Site rules, emergency procedures, health & safety

In the below sections we will list the compulsory site rules, emergency procedures, CDM regulations and compulsory health and safety information,  which must be read prior to arriving onsite and adhered to whilst onsite.  Please take the time to read through the below and send the site rules to any colleagues or contractors who will be onsite at the show. 

Access will not be permitted onsite to anyone who has not read the site rules.

Section 1. Site rules 

Section 2. Emergency procedures & contact numbers

Section 3. CDM

Section 4. Health & safety and risk assessments 

 

Compulsory Site rules

Please ensure that all staff members have read the Site Rules & Induction prior to arrival onsite.

Co-operation and participation of all employees, trainees and sub-contractors is essential to obtain high standards of safety practices. Therefore, no exhibitor or contractor will gain entry to the halls during build up or breakdown, without reading and agreeing to of the Site Induction Rules, which will be displayed when arriving onsite. You will be issued with a wristband on completing this process.

Site Rules & Induction are a requirement under CDM.

CDM places duties on the Principal Client, Principal Contractor & Principal Designer, as well as all contractors on site to apply the following safety principles;

  • eliminate or control risks so far as is reasonably practicable
  • ensure work is effectively planned
  • appointing the right people and organisations at the right time
  • making sure that everyone has the right information, instruction, training, and supervision to carry out their work safely and without risks to health
  • have systems in place to help parties cooperate and communicate with each other and coordinate their work
  • consult workers with a view to securing effective heath safety and welfare measures
  • any actions required should always be sensible and proportionate to the risk

Why have site rules & induction?

  • This is a stated requirement under CDM
  • The law requires all of us to work safely
  • We are each responsible for our own actions
  • Any one of us could be prosecuted, fined, even imprisoned for not working safely
  • Everyone has the right to expect to go work in a safe environment and go home from work without injury
  • None of us wants to be injured or to be responsible for anyone else’s injury or death
  • So even without the law, it still makes good sense to work safely
  • If in doubt, stop and ask your line manager
  • If you see someone acting unsafely, it is your duty to stop that activity and report it to your line manager

Site Phases

  • The event period (tenancy) is from Tuesday 11th October – Friday 14th October 2022 and is split into 3 clear phases
  • Be aware of what phase the site is in when you are working on site
  • Access to the event hall is only available with a contractor pass and must always be clearly visible
 
BUILD

Red – Heavy Build  (SPACE ONLY ACCESS) – Tuesday 11th October (10:00 – 17:00)

Red – Heavy Build (SPACE ONLY ACCESS) – Wednesday 12th October (08:00 – 14:00)

Orange – General build & Stand Dressing (SPACE ONLY & SHELL SCHEME ACCESS) – Wednesday 12th October (14:00 – 20:00)

OPEN

Green – Show open (SPACE ONLY & SHELL SCHEME ACCESS) – Thursday 13th October  (09:00 – 19:00)

Green – Show open (SPACE ONLY & SHELL SCHEME ACCESS) – Friday 14th October  (09:00 – 16:30)

BREAKDOWN

Red – Breakdown (SPACE ONLY & SHELL SCHEME ACCESS) –  Friday 14th October  (17:00 – 21:00)


So, first be aware of the types accidents most likely to happen on the Exhibition site:

  • Vehicle and mobile plant accidents
  • Falls from height and being struck by falling objects
  • Accidents with hand and power tools

Secondly – be aware of your own employer’s inductions & risk assessments:

  • Your employer should provide you with a task specific induction / toolbox talk on arrival at work
  • You need to know what your employer’s risk assessments say – and apply them to the work you do

And be aware of the Exhibition site safety rules too:

  • As well as your employer’s assessments, you need to know and comply with the following exhibition site safety rules

Remember where you are; stick to the Contractors’ & Employers’ Code of Conduct.

  • You should always be mindful of your behaviour
  • Smoking is not permitted – Including E-Cigarettes
  • You must always wear hi-vis vests and appropriate footwear as per your employers’ risk assessment during the Red Phases of the event
  • You must ensure the utmost care & consideration is taken when working on
  • Alcohol on site is not permitted

Fire Precautions

  • All gangways must be maintained as adequate escape routes (2m) and kept free from obstruction
  • All fires (no matter how small) must be reported to the Organisers office immediately
  • All precautions to prevent fires must be taken and advice on fire preventions issues can be obtained from the venue fire officer
  • Please read and understand the venue’s Fire, Bomb and Emergency Procedures that can be found in the Exhibitor Manual. This must all be distributed to all stand personnel.
  • Smoking is not permitted – Including E-Cigarettes
  • All stand personnel must ensure they are aware of the location of the nearest fire alarm, escape route and fire extinguishers

 First aid arrangements

  • Where is your own first aid kit?
  • All accidents/incidents must be reported to the Organisers Office
  • First aid facilities are available during tenancy hours – Please contacts a member of the Security Team located at all VE access doors.

General safety requirements:

  • Keep the place you are working tidy – avoid slips, trip and falls
  • See something unsafe? – Deal with it yourself if you can – If you cannot, report it to the Organisers Office or Floor Manager without delay.
  • Report accidents – even minor ones – it could prevent a more serious one

General site requirements

  • Use the toilets and hand-wash facilities provided throughout the venue.
  • The use of alcohol or drugs is strictly prohibited during working hours onsite. Random testing of drivers will be carried out. The Road Traffic Act does apply on site and it is just as much an offence to drive under the influence on site as it is on the public highway. Offenders will be reported to the police.
  • Do a brief visual check of any equipment you are using before you start and report any concerns immediately.
  • The contractor is responsible for removing their own waste and disposing of it in accordance with the Environmental Protection Act 1990 and the Waste (England and Wales) (Amendment) Regulations 2012.
  • Liquid waste must not be poured down into either rainwater or foul water sewers or drains.

Site rules for use of vehicles and operation of mobile plant:

  • Valid full driving license for the type of vehicle concerned
  • Evidence of training for the type of vehicle or plant concerned as well as employer’s authorisation to drive it.
  • 5 mph speed limit on the site.
  • Use seat belts, if fitted.
  • No passengers carried unless a proper seat is fitted for each one of them;
  • Authorisation to drive may be removed by Organiser for repeated breaking of these rules.
  • Plant and Site vehicles (including forklifts, pickers, and site vehicles) may only be driven by people who have supplied a relevant, in date license to the Operations team.
  • Please ensure that any reversing vehicles have a banksman,
  • Safety reversing alarms are required on all vehicles that can be operated in reverse.
  • Passengers MUST NOT be carried on forklifts or dumpers, or where there is no provision for a passenger.

Site rules for work at height:

  • Avoid working at height – if that is possible.
  • Suitable towers, ladders, and stepladders – long enough for the job and in good condition – used safely
  • Working above 2m will only be permitted if there is a Safe System of Work (SSOW) in place and agreed with the principal contractor

Site rules for Compressed Gases

  • All compressed gas cylinders, prior to being bought into the venue, must be identified, and recorded by a venue Fire officer
  • All cylinders must be stored in the venue designated storage areas
  • All cylinder valves must be fully closed when not in use
  • Under no circumstances are cylinders to be stored within the show venue when open to the public
  • Safe Working Practice for the Use and Handling of LPG must be complied with

Site rules for use of power tools:

  • Training and your employer’s authorisation required for the use any type of power tool.
  • Use of eye, hearing or other PPE as required for the tool – see your employers risk assessment for it.
  • All hot work activities that may generate enough heat to cause ignition are prohibited. This may include gas or electric arc welding; use of LPG torches or blowlamps; hot air paint strippers; lead welding; angle grinding; If in doubt, ask!

Site rules for basic personal protective equipment:

  • Hi-vis (worn properly) & safety footwear to be used during the Red Phase.
  • Other PPE – safety helmet, eye and hearing protection, gloves as required by your own risk assessments.

Disciplinary action in relation to safety

  • Safety is in the same category as work performance and other disciplinary issues.
  • Breaking safety rules will result in a warning to the person concerned and to the company employing them.
  • Repeated breaking of safety rules may result in the Principal Contactor requiring the removal of a contractor from site.

I agree that I have read and understood the site rules & induction

Emergency procedures & contact numbers

There are seven emergency procedures at ExCel, of which all Exhibitors should be aware of. Please ensure that all staff are briefed on these procedures.

EMERGENCY NUMBERS

To call from an external line, add the prefix 020 7069 followed by the extension numbers listed below:

  • In any emergency i.e., Medical, fire, security, unattended packages 020 7069 (4444) extension
  • Security enquiries 020 7069 (4445) extension
  • Medical enquiries 020 7069 (5556) extension
Telephones are located at al entrances & exits from the halls and in the organisers office

 
FIRE

On discovering a fire. Break the glass on the nearest manual call point (coloured red), which are located adjacent to all exits, or contact the Security Suite by dialling 4444 on an internal telephone or 020 7069 4444 immediately. 

Only if you have been trained and it is a very minor fire and is safe to do so, tackle the fire with the nearest suitable fire extinguisher. Always ensure that there is a safe exit route before attempting to extinguish any fire. 

In the event of a fire report, you will hear the following instructions broadcast over the public address system:

“ATTENTION PLEASE, ATTENTION PLEASE. MR GOODFELLOW REPORT TO THE SECURITY SUITE.”

Take no immediate action, stand-by and wait for further instructions and prepare to evacuate. Remember, do not put yourself at risk.

 

 

EVACUATION

If an evacuation is necessary, you will hear the following announcement broadcast over the public address system:

“ATTENTION PLEASE, ATTENTION PLEASE. HERE IS AN IMPORTANT ANNOUNCEMENT. IT IS NECESSARY TO ASK EVERYONE TO LEAVE THE BUILDING. PLEASE MAKE YOUR WAY CALMLY TO THE NEAREST EXIT. DO NOT RETURN TO YOUR VEHICLES. EVERYONE WILL BE RE-ADMITTED AS SOON AS POSSIBLE.”

Use the nearest available emergency exit route to the appropriate assembly point. In the unlikely event that an evacuation is necessary please remember to take your visitors with you. In case of an emergency leave by the nearest exit and please make your way to your closest assembly point.

North Event Halls: Royal Victoria Square

South Event Halls: East Car Park

 The fire procedure is cancelled by the following instructions broadcast over the public address system.

“ATTENTION PLEASE, ATTENTION PLEASE. MR GOODFELLOW IS NO LONGER REQUIRED.”

 

UNATTENDED ITEMS

Do not touch or move any suspicious item. Remain vigilant at all times, Vigilant behaviour by staff and members of the public can disrupt potential attack planning. Be aware of suspicious people, incidents and packages. Please refrain from using two-way radios or mobile phones near any suspect packages as they are not intrinsically safe and could set off any potential explosive device.

Report them to the Security Suite, by dialling 4444 on an internal telephone or 020 7069 4444 immediately. Follow the instructions that you are given. Remember, always be alert and never look after items belonging to other people. 

 

BOMB THREAT

In the event of a bomb threat, you will hear the following announcement: “ATTENTION PLEASE, ATTENTION PLEASE. STAFF CALL 100.”

Do not leave the building. Inform your colleagues, and then assist in searching for suspicious objects in your work area. If nothing is found, tell your Fire Warden, who should report “Area Clear” to the Security Suite immediately after the search on internal 4444 or in person if necessary. If you find a suspicious object, DO NOT touch, or move it. Calmly clear the area of people and report to the Security Suite immediately on internal 4444 or in person if necessary.

The Emergency is cancelled by the announcement: “ATTENTION PLEASE, ATTENTION PLEASE. STAFF CALL 100 IS CANCELLED.

 

TELEPHONE BOMB THREAT

Remain calm and listen carefully. Write down all that is said. Try to discover: – Where is the bomb located? – When is it going to explode? – What does it look like? – What type of bomb is it? – What will cause it to explode? – Did the caller plant the bomb? – Why? – Any other useful information?

Write down the exact time of call. Please note down any background noises that can be heard or any accent the caller may have. This could all be valuable information when passing details over to the emergency services. Inform the Security Suite, by dialling 4444 on an internal telephone immediately. 

 

CHEMICAL, BIOLOGICAL, RADIOACTIVE OR NUCLEAR THREAT (CBRN) – CHEMICAL SPILLAGE

In the event of a possible CBRN/chemical spillage, if you are on the exhibition floor you will hear the following announcement.

ATTENTION PLEASE. ATTENTION PLEASE. MRS CAROL is in —— (location of chemical device/carrier/spillage).

If you are not directly involved in the incident, you should DO NOTHING until you receive further instructions.

 

MEDICAL EMERGENCIES

The Medical First Aid room is located on level 0 between N4 and S4 boulevard shutters down the stairs. For medical enquires dial 5556 from any internal telephone. In the event of a medical emergency dial 4444 from any internal telephone. 

If possible, give the following information: – The location- The problem- Is the patient conscious? – Is the patient breathing? – Their approximate age- Do they have chest pains? – Are they bleeding?

Construction design management regulations (CDM)

Since the HSAWA Act in 1974, event organisers have calculated the risks associated with the construction and deconstruction of events, and enforced controls to ensure that all employees, contractors, and visitors were provided with a healthy and safe working environment while onsite.

 

In April 2015, The Construction Design Management legislation came into force in the UK to further regulate the industry and ensure that safety was the highest priority.

 

It is now the responsibility of organisers, as principal contractors, to do all that is reasonably practicable to prevent personal injury and damage to property, and to protect everyone from foreseeable work hazards at all locations.

 

Co-operation and participation of all employees, trainees and sub-contractors is essential to obtain high standards of safety practices. Therefore, no exhibitor or contractor will gain entry to the halls during construction or deconstruction, without having read a copy of the Site Rules & Induction. The site rules and induction will also be displayed on entry to site and you will be issued with a wristband onsite on completing this process.

Health & Safety and Risk Assessment

It is a legal requirement.  Every exhibiting company must complete a Risk Assessment for their stand and complete and return the Health & Safety Declaration found on the deadlines & forms checklist. Note, these forms are in addition to the risk assessment that accompanies space only or live demonstration submissions.

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.

This 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 GES Logistics – 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 via the online forms.

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