Please note that this is a translation of the Dutch original and is provided as a service. In the event of any conflict between the original and the translation, the original will prevail.

Contents

1 General
1.1 Purpose of the Facility Regulations
1.2 Applicability of the Facility Regulations (reference to the Standard Exhibition Terms and Conditions for Event Participation)
1.3 Legal framework
1.4 Definitions
2 Access and rules of conduct
2.1 Access policy and opening times of the Convention Centre
2.2 Compulsory identification and age
2.2.1 Access and registration during an Event
2.2.1.1 Access/meetings outside Event opening times
2.2.2 Access and registration during build-up and breakdown
2.2.2.1 Access of trainees and young people
2.2.2.2 Employees from outside the European Union
2.3 Rules of conduct and compliance with orders and directions given by RAI staff
2.3.1 Smoking policy (no smoking in the RAI)
2.3.2 Alcohol and drugs
2.3.2.1 No alcohol for young people under the age of 18
2.3.3 Personal means of transport (roller skates, skateboards, electric skateboards/airboards and scooters)
2.3.4 Exhibition visits and registration of personal data
2.3.4.1 Pets and animals in the RAI
2.3.5 Traffic rules in the RAI area
2.3.6 Ban on (fire) weapons
3 Safety, health and welfare
3.1 General safety and working conditions
3.1.1 General rules on fire and building safety
3.1.1.1 Emergencies and evacuations
3.1.2 First aid and in-house emergency response service
3.1.3 Safe working practices
3.2 Security of persons and property
3.2.1 General venue and site safety
3.2.2 Hiring stand security
3.2.3 Video surveillance
3.2.4 Lost property
3.2.4.1 Claims, complaints, claim processing and theft
3.3 Health, welfare and the environment
3.3.1 Food safety (HACCP) in relation to catering
3.3.2 Risks of infection/contagion and epidemics
3.3.2.1 Danger of legionella bacteria
3.3.3 Hazardous and dangerous substances and the environment
3.3.3.1 Diesel-powered forklifts and aerial lifts
4 Activities
4.1 Activities requiring a permit
4.1.1 Event permit
4.1.2 Obligatory permits: two-storey stand building, grandstands, stages, raised floors and staircases
4.1.2.1 Other permits, use of 'open water' in the RAI
4.1.3 Performing rights and copyright (music and images)
4.2 Activities permitted only conditionally
4.2.1 Maximum permitted noise level
4.2.2 Petrol/diesel engines in the Convention Centre
4.2.3 Displaying advertising/media material outside the stand
4.2.4 Use of smoke machines, chase lighting and lasers
4.2.5 Fireworks and firework displays (pyrotechnics)
4.2.6 Balloons in and around the RAI building
4.3 Prohibited activities
4.3.1 Exhibiting outside stand space
4.3.2 Harmful activities and other forms of nuisance
5 Structures
5.1 Exhibition hall layout
5.1.1 Construction in keeping with the structural restrictions
5.2 Safe stand construction
5.2.1 Construction, fixing (drilling, screwing and glueing) and painting
5.2.2 Fire safety, fire regulations and use of materials
5.2.2.1 Cloth ceilings, including sprinkler cloth ceilings
5.3 Additional stand construction rules per Event
5.3.1 Shell scheme stands
5.4 Tall or abnormal structures
5.5 Roof and floor loading
5.5.1 Roof and ceiling loading, rigging
5.6 Flooring materials and uneven floors
5.6.1 Raised floors
5.7 Stand design and exhibited goods
5.8 Pavilions/tents outdoors
6 Rules during build-up and breakdown
6.1 Logistics
6.1.1 Loading and unloading
6.1.2 Parking in the goods vehicle apron spaces
6.1.3 Buffer zones
6.1.4 Bringing in special, heavy or oversized goods
6.2 Specialist work performed by RAI Preferred Suppliers
6.2.1 Other suppliers
6.3 General build-up rules
6.3.1 Possible early build-up
6.3.2 No driving on carpeting
6.3.3 Goods lifts
6.3.4 Refuse and waste disposal
6.3.5 Discharging waste water
6.3.5.1 Disposal of chemical and other special waste
6.4 Breakdown
7 Utilities
7.1 Basic utilities: electricity, water, gas and the internet
7.1.1 Electricity
7.1.1.1 Connection for each stand
7.1.1.2 Day-rate and night-rate power
7.1.1.3 Stand lighting
7.1.1.4 Inspection of installations
7.1.2 Open water, water mains connections and Legionella prevention
7.1.3 Gas, compressed air and flue gas connections
7.1.4 ICT and telephony
7.1.4.1 Telephony
7.1.4.2 Internet access and internal network connections
7.2 Audiovisual equipment
7.3 Catering
7.4 Parking
7.4.1 Paid parking
7.4.2 Parking on Event days
7.4.3 Parking on non-Event days
7.4.4 Extended parking tickets
7.4.4.1 Extended parking tickets for stand staff
8 Corporate social responsibility (CSR)

 


 

Preliminary note for readers

These Facility Regulations, including all the annexes, are applicable, in so far as not expressly provided otherwise in writing, to every person who enters the RAI Convention Centre in Europaboulevard, Amsterdam, and to all Parties in relation to activities and Events in (and on the site of) the RAI Convention Centre.

 

1 - General

1.1

Purpose of the Facility Regulations

RAI Amsterdam B.V. (RAI) has drawn up these Facility Regulations to provide a clear overview of the legislative and regulatory provisions applicable in and around the Convention Centre.

The following must be complied with in and around the Convention Centre:

  • national laws and regulations in the Netherlands;
  • regional and local laws and regulations;
  • supplementary rules adopted for the Convention Centre by RAI Amsterdam.

These Facility Regulations give you a complete overview of the preconditions for participating in or organising an Event at the RAI safely and in accordance with the relevant laws and regulations.

1.2

Applicability of the Facility Regulations

(reference to the Standard Exhibition Terms and Conditions for Event Participation)

It is the responsibility of each Party to properly inform its staff and/or other natural or legal persons used by it about the relevant legislative provisions and the regulations forming part of them, in so far as these relate to activities in and/or the time spent at the Convention Centre.

These Standard Terms and Conditions for Event Participation are periodically revised. The most recent version on the RAI’s website is the valid text. RAI will decide on all matters for which the Rules & Regulations make no provision or in which they are considered unclear.

The Rules & Regulations have also been drawn up in English. In the event of manifest inconsistencies or ambiguities, the Dutch text of the Facility Regulations (Accommodatiereglement) will be decisive. The law of the Netherlands applies in all circumstances. All rights reserved by RAI.

1.3

Legal framework

Visitors present in the Convention Centre are there at their own expense and risk. RAI is not liable for any form of damage and/or loss of goods, tools or possessions. Nor is RAI liable for any personal injury, unless there has been intent or gross negligence on its part. For more details, reference should be made to the Standard Terms and Conditions for Visitors to the RAI Amsterdam Convention Centre, Article 5 - Liability of RAI.

1.4

Definitions

The terms used in these Facility Regulations have the following meanings:
  • Visitor
    a natural or legal person who, as a visitor, exhibitor, organiser, supplier or other attendee, in one way or another enters into an agreement, directly or indirectly, with RAI Amsterdam or another Event organiser with regard to attendance at an Event to be organised by RAI, or by a Third Party, in the Convention Centre. The term also includes a natural or legal person who attends any Event in the Convention Centre without the person concerned having directly or indirectly entered into an agreement with RAI or a Third Party.
  • Convention Centre
    the RAI Convention Centre, located at Europaplein and Wielingenstraat in Amsterdam, the Netherlands, consisting of meeting and conference rooms, exhibition halls, the Elicium Centre, the Amtrium building, the multifunctional car park, temporary and other pavilions in Europaplein, Congresplein and parking areas, the lounges and/or foyers, together with the relevant central entrances, gangways, staircases, cafés and restaurants and other areas, including the underground car parks and other parking areas as well as the outdoor sites, unless expressly provided otherwise in writing. The direct arrival and departure area around the entrances to the North-South Metro line and the area around the Strandzuid city beach facilities do not belong to the Convention Centre.
  • Participant
    each natural or legal person who has applied by means of an application form to take part in an Event as a participant and with whom RAI has entered into a Participation Agreement.
  • Event
    each conference, trade fair, exhibition, presentation, meeting, theatre production or other event for which the Convention Centre is made available.
  • HACCP
    Hazard Analysis and Critical Control Points: system required by law to guarantee food safety.
  • Hirer
    a natural or legal person who concludes a Contract of Hire with RAI for the holding of an Event or, for example, in connection with business premises.
  • Party/Parties
    each Participant, Hirer, Supplier and other relevant natural or legal person individually or, as the case may be, together.
  • RAI
    RAI Amsterdam B.V., which has its offices at Europaplein 24, 1078 GZ Amsterdam, the Netherlands, entered in the trade register of the Chamber of Commerce under number 34192575.
  • RAI Exhibitor Services
    the department of RAI that is responsible for the delivery and/or installation of a product or service to Participants, Hirers and/or other natural or legal persons in the context of Events in the Convention Centre.
  • Facility Regulations
    the Facility regulations of RAI, including numerous regulations, preconditions and/or recommendations concerning activities (such as the performance of work) in and the further use of the Convention Centre in order to organise or participate in Events at RAI Amsterdam safely and in accordance with the relevant laws and regulations.
  • Rigging
    The combination of safe, approved, specific rigging materials (mainly metal cables, brackets, trusses, etc.) and safety equipment and measures used for the overhead hanging (and subsequent removal) of equipment or materials from specific lifting/hanging points or other locations from the (RAI) roof structure by experienced and certified personnel. The basis for the rigging is a rigging plan approved by RAI Technical Services (see the 'Rigging in the RAI' - Guidelines for Riggers Annexe).
  • Suppliers
    the suppliers used by RAI, the Hirer or the Participant or by others to provide products and/or services for the purposes of an Event or the Convention Centre, together with other related activities.
  • Webshop
    the virtual online shop (Webshop) established by RAI Exhibitor Services to provide certain products and/or services online for the benefit of Participants, Hirers, Suppliers and other interested parties.

 

2 - Access and rules of conduct

2.1

Access policy and opening times of the Convention Centre

RAI will determine the opening and closing times of the Convention Centre (in consultation with the Hirer). Parties have access to the Convention Centre exclusively for the purpose of building, fitting out, using and dismantling the stands and other structures during the period(s) specified in the contract of hire between the Hirer and RAI, unless expressly provided otherwise in writing by RAI.

2.2

Compulsory identification and age

For the purposes of identification, all staff of RAI and its suppliers must wear a RAI staff or supplier badge. A Party who is present on the RAI site must be able to provide proof of identity at the request of RAI staff or the competent authority. Each Party has a duty to inform its staff and persons who are working in any way on its behalf that they must carry a valid proof of identity while working at the Convention Centre.

Everyone in the Netherlands aged 14 years and over must carry a valid proof of identity in accordance with the Compulsory Identification Act (Wet op de identificatieplicht). If requested, visitors must be able to produce this to authorised RAI personnel or the competent authority. This also applies to persons in the Convention Centre. The following documents constitute valid proof of identity for Dutch nationals:

  • a Dutch passport, Dutch ID card or Dutch driving licence.

The following documents constitute valid proof of identity for non-Dutch nationals:

  • a residence document issued by the Aliens Department (Vreemdelingendienst);
  • a non-Dutch passport in which a residence permit has been entered by the Aliens Department;
  • an ID card issued by an EU member state;
  • a refugee or aliens passport.

The duty to provide proof of identity forms part of the rules of conduct of the RAI Convention Centre (see Article 2.3 of these • Facility Regulations).

2.2.1

Access and registration during an Event

Every Visitor is obliged at all times to be able to produce his/her admission ticket to authorised RAI personnel in the Convention Centre, for example when entering or re-entering the Convention Centre. This even applies if the Visitor has paid the admission price. Admission tickets remain the property of RAI/Third Parties. A Visitor may be denied access to the RAI if it transpires that the admission ticket has not been obtained from RAI/Third Parties or from some other recognised ticket sales or advance ticket sales address. For more information, reference should be made to the Standard Terms and Conditions for Visitors, Article 3

2.2.1.1

Access/meetings outside Event opening times

Written permission from RAI is required for meetings (presentations, receptions and so forth) on the stands outside the opening hours of the Event. To obtain permission, contact should be sought with Event Management (Contact Data Annexe.

RAI reserves the right to refuse minors entrance to the Convention Center in view of, for example, the type, set-up or subject of an event. Participants are not allowed to let children under the age of 15 work at the Event, or to bring them to the Event.

2.2.2

Access and registration during build-up and breakdown

During build-up and breakdown periods, the Convention Centre is only accessible with a valid (RAI) build-up and breakdown badge. The policy on access during build-up and breakdown periods is linked to ‘Safe Working Practices’ as recorded in Article 3.1.3 of these Facility Regulations and in the Safe Working Practices Manual Annexe:
  • production of a valid proof of identity is compulsory at the time of registration (see Article 2.2 of these Facility Regulations);
  • persons who wish to enter the halls during the build-up and breakdown of Events can register online with RAI to obtain a badge;
  • the RAI Account Manager will provide the Hirer with the correct information and the web link to the site where the registration tool is available.

2.2.2.1

Access of trainees and young people

Persons under the age of 16 may not be admitted during the build-up, fitting out or breakdown of Events (not even during holiday periods). Trainees and young workers who have not yet reached the age of 18 may only perform work which cannot pose a health hazard. If the work can pose a potential risk to safety or health, expert adult supervision must be present while it is being performed.

2.2.2.2

Employees from outside the European Union

An employment permit (tewerkstellingsvergunning) is required for non-EU residents. Such persons will not be admitted by RAI without a valid permit.

Each Party is fully responsible and liable for correct compliance with the Foreign Nationals (Employment) Act (Wet Arbeid Vreemdelingen) with regard to personnel and persons working on its instructions in any way. Each Party declares that it has checked the identity of its personnel and of persons who work for it or on its instructions by reference to an original identity document and that it has kept a copy of this document in its records. Only if and to the extent required by the Foreign Nationals (Employment) Act will RAI check the received copy of the proof of identity to determine:

  • whether the person concerned is the person to whom the proof of identity belongs and whether the document is valid;
  • whether the person in question is entitled to work in the Netherlands and whether any required employment permit is available.

If the evidence is not convincing on both points, the person in question will not be allowed to perform work within the Convention Centre. In so far as necessary, the person concerned will be denied access to the work in the Convention Centre.

Only if and in so far as required under the Foreign Nationals (Employment) Act will RAI keep a copy of the proof of identity in its records and archive it in accordance with the guidelines of the EU General Data Protection Regulation after termination of the work.

2.3

Rules of conduct and compliance with orders and directions given by RAI staff

Directions or orders given by an authorised member of the RAI staff must always be obeyed.

  • Offensive behaviour may result in expulsion from the RAI buildings or RAI area.
  • Visitors may not engage in commercial activities.

Persons who decline to follow reasonable directions from RAI personnel and are in violation of laws and regulations or RAI rules may be denied access to the Convention Centre or removed from the site by authorised RAI personnel. The police or borough enforcement authorities can be asked for assistance.

More details can be found in the Standard Terms and Conditions for Visitors, Article 4.

2.3.1

Smoking policy (no smoking in the RAI)

Smoking is prohibited by law in the RAI buildings. RAI has extended this ban to electronic cigarettes (e-cigarettes), so that their use in the RAI buildings is also prohibited. The ban extends to the underground car parks. Smoking outdoors on the RAI site is permitted in the vicinity of the designated areas, which are indicated by the smoking symbol. Smokers are expected not to smoke near entrances and exits and must deposit cigarette stubs in ashtrays.

2.3.2

Alcohol and drugs

Alcoholic beverages, drugs and/or mind-altering agents may not be brought into or consumed in the Convention Centre (during work). Nor is working under the influence of these stimulants permitted. If there is reasonable doubt as to whether a person is under the influence of alcohol or drugs and may pose a danger to others, the person concerned may be removed from the site by authorised RAI personnel. RAI may request police assistance if this is considered necessary.

2.3.2.1

No alcohol for young people under the age of 18

Pursuant to the Licensing and Catering Act (Drank- en Horecawet), young people under the age of 18 are also not allowed to buy alcohol or have it in their possession in the RAI buildings. Age checks will therefore take place at RAI locations where alcohol is sold or served.

2.3.3

Personal means of transport (roller skates, skateboards, electric skateboards/airboards and scooters)

Only electric/motorised vehicles authorised for use on public roads may be used in the RAI area, provided that the maximum speeds specified in chapter 3 of the Safe Working Practices Manual are observed. Without prior written permission from RAI Amsterdam (through safety@rai.nl, the use of roller skates, skateboards, airboards, hoverboards, scooters, driving electric/motorised vehicles and bicycles/mopeds is not permitted during an Event or its build-up/breakdown. Damage, including consequential damage, caused by the use of such means of transport can be recovered from the user.

2.3.4

Exhibition visits and registration of personal data

RAI organises and facilitates trade fairs and other events. Personal data is processed when services are performed. The privacy statement sets out what personal data of yours we collect and use and how we deal with it. We recommend that you carefully read this privacy statement.

2.3.4.1

Pets and other animals in the RAI

Pets and other animals are not permitted in the RAI. Guide dogs for the visually impaired and people with other handicaps such as autism and for the provision of assistance, buddy dogs and tracking dogs with a permanent handler which are required to provide assistance during a visit to the exhibition are welcome. This also applies to the RAI catering areas, but not to food preparation areas and other areas where hygiene rules prevail. More information about this can be obtained from corcom@rai.nl. Damage caused by an animal can be charged to the owner or person bringing it on to the premises.

Events featuring animals (for example, pet shows) require a permit in the Municipality of Amsterdam. RAI applies the principle that animals should not be used as stand decoration (for example, fish in a tank or bowl or similar). Activities involving an intended use of animals must be notified to the RAI Permits Desk (permits@rai.nl).

2.3.5

Traffic rules in the RAI area

RAI Amsterdam is easy to reach by public transport or Amsterdam’s road network. An explanation of how to reach the RAI can be found on the website.

The general rules of the Road Traffic Act (Wegenverkeerswet) apply in and around the Convention Centre (including the parking areas adjacent to the exhibition halls of the Convention Centre) and the car parks.
It should also be noted that access routes designated for use by the emergency services may never be blocked in any way. RAI reserves the right to tow away, at the expense of the driver/owner, any vehicle blocking such a route.

2.3.6

Ban on (fire) weapons

At RAI the safety of everyone is of paramount importance. It is not permitted to carry (fire) weapons in the RAI Convention Center, as well as objects that can be classified as a weapon by nature and circumstances. Firearms and weapons also include fake weapons or props, where there is a likelihood of confusion. RAI reserves the right at all times to confiscate the weapon or deny the access to the RAI Convention Center. Exception to this are Dutch authorities, who are entitled to wear a service weapon during service.

 

3 - Safety, health and welfare

3.1

General safety and working conditions

A Party is responsible for its own working conditions and those of colleagues and other persons in its immediate proximity or in a part of the workplace over which it has authority. The attention of persons should be drawn to the existence of any dangerous conditions and the importance of complying with procedures, regulations, directions and instructions.

3.1.1

General building and fire safety

In the event of fire, break the glass of the RAI fire alarm. A fire should be reported immediately by calling telephone number +31 (0)20 5491234 and specifying the location and nature of the fire. Directions or orders given by the Fire Service, by RAI Safety & Security, by the in-house emergency response service (Bedrijfshulpverlening/BHV) or by first aid staff must always be obeyed. RAI is responsible for overall supervision of the response. For details of the relevant Supplier and contact person, see the Contact Data Annexe

The relevant regulations are contained in the Fire Service Regulations Annexe. These regulations must be strictly observed at all times. They relate to the following subjects:

  • general provisions on the design, construction and fitting out of stands and stand spaces and the use of fire-resistant stand materials;
  • unimpeded use of fire safety equipment and extinguishers;
  • general stand construction and stand dressing regulations;
  • electrical installations and stand lighting;
  • any use of gas cylinders, chemical or toxic materials or fire accelerants;
  • any fire hazard due to the use of vehicles, vessels or appliances fitted with petrol/diesel engines, or the use of ovens, naked flames or barbecues;
  • escape routes when using enclosed spaces or two-storey stands.

Emergency doors, escape routes and fire extinguishers may not be blocked and may not be used other than in an emergency. Emergency doors may not be locked.

Staff and visitor safety must be taken into account in designing and constructing stands and the area around them. Both RAI Safety & Security and Event Management will examine aspects such as the robustness of a stand structure and any stand ceilings.

3.1.1.1

Emergencies and evacuations

Emergencies such as accidents, fire, theft (persons caught in the act), public unrest and other crisis situations should be immediately reported to telephone number +31 (0)20 549 1234. You should state:

  • who you are;
  • what is the nature of the emergency;
  • where it has happened;
  • whether there are any victims.

If you are not in any personal danger, stay with the victims! Wait for expert help, reassure the victims and, where possible, administer first aid or provide other assistance.

RAI Amsterdam has a crisis management plan designed to ensure that the people and resources of the Convention Centre are prepared as well as possible to deal with emergencies. This plan regulates how staff, visitors and others involved must be brought to safety as quickly as possible. A floor plan showing escape routes is displayed at various locations in the Convention Centre.

If a message ordering evacuation of the Convention Centre or certain parts of it is announced over the RAI’s public address system, the instructions should be obeyed without delay. Upon hearing the evacuation alarm, everyone should immediately leave the building by the nearest emergency exit and gather at the nearest assembly point. Lifts may not be used for this purpose.

3.1.2

First aid and in-house emergency response service

First aid services for Events are planned by RAI Safety & Security. This department is also responsible for the possible deployment of in-house emergency response staff in the case of an emergency.

3.1.3

Safe Working

Work in and around the Convention Centre must be performed in accordance with the guidelines set out in the Safe Working Practices Manual. This manual deals at length with the following subjects:

  • general safety information (compulsory identification, aggression and violence, alcohol and drugs and age limits)
  • crisis management plan (fire safety, emergency exits, fires, accidents and evacuation);
  • means of transport (traffic, loading and unloading, forklift trucks, aerial lifts and exhaust fumes);
  • personal protective equipment (fall protection, protective clothing and footwear, hearing protection and head/face protection);
  • stand construction (transport routes, electrical work, cable entry holes in the floor, working conditions and compulsory use of safety harness and line);
  • working at height (ladders and stepladders, rigging and compulsory use of safety harness and line);
  • dangerous substances (storage, battery charging area, asbestos, rubbish and waste, environmental legislation);
  • enforcement (rules and sanctions).

The Parties themselves are responsible for bringing approved personal protective equipment with them. Safety helmets and boots can also be bought in the Webshop or obtained from the RAI Hospitality Crew Centre.

3.2

Security of persons and property

3.2.1

General venue and site security

Safety & Security Management is one of the crucial departments within RAI Amsterdam which is responsible for ensuring the safety and security of the entire RAI complex. The department keeps in touch with local, national and international authorities to guarantee safety and security around the Convention Centre. RAI Safety & Security assists all Parties in dealing with relevant safety and security issues.

All Events that take place in the RAI are assessed by means of a security scan. A tailor-made security plan is drawn up for any Event classified as high risk. This plan covers important aspects such as fire safety, access security, crowd management, counterterrorism, disaster management, crisis management, safe working conditions, theft prevention, first aid and in-house emergency response. It applies both during the Event and during its build-up and breakdown. The Safety & Security specialists can provide more information through RAI Organiser Services. Information can also be requested directly from safety@rai.nl (see Contact Data Annexe).

3.2.2

Hiring stand security

RAI recommends that night-time stand security be provided by specialists from RAI Safety & Security. They are in direct contact with the central control room and/or are under the direction of a RAI security coordinator. The stand security personnel are familiar with the processes, infrastructure and emergency response organisation of RAI Amsterdam. This ensures that the safety and security of the RAI and the stands and goods it contains can be better guaranteed.

Stand security can be provided only by RAI-approved organisations. Information can also be requested directly from securitymanagement@rai.nl (see Contact Data Annexe).

3.2.3

Video surveillance

Video surveillance (CCTV) cameras are used in the Convention Centre for the maintenance of order and the security of persons and property. The presence of these cameras is indicated by means of pictograms. If there are sufficiently compelling interests, RAI reserves the right to use temporarily hidden cameras. Video surveillance is carried out in accordance with the provisions of the RAI privacy statement.

3.2.4

Lost property

Notice of property that has been lost or found in the Convention Centre can be given on the iLost RAI website.

3.2.4.1

Claims, complaints, claim processing and theft

Complaints must be lodged within two (2) months after the incident. RAI reserves the right not to consider complaints lodged after this period. More details about this can be found in the Standard Terms and Conditions for Visitors, Articles 5 and 6.

Visitors present in the Convention Centre are there at their own expense and risk. Where reasonable and fair, RAI will be liable for consequential loss, damage or injury caused by RAI and/or its staff.

RAI’s liability is excluded for loss or damage suffered as a consequence of:

  • acts of persons used by RAI or third parties and hirers of the Convention Centre and for loss or damage caused by other Visitors in any way;
  • any failure to comply with instructions given by RAI staff or a failure to observe the rules of propriety;
  • unforeseeable changes to the opening and closing times of Events.

More information about this can be found in Article 5 of the Standard Terms and Conditions for Visitors

If you discover a theft, you should call telephone number +31 (0)20 5491234. You will then be immediately put through to RAI Security.

RAI will not be liable for loss or damage as a result of non-compliance with the agreement, unless there has been intent or recklessness on its part. To enable the Event to take place in the RAI, the Hirer must take out adequate insurance, obtain the requisite permits and exemptions in good time and comply with the statutory regulations. The Hirer will accept the Hired Premises in the condition they are in at the start of the hire period. Any damage caused during the hire period is at the expense and risk of the Hirer. RAI reserves the right to pass on the cost of such damage to the Hirer. More details can be found in Article 8 of the Standard Terms and Conditions of Hire of the RAI Convention Centre.

Notice of damage can be mailed to schades@rai.nl. Notice of a financial claim can be sent to riskmanagement@rai.nl.

3.3

Health, welfare and the environment

3.3.1

Food safety (HACCP) in relation to catering

To be able to guarantee food safety, RAI alone has the right to provide catering in the Convention Centre. RAI Food & Beverage (F&B) has the required operating licence.

Catering is provided exclusively by RAI. No one may bring food and drink into the Convention Centre (or arrange for it to be brought in) or stock, sell or otherwise distribute it free of charge, unless express written consent has been granted by RAI. The Dutch HACCP regulations should be strictly complied with if RAI grants consent to third parties to provide certain catering services. RAI may carry out an HACCP audit (or arrange for it to be carried out) at any time. HACCP conditions can be obtained from RAI on request. More information about this can be obtained from RAI Organiser Services (see Contact Data Annexe).

3.3.2

Risks of infection/contagion and epidemics

Parties should comply with all reasonable guidelines and instructions (from RAI) about preventing and combating the risks of infection and contagion. The cooperation requested in serious situations may consist of making the name and address particulars of Event participants available to RAI. The purpose is either to enable RAI to contact such persons because of the gravity of the situation or to enable the Hirer to fulfil its obligation to contact all participants directly with a message formulated by RAI about a serious situation. In such a situation, each Party is expected to cooperate fully with whatever acts and activities need to be undertaken by order of the authorities to prevent and/or combat the risks of infection and contagion.

3.3.2.1

Danger of legionella bacteria

It is not permitted to exhibit with or otherwise use open, flowing, sprayed or atomised liquids in displays in the Convention Centre, without RAI’s permission. This may be the case, for example, where exhibitors use:

  • free-standing air-conditioning systems;
  • fountains;
  • high-pressure cleaning systems;
  • air humidifiers;
  • shower equipment. saunas or whirlpool spas.

Applications may be submitted via the Webshop under 'Electricity and Water Connections'. To prevent the danger of legionella infection, water from fire hoses may be used only for extinguishing fires.

3.3.3

Hazardous and dangerous substances and the environment

A hazardous substance can damage the health of anyone who comes into contact with it in the workplace. Hazardous and dangerous substances can be recognised by the symbols on the packaging labels. These symbols indicate, for example, whether a substance is flammable, toxic, irritating, corrosive or caustic. Safety sheets also often contain R (risk) phrases and S (safety) phrases. R phrases indicate special hazards and S phrases indicate safety recommendations.

The use of hazardous and dangerous substances must be avoided and the use of sustainable alternatives is urgently recommended. Explosive substances must be stored in accordance with the instructions of the Safety & Security Department. This should preferably be done off-site.

Hazardous and dangerous substances must be stored in accordance with the Hazardous Substances Publication Series (PGS) 15 Guideline. A stand contractor/organisation must ensure that the necessary safety information sheets are present at each exhibition and have been discussed with safety@rai.nl.

The use of asbestos in the Convention Centre is strictly prohibited. An asbestos protocol applies within RAI Amsterdam. This can be requested from RAI’s Real Estate Department (werkenmetasbest@rai.nl).

3.3.3.1

Diesel-powered forklifts and aerial lifts

Diesel-powered forklifts are not permitted in the Convention Centre. An exception is made for forklifts with a lift capacity of more than four (4) tonnes. In such cases, the diesel-powered forklift should comply with Euro IV standard (Euro 4) or higher (i.e. be fitted with an effective diesel particle filter). Forklifts used on the public highway should be fitted with a complete lighting system in proper working order and bear the correct signs.

The use of diesel-powered aerial lifts (with diesel particle filter) in the Convention Centre should also be avoided. Instead, the use of LPG-powered or electric or hybrid variants is recommended.

 

4 - Activities

4.1

Activities requiring a permit

The Amsterdam General Municipal Bye-Law (APV) applies to the RAI Convention Centre and the surrounding area, just as it does to other districts in the Municipality of Amsterdam. This bye-law lays down municipal rules governing public order and safety and public places and also regulates the hospitality and retail trades.

Under an umbrella licence granted by the Municipality, RAI is authorised to grant permits for Event-related activities. This decision authorises RAI to issue the following:

  • permits for particular 'objects';
  • advertising notifications/exemptions;
  • temporary traffic measures;
  • exemptions for distributing flyers/samples;
  • permits for the construction of stands, grandstands and two-storey structures;
  • stand trading permits;
  • permits for flyposting and wall decoration;
  • collection permits;
  • permits for holding lotteries;
  • permits for operating a barrel organ.

You can obtain more information about this from the RAI Account Manager or the RAI Permits Desk. Permits can be applied for through the Webshop. The Permits Handbook contains more information about how to apply for the requisite licences and permits. Whether your request for a permit will be granted is a matter for RAI to decide.

4.1.1

Event permit

The RAI building has been designed for the holding of Events. Only in special cases does an Event permit need to be applied for by the Parties. Parties can obtain advice on this from the RAI Organiser Services or Permits Desk.

4.1.2

Obligatory permits: two-storey stand building, grandstands, stages, raised floors and staircases

A temporary permit is required for a stage, staircase or raised floor in or around the Convention Centre if it is accessible to people and has a height of more than 60cm. Application for such a permit must be made in good time to the RAI Permits Desk (see Permits Handbook).

When the Parties have special requirements for stages and raised floors, RAI reserves the right to have the organisation concerned and/or all users sign a document granting a waiver to RAI.

4.1.2.1

Other permits, use of 'open water' in the RAI

To prevent legionella bacteria, RAI’s consent is required in order to use open, flowing, spraying or atomising liquids. A form in the Webshop can be completed to obtain further information about Legionnaires' disease and the legionella bacterium. Water in the Convention Centre must always be taken from a connection bearing a ‘legionella-free' certificate issued by KIWA. The connection may be made only by the plumbing firm authorised RAI.

RAI explicitly reserves the right to call in a certified inspection body to check compliance with the specified conditions. The resulting costs can be charged to the Party concerned.

4.1.3

Performing rights and copyright (music and images)

RAI respects intellectual property (IP). By law, the rights of the maker of a 'work' (such as software, literature and art, e.g. photos, films and also music) are protected. Copyright too is treated as intellectual property in the Netherlands (under the Copyright Act). A licence from Buma/Stemra (Dutch Music Rights Organisation) and Sena (the Foundation for the Exploitation of Neighbouring Rights) is required for playing copyright-protected music. In the case of copyright-protected film material, the licence has to be obtained from Videma (the TV and film rights organisation).

If an organiser or exhibitor wishes to play background music, it must pay a fee for the performing rights and copyright. A licence to play the music can be applied for at 'My licence'.

An agreement with Videma regulates licences for both RAI and exhibitors to show background video images in agreed areas (exhibition halls, restaurants and entrance areas) during an Event. For Videma this concerns business use, group display, broadcasting rights of images of NPO 1, NPO 2, NPO 3 and NL24 (digital public broadcasting channels) and RTL4, RTL5, RTL7, RTL8, RTLZ, SBS6, SBS9, NET5, Veronica, Disney XD, FOX, Nickelodeon, MTV, Comedy Central, Discovery Channel and TLC, also during Events. TV images from BBC, CNN and Eurosport are free of broadcasting rights. Fox Sport and Ziggo Sport are not covered by this scheme.

Organisers and exhibitors who wish to commercially exploit or broadcast music and TV images during an Event (e.g. music/dance events, live-performing artists and DJs, as well as a sports café showing TV sports images) must themselves apply for a Buma-Stemra/Sena or Videma licence. Licences to play music can be applied for at 'My licence', and image rights licences can be obtained from Videma.

More information can be obtained from the RAI Account Manager or from the RAI's Permits Desk (permits@rai.nl).

4.2

Activities permitted only conditionally

4.2.1

Maximum permitted noise level

Amplifying the spoken word and/or playing live or recorded music or generating noise is permitted, provided that the noise level does not exceed a limit of seventy-five (75) decibels (measured at the edge of the stand).

4.2.2

Petrol/diesel engines in the Convention Centre

Vehicles, vessels, tools and so forth fitted with petrol or diesel engines may be brought into the Convention Centre as exhibition items only if the fuel tanks and fuel hoses have been drained off as far as possible and the tanks are effectively and permanently sealed off. Battery clamps must be loosened and steps taken to prevent any oil leakage.

If such measures could result in damage to the electronic circuits of the exhibited items, application may be made to RAI Safety & Security for an express written exemption (see Contact Data Annexe).

4.2.3

Displaying advertising/media material outside the stand

Advertising material may not be displayed at an Event other than on the stand itself without the approval of the Event’s Organiser. RAI has provided that the placing or hanging of media material in and around the Convention Centre, other than on the stand itself, during the build-up and fitting-out period, during the Event itself and during the breakdown period may be carried out only by a Preferred Supplier. Media material may therefore not be placed by exhibitors or by their own supplier in and around the Convention Centre at locations other than their own stand. For details of the relevant Suppliers and contacts, see the Contact Data Annexe.

RAI reserves the right at all times to remove media material (or have it removed) from outside the stand space.

4.2.4

Use of smoke machines, chase lighting and lasers

The use of chase lighting is not permitted without the consent of RAI Safety & Security since it causes a nuisance to neighbouring stands. Application for permission for such lighting can be made to safety@rai.nl. Limit values have been set for exposure to artificial optical radiation. These can be found in Directive 2006/25/EC of the European Parliament. Where such lighting causes a nuisance to bystanders (exhibitors, public etc.), RAI reserves the right to stop its use forthwith.

The approval of the Event Organiser is required for the use of smoke machines and lasers in the RAI building. This use must have been notified to RAI Safety & Security in advance (safety@rai.nl). Only specified liquids may be used in smoke machines, and the liquid must be properly labelled and a safety data sheet provided. Appliances and liquids must not pose a danger either to the staff or to the public present.

4.2.5

Fireworks and firework displays (pyrotechnics)

Under Dutch law, fireworks may be set off by members of the public only on 31 December and 1 January. Outside this period, firework displays may be given only by certified professionals (pyrotechnicians) employed by an authorised firm that is properly licensed and has the correct exemption and insurance. A recognised firework display company hired by a Party has a statutory obligation to request a notification or licence from the North Sea Canal Area Environment Agency (Omgevingsdienst Noordzeekanaalgebied). The application for this notification or licence must be coordinated with RAI (safety@rai.nl). The temporary storage of fireworks is subject to stringent environmental and safety requirements, which must be strictly adhered to.

RAI does not have a licence or facilities for the temporary storage of fireworks. Storage must be arranged with a specialised company that has the correct licences. The Event organiser, in consultation with the chosen pyrotechnician, must arrange for temporary off-site storage (i.e. off the RAI site) and submit this proposal to the Environment Agency.

4.2.6

Balloons in and around the RAI building

Releasing and distributing helium-filled balloons in Amsterdam and hence also in the vicinity of the RAI building (in the open air) is prohibited. This is to avoid the possibility of free-flying balloons entering the protected air space around Schiphol Airport and also to prevent environmental waste.

Distributing helium-filled balloons in the RAI building is also prohibited in order to prevent free-flying balloons from blocking the ventilation system or smoke evacuation system. Helium cylinders are only permitted in the exhibition halls when balloons are being filled, and this filling must be carried out by the RAI’s Preferred Supplier. Preference should always be given to compressed air balloons on a stick. Deflated balloons must be collected and handed over as waste in order to prevent environmental pollution around the RAI.

For more information, please refer to Annexe Permits Handbook.

4.3

Prohibited activities

4.3.1

Exhibiting outside stand space

Goods and/or advertising material of any kind may not be placed or distributed outside the (stand) space that has been occupied or made available. RAI reserves the right to remove such goods and/or advertising material (or have them removed) at any time.

4.3.2

Harmful activities and other forms of nuisance

It is not permitted to engage in activities which, in RAI’s opinion, harm or detract from the Event as such, or cause harm to one or more participants, visitors or groups of visitors or to third parties. The forms of nuisance can vary from causing odour nuisance or noise nuisance to obstructing light or impeding the view.

In the event of any nuisance, proper consultation should take place with the adjacent participant. If this does not resolve the matter, it may be referred to the Event Manager or the Exhibition Organisers.

 

5 - Structures

Each building has its own characteristics, possibilities and limitations. This chapter explains how the Parties and other relevant natural and legal persons can use the Convention Centre during the hire period of the Event and what regulations apply in this connection.

5.1

Exhibition hall layout

When configuring and organising each area and exhibition hall, the Parties should make allowance, in the manner indicated by RAI Safety & Security, for safety and security both during the Event and during the build-up and breakdown periods. This concerns, above all, fire safety, structural safety and safety for users and visitors:

  • gangways must have a minimum width of 3m to serve as escape routes;
  • gangways marked in yellow should be kept entirely free of obstructions during build-up and breakdown;
  • fire safety equipment, fire extinguishers and emergency exits should remain reachable at all times;
  • escape routes for the public should always be clearly recognisable on account of fire safety requirements; this is why the carpeting on a gangway should, in principle, always be continued between two stands.

RAI Safety & Security can move objects that endanger general and public safety (or have them moved) without having to give a reason.

5.1.1

Construction in keeping with structural restrictions

The Parties themselves must ensure that they are properly informed about the restrictions in force in the RAI building. The Organiser can be supplied with floor plans showing relevant restrictions by the RAI Account Manager.

5.2

Safe stand construction

There are different types of stands such as modular stands, traditional timber stands, shell scheme stands and free-standing stands. A description can be found on the RAI-website The decision on what stand construction is permitted and at what locations is made by the Organiser in consultation with RAI.

Each stand is expected to be safe in various respects: structural safety, user safety, fire safety and social safety. This applies throughout the Event and also during build-up and breakdown. The structure must have sufficient strength and stability and also be able to withstand any special loads expected during an Event.

5.2.1

Construction, fixing (drilling, screwing and glueing) and painting

Damage to the RAI building must be prevented. All stands and other structures are required to be self-supporting and self-stabilising, if necessary with the support of rigging. The costs of repairing damage and/or defects resulting from stand construction work and identified by RAI will be immediately passed on to the Party concerned.

Using drills, nails, screws, glue or other materials or means of attachment to fix parts to the Convention Centre is prohibited. Nor is the painting of floors or other parts of the Convention Centre permitted. This is allowed only with the express written and demonstrable consent of authorised RAI personnel.

Special attention is drawn to Article 3.3.3 of these Facility Regulations: hazardous and dangerous substances and the environment, in which reference is made to the asbestos protocol.

Parties should take into account staff and visitor safety on stands and the area around them. The general rules on fire and structural safety are applicable here (see Article 3.1.1 of these Facility Regulations. RAI retains the right of general supervision of the relevant supplier and contact at all times; see Contact Data Annexe.

5.2.2

Fire safety, fire regulations and use of materials

Building materials for stand construction should preferably be made from recycled material, be recyclable and be returned after the Event. In accordance with the Building Decree (Bouwbesluit), the use of highly flammable materials must be avoided and building materials must be impregnated as much as possible with fire-retardant agents.

The structure of stands and of any floor, staircase and ramp must be sufficiently strong to ensure that they do not quickly collapse in the event of a fire and that the escape routes can be used by those present.

5.2.2.1

Cloth ceilings, including sprinkler cloth ceilings

If exhibitors at stands located under sprinklers (halls 4, 9 and 13) want a cloth canopy or ceiling, this should be made of sprinkler cloth impregnated with fire-retardant agents.

5.3

Additional stand construction rules per Event

At some Events it is possible for participants to obtain from the Hirer a written exemption from the stand construction rules. The Hirer has the duty to obtain information about this from RAI Organiser Services and to record this in the Participation Conditions. The participant must consult the Hirer in advance to find out whether rules can be deviated from.

5.3.1

Shell scheme stands

The Hirer (i.e. the Event Organiser) can generally arrange for or authorise shell scheme stands. You should consult the Organiser for more information about this.

5.4

Tall or abnormal structures

As stands taller than 2.5 metres can affect the climate control in the relevant area of the exhibition hall, the Hirer of the Event should consult with RAI about this in good time. It is also necessary to consider whether tall stands will fit in at the location and whether the interests of holders of neighbouring stands are properly safeguarded. If you wish to build a structure with a height in excess of 2.5 m, the stand design must always be submitted to the Organiser. For heights in excess of this, approval is required from standdesign@rai.nl.

Where structures deviate from the norm and may entail a potential hazard or may in normal circumstances only be entered by persons who have received the requisite instruction or training, RAI reserves the right to arrange for an independent expert assessment to be carried out (at the expense of the Event Organiser) and possibly to have Parties sign an indemnity for RAI.

5.5

Roof and floor loading

Many of the Convention Centre’s exhibition halls are built over an underlying space and have a maximum floor loading. This loading is described in Annexe 7: Convention Centre Floor Loading.

To prevent nuisance and inconvenience to other participants, oversized and/or heavy items may generally be placed on stands only during the build-up and fitting-out days specified for each Event. Point loading is not permitted and the weight must be evenly distributed.

  • Where oversized items or products are wider or higher than the delivery doors, this must be discussed in advance with RAI Technical Services (planningts@RAI.nl).
  • When using the Convention Centre, a Party must take into account the maximum loading of floor, roof and ceiling; the specified limit values must not be exceeded during use. This Article distinguishes between floor loading and roof/ceiling loading.

The maximum loading on the floors of the Convention Centre differs according to the type of space and has been specified in the Convention Centre Floor Loading Annexe.

5.5.1

Roof and ceiling loading, rigging

RAI has provided that rigging and pre-rigging involving attachment to the roof of the Convention Centre may be performed only by a Preferred Supplier.

The maximum permitted loading of the Convention Centre’s roofs and ceilings differs according to the type of space and can be found in the RAI Rigging - Guidelines for Riggers Annexe.

In special cases a different supplier (rigger) may be used. However, in such a case the temporary written consent of RAI Technical Services is required. If RAI approves the use of another supplier, the Party concerned must submit a rigging plan to RAI Organiser Services in accordance with the Rigging Guidelines (see the RAI Rigging - Guidelines for Riggers Annexe). Approving the rigging plan is a matter for RAI Technical Services.

5.6

Flooring materials and uneven floors

The floors of the Convention Centre’s exhibition halls are finished with a layer of asphalt approximately 5cm thick. Owing to differential settlement, the floors of the Europa complex (exhibition halls 1-7) are not entirely even.

  • In exhibition halls 1-12 flooring materials may not be affixed directly to the stone floor, for example by means of two-sided adhesive tape.
  • The floors of the meeting and conference rooms, lounges and foyers and Elicium 1 and 2 of the Convention Centre have either been laid with floor covering or finished in marble or bluestone. Flooring materials for the stands and gangways may not be affixed directly to the stone floor, for example by two-sided adhesive tape. First, a raised stand floor or rubber subfloor should be constructed.
  • If it is wished to use a special flooring material (concrete tiles, sand, gravel etc.), written permission must be obtained from RAI Event Management (eventmanagement@rai.nl). Before such materials are supplied, a plastic covering must be applied to the floor.

Annexe 7 Convention Centre Floor Loading contains a list of the locations and the type of floor covering in each location. In cases of doubt, RAI Event Management can be consulted at eventmanagement@rai.nl. Problems that arise during stand construction and fitting out should be immediately reported to the RAI Event Manager on duty.

5.6.1

Raised floors

The use of raised floors is recommended in the case of stands that have water and compressed air connections and/or many electrical and ICT cables. The stand contractor can advise on this.

The following guidelines apply where raised floors are used for a stand:

  • the stand floors should be within the stand building line;
  • the maximum height measured from the floor of the venue up to and including the top of the raised floor is 12 cm;
  • the sides should be closed off and neatly finished; sharp edges and corners should be avoided, possibly by means of bevelled edges;
  • if a stand floor has a height difference of 22 cm, the main access points should be fitted with steps;
  • if the difference in height between the stand floor and the gangway is more than 60cm, a staircase will be necessary; in such a case, the stand will be treated as a stage and a permit must be obtained (see Permits Handbook Annexe).

In order to improve stand accessibility for wheelchairs, pushchairs and shopping trolleys as well as for visitors with a disability (users of a wheelchair or walker and mobility impaired, blind or visually impaired people), additional guidelines have been drawn up which can be found in Annexe 8: Stand Type and Structural Restrictions.

5.7

Stand design and exhibited items

Stand walls may not protrude over the boundary line of the stand. Suspended ceilings (hung only from the venue’s main structural ceiling) are permitted only after the stand design and designated rigging firm have been approved (RAI Rigging - Guidelines for Riggers Annexe).

Exhibited goods may never protrude beyond the building lines of the stand, for example in the case of product demonstrations. If that is the case, the Event Organiser must have given approval for this and other exhibitors may not be inconvenienced by it. Parts that are potentially dangerous, such as sharp, prominent parts, must be effectively shielded and measures taken to prevent heavy goods from falling or toppling over.

5.8

Pavilions/tents outdoors

If a covered extension is necessary on the site around the Convention Centre, pavilions or tents may be erected. However, this can be done only after written consent has been applied for and obtained from the RAI Account Manager and a 'permit for the placement of an object' has been applied for by the Hirer and issued by RAI; see also Article 4.1 of these Facility Regulations and the Permits Handbook Annexe.

 

6 - Rules during build-up and breakdown

This chapter discusses the processes for effective build-up and breakdown. An exhibitor and stand contractor must take account of the construction rules right from the start of the build-up period (see Article 5 of these Facility Regulations). This applies, above all, to the safety rules (see Article 5.2) of these Facility Regulations.

6.1

Logistics

RAI uses a Preferred Supplier for the exhibition logistics in and around the Convention Centre, including internal transport, special transport, loading and unloading, storage and customs facilities. The contact particulars of this logistics partner are given in this overview.

Hirers can order the required services from Suppliers appointed by RAI for the Event through RAI Organiser Services. Exhibitors wishing to place orders for services to be provided by RAI’s Preferred Suppliers at the stand or in the halls of the Convention Centre may do so online in the Webshop. Orders cannot be placed directly with the RAI’s Preferred Supplier.

If a Party wishes to use a supplier other than RAI’s Preferred Supplier within the Convention Centre, application for a written permit should be made in good time to RAI’s Account Manager. RAI Organiser Services is responsible for issuing permits.

6.1.1

Loading and unloading

The standard loading and unloading times for the P5, P9 and P10 apron spaces for goods vehicles, including the P6 and P8 parking areas, are 07.00 - 23.00 hrs. To prevent noise nuisance in the neighbourhood, vehicles may not enter the P9/10 apron spaces in the Wielingenstraat before 07.00 hrs.

Where necessary, RAI Traffic Management will draw up a specific traffic and parking plan for each Event in consultation with the Hirer. When Events are expected to generate a heavy volume of traffic during build-up, fitting out and breakdown, RAI operates a buffer zone system and applies maximum loading/unloading times. Depending on the type of Event and the stage it has reached, RAI has in place arrangements for parking, buffer zones (goods vehicles) and loading/unloading.

Vehicles accessing the Convention Centre for the purpose of build-up, fitting out or breakdown should always follow the signs. Article 3.2 of the Safe Working Practices Manual, deals at length with the measures in force concerning loading and unloading.

This includes mention of the following:

  • loading and unloading is permitted only at the goods vehicle apron spaces and parking areas intended for this purpose;
  • emergency doors must be kept free at all times;
  • goods may not be placed in front of an emergency door;
  • fire extinguishers and hose reels must always be accessible.

The driver of a vehicle is required to sign in confirmation of these loading/unloading times. If the maximum loading/unloading time is exceeded, RAI reserves the right to tow the vehicle away at the expense of the owner/driver.

During most Events trucks and delivery vans may be parked on RAI sites. A daily rate is charged for such parking.

The common parts of the Convention Centre should be kept free of obstruction. In some circumstances it may be decided, in consultation with RAI, that part may be used temporarily. In such a case, the rest of the area retains its original function.

6.1.2

Parking in the goods vehicle apron spaces

Parking in the goods vehicle apron spaces adjacent to the exhibition halls of the Convention Centre is possible during certain exhibitions. These apron spaces are not available on the last exhibition day (incl. the breakdown evening) because they are then reserved for the large trucks for stand dismantling. Alternatively, drivers may be directed to one of the underground car parks or other sites and can use the exit ticket issued to them.

A parking space can be reserved through the Webshop in consideration of payment. The location is shown on the parking ticket. It is possible that on the last exhibition day this parking space may not be available for the holder of the ticket because the area is needed for trucks and delivery vans used for stand dismantling. Alternatively, vehicles may be directed to one of the underground car parks or other sites and can use the exit ticket issued to them.

6.1.3

Buffer zones

During busy Events, RAI uses a buffer zone system in which goods vehicles are issued with a serial number at an external site and may then drive to the goods vehicle apron spaces when their turn comes. Allowance should be made for delays if the apron spaces are full.

6.1.4

Bringing in special, heavy or oversized goods

For the transport of special, heavy or oversized goods, the RAI’s preferred logistics supplier should be contacted. This Supplier has all the logistics expertise necessary to transport such goods in a safe manner. In the case of oversized and heavy goods, account should be taken of the maximum floor loading of the exhibition halls (see Article 5.5 of these Regulations).

6.2

Specialist work performed by RAI Preferred Suppliers

These suppliers are familiar with the location, processes and contacts within the RAI.

6.2.1

Other Suppliers

As regards other services, a Party may appoint such Suppliers as it sees fit. On request, RAI can recommend Preferred Suppliers whose competence is assured by virtue of the fact that they have frequently performed work within the Convention Centre. Suppliers must comply with all statutory and other requirements. To safeguard order, safety, health, welfare and the environment, RAI reserves the right to refuse access to the Convention Centre to Suppliers it deems incompetent.

6.3

General build-up rules

Participants must start building and fitting out their stand at the earliest possible opportunity. At each Event, the Hirer of the Event will determine when build-up and fitting out can be started and when it should be finished, for example to allow for cleaning before the Event opens.

The rules for working safely in the exhibition halls and on the RAI site are recorded in the RAI Safety Rules Annexe to the Safe Working Practices Manual. This also applies to the breakdown.

The environmental guidelines for the use of diesel-powered forklifts and aerial lifts apply in particular to the build-up and breakdown (see Article 3.3.3.1 of these Facility Regulations).

6.3.1

Possible early build-up

If early build-up is possible, the Organiser must discuss it in good time with RAI Organiser Services.

6.3.2

No driving on carpeting

In the case of exhibitions where the gangways must be laid with floor tiles or other floor covering before the build-up and fitting-out period, it is not possible to unload stand goods and construction materials in the exhibition halls until after the flooring has been laid.

It is advisable to contact RAI Event Management if you wish to bring materials into the halls after the flooring has been laid.

6.3.3

Goods lifts

Passenger lifts, staircases and escalators may not be used for the transport of goods. Special goods lifts are available for this purpose.

6.3.4

Refuse and waste disposal

Parties should comply with the laws and regulations governing all kinds of refuse and waste. Article 7.6 of the Safe Working Practices Manual contains the rules that must be observed when disposing of the usual kinds of refuse (stand construction material, packaging and pallets) and certain contaminated or hazardous toxic substances (environmental and Fire Service Regulations).

Parties are obliged to sort and dispose of refuse and waste generated during the build-up, fitting-out and breakdown periods. If you wish to arrange this through RAI, you should contact RAI Exhibitor Services through the Webshop to order extra refuse containers at the stand. You can also order 240-litre bags or 1,000-litre 'Knapsacks' for plastic waste; these are intended for relatively small quantities of refuse.

To ensure good logistics, use may only be made of the RAI containers in and around the building. Refuse bags not obtained from RAI will not be collected by the RAI’s Preferred Supplier in the cleaning round. Refuse and waste left behind on location will be removed at the expense of the Participant.

Empty paint tins, brushes, caulking cartridges and so forth should be deposited in the red bags intended for this purpose.

Refuse and waste from a stand will be removed during an event or exhibition only if it has been deposited in a refuse bag obtained from RAI and left next to the stand each day after the close of the Event.

You should sort the waste before collection:

  • yellow bags are for exhibitors = residual waste
  • wheelie bins can be ordered = glass and organic waste
  • containers can be ordered = residual waste, wood, paper/cardboard

Refuse and waste that is not presented for collection in the refuse bags obtained from RAI will not be removed.

Article 7.6 of the Safe Working Practices Manual contains more details about refuse removal in the RAI Convention Centre.

6.3.5

Discharging waste water

The approval of the supplier must be obtained for the discharge of waste water. Exhibitor Services can provide further information about this. It is important to note that as a consequence of municipal bye-laws only what is termed 'sanitary effluent' may be discharged.

Each Party should turn off the water mains tap every day when leaving the stand. The next day the taps should first be allowed to run for at least one (1) minute in order to flush the system.

You can find more information about this in the Webshop. For details of the relevant suppliers and contacts, see the Contact Data Annexe.

6.3.5.1

Disposal of chemical and other special waste

Exhibitor Services should be contacted about the disposal of chemical waste. After notification to RAI’s Environmental Management Department, hazardous and dangerous waste (preferably still in its original packaging and labelled with the name of the product) must be placed in the lockable containers specially intended for this purpose; waste generated by work must be separated before disposal.

It is strictly prohibited to throw away chemical waste in the containers or refuse bags. RAI Safety & Security (safety@rai.nl) should be contacted for this purpose. Neither containers nor bags may ever contain chemical waste!

Reference should once again be made to Article 3.3.3 of these Facility Regulations for more information about dealing with hazardous and dangerous substances.

6.4

Breakdown

  • Vacation of stands and removal of goods from the building are possible during the breakdown period(s) notified by the Hirer to the Participants.
  • The first hour after closure of an Event is generally needed for the clearance of the gangways and other activities to aid speedy removal of goods.
  • Boxes and crates may be placed in the gangways only after the floor covering has been removed. Participants in the vicinity of goods entrances may be requested to vacate their stands earlier and will then receive notification from the Hirer of the Event.
  • The stand space must be handed over in clean condition and free of adhesive tape after the dismantling period. Goods, stand construction materials and refuse that are still present in the Convention Centre or on the sites after the published breakdown period may, at the discretion of RAI, be removed, stored and/or thrown away at the expense and risk of the Party concerned.
  • If tape from carpet tiles etc. is discovered on the floor of the exhibition hall after the exhibition, the Party concerned will be billed for the costs of removal.
  • On the last day of an Event, the power supply will be switched off for safety reasons immediately after the close of the Event. Make allowance for this by switching off your equipment in good time.

 

7 - Utilities

7.1

Basic utilities: electricity, water, gas and the internet

7.1.1

Electricity

RAI has provided that the work of connecting stands to the power supply of the Convention Centre may be carried out only by a Preferred Supplier.

  • Power may not be generated in any other way, for example by means of generators.
  • All installations should comply with the regulations as contained in the most recent versions of standards NEN-1010, NEN-3140 and NEN-EN 50110. Electrical installations must always be approved by the RAI Preferred Supplier before use.

The Electrical Work Regulations Annexe contains additional conditions relating to electrical work. These apply to all electrical equipment provided by the RAI Preferred Supplier.

7.1.1.1

Connection for each stand

A power supply cable must be requested for each stand. Power supply cables may not be shared between stands.

7.1.1.2

Day-rate and night-rate power

RAI has separate day-rate and night-rate electricity connections to prevent unnecessary power consumption outside an exhibition’s opening hours and to guarantee safety in the RAI building.

Day-rate current is switched on shortly before the opening of the Event and switched of shortly after its close. In the case of consumer events, this is approximately half an hour before the Event’s opening time and half an hour after its closing time; in the case of professional events the periods are approximately one hour before opening time and one hour after closing time. On the last day of an Event, the power supply will be switched off immediately after the close of its close for security reasons (see Article 6.4 of these Facility Regulations). The times when the power supply is turned on and off may be altered slightly during an exhibition, in consultation with the exhibition organiser.

The night-rate connections are clearly marked. Night-rate electricity can be requested for the use of appliances that must remain on stand-by outside opening hours, for example computers, refrigerators and security equipment. Night-rate is cheaper than day-rate electricity.

7.1.1.3

Stand lighting

Stand lighting may be connected only to the day-rate supply; an incorrect connection to the night-rate power supply entails major risks.

7.1.1.4

Inspection of installations

Approval of installations is routinely carried out by the Preferred Supplier. If the stand installation does not meet the prescribed requirements set out in the Electrical Work Regulations Annexe, the stand cannot be connected to the electricity grid within the Convention Centre. Where installations have to be re-inspected because they do not meet the specified requirements and the following general observations, the costs will be separately charged by the Supplier to the Party concerned.

7.1.2

Open water, water mains connections and Legionella prevention

During Events use may only be made of the existing infrastructure in the RAI building for connections to the water mains and drains. Parties are not permitted to use their own systems.
Owing to the need to combat legionella bacteria, open water systems may be used at a stand only if authorisation has been obtained.

As many water connections come up through the floor from below, the use of a raised stand floor is advisable.

7.1.3

Gas, compressed air and flue gas connections

RAI has provided that the work of connecting stands to the gas and compressed air networks of the Convention Centre may be carried out only by a Preferred Supplier. These connections can be provided only at a limited number of places in the Convention Centre.

The use of flue gas discharge pipes is governed by regulations of the Fire Service and RAI Technical Services. For information about the Preferred Supplier and contact, see the Contact Data Annexe. Connections can be requested in the Event’s Webshop.

7.1.4

The internet and telephony

One or more telephone lines or cable internet connections can be provided in the RAI Amsterdam venue. The following services are possible:

7.1.4.1

Telephony

  • in-house wireless/mobile telephony: this telephone service allows internal calls within the RAI and calls within the Netherlands; calls outside the Netherlands are not possible;
  • land lines, analogue fax lines and analogue PIN lines CANNOT be provided.

7.1.4.2

Internet access and internal network connections

  • cable service on the basis of a UTP cable or fibre optic cable in various bandwidths and with possible specific configurations, LAN connections up to 1 Gbit/s
  • wireless service on the basis of WiFi:
    • regular WiFi for relatively low performance needs;
    • high capacity WiFi for relatively high performance needs.

The ICT and telephone services are provided subject to the following conditions:

  • Participants, Hirers, Suppliers and other relevant natural or legal persons are not permitted to operate telephone services or to make them available to other people, unless a buyout scheme has been agreed with RAI in writing;
  • a Party is not permitted to use its own wireless access points as this might cause interference.

RAI reserves the right to adjust IT connections in order to guarantee good communication for an Event and for security in connection with it. Any such decision will always take account of the public interest and the interests of all users.

7.2

Audiovisual equipment

The work of connecting to the audiovisual (AV) facilities of RAI (including speaker systems) in the exhibition halls of the Convention Centre may be carried out only by a RAI Preferred Supplier. Parties are not permitted to connect up audiovisual equipment themselves (or arrange for this to be done by their own contractor).

See the Electrical Work Regulations Annexe.

7.3

Catering

RAI Food & Beverage is able to provide catering for receptions, lunches, dinners and other meetings at stands, in meeting rooms or elsewhere in and around the Convention Centre. Hirers can discuss their catering wishes for the Event with the RAI Account Manager. Any special wishes can be worked out in detail by the RAI Product Manager. Exhibitors can place their orders for catering either at their stand or in the rooms of the Convention Centre through the Webshop.

Catering in and on the RAI site is exclusively reserved to RAI itself and to concessionaires that have concluded a catering agreement with RAI. Special requests, for example for a catering buy-out or special catering products, are handled by the RAI Product Manager.

7.4

Parking

Directions and instructions given by authorised personnel of RAI Traffic Management must be strictly obeyed.

7.4.1

Paid parking

Exit tickets give the right to leave the car park once. The RAI underground car parks have an hourly rate and a maximum daily rate. These are shown at the entrances to the car parks. Exit tickets can be bought online or from the ticket machines in the car parks of the Convention Centre. More can be found about this on the RAI-website.
Details can be found in the Standard Terms and Conditions for Visitors, Article7.

The opening hours of the underground and other car parks are generally from 07.00 to 23.00 hrs. The car parks may be exited 24 hours a day.

7.4.2

Parking on Event days

During Event days, parking in off-site car parks may be possible or necessary in a number of cases (the charge will then be the same as for parking in and around RAI). Access to the off-site car parks is signposted. During the day buses will operate a shuttle service to and from RAI.

The latest information about parking during Events can be found at www.rai.nl.

7.4.3

Parking on non-Event days

Paid parking is available in RAI’s underground and other car parks other than on Event days for persons carrying out work for RAI. However, the possibility of parking does not confer entitlement to a parking place in or around the Convention Centre. Parking is permitted only in the parking spaces designated for this purpose.

7.4.4

Extended parking tickets

Holders of extended parking tickets or special tickets may leave their car in their parking space overnight during exhibitions without incurring extra charges, provided that the extended or special ticket is clearly visible in the car, preferably behind the windscreen. For more information, reference should be made to the Standard Terms and Conditions for Visitors , Article 7.

Orders can be processed only if they are placed through Exhibitor Services at the Webshop, 'Access and Parking' category. These orders must be submitted before the end of the prescribed period.

If still available, extended parking tickets are available in exchange for cash payment at the Services Management desks in the Convention Centre from the first build-up/fitting-out day. No refunds will be given for paid extended tickets.

7.4.4.1

Extended parking tickets for stand staff

A limited number of special extended parking tickets are available for stand staff at reduced rates. These can be ordered and paid for through the Webshop. They are valid for all RAI underground and other car parks.

 

8 - Corporate social responsibility

RAI attaches great importance to corporate social responsibility (CSR). All Parties are therefore expected to be aware of and adopt a responsible approach towards the ecological, social and economic impact of their participation in an Event. They are also expected to take CSR factors into account, such as energy and water use, waste reduction and waste separation, use of sustainable materials, limiting nuisance to the environment, and the impact of their Event.

RAI also endorses the principles of the United Nations Global Compact (UNGC), including the sustainable development goals (SDGs) and respects the Universal Declaration of Human Rights. More information about the RAI’s sustainability initiatives can be found on our website

RAI Amsterdam has compiled a Sustainable Events Manual, which can help you to organise a sustainable Event. The RAI Account Manager or CSR Manager can provide you with more information about this.

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