Easyfairs Ltd take their responsibility, as laid out in accordance with the Health & Safety at Work Act 1974, very seriously and it is vital that Exhibitors and contractors do the same. The Health & Safety at Work Act embraces the Exhibition and Conference venues as places of work. As an exhibitor, it is essential that you are aware of your obligations of the Act.
These responsibilities are to ensure, so far as is reasonably practicable, the health, safety and welfare of all employees and any plant, article, substance or system of work, which may be used, are safe and without risk to health.
14This includes that all employees and contractors employed by you are provided with information, instruction, training and supervision to ensure the health & safety of themselves and others working, or present, in the vicinity by what they do or fail to do. Main areas which you must give due thought and consideration to before and during your time on site are
• Understanding the fire and emergency procedures and location of first aid centres. All staff must be notified of these procedures
• There is an important need to keep gangways clear during build-up/breakdown and throughout the show open days. These will be identified to you during build-up and breakdown of the show
• Working at height must be done in a safe manner using suitable equipment in the approved way i.e. steps, scaffold towers, hard hats etc.
• All powered access equipment, i.e. forklift trucks, cranes etc. must be operated by DB Schenker – no one else will be permitted to drive or operate machinery of any description in the loading bays or exhibition hall
• Only acceptable substances are allowed on-site and full compliance with the COSHH (Control of Substances Hazardous to Health) regulation is required, e.g. fluorescent type lighting tubes require specialised disposal as hazardous waste
• Personal Protective Equipment (PPE) is to be used if other protective measures are unrealistic and that employees are trained in its use and limitations
• Ensure portable power equipment is only used for the purpose for which it is designed, with safety guards and devices fitted and used. Power leads must be kept to a minimum and not cross gangways. Power requirements must not overload the systems. Such equipment must never be left unattended with power supplied to it
• Please do not create a floor hazard at any time
• All staff must be trained to ensure that safe working practices and good housekeeping is maintained in all work areas, minimising hazards
• At all times Exhibitors must obtain their contractors Health & Safety Policy, details of specific safety procedures, competence and training of staff and the named individual safety officer responsible for the company.
Please ensure all contractors employed are aware of these health & safety responsibilities.
Please complete the Health & Safety form and the Risk Assessment in Section Three; these can also be found online.
Electrical Regulations
For safety and liability reasons, only the official electrical contractors, may carry out wiring and installation work at Antwerp XL. Alterexpo & Antwerp XL are the official Contractor for the exhibition; they are responsible and will carry out all work on the stands. Pre-fabrication is permitted but connection to the mains and all on-site wiring must be carried out by Alterexpo electricians. The electrical facilities in the hall are subject to the regulations of the Local Authority and the venue. If the exhibitors’ power supply system is found to be faulty, or if it does not confirm to the relevant regulations in every aspect, the Organisers shall be entitled to refuse the connection of the system and/or the supply of power without recourse until the fault has been remedied.
Fire Regulations
All display materials must be flame retardant and conform to the local legislation. Failure in this will entail the removal of the offending fittings. All materials used in the building, decorations and coverings of stands must be approved, non-flammable materials. No explosives, flammable fluids or combustible materials may be used on any stand or stored within the venue. Fire Laws must be strictly observed, and wiring must comply with local regulation. A fire marshal may examine all stands, aisles, fire exits, and/or any other items at any time.
Patents & Copyrights
Please note it is not our responsibility to act as intermediaries in any legal conflict between companies. Any objections with regards to other exhibiting companies need to be made in writing prior to the event, outlining full reasons for the objections being raised. However, we do reserve the right to remove any items deemed to be in breach of copyright or deny access to the exhibiting company.
Smoking Regulations
Under the Smoking (Prohibition in Certain Places) Act (Cap 310), smoking is strictly prohibited in the halls, toilets, all air-conditioned areas and within 5 metres of all entrances and exits of the Centre. Kindly also note the distinction of smoking and non-smoking areas when dining at the catering outlets.
Age Limit/Children
No one under the age of 16 is permitted in the hall during the build-up and breakdown period. Please consult our official website to find out about the age limit during open times.
First Aid & Medical
Anyone requiring first aid should report immediately to the Organisers office in the hall, or a member of security staff, for assistance.
Contractors
Any exhibitor choosing to use contractors, must ensure they conduct their business appropriately. Any contractor deemed by the venue or Show Management team to be working in an unsafe, un-responsible and/or in any other manner deemed inappropriate, will be asked to leave immediately. The contracting exhibitor will be responsible for sourcing an alternative supplier to complete any unfinished work and will be liable for any costs incurred for delay to build up times. Please ensure that your Contractor receives a copy of this Exhibitor Manual. Details on how to access the halls for build-up will be sent out 2 weeks before the show. Please ensure you forward this information to your contractor.
Personal Protective Equipment (PPE)
Safety footwear and high visibility jackets must be worn during the construction phases of the build, as a minimum. Additional PPE identified in the exhibitor’s/contractor’s Risk Assessment must also be worn. Any person not wearing the appropriate items for the activities they are performing, will be asked to leave until they have acquired the necessary items.
Security
There will be constant security cover at the exhibition. The Organisers will take every reasonable precaution throughout the Exhibition; however, organisers’ security is designed to secure the exhibition hall, not the contents of individual stands.
Exhibitors should remember that exhibition halls are very vulnerable places and should take appropriate precautions against theft, ensuring that their goods are safeguarded. Exhibitors should not leave their stands unattended during the build-up, breakdown or open hours of the show, and they must ensure that Exhibitor Badges are worn at all times. Any incidents of theft must be reported immediately to the Organisers’ so that security can be informed, and incident reports can be written. Please note the following security advice regarding exhibiting at shows:
Build-up and breakdown: These are the most vulnerable times for theft. Ensure that there are at least two representatives setting up or dismantling your stand so that the stand is never left unattended. It is important that all products and portable items should be removed from your stand on the first evening of breakdown.
Sufficient staffing: Be sure to have enough staff to man your stand at all times. Never ask a neighbouring Exhibitor to watch your stand. They may become busy and leave your stand unattended.
Avoid leaving your stand each evening before all visitors have cleared the exhibition hall, and ensure your stand is staffed prior to the show opening (remember the exhibition hall will be open from 8am for other Exhibitors and maintenance staff).
Lockable Cabinets: There is no cabinet included in your package. We do, however, recommend you have somewhere to lock away briefcases, mobile phones, handbags and laptops etc. during the day – even when you are on the stand. If you are busy, you may not notice if they are taken.
Please note – most hired cabinets have common locks and should not be regarded as completely secure units.NB: Please make sure adequate arrangements have been made to insure your goods, as Easyfairs are not liable for any loss, damage or accident that may occur to any Exhibitors property (hired or purchased) or personnel. Therefore, Exhibitors MUST arrange full insurance cover.
Dilapidations & floor covering
Exhibitors are liable for any damage they may cause to buildings, floors, walls, and columns or to any shell scheme equipment or any other Exhibitor’s property. Exhibitors are also responsible for any damage caused by their agents or contractors. No Exhibitor may apply paint, lacquer, adhesives or coatings to the building or shell scheme, or drill holes into the floor.
The Organisers will inspect every site before erection and after demolition of the stands and any damage caused will be charged directly to the Exhibitor. This includes a charge for removing any carpet tape or heavy building waste left behind.
All stands require appropriate floor covering. The hall floor cannot be exposed. Floorcovering can be ordered from the shop accessed via your ‘My Easyfairs’ account. If you are laying your own floorcovering, please ensure you use exhibition approved carpet tape which will not leave marks on the hall floor when it is removed. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are prohibited. Please be advised that all carpet tape must be removed at the end of the show to avoid any dilapidations charges.
Alcohol
Any sale or supply of alcohol at the show must be agreed and licensed by the venue. Selling alcohol for consumption at the show is not permitted. Please note that there should be no consumption of alcohol during build up.
Distribution of promotional material & demos
Exhibitors may only conduct business and distribute literature from within their stand, not in the gangways or any other part inside or outside of the Hall. Exhibitors must not take delegates away from the event to another business’ premises, nor host competing events onsite. All activities and demonstrations (e.g. the operation of machines, video and film shows etc.) must be reported in the exhibitor’s Risk Assessment and have the approval of the Operations team. The Operations team is entitled to restrict or prohibit such demonstrations, even if consent has previously been given, if they interfere with the Exhibition.
Noise levels & music system
Music and commentary for demonstrations, videos, presentations etc., using music systems such as a Public Address (PA) or AV Equipment etc., also requires authorization. Exhibitors must ensure the sound is kept to an acceptable level (below 80 decibels from the edge of the stand) and does not disturb adjacent exhibitors. In case of dispute, the Show Management’s decision will be final.
Health & Safety and Risk Assessment
This is a legal requirement. Every exhibiting company must complete a Risk Assessment for their stand and complete and return the Health & Safety Declaration. Note, these forms are in addition to the risk assessment that accompanies space only stand plans.
