Southern Field Days Health & Safety Information Form

SOUTHERN FIELD DAYS 2026 HEALTH AND SAFETY INFORMATION FOR EXHIBITORS

A copy must be submitted prior to 1st December 2025. Sites cannot be setup without this form being completed.
Southern Field Days is issuing this general health and safety form to all Exhibitors who will be exhibiting at the Southern Field Days event.

Please supply all relevant requested documentation. By completing this form you accept Southern Field Days general working procedures.

Southern Field Days appreciates that for smaller organisations in particular, Health and Safety and associated documentation can seem daunting. The information we require and you provide does not have to stretch to tens of pages – it just needs to be accurate and relevant to the work and risks involved so that we can ensure all necessary precautions are put in place. If you need to discuss any of the documents with us please don’t hesitate to get in touch.

We are aware of the potential risk of injury at outdoor events, both to the people working and to those attending, and appreciate your willingness to work with us to make our site a safe place is important and very much appreciated.

Please upload your Company Health and Safety Policy below.
Please provide the name and contact details for the person responsible for health and safety in your organisation.
Business Name*
Health & Safety Representative for your Site *

First NameLast Name
Site Number *
Phone Number*

Area CodePhone Number
Company Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip CodeCountry
E-mail*
Emergency Contact*

First NameLast Name
Phone Number*

Area CodePhone Number
E-mail*
example@example.com
Potential Risks on your site*
What type of product are you selling on your site e.g large machinery/food/clothing etc?*
Are you engaging a Site Builder?*

YesNo
When are your Site Builders arriving on site?

DayMonthYear
Time

:HourMinutesAM/PM Option
Have you sighted the Site Builders Health and Safety Plan?

YesNo
Do you have a working Health and Safety Programme and Documented Plan?

YesNo
Do you have an Accident Reporting Procedure?*

YesNo
Are you bringing to the site any risks which have the potential to cause serious harm*

YesNo
If you answered yes to last question, please list what those risks will be e.g. gas bottles, large structures, moving parts, vehicle movement etc
Please Note: If you have contracted or employed a Site Builder, you are responsible for their Health and Safety.
RISK MANAGEMENT
Describe your structures and what risk management you have in place for these*
Have you lodged your Marquee / Structure paper work on the the Site Contract? (For marquees over 100 square metres and Buildings / Structures)*

YesNoNot applicable
INTRODUCTION
First Aid

All companies are responsible for ensuring that adequate first aid provision is made for staff during the Build and Pack Down. Any additional provision which may be required due to higher risk activities e.g. work at heights, should be agreed before arrival on site.

All organisation’s must comply with Southern Field Days Health & Safety Requirements and record and report any incidents in accordance with the regulations. All incidents / accidents or near misses that occur on site must be reported to the Safety Officer through the Site Office.

Manual and Motorised Lifting

We make it a condition of any contract between us that people employed in manual work involving lifting of heavy boxes or other equipment shall be of a competent level of training in the method of lifting. They must also wear suitable footwear to protect them from dropped items.

Working at Heights

We make it a condition of any contract between us that where you have employees working at heights you must ensure that they have the necessary training and equipment to carry out their job safely. In areas in which ‘fall arrest’ systems are needed you must supply your employees with, and ensure that they use, suitable equipment (such as harnesses) and that wherever possible they ‘clip on’.

Sub-Contractors

If you use sub-contractors (including self-employed persons) you will need to ensure that they have demonstrated their Health & Safety competence to you. Any person not considered competent by Southern Field Days Committee to carry out the work as specified will be stopped from working. Sub Contractors must supply their own health and safety policy.

Alcohol & Drugs

We will make it a condition of any contract between us that persons in your employment are not under the influence of alcohol or other intoxicating substances or perscribed drugs which may affect their performsnace whilst working at the Southern Field Days Event including setup and pack down days.

Structures

If you are building structures on our event site you must complete the Temorary Structures form on the Site Contract.
INSURANCE
You are required to have your own insurance for the duration of Southern Field Days including set up and pack down days.
Terms & Conditions
I have read and understood the above requirements and will ensure that my company and/or sub-contractors abide by them for the entire period of any build, operation and take down of the site.

I will ensure that all site rules and conditions are communicated to my staff.

I understand that submitting this document does not constitute a contract for provisions or services.
Health and Safety Policy

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THANK YOU FOR COMPLETING THIS FORM AND FOR WORKING WITH US TO KEEP OUR EVENT SITE SAFE.
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SOUTHERN FIELD DAYS 2026 HEALTH AND SAFETY INFORMATION FOR EXHIBITORS

RISK MANAGEMENT

INTRODUCTION

INSURANCE

Terms & Conditions