Ezone Organiser & Hall Regulations

Please see the show timetable for dates & times.

Event Delivery System

Pre-book online for all vehicles unloading. All cars, vans and lorries need to book in advance to receive an Event Delivery Pass using our online system powered by Voyage Control. 

https://excellondon.voyagecontrol.com/dashboard/home

Please ensure that you & your contractors are aware of your stand number and approximate location. You will be parked as close to your hall and stand location as possible. Make sure you unload as quickly as possible.

Vehicles will have minimum time to deliver before being moved on. If the driver is required to access the halls, they will need to have completed the CDM form here  Please do this before arriving onsite.

There is no holding area either onsite or offsite, so when booking a timeslot it is important you do not arrive more than 15 mins before this time.

We've officially partnered with EventBeds™ by NuBreed Hotels to offer a complimentary VIP Concierge Service for this year’s event accommodation. You will find exclusive deals at localised hotels with savings up to 30% and benefit from dedicated support, provided by a team of event & travel professionals.

We'd recommend to book soonest through the EventBeds™ VIP Concierge page here or you can contact their Concierge Team directly here with your requirements.

The consumption of alcohol within the halls during build up and breakdown is not permitted and anyone working under the influence of alcohol may be removed from the venue. No stands at the show are allowed to sell or sample alcohol, either for on or off-site consumption.

Immersive AV are the official supplier to the show. Please click here to view the range of services available. Immersive will have technicians on hand throughout the event to assist you and work closely with the organisers to deliver the event.

Each Exhibitor will be required to wear an exhibitor badge to gain access to the Hall during the Build-Up, Open Period and Breakdown. Please note, these badges must only be worn by employees or temporary stand staff of the Company. 

Please order exhibitor badges here 

All contractors wishing to gain entry to the Hall during Build-Up and Breakdown must complete this form to confirm you have read and understood the Site Rules and CDM regulations.

A registration desk will be open throughout the build and open period of the show should you require any additional passes on-site. We recommend that all passes are ordered in advance to avoid queuing and maintain social distancing.

The Organisers do not accept any responsibility or costs arising from the use of gas filled balloons becoming trapped in the roof structure or ventilation system at ExCel London. You could be charged £250+ for removal of balloons.

The max height for balloons on your stand is 4m to the top of the balloon. For anything higher, please contact customer success. No Helium canisters can be left on site overnight or during the open period. Please make sure to include any details of balloons in your risk assessment. 

Vending machines and ATM machines are available inside the ExCeL venue. 

There are two ATMs near the west entrance of the venue by Costa and Panini Pronto, and another ATM in the centre of the boulevard between entrances S6 and N6. There is a Barclays and an ATM located on level 0 between N4 and S4. Should the in-venue ATMs run out of cash, there is also an ATM nearby at the Tesco Express.

All exhibitor rigging must be declared on your Health & Safety declaration form as well as your stand plan drawings and submission documents. All technical and cost related enquiries should be directed to the venue rigging department with prior approval of the organisers and may incur a sponsorship fee.

Please note: all banners showcasing an exhibitors brand must be positioned at least 1m from any dividing wall

To order your data scanner and for more information, please visit the order forms page. 

Build up:

All vehicles unloading, whether cars or lorries, will need to book in via Voyage Control. Please follow the venue guidance on deliveries here. When you arrive, you will be directed to the relevant part of the Lorry way to park and unload. Please make sure you are familiar with your event name, hall number and stand number to ensure you are directed to the best entrance for your stand location. 

Once unloaded please take your vehicle back to the underground car park to make space for other exhibitors.

Please ensure that you bring a Hi-Vis Vest to wear on build up day. This is essential to gain access into the hall and will not be allowed in until wearing one. Please also make sure you are wearing covered, thick soled shoes.

Breakdown:

The show closes at 16.00 and you may not begin breaking your stand down before this time. Once the organiser is happy that the halls are clear of visitors you will hear an announcement that breakdown may begin.

All exhibitors, contractors and show suppliers must book every time they need to access the loading bays, whether during build-up, break-down or in exceptional circumstances during show open. 

Please ensure you book a slot appropriate for the predicted load time and ensure the stand can be fully dismantled by this time.

Please note that you will be required to wear hi-vis vests in the loading bays and in the halls during build up and breakdown and that children under 16 are not permitted in the halls during this time.

Showlite is the official contractor supplying carpet to stands.

Space only stands do not include floor covering, unless specified in your contract, and exhibitors must make their own arrangements. All space only carpets and floorcoverings must be disposed of by the exhibitors at the end of the event. Please visit the order forms page to order from the carpet supplier. 

All carpet tape must be removed or exhibitors may incur a charge for the removal post show

If you intend to use any chemicals, you must notify the organisers by declaring your activities on your health & safety declaration form. You will be required to submit a risk assessment and COSHH assessment, in order to comply with the venue’s regulations. COSHH regulations must be adhered to.

In accordance with Health & Safety regulations, children under 16 years of age are not permitted in the Exhibition Halls during the build-up and breakdown periods. There are no exceptions to this rule. With regard to the show open periods, please refer to Section 18 of the Children and Young Person’s Act 1933, which outlines the laws regarding conditions for children working. If you intend for a person under 16 years of age to be working on your stand you must notify the organisers in advance of the show. You may be asked to show a copy of the Employment Permit issued by the education department of your local authority.

Stand carpet cleaning is provided by the venue as part of the exhibitors’ package. However, exhibitors are responsible for cleaning their own exhibits. Anything left in the gangways will be treated as waste and will be disposed of.

One cloakroom is in the west end of the venue on level 0 by N4/S4 and one in the east end on level 0. Cloakrooms are open during show hours which vary between events, check the show hours as you leave your belongings. 

Please refer to the order forms page for key deadlines we would like you to be aware of. Services can often be available after the deadline date, however some of the costs may increase or availability may be restricted after this time.

Any deliveries or mail for exhibitors at the show should be addressed as below:

Alzheimer's & Dementia Show 2024
Stand name & number
Contact name & mobile number
Halls N14 & N15
ExCel London
One Western Gateway
E16 1XL

You must ensure that a member of staff is on the stand to take delivery or sign for any goods. We are unable to accept delivery of goods on your behalf.

We are unable to accept deliveries before the start of the show tenancy, please contact CEVA to make alternative arrangements.

Couriers should follow the same directions to get to the venue, however they are not required to book a time slot for access. When they arrive, couriers will be instructed to the traffic office where they will be issued a docket for the lorryway. A representative from the exhibiting company must meet them to receive the goods.

Please contact the organisers if you need to make deliveries during show open hours.

Demonstrations should be highlighted on your health & safety form and a risk assessment completed for your activities.

Crowding of the aisles, walkways and entrances by visitors watching presentations are not permitted. Where neighbouring stands cannot mutually agree on satisfactory level for such activities, the organiser will act as an arbiter. The Organisers decision is final and non-negotiable.

The organisers reserve the right to curtail practice, which they consider dangerous or detrimental to the show. Noise levels must be kept below 50 decibels and not cause annoyance to neighbouring exhibitors and/or visitors. In the case of dispute the organiser’s decision is always final. We reserve the right to disconnect the stand power.

You are not permitted to fix to any part of the fabric of the building and charges will apply to any associated damages. Charges will also apply for paint spillage, abandoned carpet tape, etc.

• In terms of rubbish anything that will not fit into a black plastic bag will not be collected by the cleaners - it will be deemed as abandoned waste and will be charged for.
• Shell scheme and turnkey exhibitors are also reminded they are responsible for all shell scheme panels and will be charged for any damages through inappropriate fixings, painted panels etc.
• Space only exhibitors are reminded that ALL stand fitting materials, exhibits and flooring must be removed from the halls during breakdown
• The venue management will charge for any damage made to the walls, floors, paintwork, carpeting and other facilities. Therefore, exhibitors must protect the walls, flooring and fabric of the hall from damage at all times, particularly when moving materials or equipment and if painting or using other fluids on site.
• Notices must not be affixed to the fabric of the building without prior permission. Sticky fixers, Blue tack, Sellotape must not be used on painted surfaces. Under no circumstances must cables, wires etc be attached or affixed directly to the walls or ceilings in the main exhibition areas. All Exhibitors need to be self-sufficient with regards to use and provision of equipment and the rigging/de-rigging of display material.

ExCel London and the Organisers endeavour to provide all visitors the same opportunities. ExCel London aims to be fully accessible and user-friendly for disabled visitors. For further information please visit the ExCel website.

Exhibitors should be aware that they also have obligations under the Equalities Act 2010 (which has replaced most of the Disability Discrimination Act) because Exhibitors are considered service providers. Service providers are required to make changes, where needed, to improve service for disabled customers or potential customers. There is a legal requirement to comply with the Act to ensure disabled people are not treated less favourably than people who aren't disabled, which include:-

• Reasonable adjustments must be made to services and environments so that disabled people can access them.
• Inaccessible features must be removed or altered
• A reasonable alternative, or means of avoiding inaccessible features, must be provided.
• Delivery of services by a reasonable alternative must be provided.

It is important to understand that access for disabled people is not only about physical access to buildings for wheelchair users but also includes access to written information for people with visual impairments and access to the same standard of service for all. Health & Safety legislation should always remain the primary concern whilst making changes under disability regulations.

This list is by no means exhaustive and must be used a guide only.

Dogs, other than special assistance dogs, are not permitted at the show at any time.

Any exhibitor or contractor wishing to work late to complete stand construction must contact the Organisers’ office by 15.00 on the day in question, or in the case of early work, on the day before. Exhibitors wishing to carry out maintenance working during show open days must do so during the hour before and the hour after the show open times. Applications for extensions to these times must be made to the organisers in advance. Any charges imposed on the Organisers for such arrangements will be passed on to the exhibitor concerned. No work is permitted during the hours when the exhibition is open to visitors.

Stands do not include any electrical supply.

If a supply is needed at the start of build then a temporary supply must be ordered for use during build-up and breakdown. Please visit the order forms page for details on how to order. Use of the venue’s electrical sockets is not permitted and cables must not cross gangways. Once power has been energised during build-up, it will be switched off each night, including the pre-open night. If you need power overnight, you will need to order a 24 hour supply.

During show open, power to your stand will be switched off 30 minutes after the show closes each day and will not be switched back on until the following morning. If you require 24 hour power, please arrange this with the electrical contractor. Once the show has closed power will not be switched back on under any circumstances, due to the hazards presented during the breakdown of stands. If you need a supply beyond this time, please arrange this with the electrical contractor, contact details as per below

ELECTRICAL MAINS POWER BOXES

On every block there will be an electrical mains power box. This will be placed on the wall of the stand, which is placed over the duct. The organisers will, where possible try to fix this so that it does not infringe on the stand aesthetics or on a stand with bespoke walling. Please do not cover this power box if it is fixed to your stand walling, as access may be needed at any time.

ELECTRICS – QUICK REFERENCE TO POWER CONSUMPTION

This Quick Reference Guide is designed to assist exhibitors in planning their power requirements, and if followed, will reduce the likelihood of problems occurring at the exhibition venue.

Where ordered Full Circle will provide standard 3-pin English 13A socket-outlets, but with four different power ratings. The list below indicates the sort of equipment that can be used with each of the power ratings:

(500W) IS RATED AT 2 AMP AND CAN SUPPLY:
One computer [or 2 x laptops]
A small domestic fridge
Four mobile phone chargers
Table lamp
Television and video
or any combination of the above using a single 4-way extension (maximum length 2m) subject to a total load of 500W

(1000W) is rated at 4 AMP AND CAN SUPPLY:
Small domestic coffee machine (750W – 1kW)
Small domestic steamer (900W – 1kW)
Small microwave cooker (750W – 1kW)
Vacuum Cleaner (800W – 1kW)

(2kW) AND SK4 (3kW) ARE RATED AT 10 AMP AND 13 AMP AND CAN SUPPLY:
Jug Kettle (2kW – 3kW)
Catering coffee machine (1.5kW – 3kW)
Industrial Cleaners (1.2kW – 3kW)

Please Note:

The list indicates individual items that can be used with each socket, with the exception of the 500W socket above. All sockets are supplied on daytime power only unless 24-hour continuous power is requested and quoted for.

Actual power requirements will vary dependent upon the individual equipment used. All electrical equipment has a Rating Plate that shows its power consumption in Watts (W) or kilowatts (kW). You should carefully examine all equipment to be used and calculate the exact power usage before ordering your electrical power requirements.

If you are ordering a socket so as to be able to supply your own lighting arrangement(s), then in accordance with the regulations, the maximum power rating of any single lighting circuit is 1000W (1kW), so if, for example, you had 3kW of lighting on your stand, you would need to order 3 x 1kW sockets for this arrangement.

Under the current regulations it is not permissible to order a socket and use it to supply a consumer unit if you are carrying out the installation of your own electrical wiring and equipment. In these circumstances, you will need to order an electrical mains supply.

Lighting

• Light fittings must be secured using clips or heavy-duty electrical ties and earth bonded appropriately.
• Light fitting flex must not be draped across the ceiling grid (if applicable), or left hanging in coils or wrapped around any part of a metal structure. Cable ties must be used to secure flex to the structure.
• Spotlights/floodlights/halogen lamps, etc must be guarded and mechanically fixed, so as to prevent risk of injury to persons.
• All lighting must be kept at least 300mm away from muslin/fabric ceilings and other combustibles.
• Lighting circuits must not exceed 1,000 watts. They must not be looped or connected to power circuits.
• Heavy fittings (over 1 kg) require a secondary means of support.

Socket Outlets

• Only one 4-way extension lead may be connected to each socket outlet and the maximum length of lead permitted is 2 metres.
• Extension leads must not be plugged into other extension leads (commonly known as ‘daisy-chaining’).
• Block adaptors and drum reel extension cables must not be used.

Employment of Labour & Contractors

There are some services which the Organisers are bound within the terms of the tenancy to use. There are additional services where in the best interests of the show the Organisers have appointed Official Contractors. Grouped together these are: Electrical Mains, Catering, Rigging, Water & Waste, Gas, Lifting, Security (not individual stand security).

Where no sole appointment has been made it is recommended that as far as possible, exhibitors should make use of the contractors named in the Ezone who will be available onsite.

It is the responsibility of the exhibitor to ensure the competency of the contractor and his/her suitability for the work you are specifying in the exhibition.

All contractors and employers of labour operating within the exhibition site at any time shall comply with all statutory requirements applicable directly or indirectly to their activities.

NOTE: The Organisers reserve the right to stop work being carried out by any person where the work is, in the reasonable opinion of the Organisers, being carried out in breach of these regulations and the Organisers may require such person to stop work immediately and may direct such person to leave the exhibition.

Fire extinguishers will be distributed around the halls and may NOT be removed. If you have activities which increase the risk of fire, you must order additional extinguishers.

Stand staff should be made aware of the location of all fire exits and alarm points within the hall and may request training on the use of fire extinguishers from the Fire Officers if required.

Fire exits must be kept clear at all times and no exhibits or packaging materials may be stored behind stands.

All materials used in stand construction / dressing must be fire retardant to the relevant standards – please consult the operations team for further information. No naked flames or LPG will be permitted without prior written approval.

You can approach any of our Security or the ExCeL team who can help you with a medical emergency or go to level 0 on the boulevard and down the stairs by N4/S4.

The floor loadings are limited to 18kN per square metre. Any unusual loads must be discussed with the organisers prior to the build up. Failure to do this may result in items being unable to be brought into the hall.

The sale of food or drink (non-alcoholic) from exhibition stands will not be permitted.

Applications to retail food & drink (non-alcoholic) for offsite consumption should be sent to the operations team a minimum of 28 days prior to the show and will be reviewed and assessed in line with food safety/licensing regulations. Applications will only be considered if the exhibitor is registered as a food business with their local authority.

Furniture is only provided with turnkey stands. Shell scheme and space only stands do not include furniture. Exhibitors may bring their own furniture, or it can be ordered from our recommended suppliers. Please visit the order forms page for ordering details. 

All exhibitors wishing to use gas must operate from the natural gas supply available in the Halls. If you are unsure of the availability of Natural gas to your stand, please contact the Organisers.

If you intend using a mains gas appliance, you need to ensure that (a) the appliance is certified by a competent person eg: the manufacturer; (b) the connection to the mains is carried out by a competent person and certificated (Copies of both certificates need to be supplied to the Organisers); and (c) that you have a fire extinguisher on your stand at all times.

Liquified Petroleum Gas may only be used when the LPG powered equipment being demonstrated is an item for sale by the exhibitor (eg Garden Heaters, barbecues) and following the consent of the authorities. The venue must be notified in writing at least 28 days in advance of tenancy of any proposed use of Liquefied Petroleum Gas (LPG). LPG may only be used with the written consent of the venue.

LPG may not be used for cooking purposes. 

Please inform the organisers if you intend to have gas of any type on your stand.

Graphics are only included for turnkey stands.

Shell scheme stands and space only stands will have to make your own arrangements.

If you wish to attach materials to your shell scheme stand such as posters, graphics and/or material we suggest the use of Velcro tape, blue tac or other removable adhesive fixings. The shell scheme panels are Velcro tape accepting and this option will not cause damage. Please do not stick anything to the metal work. Any damage incurred will be charged for. Any exhibitor intending to produce full size graphics to cover the shell scheme walls are first advised to contact Showlite in order to determine the shell scheme walling configuration.

Please note depending upon the size of the adjoining stands, a number of ½ m walling panels may be used to construct your stand rather than 1m panels. If you have any queries regarding shell scheme graphics, please contact our recommended suppliers on the order forms page. 

Exhibitors and their contractors must remove excessive or hazardous waste at the end of the show, otherwise charges will be incurred.

Excessive waste is defined as: more than 2 boxes of literature, stand fitting material, pallets, material packaging and quantities of unsold stock or ‘give-aways’. Any exhibitor who leaves excessive waste at the venue will be charged for removal by the venue.

Hazardous waste is classified by the 2005 Hazardous Waste Regulations as:
light bulbs and fluorescent tubes, electrical equipment and fittings, gloss and emulsion paint and their containers, cooking oils and their containers, aerosols both full or empty, oils and lubricants and oily rags.

If exhibitors wish to provide visitors to their stand with hospitality catering, they are required to obtain the food and drink from ExCel London Hospitality. Exhibitors are not permitted to bring their own food and drink on to their stands.

If, in the opinion of ExCel London, an exhibitor contravenes this rule and provides a significant level of hospitality catering from their stand, they reserve the right to charge the exhibitor a corkage or concession fee following an inspection by the venue’s food safety representative. Under normal circumstances, the venue will not permit third party caterers to provide corporate hospitality. 

Please visit the order forms page for more details on how to order. 

It is a contractual obligation that you have a minimum of £5 million public liability insurance.

Please note that items on site, either on your stand or in storage, or in transit to the show are not insured by the organisers and exhibitors must make their own arrangements.

The Trademarks Act 1994 dictates it is both an infringement and an offence to deal in merchandise which carries another organisation’s trademark, without consent. Infringements may be dealt with in the civil courts by the proprietor of the trademark. Offences are ostensibly a matter for the police and trading standards office.

Exhibitors are not allowed to display or hand out any literature or material in any form from any area within Excel London other than within the boundary of their stand.

During the event lost property will be managed by the security team who will be patrolling the halls and at the entrances.  If you are no longer at the venue, please call the ExCeL help desk on: +44(0) 207 069 4500 or email info@excel.london.

It is the responsibility of the Exhibitor to apply for the appropriate licences to play music on their stand. If an Exhibitor is found to be playing music at the Show without having applied for the appropriate licences, they will be asked to turn it off immediately and for the duration of the Show.

The licences are as follows:

• Phonographic Performance Ltd (PPL)
  Exhibitors who play recorded music, i.e. from records, cassettes, CD’s, etc, in public are required by law to apply for a Phonographic Performance Ltd (PPL) licence. PPL controls the copyright regarding the public performance and broadcasting of sound recordings on behalf of the record producers. The appropriate licence must be secured in advance to prevent infringement of copyright. To apply for your PPL licence please contact 020 7534 1070.
• N.B. If you require a PPL licence you will also require a PRS licence
  Performing Rights Society
  Exhibitors wishing to play music on their stand by means of TV, video, slide, tape presentation, record, tape, or CD player or live musicians must hold a licence by law, issued by the Performing Rights Society (PRS). A PRS licence is granted on behalf of composers and music publishers. It is the responsibility of the Exhibitor to contact the PRS directly. Their telephone number is 0800 068 4828.

Click here to download site map

The team at Roar B2B will be able to assist with any operational questions you may have over the upcoming weeks and months.

Onsite, the team will be based in the Organisers office, which is next to the entrance. 

Parking at ExCeL (cars) is £25 per 24hrs by pay and display. No pre-booking required. Further information can be found here including information on disabled parking and charges for other vehicle types. 

Permission must be granted by ExCeL when photographing or filming the exterior of the building or in public areas inside the venue.

The Film Company must carefully read, complete and sign the location release agreement for photography and filming at ExCeL London, and email marketing@excel.london to review. The team will respond within 72-hours to confirm whether permission has been granted. Crew members may be asked by the ExCeL Security team to present this form, together with a form of ID, when they are photographing or filming on-site.

Please complete the permission form here

Security cover commences at 0800 on 13th June and no goods will be allowed on to the site before this time.

Although every reasonable security precaution is taken through the Build Up, Open Period, and Breakdown, The Organisers cannot be held responsible for any loss, damage, or accidents which may occur to any Exhibitor's (or Contractor's) property or personnel. We strongly recommend that any small or attractive items be kept under constant supervision and removed each evening. Your stand should NEVER BE LEFT UNMANNED at any time while the Halls are open.

The Organisers will not be responsible or liable for theft or injury - please see INSURANCE in this section.

Exhibitors are reminded to be particularly vigilant during the following periods: the last night of build-up; the first 30 minutes after the Show closes each day and the first two hours of breakdown.

The following points should be carefully noted:

• During Build-Up: Once your exhibits have been placed on your stand, it is essential that the stand be manned at all times. Though The Organisers will do all they can to minimise risk, you are advised to take precautions yourself. Exhibitors needing extra security should contact the Organisers.
• During Open Hours: All Exhibitors and visitors, in the interests of their own safety and security, may be searched and their bags searched on entering or leaving the building. We ask you to co-operate and insist your staff carry badges or passes at all times.
• During Breakdown: Please do not leave your stand unattended at any time during the first few hours of breakdown or until all valuable exhibits or graphics have been removed. If you propose to leave anything valuable on the stand overnight, please contact the Organisers or Security.

If you are planning to use any special effects on your stand, you must inform the organisers as soon as possible by email.

Special effects include (but are not limited to) lasers, strobe lights, and pyrotechnics and smoke machines.

The information, which will be required, includes a risk assessment and full details of the operator and manufacturer. Certification from an independent specialist may also be required, and any costs associated with this will need to be covered by the exhibitor.

There is no storage within the halls. Exhibitors must make their own arrangements for the removal and storage of all packaging materials, cartons etc. Nothing is to be stored behind the stands. This is a fire and health & safety risk.

Please contact our logistics supplier CEVA for assistance on storage.

Please bring your own trolleys as these are not available to hire from the venue. Trolleys are only permitted on the exhibition floor outside show open hours for the safety of visitors.

Vehicle exhibits must be declared on the Health & Safety declaration form and must comply with the regulations below. You are required to submit a risk assessment covering your activities to the Organisers.

(please refer to the regulations below on your risk assessment)

• 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
• Vehicles must remain in situ for the duration of the open period.
• Filling or emptying of fuel tanks inside the hall is strictly prohibited at all times

There is free Wi-Fi throughout ExCeL. However, although the system is designed to provide site-wide coverage, when the site is busy signal strength can degrade and the capacity of the system becomes saturated with people making calls or using data.

If having the internet is essential to your business then we would always recommend ordering a hard wired connection to the stand. If a PDQ is required to support the business then we would not recommend relying on a Wi-Fi or 4G connection. Please visit the order forms page for more details on ordering internet through ExCeL.