The MTA will be working together with Amadeus Catering at The NEC to ensure that there are catering services available within the Halls during the build-up and the breakdown of the show. We will also ensure that there is a broad choice of restaurant facilities serving a variety of food offers designed to suite all budgets, appetites and time constraints!

Amadeus have a wide range of options suitable for all types of on stand events for breakfast clubs, product launches, press briefings or networking receptions. They can also provide a bespoke menu service if you have a particular theme in mind for your event or are just looking for something that little bit different (please call with plenty of time to arrange this).

• To make ordering as hassle free as possible; glassware, crockery and service staff are included in the menu charges*. Please click here to view the range of hospitality options.
• On stand delivery service (please see the NEC Services order forms)

*Subject to conditions

In the first instance, all catering should be supplied through Amadeus NEC. Any exhibitor who intends to supply their own catering on their stands must submit the relevant mandatory forms below and conform to regulations; please read the following guidance and fill out the permission form:

Association of Event Venues – Catering Guidance

Link: www.aev.org.uk/e-guide

Intent to Supply Alcohol Form

Intent to Supply Food and Beverage Form

The appointed electrical contractor for MACH 2020 is Global Experience Specialists (GES) Ltd:

Global Experience Specialists (GES) Ltd
Silverstone Drive
Gallagher Business Park
Coventry
CV6 6PA

Tel: +44 (0)2476 380 000
Fax: +44 (0)2476 380 001

Contact: Fred Wedgbury (fwedgbury@ges.com) or Mark Simpkins (msimpkins@ges.com)

It is important to order your electrical connections as soon as possible as surcharges will be applied to orders received after the deadline dates below;

• Late orders – orders received after the deadline 02/03/20 are subject to a +20% surcharge

To help you order your electrical requirements, the manual has been divided into the following sections:

You can access the electrical order form via the Order Forms page.

Please note that under the MACH 2020 Health and Safety requirements, only the appointed contractor, GES, is permitted to carry out primary electrical connections at the exhibition. 

All shell scheme exhibitors (including those within the product zones and associated pavilions) are provided with basic electrics included in the price of the stand. These electrical packages are dependent on the size of the stand as follows:

• Stands up to and including 18m² receive
• 1 x 5ft fluorescent light fitting
• 1 x 500 watt socket
   
• Stands larger than 18m² but no more than 36m² receive
• 2 x 5ft fluorescent light fittings
• 2 x 500 watt sockets
   
• Stands larger than 36m² receive
• 3 x 5ft fluorescent light fittings
• 3 x 500 watt sockets

These packages are not changeable for other fittings; exhibitors can, however, order extra fittings and sockets to meet your display needs.

Even if you don’t need any more electrics – other than your standard package – it is important that you complete and return the electrics order form, marking on the grid supplied where you would like the lighting and sockets located.

Please note we recommend that the fluorescent fittings are positioned on the rear of your open edge fascia, and for obvious safety reasons, sockets should be positioned at the base of a wall. If you do not tell the contractor where you want the electrics to be placed, prior to deadline date, they will be sited in the most logical position. Having them moved later may cost time and incur additional fees.

NB Exhibitors are advised that the standard electrical fittings on a shell scheme are not designed for appliances such as kettles, coffee makers and vacuum cleaners. 

Whether you are a space-only exhibitor or want to order more electrics for your shell scheme, ordering standard electrical fittings could not be easier. Simply complete the electrics order form, indicate on the grid the approximate location required, and provided you pay the invoice when due, the electrics will be installed for when you arrive on site.

GES Electrical Services has a wide range of additional fittings to choose from, such as low voltage lights and track lighting. Simply request your needs on the space provided on the order forms and GES will contact you with options and prices for your consideration.

To ensure that your order is processed in time and to avoid late order surcharges, please make sure you submit the order form no later than the 2nd March 2020 deadline and pay the invoice by the date due.

If your exhibits and machinery require more than 3000 watts single phase then you will need to order one or more mains supplies.

These mains are available in two standard formats:

• Single phase 230volts
• Three phase 400volts

To ensure that the electrical contractor provides you with the most cost-effective mains solution for your exhibits and machinery please follow the following process:

• List each exhibit with their electrical ratings on the electrics order form
• Provide a scale plan of the stand showing the machine positions (keep in mind the electrical outlet point on the machines relative to the service ducts running under the stand) 

The contractor will use this information to quote you the best price solution available.

Each exhibit and machine must be supplied to the show complete with the correctly rated tails/leads. Machines fitted with C-Form plugs in sizes 16/32/63/125 amp can be directly connected, power requirements above this will require a direct connection and it is up to the exhibitor to provide the correct leads: Failure to do so will incur additional cost and possibly lengthy delays in energising your exhibits.

It is vital that you inform the electrical contractors of your machinery mains needs by 2nd March 2020 and you will be required to pay the quotation in full in compliance with the payment terms.

The MTA takes safety at MACH extremely seriously. The following are guidelines that all exhibitors must adhere to. Please remember that all safety guidance and regulations are in place for the ongoing safety of both exhibitors and visitors alike. We thank you for helping to make MACH a safe exhibition.

1. The Organisers reserve the right to disconnect the electrical supply to any installation which, in their opinion, or that of the Electrical Contractor or the National Exhibition Centre (NEC), is considered dangerous or likely to cause annoyance to visitors or other Exhibitors.
    
2. All electrical installations on stands, features, displays or exhibits shall comply with;
1. The Local Authorities and applicable Acts
2. The Health and Safety at Work Act 1974
3. The Management of Health & Safety at Work Regulations 1999
4. The Association of Event Venues & Association of Electrical Contractors regulations for stand electrical installations.
    
3. The Organisers provide all necessary general lighting throughout the Exhibition Halls. Connections for lighting and other electrical installations required by exhibitors on their stands must be carried out by the official electrical contractor appointed by the Organiser.
   
   
4. All electrical work carried out on behalf of the exhibitor will be subject to inspection and approval by the official electrical contractor, GES Ltd, and the National Exhibition Centre Ltd before energisation of any mains supply.
   
   
5. Each stand must have its own means of isolation situated in an accessible position.
   
   
6. The Organisers actively encourages exhibitors to insist upon high standards of both workmanship and equipment. In the event of dissatisfaction with the electrical work being carried out or equipment used, exhibitors should firstly contact Fred Wedgbury at GES. Should this matter be unresolved, complaints and queries should be immediately brought to the attention of the Organising Office during the build-up or open period. No complaints will be dealt with after the show.
   
   
7. Prefabricated, pre-wired units may be used, provided the Electrical Contractor is informed, in advance, of the electrical loading of the unit.
   
   
8. All prefabricated units, as well as exhibitors' own fittings, must comply with all electrical wiring regulations (full copy can be obtained from the Contractor) and will be subject to testing and spot checks. If for any reason the units or fittings do not comply, then the stand will not be energised.
   
   
9. Any portable appliance connected to a socket must have been PAT tested and labelled by a competent person before it is plugged in and energised. The responsibility for ensuring this testing is carried out is that of the person or persons responsible for bringing the equipment into the exhibition hall.

This section contains important safety information for exhibitors, their staff and contractors. Please read it thoroughly and pass the relevant safety information on to all your team. All exhibitors need to sign and submit the Health & Safety declaration so please visit the forms page and submit this as soon as possible Health & Safety Form

Should you have any queries please email operations@adfield.co.uk

At the MTA we take our responsibilities under Health & Safety at Work legislation very seriously. Our appointed contractors, our exhibitors and their contractors are required to operate safely and responsibly throughout the early access, build-up, open and breakdown periods, adhering to HASAWA74 and other mandatory requirements. This includes the current versions of:

• The Management of Health and Safety at Work Regulations
• The Manual Handling Operations Regulations
• The Personal Protective Equipment at Work Regulations
• The Workplace (Health, Safety and Welfare) Regulations
• The Provision and Use of Work Equipment Regulations
• The Control of Substances Hazardous to Health Regulations (COSHH)
• The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR)
• The Guide to Fire Precautions in Places of Entertainment & Like Premises
• Construction, Design and Management Regulations
• Metropolitan Borough of Solihull (NEC) Rules and Regulations
• Fire Precautions (Workplace) Regulations
• Health and Safety (First Aid) Regulations
• Electricity at Work Regulations (and EVA guidelines)
• Pressure systems and Transportable Gas Containers Regulations
• Gas Safety (Installation and Use) Regulations
• Lifting Operations and Lift Equipment Regulations (LOLER)
• HS(G)6 Safety in Working with Lift Trucks
• HS(G)136 Workplace Transport Safety
• Environmental Protection Act
• Noise at Work Regulations
• The Building Regulations
• Safety Signs Regulations
• Disability Discrimination Act
• Fire Precautions Act
• CHIP Registration, Evaluation & Authorisation of Chemicals

Please note that most of the above are already mandatory requirements for companies operating in the UK and are not specific to this event.

It is MACH 2020 policy to manage this show in accordance with the above so far as is reasonably practicable. This section is designed to provide all participants with some clear, simple suggestions and help for understanding and complying with Health & Safety procedures on-site. It is NOT a comprehensive guide but must be utilised in conjunction with the relevant Regulations. Your own Risk Assessment will decide the precise safety control measures that you decide to implement in full.

Any safety matter, procedure or material not included here must be included in your own Risk Assessment and in any subsequent arbitration or dispute please note that the Organisers’ decision will be final. The Organisers cannot take responsibility for any accident, near miss or incident that arises out of the action or inaction of the Exhibitor or its contractors, nor the failure for same to gain the Organisers’ written approval of any procedure or material that is undertaken on-site.

As Organisers, the MTA are totally committed to the safe installation, running and dismantling of MACH 2020 at the NEC. We accept our responsibilities as laid out in the Health & Safety at Work, etc., Act 1974 (HASAWA74) and all other government legislation covering the exhibition and it is the policy of the MTA to endeavour to seek the co-operation of all concerned in order to achieve the highest standards in all aspects of Health & Safety.

The MTA and the NEC, within the scope of their own laid-down policies, have a duty to ensure that safe working practices are maintained at all times, which includes ensuring that provision is made whereby persons other than NEC or MTA employees are reminded of their responsibilities whilst working at the centre.

Special emphasis will be given to working in conjunction with the authorities, the venue, sponsors, exhibitors, contractors and suppliers in taking every reasonable and practical measure to ensure the safety and wellbeing of all staff and visitors. We reserve the right to impose any such measure so as to ensure the safe build-up, open and break-down periods of the show and any company/individual found to be placing themselves or others at unnecessary risk will be advised accordingly. Failure to act upon our advice will result in the appropriate disciplinary action being taken. The support and co-operation of all those involved with the exhibition, be you an exhibitor, contractor, supplier or individual is therefore expected and forms part of your contractual, legal and moral obligations.

All exhibitors must be aware that they have a responsibility to ensure their own and others' health, safety and welfare, and that any plant or systems of work which may be used are safe and without risk to health, so far as is reasonably practicable. This includes that you provide all persons under your control (staff, contractors etc.) with proper information, instruction, training, supervision and personal protective equipment to ensure their own and others health and safety at the show.

You are also required to have in your possession:
A copy of your own Health & Safety policy, Insurance Documents & Risk Assessment
A copy of your main contractors' Health & Safety policy, Insurance Documents and Risk Assessments.

Please note this includes any subcontractor employed by you excluding those appointed by the Organisers.

We have appointed a Health & Safety Manager for the show and suitable and sufficient medical and security facilities will be provided on-site. Safety Information by way of bulletins will be sent out prior to the show to all exhibitors, which you should distribute to all your relevant stand staff, contractors and sub-contractors – and then keep in a prominent place on your stand.

Following are some of the principal areas which need to be brought to your attention. If you have any queries, please visit the Health & Safety Executive’s website which is full of useful and informative advice www.hse.gov.uk

• All parking restrictions and speed limits must be adhered to; please refer to the NEC Road Safety Regulations
• Emergency exits and gangways must be kept clear.
• Consumption of alcohol on the exhibition floor is prohibited during build-up and break-down.

Please download the Site Rules & Procedures; remember it is the exhibitor's duty to ensure your contractors and staff are aware of the requirements so please have them sign the Site Rules and retain them for your records.

It is important that you make you staff aware of the following rules and the Site Rules.

• The exhibitor responsible for the stand should ensure that a suitable and sufficient assessment of risks to the health and safety of employees whilst they are at work has been carried out. It should also cover persons not in his employment, arising out of, or in connection with, the part the exhibiting company is to play within the exhibition (e.g. during the exhibition build-up, open days and break-down). Such an assessment should be recorded and reviewed as necessary.
• A person must be appointed who is responsible for health & safety matters on the stand.
• Operatives should wear suitable protective clothing relevant to their job, which includes eye, hearing, foot and hand protection.
• Please be aware that alcohol is not permitted in the halls at any time during build up and breakdown and any person found to be under the influence will be removed from site immediately.
• The Organisers have a zero-tolerance policy on the use and possession of drugs; anyone found in possession or under the influence of illegal drugs will be permanently banned from site.
• Please note smoking is prohibited on site except in designated smoking areas
• Any accidents or near misses must be reported immediately to the Organiser’s Office in Hall 19

During the build-up and break-down periods your staff and subcontractors should be constantly reminded by you of the need for vigilance regarding the health & safety of themselves and those working in their vicinity.

Hard hats and high visibility clothing must be worn during the designated periods.

All contractors, particularly from overseas, must be fully aware of the need to identify suitable and sufficient tools and equipment required for the job before coming onto site (with special consideration to general and NEC safety requirements). This prevents corner-cutting and avoids risk taking.

Any work area must be maintained and free from general waste materials, which could be hazardous to operatives.

No electrical cables must be allowed to cross gangways, passageways and fire exits.

You must ensure that portable power equipment is used for the purpose for which it was designed and that the safety guards and dust collection bags are correctly fitted and used.

You must ensure that portable electric tools are used with a minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it.

It is your responsibility to ensure that any equipment is PAT tested and pre-wired units comply with the NEC regulations before they are installed on-site.

Any violations or concerns regarding any of the points raised in this section should be reported to the Hall/Floor Managers or to the Organisers’ office in Hall 19.

The Working at Height Regulation stipulates that the use of ladders should be avoided and platform towers or other means used instead. Should this be unavoidable then in accordance with the current Provision and Use of Work Equipment Regulations (PUWER), any ladders and steps that are used in the halls must conform to BS EN 131 and BS 2037 Class 1, Industrial. The use of light trades and domestic ladders and steps is prohibited and any such ladders and steps will be removed from the halls. The Provision and Use of Work Equipment Regulations require that the employer supplies work equipment that is safe and suitable for the job, ensures that the equipment is maintained and kept in good order, and that employees are properly trained in its use.

The MTA as the owners of MACH support the 'Stop The Drop' campaign designed to promote safe working practices when working at height. The Stop The Drop website contains, toolbox talks, information sheets and safety planning tools specifically tailored to exhibitors, organisers and contractors.

Please take a moment to review the information and resources available on the site and help us to ensure that everyone on site is safe whilst working at height.

If you have a Health & Safety issue whilst on site please visit the Organisers’ Office in Hall 19 and ask for one of the following people:

The exhibitor is responsible for ensuring that it hires and contracts only experienced and competent contractors. Senior staff in the exhibiting company and senior staff at the contractor’s company can both be held legally liable should their contracted staff have, or cause, an accident on-site.

The Red Book (Guide to Managing Health & Safety at Exhibitions and Events) seeks to clarify this relationship in more detail than we can here, and is the exhibition industry’s recommended Code of Practice. It covers wide-ranging issues and responsibilities, and is backed by the AEO, BECA and EVA. The web-based version is available at www.aeo.org.uk

Some of the key risk areas you may encounter on-site are outlined on the following pages, but it is vital that each exhibitor (ALONG WITH ITS CONTRACTORS) does the following:

• Undertakes a suitable and sufficient Risk Assessment (RA) for the duration of the event. This should cover all the major hazards arising from its working practices on-site including lifting, rigging, (working at height), PPE, fire controls, the exhibits and/or live demonstrations, COSHH, RIDDOR, and how the work may affect those on neighbouring stands or the general public (SEE RA EXAMPLE LATER IN THIS SECTION – SHELL SCHEME EXHIBITORS WILL STILL NEED TO CARRY OUT A RISK ASSESSMENT, BUT NOT FOR THE CONTRACTORS THAT THE ORGANISER HAS APPOINTED, ONLY CONTRACTORS THEY APPOINT, THEIR EXHIBITS AND THEIR OWN WORKING PRACTICES).
• A Shell Scheme Exhibitor is also required to undertake a suitable and sufficient Risk Assessment, as above, as well as obtaining one from its principal contractor(s) but not the contractors appointed by the Organisers.
• Obtain or create a Method Statement with your principal contractor where you intend to erect a space-only stand or have special exhibits.
• Complete and return the Health & Safety Declaration Form by the due date, to operations@adfield.co.uk

The following are the main hazards that may be encountered on-site, but you will probably identify others from your own suitable and sufficient Risk Assessment. Please notify your staff and contractors.

• Notify your staff of the Fire and Emergency Procedures along with the location of the First Aid Centre(s). Space-only stands should have their own suitable first aid box, qualified first-aider and their own fire extinguishers, clearly marked. Special fire extinguishers are available to hire from the NEC on Tel: +44 (0) 121 767 2357 or alternatively on Tel: + 44 (0) 844 338 8338. Alternatively bring your own, ensuring they are applicable to the task.
• Any fire extinguisher placed on your stand-by the Fire Officer shall remain under the full control of your stand manager or safety representative(s), who must know how and when to use it. Do not obstruct or unnecessarily move such extinguishers. These fire extinguishers will be collected at the end of the event. Do not remove them as a bill will be raised.
• Lifting operations can ONLY be carried out by the appointed show contractors. Vehicle-mounted cranes, such as Hiab type units, are not permitted in the Halls under any circumstances. All lifting areas on or around your stand that you are responsible for, must be suitably guarded and signed. Hard hats must be worn at all times when in the vicinity of overhead work.
• Do NOT bring your private vehicle into the halls. Commercial vehicles are to observe a 5-mph speed limit within the halls, switch hazard/side lights on and use a banksman when reversing on site. Drivers must beware of pedestrians at all times and remove the vehicle after unloading. Hazard/side lights must be switched on when moving the vehicle.
• All portable tools must have been recently PAT tested. Only use machinery, especially bench saws, with the correct guards fitted. Portable power tools and equipment must have the MINIMUM length of trailing lead (2m maximum). If a trailing lead is fitted, this must be taped down to protect it from damage from moving vehicles and to avoid causing a slip or trip hazard.
• Children under the age of 16, or any animals, are NOT allowed on site during build-up and breakdown under any circumstances. This includes within the cabs of vehicles. You will be turned away from site if you bring a child with you. There are no crèche facilities at the NEC.
• Schedule a late working rota to prevent tiredness and accidents, late working must be booked via the Orgaiser's Office in Hall 19 to ensure adequate cover is available. We do not permit lone working!
• Take note of the COSHH precautions contained within the Safety Data Sheet (SDS) required for certain solvents or substances used in cleaning or stand fitting. Report any spillages to the Floor Managers immediately and clean up according to the SDS. All flammable liquids and substances must be stored safely and disposed of – small amounts must be placed in the special blue bins outside each VE door; large amounts must be removed by the exhibitor and not placed in general rubbish bins or skips as serious fines will be levied by the Local Authorities.
• Please do not block any of the hall doors, emergency exits or emergency gangways.
• Correct scaffolding must be used as per the laid-down British Standards, or may face being removed from the halls. Mobile tower scaffolds must always be properly stabilised and propped, with locking wheels, toe boards and full width working platforms - do not move them with persons or tools on board!
• Contractors must wear suitable protective clothing (PPE) that includes head, eye, ear, foot and hand protection if required.
• Any cutting, grinding or welding work involving an open flame must first be approved via a Hot Work Permit issued by the NEC. You will need a fire screen, fire extinguisher, PPE and proof of competency/previous experience.
• Food Safety principles must be applied where food is being stored of served on stand - please refer to the E-guide for guidance as to what is required.

Remember: Haste + Carelessness = Accidents!

We would advise you that enforcing Officers of the EHO and HSE will be visiting the show to ensure compliance with the relevant legislation and we would request therefore that this information is passed to the relevant people within your organisation at the earliest opportunity as exhibitors may face prosecution and fines should they be found not to comply.

The PUWER Regulations must be adhered to at all times, and the following are guidelines only. The precise safety precautions implemented by exhibitors must come from their own suitable and sufficient Risk Assessment and Method Statement.

All demonstrations must be carried out in accordance with the HASAWA and the current COSHH Regulations. The HASAWA requires that ‘any equipment being operated or demonstrated shall be inherently safe and not create a hazard to the demonstrator or audience’.

Any equipment being demonstrated (i.e. operated as part of an exhibit) on the stand must be inherently safe and not create a hazard to staff or visitors at any time. Moving parts of machinery and other working equipment must be efficiently guarded to the UK Health & Safety standards which are normal for its operation in an industrial setting.

We recommend consulting the Stand Build Regulations which contain helpful diagrams showing how machines must be placed on stands but please also note the following:

• The operating face of all machines and equipment should be set back from the stand edge by at least 0.5m so as not to cause a hazard to staff or visitors.
• All your staff must have sufficient instruction and training to ensure that they are competent when undertaking demonstrations. Suitable PPE should be issued.
• All machines must be suitably guarded, as it would be in its normal use. Where guards are removed for display purposes then the following points MUST be adhered to:


• A strong and suitable see-through guard must be in place for the duration of the show.
Distance barriers and screens may be required to protect visitors from harm. Your Risk Assessment will identify
• the type needed. The Organisers may also insist on additional barriers.
• The machine must be mechanically and electrically disconnected.
• The exhibitor’s machinery operators must be fully safety-trained and briefed by the exhibitor on the special precautions and safety measures needed in relation to the machine’s safety and their responsibility to ensure visitor safety.

The Organisers reserve the right to terminate any demonstration should they feel it presents a hazard to either staff or visitors. Exhibitors must make the Organisers aware of any guards they remove and get permission in writing to do so from the Health & Safety Manager.

Where necessary, machines must be housed in noise enclosures to ensure a maximum noise output of 80 db(A), when measured around the perimeter of the stand. In a temporary exhibition environment, it may be found that machinery operators can simply be issued with the appropriate PPE in order to reduce their daily noise exposure level, but other measures should always be implemented so as to reduce the general noise hazard within the halls to an acceptable level. The HSE provides excellent Guides for Sound Solutions and Reducing Noise at Work.

The Organisers reserve the right to insist on additional safety measures, e.g. barriers, ropes and posts if, after inspection by the Health & Safety Manager, they are deemed necessary.

A person from the exhibiting company must be appointed, who is responsible for all Health & Safety matters on the stand, and their details entered on to the Health and Safety Declaration form, which must be completed and returned immediately. Please also note:

• Suitable emergency stop buttons must be fitted and readily available.
• Adequate lighting must be provided.
• Exhibits must be positioned so that at no time do they protrude into the gangways (this includes control panels).
• All exhibits must be properly secured to the floor or other surface if they are not sufficiently stable when freestanding.
• All electrical installations/conductors must be properly installed and adequately protected. Energising will only be permitted after a satisfactory inspection by the NEC and a test certificate completed by the contractor who has carried out the wiring. All sources of power to and from the machine, including pneumatic and hydraulic, must be provided with an isolator, which should be switched off when the machine is not being demonstrated by the authorised operator.
• AV equipment, amplifiers or live music may not be used without the Organisers’ written consent. Pre-recorded music must have permission and a PPL Licence. All loudspeaker and PA systems must be turned inwards and located as far into the middle of your stand as possible so as not to cause a nuisance to any adjacent stand. The Organisers reserve the right to adjudicate in any dispute and will terminate any demonstration causing a disturbance. AV displays must not cause obstructions in gangways and should be kept to 80 dB(A) max.
• All floors must be kept clear at all times to prevent slips, trips and falls.

Any demonstrations presenting a fire hazard must have a separate Risk Assessment undertaken specifically for the show and the control measures you intend to employ submitted to the NEC Fire Department at least 60 days prior to the show for their permission to be given in writing. The demonstration or exhibit must be constructed in approved materials. This applies particularly to the immediate area of the demonstration where a non-combustible material such as asbestos-free non-combustible building board or metal should be used.

It is a legal requirement that each exhibitor undertakes a suitable and sufficient Risk Assessment (RA) for the build-up, open and break-down periods, listing your work tasks and identifying the main hazards that each presents on-site. You can then devise ways to eliminate, reduce, isolate or control those hazards. Without suitable safety control measures in place, exhibitors are liable to heavy fines and prosecution should they be found negligent in the event of an accident to their staff and visitors.

Your RA should cover all the major hazards arising from your work practices on site including: lifting, rigging (working at height), PPE, fire controls, the exhibits and/or demonstrations, COSHH, RIDDOR, fume extraction, haz-chems, noise etc., and how your work may affect those on neighbouring stands or the general public. (NB: SHELL SCHEME EXHIBITORS WILL STILL NEED TO DO A SUITABLE AND SUFFICIENT RA, NOT FOR THE WORK CARRIED OUT BY CONTRACTORS APPOINTED BY THE ORGANISER, ONLY FOR THE EXHIBITORS’ OWN WORK PRACTICES OR HAZARDOUS EXHIBITS)

Question: ‘So, how do I go about undertaking a Risk Assessment?’

Answer: By law, it must be ‘suitable and sufficient’ – but it must also be simple to understand, implement and communicate to all your staff and contractors.

Step 1: Look for the Task/Hazard:
What equipment, materials and chemicals will be used? How much noise and dust will there be? What are the ground conditions? What vehicle movements and lifting operations have to be considered? Do you need to schedule a Late Working Rota to avoid tiredness and mistakes? Will there be any manual handling? Are there any potential slips, trips or falls? Have you accounted for the Disability Discrimination Act? How are you disposing of waste? Are there any electrical installations? What hazardous exhibits do you have? Will your machines produce hazardous fumes? etc., etc.

Step 2: Decide who could be harmed and how:
Who will be affected by your work and most at risk? Think of your employees, contractors and exhibitors on or near your stand, through to the visitors and public themselves. Safe working depends on co-operation between all the firms on site. Take this into account and consider necessary precautions on every aspect of the work being carried out, which include training and the provision of information to all the different parties who are potentially at risk.

Step 3: Evaluate the risks and write down the Control Measures:
Once you have done this adequately, you can then decide on the appropriate action you are going to take to eliminate them. Ask yourself (a) Can the hazard or risk be removed completely or done in a different way? (b) If the risk cannot be eliminated, can it be isolated, controlled or reduced and how? (c) Can protective measures be taken that will protect the entire workforce on site? Protective clothing should only be the last step to take, and is often not the only solution.

Step 4: Record and notify the findings:
Write down the findings of your Risk Assessment. Pass on information about significant risks to those people identified in Step 2, and record what measures you have taken to control those risks for future reference. Write it all down … then do it on site! Remember to keep it simple.

Step 5: Review your findings:
This allows you to learn by experience and take account of any unusual conditions or changes that occurred on-site. The exhibitor's foreman and the principal contractor should compile the RA as well as a specific Method Statement, and go through it with all relevant parties in advance of the exhibition. Update your RA as and when required, such as if new work practices are brought in, new staff employed, or the working environment changes in any way. Ordinary handwritten changes are quite acceptable!

Further guidance on conducting Risk Assessments can be found on the Association of Event Venues website

A Method Statement deals with the scheduling, logistics and management of your space-only stand construction, especially if it is a complex structure.

It is vital that all exhibitors and/or their contractor(s) undertake a suitable Method Statement for the construction and dismantling of the stand and submit it at the same time as the stand design. Please note that the legal requirement to produce a Risk Assessment will assist you when preparing the Method Statement.

A Method Statement form is not usually required by Shell Scheme exhibitors or those exhibitors who appoint a stand builder unless they are carrying out any form of construction themselves.

As a guide, the Method Statement should include the following:

• Responsible Person(s): (The employee who will be responsible for the construction and breakdown of your stand)
• Details of the Stand: (The loadings, dimensions, location, unusual stand features)
• Access: (Details of the entry point into the halls, the route to the final position and the number of vehicles which will be used.
• Erection: (The sequence, schedule AND method in which all the stand elements will be built and dismantled, including alignment, electrical connections etc.)
• Stability: (Methods of ensuring adequate structural support of all stand elements especially those that require calculations; inspection certificates from an independent structural engineer; cross-bracing details)
• Lifting: (Outline the equipment that will be used, their capacities, weight, locations and floor loadings. Check the machine's current license or Certificate of Competence; check machine’s inspection certificate or maintenance record)
• Scaffolding: (Include details of temporary and mobile scaffolds, access towers and other work at height which you intend to carry out)
• COSHH: (Any proposed use of hazardous and toxic substances must be advised to the Organisers and Venue. Outline the protection provided for employees and workers on adjacent stands)
• Environment: (Consider any abnormal noise that may be present, or work which may create dust or fumes. What ventilation and other control measures will be provided?)
• Services: (Note where electrical work will be carried out, welding, gases, compressed air, water or waste services will be brought onto site)
• Safety features: (Identify the safety equipment and precautions that you will be providing on-site, including protective measures that you will be implementing for all of the above, and areas of risk as highlighted by your Risk Assessment)
• Exhibits: (Provide the Organisers with any/all details on exhibits which may present a risk to the public and/or the operator. How will this exhibit be delivered onto your stand? What machine guarding or other special requirements are there? What hazardous waste will be produced?)

Exhibitors must ensure that all their stand personnel and contractors are aware of the NEC's Emergency Procedures, the location of the fire alarm points, exits and fire-fighting equipment and how to use the appropriate fire extinguisher.

This section is to assist organisations participating in MACH 2020 to understand and meet their legal responsibilities under the Equality Act 2010 (EA). For brevity, in this guide, exhibitors, speakers, seminar hosts or workshop leaders are all referred to collectively as exhibitors.

There are about 10 million disabled people in the UK. Many of their disabilities are hidden, e.g. epilepsy, diabetes and mental ill health, so it is best to plan to meet the needs of a broad community. Reasonable adjustments for, and a positive attitude towards, disabled people from our exhibitors will enhance the overall shared MACH experience and benefit everyone.

The NEC has been purposely designed and built to allow unrestricted access to all. Disabled facilities are available throughout the Venue and disabled parking bays have been allocated. If you receive an enquiry from a visitor relating to disabled access and facilities at the venue then please refer them to the NEC Website for more details.

In order to be as accessible as possible to disabled people, exhibition stands should have:

• Level access for visitors, with a floor that is non-slip (but not a thick pile carpet as these reduce wheelchair users' mobility) and no sharp edges, which could be trip hazards.
• A ramp if a platform floor is installed.
• Some variety in furniture, for example a mix of seating, different sizes and some should have armrests. All furniture should colour contrast the backgrounds against which they are seen e.g. floor and wall.
• No overhanging projections.
• No transparent partitions.
• Flashing lights/strobes should be avoided
• Materials on display should be clearly labelled with text at least 15mm high/wide with good colour contrast (such as white on black, black on yellow or the reverse).
• Leaflet dispensers or touch buttons within the range 650mm to 1000mm above floor level for front access by wheelchair users or 665mm to 1060mm if accessed sideways on. Any buttons or controls should be at least 350mm away from the inside of a right-angled corner. Exhibitors should note that eye level for a wheelchair is usually 850mm to 1200mm above floor level.
• Any paths created through displays should be at least 1200mm wide with turning circles where needed, of at least 1500mm diameter.
• Any pillars or posts near walkways should be highlighted with a contrasting band 150mm thick, centred at 1500mm above floor level.
• Any table for visitors to sit at should be 760mm high, with knee space up to 750mm above floor level.
• Glare-free lighting, with no reflections on display case glass.
• If you are using a video, it is preferable to use subtitling or audio description and to have transcripts available.
• If you use interactive computer programmes, try if possible to have one terminal with a screen magnifier (such as zoom text) and one with a screen reader such as Jaws for Windows.
• For projected or TV images such as overhead PowerPoint, TV subtitles or Teletext, allow the following maximum viewing distances:

5m for capital letters of height 13mm
10m for capital letters of height 26mm
15m for capital letters of height 39mm
20m for capital letters of height 52mm
25m for capital letters of height 65mm
30m for capital letters of height 78mm

There are two million people with sight problems in the UK. Printed information should therefore be clear, simple and easy to understand. This will also help visitors whose first language is not English and visitors with learning difficulties.

Ideally materials should be printed in at least 12 point sans serif font and in well-contrasting colour combinations – black or very dark on white or very light. If requested, and where possible, have your printed materials available to visitors in advance of the show. This will considerably help dyslexic people, other people with learning difficulties and some partially-sighted people.

If you have a website or use email circulars, take steps to ensure that they are as accessible as possible to people with a range of impairments. Many disabled people use assistive technology such as screen readers, magnifiers and voice recognition. Various software tools are available to check the accessibility of your website.

The MTA will make best efforts to advise all exhibitors of visitors' specific disabilities where these have been notified to us in advance of the event. However, in planning your seminar and/or demonstration you should consider the following, where practical:

• Up to 2 spaces for wheelchair users at a seminar or demonstration.
• Seats at the front of your demonstration for partially-sighted people.
• An aisle seat for a guide dog user.
• Seats near an interpreter or away from noisy equipment for hearing-impaired people.
• Recorded versions of presentations or demonstrations.
• Hearing enhancement systems (portable hearing loops, infra red or radio aids). In general, induction loops are the most commonly used for presentations.

Bear in mind that at any time disabled visitors may ask your staff:

• Read out information on request or guide a blind person around your display/stand.
• Reach or hold items for a disabled person.
• Speak through an interpreter, either accompanying the disabled person or provided by The MTA.
• Help a disabled person to test for themselves how something works.

Consider providing disability awareness training for your staff. This can be tailored to your situation and budget, and will help you to communicate with disabled people and meet the requirements of the DDA.

For any assistance, questions or guidance towards your Health & Safety planning for MACH 2020, please contact the exhibition’s operations team on:

Email: operations@adfield.co.uk

Exhibitors who have booked shell scheme stands as per their contract for space will be supplied with the following as standard:

• Modular back and side walls
• Floor covering
• Ceiling grid
• Facia and name board(s) with the company name and stand number
• Basic electrics include a socket and light fixture*

*for full details please visit the Electrics page

The cost of any upgrade, substitutions or additions will be the responsibility of the exhibitor and no deductions will be made for items removed at the exhibitor’s request. To view the full range of additional items that can be supplied by GES to upgrade your shell scheme please download their Services Brochure.

To ordered additional items for shell scheme stands please refer to the relevant section on the Order Forms page.

Please note that no items are to be fixed or suspended from the fascia or celling grid as this could affect the structural integrity of the stand as some parts are not designed to be weight bearing. GES are happy to provide advice and you must ensure that you consult with GES if you do wish to do this.

Shell scheme stands are built to a height of 2.5 metres and free standing cabinets, graphics advertising or display material shall not exceed 3.00m in height.

MACH 2020 will be using the ‘GES Complete’ modular shell system. The exact measurements, specification and optional additions available for these stands is available here.

Please note that the 6.0mm shell infill panels are not load bearing but normal display material may be attached to them by double sided adhesive tape or other means which will not damage the panel in any way.

Under no circumstances are nails or screws to be used on the infill panels.

Wall displays can be fixed to the uprights (poles) by means of various simple fixings which are available from the appointed contractor, GES. Please contact GES who will be pleased to advise you on any fixing problems.

Aluminium ceiling grid beams of 2.0m square format will be fitted throughout each stand. The grid is designed to brace the stand walls and fascia and, apart from general lighting, is not a load bearing structure.

Only where an exhibit exceeds the height restriction, it is possible, in most cases, to re-arrange the grid format by omitting the offending beams or in extreme cases, omitting the grid altogether.

Exhibitors should be aware that by omitting the complete ceiling grid the fascia cannot be fitted. Additionally, if the walls are not braced by the grid of an adjacent stand, some wall bracing may have to be fitted to the interior of the exhibitor’s stand.

In all such cases the exhibitor should contact GES to arrange a practical solution.

Muslin is not included with shell scheme stands but may be ordered separately. Please click here to access the optional extras order form.

All shell scheme exhibitors (including those within the product zones and associated pavilions) are provided with basic electrics included in the price of the stand. These electrical packages are dependent on the size of the stand as follows:

• Stands up to and including 18m² receive
  • 1 x 5ft fluorescent light fitting
  • 1 x 500 watt socket

• Stands larger than 18m² but no more than 36m² receive
  • 2 x 5ft fluorescent light fittings
  • 2 x 500 watt sockets

• Stands larger than 36m² receive
  • 3 x 5ft fluorescent light fittings
  • 3 x 500 watt sockets

Those shell scheme stands that intend to have an interior build, for example closed off cupboard space or built in advertising elements must refer to the stand design submission process and present plans for approval.

Exhibitors who order a shell scheme through the GES do not need to submit a risk assessment for the build process or a CPP but should complete a basic risk assessment to ensure that their stand and their fittings are safe and that their staff are aware of the potential hazards of working on the stand.

Please refer to the Timetable page for the full show schedule but note the following key times for shell construction and breakdown:

Saturday 18^th April – 0800: Arrival time for shell scheme dressing

Please be aware that whilst we will be working to construct the shell scheme stands as quickly as possible, we cannot guarantee when a particular stand will be ready. We therefore recommend that exhibitors do not arrive to dress their shell stands before Saturday morning.

Friday 24^th April – 2200: Shell Clearance deadline

All shell schemes must be cleared of all exhibitor materials by the time the halls close on the Friday; any materials left on the stands will be removed and exhibitors will incur disposal charges. Please note this does not include machinery and exhibits due to be lifted off the stand by the designated lifting contractor.

The term Space-Only means that the exhibitor has booked only to rent the space from the organiser and therefore is responsible for arranging all the physical requirements, such as carpet, construction, electrics, etc.

In the interest of all participants, the Exhibition has a very strict set of Stand Regulations which will be enforced without prejudice or favour.

A copy of the Stand Regulations was forwarded to you with your Contract for Space; however, a further copy can be found here.

This section of your on-line manual is focused on stand design and build. It is essential reading for all space-only exhibitors and only those shell scheme exhibitors that intend to have an intricate interior designed and built.

Please ensure that your stand designer is aware of the following information before commencing the design of your stand.

It is essential that each space-only exhibitor arranges for three copies of their stand design to be submitted for inspection on or prior to the final deadline date of Wednesday 12th February 2020.

Each design must:

• Be to a recognisable scale (i.e. 1:25/33.3 or 1:50)
• Include a plan view showing all construction and the approximate location of the principal exhibits.
• Provide elevations of each open side showing the main detail of the stand and clearly showing that all stand fitting is below 4m in height.

Three copies of each drawing must be received along with the Construction Phase Plan and Stand Construction Summary no later than Wednesday 12th February 2020 to:

MACH 2020 Operations Team
Adfield Group,
The Granary,
Beckbury,
Shifnal
TF11 9DG

Tel: +44 (0)1952 752500
Fax: +44 (0)1952 752510
Email: operations@adfield.co.uk

All and any changes made to the stand design after permission to build is sought or received must be notified in writing and new designs presented if applicable.

Please remember to Order Forms and complete the Exhibitor Appointed Contractor Form as soon as you appoint a stand contractor and no later than Friday 7th February 2020.

No contractor or exhibitor will be permitted to start construction or unloading of vehicles on site without having received a written Build Notice.

Please be aware that all stand fitting must also comply with the venue regulations. Please Click here to review the latest edition of these regulations.

The organisers of MACH 2020 recommend that you use an ESSA member for the construction and build of your stand.

Space-only exhibitors will NOT be provided with name boards. However you must ensure that your stand number is prominently displayed on your stand to a minimum size of 200mm wide by 150mm high.

International Lifting & Shipping Limited has been appointed as the official contractor for lifting. Please note that no other company may be used by the exhibitors or contractors to carry out any lifting. Please click here for detailed information regarding lifting and to also access the order form.

You can contact ILS using the details below:

Contact: Dave Bourne
Tel: +44 (0) 2476 337955
Fax: +44 (0) 2476 336795
Email: djb@i-l-s.co.uk
Web: www.i-l-s.co.uk

Please note the following key information about lifting at MACH:

First Lift

Space-only exhibitors will be provided, free of charge, the first lift off the vehicle and into position on the stand and the first lift off the stand on to the vehicle during break-down. This applies to machinery exhibits only, not stand fitting materials.

It is essential that you note the following guidelines regarding the definition of 'first lift' and advise your contractors and colleagues accordingly:

• The first lift means simply taking an unpacked / un-palletted machine off the vehicle and placing it exactly into position on the stand and the reverse, after the exhibition.
• Second lift charges will be made should the equipment be supplied in crates or on pallets and needs to be lifted out of the crate / off the pallet, once unloaded from the vehicle.
• Second lift charges will be made should the equipment have been placed in the designated position and the exhibitor then wishes it lifted and moved etc.
• Additional charges will not be made if it is not possible to place the exhibit on the stand through no fault of the exhibitor (e.g. if a vehicle is in the way).

Allocated Lifting Times:

Lifting at MACH takes place in a precise order and on a very tight schedule; Exhibitors will be advised of their lifting schedule prior to the exhibition and must ensure that their transport arrives in good time for the scheduled lift both from the lorry during build-up and back onto the lorry during break-down. Please note your lifting slot is non-negotiable and you may need to arrange for transport on Sunday during the breakdown. Failure to meet given timings may result in financial penalties.

YOU SHOULD ALSO ENSURE THAT YOUR CONTRACTORS AND COLLEAGUES ARE MADE AWARE OF THE FOLLOWING:

Click here to complete the Lifting Services Form.

International Lifting & Shipping Ltd will collect and remove all swarf and similar demonstration waste material from all stands during the Exhibition. This service will be provided free of charge to exhibitors.

MACH 2020 is an approved event as defined in EEC Council Regulation 3599/ 82 for temporary importation.

Facilities are no longer available for on-site clearance of full load exhibition goods which arrive at the National Exhibition Centre. All documentation is to be processed at the port/airport from which the shipment arrives. Should you have any queries, our appointed contractor, ILS (International Lifting and Shipping Ltd) will be pleased to assist and supply additional information.

EORI number – As of the 3^rd May 2016, All imports into the UK from non-EU origin require an EORI number. HMRC have amended the EORI application process and all stands will need an individual EORI number. An EORI application takes up to a min of 3 working days to process. For more information please email sean@i-l-s.co.uk

For exhibitors who intend importing exhibits from overseas, International Lifting & Shipping Limited, who are specialists in exhibition shipping, can arrange all the necessary transport and customs formalities, including the provision of a temporary import Bond. Please email I.L.S using the details below to request further details.

Contact: Sean Adriaanzen
Tel: +44 (0) 2476 337955
Fax: +44 (0) 2476 336795
Email: sean@i-l-s.co.uk