In these General Participation Rules, the term "Event" refers to the activity, which is the matter of the contract between the Organiser and IFEMA. The term "Exhibitor" includes any individual or legal entity, which has a space in the Event. The term "Organiser" designates the individual or entity that organises the Event. The term “IFEMA” designates the Fairs Institution of Madrid, the entity that owns Feria de Madrid. The term "Exhibitions Centre" makes reference to the facilities where the Event takes place.
These rules are applicable and legally binding for the Organisers of events at the Conventions Centre of IFEMA as well as for the exhibitors that may participate in said events.
All the individuals or entities which request of their participation as exhibitors in any of the events held in Feria de Madrid accept these rules for holding events at the Conventions Centre which form integral part of the Exhibitions contract, in addition to the Specific Event Rules. The latter are the competency of the Organiser.
Access to Feria de Madrid shall be through the access points indicated by IFEMA.
Access to the Conventions Centre shall be through the gates indicated in each case by the Organiser and IFEMA.
For the individuals in possession of an Exhibitors Card or an accreditation as event participant issued by the Organiser will have access to the Conventions Centre and the areas occupied by the Event according to the timetable established by the Organiser.
At no time will there be any type of Labour relationship between IFEMA and the personnel of the Exhibitor as well as of the companies contracted by the latter, including those which assemble the stands, or enter Feria de Madrid to carry out any work related to their activity therein, neither directly nor secondarily, and any and all wages, social security payments, legal retentions and statements, settlement of taxes and all other obligations arising from a Labour contract or any other kind of contract will be the responsibility of the Exhibitor, its contractor and/or subcontractors. The Organiser is expressly empowered to require, on his own initiative or by request of IFEMA, presentation of all documents proving compliance with said obligations.
In addition, the exhibitor undertakes to fulfil and require its contractors and/or subcontractors to fulfil the Labour safety and health legislation in force which may be applicable to the work carried out by itself or said contractors and/or subcontractors.
All issues related to restoration, cafeterias and cocktails and drinks services for stands can be addressed directly to the companies, which are certified as catering services suppliers at Feria de Madrid. When drinks or food are offered by way of tasting, these shall be free of charge. Direct sale of food or drinks will not be authorised.
The authorisation of IFEMA (Exhibitions Services Direction) will be required to obtain photographs and film recordings of Feria de Madrid. However, the Exhibitor shall be free to photograph or film all elements belonging to his own stand or, when applicable, the Organiser may photograph or film the event.
Noisy demonstrations that may disturb other concurrent events are forbidden. The maximum permissible noise level is of 60 dB measured at the edge of the stand.
Is said maximum noise level is exceeded, thus causing inconveniences, technical staff of IFEMA will verify the sound level. If the result of the measurement is positive, said staff will require the Organiser to communicate to the exhibitor the obligation of reducing the volume to the authorised limits.
Any activity involving the risk of accident is prohibited in the entire surface of Feria de Madrid . All the Labour Risk Prevention Rules applicable for the transport, set-up, handling, operation and dismantling of exhibited objects as well as stand set-up and decoration shall be fulfilled.
IFEMA shall provide the general security of Feria de Madrid (access points and external surveillance), fire safety (permanent facilities and supplementary removable installations) and the emergency signage for the Exhibitions Centre, including the facilities of the Conventions Centre. IFEMA will also be responsible for managing exceptional situations of alarm and/or evacuation in the framework of its Internal Emergency Plan.
The inner surveillance of the areas occupied by the Organiser as well as those, which he may assign as exhibition areas, will be the responsibility of the Event Organiser. The security personnel considered necessary might be contracted with the concessionary of Feria de Madrid. In any case at least one surveillance post must be covered during the opening hours and also when the Centre is closed, from the first day of set-up to the last day of dismantling, including all the days on which the Event is held.
For safety reasons, during the stand set-up and dismantling periods all materials must remain within the boundaries thereof, leaving aisles and other areas completely uncluttered. Feria de Madrid cleaning services will remove any object deposited in these areas without any right to claims for damages.
During the Event no samples, packages or any other objects may be placed in aisles and other public areas. There is a service, provided by a company, which collaborates, with IFEMA, for collection, storage and delivery of good and packages. This company will charge for its services according to the applicable fees in force.
12.1.- The location and access to fire installations shall be respected, including firehoses, extinguishers, alarms, emergency exits, etc. even when these are included within rented spaces, as well as access to the service areas.
12.2.- OUTDOOR INSTALLATIONS: if any exhibition area is set up outdoors and if the installation comprises materials having the same height as the buildings or more, it must include red illuminated beacons with a separation of 30 metres between each.
12.3.- FLOATING BALLOONS OR THE LIKE. In order to install inside the Exhibitions Centre or outdoors floating balloons or the like, prior authorisation must be requested from the IFEMA´s Exhibition Services Department providing the following data: size, material, type of rising agent (air, gas, helium, etc.) and the type of anchorage to be used.
Fire Prevention: the materials to be utilised for the stands and canopies must comply with regulations in force. Among others, said regulations include fire resistant materials for example in floor coverings, which must be grade M.2, and in the construction of walls and roofs, which must be M.1. Similarly, decoration elements must meet the same characteristics, and easily combustible materials such as hay, wood chips, paper chips or peat will not be allowed. In addition, in order to carry out work, demonstrations or decorations with open-air flames, in all cases the appropriate authorisation must be requested from the IFEMA´s Exhibition Services Department. Compliance with regulations may be verified by competent official bodies as well as by Exhibitions Services Direction staff.
Public Order: the Organiser, the Exhibitor, their contractors and/or subcontractors and their personnel are obliged to comply with applicable laws for maintaining public order.
Emergency and Evacuation: the Organiser, the Exhibitor, their contractors and/or subcontractors and their personnel are required to fulfil and cause the fulfilment of the selfprotection plan they will be provided with by means of the Business Activity Coordination Procedure.
According to the laws in force, IFEMA has an estimated maximum public occupation for each area, which is made known to the Organiser, who undertakes to be aware of this occupation figure and not to exceed it.
4.- SET-UP AND INSTALLATION CONDITIONS FOR THE EXHIBITION AREAS
The floor of the Exhibitions Centre can take loads of up to 500 KG/m2. Junction boxes for utilities cannot be used as support for specific loads.
The periods for set-up and dismantling of stands, as well as the working timetables within Feria de Madrid are indicated in the Specific Event Rules. Entry or exit of materials, or permanency of personnel in Feria de Madrid will not be allowed outside of said periods.
Access to Feria de Madrid will be through the gates and on the dates and times indicated in each case.
Access of motor vehicles loaded with exhibition materials to the lift is expressly prohibited. Materials shall be loaded and unloaded by means of pallets, forklifts or similar means.
Access to the Conventions Centre will be exclusively for unloading materials through the goods elevators designated for the purpose. Public lifts cannot be used for loading nor unloading materials.
Vehicles cannot be parked in the loading and unloading areas adjacent to the Conventions Centre. IFEMA will not be made responsible for surveillance of said vehicles while they remain in the loading and unloading areas, considering that use must be made of parking areas.
Under no circumstances will IFEMA be responsible for the content of said vehicles.
The Organiser and the Exhibitor undertake to inform the companies they may contract for carrying and loading and unloading goods of the content of these regulations which may affect them in the discharge of their duties within the Exhibitions Centre.
The maximum height for stands and decoration elements of the Events is of 4 metres (4m). All stands and decoration elements must be constructed on floorboards or platforms and must have access ramps for the disabled.
Vehicles must be exhibited on flat base platforms, which uniformly distribute the weight of the vehicle on the exhibition floor. The Organiser must provide a copy of the technical card of the vehicles to be exhibited. If said vehicles are not certified and therefore lack said technical card, the Organiser must provide details of their technical characteristics. It is not allowed to start engines or run the vehicles within the Exhibitions Centre, and the battery thereof must be disconnected and the fuel tanks must have the minimum amount necessary to remove the vehicles from the premises.
1.- It is prohibited to apply any kind of paint in the Exhibitions Centre to cover any kind of object. It is not allowed to deposit or exhibit materials, which are dangerous, flammable, explosive or unhealthy, which give off disagreeable odours and may inconvenience other exhibitors or the visiting public.
It is prohibited to mark the facilities by means of painting, nailing, gluing, inserting plugs or carrying out any kind of carpentry or masonry work. Without the express handwritten authorisation of the IFEMA´s Exhibition Services Department it is not allowed to affix or paste materials to any structural elements. It is not allowed either to perforate floors or affix carpets or construction elements with contact glue or the like. Stands and decorative elements must be attached to platforms or floorboards.
Expenses derived from any damages caused by the Organiser or any of the companies which take part in the set-up and organisation of an event shall be chargeable in all cases to the Organiser.
2.- It is prohibited to make any kind of set-up outside of the areas defined as Exhibition Areas according to the plan approved by IFEMA.
It is not allowed to hang elements, not even decorative elements, from the roof of the lobby of the Conventions Centre.
It is not allowed to assemble any type of structure (including stands) involving a complete closure of the roof thereof, regardless of the material. Partial closures may be made when they do not exceed 50% of the total surface of the structure.
3.- It is forbidden to use balloons inflated with light gases as decorative elements in stands as well as to give said balloons to visitors. The use of these balloons shall be allowed after consultation with the IFEMA´s Exhibition Services Department when anchored to structural elements of the stands or are inflated with innocuous heavy gases which do not allow the balloons to rise.
4.- The presence of animals in the Conventions Centre will not be allowed unless stated otherwise in the Specific Event Rules in accordance with applicable laws in force.
5.- Unless otherwise stated by the Specific Event Rules, signs, flags and lighting fixtures cannot protrude over fifty centimetres (50 cm) of the granted space and must be at a minimum height of 2,5 metres without exceeding the maximum height included in said Rules. The lighting fixtures must be placed in a way that does not inconvenience other exhibitors, visitors or parallel events which may be taking place at the Conventions Centre.
6.- It is not allowed to use gardening decorative elements (natural lawn, fountains, waterfalls, etc.) in direct contact with the flooring, or watering thereof on site.
7.- The Specific Event Rules may forbid any other activity in relation thereto.
All utilities supplied from the Junction boxes (telephone and electricity) will be distributed on surface from the junction box to the point of the stands requested by the Organiser or Exhibitor. For a correct placing of said utilities it is essential to send the Organiser a drawing or scheme illustrating the desired locations at least 15 days before the first day of the official set-up period.
According to the laws in force on urban waste, the Exhibitor, jointly with its contractor, undertakes to withdraw upon termination of the Event all waste matter derived directly from its activity of that of its contractors, including materials utilised in set-up, and decoration, plastics, cans, etc.
Consequently, all exhibitors and companies contracted and/or subcontracted to carry out the setup and/or dismantling of stands are required to assemble, disassemble and withdraw materials within the time periods established for that purpose.
Upon the expiry of the period established for disassembling the stands, any material that may remain in the premises shall be withdrawn by IFEMA and the exhibitor will lose any right to claim for losses or damages. In addition, the expenses involved in said withdrawn will be chargeable to the Exhibitor and invoiced by IFEMA according to the tariffs established in the Services Contract Folder.
All installations will be made according to the requirements of the current Low Voltage Electrical Technical Regulations of Royal Decree 842/2002 dated August 2 and its Supplementary Technical Instructions as well as additional regulations laid down by the Regional Government of Madrid.
It is obligatory to submit all electrical installations to the approval of the IFEMA’s Technical Services and Maintenance Department. For this submission, there are three possibilities depending on the nature of the event, the elements comprising the installation to be carried out and the electrical power, which has been requested. Said possibilities are:
-The materials and equipment used in the installation must be put to use in the manner and for the purpose for which they were manufactured. The material and equipment included in the field of application of the regulations which transpose European Union Directives must fulfil the provisions thereof. The rating of the current supplied by the facilities is that usually utilised, i.e. AC 230 V between phase and neuter, and 400 V between phases for 4-lead three-phase networks.
-Set-up of stands in exhibition areas designated for the purpose on the first floor of the North Conventions Centre. In this case, drawings must be submitted 15 days before beginning the set-up to indicate exactly the location of the requested power leads and the rating thereof. The IFEMA’s Technical Services and Maintenance Department to achieve an adequate distribution of electrical power may modify said location. Before beginning the electrical installation work an Inspection Sheet, duly filled in and stamped by an Electrical Installer certified by the Community of Madrid and with valid Enterprise Qualification Certificate must be presented at the Electrical Inspection Service.
-Celebration of any type of events. The procedure for the approval of the electrical system set up for any event must be started in advance of the event. (Refer to the Annex VALIDATION OF FERIA DE MADRID ELECTRICAL INSTALLATION).
All the electrical supply for the installations will be provided exclusively by IFEMA, and the characteristics thereof shall be 400 Volts between phases and 230 Volts between phases and neuter.
IFEMA will not be in charge of supplying other types of electricity such as direct current or any other condition related to stability, frequency and continuity different to the supply of mains network. In any case, said special characteristics are up to the installer or user with prior authorisation by the IFEMA’s Technical Services and Maintenance Department.
At its own discretion, IFEMA may limit the supplied power when it may have a negative repercussion on other users due to overload, security/capacity of its own lines and installation.
The users are obliged to maintain a power factor of cos comprised between 0,85 and 1.
Due to the fact that the electrical supply of Feria de Madrid depends on the electricity supply company, IFEMA cannot be made responsible for the occurrences which may arise which are not attributable to it, comprising power cuts or alterations in the quality thereof (frequency or power variations, transients, peaks, valleys, short outages, flickers, harmonics, etc.).
Any type of set-up must comprise emergency lighting according to regulations in force.
If the assemblies involve staircases, at all times the visibility of the steps thereof must be ensured.
The set-ups, which require dark areas for effect purposes, must maintain at all times a lighting of
0.5 Lux at least in the public area.
The electrical connection will be carried out by IFEMA, beginning from the distribution point designated by IFEMA for an optimum use of the network and, depending on the area where the installation was made, it shall be as follows:
In the North and South Convention Centres, direct connection to the electrical cables is supplied by IFEMA.
The leads to be used will be as established in ITC-BT-34, section 6.2., which is:
-For indoor installations, cables with a minimum assigned power of 300/500 V as per standard UNE 21.027 or UNE 21.031, apt for mobile services. -For outdoor installations, cables with a minimum assigned power of 450/750 V as per standard UNE 21.027 or UNE 21.031, apt for mobile services.
As close as possible to the entry point of the connection, the installer shall place a board including at least:
-A four-lead magnetic/thermal switch with rating to match the supply line. This switch can have a two-pole cut when its rating does not exceed 25 A. -A 30 mA general differential switch with a sensitivity and rating not lower than the general magnetic/thermal switch.
-Two-pole magnetic/thermal switches with a rating not above 15 A. the appliances consuming over 16A must be individually protected from the general board or from the secondary boards.
All the boards fitted in any installation must have sufficient size and technical conditions to ensure appropriate and safe operation, and must be affixed to some structural element of the stands or assemblies. Under no circumstances shall said boards be placed at floor level.
All work to be carried out, including the set-up of stands in the appropriate areas of the Convention Centre, must take into account the following:
-For indoor installations, cables with minimum power rating of 300/500 V as per standard UNE 21.027 or UNE 21.031 apt for mobile services. -For outdoor installations, cables with minimum power rating of 450/750 V as per standard UNE 21.027 or UNE 21.031 apt for mobile services. -Couplings and connections must be made with studs located inside connection boxes. -Flexible connections for equipment must not exceed a length of two metres, utilising adequate cable for the working conditions. -All cabling which may be subjected to mechanical stress will be armoured or placed under a protection sheath. -Bases for sockets must be high safety type and include grounding. They must be installed at a distance over one metre away from any water access point.
-All motors with a power rating over 750 watts must be equipped with reduced intensity start-up systems in accordance with the requirements set by the regulations in force.
-Fixed luminaries placed below 2.5 metres from the floor or in places, which can be accessed by people, must be firmly affixed and placed in such a way to exclude any risk for people and inflammation of materials. Access to the inside of the luminary must be only possible by means of tools.
-The metal structures of stands must be connected to a ground connection.
The installation of lighted signs which require special voltage must be previously authorised by the IFEMA’s Technical Services and Maintenance Department and shall meet the following conditions:
Said signs must include magnetic/thermal protection for each raising transformer installed.
The signs having their lower end under 2.5 metres from the floor must be enclosed in wrappers of adequate dielectrical quality.
The signs placed above said distance from the floor must not have any electrically charged part without insulating.
For lighted signs and installations supplied with power assigned with outputs comprised between 1 and 10 KV, the requirements of standard UNE-EN 50.107 will apply.
Users may not make any modification in the existing electrical installation and must restrict their work to connecting their devices to the sockets or connecting points supplied by the installer for that purpose.
Multiple sockets connected to a single socket will not be allowed. All necessary sockets must be utilised to avoid the above.
Under no circumstances it will be allowed to recharge batteries or accumulators of any type inside the Exhibitions Centre. Entry of said devices will be admitted after informing and obtaining the authorisation of the IFEMA’s Technical Services and Maintenance Department, and signs forbidding smoking must be placed in the proximity thereof.
The Organiser and, when applicable, the Exhibitors will be jointly responsible, together with their contractors and/or subcontractors for any damages which may arise from any modification of the electrical installation or improper use thereof after obtaining the approval of the IFEMA’s Technical Services and Maintenance Department.
For all issues not covered in these Rules, any of the substantial regulations covering the corresponding activity will be applicable.
The parties agree that any litigation, discrepancy, issue or claim arising from the execution and interpretation of this Contract or directly or indirectly related to it shall be definitively resolved by arbitration in the framework of the Arbitration Court of Madrid of the Chamber, which is requested to manage the arbitration. In addition, the parties expressly state their commitment to fulfil the arbitral award.
The instant Rules for Events in the Conventions Centre are obligatory for Organisers as well as Exhibitors, when applicable, for the events held in the facilities of the Convention Centre of Feria de Madrid of IFEMA, as well as for the companies which the former may contract or subcontract and any collaborating companies which, as a consequence of the Event, may carry out work or provide services on behalf of the Organiser or the Exhibitors. Consequently, said Organisers and Exhibitors undertake to communicate these Rules for Events in the Conventions Centre to said contractors, subcontractors or collaborators to the extent in which the work or services they must carry out may affect them.
Non-fulfilment of these Rules may involve non-eligibility for entering contracts with IFEMA for the period it may determine, or to participate in any Event it may organise or be held within its facilities.