SIAL CHINA 2025 Critical Rules & Compliance Guide for Exhibitors

Participating in SIAL CHINA 2025 requires more than an impressive product display. Strict adherence to the organizer’s technical and administrative regulations is mandatory to ensure a smooth exhibition booth setup and avoid costly penalties or booth shutdowns. Based on the official notification, this guide breaks down the key rules you must follow for a successful exhibition.

1. Drawing Submission & Approval Deadline

The Rule: All technical drawings for custom-built stands (including perspective views, elevations, dimensioned floor plans) along with third-party structural review reports must be submitted to the Official General Contractor for final approval by April 16, 2025.
Key Actions & Insights:

• Absolute Deadline: April 16 is a hard cutoff. Late submissions will not be granted construction permits.

• Submit to the Correct Entity: Documents go to the “Official Contractors” (the general contractor for the hall), not directly to the show organizer. Your tradeshow stand builder must manage this communication.

• Required Documents: Drawings must be professional, detailed CAD files, accompanied by a Structural Safety Calculation Report stamped by a qualified Chinese engineer.

• Advice: Finalize all drawings at least one week in advance (by April 9) for pre-review. Stands without approval will not be allowed on the show floor.

2. Stand Height Limitations

The Rule:

• Single-story stands: Maximum height is 5.5 meters.

• Double-decker stands: Maximum height is 6.5 meters.
  Key Actions & Insights:

• Height is measured from the hall floor to the highest point of the structure (including decorations).

• Plans for a double-decker must be clearly indicated in the drawings, with stairs and floor load capacity certified as safe.

3. Open Side & Ceiling Design Regulations

The Rule:

1. For island booths, the side facing the main aisle must maintain at least 30% open area (cannot be a solid wall).

2. The aisle along this open side must remain clear. Plants, glass panels, or any obstructions are prohibited.

3. Overhead ceilings or canopies cannot cover more than 50% of the total booth area. Enclosed ceilings are strictly forbidden.
   Key Actions & Insights:

• Design Purpose: These rules ensure open sightlines, air circulation, and fire safety in the hall.

• Communicate with Your exhibition booth Designer: Inform your designer of these rules early. Using open grills, mesh, or semi-transparent materials are common solutions.

• Avoid Rejection: Fully enclosed “box” designs will fail approval.

4. Payment is a Prerequisite for Move-in

The Rule: All outstanding fees (participation, advertising, meeting rooms, etc.) must be settled before you can proceed with the move-in procedure.
Key Actions & Insights:

• Confirm with your finance department that all invoices are paid well in advance.

• Keep payment receipts, as you may need to show them when applying for move-in permits or contractor badges.

5. On-Site Worker Badges

The Rule: All construction personnel on-site must wear badges issued by the general contractor. Workers without these badges will not be allowed entry into the hall.
Key Actions & Insights:

• Your tradeshow stand builder is responsible for applying for these badges for their team. Verify this is done.

• As an exhibitor, supervise your contractors to ensure compliance, as violations can halt your exhibition booth construction.

6. Booth Identification & Content Compliance

The Rule:

1. Each booth must prominently display both the booth number and the exhibiting company’s name.

2. If not displayed, the organizer reserves the right to affix the booth number at the exhibitor’s expense.

3. All displayed content must comply with Chinese laws and the show’s regulations.
   Key Actions & Insights:

• Integrate the booth number clearly into your header or entrance design.

• Ensure all promotional materials and graphics are free of any legal or policy risks.

7. Booth Contractor Qualification

The Rule: For raw space exhibitors, their appointed custom stand builder must be an independent legal entity whose business license scope includes “interior decoration” or “exhibition decoration projects.” Corresponding documents are required for real-name authentication.
Key Actions & Insights:

• The first step in selecting a builder is to verify their business license.

• Request a copy of the license from your builder early for potential audits. Using an unqualified builder will prevent booth approval.

8. Liability Disclaimer

The Rule: Any agreement or dispute between the exhibitor and their nominated booth contractor is to be resolved between the two parties according to law. The exhibition organizer shall not be liable for any losses arising therefrom.
Key Actions & Insights:

• It is crucial to have a formal, detailed contract with your stand builder.

• The contract should clearly define the project scope, payment schedule, safety responsibilities, insurance, and terms for dispute resolution.

9. Company Name Consistency

The Rule: The company name displayed on the stand must match the information on the official application form. Any modification requires prior approval from the Organizer.
Key Actions & Insights:

• Double-check the name on all design proofs and signage.

• If exhibiting under a subsidiary name but wanting to display a parent brand, submit a written request to the organizer for approval well in advance.

Conclusion: Your Action Checklist for Success

1. Act Now: Begin the design process immediately with your qualified stand builder (e.g., Panda Expo).

2. Mark April 16: Use this as your deadline to finalize designs, structural reviews, and drawing submissions.

3. Design for Compliance: Ensure your design adheres to height, open-side, and ceiling regulations (Rules 2 & 3).

4. Prepare Documents: Have your builder’s qualification documents and payment receipts ready.

5. Supervise On-Site: Ensure workers are badged, booth signage is clear, and the company name is accurate.

By following this guide, you can navigate the compliance requirements for SIAL CHINA 2025 efficiently and focus your energy on a successful business presentation.