Welcome to the Online Exhibitor Manual

This manual has been put together as a reference to use whilst planning for Futurebuild 2025. Taking the time to read through now, will ensure that you are well prepared for the event and enable you to make the most out of our time onsite.

It is also important to ensure that you are familiar with all show and venue regulations and that these have been shared with any third party contractors you may be appointing to work for you on the event.

If you have any queries regarding stand orders, set up and your time onsite, please feel free to contact our team on futurebuildops@easyfairs.com

To make sure you're ready for Futurebuild 2025, don't forget to complete the below steps:

1

STAND ORDERS

Take the time to thoroughly read the exhibitor manual. Don’t forget to order any additional items you may need through your My Easyfairs account. Let us know if you have any questions or need any assistance!

2

Exhibitor forms

Please check the deadlines & forms section of the manual for all important show deadlines. This includes the Health and Safety FormRisk Assessment, and Grid Plan. These are essential for your stand and will help ensure that everything runs smoothly.

3

Delivery & Traffic

Check out the delivery & traffic page to understand the show logistics for build and break down. Do not forget to book your access to the loading bay, click here to do so!

4

SPACE ONLY STAND FEE

All space only stand plans must be submitted by 22nd January 2025 to admin@opssquad.co.uk. These plans will then be checked to ensure they comply with the venue and local authority regulations detailed later in the space only section.

A stand plan review fee must be paid in full before permission to build can be granted by all space only stands. This fee is £165 + VAT and should be paid to Easyfairs using the payment link below:

Click here to make your payment for Space Only Stand Plan review

IMPORTANT DEADLINES & FORMS

Please pay particular attention to the operational deadlines & forms section of this manual.

Whilst not all forms are compulsory, the health & safety declaration, risk assessment, grid plan and space only forms must all be completed prior to your arrival on-site and before you can occupy your stand at Futurebuild 2025. 

Early ordering via the MyEasyfairs webshop and the prompt completion of forms for any extra services will not only give you peace of mind, but will also ensure you do not incur any late order surcharges. Please refer to the deadlines & forms section for further details. 

The deadline for early bird stand orders is the 22nd January 2025.

Orders after this date are subject to a 25% late surcharge. Graphics and floor covering orders may not be accepted after this date.

If you do not yet have your ‘MyEasyfairs’ log in details, please contact charlotte.taylor@easyfairs.com

Please check the deadlines section of the manual for all important show deadlines. Please complete the below forms before the 22th of January 2025:

These are essential for your stand and will help ensure that everything runs smoothly.

Your grid plan is essential to ensure our stand builders know exactly where you would like your ordered items installed. Failure to complete the grid plan will result in our suppliers placing your electrics, spotlights and mains to electrics where they see fit. 

Any changes on-site and past the deadline date may not be possible and will incur a surcharge to the exhibitor. 

Please download grid plan and return to futurebuildops@easyfairs.com

If you would like to know how to correctly complete a grid plan. Download our FAQ

All space only stand plans must be submitted by 22nd January 2025 to admin@opssquad.co.uk. These plans will then be checked to ensure they comply with the venue and local authority regulations detailed later in the space only section.

A stand plan review fee must be paid in full before permission to build can be granted by all space only stands. This fee is £165 +VAT and should be paid to Easyfairs using the payment link below:

Click here to make your payment for Space Only Stand Plan review

Please be aware that any sent after this date may not be approved or given permission to build. 

These plans must include:

  1. Detailed drawings of your stand.
  2. All dimensions, detail build materials, include at minimum a ground plan and elevation drawing, include any inflatables or rigged elements, prove the structural stability, be specifically for this exhibition
  3. Stand life i.e. will you use your stand build for one, two or three years
  4. Your stand constructor’s public liability insurance
  5. A detailed Risk Assessment which must include details of any unusual exhibits or activities on the stand (any machinery, working kitchens, moving visitor attractions)
  6. A Method Statement
  7. A Health & Safety Declaration
  8. A Construction Phase Plan
  9. Full payment of the approval fee (see detail above)

All documents must be submitted in English and should clearly state the exhibiting company’s name, stand number and the contact name and company of the person responsible for the stand build. Approval must not be assumed until written approval is received. Once approval has been received no alteration may be made to the approved design without further approval being sought.

It is essential that all exhibitors, contractors and courier vehicles needing access the venue’s loading bays for build and breakdown are pre-booked on the ExCeL London Vehicle Booking System. 

Any vehicles that are not booked on the system will be denied access to the loading bay by the on-site traffic team. Click here for FAQs and guides on booking your slot. 

Exhibitor tips

Please complete the following forms before the 22nd of January 2025.

EXHIBITOR STAND ORDERS

Early ordering via the MyEasyfairs webshop and the prompt completion of forms for any extra services will not only give you peace of mind, but will also ensure you do not incur any late order surcharges. Please refer to the deadlines & forms section for further details. 

The deadline for early bird stand orders is 22nd January 2025. Orders after this date are subject to a 25% late surcharge. Graphics and floor covering orders may not be accepted after this date.

If you do not yet have your ‘MyEasyfairs’ log in details, please contact charlotte.taylor@easyfairs.com

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