Health & safety in the exhibition

It is the policy of PINK to endeavour to seek the co-operation of all concerned in order to achieve the highest standards, in all aspects of Health and Safety


It is the policy of PINK to endeavour to seek the co-operation of all concerned in order to achieve the highest standards, in all aspects of Health and Safety.

It is our responsibility to ensure that safe working practices are maintained at all times, which includes ensuring that everyone is reminded of their responsibilities whilst working at the exhibition. As an exhibitor it is essential that you are aware of your obligations within the act.

As an Exhibitor, Contractor or Agency you have a duty under The Health and Safety at Work Act 1974 to ensure that all personnel, contracted by you are aware that they have a responsibility, so far as is reasonably practicable, for the health, safety and welfare of all employees, and that any plant or systems of work which may be used are, so far as is reasonably practicable, safe and without risks to health. This includes that all employees are provided with information, instruction, training and supervision to ensure not only their own health and safety but also that of others working or attending the vicinity.

Under the COSHH Regulations 1988 (Control of Substances Hazardous to Health), exhibition stands are considered to be a workplace. It is therefore your responsibility to ensure that all of your staff and subcontractors have received sufficient Health and Safety training and are provided with the correct protective clothing and equipment to enable them to carry out their work in a safe manner in accordance with COSHH and the Act.

You are also required to have in your possession a copy of your own Health and Safety policy and a copy of the Health and Safety policy document for each contractor employed by you which may be requested during the exhibition.

If you have any queries regarding health and safety issues please contact PINK on 07860 926 404.

General guidelines

As an exhibitor/contractor you must:

  • Nominate a health and safety representative for your stand who is aware of your company’s health and safety policy
  • Have a copy of your health and safety policy available (and of any sub-contractors you are employing) in the event of the relevant authorities asking to see it
  • Make sure you and anyone manning your stand understands the fire and evacuation procedures and locations of the hall’s emergency exits
  • Ensure that any contractor working for you has a health and safety policy statement and good safety practices. Details of the regulations can be obtained from the Organisers
  • Make sure that your contractors are working safely. You can seek permission to work late. Working at height on ladders and scaffolding must done in a controlled and safe manner. Time constraints are no excuse for not adhering to safety standards
  • All stand building must be carried out using the approved fire retardant materials

  • Ensure that all rubbish and packing from your stand is removed from the site. It must not be stored on or behind your stand during the show
  • Ensure that measures are taken to minimise the impact of your operations on the environment
  • Make sure that hazardous waste is disposed of safely. Please note that fluorescent tubes contain hazardous materials
  • Make sure that you are properly insured for the exhibition
  • Treat all electrical cables as though they were live
  • During the build-up and breakdown periods your staff and sub-contractors should be constantly reminded by you of the need for vigilance regarding the health and safety of themselves and those working in their vicinity
  • Be aware of others working around you and report any concerns you may have about unsafe work practices or violation of the health and safety procedures outlined
  • You must ensure that portable electric tools are used with the minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it
  • No electrical cables must be allowed to cross gangways, passageways and fire exits
  • Operatives should wear suitable protective clothing relevant to their job, which includes eye, hearing, foot and hand protection
  • Work areas should be maintained free from general waste and packaging materials which may cause a hazard to operatives
  • Packing cases and other materials must not be allowed to obstruct gangways, passageways and fire exits and must be removed from the Exhibition Halls as soon as possible
  • Nails etc must not be left protruding from any packing case or material
  • Exhibitors are responsible for the safe use and storage of flammable liquids and substances and segregation from waste and other risk area. Only one day’s supply can be kept on your stand
  • Demonstrations of exhibits must be carried out in a safe manner using the appropriate materials and where necessary protective guards and clothing must be used
  • All electrical installations must be carried out within the regulations outlined by the Exhibition Venues Association, Institute of Electrical Engineers and Local Authority. Installations must be carried out by a competent and appropriately qualified contractor

Electrical regulations

PINK have appointed The Index Group as the official electrical Contractor for the exhibition and they are responsible for and will carry out all electrical work within the exhibition halls. 

Exhibitors who wish to pre-fabricate any of their installation must ensure that it complies fully with the electrical regulations of the Institution of Electrical Engineers and the Exhibition Venues Association “Regulations for Stand Electrical Installations” and that all site work is carried out by the official electrical Contractor. Although you and your contractor should be conversant with the complete document, we feel you should be more aware of the most important issues for which you are responsible: 

  • You must ensure that your contractor and exhibitors are aware of all the current regulations that apply to exhibition electrical installations and that they adhere to them
  • All installations will be tested for compliance with the regulations and will not be energised if found to be unsafe
  • Appliances supplied and used by stand holders must be tested before being used and proof of this will be required. Stand holders own equipment must also comply with the regulations and will be subject to spot checks
  • All electrical work must be carried out by suitably qualified and experienced electrical personnel and documentary proof of competence may be required
  • Every stand shall have its own means of electrical isolation, which must be easily accessible
  • External installations must be protected by a safety devise known as residual current device (RCD)
  • Particular attention must be given to the earthing regulations
  • No exposed means of cable joints will be permitted
  • No lampholders using spikes for connections will be permitted
  • Particular attention should be paid to the regulations relating to extra low voltage lighting (SELV)
  • Socket outlets must never be closer than 2 metres from a sink unit (unless protected by an (RCD) and floor sockets must be protected against ingress of water
  • No multi-way adapters are to be used
  • All electrical equipment is to be suitably guarded with proper consideration for its use
  • Lamps and appliances with high temperature surfaces should be guarded and used well away from combustible materials
  • Permission will be needed before using step-up transformers or any form of H.T. lighting
  • All appliances for heating purposes (inc. kettles, cookers or heaters) must be thermostatically controlled
  • The wiring of stands in flexible cords is not allowed. The maximum length of flexible cord to an appliance is 2 metres. Extension leads on reels/drums or in coils of flexible cord are not permitted
  • Plug tops must comply with the appropriate British Standard and be suitably fused

What’s not allowed

As an exhibitor/contractor you must not:

  • Use flammable materials as part of your displays. This includes plastic flowers, polystyrene etc. Some combustible materials may be acceptable if treated correctly
  • Have overloaded or insecure displays. Stands and displays can be knocked by visitors and must be safe and secure
  • Bring children into the halls particularly during build-up and breakdown. The halls are regarded as a potentially dangerous place of work during these periods
  • Overload trolleys – not only does this damage your exhibits but it will make it much harder to manoeuvre your way to your stand through crowded aisles and may cause injury to you or other people. block the aisles with your rubbish or equipment

The above lists are by no means exhaustive, but are intended as an aid toward ensuring that a safe workplace is maintained. If you have any queries please contact PINK on 07860 926 404.

Drugs and alcohol

The abuse of alcohol, drugs and other addictive substances can affect work performance and impair safety. Therefore, any person found to be under the influence of alcohol, drugs or other substances which in the opinion of the organisers constitutes a danger to themselves or any other person using the venue, will be asked to leave the halls and if necessary will be removed by security or indeed the police.

Emergency procedures and evacuation

It is the responsibility of every exhibitor and contractor to ensure that all employees working at the Kingsgate Conference Centre during the conference are familiar with the emergency procedures.

Fire procedures

In the event of any outbreak of fire, however small, the fire alarm should be activated and the area evacuated. Only trained, competent staff should attempt to fight the fire with extinguishers if it is safe to do so. Central control at Kingsgate is via the Reception Desk or through the Duty Manager. Exhibitors and delegates on hearing the fire alarm will need to vacate via the nearest fire exit and assemble at either of the 2 Assembly Points to the front, West & East of the building

First aid

Please address any first aid issues to the Society of Tissue Viability Helpdesk and / or call the emergency services (via the Conference Centre Reception).

Hazardous substances

The Control of Substances Hazardous to Health Regulations 1994 (COSHH) is intended to attack the problem of ill health caused by exposure to hazardous substances at work.

The definition of a substance that is hazardous to health is any substances, that have by law, to be labelled as ‘very toxic’, ‘toxic’, ‘harmful’, irritant’ or ‘corrosive’. Also, substances for which a maximum exposure limit (MEL) or an occupational exposure standard (OES) has been set and harmful micro-organisms, substantial quantities of airborne dust or other substances which create comparable health hazards.

If you, or any of your contractors intend to use any substance which is covered by the above criteria we require that you carry out an assessment in writing under the regulations and submit the assessment to PINK at least 30 days prior to the substance being used on site. Use is subject to permission from the Conference Centre.


Ensure that all access equipment you use is of sound construction and adequate strength, and has been inspected for defects before use. Straight ladders should be fixed either at the top or bottom at a 1:4 angle. The ladder should safely reach 1.5m past the point on which it leans. Stepladders should be erected correctly, and should never be moved while anyone is on them. Trestle type supports are not to be used as ladders under any circumstances.

Low level spotlights

Please ensure that adequate guarding is provided should you wish to install or use any spotlights on your stand that may be within easy reach of the general public.

Medical emergency

In a first aid emergency, where an ambulance is considered necessary, contact Reception.

Personal protective equipment

All contractors should wear suitable protective clothing relevant to their job, which includes safety goggles or glasses, gloves and safety shoes or boots. Ear defenders should be worn if the job demands it but be aware that you may not hear tannoy announcements. Please do not use personal stereos within the halls.

Portable power tools and equipment

All such equipment must comply with British Standards. Power equipment must be used with the minimum length of trailing lead, and that trailing lead must be protected from damage. Such equipment must not be left unattended with power supplied to it. Ensure that all portable and static power equipment is used for the purpose for which it was designed and that safety guards are correctly fitted and used.

Reporting of accidents

It is a legal requirement that any accident sustained, however small, should be reported in the first instance to PINK, the organisers. Some accidents must be further reported to the Local Authority in which case PINK will advise.

Responsibilities (exhibitors)

Exhibitors employ or contract out work on their stand, making each stand (space or shell) it’s own separate “workplace”, and under health & safety legislation they are the “employer” and hence subject to all the relevant laws and regulations.

Exhibitors have a wider Health & Safety responsibility than that pertaining in their workplace. They also have a Duty of Care to each contractor and sub-contractor, involved with their stand, and to every person who may come into contact with it. Exhibitors are directly responsible for the safe use and maintenance of every element on their stand and its environs, this will usually include the general public/or visitors.

These duties and responsibilities apply throughout the entire build up, open period and break down.

It is the Exhibitor’s responsibility to define exact areas of responsibility between themselves and their contractors prior to coming on site. They must especially check that their contractors are competent and have undertaken a suitable and sufficient Risk Assessment, along with a Method Statement for complex stands – usually undertaken with the Exhibitor. It is the Exhibitor’s responsibility to ensure such documents are accurate, valid and control measures are in place throughout the tenancy of the show.

Exhibitors must take reasonable steps to ensure that the contractors are operating to a safe system of work, including access and egress from the stand.

The Exhibitor has a duty of care to inform contractors of any specific risks associated with their activities that may detrimentally affect the contractor’s employees whilst working on the stand.

Responsibilities (contractors)

Contractors must ensure the health, safety and welfare of any persons who are affected by their (or their sub-contractors) work practices. This includes persons who may be on adjacent stands, aisles or public areas. Contractors are also responsible for the health, safety and welfare of their sub-contractors.

The condition, maintenance and correct use of tools, plant and machinery, training, supervision and competence of staff are also the responsibility of the individual contractors as set out in HASAWA74.

Principal contractors must supply their client, the Exhibitor, with suitable and sufficient Risk Assessments and Method Statements whenever necessary. These should be produced in pre-show meetings and may also need the input of the stand designer and other specialists as deemed necessary by the contractors.


Any scaffolding to be used during the construction of any stand or stand display must comply with the appropriate legislation. Any tower scaffold in use must be properly stabilised and propped in accordance with HSE guidance CIS10.