Health & safety forms
If you are using your own contractor to build your stand, the following forms must be submitted and approved by the World Retail Congress. Please email the below forms to Natalie Wilkins
- Health & Safety declaration
- Risk Assessment
- Method Statement
- Stand Plan & Visual Designs of the stand
g-Guide
The g-Guide sets standards which will safeguard the health and safety of any person working at or visiting an event or exhibition. It is the responsibility of the exhibitors and contractors to comply with these guidelines listed throughout the exhibitor manual.
If you have any questions please do not hesitate to contact Natalie Wilkins or you can download a copy of the g-Guide from the website.
Personal Protective Equipment (PPE) - Mandatory
It is compulsory for all exhibitors and contractors to wear Personal Protective Equipment (PPE) at all times during build-up and breakdown periods. The venue and World Retail Congress will not allow anyone into the venue or for any work to commence without adequate PPE for the job / task. This includes the Halls and Loading Bay. Minimum requirement includes, but is not limited to the below, however the requirement varies as per the task.
- Suitable footwear. No heels, sandals, open toe shoes during build-up and breakdown
- High Visibility Vests – compulsory in order to commence build-up and breakdown#
- Suitable headwear must be worn by persons working in the vicinity of high works. An exclusion zone must be set up around these activities when work is being carried overhead or the movement of rigging equipment such as trusses.
Any contractors not abiding to these rules will be removed from the venue by an authorised representative.
Stand Plan Construction
All materials used in the construction of stands, features and displays, including signs and fascias, shall be:
- suitable for the purposes and conditions of their intended use
- adequately prepared and fixed in order adequately to perform the functions for which they are designed
- non-combustible, inherently non-flammable or durably flameproof
- water-based, where applicable, e.g. adhesives and paint.
Suitable samples of materials may be required to be submitted to the venue for approval. Materials may be tested on site to ensure that they comply with fire safety requirements.
Decorative materials used for stand dressing must be flame proofed or purchased already treated by use of the appropriate chemical. Untreated wallpaper and similar thin surface finishes, not exceeding 1mm in thickness, may be accepted, provided they are firmly fixed.
Artificial plants and flowers are combustible and give off toxic fumes. Therefore they must not be used for stand dressing. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such.
Drapes, curtains, hangings, etc, must be inherently or durably flame-proofed. Otherwise they may be treated with a flame retardant.
Test certificates must be available for inspection for any materials intended to be used. Fabrics used for interior stand decoration must be fixed taut and/or in tight pleats (not loosely draped) to a solid backing, secured above floor level and not touching light fittings.
Curtains on exit routes should hang 75mm clear of the floor, be parted in the centre and not conceal any exit signs.
All floor coverings must be secured and maintained so that they do not cause a hazard. Fixing of floor coverings to the hall floor may only be carried out using approved tape. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are generally prohibited, but if you have any questions please contact Natalie Wilkins
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. Generally this means above 2m.
All reasonable steps should be taken to eliminate or minimise work at height. Working at height should be properly planned and supervised and the correct equipment selected. Contractors are to ensure that:
- No work is done at height if it is safe and practical to avoid it
- All work at height takes account of conditions that could endanger safety such as high winds or slippery ground
- Those working at height must be protected by a guard rail or equipped with a fall arrest harness (except when using a ladder)
- Those involved in work at height are trained and competent
- Equipment for work at height is appropriately inspected and free from safety defects The risks from falling objects are properly controlled. Work platforms must have a toe board to prevent items falling Access is controlled to prevent other persons working or walking beneath work at heights Persons working in the vicinity of high works should wear a hard hat Persons working at height on mobile elevated work platforms should wear head protection Plans are in place for emergencies and rescue from height such as working in the roof space
Rules of conduct / house rules InterContinental Hotel:
The InterContinental Berlin is an upscale Hotel. All technical crews are required to comport themselves accordingly. The following rules of conduct must be observed by all non-Hotel personnel, such as setup crews, suppliers, etc:
The escape and emergency routes in the InterContinental Berlin must be fully accessible at all times. The legal regulations of the BetrVO/SoBeVO/BauOBIn (ordinances for buildings and special buildings and the building code) are in effect.
For fire safety reasons the storage of equipment inside the Hotel is prohibited without the Hotel's prior consent.
All traffic corridors inside the Hotel, especially those leading to the restaurants, must remain accessible at all times. Waste and packaging materials must be disposed of at once.
Deliveries will not be accepted at the Hotel's main entrance.
Smoking is only permitted in the Hotel's service yard.
Outside technical crews hired to work in the Hotel are required to wear clearly visible badges. Workers found without proper accreditation will be asked to leave the Hotel. It is important to ensure that rooms are securely locked and that personal property and exhibition equipment is properly secured. The Hotel is not liable for lost items.
Please note that suppliers, set-up crews and technical crews must comply with the InterContinental Berlin's dress code. A well-groomed appearance must be maintained at all times. Outerwear featuring bright or flashy designs is prohibited.
The instructions of the Hotel's staff or security personnel must be followed.
The Exhibitor is obligated to conserve energy. All electrical devices in a booth must therefore be switched off every day until the end of the exhibition.
Statutory Regulations
The Organiser is obligated to adhere to the following statutory provisions - German Ordinance on the Operation of Special Constructions (SoBeVO) and Model Venue Regulations (MVStättV):
Fire Prevention:
Furnishings must be made of flame-resistant materials or better. For stages or sets with automatic fire-extinguishing systems furnishings made of normally flammable material are permitted. Props must be made of normally flammable materials or better. Decorations must be made of flame-resistant materials or better. Decorations in essential corridors and essential stairwells
must be made of noncombustible material.
Combustible material must be located far enough from ignition sources, such as spotlights or radiant heaters, to prevent the material from being ignited.
InterContinental Health & Safety procedures
World Retail Congress are committed to ensuring safety for all of our attendees. We kindly ask you to familiarise yourself with the InterContinental's emergency evacuation plans
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