Site Rules

Clarion Gaming investigate all accidents and ‘near misses’ that occur on-site, and we expect the co-operation of the exhibitors in investigating the true causes of any accident to try and prevent re-occurrence. All incidents and near misses MUST be reported to the Organiser. You can do this at the Exhibitor Services Desk or the Organiser Offices. If you do see anyone taking unnecessary risks, please report it immediately.

For safety and legal reasons, during the build and breakdown of the event, individuals under the age of sixteen shall not be allowed to enter the halls. You may be asked to show proof of ID. 

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, or who are (in the opinion of the Organisers and their representatives) constituting danger to themselves or any other person at the venue, will be removed from the venue by security.

Any worker who is working at heights or operating heavy machinery should not drink alcohol whilst at work.

The consumption of alcohol is not permitted inside the halls during build and breakdown. 

Help us to keep ICE safe and comfortable for everyone.

Self-assess before entering
• High Fever?
• Continuous cough?
• Change in your sense of smell or taste?
If you have recently tested positive or have any of
symptoms of COVID-19 please stay away.

Personal Hygiene - Remember the Basics
• Catch coughs or sneezes in tissues
• Wash or sanitise your hands on a regular basis.

Mask Friendly Event
Masks are not mandatory at ICE but you are welcome to
wear one if wish. These are available at the information
points.

Make Space Where You Can
Respect those who might want extra space

Uncomfortable with Close Contact? 
Visit our Information desks to pick up a badge to make
other attendees aware that you would like to maintain a
safe distance.

Emergency exits are clearly marked and under no circumstances should any aisles, corridors or emergency exits be obstructed.   

Under no circumstances will any part of your stand, building materials, waste, furniture, exhibits, or displays be allowed to project beyond the boundary of your stand space to infringe upon these gangways and emergency aisles.   

Aisles deemed emergency gangways must be always kept clear. Plans indicating the emergency gangways will be available in the onsite Organiser Offices.  

Doors or windows are not permitted to open outwards onto a gangway.  

For safety reasons, cutting and welding work cannot be conducted without the prior approval from the Organisers.

Late working is not permitted. Contractors and exhibitors must plan to ensure that the necessary work can be completed within the published hours. Late working will only be permitted in exceptional circumstances where it can be done safely.

Night working can only take place with permission from the Organiser in time for adequate safe working arrangements to be made. Late working will only be permitted if there is sufficient management cover and appropriate duty staff to oversee safe working practices and to ensure adherence to licensing restrictions.

If late working is required, you must contact the Organisers in advance or visit the Exhibitor Services Centre onsite. Late working is charged at 900Euros per hour per stand and can be purchased per 2hour, 4hour and 8hour blocks.Requests must be made before 12:00hrs on the day required.

Lifting equipment includes any equipment used at work for lifting or lowering loads, including attachments used for anchoring, fixing, or supporting it. This includes cranes, hiab, lorry mounted cranes, fork-lift trucks, hand operated lifting equipment, lifts, hoists, pallet trucks, mobile elevating work platforms, and lifting accessories such as chains, slings, eyebolt shackles etc. All lifting must be undertaken by the official logistics contractor – Kuehne + Nagel. Services must be booked by Kuehne + Nagel in advance.

If you have lost an item or found something that belongs to someone else while at the venue, please go to the Exhibitor Service Desk located in the South Access -1.

Manual handling is the movement of loads by lifting and carrying by hand. Ideally mechanical means should be used such as lift trucks, pallet trucks and trollies to reduce the need for manual handling. Factors to consider when manual handling are:

• weight of load.
• size and shape of load.
• posture during manual handling.
• the distance you have to lift it.
• nature of manual handling movement.
• frequency of manual handling.
• working environment.
• capability of person.

Staff should be trained in manual handling techniques to reduce the risk of personal injury. Those moving loads should wear appropriate Personal Protective Equipment (PPE).

• When using spraying equipment or pressure vessels, care must be taken of risks from fumes.
• Barrier creams and masks must be provided.
• The use of lead-based paints and primers is not permitted.
• Contractors and Exhibitors should be continually aware of the fire risks associated with paints.
• Painters must not work in confined areas unless adequate ventilation is available.
• All waste products must be disposed of properly.
• Products containing isocyanate or labelled as H332 (harmful) such as Nuvol are banned and not permitted as a building or decorating substance at ICE under any circumstances.

Contractors caught using any prohibited products will have it confiscated and be ejected from the halls.

Personal Protective Equipment (PPE) is any item designed to protect the individual. Such items include:

• Head Protection.
• Fall arrest equipment.
• Safety Boots.
• Gloves.
• Eye protection.
• Dust Masks.

Exhibitors and contractors and event Organisers are responsible for ensuring that workers are issued with appropriate PPE for their work activities. The following rules apply:

• Hardhats should be worn where there is a danger of falling objects (e.g., double decker construction).
• Appropriate footwear should be worn in the halls during build up and breakdown to prevent slipping and foot injuries. This should apply to all personnel - including exhibitors - entering the halls during build up or breakdown.
• Those working at height where there are no guard rails should be clipped on via a lanyard or wearing fall arrest equipment.
• Hi-visibility vests should be worn in areas of significant vehicle movement.
• Outdoor events should enforce all onsite personnel to wear hi‑visibility vests during build-up and breakdown.
• Appropriate masks should be worn during all sanding and welding activities.

Workers are responsible for ensuring that PPE is worn when issued and to cooperate with the Organiser and the Organiser’s appointed safety staff regarding health and safety.

Hi-vis jackets and hard hats can be purchased from the Exhibitor Service Centre onsite.

Sanding must only be carried out outside and sanding equipment must have fitted extraction and bags.

Smoking, e-cigarettes, and vaping are strictly not permitted in any part of the venue, including on the lorry ways, during build and breakdown. Exit the venue and use the dedicated smoking areas provided. We operate a strict 2-strike policy. If you are caught smoking inside the exhibition halls more than once, you will be asked to leave the premises.

Immediately report any suspect items to the Venue Security Team, by dialing +34 93 233 41 00. Follow the instructions that you are given. Do not touch or move any suspicious item.

Be aware of moving traffic, including forklifts and plant, in the halls and loading areas.

The lorry ways are designated for vehicle movement and unloading only, and no pedestrians will be permitted in this area who are not unloading vehicles.

Vehicle drivers must:

• Observe the speed limit is: 5mph in the loading areas.
• Have a valid full driving license for the type of vehicle concerned.
• Ensure that any reversing vehicles have a banksman.
• Ensure safety reversing alarms are fitted on all vehicles that can be operated in reverse.
• Do not carry passengers unless they are seated in a passenger seat.
• Do not load or unload in areas where it will block fire exits or routes for emergency vehicles.
• Wear a driver restraint (seat belt) where fitted.
• Secure vehicles at all times and remove the keys when unattended.
• Do not drive any kind of vehicle in the halls without authorisation.
• Do not drive any kind of vehicle under the influence of drugs or alcohol.
• Do not drive any kind of vehicle whilst using a mobile phone.

Unmanaged waste poses safety risks, including injury, increased threat of fire, blocks fire exits and hinders access for medical teams in emergencies. Our health and safety policy prohibits the accumulation of waste on stands, in storage areas, in gangways and in communal areas. Waste generated from the construction and dismantling of stands must be removed at the end of each day.

Each exhibitor or their appointed stand contractor will be required to contract a minimum m3 standard waste management via ServiFira. The requirement is determined by stand size. Each exhibitor/contractor will need to show  proof that they have ordered the corresponding m3 waste management through ServiFira before they can obtain the Drawing Inspection Notice. See the below requirement:

Order your waste removal services via the ServiFira webshop by Friday 29th November 2024 to guarantee the best rate. Failure to order the required waste removal services ahead of arriving onsite for build-up and breakdown will result in you not being permitted to commence the construction of your stand.

If a large amount of waste needs to be removed, a container must be ordered through ServiFira at an additional cost. The removal of large quantities of waste is not included in the m3 standard waste management and will be invoiced if not ordered. If waste is not management appropriately or timely, further sanctions may apply.

All space only stand must submit a Waste Management Plan. Your Waste Management Plan must be submitted alongside your stand plan submission.

It is not permitted to use the bathroom sinks for the build-up and breakdown work. The designated industrial sinks must be used for these activities.

Fly tipping, or the dumping of waste illegally instead of using an authorised method, is prohibited. If you are found to have fly tipped your waste within the halls, the lorry ways, or the vicinity of the Venue, fines or sanctions will apply.

At the end of the breakdown period, the contracted surface must be completely clean, which includes removing the adhesive carpet tape and any other material. Any Exhibitors that still have waste will be charged the cost of cleaning and waste removal to restore the conditions of the contracted space.

Toilets, handwashing facilities, water stations and sufficient catering outlets are available throughout the Venue during build, show open and breakdown. More information will be made available closer to the event. 

This section applies to the use of powered tools and other work equipment such as saws, drills, nail guns and air compressors. All tools must be in good working condition and safe to use. The organiser reserves the right to prevent the use of unsafe or poorly maintained equipment.

• Operatives must be competent to operate the equipment in use.
• Power cables, plugs and connectors should also be free from damage.
• Portable air compressors and air lines should be authorised prior to use by the Organisers and checked safe for use during build up and breakdown period.
• All portable and static power equipment must comply with local standards.
• All portable and static power equipment must only be used for the purpose for which it was designed.
• Powered tools must not be left unattended whilst operating or connected to the power supply.
• All dangerous parts such as saw blades must be guarded.
• Hanging wires are not to be left hanging below head height and must be marked with tape.
• All portable electrical equipment must be subject to a suitable portable equipment testing regime.
• No electrical cables must be allowed to cross gangways, passageways and fire exits.
• The practice of connecting one extension lead into another (daisy chaining) is not permitted.
• Tools which create dust such as saws must not be used inside the halls unless the dust is captured in a bag.
• Tools which create unsafe levels of noise above 80dB(A) must not be used for long periods inside the halls. The organiser will monitor noise levels to ensure that the ambient noise levels do not exceed 80dB(A) for long periods.
• Operatives must wear suitable personal protective equipment to prevent injury.

A person is working ‘at height’ if there is a possibility of them being injured from falling, even if they are working at or below ground level. Generally, this means above 2m. All reasonable steps should be taken to eliminate or minimise work at height. Working at height should be carefully planned and supervised and the correct equipment selected. Contractors are to ensure that:

• No work is done at height if it is safe and practical to avoid it.
• All work at height takes account of conditions that could endanger safety such as high winds or slippery ground.
• Those working at height must be protected by a guard rail or equipped with a fall arrest harness (except when using a ladder).
• Those involved in work at height are trained and competent.
• Equipment for work at height is appropriately inspected and free from safety defects.
• The risks from falling objects are properly controlled. Work platforms must have a toe board to prevent items falling.
• Access is controlled to prevent other persons working or walking beneath work at heights.
• Persons working in the vicinity of high works should wear a hard hat.
• Persons working at height on mobile elevated work platforms should wear head protection.
• Plans are in place for emergencies and rescue from height such as working in the roof space.

Ladders can be used when it is not practicable to use a working platform, or the activity is low risk. Ladders must be used in accordance with manufacturer's instructions at all times.

All persons working at height or working below people working at height must wear hard hats.