Event Information

Below you will find a summary of key changes for 2023 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;

• Access Badges & Passes  
  • EGX 2023 is pre-registration only. 
  • 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.
  • Contractors are now required to register in advance and complete the site induction before being allowed into the exhibition halls.
• 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.
  • Please ensure that you provide visible hand sanitisers for both staff and visitors on your stand.
  • For full details on the cleaning packages available, click here.
• Exhibition Timetable – Provides information of the build up, show open and breakdown dates and times.
• Exhibitor Catering
  
  • Please click here for Catering Guidance from venue.
  • Please note all stand hospitality must be ordered via the official caterer. All exhibitors will be charged a concessions fee for any external caterers being used.
  • Hospitality, stand catering and retail services will be provided in line with latest government guidance. 
• 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. 

• Stand Build Regulations
  • No longer permitted in 2023 :
    • 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 is using Carbon Voyage during build and breakdown for traffic management and you will need to book your vehicle in - 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.

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 stand-fitting & construction must be completed by 2000 on Tuesday 10th October. Only stand dressing should take place on Wednesday 11th October.

Halls must be clear of exhibitors, stand contractors and stand fittings including waste material by 1800 on Monday 16th October. Exhibitors will be charged for any carpet tape or stand construction materials left by their contractors.

*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.

For security reasons every member of your stand staff must wear an Exhibitor wristband in order to gain admission to the hall. This provides access to the show during build up and breakdown times as well as the open period. It is requested that exhibitors wear their wristbands at all times during the event.

Please note that wristbands are non-changeable.

The Main Stand Holder will receive an email with the number of tickets included with your booking attached to it. Exhibitor Wristbands are non-transferable.

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

• Space only/Blank Canvas Option: 1 pass for every 9 sqm booked (with a limit of 100)
• Hands on Gaming Options: 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
• Retail Village Stands: 1 exhibitor pass for every 4 sqm booked
• Tabletop Demo Tables: 1 exhibitor pass per table • Tabletop Retail 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 egx.operations@rxglobal.com

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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 2023.

• 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 (coming soon)
• 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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