A-Z of General Show Information
Admission to the exhibition, which is for bona fide group travel organisers and professional trade/industry visitors only, will be free of charge on completion of a visitor registration ticket. The organisers reserve the right to refuse entry or to remove someone from the exhibition if necessary and deemed reasonable. Terms and conditions apply.
Protec European Events Limited have been appointed as the official AV contractor for the exhibition. You are able to view prices on the pdf here or visit their website productiontec.com to create an account online to order. Alternatively please contact Protec on 0845 900 0606 or email: email@example.com for any specific requirements.
There will be a free bacon butty on 5th October to welcome early bird attendees. This is available to all exhibitors and visitors between 9.30am and 11.00am (visitor entry from 10am) and is available from the catering area in the hall, subject to availability.
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.
Also refer to Health & Safety, Rules & Regulations, shell scheme stands and site only stands.
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.
> Download: Organiser Site Rules and Site Information (CDM Regulations)
The exhibition closes at 4.00pm on Thursday 5th October 2023. All goods and stand fittings MUST be removed from the hall by 7.00pm Thursday 5th October 2023. No goods can be removed from the exhibition hall until after the close of show. 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 5th October 2023.
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 directions to and a map of the venue.
During build, open and breakdown exhibitors should take care to safeguard their items. Neither the Organisers nor the venue will take responsibility for any item left unattended at any time.
Build and Delivery of Exhibits
Please also refer to the exhibition timetable available here and postal address section.
Also refer to Health & Safety section, Rules & Regulations, Shell Scheme Stands and Site Only stands.
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.
> Download: Organiser Site rules and Site Information (CDM Regulations)
For those exhibitors with site/space only stands, build begins on Wednesday 4th October 2023 from 10.00am.
Entry to the hall is permitted from 2.00pm for shell scheme exhibitors on Wednesday 4th October 2023. The offloading of goods and working on stands is permitted from entry time up to 6.00pm. In order to gain access to the hall for build, all exhibitors (and their associated exhibiting staff) must either wear their exhibitor badge.
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 Fitness First 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.
During build, open and breakdown exhibitors should take care to safeguard their items. Neither the Organisers nor the Venue will take responsibility for any item left unattended at any time.
Car Parking – Exhibitors
S2 parking has been allocated to exhibitors and exhibitor car parking during the build, open and breakdown period of the exhibition is free of charge. Click here for a map of the venue and directions to the site.
The hall in the Marshall Arena is a polished concrete floor; please note that it is therefore not possible to bolt into the venue floor for structural stability (which can be an option at other venues). The organisers will carpet shell scheme stand carpet with a grey carpet.
Any exhibitor wishing to change the colour of their stand carpet should, at their own cost, order carpet from our approved supplier, Index Group or through their own preferred supplier.
Please note that space only/site only stands are not carpeted. All carpet tape must be approved by the venue (please contact the show organisers) and any carpet tape left on the floor at the end of the breakdown period will be removed and charged direct to the exhibitor.
There are no cash machines in the hall. Exhibitors requiring a cash machine should walk across to the adjacent ASDA superstore.
Catalogue / Show Guide
All stand holders are entitled to a FREE listing in the exhibition Catalogue / Show Guide but will need to complete the form to ensure inclusion, which is available here. The catalogue will be made available to all visitors to the exhibition upon their arrival. You are able to advertise in the Show Catalogue / Guide – for more information on rates please click here.
You can also advertise in the preview editions of Group Leisure & Travel Magazine.
To request more information on all advertising/promotion options complete the form here.
If you have not already done so please complete your FREE Catalogue / Show Guide listing entry form by clicking here. For help you can email the editorial department at Group Leisure & Travel magazine by sending your message to firstname.lastname@example.org. If exhibitors do not complete the form we cannot be held responsible for the content of your listing.
The in-hall catering is open during the show open period and will offer a selection of food for visitors and exhibitors. Alternatively (and during build and breakdown) exhibitors may choose to go to the MK1 Retail Centre or visit the selection of restaurants on site at Stadium MK. There will be a free light lunch offered to all visitors and exhibitors between 12.30pm and 2.30pm, this will consist of a sandwich, sweet treat, tea/coffee.
In instances where exhibitors wish to bring their own catering on site, prior application is required which will then be reviewed and assessed by the Venue in line with food safety regulations and with applicable charges. Please contact the Organisers should you wish to do so and we will advise of the next steps. For those exhibitors who wish to sample or sell food on their stands they are required to complete the Marshall Arena form available here.
Please note that it is necessary for the personal licence holder of the exhibiting company to be present onsite at the Marshall Arena should alcohol be distributed/sampled at the exhibition.
You can find our Covid-19 policy and event guidelines by clicking here.
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.
Cleaning of all stands, including exhibits, is the responsibility of the exhibitor due to the Marshall Arena’s current Covid-19 policy.
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: email@example.com.
Exhibitors not using the approved stand contractor to build their stand must forward details of their contractor to Sharon Yandell.
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 Paige Phillips via email: firstname.lastname@example.org.
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 or complete an online 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.
Email broadcasting / e-newsletters / online promotion – Group Leisure & Travel magazine
We offer a range of online services through the show’s official media partner, Group Leisure & Travel Magazine – please click on the links below for more information:
Group Leisure & Travel Magazine
GLT Weekly Email Newsletter
GLT Email Broadcasting Service
To request more information on all advertising/promotion options complete the form 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.
We would politely remind exhibitors (and those parties they would reasonably be considered responsible for) that they should behave in an appropriate manner towards all visitors, exhibitors, contractors and other persons at the Group Leisure & Travel Show. This includes, however is not limited to, noise, disturbance, aggression, obstruction in addition to those exhibitors who appear (at the discretion of the Organisers) to be intoxicated or under the influence of drugs. The Organisers reserve the right to revoke the Exhibitor’s entry and refuse re-admission should an Exhibitor engage in unnecessary behaviour.
Exhibitors are also reminded that they must conduct business from their own stand, and are not permitted to canvas visitors in the aisles or show entrance. Exhibitors must not distribute literature or promotional material in the public areas of the shows including the show entrance, seminar theatre, seating areas unless sponsored by the exhibitor.
All exhibitors must wear their exhibitor badges at all times, including build. To register your staff for the exhibition, exhibitors will receive a link to their exhibitor hub via a welcome email from our registration company LiveBuzz. Should you need the access resending or have any queries, contact LiveBuzz.
Exhibitor badges will be emailed to exhibitors as PDFs before the show. Badges can be produced on site but to avoid unnecessary contact we encourage all exhibitors to print their badges in advance and bring them to the venue. Lanyards and holders will be made available on site.
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 fire extinguishers should there be 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 Sharon Yandell 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 cured 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.
Marshall Arena Food Sampling Authorisation Form
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 50ml 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: 50ml
b – Beer/Cider/Lager/Alcopops: 50ml
c – Wine: 50ml
d – Spirits: 5ml
- Exhibitors must have an understanding of the Licensing Act 2003;
- Alcohol must not be served before 10.00am.
Xpect Furniture is the official furniture and carpet contractor for the GLT Show and you can view a Furniture Order Form by clicking here. You can view Xpect’s full range of products through its website by clicking here.
Exhibitors are also able to get in touch with its team and order furniture by clicking on Xpect’s GLT Show enquiry page here.
Xpect will have a service kiosk at the show, located by the catering area in the hall to assist with late orders and queries. The service desk will be open from 10.00am – 6.00pm Wednesday 4th October 2023 and from 8.00am-11.00am on Thursday 5th October 2023.
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 and Venue.
If you need graphics for your stand, you are able to use the official graphics provider for the show – details of which can be found in the “Official Contractors & Services” section.
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.
Organiser Site rules and site information (CDM Regulations)
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.
– 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.
Full details of your responsibilities under CDM can be found under Shell Scheme Stands and Site Only Stands.
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.
Additionally, 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.
Click here for a method statement template (normally for site only)
Click here for a Construction Phase Plan Template (normally for site only)
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.
Exhibitors are advised to make hotel reservations as soon as possible. A selection of hotels are available via the accommodation page on the Group Leisure & Travel Show website. This includes the DoubleTree by Hilton, which is onsite at Stadium MK.
Please note our contractual terms require exhibitors to hold public liability insurance at a minimum level of £2million and hold employers liability insurance at a minimum of £5million.
EVERY exhibitor MUST sign the Health & Safety, CDM and Insurance Declaration statement available here confirming that they have the necessary cover in place.
Each exhibitor is responsible for insuring against any legal liability incurred in respect of injury, loss or damage to property belonging to third parties. In addition, they should protect their expenditures against abandonment and cancellation or curtailment of the event due to reasons beyond our control. Whilst the Organiser takes every precaution they are NOT responsible for damage to or loss to stand fittings or exhibits. The Organisers are also NOT responsible for any damage to the exhibition hall caused by exhibitors or their contractors and exhibitors should also ensure they investigate dilapidation cover.
All these risks and more can be covered by insurers under their Exhibitors Policy including but not limited to public liability, employers liability, cancellation and abandonment, transport/travel and property cover. Insurers such as Clear Group and Hiscox offer such cover through their exhibitor Insurance policies as do other insurance providers.
Rules set out by the financial regulators in European countries do not permit us to advise you on any insurance matter and you will need to satisfy yourself that cover meets your own requirements as well as the show organisers requirements in relation to public liability and employers liability.
Intellectual Property Rights
Intellectual property rights covers patents, copyrights, designs and trademarks. Should you require information on your rights relating to intellectual property (ie require a patent certificate etc) you should contact: Intellectual Property Office, Concept House, Cardiff Road, Newport, NP10 8QQ. Tel: 0300 300 2000 (UK Callers only) or +44 (0)1633 814000 (International). Email: email@example.com or visit the IPO website.
Marshall Arena has FREE Wi-Fi internet access at the venue. Exhibitors should note that this is an unsupported service and is not secure and is suitable for the checking of emails only. Marshall Arena advises that exhibitors check the Wi-Fi facility at least an hour before the event as some company security policies may prevent or restrict access.
In order to access this service:
1) log on to: MarshallArena_ Comp from the available networks
2) enter password: Events@MK
Any exhibitors who require a stable full time connection to the internet for their exhibition activities are advised to order a hard line connection to ensure functionality. Please contact Mollie Hockaday at the Marshall Arena to organise this on 01908 364297 or email firstname.lastname@example.org.
Any company proposing to use lasers must inform Sharon Yandell immediately as there are strict regulations in place for the use in exhibition space. As a rule, 28 days notice is required.
Logos and Show Media Asset Downloads
You can promote the fact that you are exhibiting at the Group Leisure & Travel show by using some of our complimentary banners and logos which are available to download here. Download any of the files you need from the links provided and start using the artwork on your websites and emails.
If you require something not available through the website contact our design and production department on tel: 01908 613323 or email email@example.com. You are also able to access logos through the exhibitor hub.
Leads capture – visitor information
Exhibitors will receive a link to their exhibitor hub via a welcome email from our registration company LiveBuzz. As well as exhibitor badges, invites to visitors, the hub includes links to order a smartscan app. Should you need the access resending or have any queries, email firstname.lastname@example.org.
It may seem obvious that you hold the visitors’ data, as they agreed to be scanned at the Group Leisure & Travel Show however many attendees do not remember precisely whom they spoke with at events so may be unaware who holds their data.
For more smartscan information, download the PDF by clicking here.
PRS for Music and PPL, the UK’s two music collecting societies, have joined forces to set up PPL PRS Ltd, a joint venture combining the two societies’ public performance licensing activities. PPL represents performers and record companies. PRS for Music is a society of songwriters, composers and music publishers. Both organisations ensure that the creators and performers of music are paid when their music is used in public. If you are planning to play or perform music on your stand in any capacity you must notify us, the Organisers by completing this form here, as you, the Exhibitor, will need to apply for TheMusicLicence (on behalf of both PRS for Music and PPL).
Please visit PPL PRS Ltd or telephone 0800 0720 808 for more information on TheMusicLicence and to order your licence (if required).
In all regards, you are asked to consider other exhibitors and ensure that the volume is not intrusive. The organisers reserve the right to request a reduction in volume if necessary.
Nameboards are only provided on full shell scheme stands for main standholders only. Please remember to complete the form here or the online form here. You are also able to complete the online enquiry form for nameboards here. If the nameboard form is not completed we will use the Company Name as provided at step 1 of the Mandatory Information form. Note that nameboards cannot be altered onsite.
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.
(During the exhibition build and open days only)
Name of Exhibiting Company and Stand number
GROUP LEISURE & TRAVEL SHOW 2023
Stadium Way West
(In some instances, the Marshall Arena postcode does not register with some older sat nav systems, please use MK1 1QB or Peverel Drive).
Neither the Marshall Arena, nor the Organisers will accept or sign for deliveries. Please ensure that there will be someone on your stand to sign and accept all deliveries. Mail will be delivered to the Organisers who will inform the addressees. Exhibitors should note that it may be quicker to have letters and parcels addressed to them at their hotels. Parcels must be clearly labelled with contact name, company name and stand number. The Organisers cannot sign for materials sent to the hall by courier service.
Should you also hire visitor capture devices through our registration company LiveBuzz Ltd, please refer back to this section for information on your responsibilities as an exhibitor.
Public Address System
ONLY IN THE EVENT OF EXTREME URGENCY, such as in the event of a fire, will messages be relayed over the PA system during the exhibition open period. Under NO circumstances will messages of a general nature, nor individual or publicity messages for exhibitors or visitors be relayed over the PA system during the exhibition’s open period.
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.
The standard shell scheme provided by the Organisers will be a Click Modular shell scheme consisting of black Nylon wall panels framed in aluminium, fascia panels on open sides, supported by aluminium posts at the corners and a panel with your company name and stand number. Please click here for a visual of the shell scheme and its panel specifications.
The shell height is 2.4 metres.
Please note that any shell scheme that stands wider than 4 metres will have supports across the ceiling to keep the structure rigid. This reduces the height for interior construction to 2.335metres, however if a modular system is built by an exhibitor inside the shell, the supports can be adjusted to suit. In this case you should contact the stand fitting contractor Index Group Ltd.
It should also be noted that shell stand partitions are contained within the site thereby reducing the interior dimensions. The visible display area is 2.270 metres x 0.945 metres on each panel.
Each shell scheme stand is fitted with 2 x 50watt halogen spotlights. Exhibitors requiring additional electrics should order them through the official electrical contractor, Index Group Ltd, using the order form here or online order form here. You are also able to complete the online enquiry form for electrics here.
Any overseas exhibitor who requires an electrical adaptor must supply this equipment themselves.
Exhibitors requiring extra fittings ie shelving etc to their shell stand should order via the Stand Fitting Form, available here or via the online enquiry form: here. This work is not included in the cost of the shell scheme and is not the responsibility of the Organisers. Fixing with nails, screws, staples etc is not permitted to the wall panels. The correct way of fixing your exhibits is by using Velcro dots and strips. If wall panels are damaged in any way a charge for replacing the panels will be made.
No part of any stand or exhibit will be permitted to encroach into the aisles and nothing should project beyond the perimeter of the stand.
It is the responsibility of the exhibitor to examine the site allotted in order to avoid costly adjustments to stand structures such as minor obstructions for which the organisers cannot accept responsibility.
Shell scheme stands and CDM Regulations:
As our stand builders are constructing your stand, you must be aware of the CDM Regulations. The guidelines only apply to you if you intend to carry out any construction within your shell scheme stand. Stand dressing, posters, freestanding furniture etc do not constitute construction, however walled/boarded graphics attached to the shell scheme do. You must read the site rules and site information and pass this information down the chain to staff, contractors and service providers to your stand, who will be accessing the site.
Organiser Site rules and site information (CDM Regulations)
All open spaces are just that – areas marked to the correct dimensions. Neither electrical fittings, walls, fascia, nameboards nor carpet are included in the price of an open space site.
Site Only exhibitors – CDM responsibilities:
You must read the site rules and site information and pass this information down the chain to staff, contractors and service providers to your stand, who will be accessing the site. Your Principal Contractor should consider these rules when formulating their Construction Phase Plan and your own Site Rules. You must ensure that welfare arrangements are in place (these are usually provided by the venue – see venue site rules and regulations) however you should detail these on your own site rules, including information on access to toilets, access to seating, access to drinking water, access to a retail food outlet/way to source food. Also consider welfare of the team in relation to working hours, equipment required and the necessary protective clothing if necessary.
Organiser Site rules and site information (CDM Regulations)
In addition, as you are constructing your own stand, under CDM, you are defined as a Client and your duties are:
- make arrangements for managing a project, ensuring that someone is named as responsible for ensuring all the required roles are fulfilled. You may be able to delegate the majority of these roles to your site only stand builder/designer if you use one.
- ensure construction work is carried out safely and that welfare arrangements are complied with – again you may delegate this to your builder/designer.
- ensure that a Construction Phase Plan is drawn up. The responsibility here is to ensure that there is one. Your designer/contractor will do this for you, and it will run alongside existing risk assessments and method statements that they complete due to their legal obligations.
To do this, you must also appoint a Principal Designer, Principal Contractor & Contractors, ensure that they understand their responsibilities, are competent and liaise with each other as necessary. The roles are shown below however the roles may be carried out by your own business, or by 1 or 2 separate parties. They can also be carried out by the same person:
Principal designer – the person/company in control of the ‘designs’ of your stand. They must:
- ensure all planning and design, pre-construction is carried out in compliance with the law.
- ensure risks are identified, eliminated and controlled at the design stage.
- ensure a Construction Phase plan is drawn up and a Health & Safety file is prepared/revised as necessary over the duration.
- ensure pre-construction information is provided to contractors.
Principal contractor – the person/company who is in control of the ‘build’ of your stand. They must:
- plan, manage and co-ordinate the construction phase (build and breakdown).
- ensure work is carried out without risks to safety.
- draw up site rules for the stand area (may mirror the event’s rules but should not be limited to these).
- restrict access to your site as and when required by the work being carried out at the time.
Contractor – often provided by the same company who fulfil the Principal Contractor role. If the Principal Contractor engages a third party contractor then these become their responsibilities. They must:
- plan, manage, monitor the way construction is carried out, ensuring it is safe to construct and remove within the environment.
- plan construction so that it has little or no impact on neighbouring constructions or contractors.
- provide information, instruction and training.
- liaise onsite with the Organisers and Venue.
For site/space only stands, contractors/exhibitors MUST provide the Organisers with:
- a copy of a scale drawing including plans and elevations
- Construction phase plan – details below
- Method statement
- Risk assessment
- Full details of fabrics and materials being used
- Sign off by a structural engineer once the stand is completed
- Third party insurance certificate showing minimum cover of £5million.
The Construction Phase Plan is very similar to a risk assessment. Although there is no mandatory style you must use to complete this, a template of a Construction Phase Plan can be viewed here. The plan should include:
– Who are the duty holders? What training/experience do they have? What do they need? How do they monitor progress and safety?
– Communication – how will site rules, any changes, RAMS (Risk assessment, method statement), accidents/incidents and construction Phase Plan be communicated?
– What consultation process is in place with your contractors?
– Who is responsible for what? What are the site rules? What are the welfare arrangements?
– What are the main dangers during construction; What controls are in place?
See also Health & Safety section for more details.
Contractors/exhibitors will not be allowed to commence their build-up until they have complied with all the requirements of the Health and Safety at Work Regulations 1992. All structures, materials, special designs, unusual constructions and all signs must conform to British Safety Standards and codes of Practice and comply with Local Council regulations or those of other statutory authority (see also fire precautions).
General build guidelines:
The maximum building height is 4 metres.
Where shell and site only stands adjoin, space only sites are not permitted to attach anything to the adjoining shell scheme. Exhibitors taking space only sites backing onto, surrounded by or adjoining shell schemes, should not assume that panels facing their stand will be finished (covered with material).
Space only sites booked between shell scheme sites must take into consideration the size of the allocated space. Space only exhibitors booking stands between shell scheme sites must deduct 55mm from overall measurements to fit within the allotted space (ie a 3m x 2m space only site will have a floor dimension of 2945mm x 1945mm). Failure to take care over internal measurements could mean that the stand will not fit in the allocated space. All partition surfaces built above the standard 2.4m shell scheme site must be decorated.
Where open space sites adjoin; the dividing wall is the joint responsibility of both exhibitors. Such walls must be a minimum height of 2.4m up to a maximum height of 4 metres. If adjoining walls are of different heights (up to the maximum permitted height of 4 metres) the exhibitor with the higher wall must ensure that the exposed rear wall is neatly faced and decorated to the satisfaction of the neighbour with the lower wall. Under no circumstances will exhibitors be permitted to display company names, logos or lettering on the rear of dividing walls overlooking neighbouring stands. In addition all stands must be finished both front and back.
Small modular systems or designs which do not present an adequately finished party wall with a neighbouring exhibitor will not be acceptable. Drapes also do not constitute a sufficient division between two site only stands.
Flooring – please note that the venue has a polished concrete floor and it is not possible to bolt into the venue floor. Please ensure adequate precautions are taken if carpet tape is used. All carpet tape must be removed and any charges for the removal of carpet tape left on the floor at the end of breakdown will be passed direct to the exhibitor.
No part of any stand or exhibit will be permitted to encroach into the aisles and nothing should project beyond the perimeter of the stand. Designs incorporating runs of solid walling, particularly along the stand perimeter may not be approved by the organisers. The stand’s position in the hall will affect the organiser’s approval depending on the obscurity of neighbouring or perimeter sites.
Please ensure adequate precautions are taken if carpet tape is used. All carpet tape must be removed and any charges for the removal of carpet tape left on the floor at the end of breakdown will be passed direct to the exhibitor.
Stand designs with a raised floor or platform above 18mm in height must incorporate a wheelchair ramp.
Lighting and power points must be arranged through the electrical contractor, Index Group Ltd – click here for the form.
It is the responsibility of the exhibitor to examine the site allotted in order to avoid costly adjustments to stand structures such as minor obstructions for which the organisers cannot accept responsibility.
The Group Leisure & Travel Show is a no-smoking exhibition. Smoking (including e-cigarettes) is not permitted anywhere in the Marshall Arena.
We have various sponsorship opportunities available suitable for all budgets. These include carrier bag inserts, lanyards, registration and the coach display area.
If you are interested in further promoting your presence at the Group Leisure & Travel Show please click here for more details.
Stand Round-Up Photos in Show Review
To maximise your presence at the Group Leisure & Travel Show, Group Leisure & Travel magazine is offering composite space adverts in the November review edition. Pre-book your pictorial stand round up before the show and make a substantial saving – complete the information request form here.
There is no provision for the storage of packaging materials within the exhibition hall. Exhibitors must make their own arrangements for the removal and storage of all packaging materials, cartons, crates etc. No storage is allowed behind stands and will be removed by Security or the Organisers.
Telephone and IT services
Exhibitors requiring any communication services on their stand should contact Mollie Hockaday on 01908 364297 or email: email@example.com.
And Finally…. important notice
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, Yandell Media Group Ltd, or Yandell Publishing Ltd.