Legal Requirements and Guidelines

Demonstrations & Advertising on Stands

For any demonstrations planned, you will need to inform the Operations team. This will be required in advance of the event and with an accompanying Risk Assessment.

Please ensure that music and commentary for demonstrations, videos, presentations etc., are kept at a level which does not interfere with neighboring stands. You must obtain a license from the Performing Rights Society to cover composers’ royalties. All details must be supplied direct to the society.

For further information please contact:

Performing Right Society Ltd   +44 (0)800 068 4828

Elwes House                                         

13 Church Walk

Peterborough

Cambridgeshire

PE1 2UZ

Insurance

Whilst we will take every precaution to ensure security and safety at our exhibitions, we do not accept any liability for loss or damage to any exhibitor’s property. You are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties up to a limit of indemnity of £5,000,000.  In addition to this you should consider insuring your expenditures against abandonment and cancellation or curtailment of the event due to reasons beyond our control. 

If you have purchased an Exhibitor insurance package through Easyfairs please see show website for details, please be aware that you will only be covered if you have paid your invoice in full. Insurance is a requirement for exhibiting at this show.

Any demonstrations/hazardous material on site must have the relevant clearance from Health

& Safety. If in doubt, please contact claire@opssquad.co.uk who will be able to advise accordingly.

Additionally, if you are a Space Only a risk assessment/method statement must be completed. Please send all information to  admin@opssquad.co.uk  

Public Liability Insurance

Exhibitors are reminded that in accordance with the Rules and Regulations they MUST take out adequate insurance cover. Whilst we take every precaution, we are not responsible for damage or loss to stand fittings and exhibits. We must also draw your attention to Public Liability cover and the increasing numbers of claims against exhibitors and service providers for trips and falls. 

A specialist Exhibition Policy would adequately cover you for your property and Public Liability insurance, which in the event of any loss or claim would not affect any ss Policy.

Electrical Regulations

For safety and liability reasons, only the official electrical contractors, may carry out wiring and installation work at Advanced Engineering.  GES are the official Contractor for the exhibition; they are responsible and will carry out all work on the stands. Pre-fabrication is permitted but connection to the mains and all on-site wiring must be carried out by GES electricians.

The electrical facilities in the hall are subject to the regulations of the Local Authority and the venue. If the exhibitors’ power supply system is found to be faulty, or if it does not confirm to the relevant regulations in every aspect, the Organisers shall be entitled to refuse the connection of the system and/or the supply of power without recourse until the fault has been remedied.

We ask that you closely observe the deadline date for ordering electrical connections, to ensure that all orders can be processed, and services supplied in good time.

• Power connections are made as soon as possible to each stand. If you intend to dress your stand on the Wednesday morning, please note that electricity may not be available immediately.
• Power to all stands will be switched off each night 30 minutes after the show closes, unless a 24hr supply has been ordered in advance

Please contact the Operations team directly if you require a specific quote for a machinery main or a specific electrical supply.

Fire Regulations

All display materials must be flame retardant and conform to the UK legislation and eGuide. Failure in this will entail the removal of the offending fittings. All materials used in the building, decorations and coverings of stands must be approved, non-flammable materials. No explosives, flammable fluids or combustible materials may be used on any stand or stored within the venue. Fire Laws must be strictly observed, and wiring must comply with local regulation. A fire marshal may examine all stands, aisles, fire exits, and/or any other items at any time.

Compressed air

Use of gases will only be permitted where essential, by exception, and where evidenced in a Risk Assessment as a special risk. A certificate of installation by a GAS SAFE registered fitter is required for LPG installations. Only one cylinder can be kept on the stand at any one time. Cylinders which have never contained gas (as opposed to cylinders which have been emptied) may be used for display purposes.

Patents & Copyrights

Exhibitors must comply with all relevant provisions of the Copyright Design and Patent Act of 1988.  Applications should be lodged with the Patents Office, 25 Southampton Buildings, London, WC2A 1A. www.patent.gov.uk  for more information.

Contractors

Any exhibitor choosing to use contractors, must ensure they conduct their business appropriately. Any contractor deemed by the venue or Show Management team to be working in an unsafe, un-responsible and/or in any other manner deemed inappropriate, will be asked to leave immediately. The contracting exhibitor will be responsible for sourcing an alternative supplier to complete any unfinished work and will be liable for any costs incurred for delay to build up times.

Please ensure that your Contractor receives a copy of this Exhibitor Manual. Details on how to access the halls for build-up will be sent out 2 weeks before the show. Please ensure you forward this information to your contractor.

Age Limit/Children

No one under the age of 16 is permitted in the hall during the build-up and breakdown period. Please consult our official website to find out about the age limit during open times.

Personal Protective Equipment (PPE)

Safety footwear and high visibility jackets must be worn during the construction phases of the build, as a minimum. Additional PPE identified in the exhibitor’s/contractor’s Risk Assessment must also be worn. Any person not wearing the appropriate items for the activities they are performing, will be asked to leave until they have acquired the necessary items.

Please ensure that you have the appropriate PPE for each member of your team before you arrive onsite, failure to do so will delay entry into the halls.

Security

There will be constant security cover at the exhibition. The Organisers will take every reasonable precaution throughout the Exhibition; however, organisers’ security is designed to secure the exhibition hall, not the contents of individual stands.

Exhibitors should remember that exhibition halls are very vulnerable places and should take appropriate precautions against theft, ensuring that their goods are safeguarded. Exhibitors should not leave their stands unattended during the build-up, breakdown, or open hours of the show, and they must ensure that Exhibitor Badges are worn at all times.

Any incidents of theft must be reported immediately to the Organisers’ so that security can be informed, and incident reports can be written. Please note the following security advice regarding exhibiting at shows:

• Build-up and breakdown: These are the most vulnerable times for theft. Ensure that there are at least two representatives setting up or dismantling your stand so that the stand is never left unattended. It is important that all products and portable items should be removed from your stand on the first evening of breakdown.
• Sufficient staffing: Be sure to have enough staff to man your stand at all times. Never ask a neighbouring Exhibitor to watch your They may become busy and leave your stand unattended.
• Avoid leaving your stand each evening before all visitors have cleared the exhibition hall, and ensure your stand is staffed prior to the show opening (remember the exhibition hall will be open from 8am for other Exhibitors and maintenance staff).
• Lockable Cabinets: There is no cabinet included in your package. We do, however, recommend you have somewhere to lock away briefcases, mobile phones, handbags and laptops etc. during the day – even when you are on the stand. If you are busy, you may not notice if they are Please note – most hired cabinets have common locks and should not be regarded as completely secure units.

 NB: Please make sure adequate arrangements have been made to insure your goods, as Easyfairs are not liable for any loss, damage or accident that may occur to any Exhibitors property (hired or purchased) or personnel. Therefore, Exhibitors MUST arrange full insurance cover.

Dilapidations & floor covering

Exhibitors are liable for any damage they may cause to buildings, floors, walls, and columns or to any shell scheme equipment or any other Exhibitor’s property. Exhibitors are also responsible for any damage caused by their agents or contractors. No Exhibitor may apply paint, lacquer, adhesives or coatings to the building or shell scheme, or drill holes into the floor.

The Organisers will inspect every site before erection and after demolition of the stands and any damage caused will be charged directly to the Exhibitor. This includes a charge for removing any carpet tape or heavy building waste left behind.

All stands require appropriate floor covering. The hall floor cannot be exposed. Floorcovering can be ordered from the shop accessed via your ‘My Easyfairs’ account. If you are laying your own floorcovering, please ensure you use exhibition approved carpet tape which will not leave marks on the hall floor when it is removed. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are prohibited. Please be advised that all carpet tape must be removed at the end of the show to avoid any dilapidations charges.

Alcohol

Any sale or supply of alcohol at the show must be agreed and licensed by the venue. Selling alcohol for consumption at the show is not permitted.  Please note that there should be no consumption of alcohol during build up and breakdown.

Distribution of promotional material & demos

Exhibitors may only conduct business and distribute literature from within their stand, not in the gangways or any other part inside or outside of the Hall. Exhibitors must not take delegates away from the event to another business’ premises, nor host competing events onsite. All activities and demonstrations (e.g. the operation of machines, video and film shows etc.) must be reported in the exhibitor’s Risk Assessment and have the approval of the Operations team. The Operations team is entitled to restrict or prohibit such demonstrations, even if consent has previously been given, if they interfere with the Exhibition.

Noise levels & music system

Music and commentary for demonstrations, videos, presentations etc., using music systems such as a Public Address (PA) or AV Equipment etc., also requires authorization. Exhibitors must ensure the sound is kept to an acceptable level (below 80 decibels from the edge of the stand) and does not disturb adjacent exhibitors. In case of dispute, the Show Management’s decision will be final.