Hillhead 2009

Health & Safety rules for exhibitors

Contents

Exhibitors’ checklist

  1. Appoint competent person(s)

    You should first appoint a single Planning Supervisor (or ‘Safety Co-ordinator’) to co-ordinate all stand functions throughout the build-up, open and breakdown periods. This person should be a senior member of your staff and will be responsible for either appointing a competent stand designer and principal stand contractor or overseeing the project within their own organisation, including on-site supervision during the build-up and breakdown periods.

  2. Review your accident records

    Did any incidents or accidents occur on the stand at the last show? How did it/they occur? Can they be avoided in the future? Have you passed on all the safety information from the Organisers to all the relevant people?

  3. Read the Exhibitor’s Manual
    Pass on the Hillhead 2009 Health and Safety Rules for Exhibitors and any other health & safety information to all parties involved with your participation in the exhibition.

  4. Undertake a Risk Assessment
    All outdoor exhibitors, space only pavilion exhibitors and shell scheme exhibitors with heavy items or significant risks are required to submit a Risk Assessment to the organisers by 17 April 2007 covering their activities at the show and also to describe how any hazards identified are to be managed and controlled. This assessment must include the construction of the stand, structure, pavilion and any exhibits and equipment including:

    • build-up
    • show days
    • dismantling
    • demonstrations
    • site clearance

    The assessment must also take account of the risks, if any, associated with fire. Risk Assessments must also comply fully with the Hillhead 2009 Health & Safety Rules for Exhibitors. Pavilion Shell Scheme exhibitors with low risk stands may opt to complete the Health and Safety Declaration and return it to the Organisers by 17 April 2007.

  5. Notify all parties concerned of your findings
    If you cannot eliminate a hazard identified as part of your site activities you must ensure that the risk is minimised and acceptable and agree suitable control methods with your stand staff and contractors – especially with temporary staff. You must bring to their attention all relevant health & safety information that the organisers have sent you.

  6. Ask your principal contractors (if any) to undertake a risk assessment
    Ensure that you have a copy of their Risk Assessment, which should be specifically for your exhibition stand and its curtilage.  Generic assessments are not acceptable as they must address the issues, hazards and risks that exhibitors’ site activities generate.

  7. Collate and submit all relevant details
    Sign and return to the organisers the Hillhead 2009 Risk Assessment form (or Health and Safety Declaration form if appropriate) together with any appropriate drawings, structural calculations, Method Statements etc.

  8. Review your safety measures for the show
    Revise the existing control measures where necessary and communicate your findings to all parties.