Booth Plan Submission


All ‘Space-Only’ stands are to be inspected independently for compliance with the Rules and Regulations set forth in this Event Manual. It is the sole responsibility of each exhibitor to ensure their contractors follow the rules and regulations in this Event Manual as well as the practical safety guidance set forth in the g-Guide.

All ‘Booth Plan Submissions’ must be accompanied by a ‘Safety Risk Assessment’ and a ‘Method Statement’. Separate Booth Plan Submission, Risk Assessment and Method Statement forms can be found in the Forms section of this Event Manual. Forms will be available by mid-June.

Guidance on how to submit this information can be found below. Space Only / Raw Space exhibitors can assign these forms to their appointed contractor for completion on their behalf.

A ‘Commence to Build’ letter will be issued by Abraxys Ltd once all the above-mentioned documents have been submitted, reviewed, and accepted. Build crews are not permitted to begin building without a valid Commence to Build letter and may be denied access to the venue.

The deadline for ALL plans and documents to be submitted is August 25, 2023



Guidance for those submitting booth plans, safety risk assessments and method statements


Booth Plan Submission

All designs must include, but are not limited to, the below: 

  • Detailed technical plans at a scale of 1:50 detailing:
    • Side & height elevations
    • Evacuation plan showing all necessary smoke detectors, escape route signage and locations of fire extinguishers 
    • Stand number & exhibitor name
    • Details of any rigging requirements or hung elements
    • All rigging requirements or hung elements must be detailed in full. Please read through the rigging information in the Build Rules & Regulation.
    • If you are planning on installing akitchen as part of your stand design, you must include a detailed layout indicating the exact location of any electrical equipment
  • On site contact person’s name and mobile contact number
  • Detailed information regarding the materials being used. Including up to date fire resistance certificates.
  • All stand plans will be required in English to confirm that all rules and regulations have been adhered to.
  • Photographs, faxed drawings or drawings from other exhibitions will not be accepted


Safety Risk Assessment

A safety risk assessment is a careful examination of anything in the work environment that could cause injury or ill health. When completing a Risk Assessment think about and consider what you will be displaying on the stand, where everything will be positioned, and decide if there is anything that could cause anyone any harm to anyone (e.g. trailing wires, hot water, heavy boxes, trip hazards, etc.) Then think about what precautions and controls measures your will implement to prevent these things from harming anyone, and detail these in your risk assessment. Precautions and control measures can include training and the provision of information as well as practical measures such as safety guards and the implementation of a minimum safe distance.

Do this for the build-up, exhibition open days and dismantling. Weigh up whether you have taken enough precautions or should do more to prevent harm. The important aspect is whether a hazard is significant, and whether you have covered it by satisfactory precautions and controls, so that the risk is small.

If you are building a stand, your risk assessment must also include a detailed analysis of all the risks associated with your stand build, fitting and removal (e.g., working at height, use of tools, risk of fire, hazardous substances, heavy loads, live electricity, etc); and again what precautions and control measures you will implement in order to lower the risk to a safe level.

If you are building a large or complicated stand, or are involved in unusual activities during the exhibition, you may need to seek the assistance of a qualified Health & Safety professional.

The following is your step-by-step guide to completing a risk assessment:

Step 1: Look for the hazards Look for hazards that you would reasonably expect to result in significant harm under the conditions in your stand space. Hazards are anything that can cause harm.
Ask yourself:
  • What equipment, materials and substances will be used?
  • How much noise and dust will there be?
  • What are the ground conditions?
  • How are your disposing of waste?
  • What electrical installation are there?
 Potential hazards:                                                                                             
  • Slipping / tripping hazards
  • Fire
  • Chemicals
  • Moving parts
  • Working at height
  • Electricity
  • Vehicles
  • Dust
  • Fumes
  • Noise
  • Poor lighting
  • Temperature
  • Heavy goods

Step 2: Decide who might be harmed and how
Ask yourself the questions below. There is no need to list individuals by name. Think about groups of people doing similar work or who may be affected, e.g.,
  • Who will be affected by your work and at most risk?
  • Who nare your employees, contractors or exhibitors on or near your stand?
  • How will your visitors be affected?
  • Groups include staff, contractors, guests, venue service staff, among others
Step 3: Evaluate the risks
A risk is the likelihood of a hazard causing harm. Decide whether the existing precautions are adequate or whether more should be done for the hazards listed. As yoursself whether the existing precautions reduce the risk as far as reasonably practicable, represent good practice, meet industry norms and legal requirements.
Once you have done this adequately you can then decide on the appropriate action, ask yourself if the risk can be removed completely or can things be done in a different way? If not, can the risk be isolated, controlled or reduced?

Step 4: Record the findings
Write down the significant hazards and conclusions. You must also tell your employees about your findings. You should be able to demonstrate that you have made a suitable assessment by identifying what the main hazards are, who might be affected, that the precautions are reasonable, and the risk is low.

Step 5: Review your assessment
Review your assessment and revise as necessary, inevitably new plans may develop and new observations may be made which could lead to new hazards requiring an assessment. It is good practice to review your assessment from time to time to make sure precautions are working effectively, allowing you to learn by experience.


Method Statement

A method statement describes in a logical sequence how a job is to be carried out in a safe manner and without risks to health. It includes risks identified in the risk assessment and will elaborate with a detailed, step-by-step written description of how the work will be undertaken in a safe and controlled manner.

In all stand-building cases (especially steelwork erection and lifting), the foreman and / or the principal contractor should draw up a specific method statement and go through it with your contractors in advance of the event.


Questions?

For any queries regarding booth plans approval, stand building regulations, risk assessments and method statements, please contact Abraxys Ltd.


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