Exhibitor Paperwork and CDM 2015: What a Space-Only Stand Must Submit, and When
Most space-only exhibitors meet their paperwork duties when the exhibitor manual arrives, and by then the deadlines are already running. Miss them and the cost ranges from a late surcharge to being refused permission to build. This guide sets out what organisers ask for, who is legally responsible for it, and how to count the dates back from opening day.
The short version
- The exhibitor is the CDM client for a space-only plot. The stand builder normally takes the principal designer and principal contractor roles, but only if that is agreed in writing.
- A construction and dismantle phase plan, risk assessments, method statements and proof of public liability insurance are the usual submission.
- Stands over about 4m, raised platforms and suspended structures usually need structural calculations as well, and an earlier deadline.
- Health and safety forms, electrics and stand plans each have their own date. Late orders often carry a surcharge, and missed safety forms can mean no entry to the hall.
- The duty stays with the exhibitor even when the builder does the work.
Who is who under CDM 2015
The Construction (Design and Management) Regulations 2015 apply to temporary construction at exhibitions, including space-only stands. The HSE describes the exhibitor as the CDM client for their own plot, because they decide what to build and who does the work.
| Role | Who usually holds it | What it covers |
|---|---|---|
| Client | The exhibitor | Appoints the builder, approves the design, passes on pre-construction information from the organiser |
| Principal designer | The stand builder | Manages health and safety in the design phase and prepares the phase plan |
| Principal contractor | The stand builder | Plans, manages and coordinates build and dismantle on site |
| Contractor | Electricians, flooring and other subcontractors | Carry out their own work safely |
Regulation 5 requires the client to appoint the principal designer and principal contractor in writing when more than one contractor works on the project. A client who does not appoint them keeps all of those duties. Shell scheme exhibitors are in a different position: CDM applies to them only if they carry out construction work on their stand, and dressing, posters and furniture do not count.
What organisers ask for
Requirements differ by show, but a space-only submission usually includes the following.
| Document | What it is |
|---|---|
| Technical stand plan | Scaled drawings of layout, heights and structures |
| Construction and dismantle phase plan | Duty holders, communication, site rules, welfare and main hazards with controls. The London Book Fair says permission to build will not be issued until it arrives |
| Risk assessment and method statement (RAMS) | How the build and strike will be done safely |
| Public liability insurance | Proof of cover. See our guide to exhibitor public liability insurance |
| Structural calculations or certificate | For taller or complex stands |
| Health and safety declaration | Signed forms returned by the organiser’s date |
The HSE only needs to be notified if a construction phase will exceed 500 person-days, which a single stand will almost never reach.
Height and structure change the timetable
Infosecurity Europe at ExCeL treats anything over 4m, any raised platform over 600mm and any bespoke suspended structure as complex, and asks for technical drawings and structural calculations. Its manual warns that permission to build over 4m will not be granted if the detail is late or incomplete. At Motorcycle Live at the NEC in 2023, complex stand plans were due three weeks before standard ones, and a certificate of structural integrity cost £405 plus VAT, or £565 for a double-decker.
Worked dates: counting back from opening day
| Show | What was due | Due date | Opening | Days before opening |
|---|---|---|---|---|
| Lab Innovations, NEC (2026) | Stand plans, RAMS, H&S declaration, construction phase plan (25% surcharge on late orders) | 21 Sep | 4 Nov | 44 |
| BOA Annual Congress, Olympia (2026) | All contractor forms and documents | 31 Jul | 22 Sep | 53 |
| BSG LIVE’26, ACC Liverpool | Early bird electrics | 29 May | 22 Jun | 24 |
The pattern is that safety paperwork lands between six and eight weeks before opening, while discounted services close a little later. Nothing here can be left until the manual’s final reminder.
What happens when a date is missed
The penalties escalate. A missed order deadline costs money, as Lab Innovations’ 25% surcharge shows. A missed health and safety deadline costs access: at BSG LIVE’26, failing to return the forms means you will not be permitted into the exhibition area. At Infosecurity Europe, non-compliance can lead to permission being revoked and the stand being altered on site or removed. In extreme cases where an accident occurs and the client failed to appoint the principal roles, case law shows clients facing prosecution and substantial fines.
What this means for a brief
Put three questions to any builder at quote stage. Will they accept the principal designer and principal contractor roles in writing? Who pays for structural certification if it is needed? Which date are they working to, with a week of margin before the organiser’s deadline? A builder who answers all three straight away has done this many times before. For the other side of the same planning problem, see our guide to how to choose a stand builder and our blog post on counting back from opening day.
How Stand Between can help
We introduce exhibitors to builders who handle this paperwork as part of the job, and who work to the organiser’s dates, not their own. Tell us about your show and we will put you in touch with builders who have done it before.
Sources
- HSE: Space only plot at an exhibition
- London Book Fair: CDM guidance for exhibitors
- Event Industry News: CDM Regulations and Exhibition & Event Stands
- Organiser exhibitor manuals and forms: Lab Innovations 2026, BOA Annual Congress 2026, Infosecurity Europe, Motorcycle Live 2023, BSG LIVE’26
Common questions
Who is the CDM client for a space-only exhibition stand?
The exhibitor. The HSE describes the exhibitor as the CDM client for their own plot, because they decide what to build and who does the work. The stand builder normally takes the principal designer and principal contractor roles, and a client who does not appoint them keeps those duties.
What documents does a space-only exhibitor usually submit?
A technical stand plan, a construction and dismantle phase plan, risk assessments and method statements, proof of public liability insurance and a health and safety declaration. Taller or complex stands also need structural calculations.
What happens if an organiser's deadline is missed?
It depends on the show. Late orders can carry a surcharge, such as the 25% at Lab Innovations. Missed health and safety forms can mean no entry to the exhibition area, and permission to build can be withheld or revoked.
Do shell scheme exhibitors need a CDM plan?
Only if they carry out construction work on their stand. Dressing the stand with posters, display cases and furniture does not count as construction.