Safety and Security

Before the exhibition opens, the fire and health and safety inspectors should inspect the complete show. Their duty is to ensure that the event is safe in every respect, and only when they have given their clearance can the event open to the public or trade visitor. The rules and regulations governing all aspects of fire requirements and health and safety needs are always fully stated by the show health and safety needs are always fully stated by the show organiser. Professional exhibition designers and standbuilders follow as a matter of course to ensure the safety and comfort of everyone involved at the exhibition. Fire inspectors will particularly look for fire traps, the gaps between stands which could become filled with rubbish, boxes, papers, wrappings and similar material that a carelessly discarded match or cigarette ends could easily ignite. Paper and card and other materials, which catch fire easily, should never be used. If they are the inspector will require them to be removed before permitting the show to open. Health and safety inspector should have a comprehensive list of requirements, which will be stated in the exhibition rules and regulations. They are meticulous where the preparation of food and drink and other catering details are concerned.

Whatever be the venue see to it that a doctor and a nurse are always ready in case of any emergency. Contact the nearest police station, fire station and hospital in advance to prepare for any kind of emergency. At large shows where maybe several hundreds of people are visiting, accidents are inevitable. All exhibition organisers can quote cases of every description, from broken limbs and heart attacks to babies being born! Therefore appoint people exclusively for each one of these functions.

Never leave parcels or goods unattended on the stand or in the gangways. Always have atleast one person on the stand – particularly at lunchtime when many thefts occur. If the exhibits are small enough have them locked in a secure store. Secure should mean solid and firm and not something fragile.

Most exhibition and trade fairs have security guards patrolling day and night. They cannot easily spot a thief if he appears to be working on your stand during daytime but at night they will certainly challenge and usually request identification. Newer exhibition venues also have video cameras that scan the halls by night. These are remotely controlled from the security room and can film a theft-taking place.