AccountingWEB Exhibitor Manual 2022
30th Nov -1st December
Jump to
- Welcome
- The Exhibition Team
- Exhibition Timetable
- Quick Reference Guide to Contractors
- The A-Z of Services & Regulations
- Regulations for Stand Building
- Health & Safety
- Site Rules & Induction
- Order Forms
Welcome
Welcome to AccountingWeb Live Expo 2022!
We are delighted that you have chosen to exhibit at AccountingWeb Live Expo and look forward to welcoming you to the event.
To ensure your exhibiting experience is as smooth as possible we have created this exhibitor manual. It explains the practical aspects of exhibiting on 30th November – 1st December 2022 and lists all the services and facilities available at the exhibition.
Please remember that it is important that any designers or contractors involved in your participation see the forms and information that relate to their responsibilities.
The Order Forms section of the manual lists all of the compulsory and optional forms and acts as a useful checklist for you.
Finally, this manual is not designed to replace our personal service. If you have any questions, require special assistance or extra explanation regarding any aspect of the show then please do not hesitate to contact us.
Have a great exhibition!
Operations Team
Tel: +44 (0) 1743 606744
Email: [email protected]
The Exhibition Team
EVENT OPERATIONS &Stand/exhibition services:
Maelstrom Event Solutions
Tel: +44 (0) 1743 606744
Fax: +44 (0) 1743 606749
Email: [email protected]
Maelstrom Event Solutions Ltd
Global House
Sitka Drive
Shrewsbury Business Park
Shropshire
SY2 6LG
EVENT Organiser
Charlotte Place,
Queen Charlotte Street,
Bristol,
BS1 4EX
Sales Director
Duncan Ledger
Tel: 07581498744
Email: [email protected]
Event Director
Ed Wyre
Tel: 07545586637
Email: [email protected]
Event Manager
Julia Prouse
Tel: 07938754364
Email: [email protected]
Content Director
Mike Goldsmith
Tel: 07818045348
Email: [email protected]
Exhibition Timetable
Please note that all timings for the event are subject to change and will be confirmed shortly. Please contact the AccountingWEB Live team if you have any queries on timings.
| Build-up | Time | Schedule |
|---|---|---|
| Monday 28th November | 08.00 – 18.00 | Build-up for Space Only Exhibitors only |
| Tuesday 29th November | 09.00 – 19.00 | Build-up for Space Only continues |
| 09:00 -19:00 | Build-up commences for Shell Scheme Exhibitors |
| Open Period | Time | Show Open Hours |
|---|---|---|
| Wednesday 30th November | 10:00 – 17:00 | Show open to visitors |
| Thursday 1st December | 10:00 – 16:00 | Delegate registration commences and exhibition hall open to delegates |
There will be exhibitor access to the hall from 0800 on Wednesday 30th November and 0900 on Thursday 1st December.
Power will terminate each night 30 minutes after the show closes unless a 24hr supply has been specifically requested from the official electrical contractor.
| Breakdown | Time | Schedule |
|---|---|---|
| Thursday 1st December | 16.30 – 21.30 | Full Exhibition breakdown – all stands to be clear of the hall by 21.00 |
Please note that breakdown will not commence until the hall is free of visitors.
All stand fitting materials, structures flooring and carpets to be removed by 21:30 Thursday 1st December
Quick Reference Guide To Contractors
This is the main list of services and forms provided for the show – you can order all your exhibition requirements here. To submit a form or order a service, click on its name. Use the buttons below to view the status of your current orders. Orders not submitted should be reviewed and confirmed as soon as possible, to ensure that suppliers are aware of them, and that you don’t miss deadlines.
| Accommodation | Nubreed Hotels | Web: https://www.eventbedsconcierge.io/events/accounting-web-live-expo-2022 |
| Exhibition Audio Visual | Aztec Event Services Ltd | Tel: +44 (0)20 7803 4000 Email: [email protected] Web: https://expo.aztecuk.com/collections/accounting-web-live-expo-2022 |
| Carpet / Floor Covering | Exhibit3Sixty | Tel: +44 (0) 845 527 8140 Email: [email protected] |
| Catering | Coventry Building Society Arena | Tel: +44 (0) 844 873 6500 Email: [email protected] |
| Compressed Air | Coventry Building Society Arena | Tel: +44 (0) 844 873 6500 Email: [email protected] |
| Data Scanners | Livebuzz | Tel: +44 (0) 2476 710 501 Email: [email protected] |
| Electrics | Exhibit3Sixty | Tel: +44 (0)845 527 8140 Email: [email protected] |
| Exhibitor Badges | Livebuzz | Tel: +44 (0) 2476 710 501 Email: [email protected] |
| Freight Forwarding & Lifting | GES | Tel: +44 (0)121 782 4433 Email: [email protected] |
| Furniture | Exhibit3Sixty | Tel: +44 (0)845 527 8140 Email: [email protected] |
| Graphics | Maelstrom Event Solutions | Tel: +44(0) 1743 606 744 Email: [email protected] |
| Internet & IT Services | Coventry Building Society Arena | Tel: +44 (0) 844 873 6500 Email: [email protected] |
| Stand Plan Inspections | Maelstrom Event Solutions | Tel: +44 (0)1743 606744 Fax: +44 (0)1743 606749 Email: [email protected] |
| Shell Scheme | Exhibit3Sixty | Tel: +44 (0)845 527 8140 Email: [email protected] |
| Water & Waste | Coventry Building Society Arena | Tel: +44 (0) 844 873 6500 Email: [email protected] |
The A-Z of Services & Regulations
Access
Access to the Coventry Building Society Arena is restricted to the hours shown in the Exhibition Timetable.
On arrival please report to the traffic team who will direct you to the correct loading bay area via Gate 29, as and when space becomes available. Exhibitor Passes for unloading/ loading and parking will be sent to you in a build-up email prior to the show, this will also inform you of the correct car parks for exhibitors/ contractors.
Coventry Building Society Arena
Judds Lane
Longford
Coventry
CV6 6AQ
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.
For transportation links to the venue please click the link below
https://www.coventrybuildingsocietyarena.co.uk/visiting-us/getting-here/
Accommodation
Accommodation bookings through our preferred partner will be open shortly. Please check back here periodically for the link, which will give you the best rates and live availability of onsite and nearby hotels https://www.eventbedsconcierge.io/events/accounting-web-live-expo-2022
Audio Visual
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
Tel: +44 (0)20 7803 400
Email: [email protected]
Web: https://expo.aztecuk.com/collections/accounting-web-live-expo-2022
Balloons & Inflatables
All types of balloons are prohibited within the exhibition halls as some can cause damage to the air-handling system; exhibitors will be charged for all costs arising from contravention of this regulation.
Breakdown
Please refer to ‘Exhibition Timetable’.
Accounting Web Live is open from 10.00-17.00 on Wednesday 30th November and 10.00-16.00 on Thursday 1st December. 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. Electrical power to stands will be switched off 30 minutes after the show closes.
Please note:
Traffic around the halls will be particularly busy during the first few hours of the breakdown.
All valuable items must be removed by 21.30 including stand-fitting materials. Items left on the gangways will be deemed as rubbish and thrown away.
We strongly advise you not to leave any items unattended on your stand during this time. The Organisers and Coventry Building Society Arena cannot accept responsibility for any loss or damage. We strongly advise that you have adequate insurance.
Please note that 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. These items need to be removed by 21.30 on Thursday 1st December.
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 stands must be finished by 19.00 on Tuesday 29th November to allow time for the Coventry Building Society Arena staff to clear the aisles of rubbish..
Business Centre
For all your business needs including photocopying, fax, and essential stationery supplies visit the Business Centre in the Boulevard.
Car Parking
Coventry Building Society Arena has on-site car parking available 24 hours a day within in close proximity of the exhibition entrance and hotels.
Accounting Web Live has arranged free parking for all visitors.
Carpet
Shell scheme stands will be carpeted with Anthracite carpet.
Gangways will be carpeted in Sunrise 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. Please note that all `space only` exhibitors are responsible for the removal of any carpet supplied to them.
The official carpet contractor for the show is:
Exhibit 3 Sixty
Tel: +44(0) 845 527 8140
Email: [email protected]
Catering
Coventry Building Society Arena are the exclusive caterers for the venue and all food and drink must be ordered via them. Exhibitors wishing to organise food and beverages should contact Coventry Building Society Arena on either [email protected] or 0844 873 6545.
Please note, all orders must be placed and paid for 14 days prior to the event taking place. Exhibitors may order food and beverages using the forms within this manual.
Children
Children under the age of 16 are not permitted in the halls during the Build-up, Breakdown and the Open Days. This rule also applies to exhibitors’ children and we have a responsibility to rigidly enforce it to comply with the safety regulations of the exhibition.
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
The venue’s official cleaning contractors automatically carry out the cleaning of your stand. If you have a night sheet, please supply the Organiser’s Office with a key to enable the cleaners to access your stand.
All sacks of waste should be left in the gangways after the close of event each day and any items left in the aisles overnight will be deemed as rubbish and will be disposed of by the cleaners.
Please note also that the cleaning contractors are not responsible for disposing of large quantities of litter produced by exhibitors as a result of give-aways. If disposal of any specialist materials or chemicals is required, please notify the Operations Team prior to the event.
Cloakrooms
A cloakroom service is provided during exhibition open days. This 30 minutes before and closes 30 minutes after the official open hours of the exhibition. There is a cloakroom located in the entrance foyer.
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.
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.
CompRESSED AIR
If you require compressed Air – please contact the venue Andy Cox – 0844 873 6500 or email on [email protected]
CoNTRACTOR PASSES
Contractor passes are valid for build-up and breakdown only; they should be issued to anyone working on your stand during these periods. Contractor passes will be issued by security onsite at the venue and will also be available from the Organiser’s Office.
DATA CAPTURE DEVICES
Data capture devices are able to be ordered through Livebuzz Exhibitor Hub.
Each exhibitor will have been sent their own unique log in details for the Exhibitor Hub where they can order their requirements.
Tel: 02476 710501
Email: [email protected]
Delivery of goods
All exhibits and materials must be delivered carriage paid, direct to the stand. The goods should be clearly labelled as follows:
Contact Name and Number:
Stand Name:
Stand Number:
Account Web Live 2022
Hall 1
Coventry Building Society Arena
Judds Lane
Longford
Coventry
CV6 6AQ
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 venue before Monday 28th November 2022. 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 lifting/ freight forwarding company will take receipt of the goods for a charge. Please see the order form.
DILAPIDATIONS
The Exhibitor will be responsible for any damage caused to the fabric of the building or other property belonging to the venue, and will be charged for the replacement and/or repair.
DISTRIBUTION OF LITERATURE
Distributing material, such as printed leaflets, cards, circulars or articles, is prohibited unless from your own stand. This includes the gangways and around any catering or seating areas surrounding your stand.
Equality Act
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.
Electrical Services & electrical regulations
The deadline for early bird orders is 4th November 2022. Orders may be placed after this date but may incur additional charges.
Exhibit 3 Sixty are the official Electrical Contractor for Accounting Web Live 2022. 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.
Exhibit 3 Sixty
Tel: +44(0) 845 527 8140
Email: [email protected]
Electrical 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 8.00 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.
EXHIBITOR PASSES
Exhibitor Badges are able to be ordered through Livebuzz Exhibitor Hub.
Each exhibitor will have been sent their own unique log in details to enable them to order their requirements.
Tel: 02476 710501
Email: [email protected]
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.
See also Stand Fitting Regulations
First Aid
Please contact the organiser’s office located at the front of the hall. Alternatively, please approach any member of the security team.
Freight, forwarding & storage
The Organisers have appointed GES 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:
GES
Tel: +44(0) 121 782 4433
Email: [email protected]
Furniture
Europa International (part of the Index Group) have been appointed as the Exhibit 3 Sixty have been appointed as the official furniture contractor for Accounting Web Live 2022. Details of furniture available for hire together with a price list are available on their website by www.exhibit3sixty.co.uk/furniture-hire
Alternatively contact:
Exhibit 3 Sixty
Tel: +44(0) 845 527 8140
Email: [email protected]
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.
Graphics
Maelstrom Event Solutions are the official graphic supplier for Accounting Web Live 2022.
For more information on our services & prices please see the brochure in the order form section of the manual or contact: Tel: +44(0) 1743 606 744
Email: [email protected]
Please note – we are offering an early bird discount of 10% for shell scheme graphics if you order before
Health & Safety
Please see Health & safety Section of this manual.
Height Restrictions
Please also refer to the Stand Fitting Regulations.
The height limit is a maximum of 4 metres for all stands where headroom permits – the Exhibitor must check their own stand space prior to the show. If you feel that creating a dramatic feature within your stand would enhance your presence at the event by exceeding the 4m height limit, please submit your concepts to Maelstrom Events who will happily consider your ideas. Please note that the organisers are not duty bound to notify other exhibitors should, at their discretion, a stand above 4m in height be given permission to build.
Please refer to Rigging for details about banners and lighting rigs.
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.
IT Support
Wi-Fi is provided free of charge for all exhibitors and visitors.
If you require additional bandwidth or hard-wired connections, this can be arranged by Coventry Building Society Arena Tel: 0844 873 6545 email: [email protected] or by completing the Order Form.
If elements of your stand are internet critical we suggest you order a hard wire or a dedicated Wi-Fi login for this as these will be supported.
Nameboards
All Shell Scheme exhibitors should complete the Nameboard Order Form to ensure that the correct name appears on their nameboard. A 30-character limit applies to all Fascia Nameboards.
Notification of Own Contractor
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.
Organiser’s Office
The Organiser’s office will be based at the front of the hall.
Public Address System
No public paging system will be available during the show open days.
Rigging
Rigging is subject to approval. For approval on Rigging please contact Maelstrom Event Solutions:
Tel: 01743 606744
Email: [email protected]
Risk Assessment & Method Statement
All Exhibitors must return a 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.
Please refer to the Health & Safety Section of this manual for guidelines and sample Risk Assessments/Method Statements.
Security
Security at the Coventry Building Society Arena is provided 24 hours a day, seven days a week, to ensure the safety of all people in the building. However, exhibitors should take care to ensure that their goods are safeguarded, particularly during build-up and breakdown times as these are extremely vulnerable times. We strongly advise all exhibitors to have a lockable counter unit (or area) on their stand for use during the show’s open hours, and then remove all valuables (especially small items or computers) from their stand overnight. The organisers or venue.
Shell Scheme
The Shell Scheme Package includes:
Lighting
1 x 500w socket
1 x table
3 x chairs
1 x literature rack
Name Board
The panel will show company name and stand number. The maximum number of characters is 30.
Walling
Depending on your position on the floorplan will depend on how many walled shell scheme panels you have.
For a full shell scheme specification including panel sizes please see order forms.
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.
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 metres 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 Risk Assessment submitted at the same time as your stand plans.
A copy of scaled drawings, together with structural calculations and construction drawings to prove stability must be emailed to Maelstrom Event Solutions Ltd ASAP and at least 4 weeks prior to the event. For a quotation related to Structural Calculations costings please contact in[email protected]
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
All plans should be sent to:
Georgina Franco
Maelstrom Event Solutions
Mercury House
Shrewsbury Business Park
Sitka Drive
Shrewsbury
Shropshire
SY2 6LG
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.
Storage
Please see the Freight Forwarding & Storage section of the manual.
Trolleys
Please ensure you bring your own trolley to the show, as there are no trolleys available on-site. No porters or trolleys are allowed into the hall during the open period of the show.
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.
Water & Waste
Any exhibitor requiring Water & Waste Services on site should contact Coventry Building Society Arena:
Contact: Andy Cox
Tel: +44 (0)844 873 6519
Email: [email protected]
To order water & waste services prior to the event please complete the order form
Regulations for Stand Building
Stand Fitting Regulations
- 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.
- All stand structures, signs, exhibits etc. must be contained within the area allotted and may not project into or over the gangway.
- If you have a shell scheme stand, all exhibits and stand fitting material must be contained within your shell scheme stand.
- 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.
- Artificial flowers are highly flammable and give off toxic fumes. These must not be used for stand dressing.
- 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.
- 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.
- 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.
- 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.
- 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.
- On Space Only stands, the name and stand number of the company exhibiting must be displayed prominently on each side of the stand.
- All work must be carried out using non-flammable material.
- 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.
- The design of the stand must be such that it can be erected and dismantled within the time available.
- 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.
- 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.
- 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.
- 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.
- 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 2.5m to a maximum height of 4m.
- 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.
- 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.
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.
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 DDA 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. Please refer to the Disability Discrimination Act in this manual.
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 23 March 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. - 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.
- 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.
- 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.
Health & Safety
IMPORTANT – PLEASE READ AND ACTION
Maelstrom Events take their responsibility as laid out in accordance with the Health & Safety at Work Act, etc. 1974 very seriously and it is vital that exhibitors and contractors do the same. The Health and Safety at Work Act embraces exhibition and conference venues as places of work and as an Exhibitor it is therefore essential that you are aware of your legal obligations under the Act. Exhibitors and their Contractors should refer to www.hse.gov.uk for all relevant guidance on HASAWA74.
As a guide only, these responsibilities are to ensure, so far as is reasonably practical, the health, safety, and welfare of all your employees, and any plant, article, substance or system of work which may be used, is safe and without risk to health. This includes that all employees, contractors and visitors employed, instructed, invited or entertained by you are provided with suitable and sufficient information, instruction, training and supervision to ensure their health and safety as well as others working on or near your stand, or affected by your work actions or inactions during the show’s tenancy.
The principal areas, which need to be brought to your attention and any contractors, include the following.
- It is a legal requirement that you carry out a suitable and sufficient Risk Assessment outlining the control measures you will implement to eliminate or reduce to an acceptable level any major hazards or risks posed by your work activities.
- Ensure all persons understand the Fire and Emergency Procedures and the location of the First Aid Centre. All your staff and contractors must be notified of these procedures, and it is recommended that at least one member of your team has undertaken a basic first aid course.
- It is imperative that emergency exits and specific gangways are kept clear at all times.
- Working at height must be done in a safe manner, using suitable equipment in the approved way i.e. steps, scaffold towers, powered access equipment etc. Any unsafe work will be stopped by the organisers, the venue or their health and safety representatives until a safe method of work has been established. Contractors and or exhibitors working at height must wear hard hats and ensure that the area is cordoned off so as to avoid injuring other parties.
- Operatives must wear suitable protective clothing relevant to their job, which may include fall arrestors as well as head, eye, hearing, foot and hand protection.
- All powered access equipment, i.e. forklift trucks, cranes etc. are only to be operated by the appointed contractors who are fully trained, competent and licensed. All such equipment has been recently inspected in accordance with the Lifting Equipment & Lifting Operations Regulations 1998. Where restraining devices are fitted they must be worn.
- Only acceptable substances are allowed on-site and full compliance with the COSHH (Control of Substances Hazardous to Health) regulation is required. Safety Data Sheets must be available for all such substances and brought to the attention of the Organisers.
- All portable, mains powered electrical equipment must carry a current Portable Appliance Test (PAT) certificate and the device must not have been modified in any way. Ensure portable power equipment is only used for the purpose for which it is designed, with safety guards and other safety devices fitted and used. Power leads must be kept to a minimum and only cross gangways if properly taped down. Power requirements must not overload the systems order. Such equipment must never be left unattended with power supplied to it. Please do not create a trip hazard at any time.
- It is the Exhibitor’s responsibility to ensure that all their staff and contractors are fully trained to ensure safe working practices at all times. Good housekeeping and tidiness in all work areas minimises hazards and aids security.
- Please ensure all persons employed by yourself or your company or affected by your work actions are aware of these Health & Safety responsibilities. Exhibitors must obtain their contractors Health & Safety Policy and Risk Assessment detailing specific safety procedures, hazards and their associated control measures, competence and training of staff, and a named individual safety officer responsible for their work activities throughout the shows’ tenancy.
- It is the exhibitor’s/contractor’s responsibility to ensure that they and their staff are not working excessively long hours. Staff should be permitted suitable rest periods and if late working is undertaken, staff should be rotated in line with a work schedule.
Risk Assessment & Method Statement
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.
Refer to sample Risk Assessment
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 safely by ……………. Ltd. Access for this company will be arranged with the Organisers prior to the show by ……………………
Refer to sample Method Statement
Site Rules & Induction
Site Rules
Whilst working at Accounting Web Live, 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 at the Accounting Web Live 2022 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 times
- Vehicle 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
- Appropriate PPE should be worn whilst working in the venue Hi-Vis jackets are compulsory during Build Up & Break down. Flip-flops, open-toed sandals, 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
Should you need medical assistance contact a venue employee or the organiser’s office. Inform them of the location and nature of the medical emergency. They will radio for assistance.
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
DO NOT PHONE FOR AN AMULANCE – a venue first aider will do this if required.
All accidents, incidents or near misses must be reported to the Organiser/Venue Event Manager
FIRE
On discovering a fire:
If you discover a FIRE raise the alarm immediately via the nearest ‘break glass’ or by informing a member of staff or Duty Manager. Fire extinguishers & break glasses are located next to each Fire Exit within the Halls.
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 the venue staff to assist with any follow up.
In the event of a fire report:
In the event of an Emergency Activation you will hear the following automatic message:
‘ATTENTION, ATTENTION, AN EMERGENCY SITUATION EXISTS WITHIN THE BUILDING, PLEASE LEAVE VIA THE NEAREST EXIT’
Fire Evacuation Procedure:
Please ensure that you are familiar with your nearest Emergency Exits
On hearing this message, please leave the Building IMMEDIATELY by the nearest Exit in a calm and orderly manner via the nearest exit, do not use lifts or stop to collect personal belongings.
DO NOT use the lifts or attempt to take anything with you. Move well away from the building to the marked assembly points ‘A’, ‘B’, ‘C’ & D on the car parks as directed by Coventry Building Society Arena staff.
DO NOT attempt to return to the building until the ‘all clear’ has been given by either Coventry Building Society Arena Fire Evacuation Controller or The Chief Fire Officer.
2. WELFARE ARRANGEMENTS
ORGANISERS OFFICE
The organiser’s office is located just at the front of the hall.
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 build up, open days and breakdown.
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
Order Forms
| Form | Form Name | Deadline | Vendor |
|---|---|---|---|
| A | Health & Safety Declaration | Immediate | Maelstrom |
| B | Contractor Details | Immediate | Maelstrom |
| C | Electrical Order Form | 4th November 2022 | Exhibit3Sixty |
| D | Nameboard Order Form | 4th November 2022 | Exhibit3Sixty |
| E | Maelstrom Graphics Brochure | 14th November 2022 | Maelstrom |
| F | Additional Standfitting Order Forms | 4th November | Exhibit3Sixty |
| G | AV Order Form | 2 weeks prior to first open day | Aztec |
| H | Furniture Order Form | Immediate | Exhibit3Sixty |
| I | Carpet / Flooring Order Form | Immediate | Exhibit3Sixty |
| J | Lifting, Storage Order Form | ASAP | GES |
| K | IT | 14 days prior to the 1st build day | CBS |
| L | Catering | 14 days prior to the 1st build day | CBS |
