All sponsors have a legal duty of care for the safety of anyone who may be affected by your activities. You are ultimately responsible for all aspects of safety on your stand during the build-up, open period and breakdown of Advanced Therapies Europe. Where you contract out the building and finishing of your stand, you are still vicariously responsible for the activities of your appointed contractors. Please familiarise yourself with the various documents below:
g-Guide – global guide to minimum safety standards
AEO Stop the Drop – practical H&S information split by different users
AEO Facetime – complete toolkit for exhibitors
Exhibitor requirements
Exhibitors are responsible for completing the below information:
Introduction
This brief is intended as a basic guide to the generic hazards found within an exhibition hall. It does not cover any specific event.
Who is at risk?
Everyone working in, or passing through, an exhibition hall is at risk to some extent. Those who do not normally work in an exhibition environment halls will be at risk because the environment will be unfamiliar and they may be less aware of the day-to-day hazards.
Who is most vulnerable?
Managing the risk
The safest way to deal with risk is to avoid it altogether Please always obey safety signs and never cross barriers into prohibited areas. Avoid areas of obvious risk e.g. overhead working.
Children under the age of 16 are not allowed in the halls during build up and break down.
The Hazards of the Halls
Beware of the following:
- Cable duct openings in the floor.
- Slip, trip hazards on the floor, particularly plastic sheets (which can be very slippery) and trailing cables.
- Sharp objects and nails in wood which can pierce ordinary footwear.
- Falling objects – avoid areas of overhead working.
- Suspended wires. Often there are wires and other objects hanging at below head height.
- Not all exits will necessarily be open. The only fire exits open are those with signs illuminated.
- Partially built structures which may not be stable.
- Sudden crowd movements and surges during seated events.
- Over exposure to noise levels which could be damaging to hearing.
- The potential to fall from height from partially built structures e.g. seating, exposed edges on the upper levels.
Health & Safety Legislation
The Organiser fully accepts its responsibilities for Health and Safety. We are committed to ensuring high standards of health, safety and welfare for all our employees and others who may be affected by our activities. We recognise the importance of health, safety and welfare at work and will comply with its statutory obligations.
HEALTH & SAFETY AT WORK ACT 1974 (HASAWA74)
As Organisers, we take our responsibilities (as laid out in accordance with the Health & Safety at Work Act, etc, 1974 (HASAWA74)) very seriously and it is vital that exhibitors, sponsors and their contractors do the same. The build up, open period and break down are covered by these and other mandatory requirements, so please take some time to read the Health & Safety at Work etc Act 1974.
It is the policy of Advanced Therapies Europe 2025 to ensure that all employees, contractors and visitors are provided with a healthy and safe working environment and we are committed to providing adequate control of Health and Safety risks arising from this event.
We recognise that we have overall responsibility for the event and for the coordination of the activities of the contractors, our staff and service providers on site.
Risk Assessment
Clarion Events has carried out a suitable and sufficient assessment of the risks associated with this event, details of which can be obtained from the organiser’s office. General risks associated with any exhibition are detailed within this risk assessment.
The Management Regulations and associated guidance also requires that risks should be mitigated with a view to achieving a maximum reduction in the level of risk within the bounds of what is reasonably practicable. In general terms, emphasis should always be placed on eliminating or reducing risk at source. It must be remembered that personal protective equipment is usually control of last resort.
Should you wish to see this in detail or ask any questions, please contact team@phaciliate.com.
Please give some thought to the following when completing your risk assessment within the Exhibitor Information Form.
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Step1: Look for the hazards: How and when will the work be done, where on the stand will each trade involved be working? What equipment, materials and chemicals will be used? How much noise and dust will there be?
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Step 2: Decide who could be harmed and how: Who will be affected by your work and most at risk? Think of your employees, contractors or exhibitors on or near your stand, through to the visitors themselves. Safe working depends on co-operation between firms on site so take this into account and consider necessary precautions on every aspect of the work being carried out.
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Step 3: Evaluate the risks: Once you have done this adequately, you can then decide on the appropriate action. Ask yourself (a) Can the hazard be removed completely or done in a different way (b) If the risk cannot be eliminated, can it be controlled? (c) Can protective measures be taken that will protect the entire workforce on-site?
Site Rules
The following are the general health and safety site rules with regards to safe working. You are reminded that venue staff, exhibitors and contractors alike have a legal duty to cooperate with the organiser on matters of health and safety which includes compliance with these rules.
All participants must comply with any reasonable instruction given to them by either Clarion Events, their appointed health & safety staff, or the venue’s appointed health and safety staff.
Accident Reporting & First Aid
Clarion Events Ltd investigate all accidents and ‘near misses’ that occur on-site and we expect the cooperation of the exhibitors and contractors in investigating the true causes of any accident in order to try and prevent re-occurrence. All accidents and near misses must be reported to the Organisers’ Office. All contractors are required to comply with the RIDDOR Regulations 1995.
Alcohol and Drugs
Drinking of alcohol on-site by contractors during the build-up and breakdown phase is forbidden.
Animals
Animals are not allowed on site unless they are part of the event and authorised in advance by the Event Team.
Service animals are permitted on request.
Children
Children under 16 are strictly forbidden to be in the halls during the build-up and breakdown. There are no exceptions to this rule.
Compressed gases (e.g. LPG)
Use of gases will only be permitted where essential and by exception and these must be registered as a special risk. A certificate of installation by a CORGI registered fitter is required for LPG installations. Only one cylinder can be kept on the stand at any one time. Cylinders which have never contained gas (as opposed to cylinders which have been emptied) may be used for display purposes.
Electrical
All electrical equipment and power should be ordered through ABooth through their Webshop at an extra cost.
Deadline: 11 August 2025
Fire & Emergency procedures
Please read and understand the Fire & Emergency procedures that will be sent to you with your build-up pack and will also be within your welcome packs when you arrive on-site – please contact the Organisers if you do not have a copy.
Any extinguishers are not to be moved or covered. It is important that all exhibitors ensure that their staff acquaint themselves with the location of the fire exits and alarm points in the venue.
Fire Precautions
There are strict rules governing what materials can be used to build stands and these will be covered by the venue’s regulations. Exhibitors and contractors must ensure that they are followed. Venue fire and safety officers will carry out testing on-site to ensure that materials comply.
Combustible waste must be safely disposed of and boxes and packaging must not be stored on the stand.
Please ensure that you include a fire risk assessment with your main stand risk assessment.
First Aid
For first aid assistance please speak to a member of the Security team or visit the Organisers Office.
Please note that organiser is the point of contact in any medical emergency, including the arranging of ambulances. Under no circumstances should an exhibitor contact the emergency services independently.
Food Safety
Exhibitors have a duty to ensure proper food hygiene to guard against contamination and food poisoning.
Please also refer to recent regulations on allergen labelling.
Fumes
Exhibitors and contractors have a duty to exercise proper controls over the release of noxious fumes and if necessary carry out a COSHH assessment. Please be aware of fumes from paint and spraying equipment.
Gangways
The gangways used in this show are the minimum permissible by law and exhibitors and contractors are reminded that the gangways should not be used to store anything at any time, including stand dressings/furniture etc.
Designated emergency aisles must be kept clear at all times.
Hazardous Substances
Hazardous substances are not to be brought into the halls unless essential.
The use of hazardous substances must be subject to a COSHH assessment.
Exhibitors must declare the use or display of hazardous substances as a special risk.
Ladders
Ensure that all access equipment you use is of sound construction and adequate strength.
Fix ladders either at the top or bottom, as a 1:4 angle.
The ladder should safely reach 1.5m past the point on which it leans.
Trestle type supports are not to be used as ladders under any circumstances.
Clarion Events supports the industry Stop the Drop Campaign – more information is available under the Stop the Drop heading in the dropdown box or by visiting www.stop-the-drop.co.uk
Late Working
There will be no late work.
Please ensure you allow yourself adequate time to safely carry out everything required.
Lighting & Low-level spotlights
These can cause burns. Please be mindful of this on your stand if you have ordered any additional lighting from ABooth’s Webshop.
Manual Handling.
As far as reasonably possible, you should avoid the need to undertake manual handling operations which involve a risk of injury and a risk assessment should be taken to reduce any chance of injury to the lowest level reasonably practicable.
Remember:
Plastics
The use of plastic grade less than Grade 1 B.S.476 Part 7 1971, whether in stand construction or display arrangement is prohibited.
Limited amounts of plastic materials of a grade better than Class 3 can be permitted providing the details are submitted prior to construction.
Portable Power Tools & Equipment
All such equipment must comply with British Standards.
Power equipment must be used with the minimum length of trailing lead, and that trailing lead must be protected mechanically and visually from damage.
Such equipment must not be left unattended with power supplied to it.
Ensure that all portable and static power equipment is used for the purpose for which it was designed and that safety guards are correctly fitted and used.
Personal Protective Equipment (PPE)
Suitable clothing should be worn relevant to the job being carried out including safety goggles or glasses, gloves and safety shoes.
Special Effects: e.g. Smoke, Lasers, Pyrotechnics, and Strobes
All special effects are prohibited on your stand. If you are unsure, further information can be obtained from the organiser by emailing team@phacilitate.com.
Special items of risk
Please ensure that the Organiser is aware if you will be having any of the following items on your stand:
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Dangerous & Obnoxious substances including flammable oils, liquids & gases, compressed gases / acetylene / LPG, also hot surfaces & naked flames
Stand Layout
Please see the Your Stand section for information about your stand layout, and please note – stands will be shell scheme only.
Waste
Contractors are not to discard sharp objects and to ensure that nails and screws are not left sticking out of waste wood and are either removed or hammered flat.
Special waste which may comprise a hazard such as chemicals, fats, and cooking oils must be safely disposed of.
When designing your stand, please consider the environmental impact, or carbon footprint of your activities, and take steps to reduce this as much as possible.
All waste generated by your stand must be taken away by your contractors. Failure to do so may result in charges being passed back to you.
Work Equipment and Tools
Exhibitors and contractors have duties under the Provision and Use of Work Equipment Regulations to ensure that all tools are fit for purpose and safe to use.
All dangerous moving parts such as circular saws must be guarded with controls to prevent unauthorised use.
The use of battery-powered tools is strongly encouraged to reduce trailing cables and the risk of electrical hazards.
Power tools are to take power from the 110v center-tapped earth provided and not from cleaner’s sockets which are 240v.
Those using mains-powered tools must ensure that cables are not trailed across aisles.
All portable electrical equipment must be subject to a suitable portable equipment testing regime
