Stand Plan Submission

It is a legal requirement that all ‘Space-Only’ stands are inspected independently for compliance with prevailing Health and Safety Law and Approved Codes of Practice. It is the sole responsibility of each exhibitor to ensure their contractors follow the  g-Guide and fully understand the 4YFN regulations as detailed in this Operations Manual.

The plan-inspection service is provided by our appointed Contractors, Abraxys Ltd who will inspect all your plans and documents as well as supervising the onsite build.

Details of what is specified as Complex and how you should submit your stand plans and documents, as well as important regulations to abide to, are explained below.

Important note: All space only stands are to remember that the top of stands must also be capped off. The top of stands are to be dressed to conceal internal structure from the walkway viewing.

The deadline for ALL plans and documents to be submitted is Friday 10 December 2021

Please note: Stand Plans documents must be submitted directly to Abraxys trough their documents upload platform. 

General Information
Submission Process
Complex Structures
Double Deck / Two Storey Stands
How to obtain permission to build a Complex Structure 
Abraxys Ltd. contact details

General Information

Space only stands do not include walling, stand dividers, stand fittings, electrics, carpet or floor coverings and you are responsible for organising all of this at your own cost

  • All space-only stands must be designed and built by experienced exhibition contractors/ stand-builders
  • The design of your stand is your responsibility and must be substantial by nature
  • When you design your stand please ensure that the view of other stands and of the exhibition as a whole is not obstructed. Please refer to the “Enclosed Exhibition Stands (50% rule)” for further information
  • Dividing walls between stands  must consist of solid walling, provided by you
  • Whilst it may be that you are adjacent to another space only stand, all walls adjoining other stands that exceed 2.5m must be ‘backed off’ – i.e. finished to present a plain, white, flat surface to the adjacent stand down to 2.4m. Signage, logos or projections are not allowed on this area so as to be visible from the adjacent stand
  • Walls over 3m in height must be completely self-standing. As with all structural elements, Grao Technic will inspect the solidity of the stand
  • When you arrive on-site, the area of the stand will be marked out on the floor. It is your responsibility to ensure that the stand is built to the correct floor markings. If you are in any doubt about the location of your stand, please speak to the Hall Manager who will be able to assist you in establishing the boundaries within which you and your contractors must build and work

All stand plans have to be approved before the build-up commence. Build crews cannot begin build if a ‘Commence to build’ letter from Abraxys has not been received.

IMPORTANT:  a “Commence to Build” letter will not be issued until all the relevant documents are reviewed and accepted, these include H&S Declaration, Risk Assessment covering the build period, show open days and dismantling, Method statement, Stand Plan designs and where applicable the double deck method statement, rigging calculations and stand calculations.

    Submission Process

    Click here to upload your stand plans and documents

    Fully detailed, scaled plans and designs must be submitted for all of the below packages. The Contractor Form must also be completed and submitted to notify the organisers of your contractor by the deadline date stipulated, ahead of the stand plan deadline. Forms can be found in the Forms & Deadlines section in this manual.

    • Space Only Stands (incl. Space Only Hospitality and Hybrid stands)
    • Double Deck Stands
    • Outdoor Structures
    • Complex structures
    • Internal fit outs of Meeting rooms
    • Internal fit outs of Outdoor Structures

    To view a process flowchart of the Plan Submission Process please  click here.

    ALL designs must include, but are not limited to, the below: 

    • Detailed technical plans at a scale of 1:50 detailing:
      • Side & height elevations
      • Evacuation plan showing all necessary smoke detectors, escape route signage and locations of fire extinguishers 
      • Stand number & exhibitor name
      • Details of any rigging requirements or hung elements
      • For Hybrid stands only: indicating m 2of hospitality vs. exhibition space in line with the contracted m 2
      • All rigging requirements or hung elements must be detailed in full. To read through the rigging regulations please  click here. It is important to submit the Rigging Information Form as early as possible, which can be found in the Forms & Deadlines section.

      • If you are planning on installing a kitchen as part of your stand design, you must include a detailed layout indicating the exact location of any electrical equipment (ovens/kettles etc) to allow this to be checked by the appointment Health & Safety Company
    • On site contact person’s name and mobile contact number
    • Detailed information regarding the materials being used. Including up to date fire resistance certificates. To find out more information about material specifications, please  click here
    • All stand plans will be required in English to confirm that all rules and regulations have been adhered to.
    • Photographs, faxed drawings or drawings from other exhibitions will not be accepted

    Non-Complex Stand Plans must include:

    • Event and Venue details, together with Stand number & Hall number
    • Metric Dimensions clearly marked
    • Plan and elevation drawings, together with a visual. (Not hand drawn)
    • Details of all materials used, together with an Electrical plan
    • Height of all elements over 2.5m, together with height of highest point
    • Vision panels in all storage / meeting room doors
    • Evidence that all storage / meeting room doors do NOT open out onto the aisle. Storage or meeting rooms situated AWAY from the aisles must have doors that open outwards - not onto a gangway, only inside the stand space
    • Fixing details for suspended or cantilevered sections of the stand using suspension wires
    • Detailed explanation of floor coverings: All floor covering must conform to prevailing fire regulations. Your supplier will be able to give you certification for this and it is advised you take a copy with you to the show for inspection. Please note that generally ‘Astroturf’ or other simulated grass effects are inherently not fire-safe and not approved for use within the exhibition hall. Please do not use these, please always check with the organisers or your contractor
    • Platforms – height, materials and details of wheelchair access ramp dimensions
    • You must show that all stands with a raised platform include a ramp to allow wheel-chair access. Some of the regulations require: 
      • A gradient of no more than 1:10
      • Handrails (on both sides)
      • Minimum width of ramp. (150mm)
      • All stands with a platform higher than 5cm on which people could stand must have an access ramp

    Warning! There are other design elements that are required to fulfil the requirements of disabled visitors (width, area to top of ramp). Please click here for more information.

      • Confirmation that all platforms have rounded corners and edging to stop carpet lifting away from the edge of any platform. These must form a smooth curve and not simply be filed down. All edges must be rounded off, sharp cornered angles are not permitted
      • Show any heavy equipment – e.g. Large screens etc. and how these are to be fixed securely, including secondary fixing (especially lighting to truss elements)
      • Show that all top and sides of any single or double deck / two storey stands will be ‘capped off’ (presentable from above) and finished to a high standard. No open areas showing cables are to be left in view

      Complex Structures

      A complex structure is any form of construction, of any height which would normally be designed by an engineer and/or has, through a risk assessment, been found to provide a significant risk. In relation to this event, complex structures are defined by the below:

      • Double deck stands with under passes and / or staircases to any area. Please note a double deck structure is not permitted unless otherwise agreed by the organisers
      • Suspended structures that require 10 or more rigging points or are classed as 'complex' by Fira de Barcelona or the Stand Plan inspection agencies
      • Platforms and stages over 0.5m in height and those including staircases (see diagram below)
      • All outdoor structures (due to their possible exposure to harsh weather conditions structures built in the outdoors need to withstand wind speeds of up to 100km/h)
      • Where there is a raised area (e.g. seating area) above the general height of the floor or platform. Nominally, the critical height is 500mm above the floor, but the venue and organiser may require the designation as complex of such areas that are below this height. This is decided on a case-by-case basis
      • Where machinery or other heavy element is displayed other than at ground level. An example might be a machine which is on a steel frame to be seen at eye level. As detailed below, structural calculations will be required, together with other details
      • Where there is any form of tiered or ‘grandstand’ style seating
      • Stands bigger than 100sqm due to local regulation regarding escape routes


        Please note:

        • Rules relating to the build of a two storey / double deck structures within the confines of the venue, are rigorous and venue specific. All construction is subject to the rules and regulations of the  Spanish CTE (Código Técnico de la Edificación)
        • All double deck, outdoor & complex structures and complex suspended structures / rigging must receive a formal  certificate of stability from Graó Tècnic, the official structural technician for Fira Gran Via. This certificate has a related cost which will be communicated to the exhibitor by servifira with a quotation.
        • The above descriptions are a guide only and due to the nature of the regulations cannot be comprehensive. It is the decision of the venue, structural engineers and Abraxys Ltd as to whether the stand must be deemed complex. Their decision is guided by global exhibitions regulations and local law and it is final. It is therefore outside the organisers’ control.

        Double Deck / Two Storey Stands

        Depending on the location of the stand, some exhibitors are entitled to build a second storey to their stand if agreed by the organisers. The permissible maximum build height is 6m however, due to the variance in heights within the different halls, all exhibitors must refer to the Build Height Restrictions section of this manual. 

        • To find out more about height restrictions, please  click here. All height restrictions specified must be adhered to.
        • Any halls with a permissible build height of 5m or 6m are permitted to build a two-storey stand. Please ensure you take into consideration the head height of the second platform. 

        Please  click here to view the village map, technical floor plans and pillar plans.

        If you would like to upgrade to a two storey stand, please contact Sales Support or your appointed Account Manager . Once this is booked and confirmed you will need to supply all the details requested for a two storey stand as outlined. Second levels are charged at 50% of ground floor square metre rate. For more information please click  here.

        Structural approval of double deck / two storey stands and in some cases complex structures, have a cost associated. All costs for obtaining certification of the above mentioned complex structures, double deck / two storey stands and outdoor structures are at the cost of the exhibitor. Local architects may request participation by a representative of Fira de Barcelona 

        Please note that all double deck / two storey stands are also obliged to complete the  Double Deck Method Statement form in order to highlight their planned control measures to prevent accidents when working at height. The form can be found in the Forms & Deadlines section.

        IMPORTANT: Working at height without adequate preventive measures in place is strictly not permitted and will be stopped

        Please refer to the Working at Height section for more information.

        The Organisers and the venue or their approved Structural Technicians reserve the right to request structural calculations and approvals at the expense of the exhibitor, pre-show or on-site for any stand or structure at the event should they feel it to be necessary

        Exhibitors must ensure that their contractors take into account the head heights, when designing and building your stand, due to the build and rigging height regulations. The second floor of a two storey stand must be a minimum of 2.5 metres in height from the floor and 2.2 meters under restricted use of max 10 pax.  When designing hanging elements of your stand design, to be rigged please remember to take ceiling heights into consideration.

        How to obtain permission to build a Complex Structure 

        If you are planning to build a complex structure further information is required as outlined below:

        • Distribution plans of both levels of the construction (if not included with other documentation)
        • Calculations of the main structure which must include the following:
          • Full structural calculations of all build elements, taking into account the maximum floor loadings of the exhibition floors. To view floor loading capacities, please  click here
          • Details on the load transmission of pillars to the exhibition floor, of any upper decks
          • Details on the maximum horizontal impact strength of any walling or handrail element (minimum 1kN per m)
          • Outdoor structures only: Details of wind stability (minimum 0.52kN/m 2(100km/h wind) according to  Spanish build regulations (CTE)
          • Double deck structures only:
          • Author of the calculations, title, date of drawing & full contact details

        For any questions regarding this please contact the official structural engineers, Graó Tècnic by email or call +34 935284000 / +34 670965795

        If you are planning to install a Complex Suspended Structure (10 or more rigging points), the following information must be submitted in addition to the required stand plan documentation: 

        • Full calculations of the load distribution for the suspended structure. For further information read through the Rigging Regulations

        All submitted information will be received by the appointed stand plan inspection agency, Abraxys Ltd. For any queries, please  email or call, +44 2087472045

        For any queries regarding double decker stands, complex structures, complex suspended structures or outdoor structures please contact the official structural engineers, Graó Tècnic by email or call +34 935284000 / +34 670965795

        The Deadline for ALL plans and documents to be submitted is Friday 10 December 2021.

        Required documents which are received after the deadline date will have difficulty seeking the required checks in time therefore please help us and our colleagues to help you. The Organisers, nor Fira the venue, can help speed up the checking processes. Plans without the required authorisation will not be permitted to start building until the appropriate authorisation has been received.  

        Stand Building Regulations

        For a list of rules and regulations which must be abided to, please click here

        Abraxys Ltd.

        For any queries regarding stand plans approval or stand building regulations, please contact Abraxys by email or call  Tel: +44 20 8747 2045