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Location and dates

ExCeL London

6-8 FEBRUARY 2024

ICE VOX (5-8 FEBRUARY 2024)

Risk Assessment, Method Statement & Items of Special Risk

Risk Assessment 

‘Suitable and sufficient’ Risk Assessments are an absolute legal requirement within the workplace under the Management of Health and Safety at Work Regulations (MHSWR); therefore, it is essential that ALL EXHIBITORS complete a risk assessment, prior to being on-site at ICE. This Risk Assessment for ICE must identify and assess the risk appertaining to your participation in the event and then detail the ways in which you will then minimise and control those hazards and risks you have identified. Your risk assessment will need to be undertaken prior to the exhibition.

You must consider the following when completing your risk assessment.

  • Step 1: 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?
  • 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.
  • 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?
  • Step 4: 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.
  • Step 5: Review your findings.

For additional guidance on drafting a risk assessment or to download a template please refer to the E-Guide

If you have any further questions regarding compiling a risk assessment, please reach out to us on ICE SUPPORT.

If you are a Space Only Exhibitor, a copy of your risk assessment must be submitted with your stand plans by the published deadline. If you are a shell scheme or meeting room exhibitor, you do not need to submit your risk assessment to the organiser’s, but you must be able to present it should the organiser’s and their appointed health and safety teams request it. 

To clarify, if you are a ‘Space only’ exhibitors who are building their own stand with or without employing contractors must submit a copy of their Risk Assessment along with their stand plans. This should cover the build, open and breakdown periods of the show.

You are required to indicate that a Risk Assessment has been undertaken via the Health & Safety Declaration Form.
 

 

 

 

Method Statement

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. If you need any help completing a method statement, we have included a sample. You do not need to use our form if you have your own template. 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?

Items of Special Risk

If you intend to include any items of special risk on your stand for the show, they must be included in your Risk Assessment and the organiser’s MUST be notified. Failure to notify the organiser’s will result in you being asked to cancel or turn off your activities. Please ensure we are aware by filling in the Special Activities Form (click here to complete). Please provide as much information as possible. You can also email us at ICE SUPPORT if you require any further information or support on this. 

Items of special risk include, but are not limited to:

  • Inflatables including helium & toy balloons.
  • Flags or flagpoles exceeding 4m in height.
  • Performances including dancers, bands, DJs, or other musical acts.
  • Private transport arriving onsite at ExCeL London to take guests from the exhibition to other events.
  • Laser products.
  • Neon or florescent lights.
  • Activities on water or water equipment of any kind – including water features.
  • Livestock of any description.
  • Motor vehicles in the halls during open period.
  • Audio visual displays & films.
  • Fairground and other amusements.
  • Audience seating including closely seated audience.
  • Skin piercing activities or any other items that may be classed as special risk.
  • Fog or mist machines.
  • Dangerous & Obnoxious substances including flammable oils, liquids & gases, compressed gases / acetylene / LPG, also hot surfaces & naked flames.
  • Working machinery & apparatus.
  • Radioactive substances.
  • Dangerous exhibits, including weapons & guns.


 

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