Hillhead 2009

Health & Safety rules for exhibitors

Contents

Site safety rules (to be updated for 2009)

Access

  • Normal access to the exhibition site is via the north entrance to the site off Hillhead Lane in Harpur Hill as signposted by the AA.

  • A ‘one way’ traffic system will operate during the build-up period (Monday 15 June – Monday 22 June) with vehicles leaving the exhibition area through the old quarry and exiting via the East entrance of the site onto the B5035 Longnor Road. This gate is approximately 500m from junction of the A515 Buxton to Ashbourne road at Brierlow Bar.

  • Exhibitors with stands in the main pavilion or with outdoor plots at the south end of the site will be issued with passes for the Red Exhibitors’ Car Park entering via the East entrance off the B5035 Longnor Road.  All other exhibitors will park in the usual area.

  • On leaving the exhibition area vehicles must pass directly through the quarry without stopping until they leave the site.

  • All visitor traffic will enter and exit via the North entrance (Harpur Hill).

  • In order to alleviate congestion on the afternoon of the last day of the show (Thursday 25 June), collection vehicles will be instructed to enter the site via the East entrance where they will be held in a specially demarcated parking area until safe access to the site is available.

  • Throughout the breakdown period (Friday 26 June – Friday 3 July) the one way system used during the build period will apply i.e. In – North, Out – East. The only exception to this will be vehicles which cannot pass under the low bridge (4.34m /14ft 3in) on the B5035 Longnor Road.

Car parking

  • Cars may be taken down into the exhibition area during the build-up and breakdown periods only if they can be parked on the stand.

  • If the site becomes very congested cars will not be allowed down into the showground area.

  • For safety reasons there will be restricted access for cars in the showground area on Monday 22 June.

  • Cars must not be parked on stands on show days

  • Exhibitors should park in either the Red or Blue car parks depending on stand position (see Delivery and Collection Section) during the three show days.  Please apply for passes using the form in that Section.

  • The road onto the exhibition site will be closed at 8.00am and all cars must be off the site and in the car park by that time.  Any cars parked illegally, either on access roads or in the exhibition area, will be towed away.

Children and animals

  • Children under the age of 16 will not be admitted into the exhibition.  This applies during the build-up period, on show days and during the breakdown period.

  • With the exception of police dogs or site guard dogs, all animals are excluded from the site.

  • Exhibitors must ensure that their own staff, contractors and delivery drivers are aware of these restrictions.

Cranes & lifting

  • The operation of all cranes, including vehicles equipped with hydraulic lifting arms, must conform to BS7121 Part 3 Code of Practice for Safe Use of Cranes and the LOLER (Lifting Operations and Lifting Equipment Regulations) 1998.

  • All cranes and other vehicles, such as vehicles fitted with hydraulic lifting arms must carry with them all relevant test and examination certificates, specifically:-

    • 4 year crane test certificate                                              
    • 12-monthly certificate of insurance
    • 6 monthly lifting equipment certificate
    • Certificate of Training Achievement for operators.

    These documents will be subject to inspection on arrival at the site.

  • Hewden Crane Hire are the appointed crane hire/contract lift contractors and Melville Logistics are the appointed forklift providers for the show.  Any other crane hire operators and forklift drivers must report to the site office for a briefing with the site safety officer prior to starting work.

  • All crane hire must be planned and a Method Statement and Risk Assessment must be in place prior to the commencement of the lift.

  • The area of the lift must be cordoned off as appropriate and only personnel involved in the lifting operation should be in the immediate area.

  • Personnel involved in lifting procedures must wear the appropriate PPE and hold the appropriate certification which should be available for inspection.

  • Exhibitors hiring a crane from Hewden under standard CPA conditions and supplying their own lifting personnel must produce a copy of their insurance certificate.

  • Persons operating forklift trucks must have their certificate of competence available for inspection or they will be prohibited from operating before being issued with an Authorisation to Drive.

  • Under no circumstances should lifting slings be suspended from a forklift truck unless the vehicle in question is fitted with a suitable lifting eye attachment.

Demonstration area

Legal/access

  • The entire demonstration area will be demarcated and designated as a working quarry area for health and safety purposes and the 1999 Quarries Regulations will apply. 

  • The demonstration area is strictly out of bounds to everyone except exhibition staff and others with the express permission of the organisers.  At all times pedestrian activity must be kept to a minimum.

  • The use of high-visibility clothing, suitable footwear, hard hats and the appropriate PPE is mandatory in the demonstration area and the use of eye protection is strongly recommended.

  • Safety inspectors will be on site throughout the show and any infringement of regulations could result in demonstration facilities being withdrawn.

Operation

  • All working machinery must be guarded to the appropriate British or other relevant Standards.

  • No-one shall either clean or grease or otherwise maintain any machinery while the equipment is in motion.

  • No-one shall remove any guard unless the machine or part of the machine in question has been shut down, isolated or locked-off as appropriate.

  • No person may operate plant and machinery in the demonstration area unless authorised in writing by the quarry manager.

Electrical regulations

  • All demonstration equipment must comply in full with the ‘Electricity at work regulations 1989’ as laid out in the Memorandum of Guidance on the Electricity at Work Regulation 1989 (ISBN 0-11-883963-2) and The Use of Electricity at Work Quarries Regulations 1989 (ISBN 0-11-885484-4). Both are available from The Stationery Office (tel: 0870 600 5522; fax: 0870 600 5533; email: support@thesa.co.uk; website: www.thestationeryoffice.com)

  • Equipment failing to comply with the 1989 regulations will not be allowed to operate and may be required to be removed from the site

  • All demonstration equipment should be installed and tested by 12:00h on Friday 22 June and the test documentation should be available for inspection.

  • Crushers, screens, feeders, conveyors etc operating on a three-phase supply both in the demonstration area and on static display must be subject to continuity, insulation and earth tests.  Equipment with insulation readings of less than 1 megohm will not be allowed to operate

Environmental health

Bottled gases

  • Bottled gas cylinders should be transported, stored and used in an upright position.

  • Cylinders should be stored in metal containers away from any other products including other gases, oil paints, corrosive liquids and batteries.

  • Exhibitors and contractors should try to ensure that the minimum size of cylinder needed for the job should be used.

COSHH

  • Exhibitors must be aware of their responsibilities in respect of guidance related to the Control of Substances Hazardous to Health Regulations and ensure that any chemicals, cleaning materials etc brought onto site are correctly used and stored.
Contaminated waste
  • All contaminated waste such as oil filters, oily rags, grease cartridges etc must be placed in the bins marked ‘Contaminated Waste’ and not in either the domestic waste bins or general rubbish skips.
Dust suppression
  • All crushers, screens, conveyors etc must be fitted with dust suppression systems adequate to control such fugitive dust as may arise.
Food preparation areas
  • All catering must comply with The Food Safety (General Food Hygiene) Regulations
General Waste (controlled waste)

  • During the build and breakdown periods timber, packing cases and other items of controlled waste should be placed in the skips near the catering pavilion and at other points around the site. On show days all domestic-type waste must be put into the plastic bags provide by the waste management contractor. Additional bags are available on request from the Organisers’ Office and all rubbish will be collected each evening.

  • Under no circumstances should waste food or other rubbish be left on the quarry floor.

Spillages
  • Accidental spillages of oils, lubricants etc should be ‘mopped up’ immediately with appropriate materials and placed in the Contaminated Waste bins. A spillage kit will be available in the Organisers’ Office for this purpose.
Sustainability

  • Please note that a new British Standard BS 8901 for Sustainability at Events is currently being developed with the objective of reducing the level of waste generated by the event industry.

  • It would be appreciated if exhibitors at Hillhead 2009 could take steps to minimise waste on site by utilising reusable packaging, carpet tiles instead of ‘one-use’ carpeting, etc wherever possible.

Waste water

  • In order to comply with Environment Agency rules on the discharge of waste water, waste water tanks will be positioned near to the catering pavilion and at the south end of the main pavilion. Water from cooking or washing-up should be placed in these tanks and not be poured onto the quarry floor.

Fire safety

  • Under the Fire Regulations introduced in October 2006 exhibitors should undertake a Fire Risk Assessment of their stands and also nominate a Fire Safety Manager

  • The show operates a ‘no smoking’ policy in the pavilions, bar/buffet marquee and Organisers’ Office.

Manual handling

  • Forklifts and teleporters  are available for hire on site.  If there is no option other than manual handling, staff, contractors etc should be advised to adopt the correct lifting position.

Medical and emergencies

Disabilities

  • Because of the nature of the quarry ground conditions, the site may not be suited to people with walking difficulties or other health problems.

  • On show days the organisers will endeavor to assist bona fide visitors or exhibitors with on-site transport providing such arrangements are made in advance.

  • Wheelchairs – The general terrain and certain gradients are unsuitable for the use of wheelchairs on site.

  • Visual impairment – As above, the underfoot quarry site conditions are unsuitable for the visually impaired,

Drink & drugs

  • Under no circumstances should exhibitor’s staff, agents or contractors be working on site whilst under the influence of either alcohol or drugs.

  • Anyone suspected of being under the influence of either alcohol or drugs will be required to leave the site immediately.

  • The sale and consumption of alcohol on the site is not permitted during the build-up and breakdown periods.

Emergency procedures

  • In the event of a serious accident or emergency of any kind, immediate contact should be made with the Organisers’ Office or the Organisers’ staff, identifiable by their orange and blue Hillhead safety jackets or orange vests.

Fire extinguishers

  • Fire extinguishers will be located in the Organisers’ Office and also at both ends of the Main Pavilion as well as in the Catering and Registration Pavilions.

  • Exhibitors are advised to provide fire extinguishers of suitable types in all cabins, hospitality units etc where electrical equipment or gas appliances are being used and any other place under their control where there is a risk of fire eg on-stand barbecues.

First Aid

  • There will be a First Aid Technician and qualified first-aiders in the Organisers’ Office during the build-up, open and breakdown periods.

  • An ambulance, paramedic and technician will also be in attendance from Monday 22 June to Saturday 27 June.

Major incident plan
  • The show has a procedure designed to deal with major incidents. In the event of a significant incident exhibitors should ensure their staff do not impede either the organisers’ staff or emergency vehicles.

Noise

  • For the comfort and convenience of other exhibitors and visitors, the maximum noise level permitted for generators and other equipment on site is 85dBA at 1m

Outdoor static exhibition area

Electrical Regulations

  • Stand personnel responsible for electrical equipment, including stand contractors, must be made aware of these regulations which will be strictly enforced and apply during build-up and breakdown periods as well as during the exhibition open period.

  • Exhibitors should be aware of their obligations under the 1989 Electricity at Work Regulations.

  • All work on site must be completed to Institution of Electrical Engineers Wiring Regulations for Electrical Installations.

  • Exhibitors are advised to consult with the site electrical power provider, National Exhibition Electrics (NEE) with regard to their requirements.

  • All outdoor stands requiring an electrical supply must be powered either by the main distribution system (recommended) or a suitable generator.  Exhibitors adjacent to the main pavilion are prohibited from using generators because of noise considerations and must use the site distribution system.

  • The electrical supply service through the site electrical distribution system, provided by NEE, includes the connection and testing of a 240V single-phase supply.  Exhibitors must be aware that all other elements of the electrical system – cabins, equipment etc, must also have been tested before use on site.  This supply will not be available during the build.

  • Where additional installation work is necessary on-site, the work must also be tested and certificated.  It may be possible to arrange this through NEE when they are supplying the power package.

  • Exhibitors are advised to ensure that on any set they use/hire, all generator terminations are inaccessible when live and secured behind locked or preferably bolted covers, requiring a tool or key to gain access to them.

  • Generators should not be refuelled when they are running.

  • It is required that one point of the generator output circuit should be earthed.  Earthing should be by earth rods and the effectiveness of the earth should be tested by the electrician who installs the generator.  A record of that test should be kept.  Alternative means of earthing may also be used, providing that an equivalent level of electrical safety results.

  • In order to provide a fail-safe device in the event of a fault, all generators running on a supply of 240V (or higher) should be fitted with time delay RCDs set to trip at 300 m.Amps, the sub mains board fitted with RCDs set to trip at 300 m.Amps, and the final circuit distribution boards fitted with RCDs set to trip at 30 m.Amps.  Where it is not possible to operate machinery with the RCDs set at these levels, the permission of the site electrical engineer must be obtained.

  • The output of the generator should not be significantly in excess of the current required.  When a larger generator than necessary is being used it must be fitted with either fuses or overloads sized to protect the cable connected to it.

  • The use of waterproof plugs/sockets and rubber-sheathed cable to connect the generator to cabins, hospitality units, marquees etc will only be permitted when the generator is positioned in such a way that the connecting cable can neither be walked on, driven over, nor is vulnerable to any other damage.  In all cases cable runs should be kept to a minimum.

  • Where generators cannot be so positioned and there is no alternative but to lay the cable across open ground, this cable must be either of a construction suitable to ensure safe use (eg wire armoured) or be protected by appropriate rubber cable trunking or equivalent.

  • Exhibitors must ensure that all cables are routed in a way that does not present a tripping hazard to stand personnel, visitors or others.

  • Exhibitors owning suitable generators or hiring a mobile hospitality unit with a built-in set will be permitted to use such equipment providing that it is of suitable required specification, passes on-site inspection and the appropriate documentation is available.

  • For the comfort and convenience of other exhibitors and visitors, the maximum noise level permitted for generators on site will be 85dBA at 1m.  Note: Unsilenced sets are most unlikely to comply with this requirement.

  • All stands should have on display a valid earth-test certificate and documentation confirming the electrical soundness of the equipment being used.

  • Exhibitors are strongly advised to obtain copies of electrical inspection/test certificates for all electrical equipment prior to arriving on site, particularly pre-wired cabins, hospitality units and generators.  Prior to the opening of the exhibition, stands will be visited by a site electrical inspector who will need to check this documentation.

  • Generators, electrical equipment and installations may be subject to visual inspection and a noise emission assessment by one of the site safety officers.  If considered appropriate, equipment will also be subject to testing by the site electrical engineer.  Any systems failing such tests will not be permitted to operate until all faults have been rectified and the equipment has been re-tested.  At all times the decision of the site electrical engineer will be final.  Any remedial work which is required must be arranged directly with a site electrical contractor.  Random electrical and noise-emission tests will also be conducted and details recorded.

  • All generators and electrical equipment on outdoor stands must be available for inspection and testing by 12:00h on Saturday 20 June.  Exhibitors are strongly advised to complete their electrical installations in accordance with the organisers’ schedule.

  • All hand-held power tools on site must be double-insulated and be operated on 110V only.  These regulations can be met by the use of a centre-tapped to earth 110V transformer and all stand contractors must be made aware of this requirement.

  • Domestic-type equipment – kettles, water heaters, coffee makers, refrigerators, heaters, alarms, lighting, hand tools, caterers’ equipment, ovens etc should be delivered to site with evidence of a current Portable Appliance Test certificate and may be subject to visual inspection and testing by the site electrical engineer.

  • Computers, videos, CCTV, microwave ovens etc – This equipment (except cables) cannot be tested in the same way as the above and thus can be subject to visual inspection only.

Site electrical contractors

  • All installation work, including the connecting up of generators, must be organised in advance either through NEE or with a suitable electrical contractor.

  • The site electrical engineer based in the in the Organisers’ Office will be available to assist with on-site liaison between exhibitors and the site electrical contractors.

  • All other electrical contractors engaged by exhibitors must report to the Organisers’ Office for a briefing by the site electrical engineer in order to obtain permission to work.

  • Exhibitors are responsible for ensuring that electrical contractors they engage for work on site are both competent and fully aware of these regulations.

  • Exhibitors should ensure they obtain a hand-over certificate from their electrical contractor confirming that the installation has been subject to satisfactory testing.

Stand construction and design

  • The construction and dismantling of large structures does not require notification to HSE under the Construction, Design and Management Regulations; however, exhibitors are strongly advised to comply with the remainder of the regulations where appropriate.

  • Exhibitors are responsible for ensuring that any structure they build or commission is not vulnerable to wind damage.  In the event of any doubt about the stability of a structure exhibitors should contact organisers’ staff for advice.

  • Where a rigid two-tier marquee structure is being erected a method statement must be provided to the organisers in advance of the exhibition together with details of control measures to ensure that contractors do not have to work unprotected at height.

  • Tall and/or large structures should be designated as ‘hard hat areas’ during the build-up and breakdown periods.

  • Suitable steps and guard rails should be fitted on equipment for visitor viewing.

On stand demonstrations

  • There can be no on-stand demonstrations without the express permission of the site manager.

  • Working equipment must be suitably guarded and such demonstrations must be surrounded by an approved safety barrier.

Pavilions

Electrical regulations

  • Stand personnel responsible for electrical equipment, including stand contractors, must be made aware of these regulations which will be strictly enforced and apply during build-up and breakdown periods as well as during the exhibition.

  • Exhibitors should be aware of their obligations under the 1989 Electricity at Work Regulations.  All work on site must be completed to Institution of Electrical Engineers Wiring Regulations for Electrical Installations.  Exhibitors are advised to consult the site electrical power provider, NEE with regard to their requirements.

  • As there is no mains power on the exhibition site, the pavilions will be supplied by large generators feeding the internal distribution system.

  • Because of the loading effect they could have on the circuit, kettles, coffee makers and electric heaters of all types are not permitted.

  • Most other electrical equipment such as models, computers, videos etc should work without any difficulty.  If exhibitors are in any doubt they should contact NEE.

  • In accordance with Quarry Electrical Regulations, all hand-held power tools on site must be double-insulated and be operated on 110V only.  This regulation can be met by the use of a centre-tapped to earth 110V transformer and all stand contractors must be aware of this requirement.

  • Exhibitors must ensure that all cables are routed in a way that does not present a tripping hazard to stand personnel or visitors.

Stand construction and design – shell scheme

  • Under no circumstances can any part of the shell scheme be removed.  The walls, facia panels etc form an integral part of the structure and must remain in place for safety reasons.  Exhibitors should ensure that stands are designed with this in mind as the contractors will refit any component of the scheme which has been removed.

  • All stands and contents must be designed within the 2.5m height restriction.

Stand construction and design – space only

  • Stands must be no more than 4m high.

  • Exhibitors must ensure the structural stability of the stand so that it does not present a hazard to visitors and others at any time.

  • Stand plans, structural calculations, Risk Assessment and Method Statements must be submitted to the Organisers by 15 May 2009.

Stand Staffing

  • Stands must be manned at all times throughout the show opening hours.

Personal protective equipment

Eye protection

  • Eye protection must be used where there is a possibility of flying stone or dust, e.g. around crushers, breakers etc.

  • The use of eye protection is also strongly recommended by all personnel working in the demonstration area.

  • Eye protection must also be used for any appropriate on-site preparatory work such as cutting, welding, grinding etc and in any other circumstances where there is a risk of eye injury.

Footwear
  • Exhibitors are reminded that, in view of the nature of the quarry site, all staff should wear suitable footwear (safety boots recommended).  In particular, female staff should be made aware that high heels, court shoes and open sandals are unsuitable for wearing anywhere on the site.
Hard hats

  • The use of hard hats is mandatory in the demonstration areas and in the designated areas where structures are being erected/dismantled during the build/breakdown periods.

  • It is also recommended that exhibitors, contractors, staff and visitors wear hard hats elsewhere on site

Hearing protection

  • Hearing protection must be worn in all appropriate circumstances.

  • All machinery and vehicles must comply with the Noise at Work Regulations.

Visibility
  • The use of high visibility clothing such as jacket or vest is mandatory in the demonstration areas and recommended elsewhere.

Quarry faces

  • In order to ensure the safety of everyone on site, the organisers have put in place edge protection on quarry face tops and roadways, and rock traps at the bottom of faces.  These are high-risk areas and exhibitors should advise their staff, contractors and agents to keep away at all times.

Quarry manager’s inspections

  • A competent person appointed by the quarry manager will carry out daily and additional inspections as necessary of all working areas, roadways, quarry faces and edge protections.  The findings of these inspections will be recorded and appropriate action will be taken to eliminate any danger.

  • Any member of the exhibitors’ staff who, in the normal course of their duties, notices defects in machinery, equipment, roadways or quarry faces, or any other danger must alert the quarry manager in order to ensure that steps are taken to eliminate the danger promptly.  Any remedial action may require the involvement of site safety staff

Quarry vehicle rules (heavy plant)

  • No person may operate a quarry vehicle unless authorised in writing by the quarry manager.

  • All vehicles shall be fitted with an audible reversing warning device.

  • All dumptrucks and loading shovels must be fitted with a reversing camera system or alternative device equal in its effect, together with mirrors to provide all-round visibility from the drivers’ position.

  • Vehicles shall not operate during hours of darkness.

  • No person shall be able to either stand or work under a raised vehicle body or loading shovel bucket unless a suitable prop or equivalent is used to prevent it falling.

  • Vehicle bodies must be lowered fully before moving off.

  • Reversing must be kept to a minimum and operators must ensure there are neither obstructions nor people behind.

  • The site speed limit of 15 mph must be strictly observed.

  • Quarry vehicles shall be parked so that they can be driven forward when moving off.

  • Loading shovel buckets shall be lowered flat to the floor when parked.

  • The bucket of a loading shovel shall not be passed over the cab of a dumptruck.

  • Empty vehicles shall give way to loaded ones.

  • Daily maintenance inspections shall be carried out at the start of the day as per the checklist issued.

  • Any vehicle with a safety critical defect shall be parked up immediately.

  • A competent daily brake test must be carried out and the results recorded/monitored.

  • Passengers shall not be carried unless a purposed-designed seat is available.

  • Loading shovel and excavator operators shall ensure that all loads being carried are secure,  dumptrucks are loaded safely so as to prevent material falling off and dumptrucks are not signalled to move off until it is safe to do so.

  • Seat belts must be worn at all times.

  • Drivers of demonstration equipment must use headlights in poor visibility and ensure that additional care is taken when mounting and dismounting the machine.

  • Keys shall not be left in the ignition of an unattended vehicle.

  • Failure to follow these rules may result in the authorisation to drive being withdrawn.

Road vehicle rules

  • Speed limits must be observed at all times and exhibition staff who need vehicular access to the stand are requested to drive carefully and courteously.

  • Banksmen must be used by drivers of delivery/collection trucks to assist when reversing.

  • All traffic movement except official and emergency vehicles will be prohibited on site between 08:00h and 1800h on show days  (17:30h on Thursday 25 June).

  • There will be restricted access to the showground area on Monday 22 June in order to minimise traffic congestion when all vehicles will require time-limited passes.

  • All delivery vehicles fitted with lifting equipment must have all relevant safety documentation available for inspection on arrival (see Cranes & Lifting).

Working on site

Late working

  • No-one will be permitted to work on the site after 2100h without the express permission of the site manager.

  • Adequate lighting must be provided for anyone working on site during the hours of darkness or in poor visibility.

  • Under no circumstances will anyone be allowed to sleep on the site.

Wet weather working

  • In the event that stand erection work has to take place in wet or windy weather conditions, exhibitors must ensure that both their staff and/or contractors take special care in handling equipment and/or components such as aluminum marquee components which may be more difficult to handle.

  • It may be necessary to suspend operations temporarily should weather conditions dictate.

Working at height

  • The law requires care to be taken at any height and this should be taken account of in the exhibitor’s Risk Assessment process.

  • Hillhead 2009 site safety staff will be paying particular attention to any work taking place at height for which specific safety measures such as the use of guard rails, hydraulic platforms, safety harnesses etc should be in place.

  • No-one shall position themselves under a load suspended on lifting equipment.

  • Ladders should only be used for low risk, short duration (15 – 30 min) tasks and must be made secure.

  • No-one shall use a ladder unless it is used at an angle of at least 75% to the vertical.  The ladder should then be secured by tying to a fixed object or held by a second person.  Ladders must not be used when overhanging in the horizontal position.