Pop Up Rooms
Design Rules and Regulations

GENERAL RULES:

1. Pop Up rooms are only provided with walling, carpet and house lights. In rooms requiring division exhibitors are responsible for erecting their own walls. 

2. Pop Up Room exhibitors must take into consideration the size of their allocated room. Failure to take care over internal measurements could mean that the design will not fit in the allotted space.

3. All stand structures, signs, exhibits etc. must be contained within the area allotted and may not project out of the room.

4. All stand structures must be completely self-supporting. Suspension may not be made from the roof of the room, nor may any fixing be made to the structure of the building. Nothing may be drilled, attached or bolted to the venue floor.

5. All Pop Up Room exhibitors must take care not to damage the venue carpet and will be responsible for any repairs should they damage it in any way. 

6. Exhibitors must contact Creative Technologies, who are the sole electrical contractor for the venue, to arrange for their own electrical mains, electrical fittings and other electrical infrastructure to be fitted in their room.

7. Exhibitors must contact Moss Signage, who are the in-house signage contractor for the venue, to arrange for any signage that will be affixed to any part of the venue, such as walling and window panels.

8. Exhibitors must contact Tobacco Dock Food, who are the in-house caterer for the venue, to arrange for any catering that may be required in their room. External catering is not permitted on site at any point. 

9. The design of the stand must be such that it can be erected and dismantled within the build and breakdown time available.

STAND DESIGN REQUIREMENTS:

These basic guidelines must be followed when designing exhibition stands for this event. They have been introduced to ensure that the exhibition continues to deliver an event that is welcoming and not intimidating to visitors with good sight lines and excellent traffic flow. Where these design guidelines have not been followed stand build approval will not be issued.

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• The maximum stand build height is 3.5m. 

ACCESS & EGRESS:​

• Exits with doors opening directly onto a gangway must either open inwards or be recessed into the stand and must contain a vision panel or window

• No floor shall be constructed having a slope more than 1 in 12

• Where required, exits must be marked with appropriate signage - this may include illuminated exit signs.

ACCESSIBLE STAND DESIGN:

Exhibition stand design and build regulations should prioritise accessibility for disabled individuals and incorporate these from the initial planning stages of the stand design. It is mandatory to comply with the Equality Act 2010 when designing your stand. This means ensuring stands are easily navigable, safe, and welcoming for all attendees, including those with mobility, visual, or other impairments. Key considerations include clear and unobstructed pathways, accessible tables and displays, non-slip flooring, and appropriate lighting. 

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Physical Access:

• Level access: Maintain level flooring throughout the stand, avoiding trip hazards like loose cables or raised edges. 

• Clear pathways: Provide sufficient space for wheelchair users and those with mobility aids to move freely, ideally with a minimum width of 1.3m between objects. 

• Accessible entrances and exits: Ensure level access at all entrances and exits, with clear approaches and sufficient circulation space (at least 1500mm on either side of doors). 

• Accessible tables and displays: Tables should be at accessible heights, and displays should be within easy reach for all visitors. 

• Non-slip flooring: Use non-slip surfaces to prevent accidents, particularly in areas with potential for spills or moisture. 

• Ramps: All stands with a platform higher than 38mm must have a disabled access ramp in a contrasting colour to the main floor. The slope of any ramp must be uniform, no steeper than 1:12, a minimum width of 1m and have handrails on either side or measures in place to ensure the ramp is clearly visible and does not present a trip hazard. The ramp should be within the stand and not protrude into the gangway.

Visual Impairments:

• Lighting: Provide adequate and even lighting throughout the room, avoiding glare or harsh contrasts that can be problematic for those with visual impairments. 

• Tactile markers: Use tactile markers or textured surfaces to indicate potential hazards or changes in floor levels. 

• Clear signage: Ensure clear and concise signage, using high contrasting colours and large fonts. 

Auditory Impairments:

• Hearing loops: Consider providing hearing loops for visitors who use hearing aids. 

• Clear communication: Ensure stand staff are trained to communicate effectively with individuals with hearing impairments, including looking directly at the attendee, speaking clearly, and potentially providing written information. 

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DRAPES:

Drapes alone may not be used as walling and precautions must be taken to ensure that persons pushing against draping cannot fall through. Precautions should include:

• Hanging drapes against a solid wall that stands at least 1.2m high

• If building with trilite, ensure extra cross bar bracing is installed as a barrier

• Drapes must be the correct size. All drapes must be tucked in and secured to the room floor or to the top of walling, to prevent trips hazards.

ELECTRICAL REGULATIONS:

Creative Technology are the sole electrical contractor for Tobacco Dock; they are responsible and will carry out all electrical installation in the rooms. Pre-fabrication is permitted but connection to the mains and all on-site wiring must be carried out by Creative Technology.

All electrical installations shall comply with the Exhibition Venues Association Regulations (revised 2012) that include the following points:

• Only a registered competent person is permitted to undertake an electrical installation following the detailed methodology for installation of electrics that forms part of the eGuide.

• All Pop Up Room exhibitors must undertake a regulated test and inspection prior to connection - this should be either by the official electrical contractor or by the stand build company where an application has been received and approved prior to the event tenancy period by the official electrical contractor

• The wiring of stands in flexible cord is not allowed, the maximum length of flexible cord to any appliance is 2 metres, extension leads on reels or drums are not permitted

• Plug tops must comply with the appropriate British Standard and be suitably fused. Not more than one flexible cord to be connected to one plug top

• Appliances supplied and used by stand holders must be tested before being used, and must comply with regulations and are subject to spot checks

• No light fitting or other electrical appliance may be suspended from the roof of the room

• All lighting final sub circuits are limited to a maximum of 1200 watts

• Low level spotlights and floodlights, etc., must be guarded, so as to prevent risk of injury to persons

• All transformers shall be fused on primary and secondary side

• Particular attention should be paid to the regulation relating to extra low voltage lighting (SELV). Bare conductor catenary low voltage systems are not permitted

• Lamps and appliances with high temperature surfaces should be guarded and kept well away from combustible material

• All sockets must be 13amp metal switch sockets

• No exposed means of cable joints are permitted

• All neon signs have specific regulations and must be controlled and approved by an approved, accessible firearms switch. Please note you must have written approval from the Organisers

• Exhibitors are not allowed access to under floor ducts

• Only one 4-way socket extension lead is permissible for each socket outlet ordered

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24-hour supplies and non-standard voltages can be arranged provided the Exhibitor gives sufficient advance notice of requirement. Quotations for such supplies can be obtained from Creative Technology.

Stand power will be switched off at the end of each day of build and 30 minutes after the show closes on open days. If you require power after this time please ensure that you notify the electrical contractor when booking your supply.

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Prefabricated, pre-wired units may be used provided that the Electrical Contractor is informed in advance of the electrical loading of the unit and that the wiring of such a unit is to the required standard.

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Please note that Creative Technology must carry out any onsite electrical work relating to a pre -wired unit. All wiring must be carried out in PVC, Elastomeric or other plastic sheathed cables, not less than 1.5mm2 and 300/500 volt grade, complying with the appropriate BS specification and with a current density not exceeding that recommended by the Institution of Electrical Engineers.

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All wiring must be physically protected to the satisfaction of the Organisers and all circuits must be separately protected for excess current with appropriate fuses.

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No light fitting or other electrical appliance may be suspended from the roof of the venue.

It is forbidden to use a generator inside the room.

FLAG POLES:

Flagpoles must not exceed 3.5m in height and must have a secure base and be very stable. Please note flagpoles will be checked on site for stability and must not (including the base) protrude into walkways.

FLOOR LOADINGS:

Any unusual floor loadings should be checked with the Organiser. Any stands containing steel frameworks, etc must have adequate base plates to ensure they do not damage the venue floor.

ITEMS OF SPECIAL RISK

Please ensure that the Organiser is aware if you will be having any of the following items on your stand:

• Activities on water, also water & water equipment of any kind - including water features

• Audio visual displays & films

• Closely seated audience of less than 200 people

• Dangerous & obnoxious substances including flammable oils, liquids & gases, compressed gases/ acetylene/LPG, also hot surfaces & naked flames

• Fairground and other amusements including lasers

• Hands on treatments

• Helium & toy balloons or flagpoles

• Livestock of any description

• Motor vehicles in the halls during open period

• Non-structural items exceeding 3.5m in height including helium balloons (blimps), toy balloons and flagpoles

• Radioactive substances

• Rigging

• Skin piercing activities

• Smoke Machines

• Stepped access, ramps and balustrades

• Working machinery & apparatus

MATERIALS:

Please note the following regulations in relation to the materials used in stand construction.

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• Carpets and textile floor coverings: Carpets and other floor coverings must comply with BS 4790 and shall be secured and maintained so as not to cause a hazard. Only approved recommended carpet tapes may be used directly onto the exhibition floors.

• Glazing: All glazing must comply with current UK Building Regulations including BS 6206 and BS 6262. Any large areas of clear glazing shall be indicated with warning stripes or dots etc. Overhead glazing shall be of wired glass, laminated glass or be otherwise adequately protected from shattering.

• Paint: All painting must be carried out in water paint. Finishes having oil cellulose base cannot to be applied on site.

• Plastics: The use of plastic grade less than Grade 1 BS476 Part 7 1971, whether in stand construction or display arrangement is prohibited. Limited amounts of plastic materials of a grade better than Class 3 can be permitted providing the details are submitted prior to construction.

• Textiles: Textile Fabrics - unless non-combustible - may not be used for partitioning stands and so far as they may be used for decorative treatment of such portions, the fabric must be backed with materials similar to that required for the construction of the stands. They shall be fixed taut to the backing board and secured at floor level by a skirting board not less than 75mm deep.

• Timber: All timber less than nominal 25mm in thickness and plywood, hardboard, block board and chipboard less than 18mm must be rendered flameproof by a recognised process to a Class 1 standard when tested in accordance with BS476 Part 7 1971. Plywood and pulp boards that have been rendered flameproof in a manner approved shall be branded with a recognised mark.

• Upholstered seating: Upholstered seating must meet and pass the criteria for smouldering ignition source 0, flaming ignition source 1 and crib ignition source 5 when tested in accordance with 5 BS 5852 1990.

NOISE:

Any speakers (AV equipment) must be positioned within the confines of the room. Noise output will be monitored, and Organiser reserve the right to terminate any display, etc causing a nuisance to visitors and/or other exhibitors.

PLATFORMS:

The provision of a platform may be regarded as necessary to cover some electrical installations and is the responsibility of the exhibitor. The use of all platforms must be included in the exhibitor’s risk assessment.

The general height of the platform should be 100mm but flooring may not be less than 25mm thick and should be of suitable strength and stability to carry and distribute the weight of stand fittings, exhibits, stand personnel and visitors.

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All platforms exceeding 38mm must have a disabled access ramp in a contrasting colour to the main floor. Disabled access ramps must have handrails either side or measures in place to ensure the ramp is clearly visible and does not present a trip hazard.

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Edges of all platforms must be clearly delineated to prevent trips and falls. Sharp exposed corners of platforms are not permitted. All corners must be curved or rounded to prevent trips and falls.

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Details of `super platforms`, over 600mm in height, to which persons have access must be submitted to the Organiser for approval by the venue and local authority.

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Please note that these are considered complex structures and, therefore, full structural details are required.

PPE:

Any contractor working at height must conform with the current Working at Height Regulations and wear the appropriate PPE.

RIGGING & BANNERS:

Please contact the organisers for approval before ordering rigging or banners directly from Tobacco Dock.

Stand fitting must not include rigging of any sort – all stand fitting must be completely freestanding.

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• All rigging must be completed by Creative Technology and their requirements and recommendations in terms of equipment, etc must be adhered to.

• All items to be rigged must be delivered to the venue rigging department in a specified period prior to the commencement of the tenancy of the event.

• Exhibitor rigging will not be permitted unless agreed in writing prior to the event.

• All banners and other rigged items must be within the confines of the room and not protrude into the walkways.

• The size of item/s to be rigged will be considered on an individual basis and over- large items or banners may not be allowed.

• Rigging of lights, the need for electric motors and other electrical requirements must be agreed prior to the final order being placed. Electrical suppliers required onsite but not previously notified will be recharged to the client and a surcharge may apply.

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