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.

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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!
8. 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.
9. Please do not block any of the hall doors, emergency exits or emergency gangways.
10. 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!
11. Contractors must wear suitable protective clothing (PPE) that includes head, eye, ear, foot and hand protection if required.
12. 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.
13. 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:

1. A strong and suitable see-through guard must be in place for the duration of the show.
2. 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.
3. The machine must be mechanically and electrically disconnected.
4. 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:

1. Suitable emergency stop buttons must be fitted and readily available.
2. Adequate lighting must be provided.
3. Exhibits must be positioned so that at no time do they protrude into the gangways (this includes control panels).
4. All exhibits must be properly secured to the floor or other surface if they are not sufficiently stable when freestanding.
5. 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.
6. 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.
7. 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