ACTION!

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All of the information requested below should be sent via the:

 

• Exhibitor Submission (all exhibitors)

and

• Space Only Stand Submission (space only stands only)

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Depending on your stand type.

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Each member of your team accessing for build up or breakdown will need to have read and completed the site induction.  To speed up access into the halls please send the site induction to the relevant parties to complete, they will then be issued with a unique code, they will need this code at the entry points of the venue to be able to be issued with a wristband to access the venue.  

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Statement

 

It is the policy of the Organisers to endeavor to seek the co-operation of all concerned in order to achieve the highest standards, in all aspects, of health & safety.

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The Organisers have a responsibility to ensure that safe working practices are maintained at all times, which includes ensuring that provision is made whereby persons other than their own employees are reminded of their responsibilities whilst working at the venue.

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As an Exhibitor, Contractor or Agent you have a duty under The Health and Safety at Work Act 1974, and all of its component parts, to ensure that all personnel, contracted by you are aware that they have a responsibility, so far as is reasonably practicable, for the health, safety and welfare of all employees, and that any plant or systems of work which may be used are, so far as is reasonably practicable, safe and without risks to health. This includes that all employees are provided with information, instruction, training and supervision to ensure not only their own health and safety but also that of others working or attending the vicinity.

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Under the current COSHH Regulations (Control of Substances Hazardous to Health), exhibition stands are considered to be a workplace. It is therefore your responsibility to ensure that all your staff and subcontractors have received sufficient Health and Safety training and are provided with the correct protective clothing and equipment to enable them to carry out their work in a safe manner in accordance with COSHH and the Act.

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You are also required to have in your possession a copy of your own Health and Safety policy, a Risk Assessment and certificate of Liability Insurance and a copy of the Health and Safety policy document of each contractor employed by you which may be requested during the exhibition. You must also ensure that you have a copy of the Health and Safety Policy for each subcontractor employed by you excluding those appointed by the Organisers.

General Regulations

 

All stand must be constructed in line with the rules and regulations set out within the e:guide.

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All stand activities including demonstrations of products must be in line the rules and regulations set out within the e:guide.

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Most regulations are covered within this section - please note below other general regulations:

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• IMPORTANT High visibility jackets and suitable closed toe footwear with substantial soles must be worn at all times during build up and break down.

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• The exhibitor responsible for the stand should ensure that a suitable and sufficient assessment of risks to the health and safety of employees whilst they are at work has been carried out. It should also cover persons not in his employment, arising out of, or in connection with the part the exhibiting company is to play within the exhibition (i.e. during the exhibition build-up, open days & breakdown). Such an assessment should be recorded and reviewed as necessary.
   

• A person must be appointed who is responsible for health and safety matters on the stand.  Their contact details should be detailed in your risk assessment.
   

• Operatives should wear suitable protective clothing relevant to their job which includes eye, hearing, foot and hand protection. 
   

• During the build-up and breakdown periods your staff and sub-contractors should be constantly reminded by you of the need for vigilance regarding the health and safety of themselves and those working in their vicinity.
   

• Any violations or concerns regarding any of the points raised in this section should be reported to the Organisers’ Office.
   

• All parking restrictions and speed limits around the venue must be adhered to.
   

• You must ensure that portable power equipment is used for the purpose for which it was designed and that the safety guards and dust collection bags are correctly fitted and used.
   

• You must ensure that portable electric tools are used with a minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it.
   

• It is your responsibility to ensure that all electrical equipment brought on-site by yourself, your staff and your contractors is PAT tested.
   

• No electrical cables must be allowed to cross gangways, passageways and fire exits.
   

• Any work area must be maintained free from general waste materials, which could present a hazard to operatives.
   

• That all contractors are aware of the need to identify suitable and sufficient tools and equipment required for the job before coming onto site. This prevents corner cutting and avoids risk taking.
   

• You must ensure that all of your staff and contractors on-site at the event understand the fire and emergency procedures which are set out in this manual and location of first aid centres within the venue.
   

• Working at height must be done in a safe manner, using suitable equipment in the approved way, e.g. steps, mobile scaffold towers, powered access equipment etc.
   

• All powered access equipment can only be operated by fully trained and certified personnel, e.g. cranes, forklift trucks, electric tow tugs, hydraulic access equipment etc. (only the official lifting contractor may operate forks within the venue). 

 

Alcoholic Drinks & Drugs

 

• The abuse of alcohol, drugs and other substances can affect work performance and safety.  Due to the nature of this show any person, found to be under the influence of alcohol, drugs or other substances, which in the opinion of the Organiser’s and their representatives constitutes under the influence of alcohol, will be removed from the venue by security and if necessary further action will be taken to remedy the situation.

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• Prescription medication is permitted but only if taking or used in the correct manner and does not affect the event so causing a danger when operating machinery etc.

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Hazardous Substances – COSHH

 

• The Control of Substances Hazardous to Health Regulations 2002 (COSHH) is intended to attack the problem of ill health caused by exposure to hazardous substances at work. The definition of a substance that is hazardous to health is any substances, that have by law, to be labelled as ‘very toxic’, ‘toxic’, ‘harmful’, ‘irritant’ or ‘corrosive’.

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• Substances for which a maximum exposure limit (MEL) or an occupational exposure standard (OES) has been set and harmful micro-organisms, substantial quantities of airborne dust or other substances which create comparable health hazards. If you, or any of your contractors, intend to use any substance, which is covered by the above criteria, we require that you carry out an assessment in writing under the regulations. This must be submitted to the Organisers prior to the substance being used on site.

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Risk Assessments

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It is a legal requirement that each exhibitor undertakes a suitable and sufficient Risk Assessment (RA) prior to the show for the Build-up, Open and Breakdown periods listing your work tasks and identifying the main hazards that each presents on-site. You can then devise ways to eliminate, reduce, isolate or control those hazards. Without suitable safety control measures in place, Exhibitors are liable to heavy fines and prosecution should they be found negligent in the event of an accident to their staff and visitors, especially with the rise of the ‘No win - no fee’ solicitors.

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Your RA should cover all the major hazards arising from your work practices on-site including: lifting, PPE, fire controls, the exhibits and/or demonstrations, COSHH, RIDDOR, hazchems, noise etc., and how your work may affect those on neighbouring stands or the General Public; (NB: SHELL SCHEME EXHIBITORS WILL STILL NEED TO DO A SUITABLE AND SUFFICIENT RA, BUT NOT FOR THE CONTRACTORS THAT THE ORGANISER APPOINTS, ONLY THE EXHIBITORS OWN WORKING PRACTICES OR HAZARDOUS EXHIBITS).

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An assessment of risk is a careful examination of all activities that could cause harm to people.

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The aim is to make sure that no one gets hurt or becomes ill by taking all practicable, foreseeable precautions to prevent them or adequately control them.

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Completing a Risk Assessment: -

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• Step 1: Identify Hazards.  Identify the hazards that exist from constructing/dismantling your stand.

• Step 2: Consequences.  What injuries could result from the hazard.

• Step 3: Decide who might be harmed.  There is no need to list individuals – just groups of people, for example: office staff, contractors, people sharing your stand/space, foreign staff or visitors.

• Step 4: Controls.  The real aim is to make the risk as small as possible by adding as many controls to either eliminate or reduce the hazard from causing harm.

• Step 5: What is the remaining risk.  Re-evaluate the risk once the controls are in place, and you can see whether the risk is high, medium or low.

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Method Statement

A method statement must be submitted with a risk assessment and details the process of constructing and dismantling your stand on-site.

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Working Time Regulations

 

• All exhibitors should ensure that all staff (their own and those of any company contracted by them) are aware and adhere to the Working Time Regulations, 1998 (S.I. 1998/1833)

• If you require guidance in regard to these regulations please contact Maxine Smith on +44 (0) 1322 221 659.

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