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.

Health & safety Requirements

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

Exhibitor's & Contactors Emergency Procedures

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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.


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
Telephones are located at all entrances & exits from the halls and in the organisers office

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:


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:


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.


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.



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. 


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.