the uk’s festival of aviation · (lhr) is located 75 miles away, birmingham is approx. 35 miles...

The UK’s Festival of Aviation The Event Management team welcomes you as an Exhibitor to AeroExpo UK

and Heli UK Expo 2016 respectively.

This manual is designed to ensure that your participation goes as smooth as possible. It lists all the services and facilities available at both shows.

Every exhibitor must submit or complete the Health & Safety Declaration, Risk Assessment and the Method Statement forms online.

The Contractor forms need to be filled in and returned to the Contractor. It is in your own interest to ensure deadline dates are adhered to, as failing to return some forms will result in your company being disappointed.

Designers and contractors involved in your participation need to see forms pertaining directly to their responsibilities.

Should you have any questions regarding any aspect of the events please contact one of the team members listed below.

Exhibition Director: Alex Ayling T: +44 (0)20 8391 6779 [email protected]

European Sales Manager: Astrid Ayling T: +44 (0)20 8391 6773 [email protected]

Event Manager: Roxana AylingT: +44 (0)20 8391 6775 [email protected]

Accounts: Wendy PayT: +44 (0)20 8391 6776 [email protected]

Sywell Aerodrome Sywell, Northampton NN6 0BN, UK

Show organised by:World Aviation Events Ltd.

Trident Court, One Oakcroft Road, Chessington, Surrey, KT9 1BD, UKFax: +44 (0)20 8391 6775

www.aeroexpo.co.ukwww.heliukexpo.com

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SYWELL AERODROME, UK

1 - 3 July 2016 1 - 3 July 2016

Contents

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Event Introduction

How to get to Sywell Aerodrome 3Exhibition Schedule for AeroExpo UK 4Exhibition Schedule for HeliUK Expo 5Exhibition Form Checklist 6Official Contractors 7

Your Stand

Shell Scheme Stand 8Space only Stand 9-11Shell Scheme Stand – FAQ 12

Safety Requirements

Health & Safety 13-15Emergency Procedures 16

General Information

Information – A-Z 17-19Delivery and Removals 20AeroExpo UK & Heli UK Expo – FAQ 21-22

Order Forms

Admission Arrangements 23Additional Passes 24Contractor Nomination 25Furniture Order Form 26Freight Handling Form 27Electricity Order Form 28Electricity Order Form 29Electricity Opt out AeroExpo UK 30Electricity Opt out Heli UK Expo 31Health and Safety Checklist 32Risk Assessment AeroExpo UK 33Risk Assessment Heli UK Expo 34Method Statement AeroExpo UK 35Method Statement Heli UK Expo 36

To Download Contractor’s Order Forms

For AeroExpo UK please click on this link:

www.aeroexpo.co.uk/exhibiting/exhibitor-services/

For Heli UK Expo please click on this link:

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Access to Sywell Aerodrome by Air, Road and Train is straight forward

By AirAs well as fly-in facilities (see below), Heathrow Airport(LHR) is located 75 miles away, Birmingham is approx.35 miles and London Luton Airport is 45 miles away.

By RoadSat Nav Postcode: NN6OBNFrom the South (M1): Leave the M1 at Junction 15 andjoin the A45 to Wellingborough. Continue around 12miles before taking a left onto the A509 (Wilby Way).Continue straight across the next two roundabouts,then turn left into Sywell Road. Cross anotherroundabout and at the end of the road turn left ontoMoonshine Gap. Follow this road for two miles and theentrance to the Aerodrome will appear on your right.

From the North (M1): Leave the M1 at Junction 16 andjoin the A4500 to the A43 going north to Sywell.

Using the A1/A605/A14: Join the A14 towardsKettering. Just past Kettering take the A43 signpostedNorthampton and Broughton. About 7 miles take thefirst left on the roundabout signposted Sywell. At the Tjunction in Sywell village, turn left. In around 1/3 of amile the Aerodrome will appear on your left.

By Train A regular service runs into the nearby Wellingboroughand Northampton stations from where SywellAerodrome is just a short taxi ride. For train times andup to date travel information please check National RailEnquiries: www.nationalrail.co.uk or +44 (0)8457 48 4950.

Wellingborough Station (5 miles from Sywell Aerodrome)Trains from London St Pancras, Luton Airport, Leicester,Nottingham, Bedford. Rabbit Taxis - 01933 443939

Northampton Station (6 miles from Sywell Aerodrome)Trains from London Euston, Birmingham International,Coventry, Watford Junction, Stoke-on-Trent, Crewe.Amber Taxis - 01604 232666Please check times of trains atNational Rail enquiry service. +44 (0) 8457 484950 or www.nationalrail.co.uk

Flying-InExhibitors Fly-In for free£10 Single Engine£20 Multi-Engine£50 Business/Executive aircraftEntry into both Shows is free for pilots & a disocuntedticket rate of £10 is applied per passenger flying in.Pilots are also invited to the Saturday evening AviatorsParty.To book your arrival slot go on-line to: www.sywellaerodrome.co.uk/bookings.phpor phone: +44 (0) 20 8391 6775

AccommodationFor all information you need about visiting or staying in the Sywell area visit:

www.aeroexpo.co.uk/exhibiting/places-to-stayorwww.heliukexpo.com/visiting/places-to-stay

How to get to Sywell Aerodrome

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BUILD UP Schedule Site open hours

Monday 27th June Rigging and Carpet Laying 12.00 - 20.00hrsSpace only stand construction

Tuesday 28th June Space only Stand construction 08.00 - 20.00hrs

Wednesday 29th June Electrical fittings and 08.00 - 20.00hrsShell Scheme deliveries after 2pm.Space only deliveries

Thursday 30th June Shell Scheme deliveries 08.00 - 18.00hrs(Last delivery 18.00)

SHOW OPENS Hours Site open hours

Friday 1st July 10.00 -17.00 08.00 - 20.00hrs

Saturday 2nd July 10.00 -17.00 08.00 - 20.00hrs

Sunday 3rd July 10.00 -16.00 08.00 - 20.00hrs

BREAKDOWN Schedule Timing

Sunday 3rd July No Stands or Shell Scheme stands should be dismantled before the exhibition is officially closed at 16.00hrs

Sunday 3rd July Removal of exhibits and Shell Scheme stands 16.00 - 22.00hrs

Monday 4th July Dismantling of remaining stands 08.00 - 12.00hrs

All Stand fitting material must be off site by 12.00hrs Monday 4th July.

All Exhibitors and their equipment should be off shell scheme stands by 20.00hrs on Sunday 3rd July as contractors will be dismantling from 08.00 hrs Monday 4th July.

Exhibition Schedule for AeroExpo UK

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BUILD UP Schedule Site open hours

Monday 27th June Rigging and Carpet Laying 12.00 - 20.00hrsSpace only stand construction

Tuesday 28th June Space only Stand construction 08.00 - 20.00hrs

Wednesday 29th June Electrical fittings and 08.00 - 20.00hrsShell Scheme deliveries after 12 noonSpace only deliveries

Thursday 30th June Shell Scheme deliveries 08.00 - 18.00hrs(Last delivery 18.00)

SHOW OPENS Hours Site open hours

Friday 1st July 10.00 -17.00 08.00 - 20.00hrs

Saturday 2nd July 10.00 -17.00 08.00 - 20.00hrs

Sunday 3rd July 10.00 -16.00 08.00 - 20.00hrs

BREAKDOWN Schedule Timing

Sunday 3rd July No Stands or Shell Scheme stands should be dismantled before the exhibition is officially closed at 16.00hrs

Sunday 3rd July Removal of exhibits and Shell Scheme stands 16.00 - 22.00hrs

Monday 4th July Dismantling of remaining stands 08.00 - 12.00hrs

All Stand fitting material must be off site by 12.00hrs Monday 4th July.

All Exhibitors and their equipment should be off shell scheme stands by 20.00hrs on Sunday 3rd July as contractors will be dismantling from 08.00 hrs Monday 4th July.

Exhibition Schedule for Heli UK Expo

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The following is a calendar of the important dates by which the forms in this manual should be returned or contractors contacted. The early return of forms is always appreciated.

Return by Document Page Return to Check

ASAP Health & Safety Declaration Online AeroExpo/Heli UK Expo

28th May Additional Passes P24 AeroExpo/Heli UK Expo

28th May Contractor Nomination P25 AeroExpo/Heli UK Expo

28th May Furniture On website Europa International Ltd

28th May Shell Scheme Extras On website Europa International Ltd

28th May Shell Scheme Name Boards On website Europa International Ltd

28th May Lighting & Electrics P26-27 Richard Norman Electrics Contact direct

28th May Equipment Position (Electrics) P26-27 Richard Norman Electrics Contact direct

28th May Shell Scheme Electricity Package Opt Out P28-29 AeroExpo/Heli UK Expo

28th May Stand Plans Space Only AeroExpo/Heli UK Expo To be submitted

28th May Proof of Insurance AeroExpo/Heli UK Expo To be submitted

28th May Stand Security AeroExpo/Heli UK Expo Contact direct

28th May Freight & ForwardingSite Handling Form On website Europa Show Freight Contact direct

28th May Freight & Forwarding On website Darren Harris Courier Form [email protected]

28th May Continuous & Start Power On website Red Box InternationalOrder Form [email protected]

28th May Furniture & Floral On website About Plants Contact direct

28th May Example Risk Assessment &Method Statement P31-34 AeroExpo/Heli UK Expo Example Inserts

Exhibition Form Checklist

AeroExpo UK and Heli UK Expo has appointed the following contractors for both events: Please do not hesitate to contact any of our contractors for information on their services.

Car Parking, Cleaning, Delivery Schedule, Exhibitor Badges, Operations Security, Water & WasteWorld Aviation Events Ltd, Trident Court, One Oakcroft Road, Chessington, Surrey KT9 1BD, UKTel: +44 (0)20 8391 6775, Fax: +44 (0)44 2030 442701 Email: [email protected]

Catering Stand OrdersContact: Paul Massey Email: [email protected] Tel: +44 (0)777 378 0247

ElectricsRichard Norman Electrics Ltd PO Box 632, Guildford, Surrey, GU3 3LT, UKContact: Richard Norman Email: [email protected]: +44 (0)1483 233 900 Fax: +44 (0)1483 236 500

Freight HandlingEuropa Show FreightEuropa House, Prologis Park, Midpoint Way, Minworth, B76 9EH, UKContact: Jeff Broom Email: [email protected]: +44 (0)121 351 1700 Mobile: +44 (0)7710 588914

Furniture Europa InternationalEuropa House, Meaford Way, London SE20 8RAContact: Amanda Murphy Email: [email protected] www.europainternational.comTel: +44 (0)8454 303015, Fax:+44 (0)8454 303016 / 020 8676 9976

Floral Indigo Acre Flowers Ltd, 17 The Green, Ashby de la zouch, Leics, LE65 1JOContact: Glyn Hughes Email: [email protected] Tel: +44 (0) 1530 417 544

Ground Power Red Box InternationalContact: Email: [email protected]: +44 (0)1794 518888 Fax: +44 (0)1794 518848

Hotel AccommodationThe Aviator HotelFormerly the RAF Officers Mess, There are 54 en-suite bedrooms of which three are family rooms and two cater for the disabled. The Aviator Hotel, Sywell Aerodrome, Northamptonshire, NN6 0BNTel: 01604 642 111 www.aviatorhotel.co.uk Email: [email protected] ParkLocated less than 10 minutes drive from the airfield.There are 31 rooms with shower or bath en suite, all with either Double or Kingsize beds. Free WiFi is available and free parking. All guests are also offered complimentary use of the onsite luxury health club. The Clubhouse facility provides a bar and restaurant, open to all offering breakfast lunch and evening bar meals.Overstone Park Hotel, Billing Lane, Northamptonshire, NN6 0ASTel: 01604 647666 | www.overstonepark.comFor more accommodation information visit: www.aeroexpo.co.uk/exhibiting/places-to-stay orwww.heliukexpo.com/exhibiting/places-to-stay

NameboardsEuropa InternationalEuropa House, Meaford Way, London SE20 8RAContact: Amanda Murphy Email: [email protected] www.europainternational.comTel: +44 (0)8454 303015, Fax:+44 (0)20 8676 9976

Shell SchemeEuropa InternationalEuropa House, Meaford Way, London SE20 8RAContact: Steve Murphy Email: [email protected] www.europainternational.comTel: +44 (0)8454 303015, Fax:+44 (0)20 8676 9976

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Official Contractors

The shell scheme contractor is Europa International.Optional extras are available at additional cost, complete and return the form to Europa International if you wish to order additional items.

Walls – The shell scheme walls are a panel pole system 2400mm high x 955mm wide consisting of panels covered in Velcro-compatible grey Tweed-effect fabric. Fascias are fitted in a blue tweed effect panel.Corner Posts and facia clips are made in satin finished, anodised aluminium. The system does not require aceiling grid for stability. This provides greater flexibility for the fixing of graphics and other display items usingpins, tacks, staples or Velcro. ADHESIVE PADS, SCREWS OR NAILS MAY NOT BE USED.

Name Boards — All shell scheme stands are provided with one name board affixed to the facia, produced in a standard size, 1200mm X 127mm with lettering 50mm high, black vinyl Helvetica typeface,mounted on white Foamex.

Please complete the Standfitting Order Form with your stand name and number details.If not received, your name board will mirror the name of your show contract.

Carpet – All stands will be carpeted in a anthracite cord carpet.

Electrics and Lighting – Your stand package includes a single 500w socket (not 24hrs)and a strip light fitting. These will be in place upon your arrival. Please communicate with the electrician if the location of the socket is critical to your stand layout.

Weight – Heavier items may be hung by special hooks available from Europa International.For advice on suitable fixing methods, please contact Steve Murphy, Email: [email protected]: +44 (0)8454 303015, www.europainternational.com

Shell scheme regulations• The maximum height for interior construction within the shell scheme is 2.44m.

• If you intend to build or decorate within the shell scheme, you must contact Europa Exhibition Services torequest the correct internal measurements within your stand.

• You must not make any alterations to your shell scheme without prior written permission from the organisers. This includes the use of platforms or alternative flooring.

• You must ensure that any contractors you employ abide by the rules and regulations in this manual.

• You must commence interior display work on your shell scheme at the earliest possible opportunity to ensure your stand is completed in time (latest by Thursday 30th June 20.00hrs).

• No fixings may be made to the fabric of building.

• Dressing/decorations must comply with fire regulations and be fire retardant.

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Shell Scheme Stand

1. Space Only Regulations

Completion Times• You should start building your stand at the earliest moment to ensure your stand is completed in time. Self-built stands can start as early as Monday 27th June at 12.00 for Hall A. Tuesday 28th June at 08.00 for Hall B & C and must be completed by 18.00hrs on Thursday 30th June.

Contractors• You will need to inform your stand builder of the stand fitting information and regulations. • Any contractor you employ must abide by the rules and regulations in this manual. • Any damage caused by your contractors will be charged directly back to yourself as their employer. • Your contractor must supply Risk Assessment, Policy statement and arrangments for Health & Safety on site.

Disabled Access• When planning your stand, please take into account wheelchair access. If a platform exceeds 38mm in height, a ramp (gradient 1:12) must be incorporated for disabled access.

Doors• If you are building a storeroom/office, doors must have a vision panel of minimum 320mm x 320mm.

Gangways• Please be aware of your neighbouring stands and visitor flow - don't block all side of your stand.• All exhibits must be kept within the boundaries of your stand.

General Stand Construction• Any construction that backs onto a gangway must be finished on the reverse.• You are responsible for examining your booked stand space.• You are responsible for ensuring that your stand is built on the correct floor markings - if you are in any doubt please inform the Organizer’s office onsite and our floor managers will be happy to help you.

• You are not allowed to fix to the fabric of the building.• All stand construction must be completely self-supporting.• All stand structures, signs and exhibits must be confined within the area of your stand and may not project into or over the public gangway.

Materials• All work must be carried out using non-flammable materials.• The use of softwood board is prohibited apart from counter tops and platforms, in which instance it must be impregnated to render it non-flammable and branded with a recognisable trademark.

Platforms• The general height of platforms should be 100mm.• Platforms higher than 60cm, which visitors have access to, require approval from the Local Authority. You must send plans and structural details for us to approve.

• All sharp corners, where two sides of a platform meet, must be rounded and smooth.

All building materials must comply with Sywell Aerodrome rules and regulations.

Stand numbering• To aid visitor flow, you must ensure that your stand number is clearly visible on each side of your stand.

Stand plan approvals• All stand designs must be approved in advance of the Show, to ensure that the design complies with the regulations. Once you have received written approval for the plan of your stand, you should not alter the design of your stand without informing World Aviation Events Ltd, and receiving approval for the alterations.

• Once you have forwarded plans to us, you will receive written confirmation within 10 working days,and subsequently you will receive a ‘Permission to build notice from World Aviation Events Ltd.

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Space Only Stand

Vehicles• If you are intending to bring a vehicle onto your stand, you must inform us and gain approval in writing. All petrol tanks can contain a maximum of 1 gallon of fuel and all batteries must be disconnected whilst in the hall.

2. Frequently asked questions

Q: What is included in my space only package?A space only stand means you will get the floor space on which to build your stand.( No equipment, carpet, nothing supplied)

Q: How high can I build my walls?There are different roof heights please talk to us prior to designing your stand.

Q: Do I need to finish the back of my walls? Yes, if the back of your walls can be seen then they must be dressed so that no unfinished walls areexposed. If you are next to a shell scheme, the walls are 2.4m in height. If your wall is higher than this, it must be finished to an acceptable standard.

Q: Do I need to submit plans for my stand?Yes, you must send plans to Roxana Ayling by 3rd June 2016 [email protected]

Q: Do I need to receive approval of my stand?Yes, after submitting your plans you will receive written confirmation and / or comments regarding your stand plan from us. Under no circumstances can work be commenced without a "permission to commence build" notice.

Q: Can I hang banners / graphics above my stand?No.

Q: Will I need a temporary power supply?Yes, if you are intending to use power tools etc. during build-up, you must order a temporary power supply for this period. We do not have any facilities for you to use, so please order your own supply in advance to prevent delays during build-up when you are busy. You can order temporary power from Richard Norman Electrics Ltd. Email: [email protected] Tel: +44 (0)1483 233 900.

Q: When can my stand builder arrive at Sywell to build my stand?Space only contractors may arrive from 12.00hrs on Monday 27th June (Hall A), 08.00hrs on Tuesday

28th June (Hall B & C).

Q: When can my stand builder commence breaking down my stand?Space only contractors may arrive from 18.00hrs on Sunday 3rd July.

Q: Will my contractors need a special pass for access to Sywell?Yes, please fill the additional passes form on page 23. We will then send passes out to your contractor once we have received the health and safety declaration form from you.

Q: Is cleaning included in the cost of my stand?Yes, your stand will be cleaned each night ready for opening the following morning.

3. DilapidationsThe use of nails, screws or bolts as fittings to the hall and floor is strictly forbidden. You will be charged forthe cost of making good, restoring or renewing any dilapidations to the hall or site, for example: marks bypaint and adhesive tape.

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Space Only Stand

4. GangwaysThe gangways used in this venue are the minimum permissible by law. Under no circumstances will exhibits,stand dressings, tables and chairs etc. be allowed to encroach into gangways. Please remember to keep allyour exhibits inside your stand at all times. All business i.e. selling, handing out leaflets, selling raffle ticketsetc. must be carried out on your stand only and not in the gangways.

5. Plan Submission Requirements For Space Only StandsWorld Aviation Events Ltd, as a service to you, will check all space only stand plans to ensure they comply to both show and venue regulations. We ask that you respect the deadline set for plan submission, 25th April 2015, and submit the necessary paperwork as detailed below.The following should be provided for all Space Only stands by you or your contractor:

• Two copies of the plan view and elevation, showing dimensions and positions of AV, walling, major exhibits and hall orientation.• Two copies of your risk assessment (see example at the back of this manual).

COMPLEX STANDS ONLY• Four copies of plans and risk assessment as above, plus;• Four copies of the construction method statement (see example at the back of this manual);• Four copies of relevant structural calculations.

Complex Stands are Defined as:

1. Stands exceeding 4m in height. 5. Ramps2. Any stand with a platform over 100mm above 6. Sound/lighting towers over 4m.the floor level to which people have access. 7. Temporary tiered seating

3. Suspended items, e.g. Lighting rigs 8. Elevated Machinery4. Raised walkways

All plans, calculations and documentation must be in English and should clearly state the exhibitingcompany's name and stand number, and the name and contact number of the responsible contractor. All drawings must show the scale used, which must be no less than 1:50.

NB: Responsibility ultimately lies with you the exhibitor to comply with all Health & Safety and plan submission requirements, and to ensure the safety of all persons at all times on your stand. After submitting yourplans, you will receive written approval and /or comments regarding your stand from us. Work cannot start onyour stand unless you have received a ‘Permission to Commence’ build notice.

Plans should be submitted no later than 3rd June 2016

6. Risk AssessmentsFor Health & Safety reasons, all exhibitors are required to carry out a risk assessment and complex standsare also required to submit a method statement for their stand. The method statement should take the formof statement of construction methods from your contractor - an example is included at the rear of the manual.Risk assessments are now a legal requirement at exhibitions in the UK. Your risk assessment shouldinclude the build-up, and breakdown periods, and must fully assess any risks to exhibitors, contractors,organisers or halls staff working or visiting the halls in this period. It must also include any risks to the publicduring the open period. A suggested format is included as an insert. Please refer to "Risk AssessmentGuidance" in the Health & Safety section, or contact Roxana Ayling for help on compiling your riskassessment.

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Space Only Stand

Q: How many walls are included in my shell stand?Your stand includes walls that are required to partition your stands from those surrounding you. The number of walls depends on the location of your stand.

Q: What is included in my stand?Carpet, walls (as above), fascia and name board, with a total output of 500w (not 24hrs), and strip light fittings.

Q: Can I request additional/fewer walls? Yes, if you require additional walls or wish to have more open sides please contact Steve Murphy, Email: [email protected]. There may be a small additional charge.

Q: What height are the panels?2.4m height.

Q: What is the width of each panel?1m wide (1000mm for display/955mm for graphic mounting).

Q: What colours will my wall be?Light grey.

Q: Can I attach graphics to my walls?Yes, using double sized velcro. You must not damage the walls. If you are in doubt please contact Europa International for advice.

Q: Can I change the carpet colour?Yes, Europa International can supply different colours of carpet for you at a charge of £4.00 per m2.

Q: What if I require additional lighting or electrics?For any additional electrical work, orders should be directed to Richard Norman Electrics Ltd. and should be submitted by 3rd June 2016. Please note that you may be charged more for late orders. The official contractor must carry out lighting and all other electrical installations on your stand. Email: [email protected] Tel: +44 (0)1483 233 900

Q: What if I do not require the electrical package provided with my stand?Please inform AvBuyer Events Ltd immediately.

Q: Can I hang banners/graphics above my stand?No, shell scheme exhibitors cannot hang banners above their stand.

Q: When should I arrive to decorate my stand?Shell scheme exhibitors may arrive from 08.00hrs on Wednesday, 29th June

Q: Where can I order furniture?For furniture see contractor details on page 7, or visit them at www.aeroexpo.co.uk/exhibiting/exhibitor-services or www.heliexpo.com/exhibiting/exhibitor-services

Q: Can I bring in my own furniture or hire it from a different company?Yes, you can bring furniture from any source – even your home.

Q: Is cleaning included in the cost of my stand?Yes, your stand will be cleaned each night.

Q: Who do I contact with further questions regarding my shell scheme?You can contact: Steve Murphy, Email: [email protected] Tel: +44 (0)845 303015

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Shell Scheme Stand – FAQ

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1. Policy StatementUnder Health & Safety legislation, exhibitors and their main contractors are responsible for all activities that take place ontheir stand throughout the event and any actions that could affect others not on their stand. This includes providing risk assessments and method statements (where necessary), as well as the briefing,communicating to and controlling of all their sub-contractors who work on their stand.

World Aviation Events Ltd is committed to providing, maintaining and promoting, so far as is reasonably practicable, thehighest standards of Health, Safety & Welfare at all our events. All exhibitors and contractors at events organised byWorld Aviation Events Ltd are expected to ensure that they provide a safe place and system at work, as is theirlegal duty under the Health & Safety At Work Act,1974 (HASAWA1974).Successful safety management requires the commitment, involvement and co-operation of all those on-site at an event. Please note you must Agree to the terms and conditions of the Health & Safety Declaration online, andprovide us with details of the member of staff responsible for health & safety on your stand. You must also provide detailsof your principal contractor.

World Aviation Events Ltd within the scope of its own laid down policies, have a responsibility to ensure that safe workingpractices are maintained at all times. This includes ensuring that provision is made whereby persons other than WorldAviation Events Ltd employees are reminded of their responsibilities whilst working at the exhibition centre.

As an exhibitor, contractor or other agent, you have a duty under HASAWA 1974 to ensure that all personnel contractedby you are aware that they have a responsibility, so far as is reasonably practicable, for the health and safety and welfareof all employees, and that any plant, or systems of work which may be used are safe and do not present a risk to health.This includes providing all your employees with suitable and sufficient information, instruction, training and supervision toensure not only their own health and safety, but also that of others working in the vicinity.

Under the Management of Health & Safety at Work Regulations 1999, exhibition stands are considered to be a workplace.It is therefore your responsibility to ensure that all your staff and subcontractors have received sufficient Health & Safetytraining and are provided with, and use, the correct protective clothing and equipment to enable them to carry out theirwork in a safe manner in accordance with the regulations, and the act.

You are also required to have with you on site a copy of your own health & safety policy document and risk assessmentfor each contractor employed by you. This may be requested during the exhibition. You must also ensure that you have a copy of the health and safety policy for each sub-contractor employed by you - excluding those appointed by theOrganisers.

2. Alcohol and DrugsThe abuse of alcohol, drugs and other substances can affect work performance and safety. Any person found to be underthe influence of alcohol, drugs or other substances, which in the opinion of the Organisers and their representativesconstitutes a danger to themselves or any other person using the venue, will be removed from the venue by security andif necessary further action will be taken to remedy the situation.

3. Prohibition of SmokingDuring the build-up and breakdown of both AeroExpo UK and Heli UK Expo events, there will be no smoking on theexhibition floor. This is a precaution against fires caused by discarded cigarettes. To make allowances for thoseindividuals who smoke, there will be clearly designated 'smoking areas' adjacent to the build-up/breakdown areas. Please co-operate with AeroExpo UK and Heli UK Expo in implementing this policy by informing and encouraging yourstaff to abide by this safety requirement.

4. Hard HatsAreas with overhead work being carried out, and all stands over 4m in height, including the 3m area around the stand, will be designated as a "hard hat" area when there is a risk of falling objects from above. Anyone working in these areasduring build-up and breakdown must wear hard hats (conforming to BSEN397) - and anyone walking onto your siteduring these times should also wear a hard hat.

Health and Safety

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5. Hazardous SubstancesThe Control of Substances Hazardous to Health Regulations 2002 (COSHH) is intended to remove the problem of illhealth caused by the exposure to hazardous substances at work. The definition of a substance that is hazardous to healthis any substances that legally have to be labelled as "very toxic", "toxic", "harmful", "irritant" or "corrosive". If you, or yourcontractors, intend to use such substances you must carry out a written assessment, under the COSHH regulations andsend to [email protected] at least 30 days prior to arriving on site.

6. Health and Safety Trade DescriptionYou are advised that HASAWA 1974 requires that any equipment being operated or demonstrated must be inherently safe,and not create a hazard to the demonstrator or audience. False claims may be subject to action under the TradeDescription Act 1968.

7. Risk Assessment GuidanceAs exhibitions and events are deemed as hazardous environments, it is a legal requirement that all exhibitors andcontractors undertake a suitable and sufficient Risk Assessment prior to the Show, listing the tasks and identifying themain hazards that each presents on site and devising ways to eliminate, reduce, isolate or control those hazards.

An Exhibitor is liable to heavy fines, prosecution and even imprisonment should they be found to be negligent in the eventof an accident to its staff or visitors if suitable safety control measures are not in place.A Risk Assessment should cover all hazards arising from work practices on site including lifting, PPE, fire controls, exhibitsand/or demonstrations, COSHH, RIDDOR, fume extraction, hazchems, noise, etc, especially if it would affect neighbouringstands, visitors, etc.Shell Scheme exhibitors are required to undertake a suitable and sufficient Risk Assessment which should include all workpractices, hazardous exhibits and the risks to be found on site.

A sample Risk Assessment is included at the back of this manual and below are some notes for guidance:

Question: How do I go about undertaking a Risk Assessment?

Answer: By Law, it must be 'suitable and sufficient' - but it must also be simple to understand,implement and communicate to all your staff and contractors....

Step 1: Look for the task/hazards:What equipment, materials and chemicals will be used? How much noise and dirt will there be? What are the groundconditions? What vehicle movements and lifting operations have to be considered? Do you need to schedule a 'LateWorking Rota' to avoid tiredness and accidents? How will you be disposing of waste? Are there any electrical installations?What hazardous vehicles/exhibits do you have? Can visitors fall from a height?

Step 2: Decide who could be harmed and how:Who will be affected by your work and be most at risk? Think of your employees, contractors or exhibitors on or, near yourstand, through to the visitors themselves. Safe working depends on co-operation and exchange of information betweenfirms on site, so take this into account and consider necessary precautions on every aspect of the work being carried out,which may include training and the provision of relevant information.

Step 3: Evaluate the risks and write down Control Measures:Once you have done this adequately, you can then decide on the appropriate action you are going to take to eliminatethem. Ask yourself (a) can the hazard or risk be removed completely or done in a different way; (b) if the risk cannot beeliminated, can it be isolated, controlled or reduced and how; (c) can protective measures be taken that will protect theentire workforce on site? Protective work wear should be considered as the last step to take and may not be the onlysolution.

Step 4: Record and notify the findings:Write down the findings of your Risk Assessment. Pass on information about significant risks to those people identified inStep 2 and record what measures you have taken to control those risks. Write it all down, then do it on site and rememberto keep it simple.

Step 5: Review your findings:This allows you to learn by experience and take account of any unusual conditions or changes that occur on site. TheStand Manager and/or Principal Contractor should draw up the Risk Assessment as well as a specific Method Statementand go through it with all relevant parties in advance of the Show. Update the Risk Assessment as and when required,such as if new work practices are brought in, or new staff employed, or the working environment changes in any way.Ordinary hand-written changes are quite acceptable, but remember to implement the changes required for next time.

Health and Safety

15

8. Do's & Don'tsFor ease of reference, please make sure that you have covered the following points, amongst other safety precautions that you have identified and will take:

Do • Make sure you and anyone manning your stand understands the fire and evacuation procedures and

locations of the hall exits.• Make sure your contractor is a member of BECA or another recognised trade association.• Ensure that any contractor working for you has a suitable and sufficient health and safety policy statement

and good safety practices. You can obtain the details of the regulations from the Organisers.• Make sure that contractors are working safely - and ensure they are trained and competent.• Working at height on ladders and scaffolding must be done in a controlled and safe manner.• Drive with due care and attention inside and around the exhibition site.• Ensure that operators are fully trained and properly certified on the equipment being used.• Make sure a qualified electrician carries out all electrical work. This should only be the appointed electrical

contractor for the show, or your appointed stand contractor.• Ensure that measures are taken to minimise the impact of your operations on the environment.• Treat all cables as though they were live.• Ensure that all rubbish and packing from your stand is removed from the site. It must not be stored on or

behind your stand during the show.• Make sure that hazardous waste is disposed of safely.• Make sure that you are properly insured for the exhibition.

Don't • Time constraints are no excuse for not adhering to safety standards.• Don't plan to work late, but if you do ask for permission and provide adequate breaks for your staff.• Don't use flammable materials in your displays. This includes plastic flowers, polystyrene, etc. Some combustible

materials may be acceptable if treated with the correct materials. • Don't have overloaded or insecure displays. Stands and displays can be knocked by visitors and must be

safe and secure.• Don't bring children onto the site. Children under the age of 16 are not permitted in the halls during the period

of build-up and breakdown. The halls are regarded as a place of work where large vehicles and loads are being manoeuvered. In the interests of safety and to comply with local and insurance rules and regulations, this restriction will be strictly enforced.

• Don't overload trolleys - not only does this damage your exhibits but will also make it difficult to move through crowded aisles and may cause injury to you or other people.

• Don't block the gangways with items from your stand. For safety reasons, all gangways must be kept as clear as possible at all times. In addition, we have designated "emergency gangways" which may not be obstructed at any time.

9. General• The exhibitor responsible for the stand should ensure that a suitable and sufficient risk assessment for the exhibition

build up, open and breakdown days of the event is carried out.• A person must be appointed who is responsible for health and safety matters on the stand.• Your contractors should wear suitable protective clothing relevant to their job, which includes hearing, foot and

hand protection.• Notify your staff and contractors of the need for vigilance regarding the health and safety of themselves and

those working in the vicinity, and monitor them at regular intervals.• If you have any concerns with the points raised in this section please report it to the Organiser’s Office.• All parking restrictions and speed limits must be adhered to.• Use a banksman when reversing.• You must ensure that portable power equipment is used for the purpose for which it was designed for, that it

has been PAT tested and that the safety guards and dust collection bags are correctly fitted and used.• You must ensure that portable electric tools are used with a minimum length of trailing leads and that such

equipment is not left unattended with a live power supply to it.• It is your responsibility to ensure that any equipment or pre-wired units comply with the H & S regulations

before they are installed on site.• No electrical cables may be allowed to cross gangways, passageways and fire exits. If unavoidable they must

be taped down securely so as to avoid a trip hazard.• Any work area must be maintained free from general waste materials that could hazard operatives.• You must ensure that all contractors, particularly from abroad, are aware of the need to identify suitable and

sufficient tools and equipment required for the job before coming on site

Health and Safety

16

Sywell Aerodrome & Event Emergency Procedures

There are emergency procedures at Sywell Aerodrome, of which Exhibitors and Contractors should be aware.Exhibitors and Contractors are also asked to check for suspicious objects both morning and evening andensure that their briefcases and bags are kept safely locked away at all times to prevent causing unnecessaryconcern. Be aware of the location of the nearest fire extinguisher and nearest Emergency Exit. Ensure youbrief all your staff on these procedures.

All emergencies with the exception of a bomb threat will be relayed via our public address system.

Bomb ThreatIn the event of a bomb threat, you will be quietly informed by one of our staff.

If you receive a bomb threat directly on your stand, please inform the Control Tower or the Fire Station.

DO NOT LEAVE THE HANGARS.

Inform your colleagues, and then assist in searching for suspicious objects in your stand area. If you see anysuspicious objects do not touch them or try to remove them. Calmly clear the area of people.

Fire If you discover a fire please report to one of the fire Marshalls on duty.

EvacuationIf evacuation is necessary, you will hear the alarm and the following announcement on the public addresssystem:PLEASE LEAVE THE HANGARS BY THE NEAREST EXIT AND ASSEMBLE ON THE MAIN APRON.

ReturnAn announcement will be made to return to your stand as soon as possiblle.

Emergency Procedures

17

1. AnimalsNo dogs or any other animals are allowed onto the site.

2. Car ParkingCar Parking at Sywell Aerodrome is free during the open period (Friday 1st - Sunday 3rd July) During build-up and breakdown you do not need to book a space for your vehicle. The on site Car Park is free if you are displaying an AeroExpo UK or Heli UK Expo Vehicle Identification Pass. Please rememberthat once you have unloaded your goods or stand fitting material you must move your vehicle from theloading area to allow another exhibitor or contractor access to the venue. Parking will also be free for goodsvehicles arriving for the breakdown on the evening of Sunday 3rd July if they display a Vehicle IdentificationPass - cars will not have to pay on this day.

3. CarpetAll aisles and shell scheme stands are carpeted for you. If you require carpet for a space only stand, docontact Europa International who will be pleased to provide you with further information and a quote.

4. CateringAll food and drink for consumption on the premises must be obtained from the onsite Hotel/Resaurant orofficial caterers at Sywell Aerodrome. The quality and range of their services have been designed to meetall your staff, customer and visitor needs.

5. Children On-SiteDuring build-up and breakdown: Site regulations specifically bar children under 16 from being on-siteduring the build-up and breakdown of an exhibition. Please note that the halls intend to enforce thisregulation so you are advised to make other arrangements.

6. Cleaning For general areas and shell scheme stands, cleaning will be carried out each evening.

7. Customs & Excise The control of temporary goods for exhibitions is carried out at the port of entry. A declaration must bemade to HM Customs & Excise and as long as the goods are re-exported after the show, they are exemptfrom duties. Our recommended freight-forwarding contractor Europa Show Freight can arrange Customsclearance on your behalf or alternatively direct clearance with Customs can be arranged.

8. Disabled VisitorsEU Regulations relating to disabled persons state that disabled persons should be given the sameopportunities as able-bodied persons. This includes the ability to attend exhibitions and look at any of the exhibits. In particular, we would ask that you please ensure that your stand and exhibits are easily accessible to those disabled visitors with wheelchairs.

9. Distribution of Promotional MaterialAll business including the dispensing of literature and promotional material must be conducted from yourstand. You cannot hand out leaflets etc. at the entrance to the event, in the gangways or in any other part ofthe exhibition hall. No material may be attached to the structure of the building.

General Information A–Z

18

11. Exhibition LiabilityThe legal liability of the Exhibitor to pay compensation and claimants costs and expenses arising out of,bodily injury, disease or illness sustained by any person (other than an employee of the Exhibitor) or loss of,or damage to, material property. "Standard Cover": £2,000,000

12. Fire ExtinguishersFire extinguishers will be set out throughout the halls. Please ensure that your stand personnel areconversant with their use and are aware of the position of the nearest fire alarm point and fire exit.

13. Fire PrecautionsThere are strict regulations governing the materials that may be used in the construction of stands and in thedemonstration of products. A copy of the regulations is available from the organisers. Materials must complywith British Standard Numbers BS476 and BS5570 and/or BS3120. Your stand will be inspected during build-up and the Fire Safety Officer may remove any offending materials,or close down a stand if it does not comply with the fire regulations. Please note it is also now a legalrequirement to carry out a suitable and sufficient Fire Risk Assessment. This can be included at the bottom of your overall show risk assessment. For further information, help andadvice, please contact: Roxana - Tel: +44 (0)20 8255-4229

14. First AidTrained Medical Staff will be in attendance at all times during the show, including build-up and breakdownperiods. They will be situated on the site. Please note that First Aid are the point of contact in any medicalemergency, including the arranging of ambulances. Under no circumstances should an exhibitor contact theemergency services independently.

15. Floral & Furniture Artificial plants and flowers are combustible and can give off toxic fumes, and must not be used for standdressing. Silk type flowers are acceptable provided that they have been fireproofed to BS476 and are thusmarked. The official floral contractor is About Plants who will be pleased to give quotations for standdecoration. For Furniture contact Europa International.

16. Freight ForwardingEuropa Show Freight is the official forwarding contractor for both AeroExpo UK and Heli UK Expo. They canprovide transportation, offering you a door-to-door service. Europa Show Freight will be given priority accessduring build up and breakdown. We recommend that overseas exhibitors use the services of Europa ShowFreight to transport goods from anywhere worldwide to Sywell. Customs clearance from goods arriving fromnon-EEC countries can also be provided and a quotation is available on request.

17. Hotel Accommodation Visit: www.aeroexpo.co.uk/exhibiting/places-to-stay or www.heliukexpo/exhibiting/places-to-stay

18. Late workingDuring build up and breakdown, any exhibitors/contractors who require to work later than the hours statedon the timetable at the front of this manual must inform the organiser’s office no later than 1200 hrs on theday.

19. Liability of ExhibitorsYour participation in AeroExpo UK and/or Heli UK Expo is at your own risk, in every aspect, including from fireand/or damage to, or loss of exhibits, stands, furniture, fittings and/or empty packing cases, from any causeand at any time. This is particularly relevant where stand fitting, carpets, etc. are installed and completed atan early stage of build-up. You must take out insurance (see above) to protect you from any risk of loss ordamage. No liability can be accepted for damage to properties as a result of a third party dilapidation and allpossible precautionary protection should be arranged.


19

20. LPG /Compressed GasesUse of LPG will not be permitted at Sywell Aerodrome.

21. Music, TV, Video, Live ActsIf you propose to play music on your stand or to use a TV, video or other electronic means to play soundrecordings or show films, you must obtain all appropriate licences. Please also ensure that music andcommentary for demonstrations, videos, presentations etc. are kept at a level which will not interfere withneighbouring stands. By law you require two separate licences - performing rights licence andphonographic performance licence. It is your personal responsibility to obtain these licences at your cost.

22. PA SystemThe PA system is for use by the organisers for official announcements. We regret that it is not available toexhibitors for any purpose whatsoever during the open hours of the show.

23. Rubbish and Rubbish ChargesDry waste should be placed in plastic sacks in the gangways after the close of show each day. Cleaners willnot dispose of any bagged waste left on stands.Once your stand is dismantled and you are ready to leave the hall, please ensure that you have cleared all rubbish away and have not left any tape or markings etc. to the floor or the walls of the venue. SywellAerodrome will proceed to skip any items left.

24. Security World Aviation Events Ltd. will handle security for both shows. Whilst every reasonable precaution is takenduring both shows to ensure the premises are adequately patrolled, the Organisers expressly disclaimresponsibility for any loss or damage to property of any exhibitor from any cause.It is essential that you report any loss sustained from your stand to the Organisers’ Office immediately. To help ensure good security at the show, please follow these points:

• Delegate one member of your personnel to be responsible for your company's safety and security.• Do not leave cash, handbags, phones, valuables etc. in drawers, cupboards or on exhibits on your stand.

• Do not leave wallets in unattended clothing.• Check all lockable desks and cupboards before leaving your stand.• Please note that build-up and breakdown days are high-risk periods. You are recommended to work inpairs so that the stand is manned at all times.

• Make sure you arrive prior to the official opening time and do not leave your stand at night before the hallis clear of visitors.

• Should you have small valuables that you wish to leave on your stand you are advised to provide yourselfwith lockable steel cabinets or other safe storage areas.

25. Storage Units If you require storage facilities larger than a lockable cupboard please contact World Aviation Events Ltd.

27. Sub-lettingYou are reminded that you must not transfer, sub-let or sub-divide your stand, whether for financial consideration or otherwise, or enter into any agreement to do so. The organisers reserve the right to ensurethat all products not belonging to the contracted company are removed and any contracted companyfound sub-letting might not be offered a stand in future years.

28. Terms & ConditionsThis exhibitor manual forms part of the terms and conditions that you have agreed to on signing yourcontract. Please note that you may be excluded from occupying your stand if full payment has not beenmade before the opening of the event.


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1. Traffic ManagementAeroExpo UK operates a traffic marshalling system to ensure that the site does not become too congested.Monday 27th – Thursday 30th June where traffic is run direct, you may drive straight into Sywell Aerodrome.A traffic marshal at the gate will then direct you to the nearest loading spot.

Heli UK Expo will also operate a traffic marshalling system, to ensure that the site does not become toocongested. Monday 27th - Thursday 30th June you may drive straight into Sywell Aerodrome. A trafficmarshal at the gate will then direct you to the nearest loading spot.

For Health & Safety reasons, AeroExpo UK and Heli UK Expo staff are permitted to operate forklifts within thesite at Sywell Aerodrome and you must use them for the offloading and the loading during breakdown.

2. Parcels and LettersWe will accept courier deliveries on your behalf so please ensure that there is someone onsite when a delivery is due. Deliveries should be addressed as follows:

Exhibitor's NameExhibitor's CompanyStand NumberEvents Housec/o AeroExpo UK Exhibition Office or c/o Heli UK Expo Exhibiting OfficeSywell Aerodrome SywellNorthampton NN6 0BN

3. Maintenance and Re-stocking of StandsRe-stocking of stands should be arranged to take place between 08.00 and 09.30 hrs during the open period of the Show.Please note that Health & Safety regulations prevent the use of trolleys in the halls during the open times ofthe show when the public are in the halls. You will therefore need to carry goods by hand if they are deliveredduring these times.If you wish to carry out maintenance work after the show closes at night, please advise the Organisers' Officeno later than 12.00 hrs on the same day, to allow arrangements to be made for the admission of workmenand provision of lighting.

4. Removal of Goods The breakdown of stands will commence at 16.00hrs on Sunday 3rd July for AeroExpo UK and for Heli UKExpo. Please note that it contravenes health & safety regulations to dismantle stands including the removal ofdisplays whilst the public are still in the hall.

All exhibitors and their equipment should be off Shell Scheme Stands by 21.00hrs on the final day of theShow, as contractors will be dismantling from 08.00hrs the following day.

All stand fitting material must be off site by 12.00hrs the day after the Show has finished. AeroExpo UK stand fitting material must be off site by 12.00hrs Monday 4th July.Heli UK Expo stand fitting material must be off site by 12.00hrs Monday 4th July.

Delivery and Removals

21

Q: I have a Shell Scheme stand - what is included with this?Carpet, Walls (as many as are required to delineate your stand from a neighboring stand) This gives you Velcro compatible hard back and side walls, carpet, facia board with company name, three spot lights, electric plug point. Your stand will also be cleaned each evening. Please see the Shell Scheme Information section for more information relating to shell scheme stands.

Q: If I want to order additional components or fittings for my Shell Scheme stand, where do I go?Europa International are the appointed stand contractor for Shell Scheme stands. You can order electrics, lighting, furniture, graphics and additional shell scheme items from them using their Forms or contacting them via the details on the contractor page.

Q: I have a Space Only stand - what is included with this?Space only stand means exactly that - an area marked out on the floor. You must provide all carpet,stand fitting, electrics, signage etc, for your stand. Please see the Space Only Information section for more information relating to space only stands.

Q: Do I have to do a Risk Assessment & Method Statement?All exhibitors are legally required to complete a Risk Assessment for the show. Space Only exhibitors should submit a copy of this on our online registration form. This link should have been sent to you as soon as you signed the booking form. A method statement is only required if your stand is complex, please refer to the Space Only Information section.

Q: How do I book electrics?Richard Norman Electrics Ltd. are the appointed electrical contractor. You can pre-fit your own electrics, but only Start Lighting can work with the mains supply.

Q: If my electrics fail on site, how do I contact the electrician?During build up, Richard Norman Electrics Ltd. will have a service desk set up at the front of the venue. During the Open Period, please contact the Organisers Office, and we will sort this out for you.

Q: How does my stand get cleaned?Our approved Cleaning Contractor will clean Shell Scheme and Hangar stand carpet automatically each night.

Q: Is there a rubbish collection service?Rubbish will be cleared from the gangways each night, so please place your rubbish outside your stand when you leave each evening. We would ask that you do NOT place rubbish in the gangways in the morning.

Q: What do I do about accommodation?We have a list of hotels and other accommodation at: www.aeroexpo.co.uk/exhibiting/places-to-stay or www.heliukexpo/exhibiting/places-to-stay

Q: Will there be 24hr security?Yes, there is, but it is designed to deny access to the building to intruders, NOT to protect goods on individual stands.

Q: Is my stock insured?This is your responsibility, and you must check with your insurer to make sure you do not need additionalcover. We have appointed an insurance broker – Haywards Aviation Ltd – who will be able to provide you with a suitable policy. If you do not take out a policy with them you will need to send proof of sufficient cover to them so an exemption certificate can be issued. Any company without sufficient insurance will not be allowed access to Sywell Aerodrome.Contact: Matthew Day, Haywards Aviation Ltd.T: +44 (0) 20 7902 7800 F: +44 (0) 20 7928 8040 www.haywards.net

Q: What time does the hall open in the morning, and close each evening?There is no access to the hall before 08.00 hrs each day. During build up the hall will close at 20.00 hrs, and 22.00 hrs on Thursday 30th June. During the open period the venue opens for exhibitors at 08.00 and to the public at 10.00. The show closes at 17.00 on Friday and Saturday and the venue will close to exhibitors one hour after the show closes. On Sunday 3rd July the show will close at 16.00hrs and the venue will be open for breakdown until 22.00.

Q: How do I get into Sywell Aerodrome?You can collect a standard allocation of exhibitor passes upon arrival, ready for collection from Wednesday 29th June at the AeroExpo UK and at the Heli UK Expo office, located on-site at Sywell

AeroExpo UK & Heli UK Expo – FAQ

22

Q: What if I require more passes than the standard allocation for the staff I need to man my stand?Please apply in advance for additional passes. Contact Roxana Ayling: [email protected]

Q: Can I get additional exhibitor passes once we are on site?In an emergency, the Organisers Office will be able to issue your staff with additional exhibitor passes if proof is shown.

Q: How do my contractors get access to the hangars?There are contractor passes that allow access to the hall during build up and breakdown. We will send the required number out to the contractors that you nominate once we have received the Health & Safety Declaration Form from yourselves.

Q: What day can I arrive?See Event Time Table.

Q: How do I get into the Sywell Aerodrome complex with my vehicle?With the exhibitor passes we will send a standard allowance of three vehicle passes - these must be shown in the dashboard of your vehicle.

Q: Can I drive straight to my stand?No, you can only drive as far as the Exhibitor Delivery Park within the Sywell Site.

Q: If I can't drive straight to my stand, how do I get my goods into the hall?You can use a trolley or you can hire a forklift.

Q: How do I hire a forklift?Forklifts are available to hire from Event organisers/Europa Show Freight. ( Please advise prior to the event if this is needed)

Q: When unloading, is there a time limit before I have to move my vehicle/s?Yes, you are generally allowed around two hours, but if you need to take longer please let the traffic marshals know. Please note our aim is to ensure that vehicles that have already unloaded do not take up valuable space around the buildings. Please be prepared to move your vehicle to allow continual ease of access for others.

Q: Where can I store packing materials?Please contact Event organisers/Europa Show Freight.

Q: Once I have unloaded where do I take my car/vehicle?There is a venue exhibitor car park which is located across the halls. It is free during build up, and is well sign posted.

Q: Do I need a pass for free parking?Your vehicle identification pass will ensure you do not have to pay for parking during build-up and during the open period. On the last day of the show, commercial vehicles showing the appropriate vehicle identification pass may park for free. During breakdown all parking is free as long as you show the appropriate vehicle identification pass.

Q: Who is my point of contact on site?Roxana Ayling will be the contact on site. Based in the Organizers’ Office, at the rear of Hall A. Roxana Ayling’s mobile is: +44 (0)7837 856 787.

Q: Where is the Organizers’ Office?The Organisers Office will be located at the rear of Hall A and will be sign posted.

Q: Where is the Security Office?The security office is also located in organisers Office.

Q: Where can I eat?There will be a number of food outlets operating within the site. They will not all be open during build up, we will let you know on arrival which outlets are open for you. All outlets are open during the operating period.

AeroExpo UK & Heli UK Expo – FAQ

23

1. Exhibitor PassesExhibitor passes allow access to the halls throughout the build up, open days and breakdown. They are only for use by your personnel managing and working on your stand. Each exhibitor is automatically allocated a certain number of passes, according to stand size – these will be made available to exhibitors upon arrival at Sywell Aerodrome. You will need to follow the electronic submission instructions for your badge.

Allocated number of passes are as follows:Up to 9m2 5 passes9 to 20m2 12 passes21 to 50m2 20 passesOver 50m2 35 passes

For additional passesApply for more using the form on the next page.

2. Contractor PassesContractor passes allow access to the site during the build-up and breakdown but not during the openperiod. Please notify us of your contractors' details and we will deal directly with them for their requirements.Once we have confirmation that you have agreed to the Health & Safety Declaration Form Online, we willissue contractor passes directly to your contractors, together with health and safety information.If you have staff of your own that only require access during build-up and breakdown, please apply forexhibitor passes.

3. Vehicle Identification Passes Each stand will automatically receive three Vehicle Identification Passes.

It is vital that all exhibitors’ vehicles arriving at Sywell Aerodrome display a completed Vehicle IdentificationPass in the nearside windscreen at all times. If you do not display one you may be refused entry. On thereverse of the pass is a location map.

Please note that Vehicle Identification Passes are also parking passes – they give you access to unload at Sywell Aerodrome and identify your vehicle. Once unloading is complete, all vehicles must be moved tothe exhibition car park. There are no car parking charges.

Admission Arrangements

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Should you require additional passes, please complete below, or email them to:[email protected]

I require................ additional Exhibitor Passes (valid throughout the show)

I require................ additional Contractor Passes for my staff (valid during build-up & breakdown only)

I require................ additional Vehicle Identification Passes.

Please send passes for the attention of:

For AeroExpo UK For Heli UK Expo

Name............................................................................ Title................................................................................

Signed......................................................................... Date...............................................................................

Company Name........................................................................................................................................................

Stand No.......................... Stand Name (if dfferent)............................................................................................

Information for additional Exhibitor Passes

Name............................................................................ Title................................................................................

Name............................................................................ Title................................................................................

Name............................................................................ Title................................................................................

Name............................................................................ Title................................................................................

Name............................................................................ Title................................................................................

Name............................................................................ Title................................................................................

Information for additional Contractor Passes

Name............................................................................ For Exhibitor...................................................................






Return to:Organizers’ OfficeWorld Aviation Events Ltd.Trident Court, One Oakcroft Road, Chessington, Surrey, KT9 1BD, UKEmail: [email protected] or Fax: +44 (0)20 8391 6775

Additional Passes

World Aviation Events Ltd.Trident Court, One Oakcroft Road, Chessington, Surrey, KT9 1BD, UK

Tel: +44 (0)20 8391 6775 Email: [email protected]

For AeroExpo UK For Heli UK Expo

If you intend to appoint your own contractors at AeroExpo UK/Heli UK Expo, please provide their details andensure that you send your contractor/s all the details of the event or ask for a manual to be sent to them.

All contractors at AeroExpo UK/Heli UK Expo are expected to ensure that they provide a safe system of work.Successful safety management requires the commitment, involvement and co-operation of all those on-site atan event. Contractors have a legal duty under current Health & Safety Regulations with which they mustcomply by law.

Contact Name...........................................................................................................................................................

Company Name........................................................................................................................................................

Stand No. ...........................Stand Name (if

different)...............................................................................................

Nominated Contractor Details: (please provide these for each of your contractors)

Contact Name...........................................................................................................................................................

Company Name........................................................................................................................................................

Address.....................................................................................................................................................................

...................................................................................................................................................................................

...................................................................................................................................................................................

Telephone No. ..........................................................................................................................................................

Service providing (e.g. stand fitting).........................................................................................................................

Contact Name...........................................................................................................................................................

Company Name........................................................................................................................................................

Stand No. ...........................Stand Name (if

different)...............................................................................................

Nominated Contractor Details: (please provide these for each of your contractors)

Contact Name...........................................................................................................................................................

Company Name........................................................................................................................................................

Address.....................................................................................................................................................................

...................................................................................................................................................................................

...................................................................................................................................................................................

Telephone No. ..........................................................................................................................................................

Service providing (e.g. stand fitting).........................................................................................................................

On receipt of this form, we will issue health & safety information directly to your contractor/s

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Contractor Nomination

FURNITURE ON HIRE

QTY REF COLOUR DESCRIPTION UNIT PRICE TOTAL

LATE ORDER SURCHARGE APPLIES 14 DAYS PRIOR TO THE EVENT ADD 15%

VAT IS APPLICABLE TO EVERYONE UNLESS You are an EU Company outside the UK, a VAT number is required

Non-EU companies must provide letterhead or proof of business This must be supplied at the time of order.

*PAYMENT DUE 14 DAYS PRIOR TO DELIVERY

Furniture £

VAT @ 20%

*Total £

Company . Contact Name Address

.. VAT NO .......................................................... E ... Tel no. Fax no. ....

I have read and accepted the conditions of hire overleaf

Signe

Please complete the following if you wish to pay by credit card: Please debit my Maestro, Delta, Amex, Mastercard or Visa * delete as appropriate

Expiry date /

Cardholders Name Company Name Bank details: HSBC Bank plc, 141 High St, Beckenham, Kent BR3 1BX

Sort code: 40-09-25 Account no. 31466844 Swift code: MIDLGB 22 IBAN NO GB70MIDL40092531466844

CHEQUES SHOULD BE MADE PAYABLE TO EUROPA INTERNATIONAL

AND DRAWN ON A U.K. CLEARING BANK. PLEASE INCLUDE YOUR PAYMENT IN FULL WITH THIS ORDER.

VAT No 205 3716 90

Aero UK & Heli UK Expo 01 03 July 2016 Sywell Deadline: 16 June 2016

Please state colour preference where applicable. You must insure against loss or damage 5 times hire cost

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Please refer to Contractor for full Hire Conditions

Richard Norman Electrics Ltd.PO Box 632, Guildford, Surrey, GU3 3LT, England

Tel: (01483) 233900 Fax: (01483) 236500

Email: [email protected]

AEROEXPO UK/HELI UK EXPOSywell Aerodrome. 1st - 3rd July 2016

SPACE ONLY & EXTERNAL STANDSThere are no electrics supplied with space only sites, all electrical requirements have to be ordered.

This dimension will be used to place all orders on your stand. Ensure you complete the diagram clearly andshow all heights and dimensions for the placement of all items you have ordered.

Please circle the scale to which you have drawn your stand:

1 Square = 1m 1 Square = 2m

If you do not complete this diagram or indicate the heights and dimensions of all orders, items will be placed at our discretion. Subsequent change will be subject to a £25 charge.

Please indicate the position of electrical fittings, using the code below.

X = Power point at floor level

¥ = Power point at ceiling height

===== = Fluorescent

C = Conn to c/o lighting

I Require:Space Only Shell Scheme Do you have a platform?

Company Name ...............................................................................

Additional Information......................................................................

............................................................................................

............................................................................................

BACK OF STAND

FRONT OF STAND

Please confirm exact power requirement of the equipment you will use on your stand.

1. Equipment used:.....................................................

Voltage required.....................................................

2. Equipment used:.....................................................

Voltage required.....................................................

It is mandatory to return the completed form to Richard Norman Electrics Ltd

Equipment Position AeroExpo UK

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29

World Aviation Events Ltd.AeroExpo UK, Trident Court, One Oakcroft Road, Chessington, Surrey KT9 1BD, UK

Tel: +44 (0)20 8391 6775Email: [email protected]

The shell scheme stand package includes a single 500w socket (not 24hrs) and three spotlights on the front of your stand.

If you do not wish to have these fitted to your stand, we would be grateful if you would let us know so that they do not have to be removed once you arrive on-site.There is no discount if you choose the above option.

Company Name.......................................................................................................

Stand No. ......................................................

Stand Name (If different)..........................................................................................

Please DO NOT INSTALL:

Single 500w socket..................

Three Spotlights.......................

Print Name.............................................................................................................

Positon...................................................................................................................

Signed.........................................................................Date.......................................

30

Electricity Opt Out AeroExpo UK

World Aviation Events Ltd.Heli UK Expo, Trident Court, One Oakcroft Road, Chessington, Surrey KT9 1BD, UK

Tel: +44 (0)20 8391 6775 Email: [email protected]

The shell scheme stand package includes a single 500w socket (not 24hrs) and three spotlights on the front of your stand.

If you do not wish to have these fitted to your stand, we would be grateful if you would let us know so that they do not have to be removed once you arrive on-site.There is no discount if you choose the above option.

Company Name.......................................................................................................

Stand No. ......................................................

Stand Name (If different)..........................................................................................

Please DO NOT INSTALL:

Single 500w socket..................

Three Spotlights.......................

Print Name.............................................................................................................

Positon...................................................................................................................

Signed.........................................................................Date.......................................

31

Electricity Opt Out Heli UK Expo

32

1. Appoint a Planning Supervisor for Build-up, Open and Pullout periods.

2. Agree to Health & Safety terms online immediately. (The Registartion link has been sent to the exhibitor once recived the signed booking form.)

3. Produce a Risk Assessment for your activities on-site and submit it to us.

4. Provide suitable training and information to your staff and contractors regarding the on-site risks inorder for them to understand and fulfil their responsibilities.

5. Plan your time during build-up and pullout.

6. Photocopy the Emergency Regulations delivered to your stand on-site and ensure that all your staff and contractors are given a copy.

7. Review your findings after the show to discover areas that need attention where accidents occurred, and take the appropriate action for the future.

8. Keep a written record of any accidents that occur, or are associated with your stand.

Please note, these lists are not exhaustive and are intended as guidance only.

Health and Safety Checklist

33

Please note that the Company Risk Assessment form must be submitted online. This isonly an example sheet.

Show: AeroExpo UK Venue: Sywell Aerodrome, Sywell, Northampton NN6 0BNOrganiser: World Aviation Events Ltd.

To cover show period: Build Up, Open and Pull Out

RA undertaken by: ……………………………………………………………………….....................................

Date RA undertaken: ……………………………………………………………………....................................

Signed for Exhibitor: …………………………………………………………………….......................................

Signed for Contractor: ………………………………………………………………….......................................

TASK

These are SAMPLE tasks only –Identify your own!

Working at height.

Moving demo model on stand.

Goods require fork-lifting onto stand.

Display lights used at lowlevel

HAZARD

List ALL here – ‘None’ is usally insufficient.

Falls on men and/or equipmentcausing injuries ordeath.

Nipps and trappedfingers.

Goods fall from fork-lift resulting in crushing, death or damage to property.

Burns to people orproperty touchingbulb / fitting.

WHO IS AT RISK?

Specify e.g. exhibitors,contractors, visitors,venue staff, young /new staff, children.

Contractors: Exhibitors; New Staff; Venue Staff.

Children; Visitors.

Contractors; Exhibitors; New Staff; Venue Staff.

Children; Visitors; Exhibitors.

LEVEL OFRISKLow, Medium or High(Severity x Probability)

Medium

High

Medium

Medium

PRECAUTION or CONTROL MEASURES

State existing measures if adequate or new equipment / work practices if additional precautions need to be taken.

1. Hard-hats & harnesses to be worn.

2 .Temporary guardrails fitted.3 .Only experienced staff are permitted to work at height.

4. Restrict access by cordoning off areas where there is overhead working.

5. Erect warning signs.

1. Fit Lexan or polycarbonate guard.

2. Ensure 2mm gap maximum around all moving parts.

3. Fit warning sign.

1. Ensure that fork-lift operated by trained personnel.

2. Ensure that fork-lift is not overloaded.

3. Allow sufficient time when planning for deliveries to avoid haste.

1. Fit guard.2. Position out of reach of children.3. Fit warning sign.

Example Risk Assessment AeroExpo UK

34

Please note that the Company Risk Assessment form must be submitted online. This isonly an example sheet.

Show: Venue: Sywell Aerodrome, Sywell, Northampton NN6 0BNOrganiser: World Aviation Events Ltd.

To cover show period: Build Up, Open and Pull Out

RA undertaken by: ……………………………………………………………………….....................................

Date RA undertaken: ……………………………………………………………………....................................

Signed for Exhibitor: …………………………………………………………………….......................................

Signed for Contractor: ………………………………………………………………….......................................

TASK

These are SAMPLE tasks only –Identify your own!

Working at height.

Moving demo model on stand.

Goods require fork-lifting onto stand.

Display lights used at lowlevel

HAZARD

List ALL here – ‘None’ is usally insufficient.

Falls on men and/or equipmentcausing injuries ordeath.

Nipps and trappedfingers.

Goods fall from fork-lift resulting in crushing, death or damage to property.

Burns to people orproperty touchingbulb / fitting.

WHO IS AT RISK?

Specify e.g. exhibitors,contractors, visitors,venue staff, young /new staff, children.

Contractors: Exhibitors; New Staff; Venue Staff.

Children; Visitors.

Contractors; Exhibitors; New Staff; Venue Staff.

Children; Visitors; Exhibitors.

LEVEL OFRISKLow, Medium or High(Severity x Probability)

Medium

High

Medium

Medium

PRECAUTION or CONTROL MEASURES

State existing measures if adequate or new equipment / work practices if additional precautions need to be taken.

1. Hard-hats & harnesses to be worn.

2 .Temporary guardrails fitted.3 .Only experienced staff are permitted to work at height.

4. Restrict access by cordoning off areas where there is overhead working.

5. Erect warning signs.

1. Fit Lexan or polycarbonate guard.

2. Ensure 2mm gap maximum around all moving parts.

3. Fit warning sign.

1. Ensure that fork-lift operated by trained personnel.

2. Ensure that fork-lift is not overloaded.

3. Allow sufficient time when planning for deliveries to avoid haste.

1. Fit guard.2. Position out of reach of children.3. Fit warning sign.

Example Risk Assessment Heli UK Expo

35

METHOD STATEMENT AEROEXPO UK

Please note that this form is an example only – do not return this as your method statement.

The provision of a method statement for the erection of all complex stands is now a requirement at ALL EXHIBITIONS andmust be submitted along with the stand plans to the Organiser.

Complex stands are defined as:1. Stands exceeding 3m in height.2. Any stand with a platform over 100mm above the floor level to which people have access.3. Suspended items, e.g. Lighting rigs4. Raised walkways5. Ramps6. Sound/lighting towers over 4m7. Elevated Machinery

The legal requirement to also conduct a risk assessment for this type of work (Health & Safety at Work Act 1974) will assistwith completing your method statement.

Show: AeroExpo UK Venue: Sywell AerodromeOrganiser: World Aviation Events Ltd.

To cover show period: Build up, Open and Pull out

MS undertaken by:……………………………………………………………………………........................................

Date MS undertaken:…………………………………………………………………………….....................................

Signed for Exhibitor:……………………………………………………………………… ...........................................

Signed for Contractor:…………………………………………………………………................................................

Responsible Person(s) Add name/s of responsibles on site.Stand details & location To be erected in Sywell Aerodrome on stand A2. Surface total 80m2.Access No abnormal deliveries – please state estimated number of vehicles.Erection We will erect the stand in one team for the back wall, partition walls, displays etc.Scheduling Please note the estimated number of hours and personnel needs (within the hall open hours) to safely complete your stand.Stability Stability will be ensured at all times.Hoisting Fork lift truck required – 2 tonne lifting capacity to be provided Locally.Certificated of Local staff holding the appropriate licence will operate the forklift. Competence Certificates are required for inspection by the Organisers.Safety Equipment Fire extinguishers, hard hats, first aid kits and safety harness form part of our operating equipment.Services State where it is proposed to use temporary services in the hall. i.e welding sets, compressed air plants, major electricalequipment, how it will be used and safety provisions made to ensure compliance with hall regulations.EnvironmentAny abnormal noisy or dust-creating activities should be highlighted together with notification of any contractors providingspecial waste services.COSHHAny use of toxic, and/or hazardous substances whether temporary, or for the final stand must be advised and includeprecautions planned for employees and adjacent persons.

Example Method Statement AeroExpo UK

36

METHOD STATEMENT HELI UK EXPO

Please note that this form is an example only – do not return this as your method statement.

The provision of a method statement for the erection of all complex stands is now a requirement at ALL EXHIBITIONS andmust be submitted along with the stand plans to the Organiser.

Complex stands are defined as:1. Stands exceeding 3m in height.2. Any stand with a platform over 100mm above the floor level to which people have access.3. Suspended items, e.g. Lighting rigs4. Raised walkways5. Ramps6. Sound/lighting towers over 4m7. Elevated Machinery

The legal requirement to also conduct a risk assessment for this type of work (Health & Safety at Work Act 1974) will assistwith completing your method statement.

Show: Heli UK Expo Venue: Sywell AerodromeOrganiser: World Aviation Events Ltd.

To cover show period: Build up, Open and Pull out

MS undertaken by:……………………………………………………………………………........................................

Date MS undertaken:…………………………………………………………………………….....................................

Signed for Exhibitor:……………………………………………………………………… ...........................................

Signed for Contractor:…………………………………………………………………................................................

Responsible Person(s) Add name/s of responsibles on site.Stand details & location To be erected in Sywell Aerodrome on stand A2. Surface total 80m2.Access No abnormal deliveries – please state estimated number of vehicles.Erection We will erect the stand in one team for the back wall, partition walls, displays etc.Scheduling Please note the estimated number of hours and personnel needs (within the hall open hours) to safely complete your stand.Stability Stability will be ensured at all times.Hoisting Fork lift truck required – 2 tonne lifting capacity to be provided Locally.Certificated of Local staff holding the appropriate licence will operate the forklift. Competence Certificates are required for inspection by the Organisers.Safety Equipment Fire extinguishers, hard hats, first aid kits and safety harness form part of our operating equipment.Services State where it is proposed to use temporary services in the hall. i.e welding sets, compressed air plants, major electricalequipment, how it will be used and safety provisions made to ensure compliance with hall regulations.EnvironmentAny abnormal noisy or dust-creating activities should be highlighted together with notification of any contractors providingspecial waste services.COSHHAny use of toxic, and/or hazardous substances whether temporary, or for the final stand must be advised and includeprecautions planned for employees and adjacent persons.

Example Method Statement Heli UK Expo

the uk’s festival of aviation · (lhr) is located 75 miles away, birmingham is approx. 35 miles...

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