Important information for exhibition stand builders

Also for Horecava 2027, Abraxys, our partner in safety, will review and approve stand designs on behalf of RAI and Horecava, and will also actively oversee the construction, event, and dismantling phases. To ensure the safety and suitability of all stands, stand designs and health and safety documents must be submitted to Abraxys. The deadline for submitting your stand design for space-only stands for review and approval is November 1, 2026.

Abraxys will review the stand design for compliance with the stand construction regulations, including the specified maximum dimensions, aesthetic guidelines and safety requirements. The exhibitor is responsible for ensuring the safe and correct construction of the stand, including its assembly and the appropriate use of materials, in accordance with the venue regulations. Please first verify that the stand design meets all the conditions for quick processing. 

Step 1. Start your stand design submission by answering a few short questions via this link. This will enable Abraxys to provide the appropriate guidance. Once completed, you will immediately receive the link to submit your stand design for approval.

Step 2. Submit the documents listed below via the Stand Plan Submission Form that you received by email from Abraxys. A complete submission allows Abraxys to review the plans in time and provide feedback.

1. A stand plan drawings showing dimensions and positions of walls, features, large exhibits, and demonstration areas. Include the height of any platforms or raised floors. Also, specify the materials used for the construction.
2. A floor plan showing the location (and orientation) of the stand in the exhibition hall.
3. A Risk Assessment form. You may use your own template or the attached blank form.
4. A Method Statement Form. You may use your own template or the attached blank form.
5. The payment for the Stand Plan Inspection (SPI fee) applies to all space-only stands and can be paid online via the secure Abraxys online shop in euros or British pounds. Links are provided below: (Note: the VAT amount will be deducted when your EU VAT number is included)

• Early Bird Stand Plan Inspection Fee: € 230.00 / £ 185.00 per stand. (Until November 27th 2026.)
• Stand Plan Inspection Fee: € 360.00 / £ 300.00 per stand. (From November 28th 2026 up until the first day of construction.)
• Surcharge for Complex Structure: € 490.00 / £ 400.00 per stand.

Start stand plan submission link
Payment link Abraxys €
Surcharge for Complex Structure €

Complex Structures

If your stand is deemed complex, then you will be required to submit your own engineers structural calculations report along with your full stand plan submission. A certified structural engineers report will be at your own cost and is in addition to the SPI and complex fees. Once this has been received by Abraxys then your documentation will have a secondary level of review by an independent Structural Engineer who will also be on site to check the build has been completed in line with the engineers report. Abraxys will co-ordinate this secondary level of review.

There will be a Complex Fee payment required for this service which will be in addition to the SPI fee payment.

Lightweight aluminium modular style banners or a proprietary framework system with fabric/pvc infill only are non complex. To clarify, these are the banners that are typically shop-bought system rigged banners, pre-manufactured, pre-tested that are easily assembled on site. However, if any modifications are made to the manufacturers original product, such as a timber framework added, individual lettering/logos added, then your rigged banner will be deemed complex and will be subject to paying the complex fee and engineers checks. If you have stated it is a system banner but changes are found on site, the fees and checks will also be required.

Examples of non-complex banners include keder style, be-matrix, octonorm.

The following elements will mean your stand is deemed complex:

• Ground based structures over 4m in height. (Modular systems, such as Aluvision, BeMatrix, or equivalent systems, over 5m height.)
• Bespoke timber / metal constructed rigged elements suspended from the venues rigging points.
• The stand has multiple levels.
• Platforms and stages over 60mm in height and all platforms and stages for public use (not including stand floor flats and platforms).

If you have ordered a Shell Scheme stand through the exhibition organization, no stand design needs to be submitted.

Same stand design as previous edition?

Why are the Standard SPI Fee and/or Complex Fee being charged again, given that the stand design appears to be the same as previous edition?

Even if a stand design appears unchanged, it must be reassessed for each edition of the event. This is necessary to verify that the stand still complies with the latest safety and event requirements. During the assessment, we review the following aspects:

• The stand design: We verify whether the design is truly unchanged and whether it complies with the most up-to-date regulations.
• The stand location: A different location on the exhibition floor may affect safety, visitor flow, and emergency exit arrangements.
• Stand builder or suppliers: New contractors or suppliers must be reviewed to ensure they meet all technical and safety requirements.
• On-site support: The SPI Fee also covers guidance and supervision during the stand's build-up and dismantling phases. In addition, floor managers are on-site during show opening hours to support exhibitors and oversee activities within the exhibition halls
• Complex structures: Complex stands require an additional structural safety assessment, both before and during construction.
• Previous structural reports: These can only be reused if the structure is exactly the same. Documentation must always be updated with the new stand details and event dates.

Please note: Abraxys has the final authority to determine whether a previous structural report may be reused. If regulations, circumstances, or technical details have changed, a new structural report may still be required.

Standard stand

If you have ordered a standard stand through the exhibition organization, no stand design needs to be submitted.