Events: Exhibitions

Date: 05.10.2015     Last updated: 30.06.2017 at 10.47
A guide to taking part in a third party exhibition.

What Can Go Wrong?

  • At a well managed exhibition very little should go wrong.
  • But you will need to make sure that the stands are designed and built to acceptable standards
  • Ensure the general public and venue staff are not placed at risk by anything you do and that your staff are clear about the local arrangements.

Legal/BBC Requirements

  • There are no specific legal requirements to draw to your attention; you must still apply the control measures that are relevant to your activity.

Control Measures

General Controls

  • Ensure any build is completed and stands inspected as complete before venue opens. Check for any sharp surfaces or splinters.
  • Keep pedestrian routes clear of trip hazards during build, event and de-rig.
  • Organise staff breaks and welfare, including for pregnant women.
  • All staff, including agency receive the venue induction brief.
  • All staff understand what to do in a fire or emergency including securing stand e.g. venue PA announcements and codes, routes to nearest fire exits, local fire fighting equipment and assembly point.
  • All staff know the venue layout, local welfare facilities and arrangements.
  • Systems in place for handling cash and merchandise.
  • Food handling and storage meets venue requirements and hand washing facility is provided, you may need specialist advice.
  • Moving merchandise and equipment – minimise where possible. Use venue arrangements e.g pallets, forklifts, porters for bulk/heavy items.
  • Use good practice for all lifting and carrying, plan lift, good posture, use aids e.g trolleys, bags etc, get help, avoid any twisting and carry load close to the body.
  • Be aware of your immediate area and report any security concerns.
  • All accidents and incidents are reported to both the venue and BBC and photos taken to record the scene where appropriate.
  • Any special hazards are identified e.g. water features, animals, children’s activities etc. 

Stand Builds

  • Shell schemes provided by the venue: low risk – but check weight loading permitted on sides and cross bars.
  • Customised but otherwise simple structures: including single story stands with walls/floors/ceilings, lighting, monitors lockable partitions and display surfaces.
  • For these structures prepare a simple plan with the designer including; risks to people working on the stand as well as construction, commission and the derig. The design drawings may need to be supplied to the venue.
  • Under CDM 2015, depending on the event management arrangements, the venue may require a construction plan to be provided for any shell construction.

Complex structures

  • These include multi storey, suspended lighting or other components, tiered seating, stages or platforms plus those for public use. Water, electrics, lighting, walls, access, security and storage may be part of the design.
  • For these structures a detailed plan and structural report with calculations from an independent structural engineer will be needed – and supplied to the venue if requested.
  • Under CDM 2015, you should liase with the venue as to what CDM responsibilities the venue expects the BBC to hold.
  • A simple method for the BBC to ensure standards are maintained is to select a competent experienced contractor, who knows the venue and carry out suitable monitoring during the plan and build.

Division Specific Issues

All Divisions

  • Check insurance arrangements for general stand public liability insurance and also agency staff.

FAQs/Did You Know?

  • UK venues will require the BBC to assist them in complying with the requirements of CDM 2015. Depending on the agreed management arrangements for the event, this may be as simple as the production of a simple risk assessment, but for larger events this may require a more detailed construction plan to be produced.
  • Most international venues operate to similar standards but do not require the same level of written documentation.

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