Health and Safety

Health and Safety

Introduction

The exhibition halls are an ever-changing environment with constant construction and dismantling of exhibitions. This in itself means that there are hazards particular to the industry. This brief is intended as a basic guide to the generic hazards found in the halls. It is by no means an exhaustive list of hazards specific to IFA. Anyone working on a specific event should consult the risk assessment for the event held by the organiser/promoter and the halls event management department. It is intended as a general Health and Safety brief for anyone who may have cause to enter the exhibition halls.

Who is at risk?

• Everyone working in or passing through the halls is at risk to some extent. Those whose work is in the halls are at risk due to their constant exposure. Those who do not normally work in the halls will be at risk because the environment will be unfamiliar and they will be less aware of the day to day hazards.

Who is most vulnerable?

• Persons with little or no knowledge of the halls.
• New and expectant mothers may be especially at risk and should not work in the halls without a specific Risk Assessment to cover their activities.
• Young persons (aged 16 – 18) have a lower perception of risk in general and should be subject to a specific Risk Assessment to cover their activities.

Managing the Risk

The safest way to deal with risk is to avoid it altogether. Unless there is no alternative do not use the halls as a transit route especially during build up and break down. If you have no business in the halls, simply avoid them. If you must go into the halls reduce the risk by making yourself aware of the hazards. Obey safety signs and never cross barriers into prohibited areas. Avoid areas of obvious risk e.g. overhead working.

Lastly, always wear PPE (Personal Protective Equipment); including high-vis jackets, suitable footwear and protective hard hats in hard hat areas where designated. Note: PPE should always be a last resort. It is better to avoid risk altogether.

Children and individuals under the age of 18 are not allowed in the halls during build up and break down. During “Show Open times” they are allowed with supervision.

The Hazards of the Halls

Beware of the following:

• The changing environment when moving from one hall to another.
• Moving vehicles such as goods vehicles and fork lift trucks especially in and around cargo / vehicle doors. Reversing vehicles are particularly dangerous.
• Cable duct openings in the floor.
• Slip, trip hazards on the floor, particularly plastic sheets (which can be very slippery) and trailing cables.
• Sharp objects and nails in wood which can pierce ordinary footwear.
• Falling objects – avoid areas of overhead working.
• Suspended wires. Often there are wires and other objects hanging at below head height.
• Not all exits will necessarily be open. The only fire exits open are those with signs illuminated.
• Partially built structures which may not be stable.
• Sudden crowd movements and surges during seated events.
• Over exposure to noise levels which could be damaging to hearing.
• The potential to fall from height from partially built structures e.g. seating, exposed edges on the upper levels.

Health and Safety Responsibilities

For further information on the Messe Berlin Permissions and Installation requirements please visit the BECO shop.

IFA Management Policy Statement

IFA Management aims to set the benchmark standard for managing health and safety in exhibitions.

This is not only our moral and legal duty, but it is commercially important for the success of every event. We recognise that our exhibitors rely on us to provide a trading environment on the exhibition floor which is safe and without risks to health. We also recognise that running a public event places a special responsibility on IFA Management and extends our duty of care not only to our staff but to exhibitors, contractors, venue staff, visitors and members of the public. Thus we seek not just to comply with the relevant legislation, but to provide a health and safety framework that is continually improving and genuinely supportive of our client’s business objectives. The show director is ultimately responsible for health and safety at IFA.

It is the policy of IFA Management to ensure that all employees, contractors and visitors are provided with a healthy and safe working environment and is committed to providing adequate control of Health and Safety risks arising from this event.

We recognise that we have overall responsibility for the event and for the co-ordination of the activities of the contractors, our staff and service providers on site.

IFA Management has the following responsibilities:

• To provide and maintain safe and healthy working conditions in accordance with the statutory requirements.
• To provide and maintain plant and equipment as required for safe working conditions.
• To comply with the requirements of the Control of Substances Hazardous to Health Regulations.
• To make available all information, instruction, and training; safety devices and personal protective equipment.
• To maintain interest in health & safety matters that are associated with the Company’s activities and for its Management to set an example in all matters of health and safety.
• To ensure there is a consulting mechanism between employees, contractors and management concerning Health, Safety & Welfare.
• To comply with legislation, both statutory, regulatory and accepted code of practice to establish minimum standards that will be maintained and improved wherever possible.

Where appropriate, the risks have been assessed and controls put into place to minimise the risks. IFA Management have reviewed current safety management and practises in line with the Health and Safety Executive’s L153 guidance document. IFA Management fulfils a number of duties in operating the overall event site. All exhibitors and their contractors have been made aware of their responsibilities and relevant safety documentation is requested and recorded as part of the stand design process.

The official contractors and the venue services appointed by the organisers fulfil further responsibilities being ‘Designers’ and ‘Contractors’ with respective responsibilities across the whole exhibition site as controlled by the organiser.

To ensure that we manage construction and dismantling at the event safely the company will:

• Eliminate or control risks so far as is reasonably practicable.
• Ensure work is effectively planned.
• Appoint the right health and safety people and organisations at the right time.
• Make sure that everyone working for the company has the right information, instruction, training and supervision to carry out their work safely and without risks to health.
• Have systems in place to help parties cooperate and communicate with each other and coordinate their work.
• Consult workers with a view to securing effective health safety and welfare measures.
• Ensure any actions required are be sensible and proportionate to the risk.

IFA Management Risk Assessment

IFA Management has carried out suitable and sufficient assessment of the risks associated with this event, details of which can be obtained from the organiser’s office. General risks associated with any exhibition are as follows:

• Multiple contractors working in a single workplace.
• Fall from working at heights or working on a live edge.
• Objects falling from height or loads falling from vehicles.
• Impact injury from moving vehicles.
• Structural collapse of seating or an exhibition stand.
• Outbreak of Legionnaires disease from a water feature.
• Food poisoning incident from temporary catering outlet.
• Fire.
• Major incident and civil emergency.
• Excessive working hours.

This is an overview and by no means a comprehensive account of the risks involved at IFA. It is the absolute duty of all parties to ensure that under the Management of Health and Safety at Work Regulations and other legislation, a suitable and sufficient risk assessments are conducted on all significant risks.

The Management Regulations and associated guidance also requires that risks should be mitigated with a view to achieving maximum reduction in the level of risk within the bounds of what is reasonably practicable. In general terms, emphasis should always be placed on eliminating or reducing risk at source. It must be remembered that personal protective equipment is usually a control of last resort.

Exhibitor Legal Duties and Requirements

As an exhibitor you have a legal duty of care for the safety of anyone who may be affected by your activities. You are ultimately responsible for all aspects of safety on your stand during the build-up, the open period of the show and during the break down. Where you contract out the building and finishing of your stand you are still vicariously responsible for the activities of your contractors. You can discharge your duties by ensuring that you do the following:

• You MUST ensure that your staff and contractors working on site are informed of the site rules and health and safety arrangements which are detailed in this manual and you must ensure so far as you reasonably can that they follow them.
• You MUST ensure that all your staff on site and contractors are familiar with the venue’s emergency procedures which can be found in this manual.
• Appoint a competent person to be responsible for health and safety on your stand. For build and breakdown this can be your contractor however please see below for further requirements relating to the build and breakdown periods.

Items of Special Risk

If you intend to include any items of special risk on your stand for the show they must be included in your Risk Assessment and the organisers MUST be notified.

Please ensure we are aware by emailing details to support@ifa-management.com

Items of special risk include, but are in no way limited to:

• Inflatables including helium & toy balloons.
• Flags or flagpoles exceeding 4m in height.
• Performances including dancers, bands, DJs or other musical acts.
• Laser products.
• Neon or florescent lights.
• Activities on water or water equipment of any kind – including water features.
• Livestock of any description.
• Motor vehicles in the halls during open period.
• Audio visual displays & films.
• Fairground and other amusements.
• Audience seating including closely seated audience.
• Skin piercing activities or any other items that may be classed as special risk.
• Fog or mist machines.
• Dangerous & Obnoxious substances including flammable oils, liquids & gases, compressed gases / acetylene / LPG, also hot surfaces & naked flames.
• Working machinery & apparatus.
• Radioactive substances.
• Dangerous exhibits, including weapons & guns.

Special Effects: e.g. Smoke, Lasers, Pyrotechnics, and Strobes

All special effects must be treated as special risks and are subject to strict controls in accordance with a risk assessment and the appropriate legal requirements.

Please notify us if you are interested in planning any of these so it can be discussed. 

Hot Works

Welding, cutting, soldering, abrasive cutting and other work involving the use of naked flame or flying sparks are  strictly prohibited on all operational and display areas belonging to Messe Berlin.

Hot work during the event is prohibited (see Technical Guidelines (EN/DE), item 4.4.1.10 Hot Work).

In exceptional cases and subject to submission of a written request, approval may be granted for hot work during the setting up and dismantling of events. For this purpose, Messe Berlin will deploy a fire officer, for whom a charge will be made and who will be present to supervise the work from beginning to completion.

Accident and Incident Reporting

All incidents and near misses MUST be reported to the organiser. You can do this at the organisers’ offices If you do see anyone taking unnecessary risks, please report it immediately. Your action could prevent a serious accident.

Site Rules and General Health and Safety

The following are the general health and safety site rules with regards to safe working at IFA. You are reminded that venue staff, exhibitors and contractors alike have a legal duty to cooperate with the organiser on matters of health and safety which includes compliance with these rules.

All participants must comply with any reasonable instruction given to them by either IFA Management, their appointed health & safety staff, or the venue’s appointed health and safety staff.

Demonstrations, Displays and Exhibits

• All demonstrations must be carried out in accordance with local legislation.
• All exhibits must, where they are not sufficiently stable as free-standing models, be properly secured to the floor or other structure.
• Floors on stands must be kept clear of articles or substances likely to cause persons to slip or trip.
• All electrical conductors must be properly installed and adequately protected.
• Exhibits must be positioned so that that at no time do they protrude into the gangway (as a hazard to visitors).
• Precautions must be taken to ensure that dust particles, fumes, etc from working machinery do not, in any way, discharge into common areas i.e. atmosphere, aisles, neighbouring stands etc.
• Any stand incorporating a demonstration or exhibits providing a potential fire hazard must be constructed in approved materials. This applies particularly to the immediate area of the demonstration where a non-combustible material – free non-combustible building board or metal should be used.
• All stand personnel should acquaint themselves with how to use the nearest fire extinguisher to their stand and with the position of the nearest fire alarm point in the building. Where necessary they may need to bring in extra extinguishers.
• Please note demonstrations must be indicated on your stand plans and where necessary must include sound-proofing with the construction of this area to ensure noise is not a problem to neighbouring stands.
• Please ensure that any working machinery is only demonstrated to interested parties where necessary and not used as an attraction to the stand.
• The organisers reserve the right to ban working demonstrations on-site if they in any way disturb neighbouring stands, post a threat to any person or if the visitor flow is restricted by obstructed gangways.

Food Safety and Hygiene

It is essential that any stand providing food, drink or other refreshments to visitors must be served safely.

Please note all catering must be provided by Capital Catering. Please see the Catering section of this manual for further details.

Any alleged, suspected food poisoning resulting from consumption of any food on the premises must be reported to the venue.

Gangways and Emergency Exits

• Emergency exits are clearly marked and under no circumstances should any aisles, corridors or emergency exits be obstructed.
• Under no circumstances will any part of your stand, building materials, waste, furniture, exhibits or displays be allowed to project beyond the boundary of your stand space to infringe upon these gangways and emergency aisles.
• Aisles deemed emergency gangways must be kept clear at all times. Plans indicating the emergency gangways will be available in the onsite organiser offices.
• Work areas should be maintained free from general waste and packaging materials which could cause a hazard.
• Doors or windows are not permitted to open outwards onto a gangway.
• During the build up and breakdown of the exhibition, certain gangways are designated Emergency Gangways. Floorplans indicating these Emergency Gangways will be posted around the exhibition halls and at the gates. Please ensure that your freight does not impose onto these gangways.

Manual Handling

As far as reasonably possible, 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. Remember:

• Think before lifting.
• Stand as near to the object as possible.
• Bend your knees and keep back straight.
• Grasp the load firmly.
• Lift with your legs.
• Hold the load close to the centre of your body.

Methods of Working

• Appropriate and safe methods of working at height are required at all times.
• Keep the place you are working tidy – avoid slips, trip and falls.
• Hot works that may generate sufficient heat to cause ignition are prohibited unless authorised by the organisers venue by permit.
• Dangerous working will result in a suspension from site, repeat offenders will be removed from site entirely.

Painting & Decorating

• When using spraying equipment or pressure vessels, care must be taken off possible risks from fumes.
• Barrier creams and masks must be provided.
• The use of lead-based paints and primers is not permitted.
• Contractors and exhibitors should be continually aware of the fire risks associated with paints.
• Painters must not work in confined areas unless adequate ventilation is available.
• All waste products must be disposed of properly.
• Products containing isocyanate or labelled as H332 (harmful) such as Nuvol are banned and not permitted as a building or decorating substance at IFA under any circumstances. Contractors caught using any of these products will have it confiscated and be ejected from the halls.

Traffic, Use of Vehicles and Operation of Mobile Plant

• Be aware of moving traffic, including forklifts and plant, in the halls and loading areas.
• The lorry ways are designated for vehicle movement and unloading only, and no pedestrians will be permitted in this area who are not unloading vehicles.
• The speed limit is: 5mph in the loading areas.
• Valid full driving license for the type of vehicle concerned must be held. Evidence of training for the type of vehicle or plant concerned as well as employer’s authorisation to drive it;
• Please ensure that any reversing vehicles have a banksman,
• Safety reversing alarms are required on all vehicles that can be operated in reverse.
• Use seat belts, if fitted;
• Passengers MUST NOT be carried on forklifts or dumpers, or where there is no provision for a passenger.
• Authorisation to drive may be removed by the Organiser for repeated breaking of these rules.
• Engines of vehicles in the halls must not be left on idle. Where this is unavoidable i.e. for cranes, the lifting supervisor is responsible for ensuring the combustion fumes do not build up in the halls, service tunnels, and basements as a result.

Work Equipment and Tools

Exhibitors and contractors have duties under the Provision and Use of Work Equipment Regulations to ensure that all tools are fit for purpose and safe to use.

• Training and your employer’s authorisation required for the use any type of power tool;
• All portable and static power equipment must comply with local Standards.
• All portable and static power equipment must only be used for the purpose for which it was designed and safety guards must be correctly fitted and used.
• Power tools are to take power from the 110v centre-tapped earth provided and not from cleaner’s sockets which are 240v.
• No equipment should be left unattended with power supplied to it.
• Hanging wires are not to be left hanging below head height and must be marked with tape.
• All portable electrical equipment must be subject to a suitable portable equipment testing regime.
• Portable electric tools must either be battery powered or used with the minimum length of trailing leads and connected via residual circuit device (RCD). All non-battery portable electrical appliances should be within their current Portable Appliance Test (PAT) period.
• No electrical cables must be allowed to cross gangways, passageways and fire exits.
• The practice of connecting one extension lead into another (daisy chaining) is not permitted.
• Use of eye, hearing or other PPE as required for the tool – see your employers risk assessment for it.
• All hot work activities that may generate sufficient heat to cause ignition are prohibited without authorisation from the organisers and venue. This may include gas or electric arc welding; use of LPG torches or blowlamps; hot air paint strippers; lead welding; angle grinding; If in doubt, ask!

Welfare & Clothing

• Suitable footwear must be worn at all times.
• High vis must be worn at all times.
• Protective hard hats must be worn where necessary.
• Late working will require additional crews who are appropriately rested and alert.
• Toilets and hand-wash facilities are available throughout the venue.

Working at Height

A person is working ‘at height’ if there is a possibility of their being injured from falling, even if they are working at or below ground level.

Please ensure that:

• No work is done at height if it is safe and reasonably practicable to do it other than at height.
• Work at height is avoided if possible.
• The work is properly planned and organised, appropriately supervised and carried out in as safe a way as is reasonably practicable.
• Plans are in place for emergencies and rescue.
• Account is taken of the risk assessment carried out for the activity.
• They do all that is reasonably practicable to prevent anyone falling, including preventing live edge working.
• All work at height takes account of conditions that could endanger health and safety.
• Those involved in work at height are trained and competent.
• The place where work at height is done is safe.
• Equipment for work at height is appropriately selected.
• The risks from fragile surfaces are properly controlled.
• The risks from falling objects are properly controlled.
• Where ladders are used, these are industrial, not domestic quality. Fix ladders either at the top or bottom, as a 1:4 angle. The ladder should safely reach 1.5m past the point on which it leans. Trestle type supports are not to be used as ladders under any circumstances.
• Where mobile scaffold towers are used, they must be correctly constructed and outrigger legs used where appropriate.

For IFA additional controls are enforced:

• Hard hats must be worn when working at height and whilst working below people working at height.
• Towers, ladders and stepladders may be used – if suitable and used safely
• Static and mobile access working platforms must be fit for purpose (see Working platforms).
• All working platforms are to have a guard rail, mid-rail and toe board. Tools are to be kept on lanyards so far as is reasonably practicable.
• Operatives working at a height other than on a static working platform designed for that purpose (e.g. scaffold) must be clipped on.
• Live edge working is to be eliminated where possible. Where unavoidable, contractors must be harnessed to an appropriate fall arrest system. and clipped on when working at height on a live edge
• Ground access to areas in the vicinity must be controlled to prevent persons from accidentally walking directly under high works. Ground workers in the vicinity must not work directly under high works and wear suitable head protection e.g. hard hats. It is the duty of every exhibitor, employer or those who have control, to ensure head protection that prevents the head from vertical and side impact is worn where there is foreseeable risk of injury to the head. In areas below people working at height and adjoining gangways there is a significant risk of injury from falling objects and these shall be designated “hard hat” areas where hard hats must be worn.

Please check here for the Maximum Build Height in the Halls. 

Working Platforms

All Mobile Elevated Work Platforms (MEWPS) must have had a Thorough Inspection in the previous 6 months.

• All working platforms are to have a guard rail, mid-rail and toe board.
• Mobile access towers must be correctly constructed.
• Mobile access towers must be fit for purpose. Outriggers are to be used correctly with the correct height to width ratio (3.5 x shortest base width indoors and 3 x shortest base width outdoors).
• Mobile access towers may not be moved whilst in use and wheels must be locked off.
• Ladders must be footed or tied off. The use of domestic ladders and steps is strictly forbidden.

Zero Tolerance

IFA Management operates a strict zero tolerance policy to the abuse of alcohol, drugs and other substances. Any person found to be under the influence, which in the opinion of the organiser and their representatives constitutes a compromise to safety to themselves or any other person using the venue, will be removed from the venue and if necessary further action will be taken. The consumption of alcohol is not permitted onsite during the build-up/breakdown phases. Repeated breaking of safety rules will result in your removal from the Exhibition Hall.

Venue Emergency Procedures

Fire

On discovering a fire, please use the nearest available emergency exit route to the appropriate assembly point. 

First Aid

The German Red Cross (DRK) is available with several stations throughout the exhibition grounds:

• Hall 1.1, Hall 2.1, Hall 3.2, Hall 4.2, Hall 9
• Kleiner Stern at the top (transition hall 17/18)

In the event of any emertgency, please contact: +49 30 30 38 2222. 

Unattended Items

Immediately report any suspect packages to the Security. Follow the instructions that you are given. Do not touch or move any suspicious item.

Emergency Procedures

Please view the venue's technical guidelines (EN/DE) (Paragraph 2 Traffic on the exhibition site, emergency routes, safety installations) to review the emergency procedures.

Additional Information

Technical Notes: Outdoor stand structures 

Stand Construction Work

Hall Inspectors

Special Build Structure Form

Maximum Build Height in the Halls

Berlin Expo City Access Fair Grounds