Venue & Building Safety Regulations
New: Waste Containers – above 17 sqm
All large space only stands must order a waste cart and is a mandatory regulation. Based on size ( any stand above 17 sqm) and the stand design, you will be automatically invoiced by the Cleaning Company who will place an order for a waste cart. The additional cost will be 75 euros, please see attached stand cleaning form.
You will need a contractor badge – CLICK HERE and complete all details required. Badges holders can be collected from the organisers office.
For security reasons these badges must be worn at all times in the hall and should only be used for build up and breakdown.
Exhibitor badges can be collected at the registration area from Saturday 5th December 12pm.
Exhibition Badges will be valid for Saturday 5th & Sunday 6th December
Build up and for the Event Only.
The halls will remain closed overnight and will open at 8am to exhibitors and close at 5.30pm.
Exhibitors cannot remain within the halls after this time as the halls will be locked.
NO Events/ functions can be held on the exhibition stands after the event closes on event days including build up and breakdown.
NEW – SAFETY CHARTER
Before commencing work each contractor must draw up a risk assessment of specific work and submit to the Organisers.
For this, the contractor carries out research into the working conditions, safety risks and in particular, the specific risks of the Brussels Expo installations. You are expected to take note of the information obtained from the Brussels Expo w.r.t these specific risks and to evaluate these in terms of the work to be carried out. The contractor will transfer the appropriate information to their own employees and any subcontractors.
If there are specific risk associated with the working methods, materials, tools or products used for the contractor, these must be reported to the Brussels Expo so that protective measures may be taken for its personnel.
The charter below must be completed by all Space Only contractors and return to the Organisers along with the Complex Safety File or the Simple Safety File dependent on your stand design. The charter link is included in the Safety File.
Venue Regulations – Brussels Expo
Please click on the below link a comprehensive guide for all of the Brussels Expo Regulations/Safety Charter/Electrical Regulations etc…
Personal Protective Equipment – PPE
We the Organisers have a policy for PPE and all elite venues in Europe also follow the guidelines, this is to ensure you and your staff are properly equipped for the building of the stand and to make sure safe working practices are followed. Items that are recommended based on the work that you may undertake on the stand include Protective Gloves, Respiratory protective equipment, Fall arresting devices (mandatory on platforms), Goggles/Visors, Hearing Protection (dependant on conditions and equipment)
High Vis Vests
All contractors/exhibitors are required to wear high vis vests if they are working at height on space only stands.
During the build up and breakdown periods people working in the exhibition halls, meeting rooms and lounges MUST wear safety shoes. Safety shoes must bear a CE mark and be classified in classes S1, S2 or S3. Safety shoes should be maintained and repaired.
Safety Helmets/Hard Hat Areas
Stand builders working at height – (above 2.5m) – Mandatory Regulation
It is the duty of every employer or those who have control to ensure head protection that prevents the head from vertical and side impact is worn where there is a foreseeable risk injury to the head. The ideal helmet is one that complies with both EN 12492 and EN 397. In areas below people working at height and adjoining gangways there is a significant risk of injury from falling objects and these shall be designated “hard hat “or “areas where hard hats must be worn”.
An approved safety helmet must be worn in the exhibition halls during build up and breakdown.
This is a mandatory requirement. There is a safety manager onsite who will enforce these regulations. The Safety Manager reserve the right to close down a working area if this ruling is disregarded.
SAFETY EQUIPMENT CANNOT BE PURCHASED AT THE VENUE AND MUST BE PROVIDED BY YOU THE EXHIBITOR OR YOUR CONTRACTOR
Stand Design & Walling
These basic guidelines must be followed when designing exhibition stands for this event. They have been introduced to ensure an event that is welcoming and not intimidating to visitors with good sight lines and excellent traffic flow.
Where these design guidelines have not been followed stand build approval will not be issued.
- Low walling is permitted to any open side of a stand to a maximum height of 1.2m. However, access to the stand on at least one side must be a minimum of 3m wide or 50% of the length of the wall if this is smaller (i.e the stand side is less than 6m in length). All stands must also meet with all relevant health & safety access/egress regulations.
- Only 40% of any open side is permitted to be `full walling`– i.e if a stand is 12m wide a maximum of 4.8m of full walling will be permitted.
- Any build above the height of 1.2m is considered `full walling` and this includes trilite, flagnet, materials, voiles, screens, graphics, showcases, louvred materials, etc.
- Fascia over open areas not more than 0.5m deep and not sited more 4m high (to the top of the fascia) and not less than 2.5m high (to the bottom of the fascia)
Please also remember:
- The back of the stand must be finished off to a very high standard – all stands must be finished off above 2.5m’s
- No logo’s overlooking neighbouring stands
- Any damage caused to the venue structures will be charged to the offending Exhibitor
Space Only Stands
Stand plans have to be submitted to us the Organisers no later than the 26th October 20 – for space only stands to be compliant. Please supply completed Complex Safety File or Simple Safety File along with risk assessment/Method statement as required by us the Organisers.
Complex Space Only Stands – NEW
Any stand that exceeds 3.49m’s in height is classed as a complex stand design. All space only stands will be checked by an engineer. Structural calculations will also have to be required for the stands that exceed 3.99m metres in height along with a completed Complex Safety File The cost to have the stands above 3.49m approved by the Safety Officer is £85. This is mandatory.
The organiser reserves the right to refuse admission to the exhibition to any person(s) without assigning any reason. They also reserve the right to order the expulsion of any person(s) whose conduct, in the opinion of the organisers renders such a course desirable. Canvassing by unauthorised person(s) is prohibited inside and outside of the event and will incur immediate expulsion or refusal of access to the exhibition. No handbills or placards may be affixed to any part of the building except by exhibitors on their stands and in the press office.
Employment of Labour – Code of Conduct
The organisers are not able to supply labour for handling goods and properties, but GT Exhibitions the official lifting contractor or your forwarding agent or stand fitting contractor will be able to offer assistance and advice in this area. Please do not employ casual labour in the hall. In the interest of the exhibition the organisers decision on any dispute concerning labour being employed must be taken as final. You should not make payments to labour staff to secure preferential treatment. Please report immediately to the Organisers Office any employees suspected of soliciting money for labour.
Safety and demonstration of products
In order to safeguard people’s health, safety and environment, the EU has common safety requirements that manufacturers must meet in order to freely sell and market products. Certain products must be marked with the CE marking in order for them to be sold and marketed within the EU. If a product is marked it means that the product has been deemed to meet the basic safety requirements under one or more EU directives.
The Participant is responsible for the products or substances that are used or demonstrated at an Event do not imply any risk to health and accidents, and that to all other extents meet the requirements in accordance with current applicable laws, regulations and directives.
Stands that are in excess of 70sqm must have a fire extinguisher on the stand. This is mandatory and can be ordered online through Brussels Expo webshop.
No work with fire, open flame or heat points may be conducted without a prior written fire permit (e.g. burning, welding, soldering, brazing, grinding, flame cutting ,etc)
To apply for the permit a detailed description via email must be sent to the Organisers and the activity the work will be needed for. There are two types of permits A for multiple events and B for an event permit.
Emergency Exits, Hall Aisles
The emergency routed must be kept clear at all times. The doors along the emergency exit routes must be easy to open over their full width from the inside. Exit doors and escape hatches in the hall floors and the signs indicating their position may not be reconstructed, built over, covered or made unrecognisable in any other way. The aisles in the halls may not be obstructed by left-behind or protruding objects.
Each company is responsible for the cost of making good, restoring or renewing all damages or Dilapidation to the venue caused by the exhibitor or any persons employed or engaged on their behalf. Dilapidation’s include (by way of example only) marks caused by paint, distemper, mortar or any other adhesive substance (including carpet tape), bolt, screw or nail holes, boarding or any other material attached or adhering to walls, floors or any part of the building. The cost of making good will be assessed by the organiser and charged to the exhibitor. In their own interests, exhibitors should satisfy themselves to the condition of their site, both before stand build up and after breakdown.
Exhibitors occupying shell stands are also responsible for the cost of making good, restoring or renewing any damage or dilapidation’s to shell stand structures, floor coverings, light fittings, or any part thereof, whether caused by themselves or by any person or persons employed or engaged on their behalf. The cost of making good any damage will be assessed by the shell stand contractor and advised to the exhibitor. We advise that you only attach your exhibits by either the following; tape, velcro, patafix. DO NOT PUT ADHESIVE DIRECTLY ONTO THE PANELS, NO ADHESIVE POSTERS/STICKERS ARE ALLOWED TO BE USED DIRECTLY ON TO THE SHELL SCHEME PANELS. It is not permitted to screw, nail, glue paint or in any way cause damage to the GES materials or equipment. Similarly, only Brussels Expo staff are permitted to affix wires to the ceilings or other parts of the building. Neither is permitted to mount or dismantle material belonging to Brussels Expo, such as stand walls fascia boards, spotlights etc. Should you or your staff cause damage to the venue’s building, hall floor, its furnishings or equipment, you will be held directly responsible.
The Brussels Expo has an alcohol service licence for the premises restaurants, exhibition and meeting halls and other premises which means that only Brussels Expo have the right to serve alcoholic beverages. All alcohol served at the exhibition must be purchased from the holder or the alcoholic service licence: Brussels Expo. Please CLICK HERE for the catering form.
Any other sales of alcoholic beverages is prohibited within the Brussels Expo premises.
Persons under the age of 16 years are not allowed admission to the exhibition halls during the build-up, breakdown periods and show days.
Exhibition stands including equipment and exhibits as well as advertising hoardings must be securely erected so that they are not a risk to public safety, in particular they should not endanger life or health. Care shall be taken during construction and dismantling that any possible consequences of hazardous situations arising from that work remain limited exclusively to the rented stand space.
Exhibition of Motor Vehicles
Each request is based on a case by case situation and approval is required from us the Organisers. Vehicles an vessels must have a minimal amount of fuel in the tank (max 5 litres). Barrels, drums and other containers with fuel even if empty must not be situated on the stand. The fuel tank must securely and permanently locked. Please contact us the Operations Team for more information and approval.
Empties/storage of materials
Storing of empties of any kind (e.g. packing and packaging materials) or filled containers (e.g stand construction materials) at the stands or outside the stands in the halls is prohibited. All storage items, empty/ filled containers must be delivered to the designated storage area. This service can be organised through GT Exhibitions. The expense will be with you the exhibitor.
Packaging and other flammable materials may not be stored in the exhibition halls during the event.
Stand cleaning is included for Shell Scheme packages and is for vacuuming & emptying bins.
Space Only stands must order their own through the official cleaning contractor Contact. CLICK HERE to order.
A final cleaning of the exhibition area aisles and shell scheme stands will take place prior to opening. The aisles must be cleared by 1400hrs, stand construction can commence up until 2000hrs on the 6th December but only within your allocated stand area.
Any damage caused by the exhibitor or his/her agent in the exhibition grounds, its buildings or facilities, as well as rubbish left behind will be removed at the end of the event by Brussels Expo at the expense of the exhibiting company. All damage and remaining rubbish must be reported to Organisers.
The use of balloons filled with flammable gas is prohibited in the halls and exhibition grounds. Please contact the Operations Team directly for approval as there are regulations that apply to balloons filled with safety gas or helium.
Only laminated safety glass suitable for the relevant purpose may be used. Edges of panes of glass must be machined or protected in order to exclude any risk of injury. Tempered plate glass components must be marked at eye level. Any other appropriate versions may be permitted upon application, once the required specifications shall be submitted.
Advertising Material/Presentations & Noise
Lettering referring to the stand or exhibits, company or brand logos must not exceed the prescribed construction height. They should contribute towards a harmonious overall impression. Presentations, optical, slowly moving or acoustic forms of advertising are permitted, as is the reproduction of music, provided that they do not cause annoyance to adjoining stands, to congest in the aisles, or drown out announcements by the fair authorities in the halls. The volume must not exceed 80 dB (A) at the boundaries of the stand, loudspeakers must be mounted facing into the stand. Wireless Microphones may not be used without permission – please contact us the Operations Team. Exhibitors are only permitted to distribute printed matter and to conduct advertising on their own stands.
All closed rooms must have a vision panel.
Laser Displays/ Equipment/ Laser Pointers
When using laser light the energy of the light beam may not exceed 2.5mW/m2. At higher power levels the beam must be completely encapsulated.
Class 1 and Class 2 lasers are permitted. The exhibitor must inform the safety coordinator about the laser type used (technical sheet) . In the case of a gas laser, the type of gas must be reported w.r.t the gas. Only daily production may be present in the hall. The exhibitor should make an arrangement separately or via the organiser with a supplier so that gas cylinders can be changed daily prior to the event opening.
The use of lasers from Class 3 and higher is prohibited without additional protective measures and subject to permission from Brussels Expo and its safety coordinator.
Night sheets must be made of inherently non-flammable material or of material satisfactorily treated to render it non-flammable. They shall be stored rolled-up and firmly secured and not cause any obstruction while not in use.
Upholstered seating must be non-combustible and marked with the appropriate EU standard.
Stands should be designed to ensure that it is not unreasonably difficult for a disabled person to access their stand as required by the Disability Discrimination Act 1995. Platforms that exceeds 38mm in height or a part platform that exceeds 20m² AND 38mm in
height, MUST ensure that it is accessible to the disabled visitor and should contain clear and specified access and constructed in such a way as to conform to the following:-
Bevelled with a ramp of no more than 5° (1:12 gradient);
A minimum of 1000 mm wide; and fitted with a handrail on each side or other such division to avoid any trip hazard resulting from the change of floor levels.
Doors and gates forming part of an escape route shall be hung to open in the direction of escape, clear of any steps or landings, and shall where necessary be recessed so that when open they do not obstruct the required width of any gangway, corridor, passageway, staircase, landing or other escape route. Such doors shall be free from fastenings other than panic bolts of type and pattern and installed in accordance with BS EN 1125. Doors serving staff areas may be provided with simple lever handles, complying to BS EN 179, or push pads complying with BS EN 179.
Where any door or gate is at the head or foot of stairs, a landing shall be provided between the door or gate and the top or bottom step. The depth of the landing shall not be less than width of flight.
In exceptional circumstances and where permitted, any inwards-opening door or gate used by more than 50 persons, shall be so arranged, that it can be locked back in a way that requires a key to release it and, when locked back, it does not form an obstruction or reduce the required width of an exit. A notice stating “THIS DOOR TO BE KEPT LOCKED BACK IN THE PUBLIC POSITION WHILST THE PREMISES ARE OPEN TO THE PUBLIC”, in 10cm letters must be displayed adjacent to the door.
Details of any proposed use of compressed gas or Liquefied Petroleum Gas (LPG) must be submitted to the Organisers no later than 28 days prior to tenancy and must include the gases or liquids proposed, and sizes of cylinders or vessels with their working pressures.
Fumes, Vapours, Gases, Liquids, Dusts and Fibres
Any exhibit, process or feature that is likely to generate and/or emit gases, vapours, liquids, fumes or dusts into the venue shall be so constructed so as not to be prejudicial to health or a nuisance and shall comply with the requirements of the Control of Substances Hazardous to Health Regulations.
Formless fluids usually produced by chemical processes involving combustion or by the interaction of chemical substance. A gas will normally seek to fill the space completely into which it is liberated e.g.nitrogen gas widely used in vessels due to its chemically inert properties.
The gaseous form of a material normally encountered in a liquid or solid state at normal room temperature and pressure. Typical examples are solvents, e.g. thinners that release vapours when the container is opened.
A state of matter with definite volume but no definite shape, like water. The routes of entry for liquids could be ingestion and skin contact. If finely dispersed, they become a mist and therefore inhalable.
Solid particles formed by condensation from the gaseous state e.g. lead fume.
These are solid airborne particles, often created by operations such as grinding, crushing, milling and sanding e.g. mdf dust. The size of the dust particles is important as there is a difference between inhalable and respirable dusts and the nature of the hazards they present.
Dust may be created that is made up of tiny fibres e.g. textile fibres. The fibres may become airborne during certain processes. The fibres may be so small that they fall into the respirable range and as such may be inhaled deep into the lungs.
A substance made up of small particles of carbonaceous matter in the air, resulting mainly from the burning of organic material, such as wood or coal. Full details of the hazards arising, how they are harmful to health and the range of control measures which will be implemented must be provided to the venue at least 28 days before the event by the submission of a suitable and sufficient COSHH assessment carried out by a competent person.
The show organiser must ensure the level of risk is reduced to as low as is reasonably practicable and to this end eliminate exposures to substances harmful to health.
- Special Prohibitions/ Smoke/Flames/Signage/Flammable Liquid/Waste
It is forbidden to smoke inside the establishment. Likewise, the use of open flames is not allowed, including the demonstration of equipment. The use of green letters or white letters on green background is prohibited; these colours are reserved for the general safety signage.
No flammable liquids may be stored in a stand. It is forbidden to store combustible packaging or waste in the stands and aisles. Such packaging and waste must be removed as and when they are produced.
Exhibitors are prohibited from disassembling or removing the fixtures of the establishment (parapets, handrails on stairs, fire extinguishers, boxes of all kinds, etc.). The use of any cooking or heating device is prohibited inside the stands, with the exception of microwave ovens with a power capacity of less than 3.5 kw/h.