1. General Laws and Regulations, Set-Up and
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 20 March 2019 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) on 23 April 2019 must reach the Organiser by 20
March 2019 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 23 April. 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 30 April 2019. Vehicles have access to the
Abu Dhabi National Exhibition Centre’s loading area from one specific gate, at
11 pm on 1st 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, 2 May 2019; 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
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
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.
188.8.131.52 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.
184.108.40.206 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.
220.127.116.11 Open Fires
Presentations involving the use of open fires, naked flames or light are not
18.104.22.168 Spray Guns
Use of spray guns and employment of nitrocellulose lacquers is prohibited in
all exhibition halls.
22.214.171.124 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.
126.96.36.199 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
188.8.131.52 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
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
184.108.40.206 The Organiser’s own shell scheme stands are 2.50 m in height.
220.127.116.11 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.
18.104.22.168 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.
22.214.171.124 Authorisation is only valid for the specific designated location
and a new application must be submitted every year.
126.96.36.199 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.
188.8.131.52 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
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
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
184.108.40.206 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.
220.127.116.11 Transformers for low-voltage appliances must not be concealed
from view or access. Only approved transformers with an overload fuse are
18.104.22.168 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
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
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.