Venue & Building Safety Regulations

New: Waste Containers – above 17sqm

All large space only stands must order a waste cart and is a mandatory regulation. Based on size ( any stand above 17sqm) 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.

Hall Access

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 19th September 12pm.

Exhibition Badges will be valid for  Saturday 19th & Sunday 20th September
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 – ALL CONTRACTORS/EMPLOYERS ARE REQUIRED TO COMPLY WITH THE FOLLOWING ACTS AND REGULATIONS;

  • Safety Health and Welfare at Work Act 2005
  • Safety Health and Welfare at Work (general application) regulations 2007 – 201
  • Fire Services Act 1981 & 2003
  • Safety, Health and Welfare at Work (Construction) Regulations 2013 (Ireland)

General Health & Safety Regulations for the RDS

  • The need to maintain emergency exits and keep gangways clear, this includes boxes, leads and other exhibition material.
  • Ensuring that good housekeeping is maintained in exhibition stand work areas, thereby minimising risks and allowing any remaining hazards to be identified easily.
  • Working at height must be carried out in a safe manner, workers must use correct and well maintained equipment and follow the correct safety procedures.
  • Only acceptable substances are allowed on site and full compliance with hazardous substances regulations.
  • All portable power equipment must be used only for the purpose for which it was designed and the correct safety guards and devices must be fitted and used. Trailing power leads must be taped down and not cross gangways. Petrol powered equipment must not be used.
  • All contractors must bring correct tools on site to complete their jobs. Borrowing of tools and equipment is not permitted.
  • The consumption of alcohol is not permitted on the exhibition floor during the build-up and breakdown periods of the event.

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.

Footwear

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  3rd July 20 – for space only stands to be compliant. Please supply completed 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 be required for the stands that exceed 3.49m metres in height along with a completed Safety File. The cost to have the stands above 3.49m approved by the Safety Officer is £85. This is mandatory.

Fire Safety

All escape routes must be kept clear at all times, not blocked by any items which could hinder evacuation. The hall must maintain one clear passage width of 2m width to all fire routes.

Within any of the halls it is generally prohibited to use, store or handle in any way flammable or fire supporting substances or liquids, bottled gas burners, cookers and portable heating devices, as well as pressure tanks (bottles) filled with propane- butane or any other compressed technical gases.
All used materials (textile, fabric, wood etc) brought into the hall and serving as decoration, material for construction of exhibition stands, scenes, decoration of the halls, hallways etc., Provision of fireproof finishing must be documented.

Prohibitions

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.

 

Hot Works Permits

Hot work implies tasks that involve spark production, soldering, welding, cutting, circular grinding or other work using tools that lead to heat generation. If there is no clear definition for what is classified as Hot Work, all work wherein there lies a level of uncertainty is to be classed as Hot Work. Hot Work is not permitted within the RDS, not even during the construction and set up phase, without authorisation from the Venue for handling flammable and explosive goods. The official responsible for issuing authorisation determines if the intended Hot Work is feasible. All Hot Work shall be carried out by persons who hold an approved Hot Work Licence. – please contact the Operations Team if you have any questions.

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.

Dilapidation

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.  Dilapidations 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 dilapidations 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.

Alcoholic Beverages 

The Brussels Expo has an alcohol service licence for the premises restaurants, exhibition and meeting halls and other premises which means that only Brussesl 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 Exp. Please CLICK HERE for the catering form.
Any other sales of alcoholic beverages is prohibited within the Brussels Expo premises.

Young people

Persons under the age of 18 years are not allowed admission to the exhibition halls during the build-up, breakdown periods and show days.

Stand Safety

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.It is forbidden to exhibit machinery and vehicles with fuel in the tank. 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.

Cleaning

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.

Aisle Cleaning

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 20th September but only within your allocated stand area.

Damage

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.

Balloons/Flying Objects

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.

Glass

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.

Closed Rooms

All closed rooms must have a vision panel.

Laser Displays/ Equipment/ Laser Pointers

We the organisers need a Risk Assessment detailing the following: Laser output energy or power v Radiation wavelengths v Exposure duration v Cross sectional area of the laser beam at the point of interest v Accessible emission limit.
Laser hazard classifications are used to signify the level of hazard inherent in a laser system and the extent of safety controls required. All lasers should carry information stating their class and any precautions required during use. Lasers rated class 3 and above present a significant hazard and must be managed by a competent person (laser safety officer) to ensure safety during both installation and use. Laser beams shall be at least 3 metres above the highest affected floor level at all times and arranged so that they cannot scan onto any person. Supporting structures shall be rigid to avoid any accidental misalignment of the laser(s). Laser Equipment including mirrors, shall be placed out of the reach of the public. All fixed mirrors if approved use in the display area and have been correctly set, must be locked or otherwise secured in position so as to prevent subsequent or unauthorised readjustment. The alignment of the laser installation including any mirrors must be checked on a daily basis. The means of electrical isolation of the mains supply must be provided adjacent to the laser machine. Adequate mains water supply must be provided adjacent to the laser where the laser is water-cooled.An independent certificate of inspection of all installations may be required and this must be submitted to the venue before the event opens,

Night sheets

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.

Upholstery

Upholstered seating must be non-combustible and marked with the appropriate EU standard.

Disabled Access

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 1000mm 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

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 10mm letters must be displayed adjacent to the door.

Compressed Gas

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.

Definitions:

  • Gases
    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.
  • Vapours
    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.
  • Liquids/Mists
    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.
  • Fumes
    Solid particles formed by condensation from the gaseous state e.g. lead fume.
  • Dusts
    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.
  • Fibres
    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.
  • Smoke
    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.