Exhibitor Manual
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Site Rules

CLICK HERE TO COMPLETE THE SITE RULES & INDUCTION FORM

Site Rules

To gain access to the hall during build and breakdown you must complete the online Site Rules & Induction Form. Upon completion of the form you will receive email confirmation which must then be shown to security onsite in order to receive your wristband and gain access to the hall. The form can be completed here. Please share the form with colleagues and contractors who will be onsite. 

Site Rules & Induction

Please ensure that all staff members bring a signed copy of this document onsite

Site Rules & Induction are a requirement under CDM. Please read the following carefully and sign at the bottom.

CDM places duties on the Principal Client, Principal Contractor & Principal Designer, as well as all contractors on site to apply the following safety principles;

  • eliminate or control risks so far as is reasonably practicable
  • ensure work is effectively planned
  • appointing the right people and organisations at the right time
  • making sure that everyone has the right information, instruction, training, and supervision to carry out their work safely and without risks to health
  • have systems in place to help parties, cooperate and communicate with each other and coordinate their work
  • consult workers with a view to securing effective health safety and welfare measures
  • any actions required should always be sensible and proportionate to the risk

Why have site rules & induction?

  • This is a stated requirement under CDM
  • The law requires all of us to work safely
  • We are each responsible for our own actions
  • Any one of us could be prosecuted, fined, even imprisoned for not working safely
  • Everyone has the right to expect to go work in a safe environment and go home from work without injury
  • None of us wants to be injured or to be responsible for anyone else’s injury or death
  • So even without the law, it still makes good sense to work safely
  • If in doubt, stop and ask your line manager
  • If you see someone acting unsafely, it is your duty to stop that activity and report it to your line manager

Site Phases

  • The event period (tenancy) is from Saturday 30th January – Friday 5th February and is split into 3 clear phases
  • Be aware of what phase the site is in when you are working on site
  • Access to the event hall is only available with a site induction wristband and must always be clearly visible

           Red – Saturday 30th January (08:00 – 18:00)

           Red – Sunday 31st January (08:00 – 17:00)

           Amber – Monday 1st February (07:00 – 19:00)

           Green – Tuesday 2nd February (07:00) – Thursday 4th February (15:30)

           Amber – Thursday 4th February (16:00 – 22:00)

           Red – Friday 5th February (08:00 – 11:00)

So, first be aware of the types accidents most likely to happen on the Exhibition site:

  • Vehicle and mobile plant accidents
  • Falls from height and being struck by falling objects
  • Accidents with hand and power tools

Secondly ‐ be aware of your own employer’s inductions & risk assessments:

  • Your employer should provide you with a task specific induction / toolbox talk on arrival at work
  • You need to know what your employer’s risk assessments say – and apply them to the work you do

And be aware of the Exhibition site safety rules too:

  • As well as your employer’s assessments, you need to know and comply with the following exhibition site safety rules

Remember where you are; stick to the Contractors’ & Employers’ Code of Conduct.

  • You should always be mindful of your behaviour
  • Smoking is not permitted – Including E‐Cigarettes
  • You must always wear hi‐vis vests and appropriate footwear as per your employers’ risk assessment during the Red Phases of the event
  • You must ensure the utmost care & consideration is taken when working on
  • Alcohol on site is not permitted

Key Legislation:

Below are the key legislation for the event:

  • Health & Safety at Work etc Act 1974
  • The Management of Health and Safety at Work Regulations 1999
  • Workplace (Health, Safety and Welfare) Regulations 1992
  • Provision and Use of Work Equipment Regulations (PUWER) 1998
  • Working at Height Regulations 2005
  • The Reportable Injuries Diseases & Dangerous Occurrence Regulations 2013 (RIDDOR)
  • Control of Substances Hazardous to Health Regulations 2002
  • The Personal Protective Equipment at Work Regulations 2002
  • The Manual Handling Operations Regulations 1992
  • The Construction (Design and Management) Regulations 2015
  • Electricity at Work Regulations 1989
  • Lifting Operations and Lifting Equipment Regulations 1998

Fire Precautions:

  • All gangways must be maintained as adequate escape routes (2m) and kept free from obstruction
  • All fires (no matter how small) must be reported to the Organisers Office immediately
  • All precautions to prevent fires must be taken and advice on fire preventions issues can be obtained from the venue fire officer
  • Please read and understand the venue’s Fire, Bomb and Emergency Procedures that can be found in the Exhibitor Manual. This must all be distributed to all stand
  • Smoking is not permitted – Including E‐Cigarettes
  • All stand personnel must ensure they are aware of the location of the nearest fire alarm, escape route and fire extinguishers

First Aid Arrangements:

  • Where is your own first aid kit?
  • All accidents/incidents must be reported to the Organisers Office
  • First aid facilities are available during tenancy hours – Please contacts a member of the Security Team located at all VE access

General Safety Requirements:

  • Keep the place you are working tidy – avoid slips, trip and falls
  • See something unsafe? – Deal with it yourself if you can ‐ If you cannot, report it to the Organisers Office or Floor Manager without
  • Report accidents – even minor ones – it could prevent a more serious one
  • Hi-vis vests must be worn at all times whilst onsite during build and breakdown.
  • Be aware of your surroundings including vehicle movement around site during build and breakdown.
  • You must have all PPE indicated in your own risk assessment and use it appropriately were necessary.
  • Please ensure that gangways are kept clear at all times.
  • Working under suspended loads or within lifting exclusion zones is not permitted unless specifically authorised.
  • You must observe and adhere to any signage and noticed whilst onsite.
  • No lone working shall take place. If you feel this may be necessary, please contact the Organiser’s Office as soon as possible to discuss this.

General Site Requirements:

  • Use the toilets and hand‐wash facilities provided throughout the
  • The use of alcohol or drugs is strictly prohibited during working hours. Random testing of drivers will be carried out. The Road Traffic Act does apply on site and it is just as much an offence to drive under the influence on site as it is on the public highway. Offenders will be reported to the police.
  • Do a brief visual check of any equipment you are using before you start and report any concerns
  • The contractor is responsible for removing their own waste and disposing of it in accordance with the Environmental Protection Act 1990 and the Waste (England and Wales) (Amendment) Regulations 2012.
  • Liquid waste must not be poured down into either rainwater or foul water sewers or drains

Site rules for use of vehicles and operation of mobile plant:

  • Valid full driving license for the type of vehicle concerned
  • Evidence of training for the type of vehicle or plant concerned as well as employer’s authorisation to drive
  • 5 mph speed limit on the site.
  • Use seat belts, if fitted
  • No passengers carried unless a proper seat is fitted for each one of them;
  • Authorisation to drive may be removed by Organiser for repeated breaking of these
  • Plant and Site vehicles (including forklifts, pickers, and site vehicles) may only be driven by people who have supplied a relevant, in date license to the Operations
  • Please ensure that any reversing vehicles have a banksman
  • Safety reversing alarms are required on all vehicles that can be operated in
  • Passengers MUST NOT be carried on forklifts or dumpers, or where there is no provision for a passenger

Site rules for work at height:

  • Work at height means work in any place where, if precautions were not taken, a person could fall a distance liable to cause personal injury. You are working at height if you:
    – work above ground / floor level
    – could fall from an edge, through an opening or fragile surface
    – could fall from ground level into an opening in a floor or a hole in the ground

    Work at height does not include slips or trips on the level, as a fall from height has to involve a fall from one level to a lower level, nor does it include walking up and down a permanent staircase in a building.

    • Avoid working at height – if that is possible.
    • Suitable towers, ladders, and stepladders – long enough for the job, in good condition, complying with BS EN131, inspected annually – used safely.
    • Working above 2m will only be permitted if there is a Safe System of Work (SSOW) in place and agreed with the principal contractor.
    • All work at height should be properly planned and supervised.

Site rules for Compressed Gases:

  • All compressed gas cylinders, prior to being bought into the venue, must be identified, and recorded by a venue Fire officer
  • All cylinders must be stored in the venue designated storage areas
  • All cylinder valves must be fully closed when not in use
  • Under no circumstances are cylinders to be stored within the show venue when open to the public
  • Safe Working Practice for the Use and Handling of LPG must be complied with

Site rules for use of power tools:

  • Training and your employer’s authorisation required for the use any type of power
  • Use of eye, hearing or other PPE as required for the tool – see your employers risk assessment for
  • All hot work activities that may generate enough heat to cause ignition are This may include gas or electric arc welding; use of LPG torches or blowlamps; hot air paint strippers; lead welding; angle grinding; If in doubt, ask!

Site rules for basic personal protective equipment:

  • Hi‐vis (worn properly) & safety footwear to be used during the Red
  • Other PPE ‐ safety helmet, eye and hearing protection, gloves as required by your own risk

Site rules for chemicals or other substances hazardous to health:

  • Where chemicals are used, those employees must have adequate training in the dangers of the chemicals, and sufficient protection against inhalation or skin contact of the chemicals.
  • All chemicals covered under COSHH regulations must be identified to the operations team in advance of the event, in addition to the relevant safety data information sheet and COSHH assessment.

Welfare whilst onsite:

  • Toilet and wash facilities are available throughout Farnborough International Exhibition & Conference Centre and are clearly signposted.
  • Establishments in the Venue will be open during build and breakdown to purchase hot & cold refreshments. 
  • If you have any further welfare needs whilst onsite, please contact the Organiser’s Office who will be able to provide assistance.

Disciplinary action in relation to safety

  • Safety is in the same category as work performance and other disciplinary
  • Breaking safety rules will result in a warning to the person concerned and to the company employing
  • Repeated breaking of safety rules may result in the Principal Contactor requiring the removal of a contractor from
COMPLETE THE FORM


Health and Safety

Easyfairs Ltd take their responsibility, as laid out in accordance with the Health & Safety at Work Act 1974, very seriously and it is vital that Exhibitors and contractors do the same. The Health & Safety at Work Act embraces the Exhibition and Conference venues as places of work. As an exhibitor, it is essential that you are aware of your obligations of the Act.

These responsibilities are to ensure, so far as is reasonably practicable, the health, safety and welfare of all employees and any plant, article, substance or system of work, which may be used, are safe and without risk to health.

This includes that all employees and contractors employed by you are provided with information, instruction, training and supervision to ensure the health & safety of themselves and others working, or present, in the vicinity by what they do or fail to do. Main areas which you must give due thought and consideration to before and during your time on site are

  • Understanding the fire and emergency procedures and location of first aid centres. All staff must be notified of these procedures
  • There is an important need to keep gangways clear during build-up/breakdown and throughout the show open days. These will be identified to you during build-up and breakdown of the show
  • Working at height must be done in a safe manner using suitable equipment in the approved way i.e. steps, scaffold towers, hard hats etc.
  • All powered access equipment, i.e. forklift trucks, cranes etc. must be operated by ILS – no one else will be permitted to drive or operate machinery of any description in the loading bays or exhibition hall
  • Only acceptable substances are allowed on-site and full compliance with the COSHH (Control of Substances Hazardous to Health) regulation is required, e.g. fluorescent type lighting tubes require specialised disposal as hazardous waste
  • Personal Protective Equipment (PPE) is to be used if other protective measures are unrealistic and that employees are trained in its use and limitations
  • Ensure portable power equipment is only used for the purpose for which it is designed, with safety guards and devices fitted and used. Power leads must be kept to a minimum and not cross gangways. Power requirements must not overload the systems. Such equipment must never be left unattended with power supplied to it
  • Please do not create a floor hazard at any time
  • All staff must be trained to ensure that safe working practices and good housekeeping is maintained in all work areas, minimising hazards
  • At all times Exhibitors must obtain their contractors Health & Safety Policy, details of specific safety procedures, competence and training of staff and the named individual safety officer responsible for the company.

Please ensure all contractors employed are aware of these health & safety responsibilities. 

This is a legal requirement for all exhibiting companies to complete the Risk Assessment and Health & Safety Declaration forms for their stand. These forms can be completed online via the forms section of this manual.  Note, these forms are in addition to the risk assessment that accompanies space only stand plans. .

Construction Design Management

Since the HSAWA Act in 1974, event organisers have calculated the risks associated with the construction and deconstruction of events, and enforced controls to ensure that all employees, contractors and visitors were provided with a healthy and safe working environment while onsite.

In April 2015, The Construction Design Management legislation came into force in the UK to further regulate the industry and ensure that safety was the highest priority.

It is now the responsibility of organisers, as principle contractors, to do all that is reasonably practicable to prevent personal injury and damage to property, and to protect everyone from foreseeable work hazards at all locations. 

Co-operation and participation of all employees, trainees and sub-contractors is essential to obtain high standards of safety practices. Therefore, no exhibitor or contractor will gain entry to the halls during build up or breakdown, without reading and agreeing to of the Site Induction Rules, which will be displayed when arriving onsite. You will be issued with a wristband on completing this process.

Click here to complete the health & safety form
Click here to complete the risk assessment
Click here to complete the site rules & induction form