Health & Safety and regulations

Health & Safety and Risk Assessment forms

This is a legal requirement. Every exhibiting company must complete and return the Health & Safety Declaration and Risk Assessment for their stand. The forms can be found on the “Forms” tab. Note, these forms are in addition to the Risk Assessment that accompanies space only stand plans.

Health & Safety

Easyfairs Ltd take their responsibility, as laid out in accordance with the Health & Safety at Work Act 1974, very seriously and it is vital that Exhibitors and contractors do the same. The Health & Safety at Work Act embraces the Exhibition and Conference venues as places of work. As an exhibitor, it is essential that you are aware of your obligations of the Act.

These responsibilities are to ensure, so far as is reasonably practicable, the health, safety and welfare of all employees and any plant, article, substance, or system of work, which may be used, are safe and without risk to health.

This includes that all employees and contractors employed by you are provided with information, instruction, training, and supervision to ensure the health & safety of themselves and others working, or present, in the vicinity by what they do or fail to do. Main areas which you must give due thought and consideration to before and during your time on site are

Understanding the fire and emergency procedures and location of first aid centres. All staff must be notified of these procedures
There is an important need to keep gangways clear during build-up/breakdown and throughout the show open days. These will be identified to you during build-up and breakdown of the show
Working at height must be done in a safe manner using suitable equipment in the approved way i.e., steps, scaffold towers, hard hats etc.
All powered access equipment, i.e., forklift trucks, cranes etc. must be operated by GES Logistics – no one else will be permitted to drive or operate machinery of any description in the loading bays or exhibition hall
Only acceptable substances are allowed on-site and full compliance with the COSHH (Control of Substances Hazardous to Health) regulation is required, e.g., fluorescent type lighting tubes require specialised disposal as hazardous waste
Personal Protective Equipment (PPE) is to be used if other protective measures are unrealistic and that employees are trained in its use and limitations
Ensure portable power equipment is only used for the purpose for which it is designed, with safety guards and devices fitted and used. Power leads must be kept to a minimum and not cross gangways. Power requirements must not overload the systems. Such equipment must never be left unattended with power supplied to it
Please do not create a floor hazard at any time
All staff must be trained to ensure that safe working practices and good housekeeping is maintained in all work areas, minimising hazards
At all times Exhibitors must obtain their contractors Health & Safety Policy, details of specific safety procedures, competence and training of staff and the named individual safety officer responsible for the company.

Please ensure all contractors employed are aware of these health & safety responsibilities.

Age Limit/Children

No one under the age of 16 is permitted in the hall during the build-up and breakdown period.

Contractors

Any exhibitor choosing to use contractors, must ensure they conduct their business appropriately. Any contractor deemed by the venue or Show Management team to be working in an unsafe, un-responsible and/or in any other manner deemed inappropriate, will be asked to leave immediately. The contracting exhibitor will be responsible for sourcing an alternative supplier to complete any unfinished work and will be liable for any costs incurred for delay to build up times.

Please ensure that your Contractor receives a link to this Exhibitor Manual. Details on how to access the halls for build-up will be sent out 2 weeks before the show. Please ensure you forward this information to your contractor.

Personal Protective Equipment (PPE)

Safety footwear and high visibility jackets must be worn during the construction phases of the build, as a minimum. Additional PPE identified in the exhibitor’s/contractor’s Risk Assessment must also be worn. Any person not wearing the appropriate items for the activities they are performing, will be asked to leave until they have acquired the necessary items.

Fire regulations

All display materials must be flame retardant. Failure in this will entail the removal of the offending fittings. All materials used in the building, decorations and coverings of stands must be approved, non-flammable materials. No explosives, flammable fluids or combustible materials may be used on any stand or stored within the venue. Fire Laws must be strictly observed, and wiring must comply with local regulation. A fire marshal may examine all stands, aisles, fire exits, and/or any other items at any time.

Gangways

To aid access for all exhibitors and for health and safety reasons, please keep all gangways clear of materials and exhibits during build-up and breakdown. All emergency gangways must always be completely clear. Any items left in the gangways will be deemed as rubbish and taken away by the cleaners.

Noise levels

Music and commentary for demonstrations, videos, presentations etc., using music systems such as a Public Address (PA) or AV Equipment etc., also requires authorization. Exhibitors must ensure the sound is kept to an acceptable level (below 80 decibels from the edge of the stand) and does not disturb adjacent exhibitors. In case of dispute, the Show Management’s decision will be final.

Security

There will be constant security cover at the exhibition. The Organisers will take every reasonable precaution throughout the Exhibition; however, organisers’ security is designed to secure the exhibition hall, not the contents of individual stands.

Exhibitors should remember that exhibition halls are very vulnerable places and should take appropriate precautions against theft, ensuring that their goods are safeguarded. Exhibitors should not leave their stands unattended during the build-up, breakdown, or open hours of the show, and they must ensure that Exhibitor Badges are always worn.

Any incidents of theft must be reported immediately to the Organisers’ so that security can be informed, and incident reports can be written. Please note the following security advice regarding exhibiting at shows:

Build-up and breakdown: These are the most vulnerable times for theft. Ensure that there are at least two representatives setting up or dismantling your stand so that the stand is never left unattended. It is important that all products and portable items should be removed from your stand on the first evening of breakdown.

Enough staffing: Be sure to have enough staff to man your stand at all times. Never ask a neighbouring Exhibitor to watch your They may become busy and leave your stand unattended.

Avoid leaving your stand each evening before all visitors have cleared the exhibition hall, and ensure your stand is staffed prior to the show opening.

Lockable Cabinets: There is no cabinet included in your package. We do, however, recommend you have somewhere to lock away briefcases, mobile phones, handbags, and laptops etc. during the day – even when you are on the stand. If you are busy, you may not notice if they are Please note – most hired cabinets have common locks and should not be regarded as completely secure units.

NB: Please make sure adequate arrangements have been made to insure your goods, as Easyfairs are not liable for any loss, damage or accident that may occur to any Exhibitors property (hired or purchased) or personnel. Therefore, Exhibitors MUST arrange full insurance cover.

Smoking

Smoking is not permitted in the venue at any time, in accordance with legislation.

Online Exhibitor Manual