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Exhibitor Manual
For general queries regarding Helitech International 2014 then please send them through to
heli.operations@reedexpo.co.uk
Emma Rawle
Operations
Manager
T: +44 (0) 208 910 7181
E: emma.rawle@reedexpo.co.uk
Rebecca Lighten
Operations
Executive
T: +44 (0) 208 910 7927
E: rebecca.lighten@reedexpo.co.uk
Welcome to the Helitech International 2014 Exhibitor Manual, this document is not designed to replace our
personal service. Our team will be happy to answer any questions, explain a rule, discuss a procedure or offer
any special assistance you may require.
Below is a brief explanation of the section within this document::New Regulations for 2014 – This provides a full list of any new or different regulations/procedures from the last
edition of Helitech International. Please ensure you make yourself or your contractor aware of these.
Where to Start? Shell Scheme - This section applies if you have booked a shell scheme stand directly with
us whether it be a standard shell scheme or premium shell. This is a quick and simple overview of what you need
to do in this manual to have a successful exhibition.
Where to Start? Space only – This section is specific to space only sites i.e. building your own stand. This is a
quick and simple overview of what you need to do in this manual to have a successful exhibition.
Official Contractors Page – A convenient and useful page so that you can quickly and easily view the contact
details and information of all the official suppliers to Helitech International
Exhibition Timetable – Provides the build up, show and breakdown dates and times.
Traffic Restriction Timetable – Provides vehicle access times for the loading bay P5 – outside these times no
vehicles are permitted access to this area.
Deliveries, Storage & Lifting - Information on how to get items delivered and stored at Helitech International 2014
Venue & General Information – Provides information on venue and general specific details include the address
which you may find useful.
Stand Build Regulations – Information regarding the venue and show build regulations for space only
stands to consider when designing their stands.
Health & Safety – Please ensure that you read this section so that you are aware of the risks involved in anything
you plan onsite.
Emergency Procedures – Please ensure that you and your stand staff read through these procedures and
acquaint yourself to the nearest fire exit when you arrive onsite.
Security – Tips on how to keep your stand and other items safe during build-up, the show itself and breakdown times.
Order Forms – Most of the services for the show can be ordered through the Amsterdam RAI web shop
however for furniture and deliveries storage & lifting services their orders form are contained at the end of this
manual.
Please note:- if you have a stand contractor building your stand and would like them to place orders directly for
you then you will need to complete the Amsterdam RAI Exhibitor Services Stand constructor form and return to
exhibitorservices@rai.nl to authorise them to do this. Without this the contractor won’t be able to access the
online webshop.
1 New Regulations for 2014
Stand Plan Submission
The deadline date for the submission of space only stand design is Friday 1st August.
Helitech International 2014 and Reed Exhibitions have set up a new online system for the submission and
management of stand designs.
This new system is an online tool which you and your contractor can access to upload stand plans, stand visuals,
risk assessment and method statements. You are also able to obtain important show related information and see
the status of your stand plan submission. For more details please refer to the Stand Plan Submission.
The new stand plan system for Helitech will be live from Tuesday 1st July 2014.
PPE Clothing
It is a required that for all personnel accessing Hall 8 during build up on Saturday 11th October and Sunday 12th
October and breakdown from 2000hrs on Thursday 16th October – Saturday 18th October 2014, that steel toe
caps are worn. If you arrive without this you will not be able to access the Hall, however please note that there is
an onsite shop where you can purchase these items.
For stands that are working at height it will also be a requirement for you to wear hard hats during this time.
The Organisers will confirm whether this will be the case on receipt of stand plans, however if not notified
previously and requested onsite this will need to be adhered to otherwise all personnel will be requested to leave
site.
Please note that on Monday 13th October PPE clothing is not required due to high risk work being limited on this
day.
Vehicle Access Restrictions
Please ensure that you have read through the vehicle access restriction timetable. We have to strictly control
vehicle access to loading area P5 due to this also being used as a heliport at set times during build up and
breakdown.
We also require all exhibitors to complete the Traffic Permission Form stating the time of their vehicles arrival and
issue traffic permission slips.
Set up and Dismantling Badges
For all stand contractors and suppliers that require access to Amsterdam RAI during build up and breakdown
they will need to order Set Up & Dismantling badges through the Amsterdam RAI Web shop under Set Up
& Dismantling badges. All contractors (stand builders) can only access Amsterdam RAI during the build up
and breakdown if they produce an access pass. It is a simple registration process and it is advisable to do this
prior to arriving onsite to avoid any delays. Once registered you will receive a voucher which will enable you to
print your access pass when you arrive onsite.
Exhibitor Badges will be accepted during this time, however if you have not received these prior to the event you
will still need to apply for Amsterdam RAI Access Pass for entry into the hall. The registration area will be open
from Monday 13th October at midday to obtain your exhibitor badges.
If you have any questions or queries regarding the above then please do not hesitate to contact the
Helitech International Operations Team.
Amsterdam RAI Online Webshop
You can order all services that the Amsterdam RAI Exhibitor Services are providing through their online
webshop by following the below login details:Please click on the link: www.rai.nl/es and follow the steps below:1. Select language
2. Select Helitech International 2014
3. Enter your email address and password Request a password by entering your email address and click on
2 the link ‘click here’. The password will automatically be sent to the submitted email address.
4. Log in with your email address and password
However if you have appointed a stand contractor to look after your stand for Helitech International 2014 and you
would like them to order all services on your behalf you will need to complete the Amsterdam RAI Exhibitor
Services Stand constructor form and return to exhibitorservices@rai.nl. Once this has been received the
contractor will have permission to order items through the webshop.
3 Where to Start? Shell Scheme
We realise that exhibiting can be a complex operational process so the pages below will give you a brief
overview on exactly what you will need to do to have a smooth and successful exhibition. Use the links below to
jump to the sections you need.
If you have any questions at all then feel free to contact one of the Helitech International team by clicking here.
Shell Scheme – Standard
If you have booked a standard shell this will come with the following.
-
Walls at 2.5m
Carpet
Nameboard to each open side
Fingerboard
1 x spotlight per 3m linear of fascia with a minimum of 2 per stand.
Below is more detailed information on the above elements.
Walling
These will be constructed from modular system shell scheme. For full specifications of the shell scheme please
refer to the Shell Scheme Guide within the Order Form section.
Please bear in the mind the dimensions of the panels when planning graphics, hangings or interiors for your
stand.
If you have any questions or queries regarding this then please contact Amsterdam RAI Exhibitor Services
4 Fascia
The colour of the fascia will be White with blue text.
Nameboard
Your company name and stand number will be shown on a nameboard. This will be attached to the fascia on
each open side of the stand. Please complete the nameboard form within the Amsterdam RAI Webshop under
Shell Scheme specifying your company name as you would like it to appear on your nameboard.
If the form is not returned the details on your contract will be used. A charge is applicable for any alternations
made onsite.
Fingerboards
A fingerboard will be displayed on each open side of your shell scheme stand and this will display your stand
number only
Lighting & Electrics
1
x spotlight is provided per 3m linear of fascia with a minimum of 2 x spotlights per stand. If you require
additional spotlights or sockets then these need to be ordered through the Amsterdam RAI Webshop under
Electricity and Water (please note that if you require 24hr power you need to order continuous power)
Floorcovering
A dark grey carpet will be provided.
Furniture
No furniture is provided with the shell scheme stand. We do however offer a range of stand packages for
further information on this please refer to the Stand Package form within the Order Form section
Alternatively furniture can be ordered through one of our official furniture contractor, Europa.
Shell Scheme Accessories
There is a wide range of additional shell scheme components that are available to enhance the appearance of
your stand. These items can be ordered by through the Amsterdam RAI webshop under the Shell Scheme tab.
First Time Exhibitor Package
If you are exhibiting for the first time at Helitech International you will have booked a First Time Exhibitor Stand
Package which consists of the standard shell scheme details as per above and the following:.
6sqm Furniture Package consisting of:1 x small table
2 x seats
1 x literature
1 x bin
1 x 1kw single socket
1 x FREE wifi connection
5 Premium Shell Scheme
6 If you have booked a Premium shell scheme this will come with the following.
-
Walling at 3.5m
Carpet
Fascia 300mm high in white
Eye Catcher in blue on the corner with company name and stand number
2 full colour printed wall panels at 2.5m x 1m.
1 x spotlight per 3m linear of fascia with a minimum of 2 per stand.
2kw daytime power including consumption and 1 x double wall socket outlet
Below is more detailed information on the above elements.
Walling
These will be constructed from modular system shell scheme at a height of 3.5m. For full specifications of the
shell scheme please refer to the Shell Scheme Guide within the Order Form section.
There are 2 graphic panels included within the Premium Shell package. You will be contacted by Amsterdam
RAI Exhibitor Services with artwork specifications and deadline date for this to be received by them. If you
have any questions or queries regarding this then please contact Amsterdam RAI Exhibitor Services directly.
Fascia
The colour of the fascia will be White.
Corner Tower
Your company name and stand number will be shown on the corner tower (please note that there is only 1
tower per stand). Please complete the nameboard form within the Amsterdam RAI Webshop under Shell
Scheme specifying your company name as you would like it to appear on your nameboard.
If the form is not returned the details on your contract will be used. A charge is applicable for any alternations
made onsite.
7 Lighting & Electrics
As part of the Premium shell package you receive 1 x spotlight is provided per 3m linear of fascia with a minimum
of 2 x spotlights per stand and 1 x 2kw daytime power including consumption and 1 x double wall socket outlet.
If you require additional spotlights or sockets then these need to be ordered through the Amsterdam RAI
Webshop under Electricity and Water (please note that if you require 24hr power you need to order continuous
power)
Floorcovering
A dark grey carpet will be provided.
Furniture
No furniture is provided with the shell scheme stand. We do however offer a range of stand packages for
further information on this please refer to the Stand Package form within the Order Form section
Alternatively furniture can be ordered through one of our official furniture contractor, Europa.
Shell Scheme Accessories
There is a wide range of additional shell scheme components that are available to enhance the appearance of
your stand. These items can be ordered by through the Amsterdam RAI webshop under the Shell Scheme tab.
Cleaning and 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 on the pre-open of Helitech International and overnight during the open
days. This is a free of charge service.
Contact Us
If you have any questions please feel free to contact the Operations Team.
8 Where to Start? – Space Only
We realise that exhibiting can be a complex operational process so the pages below will give you a brief
overview on exactly what you will need to do to have a smooth and successful exhibition. Use the links below to
jump to the sections you need.
If you have any questions at all then feel free to contact us.
As you have a space only this means that we have allocated a space on the floor of the exhibition for you and
in the very simplest sense, you will need to fill this space with your stand.
Generally you will either be managing this process yourself or employing a company to construct this for you (we
call these companies contractors).
Things to Consider – The Basics
Access Pass to enter Amsterdam RAI - The main item that you will need to order is Set Up & Dismantling
badges through the Amsterdam RAI Webshop under Set Up & Dismantling badges. All contractors (stand
builders) can only access Amsterdam RAI during the build up and breakdown if they produce an access pass. It
is a simple registration process and it is advisable to do this prior to arriving onsite to avoid any delays. Once
registered you will receive a voucher which will enable you to print your access pass when you arrive onsite.
Exhibitor Badges will be accepted during this time, however if you have not received these prior to the event you
will still need to apply for Amsterdam RAI Access Pass for entry into the hall. The registration area will be open
from Monday 13th October at midday to obtain your exhibitor badges.
If you have any questions or queries regarding the Access Passes then please contact the Helitech
International Operations Team
Stand Build Regulations – As you have booked a space only site you are responsibility for building a stand
in the space we have provided. There are rules and regulations that apply to building a stand so please make
sure that you and/or your contractor have read and understood them. If you have any questions then feel
free to contact the Operations Team.
Health & Safety – please read the policy to ensure that you comply and have thought through what you are doing
at the show and any implications this may have. Risk Assessment and Method Statement need to be
submitted for each space only stand (by stand builder if one appointed). If you have any questions then feel free to
contact the Operations Team.
Lifting, Deliveries & Storage – No doubt you will be getting items delivered to Helitech International. We suggest
that you use the official contractor as they can pick up your items, store them onsite for you and deliver to
your stand whenever you are ready for them.
Equality Act – Should you have any queries related to your stand and the Equality Act, click here to view
and/or download a comprehensive and handy guide (pdf)
Your Stand and Ordering – Additional items
With a space only stand you get to create a bespoke stand for your exact requirements. This means you or
your contactor will have to build the stand and order all the accessories for it too.
Again, you can order any of these items through the Amsterdam RAI webshop and for furniture and
shipping requirements please refer to the forms in the Order Form Section
An alternative to your current space only contract would be to upgrade to SmartSpace which will be cheaper
than creating your own stand from scratch and also far less hassle, as we manage the whole process for you.
Please click here to be taken to the Smartspace website to find out more about this option and how it can enhance
your presence at Helitech International.
Cleaning & 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 on the pre-open of Helitech International and overnight during the open
days. This is a free of charge service.
9 Floorcoverings & Walling
Please note as a space only no flooring, including carpet or walling will be provided. As a minimum you need
to provide flooring and dividing walling to 2.5m.
Contact Us
If you have any questions at all then feel free to contact one of the Helitech International team by clicking here.
10 Official Contractors
Audio Visual
Cleaning & Waste
Electrics
Floral
Furniture
Internet & Telephone
Photographer
Shell Scheme
VAT
Catering
Customs
Floorcovering/Carpet
Freight Forwarding
Furniture Packages
Nameboard – Shell Scheme Only
Rigging
Stand Plan Submission
Water & Waste
Audio Visual
Amsterdam RAI Exhibitor Services T: +31
(0) 205 491 928
E: exhibitorservices@rai.nl
Please log into the Amsterdam RAI Exhibitor Services webshop to order your requirements:- www.rai.nl/es
Catering
Amsterdam RAI Exhibitors Services T: +31 (0)
205 491 928
E: exhibitorservices@rai.nl
Please log into the Amsterdam RAI Exhibitor Services webshop to order your requirements:- www.rai.nl/es
Cleaning and Waste Removal
Amsterdam RAI Exhibitor Services T: +31
(0) 205 491 928
E: exhibitorservices@rai.nl
Please log into the Amsterdam RAI Exhibitor Services webshop to order your requirements:- www.rai.nl/es
Customs
See Freight Forwarding
Electrics
Amsterdam RAI Exhibitor Services T: +31
(0) 205 491 928
E: exhibitorservices@rai.nl
Please log into the Amsterdam RAI Exhibitor Services webshop to order your requirements:- www.rai.nl/es
Floorcovering/Carpet
Amsterdam RAI Exhibitor Services T: +31
(0) 205 491 928
E: exhibitorservices@rai.nl
Please log into the Amsterdam RAI Exhibitor Services webshop to order your requirements:- www.rai.nl/es
Floral
Amsterdam RAI Exhibitor Services T: +31
(0) 205 491 928
E: exhibitorservices@rai.nl
Please log into the Amsterdam RAI Exhibitor Services webshop to order your requirements:- www.rai.nl/es
Freight Forwarding, Onsite Handling & Customs Clearance
EFI Logistics
Unit 1, Mid Sussex Business Park Folders
Lane East
Ditchling Common Burgess
Hill
West Sussex BN6 8SE
T: +44 (0) 1444 871 314
11 E: jake.head@efilogistics.com
colin.huckle@efilogistics.com
ashley.head@efilogistics.com
Furniture
Europa International
Europa House Meaford
Way London
SE20 8RA
T: +44 (0) 208 676 0062
F: +44 (0) 208 676 9976
E: sales@europainternational.com
Furniture Packages
Reed Exhibitions
Contact: Elex Van Rensburg
T: +44 (0) 208 910 7810
E: elex.vanrensburg@reedexpo.co.uk
Internet & Telephone
Amsterdam RAI Exhibitor Services
T: +31 (0) 205 491 928
E: exhibitorservices@rai.nl
Please log into the Amsterdam RAI Exhibitor Services webshop to order your requirements:- www.rai.nl/es
Nameboard – Shell Scheme Only
Amsterdam RAI Exhibitor Services
T: +31 (0) 205 491 928
E: exhibitorservices@rai.nl
Please log into the Amsterdam RAI Exhibitor Services webshop to order your requirements:- www.rai.nl/es
Parking
Amsterdam RAI Exhibitor Services
T: +31 (0) 205 491 928
E: exhibitorservices@rai.nl
Please log into the Amsterdam RAI Exhibitor Services webshop to order your requirements:- www.rai.nl/es
Photographer
Post Photographic Ltd
Bannut Tree House Lye
Head
Bewdley DY12
2UW
T: +44 (0) 1299 269 737
E: info@postphotographic.co.uk
www.postphotographic.co.uk
Registration
LiveBuzz
T: +44 (0) 844 412 7963
E: exhibitors@livebuzz.co.uk
W: www.livebuzz.co.uk
Rigging
Amsterdam RAI Exhibitor Services
T: +31 (0) 205 491 928
12 E: exhibitorservices@rai.nl
Please log into the Amsterdam RAI Exhibitor Services webshop to order your requirements:- www.rai.nl/es
Stand Plan Submission
T: +44 (0) 208 910 7927
Website: http://exhibitor.standplans.co.uk/
For more information please refer to the Stand Plan Submission section under Stand Build Regulations
Deadline date for submission is July 1st 2014
Shipping
See Freight Forwarding
Temporary Staff
Amsterdam RAI Exhibitor
Services T: +31 (0) 205 491 928
E: exhibitorservices@rai.nl
Please log into the Amsterdam RAI Exhibitor Services webshop to order your requirements:- www.rai.nl/es
VAT Refunds
Quipsound
The Crown
Building London
Road
Westerham
Kent
TN16
1UT
T: +44 (0) 1959 561 717
E: uk@quipsound.com
www.quipsound.com
Water & Waste
Amsterdam RAI Exhibitor
Services T: +31 (0) 205 491 928
E: exhibitorservices@rai.nl
Please log into the Amsterdam RAI Exhibitor Services webshop to order your requirements:- www.rai.nl/es
13 Exhibition Timetable
Please note that all dates/timings are subject to change. Also if you are bringing a vehicle to site please note
that access times to the loading bay outside hall 8 are different to the times listed below, please refer to the traffic
timetable for dates and times for traffic.
Saturday 11th October
Please note that on Saturday 11th October and Sunday 12th October everyone accessing the site will be required to
wear steel toe cap boots and where appropriate hard hats. You will need to ensure you have ordered build
up/breakdown access passes through the RAI webshop to access the hall on this day.
0800hrs Halls Open
0800hrs Space only exhibitors/contractors onsite
1800hrs Halls Close
Sunday 12th October
Please note that on Saturday 11th October and Sunday 12th October everyone accessing the site will be required to
wear steel toe cap boots and where appropriate hard hats You will need to ensure you have ordered build
up/breakdown access passes through the RAI webshop to access the hall on this day.
0800hrs Halls Open
0800hrs Space only exhibitors/contractors onsite
1800hrs Halls Close
Please note that on Saturday 11th & Sunday 12th everyone accessing the site will be required to wear hi-vis jackets
and steel top cap boots.
Monday 13th October
You will need to ensure you have ordered build up/breakdown access passes through the RAI webshop to
access the hall on this day. However please note that Exhibitor Badges will be valid on this day.
0800hrs Halls Open
0800hrs Space only and shell scheme exhibitors/contractors onsite
1200hrs Final stand construction to be completed by
1800hrs Final stand dressing to be completed by
1800hrs Aisle carpet to be laid
1800hrs Hall Close
Tuesday 14th October
0800hrs
1000hrs
1700hrs
1730hrs
Halls Open
SHOW OPENS
SHOW CLOSES
Halls Close
Wednesday 15th October
0800hrs Halls Open
1000hrs SHOW OPENS
1700hrs SHOW CLOSES
1730hrs Halls Close
Thursday 16th October
0800hrs
1000hrs
1600hrs
1630hrs*
2000hrs
Halls Open
SHOW OPENS
SHOW CLOSES
Exhibitors to remove portable exhibits, displays and general
dismantling of standfittings.
Please note that hi-vis and steel toe cap boots will be required
from this time.
14 2000hrs
2200hrs
Shell Scheme stands will be dismantled.
Halls Close
Friday 17th October
Please note that on Friday 17th & Saturday 18th everyone accessing the site will be required to wear steel toe cap
boots and where appropriate hard hats.You will need to ensure you have ordered build up/breakdown access
passes through the RAI webshop to access the hall on this day. However please note that Exhibitor Badges will
be valid on this day.
0800hrs Halls Open
0800hrs General dismantling of standfittings
1800hrs Halls Close
Saturday 18th October
Please note that on Friday 17th & Saturday 18th everyone accessing the site will be required to wear steel toe cap boots and where appropriate hard hats You will need to ensure you have ordered build up/breakdown access
passes through the RAI web shop to access the hall on this day. However please note that Exhibitor Badges will
be valid on this day.
0800hrs Halls Open
0800hrs General dismantling of standfittings
1200hrs All exhibits, carpet, stand construction materials & waste to be
removed by.
1200hrs Halls Close
Important Information
- The dates and times above can be changed at the discretion of the Helitech International Operations Team.
- Please note that on Saturday 11th and Sunday 12th October and Thursday 16th – Saturday 18th October
any persons accessing Hall 8 will be required to wear steel toe cap shoes. If you arrive without this you
will not be able to access the Hall, however please note that there is onsite shop where you can purchase
these items in a package for €39.00. For stands with working at height it will be required for you to wear
hard hats during this time, the Organisers will confirm whether this will be the case on receipt of stand
plans.
- All contractors requiring access to Hall 8 during build up and breakdown need to ensure that they
have registered for the build up and dismantling access passes. Pre-registering will save time when you
arrive onsite and ensure a smooth and quick access into the halls. Access passes can be ordered via the
Amsterdam RAI web shop
- Please note that times to the loading bay differ to those above. For full details of the permitted times for
traffic please refer to the Traffic Access Timetable or alternatively contact the Helitech International
Operations team on heli.operations@reedexpo.co.uk
- All vehicles arriving at Amsterdam RAI will need to report to P15 to register and when an available
space becomes available will be permitted access to the loading area outside Hall 8. Please refer to
the traffic instructions for further information.
15 TRAFFIC ACCESS TIMETABLE TO
UNLOADING AREA – P5
Please note that all exhibitors/contractors who require vehicles to arrive onsite need to complete the
Traffic Permission Form, on receipt of this we will issue a Traffic Permission slip.
Build Up
Saturday 11th October
08.00 – 18.00hrs
Vehicles permitted access to loading bay area P5
Sunday 12th October
08.00 – 09.00hrs
09.30 – 18.00hrs
Vehicles permitted access to loading bay area P5 for drop off only
NO vehicle access to loading bay area P5 during this time.
Monday 13th October
08.00 – 14.00hrs
14.30 – 18.00hrs
Vehicles permitted access to loading bay area P5
NO vehicle access to loading bay area P5 during this time.
Show Open Days
Restricted access to loading bay area P5 – if you require any vehicles to access this area during this time then
please contact the Helitech International 2014 Operations team
Dismantling
Thursday 16th October
16.00 – 18.00hrs
18.30 – 20.00hrs
20.00 – 22.00hrs
Friday 17th October
08.00 – 14.00hrs
14.00 – 18.00hrs
Saturday 18th October
08.00 – 12.00hrs
Transit size vehicles and under permitted access to loading bay
area P5
NO vehicle access to loading bay area P5 during this time.
Limited vehicle access prior permission required. Please complete
the Traffic Permission Form.
Vehicle access permitted during this time.
NO vehicle access to loading bay area P5 during this time.
Limited vehicle access prior permission required. Please complete
the Traffic Permission Form.
Important Information
- Please note that the above times are subject to change at the discretion of Helitech International
Operations Team. Please do complete the Traffic Permission Form indicating the dates and times for
your vehicle access so we can ensure that this is kept within our restrictions.
- For exhibitors/contractors bringing materials in a vehicle that is 1.9m in height and under please note
that you can park in parking area P3 which is directly under Hall 8, there are lifts within the car park
which can be used to take goods to Hall 8. However please note that there is a charge for parking in
P3 during build up, show open and breakdown. Please refer to the Amsterdam RAI web shop to order
parking passes.
However by going with this option you avoid having to access loading area P5 and the car park is
accessible throughout the exhibition timetable hours.
- For any queries regarding vehicle access to the venue please contact the Helitech International
2014 Operations Team
16 Deliveries, Lifting & Storage
This section contains information on how heavy items can be moved around the exhibition and, how you can store
them (if you don’t have enough room on your stand).
Lifting
EFI Logistics are the official contractor and will operate all lifting/unloading equipment onsite.
Please contact EFI Logistics at the earliest opportunity with details or large or heavy exhibits. These may need
to be positioned in the early part of the build-up and may require special handling. EFI Logistics will operate all
lifting/unloading equipment onsite.
Please note that there are additional charges for late or onsite orders. Please therefore complete the order
form contained within the Order Form Section. This should be completed and returned to EFI no later than
Monday 22nd September 2014
Delivery Address
All deliveries to the show must be addressed to:Contact Name
Company Name & Stand Number
Helitech International 2014 c/o EFI
Logistics Stand Number, Hall 8
Amstedam Rai,
PO BOX
77777
NL-1070
MS
Amsterda
m
Please note that deliveries can only be made during our tenancy dates Saturday 11th October - Saturday 18th
October 2014. Any deliveries made outside these dates will not be accepted.
Deliveries during Build-Up
Deliveries should not be sent to site until a representative of your company is present to sign for your delivery.
The Organisers is unable to accept or sign for any deliveries on your behalf. No deliveries will be accepted before
Saturday 11th October 2014.
For the most reliable, cost effective solution to ensure that your goods arrive safely and on time we strongly
recommend that you arrange your deliveries through our official contractor, EFI Logistics.
From our experience, we find that build-up is a very busy period and many courier companies either refuse to
deliver to a show during this time, arrive late or arrive onsite and find that they are unable to get a signature and
therefore leave with your goods. For these reasons we recommend using the Advanced Receiving Warehouse
service as your goods will arrive onsite before you do and stored safely until you are ready to receive them.
Details of this service are below.
Advanced Receiving Warehouse
EFI can arrange collection from your premises. If you prefer to use your own transport we highly recommend
shipping to the Helitech International Advanced Receiving Warehouse. There are a number of benefits for
customers using this service including: Use your regular, scheduled carrier
 No congestion/waiting time
 Free storage up to two weeks before move-in
 Move-in to the venue on first day of tenancy
 No overtime charges
 ‘Pack Up and Walk Away’ service at close of show.
Delivery address (shipments accepted Monday to Friday 09.00 – 17.00)
Deadline: you can deliver up to two weeks prior to the show and no later the 12:00hrs on Thursday 9th
17 October 2014.
Helitech International 2014 ADVANCED RECEIVING WAREHOUSE
C/o EFI Logistics
Unit 1 Mid Sussex Business Park
Folders Lane East, Ditchling
Common West Sussex
BN6 8SG
Contact: Jake Head
T: +44 (0) 1444 871 314
Please send your shipment with a delivery note clearly showing exhibitor name, stand number and HELITECH
INTERNATIONAL 2014. EFI can supply pre-printed shipping labels upon request.
Exhibitors delivering materials direct to the venue must do so as per the official Exhibition Timetable and
Traffic Access Restriction Timetable. Any goods arriving before the official build-up period will not be accepted. At
the close of the show any goods unclaimed by 1200hrs on Saturday 17th October will be removed at your expense.
International Shipments: custom clearance
If you are shipping from outside the EU your shipment wil need to be customs cleared.
Please contact EFI Logistics directly for full shipping instructions. EFI provide an all-inclusive door to stand
services from all international locations to and from Helitech International.
Delivery Direct to Show Site
For full loads, unpacked stand materials or large/heavy exhibits we recommend delivery direct to the
venue in accordance with the official exhibition timetable. There is a traffic control system in place at ExCeL:
your driver must report to the traffic office on arrival. Don’t forget to book your unloading service in advance
(and before the order deadline) to make sure you get the best possible rate and service.
Delivery address
HELITECH INTERNATIONAL 2014
Exhibitor Name
Stand Number,
Hall 8
Amstedam Rai,
P.O BOX
77777
NL-1070
MS
Amsterdam
.
Delivery of Items during the Exhibition
If you require any deliveries during the exhibition then please contact the Helitech International Operations
Team as there are certain restrictions for vehicles during this time.
Removal of Items during breakdown
You must not commence removing items until the show is closed and all visitors have departed. Trolleys will
not be allowed on the show floor until after this time. If you have arranged a courier service, through EFI
Logistics they will deliver any boxes to your stand and collect your goods once they are packaged, labelled and
ready to go.
You must not leave any goods unattended on your stand (e.g laptops, plasma screens). If you have arranged
for a courier to collect items, please ensure that you are on your stand to hand them over. The Organisers
cannot be held responsible for any loss or damage to your goods.
All portable and valuable items must be removed as soon as possible after the exhibition, in any case by
2000hrs on Thursday 16th October 2014. All materials, packaging and waste must be removed by 12.00 on
Saturday 18th October. Any items left after this time will be treated as rubbish and you will be charged for the
disposal.
Empty Case Storage
EFI will remove all empty packing materials form the halls prior to aisle carpet and cleaning. Please make sure
18 your cases are labelled with EFI empty case labels, available from our customer service team onsite. All items
stored with EFI will be returned to stands after close of show and once the halls are cleared of visitors.
Priority cases will be returned first, standard service to start once the priority service is completed.
Once cases are removed to general storage they cannot be accessed so please make sure your cases are
completely empty before you tag them for removal. EFI offer an accessible storage option for items that need
to be accessed during the show days.
No excess stock, literature or packing cases may be stored around or behind your stand.
Lifting
EFI Logistics are the official lifting contractor for the show. No other company may operate any lifting equipment
inside the hall and around the perimeter of the venue. To order a crane and/or forklift please contact EFI Logistics
who will be happy to discuss your lifting requirements and provide you with a quote for their services. Or
alternatively please complete their form within the order form section of the manual.
Return Shipments
If you require your goods to be returned or shipped to another show then please complete our Order Form
contained within the order form section or contact EFI directly for a quote. The EFI team will also accept email
instructions and can visit your stand to take return instructions from you. They will deliver your outbound shipping
labels to you at the stand before close of show on Thursday.
For further information on the services provided by EFI Logistics then please refer to Full Shipping Instructions
included in the order form section.
19 Venue & General Information
Amsterdam RAI
The full address of the venue is:Amstedam Rai,
P.O BOX
77777
NL-1070
MS
Amsterdam
T: +31 (0) 205 491 212
E: exhibitorservices@rai.nl
The Helitech International Organisers Office will be open throughout the tenancy period Saturday 11th
October – Saturday 18th October 2014.
The direct telephone number for the Operations Team onsite at Helitech International will be released closer
to the event. For more comprehensive information regarding the venue itself click here to go to Amsterdam RAI’s
website
How to get to Amsterdam RAI
For information on how to get to Amsterdam RAI public transport and car please visit Amsterdam RAI’s website
by
clicking here.
Audio Visual Equipment
Amsterdam RAI Exhibitor Services are appointed as the AV supplier for the show. To view their products and
services please login to the Amsterdam RAI Web shop by clicking here.
Audio Visual presentations/demonstrations must not exceed a ‘reasonable volume’. If any
presentation/demonstration causes obstructions in the gangways, and/or exceeds ‘reasonable volume’ (no
greater than 80dbs), causing a nuisance to neighbouring stands, we reserve the right to restrict or cancel such
presentation/demonstrations.
Banking
There are ATMs located in the area surrounding the RAI.
The nearest Bank is ABN Amro, Scheldeplein 1-5, 1078 GR Amnsterdam, Netherlands. Tel: +31 900 0024
website: abnamro.nl.
Business Centre
The RAI business centre is located in the Passage below the Elicium (accessible via Entrance D, take the
escalator down). It offers services such as printing, office suppliers, copier rentals etc. For more information on
the services please visit Amsterdam RAI Web shop under RAI Business Centre
The Business Centre will be open during show hours, however outside of these times, orders can be placed by
email. Order pre-show are also accepted.
E: businesscentre@rai.nl
Catering – General - ER to check what the RA regulations are.
Amsterdam RAI Regulations state that all food and drink that is to be consumed on or given away from your stand
must be purchased from the Amsterdam RAI Exhibitor Services. They will be more than happy to help and
advise you on a wide range of options available.
Orders can be placed via the Amsterdam RAI web shop under the catering section or alternatively please
contact them directly to discuss your requirements:Amsterdam RAI Exhibitor
Services T: +31 (0) 205 491
20 928
E: exhibitorservices@rai.nl
Children
Our Health & Safety regulations prohibit the presence of under 16’s in the halls during build, and breakdown.
Children will be refused access under all circumstances and no alternative facilities will be provided.
For access during the show open please refer to the Admission Policy.
Cleaning
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 on the pre-open of Helitech International and overnight during the open
days. This is a free of charge service.
The cleaning of exhibits will remain your responsibility as will any special services that may be required such
as the removal of bulk rubbish.
Cloakroom
Items are charged at €2 for coats and €3 for bags. The cloakroom will open half an hour before the show opens
until half an hour after the show closes each day.
Compressed Air, Gas, Water & Waste
Amsterdam RAI Exhibitor Services are the supplier for the supply and connection of natural gas, compressed air,
water and waste services. If you require this service then please complete their form within the Amsterdam RAI
Web shop
Copyright Music
If you intend to play recorded background music or live music on your stand during the course of the exhibition
you are required by Netherlands law to obtain music licences. Copyright is regulation in the Netherlands by the
Copyright Act (Auteurswet) which provides who is entitled to protection where the copyright in a work of
literature, science or art is infringed. You will therefore need to obtain the following licences:Buma/Stemra - issues licences and levies a tarrif on the broad cast and public performance (which includes
exhibition stands) on behalf of the composer/lyricist.
Sena – issues licences levies a tarrif on the broadcast and public performance (which includes exhibition
stands) on behalf of the performer and record producer.
It is our position that exhibitors are solely responsible for obtaining any licence required to play music on their
stand. You are able to order both licences online please click here to be taken to the MIJN Licence website or
contact them by telephone +31 (0) 704 5428 873.
Please note that these licences do not cover musicians or singers on the exhibition stands nor any featured
use of recorded music (e.g. fashion shows, demonstration, disco-type presentations), if you intend to have live
or featured recorded musical performance please contact the Operations Team directly with information on
the activity on your stand.
Disabled Access and Parking
Disabled parking is available at Amsterdam RAI please contact them directly to arrange this on T: +31 (0) 20549
1212.
It is also possible to hire a wheelchair although these do have to be reserved in advance by email
to:- frontoffice@rai.nl.
Deliveries
If you require any deliveries during the exhibition then please contact the Helitech International Operations
Team as there are certain restrictions for vehicles during this time.
First Aid
The First Aid room is located on the Ground Floor of the main entrance to Hall 8 just past the Cloakroom. If you
require first aid please visit the medical treatment room or alternatively in emergencies please contact T: +31 (0)
205 49 1234
For emergencies please contact them
on: First Aid: T: +31 (0) 205 49 1234
21 Floral
We have appointed Amsterdam RAI Exhibitor Services as our official floral contractor at Helitech International
2014. Please go to the Official Contractor’s page for their full contact details.
Freight & Shipping, Lifting & Customs
EFI Logistics are the sole lifting contractor for Helitech International 2014. They will ensure that your exhibits are
moved in and out of the show cost-effectively, smoothly and safely. For safety reasons all onsite lifting and freight
handling will be supplied by EFI Logistics. No other contractor will be permitted to operate lifting services on site
for this event.
EFI Logistics contact details can be found on the Official Contractors page or for more information on their
services please see the Delivery, Shipping & Storage section.
Furniture
We have appointed Europa International as sole official furniture contractor for Helitech International
2014. Their contact details can be found on the Official Contractors page.
Internet Access & Communication Services
Amsterdam RAI Exhibitor Services offer a wide range of communication services including telephony,
Internet, data networking, ISDN and facsimile rental all of which can be ordered for your stand. Please note that
they are the official supplier of IT services and no other provider is permitted to be used.
It is also not permitted for exhibitor/contractors to bring and install their own wifi hubs on their stands. Please do
discuss your requirements directly with Amsterdam RAI Exhibitor Services and they can offer advice and
support on the best solution for your IT needs. Please note that Amsterdam RAI Exhibitor Services reserve the
right to remove/block any unauthorised wifi hubs.
To order your IT requirements then please do so through the Amsterdam RAI Web shop.
Lost Property
All items are to be handed into the Organiser’s Office.
If you have any queries regarding lost or found property please contact the Organisers Office. Telephone number
to be published nearer to the event.
Parking
Amsterdam RAI offers onsite car parking for over 2,000 cars in covered car parks.
For all parking details please click here to visit Amsterdam RAI’s website. You are able to order parking for
yourselves and guests through the Amsterdam RAI web shop through the parking option on the left hand side.
Patents & Copyrights
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 exhibitors 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 vent 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 responsibilities 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) Regal House
70 London
Road
22 Twickenham
Middlesex
T: +44 (0) 208 891 1217
F: +44 (0) 208 892 7645
E: contact@fact-uk.org.uk.
Public Address System
The Public Address system is for use of the Organiser and Authorities only. During Helitech International 2014
only official and emergency messages will be broadcast, any requests for information to be announced will be
refused.
Smoking Policy
Amsterdam RAI is a no-smoking venue and Helitech International will be a no-smoking exhibition.
Temporary Staff
If you require any temporary staff for your stand at Helitech International 2014 then please contact Amsterdam
RAI Exhibitor services directly with your requirements.
VAT Reclaim
Overseas exhibitors can recover the VAT paid on many of their exhibition costs. Please contact Quipsound for
more information
23 Helicopters for Internal/External Static
Display & Demonstration Flights
A helicopter landing site will be established in Loading Area P5 directly outside of Hall 8. This area will be
used for unloading/loading of vehicles and by helicopters flying into Helitech International 2014 for the internal
static display, stand exhibits and for demonstration flights during the show itself.
Due to the limited space available at Amsterdam RAI’s Landing site and the need for vehicle access for
unloading/loading all Helicopter movements will be strictly controlled and specific times given for arrivals and
departures.
All aircraft will be allocated landing and departure slot times which must be adhered to. Aircraft for the static
display/stand exhibit must be positioned into the site at their allocated slot times. Arrival slot times will be
allocated for arrivals on Sunday 12th and Monday 13th October. Departure slots for static display/stand exhibit
aircraft will be allocated for departures on Friday 17th and Saturday 18th October.
Helicopter Arrivals
Arrivals: Sunday 12th October – Monday 13th October
All helicopters will initially arrive at Amsterdam Heliport B.V. On arrival at the Heliport the
Captain/Pilot/Representative will liaise with the representative of Elite Helicopters who will be stationed there to
meet them and co-ordinate onward movement to the RAI. Flights from the Heliport to the RAI will be pre-coordinated through the Heliport Operations with both Schiphol Airport ATC and the EMS Helicopter services
base. No aircraft is to depart from the Heliport to Amsterdam RAI without prior permission from the Heliport
operations. The Elite representative will be responsible for contacting the Elite operations team based at
Amsterdam RAI to ensure they are clear to accept the arrival prior to the aircraft departing the Heliport.
Once landed and shut down at the RAI all helicopters will be ground handled into a suitable parking or
allocated exhibition area. Any aircraft requiring rotor blades to be removed (this applies to any aircraft with more
than 2 blades) before being positioned into the exhibition hall will be moved to a designated sterile area to the far
end of the operating site where engineers will be in a secure and safe area to work.
Pilots are advised that they must keep to allocated landing slot timings as otherwise you may be turned away if
there is no available landing space to accommodate their arrival.
Helicopter Departures
Departures: Friday 17th – Saturday 18th October
Helicopters will depart the Amsterdam RAI exact route details will be provided by Elite Helicopters. They will
then be directed to Amsterdam Heliport where fuel will be available for their onward routeing. All departures
will be pre- coordinated with Schiphol ATC and Amsterdam Heliport.
Weather Minima
All helicopters will operate under Visual Flight Rules (VFR)
Helicopters will not be permitted to land at or depart from Amsterdam RAI when weather conditions are
reported as below 4 K forward visibility and/or a cloud base below 1000 ft. The weather minima will be as
recorded and notified at Amsterdam Schiphol Airport.
For exhibitors that have booked static display or informed us of helicopters being exhibited on stand a separate
rules and regulations for the arrival of helicopters will be sent through to you.
However if you have any specific questions or queries then please contact Elite Helicopters
on:- T: +44 (0) 1243 53016
E: ops@elitehelicopters.co.uk
Visitors
For visitors wishing to arrive by helicopter to Helitech International arrangements have been made for
landing at Amsterdam Heliport and a shuttle services will be provided at regular intervals between
Amsterdam Heliport and Amsterdam RAI.
24 Demonstration Flights
There are a limited number of demonstration flights available during the show open days 14th – 16th October
2014 between the hours of 1000hrs – 1600hrs.
Aircraft wishing to undertake demonstration flights will be
parked on the landing site and will be allocated a departure slot time and duration of flight. The flight route
permitted will be as agreed with Schiphol ATC.
If you are interested in booking a demonstration flight then please contact the Helitech International Sales Team
directly.
Helicopters for Exhibiting on Stands
If you are planning to have a helicopter exhibited on your stand at Helitech International 2014 then please do inform
the Operations Team immediately with the following information‐ Stand plan showing position of helicopter display. If having a platform confirmation that the
platform is reinforced to whole stand area.
‐ Information on how the helicopter/s will be delivered to site
‐ Dimensions of helicopter
‐ Weight of helicopter
Please note due to the timescale and other activity in the hall during the build up/breakdown period we reserve the
right to provide specific timings for the install of the helicopters on display and these will need to be fully adhered
to.
The deadline date for confirming a helicopter exhibit is Friday 1st August 2014
Please note that if you are having a helicopter in the static display or on your stand a separate information sheet
will be sent through to you upon booking.
25 Stand Build Regulations
The following are the general health and safety site rules with regards to safe working. You are reminded that
venue staff, exhibitors and contractors alike have a legal duty to cooperate with the organiser on matters of health
and safety that includes compliance with these rules.
All participants must comply with any reasonable instruction given to them by either the Reed Exhibition’s or the
venue’s appointed health and safety staff.
You may also wish to refer to the Health & Safety section and the e-guide for some further guidance or if you have
any questions or queries regarding the Stand Build Regulations then please contact the Operations Team.
**NEW REGULATIONS FOR 2014**
Stand Plan Submission
The deadline date for the submission of space only stand design is Friday 1st August.
Helitech International 2014 and Reed Exhibitions have set up a new online system for the submission and
management of stand designs.
This new system is an online tool which you and your contractor can access to upload stand plans, stand visuals,
risk assessment and method statements. You are also able to obtain important show related information and see
the status of your stand plan submission. For more details please refer to the Stand Plan Submission.
The new stand plan system for Helitech will be live from Tuesday 1st July 2014.
PPE Clothing
It is a required that for all personnel accessing Hall 8 during build up on Saturday 11th October and Sunday 12th
October and breakdown from 2000hrs on Thursday 16th October – Saturday 18th October 2014, that steel toe
caps. If you arrive without this you will not be able to access the Hall, however please note that there is an onsite
shop where you can purchase these items.
For stands that are working at height it will also be a requirement for you to wear hard hats during this time.
The Organisers will confirm whether this will be the case on receipt of stand plans, however if not notified
previously and requested onsite this will need to be adhered to otherwise all personnel will be requested to leave
site.
th
Please note that on Monday 13 October PPE clothing is not required due to high risk work being limited on this day.
Vehicle Access Restrictions
Please ensure that you have read through the vehicle access restriction timetable. We have to strictly control
vehicle access to loading area P5 due to this also being used as a heliport at set times during build up and
breakdown. Please therefore ensure you also complete the Traffic Permission Form.
Access Badges (build up and breakdown)
For all stand contractors and suppliers that require access to Amsterdam RAI during build up and breakdown
they will need to order Set Up & Dismantling badges through the Amsterdam RAI Web shop under Set Up
& Dismantling badges. All contractors (stand builders) can only access Amsterdam RAI during the build-up
and breakdown if they produce an access pass. It is a simple registration process and it is advisable to do this
prior to arriving onsite to avoid any delays. Once registered you will receive a voucher which will enable you to
print your access pass when you arrive onsite.
Exhibitor Badges will be accepted during this time, however if you have not received these prior to the event you will
still need to apply for Amsterdam RAI Access Pass for entry into the hall. The registration area will be open from
Monday 13th October at midday to obtain your exhibitor badges.
Amsterdam RAI Online Web Shop
You can order all services that the Amsterdam RAI Exhibitor Services are providing through their online web
shop by following the below login details:-
26 Please click on the link www.rai.nl/es and follow the steps below:-
1.Select Language
2.Select Helitech International 2014
3.Enter
your email address and password
Request
a password by entering your email address and click on the link ‘click here’. The password will
automatically be sent to the submitted email address.
4.Login
with your email address and password.
However if you have appointed a stand contractor to look after your stand for Helitech International 2014 and you
would like them to order all services on your behalf you will need to complete the Amsterdam RAI Exhibitor
Service Stand constructor form and return to exhibitorservices@rai.nl. Once this has been received the
contractor will have permission to order items through the Amsterdam Rai Web shop.
You will find below all the various stand build regulations for the space only stand that you have at Helitech
International 2014.
Stand Space and Exhibitors Responsibility
Exhibitors are responsible for their own stand design and construction. No standfitting or carpet is provided by
Reed Exhibitions on space only sites.
It is your responsibility to examine the area and site allotted to you in order to avoid costly adjustments to
stand structures. Where possible the organiser’s will provide on request detailed stand plots indicating the
position of service ducts. Minor obstructions or height restrictions cannot always be indicated on the
plans of the Exhibition.
Standfitting regulations contained within this section must be observed by you when planning your stand design
and layout. In order to achieve a smooth run up to the Exhibition, all exhibitors should provide us with
details of their selected contractors. This will enable us to supply them with passes and any additional
information they may require.
We will be pleased to offer advice and guidance where required.
Stand Plan submission
If you have booked a space only stand at Helitech International 2014 you are required to submit stand plans: Stand Plan showing full dimensional and elevation detail.
 Stand Visual
 Risk Assessment
 Method Statement
 Structural Calculations (if over 4m in height)
The deadline date for the receipt of the above information is Friday 1st August 2014.
In order to help our exhibitors and contractors, Helitech International 2014 and Reed Exhibitions have set up a
new online system for the submission and management of stand plans.
This new system is an online tool which you and your contractor can access to upload stand plans, stand
visuals, risk assessments and method statements. You are also able to obtain important show related information
and see the status of your stand plan submission.
You are also able to upload by replying to any emails received from reedexhibitions@standplans.co.uk.
Please click here to set up your account and create a password. Please note that your username is your email address. IMPORTANT
If you have a stand contractor who is managing your stand build then please ensure once you have
logged
into the system you add them as a primary contact under the contact section. This will then send a link
directly to them to access the online stand check system and they can therefore manage the upload of information
for us.
To help you navigate the system please find below a summary of the pages you will find within the website:-
27  My Stands – This lists all the stands that you are associated with. To manage a specific stand please
select it from the list.
 Status - Summary of the status of the stand checking process. The checks are colour coded as follows:Red - Either no information received or information submitted is not sufficient
Amber - Information received but not sufficient or subject to an onsite check.
Green - Check completed.
We will only issue permission to commence build once we are happy with the level of information received.
 Show Info - Useful show related information i.e. contractors manual, exhibition timetable, official
suppliers details etc.
 History - View all documents uploaded and emails sent
 Upload (new file) - Upload new documents relating to the stand design. Complete the description and
select the file. If there is any important information to go with the document please include this in the
message section. Once the file is uploaded this will be displayed in the history section.
 Contact - All stand contact details. Please note that the Primary Contact will receive all the direct
communications from the Stand Check System. If you know who your stand contractor is then add their
details here and change them to the Primary Contact
If you have any questions or queries then please do not hesitate to contact the Helitech
International Operations Team
Complex Structures
Please refer to Stand Plan Submission above.
A complex structure is any form of construction of any height, which would normally be designed by an engineer
and/or has, through a risk assessment, been found to provide significant risk. Structures over 4 metres in height,
multi-storey stands, raised platforms and all suspended items are considered to be complex structures.
Please note however that no double deck stands or stands with platforms over 600mm are permitted at
Helitech International 2014
The deadline date for receipt of complex structure stand designs is Friday 1st August 2014.
Access Badges (build up and breakdown)
For all stand contractors and suppliers that require access to Amsterdam RAI during build up and breakdown they
will need to order Set Up & Dismantling badges through the Amsterdam RAI Web shop under Set Up &
Dismantling badges. All contractors (stand builders) can only access Amsterdam RAI during the build up and
breakdown if they produce an access pass. It is a simple registration process and it is advisable to do this prior to
arriving onsite to avoid any delays. Once registered you will receive a voucher which will enable you to print
your access pass when you arrive onsite.
Exhibitor Badges will be accepted during this time, however if you have not received these prior to the event you will
still need to apply for Amsterdam RAI Access Pass for entry into the hall. The registration area will be open from
Monday 13th October at midday to obtain your exhibitor badges.
Aisles
Exhibitors and contractors are not to leave items in the aisles. Exhibitors/Contractors must remove all waste
materials.
During the open period no objects must protrude from the stands into the aisles nor must furniture or displays or
parts of the displays be placed in the aisles without the written consent of the Helitech International Operations
Team.
Alcohol and Drugs
Drinking of alcohol onsite during the build up and breakdown phase is forbidden. The taking of drugs is
strictly forbidden at all times.
28 Animals
Animals are not allowed onsite unless they are part of the event. Written confirmation must be received by
the Operations Team 6 weeks before the build up of the event, as approval needs to be gained from the Local
Authorities. Guide dogs are permitted during the open period of the exhibition.
Balloons
Helium Balloons (Blimps) & Toy Balloons are NOT permitted at Helitech International 2014
Compressed Gases (e.g. LPG)
Use of compressed gases will only be permitted where essential and by accepting that these must be registered
as a special risk. A certificate of installation by a Gas Safe Register fitter is required for LPG installations.
Demonstrations & Seated Audiences
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 presentation/demonstration likely to interest groups of 10 or more
people must be located towards the centre of the stand and clearly shown on 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.
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 1989 and the Environmental Protection Act 1990 will be enforced onsite.
The following would be considered demonstrations:
Special effects – lasers, strobes, smoke &
pyrotechnics Not permitted at Helitech International
2014.
Special treatments – massage etc.
Special treatments/massages – if any stand offers massages or special treatments to visitors, they should notify
the
Operations Team immediately as it will be necessary to apply for a Local Authority Licence.
Performance
Performing Acts – if any stand intends to have a performing act as part of their exhibit, such as a magician,
contortionist etc., please contact the Operations Team with details, as it may be necessary to apply for a Local
Authority licence. We will also require proof of Public Liability Insurance and Equity membership from the
performer, as well as a Risk Assessment.
Dilapidations
Please remember that you are responsible for making good 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.
Dividing walls
On divided sites, you are responsible for erecting and decorating side and back walls facing onto your stand areas
to a height of 2.5m. Walls above this height must be clad and decorated on both sides, with the reverse
side being decorated from 2.4m upwards by the Exhibitor who has them erected. 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 is 4m
Doors/Vision Panels
The required minimum effective clear width of a door is 800mm.
29 Doors must have a vision panel with a zone of visibility of between 500mm and 1500mm above the floor. The
exception to this is doors to small storerooms, where a small panel may suffice.
Dust
Dust must be kept to a minimum. Dust extraction must be used, where fitted, on power tools.
Early/late working
If you have appointed a stand contractor to build your open space stand, you must be assured that the design of
the stand is such that it can be built within the specified times as stated in this manual.
Early or late working outside of the published build up and breakdown timetable will not be permitted.
Electrical Installations
Exhibitors and contractors must comply with The Electricity at Work Regulations, the IEE Wiring Regulations, the
EVA Electrical Regulations and the venue’s electrical regulations.
All work must be carried out by competent and qualified electricians and all temporary installations must be protected
by an RCD and inspected before power is supplied to the stand. All electrical installations should be carried out
by the official contractor.
During build-up initial connections are made as early as possible, but in some cases this could mean on the
opening morning if the stand (or block of stands) is not complete. The power to all stands will be switched off 30
minutes after the close of the show each day. Please also remember to order a 24 hour supply for the open period if
required.
You or your contractors are advised to contact the Amsterdam RAI Exhibitor Services to arrange a temporary
power supply for actual construction of your stand if required. Power must not be taken from cleaners’ sockets
or other hall sockets. Any non-uk plugs must use an adaptor.
Please note that stand lighting can only be connected to the day-rate electricity supply. Day-rate electricity is
switched on from an hour before until an hour after show close. Night rate electricity should be ordered for
computer equipment, refrigerators and security equipment. When you order you will need to specify using a grid the
correct positioning for lights and sockets – should the grid not be submitted, the items will be positioned at the
discretion of the contractor and charges maybe be levied for on-site changes.
Basic loading guidelines for socket outlets:
500 watt socket
1000 watt socket
2000 watt socket
3000 watt socket
PC Computers, TV's, videos, spotlights to 500w & refrigerators
Domestic filter coffee machines & lighting up to 1000w
Kettles* & machinery up to 2000w
Hired coffee machines, machinery 2000w - 3000w
* These appliances are of varying power requirements dependent upon type and manufacturer. It is therefore
essential that the reference tag or plate is fitted to each appliance and under law be read, the loading in watts or
kW (kilo Watts = Watts x 1000) will be stated, and the appropriate size socket ordered.
As the exhibitor, it is your responsibility to order adequate power supply for your stand. Failure to do this
will result in delays on site and could be a fire risk. On site checks will be carried out by the appointed
Health & Safety Officer, as well as the official contractor. In all cases the decision of the Organiser and
its appointed representative is final.
There should be sufficient correctly installed and rated power sockets to preclude the use of extension leads and
long trailing flexes. If essential, extension leads must be correctly fused and limited to one per socket. Multi-sockets
must not be used.
Electrical wiring and fittings to be covered and not hanging down/protruding between adjoining stands.
Enclosed stands
The inclusion of large enclosed areas within a stand should always be avoided & can only be permitted with
the organisers’ prior written permission.
30 Exhibition Timetable
Please refer to the Exhibition Timetable for the build-up, open days 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.
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 organiser’s office if you are in any doubt regarding your allotted floor space.
Fire and Safety Regulations
All stand construction and displays must be made from fireproofed materials and installed to the satisfaction of
the authorities.
Any goods attached to your stand will constitute part of your stand and will be subject to these
regulations.
Timber Used in Stand Construction & Displays
All timber under 1 inch thick must be impregnated (pressure process) to BS476 PART 7 CLASS 1 Standard.
Boards, plywood, chipboard etc must be treated in the same way if they are under 18mm thick. Timber over 1
inch thick need not be treated & MDF is acceptable in most cases.
Treated boards will have BS 476 – PART 7 – CLASS 1 marked on them.
Plastics / Stand Dressing
All plastics must conform to BS 476 – PART 7 – CLASS 1 Fire Regulations. Lexan and Macralon are
acceptable. PERSPEX MUST NOT BE USED.
Artificial plants and flowers which are combustible and give off toxic fumes must not be used for stand dressing.
Silk type flowers are acceptable providing they have been fireproofed to BS 476 PART 7 and are marked as
such. Plastic security night-sheets must also conform to the above standard.
Fabrics Used in Displays
Textile fabrics used for interior display purposes on the stand must be FLAMEPROOFED or purchased already
treated by use of approved chemicals, in accordance with BS 5438 & BS 5852. Certain fabrics need not be
proofed, i.e., wool, twill or felt. Textile fabrics used for interior decorative purposes within stands must be fixed
taut and or in tight pleats (Not Draped) to a solid backing and secured 3 inches above floor level and not
touching any light fittings. Cellulose paints are flammable and must not be used for stand dressing. Only water
based paints must be used.
Glazing
This relates to the panels on staircases and large build panels. They need to conform to the following
regulations:Nominal Thickness
8mm
10mm
12mm
15mm or thicker
Maximum
Panel
Dimensions
1100mm x 1100mm
2250mm x 2250mm
4500mm x 4500mm
No limits
Size
First Aid .
First aid cover is provided by the venue. A fully equipped medical treatment room is located on the Ground Floor
of the main entrance to hall 8 just past the Cloakroom and is manned at all times during show open days. In an
emergency please call T: +31 (0) 205 49 1234
Flooring
Space Only 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.
31 Nothing may be structurally attached to the floor of the Exhibition premises without the written consent of the
Venue. 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.
Floor Conditions/Loading Restrictions
During build up 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.
The floor can withstand a loading of up to 30kN per m2. If you are intending to exhibit heavy items, please notify
the Operations Team and provide details of the exhibit.
Floor loading limits may vary in different parts of the venue. Those using heavy equipment especially lifting
equipment must consult safety staff with regards to safe floor loading limits. Please contact the Operations Team
for confirmation.
Gangways and Emergency Exits
The gangways used in this venue are the minimum permissible by law. Under no circumstances will exhibits, stand
dressings, tables & chairs etc. be allowed to encroach into gangways. Please keep your exhibits inside your
stands at all times.
Doors and gates forming part of an escape shall be provided with a vision panel of clear glazing at sight level with
a zone of visibility of between 500mm and 1500mm above the floor (the exception to this is doors to small
storerooms, where a small panel will suffice) and must be hung to open in the direction of escape, clear of any
steps, landings or gangways. Where necessary doors must be recessed so as not to open onto or obstruct the
required width of any gangway or other escape route. Such doors shall be free from fastenings other than panic
bolts in accordance with BS EN 1125.
Bridging and carpeting over gangways is not permitted, please contact the organisers for further information before
any arrangements for your stand are made.
Hanging Wires
Hanging wires are not to be left hanging below head height and must be marked with hazard tape.
Hazardous Substances
Hazardous substances are not to be brought into the halls unless essential. The use of hazardous substances
must be subject to a COSHH assessment. Exhibitors must declare the use or display of hazardous substances as
a special risk.
Health & Safety
Please refer to the Health & Safety section for full details of Health & Safety regulations that needs to be adhered
to.
Height Limit
The overall height limit of standfitting for stands is 4m from the floor level. Requests to exceed this height will only
be considered provided that they are submitted to us in writing and accompanied by full technical drawings and
structural calculations. Any construction over 4m is classified as a complex stand and charges will be made for
Structural approval.
Double deck stands and platforms over 600mm are not permitted at Helitech International 2014.
Please be aware all space only stands must be dismantled and removed by midday on Saturday 18th October
2014, including waste. Only submit plans for stands that are over 4m with a thorough method statement if you
believe this can be achieved in the time frame available.
For submission of stand plans please refer to the Stand Plan Submission
Hot Work Permit
All hot works are subject to a hot working permit obtainable from the Organiser’s Office on-site.
Internet Access & Communication Services
Amsterdam RAI Exhibitor Services offer a wide range of communication services including telephony,
Internet, data networking, ISDN and facsimile rental all of which can be ordered for your stand. Please note that
they are the official supplier of IT services and no other provider is permitted to be used.
32 It is also not permitted for exhibitor/contractors to bring and install their own wifi hubs on their stands. Please do
discuss your requirements directly with Amsterdam RAI Exhibitor Services and they can offer advice and support
on the best solution for your IT needs. Please note that Amsterdam RAI Exhibitor Services reserve the right to
remove/block any unauthorised wifi hubs.
Please complete the IT & Communications order form contained within the Amsterdam RAI Web shop.
Lifting and Logistics
The official Lifting and Logistics contractor will be the only company permitted to operate forklift trucks and cranes
in the halls.
The use of vehicle mounted ‘HIAB’ type cranes and self-drive lifting equipment and de-mountable forklift trucks will
not be permitted within the halls or offloading areas.
EFI will be happy to provide you with advice and a quotation for your requirements.
Exhibitors planning to transport their goods through an international courier are recommended to use the services
of EFI who have special facilities in place for the event.
LPG
All non-mains Flammable Gas including Compressed Gas & LPG (Liquefied Petroleum Gases -Propane, Butane,
etc) is prohibited on the premises at all times unless the venue is satisfied that exceptional circumstances apply
and its prior consent is obtained.
Maintenance
Under no circumstances will maintenance work be permitted on stands during the exhibition open hours.
If at any time during the exhibition open days you need to carry out maintenance work on your stand after the
exhibition has closed please apply to the organisers by 14:00 hrs on the same day.
Mobile Exhibition units/trailers
Mobile Exhibition units, caravans or similar vehicles are not permitted without prior written consent from the
Operations Team.
Organiser’s right to change stands 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 Operations
Team to obtain the latest version of the exhibition floorplan.
Platforms & Ramps
All stands with a platform that exceeds 13mm in height should incorporate a ramp for disable access with a
minimum unobstructed width of 1.5m - please refer to the Equality Act section. Amsterdam RAI also
recommend for stands with platforms over 100mm the entire floor should have ramped edging.
Please note for stand that are exhibiting helicopters or heavy machinery the platform is required to be reinforced
and evidence of this needs to be provided to the Helitech International Operations Team.
PPE Clothing
It is a required that for all personnel accessing Hall 8 during build up on Saturday 11th October and Sunday 12th
October and breakdown from 2000hrs on Thursday 16th October – Saturday 18th October 2014, that steel toe
caps are worn. If you arrive without this you will not be able to access the Hall, however please note that there is an
onsite shop where you can purchase these items.
For stands that are working at height it will also be a requirement for you to wear hard hats during this time. The
Organisers will confirm whether this will be the case on receipt of stand plans, however if not notified previously
and requested onsite this will need to be adhered to otherwise all personnel will be requested to leave site and will
be able to return once the relevant PPE is being used.
Please note that on Monday 13th October PPE clothing is NOT required due to high risk work being limited on this
day
33 Rigging
If you require rigging services then please contact Amsterdam RAI Exhibitor Services.
Or alternatively complete the Rigging form contained within the Amsterdam RAI Web shop under the rigging
section.
The maximum height for rigging is 6m from the floor of the hall to the top of the rigged item. If you would like to
exceed this height then please send through your request with detailed drawings to the Helitech International
Operations Team.
Risk Assessment & Method Statement
All contractors/exhibitors are required to submit a full risk assessment and method statement for the design,
construction and arrangement of their stand. These documents must be submitted along with stand plans and no
approval will be given without this information.
If you require help in producing a Risk Assessment or Method Statement, please do not hesitate to contact the
Helitech International Operations Team.
Service Points
All services will reach your stand through underfloor service points. Please contact the Operations Team for a
detailed stand plot.
Signage
Signage and graphics are not permitted to overlook other stands where there is a dividing wall or to overhang
gangways.
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.
Space Only stand Designs
If you are a space only exhibitor and are looking for a stand designer, please see below:-
SMARTSPACE
Operations Department Reed Exhibitions
T: +44 (0) 208 439 8856
E: smartspace@reedexpo.co.uk
For more information on the service Smartspace can provide please visit: www.reedsmartspace.com
Stand Number Panel
A stand number panel must be displayed on every open side of the stand to aid visitor navigation around the show.
Storage
No excess stock, literature or packing cases may be stored around or behind your stand. If you need help with
storing freight cases, cases or large quantities of packing materials, please contact the official freight and storage
contractor, EFI Logistics, details of which can be found within the Deliveries, Storage and Lifting section.
The EqualityAct
It is the exhibitors responsibility to remove all barriers to service and comply with The Equality Act. Where
exhibitors have a platform on a stand 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
34 convenience of disabled people
Vehicle Access Restrictions
Please ensure that you have read through the vehicle access restriction timetable. We have to strictly control
vehicle access to loading area P5 due to this also being used as a heliport at set times during build up and
breakdown. Please therefore ensure you also complete the Traffic Permission Form.
Vehicles for Display
Please notify the Operations Team in writing if you wish to display a vehicle on your stand. The following
precautions must be followed when displaying a vehicle:
The following regulations need to be adhered to when having a vehicle on the stand:Fuel tanks and fuel hoses have been drained as far as possible and the tanks are effectively and
permanently sealed off
Battery clamps must be loosened and plastic sheeting must be laid under the sump to provide for the
eventuality of oil leakage.
If you planning to exhibit a helicopter on your stand then please inform the Operations Team immediately and
refer to the Exhibit of Helicopters section.
Walling In Open Sides
Long runs of walling along perimeters of stands are not permitted. Just 50% of an open side is permitted to be
solid walling. Where long runs of walling are present along open sides they must be relieved by display items. Any
walling exceeding 50% of any open side should be set back 0.5m from the open perimeter
Water features
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.
If you are intending to have a water feature on your stand please inform the Helitech International Operations
Team and ensure you have completed the Liquid Permit form contained within the Amsterdam RAI Web shop
under Safety and Permits.
Water and Waste
If you require water or waste on your stand please contact the Amsterdam RAI Exhibitor Services department:- T:
+31 (0) 205 491 928
E: exhibitorservices@rai.nl
Or alternatively please complete the water supply form contained within the Amsterdam RAI web shop
Waste
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.
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.
All waste must be removed from the exhibition hall.
Helitech International is working to increase the volume of waste that is recycled rather than going to landfill.
Therefore all exhibitors and contractors are requested to:
1.Only bring standfitting, 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.
If you need to order waste removal during build up and/or breakdown then please complete the container removal
forms contained within the Amsterdam RAI web shop.
35 Working at Height
Working at height is to be in accordance with LOLER and the Working at Heights Regulations. As such, all
working at heights is subject to risk assessment.
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)
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.
Work Equipment and Tools
Exhibitors and contractors have duties under the Provision and Use of Work Equipment Regulations 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 form 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. 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 & 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 or feel free to seek advice from the Operations Team.
36 Health & Safety Regulations
Overview - It is very important that you read this section
We appreciate that some of you may have limited experience with regards to the legal and practical aspects of
health and safety management. This section is designed to give you sufficient guidance to discharge your
responsibilities. Guidance, however, can only go so far and you have a legal duty to ensure that your operations
do not compromise health and safety. Failing to do so can lead to prosecution and other legal sanctions. If you are
unsure you are urged to contact the Helitech International Operations Team. Please do not leave health and
safety issues to the last minute. The earlier we have your information the better the support we can give you.
If you would like to view the general health and safety site rules with regards to safe working then click here. For
the emergency procedures then click here.
Policy Statement
Reed Exhibitions aims to set the benchmark standard for managing health and safety in exhibitions. This is not
only our moral and legal duty, but it is commercially important for the success of every event. We recognise that
our exhibitors rely on us to provide a trading environment on the exhibition floor that is safe and without risks to
health. We also recognise that running a public event places a special responsibility on Reed Exhibitions and
extends our duty of care not only to our staff but also to exhibitors, contractors, venue staff and visitors. The
Exhibition Director is ultimately responsible for health and safety at the Show. To ensure that all Reed’s health and
safety obligations are met, the Exhibition Director supported by the operations team will:
‐
‐
‐
‐
‐
‐
‐
Allocate sufficient resources to meet health and safety objectives
Provide adequate control of health and safety risks arising from our work activities
Consult with the venue, exhibitors and contractors on matters affecting health and safety
Provide relevant health and safety information to employees and others
Ensure all employees are competent to do their tasks particularly with regard to health and safety training
Ensure so far as is reasonable that the contractors we engage for the show are competent
So far as is reasonably practicable prevent accidents and cases of work related ill health and maintain
safe and healthy working conditions.
Risk Assessment
Reed Exhibitions has carried out suitable and sufficient assessment of the risks associated with this event, details
of which can be obtained from the organiser’s office if you so require. However, general risks associated with any
exhibition are as follows:
‐
‐
‐
‐
‐
‐
‐
‐
‐
‐
Multiple contractors working in a single workplace
Fall from working at heights and working on a live edge
Objects falling from height or loads falling from vehicles
Impact injury from moving vehicles
Structural collapse of seating or an exhibition stand
Outbreak of legionnaires disease from a water feature
Food poisoning incident from temporary catering outlet
Fire
Major incident and civil emergency
Excessive working hours
‐ This is an overview and by no means a comprehensive account of the risks involved at this event. It is the absolute
duty of all parties to ensure that under the Management of Health and Safety at Work Regulations and other
legislation suitable and sufficient risk assessments are conducted on all significant risks. The Management
Regulations and associated guidance also requires that risks should be mitigated with a view to achieving
maximum reduction in the level of risk within the bounds of what is reasonably practicable. In general terms,
emphasis should always be placed on eliminating or reducing risk at source. It must be remembered that personal
protective equipment is usually a control of last resort.
If you require a risk assessment template then please click here to contact the Operations Team. There’s also
extra reading material from the HSE website in the form of the 5 Steps to Risk Assessment.
Exhibitors' and Contractors' Legal Duties
As an exhibitor or contractor you have a legal duty of care for the safety of anyone who may be affected by your
activities. You are ultimately responsible for all aspects of safety on your stand or work area during the build up,
the open period of the show and during the break down. Where exhibitors contract out the building and finishing of
stands you are still vicariously responsible for the activities of your contractors. You can discharge your duties by
ensuring that you do the following:
37 ‐
‐
‐
Appoint a competent person to be responsible for health and safety on site. You MUST carry out suitable
and sufficient risk assessment of all your activities and obtain relevant risk assessments from your
contractors or sub-contractors. Exhibitors must obtain supporting method statements for the building
and demounting of your stand. If you have a shell scheme stand the organiser has obtained the shell
scheme contractor’s risk assessment so you don’t need to worry about this.
Ensuring that your staff and sub contractors’ staff working on site are informed of the site rules and health
and safety arrangements which are detailed below and you must ensure so far as you reasonably can that
they follow them.
Ensuring that all your staff, contractors’ and sub contractors’ staff are familiar with the venue’s emergency
procedures which can be found clicking here.
Stand Designer's Legal Duties
Stand designers have a legal duty to ensure that the stands are designed to be fit for the purpose
intended, structurally sound and safe to build, use and demount without any undue risks.
Items to be submitted to Reed Exhibitions by Exhibitors
‐ The name of your nominated health and safety representative on site
‐ A copy of risk assessments and method statements covering the build up and breakdown of your stands
(Not required for shell scheme stands).
‐ A copy of your stand plans showing dimensions and elevation. (not required for shell scheme stands).
‐ Notification and supporting risk assessments for any activity on your stand that represents a significant
risk. This includes but is not limited to the following:
• Flammable substances or naked flame o Pressurised gases such as LPG
• Hazardous chemicals and substances o Ionising radiation
• Water features o Demonstrations
• Visitor treatments - e.g. massage
Items to be submitted to Reed Exhibitions by Organiser’s Contractors
‐ A suitable and sufficient risk assessment of activities on site supported by relevant documentation. Note
this must be specific to the show, i.e. not generic, and specific to the work activities performed by the
contractor
‐ Name and contact details (including out of office telephone details) of the nominated health and safety
representative on site
‐ Organiser’s contractors involved in stand construction activities such as feature building should comply
with the requirements for exhibitors with regards to stand building
38 Emergency Procedures
Evacuation or partial evacuation is on the advice of the Venue. Should an emergency occur that necessitates an
evacuation, an announcement will be made over the PA system. Exit the building immediately via the nearest exit
point and make your way on foot to your closest Assembly Point shown on the Show Plan. Please refrain from
using mobile phones at this time.
Whilst at the Assembly Point you will be kept informed of developments. When the emergency has ceased you will
either be invited to return to the exhibition to resume normal business or advised to return the next day – in which
case you will not be permitted to return to the exhibition to collect vehicles, bags, briefcases etc.
Please find below some tips for your pre-show team briefings (you will get a reminder on site by means of a stand
drop.
Accidents
If you are involved in or witness an accident, however small, at any point during your time on-site, it is your
responsibility to report it to the Organiser’s Office
The Medical Centre located on the Ground Floor of the main entrance to Hall 8 just past the Cloakroom, can be
contacted via an internal telephone, a member of the security team or the organiser’s office. All medical
emergencies must be reported to Amsterdam RAI Security who will contact the relevant authorities. The contact
number for RAI Security is:Emergency Number: +31 (0) 20 549 1234
Fire
To be safe in case of fire you should ensure that you know:
•
•
•
•
How to raise the fire alarm if you discover a fire
Where the fire escapes and evacuation points are
What the fire alarm / call sounds like
The location of your fire assembly point If you discover a fire:
•
•
Operate the nearest fire alarm
Phone the RAI Security - Emergency Number +31 (0) 20 549 1234 and specify the location
and nature of the fire.
ONLY attempt to fight the fire if safe to do so
•
Suspect Packages
It is important to make constant checks to your stand to ensure that no unidentifiable packages, cases or bags
have been deposited. If you discover a suspect package you should:

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
Phone RAI Security on +31 (0) 20 549 1234
Give a full description of the package and its location
DO NOT approach, touch or move the package
DO NOT use a mobile phone within 10 metre radius of the package
39 Security
Whilst every precaution is taken to ensure the safety and security of personnel and equipment and the premises
are patrolled day and night, we cannot accept any responsibility whatsoever for any injury, loss or damage or any
consequential losses which may befall on your personnel and their
property.
We recommend that valuables, particularly those of a portable nature such as Laptops, DVD players etc, are not
left unattended on your stand at any time. Please remember that during the breakdown period, the exhibition hall
in effect becomes a building site with contractors allowed on the site; please be extra vigilant during this time. If
you think you may need storage for a particular length of time, please contact the Security Manager or the
Organisers office on site and we will try to accommodate your needs.
Denying access to the professional thief is obviously a primary objective and to this end the control, issue and use
of exhibitor and contractors passes is an important aspect - particularly during build up - ensuring that they are
only issued to people who can identify themselves as being bonafide. Static
guards at points of entry checking I.D. combined with patrolling security guards in and around the halls combine to
prevent and discover any unwelcome guests.
Exhibitor badges are essential for open days, unfortunately no badge no entry! During the build up and breakdown
period all contractors, courier drivers, helpers etc must have a contractor badge - these will be issued either by
security or from the Organisers' Office. If there is an incident on your stand resulting in the loss of property, 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 your
insurance claim being made void.
SIA and You!
Under the Private Security Industry Act 2001 those that provide and/or carry out the activities of a security guard,
under a contract for services, will require an SIA licence (Security Industry Authority). Guarding activities that are
defined as licensable under the Private Security Act 2001 are:
‐ Guarding premises against unauthorised access or occupation, against outbreaks of
disorder or against damage
‐ Guarding property against destruction or damage, against being stolen or against
being otherwise dishonesty taken or obtained
It is the responsibility of the individual and his/her employer to ensure that licences are held by those carrying out
licensable activity.
It is a criminal offence for any individual to undertake licensable activity, or to supply an individual to undertake
licensable activity, at an event without the appropriate licence.
There are no objections to you supplying uniformed security guards on your stands throughout the tenancy,
provided we are informed in advance, as we will need details such as the company you intend on using, how many
hours, details of their insurance and SIA numbers. With this in mind we would highly recommend that you use the
Official Exhibition Security Contractor, please contact the Operations Team for further information.
General Security Tips for Exhibitors
When planning your stand and briefing your staff please consider and advise them the following:
1. Evacuation procedures - what they should do and where their rendezvous points are - please refer to the
Health and Safety section of this manual for detailed plans.
2. In the event of an incident at the show or within Amsterdam that results in your team not being able to
make it home - please consider a contingency plan - have hotel numbers to hand, taxi details etc.
3. Security measures
a. Never leave your stand unattended
b. Check your valuables: Do you need them all on site or could some items be left at home?
c. Laptops - please make sure they are secure and take home each evening
d. Leads - keep them safe - these are your new customers!
e. Check your stand each morning that it is how you left it - making sure no strange bags or
packages have appeared
f. During the day be aware of your space - report anything or anyone suspicious to security
g. At the close of the day - tidy and check your stand again
40 Order Forms
The ordering of the following items needs to be done through Amsterdam RAI Web shop online. Please click here to be
directed to their website or alternatively you can contact them on:T: +31 (0) 205 491 928
E: exhibitorservices@rai.nl
‐
‐
‐
‐
‐
‐
‐
‐
‐
‐
‐
‐
‐
Audio Visual
Catering
Cleaning & Waste Removal
Electricity
Floral
Hosts & Hostesses
Internet
Nameboard Form (under shell scheme section)
Parking
Rigging
Shell Scheme Accessories (under shell scheme section)
Set Up & Dismantling Badges
Water & Waste
For other services please use the forms below:Europa International – Furniture Order Form
EFI Full Shipping Instructions
EFI – Tariff of Charges
Amsterdam RAI Exhibitor Services Stand Constructor Form
Traffic Permission Form Furniture Package Form
Shell Scheme Specifications Sheet
41 HELITECH INTERNATIONAL 2014
14-16 OCTOBER 2014
DEADLINE 30th SEPT 2014
FURNITURE / EUROSYSTEM ORDER FORM SECTION – ON HIRE
QTY
COLOUR
REF
DESCRIPTION
UNIT PRICE
TOTAL
Please state colour preference where applicable.
You must insure against loss or damage 5 times hire cost
LATE ORDER SURCHARGE APPLIES 14 DAYS PRIOR TO THE EVENT – ADD 15%
VAT IS APPLICABLE TO EVERYONE UNLESS
You are an EU Company outside the UK, a VAT number is required. Non-EU
companies must provide letterhead or proof of business
This must be supplied at the time of order.
*PAYMENT DUE 14 DAYS PRIOR TO DELIVERY
Company
…………………………………………………………..
Contact
Name………………………………………………………..
Invoice
I have read and accepted the conditions of hire overleaf
Signed……………………………...Date………………..
…………………………………………………………………………
…………………………………………………………………………… Post
Email
VAT NO ……………………....
address………..………………………………………………….
Tel no. ………………………………. ……………..…………...........
Fax
no.
P.O
No
…………………………………………..….…………..........
[if
required]…..………………………………………………
Stand No…….…………...… Hall ...………...…………..
42 VAT @ 20%
*Total £
Address……………………………………………………..
Code………………………..
Furniture £
Please complete the following if you wish to pay by
credit card:
Please debit my Maestro, Delta, Amex, Mastercard or Visa
Expiry date
/
We will contact you to obtain security code or issue no
Cardholders Name.……………………..……………………………
Company Name....…..……………………………………………….
Bank details: HSBC Bank plc, 141 High St, Beckenham, Kent
BR3 1BX Sort code: 40-09-25 Account no. 31466844
Swift code: MIDLGB 22
IBAN NO GB70MIDL40092531466844
CHEQUES SHOULD BE MADE PAYABLE TO
EUROPAi NTERNATIONAL AND DRAWN ON A U.K.
CLEARING BANK.
PLEASE INCLUDE YOUR PAYMENT IN FULL WITH THIS ORDER.
UK VAT No.205 3716 90
43 CONDITIONS
HIRE
1.
2.
3.
4.
5.
6.
OF
7.
Europa International herein after the company
let furnishings on hire only on the following terms
and conditions and will not accept or be bound
by other conditions so far as they conflict with
the following.
The period of hire commences from the time of
delivery to the person destination or site
indicated on the order form from the hirer or
where ordered on the telephone by the
instructions of the person placing the order. This
shall continue until the furnishings (comprising of
furniture, carpet and modular) are accepted
back by the company. RISK OF LOSS OR
DAMAGE will be on the part of the hirer
throughout the period of the hire until collected
or delivered back to our premises.
The hirer shall rent the furnishings at the rates
quoted by the company or any subsequently
increased rate in force at the commencement
of the hire period. The company reserves the
right at any time without notice to increase
charges (particularly where there is a change in
the value of the pound sterling). The hirer
undertakes to fully insure all furnishings for the
hire period plus at least 3 days prior and 1 day
after the conclusion of the event for a sum of
not less than five times the hire price.
The hirer shall provide at the specified
destination a duly authorised representative to
accept the furnishings and to give a written
receipt. If the hirer fails to provide for this the
company shall issue a delivery note to the hirer
as conclusive proof of time and delivery by the
company.
The company rents furnishings in good order
and condition. The receipt signed by the
representative of the hirer or in the absence of
such a receipt the company’s delivery note
shall be conclusive evidence of such good
order and condition unless at the time of
delivery or within 24 hours the hirer shall notify
any defect to the company by telephone or fax
whereupon all responsible efforts will be made
to rectify the problem. The hirer undertakes to
take care to avoid damage or theft of hired
items and to take all reasonable steps to keep
and return the furnishings to the company in first
class condition. If items of furniture are broken,
damaged or lost then the hirer is liable to repair
or replacement costs as agreed between
Europa International and the hirer. NOTE: - We
reserve the right to upgrade or change any
item that is out of stock.
The company will endeavour to effect delivery
of hired furnishings at the time indicated by the
hirer but will not under any circumstances be
liable for any delay in delivery caused by
circumstances beyond the company’s control.
Liability for any delay in any case will be limited
to the refund of any hire charges already paid
44 by the hirer relating to periods of non-delivery or late
delivery.
Instructions of the hirer (different from those on the
requisition) cannot be carried out unless
given in writing to the company 7 days
prior to action required and accepted
by the company in writing. The company
shall not be liable for any failure to
under
this
perform its obligations
Agreement
due
to
circumstances
beyond the parties' reasonablecontrol
including, but not limited to, acts of God,
war, government regulations, disaster,
epidemics,
quarantine
disease,
restrictions, terrorist actions, strikes,
civil
disorders,
curtailment
of
transportation
facilities
or
other
emergencies that make it illegal or
impossible for a party to perform its
obligations under this Agreement. At the
discretion of the company a charge of not
less than 25% may be made on all
orders cancelled prior to delivery. For
on-site cancellations where delivered
correctly NO refund will be issued.
8.
If the hirer fails to make available for
collection the furnishings at the end of the
hire period the hirer shall be liable to pay
loss of hire charge at a pro-rata rate until
such time as the furnishings are returned
to
the
company
or
notifies
the
company by recorded delivery of the
loss of furnishings.
9.
The hirer will be expected to empty all
lockable items of their property at the
close of show. The company cannot be
held responsible for goods left in said
items and removed to effect collection.
10. The furnishings shall remain the property
of the company and the hirer shall at all
times keep the furnishings in their
possession and free from any lien charge
or other encumbrance whatsoever. The
period of hire shall cease forthwith in
the
event
that
any
winding
up
procedures (compulsory or voluntary)
are commenced in respect of the hirers
business or if any receiver trustee or
liquidator is appointed of the hirers
business or of any substantial part of its
assets.
11. CARPETS & TILES. - All skirting to platforms
must be removed to allow carpet to be
fitted over the edge. Extra cutting due to
machines, stand building etc. plus any
damage to carpets or tiles: - i.e. oil, ink,
ripping etc. we reserve the right to charge.
Fitting to design or walls will be charged as
extra. All carpets (not tiles) are laid on an
outright sale basis unless arranged
otherwise.
No liability shall be attached to Europa
International for:
(1) Skirting which has to be removed
for the purpose of laying carpets.
(2) Loss or damage however caused to
customer’s own goods.
(3) Any dilapidation for fixing to hall floors
(we use low tack tape, as
specified).
12.
45 All carpets are charged by using full widths of
carpet (normally 4 metres wide) in the most
economical method.
Hire period is up to 7 days and thereafter a
supplementary hire charge may be applied on a
daily pro-rata basis. Prices include delivery and
collection within the UK where we are the
appointed contractor. On international and other
events there may be a delivery charge, subject to
value, which we will inform you of before
processing the order.
Shipping Instructions
Helitech International 2014, Amsterdam RAI
EFI Customer Service Team
Tel: +44 1444 871314
E-mail:
jake.head@efilogistics.com
colin.huckle@efilogistics.com
ashley.head@efilogistics.com
On line:
www.efilogistics.com
www.efilogistics.com
www.efilogistics.com
46 Shipping Instructions
Helitech International 2014, Amsterdam RAI
Introduction
The organisers have appointed EFI Logistics as official freight forwarder, customs agent and
on site materials handling company for Helitech International 2014. We are here to help you
move materials into and out of the show. Please read these instructions carefully. If you have
any questions at any time let us know and we will do our best to help you.
Order Services
We strongly advise booking services in advance. There are additional charges for late or
on site orders. Please use the service order form provided. This should be completed and
returned to EFI not later than Monday 22nd September 2014
Arrival Deadlines
All shipments for Helitech International should arrive at the appropriate Port, Airport or directly
into our advanced receiving warehouse no later than the dates shown below:
Sea freight shipments to European Port
Monday 29th September 2014
Air freight shipments to Amsterdam (AMS)
Monday 6th October 2014
Road freight shipments (to advanced warehouse)
12:00 Thursday 9th October 2014
Arrival after these dates may incur additional costs. Whilst every effort is made to ensure the
timely arrival of materials to the show site, EFI do not guarantee delivery in the event of
shipments arriving after these deadlines.
Please note shipments must be sent FREIGHT PRE-PAID.
47 Advanced Receiving Warehouse
EFI can arrange collection from your premises. If you prefer to use your own transport we
highly recommend shipping to the Helitech Advanced Receiving Warehouse. There are a
number of benefits for customers using this service including






Use your regular, scheduled carrier
No congestion/ waiting time
Free storage up to two weeks before move-in
Move-in to the venue on first day of tenancy
No overtime charges
‘Pack Up and Walk Away’ service at close of show
Delivery address (shipments accepted Monday to Friday 09:00 – 17:00)
HELITECH INTERNATIONAL 2014 ADVANCED RECEIVING WAREHOUSE
c/o EFI Logistics, Unit 1 Mid Sussex Business Park,
Folders Lane East, Ditchling Common, West Sussex BN6 8SG
Contact: Jake Head
Tel: 01444 871314
Please send your shipment with a delivery note clearly showing exhibitor name, stand
number and HELITECH INTERNATIONAL 2014. EFI can supply pre-printed shipping labels
upon request.
Exhibitors delivering materials direct to the venue must do so as per the official Helitech
move in and move out schedule. Any goods arriving before the official build-up period will
not be accepted. At the close of the show any goods unclaimed by 1500 hours on Friday
17th will be removed at your expense.
Delivery Direct to Show Site
For full loads, unpacked stand materials or large/ heavy exhibits we recommend delivery
direct to the venue in accordance with the official move-in schedule. There is a traffic control
system in place at Amsterdam RAI; your driver must report to Parking Area P15 on arrival.
Don’t forget to book your unloading service in advance (and before the order deadline) to
make sure you get the best possible rate and service.
Delivery address (check the exhibitor manual for times and dates):
Helitech International 2014 c/o EFI Logisitcs
Stand Number, Hall 8
Amsterdam RAI – Report to P15 (Parking 15)
NL-1070 MS Amsterdam.
There are strict traffic controls in place at Amsterdam RAI to accommodate aircraft
movements.
Please ensure your transporter obeys traffic marshal instructions at all times.
48 Packing and Case Marking
All packaging should be suitable for transport and repeated handling including
repacking. EFI recommend bolted, returnable cases for this purpose; nailed / screwed
lids are not suitable as these tend to suffer on opening and can become loose during
transportation. Any damage claims will be declined should the packing be deemed
not adequate for the exhibits.
Wood Packaging Materials from outside the EU must comply with fumigation
regulations and be either heat treated or fumigated with Methyl bromide and carry the
internationally recognised marking. Failure to comply with these regulations could
result in the return of goods to origin at your expense.
Please make sure that each package is clearly marked/ labelled as follows:
Exhibitor Name:
Stand Number:
HELITECH INTERNATIONAL 2014
No. of pieces:
OnSiteMaterialHandling
EFI Logistics is the sole appointed on site lifting and material handing company for this event.
Unloading, delivery to stand and positioning of exhibits must be booked through EFI.
If you have a single exhibit/ piece exceeding any of the following specifications, please
advise EFI ensure access to your area/ timely move-in and that the correct material handling
equipment is available.
Gross weight: 1000 kilos Dims: 250cms (L) x 180cms (W) x 180cms (H)
EmptyCaseStorage
EFI will remove all empty packing materials from the halls prior to aisles and stand cleaning.
Please make sure your cases are labelled with EFI empty case labels, available from our
customer service team on site. All items stored with EFI will be returned to stands after close
of show and once the halls are cleared of visitors. Priority cases will be returned first,
standard service to start once the priority service is completed.
Once cases are removed to general storage they cannot be accessed so please make sure
your cases are completely empty before you tag them for removal. EFI offer an accessible
storage option for items that need to be accessed during the show days (such as tools).
Empty packing materials found stowed on or around the show site will be either be destroyed
or removed and stored by EFI at the cost of the exhibitor. Storage of empty packing on the
show floor is strictly forbidden.
49 International Shipments
EFI will help you with your international shipment. We will collect the shipment from any
location worldwide through our experienced Service Partner Network. For further details
please contact Colin Huckle at the EFI Customer Services Team.
We strongly recommend that you book your shipment into the EFI system. This will save time,
expense and provide you with a quality service. When you arrive at the show, EFI will be on
site and available to assist you.
International shipments for HELITECH INTERNATIONAL 2014 must be consigned as follows:
Consignee:
Fairexx Logistics
De Trompet 1540
1967 DB Heemskerk
The Netherlands
Tel +31 251 250060
Fax +31 251 250065
Notify:
Helitech 2014
Exhibitor:
Stand No:
Customs
EFI operate a Temporary Import Bond (TIB) for this event.
This allows the temporary admission of exhibit materials for display purposes, avoiding
payment of duty or import tax. To ensure that this bond is protected and all shipments are
correctly re- exported all shipments entered under this bond will be exported by EFI.
We cannot hand over shipments under our bond to a third party forwarder.
For all non- EU goods, Customs require that all importers/ exhibitors complete the attached
Customs Statement on your letterhead and originally signed and dated.
For goods by sea or air the BL or AWB number is needed.
Please remember that Customs have the right to inspect your shipment at any time and may
also re-assess the value of your shipment if they feel it is below market value. Customs
officers may also be present at the show site.
Send Your Pre-Alert to EFI
Please ensure details of your shipment (i.e. ship name, arrival date, port
of arrival, flight, airway-bill or bill of lading) are sent to EFI before your goods arrive.
Fax +44 1444 237749 or email jake.head@efilogistics.com
50 Courier Shipments
When choosing your carrier please check that they can effect temporary customs clearance.
We receive calls from companies who have shipments landed but cannot clear the
consignments. EFI operate a special Temporary Import Bond for exhibition cargo which allows
temporary importation without payment of duties and taxes. Other companies can perform
clearance but you may be charged duties and taxes. Often shipments are handed over to us
but only after delays and extra expense to you
We do not recommend shipping exhibit material to an international trade show via couriers.
Experience shows that courier companies struggle with the customs requirements and delivery
demands at exhibitions.
If you do use couriers please make sure your onsite representative has the following
information with them to allow them to track your shipment:
- Name and local contact number for the courier company
- Tracking number/ airway-bill number for the shipment
To avoid problems on site make sure your consignment is consigned directly to EFI
Documentation
Commercial Invoice/ Packing List
For exhibitors within the European Union, a packing list showing contents per case / package
is sufficient.
For exhibitors outside the EU, a full commercial invoice & packing list is required. EFI
require four (4) copies, each originally signed by an officer of your company. This should be
completed on your company headed paper, addressed to your company, at your stand, at
Helitech International 2014, showing place and Country of origin. The document must show a
detailed list of items included in your shipment, with a value in pounds sterling against each
item, and a total shipment value shown. A sample invoice is available from EFI on request.
Please note the following details required:





For stand fitting goods it must be indicated what material items are made of.
For electrical items or computer equipment the make, model and serial number
must be indicated.
The quantity of each item must be listed incl. brochures and giveaway items.
A value (show currency) must be indicated against each item, and a total shipment
value shown.
The clause “No commercial value” cannot be used.
A separate invoice form is required for each category of materials:
1.
2.
Goods to return to origin after the show.
Goods that remain in Europe (this includes giveaway items, brochures etc.)
51 Hazardous/ Restricted Items
The shipper is responsible for providing EFI with any relevant hazardous goods declaration forms
or copies of export / import license documents for dangerous or restricted articles. We cannot
complete these forms on your behalf.
Failure to declare such goods may result in penalties or claims, which will be for the account of
the shipper. Hazardous of restricted goods must be packed according to IATA/ carrier
regulations.
Return Shipments
Throughout the show you will be invited to instruct our onsite personnel regarding movement of
your goods following the show. However, if you know beforehand how your goods will return or if
they are to be forwarded to another event, then it would be appreciated if you could complete and
return the Return Shipping Form to our customer service team.
You can send return instructions to us at any time via e-mail: jake.head@efilogistics.com
Terms and Conditions
All business of whatsoever nature shall solely be conducted in accordance with BIFA 2005A
standard trading conditions. These conditions have clauses that may limit or exclude our liability.
The terms in full can be downloaded from our website at http://www.efilogistics.com
OVERSEAS AGENTS
EFI work with service partners/ agents in over 60 worldwide locations to provide regional support
for exhibitors. Contact Jake for details of your closest EFI Service Partner.
If you have any questions at any time regarding shipping to
Helitech International please contact our Helitech International
team. We will be pleased to help you.
52 FREIGHT ORDER FORM
Order deadline: Monday 22nd September 2014
Helitech International 2014 - Amsterdam RAI
Exhibitor:
Stand No:
Company:
Telephone:
Address:
E-mail:
Town /City:
VAT No.:
State /ZIP Code:
Country:
COLLECTION from
Please insert location address for collection of your shipment
Pleas
e
provide transport to HELITECH INTERNATIONAL 2014 by
Surface transport
Airfreight
Advanced Warehouse we will deliver to the Helitech 2014 Advanced Warehouse by our own carrier
We need the following services from when our shipment arrives in Amsterdam
Customs clearance and transfer to the venue
Courier shipment from arrival at the RAI. Please hold and deliver to our stand when we arrive.
On Site handling unloading, delivery to stand, storage of empty packing
Insurance (check one box):
We have our own Insurance
Priority case storage
We need Insurance Cover for
(show currency & value)
SHIPMENT DETAILS:
Insert details of your shipment here (sizes, weights and description of cargo).Please use separate sheet if necessary
Advanced Payment/ Guarantee Only (Delete as applicable) Required with order. Please complete this section.
Should the terms of the invoice be exceeded EFI reserve the right to debit the Credit Card used as guarantee.
Payment by Credit Card is subject to 3% credit card fee
Credit card details:
American Express
Number: - - - CSC Number (Visa/Mastercard last 3 digits back of Card/ Amex 4 digits front of card)
Cardholder name:
MasterCard
Expiry (mm/yy)
Visa
Signature:
We have read and accept your terms and conditions - BIFA 2005 A
All work is undertaken in accordance with our standard trading conditions (BIFA 2005A). All prices are correct at time of publication and are subject to change
without prior notice. Move-in schedule/ dates/ times per published organiser instructions/exhibitor manual.
All rates are quoted in and shall be settled in Euro. NB payments by credit card will be converted into pounds sterling.
53 Return this form to EFI Logistics. Remember to keep a copy for your records.
1) via e-mail to jake.head@efilogistics.com or 2) via facsimile to + 44 1444 237749
54 Stand constructor form
Exhibition
Exhibitor company name
Date
Stand number
:
:
:
:
We hereby authorize our stand constructor to order and pay products and services for our stand. We agree to
accept financial responsibility for the stand constructor’s payment during the exhibition at Amsterdam RAI **).
Please fill-out the stand constructor details and e-mail this to exhibitorservices@rai.nl*): Company name
stand constructor:
Address: Postal code:
State, City and Country:
Web address stand constructor: Name
contact person:
Phone number contact person: Fax number
contact person: Email address contact
person: VAT number:
Name Exhibitor: Signature
Exhibitor:
Thank you in advance.
Kind regards,
Amsterdam RAI Exhibitor Services
Phone: +31 20 549 1928
Fax: +31 20 549 1964
Exhibitorservices@rai.nl
*) Incomplete forms will not be processed.
**) Amsterdam RAI has a relationship with you as an exhibitor, you are financially responsible for the stand
constructor.
55 TRAFFIC PERMISSION FORM
DEADLINE: 2nd OCTOBER 2014
During the build up and breakdown of Helitech International 2014 it is necessary at certain times to have restricted
vehicle access to the loading bay for the arrival/departure of exhibiting and static aircraft to the show.
Due to the restricted access we will be issuing Vehicle Access Documents and would therefore be grateful if you
would complete the below form to receive this. If you fail to complete the form we are unable to issue a vehicle
access document which could result with heavy delays when you arrive onsite
For exhibitors/contractors bringing materials in a vehicle that is 1.9m in height and under please note that you can
park in parking area P3 which is directly under Hall 8, there are passenger lifts within the car park which can be
used to take goods to Hall 8. However please note that there is a charge for parking in P3 during build up, show
open and breakdown. Please refer to RAI webshop to order parking passes.
Or alternatively if you have small items that require delivery to the event we strongly recommend using
The Advanced Receiving Warehouse option through our official Lifting & Shipping contractor,
EFI Logistics. Further information regarding this service can be found here.
If you require vehicle access to loading area P5 during the show open days then please email the
Helitech International Operations Team with full details of your requirements.
Exhibiting Company Name
Contractor Company Name (if applicable)
Contact Name
Telephone Number
Email Address
Dates & Times for Vehicles Access during Build-Up
BUILD UP
Saturday 11th October
Sunday 12th October
08.00 – 18.00hrs
08.00 – 09.00hrs
09.30 – 18.00hrs
Monday 13th October
08.00 – 14.00hrs
14.30 – 18.00hrs
Vehicle access permitted
during this time.
Vehicle access permitted
only for dropping off
NO VEHICLE ACCESS
during this time.
Vehicle access permitted
during this time.
NO VEHICLE ACCESS
during this time
Please select date/s you require vehicle access during build-up: Saturday 11th October
Time Require access……………………………
Number of vehicles…………………………….
Vehicle Size………………………….................
 Sunday 12th October
Time Require access…………………………….
Number of vehicles…………………………….
Vehicle Size……………………………………
 Monday 13th October
Time Require access…………………………….
Number of vehicles…………………………….
Vehicle Size……………………………………
56 Dates & Times for Vehicles Access during Breakdown
BREAKDOWN
16.00 – 18.00hrs
Thursday 16th October
18.30 – 20.00hrs
20.00 – 22.00hrs
Friday 17th October
08.00 – 14.00hrs
14.30 – 18.00hrs
Saturday 18th October
08.00 – 12.00hrs
Vehicle access permitted for
transit size vehicles and
under. Vehicles bigger than
a transit will have access on
Friday 17th October
NO VEHICLE ACCESS
during this time –
movement of helicopters
Limited vehicle access prior
permission required
Vehicle access permitted
during this time.
NO VEHICLE ACCESS
during this time.
Limited vehicle access prior
permission required.
Please select date/s you require vehicle access during breakdown
 Thursday 16th October
Time Require access……………………………
Number of vehicles…………………………….
Vehicle Size………………………….................
 Friday 17th October
Time Require access…………………………….
Number of vehicles…………………………….
Vehicle Size……………………………………
 Saturday 18th October
Time Require access…………………………….
Number of vehicles…………………………….
Vehicle Size……………………………………
Please provide any special instructions below:-
Please complete and return the form to
heli.operations@reedexpo.co.uk or by fax to +44 (0) 208 334 0649
Once we have received the completed form we will issue your Traffic Access Document 2 weeks prior
to the event.
57 PACKAGE ORDER FORM
Company:
Stand No.:
Name:
Email:
For the maximum convenience, value and flexibility please choose your furniture package and any extras from the list below.
Furniture items are subject to availability. Tables and cupboards may be white, black or beech but will match each other on the same stand. If you have a specific request please indicate it at the
bottom of the form. Wifi is a basic service for email and web browsing only. Wifi is not suitable for video streaming or as part of your product display where a wired connection is recommended. Wifi
performance can be subject to interference and congestion at times and is therefore not a guaranteed service.
Guide:
Indicative furniture
Fits on a..
Contents
6sqm stand
1 x small table
2 x seats
1 x literature rack
1 x bin
1 x 5amp/1kw single
1 FREE wifi connection
9sqm stand
12sqm stand
1 x table
3 x seats
1 x literature rack
1 x lockable cupboard
1 x bin
1 x 5amp/1kw single
socket
2 FREE wifi connections
1 x table
3 x seats
1 x literature rack
1 x lockable cupboard
1 x bin
1 x 5Amp/1KW socket
3 FREE wifi connections
Price
€390
€585
€780
Qty
Please note, if
we do not receive
a specific colour
then the seat
colour will be
either black or
white
Please note, if
we do not receive
a specific colour
then the seat
colour will be
either black or
white
Please note, if
we do not receive
a specific colour
then the seat
colour will be
either black or
white
58 Furniture Style
(please tick one)
Preferred
seat colour









Subtotal
Meeting style (as shown)
Bar style (high table and stools)
£
Lounge style (low lounge seats/coffee table)
Meeting style (as shown)
Bar style (high table and stools)
£
Lounge style (low lounge seats/coffee table)
Meeting style (as shown)
Bar style (high table and stools)
Lounge style (low lounge seats/coffee table)
£
15sqm stand
1 x table
3 x seats
1 x lockable cupboard
1 x literature racks
1 x fridge (not 24hr)
2 x bin
2 x 5Amp/1KW socket
1 x additional spotlight
3 FREE wifi connections
Please note, if
we do not receive
a specific colour
then the seat
colour will be
either black or
white
€975



Meeting style (as shown)
Bar style (high table and stools)
£
Lounge style (low lounge seats/coffee table)
ADDITIONAL ITEMS (these items can only be ordered in addition to, not instead of the packages above)
SEAT to match style and package ordered above
TABLE to match style and package ordered above
LITERATURE RACK to match style and package
CUPBOARD to match style and package ordered
WASTE BIN
SOCKET 1KW / 5Amp (suitable for fridge or screen/laptop)
WiFi connection
€35
€55
€69
€86
€8.50
€200
€57.00
To match
To match
To match
To match
To match
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
n/a
£
£
£
£
£
£
£
Subtotal £
Add VAT (+20%) £
TOTAL PAYABLE £
Please fax this form to +44 (0) 208 334 0649 or email it to heli.operations@reedexpo.co.uk
Pictures above are indicative only, exact styles will vary.
Furniture items are subject to availability and once we have confirmed the items are available we will confirm back to you in writing before invoicing your company.
59 PACKAGE ORDER FORM
Please complete this page and return to heli.operations@reedexpo.co.uk or by fax +44 (0) 20 8334 00649
Exhibitor Name:
Stand Number:
This grid will be used to place all orders on your stand. Ensure you complete the diagram clearly indicating the location of all items included in your package and all heights
of the electrical sockets. 1 x spotlight is provided per 3m linear of fascia with a minimum of 2 x spotlights per stand. For example, if you have a 9sqm stand with open side
you will receive 2 x spotlights.
If you do not complete this diagram or indicate the heights of all orders, items will be placed at our discretion. Subsequent change onsite will be subject to a charge.
Please circle the scale to which you have drawn your stand
1 square =1m
1 square = 2m
KEY
= Spotlight

= 1kw Socket
Please complete this page and return to heli.operations@reedexpo.co.uk or by fax +44 (0) 20 8334 00649
60 SYSTEEMBOUW l Informatie
SHELL-SCHEME l Information
Schappen
Shelves
970 x 300 mm
Wandpaneel
Wall panel
982 x 2312 mm
Berging
Storage
1000 x 1000 mm
Frieslijst / Fascia
2970 mm
Frieslijst / Fascia
3970 mm
3970mm maximale overspanning fries
3970 mm maximum unsupported span fascia
Frieslijst
Fascia
Hoekstand - 3 x 4 meter I Stand - 2 sides open - 3 x 4 meter
Schap 300 mm
Shelf 300 mm
Schap 300 mm
Shelf 300 mm
Schuin schap
Leaning Shelf
Berging rechts gepositioneerd
Storage right positioned
Hoek of tussenliggende ondersteuning t.b.v frieslijst langer dan 4 m
Corner or intermediate support on all frontages in excess of 4 m
Tussenstand - 3 x 4 meter I Stand - 1 side open - 3 x 4 meter
Kopstand - 3 x 4 meter I Stand - 3 sides open - 3 x 4 meter
SYSTEEMBOUW l Paneelmaten
SHELL-SCHEME l Panel dimensions
1970
Paneelmaat: 2312 x 982 mm
Zichtmaat: 2300 x 970 mm
30
970
300 270
Panelsize: 2312 x 982 mm
Visible panelsize: 2300 x 970 mm
100
2970
300 270
2500
2300
3970
300 270
Paneelmaat: 282 x .. mm
Zichtmaat: 270 x .. mm
Panelsize: 282 x ... mm
Visible panelsize: 270 x ... mm
Frieslijst: Standaard in wit
Fascia: Regular in white
CONDITIONS
Hopefully you will find your stand in good condition.
Please observe the do’s & don’ts associated with this system.
The use of the following materials is strictly forbidden on this system:
NAILS / SCREWS / PINS / STAPLES / PAINTING
30
30
Fixing on our panels is permitted with:
DOUBLE SIDED TAPE: PROVIDED BY RAI
PANEL BRACKETS: PROVIDED BY RAI
HANGING CHAINS FOR HEAVY EXHIBITS: PROVIDED BY RAI
There will be finincial consequences if you will ignore our conditions.
Staander: Met paneel
Pole: With panel
61 Wandpanelen:Standaardinwit
Wall panels: Regular in white
All measurements are in millimeters RE
EGLEMENTTEN
Wij hopen daat uw stand in goede orrde is opgeleverd. Houudt u aan dee reglemennten van ddit
syysteem. Hett gebruik vaan de volgeende bevesstigingsmatterialen/ tooevoeginggen is ten sttrengste
veerboden op dit systeem
m:
SPPIJKERS / SC
CHROEVEN
N / PINNEN / NIETEN / SSCHILDEREN
N.
DUBBELZIJDIGE TAAPE: VERSTTREKT DOOR RAI
OPHANGHAKEN: VERSTREKT
V
T DOOR RAI
VRIJHAANGENDE TRRUSSEN: VEERSTREKT DOOR
D
RAI
Moontagevann posters e.d. op panellen is met gebruik vann onderstaaande materialen
toeegestaan:
Alle maatvoeringen
a
n zijn in millim
meters Als u de
d bovenstaaande regleementen niet opvolgt, zijn daar fiinanciële coonsequentiies
aan verbonden.
62