FutureScape 2024

FutureScape Exhibitor Manual 2024

15th – 16th October, 2024

Jump to

  1. Welcome
  2. The Exhibition Team
  3. Exhibition Timetable
  4. Exhibitor Registration
  5. Quick Reference Guide to Contractors
  6. The A-Z of Services & Regulations
  7. Regulations for Stand Building
  8. Health & Safety
  9. Site Rules & Induction
  10. Order Forms

Welcome

This exhibitor manual is designed to help you plan a successful exhibition, to avoid any problems and to enjoy a smooth, trouble-free run-up to the event. Please do not hesitate to contact the organising team if you have any queries.

Please ensure you read this manual fully and do not forget to get your completed forms back to the correct suppliers by the stated deadlines – as well as listing all the compulsory and optional forms, the Order Form section of the manual also acts as a useful checklist for you.

This manual is not designed to replace our personal service. If you have any questions, require special assistance or any clarification whatsoever, please do not hesitate to contact us.

Have a great exhibition!


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The Exhibition Team

Event Operations

Maelstrom Event Solutions
[email protected]
01743 606744

Event Management

James Williams – Event Director
[email protected]
01903 777595

Laura Harris – Executive Assistant
[email protected]
01903 777575


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Exhibition Timetable

Build Up

Build-UpTimeSchedule
Sunday 13th October10:00 – 20:00Space Only Exhibitor Access
Monday 14th October08:00 – 20:00  
13:00 – 20:00
Space Only Exhibitor Access  
Shell Scheme Exhibitor Access

All gangways must be kept clear of all exhibits, packaging and stand fitting materials to assist movement around the hall by other exhibitors and our service providers and all gangways must be totally clear by 1300hrs on Monday 14th October to facilitate the gangway carpet lay and gangway pre-clean.

Initial power connections to stands are made as soon as possible but will not be available for stand construction by contractors at the start of build-up unless a temporary supply has been ordered via the official electrical contractor.

Power to stands will terminate each evening, from 30mins after the show has closed.

Please note there is no late working permitted unless exceptional circumstances arise.

Open Period

Open PeriodTime 
Tuesday 15th October09:00 – 17:00Show Open
Wednesday 16th October09:00 – 15:30Show Open

There will be exhibitor access from 0800hrs each morning.

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

BreakdownTimeSchedule
Wednesday 16th October 16:00 – 22:00 Space and Shell Scheme Exhibitors
Thursday 17th October08:00 – 11:00Space Only Exhibitors

It is a contractual requirement that your stand is not dismantled in any way and that your stand is manned and stocked until the show closes. Contractors will only be granted access into the hall once it is cleared of all visitors. Any staff who will be breaking down your stand and also working on the stand during the open period are requested to comply with these timings.

Power will terminate each night 30 minutes after the show closes unless a 24hr supply has been specifically requested from the official electrical contractor.

It is your responsibility to remove ALL stand fitting materials, carpet tape, packaging, excess literature and waste from the hall.

Please note that any items left in the halls after 11.00 on Thursday 17th October will be deemed a rubbish and thrown away. The exhibitor/contractor responsible for the rubbish will be charged accordingly.


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Exhibitor Registration

We ask that exhibitors register all stand members who are attending the show. You will be receiving your link and log in to the show hub where you can input all of this data during September. All exhibitor badges should be printed pre-arrival at the show.

ATTENTION! It is really important that badges are pre-registered for and printed before your arrival at FutureScape EXPO to help us with our track and trace system.

Please note that the provider for exhibitor badges has changed to Circdata by Fusion for this years show.


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Quick Reference Guide To Contractors

ServiceCompanyContact Details
Audio VisualAztec – TBCMarc Taylor
[email protected]
https://expo.aztecuk.com/collections/futurescape-2023
CateringExCeL LondonBriony Twidle
[email protected]
03445 793012
Carpet & FlooringLion ExhibitionsTony Holden
[email protected]
0121 517 0250
ElectricsLion ExhibitionsTony Holden
[email protected]
0121 517 0250
Freight, Handling & LiftingILSMichal Blok
[email protected]
+44 (0) 24 7633 7955
FurnitureLion ExhibitionsTony Holden
[email protected]
0121 517 0250
Internet & TelephonesExCeL LondonRachel Allen
[email protected]
Lead / Badge ScannersCircdata +44 (0)2081 499 222
[email protected]
RiggingExCel LondonExCel Rigging Department
[email protected]
0207 0694400
Shell SchemeLion ExhibitionsTony Holden
[email protected]
0121 517 0250
Stand Plan InspectionsMaelstrom Event Solutions[email protected]
01743 606744
Water & WasteExCel LondonExCel Piped Services
[email protected]
0207 0694648

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Access & Delivery | Activities & Demonstrations | Alcohol & Drugs Policy | Alcohol Sale, Supply / Sampling | Appointing Contractors | Audio Visual | Balloons | Banking Facilities | Business Centre | Car Parking | Carpet | Catering Facilities | Children | Cloakroom | Contractor Passes | Decorative Materials | Delivery of Exhibits | Disabled Facilities | Dismantling and Removal of Exhibits | Electrical Requirements | Electrical Services / Stand Power | Emergency Procedures | Entertaining on Stands | Excessive Waste | Exhibitor Badges | Fabrics, Drapes, Curtains and Hangings | Fascia Name Board | Fire Precautions | First Aid | Fire Regulations | Floor Covering | Floor Loading | Food & Drink Sampling | Furniture | Gambling | Gangways | Glazing | Insurance | Internet Connections & Telephone Services | Lifting | Lost Property | Music Licenses | Noise Controls | Night Sheets | Oranisers Office | Paint | Pallets | Plastic | Regulations for Stand Construction | Rigging | Risk Assessment / Health & Safety Declaration | Rules & Regulations | Security | Shell Scheme Extras | Shell Scheme Interiors | Shell Scheme Package | Smoking | Sound Levels | Space Only Exhibitors – Stand Design | Stand Cleaning | Storage | Timber | Trolleys | Upholstery | Water Features | Water & Waste

The A-Z of Services & Regulations

Access and Delivery

ExCel uses a Voyage Control pre-show booking system for deliveries to the show floor to ensure clarity in terms of access and to reduce waiting times. For a seamless process, it is essential that all vehicles needing access to the venue’s loading bays are pre booked on the ExCel London Vehicle Booking System.


https://excellondon.voyagecontrol.com


Any exhibitor or contractor vehicle that are not booked on the system will be denied access to the
loading bay until a booking and timeslot is made.


This does not apply to couriers when they arrive who will be instructed to go to a waiting area where a
representative from the exhibiting company must meet them to receive the goods.

Open Period

Vehicles delivering stock during the open period may arrive from 0800 hours on each open day. All goods entrances and loading areas must be clear of vehicles before event opening.

Activities & Demonstrations

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 show.

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 center 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 licenses may be required from the Local Authority.

Please complete the Stand Activity form in the Order Forms section of the manual to inform us of any demonstrations you may be holding on your stand.

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 stop altogether.

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.

Please ensure you complete the activity and demonstration form in the order forms and send it back to [email protected]

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

ExCeL catering is the sole caterer for the venue, so all food and beverage has to go through ExCeL Hospitality. For any food and beverage stands that wish to provide samples, they are to make themselves known to ExCeL for approval. One ExCeL has further understanding of what they would like to sample, they will send across the relevant sampling regulations and forms to the specific exhibitor.

Please contact ExCeL on the below details:

Email: [email protected]

Appointing Contractors

Exhibitors can appoint their own contractors for all elements of their stand requirements except those listed (official contractors). If you are appointing other contractors, it is essential, for security and ease of access to ExCeL, that you notify us of who they are. Please complete and return the Contractor Details form on Page 40 of this manual.

Audio Visual

Organiser’s Preferred Suppliers:

Ejays44 have appointed Aztec as one of its preferred suppliers for AV. Please contact them directly with any requirements you may have.

Aztec
Marc Taylor
[email protected]

Please see the shop link here – https://expo.aztecuk.com/collections/futurescape-2023

Balloons

If you are using helium-filled balloons on your stand, please make sure they are secured, as charges for recovery will be incurred directly to the exhibitor if any float to the roof. It is essential that helium cylinders are removed from the venue before the show opens & cannot be left in the hall overnight during build up.

Banking Facilities

There are ATMs along the boulevard of ExCeL London which do charge for taking money out.

Business Centre

For all your business needs including photocopying, fax, and essential stationery supplies visit the Business Centre in the Boulevard.

Car Parking

ExCeL London offers on-site car parking for 1,800 cars, located underneath the venue.

All onsite parking needs to be pre-booked. The link to do this is below.

https://excellondon.aeroparker.com/book/EXCEL/Parking?parkingCmd=collectParkingDetails

Overnight sleeping within vehicles is prohibited.

For more information, please click the link below to ExCeL London’s website:

https://www.ExCeL.london/visitor/getting-here/driving-and-parking

Carpet

The aisles will be carpeted in cord carpet.

It is the responsibility of companies with space only stands to arrange for their own stand carpet requirements and this is not included within your stand cost and must ensure that they are completely removed at the end of the show. If not removed there will be a cost implication and will be charged direct to the exhibitor.

The recommended contractor for this service is Lion Exhibitions Contact:

Rachel Young
Tel: 0121 5170250
Email: [email protected]

Catering Facilities

ExCeL London’s exclusive caterers are ExCeL London Hospitality and Stand Catering. They have sole rights over the hospitality and stand catering activity at ExCeL London. All Food & Beverage for both stand catering or hospitality catering must be purchased from ExCeL.

ExCeL London Hospitality can deliver fresh food and beverages to your stand to cater for staff lunches, parties or client entertaining. For more information or to place an order, please visit https://ExCeLlondonhospitality.exhibitorcatering.co.uk

For your own personal consumption a wide range of food and beverage is on around the venue.

ExCeL Hospitality
Tel: 020 7069 4112
Email: [email protected]

Children

No person under the age of 16 years can be admitted to the halls during build up or breakdown. This regulation also covers exhibitors’ children and is necessary to comply with safety regulations. During the show open days children are allowed into the hall, provided an adult accompanies them. Baby changing facilities are available throughout the venue.

Cloakroom

Cloakrooms are located throughout ExCeL London & there will be a charge per item.

Contractor Passes

For ease of access to ExCeL and for security reasons, each contractor must wear a contractor pass. It is the Exhibitor’s responsibility to ensure that their appointed contractors receive the passes. These will be distributed upon arrival at ExCeL. Please complete the form on Page 40 of the manual specifying number of required passes for build.

Decorative materials

Decorative materials used for stand dressing must be flame proofed or purchased already treated by use of the appropriate chemical.

Untreated wallpaper and similar thin surface finishes, not exceeding 1mm in thickness, may be accepted, provided they are firmly fixed.

Artificial plants and flowers are combustible and give off toxic fumes. Therefore, they must not be used for stand dressing. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such.

Delivery of Exhibits

FuureScape Exhibition
(Exhibitor Name)
(Stand Number)
ExCel London
Royal Victoria Dock
1 Western Gateway
London
E16 1XL

Please note under no circumstance should attempts for delivery be made any soon than Sunday 13th October as ExCel London will not permit access to the Halls before tenancy of the show.

All external suppliers delivering to the event on your behalf should be well informed with your company name and stand number and the purpose of their delivery, Eljays44, Maelstrom or Venue cannot be held responsible for lost, damaged or misplaced goods.

The Organisers cannot accept any deliveries on the build up days. Please ensure that you arrange to have goods delivered when a stand representative is present. Please also bear in mind that trolleys will not be provided by the Organisers to transport goods to and from your stand.

Disabled Facilities

ExCeL is fully accessible with designated parking. Stands need to comply to Equality Act regulations, please refer to website https://www.aev.org.uk/                                       media/eGuide/eGuide-August-2019-clean- copy.pdf for further information.

Dismantling and Removal of Exhibits

Please refer to the Exhibition Timetable on Page 4 of the manual.

Shell Scheme & Space Only Exhibitors – Exhibitors may commence dismantling stands on Wednesday 16th October once the show has closed and once all of the visitors have left the hall.

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 hall 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 show. On no account will exhibitors be permitted to dismantle before 16:00 on Wednesday 16th October or until all visitors have left the hall and transport arrangements should be made accordingly.

We strongly advise that all small or valuable equipment is removed as soon as possible after 16:00 on Wednesday 16th October. If valuable equipment is left in the halls unattended it is at the exhibitor’s own risk. All stands and equipment must be removed from the halls by 22:00 on Wednesday 16th October.

Electrical Requirements

All electrical requirements should be ordered from the official contractor, Lion Exhibitions before 25th September 2024, orders received after the mentioned date will be subject to a 25% surcharge. Exhibitors must order their own requirements – there are no electrics supplied by the Organisers.

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

Any exhibitor requiring a temporary mains supply before 12 noon on Sunday 13th November or a 24-hour supply throughout the show should contact the official electrical contractor for details.

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 Lion Exhibitions.

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 energizing.

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 show 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 ExCeL’s Rules and Regulations; a brief summary follows:

All electrical installations must comply fully with ExCeL’s 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 meters 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 meters.
  • 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.

Please refer to the procedures located under the Emergency Procedure section of the Site Rules/Induction on Page 35 of the manual.

Entertaining on Stands

If you plan to hold a drinks reception on your stand after the closing time of the show, please email [email protected] with details including date, timings and numbers involved.

Arrangements will need to be made with security, lighting, stand power and additional costs may be applicable.

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 “giveaways.” Any excessive waste will be charged directly to the exhibitor.

Exhibitor Badges

All exhibitor staff are requested to wear name badges for the duration of the show. Exhibitors are asked to register all stand members via the show hub. Link and log in for this will be sent out shortly, latest w/c 20th September.

Fabrics, drapes, curtains and hangings

Drapes, curtains, hangings, etc, must be inherently or durably flame-proofed. Otherwise, they may be treated with a proprietary flame retardant. Test certificates must be available for inspection for any materials intended to be used.

Fabrics used for interior stand decoration must be fixed taut and/or in tight pleats (not loosely draped) to a solid backing, secured above floor level and not touching light fittings.

Curtains on exit routes should hang 75mm clear of the floor, be parted in the center and not conceal any exit signs.

Fascia Name Board

For exhibitors ordering a Shell Scheme Stand through Lion Exhibitions –

Please complete the form located on Page 48 stating your requirements and return to Lion Exhibitions. If you do not complete this form, the fascia panel will be produced from the details on your contract which often is not how you wish to appear at the show. Please note that any changes made on site will be chargeable.

Fire Precautions

In accordance with the Regulations and Standards Procedure, fire extinguishers will be placed within the exhibition hall. Any exhibitor with special risk products on their stand must provide the appropriate fire extinguisher and ensure that at least two people on the stand are familiar with the use of a fire extinguisher.

First Aid

The First Aid room is located on Level 0 in the Boulevard. If you require first aid, please contact the medical treatment room on T: +44 (0) 20 7069 5556. Alternatively, contact the Organiser’s Office and contact will be made from there.

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 fascia’s, 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.

Floor covering

All floor coverings must be secured and maintained so that they do not cause a hazard. Fixing of floor coverings to the hall floor may only be carried out using approved tape. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are prohibited.

Floor Loading

Stand structures, equipment and vehicles must not exceed the Venue loading limits and where appropriate base plates must be provided.

Food & Drink Sampling

If you wish to carry out food and drink sampling on your stand, please advise Maelstrom Events, Tel: 01743 606 744 in order to ensure that all relevant regulations are adhered to. If permission is granted, only bite sized portions, individually wrapped items or 85 ml (3 fl oz) of drink or 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 https://www.aev.org.uk/ media/eGuide/eGuide-August-2019-clean-copy.pdf

Furniture

Lion Exhibitions
Rachel Young
[email protected]
0121 5170250

Gambling / Gaming

Gaming activities include raffles, lotteries, prize draws and some charity collections, where profit- making occurs. Licenses 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

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.

Glazing

All glazing used in the construction of stands must consist of safety glass (laminated or tempered) a minimum of 6mm thick. Areas of glazing within 800mm of floor level and over 0.5m2, where the smaller dimension of the pane is greater than 250mm, must conform to the thicknesses shown below (in order to comply with the ‘Code of practice for safety related to human impact’):

Nominal thicknessMaximum pane size dimensions
8mm1100mm x 1100mm
10mm2250mm x 2250mm
12mm4500mm x 4500mm
15mm or thickerno limits

Any uninterrupted, large areas of clear glazing shall be indicated with warning stripes, dots, logos, etc. Overhead glazing shall be of wired or laminated glass, or be otherwise adequately protected from shattering.

Insurance

Exhibitors should ensure they have adequate insurance protection when attending one of our Exhibitions. As a minimum we require you to have £5 million Public Liability Insurance cover against personal injury, damage to or loss of exhibits etc.

Internet Connections & Telephone Services

ExCeL IT & Communications have been appointed the official contractors for the Show, and if you require telephone/fax/ISDN lines for your stand, orders should be placed directly with them using the form in the order form section.

ExCeL London – IT & Communications
1 Western Gateway
Royal Victoria Dock
London
E16 1XL
Tel: +44 (0) 20 7069 5444
Fax: +44 (0) 20 7069 5445
Email: [email protected]
Website: www.ExCeL-london.co.uk

There is free unsupported Wi-Fi within the venue. 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.

Lifting

Please note that the ‘offloading from vehicle to stand’ as well as ‘reloading from stand to vehicle’ is included in your stand package. However, to limit waiting times on-site this must be booked in advance by 27th September by contacting ILS or using the order form at the bottom of this manual. Any other services such as ‘empty case storage’ or ‘advance warehouse’ are chargeable as per the official tariff which can be found in the order form section.

[email protected]
+44 (0) 24 7633 7955

Lost Property

Lost property will be retained by the venue’s security office for a limited period; if at the end of that period the property has not been claimed the venue will consider that it has been abandoned and shall become entitled dispose of the items.

Music Licenses

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 license from PPL PRS (now called TheMusicLicence) for Music otherwise you will be infringing copyright laws.

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

  1. Provide accurate information about their intention to play music and pay the appropriate license fees to PPL PRS (TheMusicLicence) for Music.
  2. Do not play music on their stand unless they have made an application for the relevant licenses and the fee invoiced.
  3. 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.

Previously exhibitors would have had to obtain sperate music licenses from PPL and PRS for music. However, they have merged together to form PPL PRS LTD and launched TheMusicLicence. Therefore, meaning only need one contact, one invoice and one license.

Application Process

Applications for TheMusicLicence must be made directly with TheMusicLicence. To obtain a license please click here (https://pplprs.co.uk/getyourlicence/)

For more information click here ( https://pplprs.co.uk/faqs/)

Alternatively, please call them on 0800 0720 808

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

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 is located adjacent to the exhibition entrance at the front of the Hall. Prior to this if you have any queries regarding your participation please contact:

Maelstrom Event Solutions
01743 606744
Email: [email protected]

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. If you would like to have your pallets stored for breakdown please contact ILS;

[email protected]
+44 (0) 24 7633 7955

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.

Regulations for Stand Construction

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 ExCeL 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: –
    • Any structure, regardless of its height, which requires structural calculations that visitors can access
    • Any part of the stand which exceeds 4m in height
    • Certain suspended items, e.g., lighting rigs or signs over 400kg
    • Sound / Lighting towers
    • Temporary tiered seating
    • Platforms and stages over 0.6m in height and all platforms and stages for public use
    • Multi-Storey Stands

There are specific requirements for staircases and handrails on multi-Storey stands – please refer to the regulations in the eGuide which can be accessed on the website

https://cdn.asp.events/CLIENT_AEV_30A5AAAF_5056_B740_1746BDBB4A667186/sites/aev2022/media/eGuide/eGuide-August-2022-clean-copy.pdf

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.

Rigging

Any exhibitor wishing to rig any items at the show should, in the first instance, contact Maelstrom Event Solutions with their proposed plans.

If permission is given for rigging then this must be ordered through ExCeL Rigging Department – they are the only rigging company permitted to attach to the fabric of the building.

Rigging details are:
Tel: 020 7069 4400
Email: [email protected]

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 Form on Page 38 of the manual 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.

Rules & Regulations

It is essential that you ensure that you comply with the venue’s regulations in all aspects of your participation at the event. These are contained in the eGuide, which can be viewed at https://www.aev.org.uk/    media/eGuide/eGuide-August-2019-clean-copy.pdf. These regulations are common to the main UK venues.

Security

Security is provided for the duration of the tenancy. Please do not arrange for goods to be delivered to the hall before this time. Please assist us by always wearing your exhibitor pass whilst on site. 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 show. 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 neighboring 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 show closes. Do not leave them until the following day for collection.
  • Arrive in time for the show. Ensure your stand is staffed at least 15 minutes before show open time each day, but remember that the hall is open from 08:00.
  • Use a lockable cabinet to store your personal possessions during the show 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 show security company.

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

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

Shell Scheme Extras

Lion Exhibitions, the shell scheme contractor, will be pleased to quote you for all your internal requirements, i.e., structure, shelves and accessories. If you require any of these services, please complete the order form, located in the order forms section of the manual.

Shell Scheme Interiors

Construction of interior stand displays in shell scheme stands must not go over the height of the shell scheme walls, which is 2.4m. Should exhibitors wish to exceed this height or use any special effects on their stand, they must consult the Organisers prior to the show.

Shell Scheme Package

The official shell scheme contractor is Lion Exhibitions.

The shell scheme supplied at the show will consist of white panels with white poles and beams.

Please note: Shell Scheme Panels

Shell Scheme Foamex Panels are provided on a hire basis and must be returned in the condition they were hired in. If you wish to fix graphics to the panels the only acceptable method is to use the Velcro. Double sided sticky tape, carpet tape, staples, pins, screws, sticking pads, blue tak etc are not acceptable.

Smoking

Smoking within the venue is not permitted by law, anyone wishing to smoke should use the smoking pod located outside the venue. This includes the use of e-cigarettes.

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 require 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, no later than Friday 13th September 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

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 license for the show; 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 show. 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 Matthew Lambert 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 show their stand number and company name.

Stand Cleaning

Your stand will be vacuumed each day and rubbish will be removed, but exhibits will not be cleaned. Please leave bags of rubbish in the gangway after the show has closed each day for collection.

If there are any special cleaning requirements, please contact the ExCeL on:

ExCeL Cleaning Services
Tel: 020 7069 4400
Email: [email protected]

Storage

ILS have been appointed as the official contractor for this service. If you require storage, please use the form at the bottom of this manual or contact ILS;

[email protected]
+44 (0) 24 7633 7955

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.

Trolleys

Trolleys are not provided at the venue, so please bring your own if you need one to deliver goods to your stand.

Trolleys are only permitted on the exhibition floor outside show open hours for the safety of visitors.

Upholstery

Upholstered seating must be non-combustible and marked with the appropriate standard.

Water Features

If you are exhibiting any product or feature which requires water and is capable of producing spray or droplets, it is essential that you adhere to the regulations contained in the eGuide, in order to ensure that the risk of legionella bacteria is controlled.

Under no circumstances can connections be made to fire hydrant points and water must not be discharged on to the floors or into ducts, but disposed of properly. Water and waste facilities can be ordered from the venue directly.

Water & Waste

If you are looking to have water & waste for your stand, please contact ExCeL directly:


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Regulations for Stand Building

The safety and stability of the space construction and all used materials is the sole responsibility of the exhibitor and their stand building company. Neither FutureScape nor Eljays44 Ltd take any responsibility for any damage or accidents cause by exhibition stands. It is the responsibility of the exhibitor and their stand building company to have the correct liability Insurance.

Stand Fitting Regulations

  1. 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.
  2. All stand structures, signs, exhibits etc. must be contained within the area allotted and may not project into or over the gangway.
  3. If you have a shell scheme stand, all exhibits and stand fitting material must be contained within your shell scheme stand.
  4. 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.
  5. Artificial flowers are highly flammable and give off toxic fumes. These must not be used for stand dressing.
  6. 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.
  7. 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.
  8. 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.
  9. 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.
  10. 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.
  11. On Space Only stands, the name and stand number of the company exhibiting must be displayed prominently on each side of the stand.
  12. All work must be carried out using non-flammable material.
  13. 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.
  14. The design of the stand must be such that it can be erected and dismantled within the time available.
  15. 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.
  16. 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.
  17. 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.
  18. Lone working, especially after-hours, is not permitted on-site. All persons must have a colleague to assist them where suitable.
  19. All activities within the space that could potentially attract a large audience or cause queues (e.g. demonstrations, quiz, giveaways) may not be placed immediately at the borders of the space facing in the aisles, as this may impeded aisle traffic.
  20. Exhibits must be staffed at all times during the hours of the exhibition.

Stand Fitting Regulations – Space Only Sites

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.

  1. 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 2.4m to a maximum height of 4m.
  2. Solid runs of stand walls along gangway edges are forbidden. A maximum closing of 35% is only allowed with a maximum height of 2.5m.
  3. 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 Equality Act 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.

    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.
  4. 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.
  5. 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.
  6. Barriers are required to protect exposed edges of stairs, landings, balconies and other changes of level exceeding 380mm.

Fire Safety

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.

Please submit your stand drawings with all details information for Maelstrom Event Solutions to approve:

Maelstrom Event Solutions
[email protected]
01743 606744


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Health & Safety

All activities on-site (including but not limited to stand construction, demonstrations and breakdown) must comply with all current health & safety legislation.

This section of the manual has been produced to provide exhibitors with clear, simple suggestions for understanding health & safety & implementation of a suitable & sufficient safety management programme to comply with Health & Safety procedures.

Statement

It is the policy of Ejays44 Ltd. to endeavour to seek the co-operation of all concerned in order to achieve the highest standards, in all aspects of Health & Safety. It is important to ensure that safe working practices are maintained at all times, which includes ensuring that everyone is reminded of their responsibilities whilst working at the exhibition.

As an Exhibitor, it is essential that you are aware of your obligations; as an Exhibitor, Contractor or Agency you have a duty under the Health & Safety at Work Act 1974 to ensure that all personnel, contracted by you are aware that they have a responsibility, so far as is reasonable practicable, for the health, safety and welfare of all employees and that any plantor systems of work which may be used are, so far as is reasonably practicable, safe and without risks to health. This includes that all employees are provided with information, instruction, training and supervision to ensure not only their own health and safety, but also that of others working or attending the vicinity.

Under the COSHH Regulations 2004 (Control of Substances Hazardous to Health), exhibition stands are considered to be a workplace. It is therefore your responsibility to ensure that all your staff and subcontractors have received sufficient Health & Safety training and are provided with the correct protective clothing and equipment to enable them to carry out their work in a safe manner in accordance with COSSH and the Act.

You are also required to have in your possession a copy of your own Health & Safety policy and risk assessment as well as those of each contractor employed by you which may be requested during the exhibition

Your Duties & Responsibilities

As an exhibitor, you have a legal duty of care for the safety of anyone who may be affected by your activities. You are ultimately responsible for all aspects of safety on your stand duringthe build up, open period of the show and during the breakdown. Where you contract out the building and finish of your stand to other parties / contractors, you are still vicariously responsible for activities of your contractors. It is your responsibility to ensure you have done the below:

  • Completed the Health & Safety Declaration Form (found on the compulsory form)
  • Undertaken a risk assessment for your stand, relating to the entire exhibition (this must include the transmission of Covid-19 as a risk, further details on this can be found in thissection)
  • Notify the organisers of, and carry out a risk assessment for any significant risks (asoutlined on the compulsory Form)

Space Only exhibitors also have responsibilities under CDM regulations 2015 as a ‘client’.

Site Induction

Everyone coming on site during build up and breakdown must complete the site induction – this can be found in the forms section of this manual.

Drugs & Alcohol

Any person suspected to be under the influence of alcohol or drugs will be asked to leave thesite immediately. The consumption of alcohol in the venue during build-up and breakdown is not permitted.

Emergency Procedures

Ensure you have read the Fire & Emergency procedures contained within the site rules.

Fire Regulations – Stand Build / Dressing

Any goods attached to your stand will constitute part of your stand and will be subject to these regulations:

  • Timber, under 1” thick must be impregnated to CLASS 1 standard. Boards, plywood, chipboard etc. must be treated in the same way if they are under ¾” thick. Treated boards will have BS476 CLASS 1 marked on them.
  • Plastics, must conform to BS476 Class 1 fire regulations.
  • Fabrics, must be flame proofed or purchased already treated by use of approved chemicals. Fabrics such as wool, twill and felt do not need to be treated.
  • Flowers, artificial flowers are highly flammable and give off toxic fumes, so real flowers are to be used for stand dressing.
  • Gangways, the gangways must be kept clear by LAW. Under no circumstances will exhibits, stand dressings, mirrors or chairs, be allowed to encroach into gangways. Offending items are liable without warning to be removed.
  • Further details can be found in the Space Only Exhibitors section of this manual

Written Documentation

A written Company Health and Safety Policy should exist if the company is 5 or more strong. See Section 2(3) of the Health & Safety at Work Act 1974 (HASAWA).

A “suitable and sufficient” risk assessment should be compiled covering your participation in the exhibition (see also section dedicated to risk assessments below).

Work Equipment

All equipment provided for work within the venue must be suitable and appropriate for the tasks required. The use of “domestic” quality equipment is not acceptable.

Portable Power Equipment

  • Portable power equipment should be used for the purpose for which it was designed and have correctly fitted and used safety guards.
  • It shall be visibly marked as inspected and tested within the previous 12 months.
  • Portable electric tools are to be used with the minimum length of trailing leads and such equipment should not be left unattended with a live power supply to it.

Working At Height

A person is working “at height” if there is a possibility of their being injured from falling.

  • Where work at height is necessary, a risk assessment must be carried out to identify the appropriate means of access and all work at height must be properly planned, organised and supervised.
  • Working at height should not be carried out if it is reasonably practicable to do the work in any other way.
  • Equipment used for working at height must be suitable for the task, work equipment is available and that appropriate training has been provided. All equipment must also be appropriately inspected.

Please refer to http://www.stop-the-drop.co.uk/audiences/contractor for further information

Protective Clothing

All stand contractors and staff must wear suitable protective clothing relevant to their job, which includes eye, ear, foot and hand protection. During build-up and breakdown, all personnel must wear hard hats when working beneath or near overhead working.

Flammable Liquids / Chemicals

Flammable liquids and substances must be used and stored safely and segregation from waste and other risk areas.

Chemicals and flammable liquids must be removed from the exhibition venue after use by the user or, in exceptional circumstances, brought to the attention of the venue cleaning department for safe and proper disposal. Such products must not be placed in general rubbish bins or skips.

Dust & Fibres

Any construction process likely to generate dust and fibres must be controlled under COSHH and processes involving high levels of dust will not be permitted to take place inside the venue.

Noise

The Control of Noise at Work Regulations 2005 are now in force and you are now required to assess the risks to your employees from noise at work, take action to reduce the noise exposure that produces the risk, provide your employees (and those in the immediate area) with hearing protection if you cannot reduce the noise exposure and ensure that the legal limits on noise exposure are not exceeded.

Electrical Safety

  • All electrical work within the Halls will be carried out by the Organisers’ nominated contractor.
  • Compliance with the Electricity at Work Regulations 1989 is mandatory.
  • A suitable amount of sockets and power should be ordered for the requirements of your stand.
  • Overloading of sockets and cable runs using extension leads is prohibited.
  • You are not permitted under any circumstance to carry out your own on-site wiring.

On Site Monitoring

To ensure that these duties are complied with at all times, the Organisers have appointed dedicated Health & Safety staff to monitor the show floor throughout the build-up, open period and breakdown. In the event of you or your contractor not following correct health &safety practices, the Organisers and Venue will following this 3 step procedure:

  1. First issue a verbal warning,
  2. Then a written warning
  3. Finally if bad practice continues the Organisers / Venue will issue a Cessation of Work Notice, requiring the contractor / exhibitor to leave site until such time as correct materials or correct working practices are satisfactorily implemented.

RISK ASSESSMENT & METHOD SATEMENT

Exhibitor risk assessments will need to include the transmission of COVID-19, together with the control measures to be implemented to minimise this risk, during all stages of the exhibition (build up, open & breakdown).  Please use the below to assist and don’t hesitate to get in touch with the operations team if you would like to discuss in more detail.

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.

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.


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Site Rules & Induction

A requirement of CDM is that in order to gain access to the site during build up and breakdown periods, all persons must have completed a site induction prior to their arrival.

Whilst working at FutureScape, 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.

SITE RULES

All of your employees and contractors are required to read these Site Rules prior to working at FutureScape 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 were 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
  • Hi Vis Jackets and appropriate footwear should be worn whilst working in the venue – 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

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. The Medical First Aid room is located on level 0.

All accidents, incidents or near misses must be reported to the Organiser/Venue Event Manager

FIRE

On discovering a fire:

  • Break the glass of the nearest manual call point (coloured red) then contact the Security Suite by dialling 4444 on an internal telephone or 020 7069 4444 immediately.
  • 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 ExCeL staff to assist with any follow up.

In the event of a fire report:

  • You will hear the following instructions broadcast over the public address system: “ATTENTION PLEASE, ATTENTION PLEASE, MR GOODFELLOW REPORT TO THE SECURITY SUITE”
  • Take no immediate action, stand-by and wait for further instructions, and prepare to evacuate. Remember do not put yourself at risk.
EVACUATION
  • In the event of an emergency, you will hear the following public announcement:

“ATTENTION PLEASE. ATTENTION PLEASE. HERE IS AN IMPORTANT ANNOUNCEMENT. IT IS NECESSARY TO ASK EVERYONE TO LEAVE THE BUILDING. PLEASE MAKE YOUR WAY CALMLY TO THE NEAREST EXIT. DO NOT RETURN TO YOUR VEHICLES. EVERYONE WILL BE RE-ADMITTED AS SOON AS POSSIBLE”.

  • Immediately leave the building via the nearest exit, do not use lifts or stop to collect personal belongings.
  • Go to the nearest assembly point and do not leave this area or re-enter the building until told to do so. Please see the site map to locate your nearest assembly point.
WELFARE ARRANGEMENTS
ORGANISERS OFFICE

The organiser’s office is located at the front of the hall. If you need to contact a member or the organisers team on-site, please call +44 (0)1746 764100.

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

SITE LAYOUT



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Order Forms – Compulsory

Form NameDeadline
Health and Safety FormASAP
Space Only Contractor Details (Space Only)ASAP
Nameboard Order Form (Shell Scheme)ASAP

Order Forms – Optional

Form NameDeadline
Electrics Exhibitor Order Form25th September 2024
Any orders received after this date will have a 25% Surcharge
Floorcovering Exhibitor Order Form25th September 2024
Any orders received after this date will have a 25% Surcharge
Forklifting (This is a free of charge service but must be booked in advance)27th September 2024
Furniture Hire Exhibitor Order Form25th September 2024
Furniture Hire Packages – Exhibitor Order Form25th September 2024
Stand Graphics25th September 2024
Logistics/ Shipping/ Storage27th September 2024
Shell Scheme Extras Exhibitor Order Form25th September 2024