17–18 June 2023 262 days to go!

Welcome to The National Cycling Show 2022

This exhibitor manual is designed to help you plan a successful exhibition, to avoid any problems and to enjoy a smooth, trouble-free run-up to the event. Please do not hesitate to contact the organising teams if you have any queries.

Please ensure you read this manual fully and don’t forget to get your completed forms back to us by the stated deadlines.

This manual is NOT designed to replace our personal service. If you have any questions, require special assistance or any clarification whatsoever, please do not hesitate to contact us.

Have a great exhibition!

 

Matthew Lambert
Operations Director

Maelstrom Event Solutions
01743 606744
i[email protected]

 

WARNING SCAMMERS:

Exhibitors are being targeted by companies claiming to be, or working with, event organisers. They may use event branding and may appear genuine, trying to sell you data, directory inclusions or hotel booking services. Please note we do not sell our data to anyone and we have strict security procedures. If someone approaches you to sell services (including data, hotel bookings or stand building) and are not listed as an official contractor in this manual then please be vigilant and contact us if you have any concerns. Click here for further advice.


Contents


The Exhibition Team

Maelstrom Event Solutions Ltd
Global House
Shrewsbury Business Park
Sitka Drive
Shrewsbury
Shropshire
SY2 6LG

Tel: +44 (0) 1743 606744
E-mail: [email protected]

For all other enquiries, including Sales, PR & Marketing please contact the show Organisers:

Raccoon Events Ltd
2 Bell Court
Leapale Lane
Guildford
GU1 4LY
Tel: + 44 (0) 203 770 9303
Email: [email protected]

 

Stephen Morgan
Event Manager
[email protected]

 

Ashley Cox
Senior Marketing Manager
[email protected]

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Exhibition Timetable

Build-up Hall Open Schedule
Thursday 16th June 0900 – 1800 Commence Space Only Construction
Friday 17th June 0900 – 2100

1400 – 2100

Access for Shell Scheme exhibitors & continuation of Space Only Construction

To facilitate the final preparation and cleaning of the hall prior to opening, all excess products and materials must be removed from the hall by 21.00.

Open Days Hall Open Show Open Hours
Saturday 18th June 0800 – 1800 0900 – 1700
Sunday 19st June 0800 – 2100 0900 – 1700
Breakdown Hall Open Schedule
Sunday 19st June 1730 – 2100 Expo Breakdown

Please note that any items left in the halls after 2100 Sunday 19th June will be deemed as rubbish and thrown away. Please note a fee of around £500+VAT will be levied for the removal of discarded items and the exhibitor/contractor responsible for the rubbish will be charged accordingly.

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Quick Reference Guide to Contractors

Audio Visual Aztec Tel:
Email:
Web: 
+44 (0)207 803 4000
[email protected]https://expo.aztecuk.com/collections/the-national-cycling-show-2022
Carpet/Floor Covering Human Built Tel:
Email: 
+44 (0)121 794 2769
[email protected]
Catering NEC Tel:
Email: 
0844 3388338
[email protected]
Cleaning NEC Tel:
Email: 
0844 3388338
[email protected]
Customs Clearance/Storage/Shipping & Forwarding DSV (Agility) Contact:
Tel:
Email:
Tim Marchant
+44 (0)121 780 2627
[email protected]
Electrics Human Built Tel:
Email: 
+44 (0)121 794 2769
[email protected]
Furniture Europa Tel:
Email:
Web:
+44 (0)20 8676 0062
[email protected]
www.europainternational.com 
Graphics & Stand Design Maelstrom Event Solutions Tel:
Email: 
+44 (0)1743 606 744
[email protected]
IT Services NEC Tel:
Email: 
0844 3388338
[email protected]
Stand Plan Approvals Maelstrom Event Solutions Tel:
Email: 
+44 (0)1743 606 744
[email protected]
Shell Scheme and Fascia Nameboard Human Built Tel:
Email: 
+44 (0)121 794 2769
[email protected]
Water & Waste NEC Tel:
Email: 
0844 3388338
[email protected]

 

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A-Z of Service and Regulations

Access Hours | Accommodation | Audio Visual Equipment | Balloons & Inflatables | Breakdown | Build-up | Car parking | Carpet | Catering | Children| Cleaning | Common Areas | Complex Structures | Contractor Passes | Customs and Excise | Delivery of Exhibits | Dilapidations | Distribution of Literature | Electrical Contractor | Equality Act 2010 | Electricity Supply TimetableExhibitor Wristbands | Fire Safety | First Aid | Floor Loading | Freight Forwarding & Storage | Furniture | Gangways | Graphics | Health and Safety | Height Restrictions | Hi-vis Policy | Internet Access | Lifting | Music | Name Board | Massage & Hands-on Treatment | Noise | Notification of Exhibitor Appointed Contractor | Organiser’s Office | Photography | Public Address | Removal of Exhibits | Rigging | Risk Assessment & Method Statements |Shell Scheme/Booth Package | Smoking | Special Effects | Stand Plan Approval | Stand Fitting Regulations | Storage | Unusual Exhibits / Activities | Vehicle Movement | Water and Waste | Working from Height


Access Hours

Access to the National Exhibition Centre is restricted to the hours shown in the Exhibition Timetable.

During the build-up and break-down periods although vehicles will be admitted to the site, they will be held in the traffic marshalling area and will not be allowed access until the hall opens at 09.00 hrs.

All exhibitors and contractors bringing vehicles to the venue for build-up and breakdown, who want to unload or load a vehicle on site, must book a time slot on the online booking system – https://www.voyagecontrol.com/necbirmingham

Please note the online booking system applies for anyone arriving on site – including any deliveries you may have booked from an external courier. It is the exhibitor’s responsibility so ensure they are aware of the system and have booked their delivery vehicle in.

Please ensure that your contractors are aware of these arrangements. Permission for earlier access, in exceptional circumstances only, may be granted at the discretion of the organisers and the NEC and any charges levied will be passed on to the exhibitor. Please contact the organisers in the first instance.

In particular, please note that should you or your contractor require late working, we must be contacted before 14.00 hrs on the relevant day. During the exhibition open period the hall will be open from 08.00 hrs and until one hour after the exhibition closes.

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Accommodation

There are a number of different accommodation options to be found within close proximity to the NEC.

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Audio Visual Equipment

Aztec has been appointed the official Audio-visual contractor for the exhibition.

If you require any equipment for hire during the show, please contact Aztec or use the Order Form that can be found in the Order Forms sections of this manual.

Aztec Event Services Ltd
Units 1-2 Falcon Business Centre
14 Wandle Way
Mitcham
Surrey
CR4 4FG
Tel: +44 (0)20 7803 4000
Fax: +44 (0)20 7100 1609
Email: [email protected]

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Balloons & Inflatables

Use of helium or balloon gas filled balloons must be agreed in writing with the venue prior to the event.

  • Gas-filled balloons must be adequately secured to the stand. Charges will be levied for any costs incurred for repairing damage to the air handling units within the halls due to gas-filled balloons being drawn into the units and for removing balloons from the roof structures.
  • Balloons must be positioned at a height no greater than 4m from the hall floor to the top of the balloon.
  • Balloons can hang only over your own stand.
  • All helium gas cylinders must be removed from the halls once the balloons have been filled and the use of flammable gases is not permitted.
  • A plan must be submitted to the organisers detailing location, height and method of attachment.

Please contact Maelstrom Event Solutions on +44(0)1743 606744 or email [email protected] if you wish to use balloons or inflatables as part of your stand.

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Breakdown

Please refer to ‘Exhibition Timetable’.

Removal of exhibits and displays commences after the exhibition has closed and all visitors have left the exhibition hall. Under no circumstances may any goods be removed or packed away from your stand before this time. Trolleys must not be used until the hall is clear of visitors, and please note that contractors will not be permitted into the halls until the visitors have left. In the interests of safety, exhibitors are asked to not continue with hospitality on their stands after the show closes.

Please note:
Electrical power to stands will be switched off 30 minutes after the show closes.

We strongly advise you not leave any items unattended on your stand. The Organisers and The NEC cannot accept responsibility for any loss or damage. We strongly advise that you have adequate insurance.

If you are leaving items on your stand to be collected by couriers, you must notify the organiser’s office and supply a contact telephone number for both the courier company and a representative of your organisation.

 

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Build-up

The timetable for build-up is given under Exhibition Timetable. It is important that you contact us if you foresee any problems keeping to this schedule.

All exhibitors and contractors bringing vehicles to the venue for build-up, who want to unload or load a vehicle on site, must book a time slot on the on-line booking system – https://www.voyagecontrol.com/necbirmingham

Please note the online booking system applies for anyone arriving on site – including any deliveries you may have booked from an external courier. It is the exhibitor’s responsibility so ensure they are aware of the system and have booked their delivery vehicle in.

All stands must be finished by 21.00 on Friday 17th June to allow time for the venue cleaning staff to clear the aisles of rubbish.

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Car Parking

Exhibitors with an Exhibitor parking pass will be allowed to park free of charge for the duration of the event – passes will be distributed from the Organiser’s Office during the event – this is limited to 2 passes per stand. Exhibitors without an Exhibitor parking pass will be liable to pay the daily £16 parking charge. Exhibitors can also pre-pay up until midnight the day before, which will reduce the cost slightly. Please use this link to pre-book http://www.thenec.co.uk/visitors/parking/

The venue does not officially offer overnight parking. However, if you choose to park overnight, you should be aware that this is done so at your own risk and that some of the car parks are often locked overnight.

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Carpet

Space-only stands will not be carpeted.

Exhibitors wishing to lay their own floor coverings may do so direct to the hall floor, on floor flats or a platform. Please note that no damage must be done by screw or bolt to the hall floor and only approved tape can be used to affix floor coverings.

The official carpet contractor for the show is:

Human Built (a trading division of Paragon Group UK Ltd)

Forward Park, Bagot Street, Unit 2B, Birmingham, West Midlands B4 7BA, GB

Tel: 0121 794 2769

Email: [email protected]

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Catering

Amadeus are the exclusive caterers for the NEC. Their services must be used to supply all food and beverage (including alcohol) required on exhibition stands.

Amadeus provide exhibitor catering via the following means:

Served To You – full hospitality service

Enquiries can be made via your dedicated Catering Account Manager who will work with you to create an offer exclusive to your needs.

Oliver Birch
E: [email protected] T: +44 (0) 121 767 2265

Food To You – a convenient drop off service for delivery only

Exhibitors wishing to use the Food To You drop off service should place their order by completing the relevant Order Form. If you wish to speak to someone in person, please call 0844 338 8338 (UK based exhibitors) or +44 (0) 121 767 2770 (overseas exhibitors).

Intent to supply

In specific circumstances Amadeus may allow exhibitors to sample or retail foods for immediate and/or offsite consumption.

This is only permitted if the product is relevant to the show profile and prior application is required in every instance.

Applications will be reviewed and assessed in line with food safety regulations and applicable charges levied. Either/both of the following forms must be completed and returned to the relevant show Catering Account Manager at least 2 weeks prior to the event.

1) Application to supply food & beverages
2) Application to supply alcohol (applications will only be considered from personal licence holders)

Amadeus NEC reserves the right to terminate unauthorised activity on the grounds of food safety or licensing regulations at any point during the show tenancy.

In case of further query or guidelines required please refer to the official eGuide.

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Children

No person under the age of 16 will be admitted to the venue during the build-up or break down. This rule applies to exhibitors’ and contractors’ children. Please ensure your staff and contractors are aware of this rule.

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Cleaning

The Exhibition Hall and Stands will be cleaned prior to opening each day. Exhibitors are requested to place refuse for collection in bags and leave them in the aisles at the close of business.

If any special cleaning services are required such as washing and polishing surfaces please contact:

The NEC, Birmingham
B40 1PJ
Tel: 0844 338 8338
Fax: 0844 581 1434
Email: [email protected]

Please note that there may be an additional charge for this service.

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Common Areas

All common areas must be kept unobstructed at all times. Contractors, exhibitors, their staff and agents must keep ALL common areas clear whilst building or dismantling stands, exhibits etc. All exhibits must be kept within the confines of the stand space and demonstrations must not cause undue congestion and/or obstruction of common areas.

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Complex Structures

A complex structure is any form of construction of any height which requires cross-bracing and/or would normally be designed by an engineer and /or has, through a risk assessment, been found to present significant risk. Structures over 4 meters in height, multi-storey stands and suspended items of 400kg and over are always treated as complex structures. Platforms and stages 600mm or over in height, tiered seating and stairs are also considered complex structures. Such structures must have fully detailed Structural Calculations and/or a detailed Constructional Method Statement along with a suitable and sufficient Construction Phase Plan, Risk Assessment and Method Statement submitted at the same time as your stand plans. Full details must be submitted to Maelstrom Events for inspection at least 30 days prior to the exhibition. Please refer to the ‘Stand Plan Approvals’ section for details of the full stand plan submission process.

Please note that no Complex Structure may be built without prior consent from the Organisers before the planning process takes place.

Copies of the scaled drawings, structural calculations and construction drawings to prove stability, along with a payment of £350.00 plus VAT (made payable to ‘Maelstrom Event Solutions’) must be submitted to Maelstrom Event Solutions no later than 30 days prior to the event.

If you would like to speak to someone regarding your Stand Design please contact:

Maelstrom Event Solutions
Mercury House
Shrewsbury Business Park
Sitka Drive
Shrewsbury
Shropshire
SY2 6LG
Tel: 01743 606744
Email: [email protected]

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Contractor Passes

If you are using a stand build contractor, please fill out the Site Induction/Contractor Notification Form. This site induction is mandatory for everyone working onsite during the build-up and breakdown periods of the event.

Once completed we will have a record of your completion and your wristband will be  issued on site upon your arrival. Please note that these wristbands are for these periods only and will not allow you entry into the hall during show opening times.

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Customs and Excise

All deliveries to the exhibition from outside the UK, including the European Union, must be accompanied by the relevant paperwork.

You are advised to contact either the recommended carrier, Agility who can undertake all the work on your behalf or contact your local Chamber of Commerce for guidance. It is in every exhibitor’s interest that they are aware of the customs procedure relative to customs duty and VAT payments for temporary importation of exhibits.

If in doubt please contact:

Tim Marchant
Tel: +44 (0)121 780 2627
Email: [email protected]

 

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Delivery of Exhibits

All exhibits and materials must be delivered carriage paid, direct to the stand. The goods should be clearly labelled as follows:

Attn: (Contact Name)
(Stand Number and Stand Name)
The National Cycling Show
Hall 1
The NEC
Birmingham
B40 1NT

Exhibitors must ensure that a representative of their company is on-site to receive and sign for deliveries. Please note, deliveries must not be made to the Centre prior to the tenancy. The Organisers and the venue are unable to accept responsibility for any goods delivered to stands that are unmanned and regret that they are unable to sign for goods, exhibits or other material on behalf of an exhibitor or contractor due to limited storage facilities.

If an exhibitor is unable to be on-site to receive deliveries the official freight forwarding company will take receipt of the goods for a charge. Please see the Freight Forwarding & Storage form.

The appointed official contractor is:

Agility
Contact: Tim Marchant
Tel: + 44 (0) 0121 780 6227
Email: [email protected]

 

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Dilapidations

You are reminded that you will be charged for making good any damage to the hall or stand area, including the floor, caused by your staff or contractors. Under no circumstances can stand construction, graphics, etc be attached to the fabric of the building.

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Distribution of Literature

Distributing material such as printed or other cards, circulars or articles, is prohibited unless from your own stand. This includes the gangways surrounding your stand.

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Electrical Contractor

Human Built are the official Electrical Contractor for the exhibition. They have a comprehensive range of electrical services for hire and installation and offer an extensive range of light fittings and flexible power supplies.

The installation or alteration of any electrical fitting by any person other than a member of the contractor’s staff is strictly prohibited. In accordance with current health and safety legislation all electrical equipment and fittings should comply with applicable test regulations. Any items failing such a test will NOT be connected to the Hall’s supply.

Exhibitors/Contractors who bring portable electrical appliances on-site should ensure that they have been regularly PAT tested (Portable Appliance Tested) and bear a recent PAT test pass certificate.

Any exhibitor in need of additional electrical requirements should contact:

Human Built (a trading division of Paragon Group UK Ltd)

Forward Park, Bagot Street, Unit 2B, Birmingham, West Midlands B4 7BA, GB 

Tel: 0121 794 2769

Email: [email protected]

Please specify your requirements on the Order Form and location grid. This form should be returned by the deadline date to avoid surcharges for late orders. Please note that the grid needs to be submitted with the order form to ensure that the electrics are fitted as per your requirements. Should a grid not be submitted, the items will be positioned at the discretion of the contractor and charges may be levied for on-site changes.

  • Temporary Power: Space only exhibitors and their contractors are advised to contact the official electrical contractor to arrange a temporary power supply for actual construction of stands if required.
  • Mains Boxes: It is necessary for a stand in each block to house the mains box. You will not be advised if it will be housed in your stand.

As an exhibitor, it is your responsibility to order adequate power supply for your stand. Failure to do this will result in delays on site and could be a fire risk. On-site checks will be carried out by the appointed Health & Safety Officer and Electrical Contractor. In all cases the decision of the Organiser and its appointed representative is final.

Regulations: 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 & Safety at Work Act 1974, British Standards Institution BS 7671 1992 and the Electricity at Work Regulations 1989. A full copy and advice on electrical installations can be obtained by contacting Human Built.

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Equality Act 2010

Please note that all exhibitors are expected to comply with the Equality Act 2010 as far as is reasonably practical. For more information, please follow this link: www.gov.uk/equality-act-2010-guidance .

In brief, exhibitors are responsible for ensuring that the design and construction of their stands provides for increased access for disabled people. This is not only about physical access to the stands for wheelchair users but also includes access to products and written information for people with visual impairments and access to the same standard of service for all other disabilities. However, it is important to take account of health and safety legislation which has primacy over the disability regulations.

The Law
The Equality Act aims to ensure that disabled people are not treated less favourable by requiring that reasonable adjustments be made to enable disabled people to access the services on offer or that reasonable alternative means are provided; in the case of wheelchair access to a stand this could be achieved by the provision of a ramp but could equally be achieved by ensuring that assistance by suitably trained staff is available at all times.

Getting onto the stand
Exhibitors choosing to incorporate a ramp for wheelchair access must ensure that this complies fully with the requirements set out in this Manual.

Moving around the stand & accessing information
Information and products must be displayed in a position and at a height that can be reached by everyone and to ensure that people can move about the stand with ease; circulation areas between stand displays should be at least 1m wide; goods and products should be placed at a height between 650mm and 1060mm and information displayed at a height between 900mm and 1200mm; where any of these provisions are not possible staff on the stand must be proactive in assisting people to reach the information that they require.

Writing surfaces
The typical height of a counter top is between 1000 and 1200mm which provides very poor access to the writing surface for a range of disabled people; where possible provide a low level counter section at a height of 760mm with a clear 400mm horizontal depth below and a gently raised edge or provide a lightweight clipboard or lap tray for visitors to write on; sufficient lighting should be provided at the counter and this should not be positioned behind stand staff to avoid silhouetting their faces.

Seating
Different sizes, shapes and types of seating should be available since a seat that is too low or too high or has inappropriate armrests or side supports can have an impact on customer comfort; a variety of seating will accommodate those with differing mobility requirements. Seating arrangements must not obstruct access for wheelchair users or create trip hazards for people with visual impairments.

Flooring surfaces

No single floor finish is universally suitable for all disabled people but care should be taken in the choice of materials; flooring should be slip resistant even when wet, should not be highly glazed and should not create trip hazards at junctions of different materials; carpets should provide a firm surface to facilitate wheelchair passage and excessive use of underlay should be avoided.

Information and signage
The way that information is presented can impact significantly on the ease with which this can be accessed; signs must not create obstructions and glare from lighting should be avoided; avoid the use of high gloss finishes and internally illuminated signs; provide clear colour contrast between text and background and use upper and lower case text in preference to large blocks of upper case.

Colour Contrast
Colour contrast via usage of different colour tones will assist the visually impaired in accessing, moving and identifying exhibits. Reduction and prevention of reflective glare will ease stand accessibility.

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Electricity Supply Timetable

Electricity will be energised to stands as quickly as possible during the build-up period, subject to satisfactory inspection and testing of installations. Occasionally delays may occur due to the fact that adjoining stands are not complete and ready for inspection. During the full open days, power to stands will be from 08.00 each day until 30 minutes after the show closes. Any exhibitor needing electricity for the running down of machinery or working equipment etc. after the exhibition closes on the final day must inform the Organising Office of their requirements.

If you require power after the published build-up hours, you must notify the organiser’s office who can arrange this with the venue who will notify you of the charges.

Please remember to specify 24-hour electricity supply if this is required for refrigerators and/or computer equipment.

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Exhibitor Wristbands

All exhibitors working on the stand on the Show open days require an exhibitor wristband. Please register for you and your staff to get your exhibitor passes for the show using the Exhibitor Passes from in this manual.

Once you have registered using this link you will receive a dedicated confirmation message and a print at home pass. This will allow you quick access to the show before the doors open for visitors.

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Fire Safety

Exhibitors must adhere to the Local Authority and Fire Brigade Regulations and any goods on your stand must be Class 1 (B.S. 476) fire retardant.

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First Aid

First aiders will be on-site throughout your tenancy. If first aid is required, please tell your event manager or any venue steward. A member of the first aid team will come to help.

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Floor Loading

If you have any queries regarding floor loading, please contact:

Georgie Franco – 01743 606744
Email: [email protected]

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Freight Forwarding & Storage

The Organisers have appointed Agility as the official contractor. They will be happy to advise you on all aspects of transporting your goods to and from the show.

The order form can be found in the Order Forms section of this manual or you may contact:

Agility
Contact: Tim Marchant
Tel: + 44 (0) 121 780 2627
Email: [email protected]

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Furniture

Europa International have been appointed as the official furniture contractor for the show. A link to the brochure and booking form is included in the Order Form Section of this manual.

Europa International
Europa House
Meaford Way
London
SE20 8RA
Tel: 020 8676 0062
Email: [email protected]
Website: https://www.europainternational.com/

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Gangways

During the build-up and breakdown periods, Emergency Gangways will be in operation and must remain completely clear at all times.

During the open period under no circumstances must any part of a stand, furniture, or exhibits project beyond the boundary of the stand, with the exception of the Organisers’ shell scheme fingerboard, which will project into the gangways.

Doors or windows must not open outwards onto gangways. All doors must have vision panels.

Exhibitors should not engage in any activity or employ any person or device that, in the opinion of the Organisers, tends to create unreasonable congestion in the gangways.

 

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Graphics

Shell Scheme graphics are available from Maelstrom Event Solutions, along with roller banners and pop ups.

For further information and costs please contact Liam Owens on [email protected] or 01743 606 744.

Please note – we are offering an early bird discount of 10% for shell scheme graphics if you order before 18th May 2022.

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Health and Safety

Please view the Health & Safety Section of this manual.

 

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Height Restrictions

Shell Scheme
We will be using the Octanorm system for the exhibition. This does not have a ceiling grid but exhibits should be kept within the wall height of 2400mm. Please refer to the shell scheme specification .

Space-Only
The height limit is a maximum of 6m for all stands where headroom permits. Please note that the organisers are not duty bound to notify other exhibitors should, at their discretion, a stand above 6m in height be given Permission to Build.

Please note, if you do plan to build to the maximum construction height of 6m (or in areas near to, or in, overhead restricted areas) then you must carry out a full site survey to ensure that the proposed stand will fit and there are no venue fittings imposing any height restrictions.

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Hi-vis Policy

During build-up and breakdown of your event, all personnel must wear hi-vis (high visibility). Personnel not wearing hi-vis will not be permitted to work in the event area.

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Internet Access

There is now free wifi for visitors/ exhibitors in all areas of the NEC. To log on you there is a simple 3 step process:

  1. Ensure the wifi is enabled on your device
  2. View the available wireless networks and select “NEC Free WiFi” then click connect
  3. Open your internet browser and follow the on screen instructions to register.

Due to the instability of wireless connectivity within the structure of an exhibition, if a stable IT connection is an integral part of your stand, we strongly recommend a hard-wired connection as the most secure and reliable source of internet.

For all your Internet & IT Services please contact:

The NEC
Birmingham B40 1NT
Tel: 0844 338 8338
Fax: 0844 581 1434
Email: [email protected]

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Lifting

Any Exhibitor requiring lifting services on-site should come to the Organisers Office located in the hall, where the Organisers will book you in for the service.

Any questions with regards to this, please don’t hesitate to contact the Organisers-

Maelstrom Event Solutions
Tel: +44 (0)1743 606744
Email: [email protected]

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Music

If you intend to play music on your stand during the course of the exhibition, you are required by law to have a music licence.

The Performing Right Society (PRS) Licence

A PRS Licence is required for all exhibitors playing any form of music such as CDs, DVDs, video and background music. The Performing Rights Society collects royalties on behalf of the composers.

It is your responsibility to obtain a PRS licence, if you would like further information on obtaining the necessary licence, please contact the Public Performance Department on +44 (0)20 7580 5544 or go to www.prsformusic.com .

Video Performance Limited (VPL)

Video Performance Limited (VPL) is the UK organisation set up by the music industry in 1984 to administer the broadcast, public performance and dubbing rights in short form music videos.

A VPL licence is required for all exhibitors showing music videos in public. VPL collects royalties on behalf of its members.

It is your responsibility to obtain a VPL licence, if you would like further information on obtaining the necessary licence, please contact the Public Performance Department on + 44 (0)20 7534 1444 or go to www.ppluk.com/ .

Please note that the use of microphones on stands is prohibited. Music or video audio must be kept at a level that will not cause offence or inconvenience to other exhibitors.

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Name Board

Please complete and submit the Shell Scheme Nameboard Order Form (shell scheme exhibitors only).

Exhibitors on space-only stands should endeavour to include their stand number in their design, in addition to prominently displaying the company name.

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Massage & Hands-on Treatments

Special licenses will need to be obtained in advance. Please contact Maelstrom Event Solutions for further information.

Tel: +44 (0)1743 606744
Email: [email protected]

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Noise

Any music played or noise generated by any other means must be kept at a level of volume that does not cause disturbance to other exhibitors.

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Notification of Exhibitor Appointed Contractor (EAC)

It is requested that exhibitors with Space Only sites notify the Organisers of their appointed contractors as soon as possible. Please note that Exhibitors are responsible for undertaking a suitable and sufficient Risk Assessment with their contractors, specifically for the show.

When briefing your contractor, please ensure that they are aware of the stand building regulations specific to this show.

If you are using a stand build contractor, please fill out the Site Induction/Contractor Notification Form. This site induction is mandatory for everyone working onsite during the build-up and breakdown periods of the event.

 

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Organiser’s Office

The Organisers’ office is located at the front of the exhibition hall. The office will be open from 8.00 each day throughout the tenancy period.

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Photography

The official recommended photographer for the event will be:

Post Photographic – https://www.postphotographic.co.uk/exhibitionphotography

Tel: +44 (0) 7794 689 840 / +44 (0) 1299 269 737
E:  [email protected]

The event is an ideal opportunity to get professional photos of products, fittings etc. Please contact Post Photographic if you would like to arrange any specific photographs.

NB. To avoid the nuisance that might be caused to exhibitors by sundry canvassing for business, no other photographers will be admitted to the exhibition without written permission from the organisers

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Public Address

During the show open hours, the public-address system is not available to exhibitors or visitors. It is for the sole use of the Organisers and venue management for emergencies and official announcements and cannot be utilised for publicity purposes etc.

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Removal of Exhibits

Please do not remove any exhibits or begin to break down your stand until 17.30 hrs on Sunday 29th June. This will allow time for visitors to leave the building and facilitate safety and security.

The Halls will close at 21.00 hrs on the evening of Sunday 29th June. All stand materials and exhibits for must be removed by this time.

If an exhibitor fails to vacate the premises by the allotted time the Organiser reserves the right to pass on any penalty charges levied by the hall owners.

Vehicles arriving at the venue for the break down should follow the same procedure as for the build-up.

NB Vehicles for the break down will not be scheduled. Priority will be given to cars and small vans during the early stages. Please ask your staff to co-operate with traffic marshals and security at all times.

 

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Rigging

All Rigging at the NEC must be ordered through the NEC Rigging Department – they are the only rigging company permitted to attach to the fabric of the building.

Please note the following regulations:

  • Depending upon their construction, rigged items may be subject to a structural sign off which will be at the exhibitor’s expense
  • There must be a minimum clearance of 1m from the top of any stand fitting item to the bottom of any rigged items and these items must not be connected to the stand structure in any way;
  • Rigged items must remain within the boundaries of the exhibiting stand
  • On stands with adjoining / shared walls, banners facing the adjoining stand must be hung a minimum of 1.0m inside the stand perimeter
  • All pockets for weighting down banners should be stitched and not glued
  • Rigged items must conform to standard fire regulations

All rigging is subject to final approval from the Organisers

For more information contact:
Matt Hancock
Tel:  +44 121 767 2166
Email: [email protected]

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Risk Assessment & Method Statements

All Exhibitors should please ensure that you submit the Health & Safety Declaration Form to Maelstrom Event Solutions.

All exhibitors must also ensure that their risk assessment covers the entire duration of the event i.e. build-up, the open period and breakdown.

Space only exhibitors must also ensure that the company responsible for building and dismantling their stand send a copy of their Risk Assessment and Method Statement when submitting stand plans to Maelstrom Event Solutions.

Please refer to the Health & Safety Section of this manual for guidelines and sample Risk Assessments/Method Statements.

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Sampling

Exhibitors planning any form of sampling of food/liquid products on their stand at the exhibition must advise the organisers.

Exhibitors may give away tasting samples of their products subject to the following conditions:

  • Tea, coffee or soft drinks may not exceed 1.75 fluid ounces (50ml).
  • Beers/Ciders or similar may not exceed 1.75 fluid ounces (50ml).
  • Wine/Fortified wines/Champagne/Alcopops and similar may not exceed 0.9 fluid ounces (25ml).
  • Spirits and similar may not exceed 0.18 fluid ounces (5ml).
  • Unwrapped food – bite size portions.
  • Individually wrapped items (for off-site consumption only).

Exhibitors planning any form of sampling of food/liquid products on their stand at the exhibition must advise Georgina Spooner, this information is then passed to the venue. Venue regulations state that all food and drink to be consumed on or given away from a stand (other than exhibitors own products) must be purchased from venue catering department, Amadeus. Please use the Catering Form within the Order forms section.

If, in the opinion of the venue (Amadeus), an exhibitor contravenes these conditions and provides a significant level of hospitality catering or sampling from its stand, they reserve the right to charge the exhibitor a corkage or concession fee.

 

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Security

Whilst every reasonable precaution is taken to ensure the safety and security of personnel and equipment the organisers cannot accept responsibility for injury, loss or damage or any consequential losses which may befall your personnel or their property.
The organisers will implement comprehensive security cover throughout our tenancy for The Cycling Show 2022. The following precautions will help reduce the risk of theft from your stand:

  1. Be especially vigilant during the build-up and break down periods.
  2. Ensure that your stand is manned well before the show opens and until all visitors have left at the close.
  3. Secure items of value, particularly personal effects, mobile phones, handbags, briefcases, and laptop computers. These items are particular targets for petty thieves and should be kept secure
  4. At night lock away items of value or if possible, take them with you
  5. Utilise the secure store for overnight safe keeping of items of value.

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Shell Scheme (Booth Package)

The Shell Scheme Package includes:

  • 1x 5ft Fluorescent per stand
  • Fascia with Nameboard
  • Walls
  • Light Blue Carpet

We have appointed HumanBuilt as the official shell scheme contractor and will be using their Octanorm System.

Name Board
The name panel will show company name and stand number. The maximum number of characters is 32. To order your Nameboard or please use the order form included in this manual.

Walling
Panels are black, Velcro friendly loop nylon. Graphics can be attached to stands directly with hook Velcro. No other fixings are permitted. Panels are attached to each other by aluminium uprights which stand 18.5mm proud of the black panel. Fixings for large or special graphics are available on request from HumanBuilt.

 

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Smoking

The venue implements a non-smoking policy in accordance with UK Law, this also applies to e-cigarettes and vaping. Designated smoking areas are located outside the venue.

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Special Effects

If you intend to incorporate special effects such as lasers or smoke machines in your display, Local Authority approval is required. Please contact Matthew Lambert for further advice.

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Stand Fitting Regulations

Please see the Stand Fitting Regulations section of the manual.

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Stand Plan Approval

Fully detailed and scaled plans must be submitted for all Space Only stands. Photographs, unclear faxed drawings or drawings from other exhibitions will not be accepted. All plans and associated documentation must be submitted in English. No stand may be constructed on-site without official approval. Upon confirmation from Maelstrom Event Solutions, no alterations can be made to the drawings submitted.

Copies of the scaled drawings must be submitted to Maelstrom Event Solutions no later than 30 days prior to the event.

Plans should include:

  • All dimensions
  • Building materials to be used
  • A ground plan and elevation drawing
  • The name, postal and email address and telephone number of the exhibitor, contractor or designer submitting the plans
  • A copy of the Risk Assessment and method statement

For complex structures, a full copy of the structural calculations is required.

All plans should be sent to:

Maelstrom Event Solutions
Email: [email protected]

If stand plans are not received together with the appropriate documentation from structural engineers (where necessary), stand building will not be allowed to begin until the organisers, and where necessary the venue, has approved them. Late submissions of plans can result in the venue failing to gain a licence for the show; therefore, the stand will not be allowed to be constructed.

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Storage

There are no facilities for the storage of boxes, packing cases, sales literature etc and these must be removed before the end of build-up. Please contact Agility Logistics if you require this service.

A secure store for small items of value will be provided, however space is limited. Please contact a member of the security team or the organisers’ office to arrange for secure storage.

Please see the Freight Forwarding & Storage section of the manual

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Unusual Exhibits / Activities

If you are doing anything out of the ordinary on your stand, it is important that you notify the organisers to make sure that all necessary permissions are sought from the venue, Local Authority or any other parties.

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Vehicle Movement

The venue enforces a 5-mph speed limit, do not park on hatched areas, follow the instructions of traffic marshals at all times and ensure you comply with venue traffic regulations at all times.

All forklift movement inside and outside of the hall must be carried out by the Organiser’s official logistics provider. Emergency gangways must be kept clear at all times to allow for venue cleaning tractors, forklift movement and emergency vehicles.

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Water & Waste

The official contractor for this service is NEC Services Department. Please see the Pipework Mains Order Form

For further information contact:

NEC Sales and Customer Support Team
Tel: 0844 338 8338
Fax: 0844 581 1434
Email: [email protected]

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Working from Height

The Work at Height Regulations 2005 applies to all work at height where there is a risk of a fall liable to cause personal injury. They place duties on employers, the self-employed and any person who contracts the work to other. New guidelines regarding safe practice must be observed.

Working at height requires appropriate management and safe working methods at all times. One of the most common causes of accidents within the halls is the use of the wrong height ladders or working at height without the correct equipment – standing on chairs etc.

  • Industrial ladders only; which must be used as per manufactures instructions
  • Inspect rungs and rails for damage each time they are used
  • Ladders must have ‘industrial rating
  • Stand no higher than on 2nd tread from top and user should not overreach
  • Ladders for work over 4m are not permitted
  • Set ladder on flat surface and ensure helper holds ladder from side

All accidents, incidents and near misses must be reported to the Organiser’s immediately. Stay safe on site; please click here for more information on the Stop-The-Drop campaign; in conjunction with the AEO, ESSA and AEV – www.stop-the-drop.co.uk

For more guidance, please refer to the eGuide. The objective of the eGuide is to provide clear and straightforward guidance for achieving common standards of health, safety and operational planning, management and on-site conduct across UK event venues.

Recognised as the industry’s best practice document, the eGuide is continually reviewed by working industry professionals who represent the best advice currently available, and who themselves have to work within the guidelines in their own professional capacities.

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Regulations for Stand Building

Booth Fitting Regulations

  1. All advertising and logos must be within the specified height limits and must not be sited on back of dividing walls, especially where they overhang an adjoining stand.
  2. All stand structures, signs, exhibits etc. must be contained within the area allotted and may not project into or over the gangway.
  3. If you have a shell scheme stand, all exhibits and stand fitting material must be contained within your shell scheme stand.
  4. All painting on-site must be carried out with water-based paint. Finishes having oil or cellulose base are not permitted to be applied on-site.
  5. Artificial flowers are highly flammable and give off toxic fumes. These must not be used for stand dressing.
  6. All stand structures must be completely self-supporting. Suspension may not be made from the roof of the exhibition halls, nor may any fixing be made to the structure of the building. Nothing may be drilled, attached or bolted to the hall floor.
  7. It is the responsibility of the exhibitor to examine the site allotted pre-show in order to avoid costly adjustments to stand structures from any building obstruction or pillars, for which the organisers cannot accept any responsibility.
  8. All solid timber under 25mm thick must be impregnated (pressure process) to CLASS 1 flame-resistant standard. Boards, plywood, chipboard etc. must be treated in the same way if they are under 18mm thick. Solid timber over 25mm thick need not be treated. All such treated timber must have BS476 CLASS 1 marked on them.
  9. Plastics used for construction and display purposes (including exhibits) must conform to BS478 Class 1 Fire Regulations. Lexan and Macralon are acceptable. Perspex must not be used. Polycarbonate is widely used for clear sheeting.
  10. Textile fabrics used for interior display purposes on the stand must be flameproof or purchased already treated by use of the approved chemicals in accordance with BS5438 and BS5852. Textile fabrics used for interior decorative purposes must be fixed taut and / or in tight pleats (not draped) to a solid backing and secured at least 50mm above floor level to avoid a trip hazard, not touching light fittings or other heat sources.
  11. On Space Only stands, the name and stand number of the company exhibiting must be displayed prominently on each side of the stand.
  12. All work must be carried out using non-flammable material.
  13. The Organisers may, at the expense of the exhibitor, remove or alter anything in, on, or forming part of any stand if, in their opinion, it is desirable to do so in the interests of the exhibition.
  14. The design of the stand must be such that it can be erected and dismantled within the time available.
  15. All doors must have a clear window (min size 250mm x 250mm). If being used by visitors, the door must be min 800mm wide and give a zone of visibility between 900mm and 1500mm above floor level.
  16. All glazing used in the construction of stands must be safety glass. It must comply with the current UK Building Regulations and relevant British Standards, including BS6206 and BS6262. Any uninterrupted, large areas of clear glazing shall be indicated so as to be readily apparent (for example by warning stripes, dots or logos). Overhead glazing shall be of wired or laminated glass, or be otherwise adequately protected from shattering.
  17. Exhibitors are responsible for ensuring their stand contractor employs safe working practices and are aware of their responsibilities under the Health and Safety at Work Act.
  18. Lone working, especially after-hours, is not permitted on-site. All persons must have a colleague to assist them where suitable.

Stand Fitting Regulations – Space Only Sites

Please also refer to:

  • Complex structures
  • Contractors
  • Electrical installations
  • Equality Act
  • Height restrictions
  • Health and safety
  • Stand fitting regulations above that apply to all stands within the exhibition

If you have a space only site at the show, you have a legal obligation to build your stand to the required standards as outlined by the Venue, Organiser and Local Authority regulations, some of which are outlined below.

  1. Space Only sites are not provided with any walling. On divided sites, exhibitors are responsible for erecting their own walls. Exhibitors may not use the back of other stand walls without the consent of that Exhibitor concerned. Such walls must be a minimum height of 2.5m and the walls must be dressed above 2.4m to a maximum height of 4m.
  2. Solid runs of stand walls along gangway edges are forbidden. All stands, irrespective of height, must have at least 50% of each frontage either open or fitted with (approved) transparent material with no more than a 4m continuous run of solid walling. Please take neighbouring exhibitors into account when designing your stand.
  3. Platforms – the provision of a platform may be regarded as necessary in order to cover some electrical installations and is the responsibility of the exhibitor. The general height of the platform should be no more than 100mm.
  4. Open corners of stand floors and platform shall be splayed, rounded or angled, if not protected by heavy exhibits, to avoid sharp corners and tripping hazards. Platform edges must be fully highlighted and the use of the platform must be included in the Risk Assessments.
  5. Due consideration must be given to the needs of disabled visitors. If a platform exceeds 38mm, it is recommended you incorporate a wheelchair access ramp. If a ramp is included the gradient must be no greater than 1:12, the ramp must be a minimum of 1m wide and be in a contrasting colour to the rest of the stand floor. It is also recommended that handrails be applied to either side of the ramp to assist the less mobile and prevent slips/trips.

If a ramp is not practical or safe, then exhibitors must ensure that compliance measures to the Equality Act are included in the open period Risk Assessment e.g products clearly displayed on the perimeter of stands, a portable ramp is available for use if required, stand staff are trained to understand the needs of the disabled and allow more time to deal with them, hearing loops available, seating with arms is provided, large format print etc.

Details of ‘super platforms’ (at a height of 600mm or more) to which persons have access must be submitted to the Organiser for approval of the Authorities. Please note that this is classified as a complex structure, therefore notification must be sent to Matthew Lambert at Maelstrom Event Solutions no later than 20th August 2021 including full structural calculations.

The flooring must not be less than a nominal 25mm thick. Platforms must be of a strength and stability to carry and distribute the weight of stand fittings, exhibits, stand personnel and visitors having regard to the live loading limits of the floors.

  1. Branding is not permitted on the back of walls overlooking neighbouring exhibitors. Should there be a query regarding this onsite, the Organisers’ decision is final.
  2. All speakers are to be positioned within the boundaries of the stand and angled so that they face inwards towards the centre point of the stand. Noise output will be monitored on-site and the Organisers reserve the right to terminate any display causing a nuisance.
  3. Barriers are required to protect exposed edges of stairs, landings, balconies and other changes of level exceeding 380mm.

Fire Safety

Exhibitors must adhere to the Local Authority and Fire Brigade Regulations.

Any goods on your stand must be Class 1 (B.S. 476) fire retardant and will be subject to the following regulations

See also Stand Fitting Regulations

Timber used in stand construction and displays

All timber under 1″ thick must be impregnated (pressure process) to Class 1 standard. Boards, plywood, chipboard, etc., must be treated in the same way if they are under 3/4″ thick – timber over 1″ thick need not be treated. Treated boards will have BS476 Class 1 marked on them.

Plastics

Plastics used for construction and display purposes (including exhibits) must conform to BS476, Part 7/Class 1 Fire Regulations. Perspex must not be used; other polycarbonates or plastics that comply with BS476, Part 7/Class 1 can be used instead (Lexan and Macrolon are examples of acceptable alternatives).

Fabrics used in display

Textile fabrics used for interior display purposes on the stand must be flame proofed or purchased already treated by use of the approved chemicals, in accordance with BS5438.

Certain fabrics need not be proofed i.e. wool, twill and felt.

Textile fabrics used for interior decorative purposes within stands must be fixed taut and or/ in tight pleats (not draped) to a solid backing and secured 3″ above floor level, not touching light fittings.

Stand dressing

Artificial plants and flowers are combustible and give off toxic fumes and must not be used for stand dressing. Silk type flowers are acceptable provided they have been fireproofed to BS476 (part 7) and are thus marked.

Gangways

The gangways used in this venue are the minimum permissible in law. Under no circumstances will exhibits, stand dressings, tables etc., be allowed to encroach into gangways. Offending items are liable, without warning, to be removed.

Storage

No excess stock, literature or packing cases may be stored on or around your stand.

Naked Flames

Naked flames or flammable liquids are only permitted if they are part of the product being exhibited and only at the discretion of the Venue’s Fire Officer. A full Fire Risk Assessment must be carried out by a competent person on behalf of the Exhibitor, and all safety control measures so required must be in place at the show and the Venue Fire Officer notified. The Organisers must be notified at least 14 days prior to the tenancy, and permission gained in writing.

Covid-19 transmission – exhibitor duties & responsibilities

Raccoon Events Ltd. take their responsibilities very seriously when dealing with this disease. As organisers we have taken numerous steps to ensure the overall show has the necessary measures in place to manage the risk of transmission.

The first step is to carry out a COVID-19 risk assessment which will identify the hazards, their risk and the control measures that you will need to minimise the risk and successfully exhibit.

There is already a useful risk assessment template on this which has been produced by the HSE and can be found on the following link – www.hse.gov.uk/coronavirus/assets/docs/risk- assessment.pdf.

Once completed you will need to submit this risk assessment so that we can check this in line with all of the measures we, as organisers, are putting into place. These should be sent to [email protected]

This guidance is correct at the time of writing this document, however, given the constant research and new guidance please note that these are liable to be updated quickly and on an ad-hoc basis. Please ensure you stay up to date with the latest messaging and guidance from government.

COVID-19 – The Key Messages

  • Stay At Home Guidance – Please ensure that all of your staff and contractors are informed of and follow the ‘stay at home’ government guidance. This should be for individuals who have symptoms of COVID-19, live in a household or are in a support bubble with someone who has symptoms, and those that have been advised to self- isolate as part of the government’s test and trace
  • Risk Assessment – a risk assessment assessing COVID-19 must be carried out for your activities at the
  • Social Distancing – wherever possible a 2m gap should be maintained. Where this distance is reduced to a minimum of 1m further mitigation measures should be considered and written into your risk assessment.
  • Enhanced Cleaning and Hygiene– Enhanced cleaning and hygiene is essential for you, your staff and those that may come into contact with you during the event.
  • Detect – you should be fully aware and informed of all of those people associated with your stand build as well as the staff manning your stand. These details may be required as part of the government’s test and trace
  • Communication – it is essential that you establish how you will communicate any COVID-19 specific messaging to visitors. Likewise consideration needs to be given to ensuring your staff are kept fully informed and reminded of your risk assessment and
  • Protect – Consider what PPE may be required or indeed whether separation screens are required. Additionally, what will be your processes if symptoms occur or somebody has to self-isolate.

Some guidance is shown below which we would consider minimum standards for you to adhere to, however they are not considered to be an exhaustive list. By conducting your own risk assessment you will determine the measures that are right for you.

COVID-19 PRE-SHOW PLANNING

STAND DESIGN

  • Stand design should be considered to ensure maximum social distancing is permitted.. How are you controlling this space to ensure you do not become overcrowded?
  • The stand should be designed so that it can be as modular as possible. This means it can be constructed in such a way that the majority of the build can be conducted off site, ensuring that you limit the amount of time needing to be spent on site building
  • Are there any planned meeting areas on your stand. These should be designed in a way to ensure social distancing and protection against spread. Do you need screens to separate people who are meeting?
  • Ensure that you pre-book as much as you possibly can. Try to minimise the amount of movements away from your stand during the show.

STAND MATERIALS/ PRODUCTS

  • When thinking about furniture can you order items that are not fabric to ensure they can easily be wiped
  • Consider the amount of promotional products/ literature you require on site. This should be kept to an absolute minimum and where possible digital methods should be
  • How are your products/ stand materials being delivered to site? Consideration should be given to ensure that these are only delivered when required. You will be strictly asked to keep all items on your stand space at all times to help with social
  • If you do need to deliver everything/anything prior to being able to accept it all on to your stand area, please contact the official event freight supplier to discuss opportunities for
  • Think about the signage that you will need to position around the stand to support your approach to managing the risk of COVID-19.

CONSTRUCTION ACTIVITIES

  • What is the least amount of time that your stand can be built in safely? Speak with the organisers and agree times that you can build and breakdown your stand in a way that eases congestion and helps keep the people on site at any one time to a
  • It is vital that you brief all of your staff about the Site Rules and Regulations. These should be briefed in advance of coming on
  • When planning your construction activities consider back-to-back or side-to-side working (rather than face-to-face) wherever possible.
  • All construction activities should be kept to a minimum and the stand designed to keep the number of people needed to build the stand to as few as
  • Please note the details in the timetable which indicate when you can arrive on site to Please ensure that you stick to these timelines so everybody is able to social distance.

HOSPITALITY

  • At this time we would advise against any formal hospitality arrangements on your stand such as drink parties
  • Any giveaways should be available pre-wrapped and dispensed in such a way that ensures the least amount of people touch the

PPE

  • PPE is considered as the lowest level of mitigation measures which should only be considered if the risk cannot be managed through preventative measures such as social distancing and hygiene regimes
  • Consider the use of PPE across all phases of the event as part of your risk assessment and provide it as necessary within your stand space. Remember that individual pieces of PPE should not be used by multiple people without adequate cleaning in between.
  • If your risk assessment does show that PPE is required, then you must provide this PPE free of charge to anyone who requires it within your stand Any PPE provided must fit properly.

BUILD UP AND BREAKDOWN

  • No persons should come to site who have any of the recognised symptoms of COVID-19. Please ensure that all of your staff and contractors are informed of and follow the ‘stay at home’ government guidance. This should be for individuals who have symptoms of COVID-19, live in a household or are in a support bubble with someone who has symptoms, and those that have been advised to self-isolate as part of the government’s test and trace
  • All stand activities should be confined to your stand
  • Please ensure that your materials are kept as close to your stand as possible. There should be no ‘spreading’ to allow the maximum amount of space for people to build and
  • Limit the amount of unnecessary movements around the event site. Only trips to your vehicles, comfort breaks and meal breaks should be considered. Make sure you have on site contact details for all of your suppliers to reduce the need to leave your stand
  • Should anybody from the stand need to leave the area please ensure they follow the advice from the organisers given through the site induction, on-site instructions, general signage as well as the general government advice.

OPEN PERIOD

CLEANING AND HYGIENE

  • Consider the cleaning routines for your stand. Ensure that you are regularly cleaning and keep a note of when this has been carried
  • Encourage your staff to regularly handwash and give them sufficient breaks to be able to do
  • If there are any high touchpoints on your stand please ensure these are factored into your regular cleaning
  • Have a good amount of sanitiser on the stand for your staff and for any of your clients that may wish to use

STAFF

  • As in the build-up and breakdown limit the amount of unnecessary movements around the hall. Only trips to your vehicles, comfort breaks and meal breaks should be
  • Should anybody from the stand need to leave the area please ensure they follow the advice from the organisers given through the site induction, on-site instructions, general signage as well as the general government advice.
  • Plan the manning of your stand so that numbers are considered as well as time spent on the stand.
  • Consider travel to and from work and how this will be done as safely as possible for your

VISITORS TO YOUR STAND

  • Try and make their experience as contactless as
  • Make sure where possible you use contactless methods to capture people’s data e. through scanning machines etc.
  • Think about the messages that you can give to anybody you talk to that will ensure they get all the subsequent information they need digitally.
  • Always be aware and observe the visitors coming to your stand. Ensure that you react to any unexpected pinch points and avoid queueing wherever possible, unless you are able to achieve this in a socially distanced way.
  • Keep reviewing your plans and make changes where necessary. The best laid plans can happen very differently in real life so it is important to be aware of this and monitor the visitor experience through your stand.

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Health & Safety (including control of the transmission of Covid-19)

All activities on-site (including but not limited to stand construction, demonstrations and breakdown) must comply with all current health & safety legislation.

This section of the manual has been produced to provide exhibitors with clear, simple suggestions for understanding health & safety & implementation of a suitable & sufficient safety management programme to comply with Health & Safety procedures.

Statement

It is the policy of Raccoon Events Ltd. to endeavour to seek the co-operation of all concerned in order to achieve the highest standards, in all aspects of Health & Safety. It is important to ensure that safe working practices are maintained at all times, which includes ensuring that everyone is reminded of their responsibilities whilst working at the exhibition.

As an Exhibitor, it is essential that you are aware of your obligations; as an Exhibitor, Contractor or Agency you have a duty under the Health & Safety at Work Act 1974 to ensure that all personnel, contracted by you are aware that they have a responsibility, so far as is reasonable 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.

Under the COSHH Regulations 2004 (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 & 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 COSSH and the Act.

You are also required to have in your possession a copy of your own Health & Safety policy and risk assessment as well as those of each contractor employed by you which may be requested during the exhibition.

Your Duties & Responsibilities

As an exhibitor, you have a legal duty of care for the safety of anyone who may be affected by your activities. You are ultimately responsible for all aspects of safety on your stand during the build up, open period of the show and during the breakdown. Where you contract out the building and finish of your stand to other parties / contractors, you are still vicariously responsible for activities of your contractors. It is your responsibility to ensure you have done the below:

  • Completed the Health & Safety Declaration Form
  • Undertaken a risk assessment for your stand, relating to the entire exhibition (this must include the transmission of Covid-19 as a risk, further details on this can be found in this section)
  • Notify the organisers of, and carry out a risk assessment for any significant risks (as outlined on the compulsory Form)

Site Induction

  • Everyone coming on site during build up and breakdown must complete the site induction form.

Dust & Fibres

Any construction process likely to generate dust and fibres must be controlled under COSHH and processes involving high levels of dust will not be permitted to take place inside the venue.

Drugs & Alcohol

Any person suspected to be under the influence of alcohol or drugs will be asked to leave the site immediately. The consumption of alcohol in the venue during build-up and breakdown is not permitted.

Electrical Safety

  • All electrical work within the Halls will be carried out by the Organisers’ nominated contractor.
  • Compliance with the Electricity at Work Regulations 1989 is
  • A suitable amount of sockets and power should be ordered for the requirements of your
  • Overloading of sockets and cable runs using extension leads is
  • You are not permitted under any circumstance to carry out your own on-site
  • Emergency Procedures
  • Ensure you have read the Fire & Emergency procedures contained within the site rules.

Fire Regulations – Stand Build / Dressing

Any goods attached to your stand will constitute part of your stand and will be subject to these regulations:

  • Timber, under 1” thick must be impregnated to CLASS 1 standard. Boards, plywood, chipboard etc. must be treated in the same way if they are under ¾” thick. Treated boards will have BS476 CLASS 1 marked on
  • Plastics, must conform to BS476 Class 1 fire
  • Fabrics, must be flame proofed or purchased already treated by use of approved Fabrics such as wool, twill and felt do not need to be treated.
  • Flowers, artificial flowers are highly flammable and give off toxic fumes, so real flowers are to be used for stand
  • Gangways, the gangways must be kept clear by LAW. Under no circumstances will exhibits, stand dressings, mirrors or chairs, be allowed to encroach into gangways. Offending items are liable without warning to be removed.
  • Further details can be found in the Space Only Exhibitors section of this manual
  • Flammable Liquids / Chemicals
  • Flammable liquids and substances must be used and stored safely and segregation from waste and other risk areas.
  • Chemicals and flammable liquids must be removed from the exhibition venue after use by the user or, in exceptional circumstances, brought to the attention of the venue cleaning department for safe and proper disposal. Such products must not be placed in general rubbish bins or skips.

Noise

The Control of Noise at Work Regulations 2005 are now in force and you are now required to assess the risks to your employees from noise at work, take action to reduce the noise exposure that produces the risk, provide your employees (and those in the immediate area) with hearing protection if you cannot reduce the noise exposure and ensure that the legal limits on noise exposure are not exceeded.

On Site Monitoring

To ensure that these duties are complied with at all times, the Organisers have appointed dedicated Health & Safety staff to monitor the show floor throughout the build-up, open period and breakdown. In the event of you or your contractor not following correct health & safety practices, the Organisers and Venue will following this 3 step procedure:

  1. First issue a verbal warning,
  2. Then a written warning
  3. Finally if bad practice continues the Organisers / Venue will issue a Cessation of Work Notice, requiring the contractor / exhibitor to leave site until such time as correct materials or correct working practices are satisfactorily

Portable Power Equipment

  • Portable power equipment should be used for the purpose for which it was designed and have correctly fitted and used safety
  • It shall be visibly marked as inspected and tested within the previous 12
  • Portable electric tools are to be used with the minimum length of trailing leads and such equipment should not be left unattended with a live power supply to

Protective Clothing

All stand contractors and staff must wear suitable protective clothing relevant to their job, which includes eye, ear, foot and hand protection. During build-up and breakdown, all personnel must wear hard hats when working beneath or near overhead working.

Work Equipment

All equipment provided for work within the venue must be suitable and appropriate for the tasks required. The use of “domestic” quality equipment is not acceptable.

Working At Height

A person is working “at height” if there is a possibility of their being injured from falling.

  • Where work at height is necessary, a risk assessment must be carried out to identify the appropriate means of access and all work at height must be properly planned, organised and
  • Working at height should not be carried out if it is reasonably practicable to do the work in any other
  • Equipment used for working at height must be suitable for the task, work equipment is available and that appropriate training has been provided. All equipment must also be appropriately
  • Please refer to http://www.stop-the-drop.co.uk/audiences/contractor for further information

Written Documentation

A written Company Health and Safety Policy should exist if the company is 5 or more strong. See Section 2(3) of the Health & Safety at Work Act 1974 (HASAWA).

A “suitable and sufficient” risk assessment should be compiled covering your participation in the exhibition (see also section dedicated to risk assessments below).

RISK ASSESSMENT & METHOD STATEMENT

Exhibitor risk assessments will need to include the transmission of COVID-19, together with the control measures to be implemented to minimise this risk, during all stages of the exhibition (build up, open & breakdown).       Please use the below to assist and don’t hesitate to get in touch with the operations team if you would like to discuss in more detail.

RISK ASSESSMENT GUIDELINES

As exhibitions and events are deemed as hazardous environments, it is a requirement under Regulation 3 of Management of Health and Safety at Work Regulations 1999, that every employer and all self employed carry out a risk assessment. This regulation requires exhibitors to assess the risks to workers and others, who may be affected by their work business. This will enable them to identify the safety control measures they need to take to comply with health and safety law. All exhibitors are required to undertake a suitable and sufficient Risk Assessment which should include all work practices, hazardous exhibits and the risks to be found on site. Space Only exhibitors must also ensure that they or the company responsible for building and dismantling their stand send a copy of their Risk Assessment and Method Statement when submitting stand plans.

By Law, your Risk Assessment must be ‘suitable and sufficient’: A suitable and sufficient risk assessment is one that:

  • Correctly and accurately identifies the hazard.
  • Disregards inconsequential risks and those trivial risks associated with life in general.
  • Determines the likelihood of injury or harm arising.
  • Quantifies the severity of the consequences and the numbers of people who would be affected.
  • Takes account of any existing control measures.
  • Identifies any specific legal duty or requirement relating to the hazard.
  • Will remain valid for a reasonable time.
  • Provides sufficient information to enable the employer to decide upon the appropriate control measures, taking into account the latest scientific developments and advances; enables the employer to prioritise remedial measures.

It must also be simple to understand, implement and communicate to all your staff and contractors. Below are some guidelines to assist you with writing a Risk Assessment.

Step 1: Look for the hazards:

What equipment, materials and chemicals will be used? How much noise and dirt will there be? What are the ground conditions? What vehicle movements and lifting operations have to be considered? Do you need to schedule a ‘Late Working Rota’ to avoid tiredness and accidents? How will you be disposing of waste? Are there any electrical installations? What hazardous vehicles/exhibits do you have? Can visitors fall from a height? Can visitors harm themselves on any of your exhibits/stand fitting? What fire prevention measures will be put in place? Will anyone be undertaking any heavy lifting? Is there any working at height taking place? Are any power/hand tools being used? Will there be catering on the stand that will result in food waste? Will there be any hot surfaces? Are you having any live displays on the stand that will require additional safety measures? Is there anything that could pose a slip/trip hazard?

Step 2: Decide who could be harmed and how:

Who will be affected by your work and most at risk? Think of your employees, contractors or Exhibitors on or near your stand, through to the visitors themselves. Safe working depends on co-operation and exchange of information between firms on site, so take this into account and consider necessary precautions on every aspect of the work being carried out, which may include training and the provision of relevant information.

Step 3: Evaluate the risks and write down Control Measures:

Once you have done this adequately, you can then decide on the appropriate action you are going to take to eliminate them. Ask yourself (a) can the hazard or risk be removed completely or done in a different way; (b) if the risk cannot be eliminated, can it be isolated, controlled or reduced (and detail how); (c) can protective measures be taken that will protect the entire workforce/visitors on site? Protective work wear should be considered as the last step to take and may not be the only solution.

Step 4: Record and notify the findings:

Write down the findings of your Risk Assessment. Pass on information about significant risks to those people identified in Step 2 and record what measures you have taken to control those risks. Write it all down, then do it on site and remember to keep it simple.

Step 5: Review your findings:

This allows you to learn by experience and take account of any unusual conditions or changes that occur on site. The Stand Manager and/or Principal Contractor should draw up the Risk Assessment as well as a specific Method Statement and go through it with all relevant parties in advance of the Show. Update the Risk Assessment as and when required, such as if new work practices are brought in or new staff employed or the working environment changes in any way. Ordinary hand-written changes are quite acceptable, but remember to implement the changes required for next time.

Remember that you must communicate any changes to your Risk Assessment to all those that are involved, otherwise you will have wasted your time and potentially put your colleagues at risk.

Method Statement Guidelines

  • It is vital that an Exhibitor undertakes a suitable Method Statement and submits it at the same time as the stand design.
  • Please note that the legal requirement to produce a Risk Assessment will assist you when preparing the Method Statement.

Question: What do I include in the Method Statement?

Answer: our method statement should, as a guide, include the following:

Responsible Person(s):

The employee who will be responsible for the construction and breakdown of your stand): eg: ‘Mr …………’ is in charge on-site, and can be contacted on (mobile) in an emergency out of hours.

Details of the Stand:

The loadings, dimensions, location, unusual stand features): eg: To be erected in Hall……on stand……..surface total…… upper deck m² structural calculations for a design load of……. kg/m²

Access:

Details of the entry point into the halls and the route to the final position: eg: There will be no abnormal deliveries – the estimated number of vehicles on-site will be three.

Erection and Timetable:

The sequence and schedule in which all the stand elements will be built, including alignment, electrical connections etc): eg: We will erect the stand in two teams – one team for the upper deck and one team for the back wall, partition walls, displays etc (forklift trucks see lifting); The estimated number of hours to erect the stand is 36 which will fit in with the Organisers timetable; there will be no late working for this exhibition; the number of personnel needed (within the time allowed) to safely complete the stand is eight.

Stability:

Methods of ensuring adequate structural support of any stand element that requires cross bracing, with calculations and inspection certificate from an independent structural engineer: eg: Stability will be ensured at all times. Procedures as follows: upper deck structure consists of pillars and beams (heavy-duty steel beams of square section (20 x 20cm consisting of IPB 200 steel). Steps of Erection First frame assembled on floor, truck lifted into the vertical, held by temporary props. Second frame will be likewise truck lifted to vertical and connected to first frame using beams. Props will then be removed as this rectangular structure can stand for itself. It will be positioned and aligned as appropriate. Any pillars and beams will then be connected to the basic structure one after the other (in sequence) until the upper deck is completed. Wooden beams will be inserted into the steel beams to provide support for the platform floor boards (screwed to wooden beams). Stairs will be assembled and attached to upper deck. Before proceeding to other work on the upper deck the balustrades/railings will be fitted.

Lifting:

Outline the equipment that will be used, their capacities, weight, locations and floor loadings. Check the operative’s current licence or Certificate of Competence; check machine’s inspection certificate or maintenance record: eg: Forklift truck required for erection – 2 tonnes lifting capacity to be sourced by the appointed lifting company and provided locally.

Scaffolding:

Include details of temporary and mobile scaffolds, access towers and other work at height which you intend to carry out: eg: A 3m mobile scaffold tower will be sourced locally, with all safeguards properly employed on-site. Operatives will be trained and experienced in scaffold systems.

COSHH:

Any proposed use of hazardous and toxic substances must be advised to the Organisers and Venue. Outline the protection provided for employees and workers on adjacent stands: eg: There will be no hazardous or toxic substances used on-site.

Environment:

Consider any abnormal noise that may be present, or work which may create dust or fumes. What ventilation and other control measures will be provided?: eg: No abnormal noise, dust or fumes will be present. Current hall ventilation is adequate.

Services:

Note where electrical work will be carried out, welding, gases, compressed air, water or waste services will be brought onto site: eg: Electrical work will be carried out by the appointed Contractors. There will be no welding, gases, compressed air, water or waste;

Safety features:

Identify the safety equipment and precautions that you will be providing on-site, including protective measures that you will be implementing for all of the above, and areas of risk as highlighted by your Risk Assessment: eg: Hard hats will be supplied to all staff in the vicinity of overhead work; a banks man will be employed when reversing our vehicles.

Exhibits:

Provide the Organisers with any/all details on exhibits which may present a risk to the public and/or the operator. How will this exhibit be delivered onto your stand? What machine guarding or other special requirements are there? What hazardous waste will be produced?: eg: The machine will be roped off and strong transparent guards used as detailed in our Risk Assessment. It will be delivered onto the stand by the appointed lifting company. The waste will be collected after the show shuts each day and removed.

Covid-19 transmission – exhibitor duties & responsibilities

Raccoon Events Ltd take their responsibilities very seriously when dealing with this disease. As organisers we have taken numerous steps to ensure the overall show has the necessary measures in place to manage the risk of transmission.

The first step is to carry out a COVID-19 risk assessment which will identify the hazards, their risk and the control measures that you will need to minimise the risk and successfully exhibit.

There is already a useful risk assessment template on this which has been produced by the HSE and can be found on the following link – www.hse.gov.uk/coronavirus/assets/docs/risk- assessment.pdf.

Once completed you will need to submit this risk assessment so that we can check this in line with all of the measures we, as organisers, are putting into place. These should be sent to [email protected]

This guidance is correct at the time of writing this document, however, given the constant research and new guidance please note that these are liable to be updated quickly and on an ad-hoc basis. Please ensure you stay up to date with the latest messaging and guidance from government.

COVID-19 – The Key Messages

Stay At Home Guidance – Please ensure that all of your staff and contractors are informed of and follow the ‘stay at home’ government guidance.

Risk Assessment – a risk assessment assessing COVID-19 must be carried out for your activities at the

Social Distancing – wherever possible a 2m gap should be maintained. Where this distance is reduced to a minimum of 1m further mitigation measures should be considered and written into your risk assessment.

Enhanced Cleaning and Hygiene– Enhanced cleaning and hygiene is essential for you, your staff and those that may come into contact with you during the event.

Detect – you should be fully aware and informed of all of those people associated with your stand build as well as the staff manning your stand. These details may be required as part of the government’s test and trace

Communication – it is essential that you establish how you will communicate any COVID-19 specific messaging to visitors. Likewise consideration needs to be given to ensuring your staff are kept fully informed and reminded of your risk assessment and

Protect – Consider what PPE may be required or indeed whether separation screens are required. Additionally, what will be your processes if symptoms occur or somebody has to self-isolate.

Some guidance is shown below which we would consider minimum standards for you to adhere to, however they are not considered to be an exhaustive list. By conducting your own risk assessment you will determine the measures that are right for you.

COVID-19 PRE-SHOW PLANNING

STAND DESIGN

  • Stand design should be considered to ensure maximum social distancing is permitted.. How are you controlling this space to ensure you do not become overcrowded?
  • The stand should be designed so that it can be as modular as possible. This means it can be constructed in such a way that the majority of the build can be conducted off site, ensuring that you limit the amount of time needing to be spent on site building
  • Are there any planned meeting areas on your stand. These should be designed in a way to ensure social distancing and protection against spread. Do you need screens to separate people who are meeting?
  • Ensure that you pre-book as much as you possibly can. Try to minimise the amount of movements away from your stand during the show.

STAND MATERIALS/ PRODUCTS

  • When thinking about furniture can you order items that are not fabric to ensure they can easily be wiped
  • Consider the amount of promotional products/ literature you require on site. This should be kept to an absolute minimum and where possible digital methods should be
  • How are your products/ stand materials being delivered to site? Consideration should be given to ensure that these are only delivered when required. You will be strictly asked to keep all items on your stand space at all times to help with social
  • If you do need to deliver everything/anything prior to being able to accept it all on to your stand area, please contact the official event freight supplier to discuss opportunities for
  • Think about the signage that you will need to position around the stand to support your approach to managing the risk of COVID-19.

CONSTRUCTION ACTIVITIES

  • What is the least amount of time that your stand can be built in safely? Speak with the organisers and agree times that you can build and breakdown your stand in a way that eases congestion and helps keep the people on site at any one time to a
  • It is vital that you brief all of your staff about the Site Rules and Regulations. These should be briefed in advance of coming on
  • When planning your construction activities consider back-to-back or side-to-side working (rather than face-to-face) wherever possible.
  • All construction activities should be kept to a minimum and the stand designed to keep the number of people needed to build the stand to as few as
  • Please note the details in the timetable which indicate when you can arrive on site to Please ensure that you stick to these timelines so everybody is able to social distance.

HOSPITALITY

  • Any giveaways should be available pre-wrapped and dispensed in such a way that ensures the least amount of people touch them

PPE

  • PPE is considered as the lowest level of mitigation measures which should only be considered if the risk cannot be managed through preventative measures such as social distancing and hygiene regimes
  • Consider the use of PPE across all phases of the event as part of your risk assessment and provide it as necessary within your stand space. Remember that individual pieces of PPE should not be used by multiple people without adequate cleaning in between.
  • If your risk assessment does show that PPE is required, then you must provide this PPE free of charge to anyone who requires it within your stand Any PPE provided must fit properly.

BUILD UP AND BREAKDOWN    

  • No persons should come to site who have any of the recognised symptoms of COVID-19. Please ensure that all of your staff and contractors are informed of and follow the ‘stay at home’ government guidance. This should be for individuals who have symptoms of COVID-19, live in a household or are in a support bubble with someone who has symptoms, and those that have been advised to self-isolate as part of the government’s test and trace
  • All stand activities should be confined to your stand
  • Please ensure that your materials are kept as close to your stand as possible. There should be no ‘spreading’ to allow the maximum amount of space for people to build and
  • Limit the amount of unnecessary movements around the event site. Only trips to your vehicles, comfort breaks and meal breaks should be considered. Make sure you have on site contact details for all of your suppliers to reduce the need to leave your stand
  • Should anybody from the stand need to leave the area please ensure they follow the advice from the organisers given through the site induction, on-site instructions, general signage as well as the general government advice.

OPEN PERIOD

CLEANING AND HYGIENE

  • Consider the cleaning routines for your stand. Ensure that you are regularly cleaning and keep a note of when this has been carried
  • Encourage your staff to regularly handwash and give them sufficient breaks to be able to do
  • If there are any high touchpoints on your stand please ensure these are factored into your regular cleaning
  • Have a good amount of sanitiser on the stand for your staff and for any of your clients that may wish to use

STAFF

  • As in the build-up and breakdown limit the amount of unnecessary movements around the hall. Only trips to your vehicles, comfort breaks and meal breaks should be
  • Should anybody from the stand need to leave the area please ensure they follow the advice from the organisers given through the site induction, on-site instructions, general signage as well as the general government advice.
  • Plan the manning of your stand so that numbers are considered as well as time spent on the stand.
  • Consider travel to and from work and how this will be done as safely as possible for your

VISITORS TO YOUR STAND

  • Try and make their experience as contactless as
  • Make sure where possible you use contactless methods to capture people’s data e. through scanning machines etc.
  • Think about the messages that you can give to anybody you talk to that will ensure they get all the subsequent information they need digitally.
  • Always be aware and observe the visitors coming to your stand. Ensure that you react to any unexpected pinch points and avoid queueing wherever possible, unless you are able to achieve this in a socially distanced way.
  • Keep reviewing your plans and make changes where necessary. The best laid plans can happen very differently in real life so it is important to be aware of this and monitor the visitor experience through your stand.

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Site Rules & Site Induction

Site Rules

Whilst working at the event, it is important that you are aware of the safety rules, procedures and arrangements that are in place for your safety and that of your colleagues.

All of your employees and contractors are required to read these Site Rules prior to working and the following apply to all staff, organisers, contractors and exhibitors:

  • Comply with Venue Traffic Rules and follow the instruction of venue traffic marshals at all timesVehicle access into the halls has to be approved by the Venue/Organisers of the event
  • Any vehicle or plant driven within the hall must adhere to the 5MPH speed limit and operate with hazards/turned on lights
  • Drivers must give way to pedestrians within the event hall/s and pedestrians must give way to vehicles within the loading bay/s
  • No persons are permitted to operate plant or machinery (including fork lift trucks) unless they have received adequate training
  • Appropriate management and safe methods of working at height is required at all times – in any areas where working at height is being carried out, the immediate area must be controlled
  • Ladder work must only be conducted for short work periods – you must NOT stand on the top tier of your ladders -any unsafe ladder work may result in the employee being ejected from the venue
  • No substances are to be used in the hall which have not been pre agreed by the venue and event organiser
  • Any person suspected to be under the influence of drugs or alcohol will be ejected from the venue
  • Hi Vis Jackets are compulsory during build up and breakdown and appropriate footwear must be worn whilst working in the venue – flip-flops, open-toed sandals, ballet pumps etc. are NOT acceptable
  • No hot works can take place in the venue without a Hot Works Permit being issued
  • All contractor accidents, incidents & near misses must be reported immediately to the organiser
  • Work Tidy – during builds and breakdowns, you must ensure aisles are kept clear at all times and that all waste is to be disposed of in an appropriate manner

Site Induction

  1. EMERGENCY PROCEDURES

SECURITY

  • If you have any security concerns please contact a venue employee or the organiser’s office. Inform them of the nature and location of the problem.
  • Do not leave any personal belongings or valuables unattended on your stand, the venue and organisers cannot be held responsible for any losses.

FIRST AID
DO NOT PHONE FOR AN AMBULANCE – a venue first aider will do this if required.

  • A first aider can be contacted via the organiser’s office, using an internal phone on 2222 or using an external phone on 0121 767 2222
  • If possible give the following information:
    • Who you are
    • Who the injured person is
    • Exact Location
    • Nature of medical emergency
    • Is the patient male or female
    • Approximate age
    • Are they breathing, conscious or unconscious
    • Nature of illness – do they have chest pains/are they bleeding, etc.

All accidents, incidents or near misses must be reported to the Organiser/Venue Event Manager

FIRE

On discovering a fire:

  • On discovering a fire, raise the alarm by pressing the fire alarm break glass point
  • Or Use the Phone and Inform Site Operations Centre (Ops Centre) on the Fire Emergency Number: 3333 (Internal Phones -quicker) or 0121 767 3333 (External Phones)
  • Give the location and nature of fire.
  • Do not tackle the fire unless you have been trained, it is a very minor fire and it is safe to do so. Always ensure there is a safe exit route before attempting to extinguish any fire.
  • When it is safe to do so, identify yourself to a member of venue staff to assist with any follow up.

In the event of a fire report

  • In most areas the alarm will not sound initially – it will alert the Site Operations Centre who will dispatch the Fire Team to investigate.

EVACUATION

  • In the event of an emergency you will hear the following public announcement:‘Attention Please, attention please, this is an important announcement.’“Circumstances make it necessary for everyone to leave the building. Please make your way to the nearest exit. Please note your nearest exit may not be the one came in”
  • Immediately leave the building via the nearest exit, do not use lifts or stop to collect personal belongings.
  • Go to the nearest assembly point and do not leave this area or re-enter the building until told to do so. Please see the site map to locate your nearest assembly point.

 

  1. WELFARE ARRANGEMENTS

ORGANISERS OFFICE

  • The organiser’s office is in office 17.4 at the front of the hall. If you need to contact a member or the organisers team on-site please call 07887 758158.

TOILETS

  • Both female and male toilets along with hand wash basins are available throughout the venue.

CATERING AND WATER

  • Food outlets are available onsite during set up, show open and dismantle – both within the hall and in the public areas.
  • Drinking water is available to purchase in any of the food outlets.

SMOKING

  • Smoking (including e-cigarettes) is only permitted in the designated smoking areas.

ALCOHOL AND DRUGS

  • Anyone found to be drinking alcohol or taking drugs will be asked to leave the venue

 

  1. SITE LAYOUT

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Order Form Checklist

  1. Health and Safety Declaration
  2. Contractor Details
  3. Exhibitor Passes
  4. Stand Graphics
  5. Nameboard Order Form
  6. Shell Scheme Extras Order Form
  7. Electricals Order Form
  8. Carpet & Floor Covering
  9. Furniture Order Form
  10. IT Services
  11. Catering Order Form
  12. Audio Visual Equipment Order Form
  13. Freight and Storage

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