African Businesses and Investment Showcase EXHIBITOR'S FLOOR PLAN
2 - EXHIBITOR INFORMATION

2.1.5 CHILDREN
No person under the age of 16 years can be admitted to the exhibition during the build-up and breakdown. For safety reasons, we do not recommend that young children attend the exhibition and will only be allowed in if accompanied by an adult.

2.2.5 CLEANING
All stands will be cleaned before the exhibition opens by the appointed cleaning contractor. However, exhibitors are responsible for seeing that their stands are kept clean during the open hours of the exhibition and for the cleaning of exhibits displayed on their stands.

2.3.5 DAMAGE AND LOSS
Neither the Organiser or Kensington Town Hall accept responsibility for damage and loss of any properties introduced by exhibitors and/or their stand contractors. Exhibitors should affect their own insurance against risks; the strongest possible precautions against pilferage should be taken at all times. (SEE INSURANCE SECTION FOR FURTHER DETAILS).

2.4.5 DELIVERY OF GOODS
Exhibitors may deliver from 12.00noon on the day of the build-up. No deliveries can be accepted prior to the build up time. The Organisers cannot accept deliveries on an Exhibitor’s behalf and arrangements must be made for a representative to be available before deliveries are accepted.

2.5.5 DEMONSTRATIONS
The Health & Safety at Work Act 1974 requires that any equipment being operated or demonstrated shall be inherently safe.

Exhibitors intending to perform on-stand demonstrations must send a risk assessment to Anna Vanderpuye by 25th August 2007, Fax 0208 801 7774. All sound and amplification systems must be hired from, or approved by, our official audio-visual contractors. Strict limits on sound levels will be maintained to avoid undue disturbance to surrounding exhibitors. The sound level on individual stands must not exceed 90 decibels.
Exhibitors should also be aware that their stand area does not include the aisles surrounding their stand and that all gangways and aisles must be kept clear of any obstruction and be passable at all times. This is particularly important for exhibitors intending to have on-stand demonstrations.

2.9.5 ERECTION AND COMPLETION OF STANDS
All stands must be fully dressed and the exhibition area cleared of all contractors’ plant and workmen by 9.00 am on the opening day. The stand and all exhibits must remain displayed during the hours that the exhibition is open.

2.10.5 EXHIBITORS’ CONTRACTORS
Exhibitors are reminded that they will be held responsible for the actions of their Contractors/sub contractors.

2.11.5 FASCIA DETAILS
Fascias will be produced in a standard type style by the stand contractors. Details of exhibitor’s fascia requirements should be submitted on the form at the back of this manual to be returned to us by 25th August 2007.

2.12.5 FIRE PRECAUTIONS
Any exhibitor who, because of the nature of their exhibit, requires special extinguishers such as carbon dioxide should arrange this with the Exhibition Organisers.

a) Construction of all stands, signs and fascias shall be of the following materials:—
1) Non combustible material
2) Inherently non-flammable material
3) Durably flame-proofed fabric
4) Self-extinguishing plastic material
5) Hardboard, pulp board or fibreboard rendered flame-resistant by a process
of impregnation acceptable to the Authorities and bearing a distinguishing
brand-mark to indicate that it has been so impregnated.
6) Timber of any thickness impregnated and branded as in 5 above.
Except that counters and floors of stands may be of natural timber of a
minimum thickness of 25mm nominal of chipboard, etc. of a minimum
finished thickness of 18mm Timber framing of stand may be of a natural
unproofed timber of a minimum thickness of 25mm (nominal).

b) The applied decorative finishes of stands may be of a natural (unproofed) timber of a minimum thickness of 25mm (nominal) provided that:-
1) The areas of vertical wall surfaces shall not exceed twice the exhibition
floor area occupied by the stand.

2) Externally it shall be so arranged as not to be continuous with similar timber treatment of an adjoining stand. Internally and extending 600
mm of a fabric ceiling, such as fabric shall be inherently non-flammable or durably flame-proof.

c) Wood chipped or block board (neither less than 18mm finished thickness) may be used in the construction of internally lit units, display plinths and similar fitments and for display screens or panels, provided that these screens or panels are not of such size as to form internal dividing partitions.

d) Where natural timber is used for floors it shall be close joint. Panels of chipboard, block board or plywood, etc. of a thickness less than 18mm may be used in the construction of stands providing always that it has a ‘Class 1’ rating when tested in accordance of BS 476. Where such materials are decorated on both sides and therefore brand marks are not possible, the Authorities will require the production of a ertificate from a recognised fire testing laboratory to the effect that the material conforms to the above specification. Where the material used forms part of a modular system, or registered or patented design, a certificate covering the total system will normally suffice. Such an overall approval will take into account metal framing and similar protection to the edges of panels, etc.

NB: If impregnated materials referred to in 1a)- 5, above are unbranded, the Authorities will require the production of a certificate bearing the signature of the processing firm to the effect that the required impregnation progress has been applied. Textile fabrics (other than as referred to in 1a) 2 & 3 used interior decorative purposes within stands shall:

a) Be rendered non-flammable to the satisfaction of the Authorities

b) Be fixed taut and/or in tight pleats to a solid backing as specified in a) 1 & 5 above, and secured at floor level to a 75mm deep skirting,
except that such solid backing will not be required to curtains of window features or to fabric ceilings not inclined at a greater angle than
20 degrees to the horizontal.

NB: Curtains to openings or recesses, where permitted by the Authorities, will be required to be of inherently non-flammable material or rendered non-flammable to the satisfaction of the authorities. Protection of roofs of stands within 2 metres of perpendicular drawn from any raised tier, staircase, balcony, etc., from which lighted objects can drop shall:

1) If used for display of readily flammable articles, be provided with a ceiling constructed of materials specified in 1a) 1-6 above.

2) If provided with a non-durable treated fabric ceiling, be protected from above with materials specified in 1a) 1-6 above.

3) Solid materials may not be used for roofing of stands or portions of stands beneath the sprinkler outlets.

NB: Special limited dispensations may be granted in application for displays which are featuring ceilings.

Painting and decorating, generally, shall be executed in water based paint. Oil bound paint may be used in small quantities only for such items as sign writing, picking out of mouldings and other small decorative items. Except by special consent of the Authorities, neither stand nor any part thereof shall be surface or otherwise treated with cellulose paint or other substance with a low flash point or for any other reason dangerous. Failure to abide by Local Authority regulations may result in the removal of the offending fittings.

Plastic Materials (having a classification below ‘Class 1’ BS 476) shall not be used for showcase, counters, shelves and fittings and their use for other purposes shall not be permitted without prior written consent. Any person, whether exhibitor, or staff, contractor or worker discovering an outbreak of fire however slight, should endeavour to quench the fire by use of extinguishers. The Exhibition Organisers’ Office should be notified immediately. Cavities and spaces beneath platforms and all cavities including those between and behind stands shall not be used for any purpose other than the provision of electrical and other services to stand.

Packing materials and cases form a fire hazard and cannot be stored in these areas. Fabric scenic back cloths and other fabric decoration, except as defined in sub paragraph 2 shall not be provided except with the written consent of the authorities. Display fittings, unless recognised and approved articles of shop furniture, shall be of materials in accordance with sub paragraph 2 and paper. Streamers, large cardboard ‘settings’ and such like are prohibited. Small cardboard show cards and price tickets are not included in this prohibition

In the above the following definitions apply:
‘Non-combustible-material’ means material which is deemed to be non-combustible when tested in accordance with the provision of Sections One of British Standards 476, Part 4, 1970, or other such material or combustion for the purpose of these conditions. ‘Inherently non-flammable material’ means material which although not non-combustible and not submitted to a flame proofing process nor provided with a flame resistant finish is in fact non-flammable through it’s thickness. In case of doubt, the standard of ‘flameproof’ when tested in accordance with the provisions of BS 3120, 1959, or the standard of ‘Class 1’ when tested in accordance with the provisions of British Standard 476, Part 7, 1971 would be applicable for fabrics and non-fabrics respectively.

‘A process of impregnation’ accepted by the authorities means a vacuum/pressure process (whereby the salt retention in the material can be
controlled) undertaken by a processor whose products are acceptable to the authorities. Such products shall bear a distinguishing mark recognised by the authorities to indicate that they have been so impregnated (the standard for such material; being ‘Class 1’ when tested in accordance with the provisions of British Standard 476, Part 7, 1971).

‘Durably Flameproof Fabric’ means flameproof fabric which after being submitted to a washing treatment, remains flameproof, as determined by the method of test prescribed in British Standard 3120, 1959. Acceptance of such fabric is subjected to the availability of an acceptable method of spot testing to detect and identify the flame-proofing compound. ‘Self extinguishing’ plastic materials having a flame-resistance acceptable to the authorities means plastic materials which, when tested on behalf of the authorities in accordance with method 5508A and 608A of British Standard 2782, Part 5, 1970, fulfil the requirements for the standard of ‘Self-extinguishing’ and ‘Very low flammability’ respectively. Except that in case of certain materials achieving this classification but falling below ‘good Class 2’ when tested in accordance with British Standard 476, Part 7, 1961 the use of such material would be subject to limitation as to position and/or quantity of material to be used.

2.13.5 FURNITURE AND FLOOR COVERINGS
Furniture may be obtained on hire from Events Exhibition Services Ltd. Tel: 0208 292 2366 Fax: 0208 482 3928

2.14 INSURANCE - PUBLIC LIABILITY (COMPULSORY)
Exhibitors must hold Public Liability insurance at a minimum indemnity level of £1m. This being a condition of contract, commencing with payment of the first deposit. Whilst we take every precaution to protect your property during the event we are not responsible for any loss or damage. Insurance cover is offered by INSUREX EXPO-SURE LIMITED who are specialists for this type of insurance. A proposal form is included in your manual for your convenience.

You are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties. In addition to this you should protect your expenditure against Abandonment and Cancellation or curtailment of the event due to reasons beyond our control. All these risks and more can be covered by INSUREX EXPO-SURE LIMITED under their EXHIBITORS POLICY. Just complete the proposal form at the back of this manual and send this with your premium direct to Mrs Muriel Semple, Insurex Expo-Sure Limited at: The Pantiles, 2 Nevill Street, Tunbridge Wells, Kent. TN2 5TT. Tel 01892 511500. Fax 01892 510016.

Exhibitors must insure all items destined for their stands, whether displays or exhibits, to their full replacement value. They must also cover themselves against third party claims. Neither the Organisers nor Kensington Town Hall will accept responsibility for the loss or damage to exhibitors’ property howsoever caused.

2.15.5 ABANDONMENT
In the event of the exhibition being abandoned, cancelled or curtailed the organisers may make refunds of all or part of your stand rental, although they are under no obligation to do so. If your loss, in such circumstances, is not limited to rental costs you are strongly advised to effect adequate insurance cover.

2.16.5 NIGHT SHEETS
The shell scheme contractors, are able to provide ‘night sheets’. Exhibitors’ own night sheets must be made of an inherently non-flammable
material. To prevent obstruction, while stands are in use night sheets must be removed from the stand.
WE STRONGLY RECOMMEND THAT ALL EXHIBITORS USE NIGHT SHEETS TO PREVENT ANY LOSS.

2.17.5 SECURITY
All reasonable precautions will be taken and the Organisers will arrange to have the area patrolled during the hours of public access. We recommend that valuables, particularly of a portable nature, are not left unattended on your stand. Please ensure that any incident involving the loss of property is reported to the Organisers Office. Failure to do so could result in insurance companies refusing to meet claims.

2.17.5 STAND MANNING
All stands must be manned throughout the open hours of the exhibition

2.19.5 PUBLICITY MATERIAL AND NOTICES
Publicity Material and notices may only be displayed on and distributed from the exhibitors own stand.

2.20.5 STORAGE OF PACKING
Exhibitors are responsible for the removal from the exhibition premises and storage of all crates and empty cartons not required on his/her display area.

2.21.5 EXHIBITOR ACCESS
Our security requires that NO ONE is allowed into the exhibition without a pass or visitors ticket. This applies to exhibitors, models, and all visitors. During the build-up and breakdown, only those holding an exhibitors badge will be allowed into the exhibition hall.

2.22.5 TRANSPORTATION AND LIFTING OF GOODS
Exhibitors are responsible for the delivery, off-loading, and transportation of goods to their stands. Where mechanical or other assistance is required, exhibitors are advised to employ contractors who are able to provide a comprehensive service. Michael John’s contact info is on the contacts page of this document.

2.23.5 HEALTH, SAFETY AND EMERGENCIES
The shell scheme contractors, are able to provide ‘night sheets’. Exhibitors’ own night sheets must be made of an inherently non-flammable material. To prevent obstruction, while stands are in use night sheets must be removed from the stand.

A. Health and Safety Policy
Current legislation necessitates that exhibitors must establish and enforce appropriate measures of control and monitor health and safety procedures. Exhibitors are responsible for safety on their stands and for the health and safety of their employees and visitors to the stand. The following measures should be adopted by exhibitors as a minimum:

i. A member of staff at managerial or director level to oversee health and safety procedures.
ii. Ensure machinery and working practices are safe and offer no risk to health.
iii. Ensure all necessary precautions are taken in respect of the safe use, handling, storage and transport of materials and substances.
iv. Provide such information, instruction, training and supervision as is necessary to ensure the health and safety at work of all employees.
v. Maintain all places of work, equipment and transport under the exhibitors control in a safe condition, free from risk to health.
vi. Provide adequate facilities for the welfare of employees.
vii. Safeguard the health and safety of visitors and any member of the general public who will be affected by the activities of exhibitors.
viii. Provide all necessary information relating to health and safety in respect of processes, products and services.
ix. Instigate a safety policy and ensure that it is related to all staff as well as kept in writing on the stand at the show.

The following good practice measures are also advised.
i. During the build-up and breakdown periods your staff and subcontractors should be reminded of the need for vigilance regarding the health and safety of themselves and those working in their vicinity.
ii. It is advisable that exhibitors enforce a no-smoking policy on their stands, particularly in hazardous areas.
iii. You must ensure that portable electric tools are used with the minimum length of trailing leads and that such equipment is not left unattended with a live supply to it.
iv. No electric cables must be allowed to cross gangways, passageways and fire exits.
v. Work areas should be maintained free from general waste and packaging materials which could hazard operatives.vi. Packing cases and other materials must not be allowed to obstruct gangways, passageways or fire exits and must be removed from the
exhibition centre as soon as possible.
vii. Nails etc must not be left protruding from any packing case or material.
viii. Exhibitors are responsible for the safe use and storage of flammable liquids and substances and segregate from waste and other risk areas. Only one day’s supply can be kept on your stand.
ix. Stand construction contractors must comply fully with all legal requirements that are relevant to their operations.

B. Health & Safety Declaration
As a condition of entry, please complete the Health and Safety Declaration form situated at the back of this manual and fax back to
the organisers on 01332 227 688 by 25th August 2006.

C. Emergency Announcements and Evacuation Procedures
In the event of an emergency or situation which may require the evacuation of the building the following announcement will be made over the Public Address system.

“Your attention please your attention please. Would exhibitors and staff please note that we have an amber code situation on the
building” (Repeated) On hearing the phrase Amber Code all exhibitors and staff should be alert and ready to receive further information.
If the emergency or situation leads to the necessary evacuation of the building then the following announcement will be made:

“Attention please, attention please, this is an important announcement. It is necessary to ask everyone to leave the building. Please make your way to the nearest fire exit. Everyone will be re-admitted as soon as possible.”

If the situation has been dealt with and Management are satisfied that the situation presents no further danger then the following announcement will be made: “Your attentions please information for exhibitors and staff. Thank you for your assistance a code green situation is now in force.

2.25.5 CATERING
There will be hot and cold food and drinks available on throughout the 3 days of the event.

2.26.5 TELEPHONE CONNECTION
Please complete the form at the back of the manual by 1st September 2007 and ensure you receive written confirmation of your contract with BT. BT charge for call-out and also by the hour for any additional services outside normal hours. We also recommend you take out “Total Care” service as detailed on the BT form.

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