Space Only Stand Regulations & Information

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All Space Only exhibitors are responsible for their own stand design and construction, and for ensuring that they, or their contractor, has received a written ‘Permission to Build’ before arriving onsite.

Please complete the Contractor Nomination Form by Friday 13 December to tell us who is building the stand (even if you are self-build, please indicate this on the form).

If Space Only exhibitors require their stands to be cleaned, then please order this via the RAI Webshop.

All work must be carried out in conformity with the Rules and Regulations as set out here and by the venue in the RAI Amsterdam Regulations and Terms & Conditions.

In addition, the G-Guide is a Guide to Global Standards of Health and Safety at Exhibitions and is available in English, Dutch and other languages. Please visit http://theg-guide.org/.

Below is a list or your responsibilities to ensure that the build of your stand at the event is carried out safely.

• Make arrangements for managing your project i.e., building your stand.  You do need to ensure that someone is named as responsible for ensuring all the required Health and Safety roles are fulfilled.
• Appoint a Designer and Contractor. These roles are often the same company or person and can be an external company or someone you appoint within your company. If you appoint an external company to build your stand, make sure they are aware of their own Health and Safety responsibilities.
• Ensure the organisers are provided with:
  • Stand Plans, to scale and with dimensions
  • Method Statement detailing how the stand will be built
  • Risk Assessment for the Build and Dismantling of the stand

We supply templates to assist you if required – please request these from standapproval@montgomerygroup.com.

The Contractor (the person/ company building the stand) whether an external company or someone within your company is responsible for:

• Planning, managing, and monitoring the construction phase (build-up & breakdown) and the way the construction work is carried out, ensuring it is safe to construct and remove within an event environment and that it has little or no impact on the neighbouring constructions or contractors.
• Ensure work is carried out without risks to Health & Safety.
• Ensuring the Organisers Site Rules are adhered to.
• Restrict access to the stand site if required by the work being carried out at the time.
• Liaise onsite with Event Operations team.

Make sure your contractor checks the location and orientation of your stand in relation to an up-to-date floorplan, and that they build within the given parameters. The thickness of walls must be calculated inside the outer dimensions of the stand. The Organisers will not be liable for any costs incurred to rectify mistakes or make adjustments onsite. Below are some considerations when planning your stand. 

• How many walls will be required?  An exhibitor’s Contract to Exhibit will indicate ‘one’, ‘two’, ‘three’ or ‘four’ open sides.  Three open sides indicate the need for one back wall, two open sides indicates the need for two walls etc.   
• Space Only exhibitors may not make use of walls provided by neighbouring stands that are built from the Organisers Shell Scheme.  
• What are the other requirements or issues that need to be taken into consideration e.g store area, reception desk, and kitchen or sink requirements, disposal of waste from sampling etc.
• If services such as water and waste are being used, exhibitors should consider the use of a platform to avoid unsightly pipes and connections (which could also cause a trip hazard) from the service ducts.  
• What floor covering should you have?  If you have a kitchen area, carpet is not a suitable floor covering – the floor here should be washable.  
• How much lighting do you need?  Use spotlights to highlight particular products or graphics. 
• You may supply your own electrical fittings, provided that all pre-wiring is carried out before you arrive onsite. Whoever has done the wiring then needs to sign a certificate to the effect that the work has been done by qualified personnel and in accordance with all rules and regulations governing electrical installations. This certificate needs to be handed to the electrical contractor before power to the stand is made live.  
• When appointing a contractor, exhibitors should obtain guarantees that the stand will be finished and all litter and stand construction materials removed from the exhibition halls by 1800hrs on Monday 10 March.  After this time should be interior dressing only.  

These regulations must be read in conjunction with the Health & Safety General Regulations.

Proposed stand designs must be uploaded to the Compulsory Space Only Health & Safety Form by 10 January 2025.  Please click here to complete the form. 

Please feel free to pass this link onto your nominated contractor.  Please note the form allows you to start, save and complete later if you do not have all the information to start with so you do not have to start again.

The link will ask you to include the following information:

1.  Technical drawings showing layout and elevation details with dimensions.

2.  Colour visual of your stand (if available).

3.  A risk assessment of build and breakdown. (Sample forms enclosed for you to upload or you can provide your own).

4.  A method statement of build and breakdown of your stand.   (Sample forms enclosed for you to upload or you can provide your own).

5.  Welfare details as part of CDM regulations.   

6.  Health and Safety Declaration.   

7. Better Stands as part of our Sustainability Policy

Please ensure the following plans/ documentation are sent to Stand Plan Approval Team via this Link. If you have a stand contractor, they will do this and it should consist of:   

1. Stand Plan  
2. Method Statement  
3. Risk Assessment  
4. Contractor Health and Safety Declaration  
5. Welfare Arrangement Form  
    

• All Space Only stands are responsible for building all their walls and cannot make use of neighbouring stand walls whether they are Space Only or Shell Scheme stands. 
• All work must be carried out in conformity with the Rules and Regulations including RAI Amsterdam Regulations and Terms & Conditions, and the RAI Safe Working Practices Manual.
• The maximum height for Space Only stands is 4m. 
• All advertising and logos must be within specified height limits. 
• The minimum height for Space Only stands is 2.5m. 
• Double Decker stands are not allowed. 
• On divided sites if your wall is above 2.5m you must decorate the back of your wall facing your neighbours stand, down to 2.5m.  These walls must be finished in a neutral colour only to the satisfaction of the Organisers.  
• No advertising and logos will be allowed on the reverse side of dividing walls.
• Do not allow any off-site construction to begin until written approval has been received.  If written approval has not been received building will not be allowed to commence onsite and last-minute approvals could involve the exhibitor in delays and / or additional costs.   
• Stands must be designed in a way as to not discriminate against disabled visitors.  
• All work must be carried out using non-flammable materials.  
• The design of the stand must be such that it can be erected and dismantled within the published time schedule (see Exhibition Timetable).   
• The Organisers may, at the expense of the exhibitor, remove or alter anything forming part of any stand, if in their opinion it is desirable to do so in the interest of the exhibition.  
• The stand floor area must be covered with a suitable floor covering e.g., Nonslip, easy clean surfaces in food preparation areas.  
• Any presentation or demonstration likely to interest groups of 10 or more people must be located towards the centre of the stand and clearly shown on stand drawings.    
• If any presentation or demonstration causes obstruction in the gangway and/or nuisance to any other exhibitor, we reserve the right to cancel the presentation or demonstration or restrict the frequency.  
• Vehicles are not permitted without prior written approval from the Organisers.  
• No fixings can be made to the hall floor, or any other part of the hall structure. Any damage to the floor or structure of the building will be charged to the exhibitor.  
• Exhibitors are responsible for all actions of any contractor they employ to work for them. Any damage caused will be charged back to the employing exhibitor.   
• Balloons are only permissible with written approval from the Organisers.   
• All stand structures: signs, etc. must be confined within the area allotted and must not project into or over the gangways.    
• All painting onsite must be carried out using water-based paints.  
• Designs incorporating long runs of solid walling will not be approved.  At least 50% of each frontage must remain open or fitted with an approved transparent material.   
• Solid walling over 5m in length on a designated open side must be set back at least 0.5m from the stand perimeter.   
• Doors from offices, stores or meeting rooms must NOT open outwards on to a gangway. Vision panel windows must be fitted to all doors built into the interior of a stand.  
• Advertising banners are NOT ALLOWED under any circumstances. However, drop wires may be permitted for lighting rigs or stand construction but only with written permission of the Organisers. Please forward proposed plans before committing to any costs. If permission is granted, the maximum height for rigging is 6m. Please also note, if the stand is deemed to be Complex and requires a Structural Engineer inspection, all charges will be passed on.
• Exhibitors who have two stands either side of a gangway who wish to connect them in some way must contact the Organisers for permission and specification regulations before implementing any design work.  
• Stand ceilings must conform with the RAI’s Fire Safety & Service Regulations detailed below. 

*Please note, no part of your stand can be attached to venue rigging. If you proceed to attach to venue rigging this would be deemed as a complex stand.
 

Electrical Contractor:

RAI Amsterdam
T:  +31 20 549 1928
E:  exhibitorservices@rai.nl

The RAI are responsible for and will carry out all electrical work on stands within the exhibition halls. 
 
Please place your orders via the RAI Webshop (please note you will need to create an account if you have not already done so). If you have any queries, you can contact the RAI on exhibitorservices@rai.nl. Early bird electrical prices ends on 12th February. Orders must be made by 24 February. Prices for specific items can be found in the Webshop, other prices will be provided upon application. The price for fittings covers the hire, power requirements, maintenance during the open period and removal at the close of the exhibition.

Independent Hotel Show does not operate 24-hour power. If you require 24-hour power for your stand then this should be ordered specifically via the RAI Webshop or by contacting exhibitorservices@rai.nl.

If you have any questions about the exact electrical requirements for your stand, please contact the electrical contractor using the details above who will be happy to advise you.

If machinery or working equipment is to be operated, please inform the electrical contractor, including the electrical requirements and ratings; this applies particularly where high fluctuating currents are involved. Electrical supplies (three- and single-phase) will be assessed on the information provided. The contractor will then be responsible for ordering the required mains from the venue. The installation of these supplies will be subject to a connection charge.

The standard supplies of electrical current available are: 
Single-phase alternating at 240 volts, 50 Hz 
Three-phase alternating at 415 volts, 50Hz 

Basic Guidelines For Socket Sizes and Usage 

Listed below are examples of "typical" loadings for items plugged in to socket outlets:

500 watt sockets:  computers, TV’s, video’s, spotlights to 500W, refrigerators  
1000 watt sockets:  domestic filter coffee machines, lighting up to 1000W 
2000 watt sockets:  kettles**, machinery up to 2000W 
3000 watt sockets:  hired coffee machines, machinery 2000W to 3000W

Note ** kettles and refrigeration / freezer requirements vary between 200 and 2000 watts. Please check with the supplier or check the reference tag or plate on the machine to ensure you order the correct size socket.

Please click here for further guidance on power consumption.

Please click here for RAI Amsterdam Electrical Supply Details.
 

Deadline Date  

Orders must be received by Saturday 10 February so that the necessary mains can be ordered from the venue in sufficient time for them to be laid in the hall before general construction commences. Orders received after 5 March will incur a 20% surcharge.

NB: Exhibitors who contract into the show after the deadline will be exempt from the surcharge if orders are made prior to arriving onsite. 
 

Enquiry Desk 

During the build-up period, an enquiry desk will be located at the entrance to the hall to assist exhibitors with any electrical queries or problems. The desk will be manned from 0800-1800 hours daily. 
 

Supply Timetable 

Electricity will be energised to stands as quickly as possible during the build-up period, subject to satisfactory inspection and testing of installations. Occasionally delays may occur because adjoining stands are not complete and ready for inspection. 

Independent Hotel Show does not operate 24-hour power. If you require 24-hour power for your stand then this should be ordered directly with the RAI Webshop or by contacting exhibitorservices@rai.nl. All stand electrics will be switched off 15 minutes after the show closes each day.

Any exhibitor needing electricity for the running down of machinery or refrigeration equipment etc when the exhibition closes at 1700hrs on Wednesday 13 March must order extended power via the RAI Webshop or by contacting exhibitorservices@rai.nl. If this is required onsite, please inform the Organisers’ Office of their requirements no later than 1700hrs the day before, for this to be organised in time. Please note, there will be a charge for an extension of power.

Temporary Power 

If you require a temporary power supply during the build-up period, you should order via RAI Webshop or by contacting exhibitorservices@rai.nl.

Electrical Testing 

Every circuit installed on an exhibition stand must be tested before it’s finally energised. Testing costs are included within the electrical items and mains prices in the Webshop.

Better Stands

What is Better Stands?                                                                                                                                                                                                                

Better Stands is a programme aiming to ensure that all core elements of exhibitor stands are reusable. Help us to reduce the environmental impact of Independent Hotel Show by committing to the Better Stands programme framework and show that your company values being part of sustainable and socially responsible events.  

Did you know that one medium sized disposable stand produces around four tonnes of waste, which is almost 10x the average person’s household waste per year. Designed to be used only once, they have a significant impact on the environment, in addition to increasing health and safety risks onsite.   

What’s in it for me?  

• A better quality, more attractive & sustainable stand  
• Opportunity to promote the sustainable credentials of your brand  
• Smoother, more efficient build up and breakdown periods  
• Lower work hours and reduced construction costs  
• Reduce or eradicate your waste bill  

What do I need to do?  
To make your commitment to Better Stands and contribute to a more sustainable event:  

• Familiarise yourself with the Better Stands framework found attached and below.  
• Share these guidelines with your contractor before they begin designing your stand (if you are a self-build, you will be asked to submit the 10-point checklist within your stand plan submission).  
• Ensure the stand reaches at least a bronze level, meaning the stand structure and walls, platform or raised flooring, furniture, equipment, and lighting are all reused.  
• Ensure that the submitted stand design clearly communicates how your contractor will   meet the Better Stands guidelines.  

How will we help?  

• Once you have submitted your framework, our stand plan approver will send back information on what you can do reach the Bronze, Silver or Gold Better Stands rating.  
• If you tell us all elements of your stand are completely reusable, congratulations! You have already reached the Better Stands Gold standard. Our Better Stands representatives will be onsite during build up and breakdown to check this.   
• You will receive an email post show with a detailed report and your Better Stands rating.   

If you require any further information or guidance on the Better Stands programme, please contact Johanna Shirley. 

Display / Modular Stands  

If you do not plan to construct a stand but utilise a “pop up” structure as a backdrop, all stand regulations still apply to your stand.  You are required to submit a Stand Plan, Risk Assessment and Method Statement and any additional information, as found under the ‘Permission to Build’ section.

Floorcovering  

No carpet is provided for Space Only sites. Appropriate floor covering e.g., carpet, non-slip, easily cleanable floorcovering in food preparation areas, must be arranged.  Whoever is responsible for laying the carpet down to the hall floor must ensure that an acceptable carpet tape is used and that all carpet and carpet tape is removed from the hall along with all other stand fitting material at the end of the exhibition. Failure to do so will result in a dilapidation charge at an hourly removal rate, to be calculated by the RAI cleaning department at the end of breakdown.

If a large number of services (water & waste, gas, electrics, etc.) are required, the Organisers state that It is mandatory for all exhibitors to include a ramp when incorporating a raised floor within their stand. Please visit the RAI Webshop or contact exhibitorservices@rai.nl.

Height Restriction  

• The minimum height for walls is 2.5m   
• The maximum height for walls is 4m  
• Double decker stands are not permitted

Late Working  

Work outside the timetabled hours will not be allowed. In emergency situations e.g., unavoidable delays due to circumstance outside the contractor’s control, this may be possible, but the Organisers will have to pass any charges (venue/ H&S cover etc) to the exhibitor / contractor concerned.   

Depending on when any late working is requested, we cannot guarantee that a sufficient amount of required support, from the venue, Health & Safety Officer etc can be provided.  We therefore require all exhibitors and contractors to ensure that Space Only stands are designed to be completed in the time available.
 

Materials for Stand Fitting & Decoration  

There are strict regulations governing the materials used in the construction and decoration of stands and in the demonstration of products.    

All stands will be inspected during the build-up by the Health and Safety Officer and the Venue Fire Safety Officer. Any fittings or materials not meeting the fire regulations will need to be removed, or the stand will be closed down. You should draw attention to these requirements to any contractors working on your behalf.  

• Decorative materials used for stand dressing must be flame proofed or purchased already treated with an appropriate chemical.  
• Artificial flowers and plants are highly flammable and give off toxic fumes and must not be used for stand dressing. 
• Gangways must be kept clear and free from exhibits, stand dressing, furniture etc at all times during the open period of the exhibition.  Offending items are liable to be removed without warning. 
• No empty packing cases may be stored on, around or behind your stand, as this constitutes a fire hazard.  

For more information, please read the G-Guide: http://theg-guide.org/.
 

Permission to Build 

Proposed stand designs must be uploaded to the Compulsory Space Only Health & Safety Form by 10 January 2025.  Please click here to access the form.  

Please feel free to pass this link onto your nominated contractor.  Please note the form allows you to start, save and complete later if you do not have all the information to start with so you do not have to start again.

The link will ask you to include the following information:

1.  Technical drawings showing layout and elevation details with dimensions.

2.  Colour visual of your stand (if available).

3.  A risk assessment of build and breakdown. (Sample forms enclosed for you to upload or you can provide your own).

4.  A method statement of build and breakdown of your stand.   (Sample forms enclosed for you to upload or you can provide your own).

5.  Welfare details as part of CDM regulations.   

6.  Health and Safety Declaration.   

If a stand is considered to be ‘Complex’ the Local Authority requires certification by an Independent Structural Engineer. There will be a charge for this inspection and certification. If you have any questions about what constitutes a ‘Complex’ stand and the charge, please contact Johanna Shirley.   
 
No construction will be permitted in the hall until permission to build has been issued. 
 

Platforms  

Please note, all electrics, water & waste and gas is pulled from floor ducts. If you would like to order a platform for your stand, please visit the RAI Webshop. Please note that all raised floors will also require a ramp for accessibility access. Please ensure to also order this via the RAI Webshop

Ramps and Handrails  

Please check the G-Guide for Regulations relating to the use of ramps and handrails.   
 

Stand Ceilings

The RAI Fire Safety Regulations stipulate a stand ceiling may consist of stretch fabric products, various types of sheeting material or metal modular panels. The following rules apply to the materials and construction method used for stand ceilings:

1. The material should at least comply with fire propagation class 2 in accordance with NEN standard 6065; moreover, in accordance with NEN standard 6066, the smoke density of these materials may not exceed 5.4 m-1 in the case of a class 1 fire propagation rating and 2.2 m-1 in the case of a class 2 fire propagation rating.
2. The material must also be of such a quality that it is not easily flammable or must have been flame-proofed to achieve the same effect.
3. Where fabric is used for the ceiling, it must be hung by means of metal wires with a minimum thickness of 0.3 mm. that run in one direction and are at a minimum distance of 1 m from one another.
4. Free-hanging decorations such as fishing nets, tarpaulins and so forth must be threaded with metal wires that run in one direction and are at a minimum distance of 1m from one another; the beginning and end of each wire should be properly fastened.
5. Sheets of glass may never form part of a stand ceiling.
6. Plastic foil may never be used for the ceiling of a stand.
7. If a sprinkler system in the exhibition area forms part of the stationary extinguisher system no more than 30% of the stand area may be covered by a ceiling structure, unless it is fitted with a sprinkler-compatible ceiling material that meets the prescribed requirements.
    

Stand Contractors   

Please complete the Contractor Nomination Form (found under Compulsory Forms) as soon as possible but by no later than Friday 15 December. We will then liaise with them regarding any information required.

We highly recommend contacting Capaz for a quote. Capaz is an experienced and reliable stand builder, having built multiple stands and features at previous editions of IHA and other shows at the RAI.

Capaz
T: +31 (0)229 269887
E: Info@capaz.nl
W: www.capaz.nl

Should you need assistance on other stand builders to approach to build your stand, please contact the RAI Amsterdam on exhibitorservices@rai.nl. Alternatively, the Organisers are offering Complete Packages (including stand build, storeroom, graphics, power, furniture), please contact Ilona Horoskzo if you are interested in upgrading for more information.

Water & Waste   

Exhibitors requiring a water and/or waste supply on their stand should order this via the RAI Webshop by Thursday 22 February, orders received after 5 March will incur a 20% surcharge.

If necessary, it is advisable to build a platform to cover unsightly pipes and connections, and to avoid potential trip hazards. To obtain a ‘Ducting Plan’ showing the location of the ducts on your stand, please contact Johanna Shirley.