Site rules
Health & safety and risk assessment
It is a legal requirement for every exhibiting company to complete a health & safety form and a risk assessment for their stand. The forms are now online, please click on the links below to complete each form.
Please note, these forms are in addition to those included in the space only stand plans
Legal requirements & guidelines
Electrical regulations
For safety and liability reasons, only the official electrical contractors, may carry out wiring and installation work at London Packaging Week. GES are the official Contractor for the exhibition; they are responsible and will carry out all work on the stands. Pre-fabrication is permitted but connection to the mains and all on-site wiring must be carried out by GES electricians.
The electrical facilities in the hall are subject to the regulations of the Local Authority and the venue. If the exhibitors’ power supply system is found to be faulty, or if it does not confirm to the relevant regulations in every aspect, the Organisers shall be entitled to refuse the connection of the system and/or the supply of power without recourse until the fault has been remedied.
We ask that you closely observe the deadline date for ordering electrical connections, to ensure that all orders can be processed, and services supplied in good time.
- Power connections are made as soon as possible to each stand. If you intend to dress your stand on the Wednesday morning, please note that electricity may not be available immediately.
- Power to all stands will be switched off each night 30 minutes after the show closes, unless a 24hr supply has been ordered in advance
Please contact the Operations team directly if you require a specific quote for a machinery main or a specific electrical supply.
Fire regulations
All display materials must be flame retardant and conform to the UK legislation and eGuide. Failure in this will entail the removal of the offending fittings. All materials used in the building, decorations and coverings of stands must be approved, non-flammable materials. No explosives, flammable fluids or combustible materials may be used on any stand or stored within the venue. Fire Laws must be strictly observed, and wiring must comply with local regulation. A fire marshal may examine all stands, aisles, fire exits, and/or any other items at any time.
Patents & copyrights
Exhibitors must comply with all relevant provisions of the Copyright Design and Patent Act of 1988. Applications should be lodged with the Patents Office, 25 Southampton Buildings, London, WC2A 1A.
Contractors
Any exhibitor choosing to use contractors, must ensure they conduct their business appropriately. Any contractor deemed by the venue or Show Management team to be working in an unsafe, un-responsible and/or in any other manner deemed inappropriate, will be asked to leave immediately. The contracting exhibitor will be responsible for sourcing an alternative supplier to complete any unfinished work and will be liable for any costs incurred for delay to build up times.
Please ensure that your Contractor receives a copy of this Exhibitor Manual. Details on how to access the halls for build-up will be sent out 2 weeks before the show. Please ensure you forward this information to your contractor.
Chipboard
Please note that chipboard, particleboard and low-density fibreboard (LDF) is not suitable for construction and in particular of weight bearing structures. The H&S Manager and Structural Engineer will identify stands which do not comply during the build process and all necessary remedial work must be completed before the stand will be permitted to open. The information in the eGuide under section 112 and 111 covers the above.
Age limit/children
No one under the age of 16 is permitted in the hall during the build-up and breakdown period. Please consult our official website to find out about the age limit during open times.
Personal Protective Equipment (PPE)
Safety footwear and high visibility jackets must be worn during the construction phases of the build, as a minimum. Additional PPE identified in the exhibitor’s/contractor’s Risk Assessment must also be worn. Any person not wearing the appropriate items for the activities they are performing, will be asked to leave until they have acquired the necessary items.
Security
There will be constant security cover at the exhibition. The Organisers will take every reasonable precaution throughout the Exhibition; however, organisers’ security is designed to secure the exhibition hall, not the contents of individual stands.
Exhibitors should remember that exhibition halls are very vulnerable places and should take appropriate precautions against theft, ensuring that their goods are safeguarded. Exhibitors should not leave their stands unattended during the build-up, breakdown or open hours of the show, and they must ensure that Exhibitor Badges are worn at all times.
Any incidents of theft must be reported immediately to the Organisers’ so that security can be informed, and incident reports can be written. Please note the following security advice regarding exhibiting at shows:
- Build-up and breakdown: These are the most vulnerable times for theft. Ensure that there are at least two representatives setting up or dismantling your stand so that the stand is never left unattended. It is important that all products and portable items should be removed from your stand on the first evening of breakdown.
- Sufficient staffing: Be sure to have enough staff to man your stand at all times. Never ask a neighbouring Exhibitor to watch your They may become busy and leave your stand unattended.
- Avoid leaving your stand each evening before all visitors have cleared the exhibition hall, and ensure your stand is staffed prior to the show opening (remember the exhibition hall will be open from 8am for other Exhibitors and maintenance staff).
- Lockable cabinets: There is no cabinet included in your package. We do, however, recommend you have somewhere to lock away briefcases, mobile phones, handbags and laptops etc. during the day – even when you are on the stand. If you are busy, you may not notice if they are. Please note – most hired cabinets have common locks and should not be regarded as completely secure units.
NB: Please make sure adequate arrangements have been made to insure your goods, as Easyfairs are not liable for any loss, damage or accident that may occur to any exhibitors property (hired or purchased) or personnel. Therefore, exhibitors MUST arrange full insurance cover.
Dilapidation & floor covering
Exhibitors are liable for any damage they may cause to buildings, floors, walls, and columns or to any shell scheme equipment or any other Exhibitor’s property. Exhibitors are also responsible for any damage caused by their agents or contractors. No Exhibitor may apply paint, lacquer, adhesives or coatings to the building or shell scheme, or drill holes into the floor.
The Organisers will inspect every site before erection and after demolition of the stands and any damage caused will be charged directly to the Exhibitor. This includes a charge for removing any carpet tape or heavy building waste left behind.
All stands require appropriate floor covering. The hall floor cannot be exposed. Floorcovering can be ordered from the shop accessed via your ‘My Easyfairs’ account. If you are laying your own floorcovering, please ensure you use exhibition approved carpet tape which will not leave marks on the hall floor when it is removed. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are prohibited. Please be advised that all carpet tape must be removed at the end of the show to avoid any dilapidation charges.
Alcohol
Any sale or supply of alcohol at the show must be agreed and licensed by the venue. Selling alcohol for consumption at the show is not permitted. Please note that there should be no consumption of alcohol during build up and breakdown.
Catering: Excel London Hospitality are the exclusive caterers for the venue and all food and drink must be ordered via them. Please note that concessions/corkage charges are incurred when providing your own beverages/food at the show including coffee machines, therefore should you be planning on bringing anything for your stand please contact our show events coordinators.
Distribution of promotional material & demos
Exhibitors may only conduct business and distribute literature from within their stand, not in the gangways or any other part inside or outside of the Hall. Exhibitors must not take delegates away from the event to another business’ premises, nor host competing events onsite. All activities and demonstrations (e.g. the operation of machines, video and film shows etc.) must be reported in the exhibitor’s Risk Assessment and have the approval of the Operations team. The Operations team is entitled to restrict or prohibit such demonstrations, even if consent has previously been given, if they interfere with the Exhibition.
Noise levels & music system
Music and commentary for demonstrations, videos, presentations etc., using music systems such as a Public Address (PA) or AV Equipment etc., also requires authorization. Exhibitors must ensure the sound is kept to an acceptable level (below 80 decibels from the edge of the stand) and does not disturb adjacent exhibitors. In case of dispute, the Show Management’s decision will be final.
Construction Design Management Regulations (CDM)
Since the HSAWA Act in 1974, event organisers have calculated the risks associated with the construction and deconstruction of events, and enforced controls to ensure that all employees, contractors and visitors were provided with a healthy and safe working environment while onsite.
In April 2015, The Construction Design Management legislation came into force in the UK to further regulate the industry and ensure that safety was the highest priority.
It is now the responsibility of organisers, as principle contractors, to do all that is reasonably practicable to prevent personal injury and damage to property, and to protect everyone from foreseeable work hazards at all locations.
Co-operation and participation of all employees, trainees and sub-contractors is essential to obtain high standards of safety practices. Therefore, no exhibitor or contractor will gain entry to the halls during build up or breakdown, without reading and agreeing to of the Site Induction Rules, which will be displayed when arriving onsite. You will be issued with a wristband on completing this process
Health & safety
Easyfairs Ltd take their responsibility, as laid out in accordance with the Health & Safety at Work Act 1974, very seriously and it is vital that Exhibitors and contractors do the same. The Health & Safety at Work Act embraces the Exhibition and Conference venues as places of work. As an exhibitor, it is essential that you are aware of your obligations of the Act.
These responsibilities are to ensure, so far as is reasonably practicable, the health, safety and welfare of all employees and any plant, article, substance or system of work, which may be used, are safe and without risk to health.
This includes that all employees and contractors employed by you are provided with information, instruction, training and supervision to ensure the health & safety of themselves and others working, or present, in the vicinity by what they do or fail to do. Main areas which you must give due thought and consideration to before and during your time on site are
- Understanding the fire and emergency procedures and location of first aid centres. All staff must be notified of these procedures
- There is an important need to keep gangways clear during build-up/breakdown and throughout the show open days. These will be identified to you during build-up and breakdown of the show
- Working at height must be done in a safe manner using suitable equipment in the approved way i.e. steps, scaffold towers, hard hats etc.
- All powered access equipment, i.e. forklift trucks, cranes etc. must be operated by GES Logistics – no one else will be permitted to drive or operate machinery of any description in the loading bays or exhibition hall
- Only acceptable substances are allowed on-site and full compliance with the COSHH (Control of Substances Hazardous to Health) regulation is required, e.g. fluorescent type lighting tubes require specialised disposal as hazardous waste
- Personal Protective Equipment (PPE) is to be used if other protective measures are unrealistic and that employees are trained in its use and limitations
- Ensure portable power equipment is only used for the purpose for which it is designed, with safety guards and devices fitted and used. Power leads must be kept to a minimum and not cross gangways. Power requirements must not overload the systems. Such equipment must never be left unattended with power supplied to it
- Please do not create a floor hazard at any time
- All staff must be trained to ensure that safe working practices and good housekeeping is maintained in all work areas, minimising hazards
- At all times Exhibitors must obtain their contractors Health & Safety Policy, details of specific safety procedures, competence and training of staff and the named individual safety officer responsible for the company.
Please ensure all contractors employed are aware of these health & safety responsibilities.
Please complete the Health & Safety form and the Risk Assessment.
Exhibitors & contactors emergency procedures
There are seven emergency procedures at Excel, of which all Exhibitors should be aware of. Please ensure that all staff are briefed on these procedures.
EMERGENCY NUMBERS
To call from an external line, add the prefix 020 7069 followed by the extension numbers listed below:
- In any emergency i.e., Medical, fire, security, unattended packages 020 7069 (4444) extension
- Security enquiries 020 7069 (4445) extension
- Medical enquiries 020 7069 (5556) extension
On discovering a fire. Break the glass on the nearest manual call point (coloured red), which are located adjacent to all exits, or contact the Security Suite by dialling 4444 on an internal telephone or 020 7069 4444 immediately.
Only if you have been trained and it is a very minor fire and is safe to do so, tackle the fire with the nearest suitable fire extinguisher. Always ensure that there is a safe exit route before attempting to extinguish any fire.
In the event of a fire report, you will hear the following instructions broadcast over the public address system:
“ATTENTION PLEASE, ATTENTION PLEASE. MR GOODFELLOW REPORT TO THE SECURITY SUITE.”
Take no immediate action, stand-by and wait for further instructions and prepare to evacuate. Remember, do not put yourself at risk.
If an evacuation is necessary, you will hear the following announcement broadcast over the public address system:
“ATTENTION PLEASE, ATTENTION PLEASE. HERE IS AN IMPORTANT ANNOUNCEMENT. IT IS NECESSARY TO ASK EVERYONE TO LEAVE THE BUILDING. PLEASE MAKE YOUR WAY CALMLY TO THE NEAREST EXIT. DO NOT RETURN TO YOUR VEHICLES. EVERYONE WILL BE RE-ADMITTED AS SOON AS POSSIBLE.”
Use the nearest available emergency exit route to the appropriate assembly point. In the unlikely event that an evacuation is necessary please remember to take your visitors with you. In case of an emergency leave by the nearest exit and please make your way to your closest assembly point.
North Event Halls: Royal Victoria Square
South Event Halls: East Car Park
The fire procedure is cancelled by the following instructions broadcast over the public address system.
“ATTENTION PLEASE, ATTENTION PLEASE. MR GOODFELLOW IS NO LONGER REQUIRED.”
In the event of a bomb threat, you will hear the following announcement: “ATTENTION PLEASE, ATTENTION PLEASE. STAFF CALL 100.”
Do not leave the building. Inform your colleagues, and then assist in searching for suspicious objects in your work area. If nothing is found, tell your Fire Warden, who should report “Area Clear” to the Security Suite immediately after the search on internal 4444 or in person if necessary. If you find a suspicious object, DO NOT touch, or move it. Calmly clear the area of people and report to the Security Suite immediately on internal 4444 or in person if necessary.
The Emergency is cancelled by the announcement: “ATTENTION PLEASE, ATTENTION PLEASE. STAFF CALL 100 IS CANCELLED.
TELEPHONE BOMB THREAT
Remain calm and listen carefully. Write down all that is said. Try to discover: – Where is the bomb located? – When is it going to explode? – What does it look like? – What type of bomb is it? – What will cause it to explode? – Did the caller plant the bomb? – Why? – Any other useful information?
Write down the exact time of call. Please note down any background noises that can be heard or any accent the caller may have. This could all be valuable information when passing details over to the emergency services. Inform the Security Suite, by dialling 4444 on an internal telephone immediately.
CHEMICAL, BIOLOGICAL, RADIOACTIVE OR NUCLEAR THREAT (CBRN) – CHEMICAL SPILLAGE
The Medical First Aid room is located on level 0 between N4 and S4 boulevard shutters down the stairs. For medical enquires dial 5556 from any internal telephone. In the event of a medical emergency dial 4444 from any internal telephone.
If possible, give the following information: – The location- The problem- Is the patient conscious? – Is the patient breathing? – Their approximate age- Do they have chest pains? – Are they bleeding?
Do not touch or move any suspicious item. Remain vigilant at all times, Vigilant behaviour by staff and members of the public can disrupt potential attack planning. Be aware of suspicious people, incidents and packages. Please refrain from using two-way radios or mobile phones near any suspect packages as they are not intrinsically safe and could set off any potential explosive device.
Report them to the Security Suite, by dialling 4444 on an internal telephone or 020 7069 4444 immediately. Follow the instructions that you are given. Remember, always be alert and never look after items belonging to other people.
In the event of a possible CBRN/chemical spillage, if you are on the exhibition floor you will hear the following announcement.
ATTENTION PLEASE. ATTENTION PLEASE. MRS CAROL is in —— (location of chemical device/carrier/spillage).
If you are not directly involved in the incident, you should DO NOTHING until you receive further instructions.