This form collates all compulsory H&S information and documentation required from Space Only contractors or Self Build exhibitors. 

Submission of this information must be made by Friday 16th August 2024.

Under the Construction Design & Management (CDM) Regulations 2015 all Space Only exhibition stands will be classed as CDM “mini-sites” (please see summary of your responsibilities under CDM).  This means that a Construction Phase Plan will need to be submitted which includes the below listed documents. 

The Construction Phase Plan, to be submitted to Johanna Shirley, is made up of the 5 following elements: 

1) Contractor Health & Safety Declaration

2) Method Statement

3) Risk Assessment                                              

4) Stand Plans

5) Better Stands

6) Welfare Arrangement

As you have less than 5 employees within your company, a written Health & Safety policy isn't required, however we recommend that you have one regardless. For guidance on preparing a Health & Safety policy, please visit http://www.hse.gov.uk/simple-health-safety/policy/index.htm

As you have 5 or more employees within your company, a written Health & Safety policy is required. For guidance on preparing a Health & Safety policy, please visit http://www.hse.gov.uk/simple-health-safety/policy/index.htm

Build-up & Breakdown e-Badge

To obtain access during Build-up & Breakdown, ALL staff working onsite will need to register to have an e-badge. Within the form you will be required to read the Site Rules & Locations Plan and acknowledge the entry policy.

Build-up & Breakdown e-badges are valid for the build-up and breakdown periods only. If you have an Exhibitor Badge, you do not require a Build-up & Breakdown e-Badge

Click here to acquire a build-up & breakdown e-badges. Please circulate as required.

It is compulsory that all Contractors/Self-Build Exhibitors complete a Method Statement.

Please click here for a template (if you have your own Method Statement this can be submitted instead). 

ALL Self-Build Space Only exhibitors and Contractors must complete a RISK ASSESSMENT and send it to the Organisers.

Click here for a template and more information on Risk Assessments. This Risk Assessment must cover the activities of all the contractor's company staff, including temporary staff, during the Build-up and Breakdown of the exhibition. If you are a Self-Build exhibitor, then this must also cover your stand activities during the Open Period.

Please note: subject to information and drawings submitted, a venue appointed structural engineer may need to be employed to check your stand. Further information on costs will be forwarded upon receipt of drawings.

What is Better Stands?

Better Stands is a programme aiming to ensure that all core elements of exhibitor stands are reusable. Help us to reduce the environmental impact of Independent Hotel Show by committing to the Better Stands programme framework and show that your company values being part of sustainable and socially responsible events. Click here for more information.

 What’s in it for me?

A better quality, more attractive & sustainable stand
Opportunity to promote the sustainable credentials of your brand
Smoother, more efficient build up and breakdown periods
Lower work hours and reduced construction costs
Reduce or eradicate your waste bill
 

What do I need to do?

1. Fill out and submit the table on the next page, indicating which categories your stand meets
2. Ensure the stand reaches at least a bronze level, meaning the stand structure and walls, platform or raised flooring, furniture, equipment and lighting are all reused
3. Ensure that the submitted stand design clearly communicates how your you or your contractor will meet the Better Stands guidelines