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ELECTRICAL AND LIGHTING (Organisers & Exhibitors)

The BDC has a comprehensive range of electrical services for hire and installation and offers an extensive range of light fittings and flexible power supplies including three phase if required. Our in-house team of electricians can provide a professional and competitive service to both the Licensees/Organisers and Exhibitors for all electrical installations and connections to mains. Please contact your Project Manager for full details.

All/any electrical wiring and equipment not supplied by the BDC will be tested to ensure conformity with "The Electricity at Work Regulations 1989". Any items failing such a test will NOT be connected to the Hall's supply.

In addition all installations must conform to the current issue of the Exhibition Venues Association Regulations for Stand Electrical Installations. Copies available on request.

It is not permitted to hang, suspend or attach any item to the overhead catenary wires under any circumstances.

Exhibitors/Contractors who bring portable electrical appliances on-site should ensure that they have been regularly PAT tested (Portable Appliance Tested) and bear a recent PAT test pass certificate.

Signs involving the use of neon or similar gases are permitted with fireman switches and written confirmation from the Project Manager. Electro flashing signs of low intensity are permitted providing specifications for their use are approved in writing in advance by the Project Manager. During the open period of an exhibition, stand mains supply will normally be switched on no later than half an hour before the show opens and switched off no later than half an hour after it closes.

PLEASE CONTACT THE BDC PROJECT MANAGER SHOULD YOU REQUIRE 24-HOUR POWER.

EMERGENCY PROCEDURES (Organisers)

Licensees/Organisers will be fully briefed regarding procedures at the start of their tenancy period. Emergency procedures are also available in French, German, Italian and Spanish languages. The standard English version is included within this handbook.

ENTERTAINMENT LICENCE (Organisers)

The BDC does not hold a Music and/or Entertainment Licence and the Licensee/Organiser must make any necessary arrangements. Please contact your Project Manager for advice on Entertainment Licence requirements. At least 3 months notice is required.

ENTRANCE FOYERS / FORECOURT (Organisers)

Licensees/Organisers must seek approval from the Project Manager when wishing to utilise space in these areas. If areas are being used for commercial gain, charges may be applicable.

The front foyer, in particular, is used by other clients of the Centre and must be unobstructed at all times. Organisers proposing to use the Front Foyer should contact the BDC Project Manager to obtain written approval and costings. See also Branding Opportunities.

Certain items are not movable.

ENVIRONMETAL CHARGE

In April 2007 we introduced an environmental charge of £ 2.00 for each service ordered (excluding wireless broadband facilities). This charge is to help towards the BDC adhering to its environmental policy, which includes recycling waste materials and purchasing environmentally friendly products of which the BDC subsidizes.

EXHIBITION STANDS (Organisers & Exhibitors)

The Octanorm System is used in most cases when shell scheme is required; although white painted stock panels (see under Stock Panels) are also available from the BDC. Full Stand layout MUST be agreed 7 days prior to the Exhibition. Alterations to this agreed floor plan will be subject to surcharge.

Standard shell scheme hire includes the following:

• Back and side free standing partition walls
• Carpeted floor
• Daily Cleaning

OCTANORM (see drawings at back of manual)

Q: I have a shell scheme stand at the Exhibition, what is Octanorm?

A: A Modular system of aluminium poles and beams holding 4mm infill panels. These form the walls of the stands.

Q: What is the FASCIA constructed of?

A: This is formed of the same system, 175mm deep.

Q: Is there a ceiling?

A: There is an open grid ceiling of 70mm beams fixed diagonally over the stand.

Q: What is the height to the underside of the ceiling?

A: 2430mm and the underside of the fascia panel 2325mm.

Q: What is the finish of all the Aluminium components?

A: These are finished in white using a powder coating system.

Q: What is the finish on the wall panels?

A: White Foamex.

Q: What size is the wall panel?

A: 2500mm high x 990mm wide is the overall size of panels when fitted with poles and beams. The face size of the panels is 950mm wide x 2340mm high. The poles are 40mm in diameter projecting forward 18mm.

Q: How do I fix to the wall panels?

A: You cannot fix anything to the wall panels using nails, staples or screws. Lightweight polyboard or card panels can be fixed with DOUBLE SIDED VELCRO, TWINSTICK PADS OR BLU-TACK. Support brackets and chain packs must be used to hang heavier items.

STOCK PANELS

These panels measure 2740mm high 1000mm wide and 45mm thick and they are constructed from plywood on a timber frame and painted white. Pins, nails, screws and mirror plates may be used to hang exhibits but should Exhibitors plan to hang anything heavy (i.e. over 5kg), it is advisable to check with the Project Manager on suitable fixing methods, fixing points etc.

Some fixing methods are not permitted so please consult your Project Manager for recommended procedures. An information sheet detailing what fixtures are permitted is available upon request.

N.B. Stock panels may vary in size. Please speak with your Project Manager, prior to confirming stock panel details with your exhibitors. Any damage to Stockpanels will be charged on accordingly to Exhibitors / Organisers as dilapidations.

SPACE ONLY STANDS

IMPORTANT NOTE: Contractors will NOT be allowed to commence their build-up until they have complied with all the requirements of the Health & Safety at Work Regulations 1992.

Exhibitors building a space only stand are advised to make a site visit where ever necessary.

All structures, materials, special designs, unusual constructions and all signs must conform to British Safety Standards and Codes of Practice and comply with Local Council regulations or those of any other Statutory Authority (see Fire Regulations).

The suspension of items from the roof or from the balcony or the fixing of items to existing walls or other fitments must be approved by the Project Manager at least 4 weeks prior to the commencement of the Licence.

Approval by an Organiser does not constitute anything other than confirmation of acceptance of the overall design. All other Rules and Venue Regulations still apply.

Any Space Only stand must provide the organiser of the event with the following: -

1. A copy of a scale drawing including plans and elevations.
2. Construction Timetable.
3.  Method Statement.
4. Risk Assessment.
5. Full details of fabrics and materials being used.
6. Third Party Insurance Certificate showing minimum cover of £5 million.

The venue reserves the right to submit any plans to a structural engineer who will charge a fee which is NOT pre-determinable and must be paid by the Exhibitor or their Contractor prior to commencement of the works.

Space Only sites are NOT permitted to attach any material to the shell scheme walls. Space Only sites booked between shell scheme sites must take into consideration the size of the allocated space. Failure to take care over internal measurements could mean that the stand will not fit in the allotted space. All partition surfaces built above the standard 2.5 metre shell scheme height must be decorated.

In addition, all stands must be finished both front and back. This is especially important on the exterior sides of stands on the Mezzanine and Village Green areas.

EXHIBITOR/CONTRACTOR ACCESS & EGRESS (Organisers & Exhibitors)

It is the responsibility of the Business Design Centre and the Exhibition Organiser to ensure Exhibitors and Contractors adhere to the following regulations regarding access and egress to and from the Loading Bay and Liverpool Road:

All Organisers MUST ensure their exhibitors and contractors pay particular respect and consideration to local residents especially during build up and breakdown periods.

There is only vehicular access to the Loading Bay from Liverpool Road. Pedestrian access is not permitted. Limited additional exit points for loading are available for some larger exhibitions, however street parking restrictions apply and are enforced by Police and Traffic Wardens.

The BDC stipulates that their own marshals are located in the following areas and within the Loading Bay, at least one hour prior to build up and breakdown, and all costs will be borne by the Organiser.

1 Marshal on Liverpool Road

1 Marshal on Barford Street

1 Marshal at entrance to Loading Bay

Marshals must also be provided in the Loading Bay during the build up and breakdown.

The BDC can and will impose minimum marshalling requirements and this will be decided at an early stage (whenever possible) prior to the event. This figure will be dependent on the size of your event and you should liase with your Project Manager to establish exact marshal requirements and costs.

• Under no circumstances will pedestrian access be allowed at the entrance to the Loading Bay from Liverpool Road.
• Drivers must make themselves aware and observe local traffic restrictions. (Be aware that penalties are likely to be vigorously enforced by the Police and Traffic Wardens.)
• There is likely to be a Police presence during all larger exhibitions.
• There is substantial provision for vehicles under 2 metres in height to load and unload from the Car Park at the front of the BDC.
• For events breaking down on a Sunday, exhibitors and contractors will, whenever appropriate, be given access to the Loading Bay from 0900 hours on a ‘first come first served’ basis. However entry to the halls will not be given until the event is officially closed.
• The Loading Bay will not be opened on a Sunday if there is a likelihood that the breakdown to the event will exceed the BDC’s permitted servicing hours.
• Details of the breakdown procedures will be provided to exhibitors and contractors during the build up period.
• There will be no access to the Loading Bay in the last 30 minutes of a build up or breakdown period. The BDC reserves the right to extend this ‘cut off’ period. All exhibitors and contractors must comply with the reasonable requests of the Traffic Marshals. Failure to do so may result in access to the BDC being denied or vehicles, if within the Loading Bay, being clamped (Release fee £35.00) or removed (Retrieval fee £220.00).
• Further access/egress may be available via the front stairwells ‘C’ & ‘E’. Your Project Manager will advise if these can be utilised for your event. Marshals will be required to man any stairwells open for access/egress and a charge will be made if any interior doors require to be removed.

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