Event Information

Below you will find a summary of key changes for 2024 that will impact you as an Exhibitor or Contractor but please make sure to read the whole manual for full details. The manual provides both recommendations and mandatory rules.

• Exhibition Timetable
  • For 2024, we will be staggering the entrance to build up on Saturday 9th March. Your time slot will be determined by the location of the stand in the hall and type of stand build, click here to see the phased access floorplan.
  • To help ensure that the aisle carpet can be laid on time and the cleaning team has a sufficient amount of time to ensure that the show is cleaned and ready for the show opening it is compulsory that all empty boxes, storage crates, ladders, unused stand fitting materials, pallets, etc. are removed from the aisle by 3pm on Monday 11th March. Any items left in the aisles after this time will be removed by DSV and a 100% surcharge will apply for the removal and storage of these items. Everyone working onsite must be made aware of this procedure.

• Badges & Passes    
  •  Oceanology International 2024 is pre-registration only. All attendees need to pre-register online prior to arrival and download their badges from the exhibitor portal.
  • All stand personnel required on the stand during the event days, including stand-by contractors, catering, and hostess staff must be allocated a badge through the exhibitor portal and will come out of the exhibitor badge allocation.
  • Contractors are now required to register in advance for access during build and breakdown for contract tracing purposes.

• Sustainability - Our new Exhibitor Environmental Checklist is now available and has useful tips to lower your environmental footprint whilst you are exhibiting with us. 

• Shell Scheme, Pavilions & Package Stands
  • Full details of the stand and package you have selected and what you need to do to have a successful exhibition.
  • Exhibitor Responsibilities Form required from all exhibitors.
  • Overnight stand cleaning is included in your package. To increase the cleaning on your stand click here.

• Traffic: Parking, Loading & Unloading - NEW 
  • There is a new Vehicle Booking System in place at ExCeL where all vehicles needing access to the loading bays during build-up and breakdown must pre-book.  Please click here for further information and click here to book now.

• Stand Build Regulations
  • No longer permitted for 2024:
    • No Double Decker
    • Fully enclosed meeting rooms on stands
    • Ceilings on stands are not permitted
  • Complex Structures & Rigging
    • All stands with a suspended structure and anyone building over 4m in height must:
    • Submit full technical drawings.
    • Submit structural calculations.
    • Provide details of fixings and weight loadings for all suspended structures.
    • This information will be sent to an independent structural engineer for pre-show checking and an onsite inspection.

                Please click here for the full breakdown of 2024 stand regulations.

• Rigging - for any space-only stands wanting to suspend items above their stand the deadline to order rigging is 5pm GMT on 16th February 2024.  Any new or additional orders placed after this date will not be accepted.

• Plant Hire – under no circumstances are contractors/exhibitors allowed to hire and operate their own cherry pickers and scissors lift in and around the loading areas and exhibition halls.  Any such equipment found onsite will be asked to be removed immediately.

• How to submit Stand Plans - The stand plan checking process is managed by  Ops Squad Stand Plan Team. See Stand Build Submissions.

• Your Tasks & Order Deadlines - A list of all the order forms and deadline dates to help you complete these in a timely manner. Please pay extra attention to where deadlines may now be earlier than in previous years due to new lead times. Orders should be placed in advance to reduce onsite contact.

• Health & Safety - Please ensure you read this section so that you understand all of the risks and safety procedures involved in anything you plan to do onsite.

• Venue & General Information – Detailed information on the venue including the address and other specific details you may find useful. The venue has made some changes to operational measures in order to provide a safe environment for everyone. Please click here to see these measures.

• Logistics, Lifting & Delivery 
  • All deliveries must be made directly to the official lifting contractor. You can either collect these yourself or arrange for the lifting contractor to deliver them to your stand. 
  • It is essential that all material and freight is kept within the build area and not in the aisles/foyers etc. Build materials/furniture/AV and freight may need to be scheduled for different arrival times.
  • The expansion of the ULEZ zone now covers Excel. There are no charges for vehicles coming to/from the venue. More details here.

• Brexit - If Brexit will have an impact on you delivering items to and from the exhibition then please click here for advice and guidance from the Official Logistics Provider who are more than happy to help with any further queries.

    For more details, please click here.

• Cleaning and Hygiene
  • Please confirm your order 28 days before the start of event tenancy to benefit from the advance order.
  • At the end of each day please put your full bin bag in the aisle so that it can be collected by the cleaners. Any items left in the aisles will be considered litter and disposed of.
  • For full details on the cleaning packages available, please click here.

• Exhibitor Catering
  • Only Excel-provided hospitality is allowed. To speak to Excel Hospitality about the options they can provide please contact [email protected]

• Waste Removal Charges
  • Exhibitors and contractors are responsible for the removal and disposal of all stand-fitting waste created during build-up and breakdown. Heavy financial penalties will apply to anyone who leaves stand waste on site
  • ·All stand contractors must include details on how they will manage their waste in their Method Statement
  • ·We expect every space only stand to order necessary waste bins for build-up and breakdown.  This will be closely monitored on-site.

• Entertainment and Live Performances on Stands – If you are planning a live demonstration or performance on your stand then please ensure that you complete the Stand Information Form.  The Organisers reserve the right to stop any performance they feel is causing a nuisance to any other exhibitor.

• Exhibitor & Contractor Welfare -  Useful steps to prioritise contractor & supplier welfare

• Full Circle - is the official contractor for the following services: shell scheme, electrics, floor covering, graphics, and furniture. Each exhibitor will have their own login details to access the Full Circle Portal, this will be emailed by Full Circle to each exhibitor individually, with a set password. Exhibitors can then access the online Full Circle Portal and order any stand additions they require.

WARNING: Unsolicited Marketing Communications

It has come to our attention that our customers are increasingly being targeted by companies claiming to supply exhibitor/visitor/participant lists and details relating to our events and products at a cost.  Be vigilant – this data is likely fraudulent.  If you receive any such unsolicited offers, please do not respond unless you have checked with us first.

RX Global does NOT sell or pass your data to any third party without your permission.

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YOU MUST ENSURE THAT YOU READ AND SHARE THIS WITH YOUR STAND CONTRACTORS AND ANY SUBCONTRACTORS WORKING ON YOUR BEHALF.

REMEMBER – There is a new Vehicle Booking System in place at ExCeL where all vehicles needing access to the loading bays during build-up and breakdown must pre-book.

For 2024, we will be staggering the entrance to build up on Saturday 9th March. Your time slot will be determined by the location of the stand in the hall and the type of stand built, click here to see the phased access floorplan.

IMPORTANT – Monday 11th March. To help ensure that the aisle carpet can be laid on time and the cleaning team has a sufficient amount of time to ensure that the show is cleaned and ready for the show opening it is compulsory that all empty boxes, storage crates, ladders, unused stand fitting materials, pallets, etc. are removed from the aisle by 3pm on Monday 11th March. Any items left in the aisles after this time will be removed by DSV and a 100% surcharge will apply for the removal and storage of these items. Everyone working onsite must be made aware of this procedure

Shell Scheme Stands

• Stands should be manned and operational until 16:00 on Thursday 14th March. Exhibit material and equipment cannot be removed from the exhibition before this time.

• All items must be removed from shell scheme stands by 2000 on Thursday 14th March.

Space Only Stands

• Stands should be manned and operational until 16:00 on Thursday 14th March. Exhibit material and equipment cannot be removed from the exhibition before this time.

• The electrical supply to stands will be terminated at 1630 on Thursday 14th March. If temporary power for dismantling is required this must be ordered with the official contractor.

• Click here for the ExCeL London Traffic instructions.

• Dismantling may not start until 1730 on Thursday 14th March. Therefore, contractors will not be permitted to enter the halls until this time.

• Any exhibitor leaving any exhibits and personal effects at the end of the show do so at their own risk. It is recommended that you make suitable arrangements with the Show Security or DSV.

• Halls must be clear of exhibitors, stand contractors, and stand fittings including waste material by 1800hrs on Friday 18th March. Exhibitors will be charged for any carpet tape or stand construction materials left by their contractors.

*If you are working onsite during the build up and breakdown periods you will be expected to wear appropriate Personal Protective Equipment. You will be checked by security as you enter the venue to ensure you have a high visibility vest and suitable footwear (no opened toed shoes or heels). 

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Please ensure that you and your team have received, read, and understood the admissions policy - a copy can be downloaded here.

Exhibitor Personnel Badges

For security reasons, every member of your stand staff must wear an Exhibitor badge in order to gain admission to the hall. This provides access to the show during build-up and breakdown times as well as the open period. It is requested that exhibitors wear their badges at all times during the event. Exhibitor Personnel Badges can be ordered online through the Exhibitor Portal. It is the responsibility of the Main Stand Holder to order and registers badges for each person who will be working on the stand during the show as Exhibitor Badges are non-transferable. 

Exhibitor Personnel Badges - Build Up only

Exhibitors will be able to access the halls from 08:00 on Monday 11th March 2024. Please make sure you have your exhibitor badge ready (either printed or on your phone).

Please note: access to the venue during build-up and break-down periods is subject to persons wearing appropriate PPE; see the Site Rules for further details.

Contractor Badges - Build and Breakdown

Before arriving on site please ensure that you and your team have received, read, and understood the site rules - a copy can be downloaded here.

At Oceanology International 2024, we now need all contractors who are coming onsite for build and breakdown to register their details and complete the site induction before they will be allowed into the exhibition halls. You will receive an e-badge once you have completed the process which you will need to use as access into the halls for build and breakdown each day.

Contractor Registration is now live and every contractor coming onsite for build or breakdown should follow the below instructions to register themselves and complete the site induction before arriving onsite. Please share this information with all contractors coming onsite for the build and breakdown. 

Before coming onsite:

1. Scan the QR code below with your mobile phone, or alternatively use this link here.

Fill in the registration form and review the site rules.

3.       Press ‘Submit’ to generate your e-badge which is valid for build and breakdown.

4.       Save the e-badge to your phone to take it onsite with you.

Onsite: 

1. When you arrive onsite, show your email confirmation to exchange for a wristband, and then let you into the exhibition halls. This will be done every day you enter the exhibition halls so make sure you have your e-badge easily accessible.

To avoid delays, we strongly recommend you complete your registration in advance. 

The data collected from contractor registration is shared with relevant parties involved in the organisation of Oceanology International 2024. For more information please view our Privacy Policy. 

If you have any issues registering in advance, please contact the Operations Team.

Please note:

• Contractor e-badges are NOT valid to gain entry to the exhibition halls during the show-open period. If you require access to a stand during show open your badge must be included in the exhibitor badge allocation.
• Access to the venue during build-up and break-down periods is subject to persons wearing appropriate PPE and completing the COVID-19 status checks; see the Site Rules for further details. 

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Oceanology International 2024 is committed to promoting sustainability in exhibitions and we continually work with venues, suppliers and contractors to reduce the impact our activities have on the environment.

RX has signed up to the Net Zero Carbon Events pledge with the aim of achieving zero emissions by 2040. To help us reach our goal we have produced a sustainability charter, guided by the UN Sustainable Development Goals which will direct our considerations as to the ways in which our events are organised.

With the charter in mind we have created an Exhibitor Sustainability Checklist which you can utilise in the planning of your participation at Oceanology International 2024.

• Download Exhibitor Checklist

We are also pleased to announce the below sustainable initiatives that you can participate in at the event:

• Water refill stations
• Prominent recycling bins across the show floor

For more information:

• RELX Sustainability
• Venue Sustainability
• Supplier Sustainability

If you have any ideas or suggestions regarding sustainability at our events please do not hesitate to contact us.

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