Please find below further information on Health and Safety. Please also see Shell scheme and Site only information and Catering, Food Hygiene and Food & alcohol guidelines.
Please note that this information is also available in the general handbook menu.
Please note that exhibitors wishing to bring balloons onto or have tethered to their stand should inform the show organisers at least 28 days before the show build date, due to the strict use of gas in the hall. A charge may be made to the exhibitors from the Marshall Arena for retrieval in the hall if any escape to the hall roof or for any damage to the air-handling units.
Breakdown and Removal of Exhibits and Waste
Please also refer to the exhibition timetable available here.
As the organisers of the exhibition, we must include site rules and site information to all exhibitors (shell and site) entering the exhibition/site. Please note that it is the responsibility of the exhibiting company to make sure that their employees, contractors, sub-contractors and all other personnel under their instruction are informed of the site rules and site information IN ADVANCE OF THE EXHIBITION AND BEFORE THEY ARE ONSITE. This responsibility does not lie with the Organisers or the Venue.
The exhibition closes at 4.00pm on Thursday 8th October 2020. All goods and stand fittings MUST be removed from the hall by 7.00pm Thursday 8th October 2020. No goods can be removed from the exhibition hall until after the close of show at 4.00pm on Thursday 9th October 2020. In addition all access points will also remain closed until this time. For safety reasons, electricity supplies will be cut off by the latest 4.05pm on Thursday 9th October 2020.
Please note that if you are leaving items on your stand to be collected by couriers you MUST notify the Organisers and supply a contact telephone number for BOTH the courier company and a representative of your organisation.
Please note that exhibitors have a responsibility to remove their own waste and may be charged by the venue if they leave excessive amounts of waste. Excessive waste is described as more than two boxes of literature/stand fitting materials/wall graphics, pallets, material packaging and quantities of unsold stock or ‘giveaways’.
The Organisers reserve the right to pass on any additional costs which may be incurred as a result of failing to vacate the exhibition hall by the deadline stated.
Flow of traffic during breakdown will be strictly controlled by the parking marshals on duty. All area speed limits and any parking restrictions must be adhered to.
Click here for a map of the venue.
Build and Delivery of Exhibits
Please also refer to the exhibition timetable available here and postal address section.
Please find site rules and site information applicable to all exhibitors (shell and site) entering the exhibition/site. Please note that it is the responsibility of the exhibiting company to make sure that their employees, contractors, sub-contractors and all other personnel under their instruction are informed of the site rules and site information IN ADVANCE OF THE EXHIBITION AND BEFORE THEY ARE ONSITE. This responsibility does not lie with the Organisers or the Venue.
For those exhibitors with site/space only stands, build begins on Wednesday 7th October 2020 from 10.00am.
Entry to the hall is permitted from 2.00pm for shell scheme exhibitors and Travel Row exhibitors on Wednesday 7th October 2020. The offloading of goods and working on stands is permitted from entry time up to 8.00pm. In order to gain access to the hall for build, all exhibitors (and their associated exhibiting staff) must either wear their exhibitor badge or their wristband. Two wristbands (more may be required) will be sent out to all exhibitors upon completion of the official order form here.
The Organisers would kindly request that exhibitors comply with these build times. Exhibitors attending the exhibition hall in advance of these times will be turned away by the traffic marshals as it delays the building of the exhibition in general.
Marshall Arena, the DoubleTree by Hilton hotel and the MK Dons football stadium are on the same complex as the MK1 Retail park and MK1 Leisure Park – which is known and signposted as Stadium MK. Upon arrival at Stadium MK complex, head for the Marshall Arena, which is the building adjoined to the DoubleTree by Hilton hotel and the MK Dons stadium in the centre of the complex. Access into the hall is at the right side of the Marshall Arena (the area faces the nearby ASDA) via a small service area car park. Authorisation to enter the site will be given by the traffic marshals on duty. All speed limits and any parking restrictions must be adhered to. Please remember that in compliance with the site rules, high visibility jackets must be worn at all times when off-loading and loading your vehicles. You are able to purchase these at places such as B&Q or online.
Click here for a map and directions to the venue.
To make deliveries easier, exhibitors will be supplied with delivery vehicle permits upon request using the official order form here, which should be displayed on the windscreen of their vehicles, so that they are distinguishable from ordinary traffic. It is strongly recommended that all vehicles keep their passes in a prominent position in the vehicle for the duration of the event to assist security and traffic officers. All vehicles are then to be removed to the outer car parks if they are to remain onsite.
Please note that there are 1400 car parking spaces onsite, exhibitors have been allocated S2 for parking, although you are able to park free anywhere on the Stadium MK site except for the DW Sports car park which is chargeable.
To facilitate the speedy delivery of exhibits, it is strongly recommended that exhibitors and contractors use vans/cars rather than large vehicles wherever possible. Exhibitors are asked to ensure that drivers delivering their exhibits are supplied with full information with regard to which stand (there is only one hall at the Marshall Arena) delivery is to be made and that staff are onsite to receive deliveries. The Organisers and Venue cannot accept responsibility for signing consignment slips.
No person under the age of 18 years may be admitted during the exhibition open days unless he/she is accompanied by a responsible adult who is a bona fide trade industry/visitor. No person under the age of 16 years may be admitted, under any circumstances, during build or breakdown.
All competitions and demonstrations MUST take place and remain within the confines of the exhibitors’ stand. All competitions, special treatments and demonstrations should be advised to the Organisers in advance and an appropriate risk assessment should be undertaken covering all aspects of the activity and provided to the Organisers in advance of the build dates. This assessment may be included in your general stand risk assessment. Exhibitors are reminded that they are responsible for compliance with the Lotteries and Amusement Act 1976 and the Gaming Act 1968 and any other subsequent updated legislation.
Any exhibitor wishing to operate machinery on their stand or carry out mechanical demonstrations must ensure that these practices in no way constitute a fire or safety hazard or interfere with the activities of visitors or other exhibitors. Where appropriate personnel must have suitable training and instruction, protective clothing must be worn as necessary, all machinery must be PAT tested and suitable guards/screens erected to prevent visitors from any dangerous machinery. All moving parts must be effectively guarded and control sited beyond the reach of spectators. Again where appropriate, exhibitors must make arrangements at their own expense to dispose of any excessive waste caused by these activities.
For all competitions, special treatments and demonstrations, the Organisers reserve the right to ban or terminate these onsite if in their view, or upon the advice of the health and safety representatives of the Venue it is deemed to be unsafe. Neighbouring stands should also be considered in regards to noise level and objectionable odours.
The appointment of official contractors has been made to ensure that exhibitors receive the highest standard of workmanship and service and to avoid unnecessary canvassing. Please see the official contractor page for further details here. For services not covered by an official contractor, exhibitors may appoint their own contractors, but it is recommended that these should be members of the Event Supplier & Services Association. Please contact ESSA on 01442 285812 or email: firstname.lastname@example.org.
Exhibitors not using the approved stand contractor to build their stand must forward details of their contractor to Emma Cash.
Instructions to contractors should be given well in advance of the exhibition.
Exhibitors must ensure that all their appointed contractors abide with all regulations detailed within this exhibition handbook and should be reminded that every contractor has a duty to cooperate with other employers when sharing a workplace. Please forward copies of your contractors’ risk assessments and public liability insurance to Emma Cash via email: email@example.com.
Wristbands will be issued to contractors and those exhibitors attending to build their stands in September, upon the completion of the official order form here. These wristbands must be worn by all personnel during the build and breakdown periods. Any contractors not wearing their wristband may be refused admission to the hall by Venue security.
Electrical Fittings, Supplies and Installation
All electrical installations on stands, feature/display areas and exhibits must comply with the following:
– The Local Authority; all applicable acts and any special requirements detailed by the Local Authority, Marshall Arena and/or the Organisers
– Health & Safety at Work Act 1974; Electricity at Work Regulations 1989
– Institution of Electrical Engineers BS7671 1992 and EVA’s Regulations for Stand Electrical Installations
– All equipment to be used should be thoroughly checked prior to the event to ensure its safe use; electrical items should have been Portable Appliances Tested prior to coming onsite.
All electrical work on site MUST be carried out by the official contractor Index Group Ltd and no other electrical contractor will be allowed to work in the exhibition area, without the express permission of the Organisers. Connection to the hall’s supply for any purpose MUST be carried out by Index Group Ltd. All electrical requirements can be ordered by completing the relevant order form here. These should be returned directly to Index Group Ltd together with a sketch plan indicating the required positioning (including height where appropriate) of electrical fittings on each stand. You are also able to complete the online enquiry form for electrics here.
Please also note that any overseas exhibitor who requires an electrical adaptor must supply this equipment themselves.
For any queries on electrical fittings please contact Index Group Ltd on 0800 085 9885 who will be happy to help you. You can also find a quick electric guide here.
A copy of the venue evacuation plan including fire evacuation procedure may be viewed here. Please ensure that your staff are fully aware of these procedures and comply with these guidelines.
Equality Act 2010
Exhibitors should be aware that they have obligations under the Equality Act 2010 (which incorporates the Disability Discrimination Act 1995) as they are considered ‘service providers’.
It is unlawful for service providers to treat people with disabilities less favourably than other people for a reason related to their disability. Service providers must make reasonable adjustments for people with disabilities, such as providing extra help or making changes to the way in which they provide their services. This also includes making reasonable adjustments to the physical features of premises to overcome physical barriers to access.
Disability should be considered in all its forms including mental or physical debility, deafness, blindness, speech impediment and severe disfiguration.
To this end we ask exhibitors to familiarise themselves with the detail of the act and ensure compliance in their exhibiting activity. More information about the Equality Act can be found at: www.legislation.gov.uk/ukpga/2010/15/contents.
See also Emergency Procedures (above)
Every exhibitor and stand building contractor should undertake a fire risk assessment which can be incorporated into your overall risk assessment. In general exhibitors are reminded of the stringent regulations governing materials used on site during an exhibition. All work must be carried out using non-flammable materials. Inflammable substances, naked flames, cellulose paints, Perspex and artificial plants are not permitted. All exhibitors/contractors must adhere to the local authority and fire brigade regulations.
Exhibitors should provide additional fire extinguishers for hire should you have features on your stand which require this; all members of your staff should be familiar with the proper use of fire extinguishers. Exhibitors should ensure that clear access is permitted to all fire points at all times.
Exhibitors should contact Emma Cash as soon as possible for written permission if they plan to use heat or to cook on their stands.
All exhibitors/contractors must adhere to the local authority and fire brigade regulations. All materials used on exhibition stands must be Class 1 (BS 476) fire retardant.
For all first aid enquiries please contact the organisers or Security staff in the hall.
For those exhibitors who wish to sample or sell food on their stands they are required to complete the Marshall Arena form available here. This form confirms that all catering, preparation and production through to service has been undertaken by the exhibitor (or the company producing the food), inclusive of food hygiene and HACCP Procedure recording at the relevant stages of production and during onsite sampling/sale, which will be available on request from the exhibitor. This is required from every exhibitor who intends to sell or sample food from their stand and must be returned to the Venue. Full responsibility for ensuring food is kept protected from contamination and at safe temperatures rests with the exhibitor.
It is essential that any stand providing refreshments to visitors comply with the Food Safety Act 1990 and Food Hygiene (Amendment) Regulations 1990. The following must be adhered to:
- All staff responsible for food preparation/serving should have the appropriate training and food hygiene certificates. In general any person involved in food preparation/handling should hold a minimum of a Foundation Certificate in Food Hygiene;
- Ready to eat foods which have been cut up, prepared or made off site and will be simply decanted out into serving dishes as samples will not require hand wash facilities on the stand;
- Where food will be cut up, prepared, handled and cooked on a stand, hand washing facilities must be provided within the stand. The requirement is access to a wash basin, together with a supply of hot and cold water at a suitable controlled temperature, a supply of soap, clean towels and a nail brush. The use of disposable gloves, tongs or antibacterial wipes/gel does not remove the requirement for hand washing facilities;
- If utensils, food chopping boards, food surfaces and crockery need to be cleaned then a separate/second sink, together with a supply of hot and cold water, is required;
- Separate sinks must be provided for food washing if the nature and amount of food preparation, and the volume of equipment washing, demands it. The size of sink needed will relate to the proposed use or size of equipment to be washed. If the same sink is to be used at different times for food preparation and equipment washing it must be thoroughly cleaned and disinfected between each process;
- In food preparation areas, the floor covering must be smooth, impervious and readily cleansible. In this instance carpet or bare wood is not acceptable;
- Hot water for sinks and basins must be provided from an immersion heater or instantaneous heater. Drainage must be into a sealed container or piped directly into drainage where appropriate by an approved venue contractor;
- A first aid kit containing sufficient supply of suitable bandages, dressing including waterproof adhesive dressing, must be provided;
- All persons engaged in the handling of open food must wear clean, washable overclothing;
- Open food displayed for human consumption must be adequately screened against the risk of contamination by persons visiting the stand;
- It is essential that all raw and cooked foods are separately handled, stored and prepared, so as to avoid any risk of cross contamination;
- Certain foods must be kept at a controlled temperature if the product contains cooked products such as meat, fish, eggs, cheese and vegetables;
- The Food Hygiene (Amendment) Regulations 1990 require foods such as soft cheese, sandwiches and cream cakes to be stored at temperatures not exceeding 8 degrees C, unless stated otherwise by the manufacturer. Other cooked foods like pies, pasties, sausage rolls and smoked or cures fish, if being sold that day, must be kept at a temperature not less than 63 degrees C.
- Sandwiches which contain any of the relevant foods must be kept at or below 8 degrees C unless they are sold within 4 hours of completion of preparation.
- All foodstuffs requiring refrigeration should be stored at the correct temperature in suitable containers. Where regular checks need to be carried out on foodstuffs a written temperature record should be maintained. Please click here for a Food Safety Record Temperature Check form template.
- Any stand preparing food for visitors must put in place, implement and maintain permanent written procedures based on HACCP principles. The Hazard Analysis Critical Control Point system requires you to make an assessment of the food hazards relevant to your ‘business’ and to put into effect food safety controls to ensure that the food you make and/or sell is safe to eat. Your documented food safety management system (ie HACCP plan and food safety temperature records) relating to your food operation must be made available for inspection;
- Solid waste must be frequently removed from food preparation and storage areas. It must be stored in lidded containers whilst awaiting collection. Liquid waste must not be emptied directly onto the ground or into the rainwater drainage system.
For further advice and clarification on these regulations, please contact Milton Keynes Council. Tel: 01908 691691.
Food & Alcohol Sampling
There are strict guidelines for food and drink sampling arrangements on your stand. Prior application is required which will then be reviewed and assessed in line with food safety regulations and with applicable charges by the venue. In the first instance please contact the Organisers. Please also complete the Marshall Arena Alcohol Authorisation form.
Please note that it is necessary for a personal licence holder to be present onsite at the venue should alcohol be distributed/sampled at the exhibition.
Essentially, quantities allowed should only provide a taster and need to be:
- Unwrapped food – “bite size” portions (small portions of foods that are hard to categorise as “bite size” such as ice cream should be no more than two mouthfuls);
- Individually wrapped items;
- No more than 100ml for tea, coffee, hot chocolate, mineral water, soft drinks and other non alcoholic beverages.
In general the following must be adhered to:
- Service staff must be over the age of 18;
- Products for sampling must be held in a secure area;
- Alcohol may only be served to visitors over the age of 18. Please note that this is at the discretion of the Licencees (Marshall Arena) who may raise the limit to 21 years;
- A sign must be displayed on the exhibition stand which states that alcohol will only be served to visitors over the age of 18, or at such other age limit as is determined by the Licencees;
- Exhibitors must refuse to serve alcohol to visitors who are, or who appear to be, under the prescribed age limit without an established form of proof of age identity;
- Exhibitors must refuse to serve alcohol to visitors who appear to be under the influence of alcohol;
- Sampling should only provide a taster and the following quantities are allowed:
a – Non alcoholic beverages: 100ml
b – Beer/Cider/Lager/Alcopops: 100ml
c – Wine: 50ml
d – Spirits: 5ml
- Exhibitors must have an understanding of the Licensing Act 2003;
- Alcohol must not be served before 10.00am.
All gangways at the exhibition must remain unobstructed and accessible at all times. Under no circumstances will any part of your stand, furniture, exhibits, demonstrations or displays etc, be allowed to project beyond the boundary of your stand. Exhibitors must work within the confines of their stand.
No compressed gas or Liquefied Petroleum Gas (LPG) shall be used within the exhibition without the prior written consent of the Organisers.
Health & Safety (see also Food Hygiene)
Exhibitions are seen as a place of work, and therefore are governed by the Health and Safety at Work Act (HASAWA) 1974. Under the Act, exhibitors, contractors and agents all have a duty to ensure that all personnel contracted by them are aware that they have a responsibility, so far as is reasonable practicable, for 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 risk to health. This includes that all employees are provided with information, instruction, training and supervision to ensure not only their health and safety but that of those working or attending the vicinity.
Construction (Design & Management) Regulations:
The above regulations apply to exhibitions, classing them as a building site during the build and breakdown period. These regulations simply re-enforce the already present health and safety regulations which exhibitions must adhere to. Your responsibilities as an exhibitor depend on whether you are a site only or shell scheme build. See also Shell Scheme Stands and Site Only Stands.
Site rules and site information:
As the organisers of the exhibition, we must include site rules and site information to all exhibitors (shell and site) entering the exhibition/site. Please note that in all cases it is the responsibility of the exhibiting company to make sure that their employees, contractors, sub-contractors and all other personnel under their instruction are informed of the site rules and site information BEFORE THEY ARE ONSITE. This responsibility does not lie with the Organisers or the Venue.
All exhibitors must ensure their participation at the GLT Show is carried out safely.
– Site only exhibitors must take note of the CDM regulations as they apply to you.
– In the case of Travel Row stands as you are not constructing anything on your stand, your responsibilities are similar to those of shell scheme exhibitors.
– Shell scheme exhibitors these apply to you only if you intend to carry out any construction within your shell scheme stand (ie build within your shell scheme).
For clarification, stand dressing, posters, placing display cases, freestanding furniture etc does not constitute construction, however walled/boarded graphics attached to your shell scheme walls does.
EVERY exhibitor MUST also sign the Health & Safety, CDM and Insurance Declaration statement available here.
RISK ASSESSMENT/METHOD STATEMENT:
The Management of Health & Safety at Work Regulations 1999 generally make more explicit what employers are required to manage under the HASAWA 1974. The main requirement is to carry out a risk assessment. For the Health & Safety Executives (HSE) advice on how to conduct a risk assessment, follow the link here: www.hse.gov.uk/risk/faq.htm.
Please also click here for a basic risk assessment template.
Please also note that a risk assessment may also be required for more specific activities/exhibits such as demonstrations, animals, vehicles, double-decker stands and other items. Risk assessments must cover build, open and breakdown periods.
It is a requirement of all exhibitors that a risk assessment MUST be completed and returned to the Organisers before admittance to the show is allowed.
A method statement deals with the scheduling, logistics and management of a site-only stand construction. It is not usually required by shell scheme exhibitors.
In addition to a method statement and scaled drawings/layout, Site Only exhibitors must ask their contractors to supply the Organisers with:
- A general policy statement on health and safety
- A construction phase plan
- Full details of fabrics and materials being used
- A copy of third party liability insurance certificate showing £5m cover.
See also CDM Regulations under Site Only Stands.
Health & Safety Policy:
A written Health & Safety policy should exist if the company has 5 or more employees (under HASAWA 1974). This is an overall risk assessment incorporating all practices and operations, where the company needs to record the significant findings of the assessment and based on this:
- Make arrangements for implementing the health and safety measures identified as necessary by the risk assessment
- Appoint competent people who will help them to implement the required arrangements
- Set up emergency procedures
- Provide clear information and training to employees
- Work together with other employers sharing the same workplace;
- This then becomes/forms the basis of the company Health & Safety policy.
Other regulations, including but not restricted to, Control of Substances Hazardous to Health Regulations 2002 (COSHH) and the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR), may require action in response to particular hazards or in industries where hazards are particularly high, which may be appropriate to participating at exhibitions.
Please visit www.hse.gov.uk for more information.
Any company proposing to use lasers must inform Emma Cash immediately as there are strict regulations in place for the use in exhibition space. As a rule, 28 days notice is required.
Noise and odours (see also Competitions/Demonstrations)
No loud or obstructive work will be permitted during the opening hours of the exhibition; neither will loud operating displays or exhibits producing objectionable odours be allowed.
All pipework including water and waste supplies, compressed air and natural gas at the show MUST be arranged through the venue. Contact the Organisers in the first instance.
Rules & Regulations of the Show
Please refer to the Organisers Rules & Regulations by clicking here to view them. These are to be referred to in conjunction with the Terms and Conditions of Contract for both Exhibiting and Sponsorships.
The site rules and information from both the Organisers and Venue can be found here:
Organiser Site rules and site information (CDM Regulations)
Please also refer to the AEO e-guide used by most venues including the Marshall Arena.
Exhibitors and visitors must wear their exhibitor and visitor badges at all times.
The Organisers expressly decline responsibility for any loss or damage which may befall the person or property of the exhibitors from any cause whatsoever. Security personnel have been employed both by the Marshall Arena and the Organisers however exhibitors are warned not to leave their stands with exhibits unattended at any time whilst the exhibition hall is open whether during the installation, open or dismantling periods. Please ensure that portable exhibits and equipment such as mobile phones and laptops are adequately secure and kept under surveillance. You may wish to insure your property against such risks.
In the event of loss or damage immediately inform the organising official on duty.
and Finally…. IMPORTANT NOTICES
If you intend to cook on your stand, or have displays involving livestock, birds or other animals, please ensure that you obtain written permission from YPL Exhibitions & Events (and as such through the venue), at least 4 weeks prior to the opening of the exhibition.
Any damage of any kind made to the fabric of the halls by the exhibitor is the responsibility of the exhibitor. Liability for damage does not rest with YPL Exhibitions & Events.