Compulsory Heath & Safety Documentation

This information must be read in conjunction with:

Event Venue Regulations

Health & Safety Rules for Working Onsite

Permissible Stand Build Materials

Fire Regulations

HEALTH AND SAFETY DECLARATION 

ALL exhibitors must submit a Health and Safety Declaration via the Health & Safety Declaration form via Task Management in your E-Zone. This is to be completed by the exhibitor, covering the show days and equipment you are exhibiting this year. A task link will be available in your E-Zone.

Health & Safety Declaration - Please submit this form to declare that you and your contractors/stand builders, sub-contractors, etc, (if appointed), have read and fully understood the Health & Safety and Stand Rules & Regulations of the IBC Exhibition Manual, and that you will adhere to all regulations.

Stand Activities Declaration - Please use this form to alert IBC to the activities you are planning to have on your stand. This form is for EXHIBITORS to complete and should cover items that are used during the show open days. Please complete the form on behalf of any co-exhibitors or pavilion exhibitors and include their products/activities into your answers.

IBC Show terms & conditions are available here - https://show.ibc.org/terms

Please see the Lithium-Ion Battery update.

Please contact [e-mail] if you have any questions. Please also review: Permissible Stand Materials

Compulsory Health & Safety Documentation-Stand Construction

As Organisers, it is our policy to make the exhibition and all surrounding events a safe environment as far as is reasonably practicable. IBC and the RAI Amsterdam take their Health and Safety responsibilities very seriously and it is essential that all Exhibitors and Contractors do the same. In this section you will find information about all relevant health and safety forms and documentation to be submitted in line with the Health and Safety rules and regulations. Exhibitors must submit the following Health & Safety documentation by 20 June. A task link will be available in your E-Zone.

IMPORTANT: Exhibitors need to complete forms on behalf of any co-exhibitors or pavilion exhibitors and include their products/activities into your answers.

The forms below are applicable to the following exhibitors:

• ALL Space Only Stands including Double Decker Stands
• All Outdoor Exhibits including any vehicles displays without any build
• All Balcony Suites built by any 3rd party contractor other than the event official supplier - RAI Exhibitor Services
• All internal fitouts of pre-built Package 2 Meeting Suites by any 3rd party contractor other than the event official supplier - RAI Exhibitor Services
• Internal fitouts of any RAI Meeting Rooms by any 3rd party contractor other than the event official supplier - RAI Exhibitor Services
• Shell Scheme Stands planning physical construction within their stand (only if using your own third-party contractor, other than the event official supplier - RAI Exhibitor Services)
• Any stand exhibiting ‘Prohibited Goods’ – See Health & Safety rules

RISK ASSESSMENT  

Exhibitors or the exhibitor’s Appointed Contractor on your behalf, must conduct a suitable and sufficient Risk Assessment of their activities. Activities include the stand construction process (including internal decoration such as hanging graphics, storing literature etc.), activities conducted on the stand during the event (such as demonstrations, corporate hospitality etc.) and the dismantling process. Templates are available on request via [e-mail].

The Risk Assessment Template is attached to the guide below ⬇

METHOD STATEMENT - SINGLE STOREY STANDS

 Applicable to the following exhibitors:

• ALL Space Only Stands
• All Outdoor Exhibits including any vehicles displays without any build
• All Balcony Suites built by any 3rd party contractor other than the event official supplier - RAI Exhibitor Services
• All internal fit outs of pre-built Package 2 Meeting Suites by any 3rd party contractor other than the event official supplier - RAI Exhibitor Services
• Internal fit outs of any RAI Meeting Rooms by any 3rd party contractor other than the event official supplier - RAI Exhibitor Services
• Shell Scheme Stands planning physical construction within their stand (only if using your own third-party contractor, other than the event official supplier - RAI Exhibitor Services)
• Any stand exhibiting ‘Prohibited Goods’ – See Health & Safety rules

METHOD STATEMENT - DOUBLE DECKER STANDS 

ALL Space Only Double Decker stands are required to submit their Method Statement for Double Decker stands.

The Method Statement Template is attached to the guide below ⬇

STAND PLAN SUBMISSION

Applicable to the following exhibitors:

• ALL Space Only Stands including Double Decker Stands
• All Outdoor Exhibits including any vehicles displays without any build
• All Balcony Suites built by any 3rd party contractor other than the event official supplier - RAI Exhibitor Services
• All internal fitouts of pre-built Package 2 Meeting Suites by any 3rd party contractor other than the event official supplier - RAI Exhibitor Services
• Internal fitouts of any RAI Meeting Rooms by any 3rd party contractor other than the event official supplier - RAI Exhibitor Services
• Shell Scheme Stands planning physical construction within their stand (only if using your own third-party contractor, other than the event official supplier - RAI Exhibitor Services)
• Any stand exhibiting ‘Prohibited Goods’ – See Health & Safety rules

All Space Only exhibitors must submit fully detailed and scaled technical plans for approval on compliance with the rules and regulations set out in the IBC Exhibition Manual along with the structural soundness and venue and EU health and safety regulations including the use of venue and EU permitted stand build materials and electrics. Exhibitors are reminded that it is their responsibility to ensure the stand design and build conforms to the appropriate venue and EU health and safety regulations and the use of venue and EU permitted stand build materials and electrics.

Abraxys Ltd

Abraxys Ltd, IBC's appointed stand plan inspection agency, will be reviewing all stand plans and supporting Health & Safety documents. Failure to gain approval will result in unnecessary delays whilst the plan is being approved. IBC has the final discretion over all builds and may therefore enforce alterations to any unapproved designs. Abraxys will be supervising the onsite build ensuring that stands are being built according to the submitted plans. Stands where plans do not meet the rules will not be permitted to be built. IBC, the RAI Amsterdam, their Structural Engineers and Abraxys/Campbell Reith, reserve the right to request structural calculations, approved pre-show or onsite, for any stand structure at the event should they deem necessary. All costs relative to obtaining proper certification are liable to be paid by the exhibitor.

RAI DOUBLE DECKER BUILD PERMIT

ALL Space Only Double Decker stands must apply for the RAI Amsterdam Double Decker Permit to obtain a legal permit to build.

Double Decker stands are subject to a TWO-STAGE approval process involving two separate bodies, Abraxys and RAI Licences Desk.

It is only upon complete approval of BOTH parties that a design is deemed as fully and finally approved. A design approved by Abraxys in the first stage of the approval process may be subject to further design changes and modifications on the grounds of health and safety as/if requested by the RAI Structural Engineer.

STAGE 1: Submission of relevant stand plan and build documentation to Abraxys

• General approval of a design concept by Abraxys based on IBC’s show rules and regulations as to what is deemed acceptable for the IBC show environment. The Double Decker stand plan submission process also includes confirming the 2nd structure being built and the Double Decker working at heights confirmation to show the planned control measures to prevent accidents when working at heights. Working at heights without adequate preventative measures in place is strictly not permitted and will be stopped if necessary.

STAGE 2: Submission of relevant stand plan and build documentation to RAI Amsterdam Licences Desk (see Doble Decker stand regulations)

• In depth structural and health and safety approval based on structural loading calculations and health and safety elements (number of staircases, number and location of emergency exits, handrail and step tread design etc.). Whilst Abraxys may give general advice on these elements, each Double Decker stand is judged on an individual basis by the RAI Licenses Desk whose decision is final. Designers are strongly advised to seek early advice on these elements as to what may be permissible within their stand design.

Double Decker construction see Double Decker Stand Rules & Regulations.

Take a look here for info on the Double Decker Permit

                                  ⬇