Your Responsibilities

Every exhibition stand is a small workplace and therefore needs a Risk Assessment. In Spain, there is a legal requirement, in accordance with the Law on Occupational Risk Prevention 31/95, Art. 30, for exhibitors to conduct Risk Assessments for their activities. The Risk Assessment must identify all risks and must be completed prior to arriving onsite. The Risk Assessment is a management responsibility that should be conducted by competent staff who have been trained to do a Risk Assessment and who are knowledgeable about the event or the activity. Your Risk Assessment for ICE must identify and assess the risk appertaining to the construction and dismantling of your stand and detail the ways in which you will then minimise and control those hazards and risks you have identified.

The most widely accepted approach in the events industry is the five steps approach:

• 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? Where will there be vehicle movements and lifting?
• 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 conducted.
• 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?
• Record the findings: Write down the findings of your risk assessment. Pass on information about significant risks to those people identified in step 2, and record what measures you have taken to control these risks.
• Review your findings.

For additional guidance on drafting a risk assessment or to download a template please visit here. If you have any further questions regarding compiling a risk assessment, please reach out to our Customer Success team.

A copy of your risk assessment must be submitted as part of your stand plan submission by the published deadline. 

You must also produce a Fire Risk Assessment for the stand once it is in use. This must be included within your stand plan submission.

For space only stands it is the appointed contractor’s responsibility to submit a method statement for the stand construction. The method statement should be compiled by a competent person (foreman / planning supervisor) and discussed well in advance of the show. The following points should be covered when writing a method statement:

• Responsible person - The employee(s) who will be responsible for overseeing all the main construction and breakdown of the stand. If it is more than one person at different times, please list them all.
• Stand Details and Location - Loadings, dimensions, location, and unusual stand features.
• Access - Details of the entry point into the hall and the route to the final position. Note door heights and emergency gangway positions.
• Erection and Timetable - The sequence and schedule in which all stand elements will be built including alignment, electrical connections etc.
• Stability - Methods of ensuring adequate structural support of stand elements requiring cross-bracing, with calculations & inspection certificate from an independent structural engineer.
• Lifting - The appointed lifting contractor should be used for any forklift work in the loading areas or inside the hall. Please supply details of any excessive manual lifting to be done.
• Scaffolding - Include details of temporary and mobile scaffolds, access towers and other work at height.
• COSHH - Any proposed use of hazardous and toxic substances must be advised to the organiser and the venue. Outline the protection provided for employees and workers on adjacent stands.
• Environment - Consider any abnormal noise that may be present or work that may create dust or fumes. What ventilation and other control measures will be provided? Will the weather affect your work?
• Services - Note where electrical work, welding, gases, compressed air, water, or waste services will be undertaken on-site.
• Safety Features - Identify the safety equipment and precautions that you will be providing on-site including protective measures that you will be implementing for all the above and areas of risk as highlighted in your risk assessment.
• Exhibits - Provide details of exhibits that may present a hazard to the public and / or the operator. How will this exhibit be delivered onto your stand? What machine guarding or other special requirements are there? What hazardous waste will be produced and what measures will be employed to dispose of this waste?

For additional guidance on drafting a method statement or to download a template please visit here. If you have any further questions regarding compiling a method statement, please reach out to our Customer Success team.

A copy of your method statement must be submitted as part of your stand plan submission by the published deadline. 

Special activities and demonstrations are permitted on stands, however they must be disclosed to and approved by the Organisers in advance of the show. Failure to notify the Organiser’s will result in you being asked to cancel or turn off your activities. If you intend to include any items of special risk on your stand for the show, they must be included in your Risk Assessment. Special activities include but are not limited to: 

• Inflatables including helium & toy balloons.
• Performances including dancers, bands, DJs, or other musical acts.
• Private transport arriving onsite to take guests from the exhibition to other events.
• Laser and haze products.
• Seated audiences.
• Neon or florescent lights.
• Water features or water-related activities.
• Animals.
• Motor vehicles.
• Fog or mist machines.
• Flammable oils, liquids & gases, compressed gases, and naked flames.
• Working machinery & apparatus.
• Radioactive substances.
• Dangerous exhibits, including weapons & guns.

If you wish to have special activities on your stand, please complete the Special Activities Form.