Health and Safety - Legal Responsibilities & General Information

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HEALTH & SAFETY – Legal Responsibilities & General Information

Montgomery Group Asia Statement & Exhibitor Duties

Montgomery Group Asia Health & Safety Statement 

It is the policy of Montgomery Group Asia to endeavour to seek the co-operation of all concerned in order to achieve the highest standards, in all aspects, of health and safety. 

 

We will be carrying out best practice at the show and therefore following the Health and Safety at Work etc. Act 1974 [HASAWA] and its subsidiary legislation. In general terms HASAWA places a responsibility on companies and individuals to exercise a duty of care for employees and non-employees who may be affected by their acts and omissions.  These duties can be discharged by doing what is “reasonable” to prevent loss or harm where risk is foreseeable.  It applies to all premises used as a place of work, including temporary locations such as Suntec Singapore, and includes build-up, open days, and breakdown. 

 

Montgomery Group Asia and Suntec Singapore, within the scope of their own laid down policies, have a responsibility to ensure that safe working practices are always maintained, which includes ensuring that provision is made whereby persons, other than Montgomery Group Asia or Suntec Singapore employees, are reminded of their responsibilities whilst working at the exhibition centre. 

 

Exhibitor / Stand holder Duties 

Exhibitors and stand holders have a legal duty of care for the safety of anyone who may be affected by their activities. This includes responsibility for all aspects of safety on the stand during the build-up, the open period of the show and during breakdown.  Where an exhibitor has booked a Space Only stand and the building and finishing of the stand is contracted out, exhibitors and stand holders are still vicariously responsible for the activities of their contractors. It is therefore essential that exhibitors appoint a contractor who is fully aware of their Health and Safety responsibilities.  The Organisers Official Shell Scheme Contractor is responsible for Health and Safety regarding the build of all shell scheme stands and the Organisers will liaise directly with them to ensure all appropriate information and documentation is provided. 

 

Exhibitor/ stand holder duties are to comply with the Organiser’s health and safety requirements as laid out in this manual, including submitting health and safety documentation such as Health & Safety Declaration and Risk Assessments.  

 

Contractor Duties 

A contractor’s legal duty of care is as above, including taking into consideration any sub-contractors that they might employ.

 

SITE RULES

As part of the Health and Safety Regulations, all staff (exhibitors or contractors) who wish to access the hall during build-up or breakdown must read and understand the Site Rules.

  • ACCESS - Authorised access to the halls will only be allowed for personnel who have read and understood these Site Rules. Access with an Exhibitor Badge or Contractor Pass (contractor wristbands will be issued on upon to the hall by Security).  
  • TRAFFIC RULES - The maximum speed limit for vehicles within the exhibition hall is always 5mph and pedestrians have right of way. However, all contractors and exhibitors must be vigilant and aware that forklifts will be operating during build-up and breakdown.
  • EMERGENCY GANGWAYS - Emergency gangways will be clearly identified and must be kept clear of all building material, waste and exhibits in order to allow forklift movement and emergency access/egress at all times.
  • PERSONAL PROTECTIVE REQUIREMENTS (PPE) - Contractors & exhibitors are required to wear suitable protective clothing relevant to their job. This includes protection for eyes, ears, hands, and feet. Anyone wearing open toed shoes will not be able to access the halls. Protective footwear should be worn at all times. High visibility jackets must be worn in all locations where vehicles are operating (i.e., loading bays).
  • HOT WORK RULES - A hot working permit must be obtained from the venue, prior to commencement of hot work e.g., ox -acetylene, cutting/welding, arc welding, gas/ oil blowlamps, grinders, tar boilers, soldering or cutting of LEV metal pipes etc.
  • WORKING AT HEIGHT RULES - Appropriate management and safe methods of working at height are required at all times, checks on suitable equipment will be made onsite.
  • LATE WORKING RULES - Exhibitors and contractors should plan to ensure that working outside the published hours is not necessary. All staff must be made aware of and adhere to the current Working Time Regulations.
  • ACCIDENTS AND ‘NEAR MISSES’ – Any incident that occurs onsite must be reported to the Organisers Office.
  • SMOKING - Smoking (including e-cigarettes) is not allowed in the halls at any time. Smoking is only permitted in designated smoking areas.


Contact Numbers
Organisers Office: +65 87209729
First Aid/Medical Emergency: +65 87209729 (All first aid matters to go via the Organisers Office)

Locations
Click here download Site Rules & Location Plan

  • Organisers Office
  • Toilets
  • Drinking Water
  • First Aid
  • Seating
  • Cafe
     

GENERAL REGULATIONS

Below are some of the principal areas that need to be understood by everyone taking part in the event.

  • An understanding of the Fire, Emergency & Evacuation Procedures of the venue and the location of First Aid Assistance. All incidents to be reported to the Organisers or the Health and Safety Officer, including near miss accidents.
  • The emergency gangways and exits, as indicated on the Site Locations Plan, must be kept clear of obstructions, at all times, throughout build-up, open days and breakdown. 
  • All work areas must be maintained free from general waste materials that could be a hazard to anyone working on the stand.  This also allows for any potential hazards to be clearly visible. 
  • PPE including Hi Visibility Jackets and Steel Toe Capped Footwear must be worn during the Construction phase of Build-up and Breakdown. Hard hats should be worn when working beneath or near overhead working, or if this is not practical, access to such areas should be restricted.
  • Other suitable PPE relevant to the job being undertaken must be worn e.g., hard hats, goggles ear defenders etc. NB PPE is the last line of defence when all other alternatives have been considered. PPE must be suitable and sufficient for the job and employees trained in its uses and limitations.
  • The Health and Safety Representative for either the contractor or the exhibitor (depending on the user) is responsible for ensuring the safe use and storage of flammable liquids and substances, and segregation from waste and other risk areas. 
  • Portable power equipment must be used for the purpose for which it was designed and that safety guards are correctly fitted and used, and only operated by fully trained and certified personnel.
  • Portable electrical tools must be used with the minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it.Trailing leads and electrical cables must not cross over gangways, passageways or fire exits.Any work using power or hand tools to be restricted to the stand space, i.e., no drilling or sawing in the gangways.
  • All materials used for construction or displays, including signs and fascias must be:  
    - suitable for the purposes and conditions of their intended use
    - adequately prepared and fixed in order to perform the functions for which they are designed
    - non-combustible, inherently non-flammable or durably flameproof
    - water-based, where applicable, e.g. adhesives and paint
    See Materials for Stand Fitting & Decoration under Space Only Stand Regulations & Information. 
  • A hot working permit must be obtained prior to commencement of hot work (ox-acetylene, cutting/welding, arc welding, gas/oil blowlamps, grinders, tar boilers, soldering).
  • Safe working at height is a priority whether using ladders or scaffold towers. For best practice and more information, please visit www.stop-the-drop.co.uk.
  • All staff working onsite (whether from exhibitor’s own company and those of any company contracted by them) are aware and adhere to the current working time regulations in the Singapore Employment Act.Guidance in regard to these regulations can be gained by visiting: https://www.mom.gov.sg/employment-practices/employment-act
  • All construction materials, ladders, trolleys etc. must be removed from the building prior to any public entering the building.Similarly, no contractors will be permitted access for breakdown until all members of the public have vacated the building.

Any queries with regards to the above please contact kayleigh.williams@montgomerygroup.com 

Onsite any violations or concerns regarding the above points should be reported to the Organiser’s Office.
 

RISK ASSESSMENTS

All exhibitors must complete a Risk Assessment that covers their activities during the Open Days. 

Risk Assessments do not just relate to the building of the stands.  It also needs to cover the activities of ALL exhibitor’s staff while they are onsite, whether this is lifting boxes during Build-up or a Cooking Demo during the Open Days.  The Risk Assessment must be suitable and sufficient and needs to identify all significant risks to your own staff, other exhibitors, visitors etc that may arise from your activities.   

Significant risks are those which are reasonably foreseeable in terms of probability and severe enough in outcome to warrant consideration, i.e. they are more than trivial. 

The Risk Assessment is the most effective way of documenting, assessing, and controlling risks and under Health & Safety legislation is an absolute legal requirement. 

Completing a Risk Assessment does not mean that you are guaranteeing that there will not be any accidents on your stand. It means you have simply taken the time to think through your actions in advance and on an on-going basis. By filling out a Risk Assessment you will be able to reduce the risks of an accident happening or the severity of the accident if it does.  If you were unfortunate enough to have an accident on the stand, you may need to prove that you took all reasonable steps to prevent it happening; a risk assessment would be part of this proof.  Without it you could be found liable (both personally and corporately). 

Click here find the risk assessment template or for further assistance contact your own company’s Health & Safety Officer or visit the MOM website.

Exhibitors must submit their Risk Assessment by attaching it to their completed Health & Safety Declaration Form, no later than Friday 29 April.  

We are happy to provide help and advice on completing a Risk Assessment please contact kayleigh.williams@montgomerygroup.com

We do not approve your Risk Assessments but require copies in order to add them to the show Health & Safety file.  This file will be made available for inspection by the venue or the NEA should they request to see it. A copy must also be available on the stand for presentation to any of the above if requested.  If it is considered that unsafe practices are being undertaken, they have the authority to close down the stand. 

Stand Building Risk Assessments
These must not be confused with the Exhibitor Risk Assessment and relate solely to the building of the stands, whether they are a Space Only, a Shell Scheme or an Organiser Pavilion Build Package.  As an exhibitor if you appoint a contractor to build your stand, they will complete the Stand Building Risk Assessment as part of the required stand plan submission documentation.  If you are building the stand yourself, you will need to complete the Stand Building Risk Assessment.  Shell Scheme Stands and Organiser Pavilion Build Packages are the responsibility of the contractors appointed by the Organisers. 
 

WORKING AT HEIGHT

Anyone who will need to work at height when building or decorating a stand at the show (this includes any form of step or ladder) should understand and follow the Working at Height information below and as detailed in the WSH (Work at Height) Regulations 2013. Falls from height are one of the biggest causes of workplace fatalities and major injuries. 

Before working at height, you must work through these simple steps:  

  • Avoid working at height wherever possible.
  • Use work equipment or other measures to prevent falls where this cannot be avoided.
  • If working at height cannot be avoided, use work equipment or other measures to minimise the distance and consequences of a fall should one occur. 

You should ensure: 

  • as much work as possible is done from the ground.  
  • workers can get safely to and from where they work at height.  
  • equipment is suitable, stable and strong enough for the job, maintained and checked regularly. 
  • workers do not overload or overreach when working at height. 
  • workers take precautions when working on or near fragile surfaces.  
  • protection is provided from falling objects.  
  • you know the procedure should any accidents occur – see Emergency/ Fire Precautions and Procedures below. 

For best practice and more information, please visit www.stop-the-drop.co.uk on working safely at height.
 

EMERGENCY PRECAUTIONS & PROCEDURES

First Aid Centre / Medical Emergencies

A number of trained First Aiders will be based in the back office of Hall 405 Entrance. If you have an accident and you can make it to this location, please do so. If not, please call the Organisers Office number on +65 87209729 who will contact the First Aiders for help.

In cases of medical emergency, call the Organisers Office number above giving the exact location of the casualty and details of injuries sustained. Do not under any circumstances call the ambulance services direct.  

Fire Precautions

Fire extinguishers will be located as stipulated by the Authorities. At least two persons employed on each stand should know how to use these extinguishers and also know the position of the nearest fire alarm point in the building. 

Any stands using cloth fabric ceiling are required to provide/ install their stand with a ball sprinkler for every 12sqm of covered area. Cloth fabric used for ceiling must be fire-resistant and not more than Class 2 type. 

No open fire cooking demonstrations are allowed. Any activities involving the use of flammable/ LPG gases and liquids are strictly not allowed. However, use of solid sterno fuel burner is allowed to warm food that has already been prepared and cooked. If you are using solid sterno fuel, you are required to gain approval from the Organisers. 

Exhibitors who, because of the nature of their exhibits, require special arrangements should contact the organisers in the first instance. 

Fire Procedures
There are portable fire extinguishers and an electrical fire alarm system. Once alarm system is activated, the Central Fire Command Centre will notify the respective security personnel, Company Emergency Response Team (CERT) and the necessary emergency services. Please make sure to understand the venue’s full Emergency & Evacuation Procedures.

In the event of discovering fire:

  • Break the glass on the nearest fire alarm point.  These are located on the perimeter walls. 
  • Calmly notify adjoining exhibitors of the situation and, only if is minor and 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.

Remember to remain calm. If you have followed these procedures, help will arrive. 

In the event of a reported fire:
Make sure to listen and follow instructions announced over the public-address (PA) system – familiarise yourself with these announcements on the Emergency Procedures linked above.

Emergency Precautions

It is of the utmost importance that each exhibitor and employee is familiar with the Emergency Procedures.  Exhibitors should nominate a sufficient number of staff to ensure the observance of procedures at all times.

Checking the stand:
Stands should be checked regularly to ensure that no unidentifiable packages, cases, or bags have been deposited.  If suspicions arise, do not touch the article but call the Organisers Office on +65 87209729.

When leaving the stand each night, (or in the event of an evacuation), please ensure that:

  • Appliances are switched off
  • The stand is checked for potentially dangerous items e.g., naked flames
Emergency Procedures

Please make sure that all your stand personnel are familiar with the procedures as given below and have read the venue’s full Fire, Emergency & Evacuation Procedures.

  1. When a fire alarm activates, please remain calm and listen to the public-address (PA) system for instructions. 
  2. Evacuate the building via the nearest EXIT door and the EXIT stairways located at the corners of the building. 
  3. There will be fire wardens and staff present to direct you to the nearest emergency stairway and to the Assembly Area (War Memorial Park located near Esplanade Station – see map on procedures linked above)
  4. For your safety, do not use the lifts or escalators during evacuation.

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