section 1: general information · cdm & site rules as an exhibitor or contractor working on...

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Section 1: General Information FOOD MATTERS LIVE 2019


General information

Introduction

Welcome to the Food Matters Live 2019 Exhibitor Manual. As you begin to think in more detail about what kind of

exhibition stand to design and build, or how best to use the pre-built stands we are providing, you will find the

information contained in the pages of this guide useful.

If you have any questions, or need any assistance, please contact our Operations Team at Food Matters Live, Claire

Hanratty on email: [email protected] , phone 07772 460 703 or James Tozer on email:

[email protected] , phone 07968 563 037

If you have any suggestions that you would like to see included in this guide or would like assistance in preparing for

your participation at Food Matters Live, please contact the Operations Team.

Food Matters Live Team

Food Matters Live is organised by:

Food Matters Ltd 107a Hammersmith Bridge Road London W6 9DA Tel: +44 (0) 20 3848 9450

e-mail: [email protected]

Your contacts are:

Sales Enquiries:

David Ventris–Field , Director

Tel: +44 (0) 20 3735 5960


Marketing Enquiries:

Sofia Rodriguez, Marketing Manager

Tel: +44 (0) 20 3848 9460

e-mail: @foodmatterslive.com

Operations:

Claire Hanratty , Operations

Tel: + 44 (0) 7772 460 703


mailto:[email protected]








Venue site map

Food Matters Live is held at:

Halls N1 – N6, ExCel London Royal Victoria Dock 1 Western Gateway London E16 1XL

CDM & site rules

As an Exhibitor or Contractor working on Food Matters Live during the Construction phase (build-up) and dismantling

phase (breakdown) the “site rules” contained within the Appendix of this guide, must be adhered to, throughout your

planning of the event.

These site rules must be distributed to all that will be working onsite so please ensure you cascade them to your

employees, contractors and sub-contractors. It is your responsibility to do so in line with the CDM (Construction, Design

& Management) 2015 regulations. These site rules are in addition to the rules and regulations published in this

Operations Guide.


Sustainability advice for exhibitors and contractors Food Matters Live is committed to delivering the most sustainable event possible and would like to encourage exhibitors

and contractors to make sustainability a key consideration. We would therefore ask you to consider the following:

Stand design and construction

Consider sustainability as a fundamental part of your plans leading up to exhibiting. The best stand design doesn’t always require the most materials.

Ask your stand builder to provide you with information about how they can reduce the environmental impact of your stand.

Sourcing environmentally friendly materials, especially avoiding those which will end up in landfill. Timber is used extensively in stand building, so insist on your stand builder using timber which carries the Forest Stewardship Council trademark, or which has been recycled already.

Designing for re-using and re-purposing of materials - finding good uses for materials which have been used in the displays and attractions and which are unwanted at the end of the event.

Design the stand to make best use of energy efficient lighting. Maximise the use of prefabricated components which can be used again and which can be built and dismantled

efficiently.

Printed material and collateral Send material by email wherever possible rather than providing printed hard copies. If absolutely necessary, only ship as much printed material as appropriate. Try and minimize the amount of printed

material distributed and reuse excess marketing material after the event. Use paper packaging rather than plastic Use recycled paper wherever possible

Catering Use reusable cups and glasses Use paper packaging wherever possible

Energy and resources consumption Managing energy consumption by incorporating low voltage LED Minimise the use of water wherever possible

Transport Use public transport within London rather than taxis Encourage staff to use public transport instead of taxis Encourage car-sharing

Waste Plan what can be recycled - how, when and where Utilise the recycling bins that are available appropriately Minimise your waste Contact ExCeL Cleaning – Official Venue Supplier which operates a recycling programme for all waste collected

Suppliers

We encourage exhibitors to use and contract Food Matters Live’s recommended suppliers. Working with companies that already attend Food Matters Live can reduce your environmental impact as you can benefit from shared transport and labour.


FOOD MATTERS 2019 Timetable

Build up The event builds up over two days – Sunday 17th and Monday 18th November 2019

Sunday 17th November 12:00-18:00 (Space Only)

Monday 18th November 08:00-20:00 (Space Only)

12:00-20:00 (all stand holders including Shell Scheme exhibitors)

Please note that all stand construction needs to be completed by 18:00 on Monday 18th November and the preparation

and dressing of your stand must be completed by 20:00 on the same day. From 16:00, all gangways must be clear of all

exhibits, packaging and stand fitting materials so that cleaning and final carpet fitting can be done.

Fully furnished Shell Scheme stands will be ready for dressing and preparation from 12:00 on Monday 18th November.

If you are have ordered graphics as part of your stand these will be complete by 12:00 on Monday 18th November.

Event opening The exhibition will be open to visitors as follows:

Tuesday 19 November 10:00-17:00

Wednesday 20 November 10:00-17:00

Please note that you will have access to the Halls from 08:00 each day.

Breakdown Once all visitors have left the halls, exhibitors and contractors are able to start the breakdown of their exhibits and stands as follows:

Wednesday 20 November

All Shell Scheme stands will be dismantled at 18:00hrs.

17.00-20:00 (Restricted access no vehicles over 3.5 tonnes

Thursday 21st November 08:00-14.00

No exhibits are able to be removed before the exhibition closes at 17:00 on Wednesday 20th November nor are any

contractors able to be allowed into the exhibition area until this time. Please ensure your contractors are aware of this.

Lorry way access documents can be collected at any time from 15:00 on Thursday 21st November.

All materials, packaging and waste must be removed from the halls and stand dismantling completed by 16:00 on

Thursday 21st November 2019.


Official Contractors/Service Suppliers

Accommodation

Event Express

Tel:+44(0)1905732737

Fax: +44 (0) 1905 732738

Email:

[email protected]

Website:

https://www.eventexpressuk.com/

e/food-matters-live/

Carpeting

The Freeman Company

Olympia Exhibition Centre,

Hammersmith Road,

London, W14 8UX

Tel: +44 (0) 2476 309236

Email:

[email protected]

om

Cleaning

ExCeL London Cleaning

Tel: +44 (0) 207 069 4400

Contact: Helpdesk

Email: [email protected]

Audio Visual Event Pro AV Unit 11 Ninian Park, Ninian Way, Tame Valley

Tamworth, B77 5ES

Tel: +44 (0) 1827 250m 250


Website: http://eventproav.co.uk/

Drawing Approvals (Space Only

Exhibitors)

Please Return to

Food Matters Ltd 107a Hammersmith Bridge Road London W6 9DA Contact: James Tozer

Email:[email protected]

om

Furniture

3rd Element Ltd

Unit 23 – 25 Bilton Ind Est,

Humber Avenue

Coventry

CV3 1JL

Tel: +44 (0) 2476 457 474


Web: https://www.3rdelement.co.uk/

Catering

Leiths

ExCeL Exhibition Centre

One Western Gateway

Royal Victoria Dock

London Docklands E16 1XL

Tel: +44 (0) 207 069 4100

Contact: Zlatka Deliagova

Email:

[email protected]

ondon

Electrics

The Freeman Company


Hammersmith Road,

London, W14 8UX

Tel: +44 (0) 207 598 5510

Email:

[email protected]

om

Graphic Services

The Freeman Company


Hammersmith Road,

London, W14 8UX

Tel: +44 (0) 2476 309236

Email:

[email protected]

m

Floral

Lavenders Blue

Email; [email protected]

Tel: +44 (0) 7811 179 481

Graphic Designer Please contact Claire Hanratty [email protected]

Insurance Hiscox Website:https://www.exhibitor-

insurance-

online.com/quote?event=FML


https://www.eventexpressuk.com/e/food-matters-live/






http://eventproav.co.uk/



https://www.3rdelement.co.uk/








https://www.exhibitor-insurance-online.com/quote?event=FML




Internet and Telecommunications,

Water and Waste, Compressed Air

and Gas

IT and Communications and Excel Event Services ExCeL London Tel: +44 (0) 207 069 4400 Fax: +44 (0) 207 069 4246 Email: [email protected]

Website: www.excel.london

Kitchen & Refrigeration Rental

Lowe Rental

Unit J Knockmore Industrial Estate Lisburn, Co. Antrim Northern Ireland BT28 2EJ Tel: +44 (0)28 9260 4619 Fax: +44 (0)28 9266 0849 Email: [email protected] Web: www.loweref.com Contact: Rebecca Brownlie

Stand Designers

Freeman & Co

The Freeman Company


Hammersmith Road,

London, W14 8UX

Tel: +44 (0) 207 598 5510

Email:

[email protected]

m

Parking

ExCeL London Parking

Tel: +44 (0) 207 069 4568


Shell Scheme

The Freeman Company


Hammersmith Road,

London, W14 8UX

Tel: +44 (0) 2476 309236

Email:

[email protected]

om

The Mobile Sink Company 1711 High Street, Knowle, Solihull, West Midlands, B93 0LN

Tel: +44 (0) 330 088 3628 Email: [email protected]

Photography

Alex Beaton Photography

71 Aviemore Way

Beckenham. Kent, BR3 3RS

Tel: +44 (0) 20 8658 0883

Mob: +44 (0) 7831 811524

Contact: Alex Beaton

Email:

[email protected]

Website:

www.alexbeatonphotography.com

Shipping and Logistics (incl. Lifting)

Agility Fairs and Events

One Western Gateway

Royal Victoria Dock

London E16 1XL

Tel: +44 (0) 207 069 5308

Fax: +44 (0) 843 227 2033

Contact: Mark Dawson


Website: www.agility.com

Temporary Staff/Hostesses

Alexi Promotions

12 Campbell Close, Galley Common

Warwickshire CV10 9PZ

Tel: +44 (0) 247 639 9127

Mobile +44 (0) 797 025 3735

Contact: Maria Martin


Visitor Data Capture (Data Pen Hire)

Live Buzz

Tel: +44 (0) 844 412 0400


Platforms

Expo Floors Ltd

Unit A4 and A5

Walsall Enterprise Park

Regal Drive, Walsall

West Midlands WS2 9HQ

Tel: +44 (0) 192 272 1177

Fax: +44 (0) 192 265 9540


Stand Designers

Clemence and Street

Denis Quinn

Tel: +44 (0) 1527 510154

Email:

denis.quinn@clementsandstreet-

db.co.uk


http://www.excel.london/


http://www.loweref.com/








http://www.alexbeatonphotography.com/


http://www.agility.com/







Section 2: A-Z of Information FOOD MATTERS LIVE 2019


A – Z of information

The following A-Z guide is designed to help you find information quickly about a particular topic or issue. Many of these

subjects are explained in greater detail elsewhere in the guide.

If you need any further information, please contact our Operations Team, Claire Hanratty on 07772 460 703 or James

Tozer on 07968 563 037.

See Page 2 for Food Matters Live contacts.

Accommodation Event Express is the recommended accommodation agent for Food Matters Live 2019.

A variety of accommodation options are available within close proximity to ExCeL, including properties on site at ExCeL

itself, in the City of London, Canary Wharf and at other London locations with excellent transport links to the venue.

Event Express has negotiated special discounted rates for Food Matters Live exhibitors. To take advantage of these

special rates, please contact Event Express direct on:

Event Express Tel: +44 (0) 1905 732737 Fax: +44 (0) 1905 732738 Email: [email protected] Website: https://www.eventexpressuk.com/e/food-matters-live/

Please note: There is high demand for hotel accommodation during Food Matters Live. For the best range of hotels, and the most advantageous rates, we recommend that you make your reservations as soon as possible.

Address

The full address of the venue is:

ExCeL London

1 Western Gateway

Royal Victoria Dock,


Advertising and sponsorship opportunities

There are many additional advertising and sponsorship opportunities available to you that will further enhance your

presence at the event. If you would like to discuss these opportunities further please contact your account manager or

David Ventris-Field via email: [email protected]

Audio visual equipment

Event Pro, have been appointed official supplier for your audio visual needs. For further information and assistance,

please contact Event Pro directly on the numbers below.

Event Pro AV Unit 11 Ninian Park, Ninian Way, Tame Valley

Tamworth, B77 5ES

Tel: +44 (0) 1827 250m 250


Website: http://eventproav.co.uk/





http://eventproav.co.uk/


Audio Visual presentations/demonstrations must not exceed a ‘reasonable volume’ or cause obstruction to the

gangways.

Please note: if any presentation/demonstration causes an obstruction within the gangways and/or nuisance to any other

exhibitor, we reserve the right to restrict the frequency and/or cancel the presentation/demonstration.

Badges (Exhibitor)

All stand personnel will need to wear an exhibitor badge at all times whilst on site at ExCeL.

Exhibitor badges can be ordered online via the Food Matters Live exhibitor zone,

http://www.foodmatterslive.com/account/account-login

Exhibitor badges for Food Matters Live must be registered by no later than Friday 15th November 2019.

Build up and Break down

Times

See Timetable, Page 9.

Vehicle Instructions

See build up and breakdown information, Page Error! Bookmark not defined..

Business services

The Business Service Centre at ExCeL offers services such as printing from USB’s, internet access, laminating, mobile

phone hire/charging and sale of office supplies. The service centre is located on level 0 of the Boulevard.

For further information please contact Business Services directly on:

Tel: +44 (0) 20 7069 5005


Carpet

Recyclable carpet will be supplied as part of the fully furnished shell scheme stand packages.

If you are designing and building your own stand, a variety of floor coverings and prices are available from our

recommended carpet contractor Freemans & Co.

To order carpet for your space only stand, please complete the form located on the Food Matters Live Exhibitor Zone

at; http://www.foodmatterslive.com/account/account-login or contact Freemans & Co directly.

The Freeman Company


Hammersmith Road,

London, W14 8UX

Tel: +44 (0) 2476 309236


Please ensure that all carpet/carpet tape is removed from the Hall floors. A charge will be made by the venue for any

carpet/carpet tape left at the end of the tenancy, which will have to be forwarded on to the Exhibitor concerned. Only

the recommended carpet tapes may be used directly onto the hall floor.






Cash machines

There are two cash machines located at the West Entrance of the boulevard, and two situated on Level 0. All machines

accept all bankcards.

Catering

ExCeL London offers good quality retail catering outlets which operate in the Boulevard when the event is open.

For private hospitality and stand catering - Leiths is the official onsite hospitality caterer at ExCeL and can offer a broad

range of catering services. Any supply of alcohol at Food Matters Live must be agreed and licensed by the venue.

For further information please contact Leiths directly on:

Tel: +44 (0) 207 069 4100


Web: www.compass-group.co.uk

CDM

The CDM (Construction, Design & Management) 2015 Regulations and its related requirements became enforceable

within the exhibition sector on the 6th April 2015 and requires that all exhibitors (and contractors) provide a range of

information to ensure compliance.

For further information, please refer to Sections 5 and 6 – Stand Construction.

Children

No person under the age of 18 years can be admitted to the Exhibition, either during build up or breakdown. The rule

also applies to Exhibitors' children and has to be rigidly enforced to comply with safety regulations.

Children under the age of 16 may not work on stands during the open period of the event without a licence. The Children

and Young Persons Act applies. An individual risk assessment must be carried out for any young person (under 18)

working on a stand and the Organiser must be informed.

Cleaning

The organisers have made arrangements for basic stand cleaning to be carried out at no additional charge to you. ExCeL

London Cleaning will vacuum all carpets and mop any hard floors. Stand cleaning does not include the cleaning of

exhibits on your stand. All stands will be cleaned overnight, commencing on the pre-open night. Please ensure that all

plastic covering is removed before you leave the venue on the pre-open evening, Monday 18th November.

If you have a night sheet or locked areas on your stand that you wish to have cleaned, please leave a key at the

Organiser’s office.

You will need to arrange any special services that may be required such as the removal of bulk rubbish by contacting

ExCeL London Cleaning, the stand cleaning company for Food Matters Live and ExCeL:

ExCeL London Cleaning

Tel: +44 (0) 20 7069 4400

Contact: Helpdesk


Any waste building materials left onsite after 16:00hrs on Thursday 21st November, will be deemed as rubbish, removed

and thrown away. Any costs incurred as a result, will have to be forwarded to the Exhibitor concerned.

http://www.compass-group.co.uk/



Cloakroom

Cloakrooms will be available within the exhibition hall. Directions will be available onsite to point you in the right

direction.

Please be aware that cloakrooms cannot accept laptops, phones, or other electrical goods.

Congestion charging zone

ExCeL is not situated within the London congestion charging zone, however it may be worth noting the zone for when

navigating to the venue. See Appendix 1. Venue Maps for congestion charging zone map.

Contractors

If you are employing a contractor to build, or design your stand, please ensure that they receive a copy of this guide.

They must also adhere to the venue’s rules and regulations, which are contained in the Association of Exhibition Venue’s

eGuide. This is available at www.aev.org.uk/eguide

Contractor Passes will be issued directly to your contractors upon receipt of your stand design drawings. Please do not

order exhibitor badges on behalf of your stand contractors. For security reasons, all contract staff must wear a

contractor’s pass in order to gain entry to the Venue.

Deliveries

All deliveries should be marked clearly for your stand (including stand number) the name of the event (Food Matters

Live), and must be sent to the ExCeL address below. Please note that deliveries shipped directly to the venue halls and

received prior to 17th November cannot be accepted.

All deliveries must be made during the Food Matters Live tenancy hours:

Sunday 17 November 08:00-20:00

Monday 18 November 08:00-20:00

Deliveries must be addressed to you as follows:

<Addressee> and <Contact Telephone Number>

Your <Company Name> and <Stand Number>

Food Matters Live

c/o ExCeL London

Sandstone Lane


United Kingdom

If you are intending to have any goods delivered to your stand by outside contractors, you need to arrange for a

representative of your company to be on the stand to receive them. We cannot accept responsibility for any goods

delivered to an unmanned stand.

Agility Fairs and Events are able to provide a courier receiving service onsite from 17 November 2019 whereby your

chosen courier can deliver to Agility Fairs and Events rather than your stand, which may be unmanned. Please note this

service is chargeable and requires booking.

If you are shipping goods from abroad to the UK and require storage before the 17 November you can use Agility Fairs

and Event services. They will receive goods from the 12th November and delivered Monday - Friday 0830 – 1700 hrs

Deliveries must be addressed as follows

http://www.aev.org.uk/eguide


Agility ExCeL Warehouse address; Agility Fairs and Events ExCeL Exhibition Centre Bay 22 – 26 Sandstone Lane Royal Victoria Dock London E16 1XL For further information please refer to Section 7 of this Guide: Mechanical Services

Dilapidations

Please remember that you are responsible for any damage caused to the fabric of the venue by you, your agents or

contractors. You should satisfy yourselves as to the condition of your stand site before the building of your stand and

after its clearance.

It is essential that you use a recognised adhesive tape when fixing any carpet directly to the hall floor as all carpet tape

must be removed at the end of the exhibition. Any charges which we incur as a result of having to remove carpet

adhesive will have to be passed on to the exhibitor responsible.

Nothing may be fixed to the fabric of the building or screwed or bolted to the floor.

Disabled facilities and access

ExCeL London offers good access for the disabled and has been purposefully designed to allow unrestricted access for

disabled exhibitors & visitors.

There are a limited number of self-propelled wheelchairs available for less-able visitors within the venue. These are

available for loan from the Europcar Desk located on the boulevard between halls N2 and N3, on a first come first served

basis, a full refundable deposit will be required.

Disabled parking bays are located within close proximity to the venue. Spaces are available to blue badge holders only

and badges must be displayed at all times. Please be aware that disabled parking is chargeable like all other parking at

ExCeL.

Further information, including location of toilets and parking facilities are available on the ExCeL website:

www.excel.london/visitor/faqs

Distribution of promotional material

Please remember that you are only able to distribute marketing and promotional materials from your stand area and

not from the gangways or elsewhere in the exhibition halls. We reserve the right to prohibit the display or distribution

of marketing material which could give rise to offence.

Electrical installations

Freemans & Co will carry out all electrical work in the halls.

For further information, please refer to Sections 7 of this Guide.

Emergency procedures ExCeL Emergency Procedures are included within the Health & Safety Section/Appendix of this guide. Please refer to

page 34.

In case of an emergency dial: T: +44 (0) 207 069 4444

For general security enquiries dial T: +44 (0) 207 069 4445

http://www.excel.london/visitor/faqs


If any kind of emergency services are required, please contact our security Team on the internal emergency number

(4444), and they will call 999 on your behalf. They will arrange to meet with the emergency vehicle on entrance to the

ExCeL campus and escort the vehicle to the closest point of access to the incident.

Exhibitor badges

See Badges, to order your stand personnel badges.

Filming, television and recording

If you would like to conduct any filming, or recording during Food Matters Live please contact Briony Mansell-Lewis

[email protected] no later than 16 October 2019.

Please note your equipment for taking photographs, films or the making of broadcasts or sound recordings should be

handheld only.

All cabling must be on the stand/feature/filming area and flown over gangways or adequately ramped if required to

reach such areas.

Locations designated for cameras, equipment and their operation should not include any part of the gangways.

Companies may use any filmed material of the interior, exterior and contents of the venue and may edit, record, televise,

repeat filmed/recorded material, provided that the filmed/recorded material is not used in any way that might be to

the detriment of the venue, its owner or the event, or that might bring them into disrepute.

Fire precautions

ExCeL London will distribute sufficient Fire Extinguishers around the halls. Should you discover a Fire – Fire Alarms are

located at each Exit Door. Only if you have been trained to do so, and it is a very minor fire (and safe to do so), tackle

the fire with the nearest available Fire Extinguisher. Any exhibitor requiring a special type of extinguisher owing to the

nature of their exhibits must make their own arrangements and inform the organiser.

If you are exhibiting anything that involves fire, a naked flame or a risk of fire you must submit a separate Fire Risk

Assessment for your stand.

First aid

A First Aid room is located on level 0 in the Boulevard. If you require first aid please contact the medical treatment room,

this will be open at all times when the venue is in use.

To contact First Aid please contact the Medical Treatment room on: +44 (0)207 069 5556

In an emergency, including making a request for an ambulance, please use the following numbers:

Security Suite (general): Extension: 4445

Emergency (for all security/fire/medical): Extension: 4444

When dialling externally e.g. from your mobile please dial +44 (0) 207 069 first.

Floral

Lavenders Blue is the recommended floral supplier for the event and can supply bespoke floral and plan displays to suit

any theme, scheme or budget. For further information please contact them directly on:

Tel: +44 (0) 7811 179 481





Footwear

Suitable footwear must be worn on site during the build-up and breakdown periods of the exhibition. Open-toed

sandals or shoes, flip-flops and flimsy footwear are not permitted under any circumstances.

Furniture

3rd Element has been appointed as the official furniture contractor for this event. For further information and pricing

please visit the 3rd Element website: https://www.3rdelement.co.uk/, or contact 3rd Element Ltd directly on:

Thorns Furniture

3rd Element Ltd


Humber Avenue

Coventry

CV3 1JL

Tel: +44 (0) 2476 457 474

Email:[email protected]


Gangways

The gangways within the exhibition are the minimum permissible by law and have been subject to approval by the Local

Authority. Under no circumstances can any part of your stand, furniture, or exhibits project beyond the boundary of

your stand.

All gangways must remain unobstructed and accessible at all times.

Graphics services

Ordering graphics for your shell scheme stand can be arranged through Freemans & Co. Please see Section 5: Stand

Construction Shell Scheme for further information.

If you require a graphic art design service, you may contact:

Claire Hanratty – [email protected]

Hazardous exhibits

Please consider the safety of your staff and visitors to the show when planning the layout of your stand. Hazardous

items, such as knives and hot equipment must be set back from the stand and out of reach of the public. Guards will be

required to shield anything emitting heat and any machinery or other equipment which may present a hazard to visitors.

Health and safety

Please see Health and Safety, Page 35.

Insurance

All stand holders are required to have current insurance throughout the term of the exhibition with a limit of no less

than £2m public liability and suitable cover for loss or damage to Exhibits or other property of the Exhibitor. Insurance

is NOT included as part of the stand package. All exhibitors will need to provide proof of their insurance at least 8 weeks

prior to Food Matters Live via the exhibitor zone.





Please arrange sufficient insurance to cover stand, goods and fittings exhibited at the event, and transport to and from

the venue. Exhibitors are also responsible for all claims arising from personal injury or damage to the property during

the periods of build up, event open and breakdown.

We wish to draw your attention to the exhibitor insurance offered by Food Matters Live, this can be arranged via the

Food Matters Live exhibitor zone.

Alternatively, please contact:

Hiscox

Tel: +44 (0)1376 330624

Website: https://www.exhibitor-insurance-online.com/quote?event=FML

Internet access

Telecommunication and broadband internet services on your stand at ExCeL will be provided by the venue’s IT and

Communications Team (IT&C). To avoid any additional late order surcharges, please submit your order with payment,

prior to the deadline date of 22 October.

A Telephone and Internet order form can be downloaded via the Food Matters Live Exhibitor Zone at

http://www.foodmatterslive.com/account/account-login. For further information please contact IT&C directly:

Tel: +44 (0)20 7069 4400



A complimentary wi-fi service, suitable for general browsing, accessing social media and checking of emails is offered

within ExCeL London; Network Name: excel Free wifi. This service is unsupported and not intended as a business critical

service.

Internet access on PC’s located at Business Services is also available as a pay as you go service.

Location The full address of the venue is:

ExCeL London

1 Western Gateway

Royal Victoria Dock,

London Docklands

E16 1XL






Getting there…

By Road

Follow signs for the Royal Docks, City Airport and ExCeL. There is easy access from the M25, M11, A406 and A13, See

Appendix 1: Venue Maps, Location of ExCeL. Once you have arrived, car parking is available for 4000 cars, See Appendix

1: Venue Maps, ExCeL London Car Parking Map.

By Underground /Docklands Light Railway

The Jubilee Line is recommended as the quickest route from Central London. At Canning Town change to the Docklands

Light Railway (DLR, platform 3) to Custom House (West Entrance) or Prince Regent for ExCeL (East Entrance). The Food

Matters Halls (Halls S1-S7) are a 2 minute walk from Custom House and a 10 minute walk from Prince Regent tube stop.

See Appendix 1: Venue Maps, Location of ExCeL.

By Air

London City Airport (LCY) is just 5 minutes away by car or taxi, offering 350 international and domestic flights a day.

By Taxi

There are Taxi drop off and pick up points for black cabs located at the West and East Entrances of ExCeL.

Lifting, handling and storage – packaging and removal

If you or your contractor requires assistance in off-loading, transporting or storing materials, you can make

arrangements with Mark Dawson at Agility Fairs and Events Logistics Ltd.

Agility will be the only Lifting and Handling Contractor permitted to work within the halls during the event.

For further information on lifting, handling and storage please refer to Section 7: Mechanical Services/Logistics.

Lost property

Lost property should be handed into the Organisers Office or the Event Security Office. After the exhibition, the Venue’s

Lost Property service can be contacted on t: +44 (0) 20 7069 4500. All property (with the exception of perishable goods)

will be kept for one month.

Marketing

Promote your presence at Food Matters Live on your website, social media and email signatures. You can also use the

following:

We have developed marketing collateral for you to use on your social media channels and website. Download

via the exhibitor toolkit from the Food Matters Live webgility site.

http://www.foodmatterslive.com/exhibiting/exhibitor-toolkit


Benefit from featuring on our product & ingredients gallery / in marketing e-shots on the Food Matters Live

website by sending product images & information to the team.

Upload press releases to your exhibitor profile via the exhibitor zone online.

Invite your professional network to visit you at the event by using the partner portal link within the exhibitor

zone.

Follow us on twitter at @foodmatterslive, like our Facebook page and mention your presence at Food Matters

Live, and join our LinkedIn Group.

Food Matters Live will be continue to post and share related new stories and event information in the run up, during

and after the event on social media.

Meeting room hire

ExCeL London has a selection of rooms available to hire for various meeting and business purposes. Many rooms come

complete with water views and some have their own catering facilities. If you would like to discuss room hire

opportunities during Food Matters Live, please contact your account manager.

Music on stands If you intend to play recorded or live music on your stand during the course of the exhibition, you are required by law

to obtain music licenses from the Performing Rights Society and Phonographic Performance Ltd.

A permit for PRS/PPL can be obtained by calling PRS/PPL for Music directly on T: 0800 068 4828.

Tel: +44 (0)7772 460 703 / 07968 563 037


PPL/PRS charge us, the organisers, a basic license fee per stand per day, and we in turn pass that on to the respective

exhibitors.

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19 Back to contents page

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Night sheets

If you are intending to use a night sheet on your stand, this must consist of non-flammable material, or be treated to

render it non-flammable. Please also ensure that you leave a duplicate key at the Organiser’s office, so that the

cleaners may gain access to your stand.

Night sheets must be firmly rolled up and secured, if left on the stand during the day, so as not to cause any

obstruction.

Open hours

For all event times please see Timetable, Page 5

Organisers’ office

The organisers' office will be operational throughout the tenancy period from 08:00 each day. This will be located

adjacent to the Visitor Entrance off the Boulevard and will be clearly signposted. If you have any queries prior to

this, please contact:

Claire Hanratty or James Tozer at Food Matters Live

Tel: 07772 460 703 / 07968 563 037

Email: [email protected] / [email protected]

Pallets

You are reminded that you are responsible for the removal of any pallets used to deliver goods to your stand. A charge

will be made to you for the disposal of any pallets which are not removed.

Parking

ExCel London offers on-site car parking for 3700 cars, including 2000 spaces directly beneath the Venue. Parking at

ExCeL is chargeable, however there is free of charge parking available to exhibitors and contractors for Lorry & Transit

sized vehicles during the build-up and breakdown period. Motorcycle parking is also free of charge in the designated

area in zone 3.

Car parking is available in the Orange Zone and multi-storey car parks on a Pay & Display basis. The ticket machines

are located within the car parks and accept coins, notes and credit cards. Please note that all “Pay and Display”

machines will be found in “stand-by” and will activate as soon as you insert a card or cash.

Car Parking Charge: Up to 24hrs £20.00

(Visitors can also pre-book online at https://www.excel.london/visitor/getting-here/driving-and-parking

Car parks are allocated on a first come, first served basis. Overnight sleeping within vehicles is prohibited.

ExCeL London operates an additional tariff for the lorry and coach park areas and these are charged as follows (costs

based on 24 hour durations).

Lorry Parking 3.5T and above £35.00 per day – Flat Fee during Open Days

Transit up to 3.5T £20.00 per day – Flat Fee during Open Days



https://www.excel.london/visitor/getting-here/driving-and-parking


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Car park height restrictions are as follows:

Under croft Purple and Orange Car Park 1.9m

Royal Victoria (Blue) multi-storey Car Park 1.9m

East Car Park No Restriction

Onsite Hotels have their own private car park facilities; please contact your relevant hotel for further information.

Bicycles may be parked at the racks opposite the entrance to the Novotel Hotel or by the West Taxi Rank.

A map showing the location of ExCeL’s car parks can be viewed by clicking:

http://excel.london/downloads/ParkingMap.pdf

Photography

Alex Beaton Photography is the official photographer for Food Matters Live 2019, and will be available to carry out all

onsite photography.

See Official Contractors and Service Suppliers, Page 11.

Prayer room

A Prayer Room is located off the Boulevard, adjacent to the S9 Hall Entrance.

Public address system

A public address system will be in operation during the build-up and breakdown. When the event is open, it will be

used for official announcements and emergencies only.

Refrigeration

See page 33 for more information on Food Matters Live official supplier and refrigeration guidelines.

Sampling – food and drink

Please refer to the Food Safety & Hygiene Regulations, Section 4Error! Reference source not found..

Security

We will provide general security within the exhibition halls. However the individual security of the stands and exhibits

lies within the responsibility of each exhibitor.

Whilst every reasonable precaution is taken to ensure the safety and security of personnel and equipment and the

premises are patrolled day and night, we cannot accept responsibility for any injury, loss or damage or any

consequential losses which may befall your personnel and their property.

We recommend that valuables, particularly of a portable nature are not left unattended on your stand. This is

particularly relevant on the closing evening and throughout the breakdown period. It is essential that you report any

incident involving the loss of property to us.

For information regarding additional security requirements please contact our Operations Manager Claire Hanratty.


http://excel.london/downloads/ParkingMap.pdf



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Please ensure that your contractors and staff wear passes and badges at all times.

Shell scheme stands and enhancements

See Stand Construction (Shell Scheme), Page Error! Bookmark not defined..

Smoking

Please note that smoking is strictly forbidden in the venue at any time. Smoking is permitted outside of the venue and

external smoking areas are provided. If you are a smoker, please consider others and use only the designated areas.

Taxis

There are Taxi drop off and pick up points for black cabs located at the West and East Entrances of ExCeL.

Temporary staff

Alexi Promotions are able to provide stand staff, hostesses and translators. They can provide staff for entire stands,

or just selectively for essential roles in such areas as sales, demonstration, hospitality, presentation, reception,

leafleting, linguistics (all major European languages) etc.

For further information please contact Maria Martin at Alexi Promotions directly

Tel: +44 (0)24 7639 9127


Web: www.alexipromotions.co.uk

Vehicles on stands

If you are displaying a vehicle on your stand, specific regulations apply. These are available at www.aev.org.uk/eguide.

Please liaise with the organiser regarding delivery and collection times, as this will need to be planned carefully around

the construction and dismantling of stands.

Visitor data capture (Data pens, scanners or barcode readers)

Each visitor and delegate badge contains a bar code. You can hire data scanners to scan these barcodes and compile

a record of all visitors to your stand. The day's contents of each scanner can be downloaded and you can receive a

print out or electronic version each day and at the end of the event.

To order data pens please visit the Food Matters Live Exhibitor Zone

http://www.foodmatterslive.com/account/account-login and follow the instructions on collect visitor details onsite.

For further information please contact Live Buzz:

Live Buzz


Waste disposal and recycling

See Venue Building Services, Page 57.

Water features If you are exhibiting any product or feature which requires water and is capable of producing spray or droplets, it is

essential that you adhere to the regulations contained in the Association of Event Venue’s eGuide

(www.aev.org.uk/eguide), in order to ensure that the risk of legionella bacteria is controlled.


http://www.alexipromotions.co.uk/






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All equipment and/or exhibits must conform to HSE approved code of practice L8 “The Control of Legionella Bacteria

in Water Systems” (ISBN 0-7176-1772-6).

Under no circumstances can connections be made to fire hydrant points and water must not be discharged on to the

floors or into ducts, but disposed of properly. Water and waste facilities can be ordered from the venue’s appointed

service partner, ExCeL Event Services.

ExCeL Event Services (EES)

T: +44 (0) 20 7069 4400

E: [email protected]

Water/waste, gas and compressed air

Liquid petroleum gas and other bottled gas are not permitted, unless used to demonstrate an appliance which only

runs on bottled gas, in this case, strict regulations apply.

For mains connection of venue plumbing services please apply to:

ExCeL Event Services

Tel: +44 (0) 207 069 4400


Download the Water and Waste and Compressed Air order form via the Exhibitor Zone at

http://www.foodmatterslive.com/account/account-login.

Welfare arrangements – CDM 2015 The majority of requirements required through CDM are already in place at ExCeL London. These requirements include, but are not limited to:

Access to toilets

Access to seating areas

Access to drinking water

Access to a retail food outlet ExCeL London’s Boulevard Welfare Map can be viewed in the Appendix of this guide.





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Section 3: Health & Safety

Regulations FOOD MATTERS LIVE 2019


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Health and safety

Organiser’s statement

The Organisers of Food Matters Live take their responsibilities, as laid out in accordance with the Health and Safety at

Work Act 1974 (HASAWA) very seriously and it is vital that Exhibitors and their Contractors do likewise.

Current legislation applies throughout the build-up, open and breakdown periods of the event, as does the eGuide

(Guidance for Working at UK Exhibition Venues). This can be viewed at: www.aev.org.uk/eguide

As Organisers, it is our policy to manage Food Matters Live in accordance with the above and make the exhibition a

safe environment so far as is reasonably practicable. This section of the guide has been produced to provide Exhibitors

with clear, simple suggestions for understanding and implementing a suitable and sufficient safety management

program to comply with Health and Safety procedures onsite.

As an Exhibitor you have a duty under HASAWA to ensure that all personnel contracted by you are aware that they

have a responsibility, so far as is reasonably practical, for the health, safety and welfare of all employees, and that any

plant or systems of work which may be used are so far as reasonably practical, safe and without risks to health. This

includes, that all employees are provided with information, instruction, training and supervision to ensure not only

their own health and safety but, also that of others working or attending the vicinity.

CDM (construction, design & management) 2015 regulations

New CDM Regulations came in to force in April 2015. CDM is here to help make our industry safer and we should

therefore be doing everything we can to ensure that we comply fully with the HSE (Health & Safety Executive).

The following Site Rules are areas to which you must give due thought and consideration, before and during your time on site. All personnel working within a CDM site must be inducted and informed of these Site Rules:

The ExCeL Emergency Procedures along with the location of the First Aid Centre within ExCeL, should be noted and communicated to all staff;

All Emergency Exits and gangways must be kept clear during build up/breakdown and throughout the open period. All emergency exits will be suitably signed;

Only authorised access is permitted into the exhibition halls. Children under the age of 18, the general public

and animals, except assistance animals, (including inside cabs of vehicles) are not allowed on site during build-

up and breakdown.

The consumption of alcohol is not permitted during build-up and breakdown.

All staff to ensure that good housekeeping is maintained within their Space Only site, thereby minimising hazards and allowing any remaining hazards to be easily identified;

Personal Protective Equipment (PPE) should be used only where other protective measures have been considered unrealistic. Such PPE should be suitable and sufficient for the job and all employees are to be trained in its use and limitations. Appropriate PPE must also be worn at all times on the Lorry Way;

There is a one way traffic system in operation on the Lorry Way which runs from West to East. The speed limit is 5mph;

No unloading is permitted on the hatched areas, located on the Lorry Way;

All Forklifts operating on the Lorry Way must be labelled;

Banksmen are required for all Forklifts going against the traffic flow;

Working at height must be done in a safe manner, using suitable equipment in the approved way e.g. steps, mobile scaffold towers, personal protective equipment;

Only acceptable substances will be allowed onsite and full compliance with the COSHH regulations is required;



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All portable power equipment is only used for the purpose for which it was intended and the correct safety guards are to be fitted and used. Trailing power leads must be kept to a minimum and should not cross gangways;

If you are involved in, or witness an accident or near miss while on site, you should report it to the Organiser’s office immediately.

Health and safety declaration

The Management of Health and Safety at Work Regulations 1999 requires co-operation and co-ordination with all

parties whilst sharing a workplace. It is a condition of entry into the exhibition that every exhibitor, contractor, supplier

and their agents comply with the Health and Safety at Work Act 1974 (HASAWA) and all other legislation covering the

venue. The Exhibitor accepts that it is their legal and moral responsibility to ensure that their own and others health

and safety is not put at risk by their actions (or inactions) during Food Matters Live.

All stand holders (not contractors) will need to submit a declaration of Health and Safety compliance. Please log into

the Food Matters Live Exhibitor Zone via http://www.foodmatterslive.com/account/account-login and complete the

online Health and Safety declaration affirming your commitment to co-operation and co-ordination with the

Organisers and the Venue. Deadline for submission is 4th October 2019

Risk assessment and fire risk assessment

All exhibitors must also complete a Risk Assessment and a Fire Risk Assessment prior to exhibiting.

For shell scheme exhibitors: An online Risk Assessment for Shell Scheme exhibitors can be found on the Food Matters Live Exhibitor Zone at http://www.foodmatterslive.com/account/account-login . Deadline for submission is 4th October 2019.

For space only stands:

All Space Only stands must undertake a risk assessment suitable and sufficient to their activities prior to the event. It

should identify the hazards present onsite and the ways in which you will minimise and control these hazards. The

risk assessment should be made available for inspection onsite, together with a copy of your company's Health and

Safety Policy.

Exhibitors must also complete a Fire Risk Assessment in order to comply with current legislation. For simple, shell

scheme stands, this may be included as part of the stand Risk Assessment. Any stand which is a complex structure or

space only stand on which large numbers of people could gather will need a separate Fire Risk Assessment.

By law, a Risk Assessment must be ‘suitable and sufficient’, but it must also be simple to understand and implement.

Key risk areas This is by no means a comprehensive list, but includes the main areas which normally give cause for concern. Please

give the following your due consideration whilst on site and incorporate them into your risk assessment:

Only commercial equipment appropriate for the task must be used, including tools and ladders.

Lifting operations must only be carried out by the appointed contractors who have fully trained and qualified

personnel. Craning operations must be cordoned off.

Hard hats must be worn at all times when in the vicinity of overhead working.

Vehicles (including forklift trucks) are to observe a 5 mph speed limit on the exhibition site and use a banks-man

when reversing. Beware of pedestrians at all times; they have right of way.




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Where possible, use only 110v or battery operated power tools. All portable tools are to be PAT tested prior to

coming on site.

Portable power tools and equipment must have the minimum length of trailing lead, if fitted, which must be

protected from damage and not left so as to cause a trip hazard.

Correct scaffolding must be used during the construction of any stands or structures, using safety features in

accordance with British Standards. Tower scaffolds must be properly stabilised and propped.

Contractors must wear suitable personal protective clothing relevant to the task; this includes head, eye, hearing,

foot and hand protection.

Understand the fire and emergency procedures. Notify your staff of the location of the first aid facility, fire exits

and emergency assembly points.

The work area must be maintained free from general waste materials which could present a hazard to operatives.

All waste should be disposed of in the proper manner.

Fire equipment will be supplied for stands by the venue. All extinguishers should remain in the position in which

they are placed and free from obstruction throughout the event. They are for use by venue and other trained

staff only.

5 steps to risk assessment

There are two key definitions which are an important part of the risk assessment vocabulary:

A “hazard” is something with the potential to cause harm (injury loss or damage).

A “risk” is the potential for harm to be realised. This is usually seen as a combination of likelihood and severity and

which is detailed in step two below.

The key is recognising that whereas there are a great many things which are hazardous, it is the context in which they

arise which dictates whether or not they are actually a risk.

The most widely accepted approach in the events industry is the five steps approach as follows:

Step 1: identify the hazard and who could be harmed

This is the hardest part as it involves predicting everything that could reasonably foreseeably go wrong. There are

various approaches to this based on the type of hazard or the type of harm as follows:

Types of Harm

Hazards that cause injury, such as a broken bone

Hazards to health, such as noise

Type of Hazards

Physical e.g. a vehicle

Chemical e.g. carbon monoxide in exhaust fumes

Biological e.g. food poisoning

Ergonomic e.g. upper limb disorders from working at a key board

It is important to consider the potential consequences and who could be harmed. For example with an electrical fault the consequences are both potential injury from the shock or a fire. Step 2: assess the risk This depends on the complexity of the operation.


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It is necessary to assess both the potential likelihood of an incident or accident and the potential severity if it does happen. A widely used format is shown below:

Likelihood Severity

1. Very Unlikely 1. Minor/First Aid

2. Unlikely 2. RIDDOR 3-Day

3. Likely 3. RIDDOR Major Injury

4. Very Likely 4. Death or very serious injury to one person

5. Almost Inevitable 5. Death or serious injury to many persons

Risks are assessed both before and after controls are put into place. Before controls, we are assessing what would happen if there were no controls. It is important when considering severity to assess the most likely outcome. Step 3: develop controls

Having determined what the hazards are, and to what extent they pose a risk we now need to do something about it. We are required by MHSWR to take a methodical approach which attempts to reduce risk at source. This can be considered under the following headings:

Eliminate the risk at source. There is a point at which any operation is simply too risky and you must consider this. An alternative is to find a different approach.

Substitute for a safer method or product. A good example is the use of emulsion paints as a substitute for the more hazardous solvent paints in stand build, or substituting a glass with a plastic cup for drinks.

Reduce the risk in a quantifiable way.

Isolate from the hazard.

Control the risk.

Personal Protective Equipment (PPE) are items such as hard hat and safety shoes. They are only effective if something goes wrong. A hard hat is only of use if something falls on your head. It also only protects you and not the person next to you unless they are wearing one too. Far better to prevent the object falling in the first place.

Discipline is also a method on which there is far too much reliance. It is fairly self evident that simply telling people not to do things that are unsafe and then punishing them when they do, is not an effective way of controlling risk.

The MHSWR and associated guidance also requires that risks should be mitigated with a view to achieving maximum reduction in the level of risk within the bounds of what is reasonably practicable. This means that the employer should do what is reasonable within the constraints of the available recourses in terms of time, money and personnel. This is not a licence to do nothing on the basis that it is too expensive, but should be the result of careful consideration. The key word here is “reasonable‟. The question to be asked is have you made reasonable provision to control the risks relative to the costs of controlling them? Step 4: implement controls This is the business of implementing controls on the exhibition stand itself. It is worthwhile considering all the practical implications of control measures before they are put into place. Step 5: monitor and review It is important to monitor the exhibition stand to ensure that prescribed controls are actually in place. You also need a system of reviewing risk assessments. Exhibition Stand risk assessments have a natural review cycle and a new one is required for each event. For routine operations every risk assessment should have a review date.


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Other times when risk assessments need to be reviewed are:

When there has been an accident or incident

When there is a significant change in personnel or process

When there is a change in the law

When monitoring reveals problems. If you require any further information, please contact Food Matters Live on Tel: +44 (0) 7772 460 703


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Venue emergency procedures

Please circulate a copy of the ExCeL Emergency Procedures below, to each member of your onsite team.

Emergency Procedures CONTENTS

FIRE

EVACUATION

ASSEMBLY POINTS

SECURITY INFORMATION

MEDICAL INFORMATION

INTERNAL TELEPHONE NUMBERS In any emergency: Medical, Fire, Security, Unattended packages 4444 Security enquiries 4445 Medical enquiries 5556 Telephones have been installed at key locations throughout the centre i.e. Hall Entrances, Exits and Stairwells Telephones are located at all entrances and exits from the halls. To call from an external line add the prefix 020 7069 xxxx.

FIRE On discovering a fire

Break the glass on the nearest Manual Call Point (coloured red), which are located adjacent to all exits. Or contact the Security Suite by dialling 4444 on an internal telephone or 020 7069 4444 immediately.

Only if you have been trained and it is a very minor fire and it is safe to do so, tackle the fire with the nearest suitable fire extinguisher. Always ensure there is a safe exit route before attempting to extinguish any fire.

In the event of a fire report You will hear the following instructions broadcast over the public address system.

“ATTENTION PLEASE, ATTENTION PLEASE, MR GOODFELLOW REPORT TO THE SECURITY SUITE” TAKE NO IMMEDIATE ACTION STAND-BY AND WAIT FOR FURTHER INSTRUCTIONS, AND PREPARE TO EVACUATE. REMEMBER DO NOT PUT YOURSELF AT RISK.

EVACUATION If an evacuation is necessary you will hear the following announcement broadcast over the Public address system, use the neatest available Emergency Exit route to the appropriate Assembly Point.

“ATTENTION PLEASE, ATTENTION PLEASE. HERE IS AN IMPORTANT ANNOUNCEMENT. IT IS NECESSARY TO ASK EVERYONE TO LEAVE THE BUILDING. PLEASE MAKE YOUR WAY CALMLY TO THE NEAREST EXIT. DO NOT RETURN TO YOUR VEHICLES. EVERYONE WILL BE RE-ADMITTED AS SOON AS POSSIBLE” In the unlikely event that an evacuation is necessary please remember to take your visitors with you.

CANCELLATION The fire procedure is cancelled by the following instructions broadcast over the public address system. “ATTENTION PLEASE, ATTENTION PLEASE, MR GOODFELLOW IS NO LONGER REQUIRED”


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SECURITY INFORMATION Unattended items:

Do not touch or move a suspicious item.

Remain vigilant at all times.

Be aware of suspicious people, incidents and packages.

Report them to the Security Suite, by dialling 4444 on an internal telephone or 020 7069 4444 immediately.

Follow the instructions that you are given. REMEMBER ALWAYS BE ALERT. NEVER LOOK AFTER ITEMS BELONGING TO OTHER PEOPLE.

SECURITY INFORMATION Bomb Threat: In the event of a bomb threat, you will hear the following announcement: “ATTENTION PLEASE, ATTENTION PLEASE. STAFF CALL 100”.

Do not leave the building.

Inform your colleagues, and then assist in searching for suspicious objects in your work area.

If nothing is found, tell your Fire Warden, who should report “Area Clear” to the Security Suite immediately after the search on internal 4444 or in person if necessary.

If you find a suspicious object, do NOT touch it or move it. Calmly clear the area of people and report to the Security Suite immediately on internal 4444 or in person if necessary.

The Emergency is cancelled by the announcement: “ATTENTION PLEASE, ATTENTION PLEASE. STAFF CALL 100 IS CANCELLED”

SECURITY INFORMATION Telephoned Bomb Threat:

Remain calm and listen carefully.

Write down all that is said.

Try to discover: Where is the bomb located? When is it going to explode? What does it look like? What type of bomb is it? What will cause it to explode? Did the caller plant the bomb? Why? Any other useful information.

Write down the exact time of the call.

Inform the Security suite, by dialling 4444 on an internal telephone immediately.

MEDICAL EMERGENCIES

The Medial First Aid room is located on level 0.

Medical enquiries 5556.

In the event of a medical emergency dial internal telephone number 4444.

If possible give the following information: - The location - The problem - Is the patient conscious? - Is the patient breathing? - Their approximate age? - Do they have chest pains? - Are they bleeding?


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Section 4: Food Safety &

Hygiene Regulations FOOD MATTERS LIVE 2019


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Health and safety – food safety & hygiene regulations

Sampling – food & drink

Any stand offering food and/or drink is by law categorised as a food premises and must therefore comply with all

legislative controls. Please be aware that this also applies, even if the food/drink is only being sampled, offered for

tasting or being provided as a giveaway.

If you are intending to offer visitors the opportunity to sample your products, please complete the Food Safety Form

included on the Food Matters Live Exhibitor Zone.

Any exhibitor wishing to carry out food sampling or selling, must complete a Food Safety Form and provide supporting

documents as required. A copy of the Food Safety Form can be downloaded from the Food Matters Live Exhibitor

Zone http://www.foodmatterslive.com/account/account-login

All sampling must be provided free of charge and provided in the sample sizes below:

Food: * Bite-sized portions * Individually wrapped items

Beverages: * Soft Drinks Maximum 100ml * Hot Beverages Maximum 100ml * Beers & Wines Maximum 50ml * Spirits & Fortified Wines Maximum 10ml

Where alcohol is being served, it is a condition of the venue that you should have an appointed Licence Holder on

your own stand to oversee the sampling of alcohol.

Food sampling must be carried out in such a way that visitors do not touch food that other people will eat, in order to

minimise the risk of cross-contamination. The guidance below should be followed:

Food should be placed to be sampled where you can see it and supervise visitors Visitors should not be allowed to sample food held from stock If possible, samples should be offered to customers from plates or small bowls If food items such as biscuits are being used to take sample food from dishes/bowls, only items that will not break off into the sample must be used (to prevent customers putting fingers into the food) Large bowls or piles of food for sampling must be avoided. Visitors should not be allowed to double dip biscuits/sampling sticks/spoons etc. Bowls, dishes or plates should not be topped up unless they have been properly cleaned after use Sampling Sticks (eg. cocktail sticks) or disposable spoons should be provided as necessary Visitors should be directed as to where to place any discarded items, such as stones from food or sampling sticks Different containers for food and waste should be used to help avoid confusion by visitors

Checks on food safety and hygiene will take place during the event to ensure compliance with following legislation:

1. Food Safety Act 1990 (as amended) 2. The Food Safety and Hygiene (England) Regulations 2013 3. EC Regulation 852/2004 4. The Food Information for Consumers Regulations 2014 5. The Food Information Regulations 2014 Please be aware that the above list is not exhaustive and you should ensure that you and your staff are up to date with your responsibilities with regards to handling food and drink.



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Processing, cooking and serving food/drink

Please be aware that any cooking that gives off large amounts of smoke or airborne fats are not permitted at ExCeL

London due to interference with the Venue Fire Safety controls

Equipment

Kitchen facilities are not available to hire from ExCeL and you are therefore required to provide your own kitchen

equipment. Wherever possible, stainless steel equipment is to be used. Kitchen equipment is available to hire from

Lowe Refrigeration and order forms can be downloaded from the Food Matters Live Exhibitor Zone at


Where hot food is provided, and not served immediately, hot holding facilities (eg. Bain Maries or hot food cupboards)

must be used to maintain a food temperature of 63˚C or above.

Reheating of cooked food must be carried out to a core temperature of at least 75˚C.

Refrigeration (chilled or frozen)

We have appointed Lowe Refrigeration as the official refrigeration supplier to Food Matters Live. They can supply a

wide range of refrigerators, freezers and cooking & catering equipment to your stand. To view the full range of

equipment available to hire, please click on www.loweref.com

All refrigerated units must be capable of operating at 0-5C. All freezer units must be capable of operating at -18C.

Temperature readings should be recorded on your HACCP records or by using the “Temperature Control Record

Template FML 2019” which can be found via the Exhibitor Zone.

Power supplies to stands will be switched off 60 minutes after the event closes each day including the final day of the

event. You need to advise us in advance if you require power for longer.

24HR POWER SHOULD BE ORDERED TO AVOID ANY REFRIGERATED/FREEZER UNITS FROM BEING TURNED OFF.

An adequate amount of probe thermometers and probe wipes must be provided to take the temperature of foods stored in refrigerated units, freezers, hot holding cupboards and cooked foods etc, Temperature readings should be recorded on your HACCP records or by using the “Temperature Control Record Template FML 2019” which can be downloaded via the Food Matters Live Exhibitor Zone at http://www.foodmatterslive.com/account/account-login.

Lowe Refrigeration can also provide chilled and frozen shared storage facilities on-site, which can be ordered by completing the order form located within the Exhibitor Zone. Please ensure that you book this facility before the deadline date with Lowe Refrigeration, as space is limited and will be allocated on a first come basis. The cold storage rooms will open at 12 noon on Sunday 17th November. Delivery before this time is unfortunately not possible, as the rooms will not have reached the correct operating temperature. The storage rooms will thereafter open daily from 0900 – 1700 hrs for you to access your goods throughout the event. The storage rooms will close at 1700 hrs on Wednesday 20th November, when the power supply will be disconnected. Please ensure that you have collected all remaining stock before this time as Lowe Refrigeration can accept no responsibility for products left in the storage rooms after 1700 hrs on Wednesday 20th November.





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For further details please contact:

Lowe Rental Unit J Knockmore Industrial Estate Lisburn, Co. Antrim Northern Ireland BT28 2EJ Tel: +44 (0)28 9260 4619 Fax: +44 (0)28 9266 0849 Email: [email protected] Web: www.loweref.com Contact: Rebecca Brownlie



Sink guidelines/washing facilities

It is the responsibility of each exhibitor to assess the extent of their operation and ensure that adequate, suitable and sufficient washing facilities are provided in conjunction with their operation. The following guidance will help you identify the hygiene and hand washing equipment required on your stand. The hygiene and hand washing equipment you need on your stand will be determined by the food activity you undertake on your stand. To use the guide, simply follow the yellow shaded boxes down the page until you find the activity you are intending to undertake at the event. Once you have found your activity look to the right to see what hygiene and hand washing equipment is required on your stand. FOOD ACTIVITY EQUIPMENT RENTED * Where a “feature stand” consists of several smaller “sub stands” then a single wash hand basin can be shared by all the “sub stands” comprising that feature stand. ** A communal sink will be provided for exhibitors to wash equipment and food. These are not for hand washing and do not remove the need for exhibitors to make proper provision for hand washing and hygiene on their stands.

Yes

No

Yes

No

Yes

Are you serving open high risk foods? (e.g. sushi, cooking or reheating bacon, burgers, sausages, or crepes)

Low Risk - Category 1

Sanitising hand-wipes, anti-bacterial hand gel and a supply of gloves required for personal hygiene.

Cleaning products are required for this level of activity, including anti-bacterial cleaner.

Are you only serving low risk, or pre-packaged products not requiring temperature control? (e.g. crisps, soft drinks, confectionary, biscuits, fully packaged cakes,)

Medium Risk - Category 2

A hand wash basin with an adequate supply of hot and cold running water with antibacterial soap and hand-drying facilities e.g. disposable

paper towels. *

Disposable utensils or sufficient quantities of reusable utensils must be provided so they can be washed using one of the communal sinks.

Cleaning products e.g. anti-bacterial cleaner.

High Risk – Category 3

A hand wash basin with an adequate supply of hot and cold running water with antibacterial soap and hand-drying facilities e.g. disposable

paper towels. *

A separate sink must be available for equipment

washing.**

A separate sink must be available for food

washing/preparation.**

Cleaning products e.g. anti-bacterial cleaner.

Are you serving unpackaged medium risk products including open food items? (e.g. ice cream, cakes and pastries) Are you demonstrating a product and providing samples? (e.g. from liquidisers, food processors) Are you providing samples of food prepared elsewhere?


Portable hand wash facilities can be hired from Lowe Refrigeration or from The Mobile Sink Company (https://mobilesink.com) Please complete their order form located on the Food Matters Live exhibitor zone, http://www.foodmatterslive.com/account/account-login

Staff training

All staff engaged in food handling must be properly trained, commensurate with their duties and supervised to ensure

that they work hygienically. Please ensure that you have all relevant certificates with you onsite, which may be

required for inspection.

Food business supervisors must have a Level 3 food hygiene certificate (catering) dated in the past 3 years. For each

individual the course followed must have been provided by a training organisation accredited by the CIEH, Highfield,

Royal Society for Public Health or international equivalent. On line training certificates will not be accepted.

All of the Food Business food handlers must have a minimum of level 2 (catering) dated in the past 3 years. For each

individual the course followed must have been provided by a training organisation accredited by the CIEH, Highfield, the

Royal Society for Public Health or international equivalent.

Food safety management system

A documented ‘Food Safety Management System’ is required whether you provide food/drink to the public at a price

or for free. It must be based on the principles of HACCP (hazard analysis and critical control point).

Any exhibitor bringing food/drink into the Venue and offering samples to visitors should undertake a Food Risk

Assessment (HACCPs).

A template to help you complete your HACCP is included via the Exhibitor Zone at


HACCP is a recognised way of making sure that the food safety hazards in your business are being managed responsibly and showing that this is being done day-in, day-out through the event. To develop your HACCP you should:

- Identify any hazards that must be avoided, removed or reduced - Identify the critical control points (CCPs) - the points when you need to prevent, remove or reduce a hazard in

your work process - Set limits for the CCPs - Make sure you monitor the CCPs - Put things right if there is a problem with a CCP - Put checks in place to make sure your plan is working - Keep records

The system must be documented to show you have properly considered all the risks to food safety that may exist from

your activity on your stand. Each stage of the process including where relevant: choosing suppliers, delivery, storage,

preparation, cooking, cooling, hot and cold holding and service must be covered.

Professional caterers are expected to have their own bespoke systems. If you are only offering low risk food/drink or

one or two foods/drinks then your system may well be very simple, perhaps just a few paragraphs, together with

monitoring documents such as temperature records. Using an appropriate Safer Food Better Business (SFBB) pack,

available free of charge from the Food Standards Agency http://www.sfbbtraining.co.uk, or an equivalent system will

be accepted. For additional information on hazard analysis please visit: www.food.gov.uk

https://mobilesink.com/



http://www.sfbbtraining.co.uk/

http://www.food.gov.uk/


Please ensure that the below documents are also available for inspection on your stand:

“Evidence of the “Authenticity” of the ingredients used in its menu. “Traceability” evidence for ingredients used in its menu.

Documents and equipment required on stands Exhibitors must ensure that all relevant items below are available on their stand on the event live days when free

food/drink sampling or the sale of food/drink is taking place:

A. Copy of full HACCP document for the activity on the stand B. HACCP monitoring sheets eg: Temperature record sheets C. Copy of FH certificates D. Copy of Food Hygiene Rating certificate/letter from Local Authority E. Probe Thermometer F. Antibacterial Probe Wipes G. Washing facilities (see above) H. Sanitizer to clean surfaces I. Fridges/Freezers with 24 hour power where required J. Allergy Advice Sign (see below) K. Detailed Allergen Information (see below) L. Sneeze Guards M. Cocktail Sticks/disposable spoons etc. for sampling

Food allergens

Exhibitors must comply with food labelling regulations, including those relating to allergens.

Food allergens can be life threatening and the only way people can manage a food allergy is to avoid the foods that

make them ill. An oversight on your part – such as serving someone a food they are allergic to – can damage the

reputation of your business as well as cause serious harm to your customer. Food allergens cannot be removed by

cooking.

Exhibitors need to provide information to consumers if any of the declarable allergens are in the food/drink they provide

or are in the ingredients used in their preparation.


The 14 allergens that should be declared are;

Celery Cereals containing gluten Crustaceans Eggs Fish

Lupin Milk Molluscs Mustard Nuts

Peanuts Sesame seeds Soya Sulphur dioxide

Your supplier has a duty to provide you with allergen information about products they have supplied to you and you

should ensure this has been done so you can in turn pass on the information to your customers

Pre-packed Foods bought direct from a supplier should have allergen labelling.

For Foods which are not pre-packed foods the information can be supplied;

On a menu, ticket or label that can easily be seen by customers. • Oral. – Oral information must be accurate, consistent and verifiable upon challenge.

If information is given verbally there must be a prominent sign or it must be otherwise clearly indicated that such information can be obtained upon request (see signposting to allergen info example below).

An example of a suitable sign can be downloaded from the Food Matters Live Exhibitor Zone http://www.foodmatterslive.com/account/account-login

It is not acceptable to say that all your foods may contain allergens.

It is not acceptable for you to say that you do not know whether or not a food contains an allergen listed above.

Allergen information must be specific to the food, complete and accurate.

Allergen information may be summarised using the Allergen Grid which can be downloaded from Food Matters Live Exhibitor Zone www.foodmatterslive.com/account/account-login

If you are planning to serve or sample food at Food Matters Live, please ensure you have completed Form 2 and submit it back to James Tozer. If you have any questions or issues please contact James - [email protected] or [email protected]






Section 5: Stand Construction -

Shell Scheme FOOD MATTERS LIVE 2019


Stand construction (shell scheme)

Please ensure that you consider accessibility to your products and services for disabled people when designing your

stand. Useful information on accessible stand design is contained within the Association of Event Venue’s eGuide at

www.aev.org.uk/eguide

CDM (construction, design & management) 2015 regulations The Construction, Design and Management (CDM) Regulations 2015 are now being enforced in the Exhibition & Events

sectors. The regulations apply to all ‘construction’ activities during the Build-Up and Breakdown periods of Food Matters

Live…

What are the responsibilities of an Exhibitor under CDM?

Exhibitors must ensure that their participation at the event is carried out safely. The Construction, Design &

Management (CDM) 2015 Regulations do not replace any existing law, but are intended to provide a framework to help

you ensure that your stand is constructed safely and help you understand your obligations.

CDM will only apply to Shell Scheme Exhibitors if you intend to carry out any construction within your shell scheme

stand (i.e. build within your shell scheme).

Stand dressing, pop-ups, mounting posters, placing display cases, freestanding furniture etc. do not constitute

construction.

If you are undertaking construction within your shell scheme stand you will need to follow the guidance for Space Only

stands, included in Section 6 of this guide.

Further information can be viewed at www.cdm4events.org.uk

Fully furnished shell scheme stand packages

If you have chosen to take advantage of one of our fully furnished shell scheme stands, then there are a number of things which you will find useful to know and which will help you in preparing your stand and how you use it.

Shell scheme specification

Food Matters Live Shell Scheme exhibitors will benefit from a fully furnished pre built stand package comprising:

2.5m high shell scheme system white walls, on an aluminium frame. Please note that the walls differ to typical trade show walls and are not suitable for hanging heavy graphic panels or fixtures.

Name and stand number panel to each open corner 1 x 500W power socket Recyclable cord carpet 1 x LED spotlights

Please see a proposed visual of a typical Shell Scheme stand below:


http://www.cdm4events.org.uk/


Shell scheme stand name panel

Please confirm the text for your company name panel via the Food Matters Live Exhibitor Zone at

http://www.foodmatterslive.com/account/account-login by no later than the 18 October 2019 to ensure your name

panel details are correct.

Shell scheme stand accessories

Should you wish to enhance your shell scheme stand further, you may order structural extras (e.g. shelving, built in

cupboards), additional lighting, power sockets, or furniture by contacting the suppliers concerned directly. A full

catalogue can usually be found by visiting the various supplier websites; in many cases online ordering is also accepted.

If you have any queries or require more details please contact the suppliers as per their contact details below.

Additional stand fitting or electrical requirements:

Fully furnished shell scheme package stands, include standard lighting and a power socket; exhibitors may order Stand

Fitting extras and additional lighting & power sockets by completing the orders forms contained within the Food Matters

Live Exhibitor Zone at http://www.foodmatterslive.com/account/account-login or by contacting:

Freemans & Co

The Freeman Company


Hammersmith Road,

London, W14 8UX

Tel: +44 (0) 2476 309236


Additional furniture requirements:

Should you wish to order additional furniture items which will complement the style of the stand, there is a range of

options which are available from 3rd Element Ltd. Please contact 3rd Element directly at:

3rd Element Ltd


Humber Avenue

Coventry

CV3 1JL

Tel: +44 (0) 2476 457 474








Shell scheme graphics

Freeman Ltd offer a convenient, creative and cost-effective service for the printing and installation of stand graphics.

They offer a variety of cost effective graphic options, ranging from vinyl graphics to printed banner wraps on a timber

frame to create a seamless finish.

Accurate dimensions for creating your artwork, can be requested from Freeman

Once you have ordered your graphics from Freeman, you can find more information about graphic submission

requirements and file transfer options online. http://www.foodmatterslive.com/account/account-login

The deadline date for all graphic orders is Friday 18th October 2019.

The Freeman Company


Hammersmith Road,

London, W14 8UX

Tel: +44 (0) 2476 309236


Clients own graphics

If you wish to affix your own graphics we suggest using double sided Velcro. If you have any questions, please contact

Freeman.

If you require an artwork design service, please contact Claire Hanratty, [email protected]





Section 6: Stand Construction -

Space Only

FOOD MATTERS LIVE 2019


Stand construction (space only)

Space only stand fitting regulations We want your stand to be attractive, effective, safe, and to be designed so that it can be built and dismantled within the

time available as part of our tenancy. As you design and build your stand, you will have to conform with the requirements

of the local authority (Newham), ExCeL London, and the terms and conditions set out on your contract to exhibit. Here

is some useful background information and some things to consider which will help you do that. Most of it is common

sense, and intended to be for the benefit of you and your neighbouring exhibitors.

If you have any issues or questions, please do not hesitate to get in touch with our Operations Team, Claire Hanratty or

James Tozer.

All stand construction must comply with the regulations contained in the Association of Event Venue’s eGuide, which

can be viewed at www.aev.org.uk/eguide. These regulations are common to the UK’s main exhibition venues and are

based on Building Regulations and British Standards.

Please consider accessibility to your products and services for disabled people when designing your stand. Useful

information on accessible stand design is contained within the eGuide.

CDM (construction, design & management) 2015 regulations The Construction, Design and Management (CDM) 2015 Regulations are now being enforced in the Exhibition & Events

sector. These regulations apply to all ‘construction’ activities during the Build-Up and Breakdown periods of Food

Matters Live…

What are the responsibilities of an exhibitor under CDM?

The regulations cover the management of health, safety and welfare when carrying out construction projects. Exhibitors

must ensure that their participation at the event is carried out safely.

The Construction, Design & Management (CDM) 2015 Regulations do not replace any existing law, but are intended to

provide a framework to help you ensure that your stand is constructed safely and help you understand your obligations.

Construction work includes, but is not limited to, the assembly and disassembly (build-up and breakdown) of

prefabricated elements to form a structure (e.g. space only stands, shell scheme interiors). The regulations identify key

roles (duty holders), each of whom will have specific responsibilities to fulfil.

Generally, each space only stand is treated as a separate construction site, within the main construction site. Exhibitors

assume the role of “Client” for the space you are hiring and as such, will commission a construction project in the form

of a stand.

You may appoint a Designer to design your stand (Principle Designer) and a stand build Contractor to build your stand

(Principle Contractor) or, a single company to provide both of these services, who will then assume the role of both

“Principle Designer” and “Principle Contractor”

Should you choose not to appoint either a stand designer or a stand contractor to build your stand, then the role of both

Principle Designer and Principle Contractor remain with the Exhibitor to fulfil.

Stand Designers and Stand Contractors should refer to the CDM 4 Events web-link www.cdm4events.org.uk




Summary of main responsibilities Under CDM you are defined as the ‘Client’ and your duties/responsibilities are:

Make arrangements for managing a project. You do not need a specialised CDM co-ordinator, however, you do need to ensure that someone is named as responsible for ensuring all of the required roles are fulfilled. The majority of your responsibilities can be delegated to your space only stand contractor, marketing agency or designer if you use one.

Ensure construction work is carried out safely and that welfare requirements are complied with. This can usually be delegated to your Stand Build Contractor or Agency.

Ensure a Construction & Dismantle Phase Plan is compiled; your responsibility here is to ensure that there is one. Your Designer/Contractor will do this for you, along with the Risk Assessment and Method Statements that they should be doing as part of their obligations under other legislation.

Stand fitting regulations Height limits and partition walls The maximum height limit for any form of single storey stand fitting, lighting, structure and/or graphic tower is restricted to 4m from the hall floor, including platforms. If you are designing and building your own stand, or if you plan to erect Clip, Nomadic or Pop-Up structures within your

space, you will need to construct freestanding partition walls between your own and any adjoining stands. These must

be to a minimum height of 2.5m (and a maximum height of 4m). If you do construct a partitioning wall over 2.5m in

height, you will have to dress the rear of the partition wall down to a height of 2.5m in a neutral colour and agree that

with your neighbouring exhibitor. Just to be clear, logos and branding are not to be shown on the rear face of partition

walls when these walls overlook neighbouring stands.

Open frontages Solid runs of stand walls along gangway edges need to have natural breaks. Any wall longer than 3m should have either breaks, glazed panels or other similar features at regular intervals. Stands will be more inviting and will please your neighbours if they are suitably open. They will also be on the right side of the fire regulations. At least 50% of each ‘open’ side should remain open. Such walls should be set back 0.5m from the open perimeter of the site. This is something we will look at when we receive your stand plans. Stand numbering All exhibitors should display their company name and stand number prominently on their stand so that they are visible and easily identifiable. Gangways

The gangways cannot be infringed in any way. No part of any stand or exhibit, including fascia, signs, lighting, corner

posts, etc, can be allowed to project into or over the gangway or obscure any fire or exit signs.

Platforms and plinths

If you incorporate a platform into your stand design; you will need to understand the following:

The general height cannot exceed 100mm - but areas may be higher for display purposes. Details of platforms exceeding 600mm in height, to which persons have access must be provided to us for approval by the Authorities and our Structural Engineers.

Corners should be splayed, rounded or angled and platforms should incorporate a ramp into their design for disabled access


The flooring must not be less than a nominal 25mm thick and be laid with close joints. Wood chipboard or block board used for a floor needs to be of a minimum thickness of 18mm. Obviously, platforms must be of a strength and stability sufficient to carry and distribute the weight of the stand fitting, stand personnel, visitors and exhibits having regard to the loading limits of the Venue floors.

Doors, windows and enclosed places

All doors and windows must open outwards. Doors and windows which open outwards shouldn’t infringe on the

gangways or neighbouring stands i.e. they should be set back from the stand perimeter.

All doors have to incorporate a vision panel of clear glazing at sight level (including for wheelchairs) giving a zone of visibility between 500mm and 1500mm above floor level. The exception to this is doors to small storerooms, where a small panel may suffice. Enclosed rooms within stands must be provided with a means of alerting any occupants of the need to evacuate that room. Rooms may contain no more than 50 persons at any time. Vision Panels must be fitted to any doors into storage or meeting spaces were the door can be locked. Safety and escape Adequate means of escape must be provided from all stands. Alternative means of escape and adequately maintained general and safety lighting with exit notices illuminated by both primary and secondary lighting systems, must be provided to any enclosed area. Exit signs must be a minimum height of 200mm and a minimum width of 400mm. They must be on a 24 hour emergency electrical supply and illuminated at all times. Suspension of fittings and fixing to the floor

Under no circumstances can products or any type of stand fitting be suspended from the Hall roof structure, nor may

any fixings be made to the structure of the building including the floor.

Floor coverings and dilapidations All gangways and common areas will be carpeted by our carpet contractors. If you are building your own stand, you will have to incorporate your own appropriate floor covering. Freeman are our recommended supplier, as their carpet is 100% recyclable. For further information please contact Freeman or complete the form located on the Food Matters Live Exhibitor Zone at http://www.foodmatterslive.com/account/account-login.

Please ensure that all carpet/carpet tape is removed from the Hall floors. A charge will be made by the venue for any

carpet/carpet tape left at the end of the tenancy, which will have to be forwarded on to the Exhibitor concerned. Only

the recommended carpet tapes may be used directly onto the hall floor.

Platforms can be supplied by Expo Floors. For a quotation please contact them via their web site: www.expo-floors.com. If you lay your own carpet or floor covering direct to the hall floor, please note that only certain approved floor tapes should be used. The Venue will only approve exhibition tape which has a low tack bottom, high tack grab top and does not leave any residue or cause any damage to the floor when removed.


http://www.expo-floors.com/


You will need to remove carpet tape at the close of the exhibition. The venue will charge us (and we will have to charge you) for the removal of any abandoned tape or damage caused to the hall floor. Please note: other forms of fixing to the hall floor, such as cable clips, nails and bolts are prohibited. The same applies to the clearing away of all exhibits and stand fitting materials – you must take them away or arrange for them to be disposed of. Please don’t just leave them, as you will be charged if someone else has to remove them. Rigging Under no circumstances can banner graphics or lighting rigs be suspended from the hall roof structure. Site surveys

It is recommended that you or your contractor examine the actual site of your stand area, in order to anticipate and

plan for adjustments to stand structures or displays.

Stand finishes

All space only stand holders should be aware that many stands will be overlooked from the Gallery/Seminar room

Corridors, it is therefore recommended that all stands be finished on top to maximise your stands impact to visitors at

the show. Likewise if a stand is higher than that of a neighbour and therefore the back wall is visible to visitors it must

be finished on both sides.

Space only stand design approvals process Stand plans and approvals – things you must do: If you are using a contractor, we’d like to have their details as soon as you have appointed them and no later 4th October 2019. Please include them on your online Health and Safety declaration form. Please login to the Food Matters Live Exhibitor Zone from at http://www.foodmatterslive.com/account/account-login to complete the Health and Safety declaration. If you require assistance finding a suitable contractor, please refer to the official contractors and supplier services section of this manual, Page 11. It is essential that your contractor is fully aware of their responsibilities under the relevant Health and Safety & CDM (Construction, Design & Management) 2015 legislation. Please reinforce to them that they must abide by all rules and regulations. Stand plans All exhibitors designing and building their own stands need to submit (or their contractors submit) full dimensional stand design drawings for review, together with a Risk Assessment, Method Statement and Construction Phase Plan. All plans and associated documents should be sent to: Food Matters Live Operations Team

Email: [email protected] Contact: James Tozer




V.1.1

All plans, risk assessments, method statements and construction phase plans need to be submitted by no later than 4 October 2019. All plans and documentation should be in English and must show the scale used, which must be no less than 1:50. They should clearly state:

the exhibiting company’s name and stand number the name and contact number of the responsible contractor details of dimensions, layout, position of exhibits and storage/office areas

The plans should include the following details:

A plan showing the exact location of the stand within the exhibition hall A plan view with external dimensions, indicating which sides are open onto gangways elevation views, clearly indicating the heights of all stand fittings details of all walling, platforms, demonstration areas, exhibits, graphics etc details of materials and fire protection.

Risk assessments All exhibitors designing and building their own stands (or your appointed contractors), need to carry out and submit a risk assessment, to include fire hazards, for the build-up, open period and breakdown of their stands. They have to assess fully any risks to other exhibitors, contractors, anyone working in or visiting the halls in this period. You must also include any risks to the public during the open period. These need to be sent to us along with stand plans, method statements and a construction phase plan. A sample Risk Assessment can be downloaded from www.cdm4events.org.uk

Method statements A method statement deals with the scheduling and management of space only stand construction. All space only exhibitors must obtain a suitable method statement from their principle contractor and submit it at the same time as the stand design, risk assessment and construction phase plan. A sample method statement can be downloaded from www.cdm4events.org.uk Construction phase plan A Construction Phase Plan sets out the arrangements for securing health & safety during the construction period. All space only exhibitors must obtain a suitable construction phase plan from their principle contractor and submit it at the same time as the stand design, risk assessment and method statement. A sample construction phase plan can be downloaded from www.cdm4events.org.uk

Stand fitting fire and safety regulations Construction materials

All materials used in the construction of stands, features and displays, including signs and fascias, shall be:

of a suitable nature and quality 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 in accordance with BS476- Part 7 water-based, where applicable, e.g. adhesives and paint

British Standards are the minimum acceptable standards for construction materials. Suitable samples of materials

may be submitted to the venue for approval. Materials may be tested on site to ensure that they comply.

Decorative materials Decorative materials used for stand dressing must be flame proofed or purchased already treated by use of the appropriate chemical.





V.1.1

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. Doors/vision panels Doors must have a vision panel with a zone of visibility of between 500mm and 1500mm above the floor. The exception to this is doors to small storerooms, where a small panel may suffice. Fabrics, drapes, curtains and hangings Drapes, curtains, hangings, etc must be inherently or durably flame-proofed. Otherwise they may be treated with a proprietary 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. Floor covering 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 prohibited. The organiser will incur a charge for any tape not removed by the end of the tenancy period, or any damage caused to the hall floor, which will in turn, be forwarded onto the Exhibitor concerned. Glazing All glazing used in the construction of stands must consist of safety glass (laminated or tempered) a minimum of 6mm thick. Areas of glazing within 800mm of floor level and over 0.5m2, where the smaller dimension of the pane is greater than 250mm, must conform to the thicknesses shown below (in order to comply with the ‘Code of practice for safety related to human impact’):

Nominal thickness Maximum pane size dimensions

8mm 1100mm x 1100mm

10mm 2250mm x 2250mm

12mm 4500mm x 4500mm

15mm or thicker no limits

Any uninterrupted, large areas of clear glazing shall be indicated with warning stripes, dots, logos, etc. Overhead glazing shall be of wired or laminated glass, or be otherwise adequately protected from shattering. Night sheets Night sheets must be made of inherently non-flammable material or of material satisfactorily treated to render it non-flammable. They shall be stored rolled-up and firmly secured and not cause any obstruction while not in use. Paint Only water-based paint may be used on site. If paint-spraying equipment is to be used, the method must be approved by the venue and not cause a nuisance to others. Protective measures shall be taken to ensure that no paint is spilt or sprayed on to the fabric of the building.


V.1.1

Plastic All plastic, including plastic plants and materials used for vision panels etc must conform to BS476 – Part 7, Class 1. Timber Timber under 25mm thick must be impregnated to Class 1 standard. Treated materials should have ‘BS476-Part 7, Class 1’ marked on them. Boards, plywood, chipboard, etc must be treated if under 18mm thick. The exception to this is MDF, which is acceptable for use due to its density. MDF may not be machined on site, as its dust is hazardous to health. Upholstery Upholstered seating must be non-combustible and marked with the appropriate standard. Gangways – build up and breakdown Emergency gangways must be kept clear at all times during the build up and breakdown of the exhibition, and anything left in any gangway will be deemed as rubbish by the cleaners and removed. Please ensure that your contractors are aware of this. It also helps if you time deliveries of materials and fittings so that your contractors and staff are able to deal with them when they arrive.

Insurance All stand holders are required to have adequate public liability insurance. Please arrange sufficient insurance to cover stand, goods and fittings exhibited at the event and provide proof of such insurance via the exhibitor zone at least 8 weeks prior to Food Matters Live. Exhibitors are also responsible for all claims arising from personal injury or damage to property during the periods of build-up, show open and breakdown. Please advise stand contractors, and any subsequent sub-contractors, that they will be required to demonstrate that they have adequate insurance cover. Should you or your contractor need to arrange insurance cover please contact: Hiscox

Tel: +44 (0)1376 330624

Website; https://www.exhibitor-insurance-online.com/quote?event=FML Stand demonstrations and displays All demonstrations, presentations and displays should be set back from the gangway to avoid congestion. Any equipment shouldn’t present a hazard, nor interfere with any visitors or other exhibitors. Sound should be kept to a reasonable level – technically no louder than 80 decibels – but practically such that it doesn’t disrupt neighbouring exhibitors. Disabled access We would like any disabled persons visiting Food Matters Live to be able to attend any part of the event. In order to facilitate this, we ask you to ensure that your stand and exhibits are easily accessible to disabled visitors. This may include (but not exclusively) providing wheelchair access ramps, induction hearing loops, low level desks, transaction aids and appropriate signage. The organisers and exhibitors have a duty by law, to make sure this is the case. We are responsible for ensuring that the stands and any other activities at the show comply with the Equality Act and the Disability Discrimination Act.



V.1.1

Section 7: Mechanical Services FOOD MATTERS LIVE 2019


V.1.1

Mechanical services

Logistics

Agility Fairs and Events Logistics Ltd are the official freight and onsite handling provider for Food Matters Live 2019.

This section contains information on Lifting at ExCeL, Onsite Handling, what to do with the Delivery of your Exhibits,

Accepting/Arranging for Deliveries onsite and Storage (both onsite and pre-event).

Lifting and onsite handling Agility Fairs and Events have the sole control of all aspects of lifting operations in and around the halls. If you require assistance for unloading, unpacking, repacking, lifting or positioning of your exhibits in the halls please make arrangements with Agility Fairs and Events.

Exhibits and other materials should not be sent to the site until Agility and/or your stand contractor are ready to

receive them.

An entry schedule for exhibits will be prepared and you will be informed by Agility of the date and time when your

goods can be delivered. If you cannot keep to this timetable you may have to wait until all other consignments are in

position before yours can be handled

For further information, please see the form found in the exhibitor zone or contact:

Agility Fairs and Events Logistics Ltd

Tel: + 44 (0) 207 069 5306

Fax: + 44 (0) 843 227 2033


Web: www.agility.com

Customs

Food Matters Live has been approved by HM Customs and Excise for facilities under the Temporary Importation (goods

for exhibition) Regulation as described in Public Notice 200. Overseas and Non EU Exhibitors should be aware of the

customs procedures relative to duty and VAT payments.

Exhibitors requiring customs clearance should employ the services of Agility Fairs and Events or your official freight

forwarder in advance of freight arriving into the UK. Please note that all exhibition goods must be customs cleared at

the point of entry into the UK.

Deliveries

All deliveries should be marked clearly for your stand (including stand number) the name of the event (Food Matters

Live), and must be sent to the ExCeL address below. Please note that deliveries shipped directly to the venue and

received prior to 17 November 2019 cannot be accepted. However, Agility Fairs and Events Logistics Ltd can accept

freight deliveries via their warehouse, between 11-16 November 2019. All such deliveries must be pre-booked through

Agility.




V.1.1

All direct offloading deliveries must be made during the Food Matters Live tenancy hours:

Sunday 17 November 08:00-18:00

Monday 18 November 08:00-18:00

Deliveries must be addressed to you as follows:

Food Matters Live 2019

(Exhibitor Name>

Hall……………Stand Number……………

c/o Agility Fairs and Events Logistics Ltd

ExCeL Exhibition Centre

Royal Victoria Dock


United Kingdom

Accepting deliveries

If you are intending to have any goods delivered to your stand by outside contractors, you need to arrange for a

representative of your company to be on the stand to receive them. We cannot accept responsibility for any goods

delivered to an unmanned stand.

Agility Fairs and Events are able to provide a courier receiving service onsite from 18 November 2019 whereby your

chosen courier can deliver to Agility Fairs and Events rather than your stand, which may be unmanned. Please note

this service is chargeable and requires booking.

If you are shipping goods from abroad to the UK and require storage before the 17 November you can use Agility Fairs

and Event services. They will receive goods from the 11th November and delivered Monday - Friday 0830 – 1700 hrs

Deliveries must be addressed as follows Agility ExCeL Warehouse address: Agility Fairs and Events ExCeL Exhibition Centre Bay 22 – 26 Sandstone Lane Royal Victoria Dock London E16 1XL

Onsite courier deliveries utilising Agility Fairs and Events

On arrival at the venue, couriers should report to the Agility warehouse/courier reception point that will be located

within the Traffic Marshalling Area at ExCeL (next door to the ExCeL Traffic Office) at which point Agility Fairs and

Events can arrange for delivery to your stand.

Access and badges including deliveries

All personnel working in the halls during build-up and breakdown must have a valid badge. Register for your

exhibitor badges on the front page of the exhibitor zone online, accessed from




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Traffic access: exhibitors and contractors with vehicles should report to the Marshalling Area at the Traffic

Administration Office off Sandstone Lane where they will be directed by a traffic marshal. Please note:

Because of limited access to the lorry ways, it is imperative that vehicles are unloaded within their allocated times

and then removed before exhibitors return to dress their stands.

Please note that NO deliveries will be permitted after 09:30 on the open days of the exhibition.

Please ensure there is someone on your stand to accept all deliveries - the Organisers cannot take responsibility

for signing consignment notes. In addition, although full security is in operation, you are advised to have a

member of staff in attendance both on your stand and at your vehicle. Please ensure that all hired transport

drivers/couriers are aware of this.

Shipping in advance: pre-event freight consolidation

Agility Fairs and Events will also be providing a pre-show receiving service, whereby exhibitors have the opportunity

to deliver shipments into their London warehouse.

Freight will be labelled, stored and then delivered onsite in accordance with exhibitor specific requirements. Please

note this service is chargeable and requires booking.

Please note that freight must arrive at Agility’s London depot by midday 16 November 2019.

In order to view pricing and to make a booking for delivery onsite or pre-event freight consolidation, please contact

Mark Dawson on the details below:

Agility Fairs and Events Logistics Ltd

Tel: +44 (0) 207 069 5306

Fax: +44 (0) 843 227 2033


Web: www.agility.com

Storage - packaging and removal

Packing cases must be removed from the halls. You should therefore make prior arrangements for the safe keeping

of such items with the lifting contractor, or with your shipping and forwarding agent.

Storage is not permitted behind stands or in void areas of the hall for fire and safety reasons.

Electrical installations/regulations

Electrical installations

We provide all necessary general house lighting throughout the exhibition halls. Lighting and other electrical

installations which you will require on your stand must be carried out by our official electrical contractors, and all

electrical installations on stands must comply with the regulations set out in the Association of Event Venues eguide

and of the venue and be subject to the inspection and approval of ExCeL.

The supply available is as follows: Lighting 230AC 50hz single phase; Power 230AC 50hz single phase; 415AC 50hz three

phase four wire. No more than one plug may be fitted to any one switch socket. 4 way adaptors on leads may be used

if fitted with a 2amp fuse. Box adaptors are not permitted.




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If you want to use your own electrical fitting you need to notify the electrical contractor who will make the connections

to the Hall circuits. Under no circumstances will an exhibitor’s own staff, or any other electrical contractor be permitted

to make lighting or power connections.

During build up, initial power connections to stands are made as soon as possible but will not be available for stand

construction by contractors at the start of the build up on Sunday 17 November unless a temporary supply has been

ordered from the official electrical contractor. A temporary electrical supply can be ordered for use during build-up

and breakdown, if required. Use of the venue’s electrical sockets is not permitted and cables must not cross gangways.

Once connected, power to stands during the build up period, will be available until 18:00 each day.

Power supplies to stands will be switched off 60 minutes after the event closes each day including the final day of the

event. You need to advise us in advance if you require power for longer.

If you require 24 hour power, please arrange this with the electrical supplier.

On the last open day, power will not be switched back on under any circumstances, due to the hazards presented

during the breakdown of stands. If you need a supply beyond this time, please also arrange this with the appointed

electrical contractor.

Space only contractors need to contact our Electrical Service suppliers direct with their electrical requirements.

Please complete the Electrical Mains order form.

Electrical installation regulations

Please note the installation regulations apply to all stands, exhibitors, contractors and exhibitors. Please make sure

that your stand designers and contractors are aware of them. All electrical work must comply with the Regulations of

the "Association of Event Venues" (AEV), ExCeL London, and FM Global Ltd.

It is hoped that the following précis will enable you to fully understand the implications of the Regulations and ensure

that safety is maintained by their implementation.

All wiring must be carried out in PVC, Elastomeric or other plastic sheathed cables, not less than 1.5mm2 and

300/500 volt grade, complying with the appropriate British Standard specification and with a current density

not exceeding that recommended by the Institute of Electrical Engineers. All wiring must be physically

protected to the satisfaction of the venue and all circuits must be separately protected for excess current with

appropriate fuses.

Prefabricated, pre-wired units may be used, provided that the electrical contractor is informed in advance of the

electrical loading of the unit, and that the wiring of the unit is to the required standards and also that any

electrical work on site relevant to the unit is carried out by the contractor appointed for the stand on which

the unit is to be displayed. A lighting final sub-circuit is limited to a maximum of 1200 watts. A 30mA RCD must

be fitted at the installation source in an accessible position.

All installations will be tested for compliance with the Regulations and will NOT be energised if found to be unsafe.

Appliances supplied and used by stand holders must be tested before being used and proof of this will be required.

Stand holders own equipment must also comply with the Regulations and will be subject to spot checks.

Stand switch fuses and distribution boards must be accessible at all times.

No exposed means of cable joints will be permitted.

Socket outlets must never be closer than 2m to a sink unit (Unless protected by an RCD) and floor sockets must be

waterproof.


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Adaptors - Multi-way plug-in type and bayonet adaptors are not allowed. The use of Trailing-Block type 4-way

fused sockets is restricted to one 4-way unit per fixed socket outlet, subject to a maximum loading of 500

watts total. The plug must be fused accordingly and the maximum flex length from plug to Trailing Block Unit

is 2m.

All electrical equipment must be suitably guarded with proper consideration for its use.

Lamps and appliances with high temperature surfaces should be guarded and used well away from combustible

materials.

All appliances for heating purposes (including kettles, cookers or heaters) must be thermostatically controlled.

The wiring of stands in flexible cords is not allowed. The maximum length of flexible cord to an appliance is 2m.

Extension leads on reels/drums or in coils of flexible cord are not permitted.

Plug tops must comply with the appropriate British Standard and be suitably fused. Not more than one flexible

cord shall be connected to one plug.

No flashing lights or signs will be permitted, but sequence lit displays may be used subject to our approval. Where

a fascia or display is illuminated, the strength and colour of lighting must not interfere with other stands.

The use of laser equipment can be permitted only with our written consent. This consent is subject to Local

Authority approval and any inspection charges incurred may be passed on to the Exhibitor.

All electrical installations must conform to BS 7671:1992 Requirements for Electrical Installations (formerly the IEE

Wiring regulations Sixteenth edition)

Please note: A full copy of the “AEV” Rules and Regulations is available from the Organiser. These regulations are

subject to revision or addition at any time.

Venue building services

Waste disposal and recycling

Our policy is to plan to reduce waste as much as possible and if we cannot plan to reduce it sufficiently, then we recycle

it, and dispose of as little as possible.

ExCeL London operates a Materials Recycling Facility (MRF) onsite and colour coded bins for all events. The MRF is

able to recycle paper, cardboard, plastic, wood and glass. The only exceptions are glue products such as chipboard,

MDF and plywood. Recycling cages are located in the lorry ways at ExCeL, please make use of them.

ExCeL London Cleaning, will be collecting plastic, cardboard, paper, glass and wood (without nails) from the exhibition

floor for recycling. Please assist them by separating your waste and flattening any cardboard boxes where possible.

Exhibitors or their contractors leaving excessive or hazardous waste at the end of the event will have to be charged

for its removal. Excessive waste is defined as: more than 2 boxes of literature, stand fitting material and floor

coverings, pallets, packaging, cases and quantities of unsold stock or ‘give-aways’. Hazardous waste is classified by the

2005 Hazardous Waste Regulations as: light bulbs and fluorescent tubes, electrical equipment and fittings, gloss and

emulsion paint and their containers, aerosols (both full or empty), plus oily rags, oils and lubricants.

The collection of excessive waste can be arranged by contacting ExCeL London Cleaning prior to the event breakdown

on:

Tel: +44 (0)20 7069 4400

Contact: Helpdesk




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Please note that waste materials, however innocuous, should NOT be abandoned onsite, discharged into the drainage

system nor deposited in ExCeL’s waste disposal containers or skips. Disposal of such substances are subject to “Control

of Substances Hazardous to Health Regulations 1988”. However, should it be necessary for waste material to be

removed, the venue cleaning company can provide quotations for special skip hire.

See Official Contractors/Service Suppliers for further information, Page 11.

Venue piped services

For mains connection of venue plumbing and gas services please apply to:

ExCeL Event Services (EES)

ExCeL London

One Western Gateway

Royal Victoria Dock

London Docklands, E16 1XL

Tel: +44 (0) 207 069 4400

Fax: +44 (0) 207 069 4246


Download the Waste, Water and Compressed Air order form via the Exhibitor Zone at





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Section 8: Build up &

Breakdown Information FOOD MATTERS LIVE 2019


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Build up & breakdown information

Build up The event builds up over two days – Sunday 18 and Monday 19 November 2019

Sunday 17th November 12:00-18:00 (Space Only)

Monday 18th November 08:00-20:00 (Space Only)

12:00-20:00 (all stand holders including Shell Scheme exhibitors)

Please note that all stand construction needs to be completed by 18:00 on Monday 18 November and the preparation

and dressing of your stand must be completed by 20:00 on the same day. From 16:00, all gangways must be clear of

all exhibits, packaging and stand fitting materials so that cleaning and final carpet fitting can be done.

Fully furnished Shell Scheme stands will be ready for dressing and preparation from 12:00 on Monday 18 November.

If you are have ordered graphics as part of your stand these will be complete by 12:00 on Monday 18 November.

Access and vehicle instructions

All exhibitors and contractors with vehicles requiring access to ExCeL must first report to the Traffic Administration

office on Sandstone Lane and register with the Traffic Marshals. Once registered, they will then be directed to the

appropriate lorry way for unloading.

On arrival there is a holding area in front of the Traffic Administration Office, please follow the marshal’s directions to

park, then proceed to the Traffic Administration Office in person with your vehicle registration details.

Drivers will then be issued with a Lorry way Access Document (LAD). This will detail the date, name of the stand, stand

number and vehicle registration number, it will also indicate a time limit for unloading.

Exit the Traffic Administration Office and return to your vehicle. You will be directed to a queuing system where you

should wait until space is available on the lorry way to unload which will be advised to you by a marshal.

Once in the queuing system, drivers must not leave their vehicles unattended. The reason for this is unattended

vehicles will stop other exhibitors from gaining access to the lorry ways. Any unattended vehicle will be ticketed and

a fee levied. Vehicles causing an obstruction or unauthorised extension to their time limit will also be ticketed and a

fee of £300 levied. If extra time is needed please see a traffic marshal.

On completion of unloading/loading, vehicles must move to the relevant parking area or leave the site immediately.

In the event of a vehicle breakdown or accident, please contact a traffic marshal immediately.

The co-operation of all drivers in observing these processes is appreciated.

Vehicles must carry the LAD document at all times to identify exhibitors', agents' or contractors' delivery vehicles.

Please note that the area around the halls is for delivery or collection only – PARKING IS NOT PERMITTED.

Lorry and Transit Sized Vehicle Parking:


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All lorry/transit type parking is subject to availability. Lorry/transit type vehicle parking is free of charge during build

up and break down days but there is a £35 per day charge for lorries (vehicles over 3.5 tonnes) and a £20 charge for

transit type vehicles (below 3.5 tonnes) during event open days.

Breakdown Once all visitors have left the halls, exhibitors and contractors are able to start the breakdown of their exhibits and stands as follows:

Wednesday 20 November

All Shell Scheme stands will be dismantled at 18:00hrs.

17:15-20:00 (Restricted access no vehicles over 3.5 tonnes)

Please note: There is no access for Space Only Exhibitors

dismantling in the exclusion zone until Friday 23rd Nov at

8am

Thursday 21 November 08:00-15:00

No exhibits are able to be removed before the exhibition closes at 16:00 on Thursday 22 November nor are any

contractors able to be allowed into the exhibition area until this time. Please ensure your contractors are aware of

this. Lorry way access documents can be collected at any time from 15:00 on Thursday 22 November.

All materials, packaging and waste must be removed from the halls and stand dismantling completed by 16:00 on

Thursday 21 November 2019.

Vehicle Instructions All vehicles entering the site must first report to the Traffic Administration office, on sandstone lane and collect a Lorry

Way Access Document. This can be done at anytime from 15:00 on Wednesday 20 November, vehicles will then join

the queuing system. Please have your vehicle details with you when you go to the office. You will have a limited time

period for loading.

Once in the queuing system, drivers must not leave their vehicles unattended. The reason for this is unattended

vehicles will stop other exhibitors from gaining access to the lorry ways. Any unattended vehicle will be ticketed and

a fee levied. Vehicles causing an obstruction or unauthorised extension to their time limit will also be ticketed and a

fee of £300 levied.

Any Vehicles arriving on site before 14.15 will be charged £30 for parking.

Vehicle access

Vehicles under 3.5 Tonnes will have access to the lorry way on Wednesday 20 November from approximately 16:00.

All vehicles 3.5 tonnes and above: Will only have hall access for breakdown on Thursday 21 November from 08:00. No

site access will be permitted on Wednesday 20 November unless pre-arrangement has been made with the official

Lifting Contractor, Agility Logistics, when access may be available from 1800hrs. There will be parking available for

those vehicles arriving on Thursday afternoon.

Removing hand carryable items Exhibitors with hand carryables wishing to access the car parks may do the following:


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South halls exit the halls via the toilet stairs/lifts by lorryway shutters S3 & S5 down to the dockside turning towards the under croft exit points, this will take them to the purple car park under the building.

No goods will be allowed out of the halls and into the car parks via the Boulevard.


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Section 9: Checklist and

Deadlines FOOD MATTERS LIVE 2019


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Checklist and Deadlines

Please review the following items and make a note of the completion deadlines, paying particular attention to those

items marked 'compulsory' which must be completed by the due date.

Item Due Date How

All exhibitors

FORM 1 -Exhibitor Health and Safety Declaration (compulsory) 4th October Click Here

FORM 2 – Exhibitor’s Food & Drink Safety Form 4th October Click Here

FORM 3 – Risk Assessment – Shell Scheme Exhibitors 4th October Click Here

FORM 4 – EventPro – Audio Visual & IT Equipment 1st November Click Here or www.eventproav.co.uk/order (password

“uk”)

FORM 5 – 3rd Element Furniture - Order Form ASAP Via Food Matters Live Exhibitor Zone

FORM 6 – Freeman Main Electrics Only Order Form 11th October Click Here

FORM 7 – Freeman Shell Scheme Electrics Order Form 11th October Click Here

FORM 8 – Freeman Shell Scheme Extras 11th October Click Here

FORM 9 – Freeman Digital Preparation Requirements 21st October Click Here

FORM 10 – Freeman Graphics Order Form N/A Click Here

FORM 11 – Agility, Storage and Logistics Order Form 4th October Click Here or Click Here

FORM 12 – ExCel London – Hall Piped Services Rate Card and Order

Form

1st November Click Here

FORM 13 – ExCel London – ITC Wireless Order Form 2019 ASAP Click Here & Click Here

FORM 14 – Blue Lavender 2019 Floral Order Form & Brochure 4 November Via Food Matters Live Exhibitor Zone

FORM 15 – Lowe Refrigeration – Catering Equipment Order Form 7th November Via Food Matters Live Exhibitor Zone

FORM 16 – Lowe Refrigeration – Chilled/Frozen Equipment Order

Form

7th November

FORM 17 – Lowe Refrigeration – Chilled/Frozen Storage Order Form 7th November Via Food Matters Live Exhibitor Zone

Temperature Monitoring Record Template Must bring to event Click Here

Food HACCP Guide 4th October Click Here

Allergen Chart 2019 Must bring to event Click Here

Stand Catering Orders ASAP Via Exhibitor Zone and email [email protected]

Accommodation - Event Express 21st October Via Food Matters Live Exhibitor Zone

Visitor Data Capture (Date Pens) 21st November Via Food Matters Live Exhibitor Zone

Exhibitor Badges 21st November Via Food Matters Live Exhibitor Zone

Space Only exhibitors 4th October Contractor to produce documents and send to [email protected]

../../Forms/FORM%201%20-%20Health%20&%20Safety%20Declaration%20Word%20-%202019.doc

../../Forms/FORM%202%20-%20Exhibitor's%20Food%20&%20Drink%20Safety%20Form%20-%202019.doc

../../Forms/FORM%203%20-%20Risk%20Assessment%20-%20Shell%20Scheme%20Exhibitors%20Word%20-%202019.doc

http://www.eventproav.co.uk/order

../../Forms/Food%20Matters%20Main%20Only%2019.pdf

../../Forms/Food%20Matters%2019%20%20Shell%20Scheme%20Electrics.doc

../../Forms/Freeman%20Shell%20Scheme%20Order%20Form%20-%20FML%202019%20(1).pdf

../../Forms/FREEMAN%20DIGITAL%20PRE%20GUIDE%20Oct%2018%20issue.pdf

../../Forms/Graphic%20Options%20Food%20Matters%20Live%202019.pdf

../../Forms/FML19%20ONSITE%20HANDLING%20ORDER%20FORM.PDF

../../Forms/FML19%20Freight%20%20Handling%20Order%20Form.pdf

../../Forms/Hall_piped_services_rate_card_2019.pdf

../../Forms/ITC_wireless_order_form_2019.pdf

../../Forms/ITC_event_order_form_2019.pdf

../../../Health%20and%20Safety/Food%20Hygenie/Temp%20Record%20Sheet%20-%202019.doc

../../../Health%20and%20Safety/Food%20Hygenie/HACCP%20Guide%20-%202019.pdf

../../../Health%20and%20Safety/Food%20Hygenie/FSA%20Allergen%20Chart%20-%202019.doc




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Space Only - Stand plan submission (compulsory ) to include RA, MS &

CPP

4th October Contractor to produce documents and send to

[email protected]
