As an exhibitor you have a legal duty of care for the safety of anyone who may be affected by your activities on-site. Ultimately, you are responsible for all aspects of safety on your stand or work area during the build-up, the open period and the breakdown. Even when you contract out your stand build to your appointed contractor, you are still vicariously responsible for the activities of your contractors. Therefore please consider:
- You should ensure that all your stand staff and subcontractors have received sufficient Health & Safety training.
- You should 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 everyone on-site.
- You should ensure that all plant and systems of work that are being used are, so far as is reasonably practicable, safe and without risk to health.
- You should provide all your stand staff and contractors with correct PPE to enable them to carry out their work safely.
Please also note the documentation that will be required to complete for this event:
- You are required to complete the Health & Safety Declaration found in the Order Forms and Tasks section of this manual.
- For any high risk activities taking place on your stand identified in your declaration, you are required to carry out a specific risk assessment covering those activities.
- Space only exhibitors need to ensure that their stand contractor completes a Risk Assessment and Method Statement covering the build of the stand.
- As it's still a government requirement to carry out COVID-19 risk assessments, you will need to complete the COVID-19 Risk Assessment Form in the Order Forms & Tasks section of the manual - please refer to the COVID-19 section of the manual for further guidance.
Further Advice: Risk Assessment
Exhibition halls are ever changing environments and everyone working in or passing through the halls is at risk to some extent. The safest way to deal with the risks is to avoid them altogether where possible, or to put in control measures to minimise the risks. This consideration of risk and controls underpins event health and safety and is why you are required to carry out a risk assessment covering your stand build (space only exhibitors) and any open period activities which carry any form of risk (all exhibitors). Please ensure you have a copy of your assessments with you on-site, together with a copy of the risk assessment carried out by your contractor if you are a space only exhibitor. Guidelines for carrying out a risk assessment can be downloaded below and please also consider the on-site risks highlighted later in this section that may apply.
Download the Risk Assessment Template
Download the Risk Assessment Guidelines
Further Advice: Construction (Design and Management) Regulations 2015 (CDM):
(Will not apply to shell scheme stands unless you are carrying out construction work within the framework of your shell scheme)
CDM are the main set of regulations for managing the health, safety and welfare of construction projects, including exhibitions, and they outline roles, responsibilities, policies and procedures which need to be implemented. The key principles of CDM 2015 manage risks associated with stand construction and breakdown. Principles are:
- Eliminate or control risks so far as reasonably practicable
- Ensure work is effectively planned
- Appoint the right people and organisations at the right time
- Make sure everyone has the information, instruction, training and supervision they need to carry out their jobs safely & without damaging health
- Have systems in place to help parties co-operate and communicate with each other and co-ordinate their work
- Consult workers with a view to securing effective health, safety and welfare measures
As space only stands are classified as CDM "mini sites" you should therefore manage your health & safety responsibilities under the CDM framework and appoint a competent person to be responsible for your health & safety at the event. They should ensure that:
- Your health & safety paperwork is completed (as outlined above).
- Your stand contractor completes a risk assessment, method statement and construction phase plan.
- Circulate the event Site Rules to everyone working on your stand during the construction phases and ensures everyone is inducted with them before going to site
- Circulate the venue’s Emergency Procedures to everyone working on your stand – build-up, open period and breakdown
Download “Construction Phase Plan” Template and Guidelines
Download Risk Assessment Guidelines
Download Risk Assessment Template
Download Method Statement Guidelines
Download Method Statement Template