HEALTH & SAFETY INFORMATION

Conditions of Entry to Site


Our priority is to ensure the safety of our visitors, exhibitors and staff. With this in mind, all personnel arriving to site must follow the conditions below in order to gain entry.


  1. A representative from your company must have submitted Form 1 - Exhibitor Compulsory Risk Assessment Form   (please check your inbox/junk folder). An example of the International Cheese & Dairy Expo / ICDA/Love Cheese Live RA can be found by clicking on the link above.
  2. You must have read and understood Exhibitor Site Induction.


All exhibitors/sponsors are required to complete a risk assessment for their onsite activities - this should be completed by a competent safety person.


Why do you need to complete a risk assessment?

A risk assessment is the most effective and efficient way of documenting, assessing and controlling risks under Health and Safety legislation. Completing a risk assessment does not mean that you are guaranteeing no accidents will happen, but that you are taking time to think through your actions in advance and on an ongoing basis are identifying and reducing any potential risks and the severity if it does.


Your risk assessments need to be specific to the International Cheese & Dairy Expo / ICDA/ Love Cheese Live event and your operations onsite. You need to consider all of your actions and omissions and how they might affect not only your staff but those around you and the public.


Should an incident occur, you may need to prove that you took all the reasonable steps to prevent it happening, your risk assessments would be proof of this; without it you could be found liable (both personally and corporately).


As show organisers we have a ‘duty of care’ to ensure our site operates as safely and responsibly wherever possible, reducing potential risks through provision and safety management. In order to do this, we have assessed the risks of our show site, our show procedures and the build-up, show open and break down. We will provide you, as exhibitors, with a safe site to work on and operate in.


Completing your risk assessment

We have broken down the process into 4 simplified steps:

  1. Identify the hazards
  2. Decide who might be harmed and how
  3. Evaluate the risks and decide on precautions
  4. Record your findings and implement them
  5. Review your assessment and update if necessary


What is a method statement?

This should outline what you plan to do and how you plan to do it safely. Completing a method statement will highlight for you where possible hazards or “issues” may arise which can then form the basis of a risk assessment.


Definition - A method statement is a document detailing how a particular task or activity will be carried out. It details the possible danger or risks associated with your activity and the methods of control to be established and to show how the work will be managed safely.


All space - only exhibitors and their contractors must submit a method statement for the build, break and open period of the event.

DOWNLOAD ICDA SAFETY RULES

Site Rules and Information

Everyone working on the  ICDA/ Love Cheese Live site shall follow the site rules at all times. Failure to do so may result in you being asked to leave site.


  • All persons working onsite will be expected to comply with all relevant Health and Safety legislation, guidance and best practice.
  • Crew and contractors must report to the site manager and/or Operations manager before commencing work onsite.
  • Drive slowly, the site speed limit is 5mph. During the show, vehicle movement will NOT be permitted in public areas.
  • Do not use your hazard lights when driving around site; we will not know which way you want to turn.
  • You shall ensure that you and your crew wear appropriate PPE where necessary, this includes but is not limited to; hi-visibility vests when working near vehicles, in darkness etc and steel toe cap boots for manual handling services.
  • Any work at height (WAH) shall be carried out safely and all equipment suitable for use.
  • A safe system of work must be employed at all times.
  • If you are working at height, ensure that you have suitable harnesses, safety lanyards, fall arrest units, work positioning devices etc. You are required to be clipped on at all times.
  • Please report accidents, incidents or near misses immediately to a member of the site management team situated in the Event office.
  • All plant operators must be in procession of a valid operator’s ticket / license that is both in date and relevant to the type of plant being used. This shall be presented at the Event Office and ahead of operating any plant.
  • Daily checks of plant vehicles are mandatory and should be carried out by the operator in each instance or at anytime when taking over operation of said plant / vehicle.
  • Any plant defects shall be reported to the Event Manager upon discover and without delay. Damaged and or defective plant should not be used until fixed and or re-assessed as safe for use by a competent person(s).
  • Keys are not to be left in unattended plant or vehicles under any circumstances.
  • LPG and Petrol generators are NOT permitted onsite, under any circumstances.
  • Any person found working under the influence of drugs or alcohol shall be immediately removed from site.
  • No one shall interfere with anything provided in the interest of Health & Safety.
  • Any electrical equipment must be of good quality and in a good state of repair.
  • Smoking is not permitted inside any structures, cabins or marquees. It is against the law.
  • In the event of an evacuation of the site, please ensure that you follow the direction of security stewards.
  • Exhibitors shall not plumb in directly to any water supply.
  • Anyone under the age of 16 are not allowed onsite during the build and break periods.


By working onsite you hereby agree to adhere to all of the rules detailed above.


General Exhibitor Rules

Food and Drink Exhibitors

  • Food exhibitors are permitted to sell food for consumption on or off site only. Subject to the terms of your booking. If in doubt clarify your activity with the organiser in advance of the show.
  • Love Cheese Live / ICDA are aiming to have ban ALL single-use plastics, as well as items made from Polystyrene (PS) or Polycarbonate (PC).
  • All food exhibitors must be registered with their local authority.
  • Sampling must be carried out safely and in such a way that the risk of cross-contamination is minimised. The following must be considered in your risk assessment:
  • Where food is placed and how sampling is supervised.
  • How samples are offered; from a plate or bowl and NOT from the blades of knives.
  • Preventing double dipping
  • Consideration of sneeze guards
  • Preventing people from putting fingers into food
  • Ensuring cutlery is only used once
  • Cleaning of sampling plate or bowl before replenishing sample
  • Where discarded items should be placed; sampling sticks etc.
  • The acceptable sampling sizes for drinks are as follows:
  • Soft Drinks - 50ml
  • Beers, ciders or similar - 50ml
  • Wine, champagne or similar - 25ml
  • Spirits or similar - 5ml
  • All food exhibitors will be required to comply with the food hygiene requirements set out below.
  • Any exhibitor preparing food to be eaten on or off site (including sampling) is required to receive prior permission from the Sales and Operations team.


At  ICDA/ Love Cheese Live, we take quality and safety of any food provided, very seriously and ask that you provide us with the relevant information where required via our exhibitor forms:


  1. Method Statement
  2. Outline of planned activities and methods of controls
  3. Risk Assessment
  4. Assessment, Management and Control of Risks
  5. HACCP Form
  6. Comprehensive Allergen Plan/Information
  7. Cleaning Schedule


It may be that you already have these forms as part of your business. Any documents relating to any permanent or preparation kitchen will not necessarily apply to your operation at the event and are likely to need amending. Please note the HACCP you prepare for the show must take into account where you are storing your food onsite and how you will transport it to site.


Please also consider the washing facilities required for the different categories of food that you may prepare whilst onsite. The below flowchart outlines which requirements are necessary depending on the food that you will be in contact with.


Temporary Demountable Structure/ Pop-Up Tent/ Gazebo Rules

Any temporary structures brought onsite must be suitable for intended purpose and meet the guidance laid out within Institution of Structural Engineers Guidance, Temporary Demountable Structure 2017 4th Edition. This should be submitted as part of Risk Assessment Forms in advance of your arrival.


The following guidance may be useful in this instance, this is offered as guidance and part of best practice, this does not dissolve the owners and operators of such structures from any legal and or moral duties.


If you’re bringing a structure onsite such as a pop-up marquee or similar, the ICDA must be informed prior to the event and we ask that the following is observed:

  • The structure must be flame retardant and have a label or certification to show this.
  • You must abide by any request from the Event Organisers or their representatives
  • Monitor your structure and if you have any concerns about its stability or safety in any way, take it down, ensuring you have enough staff to do so safely.
  • If you have any concerns about your or any other structure, please notify the Operations team within the Production Office immediately.
  • Torn or damaged structures should not be used.


 

Vehicles/Speed Limits/Traffic Management

Any and all plant operations shall have valid tickets and specifically relating to the type of plant they are operating. These must be presented ahead of starting any works.


  • Operators shall ensure that vehicles are in a good state of repair at all times. Daily checks of plant are mandatory. Defects need to be reported immediately upon discovery and never bypassed or worked around.
  • Keys are not to be left in unattended in any vehicles under any circumstances. This is a critical safety control onsite. Keys will be removed if found in vehicles onsite. Non-negotiable.
  • The speed limit is ’walking pace’ and pedestrians have right of way.
  • All vehicles must be street legal and have a valid MOT certification. All drivers shall carry valid and relevant licenses for the vehicle they are driving.
  • Vehicles shall not park in such a way so as to obstruct emergency access routes. If you are unsure then ask a member of the site team.
  • All vehicles onsite during the build / break require a ‘Exhibitor” vehicle pass. No vehicle is permitted to move around site during the event open hours.

 

Work at Height

‘Work at height’ does not have to be very high (e.g. the back of a truck or standing on a box - both count as working at height). If you are working in any place where you could fall, make sure you are doing it properly. If in doubt, ask.


  • No free-climbing of any structure or installation is allowed. Ladders may only be used as access to higher levels and for very light work of short duration (generally less than 10 mins and always with 3 points of contact at any one time). If in doubt, ask.
  • If you are working at height on the stage ensure that you have suitable harnesses, safety lanyards, fall arrest units, work positioning devices and so on. You are required to be clipped on at all times.
  • Sorry to state the obvious but if using a fall arrest lanyard, make sure that it is suitable for both the type of work and the height. It is no good hitting the floor before the lanyard deploys.

 

Slips and Trips

Do not leave equipment, materials or other items lying around, tidy up as you work and when you finish. If you see a trip or slip hazard clear it up or let the event team know.

 

Manual Handling

Only lift and carry goods if there is no alternative such as a forklift, barrow or trolley. Always ask for help if the load is too heavy, big or awkward for you - and always if it is over 25kg. Check the route is clear and you have somewhere to put the load down. Wear gloves and safety boots as appropriate (e.g. moving barriers).

 

Electricity

Do not touch, move, repair or interfere with any electrical equipment onsite unless you are an electrician. Our onsite electrical contractor will be available in the build up and during the event should you have any problems or concerns.

 

Noise

Exposure to loud noise can permanently damage your hearing. Always wear ear protection if working close to a source emitting noise.

 

Plastic Water Bottles

As part of our sustainability plan we have restricted single-use plastics on site, we kindly ask you to bring a reusable water bottle that you can refill. There will be plenty of fresh portable water available around the site.


Medical/Accident and Incidents

There will be a first aid kit located in the event office throughout the event. During the show there will be an experienced medical team onsite to respond to any medical emergencies and are contactable through the stewards or event team. 


If you have, or see, an accident or a ‘near miss’ you must report it immediately to Event Team.

 

Drink, Drugs and Smoking

The event has an anti-drugs ethos and policy; staff must not drink, smoke or be under the influence of drugs when on duty. Anyone found working under the influence of either (including prescription drugs that have a negative effect on behaviour) may face disciplinary action including ejection from the site and police involvement.


Emergency / Evacuation Procedures

Make yourself familiar with the site and note any and all emergency access routes or exits. Do not obstruct these routes. Take stock of landmarks around the site / venue or use grid positions in order to guide help in. Make sure that you know how and with whom to raise the alarm. This is essential if you need to help someone or indeed if you yourself need assistance. 


If under emergency conditions, follow the direction of security and stewards at all times. The events have a policy of escape and preservation of life. Follow such direction calmly and immediately. The contractor/exhibitor must provide information that needs to be taken into account in an emergency e.g. presence of flammable goods. During the live phase of the event, emergency arrangements and procedures are fully in place. Ensure that you know how to comply, what the routes are.


Bomb Threat

Bomb threat procedures

  • If you find an unattended package/ bag etc. do not touch it. Inform either the Showground Management Team and/or Event Organisers
  • Do not activate fire alarms
  • If the threat is made by telephone the same procedure is to be followed. 
  • An experienced security contractor will be on site for 24/7 from the 24th of June, if you have any concerns please speak with the event manager.


DO NOT TOUCH THE OBJECT


Fire evacuation drill/procedure

If you discover a fire or suspect there is a fire, for whatever reason (i.e., you see smoke)


  • RAISE THE ALARM - operate the nearest glass fronted fire alarm call point (located near fire exits, main doors, etc.) - this will sound the alarm s and result in attendance by the Fire Brigade
  • You must inform a member of Staffordshire County Showground staff of the area the fire is in
  • The sounding of loud alarms/sirens indicates a fire alarm
  • Only if you have been trained to do so are you to attack the fire with the equipment provided – and only if there is no immediate danger to yourself
  • Be aware of the type of fire you are fighting, i.e., electrical fires must only be fought with green/black/blue extinguishers, or those displaying the appropriate markings. 


Evacuation

  • If you should hear the alarm, evacuate immediately by the nearest exit, and make you way to the appropriate assembly point 
  • Exhibitors are advised not to try to remove their goods from the halls or indeed remain with them because they may have significant value
  • You will be informed of the situation at your assembly point
  • Permission to re - enter the halls may only be given by the Fire Officer in charge. 


Assembly points

  • The event assembly point will be advised by way of signage and by following all verbal instructions from venue staff
  • It’s possible that there will be more than one assembly point at the event dependent on its size.
  • Also be aware that the location of the point may be changed across the course of a multi-day event. 


ICDA/Love Cheese Live Fire Risk Assessment EXHIBITOR RESOURCES HOME