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EXHIBITOR MANUAL
Thank you for booking a stand at Square Meal’s Venues & Events Live 2014.
Please do take time to read this Exhibitor Manual. It is designed to make your time
before, during and after the show as trouble-free and enjoyable as possible.
KEY POINTS
ACCESS: Old Billingsgate is not a purpose-built exhibition venue and is located
on a busy red-route road. As such, access for the show build-up and break-down
needs to be carefully coordinated with time slots arranged and adhered to, hence
the importance of this manual and its related forms. There is no direct access to
the venue, please refer to pages 10, 11 & 12.
FORMS: These are very important and will enable us to make sure that you receive
all the necessary equipment and passes you require. Please complete and return all
the necessary forms as soon as possible.
OFFICIAL CONTRACTOR DETAILS: All the names, addresses and contact
details of the show’s official contractors are listed in this document.
EXHBITOR CHECKLIST: Please refer to the exhibitor checklist to ensure you
have contacted all the relevant contractors for your particular requirements.
I hope this document gives you all the operational information you need, however if
you have any queries, please do not hesitate to contact me.
I look forward to welcoming you at Old Billingsgate in September.
Kate Barratt
Operations Manager
Tel: 01491 871947
Email: [email protected]
Venues & Events Live 2014 Operational Queries please call 01491 871947
1
ORGANISER’S CONTACT DETAILS
Operations
Sales
Kate Barratt
Operations Manager
The Pond House
The Street
South Stoke
RG8 0JS
T: 01491 871947
F: 01491 871084
E: [email protected]
Caroline Parsons
Deputy Head of Venues & Events
T: 020 7840 6286
M: 07968 393755
E: [email protected]
Chris Zachary
T: 020 7840 5231
M: 07500 840 902
E: [email protected]
Show Director
Graham Hill
Head of Venues & Events
Venues & Events Ltd
3rd Floor, Quadrant House
250 Kennington Lane
London SE11 5RD
T: 020 7840 6270
M: 0771 204 5602
F: 0870 141 3123
E: [email protected]
www.venuesandevents.co.uk
Marketing
Rachel Harty
Head of Marketing
T: 020 7840 6269
E: [email protected]
Chloé Kingham
Events Manager
T: 020 7840 5240
E: [email protected]
Paul Young
Senior Marketing Executive
T: 020 7840 6260
E: [email protected]
Ed Warr
Marketing & Events Co-ordinator
T: 020 7840 6275
E: [email protected]
Sara Carroll
T: 020 7840 6272
M: 07710 174326
E: [email protected]
Louise Hindley
T: 020 7840 5259
M: 07890 267316
E: [email protected]
Laura Dickinson
T: 020 7840 6271
M: 07786 157919
E: [email protected]
Hannah Butler
T: 020 7840 6283
M: 07763 496027
E: [email protected]
Harry Calvesbert
T: 020 7840 5230
M: 07773 011135
E: [email protected]
Owen Boniface
T: 020 7840 5242
M: 07793 053743
E: [email protected]
Accounts
Dionne Lockyer
Venues & Events Ltd
3rd Floor, Quadrant House, 250 Kennington Lane
London SE11 5RD
T: 020 7840 6285
E: [email protected]
Venues & Events Live 2014 Operational Queries please call 01491 871947
2
CONTENTS
A
Access Timetable
Audio Visual
Access map to Venue
page 4
page 10
page 5
B
Badges
Build up
Breakdown
page 10
page 10 & 11
page 11 & 12
C
Car Parking
Catering
Children
Cleaning
Code of Practice
Contractor Badges
Couriers
Courier Drop Off Service
page 12
page 13
page 13
page 15
page 15
page 10
page 11
page 11
D
Data Capture Pens
Data Capture Service
Del & Col of Exhibits
Disabled Facilities
Distribution of Literature
page 15
page 10
page 12 & 15
page 15
page 16
E
Electrical Regulations
Electrical Services
Emergency Procedures
Exhibition Timetable
Exhibitor Badges
page 31
page 18
page 38
page 4
page 10
F
Fascia Nameboards
First Aid
Floor Covering
Floral
Food Hygiene
Forklifts
Furniture
page 18
page 18
page 18
page 18
page 18
page 19
page 21
G
Gangways
Graphic Panel Options
H
Health & Safety
Height Limits
page 21
page 28
page 33 & 37
page 30
I
Insurance
page 21
L
Lighting Rigs
Location Map of Old Billingsgate
page 21
page 5
M
Music
page 21
O
Official Show Contractors
Organisers Contact Details
page 6
page 2
P
Porters
PR & Press Information
page 23
page 23
R
Re-Stocking
Risk Assessment Guidelines
Risk Assessment Template
page 23
page 34
form 36
S
Security
Shell Scheme Specification
Shell Scheme Visual
Show Passes
Show Planner Entry
Smoking
Space Only Regulations
Sponsorship
Stand Design
Stand Design Submission
Stand Rules & Regulations
Storage
page 23
page 26
page 29
page 25
page 23
page 23
page 30
page 23
page 23
page 31
page 30
page 23
T
Telephones
Temporary Staff
Trolleys
page 26
page 23
page 25
V
Visitor Connect
page 25
W
Water & Waste
Wireless/Internet Connections
page 25
page 25
Venues & Events Live 2014 Operational Queries please call 01491 871947
3
EXHIBITION TIMETABLE
BUILD UP
SCHEDULE
VENUE OPEN
Monday 15 September
Access to Space Only Contractors
0600hrs – 2200hrs
Please note – no vehicle access is
allowed to/from the venue between
0800 – 0930hrs & 1700 – 1830hrs
Tuesday 16 September
Access to Shell Scheme Exhibitors &
continuation of space only stands
0600hrs – 2200hrs
Please note – no vehicle access is
allowed to/from the venue between
0800 – 0930hrs & 1700 – 1830hrs
SHOW OPEN DAYS
SHOW OPEN HOURS
VENUE OPEN
Wednesday 17 September
0900hrs – 1900hrs
0700hrs – 2000hrs
Thursday 18 September
0900hrs – 1700hrs
0700hrs – 2300hrs
BREAKDOWN
Thursday 18 September
SCHEDULE
1700hrs show closes. All shell
scheme stands to be clear of the halls
by 2000hrs.
VENUE OPEN
1700hrs – 2300hrs
Space only stands can only access the
venue with a vehicle over 7.5 tonnes
on Friday between 0600 – 1400hrs.
Friday 19 September
Space only stands to continue
breakdown
The venue must be clear by 1400hrs
0600hrs – 1400hrs
Please note – no vehicle access is
allowed to/from the venue between
0800 – 0930hrs.
All products must be removed from shell scheme stands by 2000hrs on Thursday night.
If you foresee difficulties in removing all your exhibits by 2000hrs please contact Kate Barratt on
01491 871947.
All exhibits and stand fitting including floor coverings must be removed from the halls by Friday
afternoon at 1400hrs. Any items left after such time will be deemed as rubbish. Any cost incurred
will be charged directly back to the exhibitor.
Venues & Events Live 2014 Operational Queries please call 01491 871947
4
LOCATION MAP: OLD BILLINGSGATE
1 Old Billingsgate Walk, off Lower Thames Street, London, EC3R 6DX
Old Billingsgate is located in the City of London right on the north bank of the
River Thames between Tower Bridge and London Bridge.
PLEASE NOTE THERE IS NO DIRECT ACCESS TO THE VENUE
Venues & Events Live 2014 Operational Queries please call 01491 871947
5
OFFICIAL CONTRACTORS
Audio Visual Equipment
Hawthorn
Chris Smith
Computers etc.
Unit F, Western Trading Estate
T: 020 8955 6900
London NW10 7LU
[email protected]
Tower Hill Corporation of London
T: 0870 241 7492
Car & Coach Park
24 hour opening
Car Parking (nearest)
50 Lower Thames Street (off slip road)
(opposite Sugar Quay) London EC4V 2EJ
Car Parking
London Thames Exchange NCP
T: 020 7248 6089
Bell Wharf Lane
24 hour opening
Off Upper Thames Street
London EC4R 3TB
Contractor Badges
KWOPS Event & Exhibition Management
Kate Barratt
Vehicle Passes
The Pond House
T: 01491 871947
Health & Safety
The Street
F: 01491 871084
South Stoke RG8 0JS
[email protected]
Courier Service
Ceva Showfreight
Peter Murfitt
Freight Forwarding
Unit 3a Perimeter Way
T: 0121 782 8888
NEC
F: 0121 782 2875
Birmingham B40 1NT
[email protected]
Electrics & Lighting
Full Circle Events & Exhibitions Ltd
Helen Rogers
Shell Scheme Accessories
Firsdale Industrial Estate
T: 01942 676885
Name Boards
Nangreaves Street
F: 01942 676885
Shell Scheme Panels etc.
Leigh, WN7 4TN
[email protected]
Exhibitor Badges
Live Buzz Exhibition & Conference Registration
Paula Burke
Data Capture
154 Earlsdon Av North,
Coventry, CV5 6FZ
T: 0844 412 7963
[email protected]
Bespoke Exhibition Stands
Leading Edge Design
Aaron Timms
Willowfield Studios
[email protected]
67a Willowfield Road
Designer Flowers
T: 01323 411663
Shirley Poyntz
Camden Exhibition Services
T: 020 8961 6844
[email protected]
Laura Russell
Thorns Group
T: 020 8801 4444
125 Brantwood Road
F: 020 8801 4445
London
[email protected]
N17 0DX
www.thorns.co.uk
Insurance
Event Insurance Services
Phil Staples
T: 01425 470360 ext 201
[email protected]
Staff
Off to Work
Ashleigh Rogers
Floral
Furniture
T: 0207 381 8222
F: 020 7386 8887
[email protected]
Internet &
Wireless Connections
Gunix
Georgi Petkov
T: 020 7770 6013
M: 0777 4965705
[email protected]
Venues & Events Live 2014 Operational Queries please call 01491 871947
6
YOUR QUESTIONS ANSWERED
In order to help you with the planning of your stand, and to save you unnecessary telephone calls we have listed
a number of the most common questions that we get asked regarding the stand set up. I hope you find this
useful.
Question:
Answer:
I have a shell scheme stand – what is included with this?
Venue carpet tiles (black/dark grey), white walls, a ceiling grid, fascia and nameboard sign.
Additionally one socket, two spotlights, two bar stools and one bar table are supplied as part of
your package. Please refer to www.thorns.co.uk to view the furniture package. It is the Siegar
bar stool and the Pisa Tower Poseur table both in black.
Question:
Answer:
What name will appear above my stand on the nameboard, and where?
Shell scheme exhibitors will have a nameboard positioned on each dividing wall of their stand.
The wording will be the Exhibitor Name that appears on your exhibition contract, unless
otherwise agreed with the organisers. Please contact your account manager to agree changes.
.
Question:
Answer:
I have a space only stand – what is included with this?
A space only stand means exactly that – an area marked out on the floor. Your carpet is
included (black/dark grey carpet tiles, unless you are in the vaults where they are varied) but
you must provide all your walls, stand fittings, electrics, signage etc. for your stand.
Question:
Answer:
Can I lay my own floor?
You are more than welcome to lay your own floor, but care must be taken so as not to damage
the venue carpet tiles. An 18mm chipboard or something similar must be laid first prior to
laying any other kind of flooring to your stand.
Question:
Answer:
Can I paint/wallpaper my shell scheme stand?
Yes, but there is a cost involved. Please contact Full Circle – Helen Rogers on 01942 676885
or [email protected] if you would like to consider this option. Different
colour panels are also available from Full Circle at a cost.
Question:
Answer:
What are the shell scheme panel dimensions?
Wall panels are 2.5m high x 1.00m wide (990mm to centre of poles) white melamine and framed
with aluminium upright posts either side and 70mm rails top & bottom.
Question:
Answer:
Can I hang heavy objects on the shell scheme stand walling?
Within reason. Please contact the organisers if you are unsure of the weight.
Question:
Answer:
Can I build above 4 metres?
No, as this is the maximum height limit. Please check with the organisers beforehand if you
wish to build above 3m as there are height restrictions in some parts of the venue.
Question:
Answer:
How do I book electrics?
Full Circle is the appointed electrical contractor. Space only stands may pre wire their own
electrics but only Full Circle must make the mains connection to make it live. Shell scheme
stands must advise Full Circle of where they would like the socket and 2 spots positioned, which
is included in the shell scheme package.
Question:
Answer:
Can I have the lighting positioned anywhere on my stand?
At the back of the manual under the electrical order form you will find a grid plan to highlight
where you would like your electrics and lighting positioned.
Question:
Answer:
I plan to offer food and drink samples to the visitors – do I have to do anything special?
You must inform us of this activity on Form 5. Please make sure you have read and understood
the food & hygiene regulations within the manual. You must also complete a risk assessment
with regards to sampling food or drink to visitors.
Venues & Events Live 2014 Operational Queries please call 01491 871947
7
Question:
Answer:
Are there storage facilities on site?
There are NO storage facilities on site.
Question:
Answer:
What is the address for Old Billingsgate?
The full address is:
1 Old Billingsgate Walk
16 Lower Thames Street
London EC3R 6DX
Question:
Answer:
Is there any parking at Old Billingsgate?
There are 2 car parks within walking distance of Old Billingsgate, please refer to the map on
page 5
Question:
Answer:
Can you confirm the build up and breakdown access to the venue?
Please refer to the build up section on pages 10 - 12.
Question:
Answer:
How do I order for exhibitor badges?
Exhibitor badges can be ordered online by logging onto
http://livebuzzreg.co.uk/2014/sqmeal14/exhibs/login
An email containing your login details will be sent to you soon.
Badges are for the use of your stand personnel ONLY. Your badge will act as a security pass at
the venue and will identify your stand personnel to event visitors.
Exhibitor badges will be mailed to the main stand contact from 2 weeks prior to the show.
If you have any other questions about exhibitor badges please contact our Exhibitor Services
Team at Live Buzz at [email protected]
Question:
Answer:
How do I organise data capture scanners?
Data capture scanners can be ordered online by logging onto
http://livebuzzreg.co.uk/2014/sqmeal14/exhibs/login and selecting Data Collection
Venues & Events Live 2014 Operational Queries please call 01491 871947
8
Venues & Events Live 2014 Operational Queries please call 01491 871947
9
A TO Z LISTING OF SERVICES
‘The manual forms part of the rules and regulations as detailed on the contract. By virtue of the agreement
between the exhibitor and the organisers, the exhibitors commit themselves to strict compliance with the
regulations pertaining to stand construction and fittings.’
AUDIO VISUAL – official supplier HAWTHORN
If you require any audio visual equipment, plasma screens, computers etc. during the show, please contact the
show’s official suppliers Hawthorn on 020 8955 6900 or email [email protected].
Please remember that sound levels must be kept at a reasonable level and that any display that may attract a
crowd must be located at least 1m back from the gangway (please also refer to Music/Entertainment for
copyright details).
BADGES AND DATA CAPTURE
EXHIBITOR BADGES
Exhibitor badges can be ordered online by logging onto http://livebuzzreg.co.uk/2014/sqmeal14/exhibs/login
An email containing your login details will be sent to you soon.
Badges are for the use of your stand personnel ONLY. Your badge will act as a security pass at the venue and
will identify your stand personnel to event visitors.
Exhibitor badges will be mailed to the main stand contact from 2 weeks prior to the show.
DATA CAPTURE
Data capture scanners can be ordered online by logging onto
http://livebuzzreg.co.uk/2014/sqmeal14/exhibs/login and clicking on Data Collection
LiveBuzz offers a choice of convenient Data Collection solutions. SMARTSCAN scans QR codes on visitor
badges and the traditional hand held HANDiSCAN scans barcodes – putting visitor data in the palm of your
hands.
CONTRACTOR BADGES
please refer to form 5
All personnel working on your stand during build up/breakdown must wear contractor badges. They are NOT
valid during the open period. Please complete form 5. Contractor badges will be sent out approximately 2
weeks prior to the show.
BUILD – UP & BREADOWN
please refer to forms 2 & 3
Space only exhibitors may commence building their stands from 0600hrs – 2200hrs on Monday 15
September. NO shell scheme stands will be allowed into Old Billingsgate on Monday 15 September, as
the stands will not be complete. Please note space only stands cannot access the venue with a vehicle on
Tuesday 16 September. Vehicle access on Tuesday 16 September is only for a set number of shell scheme
stands.
Shell scheme exhibitors may deliver exhibits from 0600hrs – 2200hrs on Tuesday 16 September.
Venues & Events Live 2014 Operational Queries please call 01491 871947
10
All stand construction and delivery of goods must be completed and excess products, materials and
vehicles removed from the hall no later that 2200hrs on Tuesday 16 September. The hall will be open for
you to work on your stand dressing until 2300hrs.
Old Billingsgate has very limited access for loading and unloading into the venue, and with new access
restrictions having been enforced by the City of London, we as the organisers are having to apply the
following procedures for delivery of goods to the show.
COURIERS AND THE FREE COURIER DROP-OFF SERVICE – please refer to form 4
Couriers are an excellent ‘hassle-free’ way to have your stand kit delivered to the show and returned to
your offices. Due to the restrictions on the number of vehicles allowed to deliver to Old Billingsgate each
day, couriers must use our depot, which is just a few minutes’ drive from the venue, as the delivery and
collection point.
Couriers arriving at the depot will be met by our official lifting and forwarding agent, Ceva Showfreight,
who will sign and take delivery of exhibitor goods on Monday 15 September between 0900hrs – 1600hrs.
All exhibitor goods will then get loaded onto Ceva’s vehicles and transported to Old Billingsgate that
evening to be placed on exhibitors stands ready for set-up on Tuesday morning.
For breakdown, someone from Ceva Showfrieght will visit your stand during the day to agree what needs
to be taken back to the depot (they take a photo), this will then get packed up and loaded onto their
vehicle on Thursday evening and shipped back to the depot. Exhibitor couriers will then be able to pick
up on Friday 20 September between 0900hrs – 1600hrs.
WE STRONGLY ADVISE THAT ALL EXHIBITORS TAKE THIS OPPORTUNITY AND USE THE
SERVICE WE ARE PROVIDING TO MAKE ACCESS TO THE VENUE AS EASY AND STRESS
FREE AS POSSIBLE. PLEASE NOTE, THIS SERVICE DOES NOT ALLOW FOR LARGE STAND
FITTING ITEMS.
THERE IS NO CHARGE FOR THIS SERVICE.
Please note that the Organisers and Ceva Showfreight take no responsibility for damaged or lost items.
Cars & Small Transit Vans (max height room 1.98m)
If you are delivering your stand kit by car/small transit van, we request that you go directly to Tower Hill
Corporation of London Car Park on Lower Thames Street by Sugar Quay (slip road to east, towards the
Tower of London), which is just a 3 minute walk from Old Billingsgate. We will have dedicated porters
and trolleys on hand to help you unload your cars/transit vans and ferry your belongings to your stand. If
when you arrive there is not a porter to hand, please call 07931 545504 and a porter will be dispatched.
The same procedure will apply for breakdown at the end of the show. You MUST park at Tower Hill
Corporation of London Car Park, and then when you are ready at your stand to have your belongings
ferried to the car park, we will have a “Porters Service Desk” at the front of the show for you to go and
request a porter & trolley.
Taxis
If you are able to simply carry your stand kit, we suggest you simply arrive or depart by a licensed taxi –
the one vehicle that is allowed to stop on the red route outside Old Billingsgate.
Venues & Events Live 2014 Operational Queries please call 01491 871947
11
Delivery and Collection of Exhibits
Deliveries
If you are intending to have any goods delivered to your stand by outside contractors, you must use our courier
drop off service, as above.
Due to the access restrictions imposed on Old Billingsgate, Venues & Events have teamed up with Ceva
Showfreight to offer an all in one delivery and collection package from your premises to the show and
collection from the show back to your premises, therefore making life easy for you by just having to turn up and
unpack! Please contact Peter Murfitt on 0121 782 8888 to request a cost for this service.
Collections
If you are arranging for goods to be collected after the show closes by outside contractors, the same procedure
will apply with regards to the courier drop off service. Venues & Events cannot accept responsibility for
damage or loss to any stands or goods in transit to and from the show.
IMPORTANT RESTRICTIONS DURING BREAKDOWN
Under no circumstances will vehicles be allowed to pull up and park outside Old Billingsgate during build
up and breakdown. Vehicles arriving at Old Billingsgate without an authorised vehicle pass will not be
allowed access and turned away.
With regards to breakdown, all exhibitors must use the same method of collection for their goods as they
did for build-up. i.e. collection by taxi, using the courier drop off service or by parking your car/small
transit in the car park and using our porter service.
If you would like to use the Courier Drop-Off Service, please contact Peter Murfitt by email
[email protected] and complete the attached form.
For those going to use the car park, I would be grateful if you would please contact me by email
[email protected] to advise me of this, as well as your estimated time of arrival.
BREAKDOWN
Breakdown will commence from 1700hrs until 2300hrs on Thursday 18 September. The same procedure for
build-up will apply to breakdown. If you came by car/van/small transit you are requested to use the Tower Hill
car park again, if you came by taxi then please book your taxi to pick you up, and if you used the courier drop
off service then the instructions are as above.
IMPORTANT RESTRICTION:
UNDER NO CIRCUMSTANCES ARE YOU ALLOWED TO PULL UP OUTSIDE THE VENUE ON
LOWER THAMES STREET, WHICH IS A DOUBLE RED ROUTE
Shell scheme stands must be completely clear of the hall by 2000hrs on Thursday 18 September. Any of your
own exhibits or stand equipment left on your stand after this time will be deemed as rubbish and any cost
incurred will be past directly to the exhibitor.
Space only stands may continue to pull out on Friday 19 September from 0600hrs to 1400hrs when the building
must be cleared.
CAR PARKING
Old Billingsgate does not have a car park, but there are two very nearby:
• Tower Hill, 50 Lower Thames Street (turn off by Sugar Quay, off slip road to east)
• London Bridge, Bell Wharf Lane (off Upper Thames Street)
Please refer to the map for more details. The car parks are literally just a 3 minute walk from the venue.
Venues & Events Live 2014 Operational Queries please call 01491 871947
12
CATERING please refer to form 5
You must inform us on form 5 of any catering activities, alcohol or sampling that will take place on your stand.
You are reminded that no gas is allowed on site, or water and waste supplies at Old Billingsgate, and that
cooking is not permitted on the premises. Please complete the attached risk assessment if sampling food or
drink on your stand.
CHILDREN
As laid out in the Health and Safety at Work Act 1974, under no circumstances are children of 16 and under
(including babes in arms or toddlers) allowed into the show area during build-up or breakdown, nor are they to
be left in vehicles surrounding the area.
Venues & Events Live 2014 Operational Queries please call 01491 871947
13
Venues & Events Live 2014 Operational Queries please call 01491 871947
14
CLEANING
Cleaning is included in the price of your stand and will be carried out on a daily basis. This does not include
cleaning of exhibits and DOES NOT include the removal of stand fittings including floor covering or platforms
at the end of the show. Large items left at the end of breakdown will be charged directly to the exhibitor.
Where night sheets are used, the keys should be left with the organisers to allow early morning cleaning.
Dry waste should be placed in plastic bags in the gangway after the close of show each day. Cleaners will not
dispose of any bagged waste left on stands.
Once your stand is dismantled and you are ready to leave the hall, please ensure that you have cleared all
rubbish away. The Organisers will proceed to skip any items left and charge the exhibitors £300 minimum for
taking your rubbish away.
CODE OF PRACTICE
Please ensure that your stand is staffed at all times during the open period of the show and that all exhibits
remain displayed during the show open hours. In order that no discourtesy is shown to last minute visitors to
the show, we ask that no dismantling of any displays or exhibits commence before 1700hrs or until all visitors
are clear from the building on Thursday 18 September.
DATA CAPTURE DEVICES – ‘ZAPPERS’
Data collection devices are available to hire from Live Buzz, by logging onto
http://livebuzzreg.co.uk/2014/sqmeal14/exhibs/login. We suggest exhibitors strongly consider using them. If
you have any questions, please contact the team on: [email protected]
DELIVERY AND COLLECTION OF EXHIBITS
please complete form 4
Deliveries
If you are intending to have any goods delivered to your stand by outside contractors, you must use our courier
drop off service. Please refer to page 10.
Due to the access restrictions imposed on Old Billingsgate, Venues & Events have teamed up with Ceva
Showfreight to offer an all in one delivery and collection package from your premises to the show and
collection from the show back to your premises, therefore making life easy for you by just having to turn up and
unpack! Please contact Peter Murfitt on 0121 782 8888 to request a cost for this service.
Collections
If you are arranging for goods to be collected after the show closes by outside contractors, the same procedure
will apply with regards to the courier drop off service, please refer to page 10.
Venues & Events cannot accept responsibility for damage or loss to any stands or goods in transit to and from
the show.
DISABLED FACILITIES
EU Regulations state that all disabled people must be given the same opportunities as able-bodied persons. This
includes the ability to attend the show and look at any of the exhibits. We would ask that you ensure your stand
and exhibits are: easily accessible to those disabled visitors in wheelchairs and that you provide alternative
facilities for the hard of hearing.
Venues & Events Live 2014 Operational Queries please call 01491 871947
15
DISTRIBUTION OF LITERATURE
Distributing material such as printed or other cards, circulars or articles, is prohibited unless from your own
stand. Handing out material, and exhibits encroaching on the gangways surrounding your stand is also
forbidden.
Venues & Events Live 2014 Operational Queries please call 01491 871947
16
Venues & Events Live 2014 Operational Queries please call 01491 871947
17
ELECTRICAL SERVICES
please refer to Form 7
The official electrical contractor for the show is Full Circle. Please contact them directly with electrical
requirements.
The Exhibition Venues Association (EVA) regulations for Stand Electrical Installations must be observed and
complied with by all exhibitors and their contractors. Your electrical equipment must conform to the above
safety standards or it will be disconnected. To order your electrical requirements please complete form 7 by 22
August.
For queries please contact Helen Rogers on 01942 676885 or email [email protected]
FASCIA NAME BOARDS
Shell scheme exhibitors will have a nameboard positioned on each dividing wall of their stand with their
company name prominently displayed. The wording will be the Exhibitor Name that appears on your exhibition
contract, unless otherwise agreed with the organisers. Please contact your account manager to agree changes.
FIRST AID
There will be first aid cover at Square Meal’s Venues & Events 2014 throughout build up, show open days and
breakdown. They will be situated in the First Aid Room located on level 1 of Old Billingsgate. Should you
require assistance please contact the nearest security guard in attendance.
FLOOR COVERING
All stands are carpeted (black/dark grey carpet tiles, unless you are in the vaults where they are varied). Under
no circumstances can these tiles be removed. If you wish to lay your own floor covering, you must provide
adequate protection to the venues carpet tiles before laying your own floor covering. Carpet can not be laid
directly onto carpet. An 18mm chipboard or platform must be laid first.
FLOWERS – official supplier DESIGNER FLOWERS
Please contact Shirley Poyntz on 020 8961 6844 or email [email protected]
FOOD & HYGIENE
Under the Terms of the Food Safety Act 1990 and the Food Hygiene (General) Regulation 1970 as amended, all
stands that handle and/or supply food samples must comply with the following requirements:
For fully prepared and wrapped food being bought into the venue and distributed at the show:
1.
As from 1st April 1993 the following foods must be stored at or below 8º centigrade:
- soft cheeses
- pates
- cooked products containing meat, fish, eggs (or their substitutes), cheeses, cereals, pulses or
vegetables which are usually eaten without further cooking or re-heating
- smoked or cured fish
- cut or sliced smoked or cured meat
- sandwiches or rolls containing meat, fish, egg, soft cheese etc. unless intended to be sold within 24
hours of their preparation
Alternatively the foods listed above, where appropriate and where intended to be served HOT, should be at or
above 63º centigrade.
Depending on the food, either heat or cool it to the levels set out as quickly as possible. These temperature
provisions do not apply to certain foods such as bread, biscuits, cakes, chocolate etc.
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2.
All food handlers shall wear sufficient clean and washable over-clothing whilst engaged in the handling
of open foods.
3.
Food must not be exposed to any risk of contamination and food handlers must ensure that:
a) Unfit food is kept apart from other food.
b) Unprotected food is not displayed lower than 18 inches (46cm) from the ground in any forecourt or
yard.
c) No animal feed is stored in open containers in any food room.
4.
Food stands, including floors, equipment and shelving etc, must be maintained in a clean condition.
5.
Suitable and sufficient covered receptacles must be provided for rubbish.
6.
Chilled storage facilities to be provided for all perishable foodstuffs.
•
Basic first aid facilities to include waterproof plasters, bandages and antiseptic must be clearly marked and
easily accessible on each stand.
•
No smoking is permitted whilst engaged in the handling of open food or in any area where there is open
food.
FOR FOOD BEING PREPARED AND DISTRIBUTED AT THE SHOW
1. Hand washing facilities with a constant supply of hot and cold water or water at a suitably controlled
temperature must be provided and adequate provision made for drainage or collection of waste water.
Additionally, soap, hand drying facilities and nailbrushes shall be provided in an area conveniently
accessible for food handlers.
2. A separate sink for washing equipment must be provided along with hot and cold water, or water at a
suitably controlled temperature and drainage facilities. Provisions of hot water by means of kettles,
boilers and non-instantaneous units are not acceptable.
3. Floor coverings in food preparation/washing up areas should be linoleum or vinyl type and easily
washed.
4. A person suffering from nausea, sickness, diarrhoea or any infection of the ears, nose or throat must not
engage in the handling of open foods.
5. Arrangement must be made for all over clothing and personal belongings to be kept out of the food area.
6. Adequate implements must be provided in order that food may be served without handling. Tongs,
disposable gloves etc. should be utilised.
7. Stands where food is being prepared for visitor entertainment must also observe these regulations, with
the exception that a small single sink and plastic bowl is acceptable as an alternative to a double sink
unit. Inspections of stands will be made during the show and arrangements must be made to ensure
compliance with the legislation.
8. Where open food is being prepared for sampling, a portable hand wash basin must be provided on the
stand.
FORKLIFTS
The use of forklifts are NOT permitted at Old Billingsgate. If you require the use of a pump truck please
contact Ceva Showfrieght for a quote on 0121 782 8888 or email [email protected]
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FURNITURE – official supplier CAMDEN EXHIBITION SERVICES (THORNS GROUP)
Camden Exhibition Services, part of the Thorns Group, have been appointed again as the official furniture
contractor for the show. Please contact them direct to discuss your needs on 020 8801 4444 or email
[email protected] Furniture ordered will be delivered direct to your stand on arrival.
Included in your stand if you have booked shell scheme will be one bar table and two bar stools. Please refer to
the web site www.thorns.co.uk. It is the Siegar bar stool and the Pisa Tower Poseur table, both in black.
Unfortunately, it is not possible to exchange the furniture package. If you do not require the stand package
furniture please advise Kate Barratt via email on [email protected].
GANGWAYS
The gangways within the show are the minimum permissible by law and have been subject to approval by the
Local Authority. Under no circumstances can any part of your stand, furniture or exhibits project beyond the
boundary of your stand.
All gangways must remain unobstructed and accessible at all times.
HEALTH & SAFETY
Please refer to the section at the back of the manual on Health & Safety.
INSURANCE - official supplier Event Insurance Services - please complete form 10
Exhibitors should ensure they have adequate insurance protection when attending Venues & Events Live 2014.
As a minimum we require you to have 10 million public liability cover. For advice on this and other insurances
that would be of value, please talk to an insurance broker regulated by FSA (Financial Services Authority) for
professional advice, alternatively we can recommend the services of Event Insurance Services, and they can be
contacted on 01425 470360 or email [email protected].
MUSIC please complete form 6
If you intend to play music on your stand during the course of the exhibition, you are required by law to obtain a
music licence from both PPL (Phonographic Performance Ltd) and PRS (Performing Rights Society)
A PRS Licence is required for all exhibitors playing any form of music such as CD’s, tapes, DVD’s, Video and
live music. The Performing Rights Society collects royalties on behalf of the composers.
A PPL Licence is required for all exhibitors for the use of all ‘Sound recordings’ (ie CD’s, tapes, DVD’s &
Video etc.) The PPL collects royalties on behalf of the record labels.
It is the responsibility of the Exhibitor to apply for these licences for the duration of the show, failure to do so
will result in a fine by PRS and PPL. Please refer to form 6 for a PPL licence as we have to apply for this on
your behalf. For the PRS licence please contact:
Performing Right Society (PRS)
29 – 33 Berners Street
London, W1T 3AB
!: +44 (0)800 068 4828
Noise levels from your stand must NOT interfere with neighbouring stands. We as the organisers have the right
to request you turn down any music on your stand should we feel the volume is impacting on neighbouring
exhibitors going about their business.
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PORTERS
To ease the pain of build-up and breakdown we have en listed the help of a number of “strong men” (porters), to
help you with unloading and loading your vehicle. They are there to help you unload/load your vehicle as quick
as possible to allow the next person in to unload. Please do not monopolise the porters for helping put your
stand together. Our porters will be available during the peak hours of build-up and breakdown. Please note the
organisers and porters cannot be held responsible for any damage or losses in the event of helping you
unload/load your vehicle.
PR/PRESS INFORMATION
If you have press information you would like to submit to the organisers, please email to
[email protected]. This information will be included in Square Meal’s Venues & Events marketing
campaigns where possible.
RE-STOCKING
Re-stocking deliveries should be made between 0700hrs and 0730hrs each morning. You must provide your
own trolleys. Any products delivered once the show is open will have to be hand carried into the show. There
is no vehicle access for deliveries to Old Billingsgate between the hours of 0800 – 0930hrs.
SECURITY
There will be 24-hour security cover at the show from 0600hrs on Monday 15 September until midnight on
Thursday 18 September. However, exhibitors should ensure that their goods are safeguarded at all times,
particularly during build-up and breakdown. A nightsheet can be ordered direct from Full Circle. Please refer
to Form 8.
SHOW PLANNER ENTRIES
Your account manager and the Venues & Events team will organise your entry, or entries (as many appropriate
entries will in included as possible), in the Show Planner document based on what products you are exhibiting
(as agreed in your Exhibition Contract) and how they are being advertised on Squaremeal.co.uk. The organisers
reserve the right to adjust entries to fit in appropriately with the show planner’s format.
SMOKING
Square Meal’s Venues & Events 2014 is a NO Smoking Event. Smoking is permitted on the terrace at the rear
of the building where ashtrays are provided.
SPONSORSHIP
There are various sponsorship opportunities available, including some new ones, to maximise your presence at
Square Meal’s Venues & Events. For information, please call 020 7840 6299 or contact your account manager.
BESPOKE STAND DESIGN – official supplier LEADING EDGE DESIGN
Please call Aaron Timms on 01323 411663 or email [email protected]
STORAGE
There are NO storage facilities on site at Old Billingsgate.
TEMPORARY STAFF
The official staff supplier for the show is Off To Work. For further information, please contact Ashleigh Rogers
on 0207 381 8222 or email [email protected]
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SHOW PASSES
Each exhibitor is entitled to complimentary invitations. If you would like to receive some tickets to distribute to
your contacts please email [email protected] These can be used as part of your own pre-show marketing
campaign to send out to your customers to invite them to the event. You can also find a free HTML email
template to send to your client base within the exhibitor registration hub.
TROLLEYS
There are NO trolleys available for hire at the show. Please ensure that you bring your own trolley to transport
goods to your stands. Trolleys are not permitted on the show floor during open hours of the show.
VISITOR CONNECT – DATA CAPTURE SERVICE
Visitor Connect is a service we provide as organisers through our data capture partners Live Buzz. Soon after
the exhibition, visitors receive a formatted email listing all the stands where they were ‘zapped’. The list details
the exhibitor name, notes its telephone number, and importantly, each entry is linked to the exhibitor’s primary
web-page on Squaremeal.co.uk, so that they can click on it for more information.
WATER & WASTE
There are no water and waste supplies at Old Billingsgate.
WIRELESS/INTERNET CONNECTIONS/TELEPHONES
Old Billingsgate can offer wireless internet access to exhibitors at a charge, please contact Georgi Petkov on
020 7770 6013 or 0203 327 2800 or email [email protected]
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SHELL SCHEME STAND SPECIFICATION
The brand of shell scheme used throughout Square Meal’s Venues & Events 2014 is Octanorm and the
specifications are as follows:
Walling/Panels: Wall panels are 2.5m high x 1.00m wide (990mm to centre of poles) white melamine and
framed with aluminium upright posts either side and 70mm rails top & bottom.
Ceiling:
Diagonal aluminium (criss cross) open grid ceiling which gives the structure rigidity and
provides convenient fixing points for lighting.
Carpet:
Carpet is provided to stands. This is dark grey carpet tiles.
Nameboard:
A nameboard with the exhibitor name and stand number will be provided to each stand.
Lighting:
Each shell scheme stand will receive two spotlights
Power:
Each shell scheme stand will receive one 500w socket
Furniture:
Each shell scheme stand will receive one bar table and two bar stools
Please note that shell scheme package stands are not transferable or refundable.
We would be grateful if you would observe the Do’s and Dont’s associated with the shell scheme, as any
damage will be charged directly to the exhibitor.
Do’s:
Don’t’s
Velcro (hook & loop), double sided tape, sellotape and blue tack can all be used on the shell
scheme panels.
Do not use nails, stapels, pins or glue on the shell scheme
Do not screw into the shell scheme panels
Do not paint the shell scheme panels
General Rules & Regulations
1. All stand structures, signs, exhibits etc, must be contained within the area allotted and may not project into
or over the gangways.
2. The standard nameboards are not to be covered over.
3. It is the responsibility of the exhibitor to examine the site allotted in order to avoid costly adjustments to
stand structures such as minor obstruction and pillars for which the Organisers’ cannot accept responsibility.
4. All timber under 25mm thick must be impregnated (pressure process) to CLASS 1 standard. Boards,
plywood, chipboard etc. must be treated in the same way if they are under 18mm thick - timber over 25mm
thick need not be treated. Treated boards will have BS476 part 7 CLASS 1 marked on them.
5. Plastics must conform to BS 476 – Part 7 – Class 1 fire regulations. Lexan and Macralon are acceptable.
PERSPEX MUST NOT BE USED.
6. Textile fabrics used for interior display purposes on the stand must be flameproofed or purchased already
treated by use of the approved chemicals, in accordance with B.S. 5438/B.S. 5852. Textile fabrics used for
interior decorative purposes must be fixed taut and /or in tight pleats (not draped) to a solid backing and
secured 3” above floor level, not touching light fittings.
7. All work must be carried out using non-flammable material.
8. All painting to any part of your stand must be carried out using water based paints.
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9. Artificial plants and flowers are combustible and give off fumes and must not be used. Silk type flowers are
acceptable providing they have been fireproofed to BS476 and are marked as such. Cellulose paints are
flammable and must not be used in stand dressing.
10. All demonstrations and displays that are designed to attract crowds must be set back 1m from the gangway
to avoid congestion in the aisles.
11. The design of the stand must be such that it can be erected and dismantled within the time available.
The above are some of the basic regulations, for any specific queries, please contact Kate Barratt on 01491
871947, email [email protected]
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SPACE ONLY STAND SPECIFICATION
If you have a space only site at the show, you have a legal obligation to build your stand to the required
standards as outlined by the venue and local authority regulations below.
Height Restrictions
The height limit in Old Billingsgate is 3 metres, however in some areas of the building there are height
restrictions so please check with the organisers prior to planning the stand.
Rigging is permitted at a height of 5m from the hall floor to the underside of a lighting truss. Written
confirmation must be received in writing from the organisers first. Please contact Kate Barratt on
[email protected]. Please be aware there will be a structural engineers fee of £375 + VAT for any roof
loads that need to be assessed.
Exhibitor Banners above stands are not permitted.
General Building Regulations
1. All stand structures, signs, exhibits etc, must be contained within the area allotted and may not project into
or over the gangways.
2. The standard nameboards are not to be covered over.
3. It is the responsibility of the exhibitor to examine the site allotted in order to avoid costly adjustments to
stand structures such as minor obstruction and pillars for which the Organisers’ cannot accept responsibility.
4. All timber under 25mm thick must be impregnated (pressure process) to CLASS 1 standard. Boards,
plywood, chipboard etc. must be treated in the same way if they are under 18mm thick - timber over 25mm
thick need not be treated. Treated boards will have BS476 part 7 CLASS 1 marked on them.
5. Plastics must conform to BS 476 – Part 7 – Class 1 fire regulations. Lexan and Macralon are acceptable.
PERSPEX MUST NOT BE USED.
6. Textile fabrics used for interior display purposes on the stand must be flameproofed or purchased already
treated by use of the approved chemicals, in accordance with B.S. 5438/B.S. 5852. Textile fabrics used for
interior decorative purposes must be fixed taut and /or in tight pleats (not draped) to a solid backing and
secured 3” above floor level, not touching light fittings.
7. All work must be carried out using non-flammable material.
8. The design of the stand must be such that it can be erected and dismantled within the time available.
9. At least 50% of each gangway frontage must remain open or be fitted with an approved transparent
material. Within this, stand designs may not incorporate long runs or solid walling over 4m in length.
10. Space only exhibitors must supply, erect and decorate partition walls up to a minimum height of 2.5m to
divide them from their neighbour’s. Walls going above this height must be finished to an acceptable
standard on the neighbour’s side from the top down to a height of 2.5m.
11. On dividing sites you must not display company names, logos or lettering on the rear of any partition wall
overlooking neighbouring stands.
12. All doors shall be provided with a vision panel of glazing giving a zone of visibility from 900mm to
1500mm above floor level.
13. The finish to all stand ceilings/roofs, store room/offices must be finished to a neutral standard, so as from
the balcony of the venue visitors have a nice clean view down onto the stands.
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14. Any painting to stands, must first lay a protective cover over the venue carpet tiles in order to protect them
from paint damage. Any paint damage ascertained from the stand space will be charged direct back to the
exhibitor.
15. The above are some of the basic regulations, for any specific queries, please contact Kate Barratt on 01491
871947, email [email protected]
Submission of Plans
A duplicate set of technical drawings for every open space site must be submitted to the organisers by 31
August 2014. The drawings must include all dimensions, building material used, a ground plan and an elevation
drawing. Photographs or faxed copies will not be accepted.
Written approval and/or comments will be returned to the exhibitor or contractor submitting the plans.
Approval must not be assumed until written approval is received.
Please submit your drawings to:
Kate Barratt No later than 31 August 2014
The Pond House
The Street
South Stoke
RG8 0JS
If stand plans are not received, building will not be allowed to begin until the organisers, and where necessary,
the Local Authority has approved them. Late submissions of plans can result in the authority not approving
stand plans, therefore the stand will not be allowed to be constructed.
Risk Assessment
It is a requirement that all space-only exhibitors submit a Risk Assessment and Method Statement. Please refer
to the Health & Safety section of this manual.
Electrical Regulations
Full Circle are the sole electrical contractor for show.
Following are the electrical regulations:
•
The Organisers provide all necessary general lighting throughout the show. Lighting and other electrical
installations required by exhibitors on their stand must be carried out by the official electrical contractor.
•
All electrical work carried out on behalf of the exhibitor shall at all times be subject to the inspection and
approval of Old Billingsgate.
•
Under no circumstances are exhibitor’s own staff or any other electrical contractor to make lighting
or power connections.
•
No more than one plug may be fitted to any one switch socket. 2 way or 4 way adaptors on leads may be
used if fitted with a 13amp fuse. Box adaptors are not permitted.
•
Power supply to stands will be switched off 30 minutes after the show closes at the end of each day with the
exception of those exhibitors who have ordered and paid for 24 hour power supply.
•
If 24 hour supply is required, please advise the electrical contractor as soon as possible.
•
The organisers only provide general lighting throughout the exhibition hall. If you are intending to use
power tools etc during the build up you must order a temporary power supply for this period.
•
Exhibitors requiring electrical services must complete Form 7 and return it to the address on the form.
•
For further queries please contact Helen Rogers of Full Circle on 01942 676885 or email
[email protected]
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SPACE ONLY STAND DESIGN
Official Supplier to Venues & Events 2014
Leading Edge Design
Tel: 01323 411663
Email: [email protected]
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HEALTH & SAFETY
It is the policy of Venues & Event Ltd to seek the co-operation of all concerned in order to achieve the highest
standards, in all aspects, of health and safety.
The Health and Safety at Work, etc, Act 1974 in general terms applies to all premises used as a place of work.
Old Billingsgate does not have exemption from the Act, either in its day-to-day activities or whilst exhibitions,
events or any other activity is taking place. The Act, its terms, conditions and any standard Code of Practice or
Regulation, either made within the scope of it or which is deemed to be a relevant Statutory Provision, therefore,
applies to exhibitions, events, etc during their build-up, open days and breakdown.
Venues & Events Ltd, within the scope of their own laid down policies have a responsibility to ensure that safe
working practices are maintained at all times. This includes ensuring that provision is made whereby persons,
other than Venues & Events Ltd employees, are reminded of their responsibilities whilst working at Old
Billingsgate.
As an exhibitor you have a duty under the Health and Safety at Work Act 1974 to ensure all personnel
contracted by you are aware that they have a responsibility, so far as is reasonably practicable, for the health,
safety and welfare of all employees, and that any plant or systems of work which may be used are, so far as is
reasonably practicable, safe and without risks to health. This includes that all employees are provided with
information, instruction, training and supervision to ensure not only their own health and safety but also that of
others working or attending the vicinity.
You are required to have in your possession a copy of your own Health and Safety policy and a copy of the
Health and Safety policy document of each contractor employed by you which may be requested during the
show. You must also ensure that you have a copy of the Health and Safety Policy for each subcontractor
employed by you excluding those appointed by the Organisers.
Health & Safety at Work Act
Exhibitors are advised that The Health and Safety at Work etc, Act 1974 requires that any equipment being
operated or demonstrated shall be inherently safe and not create a hazard to the demonstrators or visitors.
Under the Reporting of Injuries, Diseases or Dangerous Occurrences Regulations 1995, an employer will be
required to notify the enforcing authority when there is an accident resulting in death or major injury, or any
notifiable dangerous occurrence.
False claims to the suitability or safety of the equipment or to the performance quality, strength etc. may be
subject to action under the Trade Description Act 1968.
Health & Safety / Risk Assessment Declaration
All companies that employ five or more people are obliged to have a written Health & Safety policy by law, if
not this should be addressed as a matter of urgency. The Health and Safety Executive Information Line can
supply guidelines on writing a policy please call 08701 545500
As Organisers, we need an undertaking that all exhibitors:
•
are in possession of a company H&S Policy (if applicable).
•
If a space only stand have completed a Risk Assessment for their activities at the show (see separate
heading on Risk Assessments)
•
If a shell scheme stand – should carry out a Risk Assessment – depending on your planned activities, the
organisers or venue may request this.
•
(if a Space Only stand) ensure their principle stand contractor also has a suitable and sufficient H&S
Policy.
•
(if a Space Only stand) ensure their principle stand contractor has provided sufficient training for their
employees to carry out their tasks safely and competently whilst at the event.
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It is a requirement that every stand holder within this show completes and submits a Health & Safety /
Risk Assessment Declaration Form 1.
Risk Assessment Guidelines
Exhibitors with space only stands must ensure that a Risk Assessment is completed which covers the build up
and breakdown periods, this Risk Assessment should be sent, to the organisers, with copies of the stand plan
drawing and method statement. A template can be found within the attachment ‘Forms 1 – 5’. If you have
appointed an outside contractor to build the stand, it is their responsibility to complete this Risk Assessment and
forward with copies of the stand plan by the due date.
Shell Scheme exhibitors are only required to complete a Risk Assessment depending on your planned activities,
the organisers or venue may request this – this does not need to be sent to the organisers in advance, you must
be able to produce it on site if called upon to do so.
A step-by-step guide to Risk Assessments follows, and we have included a template to help you, and a blank
template for you to complete or for further assistance contact your own company Health & Safety Officer or the
HSE National Information Line – Tel: 08701 545500.
An assessment of risk is a careful examination of all work-associated items that could cause harm to people.
The aim is to make sure that no one gets hurt or becomes ill by taking all practicable, foreseeable precautions to
prevent them.
•
Hazard means anything that can cause harm (e.g. chemicals, electricity).
•
Risk is the chance, great or small, that someone will be harmed by the hazard.
The important things to consider are whether the hazard has the potential to cause harm, and if so whether it is
covered by satisfactory precautions so that the risk of causing harm is adequately controlled. For instance,
electricity can kill but the risk of it doing so is remote, provided that “live” components are insulated and metal
casings properly earthed.
Step 1: Hazards
Identify the hazards, which could reasonably be expected to result in significant harm under the conditions in
the workplace – in this case the stand.
Step 2: Decide who might be harmed and how
There is no need to list individuals – just groups of people, for example: office staff, maintenance personnel,
contractors, people sharing your stand / space, foreign staff or visitors
Step 3: Evaluate the risks and decide whether existing precautions are adequate or more should be done
Even after all precautions have been taken, usually some risk remains. Decide whether the remaining risk is
high, medium or low.
•
First, ask have all the things that the law requires been done. For example, there are legal requirements
on prevention of access to dangerous parts of machinery.
•
Then ask whether generally accepted industry standards are in place? But don’t stop there – because the
law also says that all that is reasonably practicable to keep the workplace safe must be done.
The real aim is to make the risks as small as possible by adding to existing precautions as necessary. Improving
health and safety need not cost a lot. For instance, placing a mirror on a dangerous blind corner to help prevent
vehicle accidents, or putting some non-slip material on slippery steps are inexpensive precautions considering
the risks. But remember, if something needs to be done is it possible to:
•
•
Get rid of the hazard altogether
Control the risks so that harm is unlikely.
Step 4: Is the risk adequately controlled?
Have precautions already been taken against the hazards listed? For example:
•
•
Has adequate information, instruction or training been provided?
Are adequate systems or procedures in place?
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Do the precautions:
•
•
•
•
•
Meet the standards set by a legal requirement?
Comply with a recognised industry standard?
Represent good practice?
Reduce risk as far as reasonably practicable?
Meet the regulations of the Organisers and Old Billingsgate?
If so, then the risks are adequately controlled, but please indicate the precautions that have been put in place.
Step 5: Are these controls adequate to contain hazards?
Step 6: What further action is necessary to control the risk?
What can reasonably be done for those risks which are found to be not adequately controlled? Give priority to
those risks which affect large numbers of people or could result in serious harm. Apply the principles below
when taking further action:
•
•
•
•
•
•
Try a less risky option
Prevent access to the hazard (e.g. by guarding)
Organise work to reduce exposure to the hazard
Issue personal protective equipment
Provide welfare facilities (e.g. washing facilities or first aid)
Remove the risk completely
Step 7: Record your findings.
See the risk assessment template which is not necessarily exhaustive of the activities that need to be covered.
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Fire (eg from flammable
materials)
Chemicals & hazardous
substances (eg cleaning
fluids)
Moving parts of machinery
(eg blades)
Working at height (eg from
platforms, tower scaffolds,
etc)
Vehicles (eg forklift trucks)
♦
♦
♦
♦
♦
♦
♦
♦
♦
♦
♦
Water features
Temperatures
Noise
Manual handling
Fumes (eg machinery)
Electricity (eg wiring)
Slipping / tripping hazards
(eg poorly maintained
floors or stairs)
♦
List hazards which you will expect
to encounter on-site. Use the
following examples as a guide:
Hazard
Lone workers
♦
♦
♦
♦
♦
Venue staff
Organisers
Overtime workers
Foreign staff / visitors
Inexperienced & new
staff
Staff / visitors with
disabilities
Visitors
Cleaners
People sharing your
stand / space
Contractors
Maintenance staff
Office staff
♦
♦
♦
♦
♦
♦
♦
♦
For example:
List groups of people who
could be harmed and how:
Who is affected?
LOW
MEDIUM
HIGH
Indicate the level of risk to who
or what:
Level of Risk
Ensure machinery, ladders etc
are tested before bringing
onto site.
Ensure waste is removed
promptly.
Erect warning signs where
there is overhead work being
carried out.
Are all employees on-site
adequately trained or
informed?
Have Local Authority
approval if necessary?
Comply with industry
standards?
♦
Adhere to rules / Organisers
manual?
♦
♦
Do the precautions:
♦
♦
♦
♦
For example:
After evaluating the risks, now
indicate what precautions / actions
you have already taken or intend to
carry out:
Precautions / Action
If applicable, list what further
precautions / actions you can
take.
Can any of the risks be further
reduced?
Further Action
HEALTH & SAFETY
General Health & Safety Regulations
Below are some of the principal areas that need to be brought to the attention of contractors and exhibitors.
Whilst this is not an exhaustive list, it covers the common problems regarding health and safety created by lack
of information and/or poor organisation.
1. A person must be appointed who is responsible for health and safety matters on the stand. The Organisers
must be advised in advance of the name and mobile contact details whilst on-site during the show. Please
complete the Health and Safety/Risk Assessment Declaration Form 1.
2. The Exhibitor responsible for the stand should ensure that a suitable and sufficient assessment of risks to the
health and safety of employees whilst they are at work or persons not in his employment during their time at
the show has been carried out.
3. Every employer has a duty to co-operate with other employers (e.g. Exhibition Organisers or other
exhibitors) when sharing a workplace, whether temporarily or permanently.
4. Exhibitors must have an understanding of the Fire and Emergency Procedures of the venue and the location
of the First Aid Centre. All incidents to be reported to the Organisers, including near misses.
5. Exhibitors must maintain emergency gangways, throughout the show, including build-up and breakdown,
and to ensure that good housekeeping is maintained in all work areas, thereby minimising hazards and
allowing any remaining hazards to be easily identified.
6. Any accidents or near misses should be reported to the Organisers Office and all hazards removed.
7. The need for all operatives to wear suitable protective clothing relevant to their job, which includes eye,
hearing, foot and hand protection. That Personal Protective Equipment (PPE) is used only where other
protective measures have been considered unrealistic, i.e. PPE is the last line of defence when all other
alternatives have been considered. That PPE is suitable and sufficient for the job and employees are trained
in its uses and limitations.
8. Exhibitors are responsible for the safe use and storage of flammable liquids and substances and segregation
from waste and other risk areas. Full compliance with the COSHH regulations is required.
9. Portable power equipment must only be used for the purpose for which it was designed and that safety
guards are correctly fitted and used and operated by fully trained and certified personnel.
10. Portable electrical tools must be used with the minimum length of trailing leads and that such equipment is
not left unattended with a live power supply to it. Trailing leads and electrical cables must not cross over
gangways/passageways or fire exits. Any work using power or hand tools is to be restricted to the stand
space, i.e. no drilling or sawing in the gangways.
11. Any work area must be maintained free from general waste materials which could cause hazard to
operatives.
12. All materials used for construction or display must be to Local Authority Standards and not less than British
Class 1 standards of flammability.
13. All construction materials, ladders, trolleys etc must be removed from the venue prior to any public entering
the show. Similarly, no contractors will be permitted access for breakdown until all members of the public
have vacated the show.
14. The abuse of alcohol, drugs and other substances can affect work performance and safety. Any person
found to be under the influence of alcohol, drugs or other substances which, in the opinion of the Organisers
and their representatives constitutes a danger to themselves or any other person using the venue, will be
removed from the venue by security. If necessary, further action will be taken to remedy the situation.
Any violations or concerns regarding any of the above points should be reported to the Organising Office.
Venues & Events Live 2014 Operational Queries please call 01491 871947
37
EMERGENCY PROCEDURES
During this event there might be a possibility of an emergency arising in any part of Old
Billingsgate. The following action must be taken immediately. It is important that your
staffs are familiar with these routines and the location of the nearest hand fire
extinguisher, and emergency exits from the event.
FIRE
If you discover a fire, or a fire is reported to you, operate the nearest fire alarm call
point FIRST, then inform the organisers or the nearest security guard.
EVACUATION
If evacuation is necessary, you will hear the following announcement:
“ATTENTION PLEASE, ATTENTION PLEASE. THIS IS AN EMERGENCY
ANNOUNCEMENT. CIRCUMSTANCES MAKE IT NECESSARY FOR EVERYONE TO
LEAVE THE VENUE. PLEASE MAKE YOUR WAY TO THE NEAREST EXIT.
Please leave the building by the nearest exit.
OTHER EMERGENCY’S
In the event of another emergency or incident you here the announcement:
“Mr Sands is in the building…location of the incident”
This is the signal to inform you the incident is being investigate and if evacuation is
required you will then here the following announcement:“ATTENTION PLEASE, ATTENTION PLEASE. THIS IS AN EMERGENCY
ANNOUNCEMENT. CIRCUMSTANCES MAKE IT NECESSARY FOR EVERYONE TO
LEAVE THE VENUE. PLEASE MAKE YOUR WAY TO THE NEAREST EXIT.
If the incident is bought under control and a decision has been made not to evacuate the
building the following announcement will sound:
“Mr Sands has left the building.”
Venues & Events Live 2014 Operational Queries please call 01491 871947
38
DEADLINE FORM CHECKLIST
Form
Description
Deadline Date
1
Health & Safety Declaration Form –
to be completed by all exhibitors
ASAP
2
Delivery Vehicle Access – SPACE ONLY EXHIBITORS
IMMEDIATLY
3
Delivery Vehicle Access – SHELL SCHEME EXHIBITORS
IMMEDIATLY
4
Courier Drop Off Service
IMMEDIATELY
5
Contractor Badges and Food Sampling
31 August
6
PPL Licence
ASAP
7
Electrical & Lighting Order Form
to be completed by al exhibitors
23 August
8
Shell Scheme Extras Order Form
23 August
9
Freight Forwarding, Delivery & Storage
10 September
10
Insurance
ASAP
11
Risk Assessment Template
ASAP
Actioned
Form
1
HEALTH & SAFETY – TO BE COMPLETED BY ALL EXHIBITORS
Please return immediately to Kate Barratt
KWOPS Event & Exhibition Management
The Pond House
The Street
South Stoke
RG8 0JS
Tel:
01491 871947
Fax:
01491 871084
Email: [email protected]
The Health & Safety at Work Act, 1974
It is a condition of entry into the show that every exhibitor, contractor, sub contractor, supplier and their agents comply
with the Health & Safety at Work Act, 1974 and all other legislation covering the venue. The exhibitor accepts that it is
their legal and moral responsibility to ensure that their own and others health and safety is not put at risk by their actions
(or inactions) during Venues & Events 2014.
Our Health & Safety representative on the stand will be: ………………………………………….
(BLOCK CAPITALS)
Position: ………………………………………………….
Mobile No.: …………………………
Company: …………………………………………………
Stand No.: …………………………..
Address: ………………………………………………………………………………………………..
…………………………………………………………………………………………………………..
Telephone No. ………………………………………
Email. …………………………..
TO BE SIGNED BY A SENIOR PERSON WITHIN THE EXHIBITING COMPANY:
Authorised by: ………………………………………….
Date: …………………………...
Print: …………………………………………………….
Position: ……………………….
NB: BADGES & PASSES WILL NOT BE SENT OUT TO YOU UNTIL THIS FORM HAS BEEN RETURNED,
DULY SIGNED BY THE EXHIBITING COMPANY.
FOR SHELL SCHEME ONLY STANDS
We are shell scheme only. We have trained and made our stand staff aware of the potential risks present onsite.
Our exhibits, demonstrations and work practices causes NO HAZARDS to either ourselves or others onsite.
!
FOR ALL SPACE ONLY STANDS
!
I have ensured that our principal stand contractor has a suitable and sufficient risk assessment and method statement
prepared for the show – and has satisfied me of his competence to undertake the tasks required of him. A copy of this has
been sent to the organisers of the show.
Form
2
DELIVERY VEHCILE/ACCESS TIMETABLE – SPACE ONLY STANDS
Please return immediately to Kate Barratt
KWOPS Event & Exhibition Management
The Pond House
The Street
South Stoke, RG8 0JS
Tel:
01491 871947
Fax:
0 1491 871084
Email: [email protected]
Company: ………………………………………………….
Stand number: ………………….
Address: ……………………………………………………………………………………………
……………………………………………………………………………………………………….
Telephone No. ………………………………………
Contact: …………………………..
E-mail ………………………………………….
Mobile. …………………………...
SPACE ONLY STANDS Vehicle access for build up/breakdown
Vehicle access direct to Old Billingsgate for SPACE ONLY stands is only available on Monday 15
September (subject to availability, booking on a first come first served basis). The maximum size
delivery vehicle is 7.5 tonnes and only 1 delivery vehicle is allowed per exhibiting company. All other
deliveries have to be made via the courier drop off service or via the car parks (maximum headroom
1.98m). Please note the courier drop off service does not handle large stand fittings and displays.
Build Up
I would like to have vehicle access to the loading bay on Monday 15th September between the following hours:
Maximum unloading time 30minutes.
Monday 15th September – Space Only exhibitors ONLY
0600hrs – 0800hrs
!
1530hrs – 1700hrs
0930hrs – 1130hrs
!
1830hrs – 2030hrs
1130hrs – 1330hrs
!
2030hrs – 2200hrs
1330hrs – 1530hrs
!
!
!
!
Breakdown
NO VEHICLE ACCESS is permitted to the venue on breakdown night (Thursday 18th September). Any
stands commencing breakdown on Thursday evening can do so, but all items must be removed by using the
porters and car parks.
We require access on Friday 19th September
0600hrs – 0800hrs
!
0930hrs – 1130hrs
!
1130hrs – 1400hrs
!
Please note: NO VEHICLE ACCESS is allowed in or out of Old Billingsgate between 0800hrs - 0930hrs and
1700hrs – 1830hrs.
Confirmation of the loading time requested will be confirmed to you via email on receipt of this form.
Type of vehicle accessing the venue: ……………………………………………………………
Form
3
DELIVERY VEHCILE/ACCESS TIMETABLE – SHELL SCHEME STANDS
Please return immediately to Kate Barratt
KWOPS Event & Exhibition Management
The Pond House
The Street
South Stoke, RG8 0JS
Tel:
01491 871947
Fax:
0 1491 871084
Email: [email protected]
Company: ………………………………………………….
Stand number: ………………….
Address: ……………………………………………………………………………………………
……………………………………………………………………………………………………….
Telephone No. ………………………………………
Contact: …………………………..
E-mail ………………………………………….
Mobile. …………………………...
SHELL SCHEME STANDS Vehicle access for build up/breakdown
Vehicle access direct to Old Billingsgate for SHELL SCHEME stands is only available on Tuesday 16
September (subject to availability, booking on a first come first served basis). The maximum size
delivery vehicle is 7.5 tonnes and only 1 delivery vehicle is allowed per exhibiting company. All other
deliveries have to be made via the courier drop off service or via the car parks (maximum headroom
1.98m). Please note the courier drop off service does not handle large stand fittings and displays.
Build Up
I would like to have vehicle access to the loading bay on Tuesday 16th September between the following hours:
Maximum unloading time 30minutes. Access to the loading bay is not permitted for cars. All cars must use
the car park.
Tuesday 16th September – Shell Scheme stands ONLY
0600hrs – 0800hrs
!
0930hrs – 1130hrs
!
1130hrs – 1330hrs
!
1330hrs – 1530hrs
!
1530hrs – 1700hrs
1830hrs – 2030hrs
2030hrs – 2200hrs
!
!
!
Type of vehicle accessing the venue: ……………………………………………………………
I do not require access to the loading bay
!
I will be using the nearby car park
!
I will be using the courier service drop off
! please refer to form 4
I will be arriving by taxi
!
Please note: NO VEHICLE ACCESS is allowed in or out of Old Billingsgate between 0800hrs - 0930hrs and
1700hrs – 1830hrs.
Confirmation of the loading time if requested will be confirmed to you via email on receipt of this form.
Breakdown
No vehicle access is permitted to the venue on breakdown night (Thursday 18th September). All items must be
removed by using the porters, car parks or the courier drop off service.
Form
4
Courier Drop Off Service / Order Form
Please return this form to Peter Murfitt by fax: 0121 782 2875 or email
[email protected]
All shipments must be sent to CEVA Showfreight on Monday 15th September at the below address,
between 08:00 – 16:00hrs (please note shipments can only be received on Monday 15th September)
CEVA Showfreight c/o Smartvan Exhibitor name / Stand Number Unit 1 Discovery Business Park
St James's Road
London
SE16 4RA
Attn : Peter Murfitt +44 07771 846437
This is your delivery address and all boxes must be labelled in this manner please
Please provide details of your shipment prior to delivery:
Exhibitor Name / Stand Number:.........................................................................
Delivery Courier Name :......................................................................................
Tracking Number :..............................................................................................
Number of Boxes :..............................................................................................
Return Shipments from Square Meal’s Venues & Events
All shipments must be collected from CEVA Showfreight on Friday 19th September at the below
address, between 08:00 – 16:00hrs (please note shipments can only be collected on Friday 19th
September. This is a temporary address and only available for this date and time)
CEVA Showfreight c/o Smartvan Exhibitor name / Stand Number Unit 1 Discovery Business Park
St James's Road
London
SE16 4RA
Attn : Peter Murfitt +44 07771 846437
Any shipments not collected on this date will be moved to an alternative address and charged for additional handling. All shipments handled by our
standard terms and conditions a copy of which is on the reverse of this document.
Form
5
CONTRACTOR BADGES & FOOD SAMPLING
To be completed by ALL Exhibitors
Please return immediately to Kate Barratt
KWOPS Event & Exhibition Management
The Pond House
The Street
South Stoke
RG8 0JS
Tel:
01491 871947
Fax:
01491 871084
Email: [email protected]
Company: ………………………………………………….Stand number: …………………….
Address: ……………………………………………………………………………………………
……………………………………………………………………………………………………….
Telephone No. ………………………………………
E-mail ……………………………….
Mobile. …………………………..............................
Contact ………………………………
Contractor Badges
Please indicate how many contractor badges you will require for build up and breakdown. All contractor badges are
picked up on site when you arrive.
Contractor Badges
Please specify the number you require.
Food & Drink (alcohol) Exhibits
For licensing purposes, the organisers require information on which exhibitors will be selling/sampling alcohol
& food from their stands.
Are you selling/sampling food & drink (alcohol) from your stand?
! yes - if yes, please detail below
! no
……………………………………………………………………………………………………………….
Signed: …………………………………………………… Print name: ………………………………..
Form
6
PHONOGRAPHIC PERFORMANCE LICENCE
Please return immediately to Kate Barratt
KWOPS Event & Exhibition Management
The Pond House
The Street
South Stoke
RG8 0JS
Tel:
01491 871947
Fax:
01491 871084
Email: [email protected]
To be completed BY ALL STANDS PLAYING MUSIC
Exhibiting Company:
Contact:
Stand No:
Mobile Number:
Email Address:
LICENCE APPLICATION FOR PUBLIC USE OF SOUND RECORDINGS
Square Meal’s Venues & Events 2014 - will apply for a licence on your behalf for the public use
of sound recordings solely as background music at exhibitions.
I propose to play recorded music at Square Meal’s Venues & Events 2014:
Music will be played on: Wednesday 17 September
Thursday 18 September
What type of music will you be playing?
…………………………………………………………………………………………………..
By what means will you be playing it (i.e.: CD, pre-recorded tape, video etc)
…………………………………………………………………………………………………..
I wish for you to apply for a PPL licence on our behalf and I understand a fee of £20 +VAT per stand per
day will be paid.
Payment must be made by Friday 5 September 2014, in order for you to play music on your stand at
Square Meal’s Venues & Events 2014
Method of Payment
Please make cheques payable to: Monomax Ltd
❏ Cheque
❏ Credit Card
❏ Debit Card
Name of Cardholder:
Card Number:
Expiry Date:
Security number:
PLEASE ENSURE YOU ALSO APPLY TO THE PRS AND VIDEO LICENCE AS REQUIRED
7
Electrical Fittings Location PLAN
Stand No:
Company:
Show:
Venues & Events 2014
Venue:
Old Billingsgate, London
Please Indicatie:
Shell:
Space:
Do you have a platform: Yes/No
FRONT OF STAND
It is important that the sketch gives details of the open front(s) of the stand, and also the
orientation of the stand in relation to others.
IMPORTANT - Please Read The Following Notes:
1
2
3
All items (subject to availability) are nett on hire and provided in accordance with suppliers' terms and
conditions (a copy of which is available on request), and should be insured during the show period
against all risks for 3 times the rental value.
This diagram will be used to place all orders on your stand. Ensure you complete the diagram clearly
and show all heights and dimensions for the placement of all items you have ordered. Where no
drawing is received, the items may be positioned at our discretion, and re-fixing could involve additional
costs.
Only one four way trailing outlet allowed per maximun socket load of 500w may be used. Flexible cord
(round cable) should not exceed two metres.
8
Shell Scheme Accessories PLAN
Stand No:
Company:
Show:
Venues & Events 2014
Venue:
Old Billingsgate, London
Please Indicatie:
Shell:
Space:
Do you have a platform: Yes/No
FRONT OF STAND
It is important that the sketch gives details of the open front(s) of the stand, and also the
orientation of the stand in relation to others.
IMPORTANT - Please Read The Following Notes:
1
2
3
All items (subject to availability) are nett on hire and provided in accordance with suppliers' terms and
conditions (a copy of which is available on request), and should be insured during the show period
against all risks for 3 times the rental value.
This diagram will be used to place all orders on your stand. Ensure you complete the diagram clearly
and show all heights and dimensions for the placement of all items you have ordered.
If you do not complete this diagram or indicate the heights and dimensions of all orders, items will be
placed at our discretion. Subsequent change will be subject to a £25 charge.
Freight, Lifting and Storage
Venues & Events
17-18 September, 2014
Old Billingsgate, London.
Please indicate below the services which you require from the official Freight and Lifting Contractor
Exhibitor :
Site Contact :
Hall/Stand :
Mobile # :
Pieces/Weight/Volume
1
Unloading from vehicle direct to stand @ £20.00 per 1
2
Reloading to vehicle direct from stand @ £20.00 per 1
3
4
5
Date/Time
Cost
cbm or 333 kgs (whichever the greater)
£
cbm or 333 kgs (whichever the greater)
£
Removal, storage and re-delivery of empty cases @
£36.00.00 per cbm (minimum 3 cbm).
£
Labour for help in unpacking / repacking @ £24 per hour
(min 4 hrs). MUST BE ORDERED IN ADVANCE.
£
Agency Intervention and communication costs if
applicable
£
Sub Total
25% Late booking Fee
VAT @ 20%
Bank Admin Fee
Total
BOOKING DEADLINE DATE
5th September 2014
All orders received after the deadline date will incur a late booking surcharge of 25%
£
£
£
£15.00
£
Credit card payments are subject to an additional surcharge maximum 5%
CEVA Showfreight cannot accept any responsibility for freight left unattended on stands at any time during build-up or breakdown period of an exhibition
Please indicate below any special services or equipment you may need from the official Freight and Lifting Contractor
1
Transport - Collection and Re-delivery of freight from your premises
Location
2
International Shipments - Please return for Shipping Instructions or Agent Details
Country
Full Remittance is required with the return of this form
1
I/We enclose full payment by cheque (cheques are to be made payable to CEVA Showfreight)
2
Expires
I hereby authorise you to debit my credit card for the full amount plus the relevant surcharge maximum 5%.
Signature
C.V.V. number (last 3 digits only)
Date
3
CEVA Showfreight Account - Please provide :
Master / Visa
Account Number
Company Reg Number
Please complete your Invoice address :
Address
Postcode
Contact
Telephone
Email
Fax
VAT #
Please return to :
**, CEVA Showfreight, Unit 3a Exhibition Way, NEC Birmingham, B40 1PJ, England, United Kingdom
Telephone : +44 121 782 8888 / Fax : +44 121 782 2875 / Email : *.*@cevalogistics.com
Surcharges (min 50%) apply to all work before 8am, after 6pm, weekends, bank holidays and any dates out of tenancy.
All work is subject to our terms and conditions.
CEVA Showfreight
TERMS AND CONDITIONS
1.
DEFINITIONS:
In these Terms and Conditions:
—
Company“ means CEVA Logistics Limited trading as CEVA Showfreight.
—
Consignment“ means the goods whether in bulk or in one or more packages accepted by the Company for transportation from one address to another address.
—
Customer“ means the party requesting the Company to provide the Services.
—
Conditions“ means these standard terms and conditions.
—
Contract“ means this contract for the provision of the Services.
—
Exhibition“ means an exhibition or other event in respect of which Services are to be provided.
—
Price“ means the price to be paid by the Customer stated on the face of this Contract and payable in accordance with the pay ment schedule for the Services set out.
—
Services“ means the services to be provided to the Customer by the Company.
—
Specification“ means the written specification for services, if any, agreed between the parties and attached to these Condit ions in relation to an Exhibition and which shall form part of the Contract.
2.
BASIS OF THE CONTRACT
2.1
The parties contract for the provision of the Services only under these Conditions
2.2
No variations to these Conditions or the Specification shall be binding unless agreed in writing between duly authorised representatives of the Company and Customer
2.3
No agent or employee other than a director or secretary of the Company has authority to make any representation or give any warranty about the Company's business or services
2.4
Any representation made or warranty given by the Company's directors or secretary shall not be binding unless and until confirmed in writing. In entering into this Contract the Customer acknowledges that it does not rely on, and waives any rights in
respect of, any representation or warranty not properly confirmed in writing
2.5
The Customer acknowledges that in entering into this Contract, the Company relies on the accuracy of the information supplied by the Customer including the Specification if any
3.
PROVISION OF THE SERVICES
3.1
The Company may operate at its absolute discretion as freight forwarder or agent of the Customer in respect of the Services. The Company shall only be oblig ed to provide as principal contractor or agent the Services set out in this Contract
3.2
The Company shall only be deemed to operate as the principal contractor in respect of those Services which it undertakes directly. In all other circumstances, the Company is the agent of the Customer and all contracts relating to the Services shall be
entered into directly between the Customer and the other party
4.
THE COMPANY ACTING AS AGENT FOR THE CUSTOMER
Where the Company acts as agent for the Customer in accordance with Condition 3.2. the following provisions shall apply: 4.1
The Company shall have the right to do all things necessary or incidental to procure the provision of the Services to the Customer including entering into contracts on behalf of the Customer, so as to bind the Customer by such acts and contracts in all
aspects
4.2
The Company shall be entitled to retain all commission paid to it as a result of acting as agent for the Company
5.
CUSTOMER'S WARRANTIES
The Customer warrants and represents that:
5.1
it is either the owner or the authorised agent of the Owner of the goods or organiser of an Exhibition in each case with the authority of the owner to accept these Conditions on the owner's behalf
5.2
If it is provided in the Specification that the Company is to be responsible for loading, unloading, assembly and/or disassembly of any exhibit, stand or other item at or for an Exhibition, the Customer warrants that:5.2.1 it shall give to the Company all necessary instructions in writing regarding the procedures to be followed in respect of the assembly or disassembly
5.2.2 the facilities at the Exhibition will be of a sufficient standard to allow the Company to complete the loading/unloading/assembly and/or disassembly within the time limits set out in the Specification
5.3
If the packaging of the consignment has been undertaken by a party other than the Company the customer warrants that: 5.3.1 the Consignment will be safely securely and properly packed and labelled and will be fit and safe to be carried or stored and comply with all statutory or o ther regulations for carriage by road, air or sea and for mechanical handling and sorting as
maybe in force from time to time
5.3.2 it shall make a complete written declaration of the nature and contents of the Consignment and in particular (but without limitat ion) will declare whether the Consignment contains any noxious, dangerous, hazardous, infested, contaminated or
fragile goods
5.4
If the Consignment is to be imported or exported, the Customer shall verify that all necessary import/export regulations have been complied with and shall provide to the Company all necessary documentation relating to the Consignment including
without limitation all documentation and information (including the VAT identity numbers of the Customer and Consignee) necessary to satisfy customs and excise authorities in the United Kingdom and the Country of origin or destination
5.5
The Company is not responsible for any fulfilment of customs formalities and/or payment of costs in respect thereof. Nevertheless, to the extent that the Company ma y voluntarily assist in the fulfilment of customs formalities, such assistance will be
rendered the sole risk and responsibility of the Customer, who shall reimburse any costs incurred by the Company and Indemnify the Company against, and hold it harmless from any claims in respect thereof, if not paid by the consignee or other
person
5.6
The Company is not responsible for the packaging of any consignment but if in any individual case the company agrees to provide suitable packaging this will be provided at th e cost of the Customer
5.7
The Customer warrants that all information and documentation supplied by it to the Company including VAT identity numbers of the Customer and the Consignee (E.C. only) will be accurate and complete in all respects and will not omit a ny material
facts
5.8
The Customer indemnifies the Company at all times against all penalties, claims, costs, damages, expenses and losses howsoever arising in respect of the carriage or storage of any noxious, dangerous, hazardous, infested, contaminated or f ragile
goods whether or not the Consignment is declared as such
5.9
The Customer indemnifies the Company against all penalties, claims, costs, damages, expenses and loss howsoever arising from the breach by the Customer of any warranty or representation herein contained
5.10 It is the Customers responsibility to provide or arrange for the provision of all plant power or labour required in addition to the Company's employees to load or unload the Consignment. The Company shall have no liability for any act or omission of the
Customer's employees or Agents. Not withstanding the foregoing, the Company may at the Customers‘ request provide plant power or labour at an additional cost.
5.11 The customer shall ensure that each Consignment will be properly and securely packaged, fit for transportation and in accorda nce with all relevant rules and regulations of the origin and destination countries and in accordance with carrier requirements
5.12 It is the responsibility of the Customer to ensure the company are given full details of any items that may be subject to export licence at the time of booking. The Customer must supply supporting documents and/or licences prior to movement of the
freight.
6.
INSPECTION OF CONSIGNMENT BY THE COMPANY
6.1
The Company shall have the right to undertake all reasonable inspections of the Consignment prior to or during loading unload ing or during transit. Such inspections may include without limitation physical inspection of the goods and inspection by
electronic methods including x-ray
6.2
The Customer shall give prior written notice to the Company if it has reason to believe that any reasonable inspection that may be carried out, by the Company or otherwise, will harm any part of the Consignment in any way. The Company shall have no
liability for any loss or damage arising from the failure of the Customer to comply with this requirement
7.
PRICE AND PAYMENT
7.1
The Customer shall pay the Price plus applicable Value Added Tax in accordance with the payment schedule set out in the Contract, otherwise on immediate receipt of invoice. Payment shall be made without deduction and shall not be withheld or
deferred on account of any claim, counterclaim or set-off. Import duties (if any), VAT and other related charges are payable by the Customer in advance of the Company having to make payment of the same.
7.2
If the Customer fails to make any payment on its due date then without prejudice to any other right or remedy available to the Company, the Company shall be entitled to:
7.2.1 suspend the provision of any further Services to the Customer
7.2.2 charge the Customer interest (both before and after any judgement) on the amount unpaid, at the rate of 4% per annum above Ba rclays Bank base rate until payment is made in full
7.3
In the event that the Company is delayed at any premises at which it is to provide any of the Services in excess of 3 hours through no fault of the Company, it may charge the Customer its reasonable additional charges in respect of such delay
7.4
The Company‘s charges are calculated in pounds sterling. Accordingly, services invoiced in a foreign currency at the client‘s request are based on exchange rates in force at the time of invoice and are liable to surcharge in the event of fluctuation
7.5
The Customer is responsible for the payment of all duties and taxes payable in respect of the Consignment or any part thereof and accordingly shall indemnify and keep indemnified the Company from and against any claims in respect of the same,
including in respect of any fines or interest payable
8.
LIMITATION OF LIABILITY
8.1
The Company's liability under these Conditions shall be in lieu of any warranty or conditions implied by law as to the qualit y or fitness for any purpose of the Services and save as specifically provided for in these Conditions it shall not be liable by
reason of any breach of contract or statutory duty or by reason of tort (Including but not limited to negligence) for any loss of profit, loss of use, loss of production, loss of contracts or for any financial and economic loss for any direct or indirect or
consequential loss or damage whatsoever
8.2
The Company is not a common Carrier and the Company reserves the right to refuse the carriage of any goods at its discretion
8.3
The Company shall not be liable to the Customer or be deemed to be in breach of these Conditions by reason of any delay in pe rforming, or failure to perform, any of the Services or any part thereof if the delay or failure was due to any cause beyond
the Company‘s reasonable control. Without prejudice to the generality of the foregoing, the following shall be regarded beyond the Company's reasonable control .
8.3.1 any act of God including adverse weather conditions
8.3.2 any consequence of war, Invasion, act of foreign enemy, hostilities (whether war be declared or not), civil war
8.3.3 any act of terrorism
8.3.4 rebellion, insurrection, military or usurped power or confiscation, requisition, destruction of or damage to property or unde r the order of any governmental or public or local authority
8.3.5 any seizure under legal process
8.3.6 any act or omission of the Customer or those for whom he contracts or of the servants or agents of either
8.3.7 any inherent liability to wastage in bulk or weight, latent defect or inherent defect vice or natural deterioration of the goods
8.3.8 the inadequate or improper packing of the whole or part of the Consignment
8.3.9 the insufficient or incorrect labelling or addressing of the Consignment by the Customer
8.3.10 any riots, civil commotion, lockouts, general or partial stoppage or restraint of labour for whatever causes
8.4
Any claim brought by the Customer must be made in writing within 7 days of delivery of the Consignment
8.5
The Customer shall indemnify the Company against all duties, taxes, payments, fines, expenses, losses, damages (including physical damage) and liabilities in excess of the liability of the Company in accordance with these Conditions, suffered or
incurred by the Company in the performance of its obligations under any contract to which these Conditions apply, including any liability to indemnify any other person against claims made against such other person by the Customer or by the Owner
8.6
No insurance will be effected except upon express instructions given in writing by the Customer and all insurances effected by the Company are subject to the usual exceptions and conditions of the policies of the insurance company or underwriters
taking the risk. The Company shall not be under any obligation to effect a separate insurance on each consignment but may declare it on any open or general policy. Notwithstanding that the premium on the policy may not be the same as that charged
by the Company to the Customer, the Company shall in no circumstances incur liability as insurer, and if for any reason the insurers dispute liability the Customer shall have recourse against the insurers only, however, this provision shall not detract
from the rights of the Customer against the Company in respect of any negligence on the part of the Company in effecting insurance
8.7
The Customer shall be responsible at all times for the security of the Consignment including at an Exhibition. Accordingly, the Company shall have no responsibility or liability for any Consignments left unattended at an Exhibition.
9.
MONETARY LIMIT OF LIABILITY OF THE COMPANY AS THE CARRIER
9.1
Carriage hereunder is governed by the Uniform Rules for a Combined Transport Document (Publication 298 of the International Chamber of Commerce, Paris, November 1975) and is subject to the following Convention(s) compulsorily applicable at the
date of acceptance of the Goods by the Customer:
(i)
Carriage by air is governed by the Warsaw Convention 1929, as amended if applicable
(ii)
Carriage by road is governed by the Convention of the Contract for the International Carriage of goods by Road (CMR) as amended 1956
(iii)
Carriage by sea is governed by the International Convention for the Unification of Certain Rules of Law relating to Bills of Lading 1924 as amended by the Hague-Visby Rules and SDR Protocols of 1968 and 1979 respectively
(iv)
Carriage by rail is governed by the Convention concerning International Carriage by Rail (COTIF) and Appendix B to this Convention, the Uniform Rules concerning the contract for International Carriage of Goods by Rail (CIM), Berne, 9th May
1980
Where none of the above Conventions apply compulsorily to the services by the company such services shall be performed subject to British International Freight Association (BIFA) Standard Trading Conditions 2004
10.
COMPANY ACTINGS AS A BOOKING AGENT OF THE CUSTOMER
10.1 If the Company as agent of the Customer makes any bookings for courier services, the Company shall have no liability in respect of the same and the Customer acknowledges that its sole recourse is to the courier company concerned
11.
UNDELIVERED OR UNCLAIMED GOODS
11.1 If the Company is unable to deliver the goods (or any part thereof) the Company shall be entitled to store the goods or any part thereof at the sole risk and expense of the Customer. The Company shall give written notice ("the Notice") to the Customer
advising the Customer that it has the goods and, in the event of the Customer being unable to facilitate delivery thereof, advising the Customer from where the goo ds may be collected
11.2 If the Customer falls to take delivery of the goods or provide alternative delivery or disposal instructions within 28 days of service of the Notice, the Company shall have the right to sell the undelivered goo ds as if it were the absolute owner and to pass
unencumbered title to the purchaser
11.3 The Company shall be entitled to deduct from the proceeds of sale:
11.3.1 any outstanding costs incurred by the Company in providing the Services
11.3.2 any interest accrued on the outstanding costs of Services
11.3.3 any other costs associated with the failure to deliver the goods (for example, storage charges)
11.3.4 all reasonable costs and expenses incurred in relation to the sale of the goods
11.3.5 VAT, where applicable
11.4 After the deduction of all sums under Clause 11.3, the Company shall account to the Customer for the net proceeds of sale
12.
GENERAL
12.1 The Company shall be entitled to carry out its obligations under the Contract through any agents or sub-contractors appointed by it in its absolute discretion
12.2 This Contract contains the entire agreement between the parties regarding the subject matter hereof
12.3 Any notice to be given under this Contract shall be given in writing and sent by first class prepaid mail to the address of the other party set out on the face of the Contract and shall be deemed served on the 2nd working day after posting
12.4 Failure by the Company to exercise or enforce any rights conferred upon it under these Conditions shall not be deemed to be a waiver of any such rights or operate so as to prevent the exercise thereof at any time
12.5 This Agreement shall be governed by and construed in all respects with the laws of England and the parties submit to the exclusive Jurisdiction of the English Courts
CEVA Showfreight, A Division of CEVA Logistics Limited
CEVA House, Excelsior Road, Ashby de la Zouch, Leicestershire, LE65 1NU. Telephone (01530) 568500. Telefax 0870 889 7063
Jan 2010
Exhibitors insurance cover proposal form
premiums (including Insurance Premium Tax)
public liability up to £5 million
PREMIUM employer’s liability £5 million
PREMIUM EMPLOYER’S LIABILITY
£21
Up to 10 non-manual exhibition staff
PUBLIC LIABILITY
£51£1M
£61£2M
£76£5M
Cover runs for the duration of the event including erection and dismantling up
to a maximum of 10 consecutive days. All sections are extendable by quotation.
Main Exclusions
For full terms and conditions a specimen policy wording is available upon request.
exhibitor package
PREMIUM
PACKAGE
•The first £250 of each and every claim (except cancellation claims)
•Exhibitions held outside of the UK
•Any dangerous activities
•Personal effects of the insured and their employees
•Theft from unattended stands or vehicles
•Cancellation due to the financial failure of the insured
•Any contractors, performers, exhibitors or suppliers
PUBLIC LIABILITY EQUIPMENT CANCELLATION
£86
1
£1M
£2,000 £2,000
£117
2
£2M
£2,000 £2,000
£142
3
£5M
£2,000 £2,000
general questions
proposal form
insured
1 Are written contracts in place between yourself and your
venue and/or suppliers?
Organisation________________________________________________________________
YES NO N/A
Name______________________________________________________________________
re you going to be undertaking any dangerous activities
2 A
at the exhibition?
Address ____________________________________________________________________
___________________________________________________________________________
_________________________________________________________________________
_________________________________________ Postcode_________________________
_________________________________________________________________________
Daytime contact telephone no. ________________________________________________
_________________________________________________________________________
_________________________________________________________________________ _________________________________________________________________________
exhibition/event
_________________________________________________________________________
_________________________________________________________________________
Name of exhibition/event _____________________________________________________
3 If exhibition equipment is to be insured please provide a breakdown and individual values.
Email ______________________________________________________________________
DescriptionValue
___________________________________________________________________________
Type of exhibition/event _____________________________________________________
___________________________________________________________________________
Commencing date of cover
________________ / __________ / _________________
Number of days to be insured
What are you exhibiting/selling and please state the principal activities that you
will be arranging on your stand _______________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
venue
Venue______________________________________________________________________
If yes please supply details and continue on a separate sheet if necessary
£
_________________________________________________________________________
£
_________________________________________________________________________
£
_________________________________________________________________________
£
_________________________________________________________________________
£
_________________________________________________________________________
£
_________________________________________________________________________
£
_________________________________________________________________________
4Whilst organising or participating in any exhibition or event,
have you, any official, committee member or co-organiser:
a)
Suffered any loss or circumstance which has, or might have given
rise to a claim under this type of insurance in the last five years? b)Had any insurance declined, cancelled or had special
terms imposed by any exhibition insurer?
5Have you or your organisation been convicted of any criminal
offence other than a driving offence in the last five years? ___________________________________________________________________________
Public Liability Cover (please tick)
£1m£2m £5m
Total Premium
£21
12 3
£
Declaration
To the best of my knowledge and belief, the information provided in connection with this proposal whether
in my own hand or not, is true and I have not misrepresented any facts. I understand that if I fail to disclose
information relevant to this insurance or misrepresent any facts the Policy may not be legally binding.
Employer’s Liability (tick box if required)
Exhibitor package (please tick)
Premium
I understand that the signing of this proposal does not bind me to complete the insurance but agree that,
should a contract of insurance be concluded, this proposal and statements made therein, shall form the
basis of the contract.
Signature______________________________________ Date_______________________
Freephone: 0800 515980 • www.events-insurance.co.uk
SQUARE MEAL VENUES & EVENTS RISK ASSESSMENT – FORM 11
Date Assessed
Exhibiting Company
Actioned
Monitored
Name
Event:
Venues & Events 2014
Title
Signature
Area Location: Old Billingsgate
Hazard
Identified
Person at Risk
Activity
WORST CASE OUTCOME
0
PROBABILITY
RATING
0
HIGH – Certain to cause death
4
Probably
4
MEDIUM – Probable to cause
serious injury
3
Possibly
3
LOW – Possible to cause first aid
2
Unlikely
2
VERY LOW – Unlikely to cause
injury / damage
1
Remotely
1
WORST CASE OUTCOME
0
PROBABILITY
RATING
0
HIGH – Certain to cause death
4
Probably
4
MEDIUM – Probable to cause
serious injury
3
Possibly
3
LOW – Possible to cause first aid
2
Unlikely
2
VERY LOW – Unlikely to cause
injury / damage
1
Remotely
1
WORST CASE OUTCOME
0
PROBABILITY
RATING
0
HIGH – Certain to cause death
4
Probably
4
MEDIUM – Probable to cause
serious injury
3
Possibly
3
LOW – Possible to cause first aid
2
Unlikely
2
1
Remotely
1
injury
Hazard
Identified
Person at Risk
injury
Hazard
Identified
Person at Risk
Inclusive Dates
injury
VERY LOW – Unlikely to cause
injury / damage
Control Measures
Control Measures
Control Measures