Stand Build Regulations

Below you will find stand build regulations which must be applied to your space only stand design. We have highlighted various general regulations which you may find helpful when designing your stand however please note that this is not a definitive list of regulations. It is the responsibility of the exhibitor and their contractor to ensure their stand design complies with all applicable stand build regulations detailed in the venue technical regulations.

Failure to comply with the regulations laid out below may lead to your permission to build being revoked and changes to the stand build being undertaken onsite or complete removal of the stand.

For venue technical regulations, click here

Temporary Changes to Stand Build Regulations during COVID-19

Visitors will have got comfortable being in spaces like offices, shops and public transport before coming to exhibitions. They will have developed new behaviours and expectations of the design and cleanliness of any new space they enter and that includes exhibitors’ stands. All of us need to make sensible adjustments to the space we are responsible for managing at exhibitions to ensure we maintain a safe environment. 

The new measures highlighted below are temporary and we expect to remove them as soon as the current situation has passed. We also do not want to impose additional cost on exhibitors by asking them to make substantial changes to their usual stand design. Therefore the aim of these changes is to:

  • Simplify your design and create more open space for people to physically distance. Simply leave elements out for this year rather than complete redesign.
  • Remove features of your stand that undermine COVID-19 countermeasures and are not critical at this time.
  • Add cleaning and sanitisation measures for staff and customer use

Accessibility

It is the exhibitors responsibility to remove all barriers to service and make their stand accessible to wheelchair users. Where exhibitors have a platform on a stand over 13mm a reasonable adjustment is to incorporate a ramp into the platform within the stand area. Whatever the content of the stand is it needs to be accessible to all. Please note the following when designing your stand:

  • Stands with platforms that exceed 13mm should incorporate a ramp into their stand design.
  • Ensure that your stand incorporates enough space. The DDA requires 1.2 metres aisle width - though only 750mm for an internal door - suggesting that 750mm would be enough
  • The gradient of any ramp should be no greater than 1:12
  • If a stand is a double-decker, then it is probably not practical to offer lifts. Therefore please ensure that any services such as refreshments can be brought downstairs on a tray for those that need it
  • Serving counters should have a low access point no higher than 760mm or a lap tray should be provided for the convenience of disabled people

Authorised Stand Build Materials

Stationary stand structures may be made of conventional building materials (of a normal flammability class). Fireproof and slow burning materials shall be used for finishing the interior of stands, offices, podiums, ceilings and fencing. All flammable materials must be treated with a fireproofing compound. The use of draping materials from flammable plastics, which are not susceptible to treatment with fire proofing compound, shall not be allowed.

Build Height Limits

Maximum build permitted is 4m.

Ceilings on Stands

Ceilings are permitted, provided that the material being used will allow water to flow freely (e.g. Egg box or mesh netting) and details provided as part of the stand submission and approval process. Ceiling must be of minimum class 2 surface flame spread rating (to be supported by PSB certificates). Overhead fabric materials used as booth covers, canopies, tents, or used as curtains or draperies, must be permeable to water and have a minimum surface flame spread rating of class 2.

Booths with ceilings should have an automatic fire extinguishing system for every 9 square meters of covered area.

Chipboard

Please note that chipboard, particleboard and low-density fibreboard (LDF) is not suitable for construction and in particular of weight bearing structures. The H&S Manager and Structural Engineer will identify stands which do not comply during the build process and all necessary remedial work must be completed before the stand will be permitted to open.

Complex Structures

Complex structures are not permitted at ILTM APAC 2022.

Construction

No construction, sawing, drilling and welding are allowed during build-up. Painting is also not permitted. Only minimal construction and installation of ready-made parts are allowed.

Compressed Gas

Use of compressed gases such as LPG (Liquid Pretroleum Gases – propane, Butane etc.) will only be permitted where essential and by exception and these must be registered as a special risk. A certificate of installation by a Gas Safe Register fitter is required for LPG installations.

If you require the use of compressed air or gasses, contact the Operations team at least 6 weeks prior to the show..

COVID-19 H&S Documentation

As an Exhibitor it is your responsibility to have COVID-19 H&S Documentation in place. Every stand exhibitor and their contractors must ensure that they have identified any risks with working onsite and what control measures they will put in place to protect both their workers and others from coronavirus e.g. physical distancing, density calculations, cleaning & hygiene, staff procedures etc. These measures should be clearly displayed in your COVID-19 H&S Documentation. Every exhibitor is responsible for making sensible adjustments to their space and onsite activities to ensure we maintain a safe environment across the show for everyone who is onsite during build, show open and breakdown.
 

COVID-19 H&S Documentation should demonstrate that the following have been considered, and appropriate safety measures have been implemented and communicated;

  • Cleaning & hygiene
  • Staff procedures and welfare

 

COVID-19 H&S Documentation should include, but is not limited to:

  • The Stand Information Form
  • A detailed risk assessment for show open, identifying any risks with working onsite and what control measures are put in place to protect both your workers and others from COVID-19. This does not need to be submitted but must be available if requested.
  • A COVID-19 risk assessment for build and breakdown (only required from space only stands, or shell scheme stands who are building within their stand – submit via SCS)
  • Any other documents you, or your contractors deem necessary e.g. COVID-19 Contingency Plan, Travel policies etc. We do not need copies of these documents submitted.

Demonstrations

Demonstrations on stands during the event must be safe and without risks to health and safety and where necessary covered by a risk assessment. Any demonstration or presentation areas likely to interest groups of 10 or more people must be located towards the centre of the stand and clearly shown on stand drawings, and if they cause obstruction within the gangway and/or nuisance to any other exhibitor, we reserve the right to cancel the presentation/demonstration or restrict the frequency.

Please click here for details of what demonstations are and are not permitted at the event.

 

Music on Stands

If you’re exhibiting at a trade show, conference or exhibition, and you plan on using licensed music through either radio, TV, laptop, mobile phone, other digital devices and/or live performances on your exhibition stand, then you’ll need to purchase TheMusicLicence to cover you legally.

Please go to Music Rights Singapore for more details on the cost and how to order a music license.

Display Materials

Stationary stand structures may be made of conventional building materials (of a normal flammability class). Fireproof and slow burning materials shall be used for finishing the interior of stands, offices, podiums, ceilings and fencing. All flammable materials must be treated with a fireproofing compound. The use of draping materials from flammable plastics, which are not susceptible to treatment with fire proofing compound, shall not be allowed.

Dividing Walls

On divided sites, you are responsible for erecting and decorating dividing walls facing onto your stand area to a minimum height of 2.5m. Walls above 2.5m must be clad and finished on both sides, with the reverse side being decorated from 2.5m upwards by the Exhibitor who has erected them. Such walls overlooking adjoining stands must be finished in a neutral plain colour only. The minimum height for dividing walls is 2.5m.

The maximum height for dividing walls of single-storey stands is 4m where height limits allow. This is 4m from the venue floor to the top of the wall and not from the top of your platform.

Doors - Vision Panels

Where doors are present on your stand they must follow the below guidance;

  • The required minimum effective clear width of a door is 800mm.
  • Doors must have a vision panel with a zone of visibility spanning from 500mm to 1500mm above the floor. The exception to this is doors to small storerooms, where a small panel may suffice.
  • Emergency exit doors must open outwards in the direction of escape.
  • Doors must be recessed where they open on to public circulation areas, e.g. they must not open directly on to a gangway.
  • Sliding doors are not acceptable as emergency exit doors.

Double Deck Stands

Double deck stands are not permitted at ILTM Asia Pacific 2022.

Dust

There is zero tolerance on dust-creating activities in the halls to avoid additional hazards from coughing and reducing cleaning requirements. All dust must be extracted at source by mechanical means. MDF and chipboard must not be machined on site, as the dust produced is hazardous to health. 

Early / Late Working

Please refer to the Exhibition Timetable for the build-up and breakdown schedule.

The design of your stand must be such that it can be erected and dismantled within the published build up and breakdown periods. Working outside of the published timetable is not permitted. Please contact the ILTM Asia Pacific Operations team if you have any questions.

It is important you contact us if you foresee any problems keeping to this schedule. It is the responsibility of the exhibitor or their appointed contractor to ensure the stand is being built to the correct floor markings. Please check with the ILTM Asia Pacific Organiser's Office if you are in any doubt regarding your allotted floor space.

Electrical Installations & Testing

Exhibitors and their contractor must inform or consult Kingsmen, the Official Electrical Contractor whenever works are carried out near any electrical installations such as DBs, fuse switches, isolators and/or power points.

The Official Electrical Contractor has the right to switch off the supplies for safety reasons as well as to prevent any damage to the Exhibitor’s equipment. And it is the responsibility of the Exhibitor and their contractor to ensure that a thorough integrity check is carried out on all circuits, DBs, switches, outlets and/or connections before supply is switched on again. Failing which, the Organiser/Show Manager and the Official Electrical Contractor shall assume no responsibility for whatsoever damage caused.

Electrics & Service Supply

Exhibitors and their contractor must inform or consult Kingsmen, the Official Electrical Contractor whenever works are carried out near any electrical installations such as DBs, fuse switches, isolators and/or power points.

The Official Electrical Contractor has the right to switch off the supplies for safety reasons as well as to prevent any damage to the Exhibitor’s equipment. And it is the responsibility of the Exhibitor and their contractor to ensure that a thorough integrity check is carried out on all circuits, DBs, switches, outlets and/or connections before supply is switched on again. Failing which, the Organiser/Show Manager and the Official Electrical Contractor shall assume no responsibility for whatsoever damage caused.

Emergency Exits & Direction of Escape

Alternative escape must be available from any point within a stand or structure leading to a place of safety. Escape routes should have a minimum, unobstructed height of 2.1m, other than within doorways, which should have a clear height of not less than 2.06m.

The minimum permitted gangway width is 2 metres, except within stands of less than 100m2, where gangways must be no less than 1m wide.

There should be no obstruction that could impede the free flow of people using the escape route.

All floors should be even and have a firm, smooth and slip-resistant finish. Trip hazards should be avoided.

The maximum travel distance from any part of a stand to a gangway shall not exceed 50 metres. Where there is only one means of escape from the stand, this must be reduced to 20 metres. In either case, the maximum travel distance should be reduced by 25% where alcohol is being served.

Enclosed Stands / Walling in Open Sides

Walling on open sides must not exceed 50% of the entire length. Walls must either have natural breaks or glazed panels. Any exception will require written permission from the ILTM Asia Pacific Operations team.

Fire & Safety Regulations

Space Only Stands may be constructed from conventional building materials (of a normal flammability class). Stand interiors, enclosed areas, podiums and ceilings should be finished with flame proofed or slow burning materials.

All flammable materials must be treated with fireproofing compound and certificates must be available on request. Fabric may not be draped from flammable plastics, which are not susceptible to fireproofing treatment.

Combustible waste must be safely disposed of and boxes/packaging may not be stored on the stand. Please contact Agility Fairs & Events for storage options.

Floor Loading Restrictions

During build up and breakdown there is a significant risk of slips, trips and falls and sharp objects left on the ground. All those working in the halls in build up and breakdown are strongly advised to wear appropriate safety footwear.

Floor Loadings are as follows:

Spreader plates are necessary if the static display exhibit exceeds the stipulated floor loading of 12 kn per square metre (1250 kg per square metre), and/or for any demonstrating exhibit/product that causes severe vibrations or reverberations, in which case the floor loading is subsequently reduced by at least 30% or more i.e. 3.6kn per square metre (360 kg per square metre or 793 lbs per square feet). The Exhibition Hall Safety Officer has the final authority on this matter. These spreader plates must be arranged in advance with the Official Freight Forwarder; Agility.

Flooring

Open space sites are not carpeted - exhibitors must provide their own floor covering.

Exhibitors with adjoining blocks of stands will not be permitted to place their own carpet in the gangways unless prior permission is given in writing by the organisers.

Nothing may be structurally attached to the floor of the Exhibition premises. 

Carpet may only be fixed to the venue floor with approved carpet tape. All carpet tape must be removed and any charges for the removal of carpet tape left on the floor at the end of breakdown will be passed direct to exhibitors.

Hazardous Substances

No hazardous substances may be brought into the halls.

Hot Works / Permits

A hot work permit must be obtained from the organisers office prior to any work being carried out. The issue of the permit is subject to the advance submission of a suitable and sufficient risk assessment and method statement for the activity, with evidence of competency for the use of any specialist equipment.

Kitchens

Stand cooking will not be permitted unless with the approval of the venue. Once the approval of the venue is attained, the Licensee must ensure that all the necessary permits from Singapore Food Agency (SFA) and Singapore Civil Defense Force (SCDF), etc., are secured and distributed to all parties. No open flames are permitted.

Live Edge Working Procedure

A Live Edge Working Procedure will be enforced for the construction and dismantling phases where applicable. Live Edge Working will be permitted onsite by the Safety Officer once the control measures described in the risk assessment and method statement and been verified with the construction team when they arrive onsite. Work will be stopped if the construction team are working without permission or if the construction team are found working unsafely and not following the procedures identified in the risk assessment and method statement. Any additional working hours required to make up lost time will be charged at the exhibitors / contractors own expense.

Maintenance

For further details, click here.

Meeting Rooms

Exhibitors are permitted to have open meeting space that is partially screened to give some level of privacy. The exhibitor’s COVID-19 H&S Documentation should demonstrate sanitisation between uses.

Organisers Rights to Change Stand and Floorplan Layout

In the interests of the Exhibition as a whole, it may be necessary to remove or alter anything in - or forming part of - any stand. If we feel this action must be taken this would have to be at the expense of the Exhibitor concerned.

The exhibition floorplan is subject to change at the discretion of the organisers. Please contact the organisers to obtain the latest version of the exhibition floorplan.

Paint

Major painting of displays and exhibition materials are not permitted at MBS. However, “touch-up” painting of the displays and exhibition materials is permitted in the Exhibition Halls provided such work is undertaken during the Move-In period only and all safety precautions and protective surface coverings are put in place.

These precautions include:

  • Painting in an area which is properly ventilated
  • Use of Non-Toxic Paints
  • Covering the floor with plastic overlay or drop sheets
  • No painting near the Centre’s vertical structures (i.e. walls, columns)
  • No washing of paint material within or surrounding the Centre

Pillars

There are pillars within the exhibition hall and it is the Exhibitors responsibility for checking the location and size of pillars on their stands. Please contact the Operations Team to request a detailed stand plot.

The Organiser will take care to indicate the exact dimensions of such elements as accurately as possible on the plans submitted to the Exhibitors, however, the Organiser cannot be held responsible for any slight differences, which may exist between the dimensions indicated and the real dimensions of the site.

Pop-Up Stands

Pop-up stands may not be used to form dividing walls on space only sites. If you are considering a Pop-up stand display, a Shell Scheme Stand must be purchased or dividing walls constructed. For further information, please contact the Sales Team.

Ramps

It is recommended that all stands with a platform that exceeds 13mm in height should incorporate a ramp for disable access with a minimum unobstructed width of 1m.

Rigging

Rigging is not permitted at ILTM Asia Pacific.

Risk Assessment & Method Statement

All space only stands, or shell scheme stands with construction are required to submit a full risk assessment and method statement for the design, construction and arrangement of their stand with both documents being submitted along with stand plans.

All Health & Safety documentation must demonstrate additional COVID-19 measures that have been implemented for the build, open period and breakdown.

For further information please contact the Operations Team.

Exhibitiors are also required to have a risk assessment for any stand activities taking place on their stand during show open and may also be required to produce a method statement for certain activites at the organisers discretion. These do not need to be submitted to the organisers unless requested, but a copy of these documents must be available onsite should they be required. 

Signage

Signage and graphics are not permitted to overlook other stands where there is a dividing wall. Where illuminated fascia boards are used on stands, the lighting of them 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. We reserve the right to disconnect the electrical supply to any illuminated fascia which, in our opinion, is causing a nuisance to any other Exhibitor.

Signage should be used to help communicate and explain to attendees how you are managing your stand space e.g. no handshakes, one-way flow, entrance / exit etc.

Stand Information Form

As an exhibitor, you have a legal duty of care for the safety of anyone on your stand who may be affected by your actions or omissions. You are ultimately responsible for all aspects of health & safety on your stand during the build, the open period of the show and during the break down. This form is required for exhibitors to confirm that you have complied with official guidance and updated regulations within the Exhibitor Manual, within our updated site rules and on all pre-show communication, on managing the risk of COVID-19.

The Stand Information Form is a compulsory form that must be completed as soon as possible.

To complete the Stand Information Form, please click here.

Stand Capacity & Physical / Social Distancing

The current regulations state that no physical distancing is required on stands when wearing face masks and therefore no information is needed to be provided for this check.  We would however encourage you to keep your design simple, spacious and free flowing.

Stand Number Panel

A stand number panel must be displayed on every open side of the stand to aid visitor navigation. This is the responsibility of the Stand Space/Exhibitors.

Vehicles for Display

If you are intending to have a vehicle (including Mobile Exhibition Units, Caravans or Trailers) on your stand please confirm the details in writing to the Organisers so that written approval can be given.

Depending on the type, age and use of the vehicle you will be required to confirm a number of details and which may also require a seperate risk assessment  detailing how the risk of bringing and displaying a vehicle in the hall is controlled. 

Venue & Local Authority Regulations

All work must be carried out in compliance with the regulations of the Venue and Local Authority. If an exhibitor erects a stand which does not conform fully and in all respects to the requirements of the organiser, Venue and Local Authorities, the organisers reserve the right to alter, demolish or reconstruct the stand at the exhibitors expense and to make it conform to the regulations and requirements. Local Authority decisions are final.

Water Features

If you are intending to have a water feature on your stand please confirm the details in writing to the Organisers so that written approval can be given.

Water features that create mists and sprays such as fountains create the risk of the spread of Legionella bacteria in the air that can cause Legionnaire’s disease. Any such feature is a special risk requiring a separate risk assessment detailing how the risk is controlled through water treatment and testing. 

Work Equipment & Tools

Exhibitors and contractors have duties under the Provision and Use of Work Equipment Regulations (PUWER) to ensure that all tools are fit for purpose and safe to use. All dangerous moving parts such as circular saws must be guarded with controls to prevent unauthorised use. The use of battery powered tools is strongly encouraged to reduce trailing cables and risk of electrical hazards. Power tools are to take power from the 110v centre tapped earths provided and not from cleaner’s sockets which are 240v. Those using mains powered tools must ensure that cables are not trailed across aisles. All portable electrical equipment must be subject to a suitable portable equipment testing regime.

In light of COVID-19 it is recomended that where possible, work equipment, tools and workstations are not shared between workers. Where this is not possible then equipment, tools and workstations should be cleaned after use. 

Working at Height

Working at Height is a high risk activity and close attention will be taken on working practices during the build and dismantling of stands. Where possible working at height should be avoided and if unavoidable should use work equipment or other measures to minimise the distance and consequences of a fall should one occur. Working at height is to be in accordance with LOLER and the Working at Heights Regulations. As such, all working at height is subject to risk assessment.

General Guidance:

  • All rigging is to be carried out by the official Rigging Contractor.
  • All working platforms are to have a guardrail, mid rail and toe board. Tools are to be kept on lanyards so far as is reasonably practicable.
  • Static and mobile access working platforms must be fit for purpose (see Working Platforms)
  • A Live Edge Working Policy will be enforced for the construction and dismantling phases where live edges are present.
  • Separate risk assessments are required for working on a live edge (before rails are in place). In such cases fall arrest equipment must always be used.
  • Operatives working at height other than on a static working platform designed for that purpose (e.g. Scaffold) must be clipped on.
  • Operatives working at height must have suitable head protection e.g. bump caps.
  • Ground access to areas in the vicinity must be controlled to prevent persons accidentally walking directly under high works. Ground workers in the vicinity must not work directly under high works and wear suitable head protection e.g. hard hats.

For further advice on working at height safety, contact the Operations Team.

Working Platforms

All Mobile Elevated Work Platforms (MEWPS) must comply with LOLER and have had a Thorough Inspection (TI) in the previous 6 months. All working platforms are to have a guardrail, mid rail and toe board. Mobile access towers must be correctly constructed. Mobile access towers must be fit for purpose. Outriggers are to be used correctly with the correct height to width ratio (3.5 x shortest base width indoors and 3 x shortest base width outdoors). Mobile access towers may not be moved whilst in use and wheels must be locked off. Ladders must be footed or tied off and used in accordance with Construction (Health Safety and Welfare) Regulations. The use of domestic ladders and steps is strictly forbidden. All of the above are a summarised guide. For full details on any particular aspect you must seek professional advice for instance look on the HSE website www.hse.gov.uk or feel free to seek advice from the Operations Team.