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Ezone Organiser & Hall Regulations

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Ezone Organiser & Hall Regulations

Organiser & Hall Regulations Info (A-Z)

Please click on any of the subject headings below for further information.

Access & Deliveries

Any large or slow-moving vehicles should only enter or leave the main entrance via the B4113 (direction of Leamington Spa). From here the A46 can be easily accessed without using the narrow bridge in Stoneleigh Village.

5.55 metres is the height limit of the Main Entrance/Gatehouse

Any published routes on websites and literature should avoid Stoneleigh Village and its narrow bridge. Routes should be published to ignore the signage and leave the A46 at Thickthorn Island (signposted for Leamington Spa & Kenilworth). Traffic can then be directed to use the B4113 and turn left into the main entrance. For advice on signage please discuss with your Event Manager.

5.55 metres is the height limit of the Main Entrance/Gatehouse


Our preferential hotel which is close to the event venue is,

Chesford Grange Hotel

 B4115, Kenilworth CV8 2LD

To book your accommodation for the Event, please visit their website or call directly on the telephone number below.

Tel: 01926 859331


The consumption of alcohol within the halls during build up and breakdown is not permitted and anyone working under the influence of alcohol may be removed from the venue.

No stands at the show are allowed to sell or sample alcohol, either for on or off-site consumption.

Audio-visual Services

Aztec event services are the official supplier of screens, laptops and other services, with a team of technicians available throughout the event to assist you. Screens are only included on your stand if you have a turnkey package. To order Audio-visual please refer to the order forms page. 


Tel: 020 7803 4000

Badges & Passes

Each Exhibitor will be required to wear an exhibitor badge to gain access to the Hall during the Build-Up, Open Period and Breakdown. Please note, these badges must only be worn by employees or temporary stand staff of the Company. 

All contractors wishing to gain entry to the Hall during Build-Up and Breakdown must complete this form to confirm you and anyone coming onsite has read and understood the CDM Regulations here. You will receive an email confirmation once complete, which you will use to gain access to the hall. 


In general, we do not recommend the use helium-filled balloons in the halls.

Exhibitors using helium balloons must ensure they are adequately secured to their stand and be aware that substantial charges will be levied for the removal of balloons from the roof and for any damage caused to the ventilation system.

Balloons must be positioned at a height of no more than your maximum stand building height from the hall floor to the top of the balloon and hang only over your own stand space. Shell scheme exhibitors may not display balloons higher than the shell scheme max. height, which is 2.5m. Helium gas cylinders must be removed from the hall once the balloons have been filled. The wrapping of the balloon must be made of fireproof material; in accordance with local standards.

Please note: a plan must be submitted detailing the location, height and method of attachment.


The nearest ATMs are located in Finham (BP garage) or Cubbington (Shell garage). Leamington Spa or Kenilworth would be the closest towns with banks.


Rigging is only permissible for Stands who have paid the £1,950+VAT Sponsorship fee to the organisers.

Permission will only be granted after written request and payment to the exhibition organisers. All Rigging must be included in your stand design and approved by our H&S Partner before ordering services. All rigging related services must be carried out by the venue riggers.

Barcode Scanners

Please order your scanners here 

We recommend using the Data Scanner App which your team can use on their own device rather than a shared badge scanner.


Building & Aerial Services

Stoneleigh Park do not currently permit these services.  


Shell scheme stands come with grey carpet as standard.

Space only stands do not include floorcovering and exhibitors must make their own arrangements.  To view Flooring options please visit the order forms page to view options and order Carpet for your stand. 

Please note, there will not be any aisle carpet within the hall for this event. 

You are required to use a approved tape when marking out your stand to the venue floor, we would like to advise you that we currently have two suppliers who can supply this tape:   

Le Mark Self Adhesives  and  ISA Tape .

The Exhibitor will be responsible for any damage to the floor coverings, in or around the stand. Any damage caused to the carpet by an exhibitor or their contractor will be replaced and the cost of replacement charged to the Exhibitor.



If you intend to use any chemicals, you must notify the organisers by declaring your activities on your health & safety declaration form. You will be required to submit a risk assessment and COSHH assessment, in order to comply with the venue’s regulations. COSHH regulations must be adhered to.


In accordance with Health & Safety regulations, children under 16 years of age are not permitted in the Exhibition Halls during the build-up and breakdown periods. There are no exceptions to this rule. With regard to the show open periods, please refer to Section 18 of the Children and Young Person’s Act 1933, which outlines the laws regarding conditions for children working. If you intend for a person under 16 years of age to be working on your stand you must notify the organisers in advance of the show. You may be asked to show a copy of the Employment Permit issued by the education department of your local authority.

Stand Cleaning

Stand Cleaning is NOT included in the standard cleans of the Exhibition Halls.  Exhibitors can order stand cleaning directly via the below contact details


Tel; 02476 696969


A Cloakroom will be located TBC

Compressed Air

Stoneleigh Park  do not supply services such as these to stands as they do not permit gas within the halls.  Please contact the organiser for more details 

Customs & Excise

If you are importing any exhibits or displays for your stand from overseas you will need to ensure that you have customs & excise clearance

HM Customs & Excise
0845 010 9000

Deadline Dates

Space only stand plans will need to be submitted by 6th April 2023

For supplier order forms and deadlines, please visit the order forms page. Services may be available after the deadline date stated, however some of the costs may increase or availability may be restricted after this time.


All deliveries must be correctly labelled with the following information:

Stand Name & No.


Show Name

Organisers Office

Stoneleigh Park



You must ensure that a member of staff is on the stand to take delivery or sign for any goods. We are unable to accept delivery of goods on your behalf.

All deliveries and collections must be arranged within the agreed tenancy hours. Deliveries outside of these times are not permitted and will be turned away.

Deliveries made within these times must be accepted by the addressee only. Any items left onsite beyond tenancy hours that has not been agreed are liable for storage charges which will be passed onto the Organiser


Demonstrations should be highlighted on your health & safety form and a risk assessment completed for your activities.

Crowding of the aisles, walkways and entrances by visitors watching presentations are not permitted. Where neighbouring stands cannot mutually agree on satisfactory level for such activities, the organiser will act as an arbiter. The Organisers decision is final and non-negotiable.

The organisers reserve the right to curtail practice, which they consider dangerous or detrimental to the show. Noise levels must be kept below 50 decibels and not cause annoyance to neighbouring exhibitors and/or visitors. In the case of dispute the organiser’s decision is always final. We reserve the right to disconnect the stand power.

Dilapidations & Damages

You are not permitted to fix to any part of the fabric of the building and charges will apply to any associated damages. Charges will also apply for paint spillage, abandoned carpet tape, etc.

  • In terms of rubbish anything that will not fit into a black plastic bag will not be collected by the cleaners - it will be deemed as abandoned waste and will be charged for.
  • Shell scheme exhibitors are also reminded they are responsible for all shell scheme panels and will be charged for any damages through inappropriate fixings, painted panels etc.
  • Space only exhibitors are reminded that ALL stand fitting materials, exhibits and flooring must be removed from the halls during breakdown
  • The venue management will charge for any damage made to the walls, floors, paintwork, carpeting and other facilities. Therefore, exhibitors must protect the walls, flooring and fabric of the hall from damage at all times, particularly when moving materials or equipment and if painting or using other fluids on site.
  • Notices must not be affixed to the fabric of the building without prior permission. Sticky fixers, Blue tack, Sellotape must not be used on painted surfaces. Under no circumstances must cables, wires etc be attached or affixed directly to the walls or ceilings in the main exhibition areas. All Exhibitors need to be self-sufficient with regards to use and provision of equipment and the rigging/de-rigging of display material.

Disability Discrimination Act (DDA) / Equalities Act & Disabled Facilities

Exhibitors should be aware that they also have obligations under the Equalities Act 2010 (which has replaced most of the Disability Discrimination Act) because Exhibitors are considered service providers. Service providers are required to make changes, where needed, to improve service for disabled customers or potential customers. There is a legal requirement to comply with the Act to ensure disabled people are not treated less favourably than people who aren't disabled, which include:-

  • Reasonable adjustments must be made to services and environments so that disabled people can access them.
  • Inaccessible features must be removed or altered
  • A reasonable alternative, or means of avoiding inaccessible features, must be provided.
  • Delivery of services by a reasonable alternative must be provided.

It is important to understand that access for disabled people is not only about physical access to buildings for wheelchair users but also includes access to written information for people with visual impairments and access to the same standard of service for all. Health & Safety legislation should always remain the primary concern whilst making changes under disability regulations.

This list is by no means exhaustive and must be used a guide only.


Dogs, other than special assistance dogs, are not permitted at the show at any time.

Early/Late working

Any exhibitor or contractor wishing to work late to complete stand construction must contact the Organisers’ office by 12.00pm on the day in question, or in the case of early work, on the day before. Exhibitors wishing to carry out maintenance working during show open days must do so during the hour before and the hour after the show open times. Applications for extensions to these times must be made to the organisers in advance. Any charges imposed on the Organisers for such arrangements will be passed on to the exhibitor concerned. No work is permitted during the hours when the exhibition is open to visitors.

Electrical Services

There should be no unauthorised use of any sockets or supplies.

All electrical connections to mains should be arranged with our electrical contractor Human Built

Portable Appliance Testing (PAT) must have been carried out on ALL electrical equipment and electrical cables that are used on site within the Venue. Failure to comply with this will result in equipment being removed from the Venue. Current, passed, PAT labels must be clearly visible on all cabling and equipment.

Exhibitor Waste

We are committed to a zero-waste direct to landfill policy at the event and so, wherever possible, we ask exhibitors to help us achieve this by minimising waste materials on their stands.

It is incredibly important to us that our event stakeholders take responsibility and make the most efficient use of resources by reducing, re-using, and recycling or recovering all their event materials.

Please do:

  • Reduce material waste by careful consideration of required amounts
  • Refrain from using single-use items
  • Use digital references where possible or well sourced, sustainable resources if that is not an option
  • Consider the environmental impact of any giveaways, including giveaways of products which are designed to be reused or recycled
  • Consider the lifecycle of materials on your stand and try, where possible, to implement a circular economy approach – e.g., using recycled materials and/or designing materials to be recycled after use
  • Reuse resources wherever possible rather than disposing of them
  • Recycle and re-distribute any remaining items
  • Consider environmentally friendly transport (such as car sharing, public transport)
  • Encourage your customers or guests to bring reusable items such as refillable water bottles and coffee cups with them for use at the event



GSE have a full complement of Fire Extinguishers situated on site which are to be used for the protection of the building and public interest.

Any removal/misuse of, or damage to, Fire Protection Equipment within the Venue during contracted Hire Periods will be subject to a penalty charge.

Fire exits must be kept clear at all times and no exhibits or packaging materials may be stored behind stands.

All materials used in stand construction / dressing must be fire retardant to the relevant standards - please consult the operations team for further information. No naked flames or LPG will be permitted without prior written approval. 

Emergency information / First Aid

Onsite assistance will be available to aid injured or seriously ill person(s) prior to professional medical help can be obtained for the onsite duration.

First aid stations shall be easily accessible via clear signage to guide all parties of the location(s).

The First Aid Room will be located in the Foyer of Hall 2

In an emergency, contact the Event Organiser, or notify a member of security.

Floor Loading

The floors in Halls 1 & 2 are sealed power-floated concrete with a loading capability of 35kn/m2. They are suitable for forkilfts & other heavy vehicles. The floor ducts in Hall 2 have the same loading capacity. Hall 2a has a maximum point loading (point loads must be spaced at 1.0m minimum centres) 1200kg on 50mm x 50mm area for a short term load. Forklifts cannot be used in this area. Flooring is constructed of plywood. If you are bringing in/using any items that may exceed these floor loadings or have any special requirements, then please consult with your Event Manager in advance.

Food and Drink

The sale of food or drink (non-alcoholic) from exhibition stands will not be permitted.

Applications to retail food & drink (non-alcoholic) for offsite consumption should be sent to the operations team a minimum of 28 days prior to the show and will be reviewed and assessed in line with food safety/licensing regulations. Applications will only be considered if the exhibitor is registered as a food business with their local authority.

You will need to follow food hygiene standards as usual .


No furniture is provided with your stand unless you have a turnkey stand. Exhibitors may bring their own furniture, or it can be ordered from our supplier Creative Hire 

Please visit the order forms page to view options and order furniture for your stand. 


There are no mains gas connected to the facilities. Gas bottles are not allowed inside any of the Venues and are to be stored outside the building in lockable cages.

All connections must be undertaken by a registered Gas Safe engineer. Any activities as part of your stand, utilising gas should be outlined as part of your events Risk Assessment.

Please inform the organisers  if you intend to have gas of any type on your stand for approval, as gas cages may need to be brought to site.


If you wish to attach materials to your shell scheme such as posters, graphics and/or material we suggest the use of Velcro tape, blue tac or other removable adhesive fixings. The shell scheme panels are Velcro tape accepting and this option will not cause damage. Please do not stick anything to the metal work. Any damage incurred will be charged for. Any exhibitor intending to produce full size graphics to cover the shell scheme walls are first advised to contact the official suppliers in the order form page in order to determine the shell scheme walling configuration

Please note depending upon the size of the adjoining stands, a number of ½ m walling panels may be used to construct your stand rather than 1m panels. If you have any queries regarding shell scheme graphics, please contact customer success

Please refer to the order forms page to order graphics for your stand. 

Hazardous & Excess Waste

Exhibitors and their contractors must remove excessive or hazardous waste at the end of the show, otherwise charges will be incurred.

Excessive waste is defined as: more than 2 boxes of literature, stand fitting material, pallets, material packaging and quantities of unsold stock or ‘give-aways’. Any exhibitor who leaves excessive waste at the venue will be charged for removal by the venue.

Hazardous waste is classified by the 2005 Hazardous Waste Regulations as:
light bulbs and fluorescent tubes, electrical equipment and fittings, gloss and emulsion paint and their containers, cooking oils and their containers, aerosols both full or empty, oils and lubricants and oily rags.

Hospitality Catering

To order stand catering or hospitality including equipment such as coffee machines etc please click here

The above form will need to be filled out and sent to NAEC Stoneleigh Catering on the following email address 


Tel: 02476 696969

*Additional power may be required for electrical items


It is a contractual obligation that you have a minimum of £2 million public liability insurance as a shell scheme exhibitor, or £5 million for a space only exhibitor. You must send a copy of your insurance certificate to your Customer Success representative.

Please note that items on site, either on your stand or in storage, or in transit to the show are not insured by the organisers and exhibitors must make their own arrangements.

Intellectual Property Rights

The Trademarks Act 1994 dictates it is both an infringement and an offence to deal in merchandise which carries another organisation’s trademark, without consent. Infringements may be dealt with in the civil courts by the proprietor of the trademark. Offences are ostensibly a matter for the police and trading standards office.


Exhibitors are not allowed to display or hand out any literature or material in any form, other than within the boundary of their stand.

Lost Property

All lost property is dealt with by the venue Security Team. The office is located next to Medical in the foyer area, or it can go to the Organiser/Event Manager.

Music Licences

It is the responsibility of the Exhibitor to apply for the appropriate licences to play music on their stand. If an Exhibitor is found to be playing music at the Show without having applied for the appropriate licences, they will be asked to turn it off immediately and for the duration of the Show.

The licences are as follows:

  • Phonographic Performance Ltd (PPL)
    Exhibitors who play recorded music, i.e. from records, cassettes, CD’s, etc, in public are required by law to apply for a Phonographic Performance Ltd (PPL) licence. PPL controls the copyright regarding the public performance and broadcasting of sound recordings on behalf of the record producers. The appropriate licence must be secured in advance to prevent infringement of copyright. To apply for your PPL licence please contact 020 7534 1070.
  • N.B. If you require a PPL licence you will also require a PRS licence
    Performing Rights Society
    Exhibitors wishing to play music on their stand by means of TV, video, slide, tape presentation, record, tape, or CD player or live musicians must hold a licence by law, issued by the Performing Rights Society (PRS). A PRS licence is granted on behalf of composers and music publishers. It is the responsibility of the Exhibitor to contact the PRS directly. Their telephone number is 0800 068 4828.

Please contact Customer Success if you would like to play music on your stand 

Networking and Charity Dinner 

Join us for the CARS & MRE Charity Dinner bringing 200+ key industry players together for a relaxed and fun night of entertainment, good food and networking - all for a great cause.

Book here 

Date: 24 May 18:30

Location: Chesford Grange Hotel

Event: Charity Dinner; Networking drinks, three course meal, entertainment, charity auction

Kenilworth, Warwick CV8 2LD 

0330 107 1599

Ticket prices:

Single Ticket: £80 + VAT

Half Table: £400 + VAT

Full Table: £800 + VAT

Discounted CARS & MRE Hotel Rates - Chesford Grange:

To access the discounted rates (limited availability) on site for the charity dinner:

Single occupancy with breakfast £99 +VAT

Double occupancy with breakfast £111 + VAT

Book online!

The online rate code for your CARS & MRE guests to book bedrooms on 23rd and 24th May is ROAR23. Pop this code in the “PROMO/CORPORATE CODE” when booking via this link

Our ticket prices are kept as low as possible with the main aim being to provide CARS & MRE visitors and exhibitors with an industry meet up structured around networking, entertainment and raising money for charity. All donations on the night will go directly to the chosen charities. Charities TBC.

Book by phone

Alternatively, you can call Chesford Grange direct on 0330 107 1599 and state you are entitled to a ROARB2B discount for CARS & MRE 2023.

Stoneleigh site map

Please see Stoneleigh site map here

Organisers’ Office

The team at Roar B2B will be able to assist with any operational questions you may have over the upcoming weeks and months.

Onsite, the team will be based in the organisers office within the hall which will be clearly sign posted


Parking in any of the show allocated spaces will be free of charge. 

Parking areas TBC 

5.55 metres is the height limit of the Main Entrance/Gatehouse


Security cover commences at 0800 on 23rd May and no goods will be allowed on to the site before this time.

Although every reasonable security precaution is taken through the Build Up, Open Period, and Breakdown, The Organisers cannot be held responsible for any loss, damage, or accidents which may occur to any Exhibitor's (or Contractor's) property or personnel. We strongly recommend that any small or attractive items be kept under constant supervision and removed each evening. Your stand should NEVER BE LEFT UNMANNED at any time while the Halls are open.

The Organisers will not be responsible or liable for theft or injury - please see INSURANCE in this section.

Exhibitors are reminded to be particularly vigilant during the following periods: the last night of build-up; the first 30 minutes after the Show closes each day and the first two hours of breakdown.

The following points should be carefully noted:

  • During Build-Up: Once your exhibits have been placed on your stand, it is essential that the stand be manned at all times. Though The Organisers will do all they can to minimise risk, you are advised to take precautions yourself. Exhibitors needing extra security should contact the Organisers.
  • During Open Hours: All Exhibitors and visitors, in the interests of their own safety and security, may be searched and their bags searched on entering or leaving the building. We ask you to co-operate and insist your staff carry badges or passes at all times.
  • During Breakdown: Please do not leave your stand unattended at any time during the first few hours of breakdown or until all valuable exhibits or graphics have been removed. If you propose to leave anything valuable on the stand overnight, please contact the Organisers or Security.

Special Effects

If you are planning to use any special effects on your stand, you must inform the organisers as soon as possible by email.

Special effects include (but are not limited to) lasers, strobe lights, and pyrotechnics and smoke machines.

The information, which will be required, includes a risk assessment and full details of the operator and manufacturer. Certification from an independent specialist may also be required, and any costs associated with this will need to be covered by the exhibitor.


There is no storage within the halls. Exhibitors must make their own arrangements for the removal and storage of all packaging materials, cartons etc. Nothing is to be stored behind the stands or in changing rooms. This is a fire and health & safety risk. 


Please bring your own trolleys as these are not available to hire from the venue. Trolleys are only permitted on the exhibition floor outside show open hours for the safety of visitors.

Traffic Rules

Exhibitors are reminded that Stoneleigh Park is an open public accessible site, and therefore appropriate road management and safety provisions need to be considered.

5.55 metres is the height limit of the Main Entrance/Gatehouse

All Traffic on site should follow the site Traffic Rules.

No extended parking of lorries or large vans will be permitted without prior agreement of your Operations Manager. Any left onsite beyond tenancy agreement are liable for charges which will be passed onto the exhibitor.

It is the exhibitors responsibility to:

• Park in the allocated areas keeping both roadways and tenant’s buildings free from traffic.

• Display appropriate badges when parked with owners contact details visible

Any large or slow-moving vehicles should only enter or leave the main entrance via the B4113 (direction of Leamington Spa). From here the A46 can be easily accessed without using the narrow bridge in Stoneleigh Village.

Any published routes on websites and literature should avoid Stoneleigh Village and its narrow bridge. Routes should be published to ignore the signage and leave the A46 at Thickthorn Island (signposted for Leamington Spa & Kenilworth). Traffic can then be directed to use the B4113 and turn left into the main entrance. For advice on signage please discuss with your Event Manager.


Stoneleigh Park is situated right in the heart of the UK, with fantastic links to the M40, M1 & M6 Motorways.

By train, Royal Leamington Spa, Warwick and Warwick Parkway rail stations are situated on the main London Marylebone-Birmingham line whilst Coventry is a regular stop for the Virgin West Coast Mainline.

What’s more, Stoneleigh Park is easily accessible for international visitors – just a 30 minute drive from Birmingham International Airport.

There is plenty of free parking onsite for all visitors.


Halls 1 & 2, National Agricultural Exhibition Centre, Stoneleigh Park, Stoneleigh, Kenilworth CV8 2LZ


Vehicle exhibits must be declared on the Health & Safety declaration form and must comply with the regulations below. You are required to submit a risk assessment covering your activities to the organiser. 

(please refer to the regulations below on your risk assessment)

  • The fuel tanks of motor vehicles manufactured prior to 1984 must contain only sufficient fuel to move the vehicle in and out of the hall, due to the absence of safety features which prevent leakage.
  • Fuel tanks of motor vehicles manufactured from 1984 onwards may contain fuel.
  • Fuel tanks on all other petrol engine equipment must be empty.
  • The fuel tank must be sealed, wherever possible with a lockable cap
  • Vehicles may require a drip tray and must be positioned within the boundaries of the stand so that any protrusions, doors, tail lifts etc, do not infringe the stand perimeter
  • The running of engines during the open period of an exhibition is strictly prohibited
  • Vehicles must remain in situ for the duration of the open period.
  • Filling or emptying of fuel tanks inside the hall is strictly prohibited at all times

Wi-Fi/4G Connection

There is a Free Basic Public Wi-Fi facility across the exhibition Hall.

However, the only way to guarantee internet services is via your own personalized wireless SSID or a hardwired connection. 

If you wish to order a dedicated Wi-Fi Hotspot or hardwired internet to ensure access throughout the event, please complete this form and send to the email address below.  


Tel :02476 696969