Build-up and Breakdown

To view the build-up and breakdown timings please visit the Event Timings page.

All compulsory forms must be submitted by the deadline date, and approved by World Retail Congress and the venue in order to gain access to the venue.

Build-up Information

Sunday 12 May 10:00 - 22:00 Contractor access only Suitable footwear and high visibility jacket
Monday 13 May 07:00 - 14:00     Contractor access only Suitable footwear and high visibility jacket
Monday 13 May 14:00 - 22:00 Exhibitor access  


Breakdown Information
Contractors will not be permitted to enter the hall until all visitors have left the exhibition hall. We anticipate that this will be 17:00 on Thursday 16 May but under no circumstances will breakdown begin until the hall is clear – even if this means the start of breakdown will be delayed slightly.  For reasons of security all exhibitors are advised to remove all portable and valuable items and not to leave their stand unattended until the stand has been cleared.

Thursday 16 May 17:00 - 23:30 Contractors and Exhibitors     Suitable footwear and high visibility jacket

 

Children

Children under the age of 18 will not be permitted to enter the hall during the build-up, breakdown or show open days. No exception can or will be made to this rule. Security Officers have been instructed not to allow children under 18 on site.

Compulsory Forms

The forms below are compulsory and must be submitted by Monday 29 April. Failure to do so will result in your stand build being delayed onsite.

Health & Safety
Risk Assessment (show open, to be completed by exhibitor)

If you have any questions regarding these forms, please contact Jen Harris ahead of the deadline date.

Electrics

All electrical equipment being used on your exhibition stand must be tested pre-event. Please note that you are liable for any loss if you are using equipment which is faulty.  For more information, please ensure you read through the Electrical Installation & Testing section of the eGuide.

Fire Prevention

Mandatory requirements are that all drapes or curtains, carpets and fabrics used in the venue are required to be fire retardant and certified to be a minimum of a M2 or equal rating or be treated with a fire retardant spray. Fire proofing certificates or product specification sheets are to be provided to the Events team prior to these materials being purchased.

Additionally, we would remind our visitors that the halls within the venue are no smoking areas. Signage to this effect will be prominently displayed.

Fire exits must not be blocked and any way by exhibitor stand, material or equipment. Storage of boxes and materials other than a limited amount of printed material is not allowed behind stalls.

First Aid

All of the security officers at the venue are first aiders, therefore if you require first aid please contact a member of staff.

Insurance

World Retail Congress, while taking every precaution, expressly decline any responsibility for any loss or damage that may befall the property or person of an exhibitor from any cause whatsoever. Exhibitors are required to hold Public Liability Insurance minimum of £5 million, please note that this is not the same as Employer’s Liability Insurance. Your company may already have Public Liability Insurance, however please check with your policy holder that this cover is for organised events taking place outside of your business premise. 

IMPORTANT NOTICE: Your public liability needs to cover the build-up period, event open day’s period and the breakdown period.

IT IS THE RESPONSIBILITY OF THE EXHIBITOR TO MAKE SURE THAT ALL CONTRACTED SUPPLIERS HAVE THE RELEVANT INSURANCE TO COVER PLI. PROPERTY DAMAGE ETC. 

Noise

As stated on page 41 of the g-Guide, tools which create unsafe levels of noise above 80dB must not be used for long periods inside the halls. The organiser and the venue will be monitoring noise levels, and reserve the right to stop work at any time.

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.

Responsibility

  • The venue reserves the right to stop any noisy work at any time upon verbal instruction onsite 
  • The contractor will be fully responsible for any damages or loss of hotel equipment or facilities as the result of their production work
  • Before departure from the venue, all remnants, scraps, wood and other debris are to be removed from the venue by the contractor
  • The contractor will be fully responsible for controlling his employees properly during their presence anywhere in the venue. Contractor shall have a supervisor onsite to handle any labour issues
  • The contractor will be fully responsible for the cleanliness of the work areas after dismantling all their equipment/decoration 
  • The contractor has to bring an under liner for carpet protection prior to starting or dismantling of any work

Safety Regulations

The below Safety Regulations must be adhered to by all contractors:
  • Note the maximum power consumption for working room/area and ensure safety precautions are taken. PAT documents will be required upon request.
  • Any works, installations, cabling connections, etc. using electric current or any other installation which presents fire risk must be acknowledged, approved and supervised by the hotel’s engineering staff
  • The usage of the hotel’s hydraulic lift by contractor workers is prohibited unless manned by the hotel engineering/security personnel
  • The stand designs for all Bespoke Stands must be approved by organiser and the venue’s team before build can commence. All stand designs must be submitted to Gary Dempsey by Monday 15 April
  • Contractor has to ensure that all EXIT doors are not blocked or obstructed by any construction materials used
  • All EXIT signs must not be covered by any means, it must remain visible from any direction
  • Under no circumstances may any fire extinguishers be removed, taken down or covered
  • Hotels’s Fire Safety Rules and Regulations have to be adhered to at all times
  • For transportation of heavy equipment, contractors should seek permission from the Director of Engineering
  • Prior approval must be sought from Gary Dempsey and the venue team if any hot work / welding is to be undertaken
  • The hotel reserves the right to stop construction should the above clauses not be respected

Waste Removal and Aisle Maintenance

The g-Guide states that it is the venue’s responsibility to clean normal waste, however all exhibitors and contractors are responsible for removing any other waste including:
  • Carpet 
  • Crates/pallets
  • Building waste (such as bricks, sand and stand fitting materials)
  • Metal work
  • Large items that will not fit into rubbish receptacles or that need to be removed by mechanical means
  • Hazardous waste (e.g. paints, solvents, chemicals, clinical)
  • Waste, aerosols, oils or lubricants, including rags used in the application of these substances
  • Strip lights (fluorescent tubes) and light bulbs
  • Material produced by working demonstrations of exhibits.
 
It is important that all aisles are kept clear at all times, these aisles are designated for emergency evacuation and must be easily accessible at all times. Therefore please ensure that all rubbish is removed of accordingly.

Working Equipment

Exhibitors and contractors must ensure that all tools being using onsite are in good working condition and are safe to use. All tools are to be put away when they are not in use, they must not be left unattended or connected to the power supply when they are not in use. PAT documents will be required upon request,

Any tools which create dust are not permitted in the exhibition halls. Please let us know if you require to use any such tools. The above information is included in the g-Guide.

Working at Height

As listed in the g-Guide, please adhere to the regulations below:
  • 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 where 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
 
If you require to use a ladder, please take note of the guidelines listed in the g-Guide:
  • Ladders must have industrial rating
  • Ladders for work over 4m are not permitted
  • Leaning ladders must be placed at the correct angle
  • Ladders should only be used on level ground and must be secure
  • The top treads/steps must not be used as a platform for work
  • Users should face the ladder at all times when climbing or dismounting
  • Only one person should climb/work/dismount from the ladder at a time
  • Users must not overreach 
  • Equipment should be checked for suitability and defects each time before us

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