SPACE ONLY STAND PLANS


APPOINTING A STAND CONTRACTOR

As a Space Only Exhibitor, you need to appoint a competent contractor to design and build your stand.  Proposed stand designs must be reviewed prior to build to assess the structural integrity.

As an Exhibitor, you also have a responsibility to ensure the health, safety and welfare of all members who may participate in the build of your stand, including contracted companies during build, show and dismantling.

When appointing your Stand Contractor, consider the following:

  • Request references, check their experience and previous work within the country where the event takes place

  • Check the number of stands the Contractor has committed to for this event
  • Confirm whether they will be sub-contracting
  • Confirm the number and competence of workforce allocated to your stand
  • Check their health & safety policies
  • Check if they have adequate public liability insurance
  • Confirm the time required to build the stand – see Event Times section of this OEM for further information
  • Agree a completion time on final build day – providing you time to prepare for show open within the build-up time schedule
  • Insist on a financial guarantee against the agreed completion date and time and do not pre-pay the entire sum before the work has been completed to your satisfaction

Please note that your nominated contractor has a duty of care to ensure the health, safety and welfare of their employees, sub-contractors and the associated activities being undertaken without impact to others safety. 

SPACE ONLY STAND PLAN SUBMISSION

All exhibitors building space only stands must submit stand plans for inspection and approval to Abraxys Global by 27 September 2026


Exhibitors are permitted to construct stands up to the height of six (6) metres.  Refer to the BUILD HEIGHTS section of our Rules & Regulations [insert link] for further information 


Fully detailed and scaled plans must be submitted via here, which must include:
  1. Detailed technical plans & 3D rendering at a scale of 1:50 detailing:

    1. please provide a set of full technical drawings that is signed and stamped by a certified structural engineer. This is required as there are structural elements or additional loads that could affect structural integrity.

    2. side & height elevations
    3. electronic plans to scale in English
    4. structural calculations for the stand
    5. structural calculations for stairs and steps (where applicable)
    6. Step and stair details showing tread, riser and handrail dimensions along with a clear constructional diagrams
    7. evacuation plan showing all necessary smoke detectors, escape route signage and locations of fire extinguishers
    8. stand number & exhibitor name
    9. Details of any rigging requirements or hung elements
    10. Details of any high - risk exhibits
    11. Any rigging must be plotted on a dwg plan of the exhibition hall and submitted with your stand plans - please contact Abraxys for a copy of this dwg if you need it

  2. On-site contact person and mobile phone number
  3. Detailed information about the materials being used, including up-to-date fire resistance certificates.
  4. Risk Assessment 
  5. Method Statement
  6. Inspection Certificate from an independent Certified Structural Engineer


Any costs relative to obtaining proper certification are at the cost of the exhibitor.

It is recommended to submit plans, whenever possible, well in advance of the applicable deadline so that if any change is required it will not affect the installation schedule. Once approved by DECC/Abraxys Global/GSMA has been given, no changes can be made to the Stand Plans.

Exhibitors and contractors must adhere to the following guidelines when submitting their plans:

  • Stands built on-site must adhere to the submitted and approved stand plans. Onsite, Abraxys will conduct inspections during the assembly period and will have the right to stop construction and take any necessary action against the exhibitor and contractor in the event that regulations or stand plans are not complied with. Exhibitors will be entirely liable for any onsite changes which have to be made to the stand or stand plan arising from non-compliance and will be responsible for covering all costs associated with this or any action taken by DECC or Abraxys to rectify the problem.
  • All stand design and constructions must comply with the guidelines, rules and regulations laid down in the manual as well as those issued by the relevant government authorities.
  • Detailed drawings must be submitted, including elevations, layout plans and 3D perspective view with dimensions and heights illustrating the design and list of materials, incomplete plans will not be accepted and may affect exhibitors and contractors’ rights to build on-site.
  • Stand plans must also clearly indicate the name and signature of the contractor, along with address, telephone number and email address. The stand name and stand number should also be indicated. Official pre-approval notices will be sent back to the person submitting the plans.
  • Stand plans must be submitted in a recognised metric scale of no less than 1:50. Plans must be sent to Abraxys by email in JPEG or PDF format or submitted online.
  • Only upon approval by DECC and Abraxys can the exhibitor and its registered contractor commence work on-site.


For further information regarding this regulation please contact:


Abraxys Global

Tel: +44 (0)20 8747 2045 (UK)

Email:mwcdoha@abraxys.com


RISK ASSESSMENT - guidance notes

A Risk Assessment is a careful examination of anything in the work environment that could cause injury or ill health. When completing a Risk Assessment think about and consider what you will be displaying on the booth, where everything will be positioned, and decide if there is anything that could cause anyone any harm to anyone (e.g. trailing wires, hot water, heavy boxes, trip hazards, etc.) Then think about what precautions and controls measures your will implement to prevent these things from harming anyone, and detail these in your risk assessment. Precautions and control measures can include training and the provision of information as well as practical measures such as safety guards and the implementation of a minimum safe distance.

Do this for the build-up, exhibition open days and dismantling. Weigh up whether you have taken enough precautions or should do more to prevent harm. The important aspect is whether a hazard is significant, and whether you have covered it by satisfactory precautions and controls, so that the risk is small.

If you are building a booth, your risk assessment must also include a detailed analysis of all the risks associated with your booth build, fitting and removal (e.g., working at height, use of tools, risk of fire, hazardous substances, heavy loads, live electricity, etc); and again what precautions and control measures you will implement in order to lower the risk to a safe level.

If you are building a large or complicated booth, or are involved in unusual activities during the exhibition, you may need to seek the assistance of a qualified Health & Safety professional.

The following is your step-by-step guide to completing a risk assessment:

Step 1: Look for the hazards
Look for hazards that you would reasonably expect to result in significant harm under the conditions in your booth space. Hazards are anything that can cause harm.
Ask yourself:
  • What equipment, materials and substances will be used?
  • How much noise and dust will there be?
  • What are the ground conditions?
  • How are your disposing of waste?
  • What electrical installation are there?









Potential hazards:                                                                                             
  • Slipping / tripping hazards
  • Fire
  • Chemicals
  • Moving parts
  • Working at height
  • Electricity
  • Vehicles
  • Dust
  • Fumes
  • Noise
  • Poor lighting
  • Temperature
  • Heavy goods

Step 2: Decide who might be harmed and how
Ask yourself the questions below. There is no need to list individuals by name. Think about groups of people doing similar work or who may be affected, e.g.,
  • Who will be affected by your work and at most risk?
  • Who are your employees, contractors or exhibitors on or near your booth?
  • How will your visitors be affected?
  • Groups include staff, contractors, guests, venue service staff, among others

Step 3: Evaluate the risks
A risk is the likelihood of a hazard causing harm. Decide whether the existing precautions are adequate or whether more should be done for the hazards listed. As yourself whether the existing precautions reduce the risk as far as reasonably practicable, represent good practice, meet industry norms and legal requirements.
Once you have done this adequately you can then decide on the appropriate action, ask yourself if the risk can be removed completely or can things be done in a different way? If not, can the risk be isolated, controlled or reduced?

Step 4: Record the findings
Write down the significant hazards and conclusions. You must also tell your employees about your findings. You should be able to demonstrate that you have made a suitable assessment by identifying what the main hazards are, who might be affected, that the precautions are reasonable, and the risk is low.

Step 5: Review your assessment
Review your assessment and revise as necessary, inevitably new plans may develop and new observations may be made which could lead to new hazards requiring an assessment. It is good practice to review your assessment from time to time to make sure precautions are working effectively, allowing you to learn by experience.


METHOD STATEMENT

A method statement describes in a logical sequence how a job is to be carried out in a safe manner and without risks to health. It includes risks identified in the risk assessment and will elaborate with a detailed, step-by-step written description of how the work will be undertaken in a safe and controlled manner.

In all stand-building cases (especially steelwork erection and lifting), the foreman and / or the principal contractor should draw up a specific method statement and go through it with your contractors in advance of the event.