Please read below for important information regarding the rules and regulations to abide by when exhibiting at Rail Live.

Strictly NO alcohol to be consumed onsite or distributed from stands at any time. Please only smoke in designated areas. If you are suspected to be under the influence of alcohol or drugs, you will be escorted off site immediately.

Balloons and Kites are not permitted under any circumstances. Any inflatables must be discussed with the show organisers and H&S permission obtained – without approval, they will be deemed dangerous and removed.

There will be catering units open from 10:00 – 15:00 on Monday 15th and Tuesday 16th June, and 08:00 to 16:00/16:30 on Wednesday 17th and Tuesday 18th June. No catering will be open on any other days.

Any on stand catering will need to be approved by the organisers by filling in the appropriate form.

Any children under the age of 16 are NOT permitted on the site during build-up, live days and breakdown, or to be left in vehicles. The only exception to this rule is the Primary Engineer programme hosted by the venue and show organisers which has been fully risk assessed.

It is the exhibitor’s sole responsibility to ensure that their stand remains clean throughout the build-up and open days of the event. During the build-up and dismantling, exhibitors are requested to remove all of their own rubbish to bins provided around the site.

Any rubbish that is viewed as considerable excess waste left on a stand post show will be charged the associated costs for the removal.

No complex, 2 storey structures are permitted at Rail Live without prior written consent from the organisers.

Care must be taken to avoid damage to any part of the venue, equipment or any hired furniture. Should you, your staff, or your contractors cause any damage or disfigurement including to the ground, you will be charged for the damage. Please note that material must not be attached to the fabric of the marquees and any damage to the pvc walls will be charged on.

Distribution of literature and promotional material must only be conducted from your stand. You must not distribute anywhere else, including registration.

Exhibitor and Visitor drones are strictly prohibited during Rail Live without prior written consent. Requests can be sent to raillive@bauermedia.co.uk and permissions will be granted at the discretion of the organisers and venue.

ALL electrical requirements must be booked via the show official electrical contractor, Excel Electrics, via the quick link on the manual. Generators are NOT permitted. All portable electrical appliances on-site should be PAT tested.

Please note, power is not 24 hours unless requested – power will be activated at 13:00 Tuesday 16th and shut off 18:00 on Thursday 18th June.

If the Events Team considers that an emergency is a major incident then overall operational command will fall to the emergency services and the Events Team will act in accordance with this plan and as directed by the Emergency Services. The public address system will be used to make emergency announcements in the unlikely event an evacuation is required. Please contact the organisers if you have any concerns.

Under the Equality Act 2010, Exhibitors are now responsible for ensuring the design and construction of their stands provides for increased access for disabled people. This is not only about physical access to the stands for wheelchair users but also includes access to products and written information for people with visual impairments and access to the same standard of service for all other disabilities. However it is important to take account of health and safety legislation which has primacy over the disability regulations. If you require further guidance or support, please contact the show organisers

Whilst the show will have relevant fire safety points and marshall on site, Exhibitors are responsible for providing their own relevant fire safety equipment/extinguishers to support their requirements.

The show first aid point is located in Zone E, near the organisers office. If you need assistance, please alert your nearest zone manager, security or member of staff (anyone in Rail Live uniform).

Every Exhibitor is required to make their own logistical arrangements including delivery of goods, storage, transportation and lifting/forklifting. The organisers will not take receipt of any Exhibitor deliveries and there is no storage on site. Please refer to our show logistical partner, CEVA, for support.

Please ensure you bring your own equipment to transport your goods and deliveries (eg. Trolleys).

Exhibitors are responsible for their own waste. The show site will have various collection points, litter pickers, skips and 1100 litre bins for you use – please make use of these. Excessive waster, stand display items, pallets and any other large items of waste, are yours to dispose of. Any waste left behind that is deemed excessive will be charged back to the Exhibitor.

Any event material left behind will be considered waste and disposed of.

Any items found around site should be brought directly to the Organisers Office located in Zone E.

The use of LPG/Compressed Gas on site is prohibited. If the use of this is critical to your exhibition please email the Show Organisers and we will review the request.

Exhibitors wishing to play music on their stands need to obtain a PPL and PRS licence/ The Music Licence.

More information can be found here: PPL PRS | TheMusicLicence | The UK's public music licensing company

Any stand playing music or video footage must keep their stand down to a level that is not intrusive to other Exhibitors. If the Show Organisers deem it too loud, you will be asked to turn the volume down or turn it off. If you foresee anything on your stand being ‘loud’, please notify the Show Organisers in advance.

The Organisers Office will always be manned during open hours on build-up, live days and breakdown. This is located in Zone E. You can also call us on 01733 468040 (please note customers in the office will take priority over incoming phone calls).

All exhibitors whether indoors or outdoors MUST wear an upper hi-vis garment at ALL times (orange for the railways, no other colour will be accepted) and advised to wear strong shoes/safety boots (Strictly no open toe). This applies to Bulid-up, live days and breakdown. Your own risk assessments should prevail to determine whether more personal protection/safety is needed. You are responsible for your contractors and staff in support of your stand. Anyone not in appropriate PPE will be questioned, and may be asked to leave site if deemed necessary. A limited amount of Hi-Vis will be available to purchase onsite for anyone who arrives without one. 

The PA System is for official and emergency use only. It is not available to Exhibitors for any other purpose.

While we do everything we can to keep the site secure, it is your responsibility as the exhibitor to ensure that your stand is secure and items are safe. The site has a security personnel and dog handlers patrolling the site overnight. The entire premises is surrounded by a high wire security fence – please do not walk through barricaded/fenced off areas.

Please never leave your stand unattended unless the site is closed and lock away valuable items. Build-up and breakdown can be high-risk periods.

Please ensure you are familiar with the package you have booked and what this includes – if you’re unsure please contact the show organisers.

PREMIUM MARQUEE PACKAGES – 4 x 500W sockets, 1 x ceiling light, coloured carpet of choice, a tall table and 2 x stools in either white or black, a branded flag and pole, banner rail and banner.

MARQUEE PACKAGE – 1 x ceiling light, 2 x 500W socket, grey carpet and a banner rail (for you to provide your own airmesh banner).

SPACE ONLY – the plot only. All services bookable.

This Exhibitor Manual forms part of the Terms & Conditions, alongside what you agreed to upon signing your contract for the show.

The event site will have various toilet locations and this will be clearly signposted and marked on the show map, including accessible toilets. On build-up and breakdown, only green toilets will be available, followed by trailers on live days. These will regularly cleaned and emptied – if you’re not happy with the standard, please contact the Organisers Office.

If arriving by car, please use the site postcode until you see event yellow road signs to direct you to the car park. If arriving by train, the show organisers will be putting on shuttle coaches from Stratford Parkway and Honeybourne Station (please visit the website for further information).

Any vehicles wanting to access the show site for build-up and breakdown require a vehicle booking pass – please use the appropriate quick link to make a booking.

Please note, no vehicles are allowed in the show site during open hours, nor can deliveries be made or maintenance carried out.

The main car park for visitors and exhibitors is located directly opposite the main site entrance. We have golf buggies to aid Visitors and Exhibitors getting into the main show area from Monday 15th June. No vehicles can be left within the show area during the live days – if you require your vehicle because it is part of your exhibit, please obtain permission from the show organisers.

Where there is no internal hard road, temporary metal roadway will be fitted. Please do not drive on grass or on another Exhibitors stand plot.

Please adhere to the 5mph speed limit on site.

There will be water points in various points on site. These will be clearly signposted and on the show map. There will be non-drinking water pipes (to use for water butts, flag bases etc), and drinking troughs. All catering units will also sell bottled water. We encourage you to bring a reusable water bottle to make best use of the water stations.

We will be installing a show site wi-fi which will be free for Exhibitors and Visitors to use – this will be in the form of ‘hotspots’ in key areas such as registration, catering areas and the business lounge. However, this isn’t a reliable internet source – if wi-fi is crucial to your exhibit, please book a dedicated network via the relevant quick link for our official show contractor.