Aisles & Gangways

Exhibitors and contractors are not to leave items in the aisles. Exhibitors/Contractors must remove all waste materials other than small items. Designated emergency aisles must be kept clear at all times - a floorplan of the emergency gangways can be found in the on-site Organisers' office. Please ensure you adhere to these rules to ensure a safe & accessible build-up and you must co-operate with our Floor Managers. 

During the open period no objects must protrude from the stands into the aisles nor must furniture or displays or parts of displays be placed in the aisles. 

Under no circumstances may an Exhibitor (or staff member working on behalf of Exhibitors) be permitted to distribute any promotional material (including printed or other cards, circulars, articles, leaflets) at any point within the exhibition centre other than on their allocated stand space. This restriction includes the gangways surrounding your stand and all public spaces. 

Alcohol, Drugs & Smoking

The consumption of alcohol onsite during build up and breakdown phase is strictly forbidden. 

The taking of illicit drugs is strictly forbidden at all times.

It is an offence to smoke or to knowingly permit smoking inside the venue premises. If you observe someone smoking, a complaint may be made to any member of the exhibition team. This also applies to e-cigarettes and vaping. Smoking and Vaping will only be allowed in designated smoking areas outside.

Balloons

Helium Balloons, Blimps and Toy Balloons are not permitted.

Children

Children under 16 will be refused access under all circumstances during build up and breakdown and no alternative facilities will be provided.

Cleaning, Hygiene & Waste

It is your responsibility to maintain your stand in a clean condition at all times. We have made arrangements for basic stand cleaning to be carried out at no charge to you in the evening before the show opens each day. The cleaning of exhibits will remain your responsibility as will any special services that may be required such as the removal of bulk rubbish.

If you require cleaning in addition to the standard basic cleaning provided or removal of excess waste during build-up and breakdown then please book your service now by going to the online store: www.excel.london/webshop or contact ExCeL London Cleaning on: + 44 (0) 207 069 4400, or via email: exhibitororders@excel.london.

PLEASE NOTE that you will incur charges if you or your contractor leaves excess waste during build up and breakdown.

 

Water and Waste

If you need water and waste services on your stand, please go to the ExCeL exhibitor services to order.

Contractors must ensure that adequate arrangements are in place to dispose of liquid waste in a safe and environmentally sound manner. Discharges must not be made into any site drainage system, sanitary facility or floor duct.

 

Waste Removal

EGX is working to increase the volume of waste that is recycled rather than going to landfill. Therefore all exhibitors and contractors are requested to:

  • Only bring stand fitting, marketing material and associated packaging that is absolutely necessary as excess material often ends up as excess waste.
  • For those materials that they do bring - only bring materials onsite that are recyclable.
  • Help us maximise recycling by using the appropriate waste bins in the hall where there is a choice.

Contractors are not to discard sharp objects and to ensure that nails and screws are not left sticking out of waste wood and are either removed or hammered flat. All items must be removed from your stand space at the end of the show, including empty boxes and pallets. Any items left will be deemed as chargeable waste and disposed of with the cost passed on to the exhibitor.

If you intend to play recorded or live music on your stand during the course of the exhibition you are required by law to obtain music licence. 

Phonographic Performance Ltd (PPL) & Performing Right Society (PRS) have joined forces to provide a single, simple point of contact for licensing music when it is played and performed in public. The new venture is called PPL PRS Ltd. For more information about TheMusicLicence, please visit pplprs.co.uk or contact PPL PRS directly on 0800 086 8820. 

Exhibitors are solely responsible for obtaining any licence required to play music on their stand.  

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 London.

EGX reserve the right to have removed or confiscate any item deemed to be breaking these rules. Moreover, EGX and security for the event and venue reserve the right to reject any weapon or prop if deemed likely to cause a nuisance.

Prop Checks:

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 with check and follow up if the item was purchased in the show.  

Banned Props:

  • Metal blades and gun props whether sharp or blunt e.g. swords, axes, kunai, ice skates, and knives.
  • Guns, rifles, or artillery including airsoft guns, BB guns, paintball guns or props built from parts of these items;
  • Hard bats, paddles or clubs e.g. wooden or metal baseball bats, golf clubs;
  • Functional projectile weapons e.g. strung bows or crossbows;
  • Sharp items e.g. arrows, bolts, protruding nails;
  • Laser pointers, vuvuzelas, silly string, and drones (even if not part of a costume);
  • Heavy tools and power tools e.g. iron pokers, crowbars, drills, chainsaws;
  • Chemical weapons, explosives, and incendiary device e.g. mace, pepper spray;
  • Large pressurised containers and gas canisters;
  • Fog or vapour machines;
  • Any items restricted or prohibited from being carried by law e.g. knuckledusters, nunchucks, and bokken (a type of hard wooden or toughened plastic training sword).
  • Heavy items that could be used as weapons e.g. Canes with heavy tops, iron pokers, heavy cast iron pans, or crowbars are not permitted. Nor are power tools such as actual chainsaws or hedge trimmers.
  • ·Roller skates and blades, skateboards, scooters, go-carts, etc. are only permitted in areas that the venue allows their use. Assume any part of a venue under a roof forbids their use.
    Ice skates are not allowed, even with skate guards attached.

Attendance at an EGX must not be used as a defence to sell a prohibited item unless permission has been expressly granted in writing.

No exceptions are made for special licences, memberships, or training. Police may destroy confiscated items without warning. Exhibitors bring items to an event at their own risk.

Please take care when transporting any form of firearm/weapon prop. Regardless of how realistic it looks, ensure it is completely hidden while travelling and be aware of your surroundings, attire, and the appearance of your props to bystanders when outside. Don’t assume attending an EGX show reassures people that the item is a prop. False alarms waste police resources and risk creating stricter rules and laws.

Attire & Costume items

Items containing nudity is not permitted, nor are exposed costume or prosthetic genitalia. Adult fetish attire such as extreme BDSM gear is also unsuitable.

While not expressly banned, EGX reserve the right to intervene in the case of items with the following: profanities or sexual acts; inciting of hate or crime; and uniforms, emblems, or flags of organisations responsible for crimes against humanity.

Demonstrations, Live Performances, Entertainment, and Music on Stands

All demonstrations must be carried out in accordance with the Health and Safety at Work Etc, Act 1974 and the COSHH Regulations (Control of Substances Hazardous to Health). A Risk Assessment must be completed and available on-site. Failure to produce a risk assessment may result in the demonstration being temporarily suspended whilst the safety of the demonstration is ensured. 

The Health and Safety at Work Act 1974 requires that ""any equipment being operated or demonstrated shall be inherently safe and not create a hazard to the demonstrator". For further advice and more detailed guidance please contact our Operations Team here.

Demonstrations/noise 

If any presentation/demonstration is deemed to be above an acceptable noise level, we reserve the right to cancel the presentation/demonstration. We would expect all exhibitors to show consideration for other exhibitors in the area. The Noise at Work Regulations 2005 and the Environmental Protection Act 1990 will be enforced onsite. 

The following will be considered as demonstrations:

Special effects - lasers, strobes, smoke & pyrotechnics 

All Special effects require prior approval by the venue so any exhibitors wishing to use special lighting, lasers or smoke machines etc. should submit a detailed proposal with Risk Assessment and Certificate of Apparatus for use to the Operations Team; we will then pass it onto the venue for processing. 

Special treatments - massage etc. 

Special Treatments/Massages - If any stand offers massages or special treatments to visitors, they should notify the Organisers immediately, as it will be necessary to apply for a Local Authority License. 

Unless otherwise agreed with the Organisers all performances must take place inside the stand space.

If you require entertainers or performers to access the hall for networking hour, you are required to request these in advance and collect these from registration in South Access. Please complete this form before August 11th

Presentations on products or services offered by the exhibiting company are permitted at any time during the show open times however they must abide to the following:

- Presentation/demonstration likely to interest groups of 10 or more people must be located towards the centre of the stand.

- Presentation/demonstration areas must be clearly shown on your stand drawings.

- If it causes obstruction within the gangway and/or nuisance to any other exhibitor, we reserve the right to cancel the presentation/demonstration or restrict the frequency.

- If AV equipment is used on the stand then the speakers must be positioned to face inwards of the stand design.

If you would like any more information on the restrictions or guidance on your planned activity, then please do not hesitate to contact the Operations Team here.

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 this link for more details on the cost and how to order a music license.

Dilapidations

Please remember that you are responsible for rectifying any damage caused to the fabric of the Exhibition buildings, by you, your agents or contractors. In your own interests you should satisfy yourselves as to the condition of your stand site before the building of your stand and after its clearance. It is essential to use a recognised adhesive tape when fixing any carpet directly to the hall floor as all carpet tape must be removed at the end of the exhibition. Any charges incurred by the organisers as a result of failure to remove carpet/carpet tape will be passed onto the exhibitor. The stand space must be completely clear and clean by the end of the dismantling period. Any waste left behind is subject to a charge.

Disabled Access & Parking

ExCeL London has been purposely designed and built to allow unrestricted access for disabled visitors, conforming to the Building Regulations Act.

In compliance with the Equality Act we provide full access to all the facilities within the venue and recognise that disabled visitors may require extra equipment, facilities and assistance, both routinely and in an emergency.

Travelling to ExCeL London:-

Access from Docklands Light Railway

- Lift access at Prince Regent station

Access to car parking

- There are 150 onsite car parking bays suitable for disabled drivers

- Access to the building from disabled car parking bays is along walkways with a gradient of no more than 1:15. Wheelchairs are available for hire from Excel Security who will be situated at the east and west entrances of the venue. This is on a first come first served basis, with a fully refundable deposit.

Face Coverings

We recommend that when you are in indoor spaces with individuals that you wouldn’t normally mix with, that individuals keep wearing face masks or coverings, unless exempt. 

Filming and Broadcasting

It is not permitted to, without the prior approval of the Operations Team, to engage in or permit filming, sound or video recording, telecasting or broadcasting within the Venue. If approved, in certain cases, such activities may be subject to an additional charge as determined by the Operations Team. Please contact the Operations Team to discuss.

First Aid  & Accidents

The First Aid room is located on Level 0, located between S4/N4 in the Boulevard.  If you require first aid please contact the medical treatment room on +44 (0) 207 069 5556.

For emergencies please contact them on: First Aid: 4444 when using an internal phone or if calling externally please dial +44 (0) 207 069 4444

All accidents and near-misses must be reported to the Organisers via the Organsiers' Office, Floor Managers, of Health & Safety Officers. 

HM Revenue & Customs  

Exhibitors requiring customs clearance should employ the services of the official freight forwarding agents in advance of the freight arriving in the UK. All goods must be customs cleared at the point of entry into the UK as HM Customs & Excise no longer attends UK exhibition sites.

See Deliveries, Lifting & Storage section here.

Internet & Communication

ExCeL has a complimentary Wi-Fi service throughout the venue for general public use. This service is complimentary, and therefore NOT supported by the ITC ExCeL team. Users can expect a maximum limited bandwidth of 512 kbps, suitable for light internet use only and not suitable for business purposes e.g. keeping in touch with the office and accessing emails may be intermittent. If Wi-Fi is required for live product demonstrations, video streaming or hosting Virtual Conferencec, then please choose a reliable internet connection for your stand here. If you haveany queries please review the Venue's FAQs or contact exhibitororders@excel.london.

All wireless services, regardless of location or service provider, are susceptible to interference. This can lead to loss of connectivity, slow network traffic and poor performance. The Venue will operate a clean air policy i.e. any independent wireless networks found operating in the halls will be shut down to reduce interference with legitimate networks.

ExCeL London IT & Communications are the exclusive supplier of IT and Communication. Services including telephones, wireless and hardwired internet, data networking, ISDN and facsimile rental are available.

Please see the IT & Communications order form for services and costs. Click here.

Lost Property

All items are to be handed into the Exhibition Security Team, and at the end of each day all items will be handed into the Security Suite, located at the West Entrance on Level 0.

We work with our lost property partner, NotLost, to reunite you with your lost items. If you think you've lost something at ExCeL London, please complete the form at https://notlost.com/excel-london.

PA System

The Public Address system is for use of the Organiser and Authorities only. Only official and emergency messages will be broadcast, any requests for information to be announced will be refused.

Parking

All parking for EGX London must be booked and paid for with the venue. 

More details on this can be found here.

We will no longer be selling exhibitor car parking passes from the Organisers office at EGX London.

Parking tickets can be purchased from the machines in the car park. For more information visit the venue website here.

When arriving onsite, you should park as directed. We suggest that you bring trolleys with you, if you need to move large items as EGX are unable to provide them for you. However, LTD Associates can provide a trolley service, if booked in advance.

Patents & Copyright

By entering into an agreement to attend this exhibition you warrant to Reed Exhibitions that all designs and artwork on or relating to your stand and any exhibits and items displayed on your stand shall not infringe any trademarks or copyright or patents or other intellectual property rights of any third party in any way.

In the event that the exhibition is under any legal obligation (whether by virtue of a court injunction or order or judgement or a recommendation or decision of a Trading Standards Officer or otherwise) to have removed either any item or items displayed on your stand or any design or artwork on or relating to your stand then (without prejudice to any other rights which Reed Exhibitions may have) Reed Exhibitions reserves the right to assist the relevant authorities and where appropriate to have that item or items removed from your stand or to close your stand at the exhibition. No compensation or damages will be payable as a result of such removal or closure by Reed Exhibitions.

The Organisers cannot accept responsibility for any conflict of trading at the Exhibition

Please be advised that it is an offence under Section 107 (3) of the Copyright, Design and Patents Act 1998 to screen films in public without a non-theatrical licence. For further advice on copyright please contact Federation Against Copyright Theft (FACT).

Promotional Materials

Whilst we encourage you to review your promotional material and consider other more sustainable, non contact methods to distribute information promotional material will be permited at the event. Find out more about how we are using emperia for safe sharing at our events.

Sampling

If you are planning to sample or sell, pre-packaged or fresh food/ alcohol please contact the Operations Team here as soon as possible ahead of the event. Selling or sampling without pre-authorisation from the Organisers will incur a fee.

Site Rules

Please click here to view the site rules for the build and breakdown of the event.