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Exhibitor Manual
Welcome to the MCM Comic Con London Exhibitor Manual. Please note that this document is not
designed to replace our personal service. Our team will be happy to answer any questions, explain a
rule, discuss a procedure or offer any special assistance you may require.
Operations Team: [email protected]
Willow Gunter-Hayes Operations Manager
Karis Prescott Operations Executive
Contents
Exhibition Timetable
Operational Deadlines & Contact Details
Deliveries, Storage and Lifting
Space Only Stands Build Regulations
Shell Scheme/ Dealer Booths
Venue and General Information
Health and Safety
Emergency Procedures
Security
Forms
Exhibition Timetable Build Wednesday 24th October 1200 – 2000 Space Only stand construction Thursday 25th October 0800 – 1800 Space Only Stand Construction 1200 – 2000 Stand dressing and re-stocking
Shell Scheme and Table Holder Access All stands, displays and exhibits must be completed by 1800 on Thursday 25th October, and all building and packaging materials removed from site.
Please ensure that stand designs can be built and dismantled within the available timetable. Stand plans and safety file must be submitted for approval to [email protected] no later than Friday 12th October 2018. We reserve the right to deny access to any contractors that fail to submit all required documents for a complete safety file. Open Days Friday 26th October 1000 – 1900 (Stand re-stocking can take place 0730 – 0930 and 1900 – 2000) Saturday 27th October 0900 – 1900 (Stand re-stocking can take place 0730 – 0830 and 1900 – 2000) Sunday 28th October 0930 – 1700 (Stand re-stocking can take place 0800 – 0900) Breakdown Sunday 28th October 1730 – 1900 Removal of stock, portable displays and exhibits 1730 – 2200 Space only stand dismantling No contractors or trolleys permitted in the halls until they are clear of attendees – approximately 1730 For reasons of security, exhibitors are advised to remove all portable and valuable items as soon as possible after the show closes and not to leave their stand unattended until all items are clear.
Standfitting and electrical contractors will be permitted to enter the halls from approximately 1730hrs on Sunday 28th October. The electrical supply to your stand will be terminated at 1730hrs
Contractors and exhibitors leaving exhibit materials or stand fittings unattended in the hall following closure of the show do so at their own risk.
If you require any skips or euro bins during build up or breakdown then please contact ExCeL Cleaning directly on +44(0)20 7069 4506
All stand fitting needs to be removed from the halls by 2200hrs on Sunday 28th October. Any items left after this time will be deemed as rubbish and disposed of, if excessive, then the cost to remove this will be passed to the exhibitor.
Operational Deadlines & Contact Details
Service Supplier Deadline Contact Number Email/Web Address
Stand Plan Submission (Space Only Stands)
MCM Comic Con Via SCS Online submission
Friday 12th October http://exhibitor.standplans.co.uk/ [email protected]
Stand Information Form
MCM Comic Con Click Here for Form Friday 12th October
Graphics
EESL 1st October +44 (0) 1933 224 127 [email protected]
Graphics Insite Graphics 5th October +44 (0) 7970 568042 [email protected]
Additional Stand Fitting
EESL 1st October +44 (0) 1933 224 127 [email protected]
Flooring
EESL 1st October +44 (0) 1933 224 127 [email protected]
Electrics
EESL 1st October +44 (0) 1933 224 127 [email protected]
Hardwire Internet Connection
ExCeL ASAP +44 (0) 207 069 4400 [email protected]
Wireless Internet Connection
ExCeL ASAP +44 (0) 207 069 4400 [email protected]
Lifting & Handling
ILS ASAP +44 (0) 2476 337955
AV
One Big Star ASAP +44 (0) 845 009 9449 [email protected]
Furniture
EESL ASAP +44 (0) 1933 224 127 [email protected]
Merchant Services (Chip & Pin Devices)
Chip & Pin Solutions ASAP [email protected]
Hostesses Alexia Promotions ASAP +44 (0) 2476 399127 [email protected]
Deliveries, Lifting & Storage
This section contains information on how to get items delivered to MCM Comic Con London, how you can store them (if you don't have enough room on your stand) and if you have any heavy items how you can get these delivered and moved around the exhibition. have been appointed as the official freight forwarding, courier and lifting contractor. If you require further information regarding your freight forwarding please do not hesitate to contact : Contact: Michal Tel: +44 (0)2476 337 955 Email: [email protected]
Website: www.-logisticslive.co.uk
Delivery address and non-official show Courier
If you are using a courier company other than for deliveries, please ensure they have:
Your stand number,
Your exhibiting company name,
The contact name and telephone number of the person receiving onsite. Important note: Direct deliveries must not arrive at the venue before 24th October 2018. They will be returned to your local logistics/carriers depot. If there is no one at your stand to receive your delivery, and the delivery is accepted at the Venue then please be aware that there maybe an additional handling fee from . All deliveries sent direct to the venue must be addressed to: Contact Name (Mobile Number) Company Name & Stand Number MCM Comic Con London ExCeL Exhibition Centre London, E16 1XL United Kingdom Sending Shipments to an exhibition can be difficult, especially if you use freight contractors who are not used to working in an exhibition environment. If you are sending shipments, we advise you to book and use the service who will accept, hold and deliver the items to your stand when you arrive for a charge. For more information, please contact Michal
Deliveries during Build-Up
Deliveries should not be sent to site until a representative of your company is present to sign for your delivery. The Organiser is unable to accept or sign for any deliveries on your behalf. No deliveries will be accepted before Wednesday 24th October 2018. For the most reliable, cost-effective solution to ensure that your goods arrive safely and on time, we strongly recommend that you arrange shipping with ILS. They will ensure that your goods are picked up from anywhere in the world, delivered to the show, stored until you are ready to receive them, deliver them directly to your stand and make arrangements to return any goods safely. Overseas and Non-EU Exhibitors should be aware of the custom procedures relating to duty and VAT payments. By using ILS, they will ensure your packages arrive safely at MCM Comic Con and the correct customs procedures are followed. For further information, please email Michal From our experience, we find that build-up is a very busy period and many courier companies either refuse to deliver to a show during this time, arrive late or arrive onsite and find that they are unable to get a signature and therefore leave with your goods. For these reasons, we recommend using ILS as your goods will arrive onsite before you do and stored safely until you are ready to receive them. Please contact: ILS Tel: +44 (0)2476 337 955 Contact: Michal Email: [email protected]
Important Information
Should you decide to ship using your own courier or transport company and are not able to be present to sign for your goods, ILS can accept receipt and sign for the goods on your behalf for a fee. This service will need to be prebooked with ILS in advance of shipping to the venue to obtain courier-receiving instructions. Please contact Michal if you require ILS to accept a delivery on your behalf.
Delivery of Items During the Exhibition
Courier companies will not be permitted to enter the exhibition halls during the open period of the show. We therefore advise that no deliveries are made during this time. If deliveries are made then please be aware that you will incur an additional handling fee from ILS. Customs Arrangements If you are transporting goods from outside of Europe, your shipment will need to go through the EU customs clearance process. For further details on customs requirements, please contact Michal at ILS.
Onsite Storage
If you require storage and need a place to store empty cartons, boxes, literature etc. please contact ILS, who will collect these from your stand, store them and deliver them back to you during breakdown. Do not store excess stock, literature or packing cases around or behind your stand. Whilst every precaution is taken to ensure the safety and security of the storage areas, we cannot accept any responsibility whatsoever for any, loss or damage or any consequential losses which may befall on your property.
Lifting
ILS are the official lifting contractor for the show. No other company may operate any lifting equipment inside the hall and around the perimeter of the venue. To order forklift services please contact ILS, who will be happy to discuss your lifting requirements and provide you with a quote for their services. Please contact: ILS Tel: +44 (0)2476 337955
Contact: Michal Email: [email protected]
Removal of Items During Breakdown
You must not commence removing items until the show is closed and all visitors have departed. Trolleys will not be allowed on the show floor until after this time. If you have arranged transport services through ILS they will, if required, arrange to return any empty packaging materials you have stored with them back to your stand and then collect your goods once they are packaged, labelled and ready to go. You must not leave any goods unattended on your stand (e.g. Laptops, Plasma screens). If you have arranged for your own transport or courier company to collect items, please ensure that you are on your stand to hand them over. The Organisers cannot be held responsible for any loss or damage to your goods. All portable and valuable items must be removed as soon as possible after the exhibition, in any case by 2200 on Sunday 28th October. All materials, packaging and waste must be removed by 2200 on Sunday 28th October. Any items left after this time will be treated as rubbish and you will be charged for the disposal. Insurance The Exhibitor is responsible to ensure that they have adequate insurance for their goods:
1. Whilst in transit to and from the exhibition 2. Whilst at venue and/or in storage and also 3. Whilst in transit to other destinations.
ILS can provide a quotation to insure your goods for you but this is on a request basis only.
Shell Stands, Dealer Booths & Tables
Stand Type What’s Included? What else do I need to know?
Standard Table 2 x tables (1.82m x 0.6m) 1 x Chair
Additional Chairs can be ordered with the sales team Do's All exhibitors must provide tablecloths; no bare tables are allowed. Low lying shelving or display units can only be placed on backing table All trading must be done from behind your table You can provide your own grid walling shelving to be used in your area behind your table, however, you
cannot go outside of the designated space assigned to your stand. You must have your own insurance and public liability insurance. You will not be covered on MCM insurance. Don'ts You cannot split your tables You cannot move your front table If you do not require your backing table, then this can be removed, you cannot give it to another dealer for
them to use. You cannot bring our own tables You cannot use cloths rails with a dealer table booking, if you need to use them you will need to book a dealer
booth You cannot place any shelving or grid walling at the side of your table No power is provided for dealer locations; however, this can be ordered separately if it is required Your shelving, grid walling or display must not exceed 2.5m in height
Premium Table 2 x tables (1.82m x 0.6m) 1 x Chair Back Wall
Additional Chairs can be ordered with the sales team The walls will be built with 0.5m returns which may fall behind your table, so please bear this in mind when considering any decoration. Do's All exhibitors must provide tablecloths; no bare tables are allowed. Low lying shelving or display units can only be placed on backing table All trading must be done from behind your table You can provide your own grid walling shelving to be used in your area behind your table, however, you
cannot go outside of the designated space assigned to your stand. You must have your own insurance and public liability insurance. You will not be covered on MCM insurance. Don'ts You cannot split your tables You cannot move your front table If you do not require your backing table, then this can be removed, you cannot give it to another dealer for
them to use. You cannot bring our own tables You cannot use cloths rails with a dealer table booking, if you need to use them you will need to book a dealer
booth You cannot place any shelving or grid walling at the side of your table No power is provided for dealer locations; however, this can be ordered separately if it is required Your shelving, grid walling or display must not exceed 2.5m in height Graphics must be affixed with Velcro. Screws and nails cannot be used, and damaged panels will be charged for at a rate of £250 + vat
Small Dealer Booth (4m x 2m)
Octonorm Shell Scheme Stand Fascia with Company Name 1 x 2amp socket 4 x tables 2 x chairs No Carpet
Please use the order forms to order additional items including internet, graphics and power Graphics must be affixed with Velcro. Screws and nails cannot be used, and damaged panels will be charged for at a rate of £250 + vat
Large Dealer Booth (6m x 3m)
Octonorm Shell Scheme Stand Fascia with Company Name 1 x 2amp socket 6 x tables 2 x chairs No Carpet
Please use the order forms to order additional items including internet, graphics and power Graphics must be affixed with Velcro. Screws and nails cannot be used, and damaged panels will be charged for at a rate of £250 + vat
Shell Scheme (Size will be
Fabric Panel Back Wall Standard Carpet (Black
Please use the order forms to order additional items including internet, graphics and power.
detailed on your contract)
or Grey as per contract) Quantity of Tables & Chairs as per contract
Panel sizes are 2.44m high x 1m wide Graphics must be affixed with Velcro. Screws and nails cannot be used, and damaged panels will be charged for at a rate of £250 + vat
Bespoke Stand (Size will be detailed on your contract)
Please refer to your contract for the inclusions in your stand
Please contact the sales team if you have any questions relating to the specifics you have booked Graphics must be affixed with Velcro. Screws and nails cannot be used, and damaged panels will be charged for at a rate of £250 + vat
CDM In April 2015 the Construction (Design and Management) Regulations were revised and now apply to all ‘construction’ activities in the UK including all those at the event build up and break down periods of exhibitions. The result of this is that you now need to be aware of and deliver your duties as laid out within the regulations. You will notice below the repeated use of the word “must”, which means these are duties that have to be complied with under UK law. What are the responsibilities of an Exhibitor under CDM?
Exhibitors must ensure that their participation at an event is carried out safely. The Construction, Design & Management (CDM) Regulations do not replace any existing law but are intended to provide a framework to help you ensure that your stand is constructed safely and help you understand your obligations.
Shell Scheme Exhibitors: CDM will only apply to you if you intend to carry out any construction within your shell scheme stand (i.e. build within your shell scheme). Stand dressing, posters, placing display cases, freestanding furniture etc. do not constitute construction. If you are undertaking construction within your shell scheme stand you will need to follow the guidance below for Space Only stands.
Personal Protective Equipment
If you are working onsite during the build-up and breakdown periods of MCM Comic Con London you will be expected to wear appropriate Personal Protective Equipment for the work you are undertaking. You will be checked by security as you enter the building to ensure you have a high viability vest, suitable footwear (no opened toed shoes or heels) and while working you will also be monitored to ensure you are using the correct safety equipment i.e. Goggles, gloves etc.
Venue & General Information
ExCeL The full address of the venue is:- ExCeL London One Western Gateway Royal Victoria Dock London E16 1XL T: +44 (0) 207 069 5000 E: [email protected] For more comprehensive information regarding the venue it-self click here to go to ExCeL London website. How to get to ExCeL For information on how to get to ExCeL London by air, rail, tube, DLR, road, river and cable car then please visit ExCeL London website by clicking here. Please note that if coming by DLR you need to alight at Prince Regent Station for the East Entrance of ExCeL London Audio Visual Equipment We have appointed One Big Star, to provide audio visual equipment for the exhibition, their contact details can be found on the Official Contractors page. Audio Visual presentations/demonstrations must not exceed a ‘reasonable volume’. If any presentation/demonstration causes obstructions in the gangways, and/or exceeds ‘reasonable volume’ (no greater than 80dbs), causing a nuisance to neighbouring stands, we reserve the right to restrict or cancel such presentation/demonstrations. Business Services For all your business service needs, including photocopying, faxing, essential office supplies and a Bureau de Change, visit the ExCeL London Business Services unit located at Level 0 from 9:00 – 5.00pm. Catering Stands Companies who are sampling food and beverage products, may need to provide current food handling certificates and any other relevant documentation. You will be contacted by Excel Food H&S who will have some forms for you to complete and return. You will not be permitted to set-up or trade without prior approval from them first. If you haven’t been contacted by Excel by 13 Oct, please contact the Operations Team to get the correct documentation. Stands may sample products only, no sales are permitted. Children Children under 16 will be refused access under all circumstances during build up and breakdown and no alternative facilities will be provided.
Cleaning It is your responsibility to maintain your stand in a clean condition at all times. We have made arrangements for basic stand cleaning to be carried out at no charge to you in the evening before the show opens each day. This does not apply to the upper deck of a two-storey stand, if you require cleaning of the 2nd storey you need to order this direct with ExCeL London cleaning. The cleaning of exhibits will remain your responsibility as will any special services that may be required such as the removal of bulk rubbish. If you require cleaning in addition to the standard basic cleaning provided or removal of excess waste during build-up and breakdown then please contact ExCeL London Cleaning on +44 (0) 207 069 4506 or onsite via the Organisers Office. PLEASE note that you will incur charges if you or your contractor leaves excess waste during build up and breakdown. Cloakroom There is no cloakroom located in the hall. The nearest cloakroom is situated in the boulevard between hall entrances N4 & S4. All items are charged at £1 each. The cloakroom will open half an hour before the show opens until half an hour after the show closes each day. Any left items will be taken to the Security Suite located at the West Entrance, Level 0. Compressed Air, Gas, Water & Waste ExCeL Event Services, the Official Contractor employed by ExCeL London is solely responsible for the supply and connection of natural gas, compressed air, water and waste services. If you require this service then please complete their form within the order form section. Copyright Music If you intend to play recorded background music or live music on your stand during the course of the exhibition you are required by law to obtain music licences. Phonographic Performance Ltd (PPL) administers licensing of sound recording for mot recorded music played in the UK. It issues a licence and levies a tariff on the broadcast and public performance (which includes exhibitions stands) on behalf of the record companies. Performing Right Society (PRS) administers licensing of sound recording for most recorded music played in the UK. It issues a licence and levies a tariff on the broadcast and public performance (which includes exhibition stands) on behalf of the writers and publishers of the music. It is our position that exhibitors are solely responsible for obtaining any licence required to play music on their stand. However, an administrative arrangement has been entered into between the organiser, who are members of the Association of Exhibition Organisers, and PPL and the PRS for a licence to be obtained on your behalf. Please note that these licences do not cover musicians or singers on the exhibition stands nor any featured use of recorded music (e.g. fashion shows, demonstration, disco-type presentations), if you intend to have live or featured recorded musical performance please contact the Operations Team directly with information on the activity on your stand. Disabled Access and Parking ExCeL London has been purposely designed and built to allow unrestricted access for disabled visitors, conforming to the Building Regulations Act.
In compliance with the Equality Act we provide full access to all the facilities within the venue and recognise that disabled visitors may require extra equipment, facilities and assistance, both routinely and in an emergency. Travelling to ExCeL London:- Access from Docklands Light Railway
- Lift access at Prince Regent station Access to car parking
- There are 150 onsite car parking bays suitable for disabled drivers - Access to the building from disabled car parking bays is along walkways with a gradient of no
more than 1:15. Wheelchairs are available for hire from the Euorpcar which is located by the Platinum Suite in the concourse. This is on a first come first served basis, with a fully refundable deposit.
Deliveries If it is necessary for you to have a delivery made during the show open period, please ensure that this is made 30 minutes before the show opens, click here to view opening hours. Trolleys are not allowed on the show floor once the show is open and therefore any deliveries will have to be hand carried. All deliveries must be made via the traffic office. Exhibitor Badges:
Badges and passes will be available to collect from the North 4 entrance doorway, on the Boulevard. They will be valid for both the Show Open and Build-Up periods. As passes are issued to the Company, rather than on an individual basis, they can be transferred between staff working on different days. The number of passes you have been allocated is related to your stand size. If you are unsure, this can be found on your booking form. If you have not already agreed your exhibitor badge allocation, please email your Sales Account Manager ASAP to arrange the number of required. If you require additional badges, they can be purchased onsite from the Organisers Office on site, at a cost of £60.00 each. EXHIBITOR BADGES ARE FOR WORKING STAFF ONLY. PLEASE DO NOT GIVE OR OFFER THEM TO ANY MEMBERS OF THE GENERAL PUBLIC. COLLECTING YOUR EXHIBITOR BADGES AND PASSES: You will be able to collect your passes from the Boulevard at the entrance to North 4, from Wednesday 24 Oct at 12.00hrs. They are valid for Build-up, right through until Breakdown. Contractor passes can be collected from the lorry doorways at the back of the hall or the Organisers’ Office, for Build-up and Breakdown only. Exhibitor Badges cannot be reissued if lost. A lost badge fee of £60 applies, should you require a new badge. For show breakdown on Sunday, Exhibitor badges or contractor wristbands/passes will be required to gain access to the halls during these hours. They can be collected from the Organisers’ Office during the show. First Aid The First Aid room is located on Level 0, located between S4/N4 in the Boulevard. If you require first aid please contact the medical treatment room on +44 (0) 207 069 5556. For emergencies please contact them on: First Aid: 4444 when using an internal phone or if calling externally please dial +44 (0) 207 069 4444 Freight & Shipping, Lifting & Customs
ILS are the sole lifting contractor. They will ensure that your exhibits are moved in and out of the show cost-effectively, smoothly and safely. For safety reasons all onsite lifting and freight handling will be supplied by ILS. No other contractor will be permitted to operate lifting services on site for this event. ILS’s contact details can be found on the Official Contractors page. Furniture The official furniture contractor is EESL. Their contact detail can be found on the Official Contractors page. H M Revenue & Customs Exhibitors requiring customs clearance should employ the services of ILS the official freight forwarding agents in advance of the freight arriving in the UK. All goods must be customs cleared at the point of entry in the UK as HM Customs & Excise no longer attends UK exhibition sites. Internet Access & Communication Services ExCeL London IT & Communications offer a wide range of communication services including telephony, Internet, data networking, ISDN and facsimile rental all of which can be ordered for your stand. Please complete the IT & Communications order form contained within the Order Form Section. Lost Property All items are to be handed into the Exhibition Security Team, and at the end of each day all items will be handed into the Security Suite, located at the West Entrance on Level 0. If you have any queries regarding lost or found property please contact Security direct on +44 (0) 207 069 4445. Parking Information PARKING PASSES: These can be purchased onsite from the Organiser’s office. They are £10.00 a day and can be purchased in blocks of 5 days (£50.00), 4 days (£40.00) or 3 days (£30.00). These are for cars and small vans only, to be parked in the car park underneath the venue. For trucks and large vehicles, parking is available in the Northwest Lorry parking area which operates a PAY AND DISPLAY system, at a cost of approximately £20 for mini buses/Vans up to 3.5T - £30 for coaches and £35 for lorries/vehicles over 3.5T (motorcycle parking is FOC). Passes can also be purchased directly from the Excel traffic office. Cars can use the pay and display areas, which includes overnight parking, but you must display your pass. After you have been directed up to the halls by Excel staff, you should park as directed. We suggest that you bring trolleys with you, if you need to move large items as MCM are unable to provide them for you. However, ILS can provide a trolley service, if booked in advance. Patents & Copyrights By entering into an agreement to attend this exhibition you warrant to Reed Exhibitions that all designs and artwork on or relating to your stand and any exhibitors and items displayed on your stand shall not infringe any trademarks or copyright or patents or other intellectual property rights of any third party in any way. In the event that the exhibition is under any legal obligation (whether by virtue of a court injunction or order or judgement or a recommendation or decision of a Trading Standards Officer or otherwise) to have removed either any item or items displayed on your stand or any design or artwork on or relating
to your stand then (without prejudice to any other rights which Reed Exhibitions may have) Reed Exhibitions reserves the right to assist the relevant authorities and where appropriate to have that item or items removed from your stand or to close your stand at the exhibition. No compensation or damages will be payable as a result of such removal or closure by Reed Exhibitions. The Organisers cannot accept responsibilities for any conflict of trading at the Exhibition. VAT Reclaim Overseas exhibitors can recover the VAT paid on many of their exhibition costs. Please contact Quipsound for more information.
Health & Safety Regulations
Overview - It is very important that you read this section We appreciate that some of you may have limited experience with regards to the legal and practical aspects of health and safety management. This section is designed to give you sufficient guidance to discharge your responsibilities. Guidance, however, can only go so far and you have a legal duty to ensure that your operations do not compromise health and safety. Failing to do so can lead to prosecution and other legal sanctions. If you are unsure you are urged to contact the Operations Team. Please do not leave health and safety issues to the last minute. The earlier we have your information the better the support we can give you. If you would like to view the general health and safety site rules with regards to safe working then click here. For the emergency procedures then click here. Policy Statement Reed Exhibitions aims to set the benchmark standard for managing health and safety in exhibitions. This is not only our moral and legal duty, but it is commercially important for the success of every event. We recognise that our exhibitors rely on us to provide a trading environment on the exhibition floor that is safe and without risks to health. We also recognise that running a public event places a special responsibility on Reed Exhibitions and extends our duty of care not only to our staff but also to exhibitors, contractors, venue staff and visitors. The Exhibition Director is ultimately responsible for health and safety at the Show. To ensure that all Reed’s health and safety obligations are met, the Exhibition Director supported by the operations team will:
- Allocate sufficient resources to meet health and safety objectives - Provide adequate control of health and safety risks arising from our work activities - Consult with the venue, exhibitors and contractors on matters affecting health and safety - Provide relevant health and safety information to employees and others - Ensure all employees are competent to do their tasks particularly with regard to health and
safety training - Ensure so far as is reasonable that the contractors we engage for the show are competent - So far as is reasonably practicable prevent accidents and cases of work related ill health and
maintain safe and healthy working conditions.
Risk Assessment Reed Exhibitions has carried out suitable and sufficient assessment of the risks associated with this event, details of which can be obtained from the organiser’s office if you so require. However, general risks associated with any exhibition are as follows:
- Multiple contractors working in a single workplace - Fall from working at heights and working on a live edge - Objects falling from height or loads falling from vehicles - Impact injury from moving vehicles - Structural collapse of seating or an exhibition stand - Outbreak of legionnaires disease from a water feature - Food poisoning incident from temporary catering outlet - Fire - Major incident and civil emergency - Excessive working hours
If you require a risk assessment template then please click here to contact the Operations Team. There’s also extra reading material from the HSE website in the form of the 5 Steps to Risk Assessment.
Exhibitors' and Contractors' Legal Duties As an exhibitor or contractor you have a legal duty of care for the safety of anyone who may be affected by your activities. You are ultimately responsible for all aspects of safety on your stand or work area during the build up, the open period of the show and during the break down. Where exhibitors contract out the building and finishing of stands you are still vicariously responsible for the activities of your contractors. You can discharge your duties by ensuring that you do the following:
- Appoint a competent person to be responsible for health and safety on site. - You MUST carry out suitable and sufficient risk assessment of all your activities and obtain
relevant risk assessments from your contractors or sub-contractors. Exhibitors must obtain supporting method statements for the building and demounting of your stand. If you have a shell scheme stand the organiser has obtained the shell scheme contractor’s risk assessment so you don’t need to worry about this.
- Ensuring that your staff and sub contractors’ staff working on site are informed of the site rules and health and safety arrangements which are detailed below and you must ensure so far as you reasonably can that they follow them.
- Ensuring that all your staff, contractors’ and sub contractors’ staff are familiar with the venue’s emergency procedures which can be found clicking here.
Stand Designer's Legal Duties - Stand designers have a legal duty to ensure that the stands are designed to be fit for the purpose
intended, structurally sound and safe to build, use and demount without any undue risks.
Items to be submitted to Reed Exhibitions by Exhibitors - The name of your nominated health and safety representative on site - A copy of risk assessments and method statements covering the build up and breakdown of your
stands(Not required for shell scheme stands). - A copy of your stand plans (not required for shell scheme stands). - Notification and supporting risk assessments for any activity on your stand that represents a
significant risk. This includes but is not limited to the following: o Flammable substances or naked flame o Pressurised gases such as LPG o Hazardous chemicals and substances o Ionising radiation o Water features o Demonstrations o Visitor treatments - e.g. massage
Items to be submitted to Reed Exhibitions by Organiser’s Contractors - A suitable and sufficient risk assessment of activities on site supported by relevant
documentation. Note this must be specific to the show, i.e. not generic, and specific to the work activities performed by the contractor
- Name and contact details (including out of office telephone details) of the nominated health and safety representative on site
- Organiser’s contractors involved in stand construction activities such as feature building should
comply with the requirements for exhibitors with regards to stand building
CDM In April 2015 the Construction (Design and Management) Regulations were revised and now apply to all ‘construction’ activities in the UK including all those at the event build up and break down periods of exhibitions.
The result of this is that you now need to be aware of and deliver your duties as laid out within the regulations. You will notice below the repeated use of the word “must”, which means these are duties that have to be complied with under UK law and change in regulations. There is compulsory documentation that you will have to produce for the management of your exhibition stand, these requirements are detailed below. The regulations are intended to provide a framework to help you ensure that your stand is constructed safely and help you understand your obligations.
The key principles to manage construction safely are:
eliminate or control risks so far as is reasonably practicable
ensure work is effectively planned
appointing the right people and organisations at the right time
making sure that everyone has the right information, instruction, training and supervision to carry out their work safely and without risks to health
have systems in place to help parties cooperate and communicate with each other and coordinate their work
consult workers with a view to securing effective heath safety and welfare measures
What are the responsibilities of an Exhibitor under CDM?
Exhibitors must ensure that their participation at an event is carried out safely. The Construction, Design & Management (CDM) Regulations do not replace any existing law but are intended to provide a framework to help you ensure that your stand is constructed safely and help you understand your obligations.
Shell Scheme Exhibitors: CDM will only apply to you if you intend to carry out any construction within your shell scheme stand (i.e. build within your shell scheme). Stand dressing, posters, placing display cases, freestanding furniture etc. do not constitute construction. If you are undertaking construction within your shell scheme stand you will need to follow the guidance below for Space Only stands. Space Only Exhibitors: Under CDM you are defined as the ‘Client’ and your duties/responsibilities are: a. Make arrangements for managing a project. You do not need a specialised CDM co-ordinator.
You do need to ensure that someone is named as responsible for ensuring all of the required roles are fulfilled. The majority of your responsibilities can be delegated to your space only stand builder (contractor), marketing agency or designer if you use one.
b. Ensure construction work is carried out safely and that welfare requirements are complied with. This can usually be delegated to your Stand Builder or agency.
c. Ensure a Construction & Dismantle Phase Plan is drawn up. The responsibility here is to ensure that there is one. Your Designer/Contractor will do this for you and will run alongside existing Risk Assessments and Method Statements that they should be doing as part of their obligations under other legislation.
d. Notify the project if above threshold. You will be required to notify the HSE if the construction phase exceeds 500 person days. So for example if you had a very large stand that needed in excess of one hundred workers on it daily for a five day build up then the build of the stand would need to be notified to the HSE as a separate project.
Appoint a Principal Designer, Principal Contractor & Contractors: a. The Principal Designer would be the person or company who is in control of the ‘designs’ of your stand.
b. The Principal Contractor would be the person or company who is in control of the ‘build’ of your stand. The Principal designer and Principal contractor could be the same company.
c. The role of Contractor is often provided by the same company who fulfil the Principle Contractor role. However, should the Principal Contractor employ a third party or other sub-contractors to actually deliver on-site, the third party or sub-contractor would take this responsibility on.
d. The above roles may be carried out within your own business, by one external party or by two separate parties. They can also be carried out by the same person – the important thing to remember here is that you appoint parties to fulfil the below elements and the parties you appoint are competent, understand their responsibilities and liaise with each other.
The Principal Designer must:
Ensure that all planning and design, pre-construction, is carried out in compliance with the law.
Ensure that risks are identified, eliminated and controlled at the design stage.
Ensure that a Construction Phase plan is drawn up and a Health & Safety file is prepared and revised where necessary.
Ensure that pre-construction information is provided to contractors. The Principal Contractor must:
Plan, manage and co-ordinate the construction phase (build-up & breakdown).
Ensure work is carried out without risks to Health & Safety.
Draw up site rules for the stand area (these will often mirror the Event’s rules, but should not be limited to this), ensure suitable inductions and welfare facilities.
Restrict access to your site as and when required by the work being carried out at the time. The Contractor must:
Plan, manage and monitor the way construction work is carried out. This includes ensuring it is safe to construct and remove within an event environment.
Plan construction in such a way that it has little or no impact on the neighbouring constructions or contractors.
Provide information, instruction and training.
Liaise and comply onsite with event Operations team (Floor Management). What are the responsibilities of the stand designer & builder?
Stand Designers and Stand Builders need to ensure that their participation at an event is carried out safely. Each Space Only exhibition stand will be classed as a separate CDM site within the larger CDM site of the event itself. Under the Construction, Design & Management (CDM) Regulations the roles fulfilled are as outlined below and the key duties/responsibilities are: a. Under CDM, your role is defined as that of the Principle Designer and/or Principle Contractor. b. Both of these roles require the Stand Builder to ensure that the CDM “Client” – ie the exhibitor –
is aware of their own duties within CDM, which are effectively to provide resources to the project, appoint the other CDM roles, manage their coordination and ensure that these other organisations fulfil their duties such as producing a Construction Phase Plan, Risk Assessment and Method Statement and providing welfare.
c. In exceptional circumstances, where a stand build exceeds 500 person days, the Client will need to notify HSE. So for example if you had a very large stand that needed in excess of one hundred workers on it daily for a five day build up then the build of the stand would need to be notified to the HSE as a separate project.
d. As well as educating the exhibitor, as a Principal Designer a Stand Builder will be responsible for controlling the pre-construction information, design and planning phase of the project. They will be responsible for using and communicating exhibitor, organiser and venue provided information. They will also be responsible for coordinating in-house and external technical designers including a structural engineer where relevant, designing out fabrication and assembly
risk before production starts, assembling a Health and Safety file and Principal Contractor liaison (if not taking this role on themselves).
e. As Principal Contractor, the Stand Builder will then manage and monitor the construction and de-rig safely, documenting their approach in a Construction & Dismantle Phase Plan. They will coordinate and manage freelancers and subcontractors (identified simply as ‘Contractors’ under CDM), undertake an induction talk and provide relevant health and safety information, instruction, training and supervision to all personnel, including emergency and first aid arrangements. Stand Builders should also undertake due diligence on their own suppliers and also on those suppliers appointed by a venue or an organiser where required.
What is the Construction & Dismantle Phase Plan?
The Construction & Dismantle Phase Plan is a simple plan that needs to be documented and communicated before the construction work starts. Essentially it needs to demonstrate that you have thought about health and safety involved with the construction (and de-construction) of your stand. A Construction & Dismantle Phase Plan (CDPP) is compulsory for all space only stands and other stands where construction activities occur. It requires you to consider and document the following:
Who are the duty holders? (particularly Principal Contractor) - What training/experience do they have? - What do they need? - How will they be monitoring progress & safety?
How will site rules, changes of information, Construction Phase Plan, Method Statement, Risk Assessment, Accidents & Incidents be communicated?
What consultation process is in place with your contractors?
Who is responsible for what?
What are the site rules?
What are your Welfare Arrangements?
What are the main dangers in your construction process and what controls are in place? A template for a Construction & Dismantle Phase Plan can be downloaded here. Please do note though that the style with which you provide the plan is not mandated and you may submit the document in your own format. We require your Construction & Dismantle Phase Plan to be submitted as part of your stand design submission. Permission to commence build will not be issued until this plan is received. Please submit your plan using our Stand Check System.
Emergency Procedures
Evacuation or partial evacuation is on the advice of the Venue. Should an emergency occur that necessitates an evacuation, an announcement will be made over the PA system. Exit the building immediately via the nearest exit point and make your way on foot to your closest Assembly Point shown on the Show Plan. Please refrain from using mobile phones at this time.
Whilst at the Assembly Point you will be kept informed of developments. When the emergency has ceased you will either be invited to return to the exhibition to resume normal business or advised to return the next day – in which case you will not be permitted to return to the exhibition to collect vehicles, bags, briefcases etc.
Please find below some tips for your pre-show team briefings (a copy will be available from the Organisers Office.)
Accidents If you are involved in or witness an accident, however small, at any point during your time on-site, it is your responsibility to report it to the Organiser’s Office
The Medical Centre, located on Level 0 and which is accessible from the show floor, can be contacted via an internal telephone, a member of the security team or the organiser’s office. If an ambulance is required, please do not dial 999 direct, all medical emergencies must be reported to control who will contact the relevant authorities. The contact numbers for control are:- Emergency Number: 4444 Enquiry Number: 4445
Fire To be safe in case of fire you should ensure that you know:
How to raise the fire alarm if you discover a fire Where the fire escapes and evacuation points are What the fire alarm / call sounds like The location of your fire assembly point
If you discover a fire:
Operate the nearest fire alarm Phone the Control Room - Emergency Number 4444 ONLY attempt to fight the fire if safe to do so
In the event of a fire you will hear:
‘Attention please, Attention please. MR GOODFELLOW report to the Security Suite' Remain at your work station but be prepared to leave if necessary
Await further instruction from Control, the Fire Safety team or the PA system DO NOT explain this message to visitors
The cancellation message will be:
‘Attention please, Attention please. MR GOODFELLOW is cancelled’
In the event of an evacuation you will hear:
‘‘Attention please. Attention please. Here is an important announcement. It is necessary to ask everyone to leave the building. Please make your way calmly to the nearest exit’
Leave the building immediately Follow directions from marshals to any specified exits Proceed to your designated assembly point as directed by marshals Make yourself known to your designated Fire & Security Marshall Remain at the assembly point until told you can leave DO NOT attempt to use the lifts in a fire DO NOT stop to collect personal belongings DO NOT re-enter the building until you are told it’s safe to do so
Suspect Packages It is important to make constant checks to your stand to ensure that no unidentifiable packages, cases or bags have been deposited. If you discover a suspect package you should:
Phone Control on 4444 Give a full description of the package and its location DO NOT approach, touch or move the package DO NOT use a mobile phone within 10 metre radius of the package
Venue Search If duty personnel initiate a venue search you will hear:
‘Attention please. Attention please. STAFF CALL 100’ The message will then be followed by continuous chimes and broadcast at half minute intervals
DO NOT leave the building Inform your colleagues and assist in the search for suspect packages on your stand and
surrounding areas Liaise with your designated Fire & Safety Marshal who will report to Control that your area is
clear If you discover a suspect package, please follow the SUSPECT PACKAGE procedure – found earlier
in this section. DO NOT explain this message to venue visitors
The cancellation of this message will be:
‘Attention please. Attention please. STAFF CALL 100 is cancelled’
Security
Service, Safety and Security at our Events The safety and security of our staff and attendees is our priority. We work closely with the venue, local and national authorities to identify risks, assess them and develop security plans for our events. Everyone attending our events should be aware that the following are in place:
Customer Service staff may approach you to assist you outside, at entry or inside the event Staff and attendees are required to wear ID badges provided Bag checks are in operation at our events Walkthrough or hand held scanners may be in operation at our events CCTV in operation at our events is monitored and recorded Uniformed and covert Security Guards are in attendance at our events Uniformed and covert Police are in attendance at some of our events Canine Security and Detection is in operation at some of our events
Everyone attending our events is requested to:
Keep personal property with you at all times and do not leave any items unattended Report anything that looks unusual, suspicious or just out of place to a member of event staff Remain patient and courteous with event staff undertaking security checks. Follow the instructions of event staff at all times On their final visit to the event, dispose of their badge inside the event or when they’ve returned
home, not in bins immediately outside the event.
If you have any feedback or questions about event security, please contact [email protected] Whilst every precaution is taken to ensure the safety and security of personnel and equipment and the premises are patrolled day and night, we cannot accept any responsibility whatsoever for any injury, loss or damage or any consequential losses which may befall on your personnel and their property. We recommend that valuables, particularly those of a portable nature such as Mobile Phones, IPads, Laptops, DVD players etc, are not left unattended on your stand at any time. Please remember that during the breakdown period, the exhibition hall in effect becomes a building site with contractors allowed on the site; please be extra vigilant during this time. If you think you may need storage for a particular length of time, please contact the Security Manager or the Organisers office on site and we will try to accommodate your needs. Denying access to the professional thief is obviously a primary objective and to this end the control, issue and use of exhibitor and contractors passes is an important aspect - particularly during build up - ensuring that they are only issued to people who can identify themselves as being bonafide. Static guards at points of entry checking I.D. combined with patrolling security guards in and around the halls combine to prevent and discover any unwelcome guests. Exhibitor badges are essential for open days, unfortunately no badge no entry! During the build up and breakdown period all contractors, courier drivers, helpers etc must have a contractor badge - these will be issued either by security or from the Organisers' Office. If there is an incident on your stand resulting in the loss of property, please make sure that you have reported it to the Security Manager or the Organisers Office on site, unfortunately failure to do so could result in your insurance claim being made void.
Weapons Policy MCM Comic Con requires all costumers and cosplayers to follow the below policy for the safety and security of all attendees. Please read it in detail if you plan to attend with a prop weapon or discourage costumes at the show, however, we wish need to take this step further the safety of all attendees. Banned Weapons Working firearms (including air soft guns, BB guns, cap guns, paintball guns, and pellet guns) are not allowed at all within MCM Comic Con and the following items are forbidden; Functional projectile weapons (including blow guns, crossbows, long bows, silly string, slingshots, water balloons, and water guns); Metal-bladed weapons (including axes, daggers, hatchets, knives, kunai, shuriken, swords, swords canes, and switch blades); Explosives (including firecrackers and fireworks); Chemical weapons (including mace and pepper spray), Blunt weapons (including brass knuckles, clubs and nunchaku); and Instruments which cause excessive noise (vuvuzeas, this means you). SIA and You! Under the Private Security Industry Act 2001 those that provide and/or carry out the activities of a security guard, under a contract for services, will require an SIA licence (Security Industry Authority). Guarding activities that are defined as licensable under the Private Security Act 2001 are:
- Guarding premises against unauthorised access or occupation, against outbreaks of disorder or against damage
- Guarding property against destruction or damage, against being stolen or against being otherwise dishonesty taken or obtained
It is the responsibility of the individual and his/her employer to ensure that licences are held by those carrying out licensable activity. It is a criminal offence for any individual to undertake licensable activity, or to supply an individual to undertake licensable activity, at an event without the appropriate licence. There are no objections to you supplying uniformed security guards on your stands throughout the tenancy, provided we are informed in advance, as we will need details such as the company you intend on using, how many hours, details of their insurance and SIA numbers. With this in mind we would highly recommend that you use the Official Exhibition Security Contractor, please contact the Operations Team for further information. General Security Tips for Exhibitors When planning your stand and briefing your staff please consider and advise them the following:
1. Evacuation procedures - what they should do and where their rendezvous points are - please refer to the Health and Safety section of this manual for detailed plans.
2. In the event of an incident at the show or within London that results in your team not being able to make it home - please consider a contingency plan - have hotel numbers to hand, taxi details etc.
3. Security measures - Never leave your stand unattended - Check your valuables: Do you need them all on site or could some items be left at
home/hotel? - IPads, Laptops - please make sure they are secure and take home each evening - Leads - keep them safe - these are your new customers! - Check your stand each morning that it is how you left it - making sure no strange bags or
packages have appeared - During the day be aware of your space - report anything or anyone suspicious to security - At the close of the day - tidy and check your stand again
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