Exhibitor Manual

1.1 Exhibition Open Times

Visitor opening Hours:

• Tuesday 6th January: 9am – 6pm
• Wednesday 7th January: 9am – 6pm
• Thursday 8th January: 9am – 4pm

Power will terminate each night fifteen minutes after the show closes unless a 24hr supply has been specifically requested from the electrical contractors Event Specialists. 

1.2 Build-Up / Break Down Times

Build-Up

• Sunday 4th January: 8am – 8pm – Space only exhibitors and contractors
• Monday 5th January: 8am – 10pm – All exhibitors and contractors

Please note that during build-up hours, traffic access to the exhibition halls will be limited. Please refer to the Traffic and Loading Bay Access section for the access timetable.
All stands must be completed and excess products and packaging materials removed no later than 10pm on Monday 5th January – failure to do so may result in the removal of the relevant exhibits.
Initial power connections to stands are made as soon as possible – however, space only exhibitors / contractors are advised to order a temporary power supply from Event Specialists for actual construction of stands if required.
Contractors must cease work at 10pm on Monday 5th January – it is therefore essential that all exhibitors arrive on-site before this time to inspect their stands and to ensure that all orders have been completed.

Break Down

• Thursday 8th January 4pm – 5pm – Removal of samples (exhibitors)
• Thursday 8th January 5pm – 11.59pm – Dismantling of stands

Shell Scheme Exhibitors must remove ALL items from stands by 6.30pm on Thursday 8th January.

No exhibits may be removed before the exhibition closes on Thursday afternoon nor will any contractors be allowed into the halls until 5pm on Thursday 8th January when all visitors are clear of the halls and removal of samples has taken place.
Space only exhibitors are advised that all material, packaging and waste must be removed from the halls and stand dismantling completed by 11.59pm on Thursday 8th January. Failure to do so may result in a penalty.
Insurance of property and goods is the responsibility of the exhibitor. The organisers accept no liability for the loss of any equipment or goods belonging to the exhibitors.

For Health and Safety reasons and to aid the access of other exhibitors, please keep aisles clear of all stand fitting materials and exhibits during build-up and break down. Emergency aisles and exits MUST be kept clear at all times. Anything left in the aisles will be deemed rubbish and removed by the cleaners.

For safety reasons, no children under 16 are permitted into the halls during build-up or break down.

1.3 Traffic and Loading Bay Access

Traffic Access

Sunday 4th January 2026
On Sunday, only exhibitors and their contractors who have booked Space Only stands will be permitted on site.
Vehicles will only be allowed into the halls from 8am – 11am. All vehicles must be removed from the halls by 11am and NO vehicles will be permitted into the halls after this time.

Exhibitors & Contractors are requested to report to the gatehouse at Loading Bay 3, via Half Tide Wharf. To arrive at the loading bay, you need to use the venue Sat Nav postcode (L3 4FP). See map here.

At the gatehouse you will be required to sign in and will be given a Vehicle I.D form which needs to be completed and displayed in the vehicle windscreen.

You will then be advised to move to a relevant loading zone to unload your vehicle. The venue’s security team will advise where you need to go. Please note Loading Bay 3 is uncovered and therefore there is no height limit. The speed limit is 5mph.

Please note that Sunday 4th January 2026 is for Space Only exhibitors and their contractors, and for Event Specialists to build their shell scheme stands. Shell Scheme exhibitors will NOT be allowed on site.

Monday 5th January
All Shell Scheme stands will be completed and ready for exhibitors to dress their stands from 8am on Monday morning.

All exhibitors and contractors can gain access from 8am.

No vehicles will be permitted to enter the halls on Monday 5th January.

Electrical work may not be completed by this time, but you will have access to dress the stand.

Hi-vis vests or similar are mandatory attire for all staff, contractors and exhibitors during the build and dismantle periods.

To ensure the exhibition is aesthetically pleasing, please select equipment used to transport goods into the hall carefully to avoid damage to the flooring and stand fittings. If you should require assistance, portering and equipment such as trolleys and pallet trucks can be obtained by requesting through the venue portal here (if you have not previously accessed the venue portal, you can register by clicking the ‘sign up’ option.

1.4 Badges & Passes

Contractors Badges & Vehicle build up and break down passes

All vehicles needing access to the loading bay must be registered in advance via the Contractor Vehicle Pass Form. On arrival, please approach the loading bay security personnel, who will check your vehicle against the approved access list. Once you register your vehicle there will be no confirmation back to you, the list will go to the venue.

Exhibitor Badges

These will not be required during build-up. Badges should be ordered for all stand personnel and will be required to access the show during open days. Badges WILL NOT be sent by post but should be collected from the registration desk at the Exhibition Centre Liverpool from 2pm on Monday 5th January.

To order, please complete the Exhibitor Badges Form.

Visitor Scanners

It is possible to hire visitor scanners from the registration company. Each visitor badge will carry the visitor’s name and company as well as a bar-code. By scanning the visitor’s bar-code, their details will be stored. The stored information can be downloaded at the registration desk at the show and details supplied to the exhibitor. Scanners can be ordered using the link here.

1.5 Admission

There is no admission charge to visit the exhibition and a digital invitation will be issued to all exhibitors in advance of the show to distribute to their customers. The organisers will also send invitations to a database of retailers.

1.6 Disabled Persons Facilities

The Exhibition Centre Liverpool is all on the ground floor and has wheelchair access. ACC Liverpool is a DDA compliant venue.

1.7 Deliveries

Deliveries will not be accepted before Sunday 4th January. 

Deliveries should be made during event tenancy times only (4th January – 8th January 2026). We can’t guarantee that deliveries sent ahead of the event will be accepted, although the venue will endeavour to do so.

Please ensure there is someone on your stand to accept all deliveries during tenancy times – the organisers cannot take responsibility for signing consignment notes. In addition, although security is in operation, you are advised to have a member of staff in attendance both on your stand and at your vehicle.

Please note that while normal post will be received by the organisers and delivered to your stand, the organisers cannot accept responsibility for signature of recorded items – please ensure that you have someone present to receive such items.
Any post you wish to receive at the exhibition should be addressed as follows:

Recipient Name/Event Name & Date/Stand Name/Number

Exhibition Centre Liverpool, Loading Bay 3, Kings Dock, Liverpool Waterfront, L3 4FP

1.8 Emergency Procedures

Suspicious Package

If you discover a suspicious package, bag or someone reports such an item to you, inform a member of the Exhibition Centre stewarding team immediately.

Under NO circumstances should you open it, touch it or move it.  Immediately contact a member of The Exhibition Centre staff (steward, security) and direct them to the item. The steward or security person will then be advised by the Control room on the correct course of action.

Evacuating the Building

Familiarise yourself with the nearest fire exits in your area so you are prepared in the event of an emergency.  Do not stay to collect items of value, leave immediately.

In the event that the building needs to be evacuated the following announcement is broadcast over the Public Address System: “Attention please – Attention please! We have an emergency within the building. Please leave by the nearest available exit! Do not use the lifts!”

All visitors are requested to muster on the taxi rank adjacent to Exhibition Centre Liverpool, located on Kings Parade (see further information here and image below). Visitors with access requirements will be guided to the nearest refuge point by a venue steward, where they will receive further assistance.

Access back into the venue will only be permitted when deemed safe to do so.

Do not endanger your life. Raise the alarm and evacuate. No one is to return to the building, and should remain at the muster point until further information or official announcements have been made by ACC Liverpool.

Fire Procedures

ACC Liverpool has a comprehensive fire alarm system and firefighting equipment. Should an emergency arise you should immediately contact any member of the Exhibition Centre Liverpool team, informing them of the nature and location of the fire.

1.9 Exhibitor listing

The exhibitor listing on the website will be the reference point for visitors. For this reason it is very important that your website entry is accurate and up to date. You can check your listing here and if it requires updating please send any amendments to the organisers.

1.10 Marketing and Sponsorship

Booking your stand is just the start, we recommend that you spend some time planning your marketing for the show to maximise your investment, and improve your team’s experience at the show. We suggust that you read the marketing guidelines here for ideas, tips and more information.

We have a number of branded visual assets, which you are welcome to use in emails, social media and other promotional activity in the run-up to Slide & OTS Winter 2026.
•  The assets are grouped by product type, and are in a number of different formats, dimensions and resolutions.
•  Brand guidelines, on how to use the new Slide & OTS Winter logo, are also included.
•  The full group of assets can be downloaded here.

Sponsorship

Ensure you maximise your presence at the show through sponsorship. Further details of promotional and branding opportunities can be seen here.

1.11 Car Parking

Loading Bay 3 will be accessible for exhibitors and contractors during build-up and break down ONLY and will need to be vacated after unloading.

All exhibitors and visitors will need to park in the designated car parks surrounding the Exhibition Centre. The closest car park to the exhibition centre is Kings Dock Car Park. There is a designated area on the ground floor for vans and lorries, with a higher ceiling of up to 3.1m – upper floors are 2.1m.

Please ensure you do not park on the ground floor if your car / van is below 2.1m, to leave space  for higher vehicles. If that area is full, there is an open-air council car park with no height restrictions directly opposite King’s Dock but the venue would not be able to offer discount for this car park. Please note that these car parks are owned and managed by the Liverpool City Council and charged accordingly. Payment for these is made at the King’s Dock Car Park office. You can see the location of the Loading Bay, the Kings Dock Car Park and open air car park here.

a. The council have kindly allowed us to offer a 44% discount on the 24-hour rate. That means exhibitors will pay £15 instead of £27.
b. The discount is only valid in the King’s Dock Multi-Storey Car Park.
c. The discount is valid from Saturday 3rd January to Thursday 8th January.
d. The discount only applies to the 24-hour rate.
e. Exhibitors should take their car parking ticket to the Guest Relations desk (this is the desk at the main entrance of the Exhibition Centre NOT the car park) for validation and obtain the discount before leaving the venue. The Guest Relations desk will operate during show opening hours.

1.12 Storage

There is limited storage available on site. If you need storage please contact the organisers in advance of the show. Please note there might be a charge for storage.

1.13 First Aid

First Aid facilities are available within the medical room located in the front foyer of the venue. During build-up and break down there will be a number of first aid trained staff onsite and, during open days medical officers are available either within the hall or medical room. First aiders can be contacted via the Show organisers’ Office or stewards.

1.14 Lost Property

All lost property will be taken to the Guest Relations desk situated at the ECL main entrance.

1.15 Meeting Rooms

There are a limited number of meeting rooms available for hire by exhibitors within the Exhibition Centre. These rooms are available for all exhibitors on a first-come-first-served basis.
If you would like to book one of these rooms, please contact the organisers.

1.16 Internet Access

There will be free public WiFi access available throughout the venue. If a stronger connection is required, upgrades on the day can be purchased from Guest Relations in the main atrium.

1.17 Site Rules

Please download and review the Exhibition Centre Liverpool Rules and Procedures here.

2.1 Show Contact details

If different to the person stated on the booking form, please advise the organisers with the contact details of a member of your team who is responsible for your stand at the show, including their mobile phone number.

2.2 Carpeting / Tape

There is no carpeting within the Halls of the exhibition centre.  Should you wish to have carpet in your stand please book through the official show contractors Event Specialists.

2.3 Risk Assessment

Please note that the risk assessment form is compulsory for Space Only exhibitors. Further information, guidance and the form can be found here.

2.4 Insurance

Please note ALL exhibitors are required to complete this section and provide a valid public liability insurance certificate before they are able to exhibit at the event. Please complete the Health and Safety Insurance Cover form.

Exhibitors must hold a Public Liability policy of insurance to cover negligence for an indemnity of at least £1,000,000 (one million pounds). The form here requests that a current copy must be completed and submitted no later than 26th November 2025. Exhibitors are reminded that they are also responsible for effecting insurance in respect of:

1. a) Exhibits and contents of stand
2. b) Employers Liability

Exhibitors should also consider effecting insurance cover in respect of expenses incurred due to abandonment, curtailment or postponement of the Exhibition due to reasons beyond the organisers’ control.

2.5 Electrics

Power and Lighting: Please access Event Specialists portal through the link here and order what you require before the specified deadline.

Please make note that should you order stand fittings, electrics or furniture on the morning of Sunday 4th January, every effort will be made to meet your request, however, these services cannot be guaranteed to be delivered to your stand before the halls close on Thursday 8th January.

2.6 Cleaning

Each stand will have waste removed and any carpet hoovered at the end of each day. Please ensure your floor area is clear and available for the staff to access, otherwise they will not be able to clean the area for you.

If your stand requires additional cleaning, this can be ordered via the online order portal, here or at the Guest Relations desk in the Atrium.

2.7 Site Survey

It is each exhibitor’s responsibility to examine their allocated site in order to avoid adjustments to stand structures or displays, as variations in the floor level or obstructions cannot always be indicated on the floor plan. In your own interest, you should also satisfy yourself as to the condition of your site both before erection and after clearance.

2.8 Interiors

Exhibitors or their contractors are free to design the interior provided note is taken of the following instructions:
All materials used for stand fitting and display purposes must be non-combustible, inherently non-flammable, durably flame proof or self-extinguishing plastic.

2.9 Construction

Any stand wishing to erect brick, stone or block walls must lay heavy-duty building paper to protect the floor from damage. Painting of stands must be carried out on a plastic membrane and should not be painted directly on the hall floor. All stand materials must be of a flame-resistant material.

2.10 Columns

If you have a hall column either fully or partially on your stand or you back onto a hall column, please remember when designing your stand to allow for access to the services on the column. Please contact the organisers for full details of access requirements.

2.11 Dilapidations

Exhibitors are advised that no fixings can be made to any part of the premises. Any damages to panels, walls, columns, flooring, shell scheme stands, hired accessories etc. within their own area will be made good at the exhibitor’s own expense. All exhibits and stand fitting materials must be cleared from the venue and charges will be levied for the removal of any abandoned articles, including carpet tape.

2.12 Gas

The Exhibition Centre does not provide mains within the halls. The use of LPG within the hall is prohibited during show open periods.

2.13 Maintenance & Repair

Maintenance work must be carried out in the morning between 8am and 8.45am or after the close of the show, by prior arrangement with the organisers. No maintenance will be permitted during the open hours.

2.14 Suspended Fittings/Rigging

The suspension of stand light fittings from the structure of the roof, walls columns or any other part of the venue is not permitted.

Should you require exhibition rigging services for moving heavy equipment, these can be arranged with the venue. Please contact Greg at Exhibition Centre Liverpool here.

2.15 Space Only drawing approvals / structural

All space only exhibitors are required to submit detailed plans of their stand to the organisers for approval before the specified deadline. Any stand over 3.9m or with a double deck (upstairs) is considered to be a complex structure and as such must be signed off by a structural engineer. If this is the case please contact the organisers for costs of arranging a structural engineer. A method statement indicating how the space will be built is required in such cases.

2.16 Shell Scheme

The Shell Scheme is provided by Event Specialists and will be either 1.4m low wall quad Shell Scheme or 2.5m quad Shell Scheme. They will consist of white walls and name board fascia.

Any exhibitors who have booked a 1.4m shell scheme, please note that no display should go above the 1.4m wall except for products which are naturally higher than 1.4m (e.g. skis, snowboards). Each exhibitor in this area will be allowed:

Stands from 9sqm to 25sqm:

Flags/banners – 1 flag and/or 1 banner to go over the 1.4m height

POS – 1 piece of branded POS to go over the 1.4m height

Mannequin – 1 mannequin to go over the 1.4m height

Any shelving or display needs to be 1.4m or below

Stand 25sqm and above: 

Flags/banners – 2 flags and/or 2 banners to go over the 1.4m height

POS – 2 pieces of branded POS to go over the 1.4m height

Mannequins – 2 mannequins to go over the 1.4m height

Any shelving or displays need to be 1.4m or below

If you bring displays or materials above this height, you will be asked to remove them before the show opens.

If you are either constructing a stand or display within the Shell Scheme walls or if you require precise measurements for graphics further information is available here.

For any Shell Scheme extras (shelves, rails and slat-wall) please access the Event Specialists portal through the Stand Fitting Extras form and using the log-in sent directly to each exhibitor. All forms must be submitted before the specified deadline.

Any items should be fixed to the white walls with hook and loop Velcro. See stand fitting do’s and don’ts here for further details.

NB. The Shell Scheme will be dismantled from 5pm on Thursday 8th January. Please do not leave any goods or equipment in Shell Scheme cupboards or leave display material on the walls or stand etc. We cannot be held responsible for the loss of exhibits after this time.

2.17 Name Boards

Your company name and stand number will appear on a name board, one of which will be fitted to each open side of your stand.
The name board will be made up from the details from your official confirmation e-mail – we want to ensure that the details of the floor plan, website exhibitor listing and name boards all match, as requested by visitors.
• All names will be in lower case (except brand names which are only used in capitals always as a registered trade mark)
• Limited, Ltd, etc will not be included
• You can include brands only – descriptions will not be allowed with the exception of these that are part of the brand name.
• If you are a distributor you can have your company name or the brands you distribute or both, it just needs to be consistent across the floor plan/website/ show – please be mindful of how a long stand name will look on the floor plan or name board
• Modifications of colour, fonts, enhancements to the name board will not be allowed, as the nameboards are standard.

3.1 Canvassing

Exhibitors may only conduct business and distribute literature from their own stands – under no circumstances may activities spill into aisles (this includes the use of roaming characters). If unwelcome visitors trying to sell their products approach you on your stand, please take a business card and inform the event organisers so that appropriate action can be taken.

3.2 Demonstrations

Any exhibitor wishing to operate machinery or carry out mechanical demonstrations on their stand must ensure that these practices constitute no fire or safety hazard, nor interfere with the activities of visitors and exhibitors. All moving parts must be effectively guarded and controls sited beyond public reach. The organisers reserve the right to curtail any practice, which they consider dangerous or detrimental to the show.
Noise levels must be kept below 80 decibels and not cause annoyance to neighbouring exhibitors and / or the public. In the case of dispute, the organiser’s decision is always final. If appropriate, please include the demonstration activity on the risk assessment submission.

3.3 Invention & Design

A UK patent should protect inventions, which are intended for display at the Outdoor Trade Show, before the exhibition opens. This can be done initially by lodging an application with The Patents Office.
A certificate for the exhibition will, however, be given by the Department of Trade under Section 6(2) of the Registered Designs Act 1949. All correspondence related to the registration of designs should be sent, not later than six months after the opening of the show to the Intellectual Property Office.

3.4 Motor Vehicles / Mobile Trailers

The organisers must be notified of any Mobile Units and Motor Vehicles being brought into the hall in advance of the event so that a suitable delivery / collection time can be arranged.

Vehicles must be in position by 11am on Sunday 4th January as after that time the organisers cannot guarantee that you will be able to access your stand with the vehicle.

The venue operates according to the guidance outlined in the AEV eGuide. This includes:

• The fuel tanks of motor vehicles manufactured prior to 1984 must contain only sufficient fuel to move the vehicle in and out of the hall. This is due to the absence of safety features which prevent leakage. Where this is not possible, vehicles that meet these criteria must have a drip tray. Exhibitors may be subject to cleaning charges if oil/fuel leaks on to the exhibition hall floor.
• Fuel tanks of motor vehicles manufactured from 1984 onwards may contain fuel.
• The fuel tank must be sealed.
• Vehicles and accompanying protrusions, (doors, tail lifts etc), must not infringe the stand perimeter.
• The running of engines during the open period of an exhibition is strictly prohibited. If this is required for demonstrative purposes, this must be agreed prior to the event. Additionally, a risk assessment must be carried out and submitted to the venue.
• Filling or emptying of fuel tanks within the exhibition is strictly prohibited at all times. Arrangements can be made to remove the vehicle into the open loading bay to facilitate this, if required.
• No vehicle movement in public circulation areas during the open period of the exhibition. If this is required for demonstrative purposes this must be agreed prior to the event.

3.5 Public Address System

The public address system is for use by the organisers and authorities only. During the Open Period, only official and emergency messages will be broadcast.

3.6 Smoking

There is a no smoking policy throughout the venue during the show, including build-up and break down.

4.1 Health & Safety

As an exhibitor, it is your legal and moral responsibility as far as is reasonably practicable to ensure the health and safety welfare of everyone sharing your work site at the exhibition. The Health and Safety section of this manual includes key recommendations made under the Health and Safety at Work etc Act 1974 and outlines your responsibilities as an exhibitor. Please read it carefully and then:

• Complete the Health and Safety Form before the specified deadline.
• Produce a Risk Assessment (if required) covering your participation at the exhibition before the specified deadline.
• Space only exhibitors building complex stand structures above 4 metres high should also produce a Method Statement, which should be submitted together with their stand design drawings before the specified deadline.

4.2 Catering

Any stand providing refreshments to exhibition visitors must comply with the provision of the Food Hygiene Regulations 1990.  All food requests will need to go through the venue via the portal here.

Exhibitors are not allowed to bring their own catering.

4.3 Aisles and Gangways

For Health and Safety reasons, and to aid the access of visitors, please keep aisles and gangways clear. Emergency gangways MUST be kept clear at all times. Anything left in the gangways will be deemed as rubbish by the cleaners and removed.

4.4 Hazardous Items

Fumes, Exhaust and Smoke

• Any exhibit or processes which generate noxious or toxic exhausts or smoke within the premises shall be provided with an effective exhaust system to the outside atmosphere by the hirer and be sited adjacent to an external wall of the premises. Full details of the exhibit or process and proposed exhaust system shall be given to the event organisers for approval.
• Vehicles and plant using liquid fuel must be refuelled in the open air, away from the building.

Machinery and Apparatus

• The hirer shall ensure that all machinery and other apparatus intended to be operated are fitted with guards or other means of protection to the satisfaction of the organisers, the Authorities and Health and the Safety Executive.
• The machinery or apparatus shall be demonstrated or operated only by persons authorised by the Hirer and shall not be left running in the absence of such persons.

Laser Products

Any person demonstrating or using equipment or machinery emitting laser light shall:

• Comply at all times with B54803 1983 “Guide on Protection of Personnel Against Hazards from Laser Radiation”.
• Submit to the organisers for approval, full details of the equipment that will be used and a layout plan of the stand or exhibit.
• Provide suitable fire extinguishers and warning notices.

Dangerous and Noxious Substances

No substances, which, in the opinion of the Company, are of a dangerous, explosive or noxious nature, shall be brought onto the Premises without formal approval of the organisers.

4.5 Noise Levels

All exhibitors planning to have any P.A. and /or audio-visual equipment on their stand must have the noise levels approved by the organisers prior to coming on site. It is essential that detailed information is supplied, covering all aspects of presentation equipment being utilised. Failure to supply suitable documentation may result in approval not being granted.
Please complete the Noise Level Form before the specified deadline.
Exhibitors running films/video back projectors with commentary or any form of presentation are reminded that sound must be kept to a reasonable level and must not cause annoyance to fellow exhibitors. This level will be monitored within the exhibition area. If the organisers deem that you are exceeding a reasonable level, your stand manager will be informed. If you receive three warnings and do not reduce the sound on your stand, the organisers reserve the right to disconnect the power to your stand.
Noise level must be kept below 80 decibels. Failure to comply with this noise level may result in a fine, enforcement notice or injunction under the Environment Protection Act 1990 and the Control of Pollution Act 1974.
All audio speakers must be facing inwards on the stand and not facing the aisles.

4.6 Pyrotechnics

Any stand wishing to use a smoke machine or any other form of pyrotechnics must seek approval of the organisers.

4.7 Risk Assessment

Space Only:

Each Exhibitor MUST undertake a risk assessment prior to the exhibition, identifying the hazards present on-site and ways in which you will minimise and control these risks. You must also obtain copies of risk assessments from all your appointed contractors who undertake work on your stand and incorporate these into your risk assessments as appropriate.
Risk Assessments must be submitted to the organisers here before the specified deadline.

Shell Scheme:

Shell Scheme exhibitors are not always required to undertake Risk Assessments. However, if any of the activities below are planned, you will be required to undertake a risk assessment prior to the exhibition, identifying the hazards present on-site and ways in which you will minimise and control these risks. Activities are:

• Any hazardous or moving exhibits on your stand.
• Any live demonstration or event involving members of the public.
• Any significant construction within your Shell Scheme.
• Where your staff come into contact with other hazardous areas of the exhibition.
• Any other operation, work process or substance which is covered by HASAWA74.

4.8 Responsibilities and Policy Statement

The organisers take their responsibilities as laid out in accordance with the Health and Safety at Work etc Act 1974 very seriously and it is vital that Exhibitors and their Contractors do likewise. The Build-Up, Open and Break Down periods are covered by these and other mandatory requirements:

• The Health and Safety at Work etc Act 1974 (HASWAW74)
• The Management of Health and Safety at Work Regulations 1992
• The Manual Handling Operations Regulations 1992
• The Personal Protective Equipment at Work Regulations 1992
• The Workplace (Health, Safety and Welfare) Regulations 1992
• The Provision and Use of Work Equipment Regulations 1998
• The Control of Substances Hazardous to Health Regulations (COSHH) 1999
• Reporting of injuries, Diseases and Dangerous Occurrences (RIDDOR) 1995
• The Building Regulations 1991 (England and Scotland)
• Environmental Protection Act 1990

As organisers, it is our policy to manage the Slide and OTS Winter show in accordance with the above and make the exhibition a safe environment as far as is reasonably practicable. This section of the manual has been produced to provide Exhibitors with clear, simple suggestions for understanding and implementing a suitable and sufficient safety management programme to comply with Health and Safety procedures.

Exhibitor Responsibilities

As an Exhibitor, you must ensure the health, safety and welfare of your employees, contractors and visitors as far as is reasonably practicable throughout the exhibition. You should ensure that your actions (or in-actions) do not give rise to accidents, injuries or unsafe working environments, provide proper information, instruction and training and supervise all parties throughout the show. You should also check that any contractors, suppliers, agents, etc that you may be using have a Health and Safety Policy, suitable to the exhibition environment.
Your attention is drawn to the Health and Safety at Work etc Act 1974 and the regulations made under this act and you are reminded that the duties imposed by these laws are not reduced, regardless of whether an employer is in their own office or participating at an exhibition. Failure to do so represents a breach of the law, and could result in the prosecution of an exhibitor/contractor by the Health and Safety Executive (HSE).
Among the statutory duties owed under Health and Safety legislation the following are particularly relevant, although this list is by no means exhaustive:

• That a written company Health and Safety Policy should exist if the company is 5 or more strong. See Section 2 (3) of the Health and Safety at Work etc Act 1974 (HASAWA)
• That a “suitable and sufficient” risk assessment should exist in respect to all the significant risks in the business which are not already subject to other regulations, e.g. Control of Substances Hazardous to Health COSHH, noise etc. This assessment must be in writing if the workforce totals 5 or more. (Regulations – MHSW)
• That at least one competent safety adviser must be appointed by an employer to assist him in discharging his health and safety responsibilities. (Regulation 6 – MHSW)
• That every employer has a duty to co-operate with other employers (e.g. exhibition organisers) when sharing a workplace, whether temporary or permanent
• Understanding the Fire and Emergency procedures of the venue and establishing the location of the First Aid room within the venue
• The need to maintain emergency aisles through and to the centre of the halls in build-up and break down situations
• The need for all operatives to wear suitable protective clothing relevant to their job, which includes eye, ear, foot and hand protection
• The need for all operatives to wear hard hats when working beneath or near overhead working or if this is impractical, restricting access in such areas
• The safe use and storage of flammable liquids and substances and segregation from waste and other risk areas
• Ensuring that portable electric tools are used with the minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it
• Ensuring that portable power equipment is used for the purpose for which it was designed and that safety guards are correctly fitted and used
• That stacker trucks are not used by anyone other than fully trained personnel
• Please note that it is against the law to smoke within the exhibition hall, please ensure that your staff and contractors follow this rule
• That disused fluorescent lights are placed in the collection bins in and around the halls, for safe and proper disposal
• That chemicals and flammable liquids are removed from the exhibition venue after use by the user or, in exceptional circumstances, bought to the attention of the venue-cleaning department for safe and proper disposal, such products must not be placed in general rubbish bins or tips
• That any work area is maintained free from general waste materials, which could hazard operatives
• That only scaffolding incorporating standard safety features may be used and that any tower scaffold in use is properly stabilised and propped
• That all electrical work within the halls will be carried out by the organisers’ nominated contractor, compliance with Electricity at Work Regulations 1989 is mandatory
• That all materials used for construction or display be to Local Authority Standards and not less than British Class standards of flammability

Key Requirements for Exhibitors

The organisers recommend that you appoint a safety planning supervisor to manage your on-site Health and Safety (including the provision of proper information and instruction, training guarding and supervision of all parties concerned through the show) and be responsible for the undertaking of the steps below.

Health and Safety Declaration

All exhibitors must complete the Health and Safety Form before the specified deadline to indicate their commitment to Health and Safety at the exhibition.

4.9 CDM Regulations

All personnel including contractors and exhibitors must wear high visibility vests during build-up and break down. Some areas may require use of steel toe capped boots and hard hats. High visibility vests are available to purchase from the Guest Relations desk however we recommend bringing your own.

5.1 Security Advice

• Speak to the organisers’ security company for advice if you have specific concerns.
• Find out if they operate a lockable store for valuable items, such as computer equipment overnight. If they do not, make your own arrangements for safe storage.
• Plan your arrival and departure from the venue during build up and breakdown.
• Ensure that there are at least two representatives setting up and dismantling your stand, so that the stand is never left unattended during these vulnerable periods. Plan to remove all products and portable items from your stand on the first evening of break down.
• Book sufficient staff for your stand during the show. This ensures it is always staffed. Do not ask a neighbouring exhibitor to watch over your stand while you go for a break – they may become busy and not be able to keep an eye on your stand.
• Place a lockable cabinet on your stand. Lock away briefcases, mobile phones, handbags, laptops etc during the day even when you are on your stand. If you get busy, you may not notice someone taking them.
• Please also check all lockable units on your stand before leaving them at night. Remember that most hired cabinets have common locks and should not be regarded as secure.
• Do not position desirable items at the front of your stand. You may not always be able to keep an eye on them and they may be easily removed.
• Book a night security guard, or hire an alarm or night sheet. The organisers can provide details of where such items can be hired.
• If there are high value items on your stand, take them away each evening if at all possible.
• If you employ a guard, please ensure you inform the event organiser’s office.
• Avoid leaving your stand each evening before visitors are clear of the show.
• Likewise, ensure your stand is fully manned by the show opening – remember however, the halls are open each morning from 8am for all exhibitors and their maintenance staff.
• Report anything of a suspicious nature to the organisers or security. Leads can be followed up to avoid incidents of theft.

6.1 Electrical Regulations – Summary

7.1 Waste Management guide/regulations

Please ensure you maintain good housekeeping at all times and dispose of waste in an appropriate manner. All waste must be removed from the hall at the end of the exhibition. Emergency gangways must be kept clear to allow cleaning and emergency access/egress at all times.

If any waste is left by an exhibitor after break down they will be charged by the venue for it’s removal.

7.2 Water and Waste

Should you require water and waste removal for your stand, this can be ordered through Exhibition Centre Liverpool here.