Guidance for exhibitors and their ... - Trades Union Congress manual 2019.pdfThe TUC and Brighton Centre have produced this manual to help exhibitors and their contractors, subcontractors

Guidance for exhibitors and their contractors, subcontractors and suppliers

For TUC Congress, 08:00 Thursday 5 September to 21:30 Wednesday 11 September 2019

© Trades Union Congress Congress House, Great Russell Street, London WC1B 3LS 020 7636 4030 www.tuc.org.uk For more copies call 020 7467 1234 or email [email protected] Please ask if you need an accessible format.

Acknowledgements

The TUC and Brighton Centre have produced this manual to help exhibitors and their contractors, subcontractors and suppliers involved in the Congress Exhibition.

Neither the TUC nor Brighton Centre is responsible to any exhibitor, contractor, etc. or any other person for any inaccuracy or omission in the information.

Venue:

Brighton Centre Kings Road Brighton East Sussex BN1 2GR

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Contents

Travel and accommodation ................................................................................................................................ 5

General information for all exhibitors and their contractors ................................................................. 7

Exhibition layout ................................................................................................................................................. 7

Schedule – set-up, exhibition and breakdown ....................................................................................... 7

Congress timetable .......................................................................................................................................... 8

Access and parking arrangements for set-up and breakdown, Brighton Centre ..................... 8

Stand maintenance ........................................................................................................................................... 8

Damage ................................................................................................................................................................. 8

Storage arrangements ..................................................................................................................................... 9

Deliveries ............................................................................................................................................................... 9

Collection .............................................................................................................................................................. 9

Children and animals ..................................................................................................................................... 10

Public address system ................................................................................................................................... 10

Welfare facilities and breaks ....................................................................................................................... 10

Security and insurance .................................................................................................................................. 10

Catering .............................................................................................................................................................. 10

Congress Guide ............................................................................................................................................... 10

Electrical services ............................................................................................................................................ 11

Fascia nameboard ........................................................................................................................................... 11

Furniture hire .................................................................................................................................................... 11

Data protection................................................................................................................................................ 11

Conference documents ................................................................................................................................ 11

Credentials ......................................................................................................................................................... 11

Conference Hall balcony entry .................................................................................................................. 11

Stand construction and design regulations .............................................................................................. 12

ALL STANDS ...................................................................................................................................................... 12

Platforms and edges of stands .................................................................................................................. 12

Bolting ................................................................................................................................................................. 13

Electrical supply and installation ............................................................................................................... 13

Health and safety obligations .................................................................................................................... 13

Exhibitors’ and contractors’ property ...................................................................................................... 13

SPACE ONLY STANDS ................................................................................................................................... 14

Height restrictions .......................................................................................................................................... 14

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Ceiling hanging ............................................................................................................................................... 14

Stand structures .............................................................................................................................................. 14

Enclosed stands ............................................................................................................................................... 14

Stand design approval .................................................................................................................................. 14

Open tops to stands ...................................................................................................................................... 15

Scaffolding ......................................................................................................................................................... 15

Personal protective equipment ................................................................................................................. 15

Gas ........................................................................................................................................................................ 15

Health and safety – responsibilities and policy – all stands ................................................................ 16

Relevant legislation ........................................................................................................................................ 16

Health and safety personnel during Congress .................................................................................... 16

Health and safety checklist ......................................................................................................................... 17

Key risk areas of health and safety........................................................................................................... 17

Demonstrations and working exhibits .................................................................................................... 18

Emergency procedures – all exhibitors and contractors ...................................................................... 19

Brief summary of a risk assessment and method statement .............................................................. 21

Appendix A: Brief summary of a risk assessment ............................................................................... 21

Appendix B: Brief summary of a Method Statement ........................................................................ 22

Terms and Conditions ........................................................................................................................................ 24

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Section One

Travel and accommodation

By road

Brighton is easily accessed from the all parts of the country via the M25 junction 7, then following the M23 (Brighton/Gatwick) and A23.

From the East & West we are serviced by the A27, Eastbourne or Portsmouth.

The Brighton Centre is located on the seafront right next The Grand Hotel.

For sat nav use BN1 2GR

By rail

London St Pancras International: Direct train 1 hour 20 minutes

London Victoria: Direct train 50 minutes

London Bridge: Direct train 1 hour

Brighton Station is 0.5 miles from the venue, an approx 7–10 minutes' walk from the venue. Exit the station on Queens Road and walk straight down past the Clock Tower, as far as you can without going into the sea! Turn right onto the King's Road and we are one minute along the seafront. There is a taxi rank at the station.

By air

From Gatwick Airport: to Brighton by train is 23 minutes fastest journey time, average journey time 29 minutes. By car it is 27 miles; 38 minutes journey time

From Heathrow Airport: to Brighton by train is 2 hours By car it is 64 miles; 1 hour 10 minutes journey time

Parking

There is a large multi-level car park immediately behind the Brighton Centre, on Russell Road, Brighton BN1 2D. There are also many other large NCP car parks in Brighton.

You can only park outside the Brighton Centre, Kings Road for unloading purposes – a driver must stay with the vehicle. The back of the Brighton Centre, Russell Road can be used for short periods of time for unloading/courier drop off.

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Accommodation

The TUC is working in partnership with Trust Reservations Limited, which offers accommodation at preferential rates. Please email them with your accommodation requests, including number of rooms and arrival/departure dates and reference it TUC: [email protected]. Remember to mention any specific requirements.

If you prefer smaller hotel/guest house accommodation, visit the Trust Vacations website: http://trustvacations.com/#hotel-popup Enter TUC as the organisation name and you will be taken to the main booking page.

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Section Two

General information for all exhibitors and their contractors

Exhibition layout A plan of the Exhibition, which includes every stand size and location, has already been provided by the TUC to the Brighton Centre, to ensure that the layout complies with its health and safety policies and fire authority regulations.

Notice of any proposed changes must be given to the TUC by 28 June 2019 at the latest for approval by the TUC and Brighton Centre. The Organiser has the right to make any necessary alterations to the Exhibition layout.

Schedule – set-up, exhibition and breakdown Access Times

Contractors only: Friday 6 September 12:00–18:00

Exhibitors and contractors: Saturday 7 Sept 08:00–18:00 (all build work must be completed)

Exhibitors and contractors

Sunday 8 September

08:00 – 12:00 (stand dressing only)

Sunday 8 September 12:OO MIDDAY - ALL STANDS MUST BE READY

Exhibition Times

Sunday 8 September 14:00–18:45

Monday 9 September 08:30–17:45

Tuesday 10 September 08:30–17:45

Wednesday 11 September 08:30 – close of conference

Breakdown Times

Wednesday 11 September 16:00–22:30

All stands must be completed and ready by 12 midday on Sunday 8 September. The conference will end at approximately 15:00 on Wednesday 11 September. Exhibitors can begin taking down their stands once delegates have left the venue. Any earlier breakdown must be arranged with the Exhibition office in advance.

Breakdown must be completed by 22:00 hours and all exhibits removed.

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Congress timetable Sunday 8 September: DOORS OPEN 14:00

Sunday 8 September 16:00–18:30

Monday 9 September 09:30–12:45 14:15–17:30

Tuesday 10 September 09:30–12:45

14:15–17:30

Wednesday 11 September 09:30–12:45

14:15–15:00

For safety reasons, exhibitors are not authorised to access any other set up areas at the venue other than their allocated exhibition area.

Access and parking arrangements for set-up and breakdown, Brighton Centre Parking will only be permitted outside the Brighton Centre, Kings Road for unloading purposes – a driver must stay with the vehicle. The back of the Brighton Centre, Russell Road can be used for short periods of time for unloading/courier drop off.

Stand maintenance Maintenance work will not be allowed during Exhibition open hours as follows:

Exhibition opening hours

Sunday 8 September 14:00–19:00

Monday 9 September 08:30–17:45

Tuesday 10 September 08:30–17:45

Wednesday 11 September 08:30 – close of Conference

Any stand maintenance must be agreed in advance through the TUC.

Damage The exhibitor concerned will be charged for any damage to the venue that results in repair or specialist cleaning and any other area at Congress.

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Storage arrangements No storage is allowed in areas behind stands, in gangways or under stairs or where it might obstruct fire exits. Insecure storage will be provided on the ground floor, and the first floor from Friday 6 September.

Large exhibition materials should not arrive onsite until Friday 6 September. Couriers and transport contractors must have delivery documents signed off by a representative of the TUC or staff from the stand concerned.

Please make sure you have suitable insurance for any articles delivered by couriers and transport contractors or placed in temporary storage at the venue. All boxes must be clearly labelled as below.

Deliveries The venue is unable to accept any small courier deliveries before Thursday 5 September and any large exhibitions materials from Friday 6 September (see above).

Please clearly mark all items with the stand number and organisation and address to:

Katrina Regan Organisers’ Office TUC Exhibition Kings Road Brighton East Sussex BN1 2GR

Collection All items must be removed by couriers by 18:30 on Wednesday 11 September from the allocation point at the back of the venue – Russell Road entrance. Please note that there is no parking available - you can stop and collect only.

Before breakdown we will provide a ‘courier collection form’ for exhibitors to complete and attach to items they will be leaving unattended. Porters will be available to help take items to the collection point – if you would like to use this service please let the exhibition organiser know and ensure that all boxes have a copy of the ‘courier collection form’. Any packages left without the ‘courier collection form’ will be regarded as waste and will be disposed of once the Exhibition tenancy ceases.

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Children and animals No children under 18 or animals (except assistance dogs) will not be allowed in the venue during set-up, Congress or breakdown.

Public address system The public address system in the venue is for use by Brighton Centre officials only and for emergency announcements. It is not available to exhibitors for publicity purposes.

Welfare facilities and breaks The TUC stresses the importance of proper breaks within the working time of any staff, contractors, subcontractors and suppliers associated with your stand. Please ensure that they are aware of the facilities all visitors to Brighton Centre may use, such as toilets, seating and catering areas. The East Bar café will be open on set up days for snacks and refreshments.

Kudos will provide exhibitors with their catering needs, ranging from tea, coffee, snacks, etc to full buffets. Contact Ashleigh Robinson email [email protected]

Security and insurance The TUC and Brighton Centre take every precaution but cannot accept responsibility for any loss or damage to the person or property of exhibitors or contractors. It is the exhibitor’s responsibility to make sure their stand and goods are fully insured in accordance with the Terms and Conditions.

We recommend that you have a lockable steel cabinet for small valuables you want to keep on your stand throughout set-up, Congress and breakdown. We also advise that you have adequate insurance for personal items. Stand freebies should be put away at the end of the day.

Please do not leave briefcases, handbags, mobile phones, laptops, etc on your stand when it is unattended, and at no time near or around your stand.

For more security advice and booking of additional security for your stand, contact Brighton Centre.

Catering Hot food, snacks and refreshments will be on sale in the East Bar and the 2bar during Congress opening hours (see also Welfare facilities and breaks above).

Congress Guide Each exhibitor should provide a 75-word entry describing the products and/or services they provide. A form for this is enclosed, and the deadline is 28 June 2019.

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This entry is free and will be published in the Congress Guide, a copy of which is given free to each delegate and visitor.

Electrical and stand fitting services We provide a basic package of one 13-amp electrical socket and one 5ft fluorescent tube. If you require any additional electrical services or stand fixtures, please return the enclosed forms to Joe Manby Limited by 29 July 2019.

Fascia nameboard Please complete and return the fascia nameboard details sheet by 29 July 2019 as once onsite the charge for alterations and amendments is £30 + VAT per nameboard.

Furniture hire GES is the appointed furniture hire contractor. If you require any of its products, download the brochure at http://www.ges.com/eu/brochure2018. Place orders online at https://ordering.ges.com/000027277 or use the booking form enclosed in the exhibitors’ pack. Orders must be placed by 8 August 2019

Data protection Exhibitors must comply with the General Data Protection Regulation (GDPR) regarding collection of any personal data from visitors.

Conference documents Each exhibition organisation is entitled to one complimentary set of conference documents. Further sets can be bought from the TUC publications/Bookmarks at stand 3-4.

Credentials Register online for credentials at this link https://eventdata.uk/Landing/TUCCongress2019.aspx Select the relevant option 3, for exhibitor contractor, option 4 for exhibitors. You will need to have a digital photograph of yourself (in .jpeg format) ready to submit. All registration needs to be completed by 22 July 2019

Conference Hall balcony entry Exhibitor credentials allow exhibitors access to the visitors viewing area in the balcony. Please check with the TUC exhibitions organisers for the number of exhibitor passes you are entitled to.

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Section Three

Stand construction and design regulations

ALL STANDS All exhibitors, contractors, subcontractors and suppliers must observe the following regulations, which conform to the appropriate UK and European standards.

Construction and finishing

The materials used on stands, signs and fascias must conform to the following:

• Non-combustible material (in accordance with the tests prescribed in the current BS 476: Part 4).

• Inherently non-flammable material – the standard ‘flameproof’ in accordance with the provisions of BS 5438: 1976 or the standard of Class 1 when tested in accordance with the provisions of BS 476: Part 7: 1971.

• Oil- and cellulose-based paints must not be applied onsite. Water-based paints only are allowed.

• Plywood, hardboard, pulpboard or fireboard rendered flame-retardant by a process of impregnation acceptable to the licensing authority and bearing a distinguishing band mark to indicate that it has been so impregnated.

• Plastic of a grade less than Class 1, whether in stand construction or display arrangements, is prohibited.

• Durable, flameproofed fabric (flameproofed fabric which after being submitted to a washing treatment remains flameproof as determined by the method of test prescribed in BS 5438).

• Doors and gates forming part of an escape route should open in the direction of escape, clear of any steps, landings or public way, and should, if necessary, be recessed so as not to obstruct the required width of the gangway. All doors must have vision panels.

Platforms and edges of stands The general height permitted for platforms on stands is 100mm, though display areas may be higher. Details and relevant calculations of platforms above 600mm to which persons have must be submitted to the TUC for approval.

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Flooring must be laid with close joints. Platforms must have the strength and stability to carry and distribute the weight of the stand fitting, stand personnel, visitors and exhibits and also take into consideration the loading limits of the floors (see below).

Ideally any stand featuring an overall platform will have a gently sloping, non-slip ramped edge to avoid trip hazards.

Bolting Please note that bolting to the floors is prohibited in the venue.

Floor loading for Brighton Centre room specifications:

Main hall, Auditorium 2 250 1bs/sq ft (1,220 kgs/m2)

Staging 100 1bs/sq ft (488kg/m2)

Electrical supply and installation The lighting and power supply to stands will be provided by Joe Manby Limited, the approved TUC contractor, and will comply with the regulations of Brighton Centre and the 17th edition of the IEE wiring regulations.

Power from the permanent sockets in the venue is for Brighton Centre use only. Any temporary power supply must be protected by a residual current circuit breaker (RCCD).

Any portable mains-powered electrical equipment brought into the venue for stand construction and display purposes must have been inspected and tested by a qualified electrician within 12 months of the beginning of Congress, and must comply with all health and safety and electrical requirements and standards. Proof of testing will be requested prior to a power supply being made available. The TUC and Brighton Centre have the right to refuse use of any equipment failing to meet approved standards.

You should ensure that all electrical equipment is suitably guarded with proper consideration for its use. Lamps and appliances with high temperature surfaces must be used well away from combustible materials. Appliances for heating purposes, such as kettles, cookers or heaters, must be thermostatically controlled.

Health and safety obligations Exhibitors and their contractors, subcontractors and suppliers must comply fully with all legal requirements that are relevant to their operations. For fuller details of these, please refer to Appendices A and B, page 21 and 22.

Exhibitors’ and contractors’ property The TUC and Brighton Centre will not be responsible, however caused and in any way other than through negligence, for:

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• personal injury to exhibitors and their contractors, subcontractors and suppliers or stand visitors

• loss or damage to exhibits or other property of the exhibitors and their contractors, subcontractors and suppliers or stand visitors.

SPACE ONLY STANDS ‘Space-only’ stands are floor space only, with all exhibitors and their contractors required to conform to the regulations below.

Organisations should ensure that the stands can be completed and dismantled within the time frame as stated on page 7 and 8.

Height restrictions In booking a stand, exhibitors and/or their contractors will have been informed of any relevant height restrictions. Even where the ceiling height permits, no stand shall be higher than 4.00m unless written permission has been obtained from Brighton Centre in advance.

Individual queries should be directed to Katrina Regan, TUC Events Administrator.

Ceiling hanging Permission for any rigging for ceiling hanging must be obtained from Brighton Centre through the TUC by 28 June 2019.

Stand structures Stand structures, signs, notices, lighting etc must not extend beyond the allocated area or into or over the gangways. Stand fittings, nails, screws or pins must not be fixed to any part of the venue or its furniture, fittings or fixtures. Permission must be obtained from the TUC to place or fix any items to the inside or outside of the venue.

Stand structures must be fully completed and presentable in all areas which are visible to the public.

Enclosed stands You must obtain approval from Brighton Centre through the TUC for partially enclosed stands. Walls must have natural breaks with no more than a 5m run of solid walling and at least a third of each open side must be kept open. Long runs of solid stand walls along gangway edges are not allowed.

Stand design approval Space-only exhibitors must send stand plans/drawings to the TUC for approval. You need to show a plan with heights and widths and elevation marking the position of all major exhibits, logos, walling, AV equipment and other features on the stand.

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This plan, or any proposed changes, must be submitted by 28 June 2019 at the latest, in order for the TUC to agree them.

Open tops to stands Stands should be open-topped as far as possible. Where closed tops are required – for all or part of a stand – approval must be obtained from Brighton Centre through the TUC.

Scaffolding Scaffolding must not be used until a final test and inspection certificate has been issued; and any tower scaffold used must be properly stabilised.

Personal protective equipment Brighton Centre operates a hard hat policy in any area where operatives are working overhead.

All contractors are to wear hi-vis during set-up and breakdown of events. Exhibitors who are allowed access during periods of stand construction must also wear hi-vis.

Gas No portable gas (including propane and butane) appliances are allowed on any stands. Inert gas, such as for inflating balloons, is permitted providing a risk assessment has been undertaken (see Appendix A).

The use of compressors in respect of gas and compressed air is prohibited by exhibitors, their contractors, subcontractors and suppliers.

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Section four

Health and safety – responsibilities and policy – all stands

Relevant legislation The TUC and Brighton Centre take their health and safety responsibilities very seriously and ask that all exhibitors and their contractors and subcontractors do the same.

During set-up, Congress sessions and breakdown, everyone in the venue is covered by the mandatory requirements of the following legislation (as amended):

• The Health and Safety at Work etc Act 1974

• The Management of Health and Safety at Work Regulations 1999

• The Health and Safety (Display Screen) Equipment Regulations 1992

• The Manual Handling Operations Regulations 1992

• The Personal Protective Equipment at Work Regulations 1992

• The Workplace (Health, Safety and Welfare) Regulations 1992

• The Provisions and Use of Work Equipment Regulations 1998

• The Control of Substances Hazardous to Health Regulations 2002

• The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995

• The Construction (Design and Management) Regulations 2015

• Lifting Operations and Lifting Equipment Regulations 1998

• Safety Representatives and Safety Committees Regulations 1977.

Health and safety personnel during Congress The TUC will be onsite throughout and is the first point of contact for exhibitors’ H&S requirements. Any H&S queries regarding onsite work should be referred to the TUC Organisers’ Office at Congress.

All exhibitors, contractors, subcontractors and suppliers must cooperate with H&S personnel, and cannot refuse any request made by them.

Exhibitor and contractor responsibilities

Every exhibitor, contractor, subcontractor, supplier or agent who enters Brighton Centre must comply with the Health and Safety at Work Act etc 1974 and all other legislation covering the venue (see above and below)

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It is the legal and moral responsibility of every exhibitor, contractor, subcontractor, supplier and agent to ensure that due thought and consideration is given to their own and others’ health, safety and welfare throughout set-up, Congress and breakdown; and that their actions or inactions do not cause accidents, injuries or an unsafe working environment so far as is reasonably practicable.

All exhibitors, contractors etc are obliged to follow the checklist below. Failure to do so will mean refusal into or removal from the venue.

Health and safety checklist Exhibitors are responsible for ensuring that they or their contractor(s) provide a written copy of their Risk Assessment and of their Method Statement to the TUC by 28 June 2019.

In detail:

• Each exhibitor will ensure that they or their principal stand contractor has undertaken a site-specific Risk Assessment for Congress in accordance with the Health and Safety at Work etc Act 1974, identifying the onsite hazards and ways in which they can be controlled; and has trained and notified all staff and subcontractors in every area identified as a risk. A summary of the areas covered in a risk assessment are included as Appendix A.

• Each exhibitor will ensure that its principal stand contractor has a suitable and sufficient site-specific Method Statement prepared for the event, and that this contractor has satisfied you of their competence to undertake their tasks. Ask for staff training records and accident status, take up references, ask for proof of previous work standards – in short, satisfy yourself that your contractor(s) is/are reliable and competent. A summary of the areas covered in a method statement are included as Appendix B.

• Each exhibitor will ensure that their stand staff have been properly consulted and sufficiently instructed and trained in health and safety matters in order to carry out their tasks.

Key risk areas of health and safety This is by no means a comprehensive list – but they are matters to which due thought and consideration must be given at all times onsite:

• Fire extinguishers on your stand must be easily accessible for the entire duration of Congress and under the full control of a competent and trained member of your staff, contractor etc.

• The emergency procedures of the venue, and the location of its medical facilities.

• The need to maintain specific emergency gangways during set-up and breakdown.

• The need for operatives to wear suitable protective equipment to their job, including eye, head, hearing, foot and hand protection.

• Keeping the work area free from general waste materials. All waste should be disposed of in the correct manner.

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• Using any portable or static power equipment only for the purpose for which it was designed. Safety guards must be correctly fitted and used.

• Portable power tools and equipment are to be used with the minimum length of trailing leads, and that trailing leads are protected mechanically and visually from damage. Disconnect such equipment when it is left unattended. Do not create a floor hazard at any time.

• Fork lifts, hoists, lifts and any machinery or power equipment are to be used only by fully trained and qualified personnel.

• Proper scaffolding must be used during the construction of tall structures within the venue, using appropriate safety features of the scaffolding. Any tower scaffold used must be properly stabilised and propped.

• Any overhead rigging work must be carried out by properly trained operatives, using approved and tested safety harnesses and equipment. Any restrictions on portable or mobile equipment that may be used must be known to them and complied with.

• Schedule a late working rota to prevent accidents caused by tiredness.

• During set-up and breakdown, hard hats must be worn in areas of overhead work and steelwork.

• Edge protection must be incorporated in the design of stands with a raised floor of 1000mm or above to prevent items falling onto people below. Temporary handrails or warning barriers must be used if working at height.

• The use of compressors in respect of gas and compressed air is prohibited by exhibitors, their contractors, subcontractors and suppliers.

Demonstrations and working exhibits Any exhibitor intending to demonstrate equipment must follow these guidelines:

• All running machinery and other working apparatus shall be efficiently guarded to prevent injury to any person. This must be to the satisfaction of the TUC, Brighton Centre and any other appropriate authorities.

• Position working exhibits and demonstrations, so they do not intrude onto the gangway or create any hazard for Congress participants at any time.

• Any exhibits or process that generate noxious or toxic fumes, exhausts or smoke of any kind must have an effective exhaust system to the outside atmosphere.

• All stand personnel, including contractors, subcontractors and suppliers, should be aware of fire precaution rules and regulations and the location and use of fire extinguishers in the venue.

• Inform the TUC by 28 June 2019 of the intention to operate any equipment or demonstration covered by numbers 1 to 4 above.

• The TUC and/or Brighton Centre or their agents have the right to terminate any demonstration or the use of any equipment at any time.

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Section five

Emergency procedures – all exhibitors and contractors

The TUC and Brighton Centre stress the importance of constant vigilance by all Exhibition participants to ensure the safety of all.

Fire extinguishers Fire extinguishers will be provided in accordance with the requirements of the Brighton Centre. These will be both water and dry powder extinguishers. Exhibitors who require the hire of any special extinguishers should contact TUC.

Fire precautions, pyrotechnics and smoke Fire points, fire alarms, hydrants, exit signs etc must not be masked or obstructed.

The Brighton Centre are under obligation to the local fire authorities to give 14 days’ notice in writing of any intention to use smoke during a presentation. Exhibitors must give the TUC 21 days’ notice in writing of any such intentions. Smoke, if used, must be water-based and will only be allowed with prior permission of the Brighton Centre and the local fire authority.

Under no circumstances are pyrotechnics or naked flames allowed in the venue unless approved in writing before Congress by the TUC, the venue and the local fire authority.

Emergency procedures Please see “Emergency procedures in the Brighton Centre” on following page. Every exhibitor and contractor is required to make themselves conversant with this procedure, which has been agreed between the TUC and the Brighton Centre. Further copies will be made available at Congress, or in advance on request.

First Aid and emergency services First aid personnel will be located in the First Aid Room from Friday 6 September to Wednesday 11 September. Throughout build-up and breakdown periods, Brighton Centre staff should be contacted when any first aid is required; and, in case of an emergency service being needed, Brighton Centre staff will call the appropriate emergency service(s).

Exhibition staff must leave the building if instructed to evacuate as Brighton Centre and TUC will not be responsible for any damage, loss or injury caused by remaining.

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Emergency procedures in the Brighton Centre

1. Upon hearing the alarm (intermittent)

a) The alarm will be silenced whilst the activated area is checked.

b) Standby and await further information.

2. Upon hearing the alarm (continuous ringing)

a) Leave the building by the nearest available exit – follow all instructions given by Brighton Centre Staff and Duty Manager.

b) Do not wait to collect personal belongings (e.g. coats, handbags) and do not wait around for others. Do not use the lifts.

c) Do not run or panic – there is no need. Move swiftly but calmly.

d) Close the door if you are the last to leave the room you are in.

e) Proceed to the assembly point at the junction of Russell Road/West Street at the rear of the building.

f) Wait at the assembly point for further instruction from Brighton Centre staff.

f) Do not re-enter the building without permission.

3. If you should discover a fire (and no alarm has been sounded yet)

a) Operate the alarm from the nearest alarm point.

b) Proceed as per point 2 above.

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Section six

Brief summary of a risk assessment and method statement

Appendix A: Brief summary of a risk assessment Providing a risk assessment is a legal requirement.

Step 1 – Look for hazards

How and when will the work be done? Where on the stand will each trade involved be working? What equipment, materials and chemicals will be used? How much noise and dust will there be? Will there be vehicle movements and lifting? Schedule a late working rota to avoid tiredness and mistakes.

Step 2 – Decide who could be harmed and how

Who will be affected by the work and most at risk? Think of contractors, staff and exhibitors on or near your stand and also the visitors themselves. Safe working depends on cooperation between contractors onsite, so take this into account and consider necessary precautions on every aspect of the work being carried out, including training and provision of information.

Where there are appointed safety representatives, consult them on all relevant matters.

Step 3 – Evaluate the risks

Once you have carefully evaluated the risks, decide on the appropriate action(s). Ask yourself:

• Can a hazard or risk be removed completely, or the method of working be done in a different way?

• If the risk cannot be eliminated, can it be controlled?

• Can measures be taken that protect the entire workforce onsite? Protective clothing may be the solution, but other possibilities should be considered first.

Step 4 – Record the findings

Write down the findings of your risk assessment and the measures you have taken to control the risks. Pass on information about significant risks to the people identified in Step 2.

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Step 5 – Review the findings

Reviews allow learning by experience. They should include any unexpected conditions or changes that occur onsite. Every venue has its own rules, regulations and environment, so every event will present different risks.

Examples of risk assessment can be provided on request.

Appendix B: Brief summary of a Method Statement You should prepare a method statement and have it onsite as the reference document for planning your work activities.

You can use your risk assessment as a foundation for a method statement. It should outline:

The named responsible person

The employee who will be responsible for the construction and breakdown of your stand.

Details of the stand

Loadings, dimensions, location, unusual stand features.

Access

Details of the entry point into the halls and the route to the final position.

Erection

The sequence and schedule in which all the stand elements will be built, including alignment, electrical connections etc.

Stability

Methods of ensuring adequate structural support of any parts of the stand that will need cross-bracing, with calculations and an inspection certificate from an independent structural engineer.

Lifting

An outline of the equipment that will be used, their capacities, weight, locations and floor loadings. Check the operative’s current licences or certificates of competence.

Scaffolding

Include details of temporary and mobile scaffolds, access towers and other work at height that you intend to carry out.

COSHH: Control of Substances Hazardous to Health

The venue must be advised if you intend to use hazardous and/or toxic substances. Outline the protection you will provide to people on adjacent stands.

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Environment

Consider any abnormal noise, dust or fumes you may cause. What ventilation and other control measures will you provide?

Services

If your stand involves any welding, you will need to obtain a hot work permit from Brighton Centre.

Safety features

Identify the safety equipment and precautions that you will provide onsite, including protective measures, and areas of risk as identified in your risk assessment.

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Section seven

Terms and Conditions

Definitions in these terms and conditions for exhibitors Organiser means the Trades Union Congress (TUC).

Exhibition means the Congress Exhibition held simultaneously with the Trades Union Congress.

Exhibitor means any person, company or organisation and their staff or agents contracting with the Organiser to take stand space at the Exhibition.

The Premises means Brighton Centre, or any other building used by the Organiser for Exhibition purposes.

Authorities means the local authority, fire authority or any other relevant body or person having jurisdiction over the Premises.

1. Trading rights

The sole rights of exhibiting merchandise and transacting business on the Premises during the period of the Exhibition are owned by the Organiser, which has sole discretion to grant licences to Exhibitors according to these Terms and Conditions. An Exhibitor shall not allow other persons or organisations to benefit from the licence, including sharing their stand, without obtaining written consent from the Organiser. Where consent is given, the Exhibitor’s space rental charge may be increased by a sum appropriate to additional persons or organisations. It is the Exhibitor’s duty to inform any person organisation sharing their stand of all relevant information, including these Terms and Conditions. The Exhibitor will be responsible for all work in connection with their shared stand, including Congress Guide entries, for the person or organisation sharing.

2. Opening hours

Stands must remain open continuously for business according to the published daily opening hours of the Exhibition (see above). Stands must be adequately staffed throughout these hours.

3. Installation of exhibits

All goods delivered to the Premises must be accompanied by or received by a representative of the Exhibitor.

4. Clearance of exhibits breakdown

Breakdown may not commence until the venue has confirmed that the hall is clear of all visitors. No stand or its contents may be removed before the official closing time of the Exhibition, unless by prior arrangement. The stand must be removed, and the space cleaned

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within the set times: if an Exhibitor fails to clear their exhibits and fittings by the set time, they will be charged for every hour the space is uncleared and unclean. If the Exhibitor fails to do such work, the Organiser may arrange for it to be done and charge the Exhibitor for the resulting costs.

Trolleys

There must be no trolley movement until the Premises and Organiser have agreed that all visitors have left the building and it is safe to go ahead.

5. Identity of persons

Non-transferable contractors’ badges will be supplied by the Organiser free of charge. Non-transferable Exhibitor badges will be allocated according to the stand space rental.

6. Insurance

Exhibitors shall be responsible for arranging all necessary insurance in connection with the Exhibition and shall keep the Organiser indemnified in respect of (a) any loss or damage to any property of the Organiser; (b) all claims and demands by third parties (including staff, subcontractors and agents of the Organiser and the Premises, other exhibitors and their staff, subcontractors and agents and members of the public) in respect of death or personal injury or loss of or damage to property, caused by, occasioned by or contributed to by the Exhibitor or their employees, staff, subcontractors or agents as a result of their occupation of and activities on the stand.

Except in respect of death or personal injury caused by the Organiser’s negligence, the Organiser shall not be liable to the Exhibitor because of any representation (unless fraudulent) or any implied warranty condition or other term, or any duty at common law or under these Terms and Conditions for any loss of profit or indirect loss, damage, costs, expenses or other claims (whether caused by the negligence of the Organiser, its staff, subcontractors or agents or otherwise). The entire liability of the Organiser to the Exhibitor shall not be more than the amount payable by the Exhibitor in relation to clause 16 below.

The Exhibitor shall make good any damage done by them, their staff, subcontractors or agents to the Premises or any of its furniture or fixtures. The Organiser reserves the right to request a copy of an Exhibitor’s insurance policies and proof of up-to-date payment of premiums prior to the Exhibition.

7. Services

The Organiser will officially appoint advertising agents, public relations consultants, photographers, stand fitters, lighting suppliers and any other services in connection with the Exhibition, and no others will be allowed to canvass the Exhibitors or execute business in connection with the Exhibition without prior written permission from the Organiser.

8. Shell scheme and stand fittings

Any Exhibitor bringing an exhibit/stand fitting higher than 2000mm must check with the Organiser that there will be sufficient ceiling clearance. Exhibitors will be held responsible

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and charged at replacement value for any damage to the covering of their stands. Any unusually heavy exhibits must be approved by the Organiser.

Any additional decoration or fitting-out work an Exhibitor may require may be carried out by the Exhibitor’s chosen contractor and at the Exhibitor’s expense.

The wording on the fascia nameboard of the shell scheme is restricted to up to three words and the stand number. It will be provided in the style of the Organiser and must not be removed from the stand.

No part of a stand may overhang any gangway or exceed the allocated boundaries of the stand. Exhibitors must not display their goods so that, in the opinion of the Organiser, they distract the light or impede the way or view along open spaces or gangways or inconvenience other exhibitors.

No petrol or other hazardous spirit, liquid or vapour is to be brought into the Premises unless previously approved in writing by the Organiser.

All materials used for building, dressing or covering stands must be non-flammable or impregnated with a fireproofing solution in a way that complies with the regulations and/or guidance of the Authorities.

Empty cases, cartons and packing must not be kept on stands and must be removed from the Premises for storage, or during the set-up period of the Exhibition left tidy in the gangways for clearance by the Organiser’s staff.

All exhibitors must return their risk assessment form and health and safety 30 days prior to Congress.

All exhibitors must ensure they comply with the Premises’ health and safety policies. This will be sent electronically.

9. Unfitted stands/open stands

Exhibitors occupying unfitted/open stands will be expected to comply with these Terms and Conditions and also to submit to the Organiser a detailed plan of their stand, a list of contractors, materials to be used, exhibits on display and a method statement (see above). This must be done not less than four weeks before the Exhibition opens.

Those exhibitors occupying space-only sites must adhere to the appropriate BECA agreements, particularly with regard to stand construction. Unless a stand is designated as unfitted or open, then the shell scheme is compulsory.

10. Security and insurance

Each Exhibitor is responsible for the security of their own stand and exhibits, and for their own and their staff’s insurance cover. In no circumstances will the Organiser or the Premises accept responsibility or be liable for any loss or damage however arising.

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11. Conduct of exhibitors

Any Exhibitor operating a sound system of any type must use it only at low volume and will, if required by the Organiser, cease its use.

The TUC reserves the right to withdraw with immediate effect individual attendance rights or cancel an event or activity if it considers the content of a presentation or materials or behaviour offensive.

Stand content should not jeopardise any sponsorship arrangements the TUC has undertaken.

All delegates, visitors, staff, exhibitors and contractors at conference are expected to behave in a courteous manner. Aggressive, offensive, intimidatory, disrespectful or unacceptable behaviour will not be tolerated. This supports the commitment set out in the TUC’s rules to promote equality for all and to eliminate all forms of harassment, prejudice and unfair discrimination. This policy applies to all aspects of communication at or in connection with conference, including postings on social media.

In the first instance, you should raise any concerns about inappropriate conduct at conference with your own delegation leader, or, in the case of staff, exhibitors and contractors, with your client or manager. You may also raise concerns about inappropriate conduct at the TUC information desk. We will take all complaints seriously and act on them as set in the TUC’s rules.

Other concerns

Concerns about other aspects of conference can be made via delegate’s union leaders. In addition, any attendee (including suppliers or exhibitors) can raise an enquiry, at the information desk. Exhibitors should not directly approach other exhibitors or attendees if they have any concerns. These should be raised with TUC staff. We will try and resolve these immediately if we can.

We may decide that another colleague will be better placed to respond to specific concerns and will contact them to speak to the person. Alternatively, people may be asked to complete a form and provide information with their contact details so the TUC can look into the matter further and respond after conference.

12. Exhibitors’ nameplates

No Exhibitor’s nameplates, signposts or noticeboards will be allowed outside the allocated stand area.

13. Regulations

Exhibitors shall observe and conform to all rules, regulations, orders and bye-laws relating to the Premises and with all requirements of the Authorities.

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14. Space application procedure

Applications for space must be made in accordance with the official procedure laid down in the Exhibition Application Form. The Organiser reserves the right to refuse, without stating reasons, any application for space.

15. Payment procedure

The rent of the stand spaces contracted by an Exhibitor is payable to the Organiser as detailed on the Exhibition Application Form.

The deposit payment as detailed must accompany the Exhibition Application Form, and this is non-returnable and non-refundable

The final settlement date is 30 days prior to the opening of the Exhibition.

If the balance outstanding is not paid by the final settlement date, the Organiser reserves the right to cancel the application, reallocate the stand and retain the deposit, and may, without limiting any other rights, charge interest on the amount outstanding at the rate of 5 per cent above the current base rate of Barclays Bank Plc from the due date to the date of full payment.

An Exhibitor applying for space within the 30 days prior to the opening date of the Exhibition will be required to provide the completed Exhibition Application Form and pay the full hire cost.

Foreign Exhibitors are requested to pay by Sterling Draft in London

The distribution of literature outside of the Exhibition area is strictly prohibited; distribution within the Exhibition area is at the discretion of the Organiser.

16. Withdrawals/cancellations

If at any time following receipt of an Exhibition Application Form by the Organiser an Exhibitor withdraws from the Exhibition, the Organiser shall be entitled to retain the deposit. If an Exhibitor withdraws after the invoice for the outstanding balance has been issued (30 days prior to the Exhibition), the Organiser is entitled to receive the full balance. Withdrawals will only be accepted by the Organiser in writing.

17. Exhibition cancellation or abandonment

If for any reason the Exhibition cannot be opened and held at the Premises on the dates specified, the Organiser may at its discretion:

• postpone the opening of the Exhibition until a date that, in the circumstances, appears to it to be reasonable; or

• obtain such alternative premises as, in its opinion, are suitable and hold the Exhibition on the original dates; or

• declare the Exhibition abandoned.

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In the event that the Trade Union Congress is cancelled or abandoned by agreement of its members, the Organiser reserves the right to either cancel the Exhibition or, if it has already started, abandon the Exhibition. In either case, the Organiser will not be liable to make any refunds whatsoever to any Exhibitor.

18. Refunds

In the event of abandonment of the Exhibition by the Organiser (in accordance with clause 17 (c) above), the Organiser will be entitled to retain the deposit payment or receive, on account of working expenses, 25 per cent of the rent paid or contracted to be paid by the Exhibitor. The balance will be repaid by the Organiser to the Exhibitor.

19. Exhibition layout

The Organiser reserve the right to make any necessary alterations to the Exhibition layout.

20. Exhibition visitors

Visitors are admitted on the understanding that canvassing by non-exhibitors is not allowed. Visitors suspected of canvassing are liable to immediate expulsion. The Organiser reserves the right to refuse admission without giving any reason.

21. Catering services

The Organiser will issue Exhibition Stand Service Forms in advance of the Exhibition and these should be returned to the Catering Manager of the Premises for delivery on the first morning of the Exhibition. All items for consumption on the Premises must be officially obtained through the Catering Manager.

22. Telephones

These services may be ordered direct. No orders for these can be accepted by the Organiser.

23. Final details

Final arrangements concerning access, set-up times, stand numbers etc will be sent to each Exhibitor prior to the Exhibition: in the interim, all enquiries should be directed to [email protected]

24. General

Each Exhibitor is bound by these Terms and Conditions and shall also be familiar with and observe the rules, conditions and regulations of the Premises.

Each Exhibitor must ensure that its agents or contractors are familiar with these Terms and Conditions. Any claim arising from the Exhibitor failing to provide this information shall be the sole responsibility of that Exhibitor.

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Any complaints must be submitted in writing to the Organiser or its representatives within seven days of the Congress. A complaint made or addressed in any other manner will not be considered.

The Organiser reserves the right to waive, add to or alter any of these Terms and Conditions in the interest of the Exhibition either generally or for a particular reason.

Should any question arise, whether or not provided for in these Terms and Conditions, the decision of the Organiser shall be final and binding on each and every Exhibitor.

No failure or delay by the Organiser in exercising any of its rights under these Terms and Conditions shall be considered as a waiver of that right, and no waiver by the Organiser of any breach shall be considered as a waiver of any subsequent breach.

If any provision of these Terms and Conditions is held by any competent authority to be invalid or unenforceable in whole or in part, the validity of its other provisions and the remainder of the provision in question is not affected.

English Law shall apply to these Terms and Conditions and to any agreement entered into between the Organiser and an Exhibitor, and the parties agree to submit to the non-exclusive jurisdiction the English courts.