The Edge Event 2021 - Exhibitor Health & Safety Form

Exhibitors And Contractor's Health & Safety Declaration

Please fill in form, select the options that apply, providing supporting information and submit by: 1st November 2021

If you have any queries please contact the Event Organiser: Sam Armstrong [sam.armstrong@informa.com]

Please Note:

Each exhibitor and Informa appointed contractor must complete the ‘Health and Safety Declaration’ form provided below to confirm they have risk assessments in place for their stand and/or activities. In addition, they should also confirm in the declaration that their contractors have completed a risk assessment, where relevant, for the stand build and subsequent dismantling operations and have a written method statement for these activities.

The individuals with overall responsibility for the health and safety for the exhibitor stand and associated construction must be identified on the declaration. These individuals are responsible for ensuring the Health & Safety Rules and Regulations are adhered to and that their staff and contractors work safely.

Exhibitors are required to submit a basic risk assessment and method statement for their stand.

Are you an Exhibitor or a Contractor?*

Exhibitor Contractor

Company Name*

Full Company Name

What Type of Stand Do You Have?*

Table Top Stand

Do you have a co-exhibitor on your stand or are you a co-exhibitor on another companies stand?*

Yes No

If yes, please name all of the companies on this stand*

Company Email*

Company Phone Number*

Exhibitor Stand Number*

Exhibitor Logo*

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Declaration Authorised By (print):*

First Name

Last Name

Declaration Authorised By (sign):*

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Job Title*

Individual with Overall Responsibility for Health & Safety on Site:*

Name & Position

Mobile Phone *

Individual with Overall Responsibility for Health & Safety on Site

Email*

Individual with Overall Responsibility for Health & Safety on Site

Main Contractor/Informa Contractor - Individual with Overall Responsibility for Health & Safety on Site:*

Company Name

Main Contractor/Informa Contractor - Individual with Overall Responsibility for Health & Safety on Site:*

Contact Name & Position

Mobile Phone*

Individual with Overall Responsibility for Health & Safety on Site

Email*

Individual with Overall Responsibility for Health & Safety on Site

Acknowledgement of Rules & Regulations*

I have read all rules and regulations.

We have trained and made our staff and subcontractors aware of the hazards to be expected on site. We have read and are committed to following the ‘Health & Safety Rules’ in the Exhibitor’s Manual. We have completed a specific risk assessment and method statement for our work at this event, which also encompasses any work undertaken by sub-contractors, and provided these to the Event Organiser at Informa. Our contractors will be using access tower scaffolds and I understand these will be subject to inspection by the Organiser.

Out of Hours Emergency Contact (if different from above):

Contact Name, Position, & Mobile Number

Exhibitor's & Contractor's General Risk Assessment

Guidance & Completion of Form

Please CLICK HERE for Stand Build Rules & Regulations

Introduction

Informa requires exhibitors and contractors to conduct a risk assessment of their activities in order to ensure that health and safety issues are identified and addressed prior to the event. Many employers have their own system for completing risk assessments but, if you do not already have a system, you may wish to use the attached form. Contractors are also required to complete a method statement for the build and dismantling stages of the exhibition. An example of a method statement format is also attached for your use if this will assist with the completion of this document. The Informa Event Organiser will require copies of risk assessment and method statement from SPACE ONLY (Free Build) exhibitors to be sent to them. SHELL SCHEME exhibitors may be required to show a copy of their risk assessment upon request and in the situation where they provide exhibits involving the public that potentially involve significant risk.

Function of the Risk Assessment

The risk assessment should cover the activities surrounding the build stage of the stand together with the activities undertaken at the stand during the exhibition and during the dismantling stage.

Construction, dismantling and set up of stands may present a risk. This is due to the usually larger scale of the build operation and the potential for accidents arising from the equipment used and the work methods adopted (e.g. working at a height) and potential crossover with other exhibition and venue activities. The size, height and weight of the structure often associated with SPACE ONLY stands will also present a greater potential for collapse and injury unless properly designed, planned and subsequently built. Furthermore, the use of inappropriate materials that do not meet the applicable international standards for fire resistance present a significant fire risk. In these situations, action will be taken by the venue to remove electrical power to the offending stand. For stands other than SPACE ONLY not all of the below options will apply, please read through them carefully and choose 'Yes' or 'No' applicable and 'N/A' where not applicable.

Using the Risk Assessment and Method Statement Forms

The form is designed to enable you to complete a basic risk assessment. It should be completed in conjunction with your contractors erecting and dismantling the stand. It includes the key risk control measures, which, if adopted, will assist you in complying with the requirements of the venue and organisers. You can demonstrate that you are committed to implementing the control measures by marking against each one. Where you have additional hazards and are implementing further controls these can be entered in the table together with any further comments.

The risk controls in this section apply to all the following hazards and issues:

Event Regulations – Fire – Security – Falls of objects and persons from height – Slips, trips, falls – Machinery, equipment, plant, power tools – Electrical safety – Manual handling – Hazardous substances – Vehicle movements – Other

The risk controls in this section apply to all the following persons affected:

The staff of the exhibiting/participating company – The staff of contractors – The public

Please Note: The options below are part of the Risk Assessment submission and act as a guide. A detailed Risk Assessment showing detailed measures taken to avoid risks will need to be submitted.

Please read through ALL of the following and select the risk controls that apply to your company and the work that will be carried out on-site. Should you feel there are any areas not covered please add them in to the area at the bottom. If you have any questions please do not hesitate to get in touch with the Operations team.

RISK ASSESSMENT*

Please add any further risk control measures you are taking here:

Method Statement

Please provide accurate information on the activities below. If some are not applicable, please put N/A in the box accordingly.

Exhibitor Contact Details*

E.g. the employee who will be responsible for the contractor on site. Please add all contact details including name, mobile number and position within your company

Responsible Person Contact Details*

E.g. the employee who will be responsible for the construction and breakdown of your stand or carrying out the specified activities. Please add all contact details including name, mobile number and position within your company

Stand or Activity Details & Location*

E.g. the logistics, vehicle movements, loadings, dimensions, location, or unusual stand features (as relevant)

Access (SPACE ONLY)*

Details of the entry point into the halls and the route to the final position

Step-by-step Sequence for the structure (SPACE ONLY)*

Full Details of the sequence and schedule in which all works will be undertaken or stand elements will be built, including alignment, electrical connection, lifting and so forth

Stability (SPACE ONLY)*

Detail the methods of ensuring adequate structural support of any stand element or structure that requires cross bracing, with calculations and inspection certificate from an independent structural engineer – include steps of the build

Lifting*

Outline all of the equipment that will be used, their capacities, weight, locations and floor loadings. Check training qualifications and machinery inspection certificates

Working at Height*

Include All Details of working at height. E.g. temporary and mobile scaffolds, access towers and other work at height, which you intend to carry out. Detail how you will ensure safety when working at height and confirm competency of staff involved. Scaffold towers incorrectly or incompletely assembled will be removed from the Hall. For double decked explain when handrails will be completed for the upper deck, is it prior to lifting and will the floor be complete? If not explain the means of edge protection that has been designed during the construction

Environment*

Consider any abnormal noise that will be present or work which may create dust or fumes. What ventilation and other control measures will be provided

Hazardous Substances*

Hazardous Substances

Services*

Note where electrical work will be carried out or other services such as compressed air will be brought onto site. Be aware of any restrictions laid down in the safety rules

First Aid & Emergency Procedures*

Identify the first aid and emergency procedure that you will need on site and highlight any hazardous work that may need extra first aid (e.g. burns, electrical, chemical)

Exhibits (where applicable)

Provide the organisers with any/all details on exhibits, which may present a risk to the public and/or the operator and the controls that will be put in place

Safety Features*

Identify the safety equipment and precautions that you will be providing on site, including protective measures that you will be implementing for all of the above, and areas of risk as highlighted by your risk assessment

Arrangements for Safe Dismantling*

Describe methods involved during event breakdown to plan the breakdown phase to avoid hazards arising from falling materials, moving vehicles, poor housekeeping etc

Upload Any Supporting Documents

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If you wish to upload your own method statement document or any supporting documents, please do so here

I confirm that in relation to this event, the controls laid down in the Method Statement are in place: *

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Date*

Declaration of Confirmation

We have trained and made our stand staff aware of the hazards to be expected on site. We have read and passed them the ‘Health and Safety Rules’ in the Exhibitor’s Manual and are satisfied they are competent to undertake their tasks safely. We have ensured that a risk assessment is carried out for any proposed stand activities, product demonstrations and public demonstrations. Where the activity or product demonstration gives rise to significant risk full details have been submitted to the organiser with a copy of the risk assessments, method statement and stand plans / product specification where necessary.*

I agree

We have read and passed on the ‘Health and Safety Rules’ contained within the Exhibitor’s Manual to our contractors and staff and are satisfied that they are competent to undertake their tasks safely. We have checked that our contractors have prepared a specific risk assessment, method statement and stand plans for the event and passed the relevant safety information on to their staff and sub-contractors. In turn we have completed our own risk assessment for our exhibits and demonstrations. All risk assessments, method statement and stand plans for our event have been forwarded to the Event Organiser at Informa.*

I agree

Should we have a contractor that will be using access tower scaffolds, I understand these will be subject to inspection by the Organiser.

I agree

	Yes	No	N/A
We plan our works for build and break-down phases and adhere to the safety rules laid down in the information provided by the Organiser and the Venue	RISK ASSESSMENT: We plan our works for build and break-down phases and adhere to the safety rules laid down in the information provided by the Organiser and the Venue (Yes)	We plan our works for build and break-down phases and adhere to the safety rules laid down in the information provided by the Organiser and the Venue (No)	We plan our works for build and break-down phases and adhere to the safety rules laid down in the information provided by the Organiser and the Venue (N/A)
Stand and exhibit materials we install meet fire resistant standards with samples sent to Organiser	Stand and exhibit materials we install meet fire resistant standards with samples sent to Organiser (Yes)	Stand and exhibit materials we install meet fire resistant standards with samples sent to Organiser (No)	Stand and exhibit materials we install meet fire resistant standards with samples sent to Organiser (N/A)
We keep emergency escape routes clear	We keep emergency escape routes clear (Yes)	We keep emergency escape routes clear (No)	We keep emergency escape routes clear (N/A)
We ensure that all persons will be able to leave our stand safely and can see where the exits are.	We ensure that all persons will be able to leave our stand safely and can see where the exits are. (Yes)	We ensure that all persons will be able to leave our stand safely and can see where the exits are. (No)	We ensure that all persons will be able to leave our stand safely and can see where the exits are. (N/A)
We observe the no smoking rules	We observe the no smoking rules (Yes)	We observe the no smoking rules (No)	We observe the no smoking rules (N/A)
We don’t carry out hot work unless we have written permission from the Organiser, subject to permit	We don’t carry out hot work unless we have written permission from the Organiser, subject to permit (Yes)	We don’t carry out hot work unless we have written permission from the Organiser, subject to permit (No)	We don’t carry out hot work unless we have written permission from the Organiser, subject to permit (N/A)
We maintain good housekeeping and clear away rubbish regularly	We maintain good housekeeping and clear away rubbish regularly (Yes)	We maintain good housekeeping and clear away rubbish regularly (No)	We maintain good housekeeping and clear away rubbish regularly (N/A)
We are vigilant and report any security concerns	We are vigilant and report any security concerns (Yes)	We are vigilant and report any security concerns (No)	We are vigilant and report any security concerns (N/A)
When we have to work at height, we use a stable working platform with proper edge protection or steps where the work is of short duration	When we have to work at height, we use a stable working platform with proper edge protection or steps where the work is of short duration (Yes)	When we have to work at height, we use a stable working platform with proper edge protection or steps where the work is of short duration (No)	When we have to work at height, we use a stable working platform with proper edge protection or steps where the work is of short duration (N/A)
We are careful to avoid items falling onto persons below	We are careful to avoid items falling onto persons below (Yes)	We are careful to avoid items falling onto persons below (No)	We are careful to avoid items falling onto persons below (N/A)
We take care to minimise trailing leads, covering or taping these down where feasible	We take care to minimise trailing leads, covering or taping these down where feasible (Yes)	We take care to minimise trailing leads, covering or taping these down where feasible (No)	We take care to minimise trailing leads, covering or taping these down where feasible (N/A)
Our staff wear safety footwear when build or dismantling stands	Our staff wear safety footwear when build or dismantling stands (Yes)	Our staff wear safety footwear when build or dismantling stands (No)	Our staff wear safety footwear when build or dismantling stands (N/A)
We have our own rules to ensure our staff use equipment safely	We have our own rules to ensure our staff use equipment safely (Yes)	We have our own rules to ensure our staff use equipment safely (No)	We have our own rules to ensure our staff use equipment safely (N/A)
Our powertools are battery powered or run on 110V extra low voltage supplies	Our powertools are battery powered or run on 110V extra low voltage supplies (Yes)	Our powertools are battery powered or run on 110V extra low voltage supplies (No)	Our powertools are battery powered or run on 110V extra low voltage supplies (N/A)
All our powertools are properly guarded and we continue to check this is the case	All our powertools are properly guarded and we continue to check this is the case (Yes)	All our powertools are properly guarded and we continue to check this is the case (No)	All our powertools are properly guarded and we continue to check this is the case (N/A)
We supply pre-prepared and pre-cut materials for our stand before we come to site, whenever we can	We supply pre-prepared and pre-cut materials for our stand before we come to site, whenever we can (Yes)	We supply pre-prepared and pre-cut materials for our stand before we come to site, whenever we can (No)	We supply pre-prepared and pre-cut materials for our stand before we come to site, whenever we can (N/A)
When we do have to cut wood materials we use extraction ventilation equipment to avoid dust	When we do have to cut wood materials we use extraction ventilation equipment to avoid dust (Yes)	When we do have to cut wood materials we use extraction ventilation equipment to avoid dust (No)	When we do have to cut wood materials we use extraction ventilation equipment to avoid dust (N/A)
Our electrical equipment is inspected and tested to ensure it is safe from causing an electric shock or overheating	Our electrical equipment is inspected and tested to ensure it is safe from causing an electric shock or overheating (Yes)	Our electrical equipment is inspected and tested to ensure it is safe from causing an electric shock or overheating (No)	Our electrical equipment is inspected and tested to ensure it is safe from causing an electric shock or overheating (N/A)
We make sure our stand is electrically checked and certificated by the appointed electrical contractor before it is energised	We make sure our stand is electrically checked and certificated by the appointed electrical contractor before it is energised (Yes)	We make sure our stand is electrically checked and certificated by the appointed electrical contractor before it is energised (No)	We make sure our stand is electrically checked and certificated by the appointed electrical contractor before it is energised (N/A)
We properly support and fix all our structures so they do not present a risk of falling	We properly support and fix all our structures so they do not present a risk of falling (Yes)	We properly support and fix all our structures so they do not present a risk of falling (No)	We properly support and fix all our structures so they do not present a risk of falling (N/A)
We do not build stand structures greater than 4 metres high unless we have had written permission from the Organiser	We do not build stand structures greater than 4 metres high unless we have had written permission from the Organiser (Yes)	We do not build stand structures greater than 4 metres high unless we have had written permission from the Organiser (No)	We do not build stand structures greater than 4 metres high unless we have had written permission from the Organiser (N/A)
We understand that stand structures over 4m high, raised platforms, suspended heavy items, sound or lighting towers are complex structures, have to be specifically permitted by the Organiser and require a formal design check and final inspection by a structural engineer	We understand that stand structures over 4m high, raised platforms, suspended heavy items, sound or lighting towers are complex structures, have to be specifically permitted by the Organiser and require a formal design check and final inspection by a structural engineer (Yes)	We understand that stand structures over 4m high, raised platforms, suspended heavy items, sound or lighting towers are complex structures, have to be specifically permitted by the Organiser and require a formal design check and final inspection by a structural engineer (No)	We understand that stand structures over 4m high, raised platforms, suspended heavy items, sound or lighting towers are complex structures, have to be specifically permitted by the Organiser and require a formal design check and final inspection by a structural engineer (N/A)
We do not spray paint any chemicals onto our stand within the venue unless permission has been given by the Organiser	We do not spray paint any chemicals onto our stand within the venue unless permission has been given by the Organiser (Yes)	We do not spray paint any chemicals onto our stand within the venue unless permission has been given by the Organiser (No)	We do not spray paint any chemicals onto our stand within the venue unless permission has been given by the Organiser (N/A)
We do not use flammable materials on our stand	We do not use flammable materials on our stand (Yes)	We do not use flammable materials on our stand (No)	We do not use flammable materials on our stand (N/A)
We use the appointed logistics contractor to transport our stand materials onto and around the site	We use the appointed logistics contractor to transport our stand materials onto and around the site (Yes)	We use the appointed logistics contractor to transport our stand materials onto and around the site (No)	We use the appointed logistics contractor to transport our stand materials onto and around the site (N/A)
We report all incidents to the Organiser	We report all incidents to the Organiser (Yes)	We report all incidents to the Organiser (No)	We report all incidents to the Organiser (N/A)