SECURITY

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There will be security present during the event to ensure that the premises is adequately patrolled , however the organisers cannot accept responsibility for any damage or loss of property that exhibitors may experience.

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If you experience any loss sustained to your stand you must report it to the organiser’s office where we will then pass it on to the security office.

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Due to exhibition halls being vulnerable places for pick pockets and thieves to target we would like to remind you all of some helpful tips to keep your items safe whilst at the show:

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• Do not leave cash, handbags, mobile phones, valuables on the side or in easily reached places on your stand.

• Valuable items should be kept at the back of your stand

• Your stand (or your stand products) should not be left unattended at any time

• Build up and break down are especially high risk periods we advise that you work in pairs during this time so that the stand is always staffed.

• Please feel free to report any suspicious behaviour or sightings to the organisers office

 

ORGANISERS AND VENUE STAFF WILL NOT TAKE RESPONSIBILITY FOR ANY ITEMS LEFT UNATTENDED AT ANY TIME.

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SHELL SCHEME STANDS

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All on-site activities must conform with the rules and regulations set out within the e:guide. 

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All shell scheme stands will be constructed in white stock panels.  These panels measure 2740mm high 1000mm wide and 50mm thick and constructed from plywood on a timber frame and painted white.  The specification sheet and various stand configuration examples can be found here. 

 

Pins, nails, screws and mirror plates may be used to hang exhibits but should exhibitors plan to hang anything heavy (over 5kg), it is advisable to check with the Venue Service Manager on suitable fixing methods and fixing points.

 

Some fixing methods are not permitted so please consult GES for recommended procedures. An information sheet detailing what fixtures are permitted is available here.

 

N.B. Stock panels may vary in size please speak with GES to confirm exact details. Any damage to stock panels will be charged on accordingly to Exhibitors/Organisers as dilapidations.

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​To view the various stand configurations click here. 

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To view the shell scheme panel specifications click here.

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GES Services Contact:

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GES Customer Care

T: +44 (0) 2476 380 190
E: HIXEurope@ges.com

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SOUND 

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Ensure that you complete your stand intentions in terms of 'sound' on the stand activation's application form by 26th October 2026. 

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PLEASE NOTE:  DUE TO THE CENTRAL LOCATION OF HIX TALKS AND THE POTENTIAL FOR SOUND CLASH ACROSS THE HALL ALL 'SOUND' ACTIVITIES ON EXHIBITORS STANDS MUST EITHER USE SILENT KIT* OR BE AMBIENT (eg - NOT-AMPLIFIED). 

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​Ambient sound on your stand may not exceed a level of 60dB (this can include display screens playing sound for example).  

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The Organisers reserve the rights to switch off any devices which may interfere with our delegate experience. 

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HIX would like to invite you to the official HIX Networking Event on 25th November at the official HIX Bar from 17:00, this official event will host the only sound activation that evening.  

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*If you need to hire silent kit  system to support your activity this can be hired though Aztec whose details are on the contractors page.  Remember, you will also need a power socket for the system which can be ordered via the GES Order Portal.  

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SPACE ONLY STANDS

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Space only stands may build up to 4m in height. 

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IMPORTANT NOTE:

 

There will be a mains cable which supplies the power to your stand (the duct housing this is delineated by the rectangle shown on your stand on the shows floorplan) and a mains box located on your stand which you will need to accommodate within your design.  It is highly recommended that you have a raised floor on your stand to accommodate the mains cable and wiring and also housing for the mains box.  Your own contractor can provide this or it can be ordered through GES. 

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• Our recommended space only build supplier is Solutions 2 who can assist you with your Space Only stand build.  Their details can be found on the contractors page of this manual. 

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• You must submit your stand plans, construction phase plan and method statement to via the Stand Plan Submission process as they must be approved prior to the first day of build.  The deadline for submissions is 26th October 2026.​

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• You will also need to complete the Health and Safety Submission for the show open period. 

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• If you require lighting or power on your stand this can be ordered through the GES whose contact information is on the contractor page at of this manual.

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​You have a legal obligation to build your stand to the required standards as outlined by the Organiser’s, venue and local authority regulations.

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Space Only Stand Construction Requirements

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General Requirements

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• Space only stands may only be constructed with the Organiser's prior permission.

• Space only exhibitors are responsible for the construction of their own stands. NO construction will be carried out on their behalf.

• All stands will be monitored during build-up by the appointed floor management team and, where required, a structural engineer.

• Stands which have not been submitted for approval will be challenged, and construction may be halted until satisfactory documentation has been provided.

• Stands must be constructed within the regulations set out in the eguide.

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Exhibitor Responsibilities

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Exhibitors are responsible for ensuring that any contractors they appoint:

• are competent;

• are registered with an appropriate professional body (ideally ESSA);

• have completed suitable and sufficient risk assessments;

• operate a safe system of work; and

• retain copies of their method statements, available for inspection by the venue upon request.

• Exhibitors/appointed contractors must be able to produce on demand, test certificates for any materials they intend to use in construction of a stand or any other structure to be brought into the venue.  If the venue is not satisfied that any material meets the standards required, such material shall be removed.

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Stand Design and Construction

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• Stands must be of substantial construction using suitable timber or metal framing.  Chip board is NOT permitted as a construction material.

• Stands must comply with the Building Regulations 2000: Approved Document M, "Access and Facilities for Disabled People", and all applicable accessibility (DDA) requirements.

• Space only exhibitors must erect dividing walls between adjoining stands, extending to the stand boundaries. These walls must be 2.5m high.

• At least one-third of each stand frontage must remain open. Open sides must not be enclosed or blocked.

• The rear of the stand should be finished to the same standard as the front. Where walls back directly onto neighbouring stands, the reverse face must be finished in a neutral colour (with no branding) down to a height of 2.5m from the floor level.

• Under no circumstances may fixings be made to the hall floor.

• All base plates must be at least 12mm thick, have a minimum area of 300mm², and be suitable for their intended purpose.

• Double-decker stands are not permitted.

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Accessibility

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• All stands must be accessible to all visitors and comply with DDA requirements.

• Ramps provided for access must:

  • have a uniform gradient no steeper than 1:12;

  • be at least 1m wide;

  • have level landings at the top, bottom, and wherever exit doors open onto them; and

  • have an imperforate, non-slip surface.

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Platforms, Ceilings and Multi-Level Features

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• Platforms intended for public use may require suitable handrails and/or toe boards. These are mandatory for platforms exceeding 600mm in height.

• Ceilings, except those above the uppermost story of a stand, must be of solid construction.  

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Means of Escape

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• Doors and gates forming part of an escape route must:

  • open in the direction of escape;

  • be free from obstruction by steps, landings or public walkways; and

  • where necessary, be recessed so they do not reduce the required width of gangways, corridors, passageways, staircases, landings or other escape routes.

• All doors must include a clear glazed vision panel providing visibility between 900mm and 1500mm above floor level.

• Inner rooms must have an alternative means of escape with appropriate exit signage.

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Electrical and Cabling

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• Cables must not be run beneath carpet.

• Where cabling on the floor is required, it must be:

  • protected by suitable cable ramps and taped down;

  • installed beneath a raised platform; or

  • suspended from the venue roof.

• Raised platforms are strongly recommended where floor cabling is required.

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Fire Safety and Materials

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• Exhibitors constructing their own stands must ensure all materials comply with the fire safety requirements detailed in the Fire Safety section of the eGuide.

• Exhibitors and appointed contractors must be able to produce, on request, test certificates for all materials used in the construction of a stand or any other structure brought into the venue.

• If the venue determines that any material does not meet the required standards, it must be removed immediately.

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Complex Structures

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Any stands with rigging or with a platform of 600mm or over must have the Organiser’s permission. Two sets of drawings complete with structural engineer’s calculations must be submitted no later than six weeks before the event for approval and a separate set of plans and calculations must be submitted to an independent structural engineer for approval who will also be required to certify the structure once erected.  Please submit your complex structure drawings via the Stand Plan Submission process.

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The following documentation must be submitted for all complex structures:

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a) Detailed, scaled structural drawings, including plan views, elevations, steelwork details, floor loadings, structural calculations, specifications and a method statement. All documents must clearly show the event name and stand number.

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b) Written confirmation from an independent structural engineer, holding adequate professional indemnity insurance, confirming that the design is safe for its intended purpose.

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If a complex structure is modified after its initial submission, the revised design must be resubmitted together with details of all modifications and updated confirmation from the structural engineer that the final design remains safe for its intended purpose.

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Submission of Plans

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A duplicate set of technical drawings for every open space site must be submitted to the Organiser’s by 26th October 2026 via the Stand Plan Submission process. The drawings must include all dimensions, building material used, a ground plan and an elevation drawing.  

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IMPORTANT NOTE

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ALL SPACE ONLY STANDS REQUIRE STRUCTURAL ENGINEER SIGN OFF ON SITE.  This is arranged by the organisers, you must have contractors on-site to be able to make safety alterations until your stand has been signed off.   

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​If stand plans are not received, building will not be allowed to begin until the Organisers, and where necessary, the Local Authority has approved them. Late submission of plans can result in the authority not approving stand plans, therefore the stand will not be allowed to be constructed.

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Exhibitors are reminded that all event activities must be compliant with industry sustainability standards including BS 8901.

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All information must be submitted in English. 

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As a reminder, All personnel entering site for the build-up or break down must complete the site induction​ before gaining access to the venue.

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STORAGE

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Should you require fork lifting, storage or customs clearance please use the official lifting and storage contractor. See Contractors page for their contact information.