Exhibiting Rules and Regulations

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Exhibiting Rules and Regulations - SDUK 2022

Exhibiting Rules and Regulations - SDUK 2022
Last updated: 9 November 2021

GENERAL
1.1 Notwithstanding anything in these Rules & Regulations or the Exhibition Manual, the Exhibitor
must comply in every respect with all relevant requirements and regulations issued by the Authorities
and Landlord.
1.2 No Exhibitor shall undertake any electrical, plumbing or other service installation without the
prior written permission of the Organiser.
1.3 Individual exhibits must not exceed half the total site area without prior permission of the
Organiser.
1.4 No Exhibitor shall pin, stick or otherwise attach anything to walls, pillars or ceilings of the
Exhibition Venue, or otherwise alter or damage the Exhibition Venue in any way.
1.5 No Exhibitor shall display products, etc. of a corrosive, dangerous, explosive, inflammable,
noxious, obscene, defamatory or illegal nature. All displays and advertisements must satisfy and/or
comply with any applicable legislation and all relevant codes of practice, including (without limitation)
the UK Code of Non-broadcast Advertising and Direct & Promotional Marketing (CAP Code), or such other
regulations, laws or guidelines as from time to time may be applicable.
1.6 Any items not meeting with the approval of the Organiser (whose decision shall be final) will be
removed from the Exhibition by the Exhibitor at the request of the Organiser or by the Organiser. If the
Exhibitor shall fail to comply with any such request, the Exhibitor shall pay to the Organiser on demand all
costs incurred in connection with the removal, storage and return to the Exhibitor of any items so
removed.
1.7 The Organiser reserves the right to restrict the display, demonstration or the running of
mechanical or other equipment which the Organiser may in its opinion consider to be a nuisance to other
Exhibitors, including such equipment as lights, loudspeakers, microphones, amplifiers, musical
instruments etc.
1.8 All exhibits and display material must be removed from the Exhibition by the Exhibitor
immediately after the Exhibition officially closes. If the Organiser has to remove an exhibit as a result of
an Exhibitor not having complied with this Regulation, the Exhibitor shall pay to the Organiser on demand
all costs incurred in connection with such removal and subsequent storage and return to the Exhibitor of
any items so removed.
1.9 Exhibitors shall ensure that no apparatus presents a fire or safety hazard.
1.10 In accordance with the usual fire and safety regulations, all packing crates and packing materials
must be removed from the Exhibition areas prior to the opening of the Exhibition. It is the responsibility
of the Exhibitor to see that this is done.

AMP STAND PACKAGE
2.1 The stand build (walls, spotlights, carpet, nameboard) and any additional services will be
provided by the Organiser and will in all material respects be in accordance with the specification already
published. All stand fittings must be contained within the stand structure and must not exceed 4m in
height.

ELIGIBILITY OF EXHIBITS
3.1 All exhibits must fall within the defined scope of the Exhibition. The Exhibitor must not display on
its stand any products which fall into classes other than those mentioned in its application for space
and/or the exhibitor sales brochure for the Exhibition unless prior consent has been given in writing by
the Organiser.
3.2 No second-hand or reconditioned equipment may be displayed on any stand.
3.3 In cases where the Exhibitor wishes to use borrowed equipment on its stand to demonstrate its
own products, the display of the firm lending the equipment is not permitted unless the firm is also
exhibiting, in which case acknowledgement cards can be placed.
3.4 An Exhibitor which is either associated with or a selling agent for another firm and wishes to
exhibit that other firm’s products must state at the time of making application for space the name(s) of
the firm(s) to be represented at the Exhibition and confine the exhibits to the goods of such firm(s). The
name(s) of such firm(s) must be displayed on the stand throughout the Exhibition period.
3.5 Allotment of space by the Organiser does not imply that it accepts the proposed exhibits. The
Exhibitor must satisfy itself that its exhibits comply with the Contract. The Organiser reserves the right to
exclude and/or require to be removed any exhibit which in its reasonable opinion is not within the scope
of the Exhibition or is not suitable for the site allocated to the Exhibitor. The decision of the Organiser as
to the eligibility of exhibits will be absolutely final and binding.

OCCUPATION AND COMPLETION OF SITE
4.1 The Exhibitor and contractors may enter the Exhibition Venue for the purpose of erecting its
stand and preparing exhibits at the time specified in the Exhibition Manual. In the interests of the
Exhibition, the Organiser may in exceptional cases request the erection of particular stands on specified
days and times. Any such request may be made at the complete discretion of the Organiser and must be
adhered to by the Exhibitor.
4.2 All handling of non-portable exhibits within the Exhibition Venue must be carried out by the
contractors appointed by the Organiser, for which there is a charge.
4.3 The Exhibitor undertakes that its site or stand will be ready, and all exhibits (other than those
which are small and have special value) installed and arranged thereon for display and all arrangements
in connection therewith completed by the time for occupation specified in the Exhibition Manual.
4.4 The Exhibitor must not remove any of its exhibits prior to the closing of the Exhibition. Closing
times will be specified in the Exhibitor Manual. Immediately after the Exhibition closes, and in any event
by 22.00 hours on the same day, Exhibitors must have removed from their stands all portable exhibits,
display material and personal effects. Notwithstanding instructions issued specifically for the closing
night of the Exhibition, the security of stands and their contents during the entire breakdown period
remains wholly the responsibility of the Exhibitor. The Organiser will not be liable for any damage or
losses that might occur.
4.5 The Organiser’s tenancy of the Exhibition Venue terminates on the completion date specified in
the Exhibition Manual. All non-portable exhibits and other property of the Exhibitor, its contractors and
agents must be removed from the Exhibition Venue before noon that day. The Organiser shall be
entitled, if in its reasonable opinion the Exhibitor, its contractors and agents will be unable for any reason
to comply with this Regulation, to remove and despatch such exhibits and property (at the risk and
expense of the Exhibitor) to the address of the Exhibitor stated on the Booking Form.

CONSTRUCTION AND ERECTION OF STANDS
5.1 It is the responsibility of the Exhibitor to check the venue headroom available when booking
space, as occasionally the location of a stand will not always provide for the maximum stand fitting
heights permissible under the Rules & Regulations.
5.2 Full dimensional drawings showing all proposed constructional details and positions and
dimensions of machinery exhibits must be submitted and approved by the Organiser before any work is
put in hand. For stands not exceeding 4m in height, drawings must be submitted in duplicate to the
Organiser not later than 45 days before the opening date of the Exhibition. All plans must be to scale.
All Stands
5.3 Long runs of walling must be avoided, particularly along open perimeters of stands.
5.4 The inclusion of large enclosed areas within a stand is only permitted with the prior written
permission of the Organiser.
5.5 Walls along open perimeters must be relieved by display items and not left in plain colours. Any
item or display attached must not project over the frontage of space taken by the Exhibitor.
5.6 The Organiser may at the expense of the Exhibitor remove or alter anything in, on, or forming
part of any stand if, in its opinion, it is desirable to do so in the interests of the Exhibition.
5.7 All electrical installations must be carried out at the Exhibitor’s expense by the contractor
appointed by the Organiser for the area in which the stand is situated.
5.8 Where illuminated fascia boards are used on stands, their lighting must be of sufficient power to
light the fascia board only and must not cause any spill of light onto neighbouring stands. No flashing
lights will be permitted. The Organiser reserves the right to disconnect the electrical supply to an
illuminated fascia which, in its opinion, is causing a nuisance to any other Exhibitor.
5.9 Nothing may be attached to the floor of the Exhibition Venue without the written consent of the
Landlord, or to any other part of the Exhibition Venue without the written consent of the Organiser.
5.10 Mobile extension units, caravans or similar vehicles are not permitted except with the prior
written consent of the Organiser.
5.11 All stand construction and displays must be made from fireproofed materials and installed to the
satisfaction of the Authorities.
5.12 No items may be suspended from the Exhibition Venue ceiling or parts thereof. Rigging through
the Venue is available and a charge will be applied.
5.13 The Exhibitor may use a contractor of its choice for the erection of stand displays and interior
fitments. It is strongly recommended that only companies who are members of the Events Supplier and
Services Association (ESSA) are employed. ESSA members observe a strict Code of Conduct, which covers
workmanship, service and business practice. All who commission work from them are assured of proper
levels of ability and experience. The ESSA Bond assures Exhibitors that, in the event of insolvency, a
member’s contractual obligations will be fulfilled.
5.14 The Organiser reserves the right to affix stand numbers or any direction signs on any stands in
any position.

NAMES AND LITERATURE
6.1 Other than as expressly permitted elsewhere in these Rules & Regulations, no name other than
that of the Exhibitor may be displayed on the site or stand, nor may any literature in respect of goods or
services other than those of the Exhibitor be displayed or distributed, without the prior written consent
of the Organiser.

CONDUCT OF EXHIBITORS
7.1 Every Exhibitor shall ensure that its stand is open to view and staffed by competent
representatives during Exhibition hours. In the event of any Exhibitor failing to open its stand or uncover
its Exhibits, the Organiser may do so or may arrange for the stand and exhibits to be removed and the
Exhibitor shall be liable for any charges that may be incurred. The Organiser will not be liable for any
losses, including consequential losses, sustained by the Exhibitor as a result of this action.
7.2 Every Exhibitor, and every person for whom it may be considered responsible in any way
whatsoever, must not conduct themselves in a manner which is objectionable to any other Exhibitor or
visitor or the Organiser. Any person who does not comply with these requirements shall be liable, at the
discretion of the Organiser to be removed from the Exhibition Venue and refused re-admission during the
period of the Exhibition.
7.3 The Exhibitor must conduct its business only from its own stand and must not under any
circumstances canvass amongst other Exhibitors or visitors elsewhere at the Exhibition. All efforts to
advertise, promote sales and operate exhibits must be conducted so as not to cause annoyance or
inconvenience to other Exhibitors and visitors.
7.4 Solicitations (in person or by any sound process) above the ordinary speaking tone of voice are
prohibited without the written consent of the Organiser.
7.5 The Exhibitor must comply with the Waste Electrical and Electronic Equipment Regulations 2013
(SI 2013/3113), the Batteries and Accumulators (Placing on the Market) Regulations 2008 (SI 2008/2164)
and the Waste Batteries and Accumulators Regulations 2009 (SI 2009/890) (all as amended) in relation to
any electrical or electronic equipment, batteries, accumulators or appliances incorporating batteries or
accumulators which it places on the market at or disposes of at the Exhibition.

TICKETS AND PASSES
8.1 The Organiser will issue official tickets of admission and no other form of admission ticket will be
valid.
8.2 No representative of an Exhibitor will be admitted to the Exhibition without producing to the
gate officials the Exhibitor’s pass issued to him or her by the Organiser. The Organiser reserves the right
at its discretion to withdraw the pass issued to any person if complaints have been received concerning
his or her conduct. The number of free passes issued to an Exhibitor is at the discretion of the Organiser.

DAMAGE TO BUILDINGS
9.1 The Exhibitor shall not cause or permit any damage to the Exhibition buildings, Exhibition Venue
or any part thereof or to any of the fixtures and fittings therein which are not the property of the
Exhibitor and shall not alter or interfere with the structure of the Exhibition buildings or Exhibition
Venue.

FIRE RISK AND SAFETY
10.1 The Exhibitor is responsible for the general health and safety associated with its stand, personnel
and demonstration.
10.2 The Exhibitor shall do nothing to jeopardise the current insurance policies or the licences of the
Landlord or the Organiser, and the Exhibitor shall in all cases comply with any requirements of the
Authorities. Exhibitors who do or omit to do anything which renders the Organiser’s or the Landlord’s
current insurance policy liable for premium loading are responsible for the extra premium payable. An
Exhibitor in breach of any of the provisions of this Regulation shall indemnify the Organiser and Landlord
in respect thereof.
10.3 Fireproofing: All display materials must be fire resisting or treated to be fire resisting to the
current and relevant British Standard and must be installed in compliance with the regulations relevant
to the Exhibition Venue and Authorities, and to the Organiser’s satisfaction.
10.4 Dangerous Substances and Naked Lights: Explosive, radioactive, highly inflammable or other
dangerous substances may not be exhibited or brought into the Exhibition, nor may naked lights or lamps
be used during the period of the Exhibition or the periods of fitting up and dismantling, without the prior
written consent of the Authorities. Under the Control of Substances Hazardous to Health Regulations
2002 (COSHH) exhibition stands are considered to be a workplace. Where practicable COSHH regulated
products should not be used. When COSHH regulated substances are used, the Exhibitor should ensure
that a COSHH assessment has been carried out prior to its attendance at the Exhibition and that the
substances are correctly handled, stored and used to avoid the risk of accident or injury to Exhibitors,
demonstrators, visitors or any other person on the premises, and must produce such assessment to the
Organiser on demand.
10.5 Laser equipment may not be used or exhibited without the prior written consent of the
Organiser. This consent is subject to the approval of the Authorities and the Organiser reserves the right
to pass on to the Exhibitor any inspection fees charged in connection with this.

GANGWAYS
11.1 The Exhibitor shall not encroach on the gangways in front of its stand and shall ensure that they
are kept free from obstruction during the whole time the building is open for the purpose of the
Exhibition.

OPERATING MACHINERY OR EXHIBITS
12.1 Moving machinery or equipment shall, at the expense of the Exhibitor, be installed and
protected to the satisfaction of the Organiser, Landlord and the Authorities. If such machinery or
equipment is, in the opinion of the Organiser, too noisy or causing any annoyance to other Exhibitors or
to visitors, it must be switched off on request from the Organiser.
12.2 Machinery for sale within the UK must by law comply with the Supply of Machinery (Safety)
Regulations 2008, and must carry the designatory “CE” or “UKCA” mark. Regulation 3 of these states that
machinery displayed at a trade fair, exhibition, demonstration etc., need not comply with the
Regulations, but the Exhibitor must display a notice stating that the machinery does not comply with the
requirements of the Regulations, and will not be made available until it does comply with those
requirements. Further to this, Annex II in Schedule 2 of the Regulations requires the manufacturer, or his
representative, to declare that it is intended that features are to be added to the machine to enable it to
comply with the Regulations. The responsibility for compliance with the requirements of the Machinery
Regulations lies totally with the Exhibitor. Any transgression from these regulations that comes to the
attention of the Organiser or relevant authority will result in the immediate removal of the offending
machinery from the Exhibition at the Exhibitor’s expense, as under Regulation 1.6 above.
12.3 Safety devices may be removed only when the machines are not in operation and not connected
to the source of power and only for the purpose of showing a visitor the design and construction of the
uncovered part or parts. In such cases however, the safety devices which are removed must be placed
immediately beside the machine.

AUDIO-VISUAL EQUIPMENT AND DEMONSTRATIONS
13.1 Audio-visual equipment or amplifiers may not be used without the prior written consent of the
Organiser.
13.2 Where such consent is granted any equipment used and any seating arrangements made must
be in accordance with the requirements of the Landlord and of the Authorities and will be subject to a
final inspection on site to agree noise levels.
13.3 Any presentation/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.
13.4 If any presentation/demonstration causes obstruction within the gangway and/or excess noise
or nuisance to any other Exhibitor, the Organiser reserves the right to cancel the
presentation/demonstration or restrict the frequency.
13.5 All exhibits must comply with the requirements of the Control of Noise at Work Regulations
2005, including assessment and control of noise levels as required by the Regulations.
13.6All machinery displays and demonstrations must comply with the ‘Machinery on Stands’ guidelines
published in the Online Manual.

COMPETITIONS
14.1 No competitions or the like may be held without the prior written consent of the Organiser.

STAND CLEANING
15.1 During the exhibition period, the Exhibitor is responsible for maintaining cleanliness on their
stand. Cleaning services can be booked directly with the official stand cleaning contractor.

CATERING
16.1 All articles for human consumption, whether for eating or drinking within the Exhibition Venue
or dispensed or given away therein, must be obtained from the official caterers to the Exhibition Venue.

SMOKING/VAPING
17.1 No smoking or electronic cigarettes are permitted at the Exhibition Venue.

PHOTOGRAPHS
18.1 Stands or articles may not be photographed, drawn, copied or reproduced without the prior
written permission of the Organiser.

RIGHTS OF ENTRY
19.1 The Organiser and the Landlord and those authorised by them respectively have the right to
enter the Exhibition Venue at any time to execute works, repairs and alterations and for any other
purposes. No compensation will be payable to an Exhibitor for damage, loss or inconvenience so caused.

PUBLIC PERFORMANCE
20.1 If the Exhibitor proposes to use audio and/or visual equipment to play sound or audio visual
recordings and/or relay television transmissions, whether by means of TV, Blu-Ray, DVD, video, record,
CD, computer audio or video files or other electronic means, or if the Exhibitor proposes to provide live
performances, it is the Exhibitor’s responsibility to obtain all appropriate licences including from (but not
limited to) the following: the Performing Rights Society (https://www.prsformusic.com/) and
Phonographic Performance Ltd. (https://www.ppluk.com) or the combined TheMusicLicence from
https://pplprs.co.uk/get-themusiclicence/.
20.2 Proof of such licenses must be produced to the Organiser on demand.

EXEMPTIONS
21.1 Applications for any consent by the Organiser must be in writing and must set out full details of
the matter for which consent is sought.
21.2 Exemptions from any Regulation may be granted at the Organiser’s discretion. No exemption
given by the Organiser will be effective unless it is in writing.


SDUK is organised by:
Faversham House Limited