Welcome to the Outdoor Trade Show Exhibitor Manual.
This page provides all of the information that you need to know about this year’s show. The ‘USEFUL CONTACTS‘ section includes all the contact details for the show subcontractors and suppliers. The ‘EXHIBITOR FORMS‘ section includes all the forms that need to be completed before the show, along with the deadlines for each. Please complete all the forms that are relevant to your stand.
If you have any queries do not hesitate to contact the organisers MCS on 0161 437 4634 or email firstname.lastname@example.org.
1.1 Exhibition Open Times
Tuesday 9th July 2019: 9am – 6pm
Wednesday 10th July 2019: 9am – 6pm
Thursday 11th July 2019: 9am – 3pm
Power will terminate each night fifteen minutes after the show closes unless a 24hr supply has been specifically requested from the electrical contractors, Event Specialists.
1.2 Build Up / Break Down Times & Traffic Access
Sunday 7th July 2019 – 8am – 8pm – space only stands
Monday 8th July 2019 – 8am – 10pm – all stands
Please note that during build up hours, traffic access to the exhibition halls will be limited. Please refer to the Traffic Access section for the access timetable.
All stands must be completed and excess products and packaging materials removed no later than 10.00pm on Monday 8th July 2019 – failure to do so may result in the removal of the relevant exhibits.
Initial power connections to stands are made as soon as possible – however, space only exhibitors / contractors are advised to order a temporary power supply from Event Specialists for actual construction of stands if required.
Contractors must cease work at 10.00pm on Monday 8th July 2019 – it is therefore essential that all exhibitors arrive on-site before this time to inspect their stands and to ensure that all orders have been completed.
Thursday 11th July 2019 – 4pm until midnight
Shell Scheme Exhibitors must remove ALL items from stands by 6.30pm on Thursday 11th July 2019.
No exhibits may be removed before the exhibition closes on Thursday afternoon nor will any contractors be allowed into the halls until the show closes at 4.00pm on Thursday 11th July 2019 when all visitors are clear of the halls.
Space only exhibitors are advised that all material, packaging and waste must be removed from the halls and stand dismantling completed by 11.59pm on Thursday 11th July 2019. Failure to do so may result in a penalty.
Insurance of property and goods is the responsibility of the exhibitor. The organisers accept no liability for the loss of any equipment or goods belonging to the exhibitors.
Sunday 7th July 2019
On Sunday, only exhibitors and their contractors who have booked Space Only stands will be permitted on site.
Vehicles will only be allowed into the halls from 8am – 11am. All vehicles must be removed from the halls by 11am and NO vehicles will be permitted into the halls after this time.
EventCity only has one entrance (VE1) into the hall for vehicles, therefore, to assist with the flow of traffic, please ensure your vehicles are unloaded and removed from the halls before starting to construct your stand.
Please note Sunday 7th July 2019 is for Space Only exhibitors and their contractors and for Event Specialists to build shell scheme stands. Shell Scheme exhibitors will NOT be allowed on site.
Monday 8th July 2019
All Shell Scheme stands will be completed and ready for exhibitors to dress their stands from 8.00am on Monday morning.
No vehicles will be permitted to enter the halls on Monday 8th July 2019.
To ensure the exhibition is aesthetically pleasing, please select equipment used to transport goods into the hall carefully to avoid damage to the carpeting.
1.3 Badges & Passes
No one will be permitted into the exhibition halls during the open period without the appropriate pass – please order your requirements as below:
Contractors will not require badges for build-up and break down.
Should be ordered for all stand personnel.
Are valid during build-up, open days and breakdown.
To order, please complete Exhibitor Badges Form.
For safety reasons, no children under 16 are permitted into the halls during build-up or breakdown.
Please ensure there is someone on your stand to accept all deliveries – the organisers cannot take responsibility for signing consignment notes. In addition, although security is in operation, you are advised to have a member of staff in attendance both on your stand and at your vehicle.
Please make note that should you order stand fittings, electrics or furniture on the morning of Sunday 7th July 2019, every effort will be made to meet your request, however, these services cannot be guaranteed to be delivered to your stand before the halls close on Thursday 11th July 2019.
For Health and Safety reasons and to aid the access of other exhibitors, please keep aisles clear of all stand fitting materials and exhibits during build-up and breakdown. Emergency aisles and exits MUST be kept clear at all times. Anything left in the aisles will be deemed rubbish and removed by the cleaners.
There is no admission charge to the exhibition and a digital invitation will be issued to all exhibitors in advance of the show to distribute to their customers. The organisers also send invitations to a database of retailers. Please make sure your visitors pre-register for a visitor badge on the Outdoor Trade Show website,
1.5 Disabled Persons Facilities
EventCity is all on the ground floor so has wheelchair access.
Please note that while normal post will be taken by the organisers and delivered to your stand, the organisers cannot accept responsibility for signature of recorded items – please ensure that there is someone available to receive such items.
Any post you wish to receive at the exhibition should be addressed:
Exhibiting Company Name (Stand Number)
Outdoor Trade Show 2019
1.7 Emergency Procedures
If you discover a suspicious package, bag or someone reports such an item to you, inform a member of the EventCity safety team immediately.
Under NO circumstances should you open it, touch it or move it. Immediately contact a member of the Event City team (steward, security) and direct them to the item. The steward or security personnel person will then be advised by the Control room on the correct course of action.
Evacuating the Building
Familiarise yourself with the nearest fire exits in your area so you are prepared in the event of an emergency.
If the alarm bells continuously sound, a decision has been made by the Control room to evacuate the building. Leave the building using the nearest fire exit, or as instructed by members of the fire steward team.
Do not stay to collect items of value, leave immediately.
Every fire exit has directional signage, which leads you to a place of safety. The fire assembly point is at the rear of the main public car park.
Do not endanger your life. Raise the alarm and evacuate.
1.8 Fire Procedures
If you discover a fire or someone reports a fire to you, immediately raise the alarm. There are different ways to raise the alarm:
- Inform a fire steward
Every event is managed by a team of fire stewards. These stewards are located at key points throughout your hall, they may ask you to direct him/her to the location of the fire.
- Activate a call point
There are small red boxes in key places throughout the building, press firmly on the white panel to break the glass
1.9 Show Guide
The organisers will produce a visitors’ show guide containing the details of all exhibitors. To ensure the correct details are included in the publication, please complete Show Guide Form to be completed before the specified deadline. If you do not return the form your entry will be compiled from details taken from your booking form, which may not be what you wish to appear.
1.10 Press Office
The press office will be open throughout the show and is accessible via the organiser’s office. Please bring your press packs to the press office by Monday 8th July 2019.
On site services / information
1.11 Car Parking
Car Parking is provided Free of Charge at EventCity.
Please ensure that your vehicle is parked in the designated exhibitor’s car park area, in the rear yard. Exhibitors can park in the main car park outside the VE1 entrance during build up and break down.
Storage space is available at EventCity, please contact them at email@example.com.
A cash machine is located in the main foyer at EventCity, which charges £1.99 per transaction.
1.14 First Aid
First Aid facilities are available within the medical room located in the front foyer of the venue. During build up and breakdown there will be a number of first aid trained staff onsite and during open days medical officers are available either within the hall or medical room. First aiders can be contacted via the Organisers’ Office or stewards.
1.15 Lost Property
All lost property will be taken to the Organisers’ Office.
1.16 Meeting Rooms
There are a limited number of meeting rooms available for hire by exhibitors within EventCity. These rooms are available for all exhibitors on a first come first serve basis.
If you would like to book one of these rooms, please contact the organisers.
1.17 Internet Access
There will be free public wifi access available throughout the venue. If a stronger connection is required, a paid upgrade is available.
1.18 Site Rules
Please download and review EventCity’s Rules and Procedures.
ABOUT YOUR STAND
2.1 Show Contact details
If different to the person stated on the booking form, please provide us with the contact details of a member of your team who is responsible for your stand at the show, including their mobile phone number.
2.2 Carpeting / Tape
All stands are carpeted (included in stand cost) unless exhibitors state otherwise. If you would prefer to arrange alternative flooring, please let the organisers know before the specified deadline to avoid wastage.
Only low tack exhibition / approved tape is allowed to be used on the floor. Exhibitors are responsible for ensuring that tape used to fit carpets or other materials to the floor are removed and floors are left clear of tape or residue.
2.3 Risk Assessment
Please see Health & Safety section – please note the risk assessment form is compulsory for Space Only exhibitors.
Please see Insurance section – please note ALL exhibitors are required to complete this section and provide a valid public liability insurance certificate before they are able to exhibit at the Outdoor Trade Show.
Power and Lighting: Event Specialists has been appointed as the official electrical contractor for the exhibition. Please complete the Electrics Form and return it to Event Specialists before the specified deadline.
Stands will be cleaned daily during the show open period.
Please seal or dispose of any liquids so as to avoid spillage and damage to the carpets.
2.7 Site Survey
It is each exhibitor’s responsibility to examine their allocated site in order to avoid adjustments to stand structures or displays, as variations in the floor level or obstructions cannot always be indicated on the floor plan. In your own interest, you should also satisfy yourself as to the condition of your site both before erection and after clearance.
Exhibitors or their contractors are free to design the interior provided note is taken of the following instructions:
All materials used for stand fitting and display purposes must be non-combustible, inherently non-flammable, durably flame proof or self-extinguishing plastic as as defined by Local Authority Regulations. Exhibitors in any doubt in respect of this can obtain more information on the regulations from the organisers.
Any stand wishing to erect brick, stone or block walls shall lay a heavy-duty building paper to protect the floor from damage. Painting of stands must be carried out on a plastic membrane and should not be painted directly onto the hall floor or carpeting. All stand materials must be of a flame resistant material.
If you have a Hall Column either fully or partially on your stand or you back onto a hall column, please remember when designing your stand to allow for access to the services on the column. Please contact the organisers for full details of access requirements.
Exhibitors are advised that no fixings can be made to any part of the premises. Any damages to panels, walls, columns, flooring, shell scheme stands, hired accessories etc. within their own area will be made good at the exhibitor’s own expense. All exhibits and stand fitting materials must be cleared from the venue and charges will be levied for the removal of any abandoned articles, including carpet tape.
EventCity does not provide mains gas within the halls. The use of LPG within the hall is prohibited during show open periods.
2.13 Maintenance & Repair
Maintenance work must be carried out in the morning between 8am – 8.45am or after the close of the show, by prior arrangement with the organisers. No maintenance will be permitted during the open hours.
2.14 Suspended Fittings
The suspension of stand light fittings from the structure of the roof, walls columns or any other part of the venue is not permitted.
2.15 Space Only drawing approvals / structural
All space only exhibitors are required to submit detailed plans of their stand to the organisers for approval before the specified deadline. Any stand over 4m or with a double deck (upstairs) is considered to be a complex structure and as such must be signed off by a structural engineer – the approximate cost for this £400. A method statement indicating how the stand will be built is required in such cases.
Please note that it is in every exhibitor’s interest to have an aesthetically pleasing show. Where there are solid walls – STRICTLY no wall may be longer than 3 metres without a break of 1 metre on any side.
2.16 Space Only site numbering
The organisers request all space only exhibitors display their stand number and company name prominently to enable their stand to be identified from each adjacent aisle, thus helping visitors locate their position within the hall.
The Shell Scheme is provided by Event Specialists and consists of the following:
- White walls
- Grid Ceiling
- Name board fascia
Please contact Event Specialists for exact measurements if you are either constructing a stand or display within the Shell Scheme walls or if you require more precise measurements for graphics etc.
The Shell Scheme contractor is Event Specialists. For any shell scheme extras, please complete the Shell Scheme Form and return it to Event Specialists before the specified deadline.
Any items should be fixed to the white walls with either double-sided tape or hook and loop Velcro.
NB. The Shell Scheme will be dismantled from 5pm on Thursday 11th July 2019. Please do not leave any goods or equipment in Shell Scheme cupboards or leave display material on the walls or stand etc. We cannot be held responsible for the loss of exhibits after this time.
2.17 Name Boards
Your company name and stand number will appear on a name board, one of which will be fitted to each open side of your stand.
It is essential that you complete the Name Board Form before the specified deadline. If you do not send this form back by the due date, the name board will be made up from the details on your booking form, which may not be as you would wish it to appear.
Exhibitors may only conduct business and distribute literature from their own stands – under no circumstances may activities spill into aisles – this includes the use of roaming characters. If unwelcome visitors trying to sell their products approach you on your stand, please take a business card and inform the event organisers so that appropriate action can be taken.
Any exhibitor wishing to operate machinery or carry out mechanical demonstrations on their stand must ensure that these practices constitute no fire or safety hazard, nor interfere with the activities of visitors and exhibitors. All moving parts must be effectively guarded and controls sited beyond public reach. The organisers reserve the right to curtail any practice, which they consider dangerous or detrimental to the show.
Noise levels must be kept below 80 decibels and not cause annoyance to neighbouring exhibitors and / or the public. In the case of dispute, the organiser’s decision is always final.
Exhibitors will be allowed to entertain on their stands after the show closes until 7.00pm on Tuesday 9th and Wednesday 10th July 2019. However, this will only be permitted upon receipt of the Entertainment Form and with prior written authorisation from the organisers.
Regulations to comply with when wishing to entertain on stands after official show hours:
- All requests must be made and confirmed in writing to the organisers.
- No entertaining may continue after 7.00pm.
- No guests are allowed to enter the show halls after the official closing time and only once all visitors are clear of the halls.
- Please note that, although you have requested this extension, public address system announcements will be made in order to close the exhibition.
- Guests are only permitted onto your stand.
- Hall lights and power to your stand will be turned off 15 minutes after the halls close at 7.00pm unless you have independently booked a 24 hour electrical supply for your stand from Event Specialists.
- A deposit of £100.00 must be sent to the organisers in case of excessive cleaning on your stand. Cheques should be made payable to MCS Ltd.
- Please note that guests on your stand are your responsibility and you should ensure that they do not stray on to any other stand within the exhibition.
- Catering – all orders can be placed directly with Stoneleigh Park catering (see contacts section)
- All arrangements made by yourselves for the above must be in accordance with approval from the organisers and must be confirmed in writing.
Appointed contractors will carry out all work in good time and you should not be asked for any sort of gratuity to obtain priority service. If monies are solicited, please inform the organisers immediately.
3.5 Invention & Design
A UK patent should protect inventions, which are intended for display at the Outdoor Trade Show, before the exhibition opens. This can be done initially by lodging an application with The Patents Office.
A certificate for the exhibition will, however, be given by the Department of Trade under Section 6(2) of the Registered Designs Act 1949. All correspondence related to the registration of designs should be sent, not later than six months after the opening of the show to Designs Registry at The Patents Office.
3.6 Motor Vehicles / Mobile Trailers
The organisers must be notified of any Mobile Units and Motor Vehicles being brought into the hall well in advance of the event so that a suitable delivery / collection time can be arranged. Please also note the following regulations concerning exhibiting such items:
- Fuel tanks must contain only sufficient fuel to move the vehicle from the hall.
- A lockable filler cap must be fitted to all fuel tanks and be kept locked at all times.
- Batteries must be disconnected to all terminals throughout the open period.
- All vehicles must be checked for leaks and a Test Certificate given by a competent person stating that the vehicle has been checked.
- Vehicles should be set back from the edges of the stand to avoid aisle congestion and ensure that doors do not open onto aisles.
3.7 Public Address System
The public address system is for use by the organisers and authorities only. During the Open Period, only official and emergency messages will be broadcast.
There is a no smoking policy throughout the venue during the show, including build up and breakdown.
Whilst we take every precaution to protect your property during the event, insurance of property and goods is the responsibility of the exhibitor. The organisers accept no liability for the loss of any equipment or goods belonging to the exhibitors. You may wish to consider buying insurance cover.
Under the Exhibitor Contract, you are obligated to insure against legal liability incurred in respect of bodily injury to third parties or damage to property belonging to third parties. Please note that the minimum limit of cover required is £2,000,000.
In addition to this, you will be liable to pay any expenditure incurred should the exhibition be cancelled. Please be aware that there is insurance cover available to protect you against this risk, but it is optional.
The UK Financial Services Authority regulations do not permit us to advise you on any insurance matter. However we wish to draw your attention to insurance for exhibitors offered by Hiscox Underwriting Ltd. Please contact Hiscox Underwriting Ltd directly to discuss exhibitors insurance.
You are under no obligation to purchase such insurance from Hiscox Underwriting Ltd and may therefore choose to seek insurance from other providers.
All exhibitors are required to confirm details of a valid insurance policy by completing the Insurance Form before the specified deadline. If the Organisers do not receive confirmation of an insurance policy we will assume you do not have insurance and you may be prohibited from exhibiting.
Any loss or damage that may occur during the show should immediately be notified to the organisers and security officers on site.
HEALTH & SAFETY
4.1 Health & Safety
As an exhibitor, it is your legal and moral responsibility as far as is reasonably practicable to ensure the health and safety welfare of everyone sharing your work site at the exhibition. The Health and Safety section of this manual includes key recommendations made under the Health and Safety at Work etc Act 1974 and outlines your responsibilities as an exhibitor. Please read it carefully and then:
- Complete the Health and Safety Form before the specified deadline.
- Produce a Risk Assessment covering your participation at the exhibition before the specified deadline.
- Space only exhibitors building complex stand structures above 4 metres high should also produce a Method Statement, which should be submitted together with their stand design drawings before the specified deadline.
Any stand providing refreshments to exhibition visitors must comply with the provision of the Food Hygiene Regulations 1990. Please read this information carefully.
4.3 Aisles and Gangways
For Health and Safety reasons, and to aid the access of visitors, please keep aisles and gangways clear. Emergency gangways MUST be kept clear at all times. Anything left in the gangways will be deemed as rubbish by the cleaners and removed.
4.4 Hazardous Items
Fumes, Exhaust and Smoke
- Any exhibit or processes which generate noxious or toxic exhausts or smoke within the premises shall be provided with an effective exhaust system to the outside atmosphere by the hirer and be sited adjacent to an external wall of the premises. Full details of the exhibit or process and proposed exhaust system shall be given to the event organisers for approval.
- Vehicles and plant using liquid fuel must be refuelled in the open air, away from the building.
Machinery and Apparatus
- The hirer shall ensure that all machinery and other apparatus intended to be operated are fitted with guards or other means of protection to the satisfaction of the organisers, the Authorities and Health and the Safety Executive.
- The machinery or apparatus shall be demonstrated or operated only by persons authorised by the Hirer and shall not be left running in the absence of such persons.
Any person demonstrating or using equipment or machinery emitting laser light shall:
- Comply at all times with B54803 1983 “Guide on Protection of Personnel Against Hazards from Laser Radiation”.
- Submit to the organisers for approval, full details of the equipment that will be used and a layout plan of the stand or exhibit.
- Provide suitable fire extinguishers and warning notices.
Dangerous and Noxious Substances
No substances, which, in the opinion of the Company, are of a dangerous, explosive or noxious nature, shall be brought onto the Premises without formal approval of the organisers.
4.5 Noise Levels
All exhibitors planning to have any P.A. and audio-visual equipment on their stand must have the noise levels approved by the organisers prior to coming on site. It is essential that detailed information is supplied, covering all aspects of presentation equipment being utilised. Failure to supply suitable documentation may result in approval not being granted.
Please complete the Noise Level Form before the specified deadline.
Exhibitors running films/video back projectors with commentary or any form of presentation are reminded that sound must be kept to a reasonable level and must not cause annoyance to fellow exhibitors. This level will be monitored within the exhibition area. If the organisers deem that you are exceeding a reasonable level, your stand manager will be informed. If you receive three warnings and do not reduce the sound on your stand, the organisers reserve the right to disconnect the power to your stand.
Noise level must be kept below 80 decibels. Failure to comply with this noise level may result in a fine, enforcement notice or injunction under the Environment Protection Act 1990 and the Control of Pollution Act 1974.
All audio speakers must be facing inwards on the stand and not facing the aisles.
Any stand wishing to use a smoke machine or any other form of pyrotechnics must seek approval of the organisers.
4.7 Risk Assessment
Each Exhibitor MUST undertake a risk assessment prior to the exhibition, identifying the hazards present on-site and ways in which you will minimise and control these risks. You must also obtain copies of risk assessments from all your appointed contractors who undertake work on your stand and incorporate these into your risk assessments as appropriate.
Risk assessments must be sent to the organisers before the specified deadline.
Shell Scheme exhibitors are not always required to undertake Risk Assessments. However, if any of the activities below are planned, you will be required to undertake a risk assessment prior to the exhibition, identifying the hazards present on-site and ways in which you will minimise and control these risks. Activities are:
- Any hazardous or moving exhibits on your stand.
- Any live demonstration or event involving members of the public.
- Any significant construction within your Shell Scheme.
- Where your staff come into contact with other hazardous areas of the exhibition.
- Any other operation, work process or substance which is covered by HASAWA74.
4.8 Responsibilities and Policy Statement
The organisers take their responsibilities as laid out in accordance with the Health and Safety at Work etc Act 1974 very seriously and it is vital that Exhibitors and their Contractors do likewise. The Build-Up, Open and Breakdown periods are covered by these and other mandatory requirements:
- The Health and Safety at Work etc Act 1974 (HASWAW74)
- The Management of Health and Safety at Work Regulations 1992
- The Manual Handling Operations Regulations 1992
- The Personal Protective Equipment at Work Regulations 1992
- The Workplace (Health, Safety and WTNT Showfreightare) Regulations 1992
- The Provision and Use of Work Equipment Regulations 1998
- The Control of Substances Hazardous to Health Regulations (COSHH) 1999
- Reporting of injuries, Diseases and Dangerous Occurrences (RIDDOR) 1995
- The Building Regulations 1991 (England and Scotland)
- Environmental Protection Act 1990
As Organisers, it is our policy to manage the Outdoor Trade Show in accordance with the above and make the exhibition a safe environment as far as is reasonably practicable. This section of the manual has been produced to provide Exhibitors with clear, simple suggestions for understanding and implementing a suitable and sufficient safety management programme to comply with Health and Safety procedures.
As an exhibitor, you must ensure the health, safety and welfare of your employees, contractors and visitors as far as is reasonably practicable throughout the exhibition. You should ensure that your actions (or in-actions) do not give rise to accidents, injuries or unsafe working environments, provide proper information, instruction and training and supervise all parties throughout the show. You should also check that any contractors, suppliers, agents, etc that you may be using have a Health and Safety Policy, suitable to the exhibition environment.
Your attention is drawn to the Health and Safety at Work etc Act 1974 and the regulations made under this act and are reminded that the duties imposed by these laws are not reduced, regardless of whether an employer is in their own office or participating at an exhibition. Failure to do so represents a breach of the law, and could result in the prosecution of an exhibitor/contractor by the Health and Safety Executive (HSE).
Among the statutory duties owed under Health and Safety legislation the following are particularly relevant, although this list is by no means exhaustive:
- That a written company Health and Safety Policy should exist if the company is 5 or more strong. See Section 2 (3) of the Health and Safety at Work etc Act 1974 (HASAWA)
- That a “suitable and sufficient” risk assessment should exist in respect to all the significant risks in the business which are not already subject to other regulations, e.g. Control of Substances Hazardous to Health COSHH, noise etc. This assessment must be in writing if the workforce totals 5 or more. (Regulations – MHSW)
- That at least one competent safety adviser must be appointed by an employer to assist him in discharging his health and safety responsibilities. (Regulation 6 – MHSW)
- That every employer has a duty to co-operate with other employers (e.g. exhibition organisers) when sharing a workplace, whether temporary or permanent
- Understanding the Fire and Emergency procedures of the venue, which will be circulated to all exhibitors, and establishing the location of the Medical Centre within the venue
- The need to maintain emergency aisles through and to the centre of the halls in build-up and breakdown situations
- The need for all operatives to wear suitable protective clothing relevant to their job, which includes eye, ear, foot and hand protection
- The need for all operatives to wear hard hats when working beneath or near overhead working or if this is impractical, restricting access in such areas
- The safe use and storage of flammable liquids and substances and segregation from waste and other risk areas
- Ensuring that portable electric tools are used with the minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it
- Ensuring that portable power equipment is used for the purpose for which it was designed and that safety guards are correctly fitted and used
- That stacker trucks are not used by anyone other than fully trained personnel
- Please note that it is against the law to smoke within the exhibition hall, please ensure that your staff and contractors follow this rule
- That disused fluorescent lights are placed in the collection bins in and around the halls, for safe and proper disposal
- That chemicals and flammable liquids are removed from the exhibition venue after use by the user or, in exceptional circumstances, bought to the attention of the venue-cleaning department for safe and proper disposal, such products must not be placed in general rubbish bins or tips
- That any work area is maintained free from general waste materials, which could hazard operatives
- That only scaffolding incorporating standard safety features may be used and that any tower scaffold in use is properly stabilised and propped
- That all electrical work within the halls will be carried out by the organisers’ nominated contractor, compliance with Electricity at Work Regulations 1989 is mandatory
- That all materials used for construction or display be to Local Authority Standards and not less than British Class standards of flammability
Key Requirements for Exhibitors
The organisers recommend that you appoint a safety planning supervisor to manage your on-site Health and Safety (including the provision of proper information and instruction, training guarding and supervision of all parties concerned through the show) and be responsible for the undertaking of the steps below.
Health and Safety Declaration
All exhibitors must complete the Health and Safety Form before the specified deadline to indicate their commitment to Health and Safety at the exhibition.
4.9 CDM Regulations
All personnel including contractors and exhibitors must wear high visibility vests during build-up and breakdown. Some areas may require use of steel toe capped boots and hard hats. High visibility vests may be available to purchase from reception however we recommend bringing your own.
5.1 Security Advice
Speak to the organisers’ security company for advice if you have specific concerns.
Find out if they operate a lockable store for valuable items, such as computer equipment overnight. If they do not, make your own arrangements for safe storage.
Plan your arrival and departure from the venue during build up and breakdown.
Ensure that there are at least two representatives setting up and dismantling your stand, so that the stand is never left unattended during these vulnerable periods. Plan to remove all products and portable items from your stand on the first evening of breakdown.
Book sufficient staff for your stand during the show.
This ensures it is always staffed. Do not ask a neighbouring exhibitor to watch over your stand while you go for a break – they may become busy and not be able to keep an eye on your stand.
Place a lockable cabinet on your stand.
Lock away briefcases, mobile phones, handbags, laptops etc during the day even when you are on your stand. If you get busy, you may not notice someone taking them. Please also check all lockable units on your stand before leaving them at night. Remember that most hired cabinets have common locks and should not be regarded as secure.
Do not position desirable items at the front of your stand.
You may not always be able to keep an eye on them and they may be easily removed.
Book a night security guard or hire an alarm or nightsheet.
The organisers can provide details of where such items can be hired. If there are high value items on your stand, take them away each evening if at all possible. If you employ a guard, please ensure you inform the organiser’s office.
Avoid leaving your stand each evening before visitors are clear of the show.
Likewise, ensure your stand is fully manned by the show opening – remember however, the halls are open each morning from 8am for all exhibitors and their maintenance staff.
Report anything of a suspicious nature to the organisers or security.
Leads can be followed up to avoid incidents of theft.
6.1 Electrical Regulations – Summary
The organisers have appointed Event Specialists as the official electrical contractor for the exhibition and as such, they are responsible for and will carry out all electrical work on space only sites and Shell Scheme stands within the exhibition halls.
Exhibitors who wish to pre-fabricate any of their installation must ensure that it complies fully with the electrical regulations of Exhibition Venues Association and that the official electrical contractor carries out all site work. A summary of the regulations follows herewith:
- The use of flexible cords for stand wiring is generally prohibited.
- Flexible cords shall be of a circular section, fully insulated and sheathed, and the only form of jointing being the use of non-reversible purpose made flex connectors.
- Flexible cords shall not exceed 2 metres in length.
- Coils of flex or flex on reels shall not be permitted.
- Where the clients own equipment is used, this must comply with all regulations and is subject to testing and spot checks.
- The use of uninsulated catenary / pole low voltage systems is prohibited.
- Selv transformers must be fixed at high level.
- Only one flexible cord per 13A plug top.
- Multi-way, plug in type and bayonet adopters shall not be used.
- The use of Trailing-Block type 4-way fused sockets is restricted to one 4-way unit per fixed socket outlet, subject to a maximum loading of 500 watts total. The plug must be fused accordingly and the maximum flex length from plug to Trailing Block Unit is 2m.
- A fireman’s switch shall be fitted to all types of neon signs.
- Any electrical cables, appliances or accessories that do not comply with the Exhibition Venues Association Regulations for stand electrical installations or are considered unsafe, will be asked to be removed or made safe.
All electrical work must be carried out in accordance with the electrical regulations laid down by The Local Authority, IEE, Exhibition Venues Association, the Health and Safety at Work Act 1974, British Standards Institution BS 7671 1992 and the Electricity at Work Regulations 1989. Full details from Event Specialists.
FAILURE TO OBSERVE ANY OF THE REGULATIONS OUTLINED HEREWITH MAY RESULT IN DELAYS, RESTRICTIONS AND / OR CRIMINAL PROCEEDINGS AGAINST THE EXHIBITOR.
7 Waste Management guide/regulations
Please ensure you maintain good housekeeping at all times and dispose of waste in an appropriate manner. All waste must be removed from the hall at the end of the exhibition. Emergency gangways must be kept clear to allow cleaning and emergency access/egress at all times.
If any waste is left by an exhibitor after breakdown the venue will be charging them for its removal.