Accommodation Regulations

Information on the following topics, among others, can be found in ANNEX 1 'Code of conduct for suppliers, organisers and exhibitors' and ANNEX 1a 'Access Rules RAI'.

• Alcohol and tobacco products;
• Personal means of transport and accessibility;
• Pets and other animals;
• Access rules;
• Opening hours;
• Identification;
• Standard rental times;
• Advertising/media expressions outside the stand space; and
• Disruption of, or detriment to, an Event.

To safeguard safety in the Convention Centre, Parties must comply with the regulations set out in these Accommodation Regulations, their ANNEXES and the articles below.

3.1 Fire Safety

RAI endeavours to provide a welcoming and safe RAI Convention Centre for all Parties. Parties have their own responsibilities with respect to their own working conditions and those of colleagues and other persons who are present in the immediate vicinity of, or on, the work floor under the authority of the Party.

Persons must be informed of any hazardous circumstances and of the importance of complying with procedures, regulations, directions and instructions. ANNEX 2a 'Fire Safety Regulations' provides insight into the requirements that apply in order to safeguard fire safety at trade fairs and Events in the RAI Convention Centre. Parties must actively apply these regulations.

3.2 Safe Working Manual

Specific regulations are set out in ANNEX 2b 'Safe Working Manual'. These include, among other things, the company emergency plan, personal protective equipment, build-up and dismantling, stand construction, transport equipment and hazardous substances.

RAI’s policy is that products bearing the GHS08 symbol may not be used. For products bearing the GHS08 symbol, an alternative must always be sought and submitted for approval to the Health and Safety Coordinator of RAI Real Estate (realestate@rai.nl).

3.3 Working Conditions 

The Parties are each responsible for complying with occupational health and safety (Health & Safety) requirements in respect of themselves, personnel working under their direction and supervision, colleagues, and any other persons present in the workplace. More information about working conditions can be found in ANNEX 2b 'Safe Working Manual'.

3.4 Emergencies

In the event of an emergency, call +31 (0)20 549 12 34 immediately, stating the location and nature of the emergency. More information about emergencies can be found in ANNEX 2b 'Safe Working Manual'.

3.5 Security

RAI Safety & Security Management is responsible for the safety and security of the entire RAI complex.

All Events are subject to a security scan in accordance with the regulations set out in ANNEX 2b 'Safe Working Manual':

• RAI has its own security service;
• RAI monitors the Convention Centre by means of cameras, in accordance with the RAI Privacy Statement on CCTV monitoring;
• Stand security can be hired on request, including for evenings and nights; more information can be requested from securitymanagement@rai.nl.

Parties must ensure that they are properly informed about RAI’s building restrictions and technical regulations. Floor plans showing the relevant restrictions are made available to the Organiser by the RAI Account Manager. When furnishing and laying out each room and hall, Parties must, as instructed by RAI Safety & Security, take account of safety both during the Event and during the build-up and dismantling of the Event. RAI Safety & Security may remove or arrange for the removal of objects that endanger general and public safety, without stating reasons.

Specific rules on technical regulations can be found in the various ANNEXES, including:

5.1 Building restrictions

For safety within and around a stand, Parties must take account of the safety of all persons present in the Convention Centre. The Convention Centre is subject to a number of building restrictions, which are shown on RAI basic location plans and indicated on the floor on site; these restrictions must be observed. The general rules on fire safety and building safety can be found in the ANNEXES:

Safety:
• ANNEX 2a RAI Fire Safety Regulations;
• ANNEX 2b RAI Safe Working Manual;
Technical reculations:
• ANNEX 4d RAI Floor Load Limits;
• ANNEX 4f Guidelines for RAI (stand) construction.

RAI retains general supervision at all times.

5.2 No attachment to the structure

Damage to the RAI building must be avoided; (stand) structures must be self-supporting and self-stabilising, where necessary with rigging support. It is not permitted to attach items to parts of the Convention Centre by drilling, nailing, screwing, gluing or using any other fastening materials or methods. Painting floors or other parts of the Convention Centre is also not permitted.

Any damage and/or defects resulting from (stand) construction that are identified by RAI will be charged immediately to the relevant Party. More detailed information can be found in ANNEX 4f 'Guidelines for RAI (stand) construction'.

5.3 Technical regulations for water, compressed air, gas and flue gas connections

The RAI Preferred Supplier (at the time these Accommodation Regulations were adopted: MTD) is the sole authorised supplier for the installation of water supply and drainage connections, gas and compressed-air connections and flue gas extraction pipe connections for stands. These connections can only be provided at a limited number of locations within the Convention Centre.

Water supply and drainage connections, gas and compressed-air connections and flue gas extraction pipe connections can be requested via the Event’s RAI Webshop van het Evenement.

For Legionella-prevention reasons, the use of open water on a stand requires permission; see ANNEX 3a 'RAI Permissions Manual'. During Events, water supply and drainage may only be used via the existing infrastructure in the RAI building; independent water supplies are not permitted. As many water supply and drainage connections are provided from the floor, the use of a raised stand floor is strongly recommended.

6.1 Parking for cars and small vans

Anyone may park in RAI’s parking garages and car parks. The possibility of parking does not confer any right to a parking space in or around the Convention Centre. Parking is only permitted in the designated parking bays.

RAI’s parking garages have an hourly rate and a maximum daily rate. These are displayed when entering the parking garages. Exit tickets can be purchased online via Easy parking at RAI Amsterdam or from the ticket machines in the Convention Centre’s parking garages.

The opening hours of the parking garages and car parks are generally from 7:00 a.m. to 11:00 p.m. Exiting is possible twenty-four (24) hours a day.

The General Parking Terms and Conditions apply to cars and small vans parked in the parking garages or car parks of the Convention Centre. Specific information about parking at RAI can be found in these terms and conditions, including parking on RAI car parks and leaving a car overnight.

The garages and entrances to the Convention Centre are shown in ANNEX 5b 'RAI Site Plans'.

6.2 Logistics rules

Rules apply to the loading and unloading of goods for Events, deliveries and other work activities. These rules can be found in ANNEX 5a 'RAI Logistics and Parking Regulations' as part of these Regulations. These include, among other things:

• Build-up;
• Dismantling; and
• Transport and work equipment.

The safety regulations set out in ANNEX 2b. SAFETY _ RAI Safe Working Manual apply mutatis mutandis to all logistics activities. The maximum floor loads set out in ANNEX 4d 'RAI Floor Load limits' must also be observed.

Only work equipment bearing a CE marking may be used. A CE marking indicates that the entire final product complies with the requirements of the European Union, as set out in the applicable regulations, directives and standards, taking into account components, the assembled whole, safety and intended use.

Please note: all individual components must bear a CE marking, and the product as a whole must also bear a CE marking. Without a CE marking, a product may not be used in the RAI Convention Centre.

6.3 Parking for lorries/trucks and other large vehicles

Lorries/trucks and other large or high vehicles cannot be parked in the Convention Centre’s parking garages. Loading and unloading, as well as the parking of such vehicles, must be coordinated with RAI Traffic Management. More information and specific rules can be found in ANNEX 5a 'RAI Logistics and Parking Regulations'.

Organisers and Exhibitors may purchase additional products and facilities for their Event or stand. These products can be purchased via:

• RAI Webshop or Exhibitors of the Event; and
• the RAI Account Manager for Organisers.

7.1 (Preferred) suppliers

Specialist work in the Convention Centre must be carried out by Preferred Suppliers. They are familiar with the location, processes and contact persons within RAI. On request, RAI can recommend Preferred Suppliers who have frequently carried out work within the Convention Centre and whose competence can therefore be assured. See also the definitions.

For other services, a Party may appoint its own Suppliers in consultation with the RAI Account Manager. See also the definitions.

All Preferred Suppliers and Suppliers must comply with all statutory and other applicable requirements. In order to safeguard order, safety, health, welfare and the environment, RAI reserves the right to refuse access to the Convention Centre to suppliers who are not competent.

7.2 Catering

Unless otherwise agreed in writing, the provision and sale of food and beverages, as well as the catering of receptions, lunches, dinners and other gatherings on stands, in rooms or elsewhere in and/or around the Convention Centre, is reserved exclusively for RAI Food & Beverage (F&B) or its subcontractors. This is due to permit requirements and food-safety regulations, including the HACCP guidelines.

It is not permitted to bring, or arrange for the bringing of, beverages and/or food into the Convention Centre, to keep them in stock, to sell them or to provide them free of charge, unless express written permission has been granted by the RAI Product Manager F&B for special requests, such as sampling or specific catering products.

From a sustainability perspective, RAI F&B uses as few single-use plastics as possible, in accordance with the Dutch Government regulations on reusable tableware Rules on disposable plastic | Waste | Government of the Netherlands. Cups or containers brought into RAI, including onto stands, must also comply with these requirements.

Organisers may communicate their culinary F&B requirements for the Event to the RAI Account Manager; specific catering requirements will be developed by the RAI Product Manager F&B.

After registering for an Event, Exhibitors may place catering orders for their stand or for rooms in the Convention Centre via the RAI Webshop. These orders are supplied exclusively by RAI or its subcontractors. Only in highly exceptional cases may this be deviated from via your RAI Account Manager; this will then be assessed by RAI Exhibition Services (RES) and, if approved, handled through an “own catering permission” agreement with the associated costs for a buy-out arrangement, subject to compliance with all applicable regulations and conditions, legislation and HACCP/food-safety requirements.

7.3 IT & audiovisual equipment and connections

At RAI Amsterdam, it is possible to have one or more wireless or wired internet connections installed. Within the Convention Centre, only RAI may provide internet access. Internet access is a facility or service that enables a computer, computer network or other network device to connect to the internet. Neither the Client nor any of its invitees is permitted to bring its own internet service provider into the Convention Centre or to have internet access supplied by third parties. Please contact your RAI Account Manager for this purpose; complex IT configurations will be developed by the RAI Product Manager IT. The following conditions apply:

• Parties are not permitted to operate wireless and/or wired internet services, including the 5 GHz frequency, or to make such services available to others, unless a written buy-out arrangement has been agreed with RAI;
• A Party is not permitted to use its own wireless access points; and
• RAI reserves the right to modify ICT connections in order to ensure proper communication for the purposes of an Event and safety around it. In doing so, the general interest and the interests of all users will be taken into account at all times.

Audiovisual equipment: connection to RAI’s audiovisual (AV) facilities, including speaker systems, in the rooms and lounges of the Convention Centre is reserved exclusively for the RAI Preferred Supplier. It is not permitted to connect AV facilities to RAI’s audiovisual (AV) facilities yourself or to have this done by your own supplier. Technical AV assistance can be requested via your RAI Account Manager.

RAI has Preferred Suppliers for full AV productions; contact can be arranged through your RAI Account Manager.

7.4 Services and amenities