Exhibitors and stand holders have a legal duty of care for the safety of anyone who may be affected by their activities. This includes responsibility for all aspects of safety on the stand during the build-up, the open period of the show and during breakdown.  Where an exhibitor has booked a Space Only stand and the building and finishing of the stand is contracted out, exhibitors and stand holders are still vicariously responsible for the activities of their contractors. It is therefore essential that exhibitors appoint a contractor who is fully aware of their Health and Safety responsibilities including CDM 2015.  The Organisers Official Shell Scheme Contractor is responsible for Health and Safety regarding the build of all shell scheme stands and the Organisers will liaise directly with them to ensure all appropriate information and documentation is provided. 

Exhibitor/stand holder duties are to comply with the Organiser’s health and safety requirements as laid out in this manual, including submitting health and safety documentation such as Health & Safety Policy, Health & Safety Declaration and Risk Assessment.  

A contractor’s legal duty of care is as above, including taking into consideration any sub-contractors that they might employ.

As part of the CDM 2015 Health and Safety Regulations all staff (exhibitors or contractors) who wish to access the hall during build up or break down must read and understand the Site Rules for IFE Manufacturing.

1. ACCESS - Authorised access to the halls will only be allowed for personnel who have read and understood these site rules. 
2. TRAFFIC RULES - The maximum speed limit for vehicles within the exhibition hall is always 5mph and pedestrians have right of way. However, all contractors and exhibitors must be vigilant and aware that forklifts will be operating during build-up and breakdown.
3. EMERGENCY GANGWAYS - Emergency gangways will be clearly identified and must be kept clear of all building material, waste and exhibits in order to allow forklift movement and emergency access/egress at all times.
4. PERSONAL PROTECTIVE REQUIREMENTS (PPE) - Contractors & exhibitors are required to wear suitable protective clothing relevant to their job. This includes protection for eyes, ears, hands, and feet. Anyone wearing open toed shoes will not be able to access the halls. Protective footwear should be worn at all times. High visibility jackets must be worn in all locations where vehicles are operating (i.e., loading bays/ lorry ways).
5. HOT WORK RULES - A hot working permit must be obtained from the venue, prior to commencement of hot work e.g., ox -acetylene, cutting/welding, arc welding, gas/ oil blowlamps, grinders, tar boilers, soldering or cutting of LEV metal pipes etc.
6. WORKING AT HEIGHT RULES - Appropriate management and safe methods of working at height are required at all times, checks on suitable equipment will be made onsite.
7. LATE WORKING RULES - Exhibitors and contractors should plan to ensure that working outside the published hours is not necessary. All staff must be made aware of and adhere to the current Working Time Regulations.
8. ACCIDENTS AND ‘NEAR MISSES’ – Any incident that occurs onsite must be reported to the Health & Safety Officer, Floor Manager or the Organisers Office.
9. SMOKING - Smoking (including e-cigarettes) is not allowed in the halls, boulevard, lorry way/anywhere in the venue at any time. Smoking is only permitted in designated smoking areas outside the venue.

Contact Numbers 

Organisers Office: TBC
First Aid/Medical Emergency: 0207 069 4444
Security Emergency: 0207 069 4444

Locations 

Follow link to download: Site Rules & Location Plan

Below are some of the principal areas that need to be brought to the attention of contractors and exhibitors. 

1. Exhibitors must have an understanding of the Fire and Emergency Procedures of the venue and the location of the First Aid Centre.  All incidents to be reported to the Organisers or the Health and Safety Officer, including near miss accidents.
2. Exhibitors must maintain emergency gangways, as indicated on the plan throughout the exhibition, including during build-up and breakdown, and to ensure that good housekeeping is maintained in all work areas, thereby minimising hazards and allowing any remaining hazards to be easily identified.
3. PPE including Hi Visibility Jackets and Steel Toe Capped Footwear must be worn during the Construction phase of Build Up and Breakdown. Hard hats should be worn when working beneath or near overhead working, or if this is not practical, access to such areas should be restricted.
4. Other suitable PPE relevant to the job being undertaken must be worn e.g., hard hats, goggles ear defenders etc. NB PPE is the last line of defence when all other alternatives have been considered. PPE must be suitable and sufficient for the job and employees trained in its uses and limitations.
5. Exhibitors are responsible for the safe use and storage of flammable liquids and substances, and segregation from waste and other risk areas.  Full compliance with the COSHH regulations is required.
6. Deep fat fryers are NOT permitted for cooking purposes within the ExCeL. If you have any queries about this, please get in touch with ops.fdhw@montgomerygroup.com.
7. Portable power equipment must be used for the purpose for which it was designed and that safety guards are correctly fitted and used, and only operated by fully trained and certified personnel.
8. Portable electrical tools must be used with the minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it.  Trailing leads and electrical cables must not cross over gangways, passageways or fire exits.  Any work using power or hand tools to be restricted to the stand space, i.e., no drilling or sawing in the gangways.
9. Any work area is maintained free from general waste materials that could hazard operatives.
10. All materials used for construction or displays are to Local Authority Standards and not less than British Class 1 standards of flammability.  (See Materials for Stand Construction)
11. All construction materials, ladders, trolleys etc. must be removed from the building prior to any public entering the building.  Similarly, no contractors will be permitted access for breakdown until all members of the public have vacated the building.
12. A hot working permit must be obtained prior to commencement of hot work (ox-acetylene, cutting/welding, arc welding, gas/oil blowlamps, grinders, tar boilers, soldering or cutting of LEV metal pipes).
13. Safe working at height is a priority whether using ladders or scaffold towers. For more information, please visit www.stop-the-drop.co.uk.
14. Exhibitors should ensure that all staff (their own and those of any company contracted by them) are aware and adhere to the current Working Time Regulations (S.I 1998/1883).  Guidance in regard to these regulations can be gained by contacting your local HSE office or visit https://www.hse.gov.uk/contact/faqs/workingtimedirective.htm.

Any queries with regards to the above, please contact ops.fdhw@montgomerygroup.com.

Any violations or concerns regarding any of the above points should be reported to the Health & Safety Officer, Floor Manager, or the Organisers Office. Internal telephones are located around the hall perimeter and can be used to contact the emergency services:

EMERGENCY - FIRE/ MEDICAL/ SECURITY: (Internal) 4444 (External) +44 (0)207 069 4444

Exhibitors and contractors should familiarise themselves with and adhere to the Working at Height Regulations 2005 (as Amended 2007).  A simple rule of thumb would be:

• Avoid working at height wherever possible
• Use work equipment or other measures to prevent falls where this cannot be avoided
• If working height cannot be avoided, use work equipment or other measures to minimise the distance and consequences of a fall should one occur

Every employer shall ensure that work at height is:

• Properly planned and organised
• Appropriately supervised
• Carried out in a manner which is so far as it is reasonably practicable safe
• Carried out by competent persons or if being trained, is being supervised by a competent person (including the organisation, planning and supervision of working at height).

The Working at Height Regulation 2005 (as Amended 2007) includes, but is not restricted to:

• Suitable and sufficient steps to be taken to prevent, so far as is reasonably practicable, the fall of any material or object and prevent any person being struck by any falling material or object which is liable to cause personal injury
• Take into account of weather conditions that could endanger health and safety
• Take into account the distance and consequences of a potential fall and the need for easy and timely evacuation and rescue in an emergency
• Carried out in an area that is safe
• Utilise equipment that has been appropriately inspected
• Ensure that fragile surfaces and falling objects are properly controlled
• Must be included in the stand Risk Assessment
• Ensure all working platforms are of suitable strength and rigidity for its intended purpose
• Working platforms are to be erected and used to ensure that its components do not become accidentally displaced so as to endanger any person
• Working platforms and any supporting structure shall not be loaded so as to give rise to a risk of collapse or to any deformation which could affect its safe use

The Association of Exhibition Organisers (AEO) have developed an online information resource for use in relation to safe working at height.  Please visit www.stop-the-drop.co.uk and read the The Do's & Don'ts of Ladder Safety.

For further information, the Working at Height 2005 Regulations can be viewed at: The Work at Height Regulations 2005 

See following link for Working at Height - a HSE Brief Guide http://www.hse.gov.uk/pubns/indg401.pdf

The Medical First Aid room is located on level 0 between N4 and S4 boulevard shutters down the stairs. A fully equipped First Aid Centre will be manned and operational throughout the hours of build-up, open and breakdown periods. 

For general medical enquiries, call 5556 (Internal) / 020 7069 5556 (External). In the event of a MEDICAL EMERGENCY, dial 4444 (Internal) / 020 7069 4444 (External), giving the exact location of the casualty and details of injuries sustained.

It is of the utmost importance that each exhibitor and employee is familiar with the Emergency Procedures.  Exhibitors should nominate a sufficient number of staff to ensure the observance of procedures at all times.

Checking the stand

Stands should be checked regularly to ensure that no unidentifiable packages, cases, or bags have been deposited.  If suspicions arise, do not touch the article but call the Security Suite on 4444 (Internal) or 020 7069 4444(External).

When leaving the stand each night, (or in the event of an evacuation), please ensure that:

• Appliances are switched off
• The stand is checked for potentially dangerous items e.g., naked flames

Please make sure that all your stand personnel are familiar with the procedures as given below.  A copy will be distributed to all exhibitors with the onsite ‘Welcome’ information.

BOMB ALERT PROCEDURE

In the event of a bomb threat, you will hear the following announcement:

“ATTENTION PLEASE. ATTENTION PLEASE. STAFF CALL 100”

• Do not leave the building
• Inform your colleagues, and then assist in searching for suspicious objects on your stand and immediate area
• If nothing is found, tell the Organisers Office or Fire Warden who will report ALL CLEAR to the Security Suite
• If you receive a bomb threat on your telephone:
  • Remain calm and listen carefully
  • Write down all that is said
  • Try to discover
    • Where is the bomb located?
    • When is it going to explode?
    • What does it look like?
    • What type of bomb is it?
    • What will cause it to explode?
    • Did the caller plant the bomb?
    • Why?
    • Any other useful information
  • Write down the exact time of the call
  • Inform the Security Suite by dialling 4444 on an internal telephone immediately

IF YOU FIND A SUSPICIOUS OBJECT

• Do NOT touch or move it
• Calmly clear the immediate are of your people
• Report it to the Security Suite on 4444 giving the exact location and description of the object
• DO NOT USE A RADIO OR MOBILE PHONE NEAR THE PACKAGE

 ALL CLEAR

 The emergency is cancelled by the following announcement:

“ATTENTION PLEASE.  ATTENTION PLEASE.  STAFF CALL 100 IS CANCELLED”

Fire extinguishers will be located as stipulated by the Authorities.  At least two persons employed on each stand should know how to use these extinguishers and also know the position of the nearest fire alarm point in the building.  The extinguishers will be supplied free of charge and will be collected at the end of the exhibition.  If a fire extinguisher is missing from the stand or damaged after the event, exhibitors will be charged for its replacement. 

Exhibitors, who, because of the nature of their exhibits, require special arrangements, should contact the venue Fire Officer.

IN THE EVENT OF DISCOVERING FIRE

• Break the glass on the nearest Manual Call Point (coloured RED), which are located adjacent to all exits, or contact the Security Suite by dialling 4444 on an internal telephone or 020 7069 4444 immediately.  State “Fire” and give the exact location.
• Only if you have been trained and it is a very minor fire, and it is safe to do so, tackle the fire with the nearest suitable fire extinguisher.  Always ensure there is a safe exit route before attempting to extinguish any fire.

IN THE EVENT OF A REPORTED FIRE

If you are in the venue, you will hear the following instructions over the public address system:  

“ATTENTION PLEASE, ATTENTION PLEASE.   MR GOODFELLOW REPORT TO THE SECURITY SUITE”

Take no immediate action, stand-by and wait for further instructions.  You and your staff should prepare to evacuate the building, i.e., collect your personal belongings only if at hand.

EVACUATION

If the situation becomes worse, the following announcement will be made:

“ATTENTION PLEASE.  ATTENTION PLEASE.  HERE IS AN IMPORTANT ANNOUNCEMENT.

IT IS NECESSARY TO ASK EVERYONE TO LEAVE THE BUILDING.  PLEASE MAKE YOUR WAY CALMLY TO THE NEAREST EXIT.  EVERYONE WILL BE RE-ADMITTED AS SOON AS POSSIBLE.”

In the unlikely event that an evacuation is necessary, please remember to take your visitors with you.

ALL CLEAR

The fire procedure is cancelled by the following instructions broadcast over the PA system:

“ATTENTION PLEASE.  ATTENTION PLEASE.  MR GOODFELLOW IS NO LONGER REQUIRED.”