International Imaging Congress 2025

International Imaging Congress 2025
Welcome to International Imaging Congress 2025

In order for RoarB2B to understand more about what activities you will be undertaking at the event, you must complete this Compulsory Health and Safety Declaration form. It is important to complete this form as soon as possible to resolve any issues before arriving onsite. It is not possible to exhibit without completing this document.

This form should take you around 10 minutes to complete, you can save your progress if you need to come back.

Please note that all responses are shared with the local licensing authority.

It is essential your health and safety documentation is reviewed before arriving on to site. You will not be allowed access to the site until our team has reviewed all of your paperwork.

Please ensure accuracy and an appropriate level of detail is provided. This will limit any need for resubmission or amendments with regards to this form.

If you are the exhibitor, this form should be completed by the competent person responsible for Health and Safety within your organisation.

Please direct any queries to rosanna@selectiel.com

YOUR DETAILS

Please ensure all details are correct before submitting
If you are the exhibitor, please ensure that the person completing this form is authorised to oversee all activities at this stand and accepts full responsibility for the information provided. This individual must be accountable for the stand’s operations and liable for any issues that may arise on-site.
NAME*

First NameLast Name
PHONE NUMBER*

Area CodePhone Number
EMAIL*
(If you are the exhibitor and building the stand yourself please put in your details)
Please select your stand type:*

Shell SchemeTurnkeySpace Only
Please select who you are:*

I am the exhibitor and I am setting up/building my own stand (I do not have a stand contractor)I am the exhibitor (I have a separate stand contractor who is building my stand)I am the stand contractor/builder (Only applicable to space only stands)
STAND NAME*
STAND NUMBER*
- Please select from the below:*
  
  Space Only BuildSpace Only Build including a Vehicle/Trailer/MachineNo Build - only a Vehicle/Trailer/EquipmentNo Build - only pop-up banners & furniture (you must still submit a drawing with dimensions for your stand)
- Mandatory Documentation for Space Only Exhibitors
  
  Attention: All Space Only exhibitors, regardless of the complexity of your stand, are required to complete ALL the following documentation:
  - Stand Plan
  - Risk Assessment
  - Method Statement
  - Construction Phase Plan
  - Public Liability Insurance
  Note: This requirement applies even if your stand consists only of a vehicle, machinery, or a pop-up display. Compliance with this is mandatory due to venue regulations. If you do not wish to complete any of these documents, you must switch to a Shell Scheme stand.
  
  Level of Detail
  While the level of detail required may vary, all sections must still be completed:
  
  Risk Assessment: Do not simply write "N/A" or "no risks." Every stand has potential risks, such as manual handling and electricity. Use the bullet points provided in the template to guide you.
  
  Method Statement: Even if your setup involves only a vehicle or pop-up, describe your process. For example, detail how you will arrive, locate your space, and set up your items or secure your vehicle.
  
  Construction Phase Plan: This document contains essential questions and information necessary for your stand, even if no traditional construction is involved.
  
  Your compliance ensures a safe and efficient event for all participants. Thank you for your cooperation.
- STAND WIDTH: (m)*
- STAND LENGTH: (m)*
- COMPANY *
  If you are the exhibitor, just state the name of your company .
- MAXIMUM HEIGHT OF THE STAND:*
  
  0-1m1-2m2-3m3-4mOver 4m (not including rigging or vehicles & machinery. Build only.)
- OPEN SIDES:*
- Complex Stands over 4m
- Where stands are constructed to a height in excess of four metres, structural plans proving stand integrity must be supplied as well as stand plans. The cost for inspection and sign-off by a structural engineer will be £435+VAT.
  
  Where stands are constructed to be more than one storey, structural plans proving stand integrity must be supplied as well as stand plans. The cost for inspection and sign-off by a structural engineer will be £435+VAT. Double decker stands will only be allowed in certain locations.
- I can confirm I understand and accept the charge above:*
- Structural Calculations*
  
  Cancelof
- Rigging is only permissible for Space Only Stands who have paid the £1,950+VAT Sponsorship fee to the organisers.
  
  Permission will only be granted after written request and payment to the exhibition organisers. You can do this by contacting ops@roarb2b.com.
  
  *Please note, this fee is not inclusive of production or installation. Please contact the venue rigging department for a quote.*
  
  All Rigging must be included in your stand design and approved before ordering services. All rigging related services must be carried out by the venue riggers.
  
  Lighting rigs will be allowed provided they conform to the regulations governing their use.
  
  Here follows a synopsis of these regulations:
  - They must be 6m from the hall floor but with a minimum clearance of 2m from the highest point of the stand.
  - All structures will be rigged by the Official Rigging Contractor.
  - No graphics or decorative material may be displayed upon the lighting rig.
  Please contact the Operations Team for more information.
- Will you be having rigging?
- If you have selected yes to the below, we will check with the organiser if this has already been approved. If it has not, an organiser will get in contact with you regarding the sponsorship fee (not applicable for lighting rigs with no graphics/decorative material)*
  
  Yes - ModularYes - Custom Built/BespokeYes- Lighting RigNo
- Complex Rigging
- Where stands are constructed to include complex rigging, structural plans proving stand integrity must be supplied as well as stand plans. The cost for inspection and sign-off by a structural engineer will be £435+VAT.
- I can confirm I understand and accept the charge above:
- File Upload
  
  Cancelof
- DATE & TIME OF ARRIVAL TO BUILD
- All space only stands are required to confirm they are able to build and breakdown within the allotted times:*
  
  I confirm we will keep the the allocated timings for build and breakdown.
- DATE OF ARRIVAL TO BUILD*
  
  MonthDayYear
  DATE & TIME OF ARRIVAL TO BUILD
- TIME OF ARRIVAL TO BUILD*
- BUILD COMPLETION DATE*
  
  MonthDayYear
  DATE & TIME OF ARRIVAL TO BUILD
- BUILD COMPLETION TIME*
- DATE & TIME OF ARRIVAL FOR BREAKDOWN
- DATE OF ARRIVAL FOR BREAKDOWN*
  
  MonthDayYear
  DATE & TIME OF ARRIVAL TO BUILD
- TIME OF ARRIVAL FOR BREAKDOWN*
- STAND DESIGN
- VISION PANELS - Doors must have a vision panel with a zone of visibility spanning from 500mm to 1500mm above the floor. The exception to this is doors to small storerooms, where a small panel may suffice. Exit doors must open outwards in the direction of escape. Doors must be recessed where they open on to public circulation areas, e.g. they must not open directly on to a gangway.*
  
  I agree that I will comply with the above statement in my stand design
- DRESSING OF DIVIDING WALLS - You will dress down the back wall of your stand if higher than 2.3m in a neutral colour. Please note that corporate branding is not permitted on walls which overlook neighbouring exhibitors.*
  
  I agree that I will comply with the above statement in my stand design
- PLATFORMS - The use of platforms should be avoided wherever possible, in order to provide level access to exhibits and services. Where the use of platforms is unavoidable, they should not exceed 170mm in height (one step) and ramped access should be provided for people with disabilities.*
  
  I agree that I will comply with the above statement in my stand design
- WALLING - 2/3 of each open side must remain open and no run of walling can exceed 4m in length.*
  
  I agree that I will comply with the above statement in my stand design
- STAND PLANS -To include all dimensions and visuals*
  
  If only placing a vehicle or machine, please mark up a sketch including all dimensions (tow bars etc to be included).
  Cancelof
- Does any part of your stand require a Forklift to unload?*
  
  Forklift organised through CEVAOtherNo
- Do you have a Container on your stand?*
  
  YesNo
- Does your container have an upper level with a staircase?*
  
  YesNo
- Risk Assessment: Do not simply write "N/A" or "no risks." Every stand has potential hazards, such as manual handling and electricity. Use the bullet points provided in the template to guide you.
- RISK ASSESSMENT - (Build up & Breakdown)*
  
  Cancelof
- If you require a Risk Assessment template, please download the below:
- Method Statement: Even if your setup involves only parking a vehicle or building a pop-up display, describe your process. For example, detail how you will arrive, locate your space, and set up your items or secure your vehicle.
- METHOD STATEMENT – (Build up & Breakdown)*
  
  Cancelof
- If you require a Method Statement template, please download the below:
- Construction Phase Plan: This document contains essential questions and information necessary for your stand, even if no traditional construction is involved.
- CONSTRUCTION PHASE PLAN*
  
  Cancelof
- If you require a Construction Phase Plan template, please download the below:
- PUBLIC LIABILITY INSURANCE - (Minimum £5 million)*
  
  Cancelof
- Who is your onsite contact for the event?
  
  First NameLast Name
- What is their job title?
- What is their email address?
  example@example.com
- What is the onsite mobile number for your onsite representative?
  
  Area CodePhone Number
- WILL ANY OF THE FOLLOWING ACTIVITIES BE TAKING PLACE ON YOUR STAND:*
  
  Airships, blimps, balloons, dronesAlcohol serving/samplingAnimalsDangerous & obnoxious substances including flammable oils, liquids & gases, compressed gases/acetylene/LPG, hot surfaces & naked flamesDemonstrations that include visitor participation or where there may be a risk to visitorsAny type of demonstration (even if you feel it does not pose any risk)GamblingHazardous noiseHazardous processes or substancesMusic – please note you will need a PRS licence to play music and will be invoiced accordinglyPreparation, cooking & dispensing of foodRadioactive substancesSeating (closely seated audiences) & seminarsSimulators and ridesSpecial effects inc. lasers, real frame, smoke machines & strobesSpecial treatments (Invasive – breaking the skin e.g. ear piercing & non-invasive e.g. massage)Temporary structuresUnenclosed kitchenVehiclesVisitor participationWater equipment and featuresWeaponsNone of the above
- Please give a brief description of what will be happening on your stand:
  e.g consultations, machine demonstrations (please briefly state what the machine does), games to win freebies etc.
- If you have an image of your stand at another show, please upload here:
  
  Cancelof
- Public Liability Insurance Upload - (Minimum £2 million)*
  
  Cancelof
- All exhibiting staff are aware of the site rules:*
  
  I have made all my staff aware of all the site rules.
- CLICK HERE FOR SITE RULES
  
  CLICK HERE FOR THE E-ZONE EXHIBITOR MANUAL
- Do you have a Display Vehicle, Machine or Heavy Equipment that requires lifting equipment?*
  
  No, I do not have a vehicle, machine or heavy equipment on my stand.Yes, I have a vehicleYes, I have a machine/heavy equipment
- All forklift activity must be organised through CEVA (the official lifting contractor).
- Please thoroughly assess what handling and lifting equipment you will need during setup and pack down. This is crucial as under no circumstances will equipment be supplied to those who have not requested it prior to the show. You will need to book this through the official contractor CEVA.
- Does any part of your stand require any lifting equipment to unload?*
  
  Yes - Forklift organised through CEVANo lifting equipment is required
- Please provide the following details for each item that you are bringing: how many, how it needs to be moved, what you require, what it is for and any further details:*
- Lifting RAMS*
  
  Supplied by your lifting contractor
  Cancelof
- Lifting Contractor Insurance*
  
  Cancelof
- Lifting Contractors Licence*
  
  Cancelof
- Image of Display Vehicle/s, Machine/Equipment*
  
  Cancelof
- PROPOSED DATE & TIME THE DISPLAY VEHICLE/MACHINERY IS TO BE BOUGHT IN: (Please note the delivery time will be dictated by the wider build schedule for the event. The organisers will contact you to agree a suitable time.):*
  
  MonthDayYear
  Date
  Hour MinutesAM/PM Option
- How do you intend to bring the display vehicle/machine into the designated space? E.g driven, on the back of a trailer etc.*
- Display Vehicle/Machine/Equipment Make & Model*
  Please list any equipment that you are bringing that needs to be driven, lifted or craned into position ie. vehicles, machinery, pallets
- Display Vehicle/Machine/Equipment Dimensions*
- Display Vehicle/Machine/Equipment Weight
  If known. If your vehicle/machine is over 20 tons per sq/m you must make us aware.
- Display Vehicle Registration Number
  If known/applicable. If not known at the time of submission please make us aware as soon as possible and write "not known currently'. If a machine, please write "n/a".
- What fuel type is the display vehicle/machine you are displaying?*
  
  DieselPetrolElectricHydrogenMy vehicle/machine has no fuel/power sourceOther
- Appropriate safety control measures for electric display vehicles must be included in your event risk assessment which you must have with you onsite.
  
  I agree that I will comply with the above statement.
- DRIVER DETAILS
  
  The person who will be bringing the display vehicle/machine.
- If not known at the time of completing this form. Please click here:
  
  Not known
- Name
  
  First NameLast Name
- Phone Number
  
  Area CodePhone Number
- Do you have a Shell Scheme Stand with a fascia:*
  
  YesNo
- Please note that hanging objects from the fascias or ceiling grids is strictly prohibited. This is to ensure the structural integrity of the stand is maintained.*
  
  I agree with the above statement and will ensure nothing is hung from the fascia or ceiling grid.
- Electrics
- Are you ordering electrics to the stand?*
  
  YesNo
- What items are you running from the socket(s)*
  Please take note, all appliances must display an innate PAT test sticker
- How many sockets are you ordering?*
- Will you be having cables trailing across the stand space?*
  
  YesNo
- Any trailing cables must be sufficiently ramped and signed off by a H&S representative onsite. Once signed off these must not be moved without the knowledge and consent of the H&S team.*
  
  I agree with the above statement and will ensure any trailing cables are ramped and the H&S team made aware.
- Level of risk:*
- I acknowledge that I will have up to date PAT certificates for all electrical appliances on my stand*
  
  I acknowledge and understand
- Lighting
- Are you bringing any of your own lighting to the stand:*
  
  YesNo
- Type of lighting:*
  
  Strobing LightingBright LightingNeon LightingLaser Lighting
- Level of risk:*
- Water
- Are you requiring a water supply?*
  
  YesNo
- What is the water supply being used for?*
- Level of risk:*
- Waste
- Are you requiring a waste supply?*
  
  YesNo
- What is being disposed of?*
- Level of risk:*
- Fluids
- Will you be having any fluids on your stand?*
  
  YesNo
- Type of fluid(s):*
- Level of risk:*
- Noise
- Will there be any noise generated from your stand:*
  
  Yes - MusicYes - MachineryYes - PA systemYes - OtherNo
- Animals/Hazardous Substances
- Will you have any animals or hazardous substances on your stand?*
  
  Yes - AnimalsYes - Hazardous SubstancesNo
- What type of animal or hazardous substance do you have on your stand?*
- Specific Risk Assessment for Animals/Hazardous Substances*
  
  Cancelof
- Vegetation
- Will you have vegetation on your stand? If so please state if live or artificial (all artificial plants must be fire rated)*
  
  Live/RealArtificialNone
- I can confirm my artificial plants are fire rated or have been treated with a fire retardant coating. (This will be randomly checked on-site)*
  
  I agree
- Alcohol/Food
- Will you be offering alcohol or food on your stand?*
  
  NoYes - Alcohol organised through OlympiaYes - Alcohol, I will be bringing myself and paying the corkage feeYes - Food organised through OlympiaYes - Food, I have organised an external caterer. (This option is only applicable to those wanting to offer low risk items such as biscuits, crisps etc. or exhibitors wanting to serve samples (1-2 bite size) of their own products.)Yes – I will be retailing food/drink for offsite consumption only
- Please be aware that submission of the following information does not guarantee your application has been accepted. The venue will confirm with you the status of your application once they have looked through the documents submitted.
- Applications to retail food & drink (non-alcoholic) for offsite consumption should be sent to the operations team (ops@roarb2b.com) a minimum of 28 days prior to the show and will be reviewed and assessed in line with food safety/licensing regulations. Applications will only be considered if the exhibitor is registered as a food business with their local authority.
- Scan of Personal Licence holders card:*
  
  Cancelof
- Name of External Caterer:*
- Please upload your menu here:*
  
  Your menu must contain all ingredients and allergens. Allergen Information http://www.food.gov.uk/business-industry/allergy-guide
  Cancelof
- Food & Allergen Risk Assessment:*
  
  Cancelof
- Evidence of Food Business Registration with Local Authority (Or a letter from local authority which mitigates the requirement to be a registered FBO):*
  
  Cancelof
- Food Hygiene Certificates for all those employed in food service on the stand:*
  
  Cancelof
- Employers Liability Insurance Certificate:*
  
  Cancelof
- Public Liability Insurance Certificate:*
  
  Cancelof
- HACCP's:*
  
  Cancelof
- Please confirm that you will clearly display all necessary information on your stand including all allergens:*
  
  I confirm and agree
- Will you be cooking or reheating food on your stand?*
  
  YesNo
- I confirm I will review the labelling of ‘May Contains’ ingredients of my food offering and ensure this is compliant with UK regulations.*
  
  I confirm and agree
- All ingredients are accurate, including ingredients of already made sales e.g. Worcestershire Sauce contains - Distilled White Vinegar, etc.*
  
  I confirm and agree
- If dealing with any food you will ensure there is suitable hand washing facilities available to all staff*
  
  I confirm and agree
- For the avoidance of doubt, authorisation granted to sell or supply Goods may be revoked at any time at the absolute discretion of the Olympia's Food and Safety Support Department and will be revoked immediately upon the breach by you of any provision of this agreement and/or any relevant food safety or health & safety legislation.*
  
  I accept these Terms & Conditions and declare that I am a duly authorised signatory of the Exhibitor/Food Business Operator on whose behalf I sign this contract.
- You have considered all risks to exhibiting and put adequate control measures in place"*
  
  We have.
- Code Of Conduct
- Should be Empty:

International Imaging Congress 2025

YOUR DETAILS

Complex Stands over 4m

Will you be having rigging?

Complex Rigging

DATE & TIME OF ARRIVAL TO BUILD

DATE & TIME OF ARRIVAL FOR BREAKDOWN

STAND DESIGN

DRIVER DETAILS

Electrics

Lighting

Water

Waste

Fluids

Noise

Animals/Hazardous Substances

Vegetation

Alcohol/Food

Code Of Conduct