Health & Safety Rules - General

The exhibition halls are an ever-changing environment with constant construction and dismantling of exhibitions and with different layouts for each event. This in itself means that there are hazards peculiar to the industry. This brief is intended as a basic guide to the generic hazards found in the halls. It does not cover any specific event. Anyone working on a specific event should consult the risk assessment for the event held by the organiser/promoter and the halls event management department. It is intended as a general Health and Safety brief for anyone who may have cause to enter the exhibition halls. 

Who is at risk?  

Everyone working in or passing through the halls is at risk to some extent. Those whose work is in the halls are at risk due to their constant exposure. Those who do not normally work in the halls will be at risk because the environment will be unfamiliar and they will be less aware of the day to day hazards. 

Who is most vulnerable? 

 Persons with little or no knowledge of the halls. 

New and expectant mothers may be especially at risk and should not work in the halls without a specific Risk Assessment to cover their activities. 

Young persons (aged 16 – 18) have a lower perception of risk in general and should be subject to a specific Risk Assessment to cover their activities. 

Managing the Risk 

The safest way to deal with risk is to avoid it altogether. Unless there is no alternative, do not use the halls as a transit route, especially during build-up and breakdown. If you have no business in the halls, simply avoid them. If you must go into the halls, reduce the risk by making yourself aware of the hazards. Obey safety signs and never cross barriers into prohibited areas. Avoid areas of obvious risk, e.g. overhead working. 

Lastly, always wear PPE where designated, e.g. hard hats in hard hat areas. Note: PPE should always be a last resort. It is better to avoid risk altogether. 

Children under the age of 16 are not allowed in the halls during build-up and breakdown. 

The Hazards of the Halls 

Beware of the following: 

• The changing environment when moving from one hall to another. 
• Moving vehicles, such as goods vehicles and fork lift trucks, especially in and around cargo / vehicle doors. Reversing vehicles are particularly dangerous. 
• Cable duct openings in the floor. 
• Slip, trip hazards on the floor, particularly plastic sheets (which can be very slippery) and trailing cables. 
• Sharp objects and nails in wood, which can pierce ordinary footwear. 
• Falling objects – avoid areas of overhead working. 
• Suspended wires. Often there are wires and other objects hanging at below head height. 
• Not all exits will necessarily be open. The only fire exits open are those with signs illuminated. 
• Partially built structures which may not be stable. 
• Sudden crowd movements and surges during seated events. 
• Over exposure to noise levels, which could be damaging to hearing. 
• The potential to fall from height from partially built structures, e.g. seating, exposed edges on the upper levels. 

The framework standard of reference is Law 31/1995 of 8 November, on Occupational Risk Prevention (LPRL). The LPRL expressly establishes the right of workers to effective occupational health and safety protection, which means that employers have a corresponding duty to protect their workers from occupational risks. 

The ownness is on Exhibitors, and their appointed contractors and subcontractors, to familiarise themselves with the Royal Decree 31/1995. 

 To download a copy of this official document, please <<<<click here>>>. 

The Organiser fully accepts its responsibilities for Health and Safety. We are committed to ensuring high standards of health, safety and welfare for all of our employees and others who may be affected by our activities. We recognise the importance of health, safety and welfare at work and will comply with its statutory obligations. 

Clarion Events aims to set the benchmark standard for managing health and safety in exhibitions. 

This is not only our moral and legal duty, but it is commercially important for the success of every event. We recognise that our exhibitors rely on us to provide a trading environment on the exhibition floor which is safe and without risks to health. We also recognise that running a public event places a special responsibility on Clarion Events and extends our duty of care not only to our staff but to exhibitors, contractors, venue staff, visitors and members of the public. Thus we seek not just to comply with the Health and Safety at Work Act and other relevant legislation, but to provide a health and safety framework that is continually improving and genuinely supportive of our client’s business objectives. The Show Director is ultimately responsible for health and safety at the Show. 

It is the policy of Clarion Events to ensure that all employees, contractors and visitors are provided with a healthy and safe working environment and is committed to providing adequate control of Health and Safety risks arising from this event. 

We recognise that we have overall responsibility for the event and for the co-ordination of the activities of the contractors, our staff and service providers on site. 

 Clarion Events has the following responsibilities: 

• To provide and maintain safe and healthy working conditions in accordance with the statutory requirements. 
• To provide and maintain plant and equipment as required for safe working conditions. 
• To comply with the requirements of the Control of Substances Hazardous to Health Regulations. 
• To make available all information, instruction, and training; safety devices and personal protective equipment. 
• To maintain interest in health & safety matters that are associated with the Company’s activities and for its management to set an example in all matters of health and safety. 
• To ensure there is a consulting mechanism between employees, contractors and management concerning Health, Safety & Welfare. 
• To comply with legislation, both statutory, regulatory and accepted code of practice to establish minimum standards that will be maintained and improved wherever possible. Where appropriate, the risks have been assessed and controls put into place to minimise the risks.  

Clarion Events fulfil a number of duties in operating the overall event site. All exhibitors and their contractors have been made aware of their responsibilities and relevant safety documentation is requested and recorded as part of the stand design process. 

To ensure that we manage construction and dismantling at the event safely the company will: 

• Eliminate or control risks so far as is reasonably practicable 
• Ensure work is effectively planned 
• Appoint the right people and organisations at the right time 
• Make sure that everyone working for the company has the right information, instruction, training and supervision to carry out their work safely and without risks to health 
• Have systems in place to help parties cooperate and communicate with each other and coordinate their work 
• Consult workers with a view to securing effective heath safety and welfare measures 
• Ensure any actions required are be sensible and proportionate to the risk. 

Risk Assessment 

Clarion Events has carried out a suitable and sufficient assessment of the risks associated with this event, details of which can be obtained from the organiser’s office. General risks associated with any exhibition are as follows:  

• multiple contractors working in a single workplace 
• fall from working at heights and working on a live edge 
• objects falling from height or loads falling from vehicles 
• impact injury from moving vehicles 
• structural collapse of seating or an exhibition stand 
• outbreak of Legionnaires disease from a water feature 
• food poisoning incident from temporary catering outlet 
• fire 
• major incident and civil emergency 
• excessive working hours. 

This is an overview and by no means a comprehensive account of the risks involved at this event. It is the absolute duty of all parties to ensure that under the Management of Health and Safety at Work Regulations and other legislation suitable and sufficient risk assessments are conducted on all significant risks. 

Local regulation and associated guidance also requires that risks should be mitigated with a view to achieving a maximum reduction in the level of risk within the bounds of what is reasonably practicable. In general terms, emphasis should always be placed on eliminating or reducing risk at source. It must be remembered that personal protective equipment is usually the control of last resort. 

As an exhibitor, you have a legal duty of care for the safety of anyone who may be affected by your activities. You are ultimately responsible for all aspects of safety on your stand during the build-up, the open period of the show and during the breakdown. Where you contract out the building and finishing of your stand you are still vicariously responsible for the activities of your contractors. You can discharge your duties by ensuring that you do the following: 

Appoint a competent person to be responsible for health and safety on your stand. For the build-up and breakdown, this can be your contractor. 

You MUST carry out suitable and sufficient risk assessment of all your activities and obtain relevant risk assessments from your contractors with supporting method statements for the building and demounting of your stand. If you have a shell scheme stand you can assume that the shell scheme contractor’s risk assessment has been obtained by the Organiser. You must ensure that your staff and contractors working on site are informed of the site rules and health and safety arrangements which are detailed below and you must ensure so far as you reasonably can that they follow them. 

You must ensure that all your staff on-site and contractors are familiar with the venue’s emergency procedures which can be found later within this document. 

The following are the general health and safety site rules with regards to safe working. You are reminded that venue staff, exhibitors and contractors alike have a duty to cooperate with the Organiser on matters of health and safety which includes compliance with these rules. All participants must comply with the VIECON - Vienna Congress & Convention Center regulations, the event rules & regulations, and with any reasonable instruction given to them by either Clarion Events, their appointed health & safety staff, or the venue’s appointed health and safety staff. 

 g-Guide - global guide to minimum safety standards - download here 

VIECON - Vienna Congress & Convention Center - Technical regulations - click here 

Clarion Events Ltd investigate all accidents and ‘near misses’ that occur on-site and we expect the co-operation of the exhibitors and contractors in investigating the true causes of any accident in order to try and prevent re-occurrence. All accidents and near misses must be reported to the Organiser’s Office. If you do see anyone taking unnecessary risks, please report it immediately.

The drinking of alcohol or consumption of non-prescription drugs or prescription drugs, other than for the intended purpose, on-site by contractors during the build-up and breakdown phase is not permitted.

Animals are not permitted on-site unless they are part of the event and authorised in advance in advance by the Organiser in writing.  

Guide and hearing dogs are permitted on request. 

Help us limit the spread of communicable diseases and regularly wash your hands. 

Children under 16 are strictly forbidden to be in the halls during the build-up and breakdown. There are no exceptions to this rule and everyone is obliged to produce proof of age at the request of the Organiser or Security. If the person refuses, they will be refused entry. 

Exhibiting companies using gases such as butane, oxygen, or similar substances must have a valid usage and storage contract with the distribution company. 

Utility connections ordered for compressed air or gas may only be connected by authorised contractual partners. 

If installation is required, a request must be submitted to WMC. In individual cases, certain temporary structures may be equipped with compressed air connections. 

The storage of these materials is strictly prohibited. 

• All work and dressing must be carried out using non-flammable materials. 
• Timber & Wood - Timber under 25mm thick must be impregnated to Class 1 standard. Treated materials should have ‘BS 476-Part 7/EN 13501/1, Class 1’ marked on them. Boards, plywood, chipboard etc. must be treated if under 18mm thick. The exception to this is MDF, which is acceptable for use due to its density. 
• Chipboard, particleboard and low-density fibreboard - The use of chipboard, particleboard and low-density fibreboard (LDF) is not permitted for construction or structural purposes. If this type of timber is being used for dressing it must be;   
  • Used for dressing only  
  • It is not structural 
  • It has been prefabricated – No cutting or sanding is permitted in the halls  
  • It must meet fire regulations and be suitable treated  
  • Where it is used, it is fixed to a structural frame with appropriate fixings 
• Woodworking machinery – Cutting and sanding: Woodworking machinery shall only be used with an effective local exhaust ventilation (LEV) workplace fume and dust extraction system. A noise assessment may also be required. Machining, cutting or sanding of MDF and chipboard is not permitted on site. 
• Painting and Decorating - Water based paints, adhesives and fillers are only permitted to be used inside the halls. Solvent based paints, adhesives and fillers should not be used. All waste products, including paint tins, must be removed from the halls and disposed of properly. Damage to the venue (including paint spills) and waste products left in the halls will be charged to the Exhibitor to rectify or remove. If you are painting your stand, please refrain from using the toilets to clean your equipment. 
• Prohibition of Two-Part Fillers - The use of two-part fillers (e.g. Novol, P38, and similar products) is strictly prohibited during all construction and build phases of the event. These products contain hazardous substances that release toxic fumes during mixing and curing and generate harmful airborne dust when sanded. Exposure can cause respiratory irritation, dizziness, skin sensitisation and other adverse long-term health effects, presenting a risk not only to the user but to others working nearby. Any two-part filler found on site will be confiscated. Non-compliance may result in a charge being levied and further action taken in line with event regulations. Only water based and non-toxic alternatives may be used. 
• Any material used must comply with the latest technical standards, the VIECON Technical Guidelines and at least comply with the EN 13501/1 classifications B-s1d0 orCs1d0.   
• Please be aware that it is mandatory to have the fire safety construction material declaration for materials used available on each stand approved by Abraxys. 

 Please click here to review the VIECON - Vienna Congress & Convention Center Technical Regulations on stand build materials regulations and restrictions.  

Dust must be kept to a minimum with dust extraction used on power tools. 

Exhibitors and contractors must comply with the venue’s electrical regulations.  

All work must be checked by a fully qualified electrician and all temporary installations must be protected by an RCD and inspected before power is supplied to the stand. All electrical panels require industry permission and must be done by a qualified person, namely a licensed electrician, certifying that the installation complies with the low voltage installation regulations. 

There should be sufficient, correctly installed and rated power sockets to preclude the use of extension leads and long trailing flexes. If essential, extension leads must be correctly fused and limited to one per socket. Multi-sockets must not be used. All electrical trunking must be clearly marked with white or striped tape. 

Electrical supplies will be turned off during the night and if continuous power is needed (available for max. total power of 2kW), this needs to be ordered.  

Entrances/exits must be a minimum of 2.5m and emergency exits must be at least 1.5m wide.  

Exits with doors opening directly onto a gangway must be recessed into the stand. There should be a distance of no more than 12m to the nearest exit from any point on the stand. 

Please read and understand the Fire & emergency procedures that will be sent to you with your build-up pack and will also be within your welcome packs when you arrive on-site – please contact the Organiser's office if you do not have a copy.

The Fire Officer will provide fire extinguishers in designated areas to meet the local authority requirements. These extinguishers are not to be moved or covered. It is important that all exhibitors ensure that their staff and contractors are familiar in their operation and acquaint themselves with the location of the fire exits and alarm points in the venue. THIS IS VERY IMPORTANT. If you require a specific type of fire extinguisher for a particular type of work, please contact the Fire Officer now via the Organiser. Once the Fair is open it is important that fire extinguishers are not moved into the aisles. 

There are strict rules governing what materials can be used to build stands and these will be covered by the venue’s regulations. Exhibitors and contractors must ensure that they are followed. Venue fire and safety officers will carry out testing on-site to ensure that materials comply. 

Combustible waste must be safely disposed of and boxes and packaging must not be stored on the stand. Storage facilities for products are available through the Organiser.  

Please ensure that you include a fire risk assessment with your main stand risk assessment. 

For first aid assistance please speak to a member of the Security team who are all first aid trained. Or visit the Organiser's Office. 

 Please note that First Aid is the point of contact in any medical emergency, including the arranging of ambulances. Under no circumstances should an exhibitor contact the emergency services independently.

There is a significant risk of slips, trips, and falls and sharp objects left on the ground. All those working in the halls in build-up and breakdown are strongly advised to wear appropriate safety footwear. 

Exhibitors have a duty to ensure proper food hygiene to guard against contamination and food poisoning. Please note that all stand catering has to be ordered through the exclusive partner of VIECON - Vienna Congress & Convention Center.

Exhibitors and contractors have a duty to exercise proper controls over the release of noxious fumes and if necessary, carry out a COSHH assessment. Please be aware of fumes from paint and spraying equipment. Engines of vehicles in the halls must not be left on idle. Where this is unavoidable i.e. for cranes, the lifting supervisor is responsible for ensuring the combustion fumes do not build up in the halls, service tunnels, and basements as a result.

The gangways used in this show are the minimum permissible by law and exhibitors and contractors are reminded that the gangways should not be used to store stand fitting or construction materials during build-up and breakdown. 

Designated emergency aisles must be kept clear at all times. Lifting contractors are not to set downloads in designated emergency aisles.  

Under no circumstances will exhibit, stand dressings, tables, and chairs, etc., be allowed to encroach into the gangways - please remember to keep all your exhibits inside your stand at all times. 

Doors are not permitted to open outward onto a gangway.

Hanging wires are not to be left hanging below head height and must be marked with tape.

Hazardous substances are not to be brought into the halls unless essential. The use of hazardous substances must be subject to a COSHH assessment. Exhibitors must declare the use or display of hazardous substances as a special risk. 

Hot works including cutting and welding is not permitted. 

Ensure that all access equipment you use is of sound construction and adequate strength. Fix ladders either at the top or bottom, as a 1:4 angle. 

The ladder should safely reach 1.5m past the point on which it leans. Trestle type supports are not to be used as ladders under any circumstances. 

 Clarion Events supports the industry Stop the Drop Campaign – more information is available by visiting stopthedrop.uk.

There will be no late work. 

Please ensure you allow yourself adequate time to safely carry out everything required. 

You must ensure your stand design is able to be constructed within the timings provided. Clarion Events discourages late working and asks that all exhibitors and contractors ensure their teams are suitably staffed and rested to accommodate additional hours. 

If you do require late working, this must be requested before 14:00 on the day it is required at the Organiser's Office. The Organiser have to right to refuse late working. 

All lifting and fork lifting must be undertaken by the official lifting contractor Kuehne+Nagel. Services must be booked in advance here.  

These can cause burns. 

 Please ensure that adequate guarding is provided should you wish to install or use any spotlights on your stand that may be within easy reach of the general public. 

As far as reasonably possible, you should avoid the need to undertake manual handling operations which involve a risk of injury and a risk assessment should be taken to reduce any chance of injury to the lowest level reasonably practicable. 

Remember: 

• Think before lifting 
• Stand as near to the object as possible 
• Bend your knees and keep back straight 
• Grasp the load firmly 
• Lift with your legs 
• Hold the load close to the centre of your body

All reversing vehicles must be guided by a banksman. Engines are not to be left on idle in the halls. 

Where this is unavoidable i.e. for cranes, the lifting supervisor is responsible for ensuring that combustion fumes to do not build up in the halls as a result. 

When using spraying equipment or pressure vessels, care must be taken off possible risks from fumes. 

Barrier creams and masks must be provided. 

The use of lead-based paints and primers is not permitted. 

Contractors and exhibitors should be continually aware of the fire risks associated with paints. Painters must not work in confined areas unless adequate ventilation is available. 

 All waste products must be disposed of properly. 

All such equipment must comply with local Regulations and be in good working order. 

 Power equipment must be used with the minimum length of trailing lead, and that trailing lead must be protected mechanically and visually from damage. 

 Such equipment must not be left unattended with power supplied to it. 

Ensure that all portable and static power equipment is used for the purpose for which it was designed, that safety guards are correctly fitted and used, and dust vacuums are used where applicable. 

At the VIECON - Vienna Congress & Convention Center, full PPE including safety shoes and high visibility vest during build-up and breakdown is obligatory. Additional suitable clothing must be worn relevant to the job being carried out including helmets, harnesses, safety goggles or glasses and gloves. 

Please give some thought to the following when completing your risk assessment: 

Step 1: Look for the hazards: How and when will the work be done, where on the stand will each trade involved be working? What equipment, materials and chemicals will be used? How much noise and dust will there be? Where will there be vehicle movements and lifting? 

Step 2: Decide who could be harmed and how: Who will be affected by your work and most at risk? Think of your employees, contractors or exhibitors on or near your stand, through to the visitors themselves. Safe working depends on co-operation between firms on site so take this into account and consider necessary precautions on every aspect o the work being carried out. 

Step 3: Evaluate the risks: Once you have done this adequately, you can then decide on the appropriate action. Ask yourself (a) Can the hazard be removed completely or done in a different way (b) If the risk cannot be eliminated, can it be controlled? (c) Can protective measures be taken that will protect the entire workforce on-site? 

Step 4: Record the findings: Write down the findings of your risk assessment. Pass on information about significant risks to those people identified in step 2, and record what measures you have taken to control these risks. 

Step 5: Review your findings: This allows you to learn by experience and take account of any unusual conditions or changes that occur on site. 

Any robots, machinery, autonomous devices, mechanical equipment, or items not included in the standard exhibition package must be submitted in advance and are subject to approval, including submission of a risk assessment to Abraxys if requested. 

Smoking cigarettes, e-cigarettes and vaping is prohibited in any part of the venue. Exit the venue and use designated areas only. 

All special effects must be treated as special risks and are subject to strict controls in accordance with a risk assessment and the appropriate legal requirements. Further information can be obtained from the Organiser. 

Please ensure that the Organiser is aware if you will be having any of the following items on your stand: 

• Stepped access, ramps, and balustrades 
• Helium & toy balloons or flagpoles exceeding 4m in height 
• Dangerous & Obnoxious substances including flammable oils, liquids & gases, compressed gases / acetylene / LPG, also hot surfaces & naked flames 
• Working machinery & apparatus 
• Motor vehicles in the halls during the open period 
• Livestock of any description 
• Audiovisual displays & films 
• Fairground and other amusements 
• Activities on water, also water & water equipment of any kind – including water features 
• Laser products 
• Radioactive substances 
• Closely seated audience 
• Dangerous exhibits, including weapons & guns 

Please see the 'Your Stand' page on the Exhibitor Portal for information about your stand layout and how to submit your plans.  

Temporary steps leading to and from exhibits must be sturdy, secure and safely positioned. All steps should conform to European standards. 

Steps should cover the width of the door/access to the exhibit. 

Where necessary they should be secured to prevent slipping and to account for the differences between the stand flooring and the surface they are specifically designed for. 

During the day they should be checked regularly (and a written log kept) to ensure that they are still in the correct and safe position. 

The Organiser will carry out an on-site check and any steps deemed to be unsafe would have to be replaced. 

In order to avoid this inconvenience and additional expense, you are advised to ensure that any steps are suitable before arriving at the venue. 

Contractors are not to discard sharp objects and to ensure that nails and screws are not left sticking out of waste wood and are either removed or hammered flat. 

Special waste which may comprise a hazard such as chemicals, fats, and cooking oils must be safely disposed of. 

When designing your stand, please consider the environmental impact, or carbon footprint of your activities, and take steps to reduce this as much as possible. 

All waste generated by your stand must be taken away by your contractors. Failure to do so may result in charges being passed back to you. 

Unmanaged waste poses safety risks, including injury, increased threat of fire, blocks fire exits and hinders access for medical teams in emergencies. Our health and safety policy prohibits the accumulation of waste on stands, in storage areas, in gangways and in communal areas. Waste generated from the construction and dismantling of stands must be removed at the end of each day. 

Exhibitors and contractors have duties ensure that all tools are fit for purpose and safe to use. 

All dangerous moving parts such as circular saws must be guarded with controls to prevent unauthorised use. 

The use of battery-powered tools is strongly encouraged to reduce trailing cables and the risk of electrical hazards. 

Those using mains-powered tools must ensure that cables are not trailed across aisles. All portable electrical equipment must be subject to a suitable portable equipment testing regime. 

Water features that create mists and sprays such as fountains and spa baths create the risk of the spread of Legionella bacteria in the air which causes Legionnaire’s’ disease. 

Any such feature is a special risk requiring a separate risk assessment detailing how the risk is controlled through water treatment and testing. 

Please contact the Organiser if you are intending to have a water feature on your stand. Water and waste must be ordered. 

Toilets, handwashing facilities, water stations and sufficient catering outlets are available throughout the venue during build, show open and breakdown. 

A person is working ‘at height’ if there is a possibility of them being injured from falling, even if they are working at or below ground level. All reasonable steps should be taken to eliminate or minimise work at height. Working at height should be carefully planned and supervised and the correct equipment selected. 

Contractors are to ensure that: 

• All rigging from the roof is to be carried out by the official rigging contractor. 
• No work is done at height if it is safe and practical to avoid it. 
• Those involved in work at height are trained and competent. 
• Equipment for work at height is appropriately inspected and free from safety defects. 
• All working platforms are to have a guard rail, mid-rail and toe board. Tools are to be kept on lanyards so far as is reasonably practicable. 
• Static and mobile access working platforms must be fit for purpose (see Working Platforms). 
• Separate risk assessments are required for working on a live edge (before rails are in place). In such cases fall arrest equipment must always be used. 
• Operatives working at a height other than on a static working platform designed for that purpose (e.g. scaffold) must be clipped on. 
• Operatives working at height must have suitable head protection e.g. helmets. 
• Ground access to areas in the vicinity must be controlled to prevent persons from accidentally walking directly under high works. Groundworkers in the vicinity must not work directly under high works and wear suitable head protection e.g. hard hats. 
• All work at height takes account of conditions that could endanger safety such as high winds or slippery ground. 
• Ladders can be used when it is not practicable to use a working platform, or the activity is low risk. Ladders must be used in accordance with manufacturer's instructions at all times. 

Clarion Events supports the industry Stop the Drop Campaign – more information is available by visiting stopthedrop.uk. 

All working platforms are to have a guard rail, mid-rail and toe board. Mobile access towers must be correctly constructed. 

Mobile access towers must be fit for purpose. Outriggers are to be used correctly with the correct height to width ratio (3.5 x shortest base width indoors and 3 x shortest base width outdoors). 

Mobile access towers may not be moved whilst in use and wheels must be locked off. Ladders must be footed or tied off and used in accordance manufacturer’s instructions. The use of domestic ladders and steps is strictly forbidden.