other obstructions must be provided at the foot and head
of the ramp.
Intermediate landings must be at least 1.5m long and clear of any door swings or other obstructions.
Intermediate landings at least 1800mm wide and 1800mm long must be provided as passing places when it is not
possible for a wheelchair user to see from one end of the ramp to the other, or if the ramp has three flights or more.
Handrails must be provided on both sides of a ramp which has a gradient steeper than 1:20. Where it is impractical to
comply with this legal obligation, a risk assessment must be provided and approved by the Organiser.
Where the change in level is 300mm or more, 2 or more clearly signposted steps should be provide din addition to the
ramp.
All landings should be level, subject to a maximum gradient of 1:60 along their length.
A kerb at least 100mm high, which contrasts visually with the ramp or landing, must be provided on the open side of
any ramp or landing, in addition to any guarding required.
Toeboards
Toeboards to a minimum height of 50 mm are required on landings and around the decks of two storey stands.
Travel Distance/Exits
Ideally we recommend that there should be a minimum of two separate staircases leading from any floor above ground level.
However in the following situation, a single staircase is acceptable:
No more than 60 people will occupy the level served by the staircase at any one time (public, performers and staff
inclusive)
No part of that floor of the upper storey of a stand is more than 20 metres away from the gangway. This should be
reduced to 15 metres where alcohol is being served on the upper deck.
The occupancy of the upper deck is calculated according to the use of the area For example, if the upper deck has tables and
chairs (eg conference, sales area, bar or restaurant), the occupancy can be no more than 1 person per sqm.
Base Plates
No bolting to the ExCeL floor is allowed. All two-storey structures must be self-supporting. Any structures lying over the duct
covers must have base plates of a minimum area of 1m². (i.e must have a length of 1m and a width of 1m).
Enclosed offices, cupboards etc. formed beneath the upper floor should be lined throughout with non-combustible fire-resisting
material.
The following loadings are to be adopted in the design:Upper Deck
weight loading of 5kN/sqm.
Sway load 10% of vertical loading
Handrails and Balustrades 3 kN/m applied at centre line of rail.
7. Venue & General Information
ExCeL
World Travel Market 2015 is held in North (N1 - N9) and South Halls (S1-S10) at ExCeL London. The full contact details are:
ExCeL London
One Western Gateway
Royal Victoria Dock
London. E16 1XL
Phone: +44 (0) 20 7069 5000
email: info@excel-london.co.uk
Traffic Guidelines Will be available closer to the event.
The World Travel Market 2015 Exhibition Management office will be open throughout the tenancy period 28 October - 08
November 2015.
The direct telephone line for the Operations Team onsite at World Travel Market 2015 will be released closer to the event. For
more comprehensive information regarding the venue itself click here to go to ExCeL London website.
How to Get to ExCeL
To assist you with your travel planning, WTM has negotiated a number of arrangements designed to give you access to the
services you require at the best possible rates. Working with specialist partners, we can help you with hotels, ground
transportation including chauffeur drive, as well as WTM visitor travel cards.
ABOUT EXCEL LONDON
Postal Address:
ExCeL London
1 Western Gateway
Royal Victoria Dock
London Docklands
E16 1XL
UK
Telephone: +44 (0)20 7069 5000
Website: www.excel-london.co.uk
For more details please visit the World Travel Market website - http://www.excel-london.co.uk/visiting-excel/visitors-guide/
Audio Visual Equipment
We have appointed 3 contractors, Aztec Event Services, Blitz Communications and DB Systems, to provide audio visual
equipment for the exhibition. Details of these companies can be found on the official contractors contact page.
Please remember that Audio Visual equipment, amplifiers or live music may not be used without our written consent &
only at specific times. Please complete and return the stand presentation form contained within the checklist.
Audio Visual presentations/demonstrations must not exceed a 'reasonable volume'. If any presentation/demonstration
causes obstructions in the gangways, and/or exceeds 'reasonable volume' (no greater than 80 decibels) causing a
nuisance to neighbouring stands, we reserve the right to restrict the number of or cancel such
presentation/demonstration. Please also note the time restrictions of presentations in the Exhibition Timetable.
Banking
You will find two HSBC Machines at the West End of the boulevard, and Barclays and HSBC ATM's situated in the boulevard on
Level 0, and one at the East end of the Boulevard by N6/S6. All machines accept all bankcards.
The Business Service desk located on level 0 of the boulevard can purchase any foreign currency in exchange for GBP,
however, they do not sell any foreign currency.
The nearest Bank is Halifax located at 286-288 Barking Road, E13 8HR, T: 020 7474 9157. Halifax also offer a foreign
exchange service.
Business Services
For all your business service needs, including photocopying, faxing, essential office supplies and a Bureau de Change, visit the
ExCeL London Business Services unit located at Level 0.
T: +44 (0) 20 7069 5005
Catering - External Catering Supplier
All applications are to be received by 11th September 2015.
If an exhibitor wishes they may use their own catering provider, all applications in the first instance are to be forwarded to the
Venue ExCeL. Only legitimate catering companies will be considered.
External catering suppliers are limited to providing services to a maximum of two stands.
Once approved all auditing will be conducted by ExCeL London.
Important Information
All documents must be received by 11th September 2015, any caterers who fail to provide the correct documentation will be
refused as this will not leave enough time to carry out the correct level of due diligence.
Further information on equipment, labelling, risk assessments, waste, food safety, washing facilities and alcohol regulations can
be found in the attached "eGuide". Please do refer to this as it is a comprehensive guide to catering at ExCeL.
For all details relating to catering at WTM 2015 please click here.
Your direct contact for World Travel Market is - retail@ExCel.london
A link to the eGuide is available here www.aeo.org.uk/files/catering_dec_20131.pdf
Catering - General
Situated in the Boulevard there are a number of catering outlets, some of which will also be open during the construction and
dismantling periods.
Catering - Indigenous Catering on Stands
All applications are to be received by 11th September 2015.
We (as Organisers and Exhibitors) are contractually obliged to use the Venue caterers for all of our food and beverage provision
at the show. We recognise that in a few cases an exhibitor may wish to bring ‘indigenous’ products to the show.
Only food approved under an Indigenous application can be brought into the venue, any products not on the approval letter from
the exhibition organisers must be purchased through ExCeL directly.
If you wish to apply for Indigenous Catering at World Travel Market 2015 please send your request to retail@ExceL.london
For all details relating to catering at WTM 2015 please click here.
Catering - Stand & Hospitality
ExCeL London Regulations state that all food and drink that is to be consumed on or given away from your stand must be
purchased from the Official Exhibition caterers. They will be more than happy to help and advise you on a wide range of options
available to suit your requirements and budget.
For more information please contact Leiths: - wtmleiths@compass-group.co.uk
or call 020 7069 4100
For all details relating to catering at WTM 2015 please click here.
Children
World Travel Market 2015 is a trade event, and no children will be permitted as it is not a suitable environment for children.
Health and Safety regulations prohibit the presence of under 16's in the halls during the build, breakdown and open period.
Children will be refused access under all circumstances and no alternative facilities will be provided.
World Travel Market 2015 is a trade event, and during the open period is not a suitable environment for children and as such no
facilities will be provided.
Cleaning and Waste
It is your responsibility to maintain your stand in a clean condition at all times. We have made arrangements for basic stand
cleaning overnight, every open day of the exhibition to be carried out at no charge to you. This does not apply to the upper deck
of a two-storey stand, if you require cleaning of the 2nd storey you need to order this direct with ExCeL London cleaning. As is
usual, the cleaning of exhibits will remain your responsibility as will any special services that may be required such as the
removal of bulk rubbish.
Skips can be supplied for build and breakdown at an extra charge depending on the size of the skip. If you require cleaning in
addition to the standard basic cleaning provided then please contact:
ExCeL London Cleaning direct on +44 (0) 207 069 4500 Email cleaningservices@excel-london.co.uk or onsite via the
Organisers Office.
PLEASE NOTE that you will incur charges if you or your contractor leaves excess waste during build up and breakdown.
Cloakroom
There are cloakrooms located centrally in the Boulevard and near each entrance East & West.
All items are charged at £1 each. The cloakroom will open half an hour before the show opens until half an hour after the show
closes each day. Any left items will be taken to the Security Suite located at the West Entrance, Level 0.
Compressed Air, Gas, Water & Waste
ExCeL Event Services, the Official contractor employed by ExCeL London is solely responsible for the supply and connection of
natural gas, compressed air, water and waste services. Exhibitors requiring these services should complete the form that can be
found in the online Exhibitor Manual within checklist.
Copyright Music
If you intend to play recorded background music or live music on your stand during the course of the exhibition you are required
by law to obtain music licences.
Phonographic Performance Ltd (PPL) administers licensing of sound recording for most recorded music played in the UK. It
issues a licence and levies a tariff on the broadcast and public performance (which includes exhibition stands) on behalf of the
record companies.
Performing Right Society (PRS) administers licensing of sound recording for most recorded music played in the UK. It issues
a licence and levies a tariff on the broadcast and public performance (which includes exhibition stands) on behalf of the writers
and publishers of the music.
It is our position that exhibitors are solely responsible for obtaining any licence required to play music on their stand. However,
an administrative arrangement has been entered into between the organiser, who are members of the Association of Exhibition
Organisers, and PPL and the PRS for a licence to be obtained on your behalf.
Please note that these licences do not cover musicians or singers on the exhibition stands nor any featured use of recorded
music (e.g. fashion shows, demonstrations, disco-type presentations), if you intend to have live or featured recorded musical
performances please complete the PPL & PRS Licence form within the online Exhibitor Manual within the checklist.
PLEASE NOTE THAT LIVE PRESENTATIONS/DEMONSTRATIONS WILL ONLY BE ALLOWED AFTER 5PM ON MONDAY,
TUESDAY & WEDNESDAY. ON THURSDAY LIVE PRESENTATIONS/DEMONSTRATIONS WILL BE ALLOWED FOR 10
MINUTES EVERY HOUR ON THE HOUR FROM 11AM UNTIL 3PM with the prior permission of the organisers, however the
organisers reserve the right to stop any performance they feel is causing a nuisance to any other exhibitor. Please complete the
form in the online Exhibitor Manual within the checklist for permission to be granted.
Disabled Access and 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.
Travelling to ExCeL London:
Access from Docklands Light Railway
•
•
Lift at Custom House for ExCeL DLR station
Lift access at Prince Regent station
Access to car parking
•
•
There are 150 on-site car parking bays suitable for disabled drivers
Access to the building from disabled car parking bays is along walkways with a gradient of no more that 1:15
Wheelchairs are available for hire from the Information Desks, on a first come first served basis, with a fully refundable
deposit.
Deliveries
Please note that no courier vehicles will be allowed access to the lorryways during World Travel Market. You will need to go to
the Courier Acceptance Point located onsite and all courier vehicles will be directed to this point by the traffic marshals.
For information about the Courier Acceptance Point, services that are available and shipping details please go to the delivery
section for more information.
Electrical Testing
IMPORTANT: CHANGES THAT AFFECT EVERY STAND AT UK EXHIBITIONS
The regulations for temporary electrical installations in the UK have changed.
This change affects your stand so please read this summary below.
Every electrical circuit in a temporary installation (such as at an exhibition) now requires additional safety testing when it is
installed. This is a change that affects the whole UK and is not specific to the exhibition industry, our show or venue.
This is a significant change and the UK exhibition associations have worked together to create a new process for this testing
that minimises the impact and cost on our exhibitors. The costs are solely to cover the labour involved in the testing. These
changes are described below:
Shell Scheme Exhibitors
Shell scheme installations are relatively simple, are installed by the official electrical contractor but there are a lot of them.
Therefore we have been able to minimise the costs of testing any one installation. When shell scheme exhibitors orders any
additional electrical item from the order form they will automatically be charged a one off flat fee of £15+vat to test their stand.
This contributes towards the cost of the testing, the official electrical contractor will do the test and there is nothing else the
exhibitor needs to do.
Space Only Exhibitors who use the official electrical contractor to install their electrics
Most exhibitors building their own stand use the official electrical contractor to do the electrical installation for them. When the
official electrical contractor quotes for the installation they will also automatically include the cost of the additional testing. This
cost will vary depending on the complexity of the installation but it will be no more than £150+vat.
Space Only Exhibitors who buy the mains only and use their own electricians to install their circuits
A few large exhibitors buy only the mains supply from the official electrical contractor and their own stand builder’s electricians
do the installation. When they order this ‘mains only’ supply the official electrical contractor will already do some checks and
approve them as being competent to do their own installation. This process will now be more rigorous and the stand builder’s
electrician will now need to be approved as competent to install and test their own installation. If the stand builder’s electrician
cannot or does not want to do their own testing then the official electrical contractor can quote for that work.
PLEASE NOTE: Some electrics on stands are designed as ‘plug and play’ this means that often the stand builder’s electrician
who comes onsite is not a qualified electrician as they are only plugging items together. However these electrics now need to be
tested once they are all plugged together. If you have qualified electricians on your stand they will be able to do this testing
themselves and there will be no additional cost to you. However, if your "electricians" are not qualified then you will need to ask
your stand builder to bring someone who is qualified or get a quote for the testing from the official electrical contractor.
If you have any questions please contact the Operations Team - wtm.operations@reedexpo.co.uk
http://www.aeo.org.uk/Content/eGuide/3_34/
Please see below contact details for the Electrical Contractors at WTM 2015:
North Hall: Regions include: UK & Ireland (UKI and L), Europe &
Mediterranean (EM) Global Village (GV),Technology & Online
Travel (TT).
South Hall:Regions include: The America's (NA, LA, CA), India (IN), Asia &
Australasia (AS), Middle-East (ME) Africa (AF).
Global Experience Specialists (GES) Ltd
Silverstone Drive
Gallagher Business Park
Coventry CV6 6PA
Freeman UK
Unit 5 Watermill Business Centre
Enfield
EN3 7XF
Contact: Tim O'Connell
Tel: +44 (0) 2476 380 180
Fax: +44 (0) 2476 380 221
Email: electrics@ges.com
Web:www.globalexperiencespecialists.co.uk
Tel: +44 (0) 207 598 5510
Fax: +44 (0) 207 598 5522
Email: - tim.oconnell@freemanco.com
Freeman UK Website
Web:
First Aid
The First Aid room is located on Level 0, located between S4/N4 in the Boulevard. If you require first aid please contact the
medical treatment room on T: +44 (0) 20 7069 5556.
Emergency Number
These are to be used in an emergency only
First Aid - 4444
Security Suite - 4444
Enquiry Numbers
First Aid - 5556
Security Suite - 4445
WHEN DIALLING EXTERNALLY PLEASE DIAL 0207 069
Floral
The organisers have appointed the following 2 floral contractors for World Travel Market 2015:-
Oldacre
Freeman UK
Please go to the Official Suppliers page for their full contact details.
Freight & Shipping, Lifting & Customs
International Lifting & Shipping is the sole lifting contractor for World Travel Market 2015. They will ensure that your
exhibitors move in and out of World Travel Market 2015 cost-effectively, smoothly and safely. For safety reasons all onsite lifting
and freight handling will be supplied by International Lifting & Shipping. No other contractor will be permitted to operate lifting
services on site for this event.
International Lifting & Shipping contact details can be found on the Official Suppliers page.
Furniture & Floorcoverings
The organisers have appointed 4 furniture contractors for World Travel Market 2015:Concept Furniture Int'l Ltd
Global Experience Specialists (GES) Ltd
Freeman UK
Camden Furniture
H M Revenue & Customs
Exhibitors requiring customs clearance should employ the services of ILS, Agility or Schenker the official freight forwarding
agents in advance of the freight arriving in the UK.
All goods must be customs cleared at the point of entry into the UK as HM Customs & Excise no longer attends UK exhibition
sites.
Information Desks
Located at the East and West end of the Boulevard - helpful staff are on hand to answer any questions you might have. You will
also find a range of useful maps and leaflets.
The main ExCeL London number is +44 (0) 207 069 5000.
Internet Access & Communication Services
ExCeL London IT & Communications are the exclusive providers of IT and communication at ExCeL London. They offer a wide
range of communication services including telephony, internet, data networking, ISDN and facsimile rental all of which can be
ordered for your stand.
All orders must be placed by 28 September to receive the early bird discount. After this date all orders will be charged at the
standard rate.
Please complete the IT & Communications order form available in the checklist within the online Exhibitor manual.
If you intend to use any wireless networking technology please contact ExCeL London IT & Communication for details.
Lost Property
All items are to be handed into the Exhibition Security Team, and at the end of each day all items will be handed into the
Security Suite, located at the West Entrance on Level 0.
If you have any queries regarding lost or found property please contact Security direct on +44 (0)20 7069 4445.
Parking
ExCeL London offers onsite car parking for over 4,000 cars. Please note that ExCeL London is not located in the Congestion
Charge zone.
During the exhibition tenancy, the Purple Car Park located underneath the venue, will be free to the first 1,000 cars. From this
car park there is direct access into the venue via a lift to the Central Boulevard.
For all parking details please call the venue direct +44 (0) 207 069 5000. (office hours) or click here to be taken to the venue
parking details.
ExCeL London reserves the right to vary the parking tariff according to market conditions.
Lorry Parking
Information regarding lorry parking will be available nearer to the event.
Coach Parking
Private Coaches must use the Eastern entrance to ExCeL London and use the Eastern Car Park.
Traffic Guideline
Will be available closer to the event.
Patents and Copyrights
By entering into an agreement to attend this exhibition you warrant to Reed Exhibitions that all designs and artwork on or
relating to your stand and any exhibits and items displayed on your stand shall not infringe any trade marks 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 Reed
Exhibitions may have) Reed Exhibitions 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 Reed Exhibitions.
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)
Regent House. 70 London Road
Twickenham
Middlesex TW1 3QS
Tel: +44 (0) 20 8891 1217
Fax:+44 (0) 20 8892 7645
Email - contact@fact-uk.org.uk
Photography - North & South Halls
The official photographer for World Travel Market 2014. Please contact him direct for photo bookings.
Michael Machalepis
Mercury Multimedia Ltd
206 Ashburnham Road
Richmond
TW10 7NL
Tel/Fax: +44 (0) 208 948 3317
Mobile: +44 (0) 7831 242 061
Email: mm@mercurymultimedia.co.uk
Postal Services
All exhibition mail should be addressed to:Stand Name
Stand Number & Hall Number
World Travel Market 2015
ExCeL London
1 Western Gateway
Royal Victoria Dock
London
E16 1XL
There is a post box located at the West taxi drop-off point. Stamps can be purchased from Business Services. Business
Services also provide a courier service.
The nearest post office is located on Freemasons Road opposite Custom House for ExCeL DLR station, approx 5-minutes’ walk
from ExCeL London West.
Public Address System
The Public Address system is for use of the Organiser and Authorities only. During World Travel Market 2015 only official and
emergency messages will be broadcast, any requests for information to be announced will be refused.
Smoking Policy
ExCeL London is a no-smoking venue and World Travel Market 2015 will be a no-smoking exhibition. It is an offence to
smoke or to knowingly permit smoking on the premises. If you observe someone smoking, a complaint may be made to any
member of the exhibition team. We would also appreciate smokers moving away from the east and west entrance doors to allow
easier access for visitors & exhibitors.
Please note smoking outside in the external areas is only allowed if the area is open by 50% or more.
Stand Presentations
PLEASE NOTE THAT LIVE PRESENTATIONS/DEMONSTRATIONS WILL ONLY BE ALLOWED AFTER 5PM ON MONDAY,
TUESDAY & WEDNESDAY. ON THURSDAY LIVE PRESENTATIONS/DEMONSTRATIONS WILL BE ALLOWED FOR 10
MINUTES EVERY HOUR ON THE HOUR FROM 10AM UNTIL 3PM with prior written agreement from the Organisers. The
Organisers reserve the right to stop any performance they feel is causing a nuisance to any other exhibitor.
Please complete the Stand Presentation form contained within the checklist within the online Exhibitor Manual for
permission to be given.
Temporary Staff
Bond Associates is a leading hospitality and staffing agency. With hundreds of professional event staff in the UK, capable of
assisting you across the whole spectrum, they will meet your needs in a cost-effective manner. So whatever your staffing need
please contact them direct on the details below:
Bond Associates
Tel: +44 (0) 845 130 4548
Fax: +44 (0) 845 130 4549
Email: info@bondassociates.net
www.bondassociates.co.uk
Traffic Guidelines
Will be available closer to the event.
Travel Services Desk - World Travel Market Booking Made Easy!
As in previous years, we will be offering a range of travel services to all those coming to WTM. These will be bookable through
the website via the Venue and Travel Section. Services include hotel bookings, flights and pre-bookable ground transportation.
VAT Reclaim
Overseas exhibitors can recover the VAT paid on many of their exhibition costs. Please contact Quipsound for more
information.
Wifi
For more details on venue wifi please contact:ExCeL London - IT & Communications
One Western Gateway
Royal Victoria Dock
London. E16 1XL
Tel: +44 (0) 207 069 5432
Fax: +44 (0) 207 069 5445
Email: itc@excel-london.co.uk
Website: www.excel-london.co.uk
8. Emergency Procedures
Evacuation or partial evacuation is on the advice of the Venue. Should an emergency occur that necessitates an evacuation, an
announcement will be made over the PA system. Exit the building immediately via the nearest exit point and make your way on
foot to your closest Assembly Point shown on the Show Plan. Please refrain from using mobile phones at this time.
Whilst at the Assembly Point you will be kept informed of developments. When the emergency has ceased you will either be
invited to return to the exhibition to resume normal business or advised to return the next day – in which case you will not be
permitted to return to the exhibition to collect vehicles, bags, briefcases etc.
Please find below some tips for your pre-show team briefings, you will get a reminder on site by means of a stand drop.
Accidents
If you are involved in or witness an accident, however small, at any point during your time on-site, it is your responsibility to
report it to the Organiser’s Office.
The medical centre, located on Level 0 and which is accessible from the show floor, can be contacted via an internal telephone,
a member of the security team or the organiser’s office. If an ambulance is required, please do not dial 999 direct, all medical
emergencies must be reported to control who will contact the relevant authorities. The contact number for control are:Emergency Number: 4444
Enquiry Number: 4445
Fire
To be safe in case of fire you should ensure that you know:
•
•
•
•
How to raise the fire alarm if you discover a fire
Where the fire escapes and evacuation points are
What the fire alarm / call sounds like
The location of your fire assembly point
If you discover a fire:
•
•
•
Operate the nearest fire alarm
Phone the Control Room - Emergency Number 4444
ONLY attempt to fight the fire if safe to do so
In the event of a fire you will hear:
'Attention please, Attention please. MR GOODFELLOW report to the Security Suite' Remain at your work station but be
prepared to leave if necessary
•
•
Await further instruction from Control, the Fire Safety team or the Vocal system
DO NOT explain this message to visitors
The cancellation message will be:
'Attention please, Attention please. MR GOODFELLOW is cancelled'
In the event of an evacuation you will hear:
'Attention please. Attention please. Here is an important announcement. It is necessary to ask everyone to leave the
building. Please make your way calmly to the nearest exit'
•
•
•
•
•
•
•
•
Leave the building immediately
Follow directions from marshals to any specified exits
Proceed to your designated assembly point as directed by marshals
Make yourself known to your designated Fire & Security Marshall
Remain at the assembly point until told you can leave
DO NOT attempt to use the lifts in a fire
DO NOT stop to collect personal belongings
DO NOT re-enter the building until you are told it’s safe to do so
Suspect Packages
It is important to make constant checks to your stand to ensure that no unidentifiable packages, cases or bags have been
deposited. If you discover a suspect package you should:
•
•
•
•
Phone Control on 4444
Give a full description of the package and its location
DO NOT approach, touch or move the package
DO NOT use a mobile phone within 10 metre radius of the package
Venue Search
If duty personnel initiate a venue search you will hear:
'Attention please. Attention please. STAFF CALL 100
The message will then be followed by continuous chimes and broadcast at half minute intervals
•
•
•
•
•
DO NOT leave the building
Inform your colleagues and assist in the search for suspect packages on your stand and surrounding areas
Liaise with your designated Fire & Safety Marshal who will report to Control that your area is clear
If you discover a suspect package, please follow the SUSPECT PACKAGE procedure – found earlier in this section.
DO NOT explain this message to venue visitors
The cancellation of this message will be:
'Attention please. Attention please. STAFF CALL 100 is cancelled'
9. Official Supplier
Quality Charter - Official Suppliers
Reed Exhibitions limited has a thorough process for and takes all reasonable care
in the evaluation and appointment of its Official Contractors. This includes aspects
that are most visible to the Exhibitors such as customer service, pricing and product
range along with other aspects like track record, Health & Safety performance and
financial stability. Reed Exhibitions appoints multiple 'Official Suppliers' for services
for each Exhibition wherever it can so that Exhibitors have a choice.
'Official' status puts specific responsibilities on the Contractor such as ensuring the quality of stock and making sure that they
provide a full service and keep qualified people and spare on-site to maintain a first class service throughout the Exhibition. As
a result non-official companies can sometimes appear to undercut Official Suppliers as they can offer older equipment or a
partial service and can just deliver with no obligation to set up or maintain throughout the Exhibition. This can create last minute
problems and unexpected costs for the Exhibitor.
In addition to this Reed Exhibitions is increasingly seeing non-official suppliers aggressively mailing companies pre-Exhibition
using the Exhibition name and in some cases the logo, which can imply that they have our support. These companies do not
have any endorsement from Reed Exhibitions and we recognise the inconvenience, annoyance and confusion that these
communications can have on our Exhibitors.
As a result Reed Exhibitions has applied to trademark the logo above. This logo is strictly controlled, can only be used by
Official Suppliers and only relating to the services that they are specifically appointed for on that Exhibition.
We hope that this 'Quality Charter' will help Exhibitors distinguish between Official Suppliers and other companies. Only those
companies with our endorsement will have this logo on their communications. For your peace of mind, all Contractors using this
logo are bound by the responsibilities covering:- Quality service
- Quotations & Payments
- Post Exhibition Service
- Dispute Resolution
- Health & Safety
- Data Protection
- Sustainability
To view the full quality charter showing the commitment our suppliers have agreed to please contact the Operations team.
Accommodation
Please go to www.world-travel-market-hotels.co.uk to find out information on accommodation and how to book for World Travel
Market 2014.
Audio Visual & Computer Hire
Aztec Event Services Ltd
Units 1 - 2 Falcon Business Centre
Wandle Way
Mitcham
Surrey. CR4 4FG
Contact: Abiola Agbalaya
Tel: +44 (0) 20 7803 4000
Email: sales@aztecuk.com
Web:
http://www.aztecuk.com/WTM15
DB Systems Ltd
1 Lyric Square
Hammersmith
London.W6 0NB
Contact Dan Hunt
Tel: +44 (0) 845 226 3083- Ext 107
Mobile: +44 (0) 7884 492 836
Email: - dan.hunt@dbsystems.co.uk
Web: - DB Systems Ltd
Online Ordering: http://www.dbsystems.co.uk/book/index.php
Password: wtm2014
Blitz Communications Ltd
One Western Gateway
Royal Victoria Dock
London
E16 1XL
Contact: Geoff Parker
Mobile: +4 7515 227 654
Tel: +44 (0) 207 83069 4848
Email: gparker@blitzcommunications.co.uk
www.blitzcommunications.co.uk
Car Hire
Avis Rent-A-Car
London City Airport
The Royal Docks
London
E16 2PX
Tel: +44 (0) 8445 446030
www.avis.co.uk
Affordable Car Hire
7 Meridian House
Nazeing New Road
Nazeing
Essex
EN10 6SU
Budget Rent-A-Car
Budget Car and Van Rental
London City Airport
London
E16 2PX
Tel: +44 (0) 844 544 4662
www.budget.co.uk
Alamo Rent A Car
King George 5th Dock
London
E16 2DX
Tel: +44(0) 0871 384 1086
www.alamo.co.uk
Tel: +44 (0) 845 9000 420
www.affordablecarhire.com
Sixt Rent A Car
London City Airport
London Regatta Centre
Dockside
E16 2QT
Tel: +44 (0)844 449 3399
www.sixt.co.uk
Europcar ExCeL London
London city Airport
London
E16 2PX
Tel: +44 0371 3843412
www.europcar.co.uk/car-hireEXCEL_LONDON.html
Catering
Stand Catering
Hospitality catering
Tel: +44 (0) 207 069 4100
Tel: + 44 (0) 207 069 4124/ 4126
Fax: + 44 (0) 207 069 4101
Email: retail@excel.london
Click here for all details on catering.
Click here for all details on catering.
Electrics
North Hall Regions include: UK & Ireland (UKI and L),
Europe & Mediterranean (EM) and Global Village
(GV),Technology & Online Travel (TT).
South Hall:-Regions include: The America's (NA, LA, CA),
India (IN), Asia & Australasia (AS), Middle-East (ME) and Africa
(AF).
Global Experience Specialists (GES) Ltd
Silverstone Drive
Gallagher Business Park
Freeman UK
Unit 5 Watermill Business Centre
Enfield
Coventry CV6 6PA
EN3 7XF
Tel: +44 (0) 2476 380 180
Fax: +44 (0) 2476 380 221
Email: electrics@ges.com
Web:www.globalexperiencespecialists.co.uk
Contact Tim O'Connell
Tel: +44 (0) 207 598 5510
Fax: +44 (0) 207 598 5522
Email: - tim.oconnell@freemanco.com
Web: Freeman UK Website
Event Supplier & Services Association
ESSA
119 High Street
Berkamsted
Herts
HP4 2DJ
Tel: +44 (0) 845 122 1880
Fax: +44 (0) 1442 875 551
Email: info@essa.uk.com
www.essa.uk.com
Floorcovering
Global Experience Specialists (GES) Ltd
Silverstone Drive
Gallagher Business Park
Coventry
West Midlands
CV6 6PA
Tel: +44 (0) 2476 380 180
Fax: +44 (0) 2476 380 221
Email: customerservice@ges.com
Web: www.globalexperiencespecialists.co.uk/
Freeman UK
Unit DC5 Prologis Park
Imperial Road
Ryton on Dunsmore
Coventry
CV8 3LF
Tel: +44 (0)2476 309 236
Email: UK_ClientServices@freemanco.com
Web: - Freeman UK Website
Floral
Oldacre Florist
ExCeL London
One Western Gateway
London.
E16 1XL
Contact: Lynn Edmonds
Tel: +44 (0) 20 7069 4235
Mob:+44 (0) 7785 266 541
Email: info@oldacre.co.uk
www.oldacre.co.uk
Freeman UK
Unit DC5 Prologis Park,
Imperial Road
Ryton on Dunsmore
Coventry
CV8 3LF
Tel: +44 (0)2476 309 236
Email: UK_ClientServices@freemanco.com
Freight Forwarders
Agility Fairs and Events
One Western Gateway
Royal Victoria Dock
London E16 1XL
Contact: Shane Braybon
International Lifting & Shipping
International House
Colonnade Point
Central Boulevard
Prologis Park
Tel: + 44 (0) 207 069 5326
Email: sbraybon@agility.com
Contact: Tracey Canon
Tel: +44 (0) 207 069 5305
Email: tcannon@agility.com
Coventry. CV6 4BU
Contact: John Lawson
Tel: +44 (0) 24 7633 7955
Fax: +44 (0) 24 7633 6795
Email: kelly@i-l-s.co.uk / jl@i-l-s.co.uk
Schenker Ltd
Mayne House, Juniper Park,
Fenton Way
Basildon
Essex
SS15 6TD
Contact: Caroline Martin
Tel: +44 (0) 1268 632153
Fax: +44 (0) 1268 416490
Email: caroline.martin@dbschenker.com
Furniture
North Hall
Regions include: UK & Ireland (UKI and L),
Europe & Mediterranean (EM) Global Village (GV) and Travel
Technology (TT)
Global Experience Specialists (GES) Ltd
Silverstone Drive
Gallagher Business Park
Coventry
West Midlands
CV6 6PA
Tel: +44 (0)2476 380 180
Fax: +44 (0) 2476 380 221
Email: customerservice@ges.com
Web: www.globalexperiencespecialists.co.uk
South Hall
Regions include: The America's (NA, LA, CA), India (IN), Asia &
Australasia (AS), Middle East (ME) and Africa (AF).
Freeman UK
Unit DC5 Prologis Park
Imperial Road
Ryton on Dunsmore
Coventry
CV8 3LF
Tel: +44 (0)2476 309 236
Email: UK_ClientServices@freemanco.com
Web: www.freemanuk.com/services/furniture-hire/
Click here for furniture form.
North Hall & South Hall Supplier
North Hall & South Hall Supplier
Concept Furniture International Ltd
Unit 131
Hartlebury Trading Estate
Hartlebury. Worcestershire
DY10 4JB
Camden Exhibition Services
172 Welham Distribution Centre
Travellers Lane
Welham Green
Herts
AL9 7HN
Tel: +44 (0) 1299 254 090
Fax: +44 (0) 1299 254 091
Contact: Tammy Greenfield
Email: tammy@conceptfurniture.co.uk
Web: www.conceptfurniture.co.uk/world-travel-market.htm
Please click here for brochure & price list.
Graphics
Hannah Logan
Insite Graphics
Depot 14
33/39 Parsons Green Lane
Fulham, London, SW6 4HH
M: +44 (0) 7970 568042
Tel: +44 (0) 208 801 4444
Fax: +44 (0) 208 801 4445
Contact: Marianna Oxenham
Email: marinna@thorns.co.uk
Brochure: www.camdenexhibitionservices.co.uk/thornscatalogue.pdf
Pricelist: Click Here
Web: www.camdenexhibitionservices.co.uk
Tel: +44 (0)207 096 3201
Email: - Hannah@insitegraphics.co.uk
Website: - www.insitegraphics.co.uk
For more details please click here.
Pertons Signs Limited
Perton House
Roslin Road
London. W3 8DH
T: - +44 (0) 20 8992 5775
www.pertonsigns.com/
GES Signage
Silverstone Drive
Gallagher BusinessPark
Coventry, West Midlands
CV6 6PA
Tel: + 44 (0) 2476 380 057
Fax: + 44 (0) 2476 380 427
E: exhibitorservices4@ges.com
Health & Safety
ExCeL London
1 Western Gateway
Royal Victoria Docks
London. E16 1XL
Contact: Tom Edwards
Tel: +44 (0) 207 069 4523
Email: TomEdwards@excel-london.co.uk
IT & Communications
ExCeL London - IT & Communications
One Western Gateway
Royal Victoria Dock
London
E16 1XL
Tel: +44 (0) 207 069 4400
Email: services@excel.london
Website: http://www.excel-london.co.uk/
Just a Drop charity
World Travel Market
Gateway House
28 The Quadrant
Richmond
Surrey TW9 1DN
Tel: +44 (0) 20 8910 7981
Email: amy.bruce@justadrop.org
Lifting
International Lifting & Shipping
International House
Colonnade Point. Central Boulevard
Prologis Park
Coventry. CV6 4BU
Contact: John Lawson
Tel: +44 (0) 24 7633 7955
Fax: +44 (0) 24 7633 6795
Email: kelly@i-l-s.co.uk / jl@i-l-s.co.uk
Photography
North & South Halls
Michael Machalepis
Mercury Multimedia
206 Ashburnham Road
Richmond. TW10 7NL
Tel/Fax: +44 (0) 208 948 3317
Mobile: +44 (0) 7831 242 061
Email: mm@mercurymultimedia.co.uk
Platform Floors & Flooring
North and South Halls
Expo Floors Platform Floors & Flooring
The Platform Hire Specialist
Units A4 & A5, Walsall Ent Park
Regal Drive
Walsall. WS2 9HQ
Tel: +44 (0) 1922 721 177
Fax: +44 (0) 1922 659 540
Email: sales@expo-floors.com
www.expo-floors.com
Rigging
ExCeL Event Services
ExCeL
London
E16 1DR
Tel: +44 (0) 207 069 4400
Email: services@excel-london.co.uk
Shell Scheme Construction
North Hall - Regions include: UK & Ireland (UKI and L),
South Hall- Regions include: The America's (NA, LA, CA),
Europe & Mediterranean (EM), Global Village (GV),Technology India (IN), Asia & Australasia (AS), Middle East (ME) and Africa
& Online Travel (TT).
(AF)
Global Experience Specialists (GES) Ltd
Silverstone Drive
Gallagher Business Park
Coventry
West Midlands. CV6 6PA
Tel: +44 (0) 844 879 3226
Tel: +44 (0) 2476 380 180 (NON UK)
Fax: +44 (0) 2476 380 221
Email: customerservice@ges.com
Web: www.globalexperiencespecialists.co.uk
Stand Presentations (music and performances on stands)
Freeman UK
Unit DC5 Prologis Park
Imperial Road
Ryton on Dunsmore
Coventry
CV8 3LF
Tel: +44 (0)2476 309 236
Email: UK_ClientServices@freemanco.com
Web: - Freeman UK Website
Stand Presentations
Operations Department
Reed Exhibitions
Gateway House
28 The Quadrant
Richmond
Surrey. TW9 1DN
Email: wtm.operations@reedexpo.co.uk
Stand Cleaning
ExCeL Cleaning & Waste Services
1 Western Gateway
Royal Victoria Docks
London. E16 1XL
Tel + 44 (0) 207 069 4500
Fax: +44 (0) 207 069 4515
Email: cleaningservices@excel-london.co.uk
Stand Design Submission
For all details regarding the submission of Space Only stand design please click here.
Temporary Staff
Bond Associates
Admail ADM3884
London. SW1A 1ZW
Tel: +44 (0) 845 130 4548
Email: info@bondassociates.net
www.bondassociates.co.uk
Tool & Equipment Hire
HSS Hire
Tel: 0845 606 3976
Email: expo@hss.com
www.hssexpo.com
Transport
Transport for London
General Enquiries
Tel: +44 (0)343 222 1234
www.tfl.gov.uk
VAT Reclaim Service
Quipsound Ltd
The Crown Building
London Road
Westerham
Kent. TN16 1UT
Tel: +44 (0) 1959 561 717
Fax: +44 (0) 1959 564 740
Email: uk@quipsound.com
www.quipsound.com
Venue
ExCeL
1 Western Gateway
London Docklands
London. E16 1XL
Tel: +44 (0) 207 069 4500
Email: info@excel-london.co.uk
www.excel-london.co.uk
Water, Waste & Compressed Air
ExCeL Event Services
ExCeL
London
E16 1DR
Tel: +44 (0)207 069 4400
Email: services@excel.london.co.uk
World Travel Market - Additional Team Contacts
WTM Exhibitor Planning Webinars
Sawan Koria
World Travel Market
Gateway House
28 The Quadrant
Richmond
Surrey TW9 1DN
Tel: +44 (0) 20 8910 7076
Email: sawan.koria@reedexpo.co.uk
WTM Workshop (PR)
Official WTM Publications
WTM Official Daily Newspaper
Alex Collis
Event Publishing Services (EPS)
Pippa Jacks
Travel Trade Gazette (TTG)
Third Floor
Ludgate House
245 Blackfriars Road
London. SE1 9UY
Editorial Tel: +44 (0) 20 7921 8038
Email: pippa.jacks@ubm.com
Tel: +44 (0) 203 289 3339
Email: corporate@epsbusiness.com
Nicole Collett
World Travel Market
Gateway House
28 The Quadrant
Richmond
Surrey TW9 1DN
Tel: +44 (0) 20 8910 7836
Email: nicole.collett@reedexpo.co.uk
Daniel Pearce Travel Trade Gazette (TTG)
Third Floor
Ludgate House
245 Blackfriars Road
London. SE1 9UY
Editorial Tel: +44 (0) 20 7921 8440
Email: daniel.pearce@ubm.com
WTM Sponsorship Opportunities
Private function / meeting room hire
Roziani Zulkifli
World Travel Market
Gateway House
28 The Quadrant
Richmond
Surrey TW9 1DN
Tel: +44 (0) 20 8910 7805
Email: roziani.zulkifli@reedexpo.co.uk
Manpreet Channa
World Travel Market
Gateway House
28 The Quadrant
Richmond
Surrey TW9 1DN
Tel: +44 (0)20 8910 7716
Email: Manpreet.Channa@reedexpo.co.uk
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertising