Rules & Regulations

This section covers activities that require advance approval, goods and equipment that are restricted, and how to request approval where needed. It exists to ensure these activities take place safely and in compliance with event Health & Safety requirements. 

Overview and approval workflow 

A special activity is anything beyond a standard demonstration, presentation or display.  Typically something that involves movement, physical participation, vehicles, performers, or equipment that needs to be checked on site. 

When the Special Activity Form is required 

An activity requires submission of the Special Activity Form if it meets any of the following:

• It involves a motorised or self-propelled vehicle, such as self-driving cars or vehicle demonstrations.
• It involves performers or participants carrying out physical activities, demonstrations or movements that require specific safety controls or an on-site inspection.
• Participants move physically, turn 180–360 degrees, or use props or objects as part of the experience. This includes certain VR, AR and MR activities.
• It requires a physical installation, structure or simulator with moving parts that needs on-site checking.
• It involves direct physical interaction between attendees and a device, machine, substance or element, beyond simply viewing, hearing or touching a screen. 

If the activity does not meet any of the above, no submission is required. If you are unsure, submit the form and the Organiser will confirm whether any further action is required. 

On-site inspection 

All approved special activities will be inspected on site by the Health & Safety Team. The team may ask additional questions or require confirmation of safety measures. 

Queue management 

Special activities must not generate queues or gatherings of attendees that extend beyond the stand footprint. If the activity is likely to attract significant interest, the Special Activity Form must include a queue management plan that keeps attendees within the stand. 

Related regulations

The following activities have dedicated regulations and approval processes. Refer to the relevant regulation instead of submitting a generic Special Activity Form:

• Drones and Remote Controlled Flying Objects a separate Drone Application Form is required.
• Robotic Devices a separate Robotic Devices Form is required.

See also

Virtual Reality / AR / MR for immersive activities involving participant movement and interaction.