Toolfair & Elex 2017 – Build-up/Breakdown

Following are guidelines for build-up and breakdown: 1) Exhibition timings

Build-up

Wednesday 20th September All Exhibitors 8.30am – 7.00pm Gangways must be cleared by 7.00pm Thursday 21st September All Exhibitors 8.00am – 9.30am Gangways must be cleared by 9.30am Show opening times Thursday 21st September 10.00am – 4.00pm

Friday 22nd September 10.00am – 4.00pm

However by 9.30am on each morning, we would expect all the ‘finishing touches’ to your stand to be completed and all stand personnel ready to receive any ‘early’ visitors. Breakdown

Friday 22nd September - 4.00pm – 7.00pm BREAKDOWN MUST BE COMPLETED AND HALL CLEARED BY 7.00PM Please ensure that any contractors working on your stand are also aware of all regulations and restrictions.

2) Due to the width of the show’s gangways, any exhibitor displaying a large item on their

exhibition stand ie an item that should be in your allocated stand area before the exhibition shell scheme is erected (eg a vehicle) must notify me immediately. I will need to allocate a specific time for delivery of the vehicle/item during build-up. If I am not notified of your special requirements before Friday 8th September, I cannot guarantee we will be able to accommodate you on the day.

3) Build-up & Breakdown Proceedure

I have enclosed various maps showing venue location and the loading gates to the exhibition hall. Vehicle passes are included for both gate G26 and G29. Please choose the pass for the loading gate with the best access to your stand (gates are marked on the floorplan)

To make this process a quicker, safer and more structured experience, the Ricoh have supplied the following build up and breakdown procedure; Build-up

1) Display your exhibitor pass in your windscreen before arriving onsite 2) Report to the traffic marshal at the main gate on arrival 3) Follow the instructions of the traffic marshal - you will either be directed to the holding car park

or straight to the loading gates. 4) Once you have been given permission to access the loading gates, please ensure that you unload

your vehicle as quick as possible. 5) Once you have finished unloading your vehicle at the loading gates, please move your vehicle

immediately to the allocated exhibitor car park, which is Car Park C. Please note – Car Park C will be locked up 30 minutes after tenancy finishes, and reopened 30 minutes before tenancy starts the next day – any overnight parking must be booked in with Ricoh Arena prior to the event.

Box Storage Box storage is available onsite near the exhibition hall for shell exhibitors only to use – please note, this is on a first come first served basis as there is only limited space available. This facility is not to be used by contractors or for any construction material. All boxes must be labeled with the stand name, number and contact details.

It is recommended, that exhibitors use this space to store their boxes in preparation for breakdown on Friday. Once build-up has finished, there is only 2 hours on Friday afternoon to drop your boxes off at one of the loading gates. Once this period, has closed you will be directed to CAR PARK C to form part of the queuing system for the loading gates.

Please contact the onsite information point at your loading gate for further details on storage.

Box and Tool Drop Off The box and tool drop off period is from 14:00 till 16:00 on Friday afternoon, this is for exhibitors and contractors to drop off their boxes and tools required for breakdown. You must report to the main gate from 14:00 and the traffic marshals will direct you to the allocated drop off zone. Once you have dropped off your items, you must then park your vehicle in CAR PARK C.

Any vehicles after 16:00 will be sent to Car Park C to form part of the queuing system for the loading gates.

Breakdown To get your vehicle to the loading gates, please follow the process below.

1) Display your exhibitor pass in your windscreen before arriving onsite 2) Park your vehicle in Car Park C – there will be no access to the loading gates if you are

not parked in CAR PARK C. 3) Break down your stand first, this includes equipment and all content material - this must be

all boxed up ready to load. 4) Go to your allocated loading gate and collect your vehicle movement pass from the

information point. 5) Your stand will be checked and your vehicle movement pass will only be issued if your

stand has broken down fully. 6) Go to your vehicle with your pass, place the pass in your windscreen, and await the

availability of space at your loading gate. 7) Once released from cark park C proceed to your allocated gate and load your vehicle

quickly – this will allow others to bring their vehicles up. 8) Once loaded, please depart the Ricoh Arena following the one way system.

4) Parking is free of charge for all exhibitors and visitors.

5) The organisers office is located between stands A10 & A12. The contact number in the office,

from Wednesday 20th September, is 0844 873 6517. 6) Stand personnel must wear Exhibitor badges at all times. These can be pre-ordered from the

show website (www.elexshow.info or www.toolfair.info) 7) There will be members of staff from Hamerville on site during build up, who can assist your

staff during the day and there will also be staff from our contractors on hand to help with your shell scheme or electrical requirements. A service desk will be set up in the exhibition hall.

Please provide the staff who will be building up your stand with the necessary copies of forms that needed to be completed for the shows contractors, for reference on the day, as these should have been returned directly to the contractors. Hamerville do not have copies of these forms so resolving any problems on the day would be made much easier if these were available.

8) There has been a change in the law within the Events Industry in regards to CDM (Construction Design and Management). The Ricoh Arena is enforcing this new legislation. It is very important that you read the CDM Site Induction. Please make sure that you brief all staff working on your stand. If you have any contractors on your stand, they will also need to be given a copy of the CDM Site Information.

Issue Number : 182Issue Date : 11:51:48Updated By : cshannonScale : N.T.S.

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VE DOOR - GATE 29.Stands in the green zone

please use this door to load

VE DOOR - GATE 26.Sands in the Yellow zone

please use this door to load.

A1 A2 A4

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Contractors Site Induction Information – 27/07/15 - PC

Fire Evacuation Procedures for the Ricoh Arena

The Ricoh Arena is a multi-functional site that hosts a variety of events, ranging from small meetings to pop concerts. In the event of fire, the safety of its visitors, contractors, guests and staff shall override all other considerations, such as saving property or attempting to extinguish the fire. Visitors and contractors to the venue should always report any concerns regarding fire safety to their venue event manager or any member of Ricoh staff immediately.

_____________________________________

If the Fire Alarm is activated there may be two stages to the alarm or dependant upon

the location it may go into immediate evacuation

If a pre alert is activated – you will hear the following message:

“Attention please, attention please, there is a security alert within the building, please listen carefully for further announcements”

AT THIS STAGE YOU DO NOT HAVE TO DO ANYTHING - BUT BE PREPARED TO

EVACUATE IF NECESSARY

OR

If an evacuation is necessary – you will hear the following message:

“Attention please, attention please, an emergency situation has arisen, please evacuate the building by the nearest available exit”.

EVACUATION PROCEDURE

Please use the nearest fire exit located to the area that you are in, or directed to by staff

Make your way to the nominated Fire Assembly Point (Car Park A or Car Park B) dependent upon your location

Do not re-enter until told to do so by the Assembly Point Marshal

STAND DOWN MESSAGE If an alarm has activated but does not require an evacuation then a stand down message will be made by building staff across the public address system. This will be heard even in areas that have not been affected by the pre alert; this is the confirmation that you do not have to take any action.

Contractors Site Induction Information – 27/07/15 - PC

Ricoh Arena Contractors Site Induction Information Welcome to the Ricoh Arena. Prior to coming onto site you should have liaised with your on-site contact and agreed the scope of works for the job you are doing. You should have provided your risk assessments, method statements and insurance documents prior to commencing work and you are required to work to these at all times. As part of our safety responsibilities on site we need to share some information with you about our emergency arrangements and in turn you need to ensure you share it with all of your staff, sub-contractors etc. on site. Please read the information carefully and if you have any questions please speak to your on-site contact BEFORE you commence work.

Fire

Ensure you and your staff are aware of the site fire emergency procedures overleaf

If you discover a fire take the following action

Raise the alarm by operating a red manual call point closest to the fire.

Clear the area of all persons – Get out, Get Others out, Stay Out !

If safe, and you are trained to do so tackle the fire with an appropriate extinguisher

Any hot work on site requires a “Hot Work Permit” from Facilities Management Team

Any works likely to create dust / smoke etc. MUST not be carried out until authorised by Facilities Management Team and the fire alarm system temporarily isolated in the area of work.

First Aid

As part of your company safety arrangements you should have a first aider or appropriate measures in place to deal with workplace first aid requirements.

In the event that you need first aid assistance Ricoh Arena have first aiders on site and first aid assistance can be requested via Guest Services based at the North Atrium entrance where you signed in on site.

First aid kits are located around the building or from Guest Services.

An AED is also available and this is also located at Guest Services.

If an ambulance is required this should be requested via Guest Services or in extreme emergency via 9-999 on any internal telephone.

All accidents must be reported to the Ricoh Arena Health & Safety Manager.

Safety

This building has large numbers of public and other staff on site. Ensure your work area is left safe and free of hazards at all times or ensure appropriate signage and barriers are in place.

PPE MUST be utilised if your method statement and risk assessment require it.

Only work in areas that have been assigned to you

Be aware of other activities around you and ensure that the necessary information has been exchanged to ensure no conflict of works. If in doubt STOP and seek advice

Report all accidents and near misses immediately to your onsite contact

Any safety issues speak to the Ricoh Arena H&S Manager on 07773 616 423

Toolfair/Elex 2017

Exhibitor Onsite Pass

G26

Name: ________________________

Company Name: ________________________

Vehicle Registration: ________________________

Contact Number: ________________________

Stand Name: ________________________

Stand Number: ________________________

Please display this pass in your windscreen before arriving onsite - this must remain dis-played until your departure offsite at the end of the event.

Vehicles not displaying their pass, or incomplete passes, will not be permitted up to the loading gates.

Please ensure you read the build and breakdown procedures before arriving onsite.

Toolfair/Elex 2017

Exhibitor Onsite Pass

G29

Name: ________________________

Company Name: ________________________

Vehicle Registration: ________________________

Contact Number: ________________________

Stand Name: ________________________

Stand Number: ________________________

Please display this pass in your windscreen before arriving onsite - this must remain dis-played until your departure offsite at the end of the event.

Vehicles not displaying their pass, or incomplete passes, will not be permitted up to the loading gates.

Please ensure you read the build and breakdown procedures before arriving onsite.