General Rules for Participation in Events, with or without Exhibition, at the IFEMA PALACIO MUNICIPAL Table of Contents
GENERAL RULES FOR PARTICIPATION IN EVENTS, WITH OR WITHOUT EXHIBITION, AT THE IFEMA PALACIO MUNICIPAL...... 4 I.- GENERAL TERMS AND CONDITIONS...... 4 1.- Definitions...... 4 2.- Participation Rules...... 4 3.- Access doors and stairways...... 4 4.- Schedule for exhibitor and participant access and exit...... 4 5.- Personnel contracted or subcontracted by the organiser or the exhibitors...... 4 6.- Use of machinery and tools during the fair or event...... 5 7.- Laser use during the fair or event...... 5 8.- Maximum sound level...... 5 9.- Catering/food activities...... 5 10.- Photographic and audiovisual reports...... 6 II.- WORKPLACE HEALTH AND SAFETY REGULATIONS - COORDINATION OF BUSINESS ACTIVITIES...... 6 11.- General information...... 6 III.- SAFETY AND EMERGENCY REGULATIONS...... 7 12.- Public order and maximum capacities...... 7 13.- Security and surveillance of the areas occupied by the organiser for the fair or event as well as, where appropriate, of the exhibition areas...... 7 14.- Hiring of private security for the event or, where appropriate, for specific areas or stands...... 8 15.- What to do in the event of emergencies at the IFEMA PALACIO MUNICIPAL...... 8 16.- Keeping aisles and other spaces clear. Packaging...... 9 17.- Evacuation routes in exhibition areas...... 9 18.- Fixed and mobile installations...... 9 19.- Fire prevention...... 9 IV.- TERMS AND CONDITIONS FOR ASSEMBLY AND INSTALLATION WITHIN THE SPACES...... 9 20.- Technical Characteristics of the IFEMA PALACIO MUNICIPAL...... 9 21.- Floor strength...... 10 22.- Working hours...... 10 23.- Access of vehicles, loading and unloading of goods during assembly and dismantling...... 10 24.- Assembly regulations...... 10 25.- Prohibited activities...... 11 26.- Services provided through service ducts/channels...... 12 27.- Regulations for installing air conditioning equipment...... 13 28.- Regulations for installing Wi-Fi...... 13 29.- Removal of waste, assembly and display materials...... 13 V.- SPECIFIC REGULATIONS FOR ELECTRICAL INSTALLATIONS...... 14 30.- General terms and conditions...... 14 31.- Electricity supply...... 15 32.- Electricity connection...... 15 33.- Installation of signage with lighting...... 16 34.- Regulations for using the installation...... 16 35.- Emergency lighting and signage...... 17 VI.- CONTRACTING OF SERVICES IN THE IFEMA PALACIO MUNICIPAL...... 17 36.- Contracting of services by the Organiser...... 17 VII.- ADDITIONAL PROVISIONS...... 18 37.- Suggestions, complaints made to IFEMA and Complaint Forms...... 18 38.- Additional Legal Regulations...... 18 39.- Personal and professional data...... 18 40.- Applicable Law and Jurisdiction...... 18 VIII.- FINAL PROVISION...... 18 ANNEXES
ANNEX 1. REGULATIONS OF ACCESS AND VISIT TIMES FOR LOADING AND UNLOADING VEHICLES... 20 PREMISE...... 20 OBJECTIVE...... 20
ANNEX 2. INFORMATION ON OCCUPATIONAL HEALTH AND SAFETY MEASURES IN EXHIBITION AREAS DURING ASSEMBLY AND DISMANTLING...... 21 INFORMATION ON EMERGENCY MEASURES AND EVACUATION IN IFEMA MUNICIPAL PALACE, PLAN SHOWING LOCATIONS OF EVACUATION ROUTES, EMERGENCY EXITS, FIREFIGHTING AND HEALTHCARE FACILITIES...... 21 GENERAL ISSUES...... 24
ANNEX 3. TECHNICAL DATA OF THE HALLS OF THE IFEMA PALACIO MUNICIPAL...... 26
ANNEX 4. LEGALISATION OF ELECTRICAL INSTALLATIONS TO BE IMPLEMENTED IN THE IFEMA PALACIO MUNICIPAL...... 27 1. INTRODUCTION...... 27 2. APPLICABLE REGULATIONS...... 27 3. REGULATORY REQUIREMENTS...... 27 a) Installations with power limit of 50 Kw...... 27 b) Installations with power limit of > 50 Kw...... 27 4. RATES AND FEES...... 28
ANNEX 5. ENVIRONMENT, ENERGY AND SUSTAINABILITY STANDARDS FOR EVENTS (FOR EXHIBITORS AND EXTERNAL OPERATORS)...... 29 GENERAL MEASURES...... 29 MEASURES FOR DEALING WITH CHEMICALS...... 29 MEASURES FOR DEALING WITH WASTE...... 29 General Rules for Participation in Events, with or without Display, at the IFEMA PALACIO MUNICIPAL
I.- GENERAL TERMS AND CONDITIONS
1.- Definitions In these Participation Rules, the terms “Event” or “Fair” refer to the event that forms the purpose of the contract between the Organiser and IFEMA. The terms “Act” or “Event” or “Meeting” refer to the activity contracted between the Organiser and IFEMA when it is not a fair. The term “Exhibitor” includes any individual or corporation having a display space at the Event or Fair. The term “Organiser” refers to the entity organising the Event Act or Fair. The term “IFEMA” designates the Trade Fair Institution of Madrid, the managing entity of the IFEMA PALACIO MUNICIPAL where the event, act or fair takes place. The term “Participation Rules” refers to these rules, applicable both to the Organisers and, where appropriate, to its Exhibitors and regulates the specific aspects of its participation in the activity held at the IFEMA PALACIO MUNICIPAL. “Specific Rules” are those Rules of the Fair which, if applicable, are adhered to by the Organiser and complement those of IFEMA in the aspects regulated by the Organiser.
2.- Participation Rules These rules are applicable to and mandatory for both the Organisers of Events or Trade Fair Activities at the IFEMA PALACIO MUNICIPAL and for Exhibitors who, where applicable, participate in them.
3.- Access doors and stairways Access to the IFEMA PALACIO MUNICIPAL will be via the entrance specified by IFEMA. Access to the contracted areas will be via the doors and stairways which, in each case, are agreed to between IFEMA and the Organiser.
4.- Schedule for exhibitor and participant access and exit 4.1.- EVENTS: Access and exit of the participants of the event will take place within the hours agreed between the Organiser and IFEMA. 4.2.- FAIRS: Unless the Specific Rules of the Event indicate otherwise, people with Exhibitor cards, issued by the Organiser, may access the areas occupied by the Event thirty minutes before its scheduled opening time, and may not remain there longer than thirty minutes after it has closed for the day.
5.- Personnel contracted or subcontracted by the organiser or the exhibitors At no time shall there be any employment relationship between IFEMA and the staff that the Organiser and its Exhibitors, or the companies hired by them as contractors or subcontractors, including those involved in the assembly of the stands, take to the IFEMA PALACIO MUNICIPAL to carry out any of the work related to their activity at this venue, either directly or collaterally, with the Organiser or Exhibitor, their contractors and/or subcontractors being exclusively responsible for their salaries, Social Security payments, tax withholdings or declarations, tax payments, and all obligations arising from the work contract or any other type of contract; IFEMA or, where applicable, the Organiser is authorised to require the submission of documents showing that all such payments are up to date. Likewise, both the Organiser and its partner and exhibitor companies are, where appropriate, obliged to ensure that their contractors and/or subcontractors comply with the current legislation on occupational health and safety applicable to the work they carry out or, where appropriate, they hire or subcontract to be carried out. 4 GENERAL RULES FOR PARTICIPATION IN EVENTS, WITH OR WITHOUT DISPLAY, AT THE IFEMA PALACIO MUNICIPAL
6.- Use of machinery and tools during the fair or event All machinery and tools must be EC-type approved and marked accordingly. Every machine or tool must be equipped with emergency stop devices that allow it to be stopped safely. Anyone who has to use a machine or tool must have received proper training and information on the risks of use. Hazardous areas with machinery and tools must be marked with warnings and signs. Any part of a machine or tool that represents a trapping, cutting or abrasion or projection hazard for the user must be equipped with guards or protective elements. Safety devices of machines or tools must never be disabled or worked around. Protection or guard elements must never be removed.
7.- Laser use during the fair or event All activities with laser can represent a hazard, not only for users but also for other people, even at a considerable distance. For this reason, all procedures which require the use of any kind of laser may only be carried out in clearly defined spaces that have been entirely closed off and marked and to which access is restricted to authorised personnel only. On the other hand, all laser devices used must carry a certificate of authorisation and standards compliance issued by their manufacturer.
8.- Maximum sound level Noisy demonstrations on the premises that might disturb third parties are prohibited. With respect to the interior of the congress centre, the decibel level shall be that authorised by the Organiser. IFEMA recommends that said level does not exceed 60 decibels. If third parties are disturbed by the authorised sound level, the situation shall be checked by IFEMA’S technical staff. If it is found that the maximum sound level is being exceeded, the IFEMA technicians shall require the Organiser’s managers to reduce the volume to the authorised limits.
9.- Catering/food activities All catering matters related to food and drink being provided on stands or in the halls may be negotiated directly with the companies approved to provide this service. 1.- EVENTS WITH DISPLAY: EXHIBITORS who wish to offer a catering service on their stand may only do so via the approved companies. The preparation of food (cooking, frying, roasting, etc.) in the IFEMA PALACIO MUNICIPAL is not permitted. 2.- EVENTS OR FAIRS DEDICATED TO THE CATERING SECTOR: In the case of the aforementioned events whose theme is catering-based and involve exhibitors who, in general, offer tastings of the food they sell or have food products for direct sale to the public, it shall be the sole responsibility of the Organiser to collect from them the documentation that accredits and qualifies them for the provision of this type of services. Since the preparation of foodstuffs is not permitted in the IFEMA PALACIO MUNICIPAL, these will have to arrive previously cooked and be finished using microwave ovens only. In the case of products that are marketed to take away, the Organiser must require these to be kept properly stored and delivered packaged and labelled in accordance with current legislation. 3.- INFORMATION REGARDING FOOD SECURITY: All packaged products must be properly labelled in accordance with the current legislation and specifying those substances that might cause allergies or intolerances (Regulation 1169/2011). Likewise, in relation to the aforementioned regulation and pursuant to Royal Decree 126/2015 regarding food information on non-packaged food, the suppliers must display a sign near the customer service area that reads as follows: “Information on 5 GENERAL RULES FOR PARTICIPATION IN EVENTS, WITH OR WITHOUT DISPLAY, AT THE IFEMA PALACIO MUNICIPAL
allergens is available at the consumer’s request” and they shall also have a list of the ingredients in the products supplied (product fact sheet).
10.- Photographic and audiovisual reports It will be necessary to have the authorisation of IFEMA to obtain photographs and audiovisual material of the premises managed by this Institution. The Organiser or, as the case may be, the Exhibitor, may obtain these freely from the elements belonging exclusively to their own Event or Display or, where appropriate, from their stand. In accordance with the foregoing, professional photographers who have been hired for this purpose by the Organiser or Exhibitor shall limit their work to the space authorised by IFEMA and avoid photographing or filming installations, objects or persons without the authorisation of the interested parties or the holders of such rights. In relation to the photographs and reports of their activity carried out by the Organiser, the content and use that is made of them shall be their exclusive responsibility, as shall their compliance with current legislation regarding personal data, compliance with the duty of information, formalisation of the relevant authorisations regarding the obtaining of image rights and any other rights required for the purposes intended. Under all circumstances, IFEMA recommends the display of an information poster in the place where any reporting activities may take place. IFEMA, as the managing entity of the IFEMA PALACIO MUNICIPAL, and unless expressly indicated otherwise by the Organiser, shall generate video or photographic material recording the ambience of the event, act or fair as well as of the use to which its stands are put; all of which for its possible dissemination in the media normally used by IFEMA to inform about the activities that take place within the spaces it manages. Likewise, IFEMA may include these reports on its websites and/or social media such as Facebook, Linkedin, YouTube, Twitter, Instagram, etc. as well as in the materials informing about and promoting its site. Consequently, the image of exhibitors and visitors may be captured during their participation in the events or fairs and incorporated into a personal data file for which IFEMA is responsible and processed for the purposes indicated in the previous paragraph. You may exercise your rights of access, rectification, cancellation, opposition, portability and limitation of the processing of your personal data at IFEMA by sending an email to [email protected] or a letter by post to IFEMA, Protección de Datos, Avenida del Partenón, 5 – 28042 Madrid, Spain, enclosing, in either case, a photograph, information about the event you participated in and a photocopy of your National Identity Document. There is also a VIDEO SURVEILLANCE device at the venue, indicated by signs, exclusively for security purposes; the recordings it makes are destroyed within the legally established limits and the rights of access, rectification, opposition and cancellation may also be exercised before IFEMA.
II.- WORKPLACE HEALTH AND SAFETY REGULATIONS - COORDINATION OF BUSINESS ACTIVITIES
11.- General information Guaranteeing the health and safety of all the people who provide their services in the areas managed by IFEMA is one of its objectives. For this purpose and in compliance with article 24 of the Occupational Health and Safety Act on the Coordination of Business Activities and implementation thereof in RD 171/2004, IFEMA, as the owner of the workplace, is obliged to inform the other businesses present of the risks inherent to the workplace which may affect their activities, the health and safety measures established to prevent these and the evacuation and emergency measures to be adopted. In accordance with these regulations, any individual or corporation who, for any reason, carries out work in the IFEMA PALACIO MUNICIPAL (service providers contracted by IFEMA, exhibitors, organisers of fairs, exhibitions or events, and the contractors, subcontractors or personnel employed by any of them, whatever their activity, 6 GENERAL RULES FOR PARTICIPATION IN EVENTS, WITH OR WITHOUT DISPLAY, AT THE IFEMA PALACIO MUNICIPAL employment situation or professional connection may be) is obliged to be aware of, comply with and take into account the information provided by IFEMA regarding the health and safety planning of their activities on the premises managed by IFEMA. Specifically, as a general safety measure in the event of a concurrence of activities it shall be mandatory to wear a hardhat, high-visibility vest and safety footwear throughout the assembly and dismantling phases of fairs and events in all of the exhibition areas. Access will be strictly prohibited without said personal protection equipment. This instruction applies to any person accessing, in transit or carrying out activities, or simply present in the halls or exterior exhibition areas, during the assembly and dismantling procedures. This instruction does not exempt anyone from the responsibility to use any other protection equipment necessary for each specific task in the course of said assembly and dismantling phases. The information provided by IFEMA may be complemented with other specific rules that may apply when, due to the nature of the specific activities taking place, it is considered necessary for general safety. This shall be decided by IFEMA by mutual agreement, where applicable, with the companies possibly involved in the carrying out of the work. Similarly, all other specific technical regulations contained in these Regulations shall be in addition to the general health and safety rules provided that compliance therewith is intended to ensure the safety of people and premises. Thus, all companies present are responsible for complying with and ensuring that their contractors, subcontractors and/or freelance employees likewise comply with the occupational health and safety legislation applicable to their activities, including the information and instructions provided by IFEMA and set out in these General Rules for Participation. Accordingly, before assembly work begins, all companies involved in work or activities in the contracted space for the Exhibitor must complete, sign and submit to IFEMA the “Occupational Health and Safety and Business Activity Coordination” form, which is available on www.convencionesycongresos.ifema.es – Organisers – Rules for Participation – Forms and send it to [email protected]. Assembly work cannot begin until this Protocol has been fulfilled.
III.- SAFETY AND EMERGENCY REGULATIONS
12.- Public order and maximum capacities 12.1.- The Organiser, Exhibitor, their contractors and/or subcontractors and their dependent personnel undertake to comply with current legislation on public order and safety. 12.2.- IFEMA, in accordance with current legislation, has an allocation of maximum occupants in each area, depending on the type of event held, which the Organiser knows and undertakes not to exceed. Said maximum permitted capacity is stipulated in Annex 1.3, “Technical data of the IFEMA PALACIO MUNICIPAL”
13.- Security and surveillance of the areas occupied by the organiser for the fair or event as well as, where appropriate, of the exhibition areas IFEMA provides, at its own expense, the general security of the building, with this being understood as its surveillance and protection, which serves as a deterrent as well as a preventive and, where appropriate, response measure. The cost of increasing this general security, resulting from the activities generated by the implementation of the phases of an event (assembly, holding and dismantling) shall be billed to the Organiser The specific security of the areas and adjoining loading bays allocated to the Organiser by virtue of this contract, as well as of any additional space it might, where applicable, wish to hire, shall be paid for by and the responsibility of the Organiser throughout the entire time contracted, as shall any extensions, both of time and space, that might be agreed later. 7 GENERAL RULES FOR PARTICIPATION IN EVENTS, WITH OR WITHOUT DISPLAY, AT THE IFEMA PALACIO MUNICIPAL
To this end, the Organiser must contract, either with the IFEMA PALACIO MUNICIPAL concessionaire or another provider, the security personnel that it deems necessary and in accordance with Private Security regulations, with this having to be coordinated at all times with IFEMA’S own security/emergency provisions. IFEMA may require the Organiser to submit, one week before the onset of assembly, a Safety Plan that includes a specific action procedure. This must be integrated, in a coordinated manner, into the IFEMA PALACIO MUNICIPAL Emergency Action Plan, which forms part of its current Self-Protection Plan. This document shall be supervised by IFEMA’S Security and Self-Protection Department, which may require explanatory or complementary information that shows it is both effective and can be integrated in a coordinated manner so as to meet the needs of both parties as well as the necessary contact names for this purpose. IFEMA is not responsible for the safety and integrity of the materials, any types of resource and goods deposited in the areas allocated to the Organiser under this contract, unless there is sufficiently proven responsibility of IFEMA personnel, or these damages are included in the coverage of IFEMA’S Civil Liability insurance policy.
14.- Hiring of private security for the event or, where appropriate, for specific areas or stands There is a private surveillance service provided by the security company working with IFEMA which is displayed onthe IFEMA website ifema.es - Exhibitors - Services for Exhibitors. In the event that the Organiser wishes to contract this service with a company different to the one collaborating with IFEMA, it must send the supporting document stating that they have complied with current legislation requirements on private security with at least 48 hours’ notice to the Department of Security and Self- Protection. It must also complete the “Authorisation Request for Private Security” form which contains the regulations and terms and conditions for providing this service. This can be found on www.convencionesycongresos.ifema.es – Organisers – Rules for Participation – Forms and sent to [email protected].
15.- What to do in the event of emergencies at the IFEMA PALACIO MUNICIPAL 15.1.- IFEMA provides fire protection (fixed installations and complementary mobile resources) and the emergency signage of the spaces occupied by the fair or event. These may not be modified, removed or replaced without express written authorisation from the IFEMA Security and Self-Protection Department. IFEMA is responsible for the organisation and management of emergency situations within the framework of the IFEMA PALACIO MUNICIPAL Self-Protection Plan. For this purpose, IFEMA will provide the necessary security personnel to guarantee this, the cost of which will be billed to the Organiser.
15.2.- Coordination During the holding of an event, IFEMA shall have a designated manager responsible for ensuring the safety and organising the evacuation, in situ, of those present in the event of an emergency. Likewise, the Organiser shall designate a person to liaise with IFEMA’s Security/Emergency response structure. The Organiser undertakes to ensure that all its employees, as well as those of the companies contracted to work alongside it, take part, as users of the facility, in any action organised by IFEMA aimed at making known the procedures on how to act in situations of risk during the holding of an event. Both parties undertake to make/issue as many contacts and notifications as deemed necessary to ensure cooperation, collaboration and effective coordination in the field of Security/Emergencies.
15.3.- Considerations regarding special events Should an event be held, either in whole or in part, at night and/or include a show, it may be necessary for the Organiser to contract an additional minimal medical service that shall be established after evaluation by IFEMA in accordance with the characteristics of the event. 8 GENERAL RULES FOR PARTICIPATION IN EVENTS, WITH OR WITHOUT DISPLAY, AT THE IFEMA PALACIO MUNICIPAL
In general, for these types of shows or musical or nocturnal events it will be prohibited to access the premises with alcoholic beverages, food, clothing or symbols that might incite violence, racism or xenophobia, as well as with any object that the Organiser or IFEMA’s site security staff might consider to be dangerous. The consumption, supply or sale of alcoholic beverages and/or tobacco to minors under 18 years of age is strictly prohibited. In the case of events to which access by minors is allowed, the Organiser must guarantee that these regulations are complied with both at the access points and within the interior.
16.- Keeping aisles and other spaces clear. Packaging Aisles and all other evacuations routes must be kept clear at all times, including during assembly and dismantling. All material must be kept within the confines of the assembly areas or the stands, leaving the gangways and other common areas completely clear. During the event, no samples, packaging or objects in general may be placed in the aisles or other communal areas, nor in the empty spaces created in the rear enclosure areas that may be assembled. The IFEMA PALACIO MUNICIPAL cleaning services will remove any object deposited in these areas without their owner having any right to claim for loss or damages. IFEMA’s collaborating company offers collection, storage and delivery services at current rates.
17.- Evacuation routes in exhibition areas IFEMA provides the basic plans of the contracted areas so that the Organiser can draw up its distribution and occupation layout. Once this has been completed, it must be submitted to IFEMA for approval and familiarisation purposes. The minimum evacuation routes required are shown on the aforementioned plans.
18.- Fixed and mobile installations Visibility of and accessibility to fire-fighting material and equipment must always be respected: Fixed firefighting systems, floor fire hydrants (the location of which shall be highlighted using a different colour to those of the surrounding elements), extinguishers, alarms, water extinguishing equipment, emergency exits, etc., even when inside the contracted spaces, as well as the access points to the technical and service areas. If the fixed signage already installed is covered, the Organiser must indicate the elements using approved signage: • TECHNICAL BUILDING CODE/ basic FS document, Sections 3.7 and 4.2. • UNE 23033-1:1981 Fire safety. Signage. • UNE 23034: 1988 Fire safety. Safety signage. Escape routes. • UNE 23035- 1-2-4:2003 Fire safety. Photo-luminescent signs. Part 4: General conditions. Measurements and classification.
19.- Fire prevention All materials used for the different facilities of the Fair or Event, constructions (stands, marquees, etc.) must comply with prevailing legislation. In particular, with regard to the flammability of the materials used, floor coverings must be coated with BFL-s1 while walls and ceilings must be coated with B-s1, d0; suspended textile elements, such as curtains or screens must be class 1, pursuant to UNE-EN 13773:2003 standard.
IV.- TERMS AND CONDITIONS FOR ASSEMBLY AND INSTALLATION WITHIN THE SPACES
20.- Technical Characteristics of the IFEMA PALACIO MUNICIPAL The “Technical data of the IFEMA PALACIO MUNICIPAL” are included in this document as Appendix 1.3. It describes the technical characteristics of the rooms, spaces and auditorium of the IFEMA PALACIO MUNICIPAL accessible to Organisers and Exhibitors. 9 GENERAL RULES FOR PARTICIPATION IN EVENTS, WITH OR WITHOUT DISPLAY, AT THE IFEMA PALACIO MUNICIPAL
21.- Floor strength The floors of the rooms and spaces are described in Appendix 1.3, “Technical data of the IFEMA PALACIO MUNICIPAL”. Manhole covers may not be used to support specific loads.
22.- Working hours The periods during which installations or as the case may be, stands may be assembled or dismantled, as well as the working hours within the spaces managed by IFEMA, will be those authorised in a contract between IFEMA and the Organiser. Outside of these periods, material cannot be brought into or out of the site and personnel cannot remain on the site unless explicitly authorised by IFEMA PALACIO MUNICIPAL.
23.- Access of vehicles, loading and unloading of goods during assembly and dismantling Access to the IFEMA PALACIO MUNICIPAL and the spaces contracted shall be by the doors and on the days and at the times that are stated in each case. Access to the interior of the loading bay shall be for unloading materials only. IFEMA takes no responsibility for the surveillance of vehicles parked in the loading bay. There is a public car park that can be used by paying, where appropriate, the corresponding rate.
24.- Assembly regulations 24.1.- General terms and conditions The rules governing assembly shall be those specified by the Organiser. Notwithstanding the foregoing, these regulations must also be complied with.
24.2.- Assembly of events The Organiser shall study the feasibility, technical suitability and compliance with the regulations in force regarding the assembly of the event and shall be exclusively responsible for authorising the carrying out thereof. Notwithstanding the foregoing, IFEMA may require, if the scope of the assembly to be carried out so requires, said authorisation to be signed by a competent Technician and endorsed by the corresponding Official Professional Association.
24.3.- Assembly of stands The maximum construction height within the multi-purpose space shall be 4 m. In the rest of the spaces this height shall be limited by the structures, installations or false ceilings, leaving a margin of 50 cm. Under no circumstances shall the construction height exceed 3 m. Stands built on a wooden floor, when the latter is higher than 19 mm, must have at least one wheelchair ramp of at least 1.20 m wide. All companies must assemble their stand in compliance with section DB-SUA of the CTE (Technical Building Code) without taking into consideration those sections that refer to the need to install elevators.
24.4.- Regulations for suspending structures/ rigging The Organiser, or its exhibitors, may only suspend elements in those spaces enabled for doing so and in accordance with the procedure established suspending structures in the IFEMA PALACIO MUNICIPAL. This can be found on www.convencionesycongresos.ifema.es - Organisers - Rules for Participation IFEMA PALACIO MUNICIPAL.
24.5.- Safety of the stand The structures of the stand, and any of the elements used in its decoration, must have the necessary rigidity and stability to prevent any risk to people or goods. 10 GENERAL RULES FOR PARTICIPATION IN EVENTS, WITH OR WITHOUT DISPLAY, AT THE IFEMA PALACIO MUNICIPAL
• Steps, railings and level change protections shall be designed according to the relevant regulations and, specifically, according to the (CTE) Código Técnico de la Edificación (Technical Building Code), and comply with the following criteria: • Level changes to a height of more than fifty (50) centimetres above floor level and projections in the flooring must be protected by a parapet or railing ninety-five (95) centimetres high. The same criteria shall be used to protect the perimeters, openings and overhangs on second floors accessible to people. • Any unevenness lower than or equal to fifty (50) centimetres must be signalled and be different both visually and to the touch. The difference in touch must be 25 cm from the unevenness limit. • The Organiser/Exhibitor is responsible for the structural safety of the stand. IFEMA shall request the documentation accrediting this.
24.6.- Two-storey stands and raised structures The construction of raised structures up to a maximum of 1.20 m above floor level is only authorised in the Multi- purpose Space. Two-storey stands are not permitted.
24.7.- Set-up and use of tiered seating The assembly of tiered seating within the IFEMA PALACIO MUNICIPAL is not authorised.
24.8.- Use of vehicles as stands For the exhibition of vehicles at the IFEMA PALACIO MUNICIPAL it shall be necessary to obtain an express authorisation from IFEMA. To do so, the interested party must send documentation containing the technical characteristics of the vehicle to the Technical Secretary of IFEMA’S Trade Fair Services Department at [email protected]. If authorisation is granted, vehicles with an internal combustion engine must have their tanks loaded with just enough fuel to enable them to access the allocated space and leave it at the end of the event. The vehicles exhibited must be placed on a platform with a smooth base that distributes the weight of the vehicle evenly across the floor of the exhibition space. It is not permitted to start and move the vehicles within the confines of the IFEMA PALACIO MUNICIPAL. Their batteries must remain disconnected and their fuel tanks must contain only enough fuel for moving them off the premises after the event. Those responsible for the vehicle must present its original technical file and most recent MOT document to Fair Services Management. In the event of them being uncertified vehicles, a list of their technical characteristics must be submitted to IFEMA.
24.9.- Remote controlled civil aircraft “Drones” IFEMA does not authorise the use of drones in the covered interiors of its facility, such as halls, offices, etc. In the open-air spaces of the fairgrounds, their use shall be regulated by the pertinent regulations in force and shall, under all circumstances, require IFEMA’S prior authorisation, which can be requested by sending an email to the Fair Services Management at [email protected].
25.- Prohibited activities 25.1.- The following is not permitted anywhere on the premises • Compromise the premises of the IFEMA PALACIO MUNICIPAL or any of its structural elements. • Spray paint inside the IFEMA PALACIO MUNICIPAL and on any type of object. • The application of all types of paints to any type of object except for the final finishing of the constructed elements. 11 GENERAL RULES FOR PARTICIPATION IN EVENTS, WITH OR WITHOUT DISPLAY, AT THE IFEMA PALACIO MUNICIPAL
• Perforate the flooring or lay carpets or fix construction elements with contact glue or similar. Such elements should be fixed using double-sided tape or be attached to the wooden floor installed for this purpose by the Exhibitor, or by any other means, thereby keeping them independent of the flooring at all times. Neither shall it be permitted to paint, use rawlplugs nor create cable chases of any type. • Adhere any elements to the walls. • Perforate, nail, drill or fix anything to the walls, paint, insert rawlplugs or make grooves of any kind. • The use of cutting machines of any kind is not permitted. • Deposit or exhibit dangerous, flammable, explosive and unhealthy materials that give off unpleasant odours and that may cause inconvenience to other Exhibitors or the visiting public. • Use balloons inflated with lighter-than-air gases as a decorative element for stands. Their use is permitted upon previous consultation with IFEMA’s Fair Services Department when they are anchored to a structural element of the stand or filled with heavy inoffensive gases that prevents them from rising. • Assemble anything in the areas defined as aisles for the Fair. • Direct spotlights outside the stand. • The installation of satellite dishes or any other antennas in the exterior areas or roofs of the building. If an element of this kind needs to be installed, the corresponding authorisation must be requested or, where applicable, the Organiser shall agree in writing to dismantle the items at the end of the Fair. • Scatter confetti. • Activities that involve fireworks. • The use of particle smoke machines. • Assemble anything outside the areas defined as the Exhibition Area, according to the plan approved by IFEMA. • Assemble any type of structure (including stands) with a fully enclosed roof, regardless of the material used. Partial closures may be made that do not exceed 50% of the total surface area of the structure. • Unless otherwise specified in the Rules of the Event, signs, flags and spotlights may not project more than fifty centimetres (50 cm) from the allocated space, and from a minimum height of two metres and fifty centimetres (2.5 metres), nor exceed the maximum height shown in the aforementioned Rules. Spotlights should be directed so as not to disturb other Exhibitors, visitors or other parallel Events that might be taking place in the activity areas. • The use of decorative gardening elements (natural turf, soil, fountains, waterfalls, etc.) in direct contact with the surface of the building unless it is mounted on boards or a platform and always protected with a waterproof material. Nor is it permitted to water plants “in situ”. • The presence of animals, unless authorised by the Specific Rules of the Event, in accordance with current legislation. The costs of repairing any damage caused by the Organiser or any of the companies involved in the assembly and organisation of the activity shall always be met by the Organiser. The Specific Rules of the Event or Fair may indicate any other prohibited activity in relation to it.
26.- Services provided through service ducts/channels IFEMA may use the service ducts/housing situated inside a stand in order to provide a service to adjacent stands where necessary. For the proper installation of utilities, it is essential to provide a plan with their preferred location at least 15 days in advance of an Act, Event or Congress and 30 days before the start of a Fair. In all cases, these terms are calculated as of the assembly start date. 12 GENERAL RULES FOR PARTICIPATION IN EVENTS, WITH OR WITHOUT DISPLAY, AT THE IFEMA PALACIO MUNICIPAL
If no plan is sent, IFEMA shall choose where to locate the services. If these need to be changed IFEMA will not guarantee their supply, and if supplied, will charge the Exhibitor a cancellation or relocation fee, as applicable, and invoice the new services according to the current prices shown in the Fees Table. All services (telecommunications, water and drainage, electricity, etc.), shall be supplied inside the channel/duct in the nearest point to the location requested by the Exhibitor. If installing a wooden floor or other type of raised or technical floor on the stand area which conceals access to the channels/ducts, an access point must be provided for access to the outlets in the case of problems with the connections. Connection to IFEMA’S network shall always be carried out under the supervision of personnel from IFEMA’s Technical Services and Maintenance Department.
27.- Regulations for installing air conditioning equipment Air conditioning equipment is only permitted if its condensation circuit is air-cooled. Equipment cooled by water or another coolant in open circuits cannot be used for this purpose. It is also not permitted to use evaporation cooling systems that use water within a closed circuit and fail to meet the requirements set out for this kind of device in Royal Decree 865/2003, of 4 July.
28.- Regulations for installing Wi-Fi 1.- If your technical connection needs the deployment of your own Wi-Fi network, you must submit the completed “Authorisation Request for Telecommunications in the IFEMA PALACIO MUNICIPAL” form, which you can find on the IFEMA website, www.convencionesycongresos.ifema.es - Organisers - Rules for Participation - Forms and send it to [email protected], for evaluation by IFEMA. IFEMA will study the requests and notify the Organiser/Exhibitor in writing. IFEMA reserves the right to refuse a request if the network to be implemented described by the Organiser/Exhibitor could, in the former’s technical judgement, damage the quality of service of the rest of the venue’s network. 2.- It is explicitly forbidden for Organisers to install Wi-Fi access points without prior authorisation, whether this is for internet access or for any other purpose. Should an Organiser deploy an unauthorised WI-FI network or one with a configuration other than that authorised, the Organiser of the event shall be instructed to proceed with the immediate shutdown of the network or to reconfigure it in accordance with the authorised parameters. Should the Organiser or the supplier contracted by it refuse to do so, or in the case of continued contravention of the regulations, IFEMA may proceed to disconnect the Internet access service. 3.- The Organiser of the event, exhibitor or, if applicable, the supplier hired to provide the Telecommunications service must follow the IFEMA guidelines regarding the installation of said services and remove the entire installation once the event ends within the deadlines established for that purpose by IFEMA. If the installation is not removed, the supplier shall be required to do so urgently, and if it does not, it will be removed and disposed of by IFEMA without further notice. The Organiser and its Telecommunications provider must follow the instructions of the IFEMA staff as regards good installation practices, with the installation of wiring that is aesthetically unacceptable or does not comply with the basic installation safety standards not being permitted.
29.- Removal of waste, assembly and display materials The Organisers of fairs and events and the Exhibitors in the case of their stands, as well as the companies contracted and/or subcontracted to assemble and/or disassemble any installations are required to assemble, dismantle and remove the structural, decorative and display materials within the periods of time established for this purpose. If the stand is not dismantled within the established period, the Organiser shall pay IFEMA the cost of this service in accordance with the budget provided by IFEMA as to the work to be carried out. 13 GENERAL RULES FOR PARTICIPATION IN EVENTS, WITH OR WITHOUT DISPLAY, AT THE IFEMA PALACIO MUNICIPAL
Once the established time for the removal of goods, decoration and stand dismantling materials has elapsed, all remaining materials in the exhibition areas of the halls shall be considered to have been purposefully discarded and IFEMA shall remove them without further notice. The Organiser and, where applicable, the Exhibitor shall not only lose all further rights to claim damages or loss of said materials but shall also bear all costs related to their removal and shall be invoiced at the official rates as indicated in IFEMA’S “Table of Rates”, which is available on the IFEMA website ifema.es - Exhibitors - Rates, for all the awarded square metres.
V.- SPECIFIC REGULATIONS FOR ELECTRICAL INSTALLATIONS
30.- General terms and conditions All installations shall be completed in accordance with the requirements of the Low Voltage Electrical Regulations (Royal Decree 842/2002, of 2 August), Additional Technical Instructions and any other internal ruling established by the General Directorate for Industry, Energy and Mines of the Madrid Regional Government. All electrical installations in the IFEMA PALACIO MUNICIPAL must be submitted for approval to IFEMA Technical Management.
30.1.- Assembly of stands in the exhibition areas In this case, FIFTEEN DAYS (15) before the start of assembly, plans shall be presented indicating exactly the location of the requested power outlets and the power of each of them. This location shall be subject to modification by IFEMA’s Technical Department so as to ensure suitable distribution of the electrical power. The installer responsible for the installation of the stands must apply that established in ITC-BT-04, as the events to be held temporarily within the premises or open air sites shall require the presentation of the Technical Design Report (MTD), with the data specified in ITC-BT-04 section 2.2., as well as in Order 9344/2003 of 1 October of the Ministry for Economy and Technological Innovation, as long as the total power of all the stands requested is less than or equal to 50 kW. In the event of the sum of the individual power feeds of all the stands assembled by a single installer being greater than 50 kw, it must be accompanied by an installation plan drawn up and signed by a competent qualified technician who shall be directly responsible for its adaptation to the regulatory provisions. Before the final start-up of the installations, the authorised installer must submit the Installation Certificate to an authorised Industrial Inspection and Control Entity accompanied by the corresponding installation plan and the documentation required in Order 9344/2003 of 1 October of the Ministry for the Economy and Technological Innovation. Under all circumstances, and once the copies of the Installation Certificate have been processed, one of them must be submitted to IFEMA’s Technical Department so that the definitive supply of electricity to the installation can be connected.
30.2.- Celebration of events of any kind 30.2.1.- In this case, and as per that established in section 3 of ITC-BT-04, as the events to be held temporarily within the premises or open air sites shall require the submission of the Technical Design Report (MTD), with the data specified in ITC-BT-04 section 2.2., as well as in Order 9344/2003 of 1 October of the Ministry for Economy and Technological Innovation, as long as the total power of all the stands requested is less than or equal to 50 kW. Before the start-up of the installation, the authorised installer must submit the Installation Certificate accompanied by the Technical Design Report to an accredited Industrial Inspection and Control Entity. Once the copies of the Installation Certificate have been processed, one of them must be submitted to IFEMA’s Technical Department so that the definitive supply of electricity to the installation can be connected. 30.2.2.- As in the previous section, but if the power of the installation is greater than 50 KW, it must be accompanied by an installation plan drawn up and signed by a competent qualified technician, who will be directly responsible for its adaptation to the regulatory provisions. 14 GENERAL RULES FOR PARTICIPATION IN EVENTS, WITH OR WITHOUT DISPLAY, AT THE IFEMA PALACIO MUNICIPAL
Before the final start-up of the installations, the authorised installer must submit the Installation Certificate to an authorised Industrial Inspection and Control Entity accompanied by the corresponding installation plan and the documentation required in Order 9344/2003 of 1 October of the Ministry for the Economy and Technological Innovation. Once the copies of the Installation Certificate have been processed, one of them must be submitted to IFEMA’s Technical Department so that the definitive supply of electricity to the installation can be connected.
31.- Electricity supply All the electricity for the stands shall be supplied by the IFEMA PALACIO MUNICIPAL, being 400 V between phases and 230 V between phases and neutral. The IFEMA PALACIO MUNICIPAL is not responsible for supplying direct current or any other stability and continuity condition other than that of the general supply. Under all circumstances, these shall be the responsibility of the installer or user of the stand and require prior authorisation from IFEMA Technical Management. IFEMA may, at its discretion, limit the power of the supply in situations where it may have a negative bearing on other users or for reasons of overload or the safety of its own lines and installations.
Users of stands and installations are obliged to maintain a cos ⇒ power factor between 0.95 and 1. As the electrical supply of the fair site depends on the electricity company providing the utility, IFEMA is not liable for anomalies beyond its control, whether for outages in the supply or quality problems (frequency variations, voltage variations, temporary peaks and troughs, power cuts, harmonic flickers, etc.). In cases where electricity-powered equipment requires certain precautions or timers or if they are sensitive to possible power outages, the installers of the equipment are advised to take measures to avoid this risk in the case of a power outage, such as uninterruptible power supply (UPS).
32.- Electricity connection The electrical connection shall be carried out by the installer of the stand, under the supervision of IFEMA’s Technical Services Department. This shall be done from the distribution point established by IFEMA for better use of the network and shall consist of a power outlet. In the case of the IFEMA PALACIO MUNICIPAL, the cables running from the assembler’s panels shall be directly connected to the terminal boxes distributed throughout these areas.
32.1.- Protections to ensure safety The installer shall install a panel as close as possible to the entrance point of the supply, the panel having at least the following: • General omnipolar circuit breaker (including neutral cut-off) and rating corresponding to the supply line. This circuit breaker can be 2 pole when their rating is not greater than 25 A. • General high-sensitivity differential switch (30 mA) and a rating not lower than that of the general circuit breaker. Receiver devices with consumptions over 16 A shall be individually protected on the panel. Electrical panels must have closed housing that cannot be opened apart from with the help of a tool or a key, except for its manual actuators. In the event of potential triggering from the inside, protection against possible direct contact shall be provided. The degree of protection of such housings shall be IP4X for indoors and IP45 for outdoors. They must be fixed to a structural element of the stand, and cannot be placed at floor level, maintaining the panel and its characteristics in good condition.
32.2.- Electric cables For electrical installations in the interior of facilities and/or stands assembled inside the IFEMA halls, the cable to be used shall be of an assigned minimum voltage of 300/500 V according to standards UNE 21027 or UNE 21031, 15 GENERAL RULES FOR PARTICIPATION IN EVENTS, WITH OR WITHOUT DISPLAY, AT THE IFEMA PALACIO MUNICIPAL
suitable for mobile services, ducted via tube or channels according to ITC-BT 20 and 21, and with a degree of protection IP4X according to UNE 20.324, or assigned voltage 450/750V with polychloroprene or similar casings, according to UNE 21.027 or UNE 21.150, suitable for mobile services, or flexible cable of 450/750V (H07ZZ-F), according to standard UNE 21027-13. In the two latter cases they do not need to be installed inside tubing, although they shall not be accessed by the public. All the electric cabling shall fulfil the C minimal CPR class ca - s1b, d1, a1, which must be justified by submitting the corresponding Declaration of Provisions (DoP) with the EC mark. Connections and splices shall be carried out with the use of terminals on the inside of the connection boxes. The flexible connections of the systems shall be no longer that two metres, using a cable suited to the working conditions. All cabling which may be subjected to mechanical stress shall be armoured or placed under a protection sheath.
32.3.- Bases and power points Bases for sockets must be high-safety and include grounding. Power points installed in the floor shall be adequately waterproofed and have a IK10 degree of impact protection. They must be installed at a distance of at least 1 metre from any water intake. One single flex cable must be connected to the socket. Multi-way adapters cannot be used. No multiple bases must be used except for mobile multiple bases supplied by a fixed base with a cable of a maximum length of 2 m.
32.4.- Motors All motors with a power greater than 0.75 kilowatts must be equipped with reduced intensity starter systems in accordance with ITC-BT-47 of the relevant Low Voltage Electrical Regulations.
32.5.- Lights Lights located less than 2.5 m from the floor or in places where they are accessible to people must be firmly fixed and located to eliminate risk to people or inflammable materials. Any lighting equipment which reaches high temperatures must be at a sufficient distance from any flammable material.
32.6.- Earthing All metal structures must be connected to a ground connection.
33.- Installation of signage with lighting The installation of luminous signs which need a special voltage shall require previous authorisation by IFEMA Technical Management, and must meet the following conditions: • There shall be an individual circuit breaker for each boost transformer installed. • If the bottom of the sign is less than 2.5 m from the ground, the sign shall be enclosed in a casing having suitable dielectric properties. • Signs placed higher shall not have any uninsulated live parts. • Standard UNE-EN 50.107 shall be applied for luminous signs and installations powered by assigned vacuum voltages between 1 and 10 kilowatts.
34.- Regulations for using the installation Exhibitors cannot make any modifications or manipulate the electrical installation of the stand once its connection to the grid is authorised. They may connect their receptor devices in the outlets or connection points intended for this purpose by the authorised installer. Multiway adapters cannot be used. 16 GENERAL RULES FOR PARTICIPATION IN EVENTS, WITH OR WITHOUT DISPLAY, AT THE IFEMA PALACIO MUNICIPAL
Each one of the stand receivers shall be individually and directly connected to the corresponding connection points installed beforehand by the installer for that purpose. Under no circumstances shall it be allowed to recharge batteries or accumulators of any type inside the venue. They may be included in stands with the previous knowledge and authorisation of IFEMA Technical Management. The Organiser, Exhibitor and/or their contractor and/or subcontractors shall be responsible for any possible damages due to modifications to the electrical installation or improper use of the latter.
35.- Emergency lighting and signage All the buildings of the trade fair site are equipped with emergency lighting in accordance with current regulations. In the event of a normal lighting failure, they provide the lighting needed to see how to leave the building, thereby avoiding situations of panic and enabling the signs indicating the location of the exits and the protection equipment and elements to be clearly seen. Those enclosed space and/or structures that require darkening for staging purposes must always maintain, at least in the public area, a minimum lighting level of 0.5 lux., except for the evacuation routes, where this shall be at least 1 lux. As established in point 3, “EMERGENCY LIGHTING” of ITC-28 of the current Low Voltage Electrotechnical Regulation, under all circumstances all existing uneven areas must be guaranteed to be clearly visible. Signs must indicate the directions of any evacuation route and show any exits that cannot be clearly perceived from them. These signs must be visible even in the event of an outage of the normal lighting power supply and must comply with the provisions of the UNE 23035-1: 2003, UNE 23035-2: 2003 and UNE 23035-4: 2003 standards.
VI.- CONTRACTING OF SERVICES IN THE IFEMA PALACIO MUNICIPAL 36.- Contracting of services by the Organiser 1.- Deadlines for contracting services The deadline to proceed with the hiring of all services closes FIFTEEN (15) DAYS before the start of assembly. IFEMA reserves the right to refuse requests for services made after this date. If a request for services is accepted within the SEVEN (7) DAYS prior to the start of assembly, a 25% increase shall be applied by IFEMA to the rate established in the aforementioned Service Catalogue during the assembly period or the holding of the Event or Fair. A service may be cancelled within the SEVEN (7) DAYS prior to the start of assembly or during assembly. This shall result in the payment of 40% of the corresponding fee. If a service already being provided is cancelled, 100% of the cost thereof must be paid. This shall not apply in the case of installation transfers: communications services, water and drainage, compressed air, etc., for which a Transfer Fee shall be applied, the cost of which is reflected in the Rate Table.
2.- Exclusive or preferential services IFEMA offers the exclusive provision of certain services through its contracted companies. Therefore, services such as healthcare, catering, the maintenance of spaces and facilities, cleaning and security, as well as consumables (water, electricity, telephone) required by the Organiser for the holding of its event shall be provided by the companies contracted to provide them at the IFEMA PALACIO MUNICIPAL. Check the services provided exclusively by the companies contracted to provide them in the IFEMA PALACIO MUNICIPAL. Other services required by the Organiser may be freely contracted, either with IFEMA’s partner companies or with the third-party companies of their choice.
3.- Payment of services Services shall be paid for as specified in the contract signed between IFEMA and the Organiser. Once the event is over, the amounts corresponding to the services (such as cleaning, supplies, furniture, assemblies, etc.) that might have undergone some variation in relation to the initial plan and that might affect the initially foreseen cost shall be adjusted. 17 GENERAL RULES FOR PARTICIPATION IN EVENTS, WITH OR WITHOUT DISPLAY, AT THE IFEMA PALACIO MUNICIPAL
These payments must be paid within the SEVEN (7) DAYS following receipt of the invoice issued by IFEMA. IFEMA shall not allow the contracted activity to start if the services have not been paid for within the established deadlines.
VII.- ADDITIONAL PROVISIONS 37.- Suggestions, complaints made to IFEMA and Complaint Forms In order to adequately attend the Exhibitors, Organisers and Participants, any suggestion or claim made against IFEMA in relation to the services provided must be in writing, preferably on the same day as the incidents occur. The Organiser shall be solely responsible for dealing with and managing the claims generated by the Event or Fair and the services offered within the framework thereof.
38.- Additional Legal Regulations For all matters not covered in these Regulations, the relevant provisions of individual regulatory activity shall apply.
39.- Personal and professional data The data which, where applicable, you might provide as the Organiser of the Event or Fair or as an Exhibitor at a fair organised by IFEMA shall be processed by IFEMA, whose postal address is Avda. Del Partenón, 5, 28042 Madrid, Spain. This shall be done to manage your contractual relationship with IFEMA and your status as Organiser or Exhibitor. Pursuant to the foregoing, your professional details (company name or trade name, postal and/or email address, telephone and fax number and contact name) may be provided with an obligation of confidentiality to companies that collaborate with IFEMA in the provision of services for the event, fair or congress to publicise their services and meet their orders. These details shall be kept on file as long as consent is not revoked. With the exception of the aforementioned cases, the personal data collected will not be transferred to third parties, unless requested by the Public Administrations, in compliance with a legal obligation. You can exercise your rights of access, rectification, deletion, opposition, portability and limitation to the processing of your personal data by sending a letter marked “Data Protection” to the above address or an email to [email protected] indicating the subject in both cases: «Organiser and the name of the fair or event / Exhibitor and name of the event» and name and ID document number of the sender. Help us keep your details updated by notifying us of any changes. You can contact our Data Protection Officer at [email protected], request the protection of the AEPD on its website and consult our privacy policy at ifema.es.
40.- Applicable Law and Jurisdiction These regulations and their annexes, together with any amendments, modifications and supplements, and the rights of the Parties in accordance with them, shall be regulated and interpreted in accordance with the Spanish legal system. The Parties agree to submit the resolution of any dispute arising or that may arise as a result of the validity, effectiveness, interpretation, compliance and enforcement of this regulation to the jurisdiction and competence of the Courts and Tribunals of the city of Madrid and waive their own or any other jurisdiction that could correspond to them, if this is different, and except in those cases in which the Law expressly imposes another territorial jurisdiction.
VIII.- FINAL PROVISION First.- These Regulations are mandatory for the Organisers, Exhibitors and Participants of the Events or Congresses held at the IFEMA PALACIO MUNICIPAL as well as for the companies they contract or subcontract and for any 18 GENERAL RULES FOR PARTICIPATION IN EVENTS, WITH OR WITHOUT DISPLAY, AT THE IFEMA PALACIO MUNICIPAL collaborating companies which, as a result of the holding of the Event or Congress, carry out work or provide services on behalf of the Organiser or the Exhibitor. Accordingly, they undertake to transfer these General Rules for Participation to the aforementioned contracted or subcontracted or collaborating companies to the extent that they affect the work to be carried out at the IFEMA PALACIO MUNICIPAL. Second.- Failure to comply with the aforementioned regulations may result in disqualification from contracting with IFEMA for the time it determines or from attending any Event or Fair that is organised or held at its facilities. Third.- The legal provisions cited in these regulations are those in force at the time of writing this edition of the IFEMA Rules for Participation. Should any of the aforementioned provisions be modified or replaced, the legal reference shall be deemed to have been made, in all cases, to the legislation in force at the time of its application.
19 Annex 1. Regulations of Access and Visit Times for Loading and Unloading Vehicles
PREMISE The Loading and Unloading bays are not parking areas. Vehicles are allowed only one loading or unloading operation in these areas and must immediately leave going to the appropriate parking area. While fairs are being held, access to and parking in these areas is strictly prohibited without specific authorisation by IFEMA.
OBJECTIVE To ensure that vehicles are present in the Loading and Unloading Areas only for the time strictly needed for these operations, giving greater availability of spaces and fluidity of interior traffic, thereby benefiting all the groups taking part in assembly and dismantling.
20 Annex 2. Information on Occupational Health and Safety Measures in Exhibition Areas during Assembly and Dismantling
INFORMATION ON EMERGENCY MEASURES AND EVACUATION IN IFEMA MUNICIPAL PALACE, PLAN SHOWING LOCATIONS OF EVACUATION ROUTES, EMERGENCY EXITS, FIREFIGHTING AND HEALTHCARE FACILITIES
Expanded plan of the Exhibition Areas
IFEMA PALACIO MUNICIPAL - GROUND FLOOR
IFEMA PALACIO MUNICIPAL - 1ST FLOOR
21 APPENDIX 2. INFORMATION ON OCCUPATIONAL HEALTH AND SAFETY MEASURES IN EXHIBITION AREAS DURING ASSEMBLY AND DISMANTLING
Expanded plan of the Exhibition Areas
IFEMA PALACIO MUNICIPAL - 2ND FLOOR
IFEMA PALACIO MUNICIPAL - 3RD FLOOR
22 APPENDIX 2. INFORMATION ON OCCUPATIONAL HEALTH AND SAFETY MEASURES IN EXHIBITION AREAS DURING ASSEMBLY AND DISMANTLING
Expanded plan of the Exhibition Areas
IFEMA PALACIO MUNICIPAL - 4TH FLOOR
IFEMA PALACIO MUNICIPAL - 2ND FLOOR
23 APPENDIX 2. INFORMATION ON OCCUPATIONAL HEALTH AND SAFETY MEASURES IN EXHIBITION AREAS DURING ASSEMBLY AND DISMANTLING
In compliance with the Occupational Health and Safety regulations, IFEMA informs companies that carry out work in the exhibition/meeting areas of the IFEMA PALACIO MUNICIPAL about the risks that exist in these areas during the assembly and dismantling phases, as well as the health and safety measures to be adopted to eliminate or minimise them.
GENERAL ISSUES In order to avoid Workplace Accidents, all companies and/or professionals working for themselves or third parties inside the IFEMA PALACIO MUNICIPAL must comply with the Occupational Health and Safety regulations with respect to the tasks they perform. Special care must be taken with machines and tools, as regards their compliance and training of users, circulation of vehicles and use of Personal Protective Equipment. Likewise, companies contracting or subcontracting others for work must also ensure they adopt these prevention and safety measures. Specifically, as a general safety measure in the event of a concurrence of activities it shall be mandatory to wear a hardhat, high-visibility vest and safety footwear throughout the assembly and dismantling phases of fairs and events in all of the exhibition areas. Access will be strictly prohibited without said personal protective equipment. This instruction applies to any person accessing, in transit or carrying out activities in, or simply present in the halls or exterior exhibition areas during the assembly and disassembly procedures. This instruction does not exempt anyone from the responsibility to use any other protection equipment necessary for each specific task in the course of said assembly and dismantling phases.
Basic Emergency and Evacuation Regulations • When you arrive at your work area, identify and • Be sure that all your personnel are leaving ahead of show your personnel the Evacuation Routes, you and go to the announced meeting point. If you Emergency Exits and Firefighting Equipment. notice anyone is missing, tell the emergency teams. • When you hear the Evacuation Order, transmit it to • Avoid doing anything which might cause panic. all your personnel and start evacuation immediately. • Aisles and evacuation routes must be kept free of • Leave the area via the Evacuation Routes to the objects at all times. Emergency Exits.
24 APPENDIX 2. INFORMATION ON OCCUPATIONAL HEALTH AND SAFETY MEASURES IN EXHIBITION AREAS DURING ASSEMBLY AND DISMANTLING
RISKS PREVENTION MEASURES Risk of same level • Keep your assigned work area clean and tidy. falls due to tripping • Do not store material or work in the interior aisles. over various materials.
Risk of stepping • Do not leave materials with protruding nails or screws on the floor. on sharp objects.
Risk of impacts • All vehicles circulating in the IFEMA PALACIO MUNICIPAL loading and unloading area shall with vehicles. use the safety equipment established by the manufacturer, with the permanent use of lights and sound. • Drivers or operators shall have adequate training and shall apply these measures at all times. • Do not carry more people than that permitted for each type of vehicle. Risk of falling objects. • During the assembly and dismantling of raised installations, the necessary measures shall be adopted to avoid accidents due to falling objects.
Risk of starting fires • The materials used for covering floors shall be EFL fire retardant. In the case of walls and in assembly materials. ceiling, materials shall be class c-s2, d0. • Construction and decoration materials cannot include easily flammable elements (straw, wood or paper shavings, sawdust, peat, etc.). • Unobstructed access to the firefighting installations (hoses, FHCs, extinguishers, alarms, emergency exits, etc.), even when these are inside the contracted spaces. • Before work begins, all companies shall inform their employees of the location of the Evacuation Routes and Emergency Exits in the assigned exhibition area.
For any type of Emergency Public Emergency Services +34 91 722 54 00 112 24-hour service Your own safety and that of everyone working in the IFEMA «HELP US PREVENT ACCIDENTS» PALACIO MUNICIPAL depends on your appropriate action. Thank Occupational Health and Safety you for your cooperation. Committee
25 Annex 3. Technical data of the Halls of the IFEMA PALACIO MUNICIPAL
AREAS MAXIMUM CAPACITIES
LOCATION NAME COCKTAIL FOOD THEATRE SCHOOL SURFACE AREA
AUDITORIUM A — — — — 2.810 m2 1,812 seats
MAIN HALL — — — — 1.013 m2 CENTRAL GROUND FLOOR STRASBOURG HALL 534 350 — — 534 m2
CAFETERIA 800 500 — — 800 m2
HAVANA 58 38 50 23 58 m2
BUENOS AIRES 66 44 56 26 66 m2
FIRST FLOOR MEXICO 58 38 50 23 58 m2
PRESS ROOM Unalterable layout 45 100 m2
PRESS HALL — — — — 34 m2
CARACAS 74 49 63 30 74 m2
BOGOTÁ 74 49 63 30 74 m2 SECOND FLOOR LA PAZ 82 55 72 33 82 m2
RIGHT-HAND MONTEVIDEO 82 55 72 33 82 m2
WARSAW 50 33 42 20 50 m2
PRAGUE 50 33 42 20 50 m2
STOCKHOLM 50 33 42 20 50 m2 FOURTH FLOOR OSLO 50 33 42 20 50 m2
BUDAPEST 24 16 20 9 24 m2
BRATISLAVA 91 61 77 36 91 m2
SANTO DOMINGO 87 58 70 34 87 m2 LESS 2 SAN JOSÉ 60 40 50 24 60 m2
MULTI-PURPOSE 1.050 1.050 — — 2.445 m2
MULTI-PURPOSE THIRD FLOOR Left-hand side 900 504 — — 1.156 m2
Right-hand side 150 150 — — 509 m2
The capacities indicated below are under review, so they may experience slight changes in terms of measurements and capabilities.
26 Annex 4. Legalisation of Electrical Installations to be Implemented in the IFEMA PALACIO MUNICIPAL
1. INTRODUCTION IFEMA PALACIO MUNICIPAL is a building that is open to the public, and therefore its fixed electrical installations have been duly legalised. This document provides guidelines for the legalisation of those electrical installations that are temporarily assembled at the Trade Fair Venue and correspond to different types of events such as: Congresses, Shareholders’ Meetings, Product Presentations, etc.
2. APPLICABLE REGULATIONS The regulations applicable to this type of installations are those described below: • Low Voltage Electrotechnical Regulations approved by Royal Decree 842/2002 of 2 August. • Order 9344/2003 of 1 October, Ministry of Economy and Technological Innovation, which establishes the procedure for the processing, commissioning and inspection of non-industrial electrical installations connected to a low voltage power supply. • Resolution of 14 January 2004 of the General Directorate of Industry, Energy and Mines whereby the official models of the Technical Design Report and Installation Certificate of the Community of Madrid are published.
3. REGULATORY REQUIREMENTS The installations built for the events indicated above are categorised as temporary installations, with two possible scenarios: Installations with power limit < 50 kw Installations with power limit > 50 Kw a) Installations with power limit of 50 Kw Once the installations have been executed and the corresponding verifications have been carried out, in accordance with the provisions of section 3 of the ITC-BT-05, the authorised Low Voltage installer must submit the following documentation to the EICI (Inspection and Industrial Control Entity): • Official application form (provided by the EICI on submission of the documentation). • Technical Design Report, according to official form (2 copies). • Installation Certificate with verification of the installer (five copies). • User information file (two copies) • Accreditation of low voltage installer, in force. The EICI will proceed with processing the copies of the Installation Certificate, returning four copies to the authorised installer, and will also return a copy of the Technical Report. The installation may be reviewed by the EICI if it is included in the established sampling, for which it must contact the Authorised Installer and the Project Supervisor. b) Installations with power limit of > 50 Kw Once the installations have been executed and the corresponding verifications have been carried out, in accordance with the provisions of section 3 of the ITC-BT05, the authorised Low Voltage installer must submit the following documentation to the EICI: • Project plan drafted and signed by qualified technician and approved by his/her official professional association (two copies). 27 APPENDIX 4. LEGALISATION OF ELECTRICAL INSTALLATIONS TO BE IMPLEMENTED IN THE IFEMA PALACIO MUNICIPAL
• Official application form (provided by the EICI on submission of the documentation). • Certification of the Installation and verification of the installer (five copies). • User information file (two copies). • Works Management Certificate (two copies). • Valid accreditation of the low voltage installer. • Additional documentation that justifies deviation, where applicable, Within a maximum period of FIFTEEN (15) DAYS the EICI shall check that all the aforementioned documentation has been submitted and that it complies with the regulations in force. It shall then process the copies of the Installation Certificate, returning four copies to the Authorised Low Voltage Installer, keeping two for itself and sending two others to the property owner. Likewise, a copy of the project plan shall be returned for the owner or his representative. The installation may be reviewed by the EICI if it is included in the established sampling, for which it must contact the Authorised Installer and the Project Supervisor.
4. RATES AND FEES The rates to be paid to the EICI are set for annual periods by the General Directorate of Industry, Energy and Mines. The fees to be paid for each installation are those approved by the General Directorate of Industry, Energy and Mines.
28 Annex 5. Environment, Energy and Sustainability Standards for Events (for Exhibitors and External Operators)
GENERAL MEASURES • Keep facilities clean and avoid clutter to convey an image of respect for the Environment and Society. • Use natural resources rationally, close taps and turn off lights when they are not necessary to avoid needless consumption of water and energy. • Turn off all equipment or installations when their operation is unnecessary. • Keep the facilities and infrastructure in good condition to avoid unnecessary consumption of natural resources. • Inform the IFEMA staff if you detect any potential leaks of water or compressed air and/or faults in the equipment or installations, in order to avoid consuming unnecessary energy or natural resources. • Whenever possible, use public transport or shared vehicles. • Smoking is forbidden inside the IFEMA PALACIO MUNICIPAL and next to waste and merchandise storage areas.
MEASURES FOR DEALING WITH CHEMICALS • It is forbidden to throw chemicals down the drains of the facilities. • It is forbidden to unload, store and handle dangerous chemicals (flammable, corrosive, oxidising, toxic, etc.).
MEASURES FOR DEALING WITH WASTE • Do not pour waste down the drains of the facilities. • Always keep the waste that is generated in suitable hygienic and safety conditions - that is, in general, in a well-ventilated, cool and dry place, away from work areas where tasks that generate sparks or heat are being or are going to be carried out. • Manage the waste generated during the preparation and holding of the fair/event. If you do not wish to or cannot do so, IFEMA will manage it for you under the conditions established in the General Rules for Participation of IFEMA PALACIO MUNICIPAL, applicable to your contract type. In any case, you must ensure that different types of waste are not mixed, and that they are deposited separately into specific containers (paper-cardboard, plastic-containers, wood, glass, inert waste, etc.). • In the event of accidental spillage, leakage or deterioration of the containers/recipients containing waste, notify the IFEMA staff immediately.
Consult conditions for waste management with IFEMA if you cannot or do not wish to carry it out yourself.
29 Ed. 05/2019