Rules & Regulations - Raw Space

Please read the Health & Safety General Rules. It is essential that you, your staff and appointed contractors are aware of these rules and adhere to them at all times. 

The exhibition halls are an ever-changing environment with constant construction and dismantling of exhibitions and with different layouts for each event. This in itself means that there are hazards peculiar to the industry. This brief is intended as a basic guide to the generic hazards found in the halls. It does not cover any specific event. Anyone working on a specific event should consult the risk assessment for the event held by the organiser/promoter and the halls event management department. It is intended as a general Health and Safety brief for anyone who may have cause to enter the exhibition halls. 

Who is at risk?  

Everyone working in or passing through the halls is at risk to some extent. Those whose work is in the halls are at risk due to their constant exposure. Those who do not normally work in the halls will be at risk because the environment will be unfamiliar and they will be less aware of the day to day hazards. 

Who is most vulnerable? 

Persons with little or no knowledge of the halls.  

New and expectant mothers may be especially at risk and should not work in the halls without a specific Risk Assessment to cover their activities.  

Young persons (aged 16 – 18) have a lower perception of risk in general and should be subject to a specific Risk Assessment to cover their activities.

Managing the Risk 

The safest way to deal with risk is to avoid it altogether. Unless there is no alternative, do not use the halls as a transit route, especially during build-up and breakdown. If you have no business in the halls, simply avoid them. If you must go into the halls, reduce the risk by making yourself aware of the hazards. Obey safety signs and never cross barriers into prohibited areas. Avoid areas of obvious risk, e.g. overhead working.  

Lastly, always wear PPE where designated, e.g. hard hats in hard hat areas. Note: PPE should always be a last resort. It is better to avoid risk altogether.  

Children under the age of 16 are not allowed in the halls during build-up and breakdown. 

The Hazards of the Halls 

Beware of the following: 

• The changing environment when moving from one hall to another.  
• Moving vehicles, such as goods vehicles and fork lift trucks, especially in and around cargo / vehicle doors. Reversing vehicles are particularly dangerous.  
• Cable duct openings in the floor.  
• Slip, trip hazards on the floor, particularly plastic sheets (which can be very slippery) and trailing cables.  
• Sharp objects and nails in wood, which can pierce ordinary footwear.  
• Falling objects – avoid areas of overhead working. 
• Suspended wires. Often there are wires and other objects hanging at below head height.  
• Not all exits will necessarily be open. The only fire exits open are those with signs illuminated.  
• Partially built structures which may not be stable.  
• Sudden crowd movements and surges during seated events.  
• Over exposure to noise levels, which could be damaging to hearing.  
• The potential to fall from height from partially built structures, e.g. seating, exposed edges on the upper levels.  

The framework standard of reference in Austria is OSH - Occupational Safety and Health (ArbeitnehmerInnenschutzgesetz - ASchG). The OSH expressly establishes the right of workers to effective occupational health and safety protection, which means that employers have a corresponding duty to protect their workers from occupational risks.  

The ownness is on Exhibitors, and their appointed contractors and subcontractors, to familiarise themselves with the OSH - Occupational Safety and Health (ArbeitnehmerInnenschutzgesetz - ASchG).  

The Organiser fully accepts its responsibilities for Health and Safety. We are committed to ensuring high standards of health, safety and welfare for all of our employees and others who may be affected by our activities. We recognise the importance of health, safety and welfare at work and will comply with its statutory obligations. 

Clarion Events 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 which is safe and without risks to health. We also recognise that running a public event places a special responsibility on Clarion Events and extends our duty of care not only to our staff but to exhibitors, contractors, venue staff, visitors and members of the public. Thus we seek not just to comply with the Health and Safety at Work Act and other relevant legislation, but to provide a health and safety framework that is continually improving and genuinely supportive of our client’s business objectives. The Show Director is ultimately responsible for health and safety at the Show.  

It is the policy of Clarion Events to ensure that all employees, contractors and visitors are provided with a healthy and safe working environment and is committed to providing adequate control of Health and Safety risks arising from this event.  

We recognise that we have overall responsibility for the event and for the co-ordination of the activities of the contractors, our staff and service providers on-site.  

Clarion Events has the following responsibilities: 

• To provide and maintain safe and healthy working conditions in accordance with the statutory requirements.  
• To provide and maintain plant and equipment as required for safe working conditions.  
• To comply with the requirements of the Control of Substances Hazardous to Health Regulations.  
• To make available all information, instruction, and training; safety devices and personal protective equipment.  
• To maintain interest in health & safety matters that are associated with the Company’s activities and for its management to set an example in all matters of health and safety.  
• To ensure there is a consulting mechanism between employees, contractors and management concerning Health, Safety & Welfare.  
• To comply with legislation, both statutory, regulatory and accepted code of practice to establish minimum standards that will be maintained and improved wherever possible. Where appropriate, the risks have been assessed and controls put into place to minimise the risks.   

Clarion Events fulfil a number of duties in operating the overall event site. All exhibitors and their contractors have been made aware of their responsibilities and relevant safety documentation is requested and recorded as part of the stand design process.  

To ensure that we manage construction and dismantling at the event safely the company will:  

• Eliminate or control risks so far as is reasonably practicable  
• Ensure work is effectively planned  
• Appoint the right people and organisations at the right time  
• Make sure that everyone working for the company has the right information, instruction, training and supervision to carry out their work safely and without risks to health  
• Have systems in place to help parties cooperate and communicate with each other and coordinate their work  
• Consult workers with a view to securing effective heath safety and welfare measures  
• Ensure any actions required are be sensible and proportionate to the risk.  

Clarion Events has carried out a suitable and sufficient assessment of the risks associated with this event, details of which can be obtained from the organiser’s office. 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.  

Local regulation and associated guidance also requires that risks should be mitigated with a view to achieving a 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 the control of last resort. 

Please give some thought to the following when completing your risk assessment:  

Step 1: Look for the hazards: How and when will the work be done, where on the stand will each trade involved be working? What equipment, materials and chemicals will be used? How much noise and dust will there be? Where will there be vehicle movements and lifting?  

Step 2: Decide who could be harmed and how: Who will be affected by your work and most at risk? Think of your employees, contractors or exhibitors on or near your stand, through to the visitors themselves. Safe working depends on co-operation between firms on site so take this into account and consider necessary precautions on every aspect o the work being carried out.  

Step 3: Evaluate the risks: Once you have done this adequately, you can then decide on the appropriate action. Ask yourself (a) Can the hazard be removed completely or done in a different way (b) If the risk cannot be eliminated, can it be controlled? (c) Can protective measures be taken that will protect the entire workforce on-site?  

Step 4: Record the findings: Write down the findings of your risk assessment. Pass on information about significant risks to those people identified in step 2, and record what measures you have taken to control these risks.  

Step 5: Review your findings: This allows you to learn by experience and take account of any unusual conditions or changes that occur on site. 

As an exhibitor, 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 during the build-up, the open period of the show and during the breakdown. Where you contract out the building and finishing of your stand you are still vicariously responsible for the activities of your contractors. You can discharge your duties by ensuring that you do the following:  

Appoint a competent person to be responsible for health and safety on your stand. For the build-up and breakdown, this can be your contractor.  

You MUST carry out suitable and sufficient risk assessment of all your activities and obtain relevant risk assessments from your contractors with supporting method statements for the building and demounting of your stand. If you have a shell scheme stand you can assume that the shell scheme contractor’s risk assessment has been obtained by the Organiser. You must ensure that your staff and contractors 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.  

You must ensure that all your staff on-site and contractors are familiar with the venue’s emergency procedures which can be found later within this document.  

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 duty to cooperate with the Organiser on matters of health and safety which includes compliance with these rules. All participants must comply with the VIECON – Vienna Congress & Convention Center Technical Regulations, the VIECON – Vienna Congress & Convention Center House Rules, the event Rules & Regulations, and with any reasonable instruction given to them by either Clarion Events, their appointed health & safety staff, or the venue’s appointed health and safety staff. 

Clarion Events Ltd investigate all accidents and ‘near misses’ that occur on-site and we expect the co-operation of the exhibitors and contractors in investigating the true causes of any accident in order to try and prevent re-occurrence. All accidents and near misses must be reported to the Organiser’s Office. If you do see anyone taking unnecessary risks, please report it immediately. 

Help us limit the spread of communicable diseases and regularly wash your hands. 

Height Limits

• The maximum height limit for any form of stand fitting, lighting, structures (except for banners, see below) and/or graphic towers for stands with a surface < 36sqm is 4.5m from the hall floor, including platforms. 
• The maximum height limit for any other form of stand fitting, lighting, structures and/or graphic towers for stands with a surface equal to or over 36sqm is 6m from the hall floor, including platforms. 
• A maximum building height of 4.5m is in place for rear and/or dividing walls - under the Galerie and under the restaurant in Hall B the max build height is 4m. 
• The maximum rig height limit for hanging banners is 6m from the hall floor to the top of your banner. including platforms (i.e. top of the banner at 6m) 
• Any stand floor/platform above 2.5cm in height is required to install an access ramp of no more than 8% gradient and 120cm width.  
• All levels, differences in level and platforms created within a stand must be accessible to people with disabilities.  
• Stands over 4m will be subject to payment of the complex fee and provide structural calculations. See Section ‘Complex / non-complex stands’ 

Walling Restrictions

• At least 50% of each open side should remain open.  
• Stands must be suitably open so as not to cause offence to neighbouring exhibitors or breech fire regulations. Any run of walling facing the gangway or an exhibitors' stand must be made of interest for the visitors and on looking stand. 
• Solid walling (does not include rear walling where rear walling is part of the stand on the floorplan already) should not exceed 6m in length - walls should have natural physical breaks of at least 2m wide at every 6m. See-through glazed panels or other such features instead of a physical break are not permitted, as they form a physical barrier. 
• The stands and walls must be neatly finished from all sides, also from above. Please be aware that: 
  • Before getting the approval to build, it is mandatory to submit to the Health & Safety Officer of the Show a detailed plan of how all stands’ sides are planned to be finished, including description of materials, measurements and others. 
  • The Health & Safety Officer will also inspect all stands prior opening to ensure they’re neatly completed on all sides.  
• All advertising and logos must be within the specific height limits and must not be sited on the rear or dividing walls, especially where they overhang an adjoining, lower height, stand. 
• All raw space exhibitors must erect rear and dividing walls on any part of the stand that does not face an open gangway. All such walls should be: 
  • made of one of the following materials: 
    • same material as the front of the walls 
    • shell scheme material 
    • wooden materials 
  • dressed in white/ off-white to the rear above 2.5 m  
  • carry no company advertisement. 
• Please note that fabric material is not allowed. 
• Exhibitors of raw space stands must not use the rear of other stand walls without the consent of the exhibitor concerned. 
• Please be aware that if none of these rules will be followed, the organiser will try to make arrangements to fix this issue where possible and this will be at exhibitor expenses.  

• Emergency exit doors must open in the direction of the evacuation. 
• All emergency exits must always be free of obstacles. 
• Doors for entry and exit located on the edge of stands must not open outwards onto a gangway. 

Dust must be kept to a minimum with dust extraction used on power tools. 

It is mutually understood and agreed that the organiser shall use proper and reasonable care to have all power services available in time for the opening of the show. Proper and reasonable care shall be taken to prevent the interruption of power services during the exhibition. However, the organiser shall not be held responsible for late installation or interruption that may occur. 

Please note that in most cases one stand per island will have the mains connection and switch box for the entire island. This means that the mains will be shared with other exhibitors and must always be accessible.  

Power will be turned off during the night and if continuous power is needed (available for max. total power of 2kW), this needs to be ordered through the webshop - go to the page 'How to Order' in the menu 'Your Stand' on the Exhibitor Portal to access the webshop.

Entrances/exits must be a minimum of 2.5m and emergency exits must be at least 1.5m wide.   

Exits with doors opening directly onto a gangway must be recessed into the stand. There should be a distance of no more than 12m to the nearest exit from any point on the stand. 

The gangways used in this show are the minimum permissible by law and exhibitors and contractors are reminded that the gangways should not be used to store stand fitting or construction materials during build-up and breakdown.  

Designated emergency aisles must be kept clear at all times. Lifting contractors are not to set downloads in designated emergency aisles.   

Under no circumstances will exhibit, stand dressings, tables, and chairs, etc., be allowed to encroach into the gangways - please remember to keep all your exhibits inside your stand at all times.  

Doors are not permitted to open outward onto a gangway. 

• The exhibition floor in Hall A, B and C is covered with mastic asphalt. It is obligatory to cover it by using carpet or platforms.   
• Carpet is only provided for Shell Scheme stands, Premium stands and Meeting rooms; therefore, if you have a Raw space stand you must make arrangements to cover the floor of your stand. 
• Platforms and carpets are the only permitted covering of the exhibition space, which must be removed by the exhibitor at the end of the event including the removal of adhesive tape. 
• Only residue free adhesive may be laid on the floor, in order to not damage the floor. 
• The maximum weight/floor loading for goods transportation and stationary assemblies throughout the entire exhibition floor (Hall A, B,C) is total weight of 1.600 kg/m². 

The Fire Officer will provide fire extinguishers in designated areas to meet the local authority requirements. These extinguishers are not to be moved or covered. It is important that all exhibitors ensure that their staff and contractors are familiar in their operation and acquaint themselves with the location of the fire exits and alarm points in the venue. THIS IS VERY IMPORTANT. If you require a specific type of fire extinguisher for a particular type of work, please contact the Organiser. Once the Fair is open it is important that fire extinguishers are not moved into the aisles. 

There are strict rules governing what materials can be used to build stands and these will be covered by the venue’s regulations. Exhibitors and contractors must ensure that they are followed. Venue fire and safety officers will carry out testing on-site to ensure that materials comply.  

Combustible waste must be safely disposed of and boxes and packaging must not be stored on the stand. Storage facilities for products are available through the Organiser.   

Please ensure that you include a fire risk assessment with your main stand risk assessment. 

The exhibitor assumes all responsibility for compliance with local and national ordinances and regulations covering fire, safety and health. All exhibit equipment and materials will be reasonably located within the display and protected by safety guards and devices where necessary. Under no circumstances shall emergency exits, luminous signs, extinguishers, fire hydrants or any other fittings intended for use in an emergency be obstructed.  

For first aid assistance please speak to a member of the Security team who are all first aid trained. Or visit the Organiser's Office.  

Please note that First Aid is the point of contact in any medical emergency, including the arranging of ambulances. Under no circumstances should an exhibitor contact the emergency services independently. 

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.  

Exhibitors and contractors have a duty to exercise proper controls over the release of noxious fumes and if necessary, carry out a COSHH assessment. Please be aware of fumes from paint and spraying equipment. Engines of vehicles in the halls must not be left on idle. Where this is unavoidable i.e. for cranes, the lifting supervisor is responsible for ensuring the combustion fumes do not build up in the halls, service tunnels, and basements as a result. 

• Hanging banners including advertising/logos to be insert by 1 meter from neighbouring stands. 
• The installation of aerial structures, such as support systems for lighting and hanging banners, are permitted provided that those structures do not exceed in height 6m and must be contained within the actual stand build/design.  
• Please note - All suspended/rigged elements which are constructed from either a timber and/or metal structure Suspended elements consist of canopy, fascia or trusses clad with timber etc - will be subject to payment of the complex fee and provide structural calculations. See Section 12 ‘Complex / non-complex stands’ 
• Load capacity suspension points: 
  • Hall A, B and C: 250 kg per suspension point  
  • Please click here to see the detailed load capacity suspension points per Hall.  
• The use of balloons as decoration of stands is restricted to previous consultation with the event organiser and Health & Safety Officer Abraxys. Please submit your request latest by 25 September to [email protected]. Balloons inflated with a flammable or toxic gas is prohibited and Helium containers are not allowed inside the halls. 

Hanging wires are not to be left hanging below head height and must be marked with tape. 

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. 

Hot works including cutting and welding is not permitted. 

Ensure that all access equipment you use is of sound construction and adequate strength. Fix ladders either at the top or bottom, as a 1:4 angle.  

The ladder should safely reach 1.5m past the point on which it leans. Trestle type supports are not to be used as ladders under any circumstances.  

Clarion Events supports the industry Stop the Drop Campaign – more information is available by visiting stopthedrop.uk. 

All lifting and fork lifting must be undertaken by the official lifting contractor Kuehne+Nagel. Services must be booked in advance here. 

These can cause burns.  

Please ensure that adequate guarding is provided should you wish to install or use any spotlights on your stand that may be within easy reach of the general public. 

As far as reasonably possible, you should avoid the need to undertake manual handling operations which involve a risk of injury and a risk assessment should be taken to reduce any chance of injury to the lowest level reasonably practicable.  

Remember:  

• Think before lifting  
• Stand as near to the object as possible  
• Bend your knees and keep back straight  
• Grasp the load firmly  
• Lift with your legs  
• Hold the load close to the centre of your body

• All work and dressing must be carried out using non-flammable materials. 
• Timber & Wood - Timber under 25mm thick must be impregnated to Class 1 standard. Treated materials should have ‘BS 476-Part 7/EN 13501/1, Class 1’ marked on them. Boards, plywood, chipboard etc. must be treated if under 18mm thick. The exception to this is MDF, which is acceptable for use due to its density. 
• Chipboard, particleboard and low-density fibreboard - The use of chipboard, particleboard and low-density fibreboard (LDF) is not permitted for construction or structural purposes. If this type of timber is being used for dressing it must be;  
  • Used for dressing only  
  • It is not structural 
  • It has been prefabricated – No cutting or sanding is permitted in the halls  
  • It must meet fire regulations and be suitable treated  
  • Where it is used, it is fixed to a structural frame with appropriate fixings 
• Woodworking machinery – Cutting and sanding Woodworking machinery shall only be used with an effective local exhaust ventilation (LEV) workplace fume and dust extraction system. A noise assessment may also be required. Machining, cutting or sanding of MDF and chipboard is not permitted on site. 
• Painting and Decorating - Water based paints, adhesives and fillers are only permitted to be used inside the halls. Solvent based paints, adhesives and fillers should not be used. All waste products, including paint tins, must be removed from the halls and disposed of properly. Damage to the venue (including paint spills) and waste products left in the halls will be charged to the Exhibitor to rectify or remove. If you are painting your stand, please refrain from using the toilets to clean your equipment. 
• Prohibition of Two-Part Fillers - The use of two-part fillers (e.g. Novol, P38, and similar products) is strictly prohibited during all construction and build phases of the event. These products contain hazardous substances that release toxic fumes during mixing and curing and generate harmful airborne dust when sanded. Exposure can cause respiratory irritation, dizziness, skin sensitisation and other adverse long-term health effects, presenting a risk not only to the user but to others working nearby. Any two-part filler found on site will be confiscated. Non-compliance may result in a charge being levied and further action taken in line with event regulations. Only water based and non-toxic alternatives may be used. 
• Any material used must comply with the latest technical standards, the VIECON Technical Guidelines and at least comply with the EN 13501/1 classifications B-s1d0 orCs1d0.   
• Please be aware that it is mandatory to have the fire safety construction material declaration for materials used available on each stand approved by Abraxys (see point 14 of this document). 
• Please click here to view the VIECON – Vienna Congress & Convention Center Technical Regulations on stand build materials regulations and restrictions.  
   

All reversing vehicles must be guided by a banksman. Engines are not to be left on idle in the halls.  

Where this is unavoidable i.e. for cranes, the lifting supervisor is responsible for ensuring that combustion fumes to do not build up in the halls as a result. 

When using spraying equipment or pressure vessels, care must be taken off possible risks from fumes.  

Barrier creams and masks must be provided.  

The use of lead-based paints and primers is not permitted.  

Contractors and exhibitors should be continually aware of the fire risks associated with paints. Painters must not work in confined areas unless adequate ventilation is available.  

All waste products must be disposed of properly.  

At the VIECON – Vienna Congress & Convention Center, full PPE as safety shoes and helmets during build-up and breakdown is obligatory and must be complied with VIECON – Vienna Congress & Convention Center Technical Regulations.  

All such equipment must comply with local Regulations and be in good working order.  

 Power equipment must be used with the minimum length of trailing lead, and that trailing lead must be protected mechanically and visually from damage.  

 Such equipment must not be left unattended with power supplied to it.  

Ensure that all portable and static power equipment is used for the purpose for which it was designed, that safety guards are correctly fitted and used, and dust vacuums are used where applicable.  

Smoking cigarettes, e-cigarettes and vaping is prohibited in any part of the venue. Exit the venue and use designated areas only. 

All special effects must be treated as special risks and are subject to strict controls in accordance with risk assessment and the appropriate legal requirements. Further information can be obtained from the Organiser. 

Please ensure that the Organiser is aware if you will be having any of the following items on your stand:  

• Stepped access, ramps, and balustrades  
• Helium & toy balloons or flagpoles exceeding 4m in height  
• Dangerous & Obnoxious substances including flammable oils, liquids & gases, compressed gases / acetylene / LPG, also hot surfaces & naked flames  
• Working machinery & apparatus  
• Motor vehicles in the halls during the open period  
• Livestock of any description  
• Audiovisual displays & films  
• Fairground and other amusements  
• Activities on water, also water & water equipment of any kind – including water features  
• Laser products  
• Radioactive substances  
• Closely seated audience  
• Dangerous exhibits, including weapons & guns 

All exhibitors with a raw space stand MUST provide drawings of the proposed stand for approval. 

• Complex Stands - Deadline 11 September
• Non-Complex Stands - Deadline 18 September

Please note that there is a mandatory charge for the independent inspection of all raw space stand plans and supporting paperwork. 

• Please complete the form Stand Plan Inspection Fee and Abraxys will send you a confirmation invoice/receipt as soon as the payment has been accepted. 
• The Stand Approval Plan Fee is GBP 222 excl. 20% VAT. After 18 September 2026, the fee will increase to GBP 300 excl. 20% VAT. 
• Please supply your plans and required documents for inspection by using the link: Stand Plan Upload. 

If you have any queries,  contact: 

• Abraxys Global Ltd  
• Tel: +44 208 747 2045  
• Email: [email protected] 

All correspondence thereafter will be by email, which will make our response times to you much quicker. 

This will also eliminate the need to send in multiple copies of hard-copy plans. 

The organisers cannot take responsibility for plans that are submitted after the deadline. Construction will not be allowed to commence if plans have not been reviewed.  You will need permission to build from Abraxys for the stand design and all stand furnishings shall comply with the regulations of VIECON – Vienna Congress & Convention Center Technical Regulations, available here. If you have any questions, please don't hesitate to contact us. 

Site inspections will occur, please bring all relevant certificates of materials being used as you should be able to show these if requested by the venue or organiser. The site inspection will be guided by Abraxys, the venue and the Safety Manager appointed by the organiser who might request the viewing of the above-mentioned documentation and certificates. 

COMPLEX STAND 

It is imperative that exhibitors submit their proposed stand design no later than Friday, 11 September to allow time for checking and any alterations necessary prior to the venue management cut-off date. Responsibility lies ultimately with the exhibitor to comply with these regulations and ensure the safety of their stand. 

Complex Stands comprehend any construction that demands the development with a competent professional on its design, calculation and also needs a solidity certification or an assessment of significant risks. 

Complex constructions include (any stand that incorporates one or more of the following features will be classified as a complex structure and will require additional documentation and review). 

Your stand is a Complex Stand if it: 

• Stands with a height greater than 4 metres. (This height limit must include the height of any raised platform floors.). The maximum build height is 6 metres. 
• Expo booth structures and crossbeam truss constructions built to a height of over 4m. 
• Free-standing columns and free-standing walls built to a height of 2.5 metres or more. 
• Double decker stands with two levels that people can access (ONLY permitted on island stands) 
• Any stage areas/platforms of 600mm and over will be deemed complex and will require structural calculations to be submitted. 
• Rigged banners: Bespoke metal/timber banner require supporting structural calculations (Lightweight aluminium/fabric style are not complex). 

Any rigged/suspended structure classed as a complex structure will require additional checks and will be subject to a complex fee – see below: 

• Full drawings of the structure including materials used, suspension points, eye bolts, steel cables or chains, trusses, fixings, attachments, and adjoining methods. 
• Structural calculations report (must be in English) produced by a qualified/certified structural engineer, with adequate professional indemnity cover, that the design is safe for its purpose (must be in English). 
• Once the documents are submitted, the engineer must sign off your rigged/suspended structure before it can be lifted. It cannot be raised if any of these elements are not provided and the permission received. 
• For more information, please review the VIECON - Exhibitor Info - Structural Engineer document.

Payment Complex Stands 

• If your stand is deemed complex then you will be required to pay the Complex Stand Fee in addition to the Stand Plan Inspection Fee, along with submission of your structural calculations report. The structural calculations must be written by your own engineer. The Complex Fee covers the cost of the organisers independent structural engineer, who will review your plans. They will also be on site during the build up phase of the event for final sign off. If you are unsure if your stand is deemed complex, please check it with Abraxys before payment (725,00 Euro).  
• Please note VAT is removed from your payment once your EU VAT number is entered. VAT is also not charged for all countries outside the scope of UK VAT. 

NON-COMPLEX STAND 

Non-Complex stands (all other raw space stands) plans must be submitted before Friday, 18 September. 

Plans must be checked before permission to build to build can be granted. It is important exhibitors submit stand plans for permission to build by the deadline to allow for any amendments. 

• Plans and documents must be in English; and in PDF format - DWG files are not accepted. 
• Plans must state the exhibiting company’s name and stand number; 
• Plans must be to scale (no less than 1:50). Dimensions should be in mm; 
• Faxed copies of plans will NOT be accepted; 
• Must include a Risk Assessment; 
• Must include a Method Statement; 
• Include a layout plan of the stand showing positioning and description of exhibits; 
• Ensure access is left to columns where necessary. Such information should be included on plans where relevant; 
• Include a description of construction materials used including certification of flame proofing where required; as above 
• Please supply your plans and required documents for inspection by using the link: Stand Plan Upload.
• Details of any rigging including the type of structure to be installed – these must also be sent to the venue rigging/technical department when ordering and they will check this prior to installation and onsite before any rigging is raised into position.

Please note: Full dimensional drawings, showing all proposed constructional details, must be submitted and approved by organisers before any work is started. The design of each stand must be such that it can be erected and dismantled within the time available. 

Apart from submitting your technical drawing, we as well request the following documents: Risk Assessment + Health Safety compliance form and a Method Statement. If required, please, all these forms can be found on the page "Rules & Regulations and Health & Safety" in the menu 'Your Stand' on the Exhibitor Portal.

• Temporary steps leading to and from exhibits must be sturdy, secure and safely positioned. All steps should conform to European standards.  
• Steps should cover the width of the door/access to the exhibit.  
• Where necessary they should be secured to prevent slipping and to account for the differences between the stand flooring and the surface they are specifically designed for.  
• During the day they should be checked regularly (and a written log kept) to ensure that they are still in the correct and safe position.  
• The Organiser will carry out an on-site check and any steps deemed to be unsafe would have to be replaced.  
• In order to avoid this inconvenience and additional expense, you are advised to ensure that any steps are suitable before arriving at the venue. 

During the assembly and dismantling phases, it is the obligation of the outfitting companies to remove their waste daily, removing it from the exhibition area independently or appointing its own supplier, who transports it to recovery or disposal plants, according to current legislation.  

With reference to the Technical Regulations, it is forbidden for fitters to leave any kind of waste, both in the assigned space and in the internal and external common areas (lanes, roads, etc.). This obligation is extended to all waste materials and waste materials from assembly and dismantling work (packaging, materials used such as walls, false ceilings, floor coverings, etc.).  

Waste materials should never be left on-site. Exhibitors are responsible for ensuring everything is removed from site. This includes any waste left by your appointed contractor and all stand fitting materials, such as build materials, graphics, flooring, carpet/carpet tape, packaging materials and excess literature, both during the stand build-up and breakdown periods. 

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.  

Special waste which may comprise a hazard such as chemicals, fats, and cooking oils must be safely disposed of.  

When designing your stand, please consider the environmental impact, or carbon footprint of your activities, and take steps to reduce this as much as possible.  

All waste generated by your stand must be taken away by your contractors. Failure to do so may result in charges being passed back to you.  

Unmanaged waste poses safety risks, including injury, increased threat of fire, blocks fire exits and hinders access for medical teams in emergencies.  

Our health and safety policy prohibits the accumulation of waste on stands, in storage areas, in gangways and in communal areas. Waste generated from the construction and dismantling of stands must be removed at the end of each day. 

Waste removal is not free of charge and services should be pre-ordered in advance via the 4ForEverything webshop - go to the page 'How to Order' in the menu 'Your Stand' on the Exhibitor Portal to access the webshop.

Water features that create mists and sprays such as fountains and spa baths create the risk of the spread of Legionella bacteria in the air which causes 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.  

Please contact the Organiser if you are intending to have a water feature on your stand. Water and waste must be ordered.  

Toilets, handwashing facilities, water stations and sufficient catering outlets are available throughout the venue during build, show open and breakdown. 

Toilets, handwashing facilities, water stations and sufficient catering outlets are available throughout the venue during build, show open and breakdown. 

Where work at height is necessary, a risk assessment must be carried out to identify the appropriate means of access, e.g. step ladders, zarges, mobile tower scaffold or powered access equipment.  

Clarion Events are supporting the event industry initiative to reduce accidents caused by falling from a height. We ask all exhibitors to please join us in ensuring your teams and your contractors work as safely as possible. You can read more and download useful resources to inform your teams and contractors at stopthedrop.uk and the G-Guide - Guide to GLobal Standards of Health and Safety at Exhibitions and Conferences.

You must ensure your stand design is able to be constructed within the timings provided. Clarion Events discourages late working and asks that all exhibitors and contractors ensure their teams are suitably staffed and rested to accommodate additional hours. If you do require late working this must be requested before 2pm on the day required. 

All requests are subject to approval and require payment of €500. If you would like to book late working prior to arriving on site, please contact us at [email protected] prior to the event or on-site at the Exhibitor Service Centre.  

All working platforms are to have a guard rail, 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 manufacturer’s instructions. The use of domestic ladders and steps is strictly forbidden. 

Please make sure to read the specific regulations of the venue, VIECON – Vienna Congress & Convention Center Technical Regulations.