Construction, Design & Management Regulations
  1. What are CDM Regulations?
    The Construction, Design and Management Regulations (CDM Regulations) are designed to ensure that health and safety issues are properly considered during a project’s development so that the risk of harm to those who have to build, use and maintain structures is reduced. With effect from 16 April 2015, CDM Regulations now apply to the Entertainment Industry, which includes exhibitions and trade shows.

  2. Who is enforcing CDM?
    The Health and Safety Executive (HSE).

  3. Is CDM replacing the Health and Safety at Work Act?
    No, the Health and Safety at Work Act is to be followed in conjunction with HSE’s exhibition specific guidance on CDM2015 and also the HSE’s official L153 guidance on CDM.

  4. What’s changed?
    These new regulations do not alter any responsibilities already held by Exhibitors or Contractors. They are designed to remind all duty holders of their responsibilities and to bring into focus the requirement to design construction projects in such a way as to bring safety to the forefront at every stage. Consideration must be given into the design and method of construction to ensure that any dangers are avoided at all costs.

  5. What is a construction phase plan?
    The construction phase plan records arrangements for managing significant health and safety risks associated with the construction of the project and is the basis for communicating those arrangements to those involved in the construction phase.

  6. What is a Risk Assessment?
    A Risk Assessment is a document identifying hazards that might cause harm to people and decide whether you are taking reasonable steps to prevent that harm. A risk assessment is about identifying sensible measures to control the risks during build-up, open and breakdown of your stand.

  7. What is a Method Statement?
    A Method Statement is a document detailing how a particular task or activity will be carried out. It should detail the possible dangers/risks associated with the task and the methods of control to be established, to show how the work will be managed safely.

  8. If I submit a Construction Phase Plan, why do I still need to submit a Risk Assessment and Method Statement?
    A construction Phase plan is required within the CDM Regulations. This is required additionally to the Risk Assessment and Method Statements that you are also required to complete as part of your safe planning processes. In essence, the Construction Phase plan should come from, and be simpler than, your Risk Assessment and Method Statement and should really be a synopsis of the inherent risks involved in your project, as well as your plans to manage these risks and site itself.

  9. I am a Space Only exhibitor, does CDM apply to me?
    Yes - please read and take note of these guidelines, as CDM does apply to you.

  10. I am a Shell Scheme Exhibitor, does CDM apply to me?
    These guidelines only apply to you if you intend to carry out any construction within your shell scheme booth (i.e. build within your shell scheme). Stand dressing, posters, placing display cases, freestanding furniture etc. do not constitute construction.

  11. As an Exhibitor, what are my responsibilities?
    You do not need a specialised CDM coordinator, however you do need to ensure someone is named responsible for ensuring all required roles are fulfilled. The majority of your responsibilities can be delegated to your stand builder/designer if you use one.
    • Ensure construction work is carried out safely and that welfare requirements are complied with. This can usually be delegated to your designer/contractor.
    • Ensure a Construction Phase Plan is drawn up. The responsibility here is to ensure that there is one. Your designer/contractor will do this for you and will run alongside existing Risk Assessments and Method Statements that they should be doing as part of their obligations under other legislation.
    • Notify the project if above threshold. This is highly unlikely to be the case on a single exhibition booth, but you will be required to notify the HSE if the construction phase exceeds 500 person days or in the even more unlikely event that the construction phase exceeds 30 working days and has more than 20 workers working simultaneously at any point in the project - apply here.

  12. Who is a Principal Designer, Principal Contractor & Contractors?
    The Principal Designer would be the person or company who is in control of the ‘designs’ of your stand.
    • The Principal Contractor would be the person or company who is in control of the ‘build’ of your stand.
    • The role of Contractor is often provided by the same company who fulfill the Principle Contractor role. However, should the Principal Contractor employ a third party to actually deliver onsite, the third party would take this responsibility on.
    • The above roles may be carried out within your own business, by one external party (e.g. a stand design and build contractor) or by two separate parties (e.g. a stand design company who then subcontract a stand builder). They can also be carried out by the same person – the important thing to remember is that you appoint parties to fulfill the elements and the parties you appoint are competent, understand their responsibilities and liaise with each other.

  13. What must a Principal designer do?
    Ensure that all planning and design, pre-construction, is carried out in compliance with the law.
    • Ensure that risks are identified, eliminated and controlled at the design stage.
    • Ensure that a Construction Phase plan is drawn up and a Health & Safety file is prepared and revised where necessary.
    • Ensure that pre-construction information is provided to contractors.

  14. What must a Principal Contractor do?
    Plan, manage and co-ordinate the construction phase (build-up and breakdown).
    • Ensure work is carried out without risks to Health & Safety.
    • Draw up site rules for the booth area (these will often mirror the Event’s rules, but should not be limited to this), ensure suitable inductions and welfare facilities.
    • Restrict access to your site as and when required by the work being carried out at the time.

  15. What must a Contractor do?
    Plan, manage and monitor the way construction work is carried out. This includes ensuring it is safe to construct and remove within an event environment.
    • Plan construction in such a way that it has little or no impact on the neighbouring constructions or contractors.
    • Provide information, instruction and training.
    • Liaise onsite with Event Operations team.

  16. What needs to be included in the Construction Phase Plan?
    A Construction Phase Plan is similar to a Risk Assessment but with the following additions:
    • Who are the duty holders? (Particularly Principal Contractor)
      • What training/experience do they have?
      • What do they need?
      • How will they be monitoring progress and safety?
    • How will site rules, changes of information, Construction Phase Plan, Method Statement, Risk Assessment, accidents and incidents be communicated?
    • What consultation process is in place with your contractors?
    • Who is responsible for what?
    • What are the site rules?
    • What are your Welfare Arrangements?
    • What are the main dangers in your construction process and what controls are in place?
    Here is a template for you to use, although the style with which you provide the plan is not mandated - you can use your own templated plan.

  17. What Is the Site Induction Information?
    The Exhibition Halls, during build-up and breakdown (Construction Phases) are considered to be a CDM site. Therefore no person should attempt to access the halls without having previously been made aware of the Site Induction Information. This is vitally important and access to the Hall may be refused to any person who is unable to confirm that they have seen and understood the Site Information, meaning that your build could be delayed unnecessarily.

  18. Where do I get the Site Rules and Welfare Information?
    You can download the Site Rules here.

  19. Do I need to provide welfare for my team?
    You will need to think about working hours, equipment required and what protective equipment (PPE) is required. Hyve will provide a Site Induction sheet which will provide information for the following welfare:
    • Access to toilets.
    • Access to seating.
    • Access to drinking water.
    • Access to a retail food outlet or alternative source of sourcing food.

  20. Are Space Only booth build included in the Exhibition Organisers CDM regulations?
    No, space only booths will be classed as CDM “mini-sites”, with a separate management hierarchy for the shell scheme, feature areas, flooring, logistics and other “main contractor” services procured and managed centrally by the exhibition organiser.

  21. As a stand contractor, what are my responsibilities?
    Under CDM, your role is defined as the Principle Designer and/or Principle Contractor (dependent on the tasks you have been contracted to fulfill).
    • Both roles require the Stand Builder to ensure that the CDM “Client” – i.e. the exhibitor – is aware of their own duties within CDM, which are effectively to provide resources to the project, appoint the other CDM roles, manage their coordination and ensure that these other organisations fulfill their duties such as producing a Construction Phase Plan, Risk Assessment and Method Statement and providing welfare.
    • In exceptional circumstances, where a stand build exceeds 500 person days, the Client will need to notify HSE.
    • As well as educating the exhibitor, as a Principal Designer a Stand Builder will be responsible for controlling the pre-construction design and planning phase of the project, using the Exhibitor Manual and venue provided information (eGuide), coordinating in-house and external technical designers including a structural engineer where relevant, designing out fabrication and assembly risk before production starts, assembling a Health and Safety file and Principal Contractor liaison (if not taking this role on themselves).
    • As Principal Contractor, the Stand Builder will then manage and monitor the construction and de-rig safely, documenting their approach in a Construction Phase Plan, will coordinate and manage freelancers and subcontractors, undertake an induction talk and provide relevant health and safety information, instruction, training and supervision to all personnel, including emergency and first aid arrangements. Draft HSE guidance suggests that Stand Builders should undertake due diligence on their own suppliers and also on those suppliers appointed by a venue or an organiser.

  22. Do I need to provide welfare for my construction team?
    You will need to think about working hours, equipment required and what protective equipment (PPE) is required. Hyve will provide provide information for the following welfare arrangements in the Site Rules document which you can view here:
    • Access to toilets.
    • Access to seating.
    • Access to drinking water.
    • Access to a retail food outlet or alternative source of sourcing food.

  23. Do my construction team need to wear Hi-visibility clothing?