HEALTH & SAFETY

Health & Safety and Risk Assessment

This is a legal requirement. Every exhibiting company must complete a Risk Assessment and a Health & Safety Declaration for their stand. The forms are now online please click on the links below to complete each form

Risk Assessment 

Health & Safety Declaration

Note, these forms are in addition to the risk assessment that accompanies space only stand plans.

Exhibitor's & Contractors emergency procedures

  1. MEDICAL EMERGENCIES

All medical emergencies, including requests for ambulances should be reported to the venue’s Control Room immediately on 020 7598 2666 (internal 2666). Please do not call the emergency services directly, as this could waste vital time and result in inaccurate location and medical information being communicated to ambulance crews.

Olympia London provides first aid assistance. Security personnel or the organiser should be contacted for help in the first instance. Alternatively, there is an emergency telephone outside the venue’s first aid room, located in Olympia Grand at Gate B, with a direct link to the Control Room.

  1. SEARCH (“Staff Call 100”)

In the event of a bomb threat, you will hear the announcement (or receive the telephone call) as follows:

“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 you find a suspicious object, do NOT touch or move it. Clear the area of people calmly. Report to Control on 020 7598 2666 (internal 2666) giving the exact location of the object. Please do not cause undue concern to visitors at this stage.

If you receive a bomb threat directly on the stand, please obtain as many details as possible and then inform Control on 020 7598 2666 (internal 2666).

  1. Fire

If you discover a fire, or a fire is reported to you, operate the nearest fire alarm call point FIRST, then inform Control on 020 7598 2666 (internal 2666).

  1. EVACUATION

If evacuation is necessary, you will hear the following announcement:

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.”

  1. STAND DOWN

The signal for a return to work is made by the cancellation of emergency procedures. The search procedure is cancelled by the announcement:

ATTENTION PLEASE. ATTENTION PLEASE. STAFF CALL 100 IS CANCELLED.”  

Health and 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.

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



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