Clone of 2024 Health & Safety Checklist for Exhibitors

Insurance
Please provide evidence of adequate insurance for your stand and your work activities
- All exhibitors must provide evidence of adequate insurance cover for the whole event period. Please upload sufficient evidence of cover such as the Insurance Certificate or Broker’s letter of cover confirmation.
- Insurance must be in the name of the business/organisation as entered above.
- Please read the Game Fair insurance requirements section to make sure your stand is adequately covered by the insurance policy.
- If your cover is due for renewal prior to the event, this will be highlighted below and copies of new documents should be provided as soon as they are available.
- You can purchase Exhibitor Insurance via James Hallam Insurance Brokers.
- Check via the HSE guidance if you are required to have Employers Liability Insurance
Employers Liability Insurance value
Minimum accepted value is £5,000,000
Employers Liability Insurance expiry date

DayMonthYear
EMPLOYEES LIABILITY INSURANCE IS DUE TO EXPIRE BEFORE THE EVENT PLEASE MAKE SURE YOU RESUBMIT A COPY OF YOUR NEW POLICY TO healthandsafety@stableevents.org BEFORE YOU ARRIVE ONSITE
Public Liability Insurance value*
Minimum accepted value is £5,000,000
Public Liability Insurance expiry date*

DayMonthYear
PUBLIC LIABILITY INSURANCE IS DUE TO EXPIRE BEFORE THE EVENT PLEASE MAKE SURE YOU RESUBMIT A COPY OF YOUR NEW POLICY TO healthandsafety@stableevents.org BEFORE YOU ARRIVE ONSITE
Product Liability Insurance value
Minimum accepted value is £5,000,000
Product Liability Insurance expiry date

DayMonthYear
PRODUCT LIABILITY INSURANCE IS DUE TO EXPIRE BEFORE THE EVENT PLEASE MAKE SURE YOU RESUBMIT A COPY OF YOUR NEW POLICY TO healthandsafety@stableevents.org BEFORE YOU ARRIVE ONSITE
Please upload evidence of your insurance policy*

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Company Health & Safety Policy

This section will require you to upload a copy of your Company Health & Safety Policy, if applicable.
Does the company taking on the stand have more than 5 employees?*

YesNo
Please upload your company Health & Safety Policy. *

Under the Health & Safety at Work Act 1974 every company with 5 or more employees MUST have a Company Health & Safety Policy.
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Risk Assessment

This section will require you to upload a copy of your existing risk assessment or complete the risk assessment template below.
If you have an existing risk assessment, please upload it here:

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Identify all potential hazards (build up, show days & breakdown)*
(e.g. erecting & dismantling own structure, other work at height, slips & trips, electricity, food handling, contact with paints, thinners & other hazardous substances, lifting equipment & other machines, vehicles, horses & other animals, fire arms/ ammunition, knives, manual handling, etc)
Identify the people or equipment at risk*
(e.g. visitors, exhibitor/contractor/Organiser personnel; vehicles, structures etc)
Outline the types of injury or damage that may occur *
(e.g. falls, trips, electric shock, burns, food poisoning, crushing & trapping, kicks & bites, stings, allergic reactions, gun shot injuries)
What is the likelihood of the risk causing harm or damage?*

PROBABLE - Hazard has happened before repeatedly and likely to be repeatedLIKELY - Hazard has occurred more than once before and is liable to occur againPOSSIBLE - Hazard has been noted to have happened before and could occur againUNLIKELY - Hazard has not been recorded before but conceivableREMOTE - Technically possible, but not known to have occurred
How are you going to control these hazards?*
What do you perceive the residual risk to be?*
All Risk Assessments will be reviewed by our Safety Team, if there are any concerns or queries a member of the Safety Team will get in contact with you.

Structures

This section is relevant to Exhibitors with Stands, Structures, Demonstration Trailers or Exhibition Vehicles that have NOT been provided by the event.
Does your stand include a structure, trailer and/or vehicle(s) NOT provided by the event?*

YesNo
Provide a brief description of the structure, trailer and/or other vehicle(s) being used as part of your stand. *
Is the structure a complex, bespoke or custom structure that requires assembly or construction on site?*

YesNo
If yes, a specific set of Risk Assessment Method Statements plus full technical drawings, adverse weather plan and structural calculations will be required by the Safety Team before arriving to site. These drawings need to be reviewed by the Safety Team and if necessary, the event's appointed structural engineers. *

Please upload RAMS, technical drawings and calculations associated with the structure
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Which company will position, install, erect and/or dismantle the structure? *
If no, is the installation or positioning of structure, trailer and/or vehicle(s) sufficiently covered within your Risk Assessments?*

YesNo
The installation of your stand MUST be included within your risk assessments!
How will the stability, integrity and safety of the structure, trailer and/or vehicle be monitored during the event?*
Please outline the name of the responsible person for monitoring the installation.*

First NameLast Name
Please outline the phone number of the responsible person for monitoring the installation.*

Poultry or Captive Birds
Are you, or the organisation sharing/represented on your stand bringing live birds to the event/s?*
Notice to Exhibitors bringing birds to this event.

Any birds that you and others are bringing to the event constitute an Avian Gathering. In order to minimise the possibility of the spread of avian influenza, avian gatherings must be heldin compliance with the requirements of the Avian Influenza (Preventive Measures) (England) Regulations 2006.

Stable Events LTD will follow the latest Government guidance on holding a bird gathering - https://www.gov.uk/guidance/bird-gatherings-licences
If bringing poultry or captive birds to the event, in this section you will be required to:
- Confirm on the checklist that you intend to bring birds to the event
- Read, understand and follow the biosecurity advice below
- Comply with biosecurty requirements as per below
- Complete and provide the Signed Declaration form below
THIS SIGNED DECLARATION MUST BE COMPLETED AND RETURNED BEFORE YOU ATTEND THE EVENT – YOU WILL NOT BE ALLOWED TO BRING BIRDS ONTO SITE UNLESS WE HAVE RECEIVED YOUR SIGNED DECLARATION.

Biosecurity advice

You are recommended to health check your birds prior to travelling to the event.

You are recommended to keep the birds returning from the event isolated from other birds and health-monitored for at least one week after the event.

Biosecurity requirements

You will not be allowed entry with any cage, crate, basket, receptacle or other container which is visibly contaminated with bird droppings or other material of bird origin, other than faeces produced during the transportation of the birds to the event.

You must not bring any birds that originate from a premises or areas which are under restrictions related to confirmation of a notifiable avian disease, including from any temporary disease controlled zone or Avian Influenza Prevention Zone.

At the end of the event you must either:
- Remove from the site any waste material, including any feed to which any birds had access, all bedding, droppings or other material of bird origin and ensure that birds (including wild birds) do not access to them.
  
  Or
- Place such waste material in receptacles provided for this purpose on the event site.
Record keeping

It is a regulatory requirement that you complete and return to us a signed declaration. We appreciate that this form will need to be completed closer to the exhibition but you MUST RETURN IT BEFORE YOU ATTEND THE EVENT, or you will be refused access.
Owner of the birds on the stand*
Person responsible for the birds*

First NameLast Name
Contact number for the person responsible for the birds.*
Address of premises of the origin of the birds.*

Street Address

Street Address Line 2

CityState / Province

Post Code
Will the birds return to the same address after the event/s?*

YesNo
If no, please outline the eventual destination of the birds after each event*
AVAITION DECLARATION

I First Name* Last Name*, as part of Company/Organisation* confirm that:

- I have read and will ensure compliance with the biosecurity advice provided.
- I will ensure compliance with biosecurity requirements.
- That, to the best of my knowledge, my birds have not been in contact with any notifiable avian disease agents and do not show any signs of infection.
- That the address of the premises of origin of the birds are not under restriction for a poultry disease or from within a Protection, Surveillance or other notifiable avian disease controlled zone or from an Avian Influenza Prevention Zone.
- That I will notify the Organiser should we note any sign of infection during the Gathering.
- That I will check for any signs of infection prior to departure from the Gathering.

Signature*

Firearms and Ammunition

This section is relevant to Exhibitors who will bring/include Firearms as part of their Exhibition activities
Does your Exhibition/Activities involve Firearms.*

YesNo
You are required to comply fully with the Stable Events Weapons Policy, this will be made available to you separately from the Event Organisers.

Please contact michele.burgess@stableevents.org for any information relating to firearms.

AS PART OF THIS POLICY YOU WILL NEED TO PROVIDE A COMPREHENSIVE RISK ASSESSMENT AND METHOD STATEMENT TO OUTLINE HOW YOU WILL MANAGE RISKS ASSOCIATED WITH THE EXHIBITION OR ACTIVITIES RELATED TO YOUR WEAPONS AND AMMUNITION.

Working at Height
Will you be carrying out any work on ladders or stepladders?*

YesNo
Please consider the activities requiring use of a step ladder/ladder and complete the following working at height declaration.
WORKING AT HEIGHT DECLARATION

I First Name* Last Name* confirm that all staff and subcontractors under the direction of Company / Organisation* shall be suitably briefed on the following rules around ladder and step-ladder use:
- Consideration should be given to ensure that the type of ladder used is suitable for the nature of the tasks being undertaken and for the position the ladder will be placed in.
- A visual check of surroundings should be carried out prior to ladder use to ensure surroundings are clear and that the base of the ladder is level on the floor.
- Ladders/step-ladder SHOULD NOT be balanced on other pieces of furniture or vehicles.
- Only 'single hand tasks' of a short duration should be carried out on a ladder/step-ladder. Three points of contact should be maintained at all times.
- Never overreach to complete a task. Instead, come down from the ladder and moved the ladder closer to the task.
- Users' knees should not be above the top rung of the ladder/step-ladder unless there is an extension to hold on to.
Signature* Date*
Will you be carrying out any activities using cranes and/or plant? (Including any fork lifts, telehandlers, cranes, or other machinery)*

YesNo
Please outline the details of what activities using cranes and/or plant you will be undertaking, including details of what is being lifted and who is providing the lifting equipment*
Please upload any lift plans, including specific risk assessments, and any specifications for the crane/lifting equipment being used*

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Health & Safety Declaration
HEALTH AND SAFETY DECLARATION

I First Name* Last Name* confirm that all staff and subcontractors under the direction of Company / Organisation will have a legal right to work in the and will be sufficiently trained and equipped to carry out their job in a safe manner. I also confirm that all staff will adhere to Site Rules and complete a Site Safety Induction upon entry to the site.

Signature* Date
Should be Empty:

HEALTH & SAFETY CHECKLIST FOR EXHIBITORS

Stand Information

Stand Holder Business Details

Responsible Person Onsite

Stand Details

Insurance

Company Health & Safety Policy

Risk Assessment

Fire Risk Assessment

Hire Fire Extinguishers

Structures

Food & Drink

Food Hygiene

Person Responsible for Food Hygiene

Poultry or Captive Birds

Firearms and Ammunition

Working at Height

Health & Safety Declaration