Premier Events has been appointed the official production contractor for the exhibition. If you require any equipment for hire during the show, please contact Premier Events: bootsexpo@premier-ltd.com

The use of helium or balloon gas filled balloons is not permitted.

The ICC Wales underground car park is available for exhibitors to park. This carpark has 2 levels (-1 and -2) along with lift access to the Atrium.

If exhibitors require use of the Loading Bay, they must move their vehicles from the loading bay to the car park as soon as they have unloaded to avoid congestion. Similarly, during derig, exhibitors will only be granted access to the loading bay once their stand is packed down, to keep time spent on the loading bay to a minimum.

No catering is provided for stand builders for the set up day on the 22 September.

Lunch will be provided for exhibitors for the live event 23 September and 24 September. Tea, coffee & water will be provided throughout the exhibition's opening hours.

No person under the age of 16 will be admitted to the venue during the build or break down.

The exhibition rooms will be cleaned, and exhibition stands vacuumed prior to opening each day.

Exhibitors are requested to place refuse for collection in bags and leave them in the aisles at the end of each day.

During the build-up and breakdown periods, all common areas and gangways will be in operation and must always remain unobstructed.

During the exhibition, furniture and exhibits must not project beyond the boundary of your stand. Demonstrations must not cause undue congestion or obstruct common areas.

You will be charged for any damage to the hall or stand area, including the floor, caused by your staff or contractors. Under no circumstances can stand construction, graphics etc. be attached to the fabric of the building.

All exhibits and materials/products (excluding goody bag products) should be brought with you or delivered on Sunday 22 September.

If you are sending anything to the venue using a courier, please complete the Deliveries Form on the Essential Forms page.

All items / boxes will require an event delivery label to be accepted on-site. The delivery label will be attached to your confirmation email that you will receive once you submit the Delivery Form on the Essential Forms page. Please complete the relevant sections on the form before use.

Distributing material such as printed or other cards, circulars or articles, is prohibited unless from your own stand. This includes the gangways surrounding your stand. 

Exhibitors/Contractors who bring portable electrical appliances on-site should ensure they have an in-date PAT certificate.

Please ensure the Electrical Form, located on the Essential Forms page of the site is completed by the deadline date to ensure you have the correct supply provided.

This form is to only be completed by brands not using our Event Partner, Premier Events for their stand build.

Regulations: All electrical work must be carried out in accordance with the electrical regulations laid down by the local authority, IEE, Exhibition Venues Association, the Health & Safety at Work Act 1974, British Standards Institution BS 7671 1992 and the Electricity at Work Regulations 1989.

Please note that all exhibitors are expected to comply with the Equality Act 2010 as far as is reasonably practical. For more information, please contact the exhibition team at bootsexpo@premier-ltd.com.

In brief, exhibitors are responsible for ensuring that the design and construction of their stands provides for increased access for disabled people. This is not only about physical access to the stands for wheelchair users but also includes access to products and written information for people with visual impairments and access to the same standard of service for all other disabilities.

However, it is important to take account of health and safety legislation which has primacy over the disability regulations.

The Law

The Equality Act aims to ensure that disabled people are not treated less favourable by requiring that reasonable adjustments be made to enable disabled people to access the services on offer or that reasonable alternative means are provided; in the case of wheelchair access to a stand this could be achieved by the provision of a ramp but could equally be achieved by ensuring that assistance by suitably trained staff is available at all times.

Getting onto the stand

Exhibitors choosing to incorporate a ramp for wheelchair access must ensure that this complies fully with the requirements set out in this Manual.

Moving around the stand and accessing information

Information and products must be displayed in a position and at a height that can be reached by everyone and to ensure that people can move about the stand with ease; circulation areas between stand displays should be at least 1m wide; goods and products should be placed at a height between 650mm and 1060mm and information displayed at a height between 900mm and 1200mm; where any of these provisions are not possible staff on the stand must be proactive in assisting people to reach the information that they require.

Writing surfaces

The typical height of a counter top is between 1000 and 1200mm which provides very poor access to the writing surface for a range of disabled people; where possible provide a low level counter section at a height of 760mm with a clear 400mm horizontal depth below and a gently raised edge or provide a lightweight clipboard or lap tray for visitors to write on; sufficient lighting should be provided at the counter and this should not be positioned behind stand staff to avoid silhouetting their faces.

Seating

Different sizes, shapes and types of seating should be available since a seat that is too low or too high or has inappropriate armrests or side supports can have an impact on visitor comfort; a variety of seating will accommodate those with differing mobility requirements. Seating arrangements must not obstruct access for wheelchair users or create trip hazards for people with visual impairments.

Flooring surfaces

No single floor finish is universally suitable for all disabled people but care should be taken in the choice of materials; flooring should be slip resistant even when wet, should not be highly glazed and should not create trip hazards at junctions of different materials; carpets should provide a firm surface to facilitate wheelchair passage and excessive use of underlay should be avoided.

Information and signage

The way that information is presented can impact significantly on the ease with which this can be accessed; signs must not create obstructions and glare from lighting should be avoided; avoid the use of high gloss finishes and internally illuminated signs; provide clear colour contrast between text and background and use upper and lower case text in preference to large blocks of upper case.

Colour Contrast

Colour contrast via usage of different colour tones will assist the visually impaired in accessing, moving and identifying exhibits. Reduction and prevention of reflective glare will ease stand accessibility.

Textile fabrics used for interior display purposes on the stand must be flame proofed or purchased already treated by use of the approved chemicals, in accordance with BS5438.

Certain fabrics need not be proofed i.e. wool, twill and 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″ above floor level, not touching light fittings.

When discovering a fire

Raise the alarm immediately via the nearest ‘break glass’ or inform a member of ICC Wales staff. Do not tackle the fire unless you have been trained, it is a minor fire, and it is safe to do so. Always make sure there is a safe exit route before attempting to extinguish any fire. Fire extinguishers and break glass are located next to each Fire Exit.

Fire Evacuation Procedure

When hearing the building evacuation alarm, please make your way to the nearest fire exit and follow instructions as directed by the venue marshals and fire warden. The muster point is the front lawn of Celtic Manor Resort. Please remember that during an evacuation, you should not collect any belongings and will not be able to utilise the lifts. If you are aware of any missing persons, please inform a member of staff.

First aiders will be on-site during set up and throughout the event. If first aid is required, please contact a member of venue staff or security.

Any sub floors should have a contrasting colour to the main event space, which is fully covered in a grey carpet.

There is no furniture provided in the exhibition hall.

You are responsible for arranging any furniture required on your stand.

Please contact bootsexpo@premier-ltd.com if you wish to hire any furniture.

Please note all products to be included in the goody bag need to be received no later than Wednesday 4 September 2024.

As per previous years, we require all barcodes to be struck through/have security marking.

You have been sent a delivery label within our initial communication. Please fill in the blanks and attach to each of your deliveries.

Please note the maximum height of all stands is 4m; all stands must be made good to the rear and sides to their full height if positioned next to another stand.

Anything above 4m will be classed as complex and will need sign offs and approvals for health and safety. Please contact bootsexpo@premier-ltd.com if you wish to exceed the height restriction.

ICC Wales has a guest WIFI network free for all guests to use. To access the complimentary Wi-Fi, the user must enter their name, provide an email address and agree to the Terms and Conditions.

Network name _GuestWIFI

If you intend to play music on your stand during the course of the exhibition, you are required by law to have a music licence.

The Performing Right Society (PPLPRS) Licence

A PRS Licence is required for all exhibitors playing any form of music or publicly available videos such as CDs, DVDs, music video or film and background music. PPLPRS collects royalties on behalf of the composers.

It is your responsibility to obtain a PPLPRS licence, if you would like further information on obtaining the necessary licence, please contact PPLPRS on 0800 015 6454 or go to https://pplprs.co.uk/

Please note that the use of microphones on stands is prohibited. Music or video audio must be kept at a level that will not cause offence or inconvenience to other exhibitors.

Naked flames or flammable liquids are only permitted if they are part of the product being exhibited and only at the discretion of the Venue’s Fire Officer. A full Fire Risk Assessment must be carried out by a competent person on behalf of the Exhibitor, and all safety control measures so required must be in place at the show and the Venue Fire Officer notified. The Organisers must be notified at least 14 days prior to the tenancy, and permission gained in writing.

Any music played or noise generated by any other means must be kept at a level of volume that does not cause disturbance to other exhibitors. 

It is requested that exhibitors notify us of their appointed contractor as soon as possible via the General Information Form, located on the Essential Forms page.

Please note that Exhibitors are responsible for undertaking a suitable and sufficient Risk Assessment with their contractors, specifically for the show.

When briefing your contractor, please ensure that they are aware of the stand building regulations specific to this show.

Plastics used for construction and display purposes (including exhibits) must conform to BS476, Part 7/Class 1 Fire Regulations. Perspex must not be used; other polycarbonates or plastics that comply with BS476, Part 7/Class 1 can be used instead (Lexan and Macrolon are examples of acceptable alternatives).

Please ensure you have read the Health and Safety statement with regards to personal protective equipment. If PPE is required for your element of the event, please ensure you have the correct equipment otherwise your access to the venue may be restricted.

Our Loss Prevention Department has asked that all gifts given to our conference delegates are clearly ‘security marked’ by crossing through the bar codes with a permanent marker/biro. If you prefer, you may also remove the box, or use hi-tack ‘un-peelable’ stickers on the carton marked with training sample etc. As part of our internal security rules we also must issue each delegate with a completed security sheet detailing the exact products they have been given.

During the show open hours, the public-address system is not available to exhibitors or visitors. It is for the sole use of the organisers and venue management for emergencies and official announcements and cannot be utilised for publicity purposes etc. 

You have a legal obligation to build your stand to the required standards as outlined by the Venue, Organiser and Local Authority regulations, some of which are outlined below.

Your site(s) are not provided with any walling. On divided sites, exhibitors are responsible for erecting their own walls. Exhibitors may not use the back of other stand walls without the consent of the Exhibitor concerned. Such walls must be a maximum height of 4m.

1) All stand structures must be completely self-supporting. Suspension may not be made from the roof of the exhibition halls, nor may any fixing be made to the structure of the building. Nothing may be drilled, attached or bolted to the hall floor.

2) Solid runs of stand walls along gangway edges are forbidden. All stands, irrespective of height, must have at least 50% of each frontage either open or fitted with (approved) transparent material with no more than a 4m continuous run of solid walling. Please take neighbouring exhibitors into account when designing your stand.

3) Platforms – the provision of a platform may be regarded as necessary in order to cover some electrical installations and is the responsibility of the exhibitor. The general height of the platform should be no more than 50mm.

4) Open corners of stand floors and platform shall be splayed, rounded or angled, if not protected by heavy exhibits, to avoid sharp corners and tripping hazards. Platform edges must be fully highlighted and the use of the platform must be included in the Risk Assessments.

5) Due consideration must be given to the needs of disabled visitors. If a platform exceeds 38mm, it is recommended you incorporate a wheelchair access ramp. If a ramp is included the gradient must be no greater than 1:12, the ramp must be a minimum of 1m wide and be in a contrasting colour to the rest of the stand floor. It is also recommended that handrails be applied to either side of the ramp to assist the less mobile and prevent slips/trips.

6) All advertising and logos must be within the specified height limits and must not be sited on back of dividing walls, especially where they overhang an adjoining stand.

7) All stand structures, signs, exhibits etc. must be contained within the area allotted and may not project into or over the gangway.

8) All painting on-site must be carried out with water-based paint. Finishes having oil or cellulose base are not permitted to be applied on-site.

9) It is the responsibility of the exhibitor to examine the site allotted pre-show in order to avoid costly adjustments to stand structures from any building obstruction or pillars, for which the organisers cannot accept any responsibility.

10) All work must be carried out using non-flammable material.

11) The Organisers may, at the expense of the exhibitor, remove or alter anything in, on, or forming part of any stand if, in their opinion, it is desirable to do so in the interests of the exhibition.

12) The design of the stand must be such that it can be erected and dismantled within the time available.

13) All doors must have a clear window (min size 250mm x 250mm). If being used by visitors, the door must be min 800mm wide and give a zone of visibility between 900mm and 1500mm above floor level.

14) All glazing used in the construction of stands must be safety glass. It must comply with the current UK Building Regulations and relevant British Standards, including BS6206 and BS6262. Any uninterrupted, large areas of clear glazing shall be indicated so as to be readily apparent (for example by warning stripes, dots or logos). Overhead glazing shall be of wired or laminated glass, or be otherwise adequately protected from shattering.

15) Branding is not permitted on the back of walls overlooking neighbouring exhibitors. Should there be a query regarding this onsite, the Organisers’ decision is final.

16) All speakers are to be positioned within the boundaries of the stand and angled so that they face inwards towards the centre point of the stand. Noise output will be monitored on-site and the Organisers reserve the right to terminate any display causing a nuisance.

17) Barriers are required to protect exposed edges of stairs, landings, balconies and other changes of level exceeding 380mm.

18) Exhibitors are responsible for ensuring their stand contractor employs safe working practices and are aware of their responsibilities under the Health and Safety at Work Act.

19) Lone working, especially after-hours, is not permitted on-site. All persons must have a colleague to assist them where suitable.

If a ramp is not practical or safe, then exhibitors must ensure that compliance measures to the Equality Act are included in the open period Risk Assessment e.g products clearly displayed on the perimeter of stands.

Details of ‘super platforms’ (at a height of 600mm or more) to which persons have access must be submitted to the Organiser for approval of the Authorities. Please note that this is classified as a complex structure, therefore notification must be sent to the exhibition team no later than 2 months prior to the event including full structural calculations.

The flooring must not be less than a nominal 25mm thick. Platforms must be of a strength and stability to carry and distribute the weight of stand fittings, exhibits, stand personnel and visitors having regard to the live loading limits of the floors.

Please also refer to:

- Contractors
- Electrical installations
- Equality Act
- Height restrictions
- Health and safety
- Stand fitting regulations above that apply to all stands within the exhibition

Exhibitors must ensure that they completed the RAMS Form on the Essential Forms Page by Wednesday 4 September 2024

All contractors must also ensure that their risk assessment covers the entire duration of the event i.e. build-up, the open period and breakdown.

To be completed only by brands not using our Event Partner, Premier Events for their stand build.

Whilst every reasonable precaution is taken to ensure the safety and security of personnel and equipment, the exhibition team and venue cannot accept responsibility for injury, loss or damage or any consequential losses which may befall your personnel or their property.

The organisers will implement comprehensive security cover throughout tenancy for Boots Fragrance 2024. The following precautions will help reduce the risk of theft from your stand:

1) Be especially vigilant during the build and break down periods.

2) Ensure that your stand is manned well before the show opens and until all visitors have left the venue at show close.

3) Secure items of value, particularly personal effects, mobile phones, handbags, briefcases, and laptop computers. These items are targets for thieves and should be kept securely.

4) At night, lock away items of value or if possible, take them with you.

5) If you see anything suspicious or anybody acting suspiciously, please report to a member of venue staff or the exhibition team. Inform them of the nature and location of the problem.

We advise you not leave any items unattended on your stand. The exhibition team and ICC Wales cannot accept responsibility for any loss or damage. We strongly advise that you have adequate insurance in place.

In accordance with United Kingdom Law, ICC Wales is a non-smoking establishment. There are designated smoking areas outside which we kindly as guests to use. This also extends to the use of E-Cigarettes.

If you intend to incorporate special effects such as lasers or smoke machines in your display, Local Authority approval is required. Please contact bootsexpo@premier-ltd.com for further advice.

Artificial plants and flowers are combustible and give off toxic fumes and must not be used for stand dressing. Silk type flowers are acceptable provided they have been fireproofed to BS476 (part 7) and are thus marked.

To find your stand number, please head to the Essential Forms page and click on the stand number icon.

You will need to submit your stand plan to us for approval by Friday 6 September 2024 using the stand plan form. We will respond within 3 working days.

Please ensure your stand includes ample storage space within the design as no storage area is provided. All excess stock, literature or packing cases must not be visible to delegates on live days.

Female, Male and Disabled toilets, along with hand wash basins, are available throughout the venue.