Exhibitors’ responsibility
Informa and LOUPE take their Health and Safety responsibilities very seriously, and it is vital that Exhibitors and their contractors do likewise.
As an exhibitor, you must ensure the health, safety and welfare of your employees, contractors and attendees as far as is reasonably practicable throughout the exhibition. You should ensure that your actions (or inactions) do not give rise to accidents, injuries or unsafe working environments, provide proper information, instruction and training, and supervise all parties throughout the show.
You should also check that any contractors, suppliers, agents, etc that you may be using have a Health & Safety Policy suitable for the exhibition environment.
Among the statutory duties owed under Health & Safety legislation, the following are particularly relevant, although this list is by no means exhaustive:
1. Each exhibitor should have a copy of their Company Health and Safety Policy available for inspection on their stand.
2. A “suitable and sufficient” risk assessment should exist in respect to all the significant risks in the business.
3. Every employer has a duty to co-operate with other employers (e.g. Exhibition Organizers) when sharing a workplace, whether temporarily or permanently.
4. Maintain emergency gangways through and to the centre of the halls in build-up and breakdown situations - i.e. do not leave items in the gangway.
5. All operatives must wear suitable protective clothing relevant to their job, which includes eye, ear, foot and hand protection.
6. All operators must wear hard hats when working beneath or near overhead working or if this is impracticable, restricting access in such areas.
7. Ensure safe use and storage of flammable liquids and substances and segregation from waste and other risk areas.
8. 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.
9. Stacker trucks are not used by anyone other than fully trained personnel.
10. Disused fluorescent lights are placed in the trash bins in and around the halls for safe and proper disposal.
11. Chemicals and flammable liquids are removed from the exhibition venue after use by the user or, in exceptional circumstances, brought to the attention of the venue-cleaning department for safe and proper disposal. Such products must not be placed in general trash bins or tips. NO SMOKING is permitted inside the exhibition halls.
12. Any work area is maintained free from general waste materials that could hazard operatives.
13. Only scaffolding incorporating standard safety features may be used and that any tower scaffold in use is properly stabilized and propped.
14. The Organizers nominated contractor, Creative World Services, will carry out all electrical work within the Halls.
15. All materials used for construction or display must be approved to Local Authority Standards
CHECKLIST OF KEY RESPONSIBILITIES
1. Appoint a competent person on your stand, responsible for Health & Safety for the build-up, open and dismantle periods.
This person should oversee every element of your participation, with a specific responsibility for managing Health & Safety, including the provision of proper information and instruction, training and supervision of all parties concerned, throughout the show
2. Risk Assessment & Method Statement - It is required by local legislation that exhibitors and contractors will complete a risk assessment to evaluate hazards, implement control measures to create a safer and healthier workplace.
3. Contractors will need to produce compliant method statements for activities that present a higher risk (as captured on their RAMS). These activities could involve lifting operations, electrical hazards, and potential fire risk situations.
The method statement should specify the operations to be carried out on a stage-by-stage basis and indicate the precautions required to protect contractors, delegates, staff, and members of the public who may be directly or indirectly affected by the work.
Templates of a Risk Assessment and Method Statement can be downloaded below.
Provide suitable training and information to your staff and contractors regarding onsite risks, so they understand the risks and fulfil their responsibilities safely.
It is extremely important that you consider fire safety when designing and dressing your stand, and that you comply with Health and Safety legislation and the venue's rules and regulations. This includes ensuring all timber is treated, and fabrics and materials are flame-proofed in accordance with the legal requirements, and that flammable goods and packaging are contained only within designated storage areas. Non-mains flammable gas is not permitted on site.
Security
Show security will be on duty 24 hours a day from move-in to move-out. Contractors, exhibitors and attendees are required to wear badges at all times during show hours, as these will be checked upon entry to the Expo Mart. However, security cannot and should not be counted on to provide more than a presence to inhibit theft. The show hereby gives formal notice to exhibitors that the show and its management, its agents, and its official vendors neither offer nor accept responsibility for exhibitors’ property of any kind.
LOUPE recommends the following measures exhibitors may wish to take to further safeguard their property:
1. Never leave laptops or valuable merchandise unattended in the booth. Be especially careful during move-in and move-out periods.
2. Be sure that boxes and cartons cannot be mistaken for trash. Place trash bags in the aisle at the close of each show day.
3. Hire the services of a guard to provide exclusive presence in their booth overnight. Contact the show organizer for details of approved security services that are available.
4. Valuable Items Security During Dismantling: Do not leave valuable items unattended during the dismantling period. All exhibitors and staff are responsible for securing their personal belongings, equipment, and materials throughout the dismantling process.
Informa/LOUPE organizers assume no liability for theft, loss, or damage to items left unattended during dismantling. Exhibitors and attendees participate at their own risk regarding the security of their personal property.
SECURITY FOR YOUR STAND
The organizers will provide security during the event and at night; however, if you wish to order security specifically for your stand, please use the form below. Please note that the deadline for ordering security for your stand is 22 October 2026.