BETTER STANDS
What is Better Stands?
Better Stands is a programme aiming to ensure that all core elements of exhibitor stands are reusable. Help us to reduce the environmental impact of Independent Hotel Show by committing to the Better Stands programme framework and show that your company values being part of sustainable and socially responsible events.
Did you know that one medium sized disposable stand produces around four tonnes of waste, which is almost 10x the average person’s household waste per yeari. Designed to be used only once, they have a significant impact on the environment, in addition to increasing health and safety risks onsite.
What’s in it for me?
· A better quality, more attractive & sustainable stand
· Opportunity to promote the sustainable credentials of your brand
· Smoother, more efficient build up and breakdown periods
· Lower work hours and reduced construction costs
· Reduce or eradicate your waste bill
What do I need to do?
To make your commitment to Better Stands and contribute to a more sustainable event:
· Familiarise yourself with the Better Stands framework found below.
· Share these guidelines with your contractor before they begin designing your stand (if you are a self-build, you will be asked to submit the 10-point checklist within your stand plan submission).
· Ensure the stand reaches at least a bronze level, meaning the stand structure and walls, platform or raised flooring, furniture, equipment, and lighting are all reused.
· Ensure that the submitted stand design clearly communicates how your contractor will meet the Better Stands guidelines.
How will we help?
· Once you have submitted your framework, our stand plan approver will send back information on what you can do reach the Bronze, Silver or Gold Better Stands rating.
· If you tell us all elements of your stand are completely reusable, congratulations! You have already reached the Better Stands Gold standard. Our Better Stands representatives will be onsite during build up and breakdown to check this.
· You will receive an email post show with a detailed report and your Better Stands rating.
If you require any further information or guidance on the Better Stands programme, please contact standapproval@montgomerygroup.com
Display / Modular Stands
If you do not plan to construct a stand but utilise a “pop up” structure as a backdrop, all stand regulations still apply to your stand. You are required to submit a Stand Plan, Risk Assessment and Method Statement and any additional CDM Regulation Information found under Health & Safety.
Floorcovering
No carpet is provided for Space Only sites. Appropriate floor covering e.g., carpet, non-slip, easily cleanable floor covering in food preparation areas. Whoever is responsible for laying the carpet down to the hall floor must ensure that an acceptable carpet tape is used and that all carpet and carpet tape is removed from the hall along with all other stand fitting material at the end of the exhibition. Failure to do so will result in a dilapidation charge of £25.00 per linear metre.
If a large number of services (water & waste, gas, electrics, etc.) are required, the Organisers recommend the use of a platform. Please contact Expo-Floors Ltd direct for a quotation.
Goods Lift Sizes
If you are located on the National Gallery, please take note of the goods lift sizes below. For Olympia National Hall – see lifts N7, N8 and N9:
Height Restriction
National Hall Ground Floor under ‘Open Well’:
- The minimum height for walls is 2.4m
- The maximum height for walls is 4m
National Hall Ground Floor under the Gallery:
- The maximum height for walls on space only stands will vary depending on the exact location under the gallery, please contact Johanna Shirley who can advise.
National Hall Gallery Level:
- The maximum height for walls on Space Only stands on the gallery is 3.8m. There is scope in a number of locations to build higher, this will vary depending on the exact location, please contact Johanna Shirley who can advise.
- Gallery Rail - If your stand is parallel to the gallery rail, please ensure your stand is laid out so no products can be dropped from the gallery edge to the floor below.
National Hall Central Extension
- The maximum height for walls varies between 3.5m and 4m depending on the location of your stand. Please contact Johanna Shirley to check the height limit for your stand.
Please contact Johanna Shirley if you would like to check the height limit for your stand.
Late Working
Work outside the timetabled hours will not be allowed. In emergency situations e.g., unavoidable delays due to circumstance outside the contractor’s control, late working may be permitted subject to the organiser’s obtaining the necessary venue staffing and H&S cover. There is a minimum charge of £250 + VAT per hour per stand (up to 8sqm) which the organisers will have to pass on to the exhibitor/ contractor concerned. Please contact ops.ih@montgomerygroup.com to enquire on the possibility of late working.
Depending on when any late working is requested, we cannot guarantee that a sufficient amount of required support, from the venue, Health & Safety Officer etc can be provided. We therefore require all exhibitors and contractors to ensure that space only stands are designed to be completed in the time available.
Materials for Stand Fitting & Decoration
There are strict regulations governing the materials used in the construction and decoration of stands and in the demonstration of products.
All stands will be inspected during the build-up by the Health and Safety Officer and the Venue Fire Safety Officer. Any fittings or materials not meeting the fire regulations will need to be removed, or the stand will be closed down. You should draw attention to these requirements to any contractors working on your behalf.
- Decorative materials used for stand dressing must be flame proofed or purchased already treated with an appropriate chemical.
- Artificial flowers and plants are highly flammable and give off toxic fumes and must not be used for stand dressing.
- Gangways must be kept clear and free from exhibits, stand dressing, furniture etc at all times during the open period of the exhibition. Offending items are liable to be removed without warning.
- No empty packing cases may be stored on, around or behind your stand, as this constitutes a fire hazard.
For more information, please click here for the e-Guide.
Permission to Build
A Construction Phase Plan as required by the CDM Regulations must be sent to Johanna Shirley, via the Compulsory Space Only form found on this manual, as soon as possible, but definitely before the deadline date – FRIDAY 7 AUGUST. Please ensure your stand contractor (if you appoint one) complies with this deadline date, failure to do so could result in delays and / or additional costs. The design of the stands must be such that it can be safely erected and dismantled in the limited time available.
CDM Regulations requirements are:
- Stand Plan – these must include:
1- A ground plan and elevation drawing
2-All dimensions, which should be to a recognised scale (e.g., 1:20, 1:25, 1:50, 1:100)
- Method Statement including materials to be used
- Risk Assessment including a Fire Risk Assessment that covers precautionary measures to be undertaken during build-up if working within a hazardous environment such as welding, toxic or flammable substances, etc.
- Contractor Health and Safety Declaration
- Welfare Arrangement Form
- Better Stands Sustainability details
If a stand is considered to be ‘Complex’ the Local Authority requires certification by an Independent Structural Engineer. There will be a charge for this inspection and certification of £370.00 + VAT. If you have any questions about what constitutes a ‘Complex’ stand, please contact Johanna Shirley.
No construction will be permitted in the hall until permission to build has been issued.
Structural Engineer Onsite Sign Offs
Campbell Reith structural engineer will be onsite on the last day of build-up to carry out checks on all Space Only stands to provide the organisers with sign off on the build. Should Campbell Reith deem the stand structure to be unsafe, stand builders will be obligated to make the necessary alterations prior to show open in order for the sign off to be issued and the stand to be occupied during the exhibition.
Platforms
For advice and a quotation please contact:
Expo Floors Ltd
T: +44 (0)1922 721177
E: sales@expo-floors.com
Ramps and Handrails
Please check the e-Guide pages 113 for Regulations relating to the use of ramps and handrails.
Stand Contractors
Please complete the Contractor Nomination Form as soon as possible but by no later than FRIDAY 31 July 2026 We will then liaise with them regarding any information required.
Use An ESSA Member
As an exhibitor, you have a responsibility to appoint a competent exhibition contractor. For the supply of products and services at this event, we strongly recommended that you use ESSA Members – ESSA is the Events Supplier and Services Association. All ESSA Members observe a strict Code of Conduct and Quality Charter, which covers service, ability, experience and business practice. Full members are also covered under the ESSA Bond – you can find more information here.
In addition, ESSA Accredited companies have attained an annual company-level H&S qualification for event suppliers and contractors. Independently audited, it provides demonstrable proof that a company is operating at the required level to meet industry standards. For those constructing stands, it assesses against stage one requirements of assessing competence under Construction Design & Management (CDM) 2015. You can find more information here.
Accredited ESSA members also have an option to undertake a module in Sustainability enabling them to demonstrate to you that they are considerate of their impact to the environment in their working practices.
All ESSA members will be able to provide you with an up to date certificate of membership and logo or you can find your ESSA company here or accredited members here.
Should you need assistance on which stand builder to approach to build your stand, please click here for our Recommended Stand Builder list.
Water & Waste
Exhibitors requiring a water and/or waste supply on their stand should complete and return the Piped Services Order Form by Friday 18 September, orders received after this date may incur a 20% surcharge.
If necessary, it is advisable to build a platform to cover unsightly pipes and connections, and to avoid potential trip hazards. To obtain a ‘Ducting Plan’ showing the location of the ducts on your stand, please contact Johanna Shirley.
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