This page provides information for event exhibitors and sponsors about the health and safety requirements within the exhibition area, such as the equipment, materials and electric supply.
In no circumstances are materials or objects to block or impede the exits in the exhibition area.
During the set-up and break down, and during the event days, the placement of materials in other exhibitor spaces and/or in common areas used by other exhibitors is prohibited. These must always remain clear for the circulation of people and moving of materials.
An exhibitor’s electrical and other mechanical apparatus must be muffled, so that noise does not disturb other exhibitors or other event areas.
The table top set-up is the responsibility of the exhibitor. Full precautions should be taken to ensure that the floor coverings, walls, roof or other parts of the building are not damaged by items delivered.
The exhibits should be displayed so they do not obstruct the view of the exhibition or adjacent table tops. Goods on display shall remain within the alignment of the table tops; in particular, working or hazardous items must not be outside the edge of the allocated area.
Stability of exhibits, exhibition materials and equipment
Any exhibits or materials displayed must be stable and adequately secured to prevent them falling or posing a risk to others in the vicinity.
Prohibited goods and equipment
Unless specifically agreed by the Conference Coordinator in writing, the following goods and equipment are prohibited and will not be allowed into the exhibition:
- Flammable liquids or gases
- Exposed flames or naked lights
- Explosive, pyrophoric or spontaneous combustible materials
- Compressed gas cylinders
- Goods classified as hazardous, including toxic, corrosive, irritant, harmful or oxidising materials (with the exception of small quantities of domestic cleaning materials in containers or aerosols of less than 500cc capacity)
- Radioactive materials
- Radiation generators
- Lasers other than class 1 lasers or those in completely enclosed equipment
- Equipment that may cause nuisance due to odour, emission of objectionable noises or stroboscopic or disturbing lights
- The construction of table tops with construction materials or adornments that contain products such as cement, sand, plaster, tile, brick or any other similar material
Table top material regulations
Should there be any questions regarding the use of materials, please contact the Conference Coordinator.
For table top set-up or display construction, only non-inflammable materials may be used and the following regulations must be observed:
All surfaces shall be coated, in accordance with the instructions for use, with a fire-retarding paint varnish approved by competent authorities, or be impregnated by the manufacturer to make them as near fireproof as possible, each sheet having been clearly marked as such by the manufacturer.
Wood, hardboard, plywood, multi-particle board
If thinner than 3.5mm, all surfaces shall be coated, in accordance with the instructions for use, with a fire-retarding paint or varnish.
Non-inflammable material – the material should not have become inflammable by treatment for specific purposes. Upon coming into contact with fire, or at high temperatures, the material should not give off irritating or obnoxious gases, nor should it drip or melt.
Film (with or without textile black)
The material shall be glued to a base of non-flammable material or to one of the materials mentioned in the above paragraphs having become fireproof. Upon coming into contact with fire, or at high temperatures, the material should not give off irritating or obnoxious gases or vapors, nor should it drip or melt.
Fire precautions must be adhered to during set-up and break down and the exhibitor must ensure all their staff and contractors are aware of these requirements:
- Exhibitors will be provided with a ‘run through’ of the fire procedure for the exhibition; all staff must be aware of the procedure and, in particular, how to raise the alarm, the sound of the alarm, the location of the emergency exits and the location of the assembly point.
- Fire exits and gangways must be kept clear and free from any obstructions.
- Exhibitors must also ensure that any heat-producing equipment and table top lighting units are kept well clear of combustible materials.
- Any electrical equipment on the table top must be in sound condition, with live conductors enclosed and inaccessible, and cables properly protected against damage. Where an electrical installation is being wired or installed on site by an exhibitor, such work must be undertaken by a qualified electrician in accordance with local wiring codes.
In the event of a fire, please follow the fire procedure.
Each table top is provided with a single electricity socket outlet in accordance with local standards.
Should you overload the supply or have dangerously faulty equipment, it is likely that the local circuit breakers will cut the power to your table top automatically.
Electrical equipment and extension leads
Exhibitors have a duty under the Provision and Use of Work Equipment Regulations to ensure that all equipment and tools are fit for purpose and safe to use.
The RCOG reserves the right for their electrical contractor to inspect or test any such wiring, equipment or installation, and to disconnect it if it is not properly installed, appears defective, has inadequate evidence of certified electrical inspection and is considered unsafe.
Exhibitors are required to provide their own extension leads and adapters and are responsible for them being PAT tested and certified. All electrical equipment and extension leads used by exhibitors must have been subject to combined inspection and testing by a qualified electrician, including insulation and earth bonding tests.
When an extension lead is used, the following requirements must be adhered to:
- Extension leads must not exceed 2m in length
- Each extension lead must be connected to a main socket outlet
- Extension leads cannot be connected together