Health & Safety
As an Exhibitor, you are responsible for ensuring, so far as is reasonably practicable, the health, safety and welfare of your employees, contractors, visitors and any other persons who may be affected by your activities throughout the exhibition.
You must ensure that your actions, or failure to act, do not create unsafe conditions or give rise to accidents or injuries. Appropriate information, instruction, training and supervision must be provided to all personnel involved in the build-up, open period and breakdown of the exhibition.
Where contractors, suppliers, agents or subcontractors are engaged on your behalf, you are responsible for ensuring they operate safely, are competent to carry out their work and comply with current Health & Safety legislation, together with all venue and organiser requirements.
Your attention is drawn to the Health and Safety at Work etc. Act 1974 and all associated legislation and regulations. Exhibitors and contractors are reminded that their legal duties apply equally within an exhibition venue as they do within their normal place of work. Failure to comply with Health & Safety legislation may result in enforcement action by the Health and Safety Executive (HSE) or other relevant enforcing authority.
The following statutory duties are particularly relevant to exhibition environments, although this list is not exhaustive:
- Employers with five or more employees are required to have a written Health & Safety Policy in accordance with Section 2(3) of the Health and Safety at Work etc. Act 1974.
- A suitable and sufficient Risk Assessment must be completed for all significant risks associated with your activities. Where an employer has five or more employees, the assessment must be recorded in writing in accordance with the Management of Health and Safety at Work Regulations 1999.
- Employers must appoint a competent person (or persons) to assist in complying with their Health & Safety duties under Regulation 7 of the Management of Health and Safety at Work Regulations 1999.
- Employers sharing a workplace, including exhibitors, contractors, organisers and the venue, have a duty to co-operate and co-ordinate with one another on Health & Safety matters.
- Exhibitors and contractors must familiarise themselves with The Eastside Rooms' fire and emergency procedures, including the location of emergency exits, fire points and First Aid facilities, and must comply with all instructions issued by venue staff and the organisers.
- Emergency gangways, fire exits and access routes must be kept clear at all times during build-up, the open period and breakdown.
- All manual handling activities must be carried out in accordance with the Manual Handling Operations Regulations 1992 and current HSE guidance. Trolleys and other handling equipment must only be used for their intended purpose and must not be overloaded.
- Any hazardous substances brought on site must be assessed and controlled in accordance with the Control of Substances Hazardous to Health (COSHH) Regulations 2002.
- All electrical equipment brought on site must be safe for use, suitably maintained and compliant with current UK electrical safety requirements.
The organisers strongly recommend that your appointed competent Health & Safety representative oversees all aspects of your stand's Health & Safety arrangements, including stand design, construction, operation and breakdown. This person should complete all required Health & Safety documentation, including Risk Assessments and, where applicable, Method Statements, and ensure that all contractors and suppliers engaged by your company understand and comply with their Health & Safety responsibilities whilst on site.
Health & Safety Declaration
Deadline: 21 October 2026
All exhibitors are required to complete and submit the Health & Safety Declaration by the above deadline.
Risk Assessment
Deadline: 21 October 2026
Every exhibitor must complete a suitable and sufficient Risk Assessment covering all activities associated with their participation in the exhibition. This should identify any hazards arising from your stand, equipment or activities, together with the control measures that will be implemented to minimise risk.
A copy of the completed Risk Assessment must be submitted to the organisers by the above deadline. A further copy should be retained on your stand and be available for inspection throughout build-up, the open period and breakdown.
Exhibitor Checklist
Before arriving on site, please ensure you have:
- Appointed a competent person to oversee Health & Safety for your stand.
- Completed a suitable and sufficient Risk Assessment.
- Submitted your Health & Safety Declaration.
- Submitted your Risk Assessment to the organisers.
- Briefed all stand personnel and contractors on Health & Safety requirements.
- Ensured all electrical equipment is safe and suitable for use.
- Ensured emergency exits, gangways and fire routes will remain unobstructed.
- Made a copy of your Risk Assessment available on site.
Additional Health & Safety Requirements
Children
Children under the age of 16 are not permitted within the exhibition during build-up or breakdown.
Alcohol and Drugs
Any person whose ability to work safely is impaired through alcohol, drugs or any other substance may be refused access to, or removed from, the exhibition by the organisers or venue management.
Security
Please report any security concerns immediately to the organisers. Exhibitors are advised not to leave valuable items unattended during build-up, the open period or breakdown.
First Aid
Qualified First Aiders are available on site throughout the event. Should First Aid assistance be required, please notify a member of the venue staff or the organisers immediately. All accidents, incidents and near misses must be reported to the organisers as soon as possible.
Fire Safety
Exhibitors must ensure that stand personnel are familiar with the nearest emergency exits and evacuation procedures. Fire exits, fire-fighting equipment and emergency access routes must remain unobstructed at all times.