Aftermarket 2024 Exhibitor Manual

2nd – 3rd October 2024

1. Welcome
2. The Exhibition Team
3. Exhibition Timetable
4. Quick Reference Guide to Contractors
5. The A-Z of Services & Regulations
6. Health & Safety
7. Order Forms

Welcome to the Aftermarket Event 2024

On behalf of the event team we would like to take this opportunity to welcome you to the 2024 event. We look forward to working with you to ensure you have a successful event.

Please take the time to read the information provided in this guide and take advantage of the additional support that we can offer in the lead up to and during the event itself.

Please read and comply with the Terms and Conditions and pass on the information to everyone working on your stand including any contractors you may use.

If you have any queries, then please do not hesitate to contact us on 01743 606 744

Thank you for being part of the event.

See you there!

The Exhibition Team

If you have any queries, please do not hesitate to contact the relevant members of the Aftermarket team; we are here to help you and we look forward to working with you towards a successful event.

Operations Enquiries
Fern Foweraker
Operations Manager 
[email protected]
01743 606744

Exhibition Timetable

Build Up

Build Up for Space Only Stands:
Tuesday 1st October	08:00-20:00
Build Up for all Exhibitors:
Tuesday 1st October	14:00-20:00

Wednesday 2nd October	09:30-16:00
Thursday 3rd October	09:30-15:30

Breakdown

Thursday 3rd October

15:45-20:00

Quick Reference Guide to Contractors

The A-Z Services and Regulations

Access and Delivery

All vehicles arriving for Build up and breakdown will need to access the venue through Gate F. Postcode: GU14 6TQ

Access to Farnborough International is restricted to the hours shown in the exhibition timetable. During Build up and break down periods although vehicles will be admitted to the site, they will not be allowed access until the hall opens. Please ensure that your contractors are aware of these arrangements. 

Please ensure any external contractors or delivery drivers are aware of the above. 

Accommodation

Farnborough offers a wide variety of accommodation from luxury to budget. The area currently boasts 2,500 rooms all within a 15-minute drive of the venue. Please follow this link to view available options – Aftermarket Event 2024 (eventexpressuk.com)

Audio Visual

Immersive AV have been appointed as the official contractor for the exhibition.

For all your required needs please click the link below for their online website-
AV Online Webshop

Activities & Demonstration

Any exhibitor wishing to operate machinery or carry out mechanical demonstrations on their stand must ensure that a Risk Assessment is submitted 28 days prior to tenancy and that these practices constitute no fire nor safety hazard, nor interfere with the activities of visitors and exhibitors. All moving parts must be effectively guarded and controls situated beyond public reach. The Organisers reserve the right to curtail any practice, which they consider dangerous or detrimental to the event.

All seating for the public should be strictly contained within your stand area and comply with the current British Standard requirements for the Local Authority.

Exhibitors should not engage in any activity or employ any purpose or device that tends to create unreasonable congestion in the gangways. Demonstrations should be planned to take place in the centre of the stands to give room for an audience. Where a demonstration is causing unreasonable congestion in the gangway which is either an emergency gangway, or is detrimental to the environment of surrounding exhibitors, the Organisers reserve the right to curtail the activities on the stand.

Exhibitors must advise the Organisers if they intend to offer any massage, therapy or similar services on the stand, as special licences may be required from the Local Authority.

Exhibitors running films/video back projectors with commentary or any form of presentation are reminded that sound must be kept to a level below 80 decibels. This level will be monitored within the exhibition area. If it is found that you are exceeding this level your stand manager will be informed. If you receive three warnings and do not reduce the sound on your stand, the organiser will ask you to turn off any device playing sound on your stand.

All audio speakers must be facing inwards on the stand and not facing the gangways.

If, on request, you are unable to produce a Risk Assessment for the activities on the stand, all demonstrations must cease until a Risk Assessment has been completed to the satisfaction of the Organiser. In the case of dispute the decision of the Organisers and its appointed representatives is always final.

Alcohol & Drugs Policy

The consumption of alcohol is not permitted during build up and breakdown. The venue has a strict drugs and alcohol policy which allows them to offer to test or eject from site any contractor suspected of being under the influence of drugs and alcohol.

Alcohol Sale, Supply / Sampling

Supply of alcohol at the eventmust be agreed and licensed by the venue. Selling alcohol for consumption at the event is not permitted. However, if you wish to provide samples for tasting please contact Maelstrom Event Solutions on +44 (0) 1743 60 6744 or [email protected]

Animals

No animals are allowed onsite unless they are assistance dogs

Balloons

No helium balloons are allowed onsite

Car Parking

Exhibitor Parking will be in Car Park 2 throughout the event and is Free of Charge. On open mornings there will be an exhibitor entrance at the rear of the hall from this Car park as long as Exhibitors have their exhibitor badge to event security for entry. Security will ask to see your Exhibitor Badge to then direct you to the exhibitor parking area.

Carpet

Exhibit3Sixty has been appointed as the official Carpet contractor for Aftermarket 2024. Details of carpet available for hire are available on their website.

Tel: 02476473663
Website: https://orders.exhibit3sixty.co.uk/aftermarket/

Shell Scheme stands will have dark grey carpet as standard and the gangways will be covered with Midnight Blue carpet.

Catering

Please note that all Stand Catering (food and drink) must be ordered through Amadeus Catering – exhibitors may not bring in outside catering without the express permission of the venue.

Please contact the team for further information on how to pre-order products:

Contact: Cecile Morrison
Tel: +44 (0)7973 716167
Email: [email protected]
Website: Order here

Children

Children under the age of 16 will not be allowed entry to the venue during build up and breakdown. 

Contractor Passes

For ease of access to the venue and for security reasons, each contractor must wear a contractor pass. These will be issued by security upon arrival to the venue subject to the organisers having received your H&S declaration pre-event to induct you into the site.  Failure to supply this pre-event will mean a delay in getting in when you arrive on site for yourselves and contractors. 

Delivery of Exhibits

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

Attn: (Contact Name)
(Stand Number and Stand Name)
(Aftermarket Event 2024) 
Farnborough International Exhibition & Conference Centre
Hall 1
Etps Road
Farnborough
GU14 6FD

Exhibitors must ensure that a representative of their company is on-site to receive and sign for deliveries. Please note, deliveries must not be made to the Centre prior to the tenancy. The Organisers and 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. 

The appointed official contractor is: Exhibit3Sixty
Email: [email protected]
Phone: 07970911317

Dismantling & Removal of Exhibits

Please refer to the Exhibition Timetable. 

Shell Scheme & Space Only Exhibitors – Exhibitors may commence dismantling stands on Thursday 3rd October once the event has closed and once all of the visitors have left the site. All Shell scheme exhibitors must be clear of the hall by Thursday 3rd October by 20:00. 

The exhibition shell scheme contractors will start dismantling shell scheme stands immediately after the exhibition closes and once all of the visitors have left the site and it is safe to commence work. Any exhibitor who has items (including graphic panels) either attached to or displayed within the shell scheme should remove them as soon as the breakdown period commences. The organisers and shell scheme contractors will not be held responsible for any damage to articles left either attached to or within the shell scheme area once the breakdown period commences.

Details of vehicle marshalling for the break down will be available during the event. On no account will exhibitors be permitted to dismantle before 15:45 on Thursday 3rd October or until all visitors have left the hall and transport arrangements should be made accordingly.

Electrical Requirements

All electrical requirements should be ordered from the official contractor, Exhibit3Sixty. Website: https://orders.exhibit3sixty.co.uk/aftermarket/

If you have ordered a Shell Scheme Package, you will have the following included with your stand booking:

0-9sqm Stand Package:
2 x Track Mounted Spotlights
1 x 500w Socket

9.5-15sqm Stand Package:
3 x Track Mounted Spotlights
1 x 500w Socket

15.5+sqm Stand Package:
4 x Track Mounted Spotlights
1 x 500w Socket

All electrical work must comply with the regulations of the National Association of Exhibition Hall Owners and Local Authorities.

The power supply to all stands will be switched off 30 minutes after the close of the event on each day.

No more than one exhibit may be connected to a 13amp plug and no more than one plug is permitted in each socket. We do allow 1 x 4-way adaptors with a maximum cable length of 2m. Daisy chaining (adapter into adapter) is not permitted.

All loose cable must be ramped. Ramps are supplied by electrical contractors.

It is essential that the electrical contractors are given full details concerning electrical installation so that the appropriate mains supply can be provided. A detailed diagram showing position of electrical sockets and lights is also required. Exhibitors are asked to switch off all stand equipment before leaving the exhibition hall each evening.

All installation and wiring must be carried out by Exhibit3Sixty. Please note that under no circumstances are electrical or other cables allowed to run across the floor of an exhibition stand without suitable covering. Any Exhibitor who intends to have cables running across the floor of their exhibition stand must arrange for either a platform or appropriate trunking to be fitted to house the cables

Electrical Services / Stand Power

All on-site electrical work must be carried out by a qualified, competent person and inspected by the appointed electrical contractor prior to energising.

A temporary supply must be ordered for use during build up and breakdown, if required. Use of the venue’s electrical sockets is not permitted and cables must not cross gangways. Once power has been energised during build up, it will be switched off each night, including the pre-open night. If you need power overnight, you will need to order a 24 hour supply.

Power to your stand will be switched off 30 minutes after the event closes each day and will not be switched back on until the following morning. If you require 24 hour power, please arrange this with the electrical contractor. On the last open day, power will not be switched back on under any circumstances, due to the hazards presented during the breakdown of stands. If you need a supply beyond this time, please arrange this with the electrical contractor.

If you wish to pre-fabricate any electrical installations, you must ensure they comply fully with venues Rules and Regulations; a brief summary follows:

All electrical installations must comply fully with venues Rules and Regulations, of which the following is a brief summary:

General

• Electrical fittings should be ordered from the appointed contractor on the official order form in this manual.
• All electrical equipment and exhibits must be guarded to prevent accidental contact with live terminals. Items intended for use on stands must be PAT tested and labelled accordingly.
• Electrical cables must not be run under carpet or up stand fitting support posts. Cables on the floor which may be walked on must be protected by conduit or with protective ramping (tape is not acceptable). All other wiring below 2.4 metres must be protected in PVC or metal tubing.
• In the event of electrical failure, please report this to the organisers’ office.

Lighting

• Light fittings must be secured using clips or heavy-duty electrical ties and earth bonded appropriately.
• Light fitting flex must not be draped across the ceiling grid (if applicable), or left hanging in coils or wrapped around any part of a metal structure. Cable ties must be used to secure flex to the structure.
• Spotlights/floodlights/halogen lamps, etc must be guarded and mechanically fixed, so as to prevent risk of injury to persons.
• All lighting must be kept at least 300mm away from muslin/fabric ceilings and other combustibles.
• Lighting circuits must not exceed 1,000 watts. They must not be looped or connected to power circuits.
• Heavy fittings (over 1 kg) require a secondary means of support.

Socket Outlets

• Only one 4-way extension lead may be connected to each socket outlet and the maximum length of lead permitted is 2 metres.
• Extension leads must not be plugged into other extension leads (commonly known as ‘daisy-chaining’).

Block adaptors and drum reel extension cables must not be used.

Emergency Procedures

Please ensure that you are familiar with the procedures to be followed in the event of an emergency at the venue.

Excessive Waste

Please consider the waste from your stand before you come to the event and Reduce, Re-use and Recycle where possible. Excessive waste is described as: left over carpet provided by the exhibitor, more than 2 boxes of literature, stand fitting material, pallets, material packaging and quantities of unsold stock or ‘give-aways’. Any excessive waste will be charged directly to the exhibitor.

Exhibitor Badges

Exhibitor Badges can be ordered via your exhibitor hub. Live Buzz will email you directly with your login details for the hub but please do contact us if you have not received your hub login details.

Fire Regulations

The following regulations are included in the eGuide and must be complied with by all contractors and exhibitors. They do not apply to exhibits:

All materials used in the construction of stands, features and displays, including signs and fascias, shall be:

• of a suitable nature and quality for the purposes and conditions of their intended use
• adequately prepared and fixed in order adequately to perform the functions for which they are designed
• non-combustible, inherently non-flammable or durably flameproof in accordance with BS476-Part 7
• water-based, where applicable, e.g. adhesives and paint

British Standards are the minimum acceptable standards for construction materials. Suitable samples of materials may be submitted to the venue for approval. Materials may be tested on site to ensure that they comply.

Floorcovering

Any stands outside that have floor coverings must be secured and maintained so that they do not cause a hazard.

Please note any damage to the tarmac, the cost of repair will be past onto the exhibitor.

Food & Drink Sampling

If you wish to carry out food and drink sampling on your stand, please advise Maelstrom Event Solutions, +44 (0) 174 360 6744 in order to ensure that all relevant regulations are adhered to. If permission is granted, only bite sized portions, individually wrapped items or 85ml (3 fl oz) of drink in the case of spirits 35 ml (0.9 fl oz) may be offered. Food hygiene regulations must be adhered to and are available online at www.aeo.org

Furniture

Europa has been appointed as the official furniture contractor for this event. Details of furniture available for hire together with a price list are available on their website.

Tel: +44 (0)2086 760 062
Order Form: here
Email: [email protected]

Gambling / Gaming

Gaming activities include raffles, lotteries, prize draws and some charity collections, where profit-making occurs. Licences are required for such activities, so it is vital that you contact the organiser at least 6 weeks before the event to inform them of any intention to hold gaming activities on your stand.

Gangways

In order to help us ensure that we comply with the licensing authority and venue regulations, all gangways at the event must be kept clear at all times, including during build up, the open period and breakdown.

Exhibits, furniture and other items belonging to your stand must not encroach beyond the boundary of your stand space. This is to ensure that escape routes are unobstructed in case of emergency evacuation.
 If you have any displays or activities which are likely to attract an audience, please ensure that you plan your stand layout to allow people to gather within the stand area and not in the gangways

Hi-Vis

Wearing a Hi-Vis in the hall during build up and breakdown is mandatory.

Insurance

Exhibitors should ensure they have adequate insurance protection when attending one of our Exhibitions. As a minimum we require you to have £2 million Public Liability Insurance cover against personal injury, damage to or loss of exhibits etc.

Internet Connections & Telephone Services

If you require internet or a telephone line on your stand (recommended to have a dedicated line if you are taking payments) then you can order this by contacting Sam Hall at DB Pixel House:

Contact: Sam Hall
Email: [email protected]

Lost Property

During the event tenancy any items found will be handed to our security staff who can be contacted through the Organisers Office. At the end of the event our security will hand them over to the venue staff.

Medical

If you require medical assistance please contact a member of security or an organiser. 

Music License’s

Exhibitors who wish to play any kind of recorded music or music videos in public or broadcast them (or copy them in order to do so) in the UK, MUST obtain a music licence from both PPL & PRS for Music otherwise you will be infringing copyright laws.

It is a condition of taking a stand at this exhibition that those exhibitors:

• Provide accurate information about their intention to play music and pay the appropriate license fee’s to both PPL and PRS for Music.
• Do not play music on their stand unless they have made an application for the relevant licenses and the fee invoiced.
• Fully indemnify the organisers against any claim made for any non-payment, omission or infringement connected with the licensing requirements for playing music on stands.

What is the difference between PPL and PRS for Music:

PPL and PRS for Music respectively offer music licensing solutions to businesses and community groups within the UK to allow them to play or use music legally in public.

PRS for Music collects the license fee on behalf of song writers, composers and publishers. PPL collects the license fee on behalf of the performers and record companies. Together the two companies ensure that creators and companies who invest in creators are fairly remunerated.

Application Process
Applications for a PRS for Music licence can be obtained or by emailing [email protected]. For further information on PRS for Music please refer to their website www.prsformusic.com

Applications for a PPL License must be made directly with PPL, please contact them on +44 (0)20 7534 1070 or via email [email protected]. For further information on PPL please refer to their website www.ppluk.com

Please be aware that a PRS license is also required if you wish to play LIVE MUSIC on your stand. 

Nameboard Form

For exhibitors with Shell Scheme Stands Only.

Please submit your nameboard form to the official event contractor –Aftermarket – Exhibit 3Sixty Order Portals

If you do not submit anything for this then the name on your contract will be used. 

Noise Controls

Exhibitors and contractors are obliged by law to reduce the risk of hearing damage to employees to the lowest level reasonably practicable. Hearing protection is required for staff working at noise levels in excess of 80 dB.

Night Sheets

Night sheets must be made of inherently non-flammable material or of material satisfactorily treated to render it non-flammable. They shall be stored rolled-up and firmly secured and not cause any obstruction while not in use.

Organisers Office

The Organisers’ Office will be located off the Main entrance in the Lloyd Boardroom.

Paint

Only water-based paint may be used on site. If paint-spraying equipment is to be used, the method must be approved by the venue and not cause a nuisance to others. protective measures shall be taken to ensure that no paint is spilt or sprayed on to the fabric of the building.

Pallets

You are reminded that you are responsible for the removal of any pallets used to deliver goods to your stand. A charge will be made to you for the disposal of any pallets which are not removed

Plastic

All plastic, including plastic plants and materials used for vision panels, etc, must conform to BS476-Part 7, Class 1. Polycarbonate materials are acceptable.

Pressurised Gas Equipment and Cylinders

LPG is only allowed for the demo of equipment (e.g. Patio Heaters) that cannot be converted to mains gas. Please contact Maelstrom Event Solutions – [email protected] to discuss your requirements. Equipment can only be bought onto site with the written permission of the venue.

Regulations for Stand Building

Recognised stand contractors will be fully aware of the regulations concerning stand construction.

The main points which should be emphasised are:

• All material used for stand construction and stand fitting must be non-combustible, inherently non-flammable, durably flame-proofed or self-extinguishing plastic. Full definitions of any of these can be obtained from the appropriate regulations. The Local Authority and venue may wish to see certificates to this effect.
• The Local Authority and Venue Fire Officers will carry out inspection of all stands prior to the opening of the Exhibition. They will insist that all material be either stamped to prove its Class 1 fire resistance or for a certificate to be produced to this effect. This is an extremely important aspect which must not be overlooked by exhibiting companies, particularly those who are non-resident in the UK.
• Other areas of concern include the use of regulation sized timber. Timber of any thickness must be impregnated and branded to this effect. Generally the minimum acceptable thickness is 25mm. The Local Authority also finds the use of standard PVC, acrylic sheeting and expanded polystyrene totally unacceptable.
• All complex structures should be submitted for approval to the Organisers. The submission should include 2 sets of layout plans, construction drawings and calculations and a Chartered Structural Engineer’s Certificate confirming that the proposed stand will be safe. The contractor should also be prepared to provide a certificate for a qualified Structural Engineer on site to confirm that the stand has been built in accordance with the plans submitted and that no modifications have been made. Please note that a contractor has a legal obligation to conduct a risk assessment for this type of work a copy of which will be required by the Local Authority. The definition of a complex structure is as follows: –
  
  (a) Any structure, regardless of its height, which requires structural calculations that visitors can access
  (b) Any part of the stand which exceeds 4m in height
  (c) Certain suspended items, e.g. lighting rigs or signs over 400kg
  (d) Sound / Lighting towers
  (e) Temporary tiered seating
  (f) Platforms and stages over 0.6m in height and all platforms and stages for public use
  (g) Multi-storey Stands

There are specific requirements for staircases and handrails on multi-storey stands – please refer to the regulations in the eGuide.

All stand fittings must be constructed so as to present a clean appearance from gangways and adjoining stands.

No long runs of solid walling (i.e. in excess of 4m) are permitted.

Risk Assessment/Health & Safety Declaration

It is the responsibility of the stand holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout your event. It is recommended that the stand holders appoint a supervisor for the stand, with the specific responsibility for ensuring the health & safety of their staff and stand builders.

All Exhibitors must firstly submit a copy of the Health & Safety Declaration to Maelstrom Event Solutions before arriving on site. This states that you have fulfilled your legal obligations. Failure to return this form could render your company directors liable to prosecution in event of an incident.

As exhibitions and events are deemed as hazardous environments, all exhibitors are also required to undertake a suitable and sufficient Risk Assessment for their activities on site 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 separate, suitable and sufficient risk assessment and method statement from their principal contractor when submitting stand plans.

Please note that the Organisers do retain the right to demand a full risk assessment if deemed necessary.

Security

Security is provided for the event from 08:00 Tuesday 1st October until 20:00 Thursday 3rd October. Please do not arrange for goods to be delivered to the hall before this time. Please assist us by wearing your exhibitor pass at all times. Entry to the hall will not be permitted without a pass.

Please take account of the following security advice from the venue:

• Make contact with the exhibition security company for advice on how to secure the items on your stand. There may be an overnight secure store for valuable items.
• Take home any valuable items each night if there are no secure storage facilities on site.
• Do not leave your stand unattended at any time during build up, the open period or the pull-out of the event. Do not leave the hall until all visitors have gone each evening.
• Do not position desirable items at the front of your stand, where you may not be able to keep an eye on them.
• Ensure you have enough staff, so that the stand is not vulnerable to thieves and do not ask a neighbouring exhibitor to watch over your stand while you go for a break. They may become busy and not be able to keep an eye on your stand.
• Remove all portable or valuable items from the stand on the evening the event closes. Do not leave them until the following day for collection.
• Arrive in time for the event. Ensure your stand is staffed at least 15 minutes before event open time each day, but remember that the hall is open from 08:30.
• Use a lockable cabinet to store your personal possessions during the event open hours.
• Use a night sheet.
• Hire an alarm for your stand if you are exhibiting valuable or portable items.
• If you are a victim of theft please report it immediately to the event security company.

The organisers cannot be held responsible for the loss or damage to exhibitors’ property.

Exhibitors should note that on event open days there will be no access to the Exhibition Hall after 17:30. Exhibitors can gain access at 08:00 on the following morning.

Shell Scheme Packages

0 – 9SQM STAND PACKAGE

• [colour] Carpet
• 2 x Track Mounted Spotlights
• 1 x 500w Socket

9.5 – 15SQM STAND PACKAGE

• [colour] Carpet
• 3 x Track Mounted Spotlights
• 1 x 500w Socket

15.5SQM + STAND PACKAGE

• [colour] Carpet
• 4 x Track Mounted Spotlights
• 1 x 500w Socket

SEE EXAMPLE STAND IN 3D

Smoking

Smoking within the venue is not permitted by law, anyone wishing to smoke should go to the permitted smoking areas

Sound Levels

Exhibitors using sound equipment including video on their stand must ensure that sound levels do not exceed 80db. The organisers will strictly enforce this specification and reserve the right to enquire exhibitors to reduce sound levels should they exceed the specification and cause disturbance to other exhibitors.

Space Only Exhibitors – Stand Design

All stands must be contained within the space area contracted. No stand should impinge or overhang the gangway. Exhibitors choosing space only are responsible for their own stand design and construction. If stand walls exceed 2.4m the exhibitor is responsible for cladding both sides of the wall.

All Space Only Exhibitors should submit a full set of plans, ASAP to:

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

NB: Exhibitors planning to build a display 4 metres high or above must contact the organisers by ASAP to discuss details. Please note that any structure deemed complex will have a sign off fee of £330 + VAT associated to it in order to be given build approval.

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 event; therefore the stand will not be allowed to be constructed.

All stand and display material must be made of fire-proof materials. All stands will be inspected by the Fire Officer before the opening of the event. Where there are adjoining space only stands, each stand must have their own dividing wall or a single wall could be constructed and the cost split between the two companies: in this instance, please contact Maelstrom Event Solutions for the adjoining stands contact name and phone number as we prefer for the companies to speak directly to each other. If a space only stand adjoins a shell scheme stand, the shell scheme dividing wall will not be finished off on the side of a space only stand.

All space only stands must clearly event their stand number and company name.

Stand Cleaning

Please leave rubbish in the gangway after the event has closed each day for collection.

Stand Plan Approvals

If you have a space only stand, you must supply two sets of plans, including elevations and details of materials used, to the organiser no later than Monday 2nd September so that we can ensure they meet the venue’s regulations.

If you are building a complex structure, you must also supply structural calculations and written confirmation from a structural engineer that the stand is fit for its purpose. Please note that any structure deemed complex will have a sign off fee of £330 + VAT associated to it in order to be given build approval.

All plans should be sent to:
Maelstrom Event Solutions, Global House, Sitka Drive, Shrewsbury Business Park, Shrewsbury, 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 event; therefore the stand will not be allowed to be constructed

Timber

Timber under 25mm thick must be impregnated to Class 1 standard. Treated materials should have ‘BS476-Part 7, Class 1’ marked on them.

Boards, plywood, chipboard, etc, must be treated if under 18mm thick. The exception to this is MDF, which is acceptable for use due to its density. MDF may not be machined on site, as its dust is hazardous to health.

Trolley

Trolleys are not provided at the venue, so please bring your own if you need one to deliver goods to your stand. Trolleys are not permitted on the exhibition floor outside event open hours for the safety of visitors.

Wifi

There is unsupported wifi throughout the venue. If however your stand activities require a strong connection we recommend ordering a dedicated connection for your stand. This can be ordered through the Venue directly, please contact Farnborough International Exhibition & Conference Centre- [email protected]

Health & Safety / Site Rules & Induction

General Guidelines for Exhibitors and Contractors

The rules and regulations for Health and Safety at Exhibitions form part of the Terms and Conditions and are therefore part of the contractual agreement to exhibit at the event. Any breach of the Health and Safety provisions or legislation will entitle Aftermarket to terminate a stand holder’s contract immediately without refund and exclude them from further participation in the event.

Health and Safety information for exhibitors and contractors
This section has been produced to help exhibitors and contractors understand and comply with Health & Safety procedures onsite. It contains important information for exhibitors and their contractors, so please read it thoroughly and pass on the relevant safety information to all your team.

This section is not a comprehensive guide, but should be used in conjunction with all the relevant regulations. If you have any queries please do not hesitate to contact Maelstrom Event Solutions and we will be pleased to help.

Useful publications
The Health and Safety Executive produces two general guidance booklets:

INDG163 Five steps to risk assessment – available free from HSE books. HSG65 Successful Health and Safety Management (HSE books ISBN 0 7176 1276 7)

For more information please visit the Health and Safety Executive website at www.hse.gov.uk

Legal responsibilities and policy statement

The Aftermarket’s legal responsibilities
The Aftermarket takes its legal responsibilities as laid out in the Health and Safety at Work Act (HSWA 74) extremely seriously. It is vital that all exhibitors and their contractors do the same and operate safely and responsibly throughout the early access, build up, open and breakdown periods, adhering to HSWA74 and other mandatory requirements, including:

The Management of Health and Safety at Work Regulations The Manual Handling Operations Regulations The Personal Protective Equipment at Work Regulations The Workplace (Health, Safety and Welfare) Regulations The Provision and Use of Work Equipment Regulations The Control of Substances Hazardous to Health Regulations (COSHH) The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) The Regulatory Reform (Fire Safety) Order 2005 Health and Safety (First Aid) Regulations Electricity at Work Regulations (and EVA guidelines) Pressure systems and Transportable Gas Containers Regulations Gas Safety (Installation and Use) Regulations Lifting Operations and Lifting Equipment Regulations (LOLER) Environmental Protection Act Noise at Work Regulations The Building Regulations (where applicable) Disability Discrimination Act Farnborough Exhibition Centre Rules & Regulations (current edition)

Policy statement
As Organisers, we are totally committed to managing the event in order to provide a safe build up, open and breakdown period, and ensure the safety of visitors, staff, exhibitors and contractors at the event, so far as is reasonably practicable. The Organisers will work with Farnborough Exhibition Centre and the appropriate Authorities to ensure that all reasonable and practical measures are taken to maintain high standards of safety onsite.

Onsite management of Health & Safety
To assist with the onsite safety programme Aftermarket has appointed Maelstrom Event Solutions as the Health and Safety Management team for the event. They will advise Aftermarket on the appropriate measures to be taken to ensure safe build up, open and breakdown phases of the event. Prior to the event, Maelstrom Event Solutions can be contacted at [email protected]. During the event, the team will be based in the Organisers’ office, located off Hall floor in the Lloyd Boardroom.

•	Provide competent advice to Aftermarket as required by regulation 7 of the Management of Health & Safety at Work Regulations 1999
•	Provide advice and guidance to exhibitors and their contractors on safety related matters.
•	Monitor contractors onsite to identify poor working practices and draw any deficiencies to the attention of the relevant persons to get the matter resolved swiftly and economically.
•	Check the stand plans submitted by exhibitors to ensure they comply with the Stand Design and Construction requirements.
•	Ensure that stands are built in line with the plans submitted by the exhibitor.
•	Liaise with venue management and local authorities to ensure compliance with the relevant rules and regulations.
•	Investigate any near-miss or accident that has occurred onsite, take witness statements and record both in writing and by photographic evidence details of the incident in order to remedy the effect and avoid repetition.

Exhibitor’s Responsibilities

It is a condition of entry into the exhibition that every exhibitor and contractor, supplier and their agents complies with the Health and Safety at Work Act 1974 and all other legislation covering the venue and the exhibition. This is a duty imposed by law and cannot be delegated. In taking a stand at the exhibition the stand manager and all exhibitors on their stand accept that it is their legal responsibility to ensure their own Health and Safety and the Health and Safety of others, including visitors, is not put at risk by their actions (or inactions) throughout the early access, build up, open and breakdown phases of the event. A breach of this legislation is a criminal offence and may well also give rise to civil liabilities.

1.	Exhibitors are responsible for monitoring their stand space and surrounding environs to ensure they are as safe as reasonably practicable.
2.	Exhibitors should make the event organisers aware of any health and safety problem, or incident that occurs. Any exhibitor who places themselves, or others, at unnecessary risk will be made aware of the risk and the appropriate course of action to be taken. Aftermarket has the right to impose measures to ensure safe working practices.
3.	The event organisers will try to ensure, so far as is reasonably practicable, that exhibitors take all reasonable steps towards suitable and sufficient safety management onsite. However the event organisers cannot take responsibility for any accident, near miss or incident that arises out of the action or inaction of exhibitors and/or their contractors.
4.	Exhibitors should ensure that work carried out on their behalf is safe and undertaken by trained and competent persons.
5.	Health & Safety information bulletins will be sent out prior to the event and distributed on site. Exhibitors should ensure that their stand staff and contractors and sub-contractors have a copy of these, as well as a copy of the safety sections from this exhibitor manual.

The Stand Manager is responsible for:

1.	Ensuring that the Terms and Conditions, including the Rules and Regulations for Health and Safety at Exhibitions, are given to all parties involved with the stand and that all comply with them.
2.	Ensuring that everyone working on the stand is aware of Farnborough’s emergency procedures (a copy of which can be viewed in the TERMS AND CONDITIONS OF HIRE OF Farnborough Exhibition Centre section of this manual), and the location of the fire assembly point. The fire assembly point is the Grove car park.
3.	Submitting the Health and Safety declaration to Maelstrom Event Solutions by the given deadline date. The completion of a suitable and sufficient risk assessment and the submission of the Health and Safety declaration is a legal requirement. Please do not hesitate to contact Maelstrom Event Solutions if you have any queries when completing the forms.
4.	Submitting a stand plan by the given deadline date. The stand plan can be hand drawn and should indicate the design and lay out of the stand, marking the height, width and length of the stand as well as any display lights, AV equipment etc.
5.	Please note that exhibitors will not be permitted to commence build up of their stand unless the stand plan, the risk assessment form and the Health and Safety declaration form have been completed and submitted to Maelstrom Event Solutions by the due date and all outstanding monies, including club or class association affiliation fees for the current year, have been paid.

The Risk Assessment Process

It is a legal requirement and part of the Terms and Conditions of Stand Hire that exhibitors undertake a risk assessment for their stand at the Event.

Organising and running an exhibition counts under law as work activity and similarly, under law, each stand at each exhibition is deemed to have its own separate work place. Stand managers must undertake a written risk assessment prior to each exhibition, identifying the hazards present on their stand and the ways in which those hazards will be controlled. It should include arrangements for the safety of visitors on and around the stand. Should you have any difficulties in undertaking a suitable and sufficient Risk Assessment for your stand, then please refer to the helpful guides on http://www.hse.gov.uk before completing this form.

Important points to consider when completing the risk assessment
Please see the ‘Key Risk Areas’ within the Health & Safety section but, based on experience at previous Aftermarket events, exhibitors should particularly consider the following when completing the risk assessment:

Breakdown
It is imperative that no-one starts to break down their stand or any other large exhibits until all the visitors have left the Halls. The Venue will then authorise the announcement over the PA system that breakdown can commence. This announcement will not be made until at least 15 to 20 minutes after the event has closed.

It is of the utmost importance that exhibitors wait for that announcement. Exhibitors may cause serious injury to visitors by beginning to breakdown any part of their stand or exhibits before that announcement is made.

Any exhibitor breaking down their stand before all the public are out of all the Halls and the venues has authorised the announcement for breakdown to commence will be fined and will prejudice their chances of exhibiting at the event in future years.

Children under 16
For Health and Safety reasons, children under 16 are not permitted in the event during build up or before the event is open to the public (09:30) on event open days. On breakdown, is imperative that any children under 16, even if they have been helping on the stand, are out of the Halls before breakdown starts. Security staff are instructed not to allow children under 16 into the Halls at these times.

Exhibitors should note that there are no crèche facilities at the event. Children under 16 should not be left by themselves in the restaurant or anywhere else on the premises during breakdown. The event organisers will not take responsibility for any children left unattended. It is the exhibitor’s responsibility to make alternative arrangements for children under 16 on breakdown.

Lighting
Stand display lights become very hot. Please ensure that lights are positioned out of reach of visitors or, if they are positioned at low level, that they are adequately guarded to prevent injury to visitors, especially children. Care should be taken to prevent clothing or rubbish coming into contact with the lights and starting a fire. Exhibitors are reminded that even low voltage lighting can still cause burns.

Hazards
Any items on the stand likely to cause injury, should be suitably positioned, guarded or protected to ensure that no one walks into them, or touches them.

Fire precautions
The floorplan includes details of the location of fire hose reels, fire extinguishers and fire alarms. Exhibitors should ensure that any fire hose reels, fire extinguishers and fire alarms on their stand are clearly visible, unobstructed and easily accessible at all times.

Fire regulations for stand fitting materials
All material used in building and fitting out the stand must be inherently flame-resistant or treated with a proprietary flame-retardant treatment for each event. Please refer to the ‘Stand Design and Construction’ section of this manual.

Accidents
In the event of an accident or injury sustained during the early access, build up, open or breakdown phases of the event the Stand Manager should notify the eventOrganisers immediately.

Medical centre
The Venues Medical Centre is staffed during the early access, build up, open and breakdown phases of the event. If medical attention is required please contact a member of the organiser or security team.

Emergency procedures
A copy of the emergency procedures, issued by the Organisers, is included in this manual and can be found as part of the online manual. All exhibitors should be aware of these emergency procedures.

Vehicles onsite
Exhibitors should observe the speed limits in the grounds of Farnborough Exhibition Centre and exercise great caution at all times. 

Key Risk Areas

To help you complete the stand risk assessment, the following are some of the additional hazards which may be encountered onsite, but your stand risk assessment may identify others. Exhibitors are required by law to notify their staff and contractors of all relevant hazards prior to coming onsite:

1. Fuel tanks and batteries:

Fuel tanks
Any vehicle displayed on a stand should have only the absolute minimum amount of fuel onboard. All fuel tanks should be made safe, properly vented and secured shut at all times. The fuel cap should be locked or sealed. The emptying or filling of fuel tanks in or around the Halls is strictly prohibited.

Batteries
The battery should be disconnected. However, if the battery needs to be connected to demonstrate the vehicle’s features, then the HT lead must be disconnected and the earth removed from the starter motor.

2. Hazardous chemicals: Any exhibitor wishing to bring hazardous chemicals to the event should contact Maelstrom Event Solutions for permission, at least one month prior to the event.

3. Power tools: All portable tools should have been recently PAT tested. Portable power tools and equipment should have the minimum length of trailing lead if fitted, which should be taped down to protect it from damage from moving vehicles and to avoid causing a slip or trip hazard.

4. Protective clothing (PPE): Where appropriate, suitable protective clothing for the head, eyes, ears, feet or hands should be worn during build up and breakdown.

5. Working at height: It is imperative that any potential area where persons may suffer a fall from a height is properly guarded.

6. Disabled access onto stands
Exhibitors should actively seek to comply with the Disability Discrimination Act and not discriminate against any disabled visitor wishing to access the stand who may have difficulty walking, seeing or hearing. If you have an overall stand platform, then we recommend fitting a ramp for the disabled. Staff should be trained in dealing with all forms of disability.

A physical barrier such as rope’n’post or a simple chain must be affixed so as to keep people out of areas where they may suffer a fall from height.

8. Working at height – ladders
8.1 New regulations require exhibitors to adopt a pro-active approach to the correct use of ladders and other access equipment.

8.2 The exhibitor should provide adequate information, instruction, training and supervision as well as safe plant and equipment. A safe system of work should be adopted and a suitable risk assessment undertaken and followed.

8.3 Please read the safety notice ‘Working at Height,’ which can be found as part of this online manual. Further copies will also be available from the event office during the event.

a) Can you avoid working at height in the first place? b) Can you use something better and safer than a ladder? c) Do not use a ladder which is too short or balance on the top step. d) Always stand a ladder on a steady base. e) Do not allow more than one person on a ladder at a time. f) Do not overreach from a ladder.

Arrangements for Health and Safety On Site

1. Catering outlets are located within the hall.

2. Communication onsite between all members of the Operational team (event organisers, Health and Safety Manager Floor Managers, Security, Stewards, and Venue Management) will be via a two-way radio system. A PA system is also available for public safety announcements.

3. Contractors appointed by the Event organisers
Contractors, such as the electrical contractor, the carpet and furniture contractor, which are appointed by the event organisers as official contractors for the eventmust undertake a suitable and sufficient risk assessment and method statement and submit it to Maelstrom Event Solutions prior to the event. This is part of their contractual agreement with Aftermarket.

4. Disabled access and facilities will be provided onsite at all times for visitors, with lifts or suitable ramps in all public areas.

5. Electrical installations will be conducted in accordance with the current edition of British Standard 7671 (1992) ‘Requirements for Electrical Installations (formerly the 16th Edition of the Wiring Regulations) and the EVA Regulations for Stand Electrical Installations 1998. See the current edition of the Venue’s Rules and Regulations for further details. The in-house electrical inspector from the venue will inspect all stand installations prior to energising.

6. A Fire risk assessment will be conducted to identify and control any perceived fire hazards. Fire extinguishers will be provided by the Venue in all public areas and individual exhibitors are advised to place extinguishers on their stand. There is also a specific requirement to have suitable fire extinguishers in the catering areas and compliance will be monitored by the Safety Team.

7. First Aiders will be appointed who are competent and have existing knowledge of the event’s operational procedures.

8. Floor Managers will be appointed who are competent and have existing knowledge of the event’s operational procedures.

9. Food safety will be controlled by Amadeus.

10. Hall capacity will not be exceeded. This will be done by regular monitoring of visitor numbers and visual observations from Security, Stewarding and Floor Management teams who have been briefed to maintain a ‘comfortable feel of visitor numbers’. Resources are available to either redirect or prevent excessive crowds from building up. Aisles have been designed to be as wide as possible and provide easy and direct access to entry/exit doors.

11. A Risk assessment for the event will be undertaken to eliminate all of the main perceived hazards prior to the event, and its findings actioned and/or notified to all relevant persons.

12. Rubbish collection will be carried out on a regular basis, with special emphasis being placed on catering waste and the build up of rubbish under seating areas.

13. Safety signage, such as warning or prohibition signs, will be affixed at relevant points around the event. ‘You Are Here’ boards for visitors with the layout of the event including catering outlets, toilets, the medical centre and a meeting point will be positioned around the event.

14. Safety documentation

–	Exhibitors, and/or their contractors, will provide the following for each stand: risk assessments and stand drawings, plus method statements (where appropriate).
–	Appointed contractors will provide risk assessments, method statements, insurance details, structural calculations and a completion certificate where appropriate.
–	A written risk assessment for the whole event is undertaken and actioned by the Health & Safety Manager who is experienced in event safety management and contributes much towards the overall safety plan. This includes copy for the Health and Safety sections in the exhibitor manual, secondary risk assessments, general safety perceived hazard onsite, specific safety bulletins for contractors with control measures for known hazards (working at height, vehicles onsite, etc), emergency procedures, lost children procedures, and accident reporting to RIDDOR 95. Hazardous substances are minimal to help comply with current COSHH requirements. The current risk assessment builds on the success of the safety management programme, which is continually developing.

15. Security. Appropriate numbers of staff will be provided to ensure the safety of visitors to the event, protect the site against unauthorised access and to prevent outbreaks of public disorder, theft, and violence to staff. Security staff will work within the framework of the law to an internal chain of command (see ‘Stewarding’). Security Control will be based onsite in the Security Control Room, which will hold details of:

•	The contact names and details of key members of staff;
•	Emergency Floor plan (marked with the Assembly Points);
•	Emergency procedures;
•	CCTV monitored areas.
•	The emergency procedures, crisis management plan, evacuation route and assembly point.

–	Individual Security Guards and Stewards will report direct to their Manager, who will in turn report to a competent Security Manager in Security Control;
–	Security Guards and Stewards will be linked by two-way radio and/or mobile phone to Security control. Codewords will be used for certain emergencies;
–	Security Guards and Stewards will be briefed on the event, including:•Their precise role and location at the event;•The overall plan for security and stewarding operations at the event throughout the build up, open and breakdown periods;•Communications – radio etiquette and codewords;•The emergency procedures, crisis management plan, evacuation route and assembly point.

18. Vehicle movements around the outside of the site will be monitored by Venue traffic marshals. Exhibitors are asked to turn off their vehicle engines when the vehicle is stationary or not in use, to avoid the build up of fumes within the Hall. Visitor car parks are situated in the grounds Farnborough Exhibition Centre. Traffic marshals will supervise the availability of spaces and direct visitors accordingly.

Site Induction and Site Rules

Site Induction

• Everyone must consider the safety of themselves and others at all times. Failure to comply with the
site rules below will lead to eviction from the site

• Access to the site will only be granted on acknowledgement of the Site Rules

• On entry to the site please make yourselves aware of the location of your nearest fire alarm, escape
route, fire extinguisher and emergency gangways

• Vehicle movement – caution is required at all times. Outside the halls pedestrians must give priority
to moving vehicles and use designated pedestrian walkways where possible. Inside the halls, vehicles
must give priority to pedestrians. Please observe the speed limits on display outside the halls. The
speed limit inside the halls is walking pace

• High visibility jackets must be worn whilst loading / off-loading in the loading bays, or when working
at height

• Suitable footwear must be worn on site – as a minimum these must be flat, closed toe shoes

• Appropriate and safe methods of working at height are required at all times and working at height
should only be done if absolutely necessary. Any work above 2.5m high should be done via platforms,
rather than ladders. Working at height equipment should comply with the HSE’s Working at Height
Guidelines. Harnesses should be used above 4m

• Hot work will be subject to a Hot Work Permit – please see the Organiser

• Late working will only be permitted by the Organiser. A full list of crew and tasks to be completed will
need to be given. Additional crews may be needed if work is deemed excessive

• Dangerous working will result in an hour suspended from the workplace, repeat offenders will be
removed from site

• Contractors and exhibitors must remove their waste from site

• Emergency gangways must be freight free and kept clear at all times

• All accidents and near misses must be reported to the Organiser

• Smoking, including e-cigarettes, is only allowed in designated smoking areas

Site Induction

1. EMERGENCY PROCEDURES

Regular patrols will be carried out by security throughout the event from build up to break down, however it is
everyone’s responsibility to remain vigilant and err on the side of caution if you have any safety or fire related safety concerns. Please report any concerns to Security or the Event organiser immediately.

1. On discovering a fire raise the alarm by pressing the emergency button at the nearest fire alarm call point and if possible contact a member of the security team.

2. Once the alarm is activated an automated message is sent out across the loud speaker system.

3. Catering staff should shut down any ignition sources and hit the emergency shut off button on their way out if it is safe to do so. Lighting should be left on.

4. Security and FIL staff are allocated zones prior to the start of the event.

5. Security and FIL staff will sweep their allocated zones (if it is safe to do so) to ensure the building is clear of all visitors and staff.

6. Catering staff will ensure all agency staff are aware of emergency procedures and the assembly points.
Catering managers will sweep and clear catering areas and kitchens.

7. Cleaning personnel will sweep and clear all toilets including back of house toilets.

8. The Senior Security Manager will contact Gate D who will call the emergency services, alternatively the Senior Security Manager can contact the emergency services themselves but must advise Gate D and all manned gates for the event.

9. There are 4 Assembly points numbered AP1, AP2, AP3 and AP6) see attached map.

10. The Senior Security Manager and FIL Event staff will control the evacuation

11. Fire emergency services have been advised to report to the West foyer reception (external area).

12. Staff and Security offices must ensure all visitors and staff are kept well away from the building.

13. Security staff on the exit gate must ensure visitors or staff do not attempt to leave the venue in their cars as they may block the entrance for emergency vehicles.

14. The lead Security office will greet the emergency services and assist them accordingly

15. No-one is permitted to re-enter the building until the ‘All Clear’ has been given by the Emergency Services or by Lead Security Officer.

EMERGENCY EXITS AND MEANS OF ESCAPE.

It is the responsibility of all staff to ensure that no exit, gangways or doors are blocked or obstructed in any way. Lifts MUST NOT be used in an emergency fire evacuation.
All staff are to ensure that they are familiar with their primary means of escape at all times. They are also to ensure that they are familiar with alternative means of escape should the primary route not be available.

ACTION ON HEARING THE ALARM ANNOUCEMENT.

On hearing the alarm announcement or when instructed to leave the building by an evacuation alarm, message broadcast on the sound system or load hailer, exit doors should be opened and kept in this position until all occupants have left the Hall then all doors must be shut.

On no account should any person move back against the evacuation flow for any reason, persons should be
encouraged to move quickly in a steady flow from the building and remain calm.
Organisation staff are not permitted to re-enter the building until the Emergency services have deemed it safe to do so.

Once the all clear has been given the Lead Security Officer should select and man an entrance for exhibition or
organisational staff to use prior to allowing visitors back into the building.
A list of emergency contacts are available in the emergency file held by Security.
The emergency file will hold a copy of the event floor plan.

Site layout

Order Forms

Form	Form Name	Deadline
A	Health & Safety Declaration	Immediate
B	Electrical Order Form	2024
C	Nameboard Order Form	2024
D	Stand Graphics	2024
E	Additional Stand Fitting Order Forms	2024
F	AV Order Form	2024
G	Furniture Order Form	2024