GENERAL

Under Health & Safety legislation, Exhibitors and their main contractors are responsible for all activities that take place on their stand throughout the event and any actions that could affect others not on their stand. This will involve the providing of a risk assessment, a method statement and construction phase plan (CDM), as well as the briefing, communicating to and controlling of all their sub-contractors who work on their stand.

 

Genealogy Events Ltd is committed to providing, maintaining and promoting, so far as is reasonably practicable, the highest standards of Health, Safety & Welfare at all our events. All exhibitors and contractors at events organised by Genealogy Events Ltd are expected to ensure that they provide a safe place and system of work, as is their legal duty under Health & Safety at Work Act 1974. Successful safety management requires the commitment, involvement and co-operation of all those on-site at an event. 

 

Please note that all Exhibitors should complete the Health & Safety Declaration (see Form 1). Exhibitor and Contractor passes will not available for collection until this Declaration has been received.

 

Further information on Health & Safety is available from the Organisers on request. The following should act as general guidelines only.

 

DO’S AND DON’TS

 

For ease of reference, please make sure that you have covered the following points, amongst other safety precautions that you have identified and will:

 

Do:

  • Make sure you and anyone manning your stand understands the fire and evacuation procedures and locations of the hall exits.
  • Make sure your contractor is a member of British Exhibition Contractors Association or a similar recognised trade association.
  • Ensure that any contractor working for you has a suitable and sufficient health and safety policy statement and good safety practices.
  • Make sure that contractors are working safely – and ensure they are trained and competent.
  • Working at height on ladders and scaffolding must be done in a controlled and safe manner.
  • Time constraints are no excuse for not adhering to safety standards.
  • Drive with due care and attention inside and around the exhibition hall. Do ensure that operators are fully trained and properly certified on the equipment being used.
  • Ensure that measures are taken to minimise the impact of your operations on the environment.
  • Treat all cables as though they were live.
  • Ensure that all rubbish and packing from your stand is removed from the site. It must not be stored on or behind your stand during the show.
  • Make sure that hazardous waste is disposed of safely. Please note that fluorescent tubes contain hazardous materials. Halls Services & Management can provide advice.
  • Ask for permission if you need to work late and provide adequate breaks for your contractors and staff.
  • Make sure that you are properly insured for the exhibition.

 

Don’t:

  • Don't use flammable materials in your displays. This includes plastic flowers, polystyrene etc.  Some combustible materials may be acceptable if treated with the correct fire retardant materials.
  • Don't have overloaded or insecure displays. Stands and displays can be knocked by visitors and must be safe and secure.
  • Don't bring children into the halls (particularly) during build-up and breakdown. The halls are regarded as a place of work during these periods.
  • Don't overload trolleys - not only does this damage your exhibits, but will make it difficult to move through crowded aisles and may cause injury to you or other people.
  • For safety reasons, all gangways must be kept as clear as possible at all times. In addition, we have designated ‘emergency gangways’ which must not be obstructed at any time.

 

 

EXHIBITOR CHECKLIST FOR HEALTH & SAFETY

  • Complete and return a copy of the Health & Safety Declaration, Form 1.
  • At the tendering stage, ask to see your principal contractor’s Risk Assessment specifically designed for the unique exhibition environment. Ask for his staff training record, accident statistics, take up references, ask to see proof of previous work standards - in short, satisfy yourself that your contractors are reliable and competent.
  • Space-only stands must produce Risk Assessments and a Construction Phase Plan for your activities on site (and a Method Statement where applicable) and submit these to nadine@exact-events.co.uk along with your stand designs.
  • Provide suitable training and information to your staff and contractors regarding the on-site risks in order for them to understand and fulfil their responsibilities.    
  • Plan your time during build-up and breakdown. If appropriate, schedule a Late Working rota.
  • Review your findings after the show to discover areas that need attention, where accidents occurred and take the appropriate action for the future. Inform an Organiser as soon as possible if an accident does occur on site.

 

Please note that these lists are not exhaustive and are intended as guidance only. 

For further information please refer to the Health & Safety at Work etc., Act 1974 or contact the Operations Team on E: nadine@exact-events.co.uk Tel: +44 (0) 7956 225883