Exhibitor Information

Welcome to Aviation Week's Exhibitor Resource Center for MRO Europe 2017.

This center is designed to assist you in planning your presence at our event. You will find general information about exhibiting at MRO Europe. Each exhibitor will be contacted with login details to access the online ordering system, program book data entry and all of the necessary exhibitor services. If you have questions, please contact events@aviationweek.com.

Quick Guides

Please use the buttons below to download the following Quick Guides for basic information on each topic:

Click on the topics below for complete information about each section.

During exhibitor move-in all exhibitors, stand builders, contractors, etc. must vacate the hall at 22:00. There will be NO EXCEPTIONS.

SHELL SCHEME

Tuesday – 3 October: 08:00 - 22:00

RAW SPACE

Over 36sqm — Sunday – 1 October: 12:00 – 22:00
(Must have permission. Please contact Allison Gold, Allison.gold@aviationweek.com, +1 646.233.4425 to request early move-in.)

Under 36sqm — Monday 2: October 08:00 – 22:00

OFFICIAL EXHIBITION HALL HOURS:

Wednesday 4 October: 10:30 - 17:30
Thursday 5 October: 9:30 – 15:00

REGISTRATION HOURS:

Registration is located at the N1 Entrance to the Exhibition Hall

Tuesday 3 October: 8:00 – 17:00
Wednesday 4 October: 8:00 – 17:30
Thursday 5 October: 8:00 – 15:00

EXHIBITOR MOVE-OUT

Thursday 5 October: 3:00 - 20:00
Friday 6 October: 8:00 - 13:00

For more information and helpful hints on postshow procedures and move-out, please go to www.freemanco.com/postshowFAQ

We will begin returning empty containers once the aisle carpet is removed.

Exhibitor Services Contacts

Audio Visual Saxon Design Ltd

Phone: +44 (0) 121 328 9996
Fax +44 (0) 121 328 9992
mro@saxondesign.co.uk

For best pricing, all
AV services should be ordered by
8th September 2017

EAC & Insurance

Submit your information here

For more information/questions:  Anita Joyce Wright, Associate Manager Events
+1-646-392-7864
anitajoyce.wright@aviationweek.com 

Due 8th August 2017

Stand Approvals 

Submit Booth Plans All island and/or raw-space booths must submit their design to Allison Gold at allison.gold@aviationweek.com

Due 8th August 2017

Freeman Services

The services listed below can all be found by contacting the official show contractor Freeman.
Freeman Company (UK) Ltd,
Unit DC5 Prologis Park,
Imperial Road, Coventry, CV8 3LF
Sales: Tel: +44 (0)2476 309 236
Fax: +44 (0)2476 639 461 EMEA.Exhibitorservices@freemanco.com

Shell Scheme Extras

  • Shell Scheme Nameboard
  • Furniture
  • Furnishing Essentials
  • Accessories
  • Carpet
  • Electrical/Plumbing
  • Signs & Graphics 
  • Graphics
  • Fabric Solutions
  • Installation and Dismantle

For best pricing, all
Freeman services should be ordered by
1st September 2017

Plumbing: Water/compressed air/gas

sales: +44 (0)20 7069 4400
onsite: +44 (0)20 7069 4500
services@excel.london

Order by:
1st September

Floral: Oldacre  

+44 (0)20 7069 4235;
+44 (0)7785 266 541;
info@oldacre.co.uk

Order by:
1st September

Catering — ExCeL London Hospitality official contractor must be used

T: +44 (0) 207 069 4100 /
sales@excelhospitality.london

Order by:
1st September

Lead Retrieval — Capture Technologies official contractor must be used

U.S.: 800-201-2588 ext. 101;
International: 973-968-4170
support@captureleads.com

Order by:
1st September

Internet — ExCeL Venue Services:

sales: +44 (0)20 7069 4400
onsite: +44 (0)20 7069 4342
itc@excel.london

Order by:
1st September

International Freight Forwarding — TWI

Bryce Larkin
+1-702-691-9000
blarkin@twigroup.com

5th September

Forklift Rentals/Material Handling

Telephone : +44 (0) 121 782 8888
Fax : +44 (0) 121 782 2875
Mark Jackson: mark.jackson@cevalogistics.com

Cleaning — STAND CLEANING, Osman Deen, ExCeL London Cleaning

P: +44 (0)20 7069 4500
cleaningservices@ExCeL.London

Rigging — ExCeL Venue Services:

sales: +44 (0)20 7069 4400
onsite: +44 (0)20 7069 4500
e: services@excel.london

Moore People Event Staffing

1st & 2nd Floor, 169 High Road
Loughton, Essex IG10 4LF

Tel:  020 8508 0555
Fax: 0208 508 0666
enquiries@moorepeople.co.uk

Parking

sales: +44 (0)20 7069 4400
onsite: +44 (0)20 7069 4500 
e: services@excel.london

Booth Equipment — Shell Scheme

Each shell scheme stand will be 2.48m high with Black Nyloop Infill panels and have white vinyl lettering to a 300mm high Royal Blue fascia infills to each open elevation.

Each shell scheme stand will include 1 x 500w Socket & 2 x 100w Spotlights.

Your shell scheme stand carpet will be electric blue and the gangways will be red cord.

Additional items can be ordered to enhance your shell scheme booth. Please visit the exhibitor resource center and downloading the shell scheme extras form.

Display Rules and Guidelines

All exhibits must comply with the standard (IAEE) Guidelines for Display Rules & Regulations. Please refer to the Display Rules & Regulations if you are not familiar with them.

Download the Aviation Week Guidelines

Linear (in-line) Shell Scheme

  • Arranged in a straight line
  • Has neighbors on either side (in-line)
  • One side exposed to aisle (in-line)
  • Two sides exposed to aisle (corner)
  • Maximum back wall height is 8 feet (2.44 m)
  • Hanging signs are not permitted

Perimeter (in-line/corner) Shell Scheme

  • Backs to an outside wall of the exhibit facility rather than to another exhibit
  • Has neighbors on either side
  • One side exposed to aisle (in-line)
  • Two or three sides exposed to aisle (corner)
  • Maximum back wall height is 12 feet (3.66 m)
  • Side wall height is 8 feet (2.44m) maximum
  • Hanging signs are not permitted
  • All perimeter booth plans must be approved by show management. Please send all schematics with elevations/materials used to Allison.gold@aviationweek.com.

Linear (in-line) Raw Space (minumum 18sqm)

  • Arranged in a straight line, or back-to-back with a neighbor (a 36 sqm island split into two 18sqm booths)
  • Has neighbors on either side
  • One side exposed to aisle (in-line)
  • Two or three sides exposed to aisle (corner)
  • Maximum back wall height is 12 feet (3.66 m)
  • Back wall must be “finished” and painted
  • Hanging signs are not permitted
  • All raw space booth plans must be approved by show management. Please send all schematics with elevations/materials used to Allison.gold@aviationweek.com.

Island Booths Raw Space

  • Any size booth exposed to aisles on all four sides
  • Hanging Signs permitted
  • The entire cubic content of the space may be used up to the maximum allowable height, which is 16ft (4.88m) A variance to 20 feet (6.1m) may be issued with permission from show management
  • All raw space booth plans must be approved by show management. Please send all schematics with elevations/materials used to Allison.gold@aviationweek.com.

Towers

  • free-standing exhibit component separate from the main exhibit fixture
  • height restriction is the same as applies to the exhibit space configuration

Multi-story Exhibits

  • Display fixture includes two or more levels
  • Multi-story Exhibit requires prior approval by the exhibit facility, and/or relevant local government agency and show management and will have additional fees applied.

All raw space booth plans must be approved by show management. Please send all schematics with elevations/materials used to Allison.gold@aviationweek.com.

Booth Plan Submission/Approvals

All raw space exhibitors (regardless of size) must submit plans for approval to show management. Please send schematics with all elevations and dimensions to Allison.gold@aviationweek.com no later than August 8, 2017. Companies that have not submitted plans may be deemed ineligible to exhibit.

Complex Stands

A complex structure is defined as any form of construction which would normally be designed by an engineer and has, through a risk assessment, been found to provide a significant risk.

Complete Display Rules & Guidelines can be found in the MRO Europe Exhibitor Resource Center. Please make sure your stand is in compliance with all of the display and health and safety guidelines. Download Guidelines.

The maximum allowable height for island booths is 16 feet (4.88m). A variance to 20 feet (6.1m) may be issued with permission from show management. The maximum height for linear (inline) stands is 8 feet (2.44 m).

All stands that are 4 meters or greater, and/or deemed complex for any reason will need to be approved by a structural engineer appointed by Show Management. The exhibitor will be billed directly by the structural engineer.

Complex structures:

  • Any structure over 4m in height
  • Any stage or platform over 600mm in height and all platforms and stages for public use
  • Stairs
  • Temporary tiered seating
  • Suspended items e.g. lighting rigs
  • Sound/light towers

Guidelines for Submission:

  1. Submission of information should be in the form of drawings and calculations, not photographs or rough sketches, as it is not possible to assess the structure without details of the stand.
  2. Drawings should contain enough detail to show exactly how the stand will be constructed including baseplates, joint construction support details etc.
  3. Calculations are to prove that the stand is stable and capable of supporting the loads of anything which will be supported i.e.: lights, speakers plasma screens etc. A nominal load should be applied for wind (0.15 kN/m2) although this appears not to apply in the halls stands have been affected by doors being open. A calculation should also be carried out for overturning this assumed to be the impact of a person (0.75 kN) at a height of 1.5m above the ground.
  4. No fixing is allowed into the hall floor at these venues, other means of securing the stands need to be considered.

Fees for Complex Structures

All complex structures are subject to an additional fee that will be billed directly from Campbell-Reith, the show appointed structural engineer.

Fees are:

  • £270 for complex structures or complex rigged structures
  • £395 for Double Deck structures (Double-deck structures are also subject to additional fees from show management)

All raw space exhibitors (regardless of size) must submit plans for approval to show management. Please send schematics with all elevations and dimensions to Allison.gold@aviationweek.com no later than 8 August 2017.

Contractor (Exhibitor Appointed Contractor) Forms

If an exhibitor plans to use a firm other than the “Official Show Vendor”, please fill out the Aviation Week Exhibitor Appointed Contractor form (EAC).

This form must be completed and returned to Aviation Week no later than four (4) weeks prior to the event.

INSURANCE: All exhibitors must have adequate insurance to exhibit. Each company is responsible for obtaining their own insurance. Please submit a copy of your insurance certificate.

Freight/Shipping/Transportation

Without careful planning, shipping everything from brochures to booths can be a difficult and costly process.

Here are some tips and tricks to help guide you through. But, the most important takeaway here is START PLANNING EARLY. Take advantage of early bird discounts and alleviate stress by reaching out early to find the best solution for you!

As the official service contractor, TWI is the exclusive provider of freight services. This includes:

  • Material handling includes unloading your exhibit material
  • Storing in advance at the warehouse
  • Delivering to the booth
  • Handling empty containers to and from storage
  • Removing material from the booth for outbound carriers

Please download the TWI information packet from the ERC to make shipping/freight arrangements.

ALL consignments must be sent on a freight prepaid basis:

CEVA Showfreight
MRO Europe 2017
Unit 3a, Exhibition Way
NEC
Birmingham, UK B40 1PJ
Telephone : +44 (0) 121 782 8888
Fax : +44 (0) 121 782 2875
Contact : Mark Jackson
E mail : mark.jackson@cevalogistics.com

LATEST ARRIVAL DATES

Air-London (LHR)

22 September

Sea Freight –LCL –Felixstowe/London/Thamesport

15 September

Sea Freight –FCL –Felixstowe/London/Thamesport

22 September

DIRECT TO SHOW SITE DELIVERY

Road Freight — ExCeL Centre

01 October (Earliest Arrival)

General Information — Exhibitor

Animal Policies

ExCeL welcomes all guidance and assistance dogs. No other dogs/pets permitted.

App

The MRO Europe 2017 event app will be available for download 3-4 weeks prior to the event. This mobile app allows you to optimize your engagement with MRO Europe by allowing you to:

  • View the event schedule, explore conference sessions, and explore special events.
  • Easily find exhibitors, learn about them and locate them onsite.
  • Interact with a real-time feed of event activities from exhibitors, attendees and editorial highlights.
  • Expand your professional network by connecting with fellow attendees and have fun!

Features of the App:

  • Update - a quick way to share photos, comments, and information relating to the MRO Community.
  • Activity Feed - the real-time pulse of the event. See what people are saying, view photos from the event, and find trending sessions and topics.
  • Agenda - view the full agenda and related information (session time, room number, speaker info, etc)
  • Users - see who’s at the event, and connect with them on the app.

Badges

Click to register your team.

Exhibitors who would like to attend conference sessions may also purchase discounted conference/session badges by choosing either Exhibitor All Access or Exhibitor/Individual Sessions. You will need a promotion code in order to receive your discount, please contact Virginia Gongora to get the code at +1.212.204.4202 or Virginia.gongora@aviationweek.com. Booth personnel is unlimited at the MRO events.

Please refrain from setting meetings and inviting customers to your booth during set-up hours. They will not be permitted in the exhibit hall with visitor badges.

Balloon Policy

Lighter-than-air (helium, etc.) devices, balloons, inflatables or drones are not permitted.

Business Services

There is a shop on level 0 at the bottom of the stairs near N4/S4 which sells a range of stationery items and can also do photo copying and faxing. This shop has its own Bureau de Change.

Carpet

EXHIBIT HALL CARPET — Shell scheme stand carpet will be electric blue and the gangways will be red cord.

Raw space exhibitors are responsible for providing appropriate floor covering.

To Ensure you receive the early bird booking cost please order by 1st September 2017

Children

Due to the business nature of this event, children under 16 are not permitted into the Exhibition Hall or the Conference during installation, official show days and teardown. Children ages 16 and older will be admitted to the Exhibition Hall during official hours, provided that they are registered, pay appropriate fees and with the understanding that they are the sole responsibility of an accompanying adult.

Cleaning – Booth

Stand cleaning includes, Vacuuming of carpets or sweeping and mopping hard floor and Emptying bins on single storey stands.

Shell scheme booths will be cleaned once prior to show opening.

To order stand cleaning, please contact ExCeL London Cleaning: +44 (0)20 7069 4500

Conference Proceedings

A notification via e-mail from Aviation Week to conference attendees only (if you purchased individual sessions, you do not qualify to receive the conference proceedings) will be sent when these proceedings are available, usually 1-2 weeks after the event.

If you have not received the link, please contact events@aviationweek.com.

Custom Exhibits

If you need assistance creating a custom exhibit, please contact Freeman.

Freeman Offers:

  • Cost-effective, innovative, turnkey exhibit solutions
  • Rental or purchase
  • Award winning exhibit design
  • Complete installation and dismantle services included
  • Single point of contact from beginning to end

Drilling

Drilling into the ExCeL’s walls, floors and ceilings is strictly prohibited.

Electric

Electricity is not included with your booth package.

In the experience of The Freeman Company (UK) in providing electrical supplies for exhibitions, we find that many exhibitors are not aware of the power requirements of equipment that they will be using. This Quick Reference Guide is designed to assist exhibitors in planning their power requirements, and if followed, will reduce the likelihood of problems occurring at the exhibition venue.

Freeman Company (UK) provides standard 3-pin English 13A socket-outlets, but with four different power ratings. The list below indicates the sort of equipment that can be used with each of the power ratings:

SK1 (500W) IS RATED AT 2 AMP AND CAN SUPPLY:

  • One computer [or 2 x laptops]
  • A small domestic fridge
  • Four mobile phone chargers
  • Table lamp
  • Television and video or any combination of the above using a single 4-way extension (maximum length 1.5m) subject to a total load of 500W

SK2 (1000W) is rated at 4 AMP AND CAN SUPPLY:

  • Small domestic coffee machine (750W – 1kW)
  • Small domestic steamer (900W – 1kW)
  • Small microwave cooker (750W – 1kW)
  • Vacuum Cleaner (800W – 1kW)

SK3 (2kW) AND SK4 (3kW) ARE RATED AT 10 AMP AND 13 AMP AND CAN SUPPLY:

  • Jug Kettle (2kW – 3kW)
  • Catering coffee machine (1.5kW – 3kW)
  • Industrial Cleaners (1.2kW – 3kW)

Please Note:
The list indicates individual items that can be used with each socket, with the exception of the 500W socket above. All sockets are supplied on daytime power only unless 24-hour continuous power is requested and quoted for.

Actual power requirements will vary dependent upon the individual equipment used. All electrical equipment has a Rating Plate that shows its power consumption in Watts (W) or kilowatts (kW). You should carefully examine all equipment to be used and calculate the exact power usage before ordering your electrical power requirements.

If you are ordering a socket so as to be able to supply your own lighting arrangement(s), then in accordance with the regulations, the maximum power rating of any single lighting circuit is 1000W (1kW), so if, for example, you had 3kW of lighting on your stand, you would need to order 3 x 1kW sockets for this arrangement.

Under the current regulations it is not permissible to order a socket and use it to supply a consumer unit if you are carrying out the installation of your own electrical wiring and equipment. In these circumstances you will need to order an electrical mains supply.

Testing Charge
From July 1st 2012 all electrical contractors will be required to test their electrical installation to a minimum standard demonstrated in the Current EIA Electrical regulations e-guide also Incorporating BS 7671 17th edition. Therefore after careful consultation with MRO Europe 2017 the following testing charges will now be put in place.

Shell Scheme Exhibitors

All items ordered from the official order form will now be subject to £15.00 testing charge per stand.

Space Only Exhibitors

Where The Freeman Company (UK) Limited are requested to carry out the stands electrical installation a charge of £15.00 per circuit will be brought into effect up to a maximum of £150.00

Direct Mains Only

All direct mains can only be ordered through The Freeman Company (UK) and only after meeting the following criteria will charges be applied and mains installed;

  • Copies of the relevant qualifications of any personnel responsible for the completion of the installation must be provided.
  • The person carrying out testing must be qualified to the required standard.
  • All qualifications, insurance and general details must be provided to The Freeman Company (UK) where upon £150.00 administration fee plus the cost of the main will be charged. The Freeman Company (UK) will then be able to collate the information and forward it on to The MRO Europe 2017 H&S representative.
  • Following the completion of the installation by the allocated contractor the following must also be adhered to before energisation of the supply may be facilitated;
  • The installation must meet the standards required by the regulations, however should the installation not meet these requirements The Freeman Company (UK) are authorised to postpone energisation until they are met satisfactorily.
  • If for any reason the electricians responsible for the installation cannot carry out the required Test & Inspection, The Freeman Company (UK) may carry out this service on their behalf for the fee of up to a Maximum of £300.00 dependent on the Complexity of the installation to be Tested, which includes standby during the open period of the event. This will be in addition to any costs related to the mains supply or administration. Please be aware that any personnel involved will still remain responsible for their own installation

Should you require any further information or quotations please do not hesitate to contact a member of the related The Freeman Company (UK) Electrical team, via email or phone, using the contact details provided on the official order form.

Click to download the electrical order form for raw space.

Click to download the electrical order form for shell scheme.

Empty Containers

CEVA Showfreight
MRO Europe 2017
Unit 3a, Exhibition Way
NEC
Birmingham, UK B40 1PJ
Telephone : +44 (0) 121 782 8888
Fax : +44 (0) 121 782 2875
Contact : Mark Jackson; mark.jackson@cevalogistics.com

Event Attire

Business smart attire is appropriate throughout the exhibition, conference and all related events. Be sure to pack a light sweater or jacket for the evening. (No jeans or sneakers during official show events or show hours)

Exhibitor Appointed Contractors

An Exhibitor Appointed Contractor (EAC) is any company other than Aviation Week’s official service contractors. Exhibitors are responsible for informing all appointed contractors of the rules, requirements and regulations and for ensuring their compliance. Any and all outside vendors must fulfill the following requirements.

Any exhibitor must insure that non-official vendors hired to perform any of the following services at Aviation Week’s event must comply with the rules, requirements and regulations.

  • Audio Visual
  • Carpet Rental / Flooring
  • Computer Rentals
  • Exhibit Rental/Booth Rental
  • Exhibitor Marketing
  • Floral
  • Furniture
  • Installation & Dismantling / Display Labor / Supervision
  • Personnel / Temporary Help / Models
  • Photography / Video / Film
  • Security / Guard Service
  • Transportation / Freight Carrier

Note: for electrical, plumbing, internet, telephone, cleaning, drayage, rigging – the exhibitor and/or EAC must utilize the official vendor designated by Aviation Week.

First Aid

You can approach any ExCeL team member to help you with a medical emergency or go to level 0 on the boulevard and down the stairs by N4/S4.

Floral

Plant & Floral: Oldacre are event florists based onsite at ExCeL London and the only approved and official floral supplier to the venue.

Oldacre prides itself on producing bespoke floral and plant displays, tailored to meet clients’ specific needs.

From a single bud vase to a hall of plants and flowers, Oldacre are able to produce top quality designs to match your budget.

Download the Oldacre brochure.

+44 (0)20 7069 4235
+44 (0)7785 266 541
info@oldacre.co.uk

Food and Beverage/Catering

ExCeL London Hospitality delivers a modern vision of venue hospitality, putting food and drink at the heart of the visitor experience.

The ExCeL London Hospitality team works with exhibitors to create menus and experiences that enhance the visitor experience, support stakeholders and ultimately lead to a more successful event outcome.

Outside catering of food, beverage, refreshments of any kind, served in your booth are prohibited. All catering must be ordered from the official contractor, ExCeL London Hospitality. This includes all coffee machines, receptions, tastings, etc.

Show Management does permit receptions and gatherings in exhibitor stands. However, alcohol may not be served before 13:00.

ExCeL London Hospitality
T: +44 (0) 207 069 4100
E: sales@excelhospitality.london

Forklift Rental

CEVA Showfreight
MRO Europe 2017
Unit 3a, Exhibition Way
NEC
Birmingham, UK B40 1PJ
Telephone : +44 (0) 121 782 8888
Fax : +44 (0) 121 782 2875
Contact : Mark Jackson; mark.jackson@cevalogistics.com

Furniture Rental

Freeman sets the stage for success with temporary furnishings that make lasting impressions. With high-quality furniture in shapes and styles that suit your budget and design needs, Freeman always provides an ideal solution for your exhibit.

  • • Sleek and professional furniture products transform your exhibit into a destination
  • Extensive selection of seating, surfaces, and display fixtures provides a completely custom and comprehensive approach to your brand experience
  • No assembly required: Hassle-free shipment, setup, and tear down allow your exhibitors to focus on what matters: new business
  • Prices are all-inclusive and cover delivery, installation and material handling with no hidden fees

Click to view the Furniture Catalog

Discount Price Deadline: 1st September 2017

Hanging Signs/Graphics*

Hanging Signs and Graphics are allowed in Island booths only

16-20’ -- Maximum height is 20’ (with Show Management’s permission) at the top of the sign

All island and/or raw-space booths must submit their design to Allison Gold at allison.gold@aviationweek.com. The deadline for stand design submissions is 8 August 2017.

COMPLEX STANDS – SUSPENDED ELEMENTS

  1. All suspended elements which are constructed from timber and/or metal structure will be deemed as complex structures. Suspended elements consists of canopy, fascia, trusses clad with timber etc.
    Fabric banners, formax signs, screens, lighting trusses, AV equipment, lighting bars will not require structural sign off.
  2. Submission of information should be in the form of drawings and calculations, not photographs or rough sketches, as it is not possible to assess the structure without details of the stand.
  3. Drawings should contain enough detail to show exactly how the stand will be rigged including connection details between venues rigging point to suspended elements, constructed details of joints between elements etc.
  4. Calculations are to prove that the rigging elements are capable of span between rigging points. Lifting tackles are to be proved capable of support the weight of the elements. Lifting points should be clearly indicated in the drawing(s) together with magnitude of load for each individual suspension point A factor of Safety of 1.5 should apply to the rigging load.
    If standard trusses are incorporated into support the elements, calculation are to be provided to prove its capacity.
  5. All lifting equipment/lifting tackle (i.e. eye bolts, threaded rod, steel cables, and hooks) should comply with all current, relevant legislation and must be rated. Test certificate should made available for inspection.

ExCeL is the exclusive rigging provider for all hanging signs. Click to order rigging.

Insurance

All EACs and exhibitors must agree to obtain and maintain during the term of this Agreement a policy of comprehensive general liability insurance which consists of a minimum of $1,000,000 of general liability insurance for the days of the event and name Aviation Week, the Venue and the Official Contractor of record as Additional Insured. This information can be found on the back of the contract in the insurance section.

An exhibitor signs an exhibitor contract and agrees to not only carry the exhibitor insurance required but also to hold the event producer harmless. The required insurance is to protect both the exhibitor and the event producer for claims that arise due to the exhibitors’ actions or products. The exhibitor is responsible for this actions and products whether or not they purchase exhibitor insurance.

Exhibitors should be responsible for their actions. As a result, exhibitors are required to provide a certificate of insurance to the event producer to verify they have the required insurance. This is or may be called trade show exhibitor insurance, vendor insurance, exhibitor insurance, exhibitor liability insurance, general liability insurance or a certificate of insurance.

Please complete your COI four (4) weeks prior to the event. If you have questions, please contact Joyce Wright, anitajoyce.wright@aviationweek.com.

Click to submit your certificate of Insurance

Internet for Exhibitors

IT and Communications
Pre-Event orders & queries
T: +44 (0) 20 7069 4400
F: +44 (0)20 7069 5445
E: services@excel.london
W: www.excel.london

ExCeL London’s IT & Communication team boasts the UK’s most advanced and reliable venue IT infrastructure. Using the latest technologies to enable Internet solutions which will enhance exhibitor face-to-face sales opportunities.

Whether demonstrating your solutions or website online, setting up an internet café, web streaming or simply receiving and sending emails directly at your stand, ExCeL London - IT & Communications have a solution to meet all your event requirements:

  • High-speed Internet Access
  • Unrivalled Bandwidth >10Gbps
  • Integrated Wireless Internet Access throughout the venue
  • Permanent data and telephone cabling within venue service ducts
  • Networking capabilities for over 8,500 PC’s simultaneously
  • Web Streaming
  • Bespoke demonstration, communication and presentation solutions

To order IT & Communications solutions simply complete the order form, or call the IT & Communications Team who can offer advice and discuss your bespoke event requirements.

All IT & Communications orders must be received by 1st September to guarantee service delivery and avoid late order surcharges.

Click HERE to download the form for Wired Internet.

Click HERE to download the form for Wireless Internet.

Lead Retrieval

Lead retrieval can be used to collect electronic information of attendees that visit your booth. Custom survey questions are available, additional fees may apply. Use the link provided to place your order.

Order Deadline: September 12, 2017

P: 973.890.7600 ext. 117
E: sales@ct.events

Lost Property

Please go to the security suite which is located by the west entrance down the stairs just after Costa. If you are no longer at the venue, please give our help desk a call on: +44(0) 207 069 4500 or email info@excel.london.

Meetings on Show Floor Policy

Show Management requests that customer meetings not take place during show hours outside of the Exhibition Hall. Meeting rooms may be available on premises. Please contact your sales rep for more information. See contact page for information.

Please refrain from setting meetings and inviting customers to your booth during set-up hours.

Meeting Room Rental

Meeting room space may be available for rental in or near the exhibition hall. Please contact your sales rep (please see contacts page) for information.

Move-In for Exhibitors

For more information and helpful hints on preshow procedures and move-in, please go to www.freemanco.com/preshowFAQ.

During exhibitor move-in all exhibitors, stand builders, contractors, etc. must vacate the hall at 22:00. There will be NO EXCEPTIONS.

Schedule

Shell Scheme

Tuesday – 3 October 2017

08:00 - 22:00

Raw Space (Over 36sqm) 

Sunday – 1 October 2017 

12:00 – 22:00 

(Must have permission. Please contact Allison Gold,
Allison.gold@aviationweek.com,+1 646.233.4425 to request early move-in.)

Under 36sqm 

Monday 2 October 2017

08:00 – 22:00

Move-Out and Dismantle for Exhibitors

For more information and helpful hints on post-show procedures and move-out, please go to www.freemanco.com/postshowFAQ

Thursday ,5 October 2017: 3:00 - 20:00
Friday, 6 October 2017: 8:00 - 13:00

We will begin returning empty containers once the aisle carpet is removed.

Parking Fees and Parking Facilities

If you are driving to ExCeL, you can make use of 3,070 parking spaces. Parking for up to 24 hours is £20 in the Orange car park (under the main venue) and the East car park (when in use). Parking in the Royal Victoria multi-storey car park is £15 for up to 24 hours.

It costs £20 for up to 24 hours as of February 2017.

Please note the Royal Victoria multi-storey and Orange car parks only permit vehicles up to a maximum of 1.9 metres high.

Our motorcycle parking is free and is located in orange lower 2 as you come in on the right of the orange west gate (see our car park map for more details)

All on-site parking is pay and display. All machines in the Orange car park accept card payment. Machines accepting cash are available at the two entrances to the venue from the car park. All machines in Royal Victoria multi-storey accept both cash and card.

There are a number of disabled parking bays that are spread across the car park. Zone 2 has 11 bays, Zone 3 has 15 bays, Zone 3 has 4 bays, Zone 8 has 12 bays, Zone 9 has 17 bays, Zone 13 has 6 bays, zone 14 has 16 bays, Zone 15 has 16 bays, East car park has 21 bays, Royal Victoria Multi-Storey 1A has 10 bays, 2A has 14 bays. See the car park map for more details. Disabled bays are 5.90m x 3.60m. Any vehicle displaying the disabled blue badge is still required to pay the car park charge.

Personal Wheeled Vehicles

Hoverboards, skateboards, segways, scooters, rollerblades, and bicycles are not permitted for use within the venue or the Boulevard.

Pharmacy

There is a pharmacist on Freemasons Road, which is located on the other side of Custom House DLR station (please note Custom House DLR station will be closed from February 2017 until December 2017)

Photography

Any attendee of the Show—including exhibitors and/or qualified press—who wishes to photograph or film at the Show is required to check in at the Press Room onsite to sign a waiver and receive authorization upon each day of filming. Photographers and videographers are required to obtain permission before filming and must refrain from filming those who do not grant permission. Show Management reserves the right to refuse entrance to any photographer/videographer. Each attendee of the Show (i) authorizes Show Management (and its officers, directors, officials, employees, agents, contractors and representatives) to photograph and/ or record all or any part of the Show, and (ii) grants Show Management the worldwide, perpetual, royalty free right and license to reproduce, distribute, transmit, publicly perform and publicly display all such photographs and recordings (and any derivative works thereof) in any medium (now existing or hereafter developed).

Post Boxes

There are two post boxes one at the west of the venue by the taxi rank and one at the entrance at the east by the taxi rank.

Prayer Room

The prayer room can be accessed through the grey door next to the S9 entrance on the boulevard.

Program Book

As an exhibitor, your company profile is published on the MRO Europe web site, in the official program book and on the MRO Europe Event App. Exhibitors can enter profile information and select industry categories. All changes need to be made by 14th July 2017, or they will not appear in the printed materials. The marketing or primary contact on your account will receive login information to enter or change the profile and select categories.

If you are a returning exhibitor, your profile from last year already appears on the site.

If you are having trouble logging into your account to make changes please contact Allison Gold (allison.gold@aviationweek.com +1-646-233-4425

Program Book Advertising

Expand your company’s presence during the event. Used as a reference throughout the show by all conference delegates, trade show visitors, and exhibitors, the Official Program Book includes the conference agenda, exhibitor and sponsor profiles, floor plan of the exhibit hall, and all special events. Your advertising message will reach all attendees at the show.

Europe/Russia/CIS/Africa/Middle East
Mike Elmes
P: +44 (0)1206 321639
Fax: +44 (0)1206 321259
E: mike.elmes@aerospacemedia.co.uk

All Americas/Canada
Beth Eddy/Mimi Smith
P: +1.561.279.4646
Fax: +1.561.279.4699
E: betheddy@aviationexhibits.com
E: mimismith@aviationexhibits.com

Asia-Pacific
Margaret Chong
P: +65 9736 1722
E: Margaret@accessgroup.aero

Rigging Regulations

Hanging Signs and Graphics are allowed in Island booths only

16-20’ -- Maximum height is 20’ (with Show Management’s permission) at the top of the sign

All island and/or raw-space booths must submit their design to Allison Gold at allison.gold@aviationweek.com. The deadline for stand design submissions is 8 August 2017.

COMPLEX STANDS – SUSPENDED ELEMENTS

  1. All suspended elements which are constructed from timber and/or metal structure will be deemed as complex structures. Suspended elements consists of canopy, fascia, trusses clad with timber etc.
    Fabric banners, formax signs, screens, lighting trusses, AV equipment, lighting bars will not require structural sign off.
  2. Submission of information should be in the form of drawings and calculations, not photographs or rough sketches, as it is not possible to assess the structure without details of the stand.
  3. Drawings should contain enough detail to show exactly how the stand will be rigged including connection details between venues rigging point to suspended elements, constructed details of joints between elements etc.
  4. Calculations are to prove that the rigging elements are capable of span between rigging points. Lifting tackles are to be proved capable of support the weight of the elements. Lifting points should be clearly indicated in the drawing(s) together with magnitude of load for each individual suspension point A factor of Safety of 1.5 should apply to the rigging load.
    If standard trusses are incorporated into support the elements, calculation are to be provided to prove its capacity.
  5. All lifting equipment/lifting tackle (i.e. eye bolts, threaded rod, steel cables, and hooks) should comply with all current, relevant legislation and must be rated. Test certificate should made available for inspection.

ExCeL is the exclusive rigging provider for all hanging signs. Click to order rigging.

Smoking Policy

E-cigarettes and vaping are not permitted within the venue. These can be used outside the venue only.

ExCeL London operates a no smoking policy throughout the venue. Smoking is permitted outside the venue.

Supermarkets

There is a Tesco Express about 600m from the west entrance to the venue.

Two-Story/Double-Deck Booths

Two-Story/Double-Deck booths are considered complex structures and are required to adhere to all of the requirements of a complex structure.

All multi-story booths are subject to an additional US$45 per sqm fee. If you would like to proceed with a multi story booth, please contact your sales rep.

A complex structure is defined as any form of construction which would normally be designed by an engineer and has, through a risk assessment, been found to provide a significant risk.

Please make sure your stand is in compliance with all of the display and health and safety guidelines.

The maximum allowable height for island booths is 16 feet (4.88m). A variance to 20 feet (6.1m) may be issued with permission from show management. The maximum height for linear (inline) stands is 8 feet (2.44 m).

All stands that are 4 meters or greater, and/or deemed complex for any reason will need to be approved by a structural engineer appointed by Show Management. The exhibitor will be billed directly by the structural engineer.

Complex structures:

  • Any structure over 4m in height
  • Any stage or platform over 600mm in height and all platforms and stages for public use
  • Stairs
  • Temporary tiered seating
  • Suspended items e.g. lighting rigs
  • Sound/light towers

Guidelines for Submission:

  1. Submission of information should be in the form of drawings and calculations, not photographs or rough sketches, as it is not possible to assess the structure without details of the stand.
  2. Drawings should contain enough detail to show exactly how the stand will be constructed including baseplates, joint construction support details etc.
  3. Calculations are to prove that the stand is stable and capable of supporting the loads of anything which will be supported i.e.: lights, speakers plasma screens etc. A nominal load should be applied for wind (0.15 kN/m2) although this appears not to apply in the halls stands have been affected by doors being open. A calculation should also be carried out for overturning this assumed to be the impact of a person (0.75 kN) at a height of 1.5m above the ground.
  4. No fixing is allowed into the hall floor at these venues, other means of securing the stands need to be considered.

Fees for Complex Structures

All complex structures are subject to an additional fee that will be billed directly from Campbell-Reith, the show appointed structural engineer.

Fees are:

  • £270 for complex structures or complex rigged structures
  • £395 for Double Deck structures (Double-deck structures are also subject to additional fees from show management)

All raw space exhibitors (regardless of size) must submit plans for approval to show management. Please send schematics with all elevations and dimensions to Allison.gold@aviationweek.com no later than 8 August 2017.

Traffic Marshalling

IMPORTANT NOTICE - ALL VEHICLES TRAVELLING TO EXCEL LONDON FOR THE PURPOSE OF BUILD UP, BREAKDOWN OR DELIVERIES SHOULD KINDLY NOTE THE FOLLOWING;

  • The venue is only accessible between 0500 and 2200 each day.
  • On arrival, vehicles need to make their way to the Traffic Administration Office on Sandstone Lane, sat nav postcode E16 1WW.
  • There is a holding area in front of the Traffic Administration Office, please follow the Marshal’s directions to park, then proceed to the Traffic Administration Office in person.
  • Drivers will then be issued with a Lorry way Access Document (LAD). This will detail the date, show name, name of the stand, stand number and vehicle registration number. It will also indicate a time limit for unloading or loading. Drivers must adhere to the specified time limit. Those exceeding the time limit will be clamped or removed. If extra time is needed, please see a traffic marshal.
  • Exit the Traffic Administration Office and return to your vehicle. You will be directed to a queuing system where you should wait until space is available on the lorry way to unload which will be advised to you by a marshal.
  • On completion of unloading/loading, vehicles must be removed to the relevant parking area or leave the site immediately.
  • In the event of a vehicle breakdown or accident, please contact a traffic marshal immediately.
  • The co-operation of all drivers in observing these processes is appreciated.

Lorry & Transit Sized Vehicle Parking

All lorry/transit type parking is subject to availability and is located in the north-west lorry park on Seagull Lane (adjacent to the DLR tracks).

Lorry/transit type vehicle parking is free of charge during build up and break down days but there is a £35 per day charge for lorries (vehicles over 3.5 tonnes) and a £20 charge for transit type vehicles (below 3.5 tonnes) during event open days.

Terms and Conditions of Use

  • Parking is charged at £35/£20 (depending on vehicle size) per open day on a first come, first served basis.
  • If a vehicle(s) wish to park for build up days only, this will be permitted using the Lorry way Access Document, clearly displayed in the window of the vehicle.
  • Terms and conditions relating to this are to be found on the reverse of the Lorry way Access Document.
  • Drivers are required to remove vehicles prior to the open days (unless paying to park as detailed above).
  • Any vehicles failing to show a valid parking permit or displaying an out-of-date parking permit, shall be penalty ticketed and a fee of £80 will be levied.
  • All vehicles parked in the north-west lorry park, must be empty of all goods and stock and where possible, all curtains and doors left open.
  • No overnight sleeping in vehicles is permitted.
  • Drivers must follow the instructions issued to them by traffic marshals at all times.

ExCeL London and it partners accept no responsibility for loss, damage or theft to vehicles or their contents.

Approximate Unloading Times

Car 15 minutes
Transit type vehicles 30 minutes
7.5 tonne 45 minutes
Artic 90 minutes

Vehicle Display Guidelines

Motorized vehicles within the exhibit halls are permissible, provided that each vehicle can be defined as a vehicle that is propelled by an internal combustion engine using a Class I or Class II fuel, such as, but not limited to automobiles, trucks, motorcycles, aircraft, watercraft and lawnmowers.

When placing motorized vehicles inside an assembly hall or exhibit, occupancy consideration must be taken into account regarding exits and exit access, so that these areas remain free of any obstructions, thereby ensuring a clear path for emergency egress.

Vehicles must be positioned prior to the opening of an event to the public. Each vehicle will be subject to inspection for compliance with the following items:

  • All fuel tank openings shall be locked and sealed to prevent escape of vapors.
  • Fuel tanks may not contain more than one-half capacity or ten (10) gallons of fuel whichever is less.
  • At least one battery cable must be removed from the batteries used to start the vehicle engine. The disconnected battery cable must be taped.
  • Batteries used to power auxiliary equipment are permitted to be kept in service.
  • Fueling or de-fueling of vehicles is prohibited.
  • Vehicles may not be moved during show hours.
  • Vehicles, boats and similar exhibited products with over 100 sq. ft. of covered area must be protected with a listed smoke alarm.

What’s New at MRO Europe 2017

Helizone and Helitech

MRO Europe is proud to announce the introduction of the Heli-zone in the Exhibition Hall. Stop by to see the top MRO providers in the helicopter sector.

MRO Europe and Helitech will be cross-honoring badges. Helitech International is the largest helicopter exhibition in Europe dedicated to helicopter products, parts, accessories and services. The show brings together leading manufacturers, suppliers, buyers and engineers in the industry.

Working in association with the European Helicopter Association, Helitech International is an annual event which is held in world class venues in major European city locations offering a greater platform for new launches, product showcases and networking.

Helitech International 2017 will return to ExCeL London 3-5 October 2017.

Wifi

ExCeL London offers a complimentary WiFi service located in the central boulevard area of the building. This service is recommended for light internet and office usage and is not recommended for business critical connections. Due to the high number of visitors to our venue, ExCeL London staff are unable to offer assistance to any user having difficulty in connecting to this complimentary service.

At ExCeL free, fast WiFi which is suitable for browsing, social media, and email. When you arrive at the venue, you just need to sign in to ‘excel free fast’ using our standard log in, or via LinkedIn, Facebook, or Twitter.