SPACE ONLY STAND INFORMATION

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SPACE ONLY STAND INFORMATION


Failure to complete the
Space Only S
tand Information
F
orm (Section 3


Form 3) in this manual
may
result

in you not being permitted to build on site!


I
NTRODUCTION


All work must be carried out in conformity with the requireme
nts of the Rules and Regulations of the National
Exhibition Centre and the Borough of Solihull (National Exhibition Centre) Regulations 1978.


Here follows a
summary of these regulations while full details can be obtained from the NEC.




Please go to
www.thenec.co.uk/aboutus/healthandsafety/rulesandregulations/default.htm



Should you have any queries, please contact the Organisers.


Failure to observe these re
gulations may result in
delays, restrictions and criminal proceedings against the exhibitor.


It is your responsibility to examine the site allotted to you in order to avoid costly adjustments to stand structures.
The organisers cannot accept any responsi
bility in this respect.


N
OTIFICATION OF CONTRACTORS


Exhibitors must notify the Organisers as soon as possible of the names of their stand contractors. If you require
assistance finding a suitable contractor,
ESSA (The Event Supplier and Services Associat
ion)
h
old a list of
recommended contractors on their website
www.aeo.org.uk
.


For further information, telephone
ESSA on
+44 (0)
845 122 1880


P
LAN
PRESENTATION & S
UBMISSION FOR
INSPECTION


S
TAND
PLAN S
UBMISSION


All

space only exhibitors are required to submit full dimensional stand design drawings.


Plans must be in English, to
a recognised scale not less than 1:50 and be submitted by
Monday 4
th

July 2011
.


They should be clearly marked
“RE:


Motorhome
&
Caravan

Sho
w 2011
” and sent together with the
Space Only
Stand Information Form (Form
3)

found in Section 3

of this manual to :


Lianne Lisle

Tel


0121 288 7133

Event Support Solutions Ltd



Fax


0121 285 1044

296 Pinewood Park






Email
lianne@eventsupportsolutions.com


Farnborough

Hampshire

GU14 9LH


S
INGLE
S
TOREY STANDS UNDER 4 M IN HEIGHT



TWO copies of plans should be submitted.


They should include the following details:


a)

A plan showing location w
ithin the exhibition;

b)

A plan view with external dimensions, indicating which sides are open onto gangways, plus the location of any
hall column and its dimension to the nearest stand edge;

c)

Elevation views, indicating clearly the heights of all stand fittin
gs;

d)

Details
of all
floorcovering,
walling, platforms, demonstration areas, exhibits, graphics, etc;



e)

Details of materials and fire protection
.

f)

Risk Assessment and Method Statement for construction and dismantle.


S
TANDS ABOVE 4 M IN HEIGHT, MULTI
-
STOREY STA
NDS
+ STEPS > 600MM


FOUR

sets of plans to be
submitted

along with a
-
f above
.


These

plans must include details as outlined in this manual,
together with:


a)

Structural calculations (3 sets) proving the structural stability of the stand.


These should includ
e:
-





a loading analysis assuming an imposed load on upper floors of 5 KN per sq m.


Dead load should be
individually assessed for each floor;



a stability check assuming a lateral load equal to 2.5% of the total vertical load applied at upper deck
level;



d
etails of connections, bracing members and floor carcassing;


b)

details of each level & staircase.


Upper level plans must show details of walkways, means of escape, etc; NB:


Regulations concerning staircase design are given in the manual.

c)

details of all st
eel work;

d)

a method statement detailing the process by which the stand will be built.


See end of this section for a full
explanation.


C
OMPLEX S
TRUCTURES


All stands deemed as complex structures also require
FOUR

sets of plans to be submitted, together wit
h structural
calculations, a method statement, etc as outlined in the manual. Complex structures are defined as any form of
construction of any height which would normally be designed by an engineer

and / or has been found to provide
significant risk via
a risk assessment.


Examples include:




Construction over 4m in height

including sound / light towers



Raised steps, platforms and walkways >600mm in height



Multi
-
storey stands



Temporary tiered seating



Travel distance to gangway in excess of 12m



O
NSITE
-
INS
PECTION
-

C
OMPLEX
S
TRUCTURES


In addition to the above, a structural engineer will be on site during build
-
up to approve all stands
considered to be
complex structures
, and issue the necessary inspection certificates.


P
LAN S
UBMISSION


Failure to submit y
our proposals by the due date means that you are putting your company under the risk of having
the following restrictions imposed on your stand:





Your stand could be restricted to a maximum height of 4m.



Your stand could face delays in obtaining
Permissio
n

to Build Notice.



Your stand could incur financial penalties



The local authority could prohibit your company from exhibiting at the show.





A
-
Z of Information for Space only Stands



Please also refer to General Information A
-
Z


C
OLUMNS


Where columns fa
ll wholly or partially within the area of allocated space, they may be encased by the exhibitor on
all four sides to a height of 6m

(build above 4m in height is deemed as complex and complex regulations apply)
.


The casing must be self
-
supporting and may n
ot be fastened to the column.

Please be aware that some columns at
the NEC have venting pipes, therefore you would be advised to contact the organisers to obtain specific dimensions
of any columns on your stand.


C
OMPRESSED
G
ASES


All stands proposing to
use compressed gases must first obtain written approval from the NEC
-

no use will be
permitted without this authorisation.


Details can be submitted to the Organisers and should show the gases or liquid
proposed and the sizes of their cylinders or vessel
s with their working pressures.


Where compressed air, oxygen,
hydrogen, dissolved acetylene or liquid under pressure is supplied in steel cylinders, such cylinders must bear test
marks in accordance with Home Office recommendations and may only be brought

into the halls with the prior
consent of the
NEC.

Other vessels containing liquids or gases under pressure must be fitted with approved safety
valves and a certificate in respect of a recent pressure test by a recognised authority must be available for
inspection for each vessel.


Cylinders must not be stored on the stand
. You must provide your own cage for storage


this will be located under

the guidance of the organisers / NEC. You should
liaise direct
ly

with the lifting contractor concerning
trans
portation

of the cylinders
between the store and
your stand.


All piping for compressed air, gases,
etc.

must be of rigid tube with welded or screwed connections
.


D
ESIGN OF
S
TAND


The design of the stand must be such that the stand can be erected and di
smantled within the time given.


D
OORS AND WINDOWS


To avoid accidents, all doors and windows along gangway edges must open inwards unless forming an emergency
exit where they will be required to be recessed so that they open in the direction of escape. Do
ors should generally
open in the direction of escape but suitably positioned to not cause injury. The required minimum effective clear
width of a door is 800 mm.


Doors must have a vision panel with a zone of visibility of between 500 mm and 1500 mm above
the floor. The
exception to this is doors to small storerooms, where a small panel may suffice.


E
LECTRICAL
R
EGULATIONS


S
UMMARY


The Organisers have appointed
Stanco to carry
out all electrical work on space only sites and shell scheme stands
within the
exhibition halls.


Exhibitors who wish to pre
-
fabricate any of their installation must ensure that it complies
fully with the electrical regulations of the Exhibition Venues Association (EVA) and that all site work is carried out by
the official electrical

contractor.


A summary of the regulations follows herewith:







The use of flexible cords for stand wiring is generally prohibited. (
Reg.06g1
)



Flexible cords shall be of a circular section, fully insulated and sheathed, and the only form of jointing being
the use of non
-
reversible purpose made flex connectors.

(
Reg.06g2
)



Flexible cords shall not exceed 2 metres in length. (
Reg.06g3
)



Coils of flex or flex on reels shall not be permitted. (
Reg.06i2
)



Where the client’s own equipment is used, this must compl
y with all Regulations and is subject to testing and
spot checks.

(
Reg.06i3
)



The use of uninsulated catenary/pole low voltage systems is prohibited. (
Reg.06j5
)



Selv transformers must be fixed at high level.

(
Reg.06j1 and 18
)



Only one flexible cord per 1
3A plug top.

(
Reg.08c1
)



The use of trailing block type 4
-
way fused sockets shall be restricted to the following:



One 4 way unit per fixed socket outlet, subject to a maximum loading of 500 watts total and its plug shall be
fused accordingly.



A maximum fle
xible cord length of 2 metres f
rom plug to Trailing Block Unit



Multi
-
way, plug
-
in type and bayonet adapters shall not be used. (
Reg.08d1
)



A fireman’s switch shall be fitted to all types of neon signs.

(
Reg,18c
)



Any electrical cables, appliances or access
ories which do not comply with the EVA Regulations for stand
electrical installations, or are considered unsafe, will be asked to be removed or made safe.



E
XIT SIGNS


Exit routes must have suitable exit signs:
-


Door ‘exit signs’ must be positioned in c
learly visible positions e.g. above or next to doorways and be 400mm wide
x 200mm deep in size
.

Exits leading to gangways must be positioned in suitable positions e.g. leading to or next to exit routes.

Signs must indicate the route of exit.


Exit signs m
ust have a minimum font size of 125mm.


Where lighting may be dimmed, exit signs must be illuminated and confirm to the relevant British Standard. They
must be positioned above the exit route and be minimum 400mm wide x 200mm deep. They must run on a 24hou
r
electrical supply (or battery which is capable of maintaining full load for 3hrs minimum after failure of normal
lighting supply) and be sufficient so that all persons can see their way out of stands.


F
LOORCOVERINGS


FLOORCOVERING
IS NOT

PROVIDED FOR SP
ACE ONLY EXHIBITORS.

All space only stands must suppl

their own carpet to the stand and
are responsible for its
removal after the show.
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 (generally low tack bottom, high tack grab top) which
does not leave any residue or cause any damage to the floor when removed. Other forms of fixing such as cable
clips, nails and bolts are generally

prohibited.

IMPORTANT


It is the responsibility of all exhibitors to be aware of the full EVA Regulations for stand electrical
installations.
Copies are available from either Stanco or the NEC engineering department.


Failure to
observe any of the regulations outlined herewith may result in delays,

restrictions and / or
criminal proceedings against the exhibitor.





Please note
-

dilapidations will be charged to the exhibitor if floorcovering and any fixing tape is not removed
from the exhibition halls
.



The recommended carpet supplier is Stanco Exhibitions. An order form can be found in Section

3 of this

manual.


F
LOOR
L
OADINGS


The NEC hall floors have a loading of 20 tonnes per square metre. If special foundations or fixings are required,
please contact the NEC Production Dept on Tel:


0121 780 4141, Ext 2688.

Each stand will require its own

electrical mains connection as the bridging of mains is not permitted.


H
AZARDOUS ITEMS/P
ROCESSES


COSHH

Under COSHH, the use of all toxic & hazardous substances is prohibited without written approval from the NEC.


Applications should be accompanied by a

risk assessment including details of measures taken protecting employees
& workers on adjacent stands and they should be submitted at least one month prior to the exhibition.


Fumes,
E
xhaust &
Sm
oke

Any exhibit or process which generates and blows out or
otherwise emits fumes, exhaust or smoke is subject to the
requirements of the Control of Substances Hazardous to Health Regulations 1988 and all such processes must be so
arranged to have an effective system to the outside atmosphere as approved by the NEC
.


Boilers, stoves & furnaces

Precautions must be taken to prevent the transmission of heat to a combustible part of the stand and to the hall
floor.


A suitable non
-
combustible insulating material of sufficient thickness must be inserted between the equip
ment
and the stand.


Machinery & apparatus

All machinery and operated apparatus must be fitted with guards and must only be demonstrated or operated by
persons authorised by the exhibitor.


Welding

Where welding and other heat generating operations are car
ried out adequate precautions against damage to
property or injury to persons by fire or hot metal are taken.


Radioactive substances, lasers, obnoxious substances &
flammable oils


Specific regulations exist concerning the exhibiting of such items and the
ir use is prohibited without prior permission
from the NEC.


Please forward written requests to the Organisers giving full details of the intended activity and any
control measures to be taken.


H
EIGHT
L
IMITS &
P
ARTITION
W
ALLS


Where a
n exhibitor i
nstall
s
a partition wall

on a stand, the exhibitor must ensure that the wall is a minimum of 2.5m
i
n height and a maximum of 6m. I
t is the r
esponsibility of the exhibitor constructing the wall to dress the rear of the
partition in a neutral colour for the full he
ight of the wall.


If your stand backs on to a shell scheme stand, you are not permitted to use this wall or to affix any literature,
product to this wall.




The maximum height limit for any form of stand fitting, lighting, structures and/or gr
aphic towers
is 6
m from the hall
floor, including platforms and the use of banners, flags and balloons.


An
y exhibitor wishing to exceed 4
m in height
(be it standfitting or actual exhibits) must produce and submit structural calculations to prove the stability of any
p
roposed designs.


Product will be accepted as a divide where t
w
o
exhibitors
join each

other, but full back and side walls may be
required as part of a stand build if deemed necessary by the organiser. Such walls will need to fulfil the criteria
above and
the cost of providing these walls will be the responsibility of the exhibitor. If an exhibitor fails to supply
any walls as instructed by the organisers, the organisers will construct shell scheme divides, the cost of which will be
covered by the exhibito
r.


Logos and branding are not permitted on the rear face of partition walls when these walls
adjoin neighbouring
stands, however logos and branding are permitted on walls which are adjacent to gangways (ie not dividing the
stand with another exhibitor)


I
S
LAND SITES

See Height Limits and Partition Walls and Open Frontages


L
INKING
S
TANDS


Exhibitors who have stands either side of the gangway
may
be given permission to link their stands.


Full details should be forwarded with stand plans and
permission soug
ht ESS Ltd.


Where a gangway falls within a stand, the exhibitor must ensure that the gangway is ke
pt clear at all times. The
floorcovering on the stand must be different from the floorcovering on the gangway.

Alternative means of defining
the gangway by

way of floorcoverings will be considered


N.B: Each stand will require its own electrical mains connection.


M
AINS S
UPPLY


The NEC is solely responsible for the supply and connection of natural gas, compressed air, water and waste
services.


Services will

be supplied via under floor service ducts and must be controlled by a mains stop
-
cock fitted in
rigid metal piping and in an accessible position on your stand.


In the interest of safety, later orders for natural gas will not be accepted, therefore, ple
ase ensure you place
your order by
20
th

September

2011

to avoid disappointment.


M
ATERIALS


All materials used in the construction of stands, features and displays, including signs and fascias, shall be:


1. of a suitable nature and quality for the purpose
s and conditions of their intended use

2. adequately prepared and fixed in order adequately to perform the functions for which they are designed

3. non
-
combustible, inherently non
-
flammable or durably flameproof in accordance with BS476
-
Part 7

4. water
-
bas
ed, 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.


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 m
arked as such.


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 an
y materials intended to be
used.


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 o
f 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 thickness Maximum pane size dimensions

8mm 1100mm x 1100mm

10mm 2250mm x 2250mm

12mm

4500mm x 4500mm

15mm or thicker no 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 shatterin
g.


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.


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.


Timber

Timber under 25mm thick must be impregnated to C
lass 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 machin
ed on site, as its dust is hazardous to health.


Upholstery

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


M
EANS OF E
SCAPE


EXITS FROM STANDS


The exit from any stand (or if there is more than one exit, each exit)
must lead onto a


gangway.


All escape routes must be

a minimum of 1m if the stand area is less than 100m²

a minimum 2m if the stand area is greater than 100m².


The maximum distance to an exit, from any part of a stand to a gangway cannot exceed 12m.


A
ll floors should be even and have a firm, smooth, slip resistant finish. No floor shall be constructed having a slope in
excess of 1 in 12.




Doors and gates forming part of an escape route shall be provided with a vision panel of clear glazing at sight
lev
el and must be hung to open in the direction of escape, clear of any steps, landings or gangways.




Where necessary, doors must be recessed so as not to open onto or obstruct the required width of any gangway or
other escape route. Such doors shall be fre
e from fastenings other than panic bars or emergency release
mechanisms.


M
ETHOD STATEMENT


This must be submitted with your drawings for
inspection.


All space only exhibitors building structures must submit a suitable Method Statement with their stand de
signs,
detailing the processes by which the stand will be built and operate.


These statements should be followed by all
involved parties on
-
site to ensure that all necessary steps and precautions are taken.


A guide is given below
-

please either use as a

template or produce your own suitable form.


Exhibitors must also obtain copies of Method
Statements for their own reference from all parties who undertake work on their stand.


As a guide, Method Statements should cover the following areas:




Named Respon
sible Person:

The employee who will be responsible for construction & breakdown of your
stand. Details Of The Stand:

Loadings, dimensions, location, unusual stand features.



Access:

Details of entry points into the halls and the route to the final positio
n.



Erection
:

The sequence & schedule in which all the stand elements will be built, including alignment,
electrical connections, etc.



Stability:

Methods of ensuring adequate structural support of stand elements requiring cross
-
bracing, with
calculations
& inspection certificate from an independent structural engineer.



Lifting:

Specify the equipment(s) to be used, their capacities, weight, locations and floor loadings.


Check
the operatives’ current license or Certificate of Competence.


Check machine’s i
nspection certification or
maintenance record.



Scaffolding:

Include details of temporary & mobile scaffolds, access towers & other work at height which
you intend to carry out.


People working close by must be protected.



COSHH:

Any proposed use of hazard
ous & toxic substances must be advised to the venue.


Outline the
protection provided for employees and workers on adjacent stands.



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?



Services:

State where electrical work will be carried out, welding, gases, compressed air, water or waste
services will be brought on
-
site.



Safety Features
:

Identify the safety equipment & precautions you will be

providing on
-
site, including any
protective measures you will be implementing, and areas of risk as highlighted from your Risk Assessment.



Exhibits
:

Provide the Organisers with details on exhibits, which may present a risk to the public and / or
the oper
ator.


How will this exhibit be delivered onto your stand?


What machine guarding or other
special requirements are there?


What hazardous waste will be produced, and what measures will be
employed to dispose of that waste?



Other Relevant Details:


M
ULTI
-
STOREY S
TANDS


Multi
-
storey stands shall be constructed of materials as specified on the following page (See Materials)
. T
he
following specifications shall also be observed:
-


1.

Ceilings

-

other than to the topmost storey, shall be of solid construction or
of inherently non
-
flammable fabric,
except that treated fabric may be permitted to single storey portions of stands where not exposed to the risk of
fire from lighted articles dropped from above;

2.

Steps

-

Any stairway having a total rise of more than 600mm
shall comply with the following requirements:
-

(a)

A level landing must be provided at the top and bottom of each flight.



(b)

Each landing must have an unobstructed length of not less than 1200mm.

(c)

Flights shall have a minimum, unobstructed width of 1.2m.

(d)

Doors sha
ll not swing across landings.

(e)

Flights between landings shall contain no more than 12 risers where the treads are less than 350mm and no
more than 18 risers where the treads are 350mm or greater. The tread and riser of each step must be consistent
througho
ut a flight.

(f)

The rise of each step must be between 150mm and 170mm.

(g)

The tread of each step must be between 280mm and 425mm.

(h)

Risers must not be open.

(i)

Single steps are not permitted.

(j)

All nosings must be made apparent by means of a permanently contracting mat
erial 55mm wide on both the
tread and the riser.

(k)

The projection of a step nosing over a tread below should be avoided, but if necessary it must not exceed
25mm.

(l)

A continuous handrail must be provided on each side of flights and landings.

(m)

A single staircase

shall not exceed 1.8 metres in width.

(n)

Where a staircase is divided into more than one channel, no single channel shall be less than 1 metre wide and
an additional handrail must be provided between channels.

(o)

Spiral staircases are only permitted for exhibit
ing staff use and not for members of the public.

(p)

Helical stairs are permitted where they comply with this guidance and their use is approved by the venue.


Cupboards and rooms formed beneath stairways and ramps shall be lined throughout with non
-
combustibl
e material
and incorporate emergency lighting. It is also recommended smoke alarms are fitted especially where a high volume
of electrics may

be stored.


Purpose
-
built access to
caravans,
trailers and other, similar exhibits must be risk assessed where the
y d
o

not comply
with the above regulations. As a minimum, they must comply with the following:


(a)

The headroom must be a minimum of 2m

(b)

The width may not be less than 450mm and must be at least equal to the width of the entrance to the exhibit

(c)

The risers must

not exceed 170mm in height (open risers not permitted)

(d)

Each tread must be a minimum of 280mm in depth

(e)

The width of landings at top and bottom must be equal to the width of the steps

(f)

Handrails must be provided


*Open steps provided as a product must be tem
porarily adapted to provide solid treads, risers and infills.

*All steps must be securely fixed, fit for purpose and stable.


A Risk assessment must be undertaken for the use of stepped access and the use monitored during the show.




Handrails


1.

The verti
cal height to the top of the upper handrail from the pitch line of the surface of a ramp, flight of steps
or landing must be between 900mm and 1000mm.

2.

Handrails shall be continuous across flights and landings of ramped and stepped access.

3.

Handrails shall e
xtend at least 300mm beyond the top and bottom riser of any steps.

4.

Handrails shall contrast visually with the background against which they are seen, without being highly
reflective. The surface of handrails shall be slip resistant.

5.

Handrails shall be term
inated in a way that reduces the risk of clothing being caught.

6.

The profile of handrails shall be either circular, with a diameter of between 40 and 45mm, or oval, preferably
with a width of 50mm.

7.

The clearance between the handrail and any wall shall be be
tween 60 and 75mm.

8.

Double
-
width staircases shall have a central handrail.

9.

The clearance between a cranked support and the underside of the handrail shall be at least 50mm.



10.

Handrails shall be non
-
climbable, i.e. with solid infills or vertical guardrails, wh
ich should be no more than
100mm apart and without horizontal members between verticals.

11.

Be capable of resisting the forces set out in BS 6399
-
1


Barriers (Balustrades)


Barriers shall be provided to protect exposed edges of staircases, landings, balconies
, galleries and other changes
of level. They shall:

1.

Provide guarding to all exposed edges of stairs and ramps at a height of 900mm above the pitch line and to
landings and balconies at a height of 1.1m.

2.

Be capable of resisting the forces set out in BS 6399
-
1.

3.

Be non
-
climbable, i.e., with solid infills or vertical guard rails a maximum of 100mm apart.


Base plates should be designed to limit the compressive stress on the floor of the Building to 200 KN per sqm unless
the total load on a base plate is 50 KN o
r less, in which case a 300 mm square plate may be used.


Bolts are not
acceptable as a means of preventing uplift of bases.


O
BSTRUCTING
G
ANGWAYS


No part of any stand or exhibit, including fascia, signs, lighting, corner posts, etc, shall project into or

over the
gangway or obscure any fire or exit signs and the Organisers reserve the right to remove any such item.


O
PEN
F
RONTAGES


Solid runs of stand walls along gangway edges should not exceed 50% of the total length of the stand, and
furthermore should
n
ot be greater than 4m in length without suitable openings, transparent apertures or other such
features at regular intervals.
Stands must be suitably open
to enhance the visitor experience and not
to cause
offence to neighbouring exhibitors or breech fir
e regulations.




Please ensure product is suitably positioned to allow for adequate access and egress to and from the stand noting
the travel distance regulation of 12m maximum.

Ideally a 2.5m opening should be accommodated on each open
side, in addition

to any mandatory 1
-
2m wide fire exits.


Each stand will be assessed individually upon receipt of
drawings to
ESS Ltd


P
LATFORMS


Platforms are not essential but where they are incorporated into the stand design the following regulations apply.
The general

height may not exceed 100 mm (4”) but areas may be super
-
elevated for display purposes.


Details of
super platforms, above the height of 600 mm (24”) to which persons have access, must be submitted to the
Organiser for approval by the Authorities.


Corner
s should be rounded off and platforms should incorporate a ramp
into their design for disabled access to meet the requirements introduced under the Equality Act
. Platform edges
must be contrasting to that of the stand floor


The flooring must not be less
than a nominal 25 mm (1”) thick & be laid with close joints.


Platforms must be of a
strength and stability sufficient to carry and distribute the weight of the stand fitting, stand personnel, visitors and
exhibits having regard to the loading limits of fl
oors.


Consideration should be made to persons in wheelchairs.


R
ISK ASSESSMENTS



This must be submitted with your drawings for inspection.




It is a legal requirement that each Exhibitor and its appointed agents/contractors undertakes a suitable and
suffi
cient Risk Assessment prior to the Show for build
-
up, open and the breakdown periods, listing the tasks carried
out and identifying the main hazards that each presents on site and devising ways to eliminate, reduce, isolate or
control those hazards


An Exh
ibitor is liable to heavy fines, prosecution and even imprisonment should it be found to be negligent in the
event of an accident to its staff and visitors if suitable safety control measures are not in place.


A Risk Assessment should cover all hazards ar
ising from work practices on site including lifting, PPE, fire controls,
exhibits and/or demonstrations, COSHH, RIDDOR, fume extraction, hazchems, noise, etc, especially as it would
affect neighbouring stands, visitors, manual handling, slips/trips and fal
ls etc.


Shell Scheme 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.

(NB: SHELL SCHEME EXHIBITORS WILL STILL NEED TO DO A SUITABL
E AND SUFFICIENT RISK ASSESSMENT,
BUT NOT FOR THE CONTRACTORS THAT THE ORGANISER APPOINTS, ONLY THE EXHIBITORS OWN WORK
PRACTICES OR HAZARDOUS EXHIBITS.)


A
sample

Risk Assessment form can be obtained from ESS (
lianne@eventsupportsolutions.com
) and below are some
notes for guidance

:
-

Question:

So how do I go about undertaking a Risk assessment?

Answer:

By Law, it must be suitable and sufficient


but it must also be simple to understand, implement and

communicated to all your staff and contractors....


Step
1:

Look for the hazards:
What equipment, materials and chemicals will be used? How much noise and dust will
there be? What are the ground conditions? What vehicle movements and lifting operations ha
ve to be
considered? Do you need to schedule a ‘Late Working Rota’ to avoid tiredness and mistakes? Will there be
manual handling? Are there any slips, trips or falls?


Have you accounted for the Disability Discrimination
Act?


How are you disposing of was
te? Are there any electrical installations? What hazardous
vehicles/exhibits do you have?


Will your machines produce hazardous fumes? Can visitors fall from a height?
etc etc.

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 how; (c) can
protective measures be taken that will protect the entire
workforce 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 findi
ngs:
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.




S
TAND NUMBERING


All space only exhibitors should display their company name and stand number prominently on their stand so that
they can be viewed from each approaching gangway.


This will assist visitors in locating their position within the hall
and finding the stands they wish to visit.


S
USPENSION AND
FIXING TO THE EX
HIBITION
P
REMISES


Products or any type of standfitting can be suspended from the hall roof structure, or fixed
to the structure of the
building subject to loading limits.


Nail fixings to the Latexfalt surface of the hall floor to secure margin boards,
cable clips & similar items of stand fittings will be permitted provided they are carefully removed after use to
p
revent damage to the hall floor.


T
ENT & TRAILER EXHIBITORS


Please ensure that you detail the breakdown of all tents and trailers on your stand plans.


A
dequate access and
egress
must be

maintained throughout the stand and suitable exits included leading
to gangways (refer to Travel
Distance below).


Please ensure that guy
ropes are clearly visible and where possible located

out of public areas
and that they are detailed on your stand plans and risk assessment.


Please remember that fixing to the hall floo
r is
not permitted and you will be charged a dilapidation fee for any damaged caused to the venue.



T
RAVEL
D
ISTANCE


Adequate means of escape must be provided from all stands.


The travel distances from any part of the stand to a
gangway must not exceed 1
2m.