Alcohol Abuse and Drugs
Code of Conduct
It is our priority to provide a safe and appropriate working environment for everyone. Clarion Gaming commits to provide a safe, respectful, ethical and appropriate working environment for everyone, including staff, exhibitors, customers and suppliers, which is not discriminatory towards, or offensive to, individuals or groups for reasons of age, disability, sexual orientation, class, ethnicity, race, color, faith, marital status or gender.
Dress code: stand staff
This dress code applies to "stand staff", who are defined as staff of any gender used by exhibitors or sponsors to promote their products or services at an event.
- Partial or total nudity or overtly sexual or suggestive clothing or marketing methods will not be allowed.
- At the discretion of Clarion Gaming, the sole possible exception to this rule may be promotional characters that are seen "in-game", but exhibitors must obtain permission in this respect from Clarion Gaming show management prior to commencement of the show.
- If, for any reason, stand staff and/or an exhibit and/or its contents are deemed inappropriate by Clarion Gaming show management, the exhibitor will be asked to alter the attire of its stand staff and/or the exhibit and/or its contents.
- The decision of Clarion Gaming show management in each of the above respects will be final.
This is a process for all exhibitors and we would encourage you to support and engage with us about it. If you would like to talk to us about it or require any further guidance regarding the code of conduct please contact the operations team on iGBLive.email@example.com
Distribution of Litrature
No promotional literature can be distributed or placed in public areas (including registration and feature areas) without a license from the organiser.
A license will be required for anyone operating outside the boundary of your stand to promote your company. Regardless of what they are wearing, be it a fancy costume or a branded t-shirt, if they are trying to promote your company off of your stand then you must have a license. If you would like to have staff/promotional staff distributing items away from your stand, please contact your Clarion Gaming account manager for a license. There is no limit to the number of licenses you can request; however, you only require passes for people are working away from your stand at any point.
Charges are as follows:
- £750 per day, per one character/promo staff
- £1,500 for three days, per one character/promo staff
- Discounts do apply - please speak to your account manager
iGB L!VE is a place of business and your behaviour must reflect that. If for any reason any of the below occurs then your license can and will be revoked, whereby no refund will be given and the promo staff will be asked to leave.
- When promotional characters/staff may be walking to/from your stand to get changed, or to have a bathroom break, they will not require a license. However, they must not actively engage with persons on their way, and they should take a direct route to their destination.
- Flyers must not be left anywhere (such as tables, chairs, or communal areas).
- Any literature/leaflets found littered in seating areas or eateries, will be disposed of and any cost for waste will be charged to your company.
- Do not block or stand immediately in front of other stands.
- Do not surround your competitor stand.
Best practice is to instruct your staff/promo staff to keep continuously walking around the exhibition halls.
TV and Music Licensing
Exhibitors who will be playing live broadcasted content will require a music license and are responsible for acquiring one for the show. If an exhibitor wishes to play background music, they must pay a fee for the performing rights and copyright. A license to play the music can be applied for at 'My license'.
Exhibitors who wish to commercially exploit or broadcast music and TV images during an Event (e.g. music/dance events, live-performing artists or DJs, or showing TV sports images) must apply for a Buma-Stemra, Sena, or Videma license. More information can be obtained from the RAI's Permits Desk: firstname.lastname@example.org.
Demonstration and Live Performances
Special activities and demonstrations - such as dancers, bands, DJs or other musical acts - are permitted on stands, however they must be disclosed to and approved by the organisers in advance of the show. If you wish to have special activities on your stand, please complete the Special Activities form. The organisers will then be in touch should any further documentation is required for approval to be granted.
Please see important notes below:
- Performances must not last more than 10 minutes, and take place no more than twice a day (i.e. 1 in the morning and 1 in the afternoon).
- All performances must comply within our noise guidelines – see Noise (above) for further information.
Some activities may require a risk assessment. If required, the organisers will be in touch.
Smoking and Vaping
All parts of the venue are no smoking. Please exit the venue and use the smoking areas provided. E-cigarettes and vaping are not permitted within the venue. These can also be used outside the venue only.
Please Note: If you are planning on providing e-cig/vaping products as promotional giveaways to visitors on your stand then we ask you to ensure that you declare this factor on the Special Activities Form.
Lost or Stolen Goods
Please report any lost property or theft immediately to the organiser, or security, who will advise you of the appropriate course of action. All lost property will be handed into the organiser office, or to security. If any items are left on your stand, please deliver it to the organiser’s office or security. If you have lost an item, please check RAI Amsterdam’s iLost to see if it has been handed in. If it has not been claimed after 3 months, it will be disposed of.
The organisers will not be responsible for any loss or damage that may befall the person or property of the exhibitor from any cause whatsoever. The iGaming team recommend Hiscox, who specialize in insurance within the live events industry. Please contact: email@example.com or call 0800 840 2469
As part of our Code of Conduct, Clarion Gaming is committed to providing a respectful and appropriate working environment for everyone. We ask all exhibitors to be respectful of their neighbours and ensure that their ability to engage in regular levels of conversation is not impeded. Therefore, all exhibitors must keep any music, sounds, or noise emitted from their stand within reason.
The organisers will monitor the exhibition floor for excessive noise, and if the music/sound/noise levels on your stand is deemed to be excessive, you will receive an immediate warning. If rules are continually disobeyed and two warnings are given, the power to your stand to be switched off and a fine of GBP 1,000 to be issued by the organiser to compensate your neighbours for the loss of ability to conduct business.
The organiser reserves the right to deem what constitutes an appropriate level of music/sound/noise. Our guideline is that no music/sound/noise may exceed 85dB. Sound readings will be taken from by the organiser on a calibrated noise reader, and their decision will be final.
If you do have music on your stand, you must disclose this information by completing the Special Activities form.
Terms and Conditions
A copy of our full terms and conditions can be found on your signed contract. Below is a synopsis of the main terms and conditions relevant to the build-up of your stand:
- No exhibitor will be allowed to take part if any payment is outstanding. Note this includes any insurance fee, administration fee or charges agreed for additional services.
- The exhibition will be open to visitors at the times stated and advertised by the organiser (subject to the venue owners’ rights), during which periods the exhibitor undertakes to have its exhibits and stand on display, in good order, adequately attended and not covered up. No exhibitor shall have the right prior to the closing of the exhibition to pack or remove articles on display or the stand without permission in writing from the organiser.
- The exhibitor manual detailing operational procedures and requirements will be provided to the exhibitor representative by the organiser prior to the show. The exhibitor shall comply with the terms of the exhibition manual and acknowledges that its terms form part of these terms and conditions. It is the exhibitors duty to share the manual with any contractors and subcontractors.
- Exhibits shall be so arranged as not to obstruct the general view, nor to hide the exhibits of others. Plans for specially built displays other than those constructed from the standard shell scheme must be submitted to the organiser for approval before construction is ordered. Should any dispute arise as to the allocation of space, or as to the extent of any extra space deemed by the organiser to be occupied by an exhibitor beyond that allocated, the decision of the organiser shall be final.
- If, in the opinion of the organiser, the exhibitor's display extends beyond that area, the organiser may at its sole discretion, charge the exhibitor for the extra space occupied at the prevailing rate. No display material exposing an unfinished surface to neighbouring stands will be permitted. The organiser reserves the right to relocate any exhibitor at any time if it, in its absolute discretion, thinks it necessary in the best interests of the exhibition. The Organiser may take any action with regard to the positioning or construction of the stands if in its reasonable opinion there is any health or safety risk to its staff, agents, exhibitors or visitors.
- Space only exhibitors are responsible for erecting partitions between their own and adjoining stands, extending to the height to floor level and the boundaries of the stand. The maximum height of stands is limited to 4 metres except where expressly allowed by the organiser and confirmed in writing. Where the stand walls (including towers) exceed 2.5 metres in height, they must be suitably clad and decorated in white on the reverse side to the requirements of the adjoining exhibitor, but carrying neither titles, devices, advertising matter nor exhibits where the elevation overlooks the lower stand.
- The organiser reserves the right to reject stand designs and any exhibitor display, or advertising that does not comply with the requirements of the exhibition manual or, where in the reasonable opinion of the organiser it is detrimental to the overall appearance of the show.
- The exhibitor shall at once comply with any requirements imposed on the organiser by the proprietors or managers of the exhibition halls or any municipal or other competent authority. In addition, the exhibitor shall at once comply on written notice of such requirements being given to the exhibitor by the organiser.
- Exhibitors showing films or creating excessive noise or using audio visual aids that disturb adjacent exhibitors will be asked to cease such activities in the interests of the overall exhibition. This may be overcome by a booth rendered sound-proof to the satisfaction of the organiser.
- The exhibitor agrees that it is responsible for the actions of its employees, agents and contractors.
- Official contractors, whose names will be included in the exhibition manual, will be appointed by the organiser for electrical work on all stands. Exhibitors will be responsible for settling accounts for electrical work that they have ordered directly with the contractor. A device may be illuminated, but in this case lighting must be still - not flashing - and any direct light there from shall be screened in such a way as to avoid causing nuisance or discomfort to visitors and other exhibitors. Electrical installations on stands or other exhibits shall comply with the regulations for electrical engineers and any statutory or local regulations or requirements to which the exhibition may be subject.
The UK has now left the EU Customs Union and Single Market. This means that for iGB Live! and beyond the shipment of goods from the UK will be subject to similar import and export procedures to shipments between the EU and the rest of the world. Many exhibitors will already be familiar with the process now required from shipping your products to your customers worldwide however our logistics partner DSV, are experts in door to door goods movement and are happy to provide any support required. Below are step by step guides our partner has drafted to outline the steps necessary to bring your goods from the UK to the Netherlands
In response to COVID-19, our team is continuing to monitor the latest UK government guidance to ensure we are up to speed on the latest and most appropriate biosafety measures. We are working with the UK’s Department for Digital, Culture, Media & Sports (DCMS) via the Association of Event Organisers (AEO) which means we will have a direct feed of the latest requirements and updates.
Clarion will be implementing a program of biosafety measures to ensure we protect the health and safety of our exhibitors, visitors, colleagues and contractors. As exhibitors and sponsors at iGB L!VE we ask to that you join us in adapting and that you adhere to the advice and guidance given in order to make your participation and the wider show safe and comfortable for everyone. Whilst the measures below are up to date and in line with current government and local authority guidelines, as well as exhibition industry association guidance, we all know how quickly things are changing. Should any changes need to be made we will inform you via email. We are always happy to provide any additional information or answer any questions you may have. Our team is also happy to host a consultation with you on your participation and offer you specific guidance should you need additional support. To arrange one of these please speak to your Account Manager or reach out to our team directly:iGBLive.firstname.lastname@example.org. To read an overview of the biosafety measures our team are putting in place to keep our exhibitors, visitors, colleagues and contractors safe and feeling comfortable, please refer to our website.
Exhibitors will be required to include a bio-safety section in their usual risk assessment for their own participation. This section will need to consider the transmission of COVID-19 as a new risk. They should assess how they can also reduce the risk of transmission on their own stand by considering more frequent and focused cleaning regime, providing hand sanitiser, providing screens or PPE for staff where appropriate and of course briefing staff. You will also need to consider things specific to your stand and your activities there.