Event Information

Below you will find a summary of key changes for 2024 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;

• Age Restrictions/Children
  • Children under the age of 16 will not be permitted in the halls during build and breakdown under any circumstance.
  • Due to employment law, you must be over 16 to work on the stand/table during the build-up, open and breakdown period of the event with an adult present at all times.
  • Exhibitors must be over 18 years of age and over to book a table.
• Access Badges & Passes 
  • Show Open Badges are compulsory for open days. The number of Badges you have been allocated is based on the size of your stand or the package you have bought. If you are unsure or have not already agreed your exhibitor badge allocation, please email your Sales Account Manager. If you require additional Badges, they can be purchased onsite from the Organisers Office on site, at a cost of £120.00 each. All staff members on the stand must have their own exhibitor badge.
  • Contractors are required to register in advance and complete the site induction before being allowed into the exhibition halls.
  • All stand personnel required on the stand during the event days, including stand-by contractors, catering and hostess staff must be allocated a badge through the exhibitor portal and will come out of the exhibitor badge allocation.

• Costume and Prop Items For Sale Policy
  • For the safety of all convention attendees, volunteers, guests, and staff, there are restrictions on what can be bought, sold, and brought into EGX.
  • EGX reserves the right to remove or confiscate any item deemed to be breaking these rules. Moreover, EGX and the security for the event and venue reserve the right to reject any weapon or prop if deemed likely to cause a nuisance.
  • Security will be checking all prop firearms each day near the show entrances and stages. If a prop does not comply with this policy, security will check and follow up if the item was purchased in the show.

• 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. All high touch points should be regularly cleaned with appropriate cleaning materials during build, show open and breakdown.
  • For full details on the cleaning packages available, click here (coming soon).
• Exhibition Timetable – Provides information of the build up, show open and breakdown dates and times.
• Exhibitor Catering
  • Companies who are sampling food and beverage products, may need to provide current food handling certificates and any other relevant documentation. You will be contacted by Excel Food H&S who will have some forms for you to complete and return. You will not be permitted to set-up or trade without prior approval from them first. If you haven’t been contacted by Excel by Friday, 20 September 2024, please contact the Operations Team to get the correct documentation.
  • Stands may sample products only, no sales are permitted without prior permission.
  • To order any hospitality catering for your stand, please e-mail [email protected] if you have any queries or request.
• Exhibitor & Contractor Welfare -  Useful steps to prioritise contractor & supplier welfare.
• Logistics, Lifting & Delivery 
  • All deliveries must be made directly to the official lifting contractor. You can either then collect these yourself or arrange for the lifting contractor to deliver to your stand. 
  • Consider methods to reduce frequency of deliveries.
  • Encourage drivers to stay in their vehicles where this does not compromise their safety and existing safe working practice.
  • Where possible and safe, having single workers load or unload vehicles.
  • Putting in place procedures to minimise person-to-person contact during delivers

  For more information about Logistics, please click here. 

• Space Only Stand Plan Submission - In order to issue permission to build, we require the documents as detailed in the links above from you or your contractor to be submitted through the FFAIR portal. As a Space Only Exhibitor, you will be sent a link to sign up to the portal. You can add your contractor’s details to the portal and they will also be able to upload the necessary documents. If you have not received the sign up link to the portal, please contact Ops Squad and they will be able to assist you.

• Stand Build Regulations
  • No longer permitted in 2024:
    • No live performances that will draw a crowd are permitted. (Including; magicians, Dance Displays, Singers, Bands and/or musical performance, and acrobats)
    • Promotional giveaways and brochures are discouraged. Stands are discouraged from handing out leaflets/giveaways.
    • No Double Decker stands
    • Enclosed Stands are not permitted
    • Enclosed Meeting Rooms are not permitted
    • Ceilings on stands are not permitted

• Sustainability - Our new Exhibitor Environmental Checklist is now available and has useful tips to lower your environmental footprint whilst you are exhibiting with us.

• Traffic: Parking, Loading & Unloading - ExCeL London is using Carbon Voyage Control for the management of vehicle access to the lorry way for loading and unloading during build up and breakdown. You will therefore need to ensure you book a slot through the system. Please click here for more information.

• Your Tasks & Order Deadlines - A list of all the order forms and deadlines dates has been created to help you complete these in a timely manner. 

• Venue & General Information – In this section you will find detailed information on the venue including the address and other specific details you may find useful. The venue has made some changes to operational measures in order to provide a safe environment for everyone.
• Weapons and Cosplay Policy

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

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All stands, displays and exhibits must be completed by 2000 on Thursday, 24 October and all building and packaging materials removed from site.

Please ensure that stand designs can be built and dismantled within the available timetable.

Stand plans and safety file must be submitted for approval to [email protected] no later than Friday, 20 September. We reserve the right to deny access to any contractors that fail to submit any required documents for a complete safety file.

No contractors or trolleys permitted in the halls or the boulevard until they are clear of attendees approximately 1730hrs.

For reasons of security, exhibitors are advised to remove all portable and valuable items as soon as possible after the show closes and not to leave their stand unattended until all items are clear.

Stand fitting and electrical contractors will be permitted to enter the halls from approximately 1730hrs on Sunday, 27 October. The electrical supply to your stand will be terminated at 1730hrs.

Contractors and exhibitors leaving exhibit materials or stand fittings unattended in the hall following closure of the show do so at their own risk.

If you require any skips or euro bins during build up or breakdown, then please contact ExCeL Cleaning directly on +44(0)20 7069 4400.

All stand fitting needs to be removed from the halls by 2200hrs on Sunday, 27 October. Any items left after this time will be deemed as rubbish and disposed of, if excessive, then the cost to remove this will be passed 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. You will be checked by security as you enter the venue to ensure you have a high visibility vest and suitable footwear (no opened toed shoes or heels).

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

During the build up, all contractors, courier drivers, and helpers, etc. must have a contractor wristband - these will be issued by security at the access VE doors of the venue halls.

A lost badge fee of £100 applies - If there is an incident on your stand resulting in the loss of a badge, please make sure that you have reported it to the Security Manager or the Organisers Office on site, unfortunately, failure to do so could result in any insurance claim being made void.

The number of badges to be included with each booking is as follows:

• Space Only: 2 pass for every 9 sqm booked (with a limit of 100)
• EGX Showfloor Template Stand: x 2 for every 4 screens booked, then 1 for every 2 screens after that
• Rezzed Stands: 2 exhibitor passes for the first screen booked then 1 for every 2 screens after that
• Rezzed Open Booths: 2 exhibitor passes
• Career Fair Stands: 2 exhibitor passes for single stands, 3 exhibitor passes for double stands

Before arriving onsite, please ensure that you and your team have received, read and understood the site rules - a copy can be downloaded here.

At EGX we now need all contractors who are coming onsite for build or breakdown to register their details and complete the site induction before they will be allowed into the exhibition halls. You will receive an email confirmation once you have completed the process which you will need to use as access into the halls for build and breakdown each day. 

Every contractor coming onsite for build or breakdown will need to register themselves and complete the site induction which can be done in advance on a mobile phone to generate their confirmation. This will be live approximately 3 weeks before the start of build. Information on how to register will be added to this section of the manual, as well as emailed to contractors. Please make sure you share this information with all contractors coming onsite for build and break down. 

Contractor Registration is now live and every contractor coming onsite for build or breakdown should follow the below instructions to register themselves and complete the site induction before arriving onsite. Please share this information with all contractors coming onsite for the build and break down. 

Before coming onsite:

1. Scan the QR code below with your mobile phone, or alternatively use this link.

Fill in the registration form and review the site rules.

3.       Press ‘Submit’ to generate your e-badge which is valid for build and breakdown.

4.       Save the e-badge to your phone to take it onsite with you.

Onsite:

When you arrive onsite show your e-badge to security who will check your photo and then let you into the exhibition halls. This will be done every day you enter the exhibition halls so make sure you have your e-badge easily accessible.

To avoid delays, we strongly recommend you complete your registration in advance.

The data collected from contractor registration is shared with relevant parties involved in the organisation of EGX London. For more information, please view our Privacy Policy.

If you have any issues registering in advance, please contact the Operations Team.

This year we are unable to issue maintenance passes to contractors for the show open period. If you require access to a stand during show open your badge must be included in the exhibitor badge allocation and included in the stand capacity/density calculations.

If you require contractor access to your stand after show close, please email [email protected]

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EGX 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 EGX.

• Download Exhibitor Checklist

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

• Prominent recycling bins across show floor

For more Information:

• RELX Sustainability
• Venue Sustainability

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

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