Exhibition Code of Conduct

Please note that by signing the terms and conditions contained in the exhibition manual you are agreeing to adhere to the Codes of Conduct outlined below specified by the Hilton Brighton Metropole and the WSM Conference organisers.

1. Space only stands – All plans and specifications must be submitted to the Event Organisers and approved in writing. In the event that any structures are erected without such approval, the event organisers shall be entitled to take down and remove any part of the stand.

Contractors plant including cranes, hoists, trestles, step ladders, boards and other items shall be removed by them one hour prior to the opening of the Exhibition and shall not be left on any part of the Exhibition Hall.

Any Contractors’ plant materials or equipment having a weight factor more than 1,100kgs per square metre on the ground floor and 500kgs per square metre on the first floor, must be notified separately to the Event Organisers, 21 days before the commencement of the Exhibition and such Contractors plant materials or equipment shall not be admitted within the Premises unless and until the Exhibitor shall have provided satisfactory evidence in writing that insurance against any resulting damage to Exhibition Hall has been arranged at the Exhibitor’s expense in the name of Exhibition Hall Brighton Limited, and the Exhibition Hall Manager shall have given consent in writing to such admission

2. Gas and compressed air. In this respect:

a)the Exhibitor must not use stand compressors;

b)the Hilton Brighton Metropole shall nominate to the Event Organisers in writing a supplier;

c)the Event Organiser shall either obtain all gas and compressed air requirements from the nominated supplier or shall procure that Exhibitors obtain such requirements from the nominated supplier directly.

3. Refreshments, including all food and beverages.

The Exhibitor undertakes during the event not to sell or give away or permit to be sold or given away in any part of the Premises any refreshments other than those supplied by the Hilton Brighton Metropole or their agents. If you would any catering facilities on your stand please contact the Event Organisers for a catering order form.

4. Responsibilities

4.1 The Exhibitor shall not without the previous written consent of the Event Organisers in any way alter, damage, injure or deface any part of the Hilton Brighton Metropole. Any fixtures or fittings fixed without such approval may be removed by the Hilton Brighton Metropole/Event Organisers at the expense and risk of the Exhibitor. The Event Organisers may also restore, repair, amend and make good any unauthorised alteration, damage, injury or defacement at the like expense and risk.

4.2 The Exhibitor shall be responsible for the provision at no cost to the Event Organiser of all materials and labour necessary for the erection and maintenance of all Exhibition stands, building or structures.

4.3 Exhibitors shall ensure that they leave their exhibition stand in the same good clean state as they found it

Atthe start of the exhibition. Unless agreed otherwise any material left on the stand after the agreed time of

hire will be disposed of as refuse after 7 days.

4.4The Exhibitor shall not bring onto the premises any combustible, explosive or inflammable material nor use any naked lights, matches or fuses.

4.5Exhibitors are responsible for ensuring that rubbish from stands is not allowed to accumulate under or on any stand or other site. The Event Organisers will advise of relevant procedure for removal of all rubbish from the Exhibition Hall.

4.6Exit, directional or other permanent signs or ventilation grilles shall not be interfered with or removed nor shall they or the alarm points be obscured or obstructed.

4.7No signs, stand numbers, company names or advertising material whatsoever shall be affixed to the building without reference to the Event Organisers.

4.8Ample and clear access to all hydrants hose-racks, fire buckets, escalator mechanisms and similar equipment shall be left at all times.

4.9No exhibit or other article shall encroach on any gangway nor be placed even temporarily in any public way during the times that the public are in the building.

4.10No dangerous exhibit nor explosive materials of any kind shall be allowed inside the building unless

and until the Event Organisers shall have given permission in writing for the admission of the same.

4.11Telephones may be installed on stands only by the Telephone Authority and at the expense of the

Licensee/Standholder.

5. Phonographic Performance

The event organisers have not obtained a licence from Phonographic Performance Limited (PPL) authorising any public use of sound recording. If sound recording (e.g. records, tapes, compact discs etc) are played, it is the responsibility of the exhibitors, under the terms of the Copyright Designs and Patents Act 1988, to secure the licence of PPL.

  1. Exhibition Hall Traffic Control Regulations

During this event we will be using.

LOADINGBAY “D” – St Margaret’s Place off Cannon Place. This drive-in Bay is at ground level leading directly into Hall 3 ground floor. Time limits apply.

THE FOLLOWING ARE REGULATIONS GOVERNING THE LOADING AND UNLOADING OF VEHICLES AT GATES “C” AND “D” IN ST MARGARET’S PLACE.

(a)The loading and unloading of vehicles using St Margaret’s Place to attend the Exhibition Hall shall only take place within the building;

(b)All vehicles attending the Exhibition Hall shall enter St Margaret’s Place from Cannon Place in a forward direction and on departure enter Cannon Place from St Margaret’s Place in a forward direction;

(c)Wherever practicable vehicles shall enter and leave the ExhibitionHallBuilding in a forward direction;

(d)Where it is not practicable for vehicles to comply with condition (c) above the vehicles shall reverse into the Exhibition Hall building from the end of St Margaret’s Place and then only under supervision.

  1. Fire Prevention

Flame-proofed and fireproofed materials must be used for all stand construction including decorative

drapings and muslin ceilings.

All tanks containing Petrol and Diesel must be drained to 2 litres and all batteries disconnected. It is the Licensee’s responsibility to check that these fire precautions are carried out. Drip trays must be provided under all vehicles.

ACTION IN CASE OF FIRE – Any person whether of the staff orExhibitors Contractors or Event Organisers seeing an outbreak of fire however slight should:-

(a)make immediate use of the Alarm System;

(b)use every endeavour to quench or confine the fire by the use of the fire fighting equipment and/or

the removal of goods etc;

(c)in particular avoid doing anything likely to cause panic.

HILTON

BRIGHTON METROPOLE

EXHIBITION HALLS

FIRE ALARM AND EVACUATION PROCEDURES

FIRE ALARM

When the fire alarm is activated you will hear an intermittent siren. A member of Hotel Management will investigate the cause who will then silence the alarm as soon as possible.

EVACUATION PROCEDURE(If it is deemed necessary to evacuate the halls you will then hear sirens again continuously).

ORGANISER

The Organiser will have a floor plan of the Exhibition, showing the location of all dangerous or inflammable substances and positions of all additional Fire Fighting Appliances hired for the Exhibition.

The Organiser will despatch one of his staff to RUSSELL SQUARE to stand at the North East corner to receive all reports from persons in charge of Stands as to their personnel. When completed he/she is to report back to the Organiser that all exhibitors have been accounted for or otherwise.

DO NOT GO BACK into the Exhibition Halls until instructed to do so.

EXHIBITORS

YOU WILL THEN LEAVE THE HALLS IMMEDIATELY via the nearest fire exit and proceed to RUSSELL SQUARE, where the senior person from each Stand will check his personnel and report correct or otherwise to the Exhibition Organiser’s representative in Regency Square.

DO NOT GO BACK into the Exhibition Halls until instructed to do so.

Fire Exit plan is available on request to all exhibitors.

EAST SUSSEX FIRE BRIGADE

EXHIBITIONS AND SIMILAR DISPLAYS

GENERAL GUIDANCE ON FIRE PRECAUTIONS

Your attention is drawn particularly to the notes on the treatment and testing of materials.

  1. For the purpose of this document the following definitions shall be applied:-
  1. “Non-combustible material” means material which is deemed to be non-combustible when tested in accordance with the provisions of the current British Standard 476:Part 4, or such other material or combination of materials as the Fire Brigade accepts as being non-combustible for the purpose of these standard conditions and includes plasterboard.
  1. “Inherently non-flammable material” means material which, although not non-combustible and not submitted to a flame-proofing process after manufacture, nor provided with a flame-resistant finish, is in fact non-flammable throughout its thickness. In case of doubt, the standard of “flame-proof,” when tested in accordance with the provisions of the current BS 3120 or the standard of “Class 1” surface spread of flame when tested in accordance with the provisions of the current BS 476:Part 7 would be applicable for fabrics and for non-fabrics respectively.
  1. “A process of impregnation” means a vacuum/pressure process (whereby the salt-retention in the material can be controlled) undertaken by a processor whose products are acceptable to the Fire Brigade and which bear a distinguishing mark to indicate that they have been so impregnated (the standard for such material being “Class 1” surface spread of flame when tested in accordance with the provisions of the current BS 476:Part 7). Acceptable processes include those carried out by firms registered under the British Standard Scheme of Assessed Capability.
  1. “Durably flame-proofed fabric” means flame-proof fabric which, after being submitted to a washing treatment, remains flame-proof, as determined by the method of test prescribed in the current BS 3120.
  1. “Plastic material acceptable to the Fire Brigade” means plastic material when, when tested:-

i)In accordance with the current edition of BS 2782:Part 5, Method 508A, as amended by AMD 1524, is such that three consecutive specimens do not burn to the first mark and whose flame or afterglow, after removal of the burner, does not endure for more than 5 seconds;

AND

ii)In accordance with the current edition of BS 2782:Part 5, method 508A, as amended by AMD 1524, is such that for each of the three specimens:-

  1. the length of time the specimen glows or flames does not exceed 5 seconds;
  2. any material which may drop from the specimen does not continue to burn;
  3. the percentage of the area of the underside of the specimen that is charred or scorched does not exceed 20 per cent; and
  4. the length of that part of the edge (of the underside) of the specimen that is charred or scorched does not exceed 50.

When, however, a material achieves these standards but falls below Class 1 when tested in accordance with the current edition of BS 476:Part 7, a limitation as to position and/or quantity of material to be used may be imposed.

  1. Multi-storey stands shall not be provided without the prior approval of the Fire Brigade.
  1. Single-storey stands shall not exceed 4m (12 feet) in height, exclusive of any signs or fascias, and shall be of substantial construction on stout timber or metal framing. Fascias and signs on stands shall not extend more that 750mm (2 feet 6 inches) above the top of the stand and shall not project over gangways.
  1. a. The construction and finishings of stands, signs and fascias shall be of the following materials:-

i)non-combustible material;

ii)inherently non-flammable material;

iii)durably flame-proof fabric;

iv)plastics material acceptable to the Fire Brigade;

v)plywood, hardboard, pulpboard or fibreboard rendered flame resistant by a process of impregnation acceptable to the Fire Brigade and bearing a distinguishing brand-mark to indicate that it has been so impregnated; or

vi)timber of any thickness impregnated and branded as in (v) above;

except that the timber framing, counters and floors of stands may be of natural unproofed timber of a minimum finished thickness of 21mm or of wood chipboard or blockboard not less than 18mm finished thickness, provided that where natural timber is used for floors it shall be close jointed.

  1. The applied decorative finishes of stands may be of natural (unproofed) timber of a minimum finished thickness of 21mm provided that:-

i)the area of vertical wall surfaces shall not exceed twice the area of the floor occupied by the stand;

ii)where such timber is used on the outside of the stand, it shall be so arranged as not to be continuous with similar timber treatment of an adjoining stand; and

iii)where timber is used on the inside of the stand and extends to within 600mm (2 feet) of a fabric ceiling, such fabric shall be inherently non-flammable or durably flame-proofed.

  1. Wood chipboard or blockboard (neither less than 18mm finished thickness) may be used in the construction of internally lit units, display plinths and similar fitments and for display screens or panels provided that these screens or panels are not of such a size as to form internal dividing partitions.

NB.If impregnated materials referred to in 4(v) above are unbranded, the Fire Brigade may require the production of a certificate that samples of boards from the same treatment batch have been tested in accordance with the current BS 476:Part 7 and have achieved a Class 1 rating.

  1. Textile fabrics (other than as referred to in 4a, (ii) and (iii) above) used for interior decorative purposes within stands shall (i) be rendered non-flammable to the satisfaction of the Fire Brigade, (ii) be fixed taut and/or in tight pleats to a solid backing of materials as specified in 4a, (i) and (v) above and secured at floor level by a 68mm (3 inch) deep skirting.

Except that such solid backing will not be required to curtaining of window features or to fabric

ceilings not inclined at a greater angle than 20 degrees to the horizontal.

NB.Curtains to openings or recesses, where permitted, will be required to be of inherently non-flammable material or of material rendered non-flammable to the Fire Brigade’s satisfaction.

  1. Alternative means of escape and adequate normal lighting and maintained escape lighting, with exit notices illuminated by both systems, shall be provided to any stand, enclosure or structure, where considered necessary by the Fire Brigade.
  1. Portions of stand within 2m (6 feet) of a gallery, raised tier, staircase etc, from which lighted articles can be dropped shall:-
  1. if used for the display of readily flammable articles, be provided with a ceiling constructed of materials as specified in 4a, (i) to (vi) above;
  2. if provided with a non-durably treated fabric ceiling, be protected from above with materials as specified in 4a, (i) to (vi) above.
  1. Non-combustible material shall be used throughout the construction of any stand upon which fireplaces, stoves, running electrical machinery or apparatus involving special risk of fire are used, provided that, if only a small part of a stand is used for such apparatus, this condition will be deemed to have been complied with if non-combustible materials etc, are used in proximity to the apparatus, or if, in the opinion of the Fire Brigade sufficient protection is otherwise afforded.
  1. Open fires, boilers, stoves etc, shall not be in operation without the prior approval of the Fire Brigade.
  1. Any offices or other structures permitted by the Fire Brigade outside the general exhibition area shall be constructed throughout of non-combustible materials on stout wood or metal frames, with ceilings of similar construction or of wire mesh or inherently non-flammable or durably flame-proofed fabric.
  1. Gangways shall be maintained unobstructed and exhibits shall not project into gangways.
  1. Exhibition spaces not provided with platforms shall be clearly defined and the exhibits so arranged as to maintain uniform widths of gangways and the corners of raised floors, edging boards or curbs of stands at the functions of gangways shall be rounded off or splayed if not protected by heavy exhibits or posts and rails. Drugger, linoleum and other floor coverings shall be properly secured, or weighted at the edges to eliminate rucking.
  1. If exit notices are obstructed from view by intervening stands, decorations or exhibits, additional notices shall be provided as the Fire Brigade may require.
  1. Spaces beneath raised seating and platforms and all cavities, including those between and behind stands, shall not be used for any purpose other than for electrical or other services and shall be sealed off. Suitable traps shall be provided to give access to electrical and other services boxes, mains, stopcocks etc, and such traps shall be maintained unobstructed.
  1. Valaria or other fabric decoration or solid ceilings over gangways or circulation areas shall not be provided except with the approval of the Fire Brigade.
  1. Packing cases, packing material, litter and the like shall not be allowed to remain in the exhibition area and shall be removed to approved storage areas in the building.
  1. The setting-up and dismantling of stands or unpacking and packing operations shall not be proceeded with whilst the exhibition is open.
  1. Plastics materials (having a classification below “Class 1” surface spread of flame when tested in accordance with the current BS 476:Part 7) shall not be used for showcases, counters, shelves and fittings and their use for other purposes shall not be permitted without the prior approval of the Fire Brigade.
  1. Sources of ionising radiations (e.g. x-ray equipment or any radioactive material) shall not be brought on to the premises except with the prior approval of the Fire Brigade.
  1. a. Petrol, paraffin or other mineral oil shall not be used in any vehicle, lamp, stove or other

appliance or exhibit except with the approval of the Fire Brigade.

  1. Before the vehicles are brought into the building, the fuel tanks shall be drained, the filler

caps sealed and the battery terminals disconnected. The vehicles shall be removed from