Filming at RAI Amsterdam

Approval sits with the event

RAI's Facility Regulations cover the site in depth, but they do not include a filming clause, so the event's own terms decide. Published examples are fairly strict. EAGE requires prior approval from its exhibition team for any photography, video or audio recording in the venue and forbids recording technical sessions. In-Cosmetics Global required Operations Team approval for filming, recording or broadcasting and warned that an additional charge might apply.

Footage may also flow the other way. METSTRADE's terms allow RAI to photograph and film the event, stands and people for marketing, and require participants to permit publication. Bear this in mind if you are filming in a sensitive area or with staff who have concerns.

Power and AV connections

Two articles are particularly significant for a video crew. Article 7.1.1 says only a Preferred Supplier may connect stands to power, and that power may not be generated any other way, generators included. Article 7.2 says audiovisual connections must also be made by a Preferred Supplier.

Stand lighting may connect only to the day-rate supply, and each stand needs its own cable, with no sharing with a neighbour. Check whether your stand has night-rate power if you need to leave kit charging or a stream running overnight. Services are ordered through RAI Organiser Services or the Webshop.

People on site

Access during build-up and breakdown needs a valid RAI badge, and contractor staff must wear supplier badges and carry valid ID. Under article 6.2.1, parties may choose their own suppliers, but RAI can refuse those it considers incompetent. Article 2.2.2.2 requires non-EU workers to hold an employment permit, which is one good reason to use a locally based crew.

Equipment rules to check

Lithium-ion batteries are grouped by size, with restrictions on location and charging, and RAI can ask for proof of capacity. That can apply to a stack of camera and light batteries, so bring the specifications with you.

• Smoke machines and lasers need organiser approval and advance notice to RAI Safety and Security.
• Helium balloons are banned in and around the building.
• Raised platforms more than 60 cm high, which can include a camera position or stage, need a permit.
• Rigging from the roof is limited to a Preferred Supplier unless RAI consents in writing.
• Drones: EAGE lists RAI drone regulations among the documents exhibitors must follow, so ask the organiser for the current version before planning a flight.

Loading and getting around

If you make your own delivery, reserve a time slot in advance through the RAILMS system. Trucks are scanned on arrival and sent to the reserved location. Loading is allowed only on designated aprons and parking areas, normally from 07:00 to 23:30, and overstaying vehicles can be towed at the owner's expense. Passenger lifts, stairs and escalators may not be used for goods.

Traffic regulations are published about a month before around 50 large events a year, and traffic attendants have the final say. A low-emission zone also applies: diesel cars and vans need emission class 5 or higher, and diesel trucks class 6. The licence plate checker works only with Dutch plates, so foreign vehicles should check in good time.

Shows and music

METSTRADE, In-Cosmetics Global and the EAGE exhibition have all published rules for the venue. Sound is often capped; EAGE sets 60 decibels at the stand corner. If you are playing music on the stand, the same rules require licences from both Buma/Stemra and Sena, which is worth remembering if it will be heard in your footage.

Fame Crew can source a vetted local videographer or photographer in Amsterdam. Include the event's terms with your brief, and note any AV connection you expect to need.