Aisles & Gangways

To ensure that physical distancing is able to be maintained at all times, Exhibitors and contractors are not to leave items in the aisles.

Exhibitors and contractors must remove all waste materials other than small items.  Designated emergency aisles must be kept clear at all times - a floorplan of the emergency gangways can be found in the on-site Organisers' office. Please ensure you adhere to these rules to ensure a safe & accessible build up and you must co-operate with our Floor Managers. 

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

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

Alcohol, Drugs & Smoking

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

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

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

Balloons

Helium Balloons, Blimps and Toy Balloons are not permitted.

Banking & Cashpoints

No cash machines at the venue. All contactless.

Car Parking

Visitor parking is available in the underground carparks of ICC Wales with further onsite carparks available to support demand.

Children

Children under the age of 16 will not be permitted in the halls during build and breakdown under any circumstance. 

On event open days, no one under the age of 16 years will be permitted to attend unless they have obtained prior written consent of the Organisers and may be required by the Organisers to be accompanied by a parent or guardian.

Visitors with children will be responsible for their children and will be asked to put their mobile number on a wristband to be worn by the child.

Student groups will only be accepted by prior arrangement with the Show Team.

Admissions Policy

Cleaning, Hygiene, & Waste

Exhibitors must provide hand sanitiser and/or hand washing facilities within the stand design. All high touch points e.g. counters, meeting tables, shared equipment, should be regularly cleaned with appropriate cleaning materials during build, show open, and breakdown. Every stand must have hand sanitiser available for visitors and staff. Details should be demonstrated in their COVID-19 Exhibitor Responsibilities Form

It is essential that all relevant H&S regulations and control measures are in place for the use and storage of hand sanitiser. If you plan to have large quantities over 50L, please contact the organiser. 

Enhance cleaning services can be ordered from the Cleaning & Waste Supplier

ICC wales will ensure all areas of the centre are cleaned and maintained throughout the duration of the event. Individual exhibition stand cleaning is not included. If you wish to order cleaning services for your stand, please contact the ICC directly: businesscentre@iccwales.com

The rate for stand cleaning is £15 per hour with a minimum of 72 hours notice required.

It is your responsibility to maintain your stand in a clean condition at all times. The cleaning of exhibits will remain your responsibility, as will any special services that may be required such as the removal of bulk rubbish. Standfitting materials, carpet, pallets etc. are not included in the cleaning service and must be removed by the exhibitor or contractor. Any costs incurred for the removal of this type of waste will be forwarded to the exhibitor concerned.

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

Cloakroom

There is a cloakroom serve available for all exhibitors and visitors. Please see below the cloakroom opening hours:-

DATE

HOURS

Tuesday 19th Oct

0900hrs – 1730hrs

Wednesday 20th Oct

0900hrs – 1600hrs

Thursday 21st Oct

0900hrs – 1600hrs

 

Please note the cloakroom is on a first come first serve basis and availability can not be guaranteed.

Demonstrations, Live Performances, Entertainment, and Music on Stands

Demonstrations to Groups

E.g. Live cooking displays, Special treatments/ massages /tattooists, Live seminar areas/presentations, Performing acts such as magicians, dance displays, singers, bands and/or musical performance, acrobats, live animal displays.

Demonstrations of this nature create crowds on the stand and often overflowing into the aisle space. These are difficult to manage and therefore, due to physical distancing requirements at this time, they are temporarily not permitted.

Demonstrations to Individuals

E.g. Demonstrations of physical product to a customer

Demonstrations of an exhibitor’s physical product to an individual customer may be permitted subject to approval of the exhibitors plan which demonstrates how they will control and overcome COVID-19 risks. Key factors that an exhibitor must demonstrate in their plan are:

  • How product demonstration will be discreet i.e. to avoid an unintended crowd gathering to watch.
  • Physical distancing (by gap or barrier) between exhibitor and customer
  • Reducing or ideally eliminating physical touch points and shared equipment
  • Sanitising between individuals touching the same equipment

You must also refrain from playing music or broadcast that may encourage shouting or conversing loudly.

Dilapidations

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

Disabled Access & Parking

Please click here for Parking.

For any further information please contact the Venue.

 

Face Coverings

Everyone must wear a face covering in all areas of the venue during build up, open period, and breakdown. Flexibility applies when eating and appropriately distanced in catering outlet seating areas. 

You should provide your own face coverings. This can be a face mask or you may also use a scarf, bandana, religious garment or hand-made cloth covering. Face coverings are largely intended to protect others, not the wearer, against the spread of infection because they cover the nose and mouth, which are the main confirmed sources of transmission of virus that causes coronavirus infection (COVID-19). Face coverings must as a minimum cover your nose and mouth while securely fitting around the sides of your face.

Filming and Broadcasting

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

First Aid & Accidents

First Aid will be available onsite. If you require medical attention please contact the Organisers Office or any member of the exhibition team.

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

PA System

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

Patents & Copyright

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

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

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

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

Promotional Materials

Exhibitors should reduce touchpoints by reducing any promotional material (e.g. product brochure, giveaways and business cards etc) that will have been handled by more than one person. Provide alternatives e.g. send product brochure electronically.

Site Rules

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

Waste

Exhibitors are responsible for disposal of any large waste into the appropriate recycling bins provided in the loading area or into the skip provided.

Water Supply

The ICC does not have a water feed within the main exhibition hall but can provide tanked water supplies. Please speak with the ICC directly to discuss your needs and any costs associated: businesscentre@iccwales.com.

Wi-Fi

The venue offer free public WIFI but it is advised to order your own dedicated WIFI if this is curious to your business. Please speak with the ICC directly to obtain a quote: simon@iccwales.com

All requests for Internet Provision (IT Equipment Hire, Hardwire or Wifi Connections) must be received 28 days before the event.

Any Hardline requests must be used for connecting to a single machine or WAN. It must not be connected to a Wifi Router or sender. If dedicated Wifi above the free wifi is required, It should be ordered as a Premium Wifi Network.