Build-up & Breakdown, Loading Bay, Goods Lift & Contractor Health & Safety Information

BUILD

Sunday 11th May 2025

11:00 - 20:00  Contractor access only for set up

Monday 12th May 2025
07:30 - 22:00 Contractor & exhibitor access 

Tuesday 13th May (Show Open Day): 07:00am access and the networking area will be open to attendees from 07:30 – 18:00 

Wednesday 14th May (Show Open Day) 07:00am access and the networking area will be open to attendees from 07:30 – 17:30 

Wednesday 14th May 2025

BREAKDOWN

18:00-23:59 Breakdown

If you require more time for build up or breakdown, there will be an additional security charge. Please contact Natalie Wilkins for further details. 

You do not need to register your vehicle to have access to the loading bay. Please click here to see the loading bay information & good lift information. 

If you are using your own contractor to build your stand, the following forms must be submitted and approved by the World Retail Congress

• Health & Safety declaration
• Risk Assessment
• Method Statement
• Stand Plan & Visual Designs of the stand

Please click here to view the details for arranging deliveries to the Hilton.

Please note: All compulsory forms must be submitted by the deadline date stated on this portal, and approved by the organiser and the venue in order to gain access to the venue.

Appropriate clothing, a high vis vest and hard soled shoes with a closed toe must be worn at all times during build-up and breakdown periods. Heels and flip flops will not be tolerated during these periods. For more information please visit the 'Personal Protective Equipment' section listed below.

The g-Guide sets standards which will safeguard the health and safety of any person working at or visiting an event or exhibition. It is the responsibility of the exhibitors and contractors to comply with these guidelines listed throughout the exhibitor manual.

If you have any questions please do not hesitate to contact natalie.wilkins@worldretailcongress.com or you can download a copy of the g-Guide from the website.

It is compulsory for all exhibitors and contractors to wear Personal Protective Equipment (PPE) at all times during build-up and breakdown periods. The venue and World Retail Congress will NOT allow anyone into the venue or for any work to commence without adequate PPE for the job / task. This includes the Halls and Loading Bay. Minimum requirement includes, but is not limited to the below, however the requirement varies as per the task.

• Suitable footwear. No heels, sandals, open toe shoes during build-up and breakdown
• High Visibility Vests – compulsory in order to commence build-up and breakdown#
• Suitable headwear must be worn by persons working in the vicinity of high works. An exclusion zone must be set up around these activities when work is being carried overhead or the movement of rigging equipment such as trusses.

Any contractors not abiding to these rules will be removed from the venue by an authorised representative.

All materials used in the construction of stands, features and displays, including signs and fascias, shall be:

• suitable for the purposes and conditions of their intended use
• adequately prepared and fixed in order adequately 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.

Suitable samples of materials may be required to be submitted to the venue for approval. Materials may be tested on site to ensure that they comply with fire safety requirements.

Decorative materials used for stand dressing must be flame proofed or purchased already treated by use of the appropriate chemical. Untreated wallpaper and similar thin surface finishes, not exceeding 1mm in thickness, may be accepted, provided they are firmly fixed.

Artificial plants and flowers are combustible and give off toxic fumes. Therefore they must not be used for stand dressing. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such.

Drapes, curtains, hangings, etc, must be inherently or durably flame-proofed. Otherwise they may be treated with a flame retardant.

Test certificates must be available for inspection for any materials intended to be used. Fabrics used for interior stand decoration must be fixed taut and/or in tight pleats (not loosely draped) to a solid backing, secured above floor level and not touching light fittings.

Curtains on exit routes should hang 75mm clear of the floor, be parted in the centre and not conceal any exit signs.

All floor coverings must be secured and maintained so that they do not cause a hazard. Fixing of floor coverings to the hall floor may only be carried out using approved tape. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are generally prohibited, but if you have any questions please contact Natalie Wilkins 

A person is working ‘at height’ if there is a possibility of  their being injured from falling, even if they are working at or below ground level. Generally this means above 2m.

All reasonable steps should be taken to eliminate or minimise work at height. Working at height should be properly planned and supervised and the correct equipment selected. Contractors are to ensure that:

• No work is done at height if it is safe and practical to avoid it
• All work at height takes account of conditions that could endanger safety such as high winds or slippery ground
• Those working at height must be protected by a guard rail or equipped with a fall arrest harness (except when using a ladder)
• Those involved in work at height are trained and competent
• Equipment for work at height is appropriately inspected and free from safety defects The risks from falling objects are properly controlled. Work platforms must have a toe board to prevent  items falling Access is controlled to prevent other persons working or walking beneath work at heights Persons working in the vicinity of high works should wear a hard hat Persons working at height on mobile elevated work platforms should wear head protection Plans are in place for emergencies and rescue from height such as working in the roof space

The maximum power you can have is up to up to 63A 3ph. To order your power, please contact Ben Collings from Showcase, our official contractors.

You do not need to order additional cleaning for your stand, this service will be provided complimentary.

If you are planning to have a raised floor, please provide a ramped edge on the open side of your stand.

The below Safety Regulations must be adhered to by all contractors:

• Note the maximum power consumption for working room/area and ensure safety precautions are taken. PAT documents will be required upon request.
• Any works, installations, cabling connections, etc. using electric current or any other installation which presents fire risk must be acknowledged, approved and supervised by the hotel’s engineering staff
• The stand designs for all Bespoke Stands must be approved by organiser and the venue’s team before build can commence. 
• Contractor has to ensure that all EXIT doors are not blocked or obstructed by any construction materials used
• All EXIT signs must not be covered by any means, it must remain visible from any direction
• Under no circumstances may any fire extinguishers be removed, taken down or covered
• Hotels Fire Safety Rules and Regulations have to be adhered to at all times
• For transportation of heavy equipment, contractors should seek permission from the Director of Engineering
• Prior approval must be sought from Natalie Wilkins and the venue team if any hot work / welding is to be undertaken
• The hotel reserves the right to stop construction should the above clauses not be respected

Emergency Power  

This hotel has an emergency generator for designated lighting and power to key  systems and equipment.  

Human Resources 

∙ Drug Free Workplace policy is in place 

∙ Workplace Violence policy/training is in place  

Guest Room Security 

∙ Electronic locks 

∙ Secondary locking device for entry and connecting doors 

∙ Entry door viewer (peephole) 

∙ Self closing entry door 

Fire Protection  

∙ Each guestroom has a smoke detector and all public/service areas have the  sprinkler installation. 

∙ The closest Fire Station is Soho Fire Station

∙ This hotel complies with the requirements of local fire safety enforcement  laws. 

∙ Fire Drills are conducted at least semi-annually involving all team members.  ∙ The fire alarm system includes automatic detection and audible alarms. ∙ Team members trained in fire evacuation procedures are on duty 24/7. 

Medical 

∙ Local Hospitals are: 

• Weymouth Street Hospital
• St Thomas Hospital
• St Mary's Hospital

∙ There are First Aid, CPR, AEDs trained personnel on every shift Security  

∙ In house security personnel are Hilton 

∙ This hotel follows the basic principles of HACCP Guidelines in line with  local and national food hygiene regulations and receives inspection from  authority enforcement agencies. 

Workplace Safety 

∙ This hotel arranges for regular inspections to ensure hazards are identified  and removed or control measures implemented. 

Water Hygiene 

∙ This hotel arranges for water hygiene assessments and regular sampling to  be carried out.

• The venue reserves the right to stop any noisy work at any time upon verbal instruction onsite 
• The contractor will be fully responsible for any damages or loss of hotel equipment or facilities as the result of their production work
• Before departure from the venue, all remnants, scraps, wood and other debris are to be removed from the venue by the contractor
• The contractor will be fully responsible for controlling his employees properly during their presence anywhere in the venue. Contractor shall have a supervisor onsite to handle any labour issues
• The contractor will be fully responsible for the cleanliness of the work areas after dismantling all their equipment/decoration 
• The contractor has to bring an under liner for carpet protection prior to starting or dismantling of any work

World Retail Congress, while taking every precaution, expressly decline any responsibility for any loss or damage that may befall the property or person of an exhibitor from any cause whatsoever. Exhibitors are required to hold Public Liability Insurance minimum of £10 million, please note that this is not the same as Employer’s Liability Insurance. Your company may already have Public Liability Insurance, however please check with your policy holder that this cover is for organised events taking place outside of your business premise. 

IMPORTANT NOTICE: Your public liability needs to cover the build-up period, event open day’s period and the breakdown period.

IT IS THE RESPONSIBILITY OF THE EXHIBITOR TO MAKE SURE THAT ALL CONTRACTED SUPPLIERS HAVE THE RELEVANT INSURANCE TO COVER PLI. PROPERTY DAMAGE ETC.