Health & Safety

Health and Safety

Hyve Group consider the health and safety of all its full-time employees, part-time and casual workers, customers and contractors to be of great importance. Through management at all levels they have a responsibility to ensure, as far as is reasonably practicable, the health and safety of all its employees whilst at work and members of the public and contractors whilst on its premises or at a hired event, conference or exhibition space.

Hyve Group is committed to complying with all the relevant legislation and guidelines covering health and safety at work and the specific requirements of the venue. All exhibitors, contractors and visitors must comply with the law, and the regulations of the venue at all times.

Anyone infringing any relevant legislation, and/or any venue regulations will be asked to desist forthwith and for serious and continuing breaches may be banned from the premises.
 
Your responsibilities:
As an exhibitor or a contractor, you hold an obligation to ensure the safety of everyone associated with your exhibition stand and those persons who may be affected by your activities.

All full-time and part-time workers on an exhibitor’s stand must:

• Be aware of the significant hazards they may face when carrying out tasks and of any control measures that the exhibitor implements to reduce risks to the lowest level reasonably practicable.

• Observe safety regulations and signs at all times; be aware of the emergency procedures relevant to their place of work; wear the appropriate safety equipment and use appropriate safety devices as and when required to do so.

• Report all accidents, near misses and dangerous occurrences to their supervisor and Organisers Office onsite at the venue.

• Take reasonable care for the health and safety of themselves and of others who may be affected by their acts or omissions.

• Co-operate with any duty or requirement imposed by the venue when acting under the requirements of Health, Safety or Environmental legislation. 

• Not intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety or welfare.

• Immediately report any serious shortcomings that may affect the health, safety and welfare of their job to their supervisor and the Organisers Office onsite at the venue.

All exhibitors (both shell scheme and space only) are also required to carry out their own ‘Risk Assessment’ and provide a copy of it to the organisers and the venue. If you are using a contractor to build your stand, they must complete their own risk assessment.

It is the responsibility of every exhibitor to undertake this exercise and Hyve Group and the venue reserves the right to exclude any exhibitor for non-compliance. Further details of the legislation and the venue regulations are available on request.

Please see read DWTC Health and Safety Rules and Regulations for further guidance.

Drink and drugs

The drinking of alcohol or consuming illicit substances during the build-up and breakdown phase is forbidden. Anyone under the influence of alcohol or forbidden substances will be removed from site. Drugs are not permitted anywhere in the venue.

No alcohol products will be served at DWTC during event days, see catering section for more information.

Emergency and Fire Procedures

The EMS station is in the main concourse (Concourse 2) between exhibition Halls 4 and 5. If you need assistance during your time at DWTC, please speak to the nearest member of the DWTC security staff who will assist you.

The EMS team is available from 08:00 to 22:00 during build-up and breakdown. During event days, this service is operational from 1 hour prior to the start of the event until 1 hour after the event closure. Please click to view DWTC Emergency Procedures Handbook.

Electrical Wiring and Installation

Any cable laid across the floor of a stand shall be effectively protected and fixed to such floor in such a manner as to prevent risk of injury and where liable to mechanical damage or interference, shall be tough overall sheathed or armoured or enclosed in protective conduit, trunking or cladding. Conductive materials used to provide mechanical protection should be efficiently bonded to earth. Where tough overall sheathed cables are used without further protection, i.e. without armour or protective conduit trunking or cladding, such cables shall have stranded conductors and shall have a degree of flexibility. In circumstances where full mechanical protection is impracticable a supply will only be provided if the circuit has a 100mA RCD/ELCB-installed. Cables should not be placed under carpets.

Evacuation Plans and Procedures

In the event of an evacuation, please proceed to the nearest fire assembly point located in Za’abeel Plaza Parking, please refer to the attached evacuation map.

In case of an emergency, please contact one of the following numbers:

• Fire: +971 4 308 6600    

• Fire: 997

• Security: +971 4 306 4600

• Police: 999

• Medical: +971 4 306 4040

• Ambulance: 998

Alternatively, an emergency alarm can be raised through any security guard. For more details on assembly points and instructions please review the DWTC Emergency Procedures Handbook.

Fire Prevention Services Equipment and Alarms

The Dubai World Trade Centre has a variety of modern fire detection and firefighting systems, as well as established emergency procedures.

Hoses, extinguishers, and break glass alarm points can be found at regular intervals along the walls of the exhibition halls and conference areas. Firefighting equipment may be used for small fires where persons are trained to use the equipment. Therefore, it is mandatory that fire points inside the halls as well as in the concourses should not be blocked.

Should a fire emergency arise during an event, voice announcements will assist visitors and staff in deciding what actions to take. If the evacuation announcement is made, everyone should exit the halls via the nearest fire exit and follow signage to the assembly point. It is in the interests of everyone using the venues to act in a manner that reduces risk of fire within the complex, therefore a number of requirements have been established which will help reduce risk.

Fire Safety

All event organisers, service providers and exhibitors must:

• Ensure that fire extinguisher equipment, emergency exits, and signage (including those inside exhibits) remain visible and accessible at all times.

• All aisles must be kept clear of any obstructions or protruding objects. Minimum of 3m aisle clearance spaces.

• Equipment which produces heat, smoke as an integral part of the product demonstration must receive written approval of plans from the DWTC. 

• Fireworks (Pyrotechnics) – a permit must be obtained from the SAPS and Fire department and presented to the DWTC. It is obligatory for the exhibitor to provide firefighting equipment for their stand if the exhibitor displays or uses indoor pyrotechnics, smoke machines, candles, or any other flammable substances. If the exhibitor or the organiser fails to provide such equipment, DWTC will provide the required firefighting equipment and charge the cost to the organiser accordingly.

• Any breach of fire safety will not be tolerated, and the event or show will not be allowed to start unless fire safety issues are rectified.

First Aid

First aid cover is provided by the organisers and details will be available onsite, throughout the event timings detailed above. In an emergency, please contact nearest steward or organisers’ office.

Insurance public liability

Exhibitors are responsible for obtaining PLI insurance protection for their exhibits, property and personnel against all risks as stated in the General Conditions. Equipment should be insured both in transit and on location at the exhibition site for the entire period of the exhibition. You would have been sent your unique link to upload the certificate to your portal. If you are able to provide your own PLI, then you will have to upload a copy of the certificate to InEvexco Portal. Please contact Breakbulk Support if you need any more assistance.

All copies of insurance policies must be submitted before deadline the first day of build-up.
The Exhibitor is fully responsible for obtaining Public Liability Insurance to value of £2,000,000.

• The cost of the policy is USD $220.00

• This insurance is available to exhibiting companies only; contractors much obtain their own insurance to the required level of cover

Insurance cover should include:

• PLI (Public Liability Insurance to the value of £2,000,000)

• Personal Injury

• Third Party Claims

• Expenses incurred and/or losses of any kind, including losses resulting from the abandonment or postponement of the exhibition

• Medical expenses and baggage cover

• Value of the stand, including the fittings

A full specimen wording, showing the terms, conditions and exceptions of the cover, is available from InEvexco Ltd. It is the Customer’s responsibility to read the policy wording as some exclusions apply. This service is provided on a non-advised basis and it is the Customer’s responsibility to make sure that the minimum limits are sufficient for its needs.

The standard limits provided by the Insurance Participation Fee are: Cover Headings Standard Limits Brief Summary of the Cover Exhibitor Expenses GBP 20,000 Loss of irrecoverable expenses sustained as a result of cancellation, abandonment, curtailment, postponement or removal to alternative premises; inability to open or keep open the Customer's stand/space due to damage to Exhibitor Property at the Venue, in transit to the Venue or damage to the Venue itself; late or non-arrival of Exhibits or of the Customer's staff/representatives; failure to vacate the Venue within the contracted time; reasonable additional costs and expenses incurred in avoiding or diminishing a loss; for reasons beyond the Customer's control.

Ladders

Ladders must be fixed firmly when in use. They should usually be tied or footed at the base by another person.

• Ladders should be used at an angle of 1 in 4 (75 degrees to the horizontal) to be suitably stable.

• Ladders should be used as a means of access rather than as a working platform.

• The ladder must not be damaged. Ladders in poor condition will not be permitted for use.

• Home-made ladders will not be permitted for use.

Stepladders:

• All stepladders must be suitably sized so that standing on the top two rungs is not necessary.

• It is not permitted to stand on the top rung of a stepladder, even when held stable by another person.

• Ladders and stepladders must be in good working condition. Ladders not maintained will not be permitted for use and may be removed without recourse.

• Home-made stepladders will not be permitted for use.

• Stepladders are designed for use by one person only. Multiple person use is not permitted unless the stepladder is specially designed for such use.

• Stepladders should be used for access and should not have material stored on top which can alter the centre of gravity and create hazard of falling objects.

Method statements

A work method statement, sometimes referred to as a safe work method statement or a safe work procedure, is a part of a workplace safety plan. It is primarily used in construction to describe a document that gives specific instructions on how to safely perform a work related task, or operate a piece of plant or equipment. In many countries it is law to have work method statements, or similar, in place to advise employees and contractors on how to perform work related tasks safely.

The statement is generally used as part of a safety induction and then referred to as required throughout a workplace, you should outline all the hazards that are likely to be encountered when undertaking a task or process and provide detailed guidance on how to carry out the task safely.

Only Space Only exhibitors are required to submit method statements.

Please submit all forms with stand designs to BEST for assessment.

Deadline Date: Friday 13 December 2024.

• Exhibition Stand Structure Form

• Space Only Contractor Undertaking Form

• Method Statement

• Risk Assessment

Noise and Music Levels

Noise

The limitations of noise levels at the venues must be in accordance with the Dubai Municipality legal requirements. Limitations exist on the amount of noise that can be emitted from the venues into public areas and persons not meeting these requirements may be subject to a fine by Dubai Municipality.

Noise is the undesirable high sound which exceeds the allowable limits. Rules of Chapter seven (7) on noise protection of the Local Order no 61/1999 shall be applied on noise levels at the venues.

Any excessive noise emitted within the venues must not be of a noise level that prevents the visitor from hearing the emergency announcements at the venues. Where there is a potential for the occupants within a hall not to hear the emergency announcements, it is the organiser’s responsibility to ensure that a robust procedure is in place to allow these messages to be heard.

Any excessive noise which forms a necessary part of a process or activity in an event at the venues must be advised two weeks in advance of the event so that suitable measures can be adopted to protect Dubai World Trade Centre staff from the potential harm from excessive noise.

Music

There are no restrictions in playing background music as long as it is not live performance and adhering to the noise levels mentioned in the exhibitor manual. However, please keep in mind that if a neighbouring stand is disrupted, it will be up to the organiser to shut down to avoid conflicts. 

Personal Protective Equipment (PPE)

High visibility vests are a mandatory requirement in all work areas at the venue.
You must provide your own high visibility vest for build-up and breakdown otherwise access will not be grated. The only exception will be dedicated pedestrian walkways and unrestricted public areas.
 
Safety shoes are mandatory at all times to access the halls during build-up. From 10am on the last day of build, contractors/exhibitors can be allowed to wear closed shoes at their own risks. Heels, open toe shows and sandals are not allowed. For any access before this time, safety shoes remain compulsory.

All employers are required to provide each member of their team with a personal hard hat when overhead work is being carried out or where there is a risk of falling objects. Persons working on the build-up and breakdown within the halls will be required to wear footwear that protects toes from injury. Persons with open-toe sandals will not be permitted to enter work areas. High visibility vests are mandatory to enter the hall during build-up and breakdown.

Subject to the mandatory PPE requirements above, the use of personal protective equipment will be mandatory where there is a foreseeable risk of a requirement to prevent injury.

Such PPE must include but not limited to the following:

• A hard hat for protecting the head from injury

• Steel toe-cap boots to protect the feet

• Gloves to protect hands and forearms

• High visibility vests

• Dust masks to protect from breathing hazardous or irritable particles

• Eye protection

• Hearing protection

• Harnesses and safety belts

This is not an exhaustive list of items and the duty to assess that the correct type of PPE is applied to a work situation shall be that of the employer. The standard adopted for personal protective equipment is in accordance with Dubai Municipality local orders and technical guidelines which apply in full at the venues.

Please read DWTC Mandatory PPE Safety Instructions for further guidance.

Property Damage

Exhibitors are responsible for the cost of making good and/or replacing any damage to the premises, whether caused by themselves, their agents, contractors, subcontractors or by any person/s employed or engaged on their behalf. Any exhibitor found damaging the walls, carpets and/or any structure on the DWTC property will be charged with the replacement value of such items.

Reporting occupational injuries and diseases

Workers must notify organisers office and their employers of an accident immediately. A report must be carried out onsite by the organisers Health and Safety officer.

Risk assessments

Hyve Group has carried out suitable and sufficient assessment of the risks associated with this event, details of which can be obtained from the organiser’s office. General risks associated with any exhibition are as follows:

• Trip hazards

• Multiple contractors working in a single workplace

• Fall from working at heights and working on a live edge

• Objects falling from height or loads falling from vehicles

• Impact injury from moving vehicles

• Structural collapse of seating or an exhibition stand

• Outbreak of legionnaires disease from a water feature

• Food poisoning incident from temporary catering outlet

• Fire

• Major incident and civil emergency

• Excessive working hours

Please note you do not need to submit your Risk Assessment if you are a shell scheme exhibitor, however you will need to bring a copy of it to the show as you may be required to show it to appropriate authorities whilst onsite. You may also be required to send further details concerning the risk(s) and your stand may be visited on site to check the risk(s).

Only Space Only exhibitors are required to submit risk assessments.

Please submit all forms with stand designs to BEST for assessment.

Deadline Date: Friday 13 December 2024.

• Exhibition Stand Structure Form

• Space Only Undertaking Form

• Method Statement

• Risk Assessment

Scaffolding

Dubai Municipality rules do not allow employees to be exposed to falls of 2 meters or greater at any time whilst working in construction activities. Persons involved in scaffolding work must be competent for the erection and design of scaffolding. It is the employer’s duty to ensure that the persons carrying out work are competent to do so and the manner of work is safe.

Scaffolding work must comply with the Dubai Municipality Code of Construction Safety Practice, British Standards Institute BS EN 12811:2003 and BS EN 39:2001. Scaffold erectors must adopt a working method that is safe to themselves and others. They must be protected from falls at all times where working above 2 meters. This can be through either handrails or harness use or a combination of both. Materials shall be stored and moved without risk to persons below and should be suitably signed to warn of overhead activities.

All scaffolds must be designed to withstand the required loading. A hand-over certificate is required when completing the scaffold, to the organiser or exhibitor, which gives detail of the permissible loadings. Similarly, tying in of scaffolds must be as detailed in BS EN 12811, and permission will be needed where any attachment or physical change to the venues structure is required for tying in purposes, including roof trusses.

Strobe lighting

No strobe light effects are permitted.

Welding and Other Similar Hot Work Permits

All welding, gas burning, brazing, grinding and other operations generating heat and sparks are not allowed to be carried out inside the halls. Where welding, gas burning, brazing, grinding and other operations generating heat and sparks are carried out outside the halls, either during the build-up, operation or breakdown periods of an exhibition or as part of a demonstration, exhibitors and organisers must ensure that adequate precautions against damage to property or injury to persons by radiation, fire or hot metal are taken. The organiser must advise DWTC Venues Infrastructure in advance and secure approval of the nature of the work or demonstrations following the Guidelines for Permit to Work System and to obtain a hot work permit issued by DWTC Venues Infrastructure. The organiser or contractor will be responsible for providing firefighting equipment and for surveillance where there is a fire hazard. The use of the Dubai World Trade Centre firefighting equipment will not be permitted.

Working at height

The Dubai World Trade Centre accords with the Dubai Municipality requirement for construction related work above 2 meters to be carried out without risk of injury. This requires that a safe place of work is provided by employers for any work above this height and a means of fall arrest where such a safe environment is not practical to provide, that does not leave a fall exceeding 2 meters.

Where work at height can be eliminated, Dubai World Trade Centre encourages the assembly of structures at ground level prior to their being elevated to height. This could include decoration of structure or attaching of lights and speakers for rigging purposes. Also, the use of rigging processes that is self-erecting or self-supporting and not reliant on the building infrastructure is encouraged. For double-decker stands in exhibitions, it should be the contractor’s priority to install the upper-level handrails, so as to protect workers engaged in finishing work at high level. General consideration is also welcomed into alternative forms of fall protection, where practical and safe to use, such as soft-landing systems, inertia reels and safety nets