Lourda Derry - Easyfairs · 2 THE ORGANISING TEAM Managing Director Matt Benyon Tel: +44 20 8843...

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Dear Exhibitor, This Exhibitor Services Manual is a comprehensive guide to the technical services available at Tank Storage Middle East. We request that Exhibitors study in detail all the services available and comply with all the instructions. This particularly applies to the application deadlines on each order form. Failure to do this causes frustration and inconvenience to all parties and will result in additional costs and surcharges to you, the Exhibitor. We therefore ask you to give this due consideration. The manual is separated into three parts: Section One contains important information including dates and times for build-up/move-in and breakdown/move-out of the Exhibition and general Exhibitor guidelines. Section Two contains important health & safety information. It is vital that all Exhibitors read, understand and comply with all instructions in this section of the manual. Section Three comprises all the Exhibitor Services Order Forms; I would recommend that you retain copies of everything for your own records and have them with you onsite during build-up. This information is available online. Finally, this manual is not designed to replace our personal service. If you have any questions, require special assistance or extra explanation regarding any aspect of the manual or the exhibition, please do not hesitate to contact me directly. I look forward to seeing you in Abu Dhabi!

Lourda Derry Operations Director [email protected]

mailto:[email protected]

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THE ORGANISING TEAM

Managing Director Matt Benyon Tel: +44 20 8843 8800 Email: [email protected]

Operations Director Lourda Derry Tel: +44 20 8843 8800 Email: [email protected] Operations Executive Amélie Degueldre Tel: +44 20 8843 8835 Email: [email protected]

Event Manager Nick Powell Tel: +44 20 8843 8801 Email: [email protected]

Sales Manager Davinia Bourdon Tel: +44 20 8843 8807 Email: [email protected]

Sales Executive

Matt Barlow

Tel: +44 20 8843 8817

Email: [email protected]

Marketing Project Manager Colette Folan Tel: +44 20 8843 8803 Email: [email protected]

Marketing Assistant

Laurence Delcroix

Tel: +44 20 8843 8858


Fax Number for all above + 44 (0)20 8892 1929

Please feel free to contact us at any time if you have any queries relating to your stand or the exhibition.









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IMPORTANT DATES AND TIMES BUILD-UP: Space Only construction Sunday 25 January 2015 08:00 – 19:00 Shell Scheme stands Sunday 25 January 2015 12:00 – 19:00 Visitor Open Hours & Exhibition Hall Open Hours:

Open Close

Monday 26 January 2015

Conference Registration 08:30 09:00

Conference 09:00 17:30

Exhibition 10:00 18:00

Evening Reception (based at the

Hyatt Capital Gate Hotel)

19:00 21:00

Tuesday 27 January 2015

Conference Registration 08:30 09:00

Conference 09:00 17:00

Exhibition 10:00 17:00

BREAKDOWN: Tuesday 27 January 2015 17:30 – 20:00 Empty boxes will be returned by EFI Logistics from storage at 16:30 on Tuesday 27 January to prevent any losses or damage during the breakdown period. Exact breakdown guidelines can be found in Section One.

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DEADLINES

Operations Deadlines Custom build/space only stand approval : 05/12/2014 Health & Safety Form return: 19/12/2014 Risk Assessment Form return: 19/12/2014 Liability Insurance return: 19/12/2014 Marketing Deadlines Exhibition catalogue entry 05/12/2014 Free-secure mailing 12/12/2014 Telemarketing 09/01/2015 Freight Deadlines – EFI Logistics Freight Order Form 19/12/2014 Exhibiting Deadlines Please order items by Friday 19th December. Orders made after this date will be liable to a surcharge

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TANK STORAGE MIDDLE EAST 2015

26 – 27 JANUARY 2015

ABU DHABI NATIONAL EXHIBITION CENTRE, ABU DHABI

SECTION ONE

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CONTENTS - SECTION ONE

1. Address of Venue 2. Alcohol 3. Alteration of Exhibition Layout 4. Audio Visual 5. Badges & Passes 6. Balloons 7. Banking 8. Build-up/Move-In 9. Breakdown/Move-Out 10. Car Parking 11. Cargo Delivery 12. Carpet/Floor Covering 13. Catering 14. Cleaning 15. Conference Delegate Pass 16. Contractors Desk 17. Copyright Act 18. Courier Shipments 19. Customer Services 20. Customs Clearance 21. Deliveries 22. Demonstrations on Stands 23. Dilapidations 24. Disabled Persons 25. Electrical Regulations 26. Evening Reception 27. Exhibition Catalogue 28. Exhibits 29. Fascia Name Boards (shell scheme) 30. Fire Regulations 31. First Aid 32. Floor Loadings 33. Floral & Plant Hire 34. Floorplan 35. Freight Forwarding 36. Furniture 37. Gangways

38. Health & Safety 39. Height Limits 40. Hotel Accommodation 41. Insurance 42. Internet Connections 43. Large/Heavy Exhibits 44. Lifting & Handling Onsite 45. Location Map 46. Lost Property 47. Operations/Organisers Office 48. Piped Services (gas, water, etc) 49. Pillars 50. Public Announcements 51. Regulations 52. Removal of Exhibits 53. Rigging 54. Security 55. Shell Scheme 56. Shell Scheme Dimensions 57. Shell Scheme Extras 58. Shell Scheme Interior 59. Smoking 60. Space Only Sites 61. Stand Assembly & Dismantling 62. Storage 63. Telephones 64. Traffic Regulations 65. Venue Access 66. Venue Map 67. Waste Management 68. Water & Drain 69. Contractor Reference Guide

Appendix A – Location Map Appendix B – Venue Map Appendix C – Shell Scheme stands

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INTRODUCTION By virtue of the agreement between the Exhibitor and the Organisers, the Exhibitors commit themselves to strict compliance with the regulations pertaining to stand construction and fittings. 1. ADDRESS OF VENUE Abu Dhabi National Exhibition Centre Khaleej Al Arabi Street P.O. Box 5546 Abu Dhabi United Arab Emirates T: +971 (0) 2 444 6900 F: 971 (0) 2 444 6135

2. ALCOHOL

Alcohol must be provided by the official caterer ADNH/Compass. In order to serve alcohol, exhibitors

must apply in writing to the ADNEC Catering Manager at least 7 weeks prior to the event with the

following information: Date of Event, exact location alcohol is to be served, estimated number of

visitors to be served and timing of the event.

Exhibitors wishing to offer visitors alcohol sampling must arrange for this to be implemented in a

“closed” environment.

3. ALTERATION TO EXHIBITION LAYOUT Unforeseen circumstances may occur which necessitate an alteration in the layout of the exhibition floor plan; Exhibitors will be informed of any changes made. The Organisers cannot be held liable for any detriment that this may cause the Exhibitor.

4. AUDIO VISUAL A variety of AV equipment is available for hire during the Exhibition. Please note that volume/noise must be kept to a level that does not disturb other Exhibitors. Items can be ordered via your online My easyFairs account. If you do not have your login details, contact

Marketing Assistant: Laurence Delcroix Email: [email protected] Films, videos, and slides are subject to censorship in U.A.E. All such items must be in English and should be sent at least 30 days prior to the show. These items should be sent to: JKK International Freights LLC (Name of Exhibition) P.O. Box 120623 WA-1, Unit 03, Dubai Investment Park Dubai, UAE For (Exhibitor Name) You should prepare a pro-forma Invoice to cover the dispatch of these audio-visual items.

5. BADGES AND PASSES For security reasons all Exhibitors will be required to wear their badges during the Exhibition. You will be provided with a link to register your stand personnel and badges will be avai lable for collection onsite during build-up. If you have any questions in relation to this please contact:

Marketing Assistant: Laurence Delcroix Email: [email protected] Tel: +44 (0)20 8843 8858 Fax: +44 (0)20 8892 1929



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6. BALLOONS Helium-filled balloons are permitted. A dilapidation charge will be made to cover the cost of retrieval if they become loose and float to the roof. Applications for permission to use them must be submitted to us in writing, with a risk assessment, at least 36 weeks prior to the event. 7. BANKING The nearest ATM machines are either located in the Grandstand near the VIP Entrance, near the Food Court or in H Door.

8. BUILD-UP Space Only construction: Sunday 25 January 2015 08:00 – 19:00 Shell Scheme stands: Sunday 25 January 2015 12:00 – 19:00 Please ensure that your contractors are aware of these times, and plan accordingly as no extension to these working hours will be permitted. The Organisers may dispose of an Exhibitor’s stand space without further notification or formal notice of default if they have failed to meet their obligation to pay the Organisers on time. It is possible to arrange onsite assistance through EFI Logistics, the official freight handling/heavy lifting contractor. Please arrange this in advance to ensure that the required labour/equipment is available.

Contact: Susan Barton EFI Logistics Email: [email protected] Tel: +44 (0)1444 871 314 Fax: +44 (0)1444 237 739

Due to health & safety regulations, no children under the age of 16 are permitted in the building during build-up or breakdown. 9. BREAKDOWN The removal of goods and the dismantling of stands may only begin half an hour after the close of the Exhibition or once the halls are clear of visitors. Please do not remove your Exhibits or dismantle your stand before 17:30 Tuesday 27 January. Please remove personal effects or small and valuable items from your hired furniture and stand as soon as the Exhibition closes to prevent any losses or damage during the breakdown period. All exhibits and displays must be removed from shell scheme stands by 20:00 Tuesday 27 January. Any items left on your stand after this time will be deemed rubbish and disposed of accordingly. Exhibitors may be charged for this waste removal. The return of empty packing materials (if previously stored with EFI Logistics) will commence approximately 30 minutes after the exhibition closes. Please be aware of your exhibits during breakdown; take particular care of handbags, laptop computers, mobile phones and other personal items. IF YOU ARE UNCLEAR OF ANY ASPECT OF THE BREAKDOWN PROCEDURE PLEASE DO NOT HESITATE TO CONTACT THE OPERATIONS OFFICE DURING THE SHOW. Due to Health & Safety regulations no children under the age of 16 are permitted in the building during build-up and breakdown.


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10. CAR PARKING ADNEC has two on-site car parks (Car Park A & Car Park B). See below for the prices:

Charge Period

Free 0-30 mins

AED 10 0 – 1 hour

AED 20 1 – 2 hours






Overnight parking is not permitted without approval. 11. CARGO DELIVERY EFI Logistics are the sole official freight forwarder and on-site handling contractor. All deliveries should be directed through them and must be booked in advance, using the Freight Order Form (See Section Three) by Friday 19th December 2014. All international shipments must be consigned as follows. All airwaybills, bills of lading and invoices should be consigned as follows: Consigned to: JKK International Freights LLC Tank Storage Middle East 2015 P.O. Box 120623 Dubai – UAE For (Exhibitor’s Name)

Notify Party: JKK International Freights LLC P.O. Box 120623 WA-1, Unit 03, Dubai Investment Park Dubait UAE Tel: 00971 4 885 4966 Ctc: Mr Koshy John

For all shipments, copies of documents including air or ocean bills of ladings, airwaybills, invoices and packing lists and other required documentation must be e-mailed to EFI Logistics prior to arrival of goods in Dubai (scanned copies are not accepted). Please indicate name of show representative, their office phone and mobile numbers and e-mail addresses. EFI will be offering a consolidated service for all European and UK exhibitors via their UK warehouse. UK Warehouse address: EFI Logistics Unit I Mid Sussex Business Park Folders Lane East Ditchling Common Burgess Hill West Sussex BN6 8SG See also VENUE ACCESS section



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12. CARPET/FLOOR COVERING Orange carpet is included with all shell scheme stands. If you require a different colour, this can be ordered direct from My easyFairs at an additional cost. If you do not have your login details, contact

Marketing Assistant: Laurence Delcroix Email: [email protected]

No carpet or other floor covering will be provided to space only sites. Space only stands must provide their own floor covering as ADNEC is not a carpeted venue. 13. CATERING ADNEC are the exclusive caterer for Tank Storage Middle East. No outside food or beverage may be brought in the facility by exhibitors, participants or suppliers. For menu selections contact them on +971 (0) 2 406 4210 or +971 (0) 2 406 4226 or see Section Three for Order Form. 14. CLEANING Shell scheme stands will be cleaned for the opening morning. If you require cleaning on any other day, please refer to the order form in Section Three of this manual. All cleaning is carried out at night, not during the exhibition opening hours to ensure the stands are ready prior to the opening of the exhibition. It will be performed on the night before the opening day of the event and each night thereafter. Space Only stands will not be cleaned, unless booked in advance. Please note that a charge will be levied to those Exhibitors who leave bulky items or an excess of rubbish. If you expect to create a large amount of waste through stand construction etc. please contact the operations team to arrange the clearance of this.

Operations Executive: Amelie Degueldre Tank Storage Middle East Email: [email protected] Tel: +44 (0)20 8843 8835 Fax: +44 (0)20 8892 1929

15. CONFERENCE DELEGATE PASS Exhibitors are entitled to a 10% discount on conference fees. For further information, please contact:

Delegate Sales: Kane Langman Tank Storage Middle East

Email: [email protected] Tel: +44 (0)20 8843 8849 Fax: +44 (0)20 8892 1929 16. CONTRACTORS DESK All official contractors can be contacted onsite via the Operations office. 17. COPYRIGHT ACT Please note it is not our responsibility to act as intermediaries in any legal conflict between companies. Any objections with regards to other exhibiting companies need to be made in writing prior to the event, outlining full reasons for the objections being raised. However, we do reserve the right to remove any items deemed to be in breach of copyright or deny access to the exhibiting company. 18. COURIER SHIPMENTS Please note EFI Logistics will charge for the reception, storage and hand over of courier shipments.




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We do not advise shipping of high value or temporary import goods via courier. Small, low value shipments are easier to clear through customs, but choosing not to use our contracted freight forwarder will be at the exhibitors own risk. For further information on customs clearance, please contact EFI Logistics directly.


19. CUSTOMER SERVICES

There is a Customer Service Counter located next to Conference Room A on the ground floor, with printing, copying and Internet facilities available. Laptop, desktop computers and printers are available for hire via your My easyFairs account. If you do not have your login details, contact

Marketing Assistant: Laurence Delcroix Email: [email protected] 20. CUSTOMS CLEARANCE EFI Logistics is the official customs and freight forwarding contractor for Tank Storage Middle East. EFI Logistics provide door to stand transport services by road, sea and airfreight from all international locations. EFI Logistics will operate a complete customs clearance service in Abu Dhabi, including temporary import facility for all goods arriving for the Exhibition. Goods under bond for Tank Storage Middle East must be re-exported by EFI Logistics after the Exhibition. For Exhibitors who wish to use their own freight company, please ensure your shipment is consigned correctly: TANK STORAGE MIDDLE EAST c/0 EFI / JKK International Freights LLC [Exhibitor Name] [Stand No.] P.O. Box 120623 Dubai – UAE For full Shipping Instructions please contact EFI Logistics directly. Please also see the Shipping Instructions guide. We recommend that documentation is sent to EFI Logistics in advance for approval prior to shipment. IF YOUR CASES ARE LOCKED it is imperative that EFI have a set of keys or the lock combination to allow Customs to inspect the contents. Services must be ordered in advance by completing the form in Section Three of this manual. For a complete quotation, please contact EFI with details of your shipment.


21. DELIVERIES Vehicles delivering stock during the open period may arrive 1 hour prior to the show opening. Deliveries will only be allowed up to 15 minutes before the event opening time. No deliveries are permitted once the event is open. All deliveries should be directed to the organiser’s office.




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Addressee TANK STORAGE MIDDLE EAST Organiser’s Office + Stand Number Hall Number ADNEC (Abu Dhabi National Exhibition Centre) PO Box 5546 Mussafah Road Nr. Zayed Military Hospital Abu Dhabi, UAE 22. DEMONSTRATIONS AND ADVERTISING ON STANDS All types of demonstrations (e.g. the operation of machines, video and film shows etc.) require advance notification and the written consent of the Operations team. The Operations team is entitled to restrict or prohibit such demonstrations, even if consent has previously been given, if they interfere with the Exhibition. Full risk assessments, method statements, insurance details, etc. are required as a minimum in all cases. Acoustic advertising also requires authorisation and must not disturb any neighbouring Exhibitors. Musical reproduction by means of radio, tape recorder or CD requires written approval. In accordance with national copyright regulations Exhibitors must obtain permission prior to the beginning of the Exhibition.


23. DILAPIDATIONS Exhibitors are liable for any damage they may cause to buildings, floors, walls, and columns or to any shell scheme equipment or any other Exhibitor's property. Exhibitors are also responsible for any damage caused by their agents or contractors. No Exhibitor may apply paint, lacquer, adhesives or coatings to the building or shell scheme, or drill holes into the floor. The Organisers will inspect every site before erection and after demolition of the stands and any damage caused will be charged directly to the Exhibitor. This includes a charge for removing any carpet tape or heavy building waste left behind. 24. DISABLED PERSONS Disabled persons must be afforded the same opportunities as able-bodied persons - this includes the ability to view exhibits. Please ensure your stand is easily accessible.

25. ELECTRICAL REGULATIONS For safety and liability reasons, only GES, the official electrical contractor, may carry out wiring and installation work at Tank Storage Middle East. The electrical facilities in the hall are subject to the regulations of the Local Authority and the venue. If the exhibitors’ power supply system is found to be faulty, or if it does not confirm to the relevant regulations in every aspect, the Organisers shall be entitled to refuse the connection of the system and/or the supply of power without recourse until the fault has been remedied. We ask that you closely observe the deadline date for ordering electrical connections, to ensure that all orders can be processed, and services supplied in good time. Stand power will be switched on an hour before the exhibition opens, and turned off half an hour after it closes each night. If power is required outside these periods, arrangements must be made with the organising team. N.B 24 hour electrical supply for fridges, etc. must be ordered separately.


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Conditions of use: The use of twin-lead, other than as part of an appliance, is not permitted Motors must include a thermal protection switch. In cases where capacity exceeds 3KW, a star delta switched must be installed as well Leads must be adequately protected from damage Joints must be made by means of wire connectors or terminals, no joints are allowed under the floor or in the walls Metal parts that could become live in the event of failure must be properly earthed, or alternatively, a ground fault switch must be fitted in the group


26. EVENING RECEPTION An evening reception will take place at the Hyatt Capital Gate on Monday 26 January between 19:00 and 21:00.

27. OFFICIAL EXHIBITION CATALOGUE Every exhibitor is entitled to a free catalogue entry in the Tank Storage Middle East 2015 Exhibition Catalogue which is handed out to all visitors. Please ensure that you have completed the Exhibition Catalogue Entry via your My easyFairs account; you are required to provide Company details alongside a company description of 100 words max. If you have any questions regarding your entry please contact:

Marketing Assistant: Laurence Delcroix Tank Storage Middle East

Email: [email protected] Tel: +44 (0)20 8843 8858 Fax: +44 (0)20 8892 1929

28. EXHIBITS Working parts must not project beyond the perimeter of stands, for instance during demonstrations; dangerous components such as sharp protrusions must be effectively shielded. Exhibits may not be covered during the Exhibition open period. The Organisers are entitled to remove such covers without incurring any liability. Unsightly objects should not be placed in public view. 29. FASCIA NAME BOARDS (shell scheme stands) Included in the shell scheme package is the provision of one name board to each open stand side. The company name will be in English. Fascia name boards are white with orange lettering. The company name that appears within your My easyFairs account will be used for the name board. Any changes due to late receipt, or on site changes, will be charged to the Exhibitor. If you require your company logo to be included on your fascia, this will need to be ordered and paid for, via your My easyFairs account.

Operations Executive: Amelie Degueldre Tank Storage Middle East

Email: [email protected] Tel: +44 (0) 20 8843 8835 Fax: +44 (0)20 8892 1929

30. FIRE REGULATIONS Exhibitors must adhere to the regulations of the Local Authority and ADNEC. Failure in this will entail the removal of the offending fittings. All materials used in the building, decorations and coverings of stands must be approved, non-flammable materials. No explosives, flammable fluids or combustible materials may be used on any stand or stored within the venue.




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31. FIRST AID Anyone requiring first aid should report immediately to the operations office in the hall, or a member of security staff, for assistance. First Aid point is located between Hall 7 & 8. To contact First Air, please call Ext: 4444 (or +971 (0) 2 406 444 if dialling from a mobile or outside line). 32. FLOOR LOADINGS Maximum load in all halls and external areas is restricted to 1,000 kg/m2, including duct/trench covers. This is not negotiable. Please ensure the appropriate precautions are made (i.e. 1m x 1m load spreaders must be used, no point load jacking points, loads are kept off the perimeter shaded areas. 33. FLORAL AND PLANT HIRE A variety of floral displays and plants can be ordered for your stand, using your online My easyFairs account. If you do not have login details, contact

Marketing Assistant: Laurence Delcroix Tank Storage Middle East Email: [email protected] Tel: +44 (0)20 8843 8858 Fax: +44 (0)20 8892 1929

34. FLOOR PLAN OF EXHIBITION HALL The floor plan is correct at time of going to press however it is subject to change and the Organisers reserve the right to alter the layout of the Exhibition in any respect and at any time. The most up-to- date floor plan can be found on the Tank Storage Middle East website.

35. FREIGHT FORWARDING The Organisers have appointed EFI Logistics as the official freight forwarding agents. If you are not using your own transport you are strongly advised to dispatch goods via the official contractor as they will be the only operators capable of tracking and tracing onsite. Please refer to the form enclosed in Section Three of this manual. Please contact the EFI Logistics team at any time with questions on freight/customs/storage related questions.

Contact: Susan Barton EFI Logistics


For Exhibitors who wish to use their own freight company, please ensure your shipment is consigned correctly - see Section on DELIVERIES AND HANDLING.

36. FURNITURE A selection of furniture and stand accessories can be ordered online, via your My easyFairs account. If you do not have login details, contact


37. GANGWAYS The exhibition gangways are the minimum permissible by law and have been subject to approval by the Local Authority. All gangways must remain clear at all times. Exhibits must be displayed in such a way as not to obstruct the view of the exhibition area of adjacent stands and must remain within the confines of contracted stand areas.


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38. HEALTH & SAFETY easyFairs Ltd take their responsibility, as laid out in accordance with the Health & Safety at Work Act, etc 1974, very seriously and it is vital that Exhibitors and contractors do the same. The Health and Safety at Work Act embraces the Exhibition and Conference venues as places of work. As an exhibitor, it is essential that you are aware of your obligations of the Act. These responsibilities are to ensure, so far as is reasonably practicable, the health, safety and welfare of all employees and any plant, article, substance or system of work, which may be used, are safe and without risk to health. This includes that all employees and contractors employed by you are provided with information, instruction, training and supervision to ensure the health & safety of themselves and others working, or present, in the vicinity by what they do or fail to do. Main areas which you must give due thought and consideration to before and during your time on site are Understanding the fire and emergency procedures and location of first aid centres. All staff must

be notified of these procedures There is an important need to keep gangways clear during build-up/breakdown and throughout

the show open days. These will be identified to you during build-up and breakdown of the show Working at height must be done in a safe manner using suitable equipment in the approved way

i.e. steps, scaffold towers, hard hats etc. All powered access equipment, i.e. forklift trucks, cranes etc. must be operated by EFI Logistics -

no one else will be permitted to drive or operate machinery of any description in the loading bays or exhibition hall

Only acceptable substances are allowed on-site and full compliance with the COSHH (Control of Substances Hazardous to Health) regulation is required, e.g. fluorescent type lighting tubes require specialised disposal as hazardous waste

Personal Protective Equipment (PPE) is to be used if other protective measures are unrealistic and that employees are trained in its use and limitations

Ensure portable power equipment is only used for the purpose for which it is designed, with safety guards and devices fitted and used. Power leads must be kept to a minimum and not cross gangways. Power requirements must not overload the systems. Such equipment must never be left unattended with power supplied to it

Please do not create a floor hazard at any time All staff must be trained to ensure that safe working practices and good housekeeping is

maintained in all work areas, minimising hazards At all times Exhibitors must obtain their contractors Health & Safety Policy, details of specific

safety procedures, competence and training of staff and the named individual safety officer responsible for the company.

Please ensure all contractors employed are aware of these health & safety responsibilities. Please complete the Health & Safety form and the Risk Assessment in Section Three; these can also be found online.


39. HEIGHT LIMITS The overall height of booths should not exceed 4000mm unless your technical plans have been agreed by the Operations team. Requests for space only stand to build to heights over 4000mm will be considered, providing that they are submitted in good time, along with technical drawings, dimensions and structural calculations. Further fees may be incurred for structural calculation sign-off from an independent contractor. Please submit your stand drawings to


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40. HOTEL ACCOMMODATION The official hotel for Tank Storage Middle East, is the Hyatt Capital Gate; to benefit from the preferential rates we have secured, rooms must be reserved as soon as possible. Please follow this link for booking (use the block number G-EF04) , or refer to the Tank Storage Middle East website for more information. The rate is available from the 25th to the 28th of January 2015. If you wish to arrive earlier or stay longer, I recommend you fill in the Hotel Booking Form in section 3 of the manual.


41. INSURANCE Whilst we take every precaution to protect your property during the event, the Organisers cannot accept responsibility for damage to stands or loss of any property on any stand or anywhere else in the exhibition hall, or in any course of its delivery or removal from the building for any cause whatsoever. The Organisers are not responsible for any loss sustained by Exhibitors from fire, theft, damage or any reason, or for personal injury or loss to or by any person employed by the Exhibitor or third parties. You are also responsible for insuring against any legal liability incurred due to injury or damage to property belonging to third parties. In addition to this you should protect your expenditures against abandonment and cancellation or curtailment of the event due to reasons beyond our control. Please ensure we receive a copy of your insurance certificate no later than Friday 19th December. 42. INTERNET CONNECTIONS Wifi is available throughout the venue, but is not free of charge. Please refer to section 3 of the manual to download the IT Order Form.

Contact: Amelie Degueldre Operations Executive

Email: [email protected] Tel: +44 (0)20 8843 8835

43. LARGE/HEAVY EXHIBITS If you plan to exhibit a large or heavy piece of equipment or vehicle please contact EFI Logistics at the earliest time. Heavy Lifts by crane or forklift will be scheduled in advance. EFI Logistics will schedule move-in and move-out of any large and heavy exhibits.


44. LIFTING AND HANDLING ON SITE EFI Logistics have been appointed as the sole official onsite lifting and handling contractor; they are the only team permitted to operate freight handling services for the event. Please note: Heavy lift by crane or forklift must be scheduled in advance. Contact the EFI Logistics team at the earliest opportunity with details of your exhibit and lifting requirements.



http://abudhabi.capitalgate.hyatt.com/en/hotel/home.html

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45. LOCATION MAP See appendix A. 46. LOST PROPERTY Any items lost/found should be reported to the Operations office. 47. OPERATIONS OFFICE The Operations Office is located on the show floor. Should you have any problems or queries please do not hesitate to visit us.

48. PIPED SERVICES

Compressed air, water and waste services can be ordered for your stand. See section three of the manual to download the ordering form. If you have any questions, please contact



49. PILLARS IN HALLS ADNEC is a pillar-free venue. 50. PUBLIC ANNOUNCEMENTS The public address system is reserved for Organisers, police and security announcements only. It cannot be used for messages from Exhibitors or visitors during the show. 51. REGULATIONS By virtue of the agreement between the Exhibitor and the Organisers, Exhibitors commit themselves to strict compliance with all regulations of the Organisers, ADNEC and the Local Authority. 52. REMOVAL OF EXHIBITS The deadline for goods collection is 20:00 Tuesday 27 January. Your freight/courier company should be made aware of this deadline. Anything left in the exhibition hall after this time will be removed without notification and storage or disposal fees will be incurred. The Organisers are not responsible for any items left in the exhibition hall. If you have any problems with your goods collections, please notify EFI Logistics in advance so that alternative arrangements can be made.


53. RIGGING You will find the rigging ordering form in section three of the manual. Contact the Operations team if you have any questions:


54. SECURITY The Organisers will take every reasonable precaution throughout the Exhibition; however




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organisers’ security is designed to secure the exhibition hall, not the contents of individual stands. Exhibitors should take care to ensure that their goods are safeguarded and should not leave their stands unattended during the build-up, breakdown or open hours of the show. The Organisers cannot be held responsible for any loss, damage or accident that may occur to any Exhibitors property or personnel therefore Exhibitors MUST arrange full insurance cover. Please ensure that Exhibitor Badges are worn at all times. Additional individual security can be ordered through the Operations team.


IMMIGRATION & LABOUR LAW

UAE Labour Law prohibits the hiring or contracting of any illegal labour. Exhibitors and Contractors violating this law can be sentenced to one month jail and fined up to 50,000/-Dhs, per person.

The UAE Immigration Control Department make regular unannounced inspections at ADNEC.

ADNEC Security is responsible for the access control to the building, access will only be granted to those carrying the correct labour cards.

ADNEC’s Surveillance Team was created as a safety net in an attempt to prevent any such spot checks finding illegal workers on the premises. ADNEC’s main aim is to have a smooth and successful Build Up, Open Period and Breakdown. All exhibitors and contractors should be fully aware of this UAE law.

All contractors therefore must carry an up to-date Labour Card – see below sample

.

Any other cards will NOT permit access (driving license, medical card, Emirates ID etc).

International guests will be required to supply a copy of their temporary visa.

Sub-contracting; it is extremely important that these rules and regulations are adhered to Any contractors, who sub-contract, must have an official agreement in writing, between the two parties, under the official agreement of “Subcontract Agreement No:” (this official form can be found in any UAE book shop). To ensure this document will be accepted by ADNEC access Control Areas – the two parties must have both their company stamp shown on the documentation. All labourers must provide a labour card that endorses their employment with either the contractor and or subcontractor.

VISAS

It is essential that all working personnel check, prior to departure from their homeland, that they do not require a visa.

Any events that have international visitors attending can apply for an entry visa via ADNEC’s External Services Department ensuring a smooth transition into the country. Please note that it is up to the individual to ensure that they check whether they require a visa or not. To


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download the application form please visit: http://www.adnec.ae/destinations/abu-dhabi/visa-information

EXHIBITION VISA

The ‘Exhibition Visa’ has been created by ADNEC and is fully approved by the Government / Abu Dhabi Immigration.

By the immigration law, this visa is issued to exhibitors whom will be attending (working at) exhibitions at ADNEC and includes the following categories: Exhibitors , Contractors , Guest Speakers , Production Managers , Producers, Crew ,Entertainers , Dressers, Make up & hair artists, Film crews etc.,

This ‘Exhibition Visa’ states they will work temporary in UAE. There is no need for these categories to hold a UAE work permit, although a contract between them and the organiser is required.

By the law please note the advantage of exhibition visa is allows the applicant a job title which will be mentioned on his/her visa as employee, unlike the tourism visa the holder can’t work as an exhibitor or do any official activity in the exhibitions, conferences and shows in Abu Dhabi.

55. SHELL SCHEME Technical Terms & Conditions – Shell Scheme

White Shell Scheme with aluminum upright posts.

Height from floor to underside of ceiling grid is 2430mm.

The visible display area of each infill panel is 2340mm x 946mm.

Fascia boards (30cmH x 2mW) can be removed if you request so, however PLEASE BE AWARE that if your stand exceeds 2.5m in height, you must abide by the same procedures as SPACE ONLY stands (see point 3.3 below). Please send your stand plans to [email protected] for approval.

Electrics will be provided: 3 x 35W Metal Halides spotlights and 1 x 400W UK-3Pin type socket.

You cannot fix anything to the wall panels using nails, staples or screws. Lightweight polyboard or card panels can be fixed with double sided Velcro or double-sided sticky fixers. Support brackets and chain packs must be used to hang heavier items.

Use of beamers and light effects outside the stand is forbidden.

For security reasons, all exhibitor material has to remain within the stand area.

Orange carpet will be provided on your stand. If you require a different colour to the one supplied, this can be ordered via your My easyFairs account, at additional cost.

Premium stands will include:

Company logo using forex infill panel (1mH x 1mW)

3 x Black ISO Chairs

1 x Round glass top – coffee table

1 x White Lockable Cabinet

1 x Literature Rack

1 x Waste Bin

3 x 35W Metal Halides spotlights

1 x 400W UK-3Pin socket

http://www.adnec.ae/destinations/abu-dhabi/visa-information

http://www.adnec.ae/destinations/abu-dhabi/visa-information


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To upgrade to a premium stand, please contact your existing sales representative:

Event Manager: Nick Powell Tank Storage Middle East Email: [email protected] Tel: +44 (0)20 8843 8801 Fax: +44 (0)20 8892 1929

Sales Manager: Davinia Bourdon Tank Storage Middle East


Sales Executive: Matt Barlow Tank Storage Middle East Email: [email protected] Tel: +44 (0)20 8843 817 Fax: +44 (0)20 8892 1929

Please remember that Exhibitors are liable for any damage caused to buildings, floors, walls, and columns or to the shell scheme panels. Exhibitors may not apply paint, lacquer, adhesives or coating to the building, columns or floors. No bills, signs, floor coverings or other articles should be pasted, nailed, taped or otherwise attached to the walls, floors, ceilings, columns, partitions, or trim. Panels cannot be painted.

56. SHELL SCHEME DIMENSIONS Please refer to SHELL SCHEME above and appendix C.

57. SHELL SCHEME EXTRAS

Additional items such as shelves, cupboards and graphics may be ordered for your shell scheme stand online using your My easyFairs account. If you do not have your login details, contact

Marketing Assistant: Laurence Delcroix Tank Storage Middle East


58. SHELL SCHEME INTERIOR All interior stand fittings and exhibits must be contained within the shell stand structure and must not project into or over the gangways. Please do not nail, screw or staple anything to the shell walls. Lightweight displays can be attached using double-sided sticky fixers or Velcro. If you have any heavy requirements please contact the Operations team, who will be able to give you detailed advice.


59. SMOKING Under the Smoking (Prohibition in Certain Places) Act (Cap 310), smoking is strictly prohibited in the halls, toilets, all air-conditioned areas and within 5 metres of all entrances and exits of the Centre. Kindly also note the distinction of smoking and non-smoking areas when dining at the catering outlets.

60. SPACE ONLY SITES If you have not booked a shell scheme stand it is your responsibility to design and construct your own stand - you will receive no items from the Organisers (remember to order your carpet/ flooring and electrics for the area). Please give the Operations team details of the contractors that will be constructing the stand so that they can liaise with them regarding build-up etc.


The overall height can exceed 4000mm; flooring platforms should not exceed 100mm. Platforms up







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to 600mm must be submitted for approval. Technical drawings with dimensions and a full risk assessment must be submitted and approved, otherwise build will not be permitted – by Friday 5th December. Things to consider:

On divided sites it is the responsibility of the exhibitor to erect and decorate any back wall facing other stand areas, up to the height you are building.

Space only stands with permission to build over 2500mm should decorate both the front and the back of the panels – no advertising materials must be displayed onto neighbouring stands.

You are permitted to build over 4000mm. 90° platform corners are not permitted at ADNEC. Corner protectors can be purchased

from the ADNEC, please contact the Business Centre on +971 (0) 406 3645 or email [email protected]

All construction and displays must be made from fireproofed materials and installed to the satisfaction of the authorities – please refer to the sections on SAFETY REGULATIONS and STAND ASSEMBLY AND DISMANTLING when drawing up your plans.

61. STAND ASSEMBLY & DISMANTLING Exhibits and stand equipment which are not permitted or are a nuisance due to odour, insufficient cleanliness, noise or any other reason must be removed immediately at the Organisers request. If the Exhibitor refuses to remove such objects the Organisers are entitled to close the stand. The Exhibitor shall have no right to claim refund of the stand rental or to any other claims as a result of closure. Clearing of the stand by the official deadline is solely the responsibility of the

Exhibitor. The Organisers reserve the right to charge storage fees for exhibits/stand fittings, which have not been removed by the deadline and are furthermore entitled to have such exhibits/stand fittings removed and stored immediately by a suitable contractor at the expense and risk of the Exhibitor.

The Exhibitor is not entitled to remove exhibits from the stand or to begin dismantling the stand until the official period for dismantling commences (refer to the BREAKDOWN section).

It is not permitted to fix floor coverings by bonding or to paint hall walls, pillars or any other parts of the halls. If this rule is not observed the walls, etc. will be restored to their original condition by a contractor (to be selected by the venue) at the expense of the Exhibitor. Drilling or shooting in of bolts as well as the hammering of steel nails, dowels etc. into floors, pillars, ceilings and walls is not permitted.

Identification signs or similar objects may not obstruct public gangways. Stand boundaries must be observed.

All junction boxes, temporary telephone connections and other technical facilities in the halls must be kept accessible at all times. Where necessary openings are to be made in the stand ceilings and floors.

62. STORAGE It is not permissible to store packing materials (cases, pallets etc.) in the hall. EFI Logistics will operate an empty case storage service: they will tag, remove, store and return your empty packing materials on request. Please order this service in advance using the order form in Section Three of this manual. It is forbidden to store exhibits or materials between or behind stands due to the risk of fire.




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63. TELEPHONES Arrangements for telecommunications services including installation, networking of telephone, data, ISDN, internet, cable TV, fibre optic and satellite connections can be ordered through the ordering form in section three of the manual.

Contact: Amelie Degueldre Operations Executive Email: [email protected] Tel: +44 (0)20 8843 8835

64. TRAFFIC REGULATIONS In order to ensure efficient delivery to the exhibition hall and an orderly flow of traffic during the move-in/move-out, ADNEC regulations must be observed. All vehicles must leave the loading area as soon as they have unloaded. Private cars are only allowed in the loading areas for 30 minutes. Access for emergency vehicles must be left clear at all times. Any parked vehicles will be towed away at the owners’ expense. All heavy vehicles weighing above 2.5 tonnes are prohibited from using Abu Dhabi city roads between the hours of 6:00am and 8:00am as well as 13:00pm and 15:00pm. Violators of the ban will be fined AED 1,000 and have their vehicles impounded for 7 days. Repeat offenders will also receive an additional AED 1,000 fine and a further 14-day impoundment. The driver would also acquire 8 points on his licence upon each violation. The ban does not apply on Public Holidays, or at weekends. Please ensure that your contractors are aware of this Governmental law. 65. VENUE ACCESS Arriving by Air: Abu Dhabi International Airport is just 15 minutes from ADNEC. Metered taxis to ADNEC are readily available outside the arrivals hall. Arriving by Car: ADNEC has two on-site car parks (Car Park A & Car Park B) with a combined capacity of 6,000. Highly trained personnel are on-site 24 hours a day to assist with traffic management. Arriving by Coach: A deluxe daily coach service runs between Abu Dhabi and Dubai, starting from the Deira bus station in Dubai to the Taxi Stand near Al Wahda Mall, Abu Dhabi stopping at Zayed Sports City near ADNEC.

66. VENUE MAP See Appendix B 67. WASTE MANAGEMENT In order to reduce the volume of overall waste we urge exhibitors/contractors to maximise their efforts to re-use and recycle materials where possible. All effort should be made to minimise waste. A charge will be levied to those Exhibitors who leave bulky items or an excess of rubbish, including publications.

68. WATER & DRAIN Water and waste services can be ordered for your stand. Items can be ordered via your online My easyFairs account. If you do not have your login details, contact




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69. REFERENCE GUIDE TO CONTRACTORS

Accommodation Hyatt Capital Gate, Abu Dhabi

Book your room Tel: +971 (0)2 596 1234 Email: [email protected]

AV Carpet Electrics Floral Furniture Shell scheme Extras

‘My easyFairs’ account If you do not have your login details, contact [email protected] Please complete the stand grid plan on page 36 for service locations

Catering ADNEC Tel: +971 (0)2 406 4210

Email: [email protected] Internet & Telecoms ADNEC Tel: +971 (0)2 406 3666


Logistics Freight Forwarding/ Forklifts/Storage

EFI Logistics Tel: +44 1444 871314 Fax: +44 1444 237749 Email: [email protected]

Piped Services Water, waste, compressed air

‘My easyFairs’ account Tel: +44 20 8843 8835 Fax: +44 20 8892 1929 Email: [email protected]

Space Only Designs GES Tel: +44 (0)121 782 4446 Fax: +44 (0)121 782 4545 Email: [email protected] Website









http://www.ges.com/us/logistics

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APPENDIX A

Location Map

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APPENDIX B Venue Map

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APPENDIX C Standard Shell Scheme Stand

Premium Shell Scheme Stand

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26 – 27 DECEMBER


SECTION TWO

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STATEMENT “Our policy is to provide and maintain safe, healthy working conditions, equipment and systems of work for all employees and to provide such information, training and supervision as they need for this purpose. We also accept our responsibility for the health & safety of other people who may be affected by our activities.” LEGISLATION Under the Occupational Health & Safety Act 1974, employers must ensure, so far as reasonably practicable, the health, safety and welfare at work of their employees. Specifically in relation to exhibitions this means the Exhibitor must provide and maintain plant and systems, ensure safety and absence of risk to health in connection with the use, handling, storage and transport of articles and substances, provide such information, training and supervision as is necessary to ensure the health & safety at work of all employees and to ensure the provision and maintenance of a working environment that is safe and without risk. ACCIDENTS Any accidents that occur within the exhibition hall must be reported to the Organisers, security officers, duty manager or medical centre immediately. The Operations office can be found within the hall. ALCOHOL & DRUGS The abuse of alcohol, drugs or other substances can affect work performance and safety. Any person found to be under the influence of such substances and who, in the opinion of the Organisers and their representatives, constitutes a danger to themselves or other people will be removed from the Exhibition by the show security officers. COMPLEX STRUCTURES These are any form of construction of any height, which may require input from a structural engineer and/or has, through a risk assessment, been found to provide significant risk. These include any structure, regardless of its height, which requires structural calculations; multi-storey stands; any part of a stand or exhibit which exceeds 4m in height; suspended structures e.g. lighting rigs; sound/lighting towers; temporary tiered seating; platforms and stages over 0.6m in height. The stability and safety of all complex structures must be established prior to arrival on site and certified prior to the Exhibition opening by an independent structural engineer. Please refer to the section SPACE ONLY SITES for more information. COOKING ON STANDS Cooking is not permitted on any stands. DEMONSTRATIONS All demonstrations must be carried out in accordance with health & safety regulations and therefore must not constitute a fire or safety hazard to the demonstrator or audience. Full details must be submitted, together with a risk assessment of the activity, to the Organisers at least 6 weeks prior to the event. The organisers reserve the right to stop working demonstrations on site if they in any way pose a threat to exhibitors or visitors or disturb neighbouring stands. EMERGENCY PROCEDURES In the case of an emergency the evacuation procedures will be announced on a dedicated fire/evacuation PA system. There are fire alarm pull down boxes located at all designated exits and smoke detectors are located throughout ADNEC. All emergency exists and clearways are identified

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with marked green and white exit signs over the doors; exhibitors must not restrict access to any fire fighting equipment or fire exits. FIRE & SAFETY Exhibitors must adhere to the regulations of the Local Authority and ADNEC. Failure in this will entail the removal of the offending fittings. All materials used in the building, decoration and covering of stands must be of approved non-flammable materials. No explosives, inflammable fluids or combustible materials may be used on any stand or stored within the venue.

Exhibitor’s materials and/or equipment, etc, must remain within the space assigned.

Aisles must be kept clean and uncluttered at all times.

Fire exits, hose cabinets and pull stations are to be in full view and kept clear at all times.

All materials used for draping or decorating must be fire resistant and have a flameproof rating approved by the Fire Department. In addition, the Exhibitor must have testing certificates and labels on all items available for Fire Department inspection. Dust covers must be fire resistant or treated with flame retardant solution. The Fire Department or ADNEC may choose to test any materials brought into the venue.

Packing materials must be returned to the empty cartons. Accumulation of these materials and empty cartons or crates is prohibited in the booth area. Storage of these items must be arranged with your show services provider.

No hazardous display of any nature will be permitted in any areas of ADNEC. This includes open flames, hot coals, candles, LPG (liquid propane gas) lighters, charcoal grills, flammable gases, liquids or solids, LPG containers, toxic gases, liquids or solids, hazardous chemicals or any hazardous gas, liquid or sold of a similar nature.

No propane is allowed in ADNEC.

Helium-filled balloons are permitted in the facility. Helium tanks must be stored at the loading dock. Helium and compressed air tanks, while in use, and/or being transported to the room(s), are to be secured on an appropriate cart. An hourly labour charge will be levied for removal of balloons that have risen to the ceiling.

MSDS (Material Safety Data Sheets) may be needed and provided to ADNEC for products brought into the venue. Please contact the Facilities Department for additional information.

If vehicles are being brought in, minimum gas levels apply (contact Organisers for further information).

FIRST AID Anyone requiring first aid should report immediately to the operations office at the rear of the hall, for assistance. First Aid point is located between Halls 7 & 8. To contact First Aid, please call Ext: 4444 (or +971 (0) 2 406 4444 if dialling from a mobile or outside line). HEALTH & SAFETY DECLARATION All exhibitors must complete the Health & Safety Declaration which can be found at the end of this manual.

Operations Executive Amelie Degueldre Tank Storage Middle East Email: [email protected] Tel: +44 (0)20 8843 8835 Fax: +44 (0)20 8892 1929

HEAVY LIFTING

In the interest of Health & Safety only the official contractor, EFI Logistics, will be permitted to operate mechanical and other cargo handling equipment in the exhibition hall and unloading areas. Please refer to the form in Section Three of this manual.

Contact: Susan Barton EFI Logistics


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Email: [email protected] Phone: +44 (0)1444 871 314 Fax: +44 (0)1444 237 739

PLATFORMS/STRUCTURES Platforms and stages that exceed 600mm in height must be treated as ‘complex structures’ – special approval therefore needs to be sought. Please see the paragraph on COMPLEX STRUCTURES for more information. Any stand incorporating a platform floor (and in particular one over 100mm high) should have a ramp. The slope of any ramp should be uniform and no steeper than 1:12 gradient. The surface of any ramps should be imperforate and non-slip in texture. Any ramp and its associated landings should have clear headroom not less than 2.06m throughout. The minimum width of a ramp provided for use by the disabled should be 1m. Any ramp should be clear of obstructions. RULES & REGULATIONS

A health & safety representative must be appointed for each stand.

Emergency gangways must be kept clear at ALL times and emergency exits must be maintained.

All tools must be adequate for the job and protected from any hazards e.g. electricity.

Electrical leads must not cross any gangway.

All exhibitor stand personnel must understand all fire and emergency procedures and location of first aid centres.

Working at height must be carried out in a safe manner using suitable equipment in the approved way e.g. scaffold towers, ladders.

Ensure good housekeeping in work areas thereby minimizing hazards and allowing any remaining hazards to be easily identified.

Only acceptable substances are allowed on site and full compliance with the Control of Substances Hazardous to Health (COSHH) regulations is required.

Petrol powered equipment must not be used.

Portable power equipment must only be used for the purpose for which it is designed and the correct safety guards and devices must be fitted and used.

Personal Protective Equipment (PPE) must only be used where other protective measures have been considered unrealistic.

Employees must be trained in its uses and limitations.

Exhibitors must obtain their contractor’s Health & Safety Policy, details of specific safety procedures, competence and training of staff and the named individual safety officer responsible for the company.

Please ensure all contractors, especially those from overseas, are aware of the above rules, regulations and legislation.

Any violations on concerns regarding any of the points raised in this section should be reported IMMEDIATELY to the operations office.

Please note that these rules and regulations are subject to revision or addition at any time. Exhibitors and contractors will be notified immediately of any such revisions or additions.

As the Organisers, we are required by law to ensure ALL exhibitors and contractors abide by the regulations and all requirements of health & safety legislation.

Please ensure all contractors employed are aware of their health & Safety responsibilities.


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THE MANAGEMENT OF HEALTH & SAFETY AT WORK REGULATIONS 1992 – REGULATION 3

Every exhibitor must make a ‘suitable and sufficient assessment of the risks to the health & safety of employees to which they are exposed whilst they are at work; and the risks to the health & safety of persons not in his employment arising out of, or in, connection with, the conduct by him or his undertaking’. The risk assessment must include all your activities at the Exhibition i.e. build-up, exhibition open days (including demonstrations) and breakdown. You must:

Identify the hazards

Evaluate the risk

Take into account existing control measures already in place

Recommend control measures to comply with the relevant statutory provisions

Take into account groups of people especially at risk

Identify information needs.

RISK ASSESSMENT All exhibitors should ask themselves the following questions and ensure all onsite personnel are aware of any possible hazards and what procedures to follow should an accident happen. 1. WHAT ARE THE HAZARDS? Identify anything relating to your stand or participation at the event that could result in serious harm or affect several people e.g. mechanical: machinery, vehicles, equipment. Energy Sources: electricity, gas, air, water. Chemical: substances, products. Environmental: noise, dust, light, work surfaces. Physical: activity such as lifting, carrying, climbing. (This is just a guideline and not exhaustive.) 2. WHO MIGHT BE HARMED? These need only be groups of people, for example contractors, staff on stand, people sharing your space and visitors. The more vulnerable must also be accounted for e.g. foreign employees, less-able people inexperienced staff. 3. THE NATURE OF RISKS? This is where the risks arising from the hazards are evaluated and a decision made whether existing precautions are adequate, or if more should be done. For each hazard decide whether the risk is low, medium low, medium, medium high or high. To assist you in your decision you must decide: “What could the worst result/outcome be?”

How likely is it to happen? How often is the job done?

How likely is it that something can go wrong?

How many people are likely to get hurt if things do go wrong; could this include non-employees?

If the hazard is significant, ask if the hazard can be eliminated, if not, how can the risk be controlled so that harm is unlikely?

4. RECORD FINDINGS It is essential that you can demonstrate that:

A proper assessment was carried out

The people who may be affected are identified

All the obvious significant hazards are recorded, taking into account the number of people who could be involved

The precautions and the risk is low

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5. REVIEW & REVISION It is required that exhibitors review and, if necessary, modify their risk assessments on a regular basis. If there is change in work processes, the assessment should be updated to take account of any new hazards.

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26 – 27 JANUARY


SECTION THREE

Click on the relevant link below to be taken to the order form

Freight Order Form

Shipping instructions

Stand Cleaning Order Form

Rigging Order Form

Entertainment Permit Form

Stand Catering Order Form

Parking Order Form

IT&Telecommunications

Hotel Booking Form

http://www.easyfairs.com/fileadmin/groups/8/TS_Middle_East_2015/TSME_2015_Freight_Order_Form.pdf

http://www.easyfairs.com/fileadmin/groups/8/TS_Middle_East_2015/TSME_2015_Freight_Order_Form.pdf

http://www.easyfairs.com/fileadmin/groups/8/TS_Middle_East_2015/TSME_2015_EFI_Shipping_Instructions.pdf

http://www.easyfairs.com/fileadmin/groups/8/TS_Middle_East_2015/TSME_2015_EFI_Shipping_Instructions.pdf

http://www.easyfairs.com/fileadmin/groups/8/TS_Middle_East_2015/Stand_Cleaning_order.pdf

http://www.easyfairs.com/fileadmin/groups/8/TS_Middle_East_2015/Rigging_Form_Melville_.pdf

http://www.easyfairs.com/fileadmin/groups/8/TS_Middle_East_2015/Entertainment_Permit_Form_01.pdf

http://www.easyfairs.com/fileadmin/groups/8/TS_Middle_East_2015/Stand_Catering_Order_Form.pdf

http://www.easyfairs.com/fileadmin/groups/8/TS_Middle_East_2015/Parking_order_form.pdf

http://www.easyfairs.com/fileadmin/groups/8/TS_Middle_East_2015/IT_Telecommunications.pdf

http://www.easyfairs.com/fileadmin/groups/8/TS_Middle_East_2015/Hotel_Booking_Form.pdf

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HEALTH & SAFETY DECLARATION FOR EXHIBITORS To be returned to the Operations team no later than 19th December We have read and understood our responsibilities as laid out in the Health & Safety at Work Act 1974 and taken note of the most common areas of risk. We accept our responsibilities as laid out in this Act and all relevant legislation covering the Event.

Stand No(s):

Company:

Print Name:

Position:

Signed:

1. Our principal Health & Safety representative for the stand(s) is:

Name & Position: Contact No:

As principal Health & Safety representative for my stand, I understand that we may need to produce a copy of our health & Safety Policy and the Health & Safety Policy of our principal stand contractor upon request by the appropriate authorities whilst on site at the exhibition.

Please tick

I am in possession of my company’s Health & Safety Policy: I have checked that our main stand fitting contractor has a suitable and sufficient Health & Safety

Policy for the event:

I have checked that our principal interior stand contractor has provided sufficient training for his/her

employees to carry out their tasks safely and competently for the event:

2. Our principal interior stand contractor is:

Name:

Company:

Address:

Postcode:

Contact: Position:

Please note: Stand construction will not be allowed to commence until this form has been returned.

Return to: Amelie Degueldre [email protected]

By: FRIDAY 19TH DECEMBER 2014


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RISK ASSESSMENT FORM (page 1)

Company: Stand No:

Name of person responsible for Health & Safety Work No: Mobile No: Email:

Exhibitor’s Responsibilities An exhibition stand is a workplace covered by health & safety legislation. As the exhibitor, it is your responsibility to ensure that a suitable and sufficient risk assessment is completed. Failure to do so could lead to delays or ultimately the closure of your stand. The template is for a simple shell scheme exhibition stand which does now require any structural approval from the organiser of the venue. More complex stands will require a more detailed risk assessment and if you are in any doubt you should contact the Operations team. Does your stand include any of the following? If so, you must also complete the attached risk assessment for simple stands (on page 36). Please answer YES or NO to the following:

YES/NO

Lifting heavy products during the move-in/move-out

Working at height (using ladders)

Display of anything containing liquid fuel or flammable and explosive substances

Display of sharp objects, weapons (including replica weapons)

Demonstrations of any kind e.g. therapies, massage

Working electrical appliances other than simple display lighting

Food service of any kind other than sweets, snacks and soft drinks

Heat source of any kind

Working machinery of any kind even if static

Using power tools during the move-in/move-out

Have all portable appliances being displayed had a visual inspection or been PAT tested

Any other hazard not identified above which could cause a risk

NOTE: this is not an exhaustive list. You are responsible for identifying any aspect of your stand which could present a hazard. If you have answered YES to any of the above, please complete the Risk Assessment on page 38. If you have answered NO to all of the above, please sign below. I declare that to the best of my knowledge there are not significant risks relating to this stand:

Signed:

Name: Position: Date:




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RISK ASSESSMENT FORM (page 2)

Company:

Stand No:

Risk:

Who could be harmed:

Control measures in place:

To the best of my knowledge the information provided is correct. The control measures in place control risk to an acceptable degree

Signed: Name: Position: Date:

PLEASE NOTE: This is a very basic risk assessment format for simple risks only. Multiple or complex risks will require a more detailed risk assessment




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STAND GRID PLAN

Please mark on the below grid where you would like lighting, power sockets, internet points, shelves (including

heights), the built-in storage cupboard (for premium stands) and any additional items located on the stand.

Scale drawing required (suggested scale of 1square = 1m2)

Company Name: ___________________________________________________

Stand No: _________________ Exhibition: TANK STORAGE MIDDLE EAST 2015

FRONT OF STAND

COMPLETE & RETURN TO:




Lourda Derry - Easyfairs · 2 THE ORGANISING TEAM Managing Director Matt Benyon Tel: +44 20 8843...

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