2. All Things Media Ltd reserves the right to impose any such measure so as to ensure the safe build-up, open and breakdown periods of the Show and any company or individual found to be placing themselves or others at unnecessary risk will be advised accordingly. Failure to act on this advice will result in the appropriate disciplinary action being taken.  The support and co-operation of all those involved with the show, be that as an exhibitor, contractor, supplier or individual is, therefore, expected and forms part of all contractual, legal and moral obligations.

3. Each exhibitor must be aware that they have a responsibility to ensure their own and others health, safety and welfare and that any plant or systems of work which may be used are safe and without risk to health, so far as is reasonably practicable. This includes providing all persons under an Exhibitor’s control (staff, contractors, etc) with proper information, instruction, training and supervision.

• any statutory modification, consolidation or re-enactment;

• all statutory instruments or orders made pursuant to it; and

• any statutory provisions of which it is a modification, consolidation or re-enactment.

2. All Things Media Ltd takes its responsibilities very seriously, as laid out in accordance with the Health & Safety at Work etc. Act 1974 (HASAWA74). It is vital that all appointed contractors, Exhibitors and their contractors operate safely and responsibly throughout the build-up, open and breakdown periods as well as adhering to HASAWA74 and other mandatory requirements including the current versions of the following:-

• Building Regulations, The

• Chemicals Hazard Information & Packaging Regulations (CHIP 1 & 2)

• Construction, Design and Management Regulations (Designers & Supervisors Duties)

• Current Control of Substances Hazardous to Health Regulations (COSHH)

• Disability Discrimination Act

• Electricity at Work Regulations (and EVA Guidelines)

• Environmental Protection Act

• Food & Hygiene Regulations

• Fire Precautions Act

• Fire Precautions (Workplace) Regulations

• Gas Safety (Installation and Use) Regulations

• Guide to Fire Precautions in Places of Entertainment & Like Premises, The

• Guide to Managing Safety at Exhibitions & Events (The eGuide)

• Health & Safety at Work etc. Act 1974, The

• Health & Safety (First Aid) Regulations

• HS(G)65 “Safety in Working with Lift Trucks”

• HS(G)136 “Workplace Transport Safety”

• Lifting Operations and Lifting Equipment Regulations (LOLER)

• Management of Health & Safety at Work Regulations, The

• Manual Handling Operations Regulations, The

• Noise at Work Regulations

• Personal Protective Equipment at Work Regulations, The

• Pressure Systems & Transportable Gas Containers Regulations

• Provision and Use of Work Equipment Regulations, The

• Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR),

• Safety Signs Regulations

• Social Security (Claims and Payments) Regulations

• Working at Height Regulations

• Workplace (Health, Safety and Welfare) Regulations, The

3. Please note that the majority of the Regulations are mandatory requirements that companies must work to whilst in the UK and are not, therefore, just in relation to the Show. All Things Media Ltd.’s policy is to manage the Show in accordance with the above so far as is reasonably practicable in order to provide Exhibitors and contractors with clear, simple recommendations and help for understanding and complying with health and safety procedures on site. It is not a comprehensive guide but must be actioned in conjunction with the relevant regulations and any Risk Assessment will decide the precise safety control measures to be implemented.

4. For further help and advice, the following guidance book is recommended: HSG65 – Successful Health & Safety Management (HSE Books ISBN 0 7176 1276 7)

Each stand area undertaking construction/works during the construction and dismantle phases, including shell scheme interior build, will be considered its own CDM site.

Before arriving onsite, you must ensure all staff, appointed contractors and all parties associated with your stand during the construction and dismantle phases are suitably briefed and aware of the site rules.

In addition, all parties must have appropriate safety clothing/PPE, the safety hazards and control measures communicated and be aware of welfare measures and facilities provided and/or available to them.

You will be asked to confirm this via the health and safety declaration form. 

The exhibiting company is the ‘client’ and is responsible for appointing a designer and contractor, giving them the information they need to do the job and ensuring they do the job they have been appointed for.

Each ‘Exhibitor/Client’ should therefore complete: –

1. Health & Safety Form

2. Open Period Risk Assessment

The company designing the stand is the ‘principle designer’ and is responsible for ensuring the stand is designed to be built in the time given, within the regulations of the event and under UK Law.

Each ‘Stand Design/Principle Designer’ should complete: –

1. Stand Inspection Form

2. Stand Designs

The company building the stand is the ‘principle contractor’ and is responsible for ensuring the stand build is planned, managed and monitored within the regulations of the event, UK Law and site rules.

Each ‘Stand Builder/Principle Contractor’ should complete: –

1. Risk Assessment Held Onsite

2. Method Statement

Sometimes the exhibitor/client may undertake all of the above roles and responsibilities.

Please ensure that you have understood and comply with all regulations within this manual.

It is the exhibitors and contractor’s responsibility to ensure that the design, any goods, materials, equipment, staff and contractors comply fully with all relevant laws, health and safety requirements and stand fitting regulations.

Exhibitors and Contractors are responsible for the design, structural stability and safe use of the stand, as well as ensuring it can be constructed and dismantled in line with the Organisers timetable and that all stand build fits within the boundaries of the stand space allocated.

All materials used for the constructions must be fit for purpose and significant hazards eliminated such as trips, slips and falls. Appropriate fixings and fixings methods must be used when constructing stands.

Exhibitors or their appointed agents/contractors, must satisfy themselves that the site marked out on the floor conforms to the dimensions shown on the floorplan/space application form. 

Areas incorporating part of the building structure must be checked for location and measurements, traps, services, openings in floors, fire prevention outlets etc. to avoid costly adjustments to stand structures caused by any building obstruction which All Things Media Ltd cannot accept any responsibility for.

The venue safety signs, emergency rescue routes and safety areas must not be obstructed in any way and access maintained at all times to fire-fighting equipment.

1. Shell Scheme stands:

   Risk Assessment from any sub-contractors

   Method Statement from any sub-contractors

   Open period Risk Assessment

   Copy of Liability insurance

   Health & Safety Declaration Form

2. Exhibitors must ensure that all individuals, companies, exhibits, special features and materials they bring to the Show comply with the Health & Safety at Work etc. Act 1974 (HASAWA74). An Exhibitor must ensure that due thought and consideration is given to its own and others health, safety and welfare throughout the event and so far is reasonably practicable, that its actions – or omissions – do not give rise to accidents, injuries or an unsafe working environment.

3. Exhibitors are still required to complete and return Health & Safety Declaration Form but will not have to comply with points relating to hazardous exhibit/lifting operation etc.

4. The Planning Supervisor will be responsible for undertaking a Risk Assessment and providing Method Statements for an Exhibitor’s activities on site and for obtaining suitable Method Statements from its contractors before build-up.

Please note that if the Planning Supervisor/Foreman/Stand Manager will only be present during build-up and breakdown, then a senior person must be appointed to control health and safety matters during the open period, and vice versa. For your convenience, example Check Lists can be found below.

• 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 show (i.e. during the  build-up, open and the breakdown periods). 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.

• 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 must be adhered to.

• An exhibitor/contractor 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.

• An exhibitor/contractor 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 the exhibitor/contractor’s responsibility to ensure that any equipment is Portable Appliance Tested or prewired units comply with the regulations before they are installed on-site.

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

• Any work area must be maintained and free from general waste materials which could be hazardous to operatives.

• All contractors, particularly from overseas, must be aware of the need to identify suitable and sufficient tools and equipment required for the job before coming onto site (with special consideration to general safety requirements). This prevents corner cutting and avoids risk taking.

• An exhibitor is responsible for the safety of its staff, contractors, sub-contractors and visitors on its stand fromthe first day of build-up through to the last day of breakdown.

2. Some of the key risk areas are outlined in the Key Risk Areas Section, but it is vital that each Exhibitor: –

• Undertakes a suitable and sufficient Risk Assessment (RA). This should cover all the major hazards arising from its working practices on site including lifting, rigging (working at height), PPE, fire controls, the exhibits and/ or live demonstrations, COSHH, RIDDOR and how the work may affect those on neighbouring stands or the general public.

• An Exhibitor is also required to undertake a suitable and sufficient Risk Assessment as in (a) above as well as from its principal contractor(s), but not the contractors appointed by the show team.

During the build-up and breakdown periods, alcohol must not be consumed within the area of the show. Any person found to be under the influence of alcohol will be escorted from the premises.

If any person is found to be in possession of, or under the influence of, illegal (non-prescription) drugs, the Police will be informed. The person will also be escorted from the premises and will not be permitted re-entry to the venue at any time.