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.

The deadline for early bird stand orders is the 16th January 2026.

Orders after this date are subject to a 20% 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 Sneha.DaCunha@futurebuild.co.uk 

Please check the deadlines section of the manual for all important show deadlines. Please complete the below forms before the 16th of January 2026:

• Health and Safety Form
• Risk Assessment form
• Shell Scheme Amendments form (This should only be completed if you want to remove items from your stand package or request any shell scheme changes)

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

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 the grid plan template, fill it in and return to futurebuildops@easyfairs.com

To assist you in completing the grid plan correctly, please Download our FAQ

All space only stand plans must be submitted by 16th January 2026 to admin@opssquad.co.uk. These plans will then be checked to ensure they comply with the venue and local authority regulations detailed in the space only section.

A stand plan review fee must be paid in full by all space only stands before permission to build can be granted. 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.