Exhibitor Manual and Forms

Goods access to Hall 3 and Gallery is via Cambridge Street to Bay “A” Sunday-Monday inclusive. Goods access to Hall 1 Foyer areas is via Bay “B” on Monday. Please see directional map here. 

Bay A (Hall 3)/ Bay B (Hall 1 Foyer)
The ICC Birmingham
8 Centenary Square 
Birmingham, B1 2EA

Hall 3 Gallery access is via a lift with a capacity of 1000 kg with dimensions 1.3m (w) x 1.7m (d) x 2.0m (h). 

Exhibitors will be required to advise their preferred time of vehicle access during the build-up and breakdown period.  A schedule of arrival times will subsequently be sent to exhibitors, together with a Delivery Vehicle Pass.  Please complete the Form here. Traffic Controllers will be on duty to direct and advise.

Exhibitors are reminded to bring trolleys for use during the build-up and breakdown of the exhibition, as there are limited numbers available on site (on a first come, first served basis).

To secure the best available accommodation within your budget we recommend you book as early as possible. We have appointed BCD M&E to help you find affordable accommodation that meets your requirements. Group bookings of 10 rooms or more, please contact directly. Contact details below. Special reference code - MCUN9.

BCD Meetings & Events – Accommodation Services
Email - [email protected]
Telephone - +44 (0) 203 238 7133

You can find out more on our dedicated accommodation page, www.boa.ac.uk/accommodation.
 

During the build-up and breakdown periods, Emergency Gangways will be in operation and must remain completely clear at all times.

During the open period under no circumstances must any part of a stand, furniture, or exhibits project beyond the boundary of the stand.

Download the BOA App for Congress, please download it via Apple Store, or Google Play 

Instructions on how to Log into the App, Accessing Congress or any troubleshooting issues can be found here www.boa.ac.uk/boa-app &  https://www.boa.ac.uk/boa-app-landing-page/accessing-congress.html

If you need any further support with the app please email us at [email protected].
 

No person under the age of 16 will be admitted to the venue during the build-up or break down. This rule applies to exhibitors’ and contractors’ children. Please ensure your staff and contractors are aware of this rule.

A full range of audio-visual equipment can be hired for the duration of the exhibition. Please ensure that music and commentary for demonstrations, videos, presentations etc. is kept at a level which will not interfere with neighbouring stands. Exhibitors requiring additional AV on their stand, please access the ICC online ordering service. http://www.theicc.co.uk/exhibitor/ordering-services/

If you have any queries, please contact the ICC on [email protected] or phone/ 0844 3388 338 (option 2).

At an additional cost we offer Lead Management available through LeadReference App (Available on iOS and Android) which allows exhibitors to scan delegate badges, this is a great opportunity to capture data for leads post event. The app comes with an online platform where the captured data can be downloaded into an excel file. Further details can be found here.

With the LeadReference app you can:

• Scan delegate badge barcodes
• Qualify leads & make notes
• Filter your data for in-depth analysis
• Export to Microsoft Excel

If you would like to purchase a badge scanner, please complete the form below. A member of the team will confirm via email and send you an invoice for payment. 

If you opt to purchase a Lead Reference app, you will receive an email from [email protected] approx. two weeks prior to the event with full instructions on the App and how you can download the data collected post event. In case of any further questions, please contact [email protected] or [email protected] and we will be more than happy to assist.

Please refer to ‘Exhibitor Timetable’.

Removal of exhibits and displays commences after the exhibition has closed and all visitors have left the exhibition hall. Under no circumstances may any goods be removed or packed away from your stand before this time. 

Please note: 
Traffic around the halls in the evening will be particularly busy during breakdown.

We strongly advise you do not leave any items unattended on your stand. The Organisers and The ICC cannot accept responsibility for any loss or damage. We strongly advise that you have adequate insurance.

It is your responsibility to ensure that couriers collect by close of business on Thursday 22nd September 2022. Any packages not collected by this time will either be destroyed or stored at the exhibitor’s expense.

There are numerous local car parks within a 5 minute walk including the Arena Birmingham, formerly the NIA and Brindley Place car parks which are both next door to the venue. Links below

 Utilita Birmingham- https://www.utilitaarenabham.co.uk/your-visit/getting-here/
Q- Park Brindley place – http://www.q-park.co.uk/parking/birmingham/q-park-brindleyplace 
Paradise Circus Car park - https://www.birmingham.gov.uk/directory_record/6680/paradise_circus_multi-storey_car_park

For directions on how to get here with the latest travel updates click here.

Hall 3 and Gallery
There are carpet tiles throughout the exhibition hall; these are various shades of grey in colour. 

If a colour change is required there are four separate textures and multiple colour options available to purchase. It is prohibited to lay carpet directly onto the venue carpet tiles, but Europa can provide standard 18mm floor flats with aluminium edging or a 40mm platform floor with aluminium edging where underfloor power distribution is required.  You will need to order and pay in advance of build-up, Europa’s online order form can be found here, the deadline is 22nd August. Alternatively you can contact Europa’s Phase plan and Carpet Events team for bespoke advice.

Contact: Europa International 
Tel: 020 8676 0062
Email: [email protected]  
Website here: www.europainternational.com

Please note. Carpet Tape - exhibitors and contractors must use the NEC Group approved Stikatak B3/A5 exhibition tape and ensure that it is lifted before they leave the hall at the end of the show.  Any exhibitors who leave tape on the floor after the show will be charged.

ICC Catering have the sole rights to all food and beverage consumed at the ICC and all food and beverages, and associated catering equipment, must therefore be ordered through them. 

All catering enquiries must be directed to Catering Support on [email protected] to obtain a copy of their stand catering order form. Should you require anything over and above the form content, please contact Catering Support on +44 (0)121 644 5132, who will be happy to assist you with your requirements.

If you plan to use any external F&B on your stand (including coffee machines, snakc and drinks) this must be pre-authorised by Amadeus ICC and a charge will apply. Please complete the disclaimer form and return to the Catering Manager by Monday 5th September. Please note, there are no charges for sampling food and beverage items with maximum 2-bite or 100ml samples.

General stand cleaning (vacuuming stands and waste collection) is included in the stand rental charge and will be carried out each morning prior to opening. Paper or packaging rubbish should be placed in the aisle at the end of the day (any bagged waste left on stands will not be removed). The cleaning of exhibits, however, remains the responsibility of the exhibitor.  Any exhibitors requiring specialist extra cleaning should contact the cleaning department on +44 (0)121 644 5146 or email the ICC at [email protected].

Please note that, with the exception of paper and packaging, exhibitors are expected to dispose of their own rubbish. Should you need to dispose of a large quantity of rubbish following the event or the disposal of Medical waste (such as needles) please contact Anna Prunty, [email protected]

Exhibitors and their agents/contractors are responsible for the complete removal of all exhibits and materials used by them in the stand construction on final departure from the exhibition hall after breakdown. Any costs incurred by the Organisers for the removal and storage of exhibits and materials left in the hall will be passed on to the exhibitor concerned.

The ICC is committed to providing safe and secure environments for our customers, visitors, staff, contractors and partners. In order to achieve this, we have a number of measures in place. We call this Venue Protect.

Everyone has a shared responsibility in helping to prevent the spread of COVID-19 and our response to the virus is covered within our Venue Protect framework.

We confirm that the ICC fully complies with government guidance on managing the risk of COVID-19 and have additional measures in place that we are encouraging visitors to follow to keep everyone’s experience safe.  Further information regarding Venue Protect can be viewed here: http://www.theicc.co.uk/protect/ 

​Direct to Venue

You are welcome to send items directly to the venue. The venue is not accepting items before Sunday 18th September, any deliveries attempted outside the dates of the event will be turned away. If you are sending any items to the ICC via courier, you will need to complete the Delivery Note and attach to all packages. 

Couriers should report to Bay B at the ICC (off Cambridge Street) for further delivery instructions. ICC Goods Inwards will sign for goods (on acceptance of arrival basis only) but will accept no liability for items after delivery. BOA and ICC cannot be held responsible for any deliveries which are not addressed correctly.

Exhibitors must ensure that a representative of their company is on-site to receive and sign for deliveries. The Organisers and the venue are unable to accept responsibility for any goods delivered to stands that are unmanned and regret that they are unable to sign for goods, exhibits or other material on behalf of an exhibitor or contractor due to limited storage facilities.

If shipping from outside the UK, we recommend that you ship via a Customs Agent, as the venue cannot get involved in any customs issues.

Please note that during the show, under normal circumstances, no goods may be delivered to or removed from stands during the open hours of the exhibition. If this is necessary, permission must be sought from BOA and the ICC, Event Manager.

Advanced Warehouse Deliveries

Early deliveries of goods to ICC Birmingham cannot be made before Sunday 18th September.  Any deliveries prior to this date must be clearly marked with the Exhibition name and date, exhibitors/company name and stand number and sent directly to Onsite Exhibition Services. Please contact Alan Hazlehurst in the first instance, contact details below:

Onsite Exhibitions
Email: [email protected]
Tel: +44 (0) 7768 562770

Collection

Please ensure any items that are due to be collected by courier are transferred to the Goods Inwards Area of ICC Bay B, which is next door to Bay A. Please do not leave any items on your stand once you have left the venue. It is your responsibility to ensure that couriers collect by close of business on Thursday 22nd September 2022. Any packages not collected by this time will either be destroyed or stored at the exhibitor’s expense.

If you have a courier company collecting your goods at the end of the event, please check their evening operating times before booking this with them to ensure that they are able to collect. There is unfortunately no overnight storage facility and the organiser cannot be held responsible for items left in the hall at any time. Please label your boxes clearly with your stand number and company name (Delivery Note - download here). Please also include your mobile number on this label in case there is a problem and the courier can get hold of you.

As in previous years, BOA will give a pre-registered delegate list sent out approximately two weeks before Congress starts. A final list, including day registrations will be sent after the Congress. This will only include delegates who have agreed to share their details with third parties.

It has been brought to our attention that companies are targeting our exhibitors and claiming to be, or working with, our organisation. These companies may even use the BOA branding to appear genuine.  

Please beware of companies who may contact you offering to sell a delegate list, as they do not have the rights or accurate information to make these lists available.  

Our delegate list is confidential and is not sold to third parties. But we may share your information with third parties where we have a legal duty to do so or to provide you with a service you have asked for. For more information see our terms and conditions.

Each exhibiting company may have the following details uploaded onto the BOA App and website:

• Company profile (maximum 100 words)
• Company logo (jpeg)
• Category
• Contact details – email/ phone 
• Stand number
• Company website (URL)
• Product details (name and description)
• Resources (URL)
• Promotional video (Vimeo URL only) 
• Social media platforms including: Twitter, LinkedIn, Facebook, YouTube

Please fill in the below form as you would like your editorial to appear by Monday 29th June 2026.

Index Group are the official Electrical Contractor for the exhibition. They have a comprehensive range of electrical services for hire and installation and offer an extensive range of light fittings and flexible power supplies. The installation or alteration of any electrical fitting by any person other than a member of the contractor’s staff is strictly prohibited. In accordance with current health and safety legislation all electrical equipment and fittings should comply with applicable test regulations.
Any exhibitor in need of additional electrical requirements should contact:

Index Group
Email: [email protected]
Tel: 0800 085 9885
Please note: If you have purchased a shell scheme package this includes a 500W power socket and three spotlights (please note: this is only suitable for domestic tools and appliances e.g laptops and mobile chargers, plasma screens. Multiple plasma screens, appliances and lights will require additional power (more than your 500w complimentary socket provides). If additional power is not ordered, you may lose power to your stand as it will overload the circuit.

DEADLINE TO ORDER: FRIDAY 18TH AUGUST 

Orders received after this date will be charged, any items requested on site will be supplied subject to availability and will incur 20% surcharge on prices. 

Online order form

Click here for a helpful guide

1. Definitions

In these Terms and Conditions the term “EXHIBITOR” shall include all employees, servants and agents of any Company, Partnership, Firm or individual to whom stand space has been allocated for the purpose of exhibiting. The term ‘EXHIBITION’ and ‘ORGANISERS’ shall mean ‘THE BRITISH ORTHOPAEDIC ASSOCIATION’

2. Duration of the Exhibition 

The exhibition will be open as follows: 

Tuesday 22nd September 08:30 - 19:30 (18.30 - 19.30 Welcome Drinks Reception)
Wednesday 23rd September 07:30 - 18:00
Thursday 24th September 07:30 - 16:45  

Stands must be open and fully staffed during these hours. 

3. Cost of Participation.

The cost of participation in the exhibition is £495 per m2 the stand packages include:

 Diamond
• 81m2 and above
• Priority stand selection
• 16 Exhibitor Passes per day
• Four Exhibitor Plenary Passes per day
• x1 30-minute presentation (Abstract & Innovation Theatre)
• Welcome Drinks Reception Tickets
• Lunch and Refreshments per person, per day
• Exhibitor logo & profile on BOA website & App
• Included on the dedicated Diamond page on the BOA App
• Mentioned on the BOA Social Channels as a Diamond Exhibitor
• Congress delegate list 

 Platinum
• 21m² - 80m²
• Priority stand selection
• 15 Exhibitor Passes per day
• Three Exhibitor Plenary Passes per day
• Welcome Drinks Reception Tickets
• Lunch and Refreshments per person, per day
• Exhibitor logo & profile on BOA website & App
• Included on the dedicated Platinum page on the BOA App
• Mentioned on the BOA Social Channels as a Platinum Exhibitor
• Congress delegate list 

Gold
• 12m²-20m²
• Ten Exhibitor Passes per day
• Two Exhibitor Plenary Access Passes per day
• Welcome Drinks Reception Tickets
• Lunch and Refreshments per person, per day
• Exhibitor logo and profile on BOA website and App
• Congress delegate list 

Silver
• 6m²- 11m²
• Five Exhibitor Passes per day
• Welcome Drinks Reception Tickets
• Lunch and Refreshments per person, per day
• Exhibitor logo and profile on BOA website and App
• Congress delegate list 

Bronze
• 2m²-5m²
• Three Exhibitor Passes per day
• Lunch and Refreshments per person, per day
• Welcome Drinks Reception Tickets
• Exhibitor logo and profile on BOA website and App
• Congress delegate list 

There is an additional cost for a shell scheme stand of £275 plus £25 per m², on top of the cost of your stand package (Gold, Silver or Bronze) this will include; shell scheme walls, name board; three spotlights and one 500W power socket. The floors will be fully carpeted. Also included in the cost of exhibiting are; name badges for stand personnel; editorial on the website and App; coffee, tea and lunch; the full services of the Organisers and their staff. Additional requirements such as electrical services and furniture are available through the Organisers and will incur additional charges. Costs are based on current labour rates and may be subject to alteration in the event of any substantial change. Value Added Tax at the standard rate in force is chargeable.

4. Application for Stand Space

Application for stand space must be made on the official stand application form. Stand space will be allocated on a ‘first come-first served’ basis, and where practicable, in accordance with the Exhibitor’s choice and preference. Following the stand draw by the Organisers and acceptance of stand space by the Exhibitor’s, the Organisers will send out a contract to be signed by the Exhibitor’s, in accordance with these Terms and Conditions. The Organisers shall reserve the right to refuse any application for stand space or prohibit any exhibit without assigning any reason for such refusal or prohibition. Should it be necessary to revise the layout of the Exhibition for any purpose, the Organisers reserve the right to alter the positions of stands as, in their opinion, may be required in the best interest of the Exhibitors.

The larger stands have been positioned to accommodate potential rigging, in accordance with the venue’s provisional rigging plan. However, the Organiser cannot guarantee the availability of rigging until the venue’s final rigging plan has been issued and confirmed.
 
5. Payment

Invoices are payable within 30 days of issue and in any event no later than 3rd July 2026.  25% of the full amount is not refundable after stand space has been confirmed. (See Section 6 below). If this balance is not paid by the due date the stand space may be re-allocated. In the event of an application not being accepted by the Organisers, any payments received will be returned to the applicant.  

All international bank transfer fees shall be borne by the Exhibitor. 

Full payment must be received before occupation of stand space. 

6. Cancellation of Stand Space

If an Exhibitor cancels their stand space after it has been allocated and contracted they will automatically forfeit 25% of the cost of the stand.

a) Cancellation automatically forfeits 25% of the cost of the stand
b) Cancellation 1st May - 3rd July 2026, exhibitor is liable for 75% of the cost of the stand
c) Cancellation after 3rd July 2026, exhibitor is liable for 100% of the cost of the stand 

7. Reduction of Stand Space

If an Exhibitor reduces their stand space by 25% or above, they will automatically forfeit a percentage of the cost of the stand which will be at the organiser’s discretion.

8. Bankruptcy or Liquidation

In the event of an Exhibitor becoming bankrupt or entering into liquidation (other than voluntary liquidation for the purpose of amalgamation or re-construction), or having a Receiver appointed, the contract with such an Exhibitor shall terminate forthwith; the allotment of stand space shall be cancelled and all sums paid by the Exhibitor under the Contract shall be forfeited.
 
9. Insurance

The Exhibitor shall be responsible for safeguarding and insuring its own property, exhibits, and personnel at all times. The Exhibitor must maintain adequate insurance cover, including public liability insurance with a minimum limit of £5 million (or such higher amount as may be reasonably required by the Organisers or venue), and shall provide evidence of such insurance upon request. The Organisers shall not be liable for any loss, damage, or theft of the Exhibitor’s property or for any loss or injury suffered by the Exhibitor, its employees, agents, or contractors, except where such liability cannot be excluded by law. 

10. Limitation of Liability. 

Nothing in this Agreement shall exclude or limit liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation. Subject to this, the Organisers’ total aggregate liability arising out of or in connection with this Agreement shall not exceed the total fees paid by the Exhibitor. The Organisers shall not be liable for any indirect, incidental, or consequential loss, including but not limited to loss of profit, revenue, business, or opportunity. 

11. Force Majeure 

Neither party shall be liable for any failure or delay in performing its obligations under this Agreement where such failure or delay results from events, circumstances or causes beyond its reasonable control (“Force Majeure Event”). 

Force Majeure Events shall include, but are not limited to: acts of God, flood, fire, earthquake, storm, epidemic or pandemic, war, terrorism, civil commotion, labour disputes, strikes, industrial action, interruption or failure of utilities, governmental actions or restrictions, venue unavailability, or any other event beyond the reasonable control of the affected party. 

The affected party shall notify the other party as soon as reasonably practicable of the nature and extent of the Force Majeure Event and shall use all reasonable endeavours to mitigate its effects. 

Where a Force Majeure Event affects the Exhibition, the Organisers reserve the right to: postpone the Exhibition; change the venue or format (including virtual or hybrid delivery); or cancel the Exhibition. 

In the event of cancellation due to a Force Majeure Event, the Organisers may, at their discretion, refund such proportion of the fees paid as they consider reasonable, having regard to costs incurred. The Organisers shall not be liable for any indirect or consequential losses suffered by the Exhibitor, including loss of profits, business, or opportunity. 

 
12. Postponement or Abandonment

The Exhibitor shall have no claim against the Organisers in respect of any loss or damage consequential upon the prevention, postponement or abandonment of the Exhibition, or of the Exhibition hall becoming wholly or partially unavailable for the holding of the Exhibition by reason of happenings of any of the events referred to in Section 11 above being beyond the Organisers’ control. The Organisers may at their entire discretion repay the rental paid by the Exhibitor or part thereof, but shall be under no obligation to repay the whole or part of such rental, and shall be under no liability to the Exhibitor in respect of any actions, claims, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor as the result of the happening of any such events. If, in the opinion of the Organisers, re-arrangement or postponement of the period of the Exhibition, or by substitution of another hall or building or by any other reasonable manner the Exhibition can be carried through, the contract for stand space shall be binding upon the parties, except as to size and position of stands, as to which any modifications, substitutions or re-arrangement they consider necessary shall be determined by the Organisers.
 
13. Occupation of Stand Space

The Exhibitor, their employees, servants, agents and contractors, may enter the Exhibition premises for the purpose of erecting, installing and preparing their exhibits on Sunday 20th September and Monday 21st September at times to be advised. All stands must be completed and ready for the Exhibition opening by 08:30 on Tuesday, 22nd September 2026.

14. Failure to Vacate

If the Exhibitor, or their servants, agents or sub-contractors should fail to remove all their property or otherwise fail to vacate the Exhibition premises by the end of tenancy due to any cause whatsoever, the Exhibitor shall be fully responsible for any penalties imposed by Olympia, or any other losses and costs incurred by the Organisers as a result of the Exhibitor failing to vacate the premises by the agreed time and without prejudice to any other right or remedy of the Organisers, the Organisers may remove any property of the Exhibitor left in the Exhibition hall by the Exhibitor after the said time and the costs of such removal shall be paid by the Exhibitor to the Organisers on demand.

15. Display Installation

(i) No Exhibitor will be permitted to install his exhibits or display in such a manner as, in the opinion of the Organisers, obstructs the light or impedes the view along the open spaces or gangways.
(ii) Gangways must be kept clear and free for passage and must not be littered or obstructed in any way.
(iii) The Exhibitor must undertake to abide by the decision of the Organisers on all matters relating to the employment of labour in connection with the Exhibition.
(iv) All electrical installations and connections must be carried out by the official electrical contractor.
(v) No stand or display exposing an unfinished surface to neighbouring stands will be permitted, nor may any walling be erected on the perimeter of a stand bordering a gangway which would impede the frontage or view from or into a neighbouring stand.
(vi) Plans for specially built individual stands other than those constructed within the standard shell scheme must be submitted to the Organisers for approval before construction is ordered.
 
16. Prohibition of Transfer

The Exhibitor agrees not to assign or sublet any stand space allocated to them without prior consent from the Organisers, nor to display or advertise goods or services other than those manufactured or carried by him in the normal course of business.
 
17. Annoyance

The Organisers reserve the right to regulate any activity on the part of any Exhibitor that may cause annoyance to other Exhibitors or visitors to the Exhibition. This includes excessive noise from working exhibits or sound equipment. Business must be conducted only from within the Exhibitor’s own stand area. This includes the handing out of advertising material.
 
18. Electrical Requirements

Full lighting and power services will be available to Exhibitors through the official electrical contractor appointed by the Organisers. An Exhibitor may provide their own electrical fittings where such fittings are in the form of made up units, showcases, signs etc. complete and ready for connection to the mains supply. All electrical installations and connections must be carried out by the official electrical contractor.
 
19. Stand Cleaning/Storage

The Exhibitor is responsible to the Organisers for seeing that their stand is maintained in a clean and orderly state during the open period of the exhibition. No storage space is available in the Exhibition hall and the Exhibitor must ensure that all packing materials and empty boxes are removed from the premises before the opening of the Exhibition.

20. Dangerous Materials and Exhibits

The Exhibitor must conform to the regulations and conditions concerning explosives and dangerous materials, combustible or otherwise, as laid down by local authorities and other statutory bodies. Any materials or exhibits not approved by these authorities or the Organisers must be removed from the premises.
 
21. Fire Precautions

All inflammable materials shall be effectively fireproofed or otherwise processed against fire in accordance with any statutory or local regulations or requirements to which the Exhibition may be subject. All electrical wiring and cables must be clear of the floor. No packing materials or empty boxes must be stored on or behind stands. Fire Points and Exits must be kept clear at all times. The Exhibitor must adhere to all fire and safety regulations which affect the Exhibition.
 
22. Damage to Exhibition Hall

No nails, screws or other fixtures may be driven into any part of the hall structure including floors. Care should be taken to avoid any damage to any part of the hall structure. Should any such damage or disfigurement occur, the Exhibitor shall be liable for any reparation charges incurred.

23. Security

Security staff will be on 24 hour duty throughout the period of tenancy of the Exhibition but shall be under no liability for loss or damage. Name badges must be worn at all times by Exhibitors.

24. General Conditions

The Organisers will be responsible at all times for the control of the Exhibition area. The Exhibitor is responsible for the supervision of their stand. Should any question arise that is not provided for within the foregoing Terms and Conditions, the Organisers undertake to give the fullest sympathetic consideration to the interests of the Exhibitor. Their decision must be accepted as final where the requirements for the correct conduct of the Exhibition make an immediate decision imperative, subject always to the proviso that matters in dispute may be referred to an independent arbitrator at the request of either side. The Exhibitor must comply with any regulation or requirements imposed on the Organisers by Olympia London, the local authorities or any other competent authority.
 
25. Exemptions

Exemptions from any of these Terms and Conditions may be granted at the Organisers’ discretion. No exemption will be effective unless it is given in writing. 

26. Entire Agreement

This Agreement, including these Terms and Conditions, constitutes the entire agreement between the parties relating to the subject matter and supersedes all prior agreements, representations, or understandings, whether written or oral. Any additional, conflicting, or alternative terms proposed by the Exhibitor, including in any purchase order, contract, or other document, shall have no effect and shall not form part of this Agreement unless expressly agreed in writing and signed by the Organisers. 

 27. Law

These Terms and Conditions and any contract included shall be governed by and construed in accordance with English law. 

EXHIBITORS GUIDE

Technical information concerning the Exhibition together with Order Forms for ancillary services will be sent to the Exhibitor by the Organisers after application has been made and stand space allocated.

You are not allowed to bring your own forklifts into the venue due to insurance and health and safety reasons. However, the official freight forwarding company will be able to assist with unloading and loading your vehicles in the loading areas, but must be booked prior to the exhibition. Charges apply. Please contact Alan Hazelhurst for further information.

Tel: +44 (0) 7768 562770
Email: [email protected]
 

Europa International have been appointed as the official furniture contractor for the exhibition. Please return the online order form direct to Europa International Ltd by Friday 21st August 2026.

Europa International
Europa House
Meaford Way
London 
SE20 8RA
Tel: +44 (0) 20 8676 0062   
[email protected]
www.europainternational.com

The appointed freight forwarding, lifting and handling agents for the exhibition are:

Onsite Exhibitions Ltd
Tel: +44 (0) 7768 562770
Email: [email protected] 

Onsite Exhibitions can provide information and advice to international and United Kingdom exhibitors regarding shipment, transportation, lifting and handling of exhibit material. They can also offer Customs Clearance and temporary Importation Bonds for overseas exhibits.  A storage service is also available.

Exhibitors requiring any of these services should complete the order below form no later than Monday 4th September.

Transportation Order Form

Please note that Onsite will not be held liable for items left unattended on Exhibition Stands.

The ICC has its own in-house graphics team who can produce any required branding and signage options to enhance the appearance of your exhibition stand. This includes a full range of graphic options including full colour graphic panels (overlay, infill and overlay panels), banners, hanging signs, printed floor graphics and much more. The team will manage the production, delivery and installation for you. The deadline for print ready art is Thursday 25th August.

To order or to find out further information, please contact the team below. 

Email: [email protected]
Tel: +44 (0)844 338 8338 (option 1)

Please note that exhibitors are responsible for removing their own graphics, failure to do so may result in additional charges from the organiser.
 

All Exhibitors and Stand Contractors must complete a Health & Safety Declaration Form along with a Risk Assessment.

- Risk Assessment Form

- Health & Safety Declaration Form

Please click on the button below to complete the submission form and upload the completed forms - no later than Monday 27th July 2026.

a)    Shell Scheme Stands
No stand fitting, display or exhibit may exceed the shell scheme height of 2.4m.     

b)    Space Only Stands 
The maximum permissible height for building is 4 metres inclusive of any platform installation. This limit includes the overall height of the stand-fitting, any branding and all raised platforms as measured from the hall floor. Stands wishing to exceed this height or to erect a double decker stand must supply us with full drawings and structural calculations by the 15th August, for approval by Birmingham City Council.  Stands over 4m coming onto site without approval will not be permitted to be built. If any stand has structural calculations then it is deemed complex and requires a structural engineer to sign it off both at the design stage and also on site once built, which should be organised by the exhibitor.

The height from floor to ceiling under the gallery of Hall 3 is 3.4m.

The height restriction for Hall 1 Foyer is 2.4m.

ICC Birmingham offers free Wi-Fi for all exhibitors, suitable for basic web browsing. If you are an exhibitor who requires a stable IT connection as an integral part of your booth (and your equipment supports it) as organisers we would always recommend you order a hard wired connection, as it is still the most secure and reliable source of internet connection at the venue. Deadline to order is Friday 2nd September.

To order a hard wired connection please contact the ICC below:

Tel: 0844 3388 338 (option 2) 
Email: [email protected]
 

Please view the BOA website for delegate registration details and an up to date programme for the BOA Annual Congress 2026. 

Please register yourself through the registration link below. Each exhibitor attending will be required to register individually as you will be emailed a barcode prior to Congress which you'll require to collect your exhibitor pass on arrival.

If you wish to purchase a plenary access pass or additional exhibitor tickets you can do so online. www.boa.ac.uk/registration

Registration is open and will close at 23.59 on Sunday 6th September 2026 for all exhibitors.

Please ensure that all attendees have registered themselves online by no later than SUNDAY 6TH SEPTEMBER 2026.

Failure to register by this date will mean any additional attendees will be required to queue and register in person at 08:45 on Tuesday 22nd September 2026.

Exhibitor badges must be worn by all stand personnel whilst within the Open period of the exhibition. These badges will be available for collection from the Exhibition Registration Desk on arrival.

If you need further assistance with registering please contact [email protected]

This section contains information of how to obtain the passes needed to access the venue during build-up and breakdown for both stand contractors and exhibitors. 

Build Up & Breakdown:
Sunday 18th September - 07:00-22:00 hours
Monday 19th September - 06:00-22:00 hours
Thursday 22nd September - 17:00-23:59 hours

All exhibitors’ and contractors must have a pass to allow entry to the ICC Birmingham for goods, delivery, build, breakdown etc. These passes are in addition to exhibitor badges which will be issued by the Organisers on site. Please complete the following form no later than Monday 5th September 2022. Wrist bands will be issued upon arrival and must be worn at all times. Exhibitors using their own contractors for stand installation/design, should pass on the relevant forms to complete.

Please note that under CDM regulations, all visitors to the hall at this time must wear high visibility jackets, appropriate footwear and hard hats where necessary.

Any exhibitors wishing to come and see their stand during build, admission to the exhibition hall is strictly by wristband and name badge only. Exhibitors can collect their registration badges from the registration desk from 14.00 pm on Monday 19th September and will be granted access until 19.00 pm. Please note, you must register all exhibitors for the exhibition online www.boa.ac.uk/registration

The ICC will assist you with any rigging services you require for your stand. To find out further information and to place orders, please contact the Technical Sales team at the ICC, [email protected]

Hanging Signs - Please Note:

Minimum height of 6m from the floor to the bottom of the hanging sign. Maximum height 8m from the top of the sign to the ground.

All hanging banners are to be hung above the stand and dimensions for the banner must not exceed the stand size. The banner must be 1m away from a separate wall towards a neighbour.  The banner must be printed on all sides. 

Please note, this is subject to review and stand position in the hall - please submit all rigging plans prior to the event for approval 

Please be aware the deadline to order is Monday 22nd August.

Appropriate Personal Protective Equipment (PPE) is required for the job being carried out. During build-up and breakdown, all personnel MUST wear high visibility jackets and steel toe shoes; you will NOT be allowed onsite without this. Other forms of PPE such as hard hats eye protection, gloves, etc must be worn if required when performing a specific task.

Personnel not wearing hi-vis will not be permitted to work in the event area. Hi-vis are available for purchase on the day at a cost of £5.00 per vest payable by the individual.

All shell scheme stands will be provided with a name board and will display your stand number and company name. In order to ensure we print your details correctly, please complete the order form below.Please ensure the online form is completed by Friday 19th August, otherwise the name board will be printed as per your contract. Any late requests or changes to be made, after the above date, will incur additional charges to the exhibitor.

Deadline: Friday 19th August

Exhibitors on space-only stands should endeavour to include their stand number in their design, in addition to prominently displaying the company name.
 

General security is on duty throughout the exhibition period, including build-up and breakdown. Passes should be worn at all times by both exhibitors and contractors for identification. Any exhibitor requiring extra security services should apply to the Organisers as early as possible. 

Exhibitors are warned not to leave valuables unattended on their stands whether during the build-up, open or breakdown periods.  Special care should be taken of mobile phones as these can be easily misplaced or stolen. Do not leave your stand unattended at any time. No exhibits may be removed from the hall during the open days of the exhibition without notifying the BOA. 
 

What does it look like/ what’s included?

Space only stands are just that. No walling or stand fittings will be provided and you are responsible for organising all of this at your own cost. The design of your stand is your responsibility and must be such that it can be erected and dismantled within the time available; please refer to the exhibition timetable for the build-up and breakdown schedule. When you arrive on-site the area of the stand will be marked out on the venue floor. It is your responsibility to ensure that the stand is built to the correct floor markings. If you are unsure of these please contact the organiser’s office before commencing build.

Stand Plan Submissions:

Stand plans have to be submitted to us no later than Tuesday 2nd August. Stands must provide the following documentation:
1.    Stand Plan. A technical drawing, including all specifications, together with a Construction Phase Plan (CDM 2015) and PL Insurance, must be submitted to Alan Hazelhurst and CC exhibitions for provisional approval, subject to an onsite inspection by Tuesday 2nd August N.B. Please note that SPACE ONLY Contractors must submit signed CDM 2015 notifications which will be issued one week prior to tenancy. 
2.    Method Statement 
3.    Risk Assessment Document 
4.    Health & Safety Document 

Stand Build Regulations:

1. Space Only exhibitors are advised that no walls or stand fittings are provided and they should make their own arrangements for stand building and decoration. 
2. The maximum build height at The ICC is 4m; stands must not exceed this height. This limit includes the overall height of the stand-fitting, any branding and all raised platforms as measured from the hall floor
3. No more than 40% of an open side can be walled. Any walling exceeding 40% must be set back a minimum of 0.5m from the open perimeter of the site. Solid runs of walling along open perimeters are not permitted unless facing a Venue wall. Under no circumstances are neighbouring stands to be visually blocked off from the rest of the exhibition
4. All exhibits must be confined to the space limits of their respective booth(s) as indicated on the floor plan. All equipment, products or materials to be displayed or demonstrated must be placed within the exhibit space in order to ensure that the attendee viewing the exhibit will stand within said booth space and not in the aisles. All exposed parts of displays must be finished to present an attractive appearance when viewed from the aisles or from adjoining exhibits.
5. Exhibits and walling must be positioned in such a way as not to obstruct the view of the exhibition or adjacent stand
6. No stand or display exposing an unfinished surface to neighbouring stands will be permitted, nor any solid wall of more than one third of the total length of any elevation be erected on the perimeter of a stand bordering a gangway which would impede the frontage or view from or into a neighbouring stand.
7. The outside finish must be the same as inside or equivalent in quality of build and all stands must be finished on any open tops as stands will be viewed from above (balcony view)
8. Stand walls or decorations cannot exceed a height of 2.5m unless approval has been sought from the organisers. All visible walls over 2.5m must be dressed and conform to all other regulations but carry neither titles, devices, advertising matter nor exhibitors where the elevation overlooks the lower stand. Walls must not overshadow or interfere with neighbouring stands without written prior approval from the organiser. No part of the stand construction (including rotating signs) or any exhibits may protrude over the gangways or neighbouring stands. 
9. Disabled Ramps. There is no requirement to install access ramps on a stand platform up to 100mm. However, stands have to be designed to be able to accommodate access and egress for wheelchair and mobility scooter dependant visitors. 
10.  All space only designs are provisionally approved subject to an onsite inspection and providing they meet the rules and regulations of ICC Birmingham. Please refer to the e-guide with regard to stand build compliance. http://www.aeo.org.uk/files/stand_build__july_2015.pdf
11.  High visibility vests must be worn by all contractors during build-up and breakdown. Failure to wear a hi-vis vest will prohibit access to the site. Hi-vis are available for purchase on the day at a cost of £5.00 per vest payable by the individual.
12.  Any damage caused to the venue structures will be charged to the offending Exhibitor

If you are employing a contractor to build your stand, it is essential that your contractor is fully aware of their responsibilities and that all work must comply with the rules and regulations. 

SPACE-ONLY STAND ADJOINING ANOTHER SPACE-ONLY STAND

Exhibitors on part-island sites must provide a partition wall between themselves and their neighbours. The Organisers will not provide walling between adjoining space-only sites. 

SPACE-ONLY STAND BACKING ONTO ANOTHER SHELL SCHEME

Space only sites are not permitted to attach anything to the adjoining shell scheme. Exhibitors taking space only sites backing onto, surrounded by or adjoining shell scheme stands, should not assume that panels facing their stand will be finished. Space only exhibitors booking stands between shell scheme sites must deduct 55mm from overall measurements to fit within the allotted space (e.g a 3m x 2m space only site would in fact have a floor dimension of 2945mm x 1945mm). 

STAND IDENTIFICATION (SPACE ONLY)
Exhibitors with floor space only sites are requested to ensure that their stand is clearly identified with company name and stand number placed in a prominent position.

Space Only - Stands

Please ensure you complete submissions of stand plans inc Risk Assessment & Method Statement and send to Alan Hazelhurst and CC [email protected]

Deadline 2nd August 2022.

You should read this section carefully if you are a shell scheme exhibitor as it details all the items that are included in your package.
As a shell scheme exhibitor you receive the following as part of your stand package:

• Shell Scheme Stand and Walls
• Bus stop style name board
• Three spotlights
• One 500W power socket

Please note - no furniture is included in the shell scheme package, this must be ordered separately.

Example of a typical stand 

We have appointed Index Group as the official shell scheme contractor and will be using their FITZiN system with bus stop style name boards. If you wish to upgrade any elements of your stand, please contact Index Group, [email protected]

INDEX GROUP LTD
1 Lomax Street
Radcliffe
Manchester, M26 1PX
Tel: 0161 7234 744
Email: [email protected]

Any exhibitor requiring stand fitting services, whether it be for shell scheme or space only, should contact Index Group direct.

All shell scheme exhibitors must complete a health and safety declaration before they are allowed to set up their stand found
online by clicking here.

Name Board
The name board will show company name and stand number. The maximum number of characters is 32.  Please complete the below online form by Friday 19th August, if we do not receive the completed form by the stated deadline your nameboard will be produced using the name taken from your contract. Nameboards cannot be altered on-site.

Shell Scheme 
1)    A diagram including a full description of the ‘Click’ modular shell scheme is also on the order form.  
2)    Fixing to the shell walls should be carried out using Velcro tape or tabs, available for sale on site from Index Group. For heavy fixing, exhibitors should consult the stand contractor Index Group. Fixing with nails, screws, staples and glue etc. to the wall panels is NOT PERMITTED. All damage will be charged to the exhibitor.

4) Panels are attached to each other by aluminium uprights which stand 20mm proud, exhibitors with larger graphics should contact Index Group for advice.
3)   Optional extras such as panelling, doors, shelves etc. are available using the online order form below.

Shell Scheme - Graphics

Customise your stand with graphics, to order please complete the online form below or contact MyEvent team at: [email protected]

Download - Graphic Brochure

Deadline: Friday 18th August

Please note that items in the shell scheme stand package are not interchangeable or transferable, nor will cancellation of an item qualify you for a refund. If you have not booked a shell scheme stand and wish to have one, please contact your us directly to discuss this further. 

Unfortunately, there are no storage facilities available on-site. You are responsible for arranging storage of your literature, packing cases and boxes. All items must be stored within the confines of your stand. Please do not store anything behind your stand. Excess stock, literature and packing cases may not be stored on, around or behind stands, unless contained within a lockable storeroom, doors to which must have a vision panel. Any proposed storerooms must be shown on your final floor plan.

Fire regulations require that any items found outside your stand be removed, as they are a fire hazards.

Storage is available through Onsite Exhibitions, if you are interested please contact [email protected]

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