1. General Laws and Regulations, Set-Up and Breakdown
1.1 General Laws and Regulations
The Exhibitor shall observe all laws and regulations laid down by the UAE or local authorities, the fire department and/or other national or local laws or regulations which may apply to the planning, building and fitting out of an exhibition stand or to the staging of an event.
By 25 March 2024 at the latest, stand plans for custom-built stands must be submitted to the Organiser for approval, including floor layout and sectional views showing precise measurements. Applications for permits authorising early access (for the shell scheme) must reach the Organiser by 25 March 2024 at the latest.
1.3 Stand Set-Up and Breakdown
In general, stand set-up and the delivery of exhibits can start one day before the opening of the Fair. Set-up and fitting-out of the stand must be completed on the day before the opening of the Fair and must be cleared of all items not included on the stand. The set-up of shell scheme stands by the Organiser will also be completed by 8 pm at the latest on 28 April 2024. Any changes requested or complaints made can still be dealt with after this deadline. Breakdown of stands and the delivery of packing materials are not permitted before the official end of the Fair at 10 pm on 05 May 2024. Vehicles have access to the Abu Dhabi National Exhibition Centre’s loading area from one specific gate, at 11 pm on 5 May, after which halls and the site are open for breakdown. The halls must be clear of all exhibits, materials, stands etc, by 5 pm on 6 May 2024; otherwise these will be treated as waste and disposed of accordingly at the expense of the Organiser, who will then pass on the cost to the Exhibitor.
2. Vehicle Traffic on the Exhibition Site, Emergency Exits, Safety Equipment
2.1 Traffic Rules
In order to ensure the smooth movement of traffic during set-up and breakdown and for the duration of the Fair, rules for the organisation and direction of traffic must be observed without fail. Parking is available adjacent to the site on a first come, first serve basis.
2.2 Rescue Routes
2.2.1 Fire Fighting Access Zones
Hydrants, the necessary access routes and mobility zones for the firefighting services and routes marked by no stopping signs must be kept free at all times. Vehicles and objects left on the rescue service access routes and safety areas will be removed at the expense and risk of the Exhibitor. Hydrants in the halls and on the outdoor area must not be covered over, obscured or rendered inaccessible in any way.
2.2.2 Emergency Exits, Hall Aisles
Emergency exits are to be kept free at all times. The doors along emergency exit routes must be easily opened from inside to their full extent. Exit doors and emergency exits and signs marking these exits must not be blocked, covered over, obstructed, hidden or otherwise obscured. The aisles in the halls must not be blocked or restricted by objects placed in the aisle or extending out into the aisle. These are emergency rescue routes.
2.3 Safety Equipment
Sprinklers, fire alarms, fire extinguishers, smoke alarms, fastenings on the hall doors and other safety equipment, their markings and the emergency exit signs must be accessible and visible at all times. They must not be blocked or covered over.
2.4 Stand Numbering
Stand numbers are produced by the Organiser in a uniform design and are integrated in the fascia board of the shell scheme stands provided by the Organiser. When providing a custom-built stand or in the case of corner, peninsula or island stands, Exhibitors are obligated to attach stand numbers themselves or to display a notice of their stand number. For the duration of the Fair, stand numbers must not be removed or covered over or rendered illegible in any other way. The fitting out and vacating of the hired area shall only be done in accordance with any written instructions and directions of the Organiser.
3. Stand Structure Regulations
3.1 Stand Safety
Custom-built stands, fittings of custom-built stands, fittings of shell scheme stands and exhibits as well as publicity fixtures are to be set up with the necessary stability to ensure that public safety and order, in particular life and health, are in no way endangered. The Exhibitor is responsible for structural safety and obliged to show proof if required. It is not permitted to stabilise stands using neighbouring stands or existing hall structures.
3.1.1 Stand Permits
Custom-built stands must be authorised for use. In addition, permits are required for all other stand structures, two level stands, special installations and constructions.
3.1.2 Changes to Stand Structures in Breach of Regulations
Stands that have not been approved or do not comply with the “Technical Regulations” or technical standards, must be altered or removed. If this work is not completed within the time required, the Organiser is entitled to undertake such changes at the Exhibitor’s expense.
3.2 Fire Prevention and Safety Regulations
3.2.1 Fire Prevention
The exhibition halls are equipped with fire alarms and fire extinguishers. In the event that the operation of said fire protection systems are restricted by stand construction work, Exhibitors shall be obliged to undertake additional measures in order to guarantee their unrestricted operation, in co-ordination with the Organiser and the responsible fire protection authorities at the sole expense of the Exhibitor.
22.214.171.124 Construction and Decoration Materials
Materials, such as rigid polystyrene foam (Styrofoam), PVC, polycarbonate or similar, that are readily inflammable, drip while burning or form toxic gases shall not be employed. The materials employed shall not contribute to evolution of large volumes of smoke. Special requirements may apply to load bearing structural elements in the interest of safety. All decorative materials shall comply with ADNEC materials rules, i.e. shall be flame resistant. Normally inflammable decorative materials may be employed on certain sections of stands; provided that they are adequately protected against becoming ignited and neither form toxic gases nor drip while burning.
126.96.36.199 Balloons and Flying Objects
Employment of balloons or flying objects filled with a combustible gas in the exhibition halls or on outdoor exhibition areas is prohibited. Employment of balloons filled with inert gas in the exhibition halls or on the outdoor exhibition areas requires approval of the Organiser and the venue.
188.8.131.52 Open Fires
Presentations involving the use of open fires, naked flames or light are not allowed.
184.108.40.206 Spray Guns
Use of spray guns and employment of nitrocellulose lacquers is prohibited in all exhibition halls.
220.127.116.11 Empty Packaging
The storage of empty items of any kind (e.g.- packaging and packing material) on the stands and/or outside of stands within the halls is forbidden. Empty material is to be removed without delay. If required, it can be stored with the contract forwarding agents. The Organiser is entitled to arrange for removal at the expense and risk of the Exhibitor if the latter fails to respond to a request for removal of items stored in contravention of the regulations.
18.104.22.168 Dangerous Substances
The Exhibitor shall ensure that no noxious flammable or explosive substances, gases and dangerous materials (including chemical pesticides and insecticides), malodorous substances or radioactive materials are located in or around the hired area or the exhibition centre at any time prior to, during or after the hire period.
22.214.171.124 Stand Ceilings
To ensure the effective operation of the sprinkler system, stands must always be open at the top. Ceilings are considered to be open when not more than 50 per cent of their area per individual sqm is closed in. Sprinkler-suitable ceilings with a mesh grid of at least 2 x 4 mm or 3 x 3 mm are permitted. The cloth canopy must always be installed horizontally and only in one layer. The sagging down of cloth canopies is to be avoided.
Areas that can generally be walked on and are immediately alongside areas lower by more than 0.2 m must be surrounded by banisters, unless linked to the lower areas by steps or ramps. Platforms accessible at a single step may be no higher than a maximum of 0.2 m. The substructure of the flooring must not consist of flammable materials.
3.4 Stand Design
3.4.1 System Stand
The Abu Dhabi International Book Fair Organiser will appoint a stand contractor. The shell scheme stands fitted out with the stand material provided by the Abu Dhabi International Book Fair are standardised in their provision, including a 1 kW electrical power point, a basic package of furniture according to stand size, a number of spotlights and bench cabinets corresponding to the stand size and carpeting, as well as a standard company nameplate (fascia board). At his own expense, the Exhibitor may also order additional services and supplies directly from contracted service providers.
3.4.2 Decoration on Shell Scheme Stands
The attachment of publicity material and decorations to the stand walls and ceiling frames must be carried out in such a way as to avoid any damage to the stand material put at the Exhibitors’ disposal by the Organiser (such as through the use of permanent/ corrosive adhesive tape or nails). The reconditioning and replacement of damaged, destroyed or lost fittings and stand material can only be carried out by the Organiser at the Exhibitor’s expense, or that of his contractor. After the end of the Fair, stand equipment must be returned in perfect condition.
3.4.3 Empty Floor Space
The stand may also be rented without the Abu Dhabi International Book Fair’s shell scheme and be custom-built by the Exhibitor himself. If floor space has been rented only, this must be left completely empty after the end of the Fair.
3.4.4 Corner, Peninsula or Island Stand
The choice of a corner, peninsula or island stand position is to be noted in writing when registering to attend. However, the allocation of corner, peninsula or island stands cannot be guaranteed by the Organiser.
3.4.5 Ascertainment of Stand Space Features
The rented stand space is marked by the Organiser. After stand allocation, it is the obligation of every Exhibitor to ascertain for himself the position and size of any fixtures, in particular fire alarms, position of supply lines, ventilation systems, etc. and, if appropriate, to inform the stand contractor. Stand space must always be adhered to exactly.
Lighting appliances, water supply, drainage installations and notices may not project beyond the boundaries of the stand.
3.4.6 Stand Dimensions
In the interest of stands placed opposite a stand exceeding 4 m it is not permitted to include a predominantly closed-in wall. At least 50 percent of the wall looking onto an aisle must therefore be left open. For both the Organiser’s shell scheme stands and custom-built stands, the measurements listed on the application form are binding. For all interior dimensions 4 cm are to be deducted from the straight axial measurement. In the case of stands over 10 m in width, a tolerance of 50 mm should be applied, i.e. the straight axial measurement stated in the Organiser’s plans should be reduced by 50 mm in stand planning and construction. The responsible Exhibitor shall be liable for any costs incurred if reset-up of neighbouring stands is required as a result of incorrect set-up or failure to maintain the exact allocated stand position.
3.4.7 Stand Heights
126.96.36.199 The Organiser’s own shell scheme stands are 2.50 m in height.
188.8.131.52 Stands exceeding a height of 2.50 m (stand structures, promotional material, company logos, names, etc.) are subject to official authorisation including stand light fittings without promotional content and company logos. The maximum stand height (including floors, platforms, decoration and publicity fixtures) is 4 m. This needs to be authorised by a qualified engineer and costs may be incurred by the Exhibitor.
184.108.40.206 The Organiser reserves the right to refuse permission for excess stand height in the interests of the overall appearance of the hall or for safety reasons. The decision of the Organiser is final. It will be notified at the latest three weeks following receipt of the stand design plan.
220.127.116.11 Authorisation is only valid for the specific designated location and a new application must be submitted every year.
18.104.22.168 Any raised stand structure or fitting (walls, lighting, etc.) must be at a distance of at least 2 m from the neighboring stands. It is strictly forbidden to erect anything above and across hall aisles.
22.214.171.124 If exceeding 2.50 m, the exterior of rear and side walls must always be plain white and free from any promotional material (colours, logos, company names, etc.).
3.4.8 Floor Coverings
Standard carpeting is provided by the Organiser. With the authorisation of the Organiser, individual carpeting and other floor coverings may be used for custom-built stands. The Exhibitor’s individual carpet must at least be of low-level flammability and be properly laid to avoid accidents. They are to be fixed in place using non-permanent adhesive tape only. Certification as to the class of building materials used must be available at the stand. All materials used, including the adhesive tape, must be removed by the Exhibitor without leaving any residue. The Exhibitor is liable for accidents caused by the improper laying of his own carpeting or floor covering or parts thereof.
3.4.9 Damage to Building Fixtures
Hall fixtures and technical fittings may not be damaged, dirtied or otherwise altered (e.g. breaking open, cutting, screwing, drilling, driving nails into floors, walls, ceilings pillars, partitions, windows or other structures or fixtures in and around the exhibition centre). Painting, wallpapering and sticking up of items is also forbidden. It is not permitted to use hall fixtures and technical fittings in a load-bearing capacity for either stand structures or exhibits. The Exhibitor is also liable for damage caused by him to the fabric of the venue building.
3.4.10 Suspensions from Hall Ceilings
Suspension of objects from the hall ceiling is only permitted using the technical fittings intended for this purpose. Suspensions are subject to authorisation and a surcharge and may only be installed by the Abu Dhabi National Exhibition Company. Exhibitors are not permitted to suspend objects from the hall ceiling themselves. Suspensions are only permitted from above the rented stand area and are not allowed over the aisles. The lowest point of the suspended object must be 3.50m above ground level. The maximum structure heights also apply to the height of the cross beam system and must also be observed accordingly.
3.5 Two-Level Structures
A two-level structure for corner, peninsula and island stands can be permitted by the Organiser but is subject to special authorisation (by the Organiser and the venue) and additional charges. The structure of a two-level stand must adhere to the “Technical Regulations” stated by the Organiser or the Abu Dhabi National Exhibition Company upon request. The Organiser reserves the right to refuse permission for two level structures in the interest of the overall appearance of the hall or for safety reasons.
4. Technical Safety Regulations, Technical Rules, Technical Supplies
4.1 General Rules
The Exhibitor is responsible for operational safety and compliance with health and safety and accident prevention regulations on his stand. Set-up and breakdown may only be carried out in accordance with the respective and applicable industrial and trade law regulations.
Any damage caused by Exhibitors or their sub-contractors on the exhibition site, to the fabric of the venues buildings, fittings and equipment has to be reported to the Organiser and will be repaired by the Abu Dhabi National Exhibition Company after the end of the Fair, the cost of which will be forwarded to the Organiser for payment who in turn will then bill the relevant Exhibitor.
4.3 Use of Materials for Work
The use of bolt-guns is forbidden. The use of woodworking equipment without suction devices for shavings and sawdust is not allowed. The use of cranes and forklift trucks is restricted to the contract forwarding agents only. The use of company’s own forklift trucks is banned for safety reasons. If required, forklift trucks and equipment for loading and unloading can be made available for a fee by the official site handler.
4.4 Electrical Installations
The main connection to the electricity supply system will be carried out by Abu Dhabi National Exhibition Company official main contractor. Specific individual Exhibitors’ requests will then be carried out by the Abu Dhabi International Book Fair‘s appointed electrical contractor. It is not permitted to use electricity supplied to neighbouring stands. The Terms & Conditions for electricity supply as set out on the separate order form are binding for all Exhibitors. The electricity supply included in the shell scheme stand rental fee refers specifically to electricity supply from an installed 1 kW socket. All other services such as the installation of wiring and additional kW must be ordered from the relevant contractors and be paid for separately and in advance to the contractor.
4.4.2 Stand Installations
Temporary electrical installations fitted on stands in addition to the hall’s existing electrical system must be fitted and operated in compliance with the relevant regulations. The Exhibitor accepts full liability for damage caused by defective electrical installations. Any conductive stand structural elements must be included in measures taken for protection in the event of indirect contact (earthing of stand). Furthermore, it is only permitted to use cables with a minimum cross section of 1.5 sqm Cu. Flat cables of any kind are not allowed. Bare electric leads and crocodile clips are not allowed in low-voltage appliances. Secondary wiring must be protected against short-circuit and overloading.
126.96.36.199 The switch and fuse boxes on the individual stands must be installed in a visible and permanently accessible position. Installation inside locked cabinets is not allowed.
188.8.131.52 Transformers for low-voltage appliances must not be concealed from view or access. Only approved transformers with an overload fuse are permitted.
184.108.40.206 All lighting systems and lights must be switched off before leaving the stand in the evening.
4.4.3 Safety Measures
For particular protection, heating and heat generating electrical items (hotplates, spotlights, transformers, etc.) must not be installed on flammable, non-heat resistant or heat-conductive surfaces. According to the level of heat generation, appliances must be placed at an adequate distance away from flammable materials. Lighting units must not be attached to flammable decorations or the like.
4.5 Water Supply
The possibility of a supply point cannot be guaranteed. Any costs incurred for under floor plumbing work required for the supply will be charged to the Exhibitor direct by the installation contractor and is payable in advance. Water supply connections can only be carried out by the official plumbing contractor.
4.6 Pressurised gas cylinders, fuels, pressurised gas cylinders containing flammable or inert gases such as nitrogen, helium, argon, or any other flammable liquids as well as fuels are not permitted. Lighter pastes, gels and other fuels heating and cooking appliances fuelled by wood, coal, gas, flammable liquid or lighter paste or gel are not permitted.
The Abu Dhabi National Exhibition Company and/or its designate have the exclusive right and responsibility for all catering within the exhibition centre.
4.7.1 The Exhibitor shall not be entitled to sell or arrange or procure the sale or dissemination of food, refreshments and/or beverages, unless authorised in writing by the Organiser and venue on such terms may be stipulated by the Organiser and venue.
4.7.2 Food and/or refreshments required for purposes of the event shall be supplied exclusively by Abu Dhabi National Exhibition Company and/or the catering company nominated by Abu Dhabi National Exhibition Company. The Exhibitor shall not purchase any food or refreshment from third parties, unless the prior written consent of the Organiser and venue has been obtained and on such terms as may be stipulated by the Organiser and venue.
5. General Information
5.1 Advertising at the Exhibition Site
Stickers may not be offered or distributed either on the stand or elsewhere in the exhibition site. It is also forbidden to use any type of sound equipment if this interferes with nearby stands – this includes audiovisual presentations. Advertising of any kind is not permitted at the exhibition site.
5.2 Venue Regulations
In addition to the regulations set by the Abu Dhabi International Book Fair, the venue regulations of the Abu Dhabi National Exhibition Company apply to the entire exhibition site. The Exhibitor is responsible for operational safety and compliance with health and safety and accident prevention regulations on his stand. The Exhibitor is liable for all damages incurred by the stand structure and the operation of the stand, including any damages caused by the exhibits on the stand. During the entire setup and breakdown period, activities within the halls and the outdoor area should not be disrupted/tampered with in any way. Personnel assigned to these activities are to be advised of particular dangers. During set-up and disassembly as well as during the Fair, hall aisles must be kept free as rescue routes.
5.2.1 Supplementary Provisions
Abu Dhabi National Exhibition Company staff representatives and agents shall at all times have free and unfettered access to the leased area upon presentation of their Abu Dhabi National Exhibition Centre identity card or tags or upon presentation of a written authorisation signed by any manager or director of Abu Dhabi National Exhibition Centre.
5.2.2. The Exhibitor shall not under any circumstance give, pledge or promise any staff employed or engaged by Abu Dhabi National Exhibition Company gratuities, gifts, donations or remuneration of any kind.
5.2.3. The Exhibitor shall notify the Organiser as soon as he gets knowledge of the expected visit of any special guests or VIPs, such as members of parliament or state dignitaries, celebrities, royalty and other dignitaries.
The Organiser shall not be responsible for the safekeeping, storage, use or otherwise of any property brought into the convention centre. Property belonging to the Exhibitor or third parties shall be brought into the exhibition centre at own risk and the Exhibitor indemnifies the Organiser and will not hold it liable against any and all claims, losses or damages that may be suffered by any person in relation hereto.