Health and Safety. Guidance notes. Labour Exhibitors. Health & Safety at Work Act 1974

Transcription

1 Labour Exhibitors Health and Safety Guidance notes Health & Safety at Work Act 1974 It is a condition of entry into the Conference that every exhibitor, contractor, Subcontractor, supplier and his / her agents comply with the Health & Safety at Work Act 1974 (HASAWA74) and all other legislation covering the venue. The exhibitor accepts that it is their legal and moral responsibility to ensure their own and others health and safety is not put at risk by their actions (or Inactions) during the Conference. Construction (Design & Management) Regulations 2015 Due to the introduction of the above legislation into the Entertainment Industry on the 6th April this year, Health & Safety requirements are now far more stringent than previously. To help make it easier for you to comply with this we have provided this guidance notes, please use and complete the stand category that applies to you.

2 Shell Scheme (Complete) Stands Health and Safety declaration The Health and Safety at Work Act 1974, incorporating CDM 2015 It is a condition of entry into the conference that every exhibitor, contractor, sub-contractor, supplier and his / her agents comply with the Health & Safety at Work Act 1974 (HASAWA74) and all other legislation covering the venue. The exhibitor accepts that it is his / her legal and moral responsibility to ensure his/her own and others health and safety is not put at risk by their actions (or inactions) during the conference. To be completed and signed by a competent person as detailed in HASAWA 1974 Space Only (Self Build) Stands CONSTRUCTION (DESIGN & MANAGEMENT) REGULATIONS 2015 SPACE ONLY STAND CHECK SHEET EVENT NAME EXHIBITING COMPANY NAME STAND NUMBER STAND FOOTPRINT DIMENSIONS PRINCIPLE CONTRACTOR DETAILS Exhibitor: Signature: Name: Address: Telephone: Planning Supervisor/Health & Safety Rep: Stand Number: Date: Position: Postcode: Fax: ONSITE CONTACT NAME ONSITE CONTACT NUMBER ARRIVAL & COMPLETION TIME & DATE CDM 2015 COMPLIANT? The following documents MUST be submitted by the 4th SEPTEMBER Deadline, as stated in the exhibitor manual, in order to comply with HSE legislation and the CDM 2015 Regs. Please tick to confirm. Please ensure that this sheet is returned as soon as possible. Full stand plans and visuals, showing all dimensions and elevations None generic Risk Assessment Method Statement Public Liability Insurance, which must be in date at the time of the event, and cover ALL days. I will submit a copy of our Insurance Certificate, together with this completed Health & Safety Declaration form. I will make available on site a copy of my company s Health & Safety Policy and can confirm that our stand staff will be sufficiently instructed and trained in matters relating to Health & Safety and their duty of care in order to carry out their tasks competently. Site Induction By signing this declaration I am confirming that all staff employed by, or contracted to, this company who wish to access the site, have seen and understood the Venue Site Induction information and will comply with all requirements therein. Please return to DIME Events Ltd Tel: Unit 4 Highlands Farm Fax: Bishops Stortford, CM23 1AB efax: CDM Project safety file. Confirm that you have checked that your stand will fit in the footprint and that the height is acceptable NB: Specific height restrictions apply-check carefully Please also confirm the following structural stipulations Max Stand Height You will supply a back wall to your stand, up to a minimum of 2.5m You would prefer to purchase a shell back wall You will dress down the back wall of your stand if higher, to 2.5 m in a neutral colour. Please note that corporate branding is not permitted on walls which overlook the next exhibitor. Any storeroom doors will be fitted with a CLEAR vision panel CDM REGS 2015 CHECK LIST I will provide an event project safety file I can confirm that all personnel have viewed the Site Induction details and will comply I will provide suitable welfare for all staff on my Space site. This will include access to hot food and hot/ boiling water and a suitable rest area I confirm that my space only site will become a separate construction under the auspices of the CDM Regulations 2015 and that I will have sole responsibility for the safe implementation and completion of the project within that area 7254_15 Printed and promoted by Iain McNicol, General Secretary, the Labour Party, on behalf of the Labour Party, both at One Brewer s Green, London SW1H 0RH. SIGNED: PRINT NAME: CLIENT/PRINCIPLE CONTRACTOR (Delete as necessary) DATE:

3 FREE BUILD STAND AND STRUCTURE INFORMATION SPACE ONLY SITES - FOREWORD The build for space only stands will commence at 0800 hrs on Wed 23rd September. Contractors should satisfy themselves that the positioning of the stand area is correct and, if necessary, conduct a site visit well in advance of the event. Any queries should be referred to the organisers as soon as possible before commencing construction. VENUE ACCESS BUILD All contractors must access the venue via the vehicle marshalling area at Madeira drive, which is operational at the following times: Wed 23/ Thur 24 September Friday 25th September hours hours There will be no further vehicular access after 1700 hours on Friday 25th September UNDER ANY CIRCUMSTANCES following the Police search procedure Venue Build Times are: Wed 23/ Thur 24 September Fri 25th September Sat 26th September hours hours hours All stands MUST be completed by 2000 hours on Saturday 26th September, without exception PULL OUT No vehicles may access the venue until dispatched from Madeira Drive following the drop of the Secure Site. Pull out will commence at or before 1600 hours on Wednesday 30th September and the site MUST BE CLEAR by midnight on that date. PLEASE NOTE: Some of the following information is generic, contractors are advised that there are significant height restrictions in place at the Brighton Centre you MUST ensure that your stand will fit in the height available this is your responsibility! Any construction exceeding 4.00m including the platform, is classed as a complex structure, and will require independent sign off by structural engineers, for which there may be a charge. All construction over 2.5m high must be dressed on both sides. All space only exhibitors are responsible for making good the back of their stand, which may not be left uncovered so as to conform with the rest of the floor. Should you believe that this may be the case, then please contact Phil Fellows at Dime Events Ltd ( , phil.fellows@dimeevents.com) for advice. A shell scheme wall may be provided at a cost to the exhibitor. Any part of the wall above 2400mm must be suitably decorated and finished to a high standard. Branding is not allowed if overlooking an adjacent stand Where there are adjoining space only stands, each stand must have their own dividing wall or a single wall could be constructed and the cost split between the two companies: in this instance, please contact Phil Fellows for the adjoining stands contact name and phone number as we prefer for the companies to speak directly to each other. CDM 2015 PLEASE NOTE: SPACE ONLY CONTRACTORS MUST FAMILIARISE THEMSELVES WITH THE CONFINES OF THE CONSTRUCTION (DESIGN & MANAGEMENT) 2015 REGULATIONS WHICH NOW GOVERN THE ENTERTAINMENT INDUSTRY. You ARE required, under CDM, to submit a FULL site safety plan and also ensure that this is brought to, and produced on site. You should already be aware of the regulations currently in force within the construction industry, and a similar mode of operation will come into force in the whole of the entertainment industry from the 6th April The attached Space Only Stand Check Sheet will need to be completed in the first instance and ed directly to phil.fellows@dimeevents.com. This also contains information on what should be submitted under CDM. Your stand build Space will ultimately become your own CDM site, and should be controlled as such. It is highly likely that ALL persons entering the main CDM site will need to be inducted. This may be done remotely, with a declaration that all you employees have undertaken that induction. Please remember that this is not something which can be addressed on the day, CDM 2015 is statute, in other words, Law and should be obeyed as such. Most importantly, this is all very new, and will be confusing in its infancy. It would appear that no one is an expert currently, but I would rather you contacted me by or phone if you have queries, and I will do my best to answer them for you. OVERSEA CONTRACTORS The regulations for CDM 2015 are Pan-European, which is partly the reason for them being introduced to the UK Entertainments industry. Overseas contractors are equally required, under law, to comply with them. ANY contractors NOT complying with the regulations in advance/on site, WILL be refused access or removed. SPACE ONLY SITES - GENERAL All space only sites must submit for approval, fully dimensioned drawings showing all proposed construction and elevations, together with risk assessments and method statements and Public Liability insurance. These should be submitted no later than Friday, 4th September 2015 to Dime Events Ltd. Exhibitors and contractors should note that: Any part of the wall above 2400mm must be suitably decorated and finished to a high standard. Branding is not allowed if overlooking an adjacent stand Space only exhibitors should note that their stands must comply with the Equality Act 2010, which supersedes the Disability Discrimination Act 2005, insofar as: 1. Reasonable adjustments made to services or premises to enable disabled people to access them. 2. Delivery of services by a reasonable alternative means provided 3. Where a stand requires a raised floor platform, consideration should be given to providing ramped access for wheelchair users. 4. Further advice can be found in the Accessible Exhibition Stand Handbook, issued by ESSA, available at the following link: essa_rebrand.pdf Advertising or logos on the external walls of your stand is not permitted where they will interfere with another company s exhibit. There are specific requirements for staircases and handrails on multi-storey stands please refer to the regulations in the eguide which can be accessed on the website Or contact Phil Fellows of Dime Events Ltd. Similarly, the larger stands which will be used to showcase services to an audience, may be required to have emergency exits, which, if opening outward, must be recessed so as not to open onto a gangway or thoroughfare, and must be fitted with Illuminated Exit Signs, in accordance with BS5499. All stand fittings must be constructed so as to present a clean appearance from gangways and adjoining stands. If you are building a complex structure, you must also supply structural calculations and written confirmation from a structural engineer that the stand is fit for its purpose. A complex structure is defined as any form of construction of any height, which would normally be designed by an engineer and/or has, through a risk assessment, been found to present a significant risk. The following are always treated as complex structures: Stands over 4m in height, including the platform Double deck stands Suspended items of 400kg or over in weight Platforms and stages for public use and all platforms and stages over 0.6 metres in height Tiered seating structures Freebuild ceilings All space only stands will be inspected and certified by an independent structural engineer on site. They will only be allowed to trade once the engineer is satisfied that the structure is safe and has provided certification. It is the exhibitors / contractors responsibility to examine the site allocated in order to avoid adjustments to stand structure or displays. Although we give stand dimensions on the plan, if precise measurements are required we strongly advise a site survey, please contact or Phil Fellows to arrange this. Work on Space Only Stands must be complete by 2000 hours on Saturday September 26th Where appropriate, flooring ply or a platform must be used. All stand construction and displays must conform to the fire regulations, and be installed to the satisfaction of the venue owner and local authority. Exhibitors should note that stands deemed to be complex will require specific Local Authority approval, and must be agreed a minimum of 28 days before the event. Any structural engineering fees incurred in acquiring Local Authority approval must be borne by the exhibitor. If you have any queries on what are deemed complex structures, please contact Phil Fellows. Please note that sign off approval is given for stand plans/designs ONLY and are not a technical or structural sign off. No responsibility whatsoever will be accepted by the organisers or their representatives for the failure of exhibitors or their contractors to obtain the necessary information.

4 CONSTRUCTION HEIGHTS Maximum stand construction heights in The Brighton Centre vary greatly between 2.2m and the max of 3.9m If you are unsure, you MUST carry out a site visit please contact Phil Fellows to arrange this WORKING AT HEIGHT REGULATIONS A person is working at height if there is a possibility of their being injured from falling, even if they are working at or below ground level. The Working at Height Regulations refers to duty holders : employers, self-employed and employees. This includes all contractors and exhibitors (for example, when accessing areas above floor level to dress stands). Duty holders responsibilities are to ensure that: no work is done at height if it is safe and reasonably practicable to do it other than at height ensure that the work is properly planned and organised, appropriately supervised and carried out in as safe a way as is reasonably practicable plans are in place for emergencies and rescue a suitable and sufficient risk assessment is carried out and the significant findings recorded and acted upon they do all that is reasonably practicable to prevent anyone falling all work at height takes account of conditions that could endanger health and safety those involved in work at height are trained and competent the place where work at height is done is safe equipment for work at height is appropriately inspected the risks from fragile surfaces are properly controlled the risks from falling objects are properly controlled Equipment used for work at height must be suitable for the task. All equipment must be industrial quality (including ladders; domestic quality ladders are not permitted). To conform to the Regulatory Reform (Fire Safety) Order 2005, all space only stands with store rooms must have CLEAR vision panels in them, frosted panels are NOT permitted and doors on stands must not open into gangways, with the exception of emergency exit doors which must be recessed into the stand. ANY glass or clear vision doors on stands MUST have decals or logos on them to prevent them from being hazards. All contractors and exhibitors are required to provide the following information: The Space Only Stand Check Sheet in the first instance CDM Project Safety File, which must contain, but is not limited to:- o Full technical stand plans, incorporating all dimensions, elevations and weight loadings. Please note that all height dimensions MUST include the floor platform. o Stand visuals where possible Criteria of risk: High - Very dangerous, requires constant monitoring of operation Medium - dangerous, requires periodic checking by supervision Low - No significant danger, monitored by operatives/supervision when necessary Hazard Who is affected? Level of risk Precautions/controls taken Event: Stand no: Company name: Date: Assessment undertaken by: Job title: Labour Exhibitors Risk Assessment o Non generic risk assessment o Non generic method statement o Copy of your Public Liability Insurance, in date at the time of the event. o Your Companies Health & Safety Policy Document and Statement o Any other relevant information regarding any aspect of the design/construction phases. We are here to help, and whilst stringent venue and H&S regulations and legislation has to be followed, we will do our best to assist with any queries you may have. Please just ask. Please direct all information and documentation, queries and questions to: Further action required to reduce risk Phil Fellows Dime Events Ltd Unit 4 Highlands Farm Berden Bishops Stortford, Herts CM23 1AB (T) (e-fax) (M) Phil.fellows@dimeevents.com It is preferred that documents are ed as PDF s where possible. Large docs should be sent via post SAMPLE Final level of risk

5 Risk Assessment Step 1- Look for hazards - How and when will the work be done, where on the stand will each trade involved be working? What equipment, materials and chemicals will be used? How much noise and dust will there be? Will there be vehicle movements and lifting? Schedule a late working rota to avoid tiredness and mistakes. Step 2 Decide who could be harmed and how - Who will be affected by the work and most at risk? Think of contractors and staff and exhibitors on or near your stand, through to conference visitors themselves. Safe working depends on co-operation between contractors on site, so take this into account and consider necessary precautions on every aspect of the work being carried out, which includes training and provision of information. Where there are appointed safety representatives, consult them on all relevant matters. Step 3- Evaluate the risks - Once this has been done adequately, decide on the appropriate action (s). Ask: I. Can a hazard or risk be removed completely or the method of working be done in a different way? II. If the risk cannot be eliminated, can it be controlled? III. Can protective measures be taken that protect the entire workforce on site? IV. Protective clothing should only be the last step taken and may not be the only solution. Step 4 Record the findings - Write down the findings of the Risk Assessment. Pass on the information about significant risks to those people identified in Step 2 and record what measures have been taken to control these risks. Step 5 Review the findings - This allows learning by experience and takes account of any unusual conditions or changes that occur on site. All venues have different rules and regulations and no two events provide the same environment. Method statement The legal requirement to produce a Risk Assessment will assist exhibitors to also prepare a Method Statement, which should outline; The named responsible person - The employee who will be responsible for the construction and breakdown of your stand. Details of the stand - Loadings, dimensions, location, unusual stand features, planned activity, giveaways, and layout. Access - Details of the entry point to the venue and stand location Erection - The sequence and schedule in which all the stand elements will be built, including alignment, electrical connections etc Stability - Methods of ensuring adequate structural support of any stand element that requires cross bracing, with calculations and inspection certificate from any independent structural engineer. Lifting - Outline the equipment that will be used, their capabilities, weight, locations and floor loadings. Check the operative s current licences or certificates of competence. Scaffolding - Include details of temporary and mobile scaffolds, access towers and other work at height which you intend to carry out. COSHH: Control of substances HAZARDOUS TO health - Any proposed use of hazardous and toxic substances must be advised to the 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 - Should any welding work be required, a hot work permit is required and can only be issued by the venue. Safety features - Identify the safety equipment and precautions that you will be providing on site, including protective measures that you be implementing for all of the above, and areas of risk as highlighted from your Risk Assessment. Keep a copy - As well as sending your Method statement to event solutions, keep a copy for your reference on site.