Shoptalk Europe 2022 Exhibitor Resources
It is the policy of Hyve to endeavour to seek the cooperation of all concerned in order to achieve the highest standards in all aspects of Health & Safety.
Hyve and ExCeL, within the scope of their own laid down policies, have a responsibility to ensure that safe working practises are maintained at all times, which includes ensuring that provision is made whereby persons other than ExCeL or Hyve employees are reminded of their responsibilities whilst working onsite.
Health and Safety at Work Act
As an exhibitor, contractor or agent you have a duty under The Health and Safety at Work Act 1974 to ensure that all personnel contracted by you are aware that they have a responsibility, so far as is reasonably practicable, for the health, safety and welfare of all employees, and that any plant or 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 current COSHH regulations, 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 and 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 COSHH and the Act.
Health & Safety Form & Risk Assessment Guidance
It is a condition of exhibiting at Shoptalk Europe that every exhibitor completes the Health and Safety form to provide us with contact details for the person on your team responsible for Health and Safety onsite and to declare to Hyve that a Risk Assessment has been carried out.
As such, please find below some guides and further information to help you. If you have any queries regarding the above, please contact firstname.lastname@example.org
A Risk Assessment (RA) is a document identifying hazards that might cause harm to people - it helps 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.
There are four steps to completing a Risk Assessment;
Step 1: Identify the hazards
What, during the build-up, open days and breakdown of your stand, could cause harm to yourself or other people? Some hazards are recognised with a risk of harm – for example working at height, working with chemicals, machinery, and asbestos. But you should also consider what materials will be used? How much noise and dust will there be? Are they slipping/tripping hazards? Any risk of fire? Will the work require long working hours and, if so, do you have a “Late working Rota” in place? Etc.
Step 2: Decide who might be harmed and how
For each of the hazards identified in the first step, you need to identify the group of people who are at risk and might be harmed. This will help you to identify the precaution to take.
Step 3: Evaluate the risks and decide on precaution
Once you have identified the hazards and who might be harmed, you need to evaluate the risk and how likely it is that harm will occur.
Can the hazards/risks be eliminated completely? If not, how can you isolate/control them?
You need to list the precautions taken – training, information, processes in place etc.
Step 4: Are further actions necessary to control the risk?
What more could you reasonably do for the uncontrolled risks? Could you remove the risk completely and try another option? Please ensure the relevant parties are then aware of this information.
Below you will find further information on how to complete your risk assessment, as well as a template if you do not have one.
Health and Safety Policy
You are also required to have in your possession a copy of your own Health and Safety policy and a copy of the Health and Safety policy document of each contractor employed by you which may be requested during the exhibition. You must also ensure that you have a copy of the Health and Safety Policy for each subcontractor employed by you, excluding those appointed by the Organisers.
Items Of Special Risk
The Organisers are required to submit details to the venue and local authority 28 days prior to the event of any exhibitor proposing to have Items Of Special Risk on their stands. As such it is imperative that you clearly identify any areas of high-risk activities on both the Health and Safety Form and on your booth plans. You must ensure you cover these suitably in your Risk Assessment and actively carry out control measures on site.
Items Of Special Risk that must be declared to Organisers include:
- Stepped access, ramps and balustrades.
- Requirements where provision is made for closely seated audiences of more than 15.
- Preparation of food (including any cooking facilities on stand).
- Presence of animals on stands.
- Where there will be items of special risk requiring specific approval (e.g. motors vehicles, pharmaceuticals, flagpoles, smoke effects, flammable oils, liquid and gas, compressed gas/acetylene/LPG, hot surfaces, radioactive substances, laser beams, fumes and smoke, working machinery including hand held electric or compressed air tools, water, water equipment, laser products, audio visual displays and films)
- Hazardous substances (COSHH).
- Crowd safety management, e.g. public participation activities.
- Hands on treatments (massage, nails etc.) or other non-invasive hands on treatments (N.B. a minimum 35 days turnaround is required on any application for a temporary Special Treatment Licence).
Any materials used on your booth or as part of your booth construction should comply with eGuide regulations. Please refer to the eGuide for further details.
Hyve recognises that our exhibitors rely on us to provide a trading environment on the exhibition floor which is safe and without risks to health. We also recognise that running a public event places a special responsibility on Hyve and extends our duty of care not only to our staff but to exhibitors, contractors, venue staff and visitors. The organiser is ultimately responsible for health and safety at the Show. To ensure that all Hyve health and safety obligations are met, the organiser supported by the operations team will:
- Allocate sufficient resources to meet health and safety objectives
- Provide adequate control of health and safety risks arising from our work activities
- Consult with the venue, exhibitors and contractors on matters affecting health and safety
- Provide relevant health and safety information to employees and others
- Ensure all employees are competent to do their tasks particularly with regard to health and safety training Ensure so far as is reasonable that the contractors we engage for the show are competent
- So far as is reasonably practicable prevent accidents and cases of work related ill-health and maintain safe and healthy working conditions.
Further Reference & HSE templates
Site Induction Information
With effect from 16 April 2015, CDM (Construction, Design And Management Regulations) 2015 now applies to the Entertainment Industry, which includes exhibitions and trade shows, and includes all building and construction work including stand build and deconstruction. As part of the requirements of CDM, you and your contractors are required to be aware of your responsibilities as described by this regulation.
In basic terms, this means the following:
Technically, these new regulations do not in essence alter any responsibilities already held by the Organisers, 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.
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 information is provided here and each exhibitor has a responsibility to distribute the information held within this document to any person who they cause to be onsite during these Construction Phases. 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.
Useful information: Construction, Design and Management FAQ
Working at height and Ladders
The Working at Height Regulation 2005 places a duty of care on every employer to ensure that all reasonable measures are taken to ensure that a risk assessment is carried out for any work activity where 'a fall involving a distance liable to cause injury could occur'. This includes all types of work access equipment regardless of the duration a person is at height or of the height at which the activity occurs.
- All rigging from the roof is to be carried out by one of the official rigging contractors;
- All working platforms are to have a guard rail, mid rail and toe board;
- Tools are to be kept on lanyards so far as is reasonably practicable;
- Static and mobile access working platforms must be fit for purpose (see working platforms);
- Separate risk assessments are required for working on a live edge (before rails are in place). In such cases fall arrest equipment must always be used;
- Operatives working at height other than on a static working platform designed for that purpose (e.g. scaffold) must be clipped on;
- Operatives working at height must have suitable head protection;
- Ground access to areas in the vicinity must be controlled to prevent persons accidentally walking directly under high works;
- Ground workers in the vicinity must not work directly under high works and wear suitable head protection e.g. hard hats;
- All scaffolds and working platforms should be properly constructed to provide adequate working space and comply with the Construction (Health, Safety and Welfare) Regulations 1996. No scaffold may be erected, modified or dismantled, except under the supervision of an experienced and competent person, and all structures should be inspected by a competent person before use.
The most common health and safety breach across all Hyve events is working at height. Please ensure you plan beforehand to make sure you have the correct height ladders to access areas of your stand that you need. Details are noted and kept on file where this does not happen.
Ladders can be used when it is not practicable to use a working platform or the activity is low risk. Ladders must be used in accordance with manufacturer’s instructions at all times.
- In accordance with the Provision and Use of Work Equipment Regulations 1998 (PUWER), all ladders and steps that are used in the halls must conform to BS EN 131 and BS 2037 Class 1;
- Ladders for work over 4m are not permitted;
- Leaning ladders must be placed at the correct angle;
- Ladders should only be used on level ground and must be secure e.g. suitably tied or, as a last resort, footed;
- The top treads or steps must not be used as a platform for work;
- Users should face the ladder at all times whilst climbing or dismounting;
- Stepladders should not be used sideways-on where sideways loads are applied;
- Only one person should climb or work from a ladder or a stepladder;
- Users should not overreach;
- Steps and ladders should be checked for suitability and defects each time they are used;
- Should be correctly footed when in use at all times;
- Should be set on level ground;
- If a change in ladder location is required operatives are to dismount to move and not ‘walk’ the ladder whilst mounted.