Below is a list of important deadlines and forms that must be completed on time to ensure a smooth running of your event and to ensure you get the best possible rates on stand orders.
Failure to complete the below in time will result in late fee surcharges for stand orders and may affect your ability to build on your stand or during speaker sessions.
05.01.26 | Please ensure to place any stand orders for stand fitting, electrics, graphics, AV, furniture or flooring by Monday 5th January as orders after this date are subject to a 25% late surcharge and graphics / floor coverings may not be accepted. Stand orders early bird deadline Monday 5th January | *Subject to surcharge and availability past deadline date |
05.01.26 | Compulsory | |
05.01.26 | Compulsory | |
05.01.26 | Compulsory *For shell scheme stands only | |
05.01.26 | Grid plan (PDF download) Please download and return to southern_ops@easyfairs.com If you would like to know how to correctly complete a grid plan. Download our Grid plan FAQ | Compulsory *For all exhibitors who have placed orders for electrics, spotlights or shell extras |
05.01.26 | Space Only Stand Plans This year all space only stand plans will be submitted and approved on Ffair. All space only exhibitors will receive an invite to the Ffair Space Only portal via email. Here you can upload your stand plan submissions and contractor details to be reviewed by Ops Squad. You must submit your stand plans to Ffair as soon as possible so they may be checked to ensure that they comply with the venue and local authority regulations detailed later in this section. If you have not received your invite, please contact admin@opssquad.co.uk. All stand plans must be submitted by 5th January 2026. Please note any submission sent after Monday 5th January may not be approved in time and given permission to build Required for form completion – Detailed stand plans including all measurements & dimensions / stand builders public liability insurance / space only build risk assessment / space only build method statement / type of flooring / space only health & safety declaration / construction phase plan | Compulsory *For Space Only exhibitors or contractors building their own stand at the show |
10.01.25 | Lifting, Storage & Freight Orders (Download here) Please note any orders after this point will be subject to a late surcharge | *Subject to surcharge and availability past deadline date |
16.01.26 | My Easyfairs web shop closes for stand orders. Any orders past this date will need to be made onsite, subject to onsite surcharges and may not be possible. | *Subject to availability & surcharge past deadline date |
ASAP | Please ensure all exhibitors and contractors attending site have read these documents prior to arrival. Access will not be permitted unless completed. | Compulsory *For all exhibitors and contractors |
