2 - 4 April 2014
Palace Hotel
Torquay
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1
CONTENTSPage 3
How to use your Exhibitor Manual & Your Exhibition Management Team
Page 4
Checklist
Page 5
Floor Plans
Page 6
Exhibition Timetable, Build Up & Break Down Times & Delivery Information
Page 7
Stand Materials Delivery Information
Page 8
Delivery Label for Stand Materials
Page 9
Official Contractors
Page 10
Recommended Suppliers
Page 11-15
A – Z General Information
Pages 16 - 27
Forms to return
Page 28
Palace Hotel Emergency and Fire Procedure
Page 29
Conference Dinner Booking Form
Page 30
Wi-Fi Booking Form
2
HOW TO USE YOUR EXHIBITOR MANUAL
The information detailed in the manual should provide you with everything necessary for your
successful participation at the Chartered Institute of Housing South West Annual Conference &
Exhibition. Some of the services explained will be essential to your participation, while others are
an optional extra. Below are outlined the ways we recommend you use the information enclosed.



Read the information in full now – this will ensure you are immediately aware of stand
information, restrictions, cut off dates for orders, etc.
Fill in and return all request / requirement forms immediately if possible; if not, please ensure
you do so by deadline dates… it could save you money from surcharges incurred by
late orders.
Keep photocopies of any forms / order forms you complete and return, as they will be
invaluable should you have any queries on site.
The checklist should assist you with meeting your deadline dates.
Please ensure that your designers and stand fitters are made aware of the regulations concerning
stand construction, the use of officially appointed contractors and the build up and break-down
times.
If there is anything further you need to know or just need help and advice please give us a call
and we will be happy to help.
YOUR EXHIBITION MANAGEMENT TEAM
EVENT ORGANISER
Denise Osborne – Head of Events [email protected]
EXHIBITION & SPONSORSHIP
Lucy Owen- Exhibition & Sponsorship Co-ordinator [email protected]
EVENTS TEAM - [email protected]
Patrick Grace – Event Support Manager [email protected]
Telephone: 02476 851722
Post: Chartered Institute of Housing, Octavia House, Westwood Way, Coventry, CV4 8JP
Fax: 02476 421973
Email: [email protected]
3
CHECKLIST
To Do
Deadline
Advertising Form
21 Feb 2014
Adverts to be sent to CIH Events Team
6 March 2014
Catering Requirements – Order Form at Rear of Manual
Immediately
Company Profile form
21 Feb 2014
Compile Press Packs
Bring these
with you
Immediately
Exhibitor booking form
Electrical Power & Lighting – Order Form at Rear of Manual
19 March
2014
Forward Passes & Maps to Contractors
Immediately
Furniture Requirements – Order Forms at Rear of Manual
19 March
2014
Health & Safety Form (all exhibitors)
21 Feb 2014
Insurance Cover (all exhibitors)
21 Feb 2014
Internet Connection
19 March
2014
Request Copy of Manual for Contractors
Immediately
Risk Assessment form (all exhibitors)
21 Feb 2014
Shell Scheme – Name board Order Form
19 March
2014
Stand Designer / Contractor Details form (space only)
21 Feb 2014
Stand Fitting Extras – Order Form at Rear of Manual
14 Feb 2014
Stand Plan (space only)
21 Feb 2014
Stand Attractions form
21 Feb 2014
4
√
Date
FLOOR PLAN
5
TIMETABLE
EXHIBITION STAND BUILD ONLY
Space Only exhibitor build
Monday 31 March 2014
12 noon onwards
Shell Scheme stand dressing Tuesday 1 April 2014
12 noon onwards
All stands need to be set up by 8pm on 1 April 2014. Time slots will be allocated for shell scheme
stands only and will be in your joining instructions.
Exhibition Opening Times
Wednesday 2 April 2014
13:00 - 17:45
Thursday 3 April 2014
9:00 - 17:35
Friday 3 April 2014
9:00 - 14:00
*Times maybe subject to slight changes.
Exhibitors must not carry out work on their stand during the exhibition open hours. Any alterations
to stands or delivery of goods must take place during the build up and breakdown period or
between 08:00 – 08:30 on show open days. Exhibitors wishing to replenish literature on stands
should ensure it arrives by 08:30 on the show open days.
The arena closes and the power to stands is switched off 30 minutes after the close of the show.
Break-Down
Friday 3 April 2014 – from 15:00 onwards
*Times maybe subject to slight changes.
For security reasons, exhibitors and contractors may not vacate or remove equipment and displays
until after the exhibition closes.
ALL SPACE ONLY EXHIBITORS MUST DISMANTLE AND CLEAR AWAY THEIR STAND
INCLUDING PLATFORMS & FLOORING
COMPLETELY
Property not removed by 10pm - may be disposed of at the discretion of the Organisers.
Exhibitors and contractors will be liable for any charges thus incurred.
6
STAND MATERIALS DELIVERY INFORMATION
Please send all stand materials to the below address:
(Organisers Name & Company)
CIH South West Conference, 2-4 April 2014
Palace Hotel
Babbacombe Road
Torquay
TQ1 3TG
Delivery Times
Deliveries must be between 25 March & 1 April only to the Palace Hotel for stand equipment.
Boxes/materials etc. will only be accepted between these dates.
Monday- Friday
Saturday
0800 - 1700 HRS
0800 - 1700 HRS
7
8
OFFICIAL CONTRACTORS
SERVICE
Electrics
Please fill electric
form at the back of
this manual
Stand Fitting
Please fill electric
form at the back of
this manual
COMPANY
TEL / FAX
CONTACT
Warwick Event
Services
Telephone: 0845 351 0392
David Warwicks
Warwick Event
Services
Telephone: 0845 351 0392
Email: [email protected]
Katie Turner
Email: [email protected]
Stand Catering
Katy Tapp
The Palace Hotel
Conference & Events
Telephone: 01803 200200
Email:
[email protected]
Chris Woodman
Photography
Telephone: 01803 329126
Photographer
Chris Woodman
Email:
[email protected]
9
RECOMMENDED SUPPLIERS
SERVICE
Audio Visual
COMPANY
TEL / FAX / INFO
CONTACT
Warwick Event
Services
Telephone: 0845 351 0392
David Warwicks
Warwick Event
Services
Telephone: 0845 351 0392
Email: [email protected]
Furniture
Email: [email protected]
10
Katie Turner
GENERAL INFORMATION
ACCESS AND DELIVERY OF EXHIBITS
Access and delivery of exhibits for exhibitors will commence from.
Cars and small vehicles – 1 April 2014 from 12 noon
Vans and Large vehicles – 31 March 2014 from 12 noon
APPOINTING STAND DESIGNERS / CONTRACTORS
Exhibitors can appoint their own contractors for all elements of their stand requirements with the exception of services
provided by the Official Contractors. If you are appointing other contractors it is essential, for security and for ease of
access to the arena, that you notify us of whom they are and that each contractor must wear a contractor’s badge.
Please inform us of your contractors by completing the form within the word document and make sure
once you have received their contractor passes you forward those onto them.
BANKING FACILITIES / CASH MACHINE
There are cash points at the Co-operative in Wellswood (approx. 0.4 miles and also at the Tesco Express on
Babbacombe Road (approx. 0.65miles)
CAR PARKING
Warwick Corporate Events will be controlling entry into the onsite car park beside the Arena as parking onsite is
limited. You will be given a time slot to set up your shell scheme and a pass will be issued with your joining
instructions. Additional parking is available. Please park responsibly and check in Ansty Core car park for limitations in
stay time to avoid getting a ticket.
CARPET
All areas of the exhibition will be carpeted for shell scheme stands only. There will be no carpet flooring provided for
space only stands.
CATERING
Please see refreshment and lunch times as outlined in the programme. Exhibitors will have an earlier lunch, 30
minutes before the delegates. Lunch will be served in the hotel restaurant on Thursday 3 April. A buffet lunch will be
served in the exhibition arena on Wednesday 2 April & Friday 4 April of the conference. Food and beverages from
outside of the hotel are not to be consumed within the hotel.
CLOAKROOM
There will be cloakroom facilities available in the Reception of the Palace Hotel as well as coat rails near the entrance
to the Arena.
COMPANY PROFILE
As an exhibitor, you are entitled to a free editorial in the conference guide (maximum 100 words), contact details and
company logo. Please complete the company profile form within this manual by 21 February 2014. Please
send your company logo in a high resolution, JPEG or EPS format.
CONFERENCE GALA DINNER
The dinner will take place on Thursday 3 April 2014. Unless you have booked as an option A delegate package then
you need to purchase dinner tickets separately. Tickets are available at £77 + VAT and tables of 10 at £1000 + VAT.
Please complete and return the booking form within this document if you wish to book places.
CONFERENCE PASSES FOR EXHIBITORS
There are no exhibitor passes included in your exhibition package. You must register exhibitor representatives
separately, a booking form can be found at www.cih.org/exhibitionsouthwest2014 please return this to
[email protected]. Exhibitor badges can be collected at the exhibitor registration desk. Accommodation in the Palace
Hotel is allocated on a first come first served basis so you may be placed in one of our overflow hotels
CONFERENCE PASSES FOR DELEGATES
Please register colleagues who are attending as delegates, CLICK HERE for a booking form. Accommodation in the
Palace Hotel is allocated on a first come first served basis, so you may be placed in one of our overflow hotels. All
hotels are within a 3 mile radius of the Palace Hotel.
11
CONTRACTOR BADGES
For ease of access and security reasons, each contractor must wear a contractor’s badge. It is the Exhibitor’s
responsibility to ensure that their appointed contractors receive the badges. These will be sent out 2-3 weeks
prior to the event within the exhibitor joining instructions.
CORPORATE HOSPITALITY
We request that exhibitors wishing to hold corporate hospitality during Conference open times do so during tea and
coffee break times.
DAMAGE
The organisers reserve the right to charge the exhibiting company or their contractor for any damage that may occur
during the exhibition build, open or breakdown period, to the shell scheme components, carpet tiles, etc.
DILAPIDATIONS
Any damage to any part of the halls, walls, pillars or other parts of the premises are to be made good at the
exhibitors’ expense. This includes the removal of any carpet tape.
ELECTRICAL POWER AND LIGHTING
The organisers have appointed Warwick Events as the official and sole electrical contractors. All orders must be
received by 19 March 2014, please fill out the form at the back of this manual. All stand supplies will be
switched off when the Halls are not in use except by prior arrangement.
EMERGENCY PROCEDURES & FIRE REGULATIONS
Venue fire alarm and evacuation procedures are enclosed within this manual.
EXHIBITOR’S BADGES
There are no exhibitor passes included in your exhibition stand package. These need to be booked separately, you can
find a booking form at www.cih.org/exhibitionsouthwest2014 please return this to [email protected] Exhibitor
badges can be collected at the exhibitors registration desk. Accommodation in the Palace Hotel is allocated on a first
come first served basis, so you may be allocated a room in one of our overflow hotels.
EXHIBITOR STAND PERSONNEL LUNCHES
Lunch will be included for exhibitors on each day booked for them to attend.
FIRST AID
First Aid cover will be provided by Warwick Events throughout the show and can be contacted through any member of
the organising team.
FURNITURE
A range of stand furniture can be hired from the recommended contractor, Warwick Events. Please complete the
appropriate form at the back of this manual by 19 March 2014 or visit their website www.wce.co.uk/order
GOODS REMOVAL
In an effort to improve the general level of security, it is requested that any exhibitors wishing to take goods out of
the exhibition hall after the build up period of the exhibition and before the break-down should notify event
organisers. Anyone attempting to remove equipment without permission will be escorted to the Organisers’ Office.
HOTEL ACCOMMODATION
Accommodation is included in option A only for both nights of the conference and will be allocated on a first come first
served basis by CIH events. Accommodation is being provided in the following hotels:
Palace Hotel
Osborne Hotel
Gleneagles Hotel
Premier Inn
Corbyn Hotel
Livermead Cliff Hotel
12
INSURANCE
Exhibitors should ensure they have adequate insurance protection when attending one of our Exhibitions. As a
minimum, we require you to have £5 million Public Liability cover. For advice on this, and other insurances that would
be of value, please talk to an Insurance Broker regulated by the FSA (Financial Services Authority) for professional
advice.
INTERNET CONNECTIONS
Internet Connections for exhibition stands can be organised by contacting Warwick Events. Please fill in an order form
at the back of this manual and return by 19 March 2014 to Warwick Events.
NOISE LEVELS
During Exhibition hours please keep noise levels to a minimum.
PARCEL DELIVERY/COLLECTION
All parcel deliveries and collections need to be arranged so that the correct delivery note is used, please find this
enclosed. If the correct delivery note is not used the venue isn’t able to accept your delivery.
SECURITY
There will be full 24 Hour security in the Halls. However, exhibitors are reminded that they are responsible for their
own goods and should not leave valuables unattended at any time. The CIH is not responsible for stand valuables.
STAND CLEANING
Stands will be vacuumed by staff at the Palace Hotel at the end of each day. Please leave your floor space clear to
allow access.
STAND CONSTRUCTION
Health & Safety
Exhibitors with space only stands are required under the Exhibition Regulations to submit a scale plan of their stand
All exhibitors are required to provide a copy of their insurance certificate and a risk assessment which covers the
construction and dismantling of the stand and operating from the stand during the open period and insurance
certificate. Risk assessment forms can be found within the manual.
Please complete and return the forms as soon as possible. Please note that the Organisers do retain the right to
demand a full risk assessment if deemed necessary.
Shell Scheme – All Shell schemes are 3m wide by 2m deep.
Shell Scheme stands provided will be in accordance with the specification as detailed in the information sheets and
forms within this manual. You are requested to read these carefully. No alterations can be made to the standard shell
scheme. However, additional extras can be ordered through the official Shell Scheme contractor, Warwick Event
Services. Please Note: All interior stand fittings must be contained within the shell scheme structure.
Space Only Sites – All Space only stands are 3m wide by 2m deep.
STANDS MUST BE BUILT WITHIN THE AREA OF SPACE CONTRACTED.
No stand should impinge or overhang the gangway. Exhibitors choosing space only are responsible for their own stand
design and construction.
Space only sites are not permitted to attach any material to the shell scheme walls, which may be adjacent to their
stand. Exhibitors taking space only sites backing on to, surrounded by or adjoining shell scheme sites should not
assume that panels facing their stand will be finished and those exhibitors must make good these panels. Please note
that any exhibitor with an unusual design or over height restrictions for their stands (maximum height restrictions for
each numbered stand are detailed on page 15) must submit a scale plan for approval to the organisers by 21 February
2014.
Height Restrictions
Shell Scheme
Two sets of detailed plans showing structural stability for any part of the stand exceeding height restrictions (height
restrictions for stands are detailed on page 15) must be sent to the organisers for approval. Detailed drawings should
show the form and dimension of every structural member with appropriate general arrangement plans, sections and
elevations, including full details of stairways, and most importantly, calculations of loading and strength. These details
should be submitted as a complete package.
13
Space only
For specific information on stand construction height please contact Lucy Owen on 02476 851722 as
this depends on the location of your stand within the exhibition halls.
Failure to comply with the above may cause your stand contractors delay in erecting your stand and modifications
required may cause additional cost.
Informing Contractors
Any exhibitor using a contractor to design and build their stand should pass all relevant information received from the
organisers about the exhibition on to that contractor. Additional copies of this manual are available upon request from
Lucy Owen on 02476 851722 or [email protected]
Electrics
It is the responsibility of all exhibitors to arrange their individual electrical and lighting requirements.
Please complete the order form within this manual and send it direct to Warwick Events Service by 19 March 2014.
STAND FITTING REGULATIONS
 All work must be carried out in conformity with the requirements of the Rules and Regulations of the Palace
Hotel and the organisers, CIH.
 All stand structures, signs, notices, etc., must be confined within the area allocated and may not project into
or over the gangways.
 Suspension may not be made from the roof of the exhibition halls, nor may any fixings be made to the
structure of the building.
Materials
a) All timber less than nominal 25mm (1”) in thickness and plywood, hardwood, blockboard and chipboard less than
18mm (3/4”) must be rendered flameproof by a recognised process to a Class 1 standard when tested in accordance
with BS 476 Part 7 1971. Ply-hard and pulp boards which have been rendered flameproof in a manner approved shall
be branded with a recognised mark.
b) The use of plastic of a grade less than Class 1, BS 476 Part 7 1971, whether in stand construction or display
arrangements is prohibited. Limited amounts of plastic materials of a grade better than Class 3 can be permitted
providing the details are submitted prior to construction.
c) Textile fabrics - unless incombustible - may not be used for partitioning stands or for forming offices or the back or
sides of stands and so far as they may be used for decorative treatment of such portions, the fabric must be backed
with materials similar to that required for the construction of the stands. They shall be fixed taut to the backing
boards and secured at floor level by a skirting board not less than 75mm deep.
d) All painting must be carried out in water paint. Finishes having oil or cellulose base are not permitted to be applied
on site.
Platform
a) It is essential that exhibitors take steps, when designing and constructing their stands, to ensure that the disabled
are not precluded from getting onto their stand. Exhibitors should ensure that appropriate ramps are included as part
of the stand design.
b) Platforms are not essential even with floor electrical or plumbing services. The general height may not exceed 100
mm (4”), but areas may be super-elevated for display purposes. Details of super platforms, above the height of
600mm (24”) to which persons have access must be submitted to the Organiser for the approval of the Authorities.
c) The flooring must not be less than a nominal 25mm (1”) thick. Flooring must, in any case, be laid with closed
joints. Platforms must be of a strength and stability sufficient to carry and distribute the weight of the stand fitting,
stand personnel and visitors and exhibits having regard to the loading limits of the floors.
TRADE UNION LABOUR
Exhibitors must ensure that all of their contractors and sub-contractors shall observe the Code of Practice issued by
the Advisory, Conciliation and Arbitration Service pursuant to the Employment Protection Act 1975 in their dealing with
their respective employees working at the Exhibition.
Any queries regarding trade union labour shall be directed to BECA on Tel: 0208 543 3888.
The Organisers are not able to supply labour for the handling of goods and other items. Exhibitors should arrange
with an appropriate contractor for this service.
All stand construction and displays must be made from fireproofed materials to the satisfaction of the
authorities.
14
Exhibition Areas
Build Heights
Area
Build Height
Exhibition Halls
Stands 35-45 = 2.5m Max
Stands 15-32, 57-68 = 4m Max
Stands 1-14, 33, 34, 46-56 = 2.8 Max
15
THE CHARTERED INSTITUTE OF HOUSING SOUTH WEST REGIONAL
CONFERENCE AND EXHIBITION
2 – 4 APRIL 2014 - TORQUAY
Health & Safety – Statement of Responsibility
IMPORTANT NOTICE
Please note that all exhibitors are also required under the Exhibition Regulations to submit a Risk
Assessment on their stand construction. Please note that organisers do retain the right to demand
a full risk assessment if deemed necessary.
Stand no ………………………
Company name ………………………………………………………………...……
Representative of above company ………………………………………………...……
(Responsible for Health & Safety issues on site)
Will any items displayed go above 2.4 meters high? Yes / No
Please describe the items to be displayed on your stand:
………………………………………………………………………………………..………………………………
…………………………………………………………………………………………………………………………
Will exhibition stand components and/or display equipment be larger than 2.5m wide
x 2.6m high? Yes/No
If yes please contact the organisers to arrange delivery and access
Will there be any electrical appliances on your stand? Yes / No
If yes, please list and confirm if they have been tested to comply with the Electricity at Work
Regulations 1989. Tick box if item complies:
…………………………………………………………………………….…………….……………………………
……………………………………………………..…………………………………………………………………
Will your stand, or any items displayed on it, give rise to any potential risk to staff, contractors or
visitors? Yes / No Please identify potential risks:
…………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………..
I confirm that the above information supplied is accurate and that the items on display for the
above stand, and the construction process, represent only a very minimal risk to the health &
safety of staff, contractors and visitors to the exhibition.
The organisers have the right to refuse entry to any items not listed on this form.
Signed ……………………………… Print Name ……………………………….…..
Job Title ………………………………………. Date ………………………………
Thank you for completing this form. Please return it to Lucy Owen by email:
[email protected]
16
THE CHARTERED INSTITUTE OF HOUSING SOUTH WEST REGION
CONFERENCE AND EXHIBITION
2 – 4 APRIL 2014 - TORQUAY
COMPANY PROFILE
COMPLETE ELECTRONICALLY and email to [email protected] please enter your company name
and address exactly as you wish it to appear in the Exhibition Show Guide and all promotional
material. This data will be transferred exactly as you have put into the guide.
NB: Organisation names will be displayed in lower case unless indicated otherwise. Please return by 21
February 2014
Company Name:
Address:
Postcode:
Telephone:
Fax:
E-mail:
Web-site:
Company Profile (maximum 100 words)
Your company profile can include information about your company’s organisation, services, and equipment.
Please give a description of not more than 100 words. CIH have the right to edit editorial if exceeds 100
words. Please note, if bullet points are used within the editorial, they will run consecutively.
Please send your company logo in a high resolution Jpeg or EPS format
Please complete and return this form straight away to Lucy Owen by email:
[email protected] – In Word document format only
17
THE CHARTERED INSTITUTE OF HOUSING SOUTH WEST REGION
CONFERENCE AND EXHIBITION
2 – 4 APRIL 2014 - TORQUAY
Stand Attractions
Please fill us in on what attractions you will be having on your stand as we will be including these
in the handbook for the attendee’s information and we may also advertise these attractions in our
monthly delegates South West Conference Newsletter.
Company:_________________________________________________________
Address:__________________________________________________________
______________________________ Postcode: ________________________
Tel:________________________ Fax: ___________________________
Contact: ____________________ E-mail: _____________________________
Stand Attraction:
Please complete and return this form straight away to Lucy Owen by email:
[email protected] - In Word document format only
18
THE CHARTERED INSTITUTE OF HOUSING SOUTH WEST REGION
CONFERENCE AND EXHIBITION
2-4 April 2014 – The Place Hotel, Torquay
ADVERTISING
To buy an advert in the guide, simply complete the details below.
Company:________________________________________________________________
Address:_________________________________________________________________
Postcode:______________________________
Tel:__________________________________ Fax:_______________________________
Contact: ______________________________ Email:______________________________
Signed: _______________________________ Date:______________________________
Advert Size
¼ page advert
½ page advert
Full page
Cost
£379 + VAT
£550 + VAT
£812 + VAT
Logo in Guide
Delegate Insert
Total:
£90 + VAT
£540 + VAT
Quantity
Following the event please notify the organisers of any queries within 5 working days
Please retain a copy of this form for your information.
All adverts will need to be the events team by 6 March 2014
Please complete and return this form straight away to Lucy Owen by email: [email protected]
19
THE CHARTERED INSTITUTE OF HOUSING SOUTH WEST REGION
CONFERENCE AND EXHIBITION
2 – 4 APRIL 2014 - TORQUAY
STAND DESIGNER / CONTRACTOR DETAILS
Space Only Exhibitors please note due to new Health & Safety Regulations recently
introduced it is now necessary for space only exhibitors to supply a risk assessment,
method statement, a copy of their insurance certificate and a plan of their stand.
Please complete the following information: Company Name:
Address:
Postcode:
Telephone:
Contact Name:
Signature:
Stand No:
Fax:
Position:
Date:
Stand Designer / Contractor
Company Name:
Address:
Postcode:
Telephone:
Office Contact Name:
Onsite Contact Name:
Stand No:
Fax:
Telephone No:
Mobile No:
Please complete and return this form straight away but no later that 21 February 2014 to Lucy
Owen by email: [email protected]
20
RISK ASSESSMENT FORMS
RISK ASSESSMENT FOR SHELL SCHEME STANDS
Exhibition Name: CIH South West Conference 2014
Company:
Stand Number:
Name of person responsible for
Health & safety:
Work No:
Mobile No:
Email:
Exhibitor’s Responsibilities
An exhibition stand is a workplace covered by health and safety legislation. As the exhibitor it is your responsibility to
ensure that a suitable and sufficient risk assessment is completed.
Failure to do so could lead to delays or ultimately the closure of your stand.
This template is for a simple shell scheme exhibition stand which does not require any structural approval from the
organiser or the venue. More complex stands will require a more detailed risk assessment and if you are in any doubt
you should contact the Lucy Owen on 02476 851 722 or email [email protected].
Does your stand include any of the following? If so you must complete the attached risk assessment for simple stands
please answer Yes or No:
Yes/No
Lifting heavy products during the build-up/breakdown
Working at height (using ladders)
Display of anything containing liquid fuel or flammable and explosive substances
Display of sharp objects, weapons (even replica weapons)
Demonstrations of any kind i.e. Therapies, massaging
Working electrical appliances other than simple display lighting
Food service of any kind other than sweets, snacks and soft drinks
Heat source of any kind including cookery demonstrations, naked flame or gel burners
Working machinery of any kind even if static
Using power tools during the build-up/breakdown
Have all portable appliances being displayed had a visual inspection or PAT tested.
Any other hazard not identified above which could be a risk
Note this is not an exhaustive list. You are responsible for identifying any aspect of your stand which
could present a hazard
If you have answered NO to all of the above complete sign below. If you have answered YES to any of the above
complete the risk assessment attached.
I declare that to the best of my knowledge there are no significant risks relating to this stand
Signed:
Name:
Position:
21
Date:
RISK ASSESSMENT FOR SHELL SCHEME STANDS
Risk:
Who could be harmed:
Control Measures in Place:
To the best of my knowledge the information provided is correct. The control measures in place control risk to an
acceptable degree.
Signed:
Name:
Position:
Date:
PLEASE NOTE:
This is a very basic risk assessment format for simple risks only. Multiple or complex risks will require a more detailed
risk assessment.
Please complete and sign this form, then return it by either fax or email on the contact details below by 21
February 2014.
Fax: 02476 421 973 (FAO Lucy Owen)
Email: [email protected] - In Word document format only
22
RISK ASSESSMENT FOR SPACE ONLY STANDS
Build up: 31 March 2014
Break down: 4 April 2014
Organisation name & address:
Events date: 2-4 April 2014
Risk assessment undertaken by:
Signed:
Date:
Hazards
Consequences
Identify Hazards
What could result from
the hazard?
Identify hazards in
the halls/rooms
and on the
perimeter roads
that could
reasonably be
expected to result
in significant harm
First aid injury – minor
cuts sprains, bruises
RIDDOR 3 day injury –
broken fingers, toes,
sprained tendons or
muscles, illness (tiredness,
stress, gastric)
Serious injury – head
injury, loss of consciousness,
broken bones, dislocations,
respiratory problems.
Usually an injury from which
full recovery is possible.
Death or very serious
Injury to one person Loss of limb, paralysis or life
changing injury from which
full recovery is unlikely.
Death or very serious
injury to more than one
person
Who is at
risk?
Who might
be harmed?
PxS=R
Controls
Action Level
Risk
Is the risk adequately
controlled?
What is the Residual Risk?
Consider hierarchy of controls
Action Level
Organiser’s
staff
P = Probability
S = Severity
R = Risk level
Venue staff
PxS=R

Eliminate

Substitute
Visitors

Reduce
Exhibitors

Isolate

Control

PPE

Discipline
Contractors
Young/new
inexperienced
staff
Do the controls…………
Meet legal requirements?
Represent best practice?
Reduce risk as far as is
reasonably practicable?
Comply with industry
standards?
Disabled
Children
New and
expectant
mothers
Elderly visitors
23
H = High, Immediate action
required
M = Medium, Justify and review
each event day
L = Low, no further action
required
See table in footer
Hazard
Consequences
Probability (P)
Severity (S)
5 >Almost
inevitable
4
Very likely
3
Likely
2
Unlikely
1 <Very unlikely
5-Multi death or very serious injury
4-Single death or very serious injury
3-Serious injury
2-RIDDOR 3 day
1-Minor/First Aid
Who is at Risk
P
S
R
Controls
Action Level
Calculation of Risk (R)
Prob
5
4
3
2
1
5.M
4.L
3.L
2.L
1.L
10.H
8.H
6.M
4.L
2.L
2
1
Action Level
15.H
12.H
9.H
6.M
3.L
3
Severity
20.H
16.H
12.H
8.H
4.L
4
25.H
20.H
15.H
10.H
5.M
5
LOW – no action
required
MED – justify
/review for each
event day
HIGH –immediate
action/ further
controls needed
Risks to be monitored each day as follows: (These will normally be those risks rated Medium after controls are in
place)
Hazard
Monitored by
24
Frequency
25
26
27
THE PALACE HOTEL
FIRE PROCEDURES
The Arena
If you discover a fire, sound the fire alarm immediately by breaking the glass in one of the call-points
located on the external walls situated alongside each fire exit.
To enable the management to ensure that all persons in the Arena have been accounted
for in an emergency, you are requested to assemble in the ARENA CAR PARK.
ON HEARING THE FIRE ALARM

Use the nearest available exit to leave the building.

Proceed immediately to the Arena car park.

Report to the person in charge at the main assembly point in the car park.

The duty receptionist or manager will notify the Fire Brigade immediately.

As far as personal safety will permit, the duty manager will ensure that no-one is left in the building.

Do not enter the building until the Senior Fire Officer gives permission
DO NOT PREJUDICE YOUR SAFETY OR THE SAFETY OF OTHERS BY REMAINING
TO COLLECT YOUR PERSONAL BELONGINGS
28
CIH Annual South West Dinner
3 April 2014, Palace Hotel, Torquay
Booking Form
Individual Ticket Prices
£77 + VAT
Table Prices
£1000 +VAT per table of ten
Organisation Name: …………………………………………………………………………………………………………
Contact Name: ………………………………………………………………………………………………………………
Position: ………………………………………………………………………………………………………………………
Address: ………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………..…………
Is this the address you want your invoice to be sent to
yes
no
If no to either of the above please state the address and contact details for each of the above
………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………………
Contact Telephone No:.:………………………………………… Fax No:…………………………………………………
Contact Email address: ……………………………………………………………………………………………………………
Purchase Order Number (if required) ……………………………………………………………………………………
I would like to book _____ ticket(s) or _____ table(s) of 10
Please include any special dietary requirements: _________________________________________
Terms & Conditions
A. Email correspondence will not be taken as confirmation of a booking. A booking will only be guaranteed on receipt of this
completed and signed booking form.
B. You will be invoiced at the time of booking. If you cancel a booking you will charged the following cancellation fees;
st
Cancellations after the 1 January 2014 you will be charged 100% of your booking,
C. Limitation of Liability
i) The Chartered Institute of Housing (CIH) accepts responsibility for accident, injury or loss suffered whilst attending this event if it is
directly due to negligence on our part.
ii) Individuals are responsible for taking care of their own property.
iii) This booking is subject to the usual CIH Terms and Conditions
D. Cancellation of Events: The CIH may have to cancel an event. In this case, we will return any fees already received. We will not refund
any other costs you may incur as a result of this cancellation.
E. CIH Events will not be liable for reimbursing fees if delegates are not able to attend an event due to circumstances out of the CIH’s
reasonable control including, but not limited to, weather conditions, fire, flood, transport strikes, closures or delays or any other Force
Majeure or Act of God.
By signing this booking form you are agreeing to CIH terms and conditions.
Signed: …………………………………………………………….Date: ………………………………………………………
Print Name: ……………………………………………………….…………………………………………………………
Please return this form to: Lucy Owen, Events Team, CIH, Octavia House, Westwood Way, Coventry CV4 8JP
Fax: 024 7642 1973 E-mail: [email protected] Tel: 024 7685 1722
Once we receive your signed booking form an invoice for the full amount will be sent out to you. Joining
instructions will be sent out 2 weeks prior to the event.
29
INTERNET CONNECTION
This form is to pre-book access to Wifi at The Palace Hotel.
ONCE COMPLETED, EMAIL BY RETURN TO: [email protected]
PLEASE ENSURE YOU COMPLETE ALL THE RELEVANT SECTIONS.
EVENT NAME
South West CIH Conference and Exhibition 2014
Stand Number
*Please ensure you have this information prior to returning your form
Company Name
Contact Name
Phone
e-mail
Mobile
Contact on-site
Mobile on-site
IT Contact in
Company
Cost for Wifi
Duration of the conference / Exhibition
£75 + VAT
TOTAL
30
Total No.
Required