EXHIBITOR GUIDE
All the information you need for exhibiting at Motability Scheme Live
Birmingham, The NEC
Friday 16 and Saturday 17 May 2025
Visitors: 9am to 4pm / Exhibitors: 8am to 4:30pm
Event overview
Motability Scheme Live, Birmingham, hosted by Motability Operations, is our flagship event. It’s inclusive, informative and inspiring. It showcases the widest range of cars, Wheelchair Accessible Vehicles (WAVs), scooters, and powered wheelchairs available on the Motability Scheme. And it’s the best opportunity for attendees to explore everything the Scheme has to offer, get their questions answered by experts and attend speaker sessions.
Everyone is welcome and our events are free to attend.
What’s at Motability Scheme Live, Birmingham?
Explore the exciting offerings, detailed below.
- Over 150 cars, Wheelchair Accessible Vehicles (WAVS) and adaptations.
- Over 70 Scooters and Powered Wheelchairs
- The opportunity to test drive adapted and standard production cars, including electric vehicles.
- Electric Vehicle Information Hub.
- Expert speakers giving talks on the scheme and other motoring related topics.
- Motability Scheme advisors on hand to answer your questions.
- Free parking.
- Scheme partners on hand to give advice.
Product and vehicle delivery date: Thursday 15 May 2025
Event date: Friday 16 and Saturday 17 May 2025
Location
Venue address:
Hall 17, 18 & 19
National Exhibition Centre
Birmingham B40 1NT
Event opening hours
- The event opens to the public at 9am and closes at 4pm
- Exhibitors should arrive at 8am
- You should not leave the event or start to pack down until after 4.30pm
Vehicle preparation
The following information applies to car, WAV and adapted car exhibits only. If you are a Scooter or Powered Wheelchair supplier please skip this page and go to the next section.
All vehicles
- Vehicles should arrive in show condition. We’ll provide a basic clean of the inside and outside. You may be charged a valet fee if vehicles arrive in an unacceptable condition.
- Vehicles can be refuelled at several near-by service stations. No refuelling is allowed on site.
- During the event, the keys will be held by us in a secure location and given back to you when the vehicle is ready for collection.
- All vehicles must remain on display for the duration of the event and must not be moved.
Display vehicles
- All petrol or diesel vehicles for indoor display must have minimal fuel (less than ¼ tank) and this will be checked by a Fire Officer
- Any display vehicles that arrive with more than 1/4 tank of fuel will not be permitted into the exhibition area and you may be charged for fuel removal.
- Any vehicle found to be leaking any fluid will be removed from the exhibition area.
- Unless essential for displaying or demonstrating adaptations/facilities fitted to vehicles, the ignition keys will be removed from the vehicles.
- At no point must a display vehicle be started while the show is running, this is for Health and Safety reasons.
- All vehicles will be unlocked in the morning so you can gain access. Please wait on your stand for your vehicles to be unlocked.
Test drive vehicles
- All test drive vehicles should be delivered full of fuel/fully charged, taxed and have licence plates.
- If your test drive vehicle arrives without a full tank of fuel/full charge you may be charged.
- Visitors can only view a test drive vehicle if they have booked a test drive slot. Please do not direct visitors to the test drive area to view a vehicle, unless they have a confirmed booking.
Please note:
- Any vehicles that arrive with more than 1/4 tank of fuel will not be permitted into the exhibition area and you may be charged for fuel removal
- At no point must a car be started while the show is running, this is for Health and Safety reasons
Event Set Up Day
Product and vehicle delivery date: Thursday 15 May 2025
Delivery location
All deliveries (vehicles, including test drive), Scooters and Powered Wheelchairs should follow the ‘Exhibitor’ signs to the vehicle and product check-in area, via ‘Gate 5’.
If you have any queries regarding deliveries, please contact the Event Support Team on 07824610496.
Delivery timings
All vehicles and products must be delivered during your allocated time slot on Thursday 15 May 2025.
You will be allocated a delivery time slot via email.
If you have any queries, please contact Exhibitors@mo.co.uk.
You will not be able to drop at materials close to the hall on event live days. If you wish to do this on set up day, you must complete our Site Safety Induction. Please contact us in advance and we will provide you with all the relevant information.
Important
We will move all vehicles and products into the event area and position them within your allocated space on your behalf. Any vehicles that arrive with more than 1/4 tank of fuel will not be permitted into the exhibition area and you may be charged for fuel removal.
Live Event Days
Exhibitor Check-In and Departure
- Exhibitors must check in at reception at 08:00 on the first day to collect their Exhibitor Pass.
- You will not be able to park near the hall to drop off marketing materials, if needed please make arrangements to do this on set up day.
- Packing away is not permitted until the event closes at 16:00.
Event layout
- The event layout and a detailed map will be shared closer to the event date.
- All exhibitors will be located indoors at this event.
Recommended Staff Numbers
To ensure a smooth experience, we recommend the following number of staff per stand:
| Type of Exhibitor | Recommended Staff Numbers |
|---|---|
| Cars | 5 – 6 |
| WAVs and adapted cars | 2 – 3 |
| Scooters and powered wheelchairs | 2 – 3 |
Exhibitor dress code
- To create a friendly and welcoming atmosphere for visitors, exhibitors should wear branded polo tops or shirts.
- Suits and casual clothing (e.g., jeans, T-shirts) are not suitable for this event.
Stand area
- Your stand area must be clean, tidy, and free of obstructions at all times.
- Storage may be provided where possible, but items stored are at your own risk.
- Stands must be staffed at all times during event hours.
- Packing away, including brochures or materials, is not permitted until the event closes at 16:00.
Exhibitor parking
- Please use the exhibitor car park and ensure your parking pass is clearly displayed in your vehicle. Your parking pass can be found in the event guide under ‘Parking Pass.’
- To ensure accessible spaces are available for guests, personal vehicles must not be parked in the visitor car park
- If you require accessible parking, please contact exhibitors@mo.co.uk for assistance.
Collection of vehicles and products
Cars, adapted cars and WAVs
- All vehicles will be removed from the exhibition hall and made available for collection at the designated collection area.
- Vehicles must be collected on the final day of the event, after 5:00 pm.
Transporter Guidelines:
- Transporters must not arrive before 5:00 pm and must follow instructions from event staff, who will direct them to the appropriate waiting area for vehicle loading once all guests have exited the venue.
- Transporters are not permitted to enter visitor parking areas for Health and Safety reasons.
Scooters and powered wheelchairs
- Products may only be removed once given the go-ahead by an Event Manager.
- Under no circumstances may any products be removed before 4:30 pm
Important Notes:
- No vehicles or products may be left on-site after the event has concluded.
- All vehicles and products must be collected and removed from the venue.
- Motability Operations will not take responsibility for anything left behind.
- Vehicles or products left at the venue may incur additional charges.
Stand branding and vehicle decals
At the event, we’ll supply:
- A designated area for your static vehicle display
- A table with chairs for your stand
- All event signage, including individual manufacturer signage
Furniture
Tables and chairs will be provided throughout the exhibition hall. No additional furniture is permitted—any unauthorised furniture brought on-site will be removed.
Stand signage
All signage for the event is provided by us. Additional signage of any kind is not allowed, except for:
- Vehicle decals
- Specification sheets
- Static plates
Any unauthorised signage will be removed.
Vehicle livery / decals
- Vehicle signwriting is permitted and encouraged.
- All car decals must be shared with us by email and approved by us before the event.
- Unapproved decals will be removed.
- Decals must not include retail offers or cashback incentives.
- The Motability logo must be used correctly and align with our brand guidelines (details below).
Note: All decals must conform to the Motability brand guidelines. If you need any branding reviewed, email us at exhibitors@mo.co.uk
The old version of the logo must NOT be used.
Logo to use:
Show plates
- Exhibitors are responsible for organising show plates for every car on display.
- Show plates must either arrive pre-fitted on the vehicle or included inside the vehicle for us to apply.
- Plates requiring on-site fitting must be ready for installation with screw caps or Velcro; otherwise, they will not be applied.
Product literature
- Please bring your own product literature to the event.
- We will provide generic Motability Scheme brochures for visitors.
- A small, unbranded brochure stand may be used to display materials.
Collections After the Event
If you need items collected at the end of the show, it is your responsibility to arrange this. Any items left behind will be handed to the venue, and we will not accept responsibility for them.
Personal items
We do not take responsibility for any personal items left in vehicles. Please ensure all personal belongings are removed before vehicles are delivered to the event.
Insurance
We provide all required insurances whilst the vehicles are in our care. If you require a copy of these insurance details, please email the Motability Operations Event Team at exhibitors@mo.co.uk.
Important
- Items will be placed on your stand before the event but will not be unpacked.
- Any unnecessary items or cases must be removed from the venue prior to the show opening.
Exhibitor Car Park Pass
Please download Car Park Pass PDF, fill in the details and print. Then display the printed pass on your vehicle’s dashboard.
For information on where to park, visit Live Event Days section.
Downloadable PDF