Event Information

Below you will find a summary of important information for 2023 that will impact you as an Exhibitor or Contractor but please make sure to read the whole manual for full details. The manual provides both recommendations and mandatory rules.

If you have a fever, cough, shortness of breath, feeling unwell or suspect to have symptoms of COVID-19, please seek medical attention and do not attend the event.

Please note: We are currently reviewing the latest guidelines set out by the government and therefore, our guidelines currently stated in the manual are subject to change. We are constantly monitoring the latest information and will always work in line with the guidance set out to us by the government and ensure the safest possible environment at our events.

• Exhibition Timetable – Provides information of the build up, show open and breakdown dates and times.
• Stand Restocking – All restocking should take place between the hours of 08:00 and 09:00 hours on each opening morning.    If you have a specific requirement that you need assistance with, please contact the team.
• Exhibitor Badges 
  • All stand personnel required on the stand during the event days, including stand-by contractors, catering and hostess staff must be allocated a badge through the exhibitor portal and will come out of the exhibitor badge allocation.
  • Contractors are now required to register in advance and complete the site induction before being allowed into the exhibiton halls.
• Sustainability -  Our new Exhibitor Environmental Checklist is now available and has useful tips to lower your environmental footprint whilst you are exhibiting with us.
• Shell Scheme, Pavilions & Package Stands
  • Full details of the stand and package you have selected and what you need to do to have a successful exhibition.
• Stand Build Regulations
• • No Double Decker stands
  • Fully enclosed Enclosed Meeting Rooms are not recommended
• Additional measures to action:
• Simplify your stand to create more space.
  • Visible Sanitation - This can be through self-serve sanitisers and/or hand washing facilities.  You might also want to consider dedicated cleaners.
• Please click here for the full breakdown of 2023 stand regulations.

• Your Tasks & Order Deadlines - A list of all the order forms and deadlines dates to help you complete these in a timely manner. Please pay extra attention where deadlines may now be earlier than previous years due to new lead times as a result of COVID-19. Orders should be placed in advance to reduce onsite contact.
• Logistics, Lifting & Delivery 
  • Consider methods to reduce frequency of deliveries.
  • Encourage drivers to stay in their vehicles where this does not compromise their safety and existing safe working practice.
  • Where possible and safe, having single workers load or unload vehicles.
  • Putting in place procedures to minimise person-to-person contact during deliveries
•     More details here.
• Venue & General Information – Detailed information on the venue including the address and other specific details you may find useful.
• Cleaning and Hygiene
  • You should consider enhanced and visible cleaning regimes throughout the event to complement the venues additional measures e.g. hiring a dedicated stand cleaner for open days. All high touch points should be regularly cleaned with appropriate cleaning materials during build, show open and breakdown.
  • Provide visible hand sanitisers for both staff and visitors on your stand.
• Exhibitor Catering
  • Please click Catering Guidance from venue.
  • Please note all stand hospitality must be ordered via the official caterer. All exhibitors will be charged a concessions fee for any external caterers being used.
  • Hospitality, stand catering and retail services will be provided in line with latest government guidance. 
• Exhibitor & Contractor Welfare -  Useful steps to prioritise contractor & supplier welfare
• Age restrictions
  •  Due to employment law, you must be over 16 to work on the stand/table during the build-up, open and breakdown period of the event with an adult present at all times.
  • Exhibitors must be over 18 years of age and over to book a table.
• Show Open Regulations
  • Exhibitors must ensure that their area is ready and the aisles are clear 15 minutes before the show opens.
  • Exhibitors must be onsite at least an hour before show opens. You will be denied access if you are not set up on the day the show opens.
• Stand Space and Tables
  • You must not move your tables from their designated space under any circumstances.
  • Shelving, grid walling or displays must not exceed 2.5m in height.
• Build and Break vehicles in hall
  • Vehicles are not permitted into the halls under any circumstance.
• Trading Standards
  • Trading standards will be present for all of our Star Wars Celebration shows this year, please click here for more information.
• Weapons and Cosplay Policy
• Costume and Prop Items For Sale Policy
  • For the safety of all convention attendees, volunteers, guests, and staff, there are restrictions on what can be bought, sold, and brought into Star Wars Celebration 2023.
  • Star Wars Celebration reserve the right to have removed or confiscate any item deemed to be breaking these rules. Moreover, Star Wars Celebration and security for the event and venue reserve the right to reject any weapon or prop if deemed likely to cause a nuisance.
• Prop Checks
  • Security will be checking all prop firearms each day near the show entrances and stages. If a prop does not comply with this policy security with check and follow up if the item was purchased in the show. 
• Banned Props
  • Metal blades and gun props whether sharp or blunt e.g. swords, axes, kunai, ice skates, and knives.
  • Guns, rifles, or artillery including airsoft guns, BB guns, paintball guns or props built from parts of these items;
  • Hard bats, paddles or clubs e.g. wooden or metal baseball bats, golf clubs;
  • Functional projectile weapons e.g. strung bows or crossbows;
  • Sharp items e.g. arrows, bolts, protruding nails;
  • Laser pointers, vuvuzelas, silly string, and drones (even if not part of a costume);
  •  Heavy tools and power tools e.g. iron pokers, crowbars, drills, chainsaws;
  •  Chemical weapons, explosives, and incendiary device e.g. mace, pepper spray;
  • Large pressurised containers and gas canisters;
  • Fog or vapour machines;
  • Any items restricted or prohibited from being carried by law e.g. knuckledusters, nunchucks, and bokken (a type of hard wooden or toughened plastic training sword).
  • Heavy items that could be used as weapons e.g. Canes with heavy tops, iron pokers, heavy cast iron pans, or crowbars are not permitted. Nor are power tools such as actual chainsaws or hedge trimmers.
  • Roller skates and blades, skateboards, scooters, go-carts, etc. are only permitted in areas that the venue allows their use. Assume any part of a venue under a roof forbids their use.
  • Ice skates are not allowed, even with skate guards attached.
  • Attendance at Star Wars Celebration 2023 must not be used as a defence to sell a prohibited item unless permission has been expressly granted in writing.
  • No exceptions are made for special licences, memberships, or training. Police may destroy confiscated items without warning. Exhibitors bring items to an event at their own risk.
  • Please take care when transporting any form of firearm/weapon prop. Regardless of how realistic it looks, ensure it is completely hidden while travelling and be aware of your surroundings, attire, and the appearance of your props to bystanders when outside. Don’t assume attending Star Wars Celebration 2023 reassures people that the item is a prop. False alarms waste police resources and risk creating stricter rules and laws.
• Attire & Costume items
  • Items containing nudity is not permitted, nor are exposed costume or prosthetic genitalia. Adult fetish attire such as extreme BDSM gear is also unsuitable.
  • While not expressly banned, Star Wars Celebration reserve the right to intervene in the case of items with the following: profanities or sexual acts; inciting of hate or crime; and uniforms, emblems, or flags of organisations responsible for crimes against humanity.
• WARNING: Unsolicited Marketing Communications
• It has come to our attention that our customers are increasingly being targeted by companies claiming to supply exhibitor/visitor/participant lists and details relating to our events and products at a cost.  Be vigilant – this data is likely fraudulent.  If you receive any such unsolicited offers, please do not respond unless you have checked with us first.
• RX Limited does NOT sell or pass your data to any third party without your permission.

BACK TO TOP

Show Open Badges are compulsory for open days and will be available for collection from the Registration desk in the West Entrance on Thursday, 6th April from 12.00. If you require additional Badges, they can be purchased onsite at a cost of £215.00 each.

*** EXHIBITOR BADGES ARE FOR WORKING STAFF ONLY - PLEASE DO NOT GIVE OR OFFER THEM TO MEMBERS OF THE GENERAL PUBLIC ***

Please ensure your team have received, read and understood the site rules - a copy can be downloaded here.

All contractors will now be required to register their details and acknowledge the site rules prior to being issued a contractor pass onsite. Each individual contractor will need to register themselves using a web based registration system which will be made available approximately 3 weeks prior to the start of build. Details of how to register will be added to this section of the manual when available, and they will also be emailed to the main stand holder and their assigned contractors from Ops Squad. Please ensure you share this information with all contractors coming onsite for build and break down. 

It is strongly advised you complete your registration in advance of arriving onsite to avoid delays.

Upon arrival onsite contractors will need to use a mobile device with data/wifi connectivity to scan a QR code to ‘check in’ each day. This is to assist us with monitoring capacity in the hall during build and breakdown. If you or a member of your team does not have a mobile device with data/wifi available, please contact the organisers to make alternative arrangements.

The data collected from the submission of this form is shared with relevant parties involved in the organisation of Star Wars Celebration 2023. For further information please view our Privacy Policy.

- Contractor passes are NOT valid to gain entry to the exhibition halls during the show-open period. 

- Access to the venue during build-up and break-down periods is subject to persons wearing appropriate PPE; see the Site Rules further detail.    

Please note:

- Contractor passes are NOT valid to gain entry to the exhibition halls during the show-open period. 

- Access to the venue during build-up and break-down periods is subject to persons wearing appropriate PPE; see the Site Rules further detail. 

Contractor Badges - Build and Breakdown

Before arriving onsite please ensure that you and your team have received, read and understood the site rules - a copy can be downloaded here.

At Star Wars Celebration 2023, we now need all contractors who are coming onsite for build or breakdown to register their details and complete the site induction before they will be allowed into the exhibition halls. You will receive an e-badge once you have completed the process which you will need to use as access into the halls for build and breakdown each day.

Contractor Registration is now live and every contractor coming onsite for build or breakdown should follow the below instructions to register themselves and complete the site induction before arriving onsite. Please share this information with all contractors coming onsite for build and break down.

Before coming onsite:

1.            Scan the QR code below with your mobile phone, or alternatively download the TAAP Visitor Book App to scan the QR code.

2.       Fill in the registration form, attach a photo of yourself (this will be used to make sure the badge belongs to you onsite) and review the Site Rules.

3.       Press ‘Submit’ to generate your e-badge which is valid for build and breakdown.

4.       Save the e-badge to your phone to take onsite with you.

Onsite:

1.       When you arrive onsite show your e-badge to security who will check your photo and then let you in to the exhibition halls. This will be done every day you enter the exhibition halls so make sure you have your e-badge easily accessible.

To avoid delays we strongly recommend you complete your registration in advance.

The data collected from contractor registration is shared with relevant parties involved in the organisation of Star Wars Celebration 2023. For more information please view our Privacy Policy.

If you have any issues registering in advance, please contact the Operations Team: [email protected]

Please note:

• Contractor e-badges are NOT valid to gain entry to the exhibition halls during the show-open period.

Access to the venue during build-up and break-down periods is subject to persons wearing appropriate PPE; see the Site Rules for further detail.

BACK TO TOP