NUS Services Trade Conference & Exhibition 2012 Health & Safety Guidelines and Food Safety & Food Hygiene Regulations

Transcription

1 NUS Services Trade Conference & Exhibition 2012 Health & Safety Guidelines and Food Safety & Food Hygiene Regulations All Health & Safety queries should be reported to Davina Keen, Event Organiser as follows: The Organiser s Office located in Hall 8 near to the main Entrance ALL EXHIBITORS AND THEIR PERSONNEL MUST BE AWARE OF THEIR LEGAL DUTIES AND RESPONSIBILITIES Please note the following legislation: The Health & Safety at Work Act 1974 (HASAWA74) Management of Health and Safety at Work Regulations (MHSWR) 1992 Workplace (Health Safety and Welfare) Regulations 1992 Personal Protective Equipment at Work Regulations 1992 Provision and use of Work Equipment Regulations 1998 Manual Handling Operations Regulations 1992 Fire Workplace Regulations 1997 Other mandatory requirements may include: The Control of Substances Hazardous to Health Regulations (COSHH) 1999 Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 1995 Noise at Work Act 1989 All personnel involved with the Trade Conference & Exhibition 2011 are responsible for their own Health & Safety and that of others while they are in the building. Please ensure that this matter is brought to the attention of all personnel attending and that it is acted upon positively as it is essential to comply with the law as well as the safe operation and success of the Trade Conference & Exhibition In order to assist with the compliance of the above legislation please find below a notice relating to the Health & Safety at Work Act It is requested that exhibitors (and any personnel employed by exhibitors for the Trade Conference & Exhibition 2011) familiarise themselves with this document prior to arriving at the Trade Conference & Exhibition. THE HEALTH AND SAFETY AT WORK ACT 1974 The Organisers are required by law to notify exhibitors of their obligations under the Health & Safety at Work Act at 1974 during build up, open and breakdown periods of the show. The Organisers deem by issuing this notice in advance of the Event that all exhibiting companies are aware of the Health & Safety policies which exist and will comply with their obligations as set out below. The Health & Safety at Work Act 1974 and the regulations made under this act in particular those which have been introduced into law as a consequence of the advent of the Single European Market (EU) impose duties and Responsibilities upon ALL employers.

2 These duties are in no sense reduced when an employer is exhibiting at a trade fair or exhibition, and those which are most relevant to exhibitors are described in this section, and must be complied with by EVERY Exhibitor/ Contractor. Failure to do so represents a breach of law, and could result in the prosecution of an employer Exhibitor / Contract by the Health & Safety Executive (HSE). Two requirements of the Management of Health & Safety at Work Regulations 1992 (MHSW) which have particular relevance are those calling for every employer to nominate a competent Safety Adviser (Regulation 6) and to co-operate with other employers when sharing a worksite, whether on a permanent or temporary basis (Regulation 9). It is our obligation as Exhibition Organisers as well as our specific duty under the above regulations, that we request your co-operation by complying with the requirements described in these notes. Exhibitors are reminded that among the statutory duties which they have under health and safety law, the following are or principal importance, and could be subject to verification during the course of the Exhibition. Listed below are principal areas which need to be brought to your attention and that of your Contractors. This list is by no means comprehensive and a responsible attitude must be taken on all matters of Health and Safety whilst on site. General notes l. A written Company Health and Safety Policy should exist if the company is 5 employees or more strong (Section 2 (3) of the Health and Safety at Work Act l974 [HASAWA]) 2. A suitable and sufficient Risk Assessment should exist in respect to all the significant risks in the business which are not already subject to other regulations e.g. COSHH, noise, etc. This assessment be in writing if the workforce totals 5 or more (Regulation 3 MHSW) 3. One or more competent Safety Advisers must be appointed by the employer to assist him in discharging his health and safety responsibilities (Regulation 6 MHSW) 4. Every employer has a duty to co-operate with other employers e.g. Exhibition Organisers, when sharing a workplace, whether temporarily or permanently. 5. Every Exhibitor should understand Fire and Emergency Procedures of the Telford International Centre and the location of the First Aid Room. (see separate layout plan) 6. Exhibitors and Contractors must recognise the need to maintain emergency gangways, through and to the centre of the Hall during build-up and breakdown situations. (see separate layout plan) 7. The use of hard hats when working beneath or near overhead working is strongly recommended, or if this be impracticable, access to such areas should be restricted. 8. All operatives must wear suitable protective clothing relevant to their job, which includes eye, hearing, foot and hand protection. 9. Exhibitors must ensure the safe use and storage of flammable liquids and substances and segregation from waste and other risk areas. 10. Portable power equipment may only be used for the purpose for which it was designed and safety guards must be correctly fitted and used. 11. Portable electric tools should be used with minimum length of trailing leads and such equipment must not be left unattended with a live power supply to it. All electrical equipment brought on site must have a relevant PAT Test certificate. All electrical equipment should use 110V and/or RCD protection on 240 V supplies. All equipment should comply with all electrical regulations and be in good safe working order.

3 12. Stacker trucks / forklift trucks must not be used by other than fully trained personnel and must be fitted with hazard warning strobe and audible warning. All access equipment used should be fitted with hazard warning strobe. All contractors will be expected to adhere to HSE guidelines when using any such equipment. 13. Harnesses and hard hats must be worn by personnel working above the floor level. 14. Disused fluorescent type lighting tubes must be placed in the designated skips outside the Hall for safe and proper disposal. 15. Chemicals and flammable liquids must be removed from the Centre after use by the user or in exceptional circumstances, brought to the attention of the Cleaning Department for safe and proper disposal. Such products must not be placed in general rubbish bins or skips. Please note no flammable liquid or liquid petroleum gas shall be used within the NEC without the prior written consent of the NEC and the Chief Fire Officer. Exhibitors proposing to use these materials should contact the NEC at least two months prior to the Exhibition. Additional fire extinguishers can be hired from Chubb Fire Ltd, telephone Any work area must be maintained free from general waste materials which could hazard operatives. Access routes throughout the exhibition are maintained as a safe and clean environment. 17. Only scaffolding incorporating standard safety features may be used and any tower scaffold in use must be properly stabilised and propped. 18. All electrical work within the Halls will be carried out by the Organisers nominated Contractor. Compliance with the Electricity at Work Regulations l989 is mandatory 19. All materials used for construction or display must be to Local Authority Standards and not less than British Class 0 surface spread of flame rating and all fabrics being flame retardant. 20. All material handling devices in particular trolleys should be used only for their designated purpose and should not be overloaded. Manual handling must comply with the latest HSE Guidelines. Smoking: Smoking is not allowed in the Halls. NEC Emergency Procedures for Exhibitors (see also Fire & Safety Regulations) Please ensure that you are familiar with: 1. Your nearest Emergency Exits. 2. Please ensure that at least one person on your stand is conversant with the proper use of the extinguishers, knows the position of the nearest fire alarm and the procedure to be followed in case of fire. NEC Fire Department will provide fire extinguishers in designated areas to meet legislative requirements. Exhibitors should ensure that they are conversant with their use as well as acquainting themselves with the location of their nearest fire exit and alarm point in the building. Exhibitors, who, because of the nature of their exhibits, require special extinguishers, should make their own arrangements. Other types of extinguishers are available on hire and further details can be obtained from The Fire Department, NEC Ltd, Birmingham, B40 1NT, Tel +44 (0) , Ext 2474.

4 The notice detailing action to be taken in case of fire and other emergencies should be read carefully. It is important that all Exhibitors staff are made aware of and understand these procedures. Security, Fire & Medical Procedures It s important that all contractors staff are made aware of and understand the relevant security, fire and medical procedures. These procedures are designed to protect your safety, their safety and the safety of others. Suitable identification must be carried at all times. If you see anything unusual or suspicious call the emergency number. Co-operate fully with any instructions you may be given. When leaving your area each night appliances must be switched off and potentially dangerous items made safe In any emergency call (ext 6666) Security enquiries Medical enquiries Internal telephones are installed at key locations including hall entrances and exits. Evacuation procedures If circumstances make it necessary to leave the building an alarm will sound or an evacuation message will be broadcast. Everyone must leave the building by the nearest exit and gather at one of the designated assembly areas. Medical emergencies Contractors are responsible for providing adequate first aid facilities to comply with the Health and Safety (First Aid) Regulations 1981 and Approved Code of Practice. In cases of medical emergency call the emergency number giving details: Location of casualty; Medical problem; Is the person conscious; Are they breathing; Approximate age; Is there a chest pain; Is there severe bleeding. Contractors are responsible for reporting incidents covered by the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 to the Incident Contact Cente. The Show Organiser and NEC Safety, Health and Environment Department should be informed immediately of any major injury, dangerous occurrence or injury that results in hospital attendance that occurs on the NEC site. All injuries, accidents and near misses must be reported to the NEC via the Show Organiser. Fire procedures Most areas at the NEC are protected by a sprinkler system and portable fire extinguishers. Contractors must ensure that adequate fire fighting equipment is provided for their own site. Contractors must be conversant with the use of fire safety equipment as well as acquainting themselves with the location of their nearest fire exit and alarm point in the building.

5 In the event of a fire emergency: Break the glass on the nearest manual fire alarm call point (coloured red). These are located at strategic points around the building. Telephone the emergency number giving the location and nature of the incident. Section 2 - NEC Group Ltd 12/06/08 (Reviewed 2008) Page 41 of 44

6 Food Safety Act 1990 and Food Hygiene Regulations 1990 It is particularly important that any stand providing refreshments or samples of food to persons visiting exhibitions complies with the provisions of the above mentioned legislation. Please note that these regulations only apply to naked food products. Wrapped and packaged foods do not fall within this category. The law requires the following facilities: 1. A wash hand basin, together with a supply of hot and cold water or hot water at a suitably controlled temperature, a supply of soap, clean towels and a nail brush. 2. A sink together with a supply of hot and cold water. Arrangements may be made to use the facilities on site, by prior arrangement and only if these facilities are accessible. 3. In food preparation areas, the floor covering must be smooth, impervious and easy to clean. In this instance carpet is not satisfactory. 4. Hot water for sinks and wash hand basins must be provided from an immersion heater or instantaneous heater. 5. A first aid kit containing a sufficient supply of suitable bandages, dressings, including waterproof adhesive dressings, must be provided. 6. All persons engaged in the handling of open food must wear clean, washable over-clothing. 7. Open food displayed for human consumption must be adequately screened against the risk of contamination by persons visiting the stand. 8. It is essential that all raw and cooked foods are separately handled, stored, prepared and exposed for sale so as to avoid any risk of cross contamination. 9. Certain foods must be kept at controlled temperatures. Regulations contain details of these controls. This includes both raw and cooked products such as meat, fish, cheese, eggs and vegetables. 10. The Food Hygiene (Amendment) Regulations 1990 require foods such as soft cheese, sandwiches and cream cakes to be stored at temperatures not exceeding 8 C. Other cooked foods, like pies, pasties, sausage rolls and smoked or cured fish, if being sold must be kept at a temperature of not less than 63 C. 11. From 1 April 1993, a maximum temperature limit of 5 C has been imposed on foods like soft cheeses and pre-cooked products containing meat, fish, eggs and cereals. 12. Sandwiches that contain any of these relevant foods must be kept at or below 8 C unless they are to be sold within 4 hours of completion of preparation. To ensure compliance with these requirements and for a definition of the term refreshments you are advised to contact - Environmental Heath and Trading Standards department - for guidance. Failure to comply with the requirement may result in formal action being taken against you. Fire & Safety Regulations Any Goods attached to stands will constitute part of your stand will be subject to these regulations Plastics Plastics must conform to Class 2 fire regulations ICI Darvic, Lexan and Macralon are acceptable. PERSPEX MUST NOT BE USED. Fabrics used in Display

7 Textile fabrics used for interior display purposes on stands must be flameproof or purchased already treated by use of the approved chemicals. Certain fabrics used need not be proofed i.e. wool, twill and felt. Textile fabrics used for interior decorative purposes within stands must be fixed taut and/or in tight pleats (not draped) to a solid backing and secured 3inches (75mm) above floor level, not touching light fittings. Stand Dressing Plastic flowers are highly flammable and give off toxic fumes, these must not be used for stand dressing. Gangways The gangways in the NEC must not in any circumstances be obstructed. No exhibits, stand dressings, tables and chairs etc. should encroach into gangways. Offending items are liable without warning to be removed. Storage No excess stock and literature or packing cases may be stored on, around or behind stands. Plastic Materials Plastic materials (having a classification below Class 1 BS476) shall not be used for showcases, counters, shelves and fittings and their use for other purposes shall not be permitted without prior consent of the NEC in writing. Construction around Hazardous Apparatus Non Combustible material shall be used throughout the construction of any stand upon which fireplaces, stoves, running electrical machinery or other apparatus involving risk of fire are used. Provided that if only a small part of the stand is used for such apparatus, this condition will be deemed to have been complied with if, non-combustible materials, etc. are used in proximity to the apparatus, or if the opinion of the Authorities, sufficient protection against fire is otherwise afforded. Fabrics Except as defined above, scenic backcloths and other fabric decoration shall not be provided except with the consent of the Authorities in writing. Display features Display fitments, unless recognised and approved articles of shop furniture, shall be of materials in Accordance with above an paper streamers or similar decorations are prohibited. Small cardboard showcases and price tags are not included in this prohibition. Showcases and cabinets, if provided with internal illuminations, shall be adequately ventilated, if glazed, plate glass must be used. Night Sheets Night sheets when provided shall be inherently non-flammable to the satisfaction of the Authorities. While stands are in use night sheets shall be kept in a position approved by the Owner and shall be firmly secured in a rolled-up position so as not to cause an obstruction. Appliances Any electrical appliance connected to a socket must have been tested by a competent person before it is plugged in and energised. The responsibility for ensuring such testing is that of the person, or persons responsible for bringing the equipment in the Halls. Make sure all equipment is PAT tested on a regular basis and is visually sound including flex and plug. For static appliances, flexible cords shall not exceed 2 metres in length and for mobile appliances (e.g. vacuum cleaners) the length shall be kept to a minimum.

8 Lighting Exhibitors own equipment this must comply with all regulations will be subject to testing and checks. Only systems designed and manufactured to suit their intended use shall be permitted and these must comply with regulations. Multiple Connections Not more than one flexible cord shall be connected to one plug. Fuses The rating of fuses in fused plus shall be appropriate for both the equipment and flexible cord connected thereto. Restrictions Multi-way plug-in type, block type and bayonet adapters shall not be used. The use of a trailing block type 4 way fused socket shall be restricted to the following: One 4 way unit may be used per socket supplied by the appointed Electrical Contractor, subject to a maximum loading of 3 amps and its plug must be fused accordingly and its cord length must be no longer than 2 metres from plug to trailing block unit. Safety Extra Low Voltage (SELV) Transformers shall be of Class 11 safety isolating type conform to BS3535 (IEC742, IEC1140, EN60742) providing an equivalent degree of safety, having a fused primary connection. Every secondary connection shall be individually fused to its appropriate rating or shall be fitted with a manual rest protective device approved by the Centre s engineer. Transformers shall be clearly labelled indicating the precise details of the integral secondary circuit protective device that they are manual reset and shall include the rated transformer power output in V.A. Particular care shall be taken when installing SELV transformers, which shall be fixed at high level, allowing adequate ventilation and access for testing and fuse replacement. Selection of cabling for SELV circuits shall take into consideration both volt drop and current carrying restraints subject to a maximum volt drop on 12V supplies of 0.6 volts. Cabling from SELV transformers supplying Extra Low Voltage Track shall be of sufficient size for the full current rating of the transformer.