Exhibitor Rules & Regulations

Emergency Procedures - Tobacco Dock

Emergency Evacuation Process

All medical emergencies, including requests for ambulances should be reported to the first aid room or to a member of security. Please do not call the emergency services directly, as this could waste vital time and result in inaccurate location and medical information being communicated to ambulance crews.

The following is the Fire alarm specification provided at Tobacco Dock Venue, 50 Porters Walk, Wapping London E1W 2SF and is monitored from site control.

The fire alarm system is two stages with an activation sequence as follows:

1. One smoke/heat detector is activated and sets off a pre-alarm in security control at which point event security and event fire marshals are discretely informed, via radio, making them aware that we may have a possible emergency situation.
2. An accept button is pushed in security control which allows 3 minutes to investigate the alarm. If the alarm is not cancelled (as a result of confirmation that it is a false alarm) within that time frame the alarm system sounds a continuous audible alarm, and the building is evacuated.
3. If two or more smoke/heat detectors go into alarm simultaneously, the alarm system sounds a continuous audible alarm, and the building is automatically evacuated.
4. When a glass fire call point is smashed anywhere within the building, the alarm sounds, and the building is automatically evacuated.

Fire Alarm Failure

If, for any reason the fire alarm system failed, a secondary back-up arrangement would be used, with the fire marshals using loud hailers and air horns to evacuate the building.

Event Schedule

Below you will find all the dates and times for the event. Please be aware that some of the times may be subject to change. If any changes to this schedule are made, we will alert you via email.

All contractors and exhibitors are reminded that they must design their stand to ensure it can be completed and dismantled within the published build up and breakdown times.

Move in schedule

Monday, 8 June 9am – 6pm

Hospitality Suite & Space Only Access in North Expo (Little Gallery), South Expo (QS1) and West Expo (GGA).

Monday, 8 June 10am 

Space Only Access in East Expo (EM1).

Tuesday, 9 June 8am – 7pm

Hospitality Suites & Space Only Access.

Tuesday, 9 June 1pm

Exhibitor move-in (PPE is required).

Conference & Exhibition Hours

Wednesday, 10 June

8:00am – 5:30pm

Thursday, 11 June

8:00am – 5:10pm

Registration Hours

Tuesday, 9 June

1pm – 6pm

Wednesday 10 June

7.00 (Exhibitor badge holders only)

7:30am – 6pm (Exhibitor badge printing & attendee access)

Thursday, 11 June

8am – 4pm (All badge holders - No early access)

Breakdown

Thursday 11 June

5:10pm - Show Close

Thursday, 11 June

5.30pm - 10pm

Space only, shell stands & hospitality suites dismantle

Please note for both move-in & breakdown:

Suitable footwear and PPE must be worn ( Such a high visual / hi-vis vest. Pls note that this will not be provided for you onsite) during build-up & breakdown (no open-toed shoes).

Exhibition Rules & Regulations

Exhibition Rules & Regulations

1. CODE OF CONDUCT

All exhibitors should be familiar with and abide by The AI Summit London Code of Conduct. For specific Code of Conduct information, please refer to the Code of Conduct section.

2. PHOTOGRAPHY AND FILMING ONSITE

Please be aware that The AI Summit London will be filmed, photographed and video recorded. By registering for, and

attending the event, you grant Informa Connect, its agents and licensees, the non-exclusive, royalty-free right to use

your image, likeness, and voice in any and all recordings, photographs, and videos taken at the event in any and all

media, known or hereafter invented, for promotional and archival purposes. If you do not wish to be filmed, please

inform a member of our staff at the event.

3. SUSTAINABILITY AT INFORMA

Sustainability is increasingly important to event attendees. Exhibiting at The AI Summit London gives you the

opportunity to highlight your company’s sustainability credentials and align with an event that champions

sustainability. To ensure that your company and exhibiting stand are aligned with Informa’s sustainability goals:

1. View the Exhibitor Sustainability Checklist and Space Only  Sustainability Checklist to consider the steps as you plan your event .

2. Review the Better Stands Exhibitor Manual and framework we are introducing at our shows.

4. BETTER STANDS

The Better Stands programme aims to unite exhibitors along with their appointed contractors to move towards

reusable stands in place of single-use disposable ones. A disposable stand is a space only/raw space stand that is

used only once and typically constructed from poor quality raw materials onsite and then sent to landfill or burnt for

energy after the event.

We are actively developing this programme with other event organisers across the industry and greatly appreciate your

involvement and support. More information on the programme can be found at betterstands.org

5. USE OF EXHIBITS

Event Management reserves the right to restrict exhibits that because of noise, method of operation, materials, or any

other reason become objectionable. Event Management is the sole judge in this regard. Event Management may

prohibit or remove any exhibit which, in the opinion of Event Management, detracts from the general character of the

exhibition as a whole, or consists of products or services inconsistent with the purpose of the exhibition. If in doubt,

please call Event Management in advance of the show to discuss your exhibit.

Organiser will not be responsible or liable for injury to the person or property of exhibitors, their guests, invitees,

employees and/or agents. Furthermore, the exhibitor agrees to defend or hold harmless Organiser, its directors,

employees, stockholders, and agents from any liability of personal injury and loss or damage to property. Exhibitors

should purchase insurance against such contingencies. All property of an exhibitor is understood to remain in his care,

custody, and control in transit to or from or within the confines of the exhibit facility. If the exhibit fails to arrive, the

exhibitor is nevertheless responsible for the exhibit rental and all other costs.

Stand Operation

All surfaces including structures visible to attendees must be finished or decorated at Exhibitor's expense. Event Management has the right to enforce this policy. This includes and is not limited to endcaps for the exposed section of a back wall property.

All signs and graphics must be professionally lettered and in keeping with the professional atmosphere of the event. Signs are limited to the exhibit stand area.

Exhibitor must request Organiser's approval of any hazardous items it expects to bring on site at least 30 days in advance of exhibitor move-in. Confetti, helium, balloons, high voltage equipment and other similar items are prohibited.

Stands must be occupied 30 minutes prior to opening and must be continually operated in person during all show hours. Exhibitor personnel must be fully qualified to demonstrate products and/or services displayed. All exhibitors must be dressed in suitable business attire. Theme costumes, special dress and all types of entertainment must be approved by Organiser 30 days prior to exhibitor move-in. This includes but is not limited to characters, magicians, and musicians.

All exhibits must remain completely intact until all visitors have left the hall following the official closing time. Failure to abide by this rule may result in the termination of the Exhibitor's Agreement and your removal from the show, and/or the prohibition from future exhibits.

Failure to occupy contracted space does not relieve an exhibitor from financial or other obligations. Stand set-up must adhere to the schedule published in the General Show Information section in this Exhibitor Service Manual (ESM). Organiser may, at exhibitor’s expense and risk, set up any display delivered to the show floor and not under construction six hours prior to the show opening.

Promotions

All demonstrations or other promotional activities, i.e. literature handouts, roaming characters, etc. must be confined to your exhibit space and at no time will be allowed in the front of the Venue, in the exhibition hall aisles, in the conference area or walking through the general areas. Aisles should not be obstructed in any way. Exhibitor personnel, including hostesses, etc., are not allowed to distribute literature or promotional items of any kind outside the confines of the contracted exhibit space. This restriction includes sidewalks outside of the venue as well as hotel locations in conjunction with the event.

NO live animals may be displayed as part of the exhibit stand or brought onto the show floor. Vision or hearing- impaired persons will be granted permission for trained guide dogs.

NO exhibitor will be allowed to display signs in any of the common areas of the venue unless given permission by Event Management. At no time will individual exhibitor signs be allowed in conference areas or other common areas.

Exhibitors cannot plan events that interfere with exhibit or conference hours, or with other conference events. If you have any questions about whether your event interferes with the conference scheduling, please contact Event Management or your sales representative.

Sufficient space must be provided within exhibitor space for the comfort and safety of the attendees watching demonstrations and other promotional activities. If large crowds gather to watch a demonstration and interfere with the flow of aisle traffic, Event Management has the responsibility, per the facility fire marshal, to resolve the situation. The exhibitor will be required to provide rope and stanchion or security personnel, to direct traffic, at their own expense, or the presentation will be terminated. Demonstration tables should be placed a minimum of 1m from the aisle line.

Exhibitors shall not sell or exchange goods or money on the exhibit floor. Non-profit making prize drawings are permitted.

Distribution of souvenirs and/or product samples is permitted as long as the item does not infringe on the exclusivity of any official sponsorships. If you are concerned that your giveaway might fall into this category, please see the Exhibit

Information Classification: General

Stand Giveaways and Sponsorship Exclusivity section in this document or inquire with Event Management.

Storage

Exhibitors must make arrangements for accessible onsite storage if needed. Fire regulations prohibit storage of any kind behind exhibits or in the utility channel at the back of the stand. This includes empty packing materials and supplies of literature. The Accessible Storage order form is included in the General Contractor forms in the Exhibitor Portal. This will be strictly enforced.

Demonstration and Sound Levels

Exhibitor shall observe the “good neighbor” policy at all times and not intrude upon or disrupt other exhibitors while they are conducting business on the exhibit floor. Exhibitors wishing to include demonstrations, presentations, drawings, or crowd gathering activities of any type must confine such activity within their specific exhibit stand space and during show hours only.

To maintain a professional atmosphere on the exhibit floor for all exhibitors, as well as attendees, Event Management has implemented a sound-level policy. The maximum allowable level of sound emitted will be 80 decibels. If an exhibitor exceeds this level, he or she will receive three warnings to comply with said policy, and upon receipt of your third warning, Event Management reserves the right to disconnect power for the remainder of the day. Power can be permanently disconnected if ongoing problems ensue.

Music Licensing

A music license must be obtained from PPL PRS for the playing or performance of music in public. It is the Exhibitors’ responsibility to obtain the PRS for Music element of the license directly, for music usage on a stand/exhibit.

Lighting

Supplemental lighting within the exhibit space is permitted providing the lighting does not interfere with exhibits or personnel outside of the stand. Event Management has the right to enforce the discontinuation of additional lighting if determined that lighting is intrusive in any way. Strobe lights, beacons, and other bright flashing or rotating lighting are prohibited.

6. CARE OF BUILDING AND EQUIPMENT

Exhibitors or their agents must not damage or deface the exhibition facility or the stands and equipment of other exhibitors. When such damage occurs, the exhibitor is solely responsible and is liable to the owner of the property so damaged.

Electrical / Flame Proofing

Exhibitors and contractors must comply with The Electricity at Work Regulations, the IEE Wiring Regulations, the EVA Electrical Regulations and the venue’s electrical regulations. For more information, please read AEV’s e-guide.

All work must be carried out by competent and qualified electricians and all temporary installations must be protected by an RCD and inspected before power is supplied to the stand. All electrical installations should be carried out by the official contractor.

7. EXHIBIT CONSTRUCTION

All exhibitors (except those who have booked a turnkey) are required to submit a measured line drawing of the stand property to be installed at The AI Summit London. This drawing should detail all measurements for all structures including heights and dimensions for any hanging signs. Drawings must be submitted by 23 April 2026 via the Mandatory Space Only & Meeting Room Plan Submission form.

Event Management has the right to prohibit any exhibitor move-in or stand set-up if the drawing has not been received in advance and approved.

Equality Act 2010

Compliance with the Equality Act 2010 is a legal requirement for public facilities. It requires access for disabled persons at venues, and as necessarily follows, floor exhibits. It is the responsibility of the exhibitor to be aware of, and be in compliance with, the rules set forth in this Act. For more information, refer to the Equality Act 2010 home page at https://www.gov.uk/.

Exhibitors are encouraged to provide exhibits that are accessible to all and barriers to none. In the absence of accessibility, each exhibitor must assume the responsibility for making alternative arrangements to serve the needs of persons with disabilities.

8. ENCLOSED AND MULTISTORY EXHIBITS

Multistory exhibits are not permitted at the show. Covered or enclosed stands must be approved by the governing fire marshal. An approved fire marshal stamped floor plan must be available at all times during the event and posted inside the stand structure.

Covered or roofed areas must be furnished with acceptable battery powered smoke detectors that emit alarms audible outside of the enclosed or covered area. Fire extinguishers must also be provided in all covered or roofed areas. The specific number of fire extinguishers is to be determined by the governing fire marshal based on the stand structure. It is the exhibitor's responsibility to submit to the fire marshal for approval and comply with regulations.

Exhibit stand plans must be submitted to Event Management for review by 23 April 2026 prior to move-in. Click here to submit your drawings via the Mandatory Space Only & Meeting Room Plan Submission form.

9. PLATFORM EXHIBITS

Raised platforms (40mm and over in height) in stands present a significant safety issue. Exhibitors that plan to build their stand property on a raised platform are required to request approval from Event Management by 23 April 2026 prior to exhibitor move-in. Please check AEV’s e-guide for guidance to make it safe and provide ramped access for people with disabilities. Then submit your plan via the Mandatory Space Only & Meeting Room Plan Submission form.

10. EXHIBIT HEIGHT RESTRICTIONS / HANGING SIGNS

Due to the low beams in the venue, no hanging signs or trusses (including lighting/projection support) are permitted above your stand.

Exhibitors with perimeter wall stands (stands located on a building's perimeter wall) will be allowed to build the back half of the stand up to 3.5m in height. The front half (50%) of the stand, including sidewalls and signs, must be no higher than 1m including product display and plasma screens. There will be no exceptions to this policy.

Linear stands (stands that are no more than 3m in depth and are attached to another neighboring stand) must allow for the back half of the stand to be no more than 2.5m in height. The front half (50%) of your stand, including sidewalls and signs, must be no more than 1m in height including product display. There will be no exceptions to this policy. No hanging signs are permitted over linear stands.

11. EXCLUSIVE CONTRACTORS

In no event may exhibitors use any contractor other than the exclusive contractors stated in this manual for the stated items.

Exclusive Event Contractors:

• Cleaning -  Nu Kleen Services Ltd
• Catering - Tobacco Docks Food
• Rigging/Draping/ Electrical - Creative Technology
• Internet - Max WiFi
• Material/Freight Handling Exhibition Freighting  - Tecna
• Security - Oracle Security Services
• AV Services - EventsPro Solutions

12. EXHIBITOR-APPOINTED CONTRACTOR

Exhibitors who wish to employ contractors to build or dismantle their stand may have supervision of labour sent in from their supplier.

Failure to fulfill any of the previous requirements will jeopardize the exhibitor-appointed contractor’s ability to obtain proper wristbands and admission to the exhibit floor, and therefore their ability to serve you as their client. These requirements must be fulfilled by any and all vendors, service contractors and supervisory personnel in the following categories: Audio/visual, Computer rental, Exhibit houses, Floral, Installation and dismantling, Photography, Security, Staging/lighting/special effects, Any other services not mentioned.

Exhibitor-appointed contractors may obtain the appropriate wristbands only at the designated independent contractor check-in station. The check-in station will be located at the venue, at the Pennington Street entrance. Exhibitors are responsible for informing contractors of the following requirements and ensuring their compliance.

• Exhibitor-appointed contractors must agree to abide by all rules and regulations of the show, and agree to abide by all union rules and regulations.
• Exhibitor-appointed contractors are allowed to do display work only.
• All rigging will be done by Creative Technology at Tobacco Dock.
• The exhibitor will be liable for any expense or damage caused by, or as a result of its appointed contractors.
• Exhibitors may not order badges for their contractors.

13. INSURANCE

Exhibitor shall at its own expense maintain in effect throughout the Event including move-in and move-out days, and provide to Organiser at least thirty (30) days prior to move-in to the Event a public liability insurance (PLI) showing a coverage of a minimum of £5 million and comply with any relevant operating code.

Exhibitor acknowledges that the public liability insurance requirement in the foregoing sentence shall not be deemed waived, nor shall Exhibitor be relieved of its obligation to provide such certificate, even if Organiser provides Exhibitor with the benefits hereunder without having received such certificate from Exhibitor. Exhibitor also agrees to obtain and maintain in effect throughout the Event workers compensation and employers' liability insurance in such minimum amounts as are required by law or are otherwise consistent with prudent business practice. Exhibitor agrees to waive the right of subrogation of its insurance carrier against Organiser and the Event Facility to recover loss sustained for real and personal property.

A copy of the PLI should be submitted by 23 April 2026 via the Mandatory Space Only & Meeting Room Plan Submission form. Paper copies will not be accepted.

Exhibitors hiring Exhibitor-Appointed Contractors (EAC’s)/space only contractors, other than The AI Summit London official labor contractors, are also required to submit public liability insurance for the EAC to Event Management via the Mandatory Space Only & Meeting Room Plan Submission form..

14. CHILDREN / AGE POLICY

Because of insurance and safety limitations, no one younger than 18 will be permitted in the exhibit hall during set up, event days and move-out. (This includes children intended for use as a working component of your stand). Please notify your staff of this regulation. Each year Event Management is faced with turning away exhibitor staff that arrive with children. We cannot make exceptions, regardless of affiliation or circumstances, and we do not provide childcare services at the event. No one younger than 18 will be allowed to participate in any demonstrations in the exhibit area without written permission from Event Management.

Children ages 18 and older will be admitted to the Exhibition Hall during official hours, provided that they are registered, a minor waiver release form is completed, appropriate fees are paid, and with the understanding that they are the sole responsibility of an accompanying adult.

15. FILMING REQUEST

Exhibitors may photograph their own exhibits. Videotaping of your exhibit, or in your exhibit, cannot be conducted at any time without the permission of Event Management.

Requests for videotaping must be submitted to Event Management at least 30 days prior to the show. In the event you will be contracting an outside company to perform this service, the Exhibitor-Appointed Contractor Form must be submitted along with the appropriate insurance form for the contracted video company.

Please be aware of fire regulations regarding show aisles. Photographers/videographers are not allowed to block aisles with tripods or electrical cables during show hours, as this is a safety hazard.

16. SECURITY

Exhibitors must make provisions for the safeguarding of their goods, materials, equipment and displays at all times. Please be security conscious. Do not leave purses, laptops or any easily portable items unattended at any time in your exhibit.

Event Management maintains 24-hour perimeter security during move-in, show days and move-out. If you have additional security needs, please arrange security for your specific needs. Please remember Event Management and Tobacco Dock will not be held responsible for lost or damaged property. You are urged to maintain full insurance coverage for damage or loss of property.

We ask for your assistance in our security efforts. Please be aware of the following rules and guidelines:

• Exhibitors must obtain appropriate badges at Exhibitor Registration.
• Badges must be worn at all times to gain admittance to the event space.
• Move-in and set up hours are outlined in the General Show Information section. Exhibitors will be allowed access to the event space during this time. Exhibitors can remain in their exhibit stands to continue set up after move-in hours have closed but they must have the proper credentials for access during closed hours.
• A company badge may be worn in addition to the event badge, but not instead of the official show badge.
• Do not identify the product or manufacturer on the outside of your merchandise.
• During move-in, escort your merchandise to your stand.
• During tear down, stay with your exhibit until your empty cartons are delivered and your exhibit is packed, sealed and properly labeled.

17. HARD HATS

If walking or working under any high works hard hats must be worn. Hard hats must feature a hard outer shell and a lining that absorbs shock and incorporates a Head band.

18. STEP LADDERS

Ladders must be used in accordance with manufacturer's instructions at all times. Additionally, the following guidelines must be followed:

• Leaning ladders must be placed at the correct angle.
• Ladders should only be used on level ground and must be secure e.g. suitably tied or, as a last resort, footed.
• The top treads or steps must not be used as a platform for work.
• Users should face the ladder at all times whilst climbing or dismounting.
• Stepladders should not be used sideways-on where sideways loads are applied.
• Only one person should climb or work from a ladder or a stepladder.
• Users should not overreach.
• Steps and ladders should be checked for suitability and defects each time they are used.

19. FOOD AND BEVERAGE

Food and beverage consumed or distributed in the venue must be purchased through Tobacco Dock Food, the exclusive supplier, and must be approved by Event Management.

20. AUTOMOBILES

No vehicles are allowed in the venue.

21. TRANSPORTATION REGULATIONS

Because of limited space, private buses, limousines and company vans will only be allowed to drop off or pick up passengers. Traffic and parking officials will police the property and remove any unauthorized vehicles.

Overnight parking will not be permitted at the venue during the move-in, show days, and the move-out of the show. No trucks or campers will be allowed to park on the exhibition facility property. Parking is available for a cost through YellowPark.

22. EXHIBIT STAND GIVEAWAYS AND SPONSORSHIP EXCLUSIVITY

If you are planning on giving away remembrances to attendees who visit your stand, please be sure that these mementos do not infringe on the exclusivity of any official sponsorships as you will not be allowed to give them out from your exhibit if they are an infringement. If you are concerned that your giveaway might fall into this category, please contact Event Management or your sales representative prior to production so as not to incur unnecessary costs. Please note the use of The AI Summit London logo must be approved by Event Management.

Below is a sample list of unacceptable giveaways below:

The following items are covered under sponsorship exclusivity and cannot be distributed in your stand:

• Badge Holders / Lanyards
• Logo Branded Backpacks

The following items are not permitted inside the facility and may not be used as giveaways:

• Balloons
• Confetti
• Glitter

23. USE OF COPYRIGHTED MATERIAL

Each exhibitor at The AI Summit London is solely responsible for securing any necessary license assignment or other legally effective permission to display, perform, distribute, post or use in any way any copyrighted material or other intellectual property owned or licensed by a third party. Pursuant to the Application and Contract for Exhibit Space, exhibitor indemnifies Informa Connect for any and all liability arising from exhibitor’s breach of this commitment.

24. FINAL AUTHORITY

The Organiser is the sole and final authority as to the interpretation of these rules and their application. The Organiser may issue specific variances or exceptions for special situations upon request. Such variances do not establish a precedent or permanent modification beyond the specific case involved. The Organiser may make modifications to a stand without specific permission of the exhibitor and at his risk and expense, in order to satisfy the terms and intent of the Show Rules and/or the Fire Marshal. Furthermore, the Organiser has the authority to establish penalties, including the removal from the current or future shows. Organiser’s decision is final.

Exhibitor Passes

To register your exhibitor passes, please visit the Pass Registration page of The AI Summit London's Exhibitor Portal here.