Tuesday 11th July 2017: 9am – 6pm
Wednesday 12th July 2017: 9am – 6pm
Thursday 13th July 2017: 9am – 3pm
Power will terminate each night fifteen minutes after the show closes unless a 24hr supply has been specifically requested from the electrical contractors, Event Specialists.
Sunday 9th July 2017 – 8am – 8pm – Space only stands and outdoor
Monday 10th July 2017 – 8am – 10pm – all indoor and outdoor
Please note that during build up hours, traffic access to the exhibition halls will be limited. Please refer to the Traffic Access section for the access timetable.
All stands must be completed and excess products and packaging materials removed no later than 10.00pm on Monday 10th July 2017 – failure to do so may result in the removal of the relevant exhibits.
Initial power connections to stands are made as soon as possible – however, space only exhibitors / contractors are advised to order a temporary power supply from Event Specialists for actual construction of stands if required.
Contractors must cease work at 10.00pm on Monday 10th July 2017 – it is therefore essential that all exhibitors arrive on-site before this time to inspect their stands and to ensure that all orders have been completed.
Thursday 13th July 2017 – 3pm until midnight (indoors) and 3pm until sunset (outdoor grass blocks)
Friday 14th July 2017 – 8am to 3pm (outdoor grass blocks only)
Shell Scheme Exhibitors must remove ALL items from stands by 6.30pm on Thursday 13th July 2017.
No exhibits may be removed before the exhibition closes on Thursday afternoon nor will any contractors be allowed into the halls until the show closes at 3.00pm on Thursday 13th July 2017 when all visitors are clear of the halls.
Space only exhibitors are advised that all material, packaging and waste must be removed from the halls and stand dismantling completed by 11.59pm on Thursday 13th July 2017. Failure to do so may result in a penalty.
Insurance of property and goods is the responsibility of the exhibitor. The organisers accept no liability for the loss of any equipment or goods belonging to the exhibitors.
On Sunday only exhibitors and their contractors who have booked Space Only stands will be permitted on site.
Vehicles will only be allowed into the halls from 8am – 11am. All vehicles must be removed from the halls by 11am and NO vehicles will be permitted into the halls after this time.
There are five entrances to the exhibition halls, therefore, to assist with the flow of traffic, please ensure your vehicles are unloaded and removed from the halls before starting to construct your stand.
Please note Sunday 9th July 2017 is for Space Only exhibitors and their contractors and for Event Specialists to build shell scheme stands. Shell Scheme exhibitors will NOT be allowed on site.
All Shell Scheme stands will be completed and ready for exhibitors to dress their stands from 8.00am on Monday morning.
No vehicles will be permitted to enter the halls on Monday 10th July 2017.
To ensure the exhibition is aesthetically pleasing, please select equipment used to transport goods into the hall carefully to avoid damage to the carpeting.
No one will be permitted into the exhibition halls during the open period without the appropriate pass – please order your requirements as below:
There is no admission charge to the exhibition and a digital invitation will be issued to all exhibitors in advance of the show to distribute to their customers. The organisers have also sent invitations to a database of retailers. Please make sure your visitors pre-register for a visitor badge on the Outdoor Trade Show website, www.outdoortradeshow.com
Stoneleigh Park has wheelchair access to all halls.
Please note that while normal post will be taken by the organisers and delivered to your stand, the organisers cannot accept responsibility for signature of recorded items – please ensure that there is someone available to receive such items.
Any post you wish to receive at the exhibition should be addressed:
Exhibiting Company Name
Outdoor Trade Show
Hall 1 / 2
Please pay careful attention to Stoneleigh Park’s emergency procedures.
Please ensure you familiarise yourself with the Fire and Emergency Procedures in the Health and Safety Section.
In accordance with the regulations and standard procedures, fire extinguishers will be distributed at the Fire Officer’s discretion. Under no circumstances may these be moved and exhibitors will be charged for their replacement. At least one person on each stand should be familiar with the use of fire extinguishers.
The organisers will produce a visitor’s show guide containing the details of all exhibitors. To ensure the correct details are included in the publication, please complete Show Guide Form to be completed by Friday 19th May 2017. If you do not return the form your entry will be compiled from details taken from your booking form, which may not be what you wish to appear.
The press office will be open throughout the show and is located on your left past first aid and security. Please bring your press packs to the press office by Monday 10th July 2017.
Car Parking is provided Free of Charge within the grounds of Stoneleigh Park.
Wheel clamps are in constant use on the roads around Stoneleigh Park.
Please ensure that your vehicle is parked in the designated exhibitor’s car park area. Parking by exhibitors in front of Hall 2 is NOT allowed during show open days as it is a designated visitors parking area.
Please read the NAEC Traffic rules.
Stoneleigh Park is able to offer limited storage space. Please contact the organisers as soon as possible to arrange this.
There are NO cash points available at Stoneleigh Park.
Should you require first aid assistance please contact the organisers at the organisers’ office, located in the foyer of the halls.
All lost property will be taken to the organisers’ office.
There are a limited number of meeting rooms available for hire by exhibitors within Stoneleigh Park. These rooms are available for all exhibitors on a first come first serve basis.
If you would like to book one of these rooms, please contact the organisers.
There will be free wifi internet access available within both the exhibition halls and within the foyer.
Please read the NAEC Site rules.
Please read the NAEC Welfare Facilities.
Please read the NAEC Site Map.
Please complete the Contact Form to provide us with the contact details of a member of your team who is responsible for your stand at the show, including their mobile phone number.
All stands are carpeted (included in stand cost) unless exhibitors state otherwise. If you would prefer to arrange alternative flooring, please let the organisers know by Friday 19th May 2017 to avoid wastage.
Only low tack exhibition / NEC approved tape is allowed to be used on the floor. Exhibitors are responsible for ensuring that tape used to fit carpets or other materials to the floor are removed and floors are left clear of tape or residue.
Please see Health & Safety section – please note the risk assessment form is compulsory for Space Only exhibitors.
Please see Insurance section – please note ALL exhibitors are required to complete this section and provide a valid public liability insurance certificate before they are able to exhibit at the Outdoor Trade Show.
Indoor Power and Lighting: Event Specialists has been appointed as the official indoor electrical contractor for the exhibition. Please complete the Indoor Electrics Form and return it to Event Specialists by Friday 19th May 2017.
Outdoor Power and Lighting: National Electric Exhibitions (NEE) has been appointed as the official outdoor electrical contractor for the exhibition. Please complete the Outdoor Electrics Form and return it to NEE by Friday 19th May 2017.
Stands will be cleaned daily during the show open period.
Please seal or dispose of any liquids so as to avoid spillage and damage to the carpets.
It is each exhibitor’s responsibility to examine their allocated site in order to avoid adjustments to stand structures or displays, as variations in the floor level or obstructions cannot always be indicated on the floor plan. In your own interest, you should also satisfy yourself as to the condition of your site both before erection and after clearance.
Exhibitors or their contractors are free to design the interior provided note is taken of the following instructions.
Any stand wishing to erect brick, stone or block walls shall lay a heavy-duty building paper to protect the floor from damage. Painting of stands must be carried out on a plastic membrane and should not be painted directly onto the hall floor or carpeting. All stand materials must be of a flame resistant material.
If you have a Hall Column either fully or partially on your stand or you back onto a hall column, please remember when designing your stand to allow for access to the services on the column. Please contact the organisers for full details of access requirements.
Exhibitors are advised that no fixings can be made to any part of the premises, except by Stoneleigh Park’s own staff. Any damages to panels, walls, columns, flooring, shell scheme stands, hired accessories etc. within their own area will be made good at the exhibitor’s own expense.
All exhibits and stand fitting materials must be cleared from the venue and charges will be levied for the removal of any abandoned articles, including carpet tape.
All stands wishing to use gas should contact Stoneleigh Park for advice. No gas cylinders are allowed to be stored in the halls.
Maintenance work must be carried out in the morning between 8am – 8.45am or after the close of the show, by prior arrangement with the organisers. No maintenance will be permitted during the open hours.
The suspension of stand light fittings from the structure of the roof, walls columns or any other part of any building with the venue will not be permitted except by prior written consent of both the organisers and Stoneleigh Park.
All space only exhibitors are required to submit detailed plans of their stand to the organisers for approval no later than Friday 19th May 2017. Any stand over 4m or with a double deck (upstairs) is considered to be a complex structure and as such must be signed off by a structural engineer – the approximate cost for this £400. A method statement indicating how the stand will be built is required in such cases.
Please note that it is in every exhibitor’s interest to have an aesthetically pleasing show. Where there are solid walls – STRICTLY no wall may be longer than 3 metres without a break of 1 metre on any side.
The organisers request all space only exhibitors display their stand number and company name prominently to enable their stand to be identified from each adjacent aisle, thus helping visitors locate their position within the hall.
The Shell Scheme is provided by Event Specialists and consists of the following:
Please contact Event Specialists for exact measurements if you are either constructing a stand or display within the Shell Scheme walls or if you require more precise measurements for graphics etc.
The Shell Scheme contractor is Event Specialists. For any shell scheme extras, please complete the Shell Scheme Form and return it to Event Specialists by Friday 19th May 2017.
Any items should be fixed to the white walls with either double-sided tape or hook and loop Velcro.
NB. The Shell Scheme will be dismantled from 5pm on Thursday 13th July 2017. Please do not leave any goods or equipment in Shell Scheme cupboards or leave display material on the walls or stand etc. We cannot be held responsible for the loss of exhibits after this time.
Your company name and stand number will appear on a name board, one of which will be fitted to each open side of your stand.
It is essential that you complete the Name Board Form by Friday 19th May 2017. If you do not send this form back by the due date, the name board will be made up from the details on your booking form, which may not be as you would wish it to appear.
Exhibitors may only conduct business and distribute literature from their own stands – under no circumstances may activities spill into aisles – this includes the use of roaming characters. If unwelcome visitors trying to sell their products approach you on your stand, please take a business card and inform the event organisers so that appropriate action can be taken.
Any exhibitor wishing to operate machinery or carry out mechanical demonstrations on their stand must ensure that these practices constitute no fire or safety hazard, nor interfere with the activities of visitors and exhibitors. All moving parts must be effectively guarded and controls sited beyond public reach. The organisers reserve the right to curtail any practice, which they consider dangerous or detrimental to the show.
Noise levels must be kept below 80 decibels and not cause annoyance to neighbouring exhibitors and / or the public. In the case of dispute, the organiser’s decision is always final.
Entertaining on stands after the show is strongly discouraged due to hall tenancy limitations. Exhibitors will be allowed to entertain on their stands after the show closes until 8.00pm on Tuesday 11th and Wednesday 12th July 2017. However, this will only be permitted upon receipt of the Entertainment Form and with prior written authorisation from the organisers.
Regulations to comply with when wishing to entertain on stands after official show hours:
Appointed contractors will carry out all work in good time and you should not be asked for any sort of gratuity to obtain priority service. If monies are solicited, please inform the organisers immediately.
A UK patent should protect inventions, which are intended for display at the Outdoor Trade Show, before the exhibition opens. This can be done initially by lodging an application with The Patents Office.
A certificate for the exhibition will, however, be given by the Department of Trade under Section 6(2) of the Registered Designs Act 1949. All correspondence related to the registration of designs should be sent, not later than six months after the opening of the show to Designs Registry at The Patents Office.
The organisers must be notified of any Mobile Units and Motor Vehicles being brought into the halls well in advance of the event so that a suitable delivery / collection time can be arranged. Please also note the following regulations concerning exhibiting such items:
The public address system is for use by the organisers and authorities only. During the Open Period, only official and emergency messages will be broadcast.
There is a no smoking policy within the exhibition halls during the show, including build up and breakdown.
The outside grass blocks booked are for the exhibit of tents, awnings and trailer tents only. Accessories will be allowed to be exhibited outdoors for exhibitors that have an indoor stand larger than 30sqm, if the stand is smaller than 30sqm or you have no indoor space, no accessories will be allowed to be exhibited outdoors, with the exception of 5% of the total number of tents/awnings/trailer tents on display by any one exhibitor.
These can be dressed with accessories for display purposes only, not for selling. If an exhibitor infringes this rule, the organisers will request that additional exhibits be removed and may exclude the exhibitor from exhibiting.
Shelter/hospitality areas are allowed within exhibitors allocated blocks for shelter and meeting purposes only. Furniture in these areas must be booked and supplied by either the venue or by the official OTS furniture suppliers. Forms will be included in the exhibitors’ manual. Exhibitors will not be allowed to use their own furniture accessories range to merchandise these areas.
Whilst we take every precaution to protect your property during the event, insurance of property and goods is the responsibility of the exhibitor. The organisers accept no liability for the loss of any equipment or goods belonging to the exhibitors. You may wish to consider buying insurance cover.
Under the Exhibitor Contract, you are obligated to insure against legal liability incurred in respect of bodily injury to third parties or damage to property belonging to third parties. Please note that the minimum limit of cover required is £2,000,000.
In addition to this, you will be liable to pay any expenditure incurred should the exhibition be cancelled. Please be aware that there is insurance cover available to protect you against this risk, but it is optional.
The UK Financial Services Authority regulations do not permit us to advise you on any insurance matter. However we wish to draw your attention to insurance for exhibitors offered by Hiscox Underwriting Ltd. Please contact Hiscox Underwriting Ltd directly to discuss exhibitors insurance.
You are under no obligation to purchase such insurance from Hiscox Underwriting Ltd and may therefore choose to seek insurance from other providers.
All exhibitors are required to confirm details of a valid insurance policy by completing the Insurance Form by Friday 19th May 2017. If the Organisers do not receive confirmation of an insurance policy we will assume you do not have insurance and you may be prohibited from exhibiting.
Any loss or damage that may occur during the show should immediately be notified to the organisers and security officers on site.
As an exhibitor, it is your legal and moral responsibility as far as is reasonably practicable to ensure the health and safety welfare of everyone sharing your work site at the exhibition. The Health and Safety section of this manual includes key recommendations made under the Health and Safety at Work etc Act 1974 and outlines your responsibilities as an exhibitor. Please read it carefully and then:
Any stand providing refreshments to exhibition visitors must comply with the provision of the Food Hygiene Regulations 1990. Please read this information carefully.
For Health and Safety reasons, and to aid the access of visitors, please keep aisles and gangways clear. Emergency gangways MUST be kept clear at all times. Anything left in the gangways will be deemed as rubbish by the cleaners and removed.
Any person demonstrating or using equipment or machinery emitting laser light shall:
No substances, which, in the opinion of the Company, are of a dangerous, explosive or noxious nature, shall be brought onto the Premises without formal approval of the organisers and Stoneleigh Park.
All exhibitors planning to have any P.A. and audio-visual equipment on their stand must have the noise levels approved by the organisers prior to coming on site. It is essential that detailed information be supplied, covering all aspects of presentation equipment being utilised. Failure to supply suitable documentation may result in approval not being granted.
Please complete the Noise Level Form by Friday 19th May 2017.
Exhibitors running films / video back projectors with commentary or any form of presentation are reminded that sound must be kept to a reasonable level and must not cause annoyance to fellow exhibitors. This level will be monitored within the exhibition area. If the organisers deem that you are exceeding a reasonable level, your stand manager will be informed. If you receive three warnings and do not reduce the sound on your stand, the organisers reserve the right to disconnect the power to your stand.
Noise level must be kept below 80 decibels. Failure to comply with this noise level may result in a fine, enforcement notice or injunction under the Environment Protection Act 1990 and the Control of Pollution Act 1974.
All audio speakers must be facing inwards on the stand and not facing the aisles.
Any stand wishing to use a smoke machine or any other form of pyrotechnics must seek approval of Stoneleigh Park.
Each Exhibitor MUST undertake a risk assessment prior to the exhibition, identifying the hazards present on-site and ways in which you will minimise and control these risks. You must also obtain copies of risk assessments from all your appointed contractors who undertake work on your stand and incorporate these into your risk assessments as appropriate.
Risk assessments must be sent to the organisers by Friday 19th May 2017.
Shell Scheme exhibitors are not always required to undertake Risk Assessments. However, if any of the activities below are planned, you will be required to undertake a risk assessment prior to the exhibition, identifying the hazards present on-site and ways in which you will minimise and control these risks. Activities are:
The organisers take their responsibilities as laid out in accordance with the Health and Safety at Work etc Act 1974 very seriously and it is vital that Exhibitors and their Contractors do likewise. The Build-Up, Open and Breakdown periods are covered by these and other mandatory requirements:
As Organisers, it is our policy to manage the Outdoor Trade Show in accordance with the above and make the exhibition a safe environment as far as is reasonably practicable. This section of the manual has been produced to provide Exhibitors with clear, simple suggestions for understanding and implementing a suitable and sufficient safety management programme to comply with Health and Safety procedures.
As an exhibitor, you must ensure the health, safety and welfare of your employees, contractors and visitors as far as is reasonably practicable throughout the exhibition. You should ensure that your actions (or in-actions) do not give rise to accidents, injuries or unsafe working environments, provide proper information, instruction and training and supervise all parties throughout the show. You should also check that any contractors, suppliers, agents, etc that you may be using have a Health and Safety Policy, suitable to the exhibition environment.
Your attention is drawn to the Health and Safety at Work etc Act 1974 and the regulations made under this act and are reminded that the duties imposed by these laws are not reduced, regardless of whether an employer is in their own office or participating at an exhibition. Failure to do so represents a breach of the law, and could result in the prosecution of an exhibitor/contractor by the Health and Safety Executive (HSE).
Among the statutory duties owed under Health and Safety legislation the following are particularly relevant, although this list is by no means exhaustive:
The organisers recommend that you appoint a safety planning supervisor to manage your on-site Health and Safety (including the provision of proper information and instruction, training guarding and supervision of all parties concerned through the show) and be responsible for the undertaking of the steps below.
All exhibitors must complete the Health and Safety Form by Friday 19th May 2017 to indicate their commitment to Health and Safety at the exhibition.
Fire points (consisting of 1 x 2KG CO2 Extinguisher and 1 x 6LTR AFFF) Fire Extinguisher will be distributed around the exhibition in key locations and they may not be removed. Exhibitors should ensure that at least two of their stand contractors and staff are aware of how to use these extinguishers and of the location of the fire exits and alarm points within the halls. Any exhibitor requiring a special type of extinguisher owing to the nature of their exhibits must make their own arrangements. For assistance, please contact Stoneleigh Park, who will be able to source this on your behalf.
Exhibitors need to communicate the information within the NAEC CDM Site Induction to all their staff and contractors prior to them beginning work on the site.
Please download the NAEC CDM Site Induction Powerpoint document.
Find out if they operate a lockable store for valuable items, such as computer equipment overnight. If they do not, make your own arrangements for safe storage.
Ensure that there are at least two representatives setting up and dismantling your stand, so that the stand is never left unattended during these vulnerable periods. Plan to remove all products and portable items from your stand on the first evening of breakdown.
This ensures it is always staffed. Do not ask a neighbouring exhibitor to watch over your stand while you go for a break – they may become busy and not be able to keep an eye on your stand.
Lock away briefcases, mobile phones, handbags, laptops etc during the day even when you are on your stand. If you get busy, you may not notice someone taking them. Please also check all lockable units on your stand before leaving them at night. Remember that most hired cabinets have common locks and should not be regarded as secure.
You may not always be able to keep an eye on them and they may be easily removed.
The organisers can provide details of where such items can be hired. If there are high value items on your stand, take them away each evening if at all possible. If you employ a guard, please ensure you inform the organiser’s office.
Likewise, ensure your stand is fully manned by the show opening – remember however, the halls are open each morning from 8am for all exhibitors and their maintenance staff.
Leads can be followed up to avoid incidents of theft.
The organisers have appointed Event Specialists as the official electrical contractor for the exhibition and as such, they are responsible for and will carry out all electrical work on space only sites and Shell Scheme stands within the exhibition halls. National Electric Exhibitions (NEE) has been appointed as the official outdoor electrical contractor for the exhibition.
Exhibitors who wish to pre-fabricate any of their installation must ensure that it complies fully with the electrical regulations of Exhibition Venues Association and that the official electrical contractor carries out all site work. A summary of the regulations follows herewith:
All electrical work must be carried out in accordance with the electrical regulations laid down by The Local Authority, IEE, Exhibition Venues Association, the Health and Safety at Work Act 1974, British Standards Institution BS 7671 1992 and the Electricity at Work Regulations 1989. Full details from Event Specialists.
FAILURE TO OBSERVE ANY OF THE REGULATIONS OUTLINED HEREWITH MAY RESULT IN DELAYS, RESTRICTIONS AND / OR CRIMINAL PROCEEDINGS AGAINST THE EXHIBITOR.
Any exhibitor planning to sell or distribute food, drink or tobacco must first gain authorisation from Stoneleigh Park Catering and are also governed by the following legislation:
Any exhibitor offering food or beverage is governed by the following legislation:
States it is an offence to sell food, which is not of the nature, substance or quality demanded by the customer.
Controls the hygiene standards of food premises and requires the carrying out of Risk Assessments.
Applies effective temperature control to perishable and hot products
Covers the labeling of foodstuffs. The regulations state that it is an offence to sell or possess for sale food what is beyond its ‘use by’ date.
All food must be protected from risk of contamination likely to render the food unfit for human consumption.
NB Stoneleigh Park Catering has sole rights for the sale or distribution of any article of food, drink or tobacco.
Recent increases in landfill tax combined with the effect of global warming and protection for the environment have led to a review of how we all handle our waste both during the build-up, breakdown and event open period. Below we have listed a number of ideas you can implement to ensure you do your part to helping us on our way.
The duty of care was introduced by the Environmental Protection Act 1990 and came into force on the 1st April 1992. It places a duty on anyone who in anyway has a responsibility for controlled waste to ensure that it is managed properly and recovered or disposed of safely. “Controlled waste” is waste resulting from households, commerce or industry.
The duty applies to any person who:
Those subject to the regulations have a duty to:
To ensure best practice and to assist in complying with the law waste producers should:
Breach of the duty of care is a criminal offence. It is an offence irrespective of whether or not there has been any other breach of the law or any consequent environmental pollution, or harm to human health. Penalties are severe and offences are punishable by a fine of up to £20,000 or six months imprisonment for each offence.
Commercial waste arises from:
The following items are deemed controlled waste and as such should be either taken back to your premises for disposal in the appropriate manner or may be disposed by the event organiser / venue subject to agreement and cost.
Take any unused publicity material back to your office or bring less with you (remember being able to send a brochure to a client post show gives you that all important data capture!)