Health & safety guidelines


Exhibitions present significant risks and the build-up, open and breakdown periods of the exhibition are covered by these and other mandatory requirements: The Health and Safety at Work Act, (HASAWA); The Control of Substances Hazardous to Health Regulations (COSHH); The Dangerous Substances and Explosive Atmospheres Regulations (DSEAR); The Electricity at Work Regulations; The Environmental Protection Act; The Lifting Operations and Lifting Equipment Regulations (LOLER); The Management of Health and Safety at Work Regulations; The Manual Handling Operations Regulations; The Personal Protective Equipment at Work Regulations; The Provision and Use of Work Equipment Regulations (PUWER); The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR); and The Workplace (Health, Safety and Welfare) Regulations.

Exhibitors are responsible for the health and safety of their own employees, visitors to the exhibition, temporary workers, and employees/representatives of other exhibitors and contractors involved with the exhibition.

It is vital that each exhibitor:

· Understands their legal responsibilities at the exhibition;
· Makes their own risk assessment for the build-up, open periods and breakdown of their stand;
· Complies with any instructions relating to health and safety given by the organisers, safety advisers or representatives of the venue during the build-up, open and breakdown periods of the exhibition.


Moving vehicles
The movement of vehicles will be controlled by venue staff. Exhibitors must comply with instructions given to them concerning vehicle movements at all times. Exhibitors may only bring vehicles into the exhibition hall if they have been given specific permission.

Working at height
Working at heights above 2.0m is a significant risk. Exhibitors working at heights above 3.0m should ensure that they use appropriate equipment.

Compressed air equipment
Please advise the organisers in advance if you intend to use compressed air equipment as part of your exhibit.

Exhibitors are responsible for the electrical safety of their exhibits, but only the appointed electrical contractor is permitted to carry out other electrical work at the exhibition. The electrical contractor has the right to refuse to connect an exhibit to the supply if an exhibit is considered to be unsafe.

All plug in items and associated wiring must be Portable Appliance Tested (PAT tested) and suitably labelled together with the test certificate for inspection if required at the venue.

Exhibitors are not permitted to distribute power to several items of electrical equipment on their stand using their own extension cables as this can be a fire hazard.

Specifically the following regulations must be observed for electrical equipment which the exhibitor brings onto site and intends to connect to the venues supply: The Electrical Equipment (Safety) Regulations 1994 The Electricity at Work Regulations 1989 and amendments The Exhibition Venues Association Regulations for stand electrical installations Local Authorities and applicable Acts Special arrangements required by the local authority at the venue location BS 7671: 1992 The IEE Wiring Regulations and amendments IEC 60364-7-711 Requirements for special locations, exhibitions, fairs and stands.

Fire is a serious risk during the build-up, open and breakdown periods of the exhibition.

Exhibitors must not obstruct the aisles or fire escape routes with exhibits, vehicles or rubbish during build-up and breakdown, and must remove any items immediately if asked to do so.

All materials used in the construction of the stand or display must be: non combustible in accordance with BS475: Part 4; inherently non flammable in accordance with BS5438: 1976 or the standard of Class 1 in accordance with BS476: Part 7: 1971.

Fire extinguishers & fire points
Please ensure that you are familiar with your nearest emergency exits. Fire extinguishers and break glass points are located at each fire exit within the exhibition halls.

Any exhibitor who requires a special type of extinguisher because of the nature of their exhibits must make their own arrangements.

Heat hazards
Equipment containing significant heat sources must be positioned well away from the stand structure and combustible materials. The external surface temperature of equipment that could be accidentally touched by visitors must not exceed 50°C.

As a general rule all working exhibits must comply with The Supply of Machinery (Safety) Regulations 1992 and be CE marked. All working exhibits must be safe to demonstrate to the public. This may require additional safety precautions on top of those required for safe use in a factory environment. Machinery must only be demonstrated or operated by appropriately trained people who have been authorised by the exhibitor. Exhibits shall not be left running in the absence of appropriately trained people.

Hazardous, flammable or dangerous substances
Exhibitors may not bring hazardous, flammable or dangerous substances to the exhibition without prior notification and permission from the organisers.

Slip, trip and fall
Exhibitors must ensure that the routing of services and the position of exhibits on their stand does not present a slipping, tripping or falling hazard to either stand staff or visitors.

Exhibitors are responsible for ensuring that their exhibits comply with the relevant safety legislation and do not present a risk to anybody at the exhibition. Machinery or apparatus must only be demonstrated or operated by appropriately trained people who have been authorised by the exhibitor. Exhibits must not be left running in the absence of appropriately trained people.

Certain exhibits may only be brought to the exhibition with the permission of the organisers and the exhibition venue.

The exhibits for which permission is required are:
· Air compressors
· Electromagnetic radiation sources
· Equipment that emits dust, gases or fumes
· Ionizing radiation sources
· Hazardous Products*

*These include any products that are described as corrosive, explosive, flammable, harmful, irritant, oxidising or toxic.

To obtain permission it will be necessary to provide data or COSHH sheets for the product, a statement of the quantity of the product that will be on the stand at any time and a description of how the hazards of the product will be effectively minimised while it is in the exhibition venue.

The venue may agree to small quantities of hazardous products being exhibited provided they can agree how the exhibitor will be managing the risks. The venue may require the exhibitor to have some means of containing the risks from the substance on the stand e.g. a fire extinguisher if flammable substances are on the stand. The exhibitor will be responsible for removing all hazardous products from the venue at the end of the exhibition.

If you require further information please contact Sally Bartrum on 01379 650112.