Accommodation
Event Express are the official accommodation agent for the event. To make a booking, please refer to the link in the My To-Do list section
Please beware of hoax accommodation agents. If you have any concerns regarding this, or for more information, please refer to the AEO Website.
Activities & Demonstrations
Should you wish to carry out any demonstrations on your stand, please detail these in your health & safety declaration found in your My To-Do list. The organisers reserve the right to curtail any practice which they consider dangerous or detrimental to the show or surrounding exhibitors. If requested, you will need to email The Operations Team with your risk assessment.
Examples of risks are listed below:
- Animals
- Not permitted during the build and breakdown.
- Written consent for any animal, wild or domestic, must be obtained from the venue before they are permitted on the premises (except assistance animals).
- Balloons
- Gas-filled balloons must be secured to the stand. A charge may be made for retrieval if any escape to the roof, or for any damage to air-handling units.
- Balloons must be positioned at a height no greater than 4m from the hall floor to the top of the balloon.
- All helium gas cylinders must be removed from the halls once the balloons have been filled, and the use of flammable gases is not permitted.
- A plan must be submitted to the organisers and venue, detailing the location, height, and method of attachment.
- Children
- There are no crèche facilities at this event.
- Children under the age of eighteen are not permitted in the halls during build and breakdown.
- The exhibition is a trade event and the nature of the exhibits during the open period will reflect this. As such, it is not a suitable environment for children. Children are only permitted during the open period if necessary to your stand activity, and a risk assessment has been submitted.
Audio Visual
The official supplier for the show is PSPAV, their order form and contact details can be found in the My To-Do List section.
Aisles
Please note that the aisles are not part of your stand. No equipment or staff must cross the boundary of your stand. All aisles must remain free and accessible at all times.
Badges & Passes
No one will be permitted into the exhibition hall during build, open or breakdown without the appropriate pass. All badges must be registered for in advance of the event and always worn on-site. Please refer to the Exhibitor Badges link found in the E-Zone to register for an exhibitor badge, and/or the Build & Breakdown Pass link in the My To-Do list section within this technical manual.
- Build: All exhibitors and contractors must have a Build & Breakdown Pass to access the hall, this pass will be exchanged for a wristband onsite. This pass will also be valid for breakdown.
- Open: Every member of staff working on the stand during the open period of the event will be required to wear an Exhibitor Badge. Build & Breakdown Passes are not permitted access during event open times. These badges can be collected from 14:00hrs on the last day of build from Registration.
- Breakdown: All exhibitors and contractors must have a Build & Breakdown Pass to access the hall, this pass will be exchanged for a wristband onsite. This pass will also be valid for build.
Banking Facilities
Free cash machines are located on the Piazza opposite Hall 2 and in Atrium 2 (next to Starbucks) as well as in Atrium 3 near Hall 20 and at the train station.
Business Facilities
There are self-service 24hr photocopiers on both the Piazza (by hall 2) and on the Atrium (near Atrium 2 entrance).
Canvassing
Unless a contractual agreement is in place with the event organisers, all promotional activities (including literature distribution) are restricted to within the boundaries of your stand. If you are approached on your stand by unwelcome visitors trying to sell their products, please take their details or a business card and inform the Organiser's Office immediately.
For details of marketing opportunities available in the halls, please contact any of the Sales Team listed in the Contact Us section.
Catering
Venue regulations state that all food and drink consumed on or given away from a stand (other than exhibitors own products), must be purchased from venue catering department: NEC Catering. Please use the order form within the My To-Do list to view their services.
The venue does not allow any exhibitor to offer food provided by themselves unless they are registered as a food business with their local authority and proof of registration is provided. Exhibitors planning any form of sampling of food and/or liquid products on their stand must advise The Operations Team who will then pass on to the venue. If approved, exhibitors may give away tasting samples of their products subject to the following conditions:
- Tea, coffee, or soft drinks may not exceed 1.75 fluid ounces (50ml).
- Beers/Ciders or similar may not exceed 1.75 fluid ounces (50ml).
- Wine/Fortified wines/Champagne/Alcopops and similar may not exceed 0.9 fluid ounces (25ml).
- Spirits and similar may not exceed 0.18 fluid ounces (5ml).
- Individually wrapped items offered for consumption off-site, or unwrapped food is offered in bite size portions.
If in the opinion of NEC catering, an exhibitor contravenes these conditions or provides a significant level of hospitality catering or sampling from its stand, NEC Catering reserves the right to charge the exhibitor an additional corkage or concession fee.
Cleaning
All stand carpet will be cleaned on the night before each open day. This does NOT include the cleaning of actual exhibits. If you require such services, please contact NEC Birmingham Cleaning on 0844 3388 338.
Where stands are constructed with offices or interiors, or if a night sheet is being used, duplicate keys that are clearly labelled should be left with the Organiser's Office to allow access for cleaners.
Exhibitors requiring emergency cleaning during the exhibition should contact the Organiser's Office. Whilst light cleaning will be possible during show opening hours, vacuuming will not be possible until after the close of the show.
Please dispose of any liquids to avoid spillage and damage to the carpets. Waste materials should not be abandoned on site or deposited into the venue waste disposal containers or skips without the venue's prior agreement.
Please note: It is the exhibitor's responsibility to remove all stand materials, packaging, and waste from the hall. Any waste left in the halls will be charged back to the exhibitor at £500 +VAT.
Cloakroom
Venue cloakrooms are open during event hours, and charge £2 per coat and £3 per bag, paid using contactless payment. The cloakrooms are located next to each hall entrance.
Columns
If you have a venue column/pillar on your stand, please email The Operations Team if you need exact dimensions.
Decoration
Decoration materials used for stand dressing must be flame proofed or purchased already treated. Please note that artificial plants and flowers are combustible and give off toxic fumes, therefore are not permitted. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such.
Deliveries
You can arrange for items to be delivered and collected from your stand within the build and breakdown times shown within the Timetable. Please note that neither the Organiser nor the Venue can accept responsibility for items, so there MUST be someone from your company available to sign for them. Please send all deliveries to the below address:
Your Contact Name / Your Mobile Number
Your Stand Number / Your Company Trading Name
BVA Live 2026
Hall 9
NEC Birmingham
Birmingham
B40 1NT
If you are unable to receive a delivery, please contact GES Logistics who will be able to quote for signing, storing, and delivering your items to your stand when you arrive. Please refer to the Logistics link via the My To-Do list.
If it is essential for you to unload your vehicle next to the hall, please register your vehicle with Voyage Control via the My To-Do list in advance. On the day, the vehicle will need to report to the Traffic Office (N12 Lorry Park) when you arrive. Here you will be issued with a timed vehicle access pass and directed to the appropriate lorry door to unload/load. Please note that entering via this route may significantly delay your access into the hall, so we encourage exhibitors to park in the car park with carriable items and arrange for anything larger to be brought to your stand via the official logistics contractor supplier.
Dilapidations
Exhibitors are responsible for all panels, walls, columns, flooring, etc. within their stand, and any damage will be charged back to the exhibitor. All exhibits and stand fitting materials must be cleared from the venue, or a charge of £500 +VAT will be levied for the removal of any abandoned articles (including carpet tape and literature).
Emergency Procedures
Please pay careful attention to the Emergency Procedures located in the My To-Do list section.
Equality Act 2010
Please note that all exhibitors are expected to comply with the Equality Act 2010 as far as is reasonably practicable. For more guidance on this, please use this link: www.gov.uk/equality-act-2010-guidance.
For venue information, please go to the NEC Birmingham website.
To discuss any onsite requirements you may have, please contact The Operations Team.
Fire Points
Fire points are available around the exhibition in key locations. Under no circumstances may these be moved, and exhibitors or contractors will be charged for their replacement. Exhibitors should ensure that their stand contractors and staff are aware of how to use these extinguishers, and the location of all fire exits and alarm points within the hall.
Any exhibitor requiring a special type of extinguisher owing to the nature of their exhibits, must make their own arrangements for fire extinguishers with the venue, and submit a fire risk assessment for your stand.
First Aid
If urgent medical assistance is required, do not call the emergency services directly. Contact either the Organiser's Office or the Security Team on +44 (0) 121 767 2222 (internal 2222) who will coordinate the medical team and the emergency service arrival.
Floor Loadings
For all queries regarding the maximum floor loading, please contact bvaops@closerstillmedia.com.
Food & Drink
Situated on the piazza and atrium there are a number of food and drink outlets with plenty of choice, including somewhere to grab breakfast or a coffee and a sandwich. To complement bespoke retailers, there are also well-known high street brands. Opening hours will differ based on what events are in the venue, to check please visit www.thenec.co.uk/visitors/food-and-drink for more information.
Forklift rental
CloserStill Media has selected GES Logistics as the only contractor authorised to use forklifts for the duration of the lease of the hall. For safety reasons, no motorised vehicle (forklift, etc.) will be authorised in Hall 9 Only GES Logistics, our official service provider, is authorised to drive this type of vehicle. If you need to order a forklift, please contact GES Logistics on the details below.
Graphics
Please note that graphics are NOT included with your stand booking.
You can order graphics for your stand with GES and/or Full Vision. If you chose to do so, they will be placed on your stand before your arrival and removed after the end of the show. You can place your order before the indicated deadline in the 'Graphics (e.g. Stand Panels)' section via My To-Do list.
If you are providing your own graphics, please ensure that the shell scheme panels are not damaged. For advice on what can be used to secure graphics, positions of poles, weight limits walls when applying plasmas/graphics etc., please contact GES directly. Ensure you remove and take all your graphics with you after the event.
PLEASE NOTE: No items are to be fixed or suspended from the fascia nor ceiling grid, as this could affect the structural integrity of the stand as its parts are not designed to be weight-bearing. GES are happy to provide advice where needed, and you must ensure that you consult with them if you do wish to do this.
Insurance
All exhibitors require a comprehensive insurance policy that covers a minimum of £2million public liability over the full show dates. If you require cover, you can pay the insurance participation fee which has been invoiced separately to you at the point of booking your stand. Should you already have adequate cover, you can simply ignore this invoice and upload your insurance document for approval and the insurance participation fee will be credited. It is your responsibility to ensure you have adequate cover.
For further information regarding insurance, please contact closerstill@jameshallam.co.uk .
Internet
Porte de Versailles has free Wi-Fi across the venue. Please note that this service is complimentary, and therefore not supported by Venue Services ViParis. It is only suitable for light internet use such as checking emails. If you need to demonstrate a product which requires a reliable connection, we advise you order either a hotspot / Wi-Fi or a hard wire connection for your stand
To order internet services please see Venue Services section within the My To-Do List tab.
Lost Property
For property lost during the exhibition, please report to Security or the Organiser’s Office to see if it has been handed in. Any lost property received by the Organisers will be passed over to the venue after the show and can be contacted on +44 (0) 121 767 3883.
Lead Capture App License (Fusion Exhibit)
Circdata is our official registration partner and as part of your stand package you have the Fusion Exhibit lead capture app which can be used on three devices. This lead capture solution is to be used on your own mobile devices; it is not a physical barcode scanner. If you would prefer to swap your three app licences for one physical barcode scanner, please let Circdata know as soon as possible as there is limited availability. You can order more app licences so that each member of your team has their own licence. Additional licences cost just £100 +VAT and can be ordered through your Ezone portal.
Maintenance & Repair
Maintenance work to stands must be conducted prior to the event opening, or after the close of show, by prior arrangement with the Organisers. No maintenance is permitted during the event's open hours.
Music Licences
If you wish to play music on your stand, you must purchase a license from PPL/PRS, please click here for more information and to purchase a license.
NEC Voyage Control (Vehicles for Build and Breakdown)
All exhibitors must book a slot via Voyage Control for any vehicle needing to gain access to the hall. It is necessary to make an advance booking for:
- All deliveries during the Build Period including ‘Deposit System’ days
- All restocking deliveries on event open days
You do not need to book via Voyage Control for during the Breakdown Period.
You will not have been given log in details by the Organisers, this is a venue system where you will need to create an account. Please visit https://voyagecontrol.com/necbirmingham. You will require the following information when making a booking so please have it to hand:
- User Type (This is your stand type, e.g Shell Scheme, Space Only…)
- Driver’s Name
- Vehicle Registration
- Vehicle Type
- Card Details* (See below for further information)
- You may also require a booking code which is specific to the show and your stand type. If you have not received this already, please contact The Operations Team
*Once you have added in your card details, it will state a £100 charge; please note this will not be taken from your account at this stage. This is an overstay charge and will only apply if a vehicle exceeds its unloading time and removal have been requested but not actioned. Unloading time is allocated based on the size of the vehicle.
Once a successful booking has been made, you will receive an email confirmation with the paperwork that the driver will need to show at the Lorry Park upon arrival to gain access to the hall. If you require any assistance when trying to book, please visit the venue’s Support Pages here: https://supportnec.zendesk.com/hc/en-gb.
It is recommended that you use google chrome or Microsoft Edge as the preferred browsers to ensure successful completion.
Organiser's Office
The Organiser’s Office will be staffed at all times. If you have any queries, feel free to come and see us at any time.
Photography
To avoid unnecessary canvassing of exhibitors, an official photographer has been appointed to undertake all photography for the show. No other photographers will be allowed into the hall without prior written consent from the Organisers. To request a photographer to be onsite, please contact the CloserStill Media marketing team using the details in the Contact Us section.
Piped Services
The venue acts as the official contractor with sole responsible for the supply and connection of natural gas, compressed air, water, and waste services. Please note that water and waste is only available at specific points within the hall. You must have a duct on your stand to have piped services. Therefore, you may require a 100mm platform floor to hide any service pipes on either your own or a neighbouring stand. Please refer to Venue Services section in the My To-Do list tab.
Post Boxes
There is a post office located at Birmingham Airport, which can be accessed from the NEC Birmingham on foot via the free air-rail link.
Public Address System (Tannoy)
The public address system is for use by the Organiser’s and Authorities only. During the open period, only official and emergency messages will be broadcasted.
Rigging
Rigging is permitted above stands, only where purchased as part of a sponsorship opportunity with your CloserStill Media sales representative. Stands plans with rigging, and rigging orders received by the venue, will not be processed without confirmation that the sponsorship agreement is in place:
- Banner plans (including dimensions / weight / materials / rigging points, etc.) must be submitted to Select International Events (for structural approval) by Wednesday 29th April 2026, and NEC Birmingham Venue Services (for Rigging).
- Banners must be rigged within the boundary of your stand space and should have a 2m clearance between the tallest point of the stand and the bottom of the banner.
- NB: If the banner is deemed as Complex, it will be subject to an additional structural engineer inspection fee as per your contract.
- Lighting rigs will be allowed provided they conform to the regulations governing their use, for example:
- Between 6m and 8m from the hall floor but with a minimum clearance of 2m from the highest point of the stand.
- NEC Birmingham Rigging will rig all structures.
- No graphics or decorative material may be displayed upon the lighting rig.
Security
The 24hr security provided by the organisers is designed to prevent unauthorised access to the hall, NOT to secure the contents of your stand. Exhibitors are advised to not leave their stands unattended during build up, breakdown or the open period, and to take particular care with items of value such as mobile telephones and laptop computers.
Please help the organisers with the security of the halls by informing the Organiser’s Office immediately of any security issues. Neither the Organisers nor the venue can be held responsible for any loss or damage to stands or exhibits.
Service Ducts
Services like electrics, telecoms, water & waste are pulled from the venue floor.
Smoking
NEC Birmingham implements a strict no-smoking policy in accordance with UK Law.
Smoking (including e-cigarettes & Vaping Devices) is only permitted in designated smoking areas, located outside the venue.
Stand Personnel
Bond Associates has one of the most extensive databases of event staff available, with over 500+ staff registered for work across the country. Their associates can be hired on a temporary or permanent basis. For further information, please refer to Stand Personnel via the My To-Do list.
Storage
There are no storage facilities at the Venue. Any company requiring storage or freight services should contact the official Shipping and Storage contractor for a quotation. Please refer to Logistics form in the My To-Do list section.
You are also advised that fire regulations prohibit the storage of empty crates, packing materials, and exhibits behind stands.
Taxis
TOA Taxis are trusted NEC Birmingham partners and taxis can be found outside the Piazza main entrance, Atrium 1 entrance and Atrium 3 entrance when shows are taking place at the NEC Birmingham. To book, call 0121 427 8888 or 0800 0142 729.
Toilet
There are toilets located inside the hall, as well as outside the hall along the Piazza and Atrium.
Vehicle Movement
NEC Birmingham venue regulations state that it is compulsory to wear high visibility vests within the venue vehicle loading areas. Please ensure that all staff driving to the halls or arriving onsite to load / unload outside the vehicle door areas, are wearing high visibility vests.
Any vehicles that need to gain access to the hall for unloading / delivery of goods during the Build Up Period will need to book a slot via Voyage Control, the venue online booking platform. Please see the NEC Voyage Control (Vehicles for Build and Breakdown) section of this manual.
The venue enforces a 5mph speed limit, and there must be no parking on hatched areas. You must follow the instructions of traffic marshals and always comply with venue traffic regulations.
All forklift movement inside and outside of the hall must be conducted by the Organiser’s Official Logistics provider, GES.
Emergency gangways must be kept clear at all times to allow the movement of the venue cleaning tractors, forklifts, and emergency vehicles.
Vehicle on Stands / Mobile Trailers
The Organisers must be notified in advance of any mobile units or motor vehicles being brought into the halls for positioning on your stand, so that a suitable delivery and collection time can be arranged without risk to both the vehicle and pedestrians. Please email The Operations Team with details.
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