New and Important Information for 2022

Below you will find a summary of key changes for 2022 that will impact you as an Exhibitor or Contractor, however, please make sure to read the whole manual for full details. The manual provides both recommendations and mandatory rules. 

Details about how we plan to keep our attendees safe, and changes you should expect to see at the event can also be found here;

 
  • Exhibition Timetable 
    • Provides information of the build up, show open and breakdown dates and times.
  • Badges & Passes   
    • Contractors are required to register in advance for access during build and breakdown. This system will be live in October. 
  • Shell Scheme, Pavilions & Package Stands
    • Full details of the stand and package you have selected and what you need to do to have a successful exhibition.
  • Space Only & Stand Build Submissions 
    • The space only stand plan deadline is Wednesday 12th October 2022
    • There are important changes on how you need to submit plans. For full details click here.
  • Stand Build Regulations 
    • New for 2022: Regulations on complex stands and custom rigging are stricter than in previous editions. Additional documentation and structural calculations may be required this year. 
    • Exhibitors should try and keep stands as open as possible to allow for sufficient ventilation and visitor flow. 
    • You are no longer required to calculate the maximum capacity of your stand in line with local authority guidelines.

                Please click here for the full breakdown of 2022 stand regulations.

  • Your Tasks & Order Deadlines 
    • Where possible, orders should be placed in advance.
    • Please pay extra attention where deadlines may now be earlier than previous years due to increased pressure on supply chains. 
  • Logistics, Lifting & Delivery 
    • We recommend using our Official Logistics Supplier for all of your delivery, lifting and storage needs
    • Consider taking advantage of advance warehousing to avoid delays onsite and factor in sufficient time for deliveries to be made
    • If you are shipping from the UK please keep in mind changes following Brexit
  • Venue & General Information 
    • Detailed information on the venue including the address and other specific details you may find useful.
    • Personal Protective Equipment (PPE)
      • If you are working onsite during the build up and breakdown you will be expected to wear appropriate PPE. You will be checked by security as you enter the venue to ensure you have a high viability vest and safety shoes. These are mandatory requirements and anyone not wearing these will be turned away from site. 
    • Cleaning and Hygiene
      • You should consider enhanced and visible cleaning regimes throughout the event to complement the venues additional measures e.g. hiring a dedicated stand cleaner for open days. 
      • Provide visible hand sanitisers for both staff and visitors on your stand.
  • Exhibitor Catering
    • Detailed information on how exhibitors can offer catering from their stand this year. 
  • Exhibitor & Contractor Welfare 
    • We have included useful guidance to help prioritise exhibitor, contractor & supplier welfare onsite.

WARNING: Unsolicited Marketing Communications

It has come to our attention that our customers are increasingly being targeted by companies claiming to supply exhibitor/visitor/participant lists and details relating to our events and products at a cost.  Be vigilant – this data is likely fraudulent.  If you receive any such unsolicited offers, please do not respond unless you have checked with us first.

RX does NOT sell or pass your data to any third party without your permission.

Exhibition Timetable

BUILD UP*

Date Hours Type
Wednesday 23rd November
08:00
HALL OPENS
Build up: Space only stand contractors
21:00
HALL CLOSES
Thursday 24th November
08:00
HALL OPENS
Build up: Space only stand contractors
21:00
HALL CLOSES
Friday 25th November
08:00
HALL OPENS
Build up: Space only stand contractors
21:00
HALL CLOSES
Saturday 26th November
08:00
HALL OPENS
Build up: Space only stand contractors
21:00
HALL CLOSES
Sunday 27th November
08:00
HALL OPENS
Build up: Space only stand contractors
Space only stand construction complete
21:00
HALL CLOSES
Monday 28th November
08:00
HALL OPENS
Set Up: Shell scheme and Pavilion exhibitors
Set Up: Space only stand final dressing
21:00
HALL CLOSES

SHOW OPEN

Date Hours Type
Tuesday 29th November
08:00
HALL OPENS
08:45
Show Opens
18:00
Show Closes
Welcome Party Begins - East Access
18:30
HALL CLOSES – no exhibitor access to stands after Welcome Party
20:00
Welcome Party Finishes
Wednesday 30th November
08:00
HALL OPENS
08:45
Show Opens
18:00
Networking Hour Begins
19:00
Networking Hour Finishes and Show Close
19:30
HALL CLOSES
Thursday 1st December
08:00
HALL OPENS
08:45
Show Opens
17:00
Show Closes

BREAKDOWN*

Date Hours Type
Thursday 1st December
17:30
Stand electrics off
Removal of hand carriable and valuable items only
Return of priority empty cases begins
18:00
BREAKDOWN BEGINS
Space stand contractor access
21:00
Shell scheme exhibition stands cleared
24:00
HALL CLOSES
Friday 2nd December
08:00
HALL OPENS
Breakdown: Space only stand contractors
21:00
HALL CLOSES
Saturday 3rd December
0800
HALL OPENS
Breakdown: Space only stand contractors
14:00
All halls to be completely clear of materials and items
HALL CLOSES

Important Information

  • You must ensure that all stand build and dressing can be complete within the hours laid out in the Exhibition Timetable.
  • Stand Construction must be completed by 2100hrs on Sunday 27th November with only stand dressing being carried out on Monday 28th November
  • Aisle carpet will begin being laid over night on Sunday 27th November so pallets and crates should be removed from the hall by 2100hrs.
  • Please note that Shell Scheme and Pavilion Exhibitors are only permitted to set up on Monday 28th November. 
  • All shell scheme exhibitors to remove their displays by 2100hrs on Thursday 1st December.
  • All space only exhibits, stand fitting and waste must be removed by 1400hrs on Saturday 3rd December.
  • Any waste or materials left for the Organisers disposal will be charged back to the exhibitor.
  • If you are working onsite during the build up and breakdown periods you will be expected to wear appropriate Personal Protective Equipment including high viability vest and safety footwear. 

*If you are working onsite during the build up and breakdown periods you will be expected to wear appropriate Personal Protective Equipment. You will be checked by security as you enter the venue to ensure you have a high viability vest and safety footwear. 

Badges & Passes

Please ensure that you and your team have received, read and understood the admissions policy - a copy can be viewed here.

 

Exhibitor Personnel Badges

Exhibitor badges will grant access to the exhibition hall throughout build, open and breakdown. Please ensure you register for these in the portal and bring a physical printed badge with you to the event.

Exhibitor badges must only be allocated to members of staff (no guests). Main Stand Holders can register up to 30 individuals. Sharers can register up to 5 individuals.

 

Contractor Badges 

Contractor badges are required by any personnel that will be entering the exhibition during the build-up and/or breakdown only e.g. couriers, stand contractors etc. All contractors will now be required to register their details and acknowledge the site rules prior to being issued a digital badge. It is advised you complete your registration in advance of your arrival onsite to avoid delays.

Details of how to register will be provided approximately 3 weeks out from build. Please ensure you share this information with all contractors coming onsite for build and break down

 

Maintenance Badges 

Under no circumstances will maintenance work be permitted on stands during the exhibition open hours.

If at any time during the exhibition open days you need to carry out maintenance work on your stand after the exhibition has closed please apply to the organisers by 14:00 hrs on the same day. Charges may be incurred by the exhibitor to cover additional costs for staff and venue services.

Stand-by contractors that may be required on the stand during show open period can collect a maintenance badge from the organiser’s office onsite on Monday 28th November. A maximum of two maintenance passes will be issued to each space only stand without any charge.

 

Catering Vehicle Passes

Further information can be found in the Catering section of the manual. 

Sustainability

IBTM World 2022 is committed to promoting sustainability in exhibitions and we continually work with venues, suppliers and contractors to reduce the impact our activities have on the environment.

RX has signed up to the Net Zero Carbon Events pledge with the aim of achieving zero emissions by 2040. To help us reach our goal we have produced a sustainability charter, guided by the UN Sustainable Development Goals which will direct our considerations as to the ways in which our events are organised.

With the charter in mind we have created an Exhibitor Sustainability Checklist which you can utilise in the planning of your participation at IBTM World 2022.

We are also pleased to announce the below sustainable initiatives that you can participate in at the event :

  • Offering a range of sustainable options for exhibitions in the ServiFira webshop
  • Water refill stations to help reduce single use plastic bottles
  • Prominent recycling bins across the show floor

For more Information:

If you have any ideas or suggestions regarding sustainability at our events then please do not hesitate to contact us.