Regent's Park London
Telephone: 020 7034 4900

Exhibitor Guidelines

Guidance method statement and risk assessment for exhibitors and stand builders.

These notes are to be used as guidance only and a signed copy should be submitted with your own method statement and risk assessment for your specific event.  Additional forms enclosed are:
  • Delivery note
  • Collection form
  • Collection note
  • Permit to work (and associated instructions)

General Notes

General notes

1 All operatives will be fully conversant with the task in hand and are competent tradesmen at the activity for which they are employed.

2 All operatives will wear personal protective equipment (PPE) at all times.

3 All operatives will abide by these guidance notes.

4 Operatives will use the RCP site facilities as made available to them.

5 Storage of equipment will only be provided by prior arrangement.

6 Site foreman / event organiser to take responsibility for site operatives.

7 Site meetings to be attended when required.

8 All deliveries to report to reception prior to unloading.

The guidance notes cover a majority of the day to day details of carrying out work associated with large exhibition installation. However, for every job the site conditions, type of work and materials to be used should be considered prior to commencement and you would be expected to provide the following:

• Site-specific risks assessment. (As per a normal risk assessment but taking into account your specific task for the event) (See Note 1).

• Method Statement covering all details of how the work is to be carried out on site. (States how you will conduct your task and who will do it) (See Note 2).

• A job specific Permit to Work (where applicable) is to be completed in association with the required RAMS (See Note 3).

• A signed copy of RCP guidance notes confirming that you have read and agree with these notes.

(See Note 4).

Notes

1 Site-specific Risk Assessments are required by any exhibitor/visitor setting up or running any stand/display larger than a table top display (pop-up banners are not included in this).

2 Method Statements are required by:

a) persons bringing on to RCP grounds any structure that requires assembly / disassembly on site

b) any equipment that requires a trained operator to supervise its use or installation

c) any set- up or clear up that takes place out of normal working hours.

3 Permit to Work to be completed and signed by competent person undertaking the works. Permission to

proceed will not be authorised unless signed by a member of the Property Services team.

4 Guidance notes are required by all.

Guidance notes for fitting out exhibition area

These notes relate to exhibitors or sub-contractors who are working for a specific event organiser.

Description of work

For non-standard materials or activities an appendix to these guidance notes will be added by the exhibitor, when the method of work is to be significantly changed.

Sequence of work

All work, will be carried out following recommended

manufacturer’s guidelines with any appropriate

British Standards and construction drawings.

Parking

Parking for exhibitors is on a first come, first served basis and cannot be booked in advance.

A fee of £25 per day is applicable and payable at reception on arrival. All major credit cards are accepted except for American Express.

Exhibitors may stop in front of the building for offloading purposes only and should then move to the nearby car park unless a parking space has been reserved and paid for.

Pay and display meters are available directly outside the RCP and around the perimeter of the park. Please see the RCP location map for details of these and additional local NCP car parks.

Access

A safe means of access must be used at all times. Usually this will be via the front or side entrance to the main building. Please report to reception to ask for the doors to be opened.

The building is open 8am – 5pm. Exhibitors wishing to access the building to set up outside of these times must make prior arrangements through their meetings and events account manager. This must also be clearly shown on your method statement and risk assessment.

The dimensions of the lifts at the front of the building are:

Doors: 94cm wide, 212cm tall Internal: 135cm wide, 110cm deep

Max load: 600kg

There is a lift at the front entrance of the building for the use of impaired persons only.

Consideration should be given for moving objects too large to fit into the lifts. For oversized equipment, a separate risk assessment and action plan should be attached to the method statement.

There is a service lift at the rear of the RCP and is used by staff frequently during the working day. For exhibitors wishing to access the Osler and Long Rooms, this lift can be used with prior notification given to the college Bedell of intended use.

Rear lift dimensions are: Doors: 90cm wide, 216cm tall

Internal: 147cm wide, 94cm deep Max load: 545kg

Note: Access from the rear car park is 8am–5pm Mon– Fri and 9am–1pmSaturdays. No access on Sundays.

There is no access via the rear doors and rear car park out of hours.

Interior fit out

The works must be undertaken by operatives who are aware of the risks involved in handling exhibition and display material.

Gloves and other means of protection must be used to prevent cuts and abrasions form sharp edges.

Large units will be handled by a sufficient number of people to avoid the risk of injury.

Mechanical aids should be used at all time to reduce manual handling.

Decorative works

Reference must be made in your RAMS to any relevant COSHH data for substances being used and the required precautions taken.

Lasers and lighting

If laser levelling or alignment is used, the installation must be undertaken by a competent person.

Where possible a class 1 laser should be used. If a higher-powered laser is necessary then extra precautions to warn others and protect from accidental exposure will be taken.

Lights must be positioned as far away as possible from portraits and at least 2 meters as a minimum guide. In the Dorchester Library, spotlights must be 1.5m away from all book cases.

All employees and self-employed labour will comply with the requirements of the Health & Safety at Work etc. Act 1974 and all other relevant health and safety regulations.

All subcontractors are to be supervised and monitored by their site foreman and they will provide all relevant risk assessments and method statements relevant to the work process.

Where applicable, a work specific Permit to Work must be completed and authorised before proceeding. This includes any tasks that involve electrics, heights or hot works. These must be submitted in addition to and not in lieu of the associated RAMS.

Please contact the RCP Building Manager for further guidance information.

The site foreman will abide with any specific site rules and requirements from the principal contractor’s/ event organiser’s safety policy and construction phase health and safety plan.

All work by exhibitors, contractors or sub-contractors is to be directly controlled by the on-site foreman, who will ensure the safe means of working as described in their method statement is complied with.

The foreman will liaise with the principal contractor/ event organiser for any overlapping issues with the principal contractor or other subcontractors.

Supervision, control and monitoring

All employees and self-employed labour will comply with the requirements of the Health & Safety at Work etc. Act 1974 and all other relevant health and safety regulations.

All subcontractors are to be supervised and monitored by their site foreman and they will provide all relevant risk assessments and method statements relevant to the work process.

Where applicable, a work specific Permit to Work must be completed and authorised before proceeding. This includes any tasks that involve electrics, heights or hot works. These must be submitted in addition to and not in lieu of the associated RAMS.

Please contact the RCP Building Manager for further guidance information.

The site foreman will abide with any specific site rules and requirements from the principal contractor’s/ event organiser’s safety policy and construction phase health and safety plan.

All work by exhibitors, contractors or sub-contractors is to be directly controlled by the on-site foreman, who will ensure the safe means of working as described in their method statement is complied with.

The foreman will liaise with the principal contractor/ event organiser for any overlapping issues with the principal contractor or other subcontractors.

Safety of third party

All employees and subcontractors will be made

aware during the site induction of any risks their work can impose on others in the vicinity.

Work will only be undertaken in such a way as to minimise these risks or when adequate protection is in place. The foreman will liaise with the principal contractor /event organiser to ensure protection against falling materials is adequate.

Environmental control

Every effort will be made to keep noise, dust and waste levels to minimum and to ensure that they do not cause a hazard or become a nuisance to others. Working areas will be tidied regularly and waste removed.

RCP recycle most waste products. There is a facility to recycle, paper, cardboard, glass and plastic. During working hours ask for porter assistance and they will remove these items for recycling.

During weekends the only time that the back car park can be used for any activity is between 9am– 1pm on Saturday. This includes rubbish disposal. There is no movement to these timings at all during weekends.

Smoking

The RCP operates a strict no smoking policy. This includes inside any building or outside in the RCP grounds.

Personal protective equipment (PPE), first aid and emergency procedures

All operatives and subcontractors will wear PPE at all times whilst on site. Additional PPE is to be worn as the work dictates.

All operatives will be made aware of first aid and emergency procedures on their arrival to site. This information will be provided by the principal contractor/ event organiser. RCP employs a system of first aid at work trained personnel. Should assistance be required please report to reception.

For contractors working outside of normal working hours, there will not be the normal first aid cover. This must be shown on the method statement and risk assessment.

The procedure to be followed is:

• Report to reception and inform security where you will be working.

• Security will monitor your progress both physically and via CCTV.

• Upon completion of works please report to security before leaving site.

Non-standard activities

Should any work be of a non-standard nature either in regards to the materials to be used or the type of activity to be carried out then an Appendix to these guidance notes will be added. This will include necessary risk and/or COSHH assessments and changes to the method statement to ensure that the work is safely carried out in accordance with the construction health and safety plan and any site rules.

Please note that no lone working is permitted on site  outside of normal working hours

Siting of exhibition stands

No equipment of any description is to be set up

in close proximity to any college property including the portraits, books or heritage items.

Please do not move the barriers that are in place in front of art works. Exhibition stands may be set up in front of these barriers but must not obscure the art work.

Any questions regarding the sitting of stands should be addressed to the Meetings and Events account manager via the event organiser.

No fixtures and fittings are to be altered in any way without prior consultation with the Facilities Manager.

Notices, posters or displays of any kind are not to be placed on to any surface in the building, including doors. Signage stands can be provided on request and poster boards can be supplied at an additional cost.

Furniture

Stands will usually be provided with a clothed table, two chairs and access to power (unless specified otherwise). If these are not required please bring this to the attention of the event manager and they will be removed. Please do not move any other furniture. If you require furniture to be moved, again ask the event manager and they will assist with your requests.

Delivery and Collection address

Deliveries by courier

The RCP will only accept deliveries marked with the following details:

Please address your deliveries as follows:

The Royal College of Physicians Title of event

Name of contact at the venue (e.g. organiser/ exhibitor stand name and number)

Date of event

Room the box needs to be on the day

Box (number) of (total number)

Please use the labels below wherever possible.

Collections

Please mark any items to be collected as follows:

Name of company (receiving)

Title of event

Name of contact and telephone number

Date of event

Delivery address (receiving)

Date of collection and by which courier company

Box (number) of (total number)

Please use the labels below wherever possible.

Deliveries and collections should be made within the RCP opening hours. Any out-of-hours deliveries should be arranged with the Meetings & Events department in advance.

As storage is at a premium, please do not deliver items more than 24 hours prior to your event and collect them no later than 24hrs after your event. Any items left longer at the RCP may be destroyed.

All items stored are at your own risk and any items not labelled with return address will be disposed of.

The RCP will not be responsible for any item sent by post or courier that gets lost or damaged or for any items left at the RCP after the event has taken place.

Company name: ________________________ Date of exhibition: _______________________

Event name: ____________________________

Signed: _________________________________

Print name: _____________________________

Date: __________________________________