DEADLINES 

 

Before building you need an official GO.  

COPY OF YOUR PUBLIC LIABILITY CERTIFICATE 

  • Please email your documents to: cybersec@abraxysglobal.com 
  • The stand construction design inspection fee is €211, – excl. vat. 

 

Important 

Once your stand has is designed, please immediately share with Abraxys. Do not confirm the stand construction design without permission of Abraxys.  

 

The process: 

  1. Go to MyJaarbeurs and select own stand construction; 
  1. You will receive tasks for stand construction; 
  1. Via MyJaarbeurs, you could deliver all designs and documents. 

 

Within 7 days, you will receive a respond of the submitted designs and documents. 

SHOW BUILD UP TIMES (FOR EXHIBITORS ON SPACE ONLY STANDS) 

Monday  27th of May  08:00 – 20:00 hours 
Tuesday   28th of May  08:00 – 17:00 hours 
Shell sheme    12:00 – 17:00 hours 

 

Important 

  • Working outside of your allotted build hours is not permitted. 
  • All stands should be completed within your allotted time. 
  • Power is not guaranteed to be live for your stand until the morning of show open. If you require temporary power for use during build-up you must order this from Brussels Expo Web shop. 
  • Age of 16+ is during build-up and breakdown. There are no exceptions to this rule. 

SHOW OPEN TIMES 

    Exhibitor access  Event opening times 
Wednesday  29th of May  08:00 – 18:00 hours  09:00 – 18:00 hours 
Thursday  30th of May  08:00 – 18:00 hours  09:00 – 18:00 hours 
       

SHOW BREAK DOWN TIMES 

Thursday  30th of May  18:15 – 22:00 hours 
Friday  31st of May  08:00 – 14:00 hours 

Important: 

  • Stands must be crewed until 18:00 on Thursday 30th of May. Removal of material and equipment cannot begin before this time. 
  • No trollies or large packing materials will be allowed into the show ground until the event is clear of visitors. 
  • We cannot be held responsible for any items left unattended.  
  • Costs for the removal of all items will be chargeable to the exhibitor. 

CEILINGS 

  • Safety lighting is mandatory in a booth with a fixed ceiling or slightly translucent cloth; 

FLOORSPACE 

  • Each stand location must be at least 3 meters wide and deep. This can be adjusted per 1 meter; 
  • Adjusting booth locations is only possible in consultation with the exhibition manager of Cybersec Europe; 
  • All stand types are required to have carpeted floors; 

HEIGHT 

  • All walls and objects inside your stand can be max. 2.50 meters high. If you want to build higher, you need written approval from the organiser of your stand construction designs and your neighbour(s); 
  • Walls above 2.5m which overlook adjoining stands must be finished neatly to the satisfaction of the Organiser, in a plain and neutral white colour with no advertising or branding; 
  • If you wish to place an object in your stand that is higher than 2.50 meters, the rule is that this object has to be placed at least 1 meter away from neighbouring walls. Placing objects within 1 meter of walls is only allowed after written approval from your neighbours. On submission of your stand design, the organiser will (if necessary) provide you with your neighbour’s contact details.  

WALLS 

  • Minimum height of 2.50 meters and a maximum of 4 meters; 
  • Partition walls are required; 
  • Island stand have 4 open sides along the aisles including solid stand structures; 
  • Corner stands have 2 open sides along the aisles. Two stand separation walls must be placed. 
  • You are not allowed to use the neighbouring rear and side wall(s); 
  • You are not allowed to place the walls 1 meter away from the neighbouring walls; 
  • Exceptions are in consultation with the exhibition manager of Cybersec Europe; 

 

Stand location: 

  • Each aisle side has to be open for at least 50% of the total aisle side length to guarantee an open access to the aisle from within the stand, unless the organization has decided otherwise.  
  • The organiser retains the right to alter the stand construction requirements without stating reasons. 
  • It is not allowed to create extra wall space confronts neighbouring exhibitors and visitors with a blind wall. Island stands or end-of-row stands often have limited wall space. 

 

If you have an island or end-of-row stand, and you are in need of extra wall space, you can erect extra walls within your stand, observing a distance of 1 meter from the stand boundaries. This way, the stand retains its open character.  

MULTI-STOREY STANDS 

  • Multi-storey stands are not permitted at Cybersec Europe  

STAND DESIGN 

  • Scaled construction design; 
  • Plan views per stand storey of the stand, including 3d visuals and elevation drawings confirming all height, width and position of gangways; 
  • Specifications of used building materials; 
  • Structural calculations risk assessment (to include fire hazards) and method statement; 

METHOD STATEMENT 

  • Detailed description of the machinery and materials used to build the booth; 
  • Detailed description of the stability during the build-up and build-off; 
  • Indication of the build-up and build-off dates and time; 

RISK ASSESMENT 

  • Detailed description which must identify any perceived risks associated with the construction work including the stand design plans and method. 

IMPORTANT POINTS STAND DESIGN 

  • Incorporate your stand number into your stand design for example include it on your signage or branding e.g., sails, fascia or flags; 
  • Consider your build-up timetable when designing your stand as we are unable to let you build any earlier or later than the tenancy hours; 
  • You must comply with all fire and electrical regulations from Brussels EXPO, and full details of your electrical specifications must be included with your stand plans; 
  • You must not rely on any of your neighbour’s structures and must build your own structures/walls (to all closed sides indicated on the event floorplan); 
  • You must also finish the back of any walling (where they exceed neighbouring stand’s walling in height) to the same standard as the front of your walls, as they are just as visible; 
  • You must not leave any waste after breakdown or you will be charged a dilapidation bill from the Organisers (including any collateral, flyers, brochures, etc.). You can order waste removal with Brussel EXPO See web shop; 
  • All build elements must be prefabricated. (Ensure that neither your own team members nor your appointed contractors intend to bring sheets of timber into the venue and attempt to build your stand from scratch on-site as this will not be permitted); 
  • Dust generated from sawing and sanding on-site poses a serious health risk to anyone in the vicinity and will not be tolerated and must be extracted mechanically into a dust bag; 

 

Please refer to the definitive rules and regulations for events of Brussels Expo:  

https://www.brussels-expo.com/wp-content/uploads/2023/03/Prescriptions-de-securite-EN.pdf 

DISABLED ACCESS 

When planning your stand, please take into account the needs of less able-bodied visitors, and in particular, wheelchair access to ensure your stand design meets the requirements of the Equalities Act. 

If a platform exceeds 20mm in height, a ramp (max gradient 1:12) must be incorporated to meet these requirements. Please ensure that the surface of your ramp is covered in a non-slip material that contrasts in colour to the rest of the floor. Ideal solution – if space permits, please consider installing a sloped edge across the width of the stand. 

DELIVERIES 

Company Name 

Onsite Contact and Mobile Number 

Cybersec 

Stand Number 

Brussels Expo – Hall 5 

Place de Belgique 1 

1020 Brussels 

Belgium 

DOORS 

  • If you are building a storeroom /office, doors must have a vision panel of 320mm x 320mm and must open outwards in the direction of exit.  
  • If your door is on the edge of the visitor walkway, it must be recessed into the stand to avoid the door opening directly into the walkway. 

ELECTRICS 

  • Power connections and lighting needs to be ordered by the web shop of Brussels EXPO. 
  • Under no circumstances are exhibitors’ own staff or any non-approved persons permitted to carry out electrical installation work. 
  • All electrical appliances need have an up-to-date certification. 

 

Important 

  • The electrical installation is carried out in accordance with rules on good craftsmanship (art. 5), by qualified and skilled electricians (cf. NBN EN 50110 1998).  
  • The execution of the connection, the positioning of the fuse boxes and the supply of the electric current to the stands is done solely by personnel from BRUSSELS EXPO or from a company mandated by BRUSSELS EXPO.  
  • The electrical cabinets in the halls must always remain accessible. For each electrical cabinet there should be a workspace of at least 1.2 metres (deep) free of obstacles, so that any intervention may be carried out safely. 
  • Placing a screen, a curtain or a (double) door in front of the cabinet is allowed. Note: the free width (opening) of the door on both sides must be greater than 10 cm than the electrical cabinet behind.  
  • Example: if the cabinet is 1 m wide at 2 m height, the open space of the door or the curtain must be at least 1.20 m wide at 2.10 m height, with a workspace of 1.2 m in front. 

FABRICS 

  • Textile fabrics used for interior display purposes on the stand must be flame-proofed or purchased already treated with an approved chemical in accordance with BS5438/BS5852 and European Standards EN 13501-1:2010 / 13501 +A1 / 13501-. Certain fabrics such as wool, twill or felt need not be proofed. 
  • Textile fabrics used for interior decorating of stands must be fixed taunt and/or in pleats (not draped) to a solid backing secured 3″ above floor level and not touching light fittings.   

 

FIRE EXTINGUISHERS 

The Fire Officer will provide fire extinguishers located around the site meet the Local Authority requirements. These extinguishers may not be removed or covered. It is important that all exhibitors ensure that their staff and contractors are familiar with their operation and acquaint themselves with the location of the closest fire point. Fire extinguishers are also available for individual stands. If you require a specific type of fire extinguisher for a particular type of work, please contact the Fire Officer via the Organisers. Once the show is open it is important that fire extinguishers are not moved. 

 

Based on the fire risk, the exhibitors themselves should determine how many fire extinguishers (from one extinguisher unit) must be present on the stand. A fire extinguisher is imposed by BRUSSELS EXPO for the following minimum issues: – Suitable fire extinguishers (at least one extinguisher unit) must always be present on stands with a surface area larger than 72 m². The exhibitor may bring along extinguishing devices themselves, hire them from their own suppliers, provided the devices are checked in accordance with the statutory provisions, or at the service desk from Brussels Expo. 

FIRE REGULATIONS 

To ensure a safe event, there are strict regulations governing the materials that may be used in the construction of stands and demonstrating products. A copy of the regulations is available from Brussels Expo. All materials used for building, decorating and covering of stands must be of non-flammable material (class one spread of flame). 

Materials must have a Class 0 Fire Rating. Your stand will be inspected during build-up and the Fire Safety Officer may remove any offending materials, or close down a stand if it does not comply with the fire regulations. If you require specific advice regarding fire regulations and permissible materials, please initially contact Abraxys. 

GLAZED PANELS 

The use of Perspex is strictly forbidden, a suitable polycarbonate alternative such as Lexan or Makrolon that complies with BS 476-Park 7 – Class 1 is permissible. Toughened safety glass with a minimum thickness of 6mm may be used.  

Any uninterrupted, large areas of clear glazing must be indicated with warning stripes, dots, logos etc.  

GRAPHICS 

All stand structures, signs, exhibits must be confined within the area of your stand and may not project into or over the public walkway. Incorporate your stand number into your stand design for example on your signage or branding e.g., sails, fascia or flags to allow buyers to locate your stand easily. 

 

PLACING ADVERTISING LOGO’S OR TEXT
A wall at the stand separation cannot contain advertisement facing a neighbouring booth. It is not allowed to place your logo on the back of the wall(s), unless you have written approval from the organiser and your neighbours.

HEALTH & SAFETY 

The organiser fully recognises its responsibilities for Health and Safety. We are committed to ensuring high standards of health, safety and welfare for all of our employees and others who may be affected by our activities. We recognise the importance of health, safety and welfare at work and will comply with its statutory obligations.  

 

HEALTH & SAFETY AT WORK ACT 1974 (HASAWA74)  

  • The organiser takes their reasonability as laid out in accordance with the Health and Safety at Work Etc. Act1974 (HASAWA74) very seriously and it is vital that Exhibitors and their Contractors do the same. The build-up, open period and breakdown are covered by these and other mandatory requirements: 
  • The Health and Safety at Work Etc. Act1974 (HASAWA74)  
  • The Management of Health and Safety at Work Regulations 1999 
  • The Regulatory Reform (Fire Safety) Order 
  • The Manual Handling Operations Regulations 1992  
  • The Personal Protective Equipment at Work Regulations 1992  
  • The Workplace (Health, Safety and Welfare) Regulations 1992  
  • The Provision and Use of Work Equipment Regulations 1998  
  • The Control of Substances Hazardous to Health Regulations (COSHH) 2002  
  • Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013 
  • Lifting Operations & Lifting Equipment Regulations 1998 

 

LEGISLATIVE FRAMEWORK -Brussels 

The provisions of at least the following legislation and regulations apply: 

  • Act of the 4 August 1996 concerning the well-being of the employees in the execution of their work; Codex about well-being in the workplace;  
  • ARAB (General Occupational Health and Safety Regulations);  
  • AREI (General Regulations for Electrical Installations); Environmental legislation (ordinances) of the Brussels Capital Region;  
  • The regulations of the BIM (Brussels Institute for Environmental Management);  
  • The traffic regulations, likewise, in force on the BRUSSELS EXPO site;  
  • The police regulations of the Brussels Capital Region;  
  • All other current legislation and regulations; special provisions incorporated hereinafter (including VLAREM (Flemish Environmental Protection [General Provisions] Act) with regard to legionella). 

 

It is the policy of Jaarbeurs to manage all of the events in accordance of the above confirmations and make the exhibition environment as safe as is reasonably practicable. To this effect, Jaarbeurs appointed a Health & Safety Officer for the show including medical and security facilities. An Organiser’s “Safety Bulletin” will be sent out as appropriate which should be kept in a prominent place on your stand or distributed to all staff. It is vital that each.  

 

Exhibitor:  

  • Undertakes their own Risk Assessment; 
  • Obtains a suitable Method Statement from their Principal Contractors which MUST BE SUBMITTED WITH YOUR SPACE ONLY STAND DESIGNS 
  • Completes and returns “The Health & Safety Declaration Form’ by the due date.   

 

The Organisers have satisfied themselves that the show’s own appointed and recommended contractors/suppliers are competent in the tasks required of them. The Organisers have received and checked that their Risk Assessments and Method Statements are suitable and sufficient for the exhibition. Should an Exhibitor wish to use the services of these appointed Contractors, then the Exhibitor at their discretion will not need to request these particular details.  

HOT WORKING 

Under no circumstances will hot working or welding be permitted on site without the express written approval of the Organisers. This will include metal cutting or any process that generates heat, flames or sparks. A Hot Working Permit will need to be obtained from Abraxys.  

LPG GAS  

Exhibitors are strictly not permitted to use Liquid Petroleum Gas (LPG) without the written permission of the Organisers.   

MATERIALS 

All work must be carried out using non-flammable materials. The use of softwood board is prohibited apart from counter tops and platforms, in which instance it must be impregnated to render it non-flammable and branded with a recognisable trademark. 

MOVING VEHICLES AND PEDESTRIAN SAFETY 

This is general legislation to cover safety in the workplace including establishing traffic routes to ensure pedestrian safety.  

  • Pre shift safety checks are to be carried out on all vehicles and plant operating on site on a daily basis; 
  • Maximum speed limits –10 km on external roads and 5 km or ‘walking speed’ inside the event area; 
  • Moving vehicles fitted with moving vehicle hazard warning lights and sounders must operate them when appropriate; 
  • Sounders must be used for reversing vehicles; 
  • Driver restraints (seatbelts) must be worn where fitted; 
  • Always use a banksman for reversing or where the driver’s vision is restricted; 
  • Drivers must not operate vehicles when under the influence of alcohol, when using a mobile phone or any other activity which prevents full concentration on safety; 
  • Engines must be switched off when the vehicle is not in use and not left to idle; 
  • Vehicles must be kept secure and the keys should not be left in the ignition when the vehicle is unattended; 
  • When parking consideration should be given to ensuring that vehicles are not blocking access for emergency vehicles or creating and unsafe obstruction; 

PAINTING AND DECORATING 

  • It is only allowed to use water-based paint; 
  • All waste products must be disposed of properly;  
  • Contaminated water or hazardous material should not be discharged directly into the soil; 
  • Liquid hazardous waste must be disposed of safely in accordance with COSHH (Control of Substances Hazardous to Health Regulations 2002); 
  • If you are painting your stand, please refrain from using the toilet facilitates to clean your equipment. 

PLATFORMS 

If platforms are incorporated into the stand design, regulations apply: 

  • corners should be rounded off and platforms over 20mm must incorporate a ramp (with a 1:12 gradient) into the design for disabled access to meet the requirements introduced under the Disability Discrimination Act.  
  • Exhibitors are reminded that platforms should not exceed 600mm in height, otherwise the stand will be considered complex. 

PLASTICS 

  • Plastics must conform to BS476 – part 7- Class 1 fire regulations. 
  • Vinyl or plastic sheeting must comply with BS 5438. 
  • Lexan and Macralon are acceptable. 
  • Perspex may not be used. 

PPE – Personal Protective Equipment 

The Venue and Organisers Regulations requires changes to your arrival at the show and what you will need to wear. This is because government legislation now regards the construction phases of exhibitions as full building sites. 

 

All exhibitors and contractors must wear high visibility vests and suitable foot protection onsite at all times during build-up and breakdown. 

 

  • Your footwear should be able to avoid puncture or crushing injuries, such as a nail penetrating the foot or heavy item landing on it; 
  • Acceptable footwear includes steel toe safety boots, timberland boots (or similar) and walking boots/shoes; 
  • Footwear which will not be accepted includes open toe shoes, heeled shoes, flip flops and canvas trainers; 
  • Your project manager must ensure that staff are wearing footwear appropriate to the task at hand; 

RIGGING 

  • Exhibitors are not permitted to have rigged elements above their stand without written confirmation from the Organisers; 
  • Rigging is only permitted above your space only stand and must comply with the maximum building height of your stand.  

 

All elements need to be rigged at a minimum height of 6m from the floor to the top of the banner. Truss heights will be checked via laser-measure. All Rigging must be included in your stand design and approved by Abraxys before ordering services. All rigging related services must be carried out by Brussels Expo (Services).  

  • All suspended elements which are constructed from either a timber and/or metal structure will be deemed as complex structures. Suspended elements consist of canopy, fascia or trusses clad with timber etc. Fabric banners, Foamex signs, screens, lighting trusses, AV equipment, lighting bars will not require structural sign off;  
  • Submission of information should be in the form of drawings and calculations, not photographs or rough sketches; 
  • Drawings should contain enough detail to show exactly how the stand will be rigged, including connection details between the venue rigging points & suspended elements and construction details of the rigged element; 
  • Calculations must show that the rigged elements are capable of spanning between rigging points. Lifting tackles are to be proved capable of supporting the weight of the elements. Lifting points should be clearly indicated in the drawing(s) together with magnitude of load for each individual suspension point. A factor of Safety of 1.5 should apply to the rigging load. If standard trusses are incorporated into support the elements, calculation are to be provided to prove its capacity; 
  • All lifting equipment/lifting tackle (i.e., eye bolts, threaded rod, steel cables, and hooks) should comply with all current, relevant legislation and must be rated. Test certificates should be made available for inspection; 
  • In some venues stands will not be allowed to suspend as well as ground support. In these venues suspended elements must be separated; 
  • All structure information should be submitted to Abraxys by March 3rd, 2023; 

 

Suspending (trusses) above the stand, rigging, horizontal ceilings and other things will be judged as banners and: 

  • may only be placed above the stand within the boundaries of the stand location; 
  • rigged elements should have a clear 1m gap from the neighbours, but can go up to the gangway edge; 
  • are not limited in width if the bottom is placed at least 400 cm above the exhibition floor; 
  • cannot contain advertisement at the sides facing a neighbouring stand, within 200 cm of this stand; 

 

BAN ON SMOKING 

Smoking is prohibited in all of the buildings of BRUSSELS EXPO. Smoking is only allowed in the designated areas. 

SUSTAINABILITY 

We stand for the most sustainable Cybersec Europe as possible. This includes organizing an exhibition under the roof in an increasingly green way. We want to accelerate sustainable growth for our customers, visitors and employees. We do this by offering more sustainable alternatives and motivating customers in greener choices. 

TIMBER/WOOD 

  • Timber of any thickness if impregnated and branded as fireproofed is acceptable; 
  • Timber framing of stands in natural un-proofed timber must be of a minimum thickness of 21mm; 
  • Counters and floors of stands of natural un-proofed timber must be of a minimum thickness of 21 mm. Where natural timber is used for floors, it must be close-jointed; 
  • Wood, chipboard or block board of a minimum thickness of 18mm, may be used in the construction of internally lit units, display plinths and for display screens or panels provided that these screens or panels do not form internal dividing partitions; 
  • Plywood, hardboard, pulpboard or fibreboard rendered fire-resistant by an approved process of impregnation and bearing a distinguishing brand mark to indicate that it has been impregnated may be used; 
  • The applied decorative finish of stands may be of natural (un-proofed) timber of a minimum thickness 21 mm provided that the area of vertical wall services does not exceed 2.5 m for each square metre of exhibition floor area occupied by the stand; 
  • Where such timber is used on the inside of the stand and extends within 600mm of a fabric ceiling, such fabric must be inherently non-flammable or durably flame-proofed; 
  • The use of softwood board is prohibited apart from counter tops and platforms, in which instance it must be impregnated to render it non-flammable and branded with a recognisable trademark. 

WASTE 

We are aiming to have minimal to no waste generation during build up and break down. Where waste is generated to ensure it is recycled as much as possible.  

 

Exhibitors can order the various waste bins by the web shop of Brussels Expo or with the “Connections” Department.  

 

E-mail: connections@brussels-expo.be  

 

All potentially hazardous waste materials must be disposed of in a safe manner. No contaminated water or hazardous material is to be disposed of directly into the soil. Liquid hazardous waste must be disposed of safely in accordance with COSHH (Control of Substances Hazardous to Health Regulations 2002). Please inform the Organisers and Brussels Expo.  

WATER 

Only water from the BIWD (Brussels Intermunicipal Cooperative Society for Water Distribution) may be used. The works for the supply and delivery of water are taken care of by BRUSSELS EXPO, at the expense of the exhibitor and based on the applicable rate. The requests must be submitted to the “Connections” Department (connections@brussels-expo.be).  

WORK AT HEIGHT 

The organiser is supporting the new event industry initiative to reduce accidents caused by falling from a height. We ask all exhibitors to please join us in ensuring your teams and your contractors work as safely as possible. You can read more and download useful resources you can use to inform your teams and contractors at www.stop-the-drop.co.uk. Thank you for your support in this important matter. 

 

CONTACTS 

 

Space only assistance 

Abraxys
T: +44 (0) 208 747 2045
E: cybersec@abraxysglobal.com   

 

Electrics and Lighting Questions 

Brussels Expo 

Connections” Department  

E: connections@brussels-expo.be