Every exhibition venue has its own access arrangements, loading procedures, parking rules, opening times, security requirements and operational guidelines.
Use this guide to understand the information you should check before travelling to the venue, delivering equipment, building your stand or arranging collections after the event.
Exact venue information varies between exhibitions. Always refer to the individual exhibition dashboard, exhibitor manual and organiser instructions for your event.
Confirm venue access, build-up times, parking arrangements and exhibitor entry requirements.
Use the correct delivery address, stand number, contact details and vehicle booking process.
Observe security, safety, loading, waste, contractor and breakdown requirements.
Do not rely only on general venue information.
Check the details supplied specifically for your exhibition, including:
Event-specific instructions should take priority over general guidance.
Provide relevant venue information to:
Each person should know where to go, when access is permitted and who to contact if there is a problem.
Keep a digital and printed copy of the most important event information available during build-up.
Review the exhibition dashboard, venue information, exhibitor manual, deadlines and organiser instructions.
Confirm routes, parking, public transport, loading access, vehicle restrictions and arrival times.
Provide drivers and couriers with the correct address, stand number, booking details, contact name and delivery window.
Bring required passes, paperwork, contact details, tools, personal protective equipment and copies of the stand plan.
The exact arrangements will vary by venue and exhibition. Use the information below as a planning checklist and confirm all event-specific requirements.
Confirm the full venue address, postcode, exhibition hall and exhibitor entrance.
Large venues may have several entrances, loading areas and car parks, so the general postcode may not take you to the correct access point.
Check when exhibitors, contractors and vehicles may enter the venue.
Access outside the published build-up period may not be permitted. Arrive with enough time to unload, inspect the stand and complete final preparations.
Confirm when exhibitors can enter each morning and when the exhibition opens to visitors.
Allow time for equipment checks, cleaning, replenishment and team briefings before the public enters.
Check the official breakdown start time and final removal deadline.
Packing or dismantling before the event closes may be prohibited. Vehicle access may also be delayed until visitors have left and the venue is ready.
Some venues require advance vehicle registration or a timed loading slot.
Check height, weight, emission, security and access restrictions before sending a vehicle to the venue.
Loading-bay access may be controlled and time-limited.
Drivers should be prepared to unload promptly and move the vehicle when requested. Unattended vehicles may not be permitted.
Exhibitor parking may be separate from unloading areas and could require advance booking.
Check opening hours, charges, height restrictions and walking distance from the exhibition hall.
Check the nearest rail, underground, tram or bus services and allow additional travel time during busy exhibition periods.
Share the recommended station and entrance with all stand staff.
Exhibitor badges, contractor passes, vehicle passes or photo identification may be required.
Complete registrations in advance where possible and do not assume passes can be issued immediately on arrival.
Public venue Wi-Fi may not be suitable for demonstrations, payments, streaming or critical business systems.
Where reliable connectivity is essential, check the dedicated internet options available for the exhibition.
Check accessible parking, step-free entrances, lifts, toilets and routes to the exhibition hall.
Stand layouts should also maintain practical access for visitors and staff with mobility requirements.
Some exhibitions may have additional rules relating to products, machinery, food, drink, demonstrations, noise, hazardous materials or specialist installations.
Review the complete exhibitor manual before finalising the stand.
Provide the venue name, exhibition name, hall, stand number, exhibitor company, onsite contact and delivery date.
Review the Deliveries & Collections Guide before arranging couriers or freight services.
Build-up periods can involve moving vehicles, lifting equipment, unpacking, construction and multiple contractors working simultaneously.
Before entering the hall:
Do not obstruct gangways, emergency exits or neighbouring stands with packaging or equipment.
Check the completed stand against your order and layout.
Review:
Use the Stand Planning Guide and your submitted plan while completing the inspection.
Furniture, literature, bags and display items should remain within the stand boundary.
Do not leave laptops, phones, tablets, stock or personal belongings unattended.
Check screens, lighting, demonstrations and powered equipment throughout the day.
Use the waste and recycling arrangements provided for the exhibition.
Keep music, video and presentations at an appropriate volume for neighbouring exhibitors.
Make sure stand staff understand alarms, exits, assembly points and reporting procedures.
Confirm:
Do not leave unlabelled items unattended or assume the venue will store equipment after the event.
Before leaving:
Venue charges may apply where materials, packaging or waste are left behind.
Select your exhibition to view the venue address, access arrangements, show timetable, exhibitor guidance, delivery information and available order forms.
The venue name, address, hall and relevant access information should be shown within the individual exhibition dashboard and exhibitor documents.
Vehicle access varies between venues and exhibitions. Some events allow controlled hall access during build-up, while others require unloading from a loading bay. Check the event-specific vehicle instructions before travelling.
Some venues require advance vehicle registration or timed loading slots. Check the exhibition dashboard, venue guidance or organiser instructions.
This depends on the venue and event arrangements. Couriers should be given the correct exhibition name, hall, stand number, exhibitor name and onsite contact details. Someone may need to be present to accept the delivery.
Parking arrangements vary between venues. Spaces may require advance booking and may be located separately from the loading area. Check the event information before travelling.
Dismantling should not begin before the official exhibition closing time and breakdown announcement. Check the published event timetable for the permitted breakdown period.
Do not assume that the venue or organiser can store exhibitor property. Arrange collections within the published breakdown period and confirm any specific storage arrangements in advance.
Use the event-specific organiser, venue or Moyne contact details supplied within your exhibition dashboard. Keep these details available during build-up, exhibition days and breakdown.
Please include your exhibition name, company name, stand number and the venue information you require.
+44 (0)208 997 8596
info@moyne.co.uk