As per the Terms and Conditions of your contract, you and your appointed Stand Contractor must adhere to all rules and regulations as stipulated within the Technical Manual. If any rules and regulations are breached, the Exhibitor will be written to and penalties may apply.
Introduction
This section outlines health and safety guidelines for your stand at the show. As an Exhibitor, it is your legal responsibility to ensure your operations and attendance at the event do not compromise safety. Make sure you and your staff, including contractors, fully adhere to these guidelines. Failure to comply can result in legal consequences. If you are unsure about anything, contact our Customer Success team promptly.
Introduction to Risk
The exhibition halls are an ever-changing environment with constant construction and dismantling of exhibition stands and with different layouts and rules for each event. This means there are hazards specific to the show and industry such as large exhibits, moving vehicles, multiple persons working, overhead works, hanging cables, open floor traps, construction site environment (build/breakdown), emissions, dust, and other substances in the air. This is not an exhaustive list.
These are generic hazards for consideration for anyone who may enter the exhibition halls and does not cover any specific event. Anyone working on a specific event should review and discuss with persons who have experience of the event, request site of the Organiser Risk Assessment and follow the Risk Assessment of their employer.
Who is at risk?
• Everyone working in or passing through the exhibition is at risk to some extent.
• Those whose work is in the exhibition are at risk due to their constant exposure.
• Those who do not normally work in the halls will be at risk because the environment will be unfamiliar, and they will be less aware of the day-to-day hazards.
Who is most vulnerable?
• Persons with little or no knowledge of the exhibition.
• New and expectant mothers may be especially at risk and should not work within the exhibition without a specific Risk Assessment to cover their activities.
• Young persons (aged 16 – 18) have a lower perception of risk in general and should be subject to a specific Risk Assessment to cover their activities.
Managing the risk
To stay safe, avoid risks whenever possible. Avoid using the halls as a transit route, especially during build and breakdown. If you do not need to be in the halls, stay out of them. If you must enter, be aware of hazards, follow safety signs, and never enter prohibited areas. Avoid obvious risks like overhead work. Always wear appropriate Personal Protective Equipment (PPE) such as high-vis jackets, suitable footwear, and protective hard hats where required. Remember, PPE should be a last resort - it is best to avoid risks altogether. Children under the age of 16 are not allowed in the halls during build, show opening, and breakdown. When the show is open, young persons under the age of 18 are not permitted inside the halls.
Who to contact?
If you have any doubts or need clarification regarding the information provided, please contact:ICE.support@worldgamingbusiness.com
Health & Safety Legislation
The framework standard of reference is Law 31/1995 of 8 November, on Occupational Risk Prevention (LPRL). The LPRL expressly establishes the right of workers to effective occupational health and safety protection, which means that employers have a corresponding duty to protect their workers from occupational risks.
The ownness is on Exhibitors, and their appointed contractors and subcontractors, to familiarise themselves with the Royal Decree 31/1995.
To download a copy of this official document please click here.
Clarions Code Of Conduct
Clarion Events aims to set the benchmark standard for managing health and safety in exhibitions. Ensuring safety is not just a moral and legal obligation; it is vital for the success of every event. We understand that exhibitors depend on us to create a safe trading environment. Running a public event adds to our responsibility, extending care to staff, exhibitors, contractors, venue staff, visitors, and the public. We aim not only to meet legal requirements but also to continuously enhance our health and safety framework to support our clients' business goals. The show director is accountable for health and safety at ICE.
It is the policy of Clarion Gaming to ensure that all employees, contractors, and visitors are provided with a healthy and safe working environment and is 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 co-ordination of the activities of the contractors, our staff and service providers on site.
Clarion Gaming has the following responsibilities:
> To provide and maintain safe and healthy working conditions in accordance with the statutory requirements.
> To provide and maintain plant and equipment as required for safe working conditions.
> To make available all information, instruction, and training, safety devices and personal protective equipment.
> To maintain interest in health & safety matters that are associated with the Company’s activities and for its Management to set an example in all matters of health and safety.
> To ensure there is a consulting mechanism between employees, contractors and management concerning Health, Safety & Welfare.
> To comply with legislation, both statutory, regulatory, and accepted code of practice to establish minimum standards that will be maintained and improved wherever possible.
Where appropriate, the risks have been assessed and controls put into place to minimise the risks. Clarion Gaming have reviewed current safety management and practices in line with the United Kingdom’s Health and Safety Executive’s L153 guidance document.
Clarion Gaming fulfils several duties in operating the overall event site. All exhibitors and their contractors have been made aware of their responsibilities and relevant safety documentation is requested and recorded as part of the space only stand plan submission process.
The official contractors and the venue services appointed by the Organiser’s fulfil further responsibilities being ‘Designers’ and ‘Contractors’ with respective responsibilities across the whole exhibition site as controlled by the Organiser.
To ensure that we manage construction and dismantling at the event safely the company will:
> Eliminate or control risks so far as is reasonably practicable.
> Ensure work is carefully planned.
> Appoint the right people and organisations at the right time.
> Make sure that everyone working for the company has the right information, instruction, training, and supervision to carry out their work safely and without risks to health.
> Have systems in place to help parties cooperate and communicate with each other and coordinate their work.
> Consult workers with a view to securing effective heath safety and welfare measures.
> Ensure any actions required are sensible and proportionate to the risk.
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Clarion Gaming’s Risk Assessment
Clarion Events has conducted a suitable and sufficient assessment of the risks associated with this event, details of which can be obtained from either our Customer Success team or via the onsite Organisers Office’s. General risks associated with any exhibition are as follows:
> Multiple contractors working in a single workplace.
> Fall from working at heights or working on a live edge.
> Objects falling from height or loads falling from vehicles.
> Impact injury from moving vehicles.
> Structural collapse of seating or an exhibition stand.
> Outbreak of Legionnaires disease from a water feature.
> Food poisoning incident from temporary catering outlet.
> Major incident and civil emergency.
> Excessive working hours.
This is an overview and by no means a comprehensive account of the risks involved at ICE. It is the absolute duty of all parties to ensure that a suitable and sufficient risk assessment is conducted on all risks.
Local regulation and associated guidance also require that risks should be mitigated with a view to achieving 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 a control of last resort.
Code of Conduct
Providing a safe and appropriate working environment for everyone
World Gaming and ICE are committed to the highest standards of ethical conduct, professionalism, and inclusivity at our event. Every participant, whether contractor, staff member, exhibitor, speaker, sponsor, press or attendee (each, a “Participant”), has the right to engage in an environment free from harassment, discrimination, aggression and misconduct.
This Code of Conduct outlines our expectations for respectful, honest, and courteous behaviour, and affirms our dedication to fostering a safe, welcoming, and inclusive atmosphere that values openness, diversity, and mutual respect.
Unacceptable behaviour will not be tolerated and appropriate action, including the option to remove you from the event, will be taken to uphold these standards and protect the integrity of our events. Anyone asked to stop unacceptable behaviour is expected to comply immediately.
For the avoidance of doubt, unacceptable behaviours at the event or in connection to the event include, but are not limited to;
- Use of discriminatory or offensive language or actions in relation to race, gender, age, disability, religion, sexual orientation or other protected characteristics
- Use of offensive or sexually explicit language, personal insults or gestures
- Stalking or unwelcomed/intimidating following, photography or recording
- Being verbally or physically intimidating, threatening or violent
- Physically touching, grabbing, groping or making unwelcomed contact
- Displaying or distributing offensive materials, symbols or imagery including those of a sexually explicit, religious or idealistic nature
- Interfering with, stealing or deliberately damaging property belonging to the venue, the event, exhibitors or other participants
- Intentionally disrupting or preventing the running of the event or areas within it
- Smoking or vaping inside of the venue or unauthorised areas
- Drinking alcohol illegally, irresponsibly or to a point that your actions negatively affect others
- Use, carry or distribute illegal substances or substances being used in a way other than prescribed/intended
- Use, carry or display a weapon, an item that is intended to be used as a weapon or items prohibited by the venue
- Wearing revealing or provocative clothing either sexually or through the display of offensive language, symbols or imagery (see ‘Event Dress code’)
- Distributing material outside of a paid for space or opportunity
Event Dress Code
To maintain a professional and welcoming environment, we kindly ask all participants to adhere to our dress code throughout the event.
Clothing should be appropriate, and respectful of a corporate setting. Partial or total nudity is strictly prohibited. Revealing, suggestive, or sexually provocative attire is not permitted, this includes any overt displays of cleavage or navel. Garments displaying offensive language, symbols, or imagery are strictly prohibited.
Promotional staff representing exhibitors or sponsors must also adhere to this dress code. At the discretion of World Gaming, the sole possible exception to this may be promotional characters that are seen “in-game”. For these, exhibitors or sponsors must obtain permission from show management prior to commencement of the show by emailing ICE.Support@worldgaming.com
We reserve the right to request that Participants change their attire or leave the event immediately if their appearance is deemed to be offensive to others.
Extended expectations for Exhibitors and Speakers
All exhibitors and speakers are expected to uphold the professional standards of the event and contribute to an environment that is respectful, inclusive, and aligned with this Code of Conduct.
Exhibitors must ensure their stand content, activities, and representation are professional and considerate for all audiences. This includes refraining from the use of sexualised images, themes, or materials, as well as avoiding clothing, uniforms, or costumes that may be considered provocative or contribute to a sexualised environment.
Speakers must avoid the use of sexual language, imagery, or any content that could be perceived as harassing, offensive, or otherwise in breach of this Code of Conduct. We also encourage speakers to use inclusive and respectful language in their presentations and to familiarise themselves with principles of diversity, equality, and unconscious bias. We recommend taking this online course in advance of the event.
Consequences of Breaching the Code of Conduct
By participating in, or engaging with, the event in any capacity, including in-person, online, or in any communications or activities related to the event, all Participants agree to comply with this Code of Conduct and accept that any breach, as determined at the sole discretion of the event organisers, may result in immediate and proportionate consequences.
This may include, but is not limited to, verbal or written warnings, removal of the individual or content from the event, and involvement of venue security or relevant authorities where necessary. In such cases, the individual may be refused further entry to this, or future events and no refund or compensation will be provided for any tickets, travel, accommodation, or other expenses incurred.
Anyone asked to stop unacceptable behaviour is expected to comply immediately.
Reporting a concern
World Gaming is committed to addressing any breaches of this Code of Conduct promptly and fairly. If you experience or witness behaviour that you believe breaches this Code of Conduct, and you feel confident and safe to do so, you are encouraged to address the behaviour directly with the individual by requesting them to stop.
However, if this is not appropriate or you would prefer support, you can report the concern to venue security or visit the Organisers Office, where the team will handle the matter with discretion and sensitivity.
Alternatively please submit your concern via this form which includes the option to do so anonymously.
All reports will be taken seriously and reviewed carefully, with appropriate action taken where necessary. While we aim to respect confidentiality at all times, please note that anonymous reports may limit our ability to provide follow-up and action.
Site Induction PassThis pass allows access during assembly and disassembly periods. It does not allow access to the event during the event open days.
The pass is personal and non-transferable. On accessing the venue for the first time, you will be asked to present your pass and be issued with a wristband. During the assembly and disassembly periods, you must wear your wristband at all times. You may be asked at times by security to present your contractor pass so please keep it handy at all times. In case of loss, the owner will have to notify the Security and Mobility Department as soon as possible.
The obligation to comply with the regulations for the prevention of occupational risks is recalled.
When the show is open access to the exhibition halls will only be permitted with an exhibitor or visitor badge.
Your badge must always be worn as this is the only way security will grant you access to the show.
Emergency Procedures
During the periods of build-up, show days and breakdown, the Venue will provide general surveillance of the exhibition areas regarding fire safety and other emergencies.
In case of an emergency, please inform the uniformed security guard if there is one nearby. Otherwise, please call the emergency Fira number at +34 93 233 41 00. This emergency number is Fira’s control room, and any emergency will be coordinated from there.
In case of evacuation, the Venue will manage the safe evacuation of all persons inside the venue as per their Emergency Actuation Plan. You must follow the advice provided venue teams.
During periods of build-up, show days and breakdown, first aid services will be available in the First Aid Centre, next to doors 3.14 in Hall 3. In case of emergency, please call Fira Barcelona control room on +34 93 233 41 00.