A-Z Rules & Regulations

Exhibitor Badges - Valid on the two live days only. Please ensure you register all your own staff via the portal. Your badge will arrive via email which you can print on site via the registration desk from 1400 on the build day. 

Contractor passes - These are given to anyone accessing the halls for build-up or breakdown. You will be asked to read and understand the CDM rules before getting a wristband. 

Strictly NO alcohol to be consumed during build-up or breakdown. During show open hours, it is possible to book alcohol service via The Nec (please visit their website).

Anyone suspected to be under the influence of drugs will be escorted out of the venue.

Balloons are not permitted. If you have an inflatable as part of your stand, please let the show organisers know and gain approval.

Exhibitors are entitled to free parking on build-up and breakdown. For live days, we can offer 2 x free parking spaces per Exhibition stand. These can be collected on site from the organisers office. If you require further parking, this can be booked directly with The NEC.

More information can be found here: Parking at the NEC | the NEC, Birmingham

It is not possible to bring or book your own catering. ALL catering must be booked and approved by The NEC. Please visit their website.

Children under the age of 16 (including babies and toddlers) are NOT permitted in the hall, nor may they be left in vehicles in the surrounding areas during build-up and breakdown. We would further request that children are not brought into the hall at any time during the show, as this is inappropriate for a business environment.

It is the exhibitor’s sole responsibility to ensure that their stand remains clean throughout the build-up and open days of the exhibition. During the build-up and dismantling, exhibitors are requested to remove of all their own rubbish to bins provided in the hall. Please leave bagged rubbish in the gangways overnight for removal. Anything left in the gangways, will be considered rubbish and be removed - The show organiser or the venue can't be held responsible for loss or damage. 

A full clean of the hall floors will be made daily by the venue which includes a hoover or mop to the floors of each accessible stand. Stand structure and exhibits are not included in this. If you require additional cleaning, please book via The NEC website. 

The cloakroom is located outside the hall and it will be open during the event at a charge of £2 per coat and £3 per bag.

All common areas must be kept unobstructed at all times. Contractors, exhibitors, their staff and agents must keep ALL common areas clear whilst building or dismantling stands, exhibits etc. All exhibits must be kept within the confines of the stand space and demonstrations must not cause undue congestion and/or obstruction of common areas.

It is in the interest of exhibitors and visitors that any faults or failures in the services provided at the event, should be brought to the attention of the organisers as soon as possible. If you wish to make a complaint, please contact us in the Organisers Office at the entrance to the exhibition or email Fleetlive@bauermedia.co.uk. 

Double Deck (2 storey) stands are NOT permitted at Fleet & Mobility LIVE. Any stand over 4m in height will be subject to a structural sign off. Our H&S Manager will be able to advise further upon completion of all H&S forms. 

Exhibitors must consign their own exhibits/goods to forwarders. The organisers will not be responsible for any forwarding matters. Do not consign exhibits to (the Organisers) or The NEC

Goods should arrive at The NEC on Monday 6th October, no earlier or later as the NEC will reject any deliveries outside the show tenancy. You should make sure you are at your stand when the goods arrive. The Organisers will not take responsibility for any loss of or damage to unattended goods and cannot sign for deliveries on your behalf. 

All exhibits and materials must be delivered carriage paid, direct to the stand. The goods should be clearly labelled as follows: Deliveries should be clearly marked for your stand-

Attn: (Company Name / Stand Number / Contact Number)
Fleet & Mobility LIVE 2026
Hall 6
National Exhibition Centre
Birmingham
West Midlands
B40 1NT

Care must be taken to avoid damage to any part of the hall, the shell scheme or any hired furniture. Should you, your staff, or your contractors cause any damage or disfigurement, you will be charged for the damage. Please note that material must not be attached to the fabric of the building.

If you have any working exhibits, demo's, activities or anything out of the ordinary happening on your stand, please ensure this is fully detailed in your H&S paperwork submission for the Show Organisers and Show H&S Manager for approval and permission. If the demonstration is performed without approval, you may be asked to remove this from your stand exhibit. 

Distribution of literature and promotional material must only be conducted from your stand. Your staff will not be permitted to hand out leaflets etc. at the entrance to the event, the gangways or any other part of the exhibition hall.

Drop wires are permitted at the show where lighting trusses, hanging banners and any other elements of your stand construction warrants it.

Please make sure that you include your plans in your stand design drawing for approval - please include all information such as material, size and fixtures. Please note if the rig is deemed complex, structural calculations will be required at your cost. The bottom of the banner must be 6 metres from the floor.

Rigging can be booked via The NEC - please visit their website. 

Under the Equality Act 2010, Exhibitors are now responsible for ensuring the design and construction of their stands provides for increased access for disabled people. This is not only about physical access to the stands for wheelchair users but also includes access to products and written information for people with visual impairments and access to the same standard of service for all other disabilities. However it is important to take account of health and safety legislation which has primacy over the disability regulations. If you require further guidance or support, please contact the show organisers

The events official show electrical provider is SHOWLITE. Any and all electrical requirements must be booked via them. The installation or alteration of any electrical fitting by any person other than a member of the contractor's staff is strictly prohibited. 

Please note, if you have booked a Shell Scheme Stand, you will receive a 500W socket an a light. Anything over this needed, will need to be booked via the show contractor. d

Exhibitors/Contractors who bring portable electrical appliances on-site should ensure that they have been regularly PAT tested (Portable Appliance Tested) and bear a recent PAT test pass certificate in case needed for inspection. 

Electricity will be energised to stands as quickly as possible during the build-up period, subject to satisfactory inspection and testing of installations - if you need an exact time for a specific reason, please contact the show organisers. On live days, electric will be on from 0800 until 30 minutes after show close - if you require 24 hour power, this will need to be booked. 

Textile fabrics used for interior display purposes on the stand must be flameproof, or already treated with an approved chemical when purchased to meet venue standards. If you have any queries, please contact our H&S manager. 

Exhibitors must adhere to the Local Authority and Fire Brigade Regulations and any goods on your stand must be Class 1 (B.S. 476) fire retardant.

Security personnel in the hall are first aid trained.

In the first instance please contact any Security personnel to help. In case you require immediate emergency assistance, please contact 0121 767 2222 or ext. 2222 if dialing from any internal phone for help.

Carpet: 

• Shell scheme stands will be carpeted with grey carpet.
• Gangways will be carpeted in blue carpet.
• Feature areas will be defined by alternative coloured carpet.

Space only stands will not be carpeted unless booked via our Show Contractor.

Exhibitors wishing to lay their own floor coverings may do so direct to the hall floor, on floor flats or a platform. Please ensure that NEC approved tape are used by all space only contractor. Any damage made to the floor will be chargeable to the exhibitor concerned. Please contact the organisers if you require a list of approved tapes.

Please note bolting, fixing or screwing into the hall is not permitted unless approved by The NEC. 

The maximum loading weight of the venue hall is 20 tonnes per square metre. 

Open Space - Divided island with multiple exhibitors sharing island. 
The height limit is a minimum of 2.5m and a maximum of 3m. All stands over 2.5m must ensure they finish the back of their stands with plain white up to 3m where another exhibitor backs onto you. 

Open Space - Island site with sole exhibitor occupying plot. 
The height limit is a minimum of 2.5m and a maximum of 4m*. where headroom permits. 

The Exhibitor must check their own stand space prior to the show.
Please note that the organisers are not duty bound to notify other exhibitors should, at their discretion, a stand above the height limit be given permission to build. If you require further discussion, please contact the H&S manager or Show Organisers. 

During build-up and breakdown, all personnel must wear hi-vis (high visibility). Personnel not wearing hi-vis will not be permitted to work in the event area.

No LPG / Compressed Gases will be allowed in the halls without exceptional permission from the organisers and venue.  If the use of this is critical to your exhibition please email, FleetLive@bauermedia.co.uk and we will review the request.

Any items found in the exhibition hall, or surrounding should be brought directly to the Organisers Office.

Any stand playing music or video footage on their stand must keep the sound down to a level that is not intrusive to other exhibitors. If, in the opinion of the Organisers, the sound level on a stand is too high and the exhibitor does not conform to verbal requests to reduce the sound level, the organisers reserve the right to cut power to the stand.

It is the exhibitor’s responsibility to ensure they have the correct music licence for their stand.

The PA system (hall sound system) is for official and emergency use only. It is not available to exhibitors for any purpose during the show.

Whilst every reasonable precaution is taken during the show to ensure the premises are adequately patrolled, the organisers expressly disclaim responsibility for any loss or damage to property of any exhibitor from any cause. It is essential that you report any loss sustained from your stand to the organisers in the Organisers Office immediately. 

To help ensure good security at the show, please follow these points:

• Delegate one member of your personnel responsible for your company’s safety and security at the exhibition.
• NEVER leave cash, handbags, mobile phones, valuables etc. in unlocked drawers, cupboards or on exhibits on your stand.
• Do not leave wallets in unattended clothing.
• Check all lockable desks and cupboards before leaving your stand.
• Please note that build-up and breakdown days are particularly high-risk periods. You are recommended to work in pairs wherever possible so that the stand is manned at all times.
• Make sure you arrive prior to the official opening time and do not leave your stand at night before the hall is clear of visitors.
• Should you have small valuables, which you wish to leave on your stand, you are advised to provide yourself with lockable steel cabinets or other safe storage areas.

If you require additional security cover, please organise this through The NEC directly:
Web: https://www.thenec.co.uk/exhibitors/products-and-services/

Please the shell scheme walls will be BLACK. 

The official show contractor for shell scheme is Showlite. 

If you require information and specifications on the walling used, please contact the show organisers or Showlite directly. 

Please note if you wish to have the fascia removed from your stand, you will be restricted to a maximum build height of 3m within the stand. We will try and accommodate as best as we can for removing fascia’s but at times this may not be possible due to ensuring the stability of your stand.

Artificial plants and flowers are often combustible and can give off poisonous fumes; they must not be used as stand dressing. Silk type flowers are acceptable, providing they have been fireproofed to the correct standard and are marked as such. Cellulose paints are flammable and should not be used in stand dressing.

This Exhibitor Manual forms part of the Terms & Conditions that you agreed to on signing your contract.