EXHIBITOR MANUAL CONTENTS


Welcome Letter
Checklist
Section 1
 Show Team, Contacts, Timetable,
Section 2
 General Information
 Shell Stand Specification
 Space Only Stand Specifications
 Breakdown Procedures
Section 3
 Exhibitor Passes & Complimentary Tickets
Section 4
 Health & Safety Information
 Hi Vis Vests
 Emergency Procedures
Section 5
 Electrical Order Form
 Electrical Testing Information
 Appliance Power Guide
 Name Board Form
 Shell Scheme Extra Order Form
 Stand Catering Order Form
 Stand Internet Order Form
 Forms 1 - 6
Section 6
 How to Get There – Site Map
 Delivery access to Central Halls & Charter Suite - Map
 NWS Rules & Regulations
Dear Exhibitor
Thank you for supporting The National Wedding Show at Manchester Central. The
details in this manual are here to assist you, please take the opportunity to read them
carefully and complete and return the appropriate forms. However, please feel free to
call me at any time should you require any further information or clarification.
LISTED BELOW ARE SOME POINTS TO REMEMBER:
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All stands must be ready by 9.30am on Saturday 7th February. The Show opens
to the public at 10am
Do not leave your stand unmanned at any time during the show. If you have to
leave in an emergency, please contact the organiser’s office before you leave.
Do not close your stand before the show has ended.
Please be on your stand in time for the show opening.
Night sheets must be removed prior to opening and not put back up until the
show closes.
Under no circumstances can you breakdown your stand whilst the show is
open. This contravenes all health and safety rules.
All stand holders must have a valid exhibitor pass to gain entry to the show.
These are now to be collected onsite.
STAND MANAGEMENT RULES:
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Mirrors, mannequins, boxes and any other obstructions found in the aisles will
be removed from the hall. This is a health and safety requirement and there
will be no exceptions to this rule.
Leaflets must only be distributed from your stand. Staff are strictly prohibited
from distributing promotional materials or showcasing goods in aisles, foyers,
catering areas and feature areas.
Please ensure that all your products are kept within your contracted space.
No Fascia defacing. Only the standard uniform show fascia board must be used
as there is a weight restriction to the framework of the stand. Nothing may be
hung from the outer shell stand.
No stand sharing or subletting is allowed under any circumstances.
Changing rooms are not to be used for storage or any other purposes other
than changing facilities. Please also note that neither mirrors or hooks are not
provided in the changing rooms by the Show Organiser
……………..continued
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Please ensure to keep to your allocated changing room only.
Please read the Terms and Conditions in the online manual for more details on
rules & regulations.
Do not play music louder than 65db during any of the feature sessions, do not
play for longer than 10 minutes every hour and please be mindful of your
neighbours when music is played.
Finally, all exhibitors are reminded that they must complete the Statement of
Responsibility (Form 4). In addition, we would suggest that exhibitors complete a
Risk Assessment that covers the build up, break down and open periods. For
Space Only stands and for exhibitors with items of Special Risk, a Risk
Assessment must be undertaken and submitted. There are no exceptions to this
as current guidelines insist on written information detailing control measures put
in place to reduce any risk of injury. Again, if you need any clarification or
assistance, please do not hesitate to call me. Thank you for your co-operation.
I look forward to meeting you on-site and working with you on The National Wedding
Show.
Kind regards
Pat Turner
Operations Director
Tel: 01789 491451
Email: pat.turner@eventopsuk.com
CHECKLIST- MANCHESTER
CHECKLIST
COMPANY
DEADLINE
Alcohol Sampling
Select Services International
16 January
Carpet Required
Freemans UK
Immediately
Catering & Hospitality Required
Manchester Central Hospitality
Immediately
Electrical Requirements
Freemans UK
5 January
Furniture Requirements
Freemans UK
Immediately
Product Demonstration, Hands
on or Beauty Treatments
Select Services International
16 January
Health & Safety, Method
Statement, Risk Assessment
Event Ops UK Ltd
Music Licence
Event Ops UK Ltd
16 January
Name Board Details
Freemans UK
4 January
Sampling of food notification
Select Services International
9 January
Space Only Stand Plans
Event Ops UK Ltd
9 January
Stand Fittings & Stand Extras
Freemans UK
18 January
Phone/Fax/ISDN/Internet lines
EventIT
Immediately
Vehicles as Exhibits
Event Ops UK Ltd
Immediately
16 January
√
DATE
SECTION 1
1.1 Exhibition Management Team
TELEPHONE NO:
EMAIL ADDRESS:
020 7772 8319
alex.butler@oceanmedia.co.uk
01789 491451
pat.turner@eventopsuk.com
EVENT MANAGER
Alex Butler
OPERATIONS
Patrick Turner
Operations Manager
Post: 5 Dorsington Manor, Dorsington, Stratford upon Avon, Warwickshire, CV37 8AU
Fax: 01789 532001
SALES
Chantell White
Deputy Sales Manager
020 7772 8455
chantell.white@oceanmedia.co.uk
Michelle Thomas
Senior Sales Executive
020 7772 8216
michelle.thomas@oceanmedia.co.uk
Juliana De Blanc
Sales Executive
0207 772 8327
Juliana.De.Blanc@oceanmedia.co.uk
Aimee Beagley
Sales Executive
0207 772 8312
aimee.beagley@oceanmedia.co.uk
Sophie Brooke
0207 772 8378
sophie.brooke@oceanmedia.co.uk
0207 772 8452
gina.hedges@oceanmedia.co.uk
Sales Executive
Gina Hedges
Sales Executive
Post: Ocean Media Group Ltd, 19th Floor Canary Wharf, One Canada Square, London, E14 5AP
Fax: 020 7772 8587
MARKETING
Samantha Pearce
Marketing Executive
020 7772 8420
samantha.pearce@oceanmedia.co.uk
Post: Ocean Media Group Ltd, 19th Floor Canary Wharf, One Canada Square, London, E14 5AP
Fax: 020 7772 8599
PR
Katie Fox
0203 397 5192
katief@goodresults.co.uk
www.nationalweddingshow.co.uk
1.2
Exhibition Timetable
BUILD-UP
Space Only Exhibitors build
Shell Scheme Exhibitors stand dressing
Thursday 5th February
Friday 6th February
All displays and exhibits must be completed by: Saturday 7th February
12.00 – 18.00 hrs
12.00 – 20.00 hrs
09.00 hrs
OPEN DAYS
Exhibition Opens
Saturday 7th February
Sunday 8th February
10.00 – 17.00 hrs
10.00 – 17.00 hrs
Please note: Exhibits cannot be dismantled & removed until the close of the Exhibition.
BREAK DOWN
Sunday 8th February
17.30 – 21.00 hrs
General dismantling of stands
Sunday 8th February
All exhibits, stand fittings etc. to be removed by: Sunday 8th February
Removing of portable exhibits and displays
17.45 – 21.00 hrs
21.00 hrs
DELIVERIES
During the open days, deliveries must be made between 8am – 9am
IMPORTANT INFORMATION
All waste materials (carpet, boxes, unused literature, timber, exhibits etc.) must be removed before
21.00hrs on Sunday 8th February. Any items left onsite after this time will be deemed as rubbish and will
be thrown away. The removal of items will be chargeable direct to the exhibitor. These charges are high.
The organisers cannot accept responsibility for any items left onsite.
Access to the Hall will be between the hours given above ONLY. There will be no concession to these
hours without the prior consent of the organisers.
Exhibitors must not carry out work on their stand during the exhibition opening hours. Any alterations,
building, modification, loading or unloading of goods must take place only during the build-up, offloading and breakdown periods.
Power to stands will be switched off 30 minutes after the show closes during Open Days. Should you
require power after this, please contact the Organisers’ office before 13.00 hrs to confirm
arrangements.
Children under 16 years old will not be admitted to the Hall during the build-up and breakdown
periods. This is a health & safety issue which will be enforced during these times.
www.nationalweddingshow.co.uk
1.3 Contractor Contact Details
AUDIO VISUAL/PLASMA/TV HIRE
Freeman UK
Unit DC 5
Prologis Park
Imperial Road
Coventry
CV8 3LF
www.freemanuk.com
T – 024 7760 1601
Or
Congo Blue Design
Units 6 & 7, Anglo Industrial Park
Fishponds Road,
Wokingham
Berkshire RG41 2AN
Ben Teale
www.congobluedesign.co.uk
ben@congobluedesign.co.uk
T - 0118 977 2020
CARPETS
Freeman UK
Unit DC 5 Prologis Park
Imperial Road
Coventry
CV8 3LF
www.freemanuk.com
T: +44 (0) 2477 601601
CATERING
Manchester Central Hospitality
Petersfield
Manchester
M2 3GX
c.ille@manchestercentral.co.uk
www.manchestercentral.co.uk
T – 0161 834 2700
ELECTRICS
Freeman UK
Unit DC 5 Prologis Park
Imperial Road
Coventry
CV8 3LF
www.freemanuk.com
lisa.barnfield@freemanuk.com
T – 024 7760 160
FLORAL & CREATIVE THEMING
Freeman UK
Unit DC 5
Prologis Park
Imperial Road
Coventry
CV8 3LF
www.freemanuk.com
T – 024 7760 1601
FURNITURE
Freeman UK
Unit DC 5
Prologis Park
Imperial Road
Coventry
CV8 3LF
www.freemanuk.com
T – 024 7760 1601
SHELL SCHEME, STANDFITTING &
NAMEBOARDS
Freeman UK
Chapel Farm Industrial Estate
Cwmcarn
Gwent. NP11 7BH
www.freemanuk.com
Rachel.mayne@freemanuk.com
Contact Rachel Mayne
T - 01495 273604
F - 01495 271970
SHOWGUIDE PUBLISHER
TRMG
Winchester Court,
1 Forum Place
Hatfield,
Herts, AL10 0RN
paula@trmg.co.uk
www.trmg.co.uk
T - 01707 273999
F - 01707 276555
SIGNAGE/GRAPHICS
Freeman UK
Unit DC 5
Prologis Park
Imperial Road
Coventry
CV8 3LF
www.freemanuk.com
T – 024 7760 1601
www.nationalweddingshow.co.uk
SECTION 2
2.1 General Information
ACCESS & DELIVERIES
A detailed map showing the location and a layout of the complex can be found in this
manual. All goods must be delivered before 09:00 hrs on Saturday 7th February clearly
marked with company name, stand number and hall number. The organisers cannot accept
any deliveries without prior agreement. Please ensure that you arrange to have goods
delivered when a stand representative will be present.
Exhibitors should arrive at rear Traffic barrier accessed via the ramp off of Albion Street.
From here you will be booked in and sent to the loading area to unload.
Once unloaded your vehicle should then be taken off site and parked in one of the nearby
car-parks (please note, each exhibitor is allowed 2 Free Car Park Passes for small vehicles
only. These should be collected from the Organisers Office and can be used in the
Bridgewater Hall Car Park Only (Traffic Marshalls will direct you). For Large Vans and other
Large Vehicles (vehicles up to 7.5 tonnes), please use Owen Street Car Park, access via Great
Jackson Street or for vehicles over 7.5 tonnes use Medlock Street parking. For info and
pricing and further details click link below:http://www.q-park.co.uk/parking/manchester/q-park-medlock-street
Vehicle Passes will be issued upon your arrival at the Venue along with Contractor
Wristbands, which must be worn.
AISLE MANAGEMENT
Mirrors for public use must be positioned within YOUR stand space and must face into YOUR
stand and not into the gangway, and should not block the aisles when in use. Mannequins
and viewing boxes must also remain within your stand space and must not encroach into the
gangways or into neighbouring stands. Please note the Organisers do not provide mirrors for
changing rooms.
EXHIBITOR PASSES & COMPLIMENTARY TICKETS
SEE SECTION 3
BANKING FACILITIES
All the major Banks are located close to Manchester Central. A cash machine is located in the
venue foyer.
BANNERS
Please contact the Sales Team if you wish to suspend a banner above your stand.
www.nationalweddingshow.co.uk
BOUTIQUE AREA
Exhibitors in the boutique area are reminded we ask for certain criteria to be adhered to. The
organisers request that the products retail at a minimum of £850.00 in the Boutique Area
and £1,500.00 in the Designer Area. We ask that stands in this area reflect a relaxed and
elegant experience and request that subtle ‘sale’ signage be kept to a minimum. The Bridal
Zone is a dedicated area for companies wishing to sell past seasons sample stock. Sale signs
are permitted within this area and exhibitors can sell sample stock to be taken away on the
day of the show.
BROADCASTING OF MUSIC
If you intend to broadcast music on your stand you are required by law to obtain a music
licence from Phonographic Performance Limited (PPL) and the Performing Rights Society
(PRS). IT IS YOUR RESPONSIBILITY TO DO THIS.
Phonographic Performance Limited is required for all exhibitors for the use of all sound
recordings. They collect the royalties on behalf of the record label.
Performing Rights Society administer licences for music played on CD, DVD, tape, video and
also Live Music. They collect the royalties on behalf of the songwriter and composer.
These companies issue a licence and levy a tariff for each stand that plays music during a
show. The tariff is calculated for each day on which the music is played.
It is our position that exhibitors are solely responsible for obtaining any licence required to
play music on their stand. However, an administrative arrangement can be entered into
between organisers, who are members of the Association of Exhibition Organisers and the
licensing bodies for a licence to be obtained on your behalf. You will in due course be
invoiced for the cost of your licences.
It is a condition of your taking a stand at the exhibition that:
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You complete the appropriate licence application form if you intend to play music,
You do not exceed the sound level of 65 db.
You provide accurate information about your intention to play music and pay to use the
license fee forthwith upon request.
You do not play music on your stand unless you have made an application and paid
forthwith upon request of a licence.
We are fully indemnified by you against a claim made against us for any non-payment,
omission or infringement connected with the licensing requirements for playing
recorded music on your stand.
If you intend to play music on your stand at any time during the show, you should complete
the Form 5 and return it by 16th February. An appropriate invoice will be forwarded for the
appropriate fee.
www.nationalweddingshow.co.uk
BUSINESS FACILITIES
A Business Centre facility is available from the Concierge Desk in the front foyer of the
venue. Services are chargeable.
CAR PARKING
Each exhibiting company is entitled to 2 Free Car Parking Spaces (for cars and small vans
only). These are to be collected from the Organisers office during the build up period. These
passes can only be used in the official Exhibitor Car Park, which is the Bridgewater Hall Car
Park. A map showing this location is found at the rear of this manual and the Car Park is
referred to as NCP Bridgewater. Exhibitors with Larger Vehicles (vehicles up to 7.5 tonnes),
please use Owen Street Car Park, access via Great Jackson Street or for vehicles over 7.5
tonnes use Medlock Street parking. For further details and rates click this link:http://www.q-park.co.uk/parking/manchester/q-park-medlock-street
CARPETS
Fuscia Pink will be this year’s brand colour for Aisles. General Stands, Bridal Area, Vintage
and the Flower Market will be Silver. The Designer Area and Boutique Areas will be
Champagne (please note carpet is provided as standard at no extra charge to exhibitors).
CATERING
Exhibitors who would like to provide stand hospitality such as food or drinks to visitors must
order this through Manchester Hospitality. Please use the order form at the rear of this
manual.
“Manchester Central Hospitality (MCH) holds the licence for all catering activity on site.
Should anyone wish to supply any catering provision, this is at the sole discretion of MCH.
Any requests for own food & beverage provision are to be in writing for consideration. Upon
approval, MCH will advise the relevant fees and any documentation requirements subject to
MCH’s policies and procedures.”
CHILDREN
In accordance with Health & Safety regulations, children under 16 years of age are not
permitted in the Exhibition Halls during the build-up and breakdown periods. There are no
exceptions to this rule. With regard to the show open periods, please refer to Section 18 of
the Children and Young Person’s Act 1933, which outlines the laws regarding conditions for
children working. If you intend for a person under 16 years of age to be working on your
stand you must notify the organisers in advance of the show.
You may be asked to show a copy of the Employment Permit issued by the education
department of your local authority.
www.nationalweddingshow.co.uk
CLEANING
Stand cleaning is provided by the venue as part of the exhibitors’ package. However,
exhibitors are responsible for cleaning their own exhibits. Anything left in the gangways will
be treated as waste and will be disposed of.
Exhibitors requiring locked areas on stands to be cleaned must deposit a duplicate key
stating stand number with the organisers prior to the exhibition opening. This key will be
returned to the organisers on the last open day of the exhibition. Exhibitors are requested to
keep gangways as clear as possible at all times.
CLOAKROOM
Cloakrooms are situated in the main Entrance Foyer and are open from half an hour before
the event opens until half an hour after it closes. A charge per item is payable by customers.
DAMAGE & DILAPIDATIONS
Please remember that any damage caused to the Exhibition building itself or the stand
supplied, by you or your contractors is your responsibility. You will be charged for any
damage that you do not make good.
DISABLED FACILITIES
Manchester Central offers full access to the National Wedding Show to people with
disabilities. If further assistance is required on site, please contact the Organisers or one of
the Show Stewards. A small number of wheelchairs are available from the Venue and can be
pre-ordered in advance by calling Pat Turner on 01789 491451.
It is the responsibility of individual exhibitors to ensure that people with disabilities can gain
access to their stand. Under the DDA, exhibitors must take reasonable steps to ensure the
products and services they offer from their stand are available to all visitors. This doesn't just
mean wheelchair access; for example, consider large print.
Further advice on facilities, access and parking for disabled visitors can be found on the
venue website.
http://www.manchestercentral.co.uk/frequently-asked-questions
http://www.direct.gov.uk/en/DisabledPeople/RightsAndObligations/DisabilityRights/DG_
4001069
www.nationalweddingshow.co.uk
DRAPING, DECORATIONS, ARTIFICIAL FLOWERS, CANDLES
All decorations, draping and artificial flowers used for stand dressing must be flameproof and
comply with all Fire & Safety Regulations as detailed at the rear of this manual. Copies of all
appropriate certificates should be available for inspection on site.
Please note that under no circumstances are display candles to be lit on any stand at any
time.
Please note that the use of projectors, gobos, and helium balloons is not permitted without
the prior approval of the organisers. Please contact Pat Turner on 01789 491451.
If you are given permission to use helium balloons on your stand you must ensure that
they remain within your stand space and are not placed above your stand or through the
muslin ceiling. You will also be asked to sign a disclaimer, as you will be liable to pay for the
retrieval of any balloons should they escape from your stand.
EMERGENCY PROCEDURES
A copy of the Emergency Procedures and other important details are included within online
manual. A copy will also be distributed onsite in your welcome pack. It is each
exhibitor’s responsibility to ensure that all of their own staff and contractors are familiar with
these procedures.
FIRST AID
Medical Assistance is available throughout the open, build and breakdown periods. Please
contact the organisers or a member of security with all respects to report any accidents or
for ambulance assistance. The organisers should be made aware of any accidents and
requests for medical assistance.
FURNITURE
If you require any furniture for your stand, please arrange through our recommended
supplier:
The Freeman Company
Unit DC 5
Prologis Park
Imperial Road
Coventry
CV8 3LF
www.freemanuk.com
T – 024 7760 1601
www.nationalweddingshow.co.uk
GOODS REMOVAL
To assist with security, any exhibitors wishing to take goods out of the exhibition hall after
the build-up period of the exhibition should hand to a duty security guard an official Goods
Removal Form. This form should be duly completed and endorsed by a representative of the
National Wedding Show. These forms are available from the Exhibition Organiser’s office.
Anyone attempting to remove equipment without the form will be escorted to the
Organiser’s office.
HANDS ON TREATMENT
Exhibitors must inform the organisers as soon as possible if they intend to use or offer any
hands-on treatments. Any hands on treatment will require a licence, unless you are providing
a doctor onsite to oversee treatments only throughout the open period. We will need details
of the qualifications, public liability insurance and risk assessment for
Any one carrying out hands on treatments, and we need to notify the local authority 35 days
before the show takes place. Please complete form 2B in the manual and return it along with
your public liability insurance, qualifications and details of the demonstration taking place –
e.g. teeth whitening, hair demonstrations, make up demonstrations, food & drink sampling
to Select Services International Ltd, Chantry House, High Street, Coleshill, Birmingham. West
Midlands, B46 3BP. UK. Tel: 01675 466622 Fax: 01675 467097 Email: moira@selectserv.com
HI VIS VESTS
Under Venue regulations, it is compulsory for any exhibitor or contractor undertaking
construction work to wear ‘Hi Vis’ Vests at all times during the build up and breakdown
periods.
In addition to above, all persons working or operating within the Exhibition Hall during the
following hours will be required to wear a ‘Hi Vis’ vest.
Thursday 5th February – Hall open to Hall close
Friday 6th February – Hall open to Midday
Sunday 8th February – 6.30pm until Hall closes
There are NO exceptions to this rule. Hi Vis Vests can be purchased at the venue and are
priced at £3 each.
INSURANCE
Before the commencement of the Exhibition, the exhibitor must ensure his legal liability for
negligence under a General Third Party Policy for a minimum indemnity of £5,000,000 any
one occurrence/unlimited and submit the said policy to the Organisers as requested. Please
fax the certificate to Credit Control: + 44 (0) 24 7657 1015 or Email:
creditcontrol@oceanmedia.co.uk.
www.nationalweddingshow.co.uk
Exhibitors are advised to insure their stand and contents for the event. InEvexco are
exhibition insurance specialists and they will be happy to answer any queries you may have
regarding appropriate cover. Contact details:Mark Clair
InEvexco, 26 Kings Hill Avenue, Kings Hill,
West Malling, Kent. ME19 4AE
Tel: 01732 424286
Email: mark.blair@inevexco.co.uk
ISDN CONNECTION
If you require a dedicated ISDN connection on your stand, please complete the order form at
the rear of this manual and return to Manchester Central. Exhibitors are reminded that Free
WIFI is available throughout the venue. However, the organisers and venue cannot
guarantee the performance and availability of this service at all times.
LARGE / HEAVY EXHIBITS / VEHICLES
If exhibitors are incorporating large/heavy equipment/machinery onto their stand, or are
bringing a vehicle which forms the exhibit onto the stand, an arrival time slot will be
allocated nearer the event. Exhibitors must contact the organisers in advance of the build-up
period to arrange this. Please contact Pat Turner on 01789 491451.
LEAFLETS/PROMOTIONAL MATERIAL
This is a paid for opportunity. Please contact the sales team as price is on application.
Exhibitors or their staff are not permitted to hand out leaflets or promotional material in the
gangways and aisles, at the entrance to the show, catering and feature areas or in
any other part of the hall except their designated paid for stand area. If you are in breach
of this rule, the promotional material will be removed and you will be given an official
warning. Under health and safety regulations exhibitors and or promotional staff wearing
the products of the stand e.g. dresses, veils etc. are not permitted to walk the aisles of the
show, nor position themselves in any area of the show other than their own paid for stand.
There is no concession to this rule and material will be removed.
Please note that material must not be attached to the fabric of the building. Any material
found fixed to columns will be removed immediately with damages charged directly to the
exhibitor.
LIFTING
If you require a lifting service, please contact Freeman UK, Tel: 0121 782 4626 and speak to
Nigel Foster.
LOST PROPERTY
Any lost or found items should be reported to the Organisers Office.
www.nationalweddingshow.co.uk
MAINTENANCE
If you need to carry out any maintenance work on your stand after the exhibition closes, you
should contact the Organisers office onsite by 1pm on that day so we can make the
necessary arrangements for power etc. Please note that there may be a charge for this.
MOBILE UNITS/VEHICLES/COACHES
Companies whose stands include a vehicle must ensure the following:
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Time slot is booked in advance for the vehicle to gain access
The battery of the vehicle is disconnected once positioned on site and not
reconnected until the close of the show and when all visitors have left the exhibition
hall.
A minimal amount of fuel is left in the tank whilst the vehicle is positioned on site,
and the fuel tank is locked.
A drip tray is placed underneath the vehicle.
Please contact us in advance to discuss height and weight loadings. If you have concerns
over the conditions stated above, or if you wish to discuss any other matter
relating to a stationary vehicle, please contact Pat Turner, 01789 491451 prior to the build-up
period.
MUSIC & ENTERTAINMENT LIVE PERFORMANCES
If you intend to play music on your stand, or if you intend to have any live entertainment
on your stand, you must notify the organisers in advance of the show.
It is a condition of your taking a stand at the exhibition that:

You are only allowed to perform for a maximum of 10 minutes for each hour of the
show.

You do not exceed the sound level of 65 db.

You provide accurate information about your intention to play music to the
organisers on signing the contract

You do not play music on your stand unless you have notified the organisers.

You do not play music during any of the feature sessions if you are opposite or
adjacent to them. A schedule will be sent to you in advance of the show.

You only play music on your own dedicated stand area and not any other area of the
show.

Should you not comply with ANY of the above the organisers reserve the right to
terminate the performances.
www.nationalweddingshow.co.uk
Please bear in mind your neighbours and their comfort when playing music on your stand.
They have their own products to sell too!
If you intend to play music on your stand at any time during the show, you should complete
the form in the manual and return it by 16th January. An appropriate invoice will be
forwarded for the appropriate fee.
NIGHT SCREENS
Night screens are strongly recommended for increased security on your stand and can be
hired from Freeman UK. See Shell Schemes extras order form.
All stands must be uncovered during the hours that the exhibition is open to the public.
Night screens must be removed 1 hour before the show opens and stored safely out of sight
until closing time each evening.
The organisers cannot be responsible for the removal or storage of night screens for security
and health & safety reasons. No night screens or other items are permitted to be stored
behind the stands
ORGANISERS OFFICE
The organisers’ office will be open throughout the tenancy period from 8.00am each day. It
is located next to the show entrance.
PRESS PACKS
Exhibitors are invited to leave up to 30 press office packs in the press office. Please ensure
that these are delivered by 9am on 7th February. Please ensure that any packs remaining
after the show are collected immediately, otherwise they will have to be disposed of.
PHOTOGRAPHY
As stand holders you reserve the right to permit visitors taking pictures within your stand and
your products.
If you are having your stand photographed by a professional photographer during the show,
please can you register their details with the Press Office onsite where they can issue an
official pass to your photographer.
RISK ASSESSMENTS
As Organisers we recommend and encourage all exhibitors to undertake and provide a full
Risk Assessment covering all activities and products on their stand throughout the build,
break and open periods. However exhibitors who are space only or have one or more of the
following must provide a full written Risk Assessment.
www.nationalweddingshow.co.uk
Stands that have vehicles, moving exhibits, heavy exhibits, potentially hazardous exhibits,
offering food or drink samples, carrying out facial or body treatments on the public (and/or
applying cosmetics), have whirl pool, spa baths etc., arcade games or any other unusual
activities must complete a full Risk Assessment and must submit to the organisers in advance
a copy of their public liability insurance. The Organisers can insist on a risk assessment being
carried out if deemed necessary.
All other exhibitors must as a minimum complete and return the Statement of Responsibility
(Form 4) to the Organisers.
SALE OF ALCOHOL / FOOD
If you wish to sell any alcohol or food on your stand for on-site consumption, please contact
Cristiana llie at Manchester Central Hospitality cilie@manchestercentral.co.uk. MCH holds the
licence for all catering activity on site. Should anyone wish to supply any catering provision,
this is at the sole discretion of MCH. Any requests for own food & beverage provision are to
be in writing for consideration. Upon approval, MCH will advise the relevant fees and any
documentation requirements subject to MCH’s policies and procedures.
All applications to sell alcohol or food must be made at least 1 month prior to the event.
Where there is a sale of alcohol either for consumption on the premises or to customers who
take delivery for consumption off the premises. In addition to the above, the Exhibitor must
ensure:



A named Personal Licence holder is present at the event that will either make all sale of
alcohol or authorise a responsible person to ensure every sale of alcohol whether for
consumption on or off the premises complies with the aforementioned party.
Have obtained written authority confirmation with Venue D.P.S. prior to any event.
All Venue regulations concerning the sale of Alcohol are followed.
SAMPLING
Should any exhibitor wish to give out samples of any food or drink at the show, please
contact Select Services immediately as any sale or supply of alcohol must be carried out with
the cover of a personal licence. Form 2B along with information from you about the
contents, risk assessment, public liability insurance and signage to the contents of the
products needs to be completed and returned to: Select Services International Ltd, Chantry
House, High Street, Coleshill. Birmingham. West Midlands B46 3BP. Tel: 01675 466622 Fax:
01675 467097 email: moira@select-serv.com
www.nationalweddingshow.co.uk
Sampling sizes are allowed as follows: 



28g (Bite Size) for Food/Snacks
50ml for beer/wine
5ml for spirits
50ml for other beverages (hot or cold)
Food sampling must be carried out in such a way that customers do not touch food that
other people will eat, in order to minimise the risk of cross-contamination. The guidance
below should be followed:
1.
Food should be placed to be sampled where the exhibitor can see it and therefore
supervise customers;
2.
Customers should not be allowed to sample from food held as stock;
3.
If possible, samples should be offered to customers from plates or small bowls;
4.
If food items such as biscuits are being used to take sample food from dishes/bowls, only
items that will not break off into the sample must be used (to prevent customers putting
fingers into the food to retrieve the biscuit);
5.
Large bowls or piles of food for sampling should be avoided, as this increases the risk of
people putting fingers into the food;
6.
Customers should not be allowed to ‘double dip’ biscuits/sampling sticks/spoons, etc.
7.
Bowls, dishes or plates should not be topped up unless they have been properly cleaned
after use;
8.
Customers should be directed as to where to place any discarded items, such as stones
from food or sampling sticks;
9.
Different containers for food and waste should be used to help avoid confusion by
customers;
Please also refer to the Health and Safety Section at the rear of this manual for guidelines
and further information.
In addition to the above, any exhibitor wishing to provide Alcoholic Samples must ensure:



A named Personal Licence holder is present at the event that will either make all sale of alcohol
or authorise a responsible person to ensure every sale of alcohol whether for consumption on or
off the premises complies with the aforementioned party.
Have obtained written authority confirmation with Venue D.P.S. prior to any event.
All Venue regulations concerning the sale of Alcohol are followed.
www.nationalweddingshow.co.uk
SECURITY
Every reasonable precaution is taken to ensure the safety and security of personnel and
equipment at the Exhibition. However, we cannot accept any responsibility whatsoever for
any injury, loss or damage or any consequential losses which may befall exhibitors and
their property. We advise night sheets to conceal your stand when exhibitors are not in
attendance.
24 hour security is provided throughout the exhibition.
EXHIBITORS ARE WARNED NOT TO LEAVE VALUABLE ITEMS OR THEIR STANDS UNATTENDED
AT ANY TIME WHEN THE EXHIBITION HALL IS OPEN AND WHEN THE SHOW IS CLOSED TO THE
PUBLIC INCLUDING BUILD-UP AND BREAKDOWN PERIODS.
During build-up and breakdown periods, all exhibitors and contractors must wear an
exhibitor pass or contractor wristband for security reasons. All small goods, i.e. mobile
telephones etc. must be locked away when not in use and overnight, unless removed nightly.
If you do need to remove valuables each evening, then please get a GOODS REMOVAL FORM
from the Organisers office. PLEASE ENSURE THAT ANY LOSS OR DAMAGE IS REPORTED
IMMEDIATELY TO THE SECURITY OFFICE OR ORGANISERS.
SHOWGUIDE ENTRY
Please see the Marketing and PR Guide for this information. If you have not received a copy
please contact Samantha Pearce on 020 7772 8420.
SOUND LEVELS
You are only allowed to play for 10 minutes for each hour of the show. Exhibitors using
sound equipment including video on their stand must ensure that sound levels do not
exceed 65db. The organisers will strictly enforce this specification and reserve the right to
require exhibitors to reduce sound levels should they exceed the specification and cause
disturbance to other exhibitors. If this rule is not adhered to, under Health & safety
regulations you will be asked to stop playing. The organisers and you as an exhibitor have a
duty of care to those visitors and exhibitors at the show. Please bear in mind your exhibiting
neighbours around you and their comfort. If you are opposite or adjacent to a feature you
must not perform during that session. Exhibitors using recorded music on their stands are
required to apply for a Music Licence. You are only allowed to play on your own paid for
stand space. If you are found to be playing or Soliciting business in the feature, catering,
foyer areas or other stands at the show you will be asked to return to your own stand.
Should you not comply with ANY of the above the organisers reserve the right to terminate
the performances.
SPACE ONLY STANDS
Please refer to Section 2.3 Space only Stand Specification in this manual.
www.nationalweddingshow.co.uk
STORAGE
There will be a small non secure storage area built within the hall, this area is limited and
Exhibitors will (at the discretion of the Organisers) be allowed the use of this facility on a first
come first served basis. Exhibitors should try to make their own arrangements for the
removal and storage of all packaging materials, cartons etc. Nothing is to be stored behind
the stands or in changing rooms. This is a fire and health & safety risk. For further
information, please contact Pat Turner on 01789 491451.
Please note: Exhibitors using the storage area do so at their own risk. The organisers
cannot accept any responsibility or accept any liability for any loss or damage to any goods.
TEETH WHITENING
Please see form 6 in this pack and complete and provide documents as required.
Tooth whitening is a dental procedure and not a cosmetic treatment; therefore
organisers must ensure that only registered dentists or dental therapists, dental
hygienists and clinical dental technicians working to the prescription of a dentist,
perform tooth whitening. All parties must be registered with the General Dental Council
(GDC).
Please click on the following link for further advice from the General Dental Council
http://www.gdc-uk.org/Membersofpublic/Illegalpractice/Pages/Tooth-whitening.aspx
Products
Products containing or releasing between 0.1% and 6% hydrogen peroxide:
 cannot be used on any person under 18 years of age
 can only be sold to dental practitioners
Tooth whitening or bleaching products containing or releasing less than 0.1% hydrogen
peroxide (this also includes products such as sodium perborate which can produce
hydrogen peroxide when in contact with liquid) can be sold under the following
conditions:
 they are for self-administration only, unless administered under the supervision of a
registered dentist.
 the vendor must not provide any treatment, advice or attendance on their use
(describing the product to the customer, or reading the instructions to them is
acceptable).
www.nationalweddingshow.co.uk
Treatment
If treatment is being provided by a registered practitioner (see para 43 above) a Dentist
must be present on the stand. The following process applies:
 An appropriate clinical examination is to be carried out in order to ensure that there
are no risk factors or any other oral pathology concerns
 Exposure to these products should be limited to ensure that the products are only
used as intended in terms of frequency and duration of application
 The products should not be made directly available to the consumer, only through a
dentist, dental hygienist, dental therapist or a clinical dental technician
 Waste must be disposed of in a manner approved for clinical waste
WASTE DISPOSAL
Any exhibitors or contractors leaving excessive or hazardous waste on site will be charged for
its removal – excessive waste is more than 2 boxes of literature, stand fitting material,
pallets, material packing and quantities of unsold stock or give-aways.
Hazardous waste is classified by the 2005 Hazardous Waste Regulations as:Light bulbs and fluorescent tubes, electrical equipment and fittings, gloss and emulsion paint
and their containers, cooking oils and their containers, aerosols both full and empty, oils and
lubricants and oily rags (this includes rags for cleaning shell scheme).
Skips can be provided on hire and quotations can be provided for (1) the collection and
removal of waste materials produced by working demonstrations of exhibits and (2) the
removal and deposit of crates and stand fitting materials and other items abandoned within
the Licensed areas or on the Exhibition site by exhibitors or contractors whether during or
after the exhibition. Please note that if you fail to remove all waste materials (including unused
literature) at the end of the show, you will be charged for its disposal and photographic evidence
will be produced to support this.
WATER FEATURES
Water features present on stands must be notified to the organisers prior to the build up. A
risk assessment will need to be completed.
WIFI
Free WiFi is available throughout the Venue. However the Organisers and Venue cannot
guarantee this service and exhibitors may wish to consider ordering a dedicated ISDN line for
which an order form is available at the rear of this manual.
www.nationalweddingshow.co.uk
WARNINGS FOR STAND HOLDERS
EXHIBITORS MUST ADHERE TO THE REQUIREMENTS IN THIS
MANUAL AND ALSO THE TERMS AND CONDITIONS OF THE SHOW
WHEN ONSITE.
IF EXHIBITORS ARE FOUND TO BE BREACHING HEALTH & SAFETY
REGULATIONS OR CONDUCTING BUSINESS FROM AREAS OTHER
THAN THEIR OWN PAID FOR STAND SPACE; THEY WILL BE ASKED
TO MOVE FROM THE AREA AND RETURN TO INSIDE THEIR STAND.
IF THIS OPPOSITION TO THE RULES CONTINUES, EXHIBITORS WILL
BE ISSUED WITH A WRITTEN WARNING.
THE VENUE AND ORGANISERS RESERVE THE RIGHT TO REMOVE
ITEMS OR CLOSE DOWN YOUR STAND IF THIS BREACH CONTINUES.
THESE RULES ARE IN PLACE TO PROTECT YOUR OWN PRODUCTS
AND THE HEALTH AND SAFETY OF YOURSELF, YOUR OWN STAFF
AND THE VISITORS TO THE SHOW.
www.nationalweddingshow.co.uk
2.2 Shell Scheme Specification for all areas
Shell Stands will be erected for exhibitors by Freeman UK. However please note that stands
in each area of the show are built to different designs as follows:Designer Area
Stands are built using 2.5m high Octonorm panels covered in black polyweave material. The
metalwork joining each panel is black and carpets are Champagne in colour. Nameboards
are inserted into the stand fascias and use white lettering on black nameboards. The whole
stand, changing and viewing areas have a muslin ceiling..
Bridal Boutique
Stands are built using 2.5m high Octonorm panels covered in black polyweave material. The
metalwork joining each panel is black and carpets are Champagne in colour. Nameboards
are inserted into the stand fascias and use black lettering on white nameboards. The whole
stand, changing and viewing areas have a muslin ceiling.
Bridal Area
Stands are built using 2.5m high white Octonorm with white metalwork separating each
panel. Carpets are Silver in colour and nameboards will be white with pink text.
Nameboards are inserted into the stand fascias. All areas including changing rooms and
viewing areas have a muslin ceiling.
Flower Market
Stands are built using 2.5m high Octonorm panels covered in black polyweave material.
Metalwork is black and nameboards are white with black text. These are inserted into the
stand fascias. Carpet is Silver and stands will come with a muslin ceiling.
Vintage Area
Stands are built using white Octonorm panels joined with white metalwork. Carpets are
Silver and nameboards will be white with pink text. These are inserted into the stand
fascias. A muslin ceiling will also be provided.
All Other Stands
Stands are built using 2.5m high white Octonorm panels joined with white metalwork.
Carpets are Silver and nameboards are white with pink text. These are inserted into the
stand fascias. All stands will come with a muslin ceiling. Please note – if you wish to change
the colour of the shell scheme panels or the carpet, you must seek the permission of the
organisers before ordering via Freeman UK.
www.nationalweddingshow.co.uk
INCLUDED IN THE GENERAL SHELL SCHEME PACKAGE:
Spotlights over your stand are included in your payment. See chart for allowance: Stand Size
0 – 12 sqm
13 – 18 sqm
19 – 27 sqm
28 – 36 sqm
37 – 45 sqm
Spotlight allowance
2
3
4
5
6
EXCLUDED FROM THE PACKAGE:
No furniture is provided.
No Mirrors or Hooks are provided for Stands and/or Changing Rooms/Viewing Area
No rails, shelves or other stand fitting items are provided. To order these please complete
the shell scheme extras form.
No electrical mains or sockets are provided. Any other electrics you may require, such as
power sockets or additional lighting are available through Freeman UK and MUST BE
ORDERED WELL IN ADVANCE TO AVOID LATE SURCHARGES - see order form.
THE GENERAL LAYOUT OF A TYPICAL OCTONORM SHELL STAND IS AS FOLLOWS:
The walls are 2.5m high
(Display size of panel 2,340mm x 950mm) 40mm diameter poles support each panel, the
fascia at the corners and at the mid-point where the frontage exceeds 6m in length, along
the edge of the stand.
Fascia
The shell scheme fascia is formed from 160mm panels which are provided to the open sides
of the stand. The fascia is supported in a 70mm frame with aluminium posts at the corners
and mid points where necessary. The fascia infill is the brand colour and metalwork is as
detailed above. The fascia is fitted at a height of 2.2m to the stand underside. Overall height
2.5m.
Ceiling Grid
The diagonal grid provides a fixing point for the lighting and muslin ceiling.
Corner Stands
All corner stands will be open to the gangways along the front and one side. The fascia
nameboard is overhead.
www.nationalweddingshow.co.uk
Island Sites
All island sites will have fascia to the perimeters with ceiling supports and vertical uprights
within the stand where deemed necessary by Freeman UK. No walling is provided.
Electrical Boxes
Please note that in order to provide electrical power for lights etc. to each stand, it is
necessary for an electrical mains box to be fitted to the wall of one stand in every block of
stands. Whilst we will endeavour to site these in the most unobtrusive positions, we cannot
confirm which stand these boxes will be positioned on until the show is built. Exhibitors must
accept that the organisers reserve the right to site / place these boxes as required.
IMPORTANT INFORMATION
Under no circumstances must anything be nailed, screwed or glued to the shell scheme
panels or metal framework of the stand. Exceptions are, two part Velcro (hook and loop),
blu tack and double-sided sticky pads to fix light exhibits. A range of brackets and clips are
available to carry panels, shelves, signs etc. An order form for additional stand fittings,
together with a shell scheme illustration can be found in this manual.
All damage will be charged to the exhibitor at full replacement costs.
Stands must be complete in every detail in readiness at least one hour before show opening
time and all structural and decorative work must be completed by 9am prior to the show
opening at 10am to the public.
PLEASE NOTE: For each open side of the stand, exhibitors may only panel 2/3 of this side,
and the maximum permitted on any open side is 3m. Should you wish to panel your open
sides, this must be entirely at your cost and must be arranged directly through the official
shell scheme contractor.
Exhibitors must adhere to the requirements listed above and also the terms and conditions
of the show when onsite. If exhibitors are found to be breaching health & safety regulations
or conducting business from areas other than their own paid for stand space; they will be
asked to move from the area and return to inside their stand. If this opposition to the rules
continues, exhibitors will be issued with a written warning. The venue and organisers
reserve the right to remove items or close down your stand if this breach continues. These
rules are in place to protect your own products and the health and safety of yourself, your
own staff and the visitors to the show.
Electrics
Please ensure that you and your contractors read the Document outlining Important Changes
to electrical testing and stand installations at the rear of this Manual. A document with
frequently asked questions is also enclosed and for further information please contact
Freeman UK who are the official electrical contractors for the show.
www.nationalweddingshow.co.uk
Standfitting by Freeman UK: Octanorm
Octanorm is a modular stand system, comprising foam PVC panels and aluminum beams. The
full height of a standard Octanorm stand is 2.5m high, the component measurements are
shown in the specification below.
300mm fascia panels are provided on open sides supported by aluminum posts at the
corners and at mid points when stands span over 4 metres. The shell scheme is
completed
by a diagonal grid of aluminum ceiling beams to give the structure rigidity and
provide fixing points for lighting.
Large stands may require additional interior posts to
support the ceiling grid. Nameboards of 150mm x 1500mm are provided by the organiser.
Standard options include: doorways with matching door or curtained entrance, extra panels
to make up cupboards, shelves, counters, hanging rails, literature pockets and hat and coat
hooks.
Raised platforms can also be ordered which will hide any unsightly electrical or
plumbing cabling running through to other sections of your stand.
Decorating your stand: if you wish to attach graphics to the panels of your shell scheme,
we
suggest using double-sided velcro or sticky pads, which will not damage the panels of
the
stand.
Please note that these products must not be attached to the metalwork or fascia.
Exhibitors must not glue, paint, staple, screw, nail or pin the panels to the stand or stick
anything to the metal-work. Exhibitors must not use the ceiling grid system to hang any items
as any damage caused to panels or metalwork will be charged for. Should you wish to hang
heavier items to your shell scheme stand, please contact the standfitting department.
Cladding: having your stand clad in 18mm MDF will give a flush finish to your walls, which can
be paint-finished and will allow you to use screws, staples, pins and nails, those which cannot
be used on standard Octanorm; entire stands, partial or single panels may be clad.
For more information on our stand design and build services, please contact the standfitting
department - tel: 01495 273600 email: sales@freemanuk.com
www.nationalweddingshow.co.uk
2.3 Space Only Stand Specification
Space only stands are to be built and completed by the exhibitor and their contractors.
No stand fitting, walling, carpet or electrical mains and fittings are included. You are only
hiring the space.
Space-only stand adjoining another space-only stand
Exhibitors on part-island sites have an obligation to provide acceptable partition walls
between themselves and their neighbours. No walls will be provided by the Organiser
between adjoining space-only sites. Where Exhibitors are building individual walls, they must
liaise with adjacent space-only exhibitors to ensure that if one wall is higher than the other,
the over-height visible back and/or sides of that wall is finished in a neutral colour and to a
standard acceptable to the Organisers. Such areas should not include graphics, logos or
company information.
Space-only stand adjoining a shell scheme stand
Any walls that are built above the height of the shell scheme (2.5m) must be finished on the
rear side to an acceptable standard in a neutral colour.
Submission of Plans
Designs and plans are required for all space-only sites by 9th January. Risk Assessments,
Method Statements and copies of public liability insurance are also required. These are to be
sent to Event Ops UK Ltd, 5 Dorsington Manor, Dorsington, Warwickshire. CV37 8AU or email
pat.turner@eventopsuk.com
Stands requiring special approval
Please contact the Organiser if your stand incorporates any of the following features, as you
will need to obtain special approval:




Multi-storey floors
Elevated gangways
Stands over 4m in height
Stairways
www.nationalweddingshow.co.uk
IMPORTANT INFORMATION
Any damage caused to the Venue structures will be charged to the offending exhibitor, this
includes balloons in the hall roof
Exhibitors must adhere to the requirements listed above and also the terms and conditions
of the show when onsite. If exhibitors are found to be breaching health & safety regulations
or conducting business from areas other than their own paid for stand space; they will be
asked to move from the area and return to inside their stand. If this opposition to the rules
continues, exhibitors will be issued with a written warning.
The venue and organisers reserve the right to remove items or close down your stand if
this breach continues.
These rules are in place to protect your own products and the health and safety of yourself,
your own staff and the visitors to the show.
Electrics
Please ensure that you and your contractors read the Document outlining Important Changes
to electrical testing and stand installations at the rear of this Manual. A document with
frequently asked questions is also enclosed and for further information please contact
Freeman UK who are the official electrical contractors for the show.
www.nationalweddingshow.co.uk
Breakdown Information
The exhibition closes at 17.00hrs on Sunday 8th February.
The hall will remain open until 21.00 hours.

Anyone working in the Hall after 6.30pm will be required under the Venue’s Health & Safety
regulations to wear a Hi Vis Vest. These can be purchased from the Organisers at £3.00.

Under no circumstances should you start to dismantle your stand, move objects or attempt to
remove goods before this time.

Vehicles can start to arrive at the Barrier on the ramp for the loading area from 30 minutes prior to
the show close.

Full Breakdown information will be distributed to exhibitors during the show.

May we remind you that you should not leave any goods or belongings on your stand unattended
at any time.

If you need any further advice on what you should do in preparation for the breakdown please
contact one of the organisers.
PLEASE NOTE: NO GOODS, EXHIBITS OR
STANDS CAN BE LEFT FOR COLLECTION ON
MONDAY 9th FEBRUARY.
EVERYTHING MUST BE CLEARED FROM THE
HALL BY 9PM SUNDAY EVENING
Many thanks for your cooperation
www.nationalweddingshow.co.uk
SECTION 3
MANCHESTER CENTRAL
EXHIBITOR PASSES
Each Exhibiting Company will have their exhibitor passes printed and ready for collection at
the show from 1pm on Friday 6th February.
Please note that the passes will not include the individuals name but just the Company
Name.
The number of exhibitor passes that each exhibitor receives is based on stand size as
follows:
Stand Size
Up to 12 sqm
Up to 18 sqm
Over 18 sqm
NUMBER OF BADGES
4
6
8
Important Note: Exhibitor Passes must be worn at all times during the show open period.
Complimentary Tickets
Each Exhibiting Company will be sent 20 Complimentary Tickets prior to the Show to
reward loyal customers, incentivise spending or invite your colleagues along to see your
stand.
If your company is based outside the UK, your tickets will be available for collection from
4pm on Friday 6th February. You can collect your tickets from the box office.
www.nationalweddingshow.co.uk
SECTION 4
Health & Safety
STATEMENT
It is the policy of Ocean Media Ltd to endeavour to seek the co-operation of all concerned in order to
achieve the highest standards, in all aspects of Health & Safety.
It is important to ensure that safe working practices are maintained at all times, which includes ensuring
that everyone is reminded of their responsibilities whilst working at the exhibition.
As an Exhibitor, it is essential that you are aware of your obligations.
As an Exhibitor, Contractor or Agency you have a duty under the Health & Safety at Work Act 1974 to
ensure that all personnel, contracted by you are aware that they have a responsibility, so far as is
reasonable practicable, for the health, safety and welfare of all employees and that any plant or systems of
work which may be used are, so far as is reasonably practicable, safe and without risks to health. This
includes that all employees are provided with information, instruction, training and supervision to ensure
not only their own health and safety, but also that of others working or attending the vicinity.
Under the COSHH Regulations 2004 (Control of Substances Hazardous to Health), exhibition stands are
considered to be a workplace. It is therefore your responsibility to ensure that all your staff and
subcontractors have received sufficient Health & Safety training and are provided with the correct
protective clothing and equipment to enable them to carry out their work in a safe manner in accordance
with COSSH and the Act.
You are also required to have in your possession a copy of your own Health & Safety policy and risk
assessment as well as those of each contractor employed by you which may be requested during the
exhibition.
GENERAL GUIDELINES
Based on our risk assessment and the Venue and Local Authority regulations, please find points to bear in
mind whilst at the exhibition.
As an exhibitor/contractor you must:
Nominate a Health & Safety representative for your stand who is aware of your company’s health
and safety policy.
Have a copy of your Health & Safety policy available (and of any sub-contractors you are employing)
in the event of the relevant authorities asking to see it.
Make sure you and anyone manning your stand understands the fire and evacuation procedures
and locations of the hall’s emergency exists.
www.nationalweddingshow.co.uk
GENERAL GUIDELINES – continued
Ensure that any contractor working for you has a Health & Safety policy statement and good safety
practices. Details of the regulations can be obtained from the Organisers.
Make sure that your contractors are working safely. You can seek permission to work late. Working
at height on ladders and scaffolding must be done in a controlled and safe manner.
Time constraints are no excuse for not adhering to safety standards.
Drive with due care and attention inside and around the exhibition hall. Do ensure that operators
are fully trained and properly certified on the equipment being used.
Ensure that measures are taken to minimise the impact of your operations on the environment.
Make sure that hazardous waste is disposed of safely. Please note that fluorescent tubes contain
hazardous materials.
Make sure that you are properly insured for the exhibition.
Treat all electrical cables as though they were live.
During the build-up and breakdown periods your staff and sub-contractors should be constantly
reminded by you of the need for vigilance regarding the Health & Safety of themselves and those
working in their vicinity.
Be aware of others working around you and report any concerns you may have about unsafe work
practices or violation of the Health & Safety procedures outlined.
You must ensure that portable electric tools are used with the minimum length of trailing leads and
that such equipment is not left unattended with a live power supply to it.
No electrical cables must be allowed to cross gangways, passageways and fire exits.
Operatives should wear suitable protective clothing relevant to their job which includes eye,
hearing, foot and hand protection.
Work areas should be maintained free from general waste and packaging materials, which could
cause a hazard to operatives.
Packing cases and other materials must not be allowed to obstruct gangways, passageways and fire
exits and must be removed from the Exhibition Hall as soon as possible. Boxes cannot be stored
behind your stand.
Nails etc. must not be left, discarded by contractors or protruding from any packing case or
material.
Exhibitors are responsible for the safe use and storage of flammable liquids and substances and
segregation from waste and other risk areas. Only one day’s supply can be kept on your stand.
www.nationalweddingshow.co.uk
GENERAL GUIDELINES - continued
Caterers and suppliers of refreshments must comply with the Food Safety Act Hygiene (England)
Regulations 1990.
Proper scaffolding must be used during the construction of any buildings within the Halls, safety
features of the scaffolding is provided as per laid down standards, and that any tower scaffold in use
is properly stabilised and propped.
Powered access equipment can only be operated by fully trained and certificated personnel e.g.
cranes, fork list trucks, electric tow tugs, hydraulic access equipment etc.
Demonstrations of exhibits must be carried out in a safe manner using the appropriate materials
and where necessary, protective guards and clothing must be used.
All electrical installations must be carried out within the regulations outlined by the Exhibition
Venues Association, Institute of Electrical Engineers and Local Authority. Installations must be
carried out by a competent and appropriately qualified contractor.
All stand building must be carried out using the approved fire retardant materials.
As an exhibitor/contractor you must not:
Use flammable materials as part of your displays. This includes drapes, plastic flowers, polystyrene
etc. Some combustible materials may be acceptable if treated correctly.
Have overloaded or insecure displays. Stands and displays can be knocked by visitors and must be
safe and secure.
Bring children into the halls during build-up and breakdown. The halls are regarded as a potentially
dangerous place of work during these periods.
Overload trolleys – not only does this damage your exhibits but it will make it much harder to
manoeuvre your way to your stand through crowded aisles and may cause injury to you or other
people.
The above lists are by no means exhaustive, but are intended as an aide toward ensuring that a safe
workplace is maintained.
If you have any queries, in the first instance, please contact Pat Turner on 01789 491451. He will then
direct your query to the appropriate person, agency or authority.
ANIMALS
Animals on site other than guide dogs should be notified to the organisers in advance.
COMPRESSED GASES AND LIQUID PETROLEUM GAS (LPG)
The use of compressed gases will only be considered if essential to a demonstration of an exhibit.
Permission must be obtained via the Organisers prior to the show in all cases. The use of LPG will be
considered on a case by case basis.
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EMERGENCY PROCEDURES AND EVACUATION
It is the responsibility of every exhibitor and contractor to ensure that all employees working at the Venue
during the tenancy period are familiar with the emergency procedures included in the manual.
FIRE PROCEDURES
In the event of any outbreak of fire, however small, the fire alarm and extinguishers must be used
immediately and, in the first instance, the central control room contacted either via the organiser’s office
or security.
FIRE & SAFETY REGULATIONS
Any goods attached to your stand will constitute part of your stand and will be subject to these
regulations:Timber under 1” thick must be impregnated to CLASS 1 standard. Boards, plywood, chipboard etc. must be
treated the same way if they are under ¾” thick. Treated boards will have BS476 CLASS 1 marked on them.
Plastics must conform to BS476 Class 1 fire regulations.
Fabrics must be flame proofed or purchased already treated by use of approved chemicals. Fabrics such as
wool, twill and felt do not need to be treated.
Flowers, artificial flowers are highly flammable and give off toxic fumes, so real flowers are to be used for
stand dressing.
Gangways, the gangways must be kept clear by LAW. Under no circumstances will exhibits, stand
dressings, mirrors or chairs, be allowed to encroach into gangways. Offending items are liable without
warning to be removed.
FIRST AID
Facilities are available throughout the build-up, breakdown and open periods of the show. Please contact
the Organisers office or a member of security to report any injury or incident and to obtain first aid
assistance.
HAZARDOUS SUBSTANCES
The Control of Substances Hazardous to Health Regulations 2002 (COSHH) is intended to attack the
problem of ill health caused by exposure to hazardous substances at work.
The definition of a substance that is hazardous to health is any substances that have by law, to be labelled
as ‘very toxic ’,‘ toxic ’,‘ harmful ’,‘ irritant or corrosive. Also, substances for which a WEL - workplace
exposure limits has been set and harmful micro-organisms, substantial quantities of airborne dust or other
substances which create comparable health hazards.
If you, or any of your contractors, intend to use any substance that is covered by the above criteria, we
require that you carry out an assessment in writing under the regulations and submit the assessment to
the organisers at least 30 days prior to the substance being used on site.
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HEAVY LIFTING
In the interest of Health & Safety, the officially appointed contractor, is the only company permitted to
operate mechanical and other cargo handling equipment in the halls and outside in the unloading area.
LADDERS
All ladders should be suitable for commercial use. Do ensure that all access equipment you use is of sound
construction and adequate strength, and has been inspected for defects before use. Straight ladders
should be fixed either at the top or bottom at a 1:4 angle. The ladder should reach 1.5m past the point on
which it leans. Stepladders should be erected correctly and should never be moved while anyone is on
them. Trestle type supports are not to be used as ladders under any circumstances.
LATE WORKING
Time constraints are no excuse for not adhering to safety standards. You (and your contractors) must
prepare a timetable of work to be done and shift patterns to allow adequate breaks and safe working
practices, to ensure work can be completed safely within the given time. Late working (after published
access times) must not be factored in as part of your construction timetable. Remember tiredness and
haste lead to mistakes.
LIFTING MACHINERY
Fork and Stacker trucks, hoists, MEWPs, cranes etc. are not to be used by anyone other than the officially
appointed lifting contractor(s) who are fully trained and qualified in accordance to all relevant rules and
regulations.
LOW LEVEL SPOTLIGHTS
These have caused burns in the past and have had to be removed or switched off to the detriment of the
stand. Please ensure that adequate guarding is provided should you wish to use any spotlights on your
stand that may be within easy reach of the general public.
MANUAL HANDLING
The law requires that, as far as reasonably practicable, you should avoid the need to undertake manual
handling operations which involve a risk of injury and appropriate steps are taken following a risk
assessment to reduce any chance of injury to the lowest level reasonably practicable. Staff should be
trained in the appropriate manual handling techniques, where it cannot be avoided.
MEDICAL EMERGENCY
Exhibitors should contact the organisers or security in a first aid emergency, where an ambulance is
considered necessary. Emergency services should not be contacted direct as this may lead to vital minutes
being lost as staff may not know the exact location required.
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PERSONAL PROTECTIVE EQUIPMENT (PPE)
All contractors should wear suitable protective clothing relevant to their job, which includes safety goggles
or glasses, gloves and safety shoes or boots. Ear defenders should be worn if the job demands it but be
aware that you may not hear tannoy announcements. Please do not use personal stereos within the halls.
PORTABLE POWER TOOLS AND EQUIPMENT
All such equipment must comply with British Standards. Power equipment must be used with the
minimum length of trailing lead, and that trailing lead must be protected from damage. Such that all
portable and static power equipment is used for the purpose for which it was designed and that safety
guards are correctly fitted and used.
REPORTING OF ACCIDENTS
It is a legal requirement that any accident sustained, however small, should be reported in the first
instance to the organisers’ office. Some accidents must be further reported to the Local Authority in which
case the organisers will advise.
RESPONSIBILITIES
Exhibitor’s responsibility
Exhibitors employ or contract out work on their stand, making each stand (space or shell) it’s own separate
‘workplace’, and under Health & Safety legislation they are the ‘employer’ and hence subject to all the
relevant laws and regulations.
Exhibitors have a wider Health & Safety responsibility than that pertaining in their workplace. They also
have a duty of care to each contractor and sub-contractor, involved with their stand, and to every person
who may come into contact with it.
Exhibitors are directly responsible for the safe use and maintenance of every element on their stand and its
environs; this will usually include the general public/or visitors.
These duties and responsibilities apply throughout the entire build up, open period and break down.
It is the exhibitor’s responsibility to define exact areas of responsibility between themselves and their
contractors prior to coming on site. They must especially check that their contractors are competent and
have undertaken a suitable and sufficient Risk Assessment, along with a Method Statement for complex
stands – usually undertaken with the exhibitor. It is the exhibitors’ responsibility to ensure such
documents are accurate, valid and control measures are in place throughout the tenancy of the show.
Exhibitors must take reasonable steps to ensure that the contractors are operating to a safe system of
work, including access and egress from the stand.
The exhibitor has a duty of care to inform contractors of any specific risks associated with their activities
that may detrimentally affect the contractor’s employees whilst working on the stand.
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Contractors
Contractors must ensure the health, safety and welfare of any persons who are affected by their (or their
sub-contractors) work practices. This includes persons who may be on adjacent stands, aisles or public
areas. Contractors are also responsible for the health, safety and welfare of their sub-contractors.
The condition, maintenance and correct use of tools, plant and machinery, training, supervision and
competence of staff are also the responsibility of the individual Contractors as set out in HASAWA74.
Principal contractors must supply their client, the exhibitor, with suitable and sufficient Risk Assessments
and Method Statements whenever necessary. These should be produced in pre-show meetings and may
also need the input of the stand designer and other specialists as deemed necessary by the Contractors.
Risk Assessment
Risk assessments are a statutory requirement within the workplace, and consequently, it is essential that
exhibitors conduct suitable risk assessments to cover their activities onsite. The organisers require copies
of these assessments and method statements from all exhibitors and/or contractors who are building a
space only stand (please refer to Section entitled Space only Stands – Guidelines and Regulations).
Shell Scheme stands must complete a Health & Safety Statement of Responsibility (Form 4 – found at the
rear of the manual).
Further Guidance on risk assessments is available from the Health & Safety Executive website
www.hse.gov.uk by downloading the free leaflet on the subject.
Scaffolding
Any scaffolding to be used during the construction of any stand or stand display must comply with the
appropriate legislation. Any tower scaffold in use must be properly stabilised and propped in accordance
with HSE guidance CIS10.
If you have any queries regarding Health & Safety issues, please contact in the first instance:- Pat Turner
on pat.turner@eventopsuk.com
WORKING AT HEIGHT
Height may be above or below ground where a person may be injured from falling.
Any work at height must be planned prior to commencement, this needs to be supervised and carried out
in a safe manner.
Environment conditions need to be taken into account, e.g. floor conditions wet, uneven, wind conditions
or traffic in the area.
A competent person or persons must carry out all work.
Avoid Risks
Work is not to be carried out at height where it is reasonably practicable to carry it out otherwise than at
height.
Where work is carried out at height, sufficient measures are to be taken to prevent, in so far as is
reasonably practicable, any persons falling a distance that could cause personal damage. Minimise the fall
distance and any consequences of a fall.
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Work Equipment
Select work equipment that is appropriate for the nature of work to be performed and foreseeable
loadings. Place on a stable and sufficiently strong surface.
Platforms
Sufficient strength and rigidity for the purpose it is being used for
Wheeled structures are to be prevented from moving inadvertently during work at height.
Be stable whilst being erected, used and dismantled
Guard rails to be in place
Out riggers to be used where necessary
Provide a safe area to work from
Toe boards need to be fitted
Ladders
A ladder should only be used for work at height only if a risk assessment demonstrates the use of a more
suitable equipment is not justified because of low risk and Short duration of use or Existing features onsite
which cannot be altered.
The surface, which the ladder is placed on, must be stable, firm and have sufficient strength. The rungs or
steps are to remain horizontal. The ladder is to be pitched correctly and prevented from slipping.
Suspended ladders must be attached in a secure manner and prevented from swinging.
LEGIONELLA GUIDELINES
LEGIONELLA – POTENTIAL RISK AREAS WITHIN EXHIBITIONS
Wherever water droplets can be created there is a risk of infection e.g.
Spa pools (also called whirlpool spas, hot tubs, commonly known as “Jacuzzis” which is the name of a
particular brand).
Whirlpool baths.
Showers and taps.
Equipment generating sprays such as mist propagators spray bottles.
Humidifiers including humidified food displays.
Ornamental fountains.
KEY RISK FACTORS ENCOURAGING LEGIONELLA
Warm water between 20°C and 50°C.
Spray/mist/bubble formation.
Re-circulating water (e.g. spa pools/fountains.
Water left untreated at 20°C and 50°C.
Slime (bio film) and dirt on pipe and tank container surfaces.
Rubber and natural fibres used in construction and in contact with water e.g. in washers and seals.
Tank/containers/equipment reservoirs not cleaned and disinfected regularly.
Large amounts of tubing /piping included in the design of equipment (i.e. large surface to volume ratio).
These situations and conditions encourage the growth of legionella bacteria and increase the risk of
infection to visitors and staff. Appropriate precautions must be taken to prevent or control the risk of
causing legionnaires disease. Mature ponds containing a variety of aquatic life including plants and fish are
generally regarded as low risk.
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REDUCING THE RISK
The risk of legionnaire’s disease can be avoided. Any exhibitor that uses water and has not carried out a
legionella risk assessment and initiated control measures as needed is negligent in ensuring the safety of
their visitors and staff. Control measures should include the following:
GENERAL
Have a named person responsible for legionella control; Ensure the named person has attended an
appropriate training course on the control of legionella and other staff are trained to be aware of the
importance of their role in controlling legionella;
Do not allow water, which is intended to be cold to rise above 24°C, ideally it should be less than 20°C;
Keep equipment clean and free from scale;
Clean and disinfect equipment containing water immediately before (no more than 24 hours) and after
each show preferably using a chlorine based disinfectant or water at >80°C (see ‘Disinfection’ below) and
store equipment dry between shows;
If possible completely drain each night and refill with fresh mains water each day;
Clean and disinfect the equipment once a week if show is greater than 7 days;
Clean and disinfect all water filters between shows;
Ensure system design does not create pipe work with periods greater than 1 hour without flow;
Keep daily records of all water treatment readings such as temperature and chlorine concentrations and
ensure they are checked regularly by the manager;
Further advice above specific controls should be sought from experts in this field who can carry out a full
risk assessment of the equipment.
SPA POOLS
In addition to the above, if there is a spa pool (synonyms whirlpool spas, “Jacuzzis”, spa baths) ensure the
whole system is cleaned and disinfected with 50mg/l chlorine for 2-4 hours within the 24 hours before the
show begins. New cartridge filters are fitted before each show begins.
The pool is continuously treated with 3-5mg/l chlorine and a suitably trained person monitors the levels at
least three times a day. Treatment, including filtration, continues 24 hours per day. Half of the water is
replaced each day. Sand filters (if fitted) are backwashed daily. As much as possible, leaves and other
debris do not enter the pool and remove any that do. The whole system is cleaned and disinfected once a
week if the show lasts more than 7 days.
NB: The risk can be eliminated by not filling pools on display or can be significantly reduced by not heating
the water, but in the latter instance the pool would still need continuous chlorination.
DISINFECTION
Wherever possible, chlorine should be used as the disinfectant. Suitable sources are sodium hypochlorite
(household bleach) or calcium hypochlorite. Disinfect the water system with a high level (50mg/l) chlorine
for 2-4 hours minimum following all appropriate safety precautions. In circulating systems, the circulating
pump should be operated to ensure that the chlorine solution reaches all parts for the whole time. The
residual chlorine level should be checked during the operation, for example using a swimming pool test kit,
to ensure that it does not drop below 30mg/l at any time. Ensure the measurements are noted down and
the record is kept for inspection as needed.
Immersion in water at 80°C or above for 5 – 10 minutes can also be a useful means of disinfection where it
does not harm the equipment but beware of scalding.
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If chlorine or hot water cannot be used for the equipment, seek the manufacturer’s advice on suitable
alternative disinfectants but ask for written verification of their effectiveness against Legionella bacteria
for this particular application.
Where the risk is significant, continuous disinfection with chlorine may be required such as for spa pools.
STANDS WITH SIMULATORS/ARCADE GAMES
Any exhibitor who intends to use either simulator or arcade games must provide a copy of their Public
Liability Insurance Certificate and the equipment test certificate.
SPECIAL EFFECTS
Stands wishing to use special effects such as lasers, gobos, smoke machines, pyrotechnics etc etc must
contact the organizers for prior approval. We need to notify the local authority 35 days in advance, and
you will also need an independent inspection on site prior to show open.
COMPRESSED AIR & INDUSTRIAL GASSES
Compressed air can be ordered by contacting Pat Turner 01789 491451.
A maximum of 1 cylinder may be stored in the stand area, this should be suitably and safely tethered. For
storage of additional cylinders please contact the organiser on site for venue contact to arrange storage, all
cylinders should be clearly labelled with stand name and number. Please note cylinders should be
removed from site following the event, a charge will be applicable for any remaining cylinders.
Where compressed air, oxygen, hydrogen, dissolved acetylene or other gas or liquid under pressure is
supplied in steel cylinders, such cylinders must bear test marks in accordance with the Home Office
recommendation, and may only be brought into the halls with the prior written consent of the Exhibition
Venue. Cylinders must be fitted with approved pressure gauges and a certificate of a pressure test by a
recognised authority must be provided when required with each cylinder. Cylinders must not be changed
when the halls are open to the general public. Surplus cylinders must not be stored on the stand but in an
appropriate place outside the halls.
All piping for compressed air, gasses etc. must be of rigid metal tube with welded or screwed connections.
Flexible tubing may be used for connection to portable tools or appliances, or where the use of such tubing
is an essential and integral part of the exhibit. Such tubing shall be adequately reinforced, fitted with
purpose-made screwed metal connectors and designed to withstand the maximum internal pressure to
which it may be subjected.
STANDS OFFERING FOOD AS SAMPLES FOR SALE OR BY WAY OF HOSPITALITY
Environmental Health and Trading Standards Advice on Food Safety
The following explains the main requirements of the legislation for exhibitors who may be offering food,
for sale or by way of hospitality, to people visiting their stand. The Food Safety Act 1990 and regulations
made under it aim to ensure that all food offered to the public is safe to eat. Part of the Environment
Health Officer’s role is to carry out checks on food safety and hygiene to ensure compliance with the
legislation.
If you are wishing to sample food or drinks, please complete form 8 in the manual and contact our Health
& Safety Representatives, Select Services International Ltd, Chantry House, High Street, Coleshill. Birmingham. West
Midlands B46 3BP. T: 01675 466622 F: 01675 467097 e: moira@select-serv.com
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Food Safety Act 1990
Requires that food shall comply with safety requirements in that:
It should not be injurious to health;
It should be fit for human consumption;
It must not be contaminated with harmful bacteria or foreign matter;
In addition to the above, the following also applies:The Food Safety (Gen. Food Hygiene) Regulations 1995
The Food Safety (Temp.Control) Regs 1995
THE REQUIREMENTS
General
The proprietor of a food business must identify any step in the food business, which is critical to food
safety, and ensure that adequate safety procedures are identified, implemented, maintained and
reviewed.
Every stand must be kept clean and in such good order, repair and condition as to enable it to be
effectively cleaned. For example in food preparation areas the floor covering must be smooth and
impervious and readily cleanable. In this instance carpet is not acceptable.
Every stand must be designed and constructed so as to avoid the risk of contaminating foodstuffs and
harbouring pests.
Personal Hygiene
All persons engaged in the handling of open food must wear clean, washable over clothing. Food handlers
must keep themselves clean and cover any cuts with a suitable waterproof dressing. A suitable first aid kit
must be provided.
Training
It is a requirement that all food handlers are trained or supervised and instructed in food hygiene matters
commensurate with their work activity.
Equipment
All equipment with which food comes into contact must be kept clean and such good order and repair as
to enable it to be effectively cleaned.
Food
Food for human consumption must be protected against the risk of contamination.
All raw and cooked foods should be prepared, handled and stored separately so as to avoid any risk of
cross contamination.
There must be adequate provision for maintaining and monitoring suitable food temperature conditions
e.g. portable thermometers and temp. read outs built into the equipment.
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Food which is likely to support the growth of pathogenic micro-organisms or the formation of toxins must
be stored at or below 8oC.
Alternatively where foods are to be served hot they must be kept at or above 63oC.
Washing Facilities
An adequate supply of hot and/ cold clean wholesome water must be available;
Appropriate facilities must be available to maintain adequate personal hygiene (including, where
necessary, facilities for the hygienic washing and drying of hands, hygienic sanitary arrangements and
changing facilities);
Adequate provision must be made for the cleaning and, where necessary, disinfecting of work utensils and
equipment and adequate provision must be made for the cleaning of foodstuffs.
Waste
Provision must be made for the enclosed storage of waste.
Penalties
Failure to comply with the requirements of the legislation may result in formal action. A person found
guilty of an offence is liable to a fine, imprisonment or both.
Should any exhibitor damage any area of the hall, carpet, etc as a direct result of food / drink spillage, etc,
then the exhibitor will be responsible for the full cost of replacement / repairs.
The information given above is intended as a guide and is not in itself a legal document or substitute for
specific Acts of Parliament or Regulations.
This guide is designed to help you maximise the value of exhibiting at The National Wedding Show.
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MANCHESTER CENTRAL
EMERGENCY PROCEDURES
Fire
Should an emergency arise on your stand, you should take the following action:
1. Break the glass on the nearest fire alarm point. These are located at each vehicle door and
other fire exits.
2. Telephone our Control Room on 0161 834 2700 ex: 2206 giving the location and nature of
the incident or inform a member of Manchester Central staff.
3. Notify your adjoining stand occupiers of the situation.
Security (Suspicious Items)
In the event that a suspicious object has been reported to the Venue the following message will be
relayed over the public address system:
“ATTENTION PLEASE – STAFF CALL 100”
On hearing this message, please inspect your stand to ensure that no object of a suspicious
nature has been placed there. If one is discovered please do not touch the item. Immediately
inform a Manchester Central member of staff or contact our Control Room on 0161 834 2700 ex:
2206.
When the Security Staff are satisfied that there is no danger, the following message will be
broadcast:
“ATTENTION PLEASE – CANCEL STAFF CALL 100”
Medical
In the event of urgent medical assistance contact our First Aid Team on 0161 834 2700 ex:
2211/2206 giving the exact location of the casualty and details of injuries sustained e.g. obvious
bleeding, unconsciousness. A member of the First Aid Team will be sent to the location.
Evacuation
In the event of an evacuation being necessary, the following message will be broadcast:
“ATTENTION PLEASE! ATTENTION PLEASE!
WILL EVERYBODY PLEASE LEAVE THE BUILDING BY THE NEAREST EXIT.
THIS IS AN EMERGENCY.
THE STAFF WILL ASSIST AND DIRECT YOU
PLEASE DO NOT USE THE LIFTS.”
Please assemble in the car park to the rear of the building or the forecourt at the front. If these
areas are not appropriate you must follow the instructions of Venue staff.
If evacuation of the Exhibition Halls is necessary, the Venue strongly recommend that
Exhibition staff leave the building, as the Venue will not be responsible for any damage,
loss or injury howsoever caused.
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