GENERAL HEALTH & SAFETY


IMPORTANT: This information should be read and adhered to by all exhibitors.

GSMA Ltd and Shanghai New International Expo Centre (SNIEC) take their health and safety responsibilities very seriously and it is essential that all exhibitors and contractors do the same in order to jointly achieve a safe working environment during the event period.

All of the health and safety section comprises information about your stand collated by you and/or your stand contractor. In this section you will also find information about all relevant forms and information to be submitted.

As the organiser, it is our policy to make the exhibition and all surrounding events a safe environment as far as is reasonably practicable. This section of the manual has been produced to provide exhibitors with clear, simple suggestions for understanding and implementing a suitable and sufficient safety management programme to comply with all health and safety procedures.

Download a PDF copy of the Guide to Global Standards of Health and Safety at Exhibitions. The aim of this guidance is to set standards which will safeguard the health and safety of any person working at or visiting an event or exhibition.


ACCESS TO SAFETY EQUIPMENT AND SIGNAGE

CAPACITY OF EXITS

COMPULSORY HEALTH AND SAFETY DOCUMENTATION

EXHIBITOR RESPONSIBILITIES

HEALTH & SAFETY PROTOCOLS AT THE STAND (NEW for 2021)


Access to Safety Equipment and Signage

Exit door lighting, fire signage and safety equipment signs must not be obstructed unless permission has been given by the SNIEC and GSMA Ltd and alternative arrangements made. Stands must be set out in such a way that they do not interfere with access to the fire-fighting devices. If fire-fighting devices are located inside the stands, they must remain visible and accessible at all times. Please refer to Material Specifications for details of which materials can be used and how they are classified. Flammable materials may not be used for the construction or assembly of stands. The materials employed shall not contribute to evolution of large volumes of smoke. Materials used for the construction and installation of the exhibition booths and any other structures must consist entirely of non-combustibles with a burning diffusion rate not lower than Class B1 as required by both the national and local fire-control regulations of Shanghai.

Capacity of Exits

The number, capacity and distribution of exits must be sufficient to allow visitors safe access and egress to ensure effective means of escape in the event of an emergency. The exits should be kept available and unobstructed at all times and should generally be arranged so that there are alternative escape routes from any point within the event.

Compulsory Health & Safety Documentation 

Exhibitors must submit the following Health and Safety Documentation before 8 January 2021.

  • HEALTH AND SAFETY DECLARATION
    When first accessing the manual all exhibitors have to accept the Terms & Conditions which include a Health & Safety statement. Please click here to see this statement.
  • BUILD UP AND DISMANTLING ACCESS FOR CONTRACTORS
    In the contractor section of this manual, you must assign forms to your relevant contractors or colleagues and submit their contact details. Your contractors or colleagues will get personal access to the manual and those forms you have assigned to them and will be responsible for sending the relevant information to us on your behalf. We encourage you to make use of this function as much as possible to reduce your own workload and to ensure good quality of the submitted information. Please complete their information, including their contact information here.
  • RISK ASSESSMENT
    All exhibitors and/or their contractors must conduct a risk assessment of their activities.
    Please click here to fill out the Risk Assessment form.
    Please click here for an example on how to conduct a Risk Assessment.
    Submission Deadline: 8 January 2021
  • METHOD STATEMENT
    All space only stand exhibitors and/or their contractors must complete a method statement of their activities. The method statement must be submitted to Abraxys together with the risk assessment and stand plans. Please click here to fill out the Method Statement form.
    Submission Deadline: 8 January 2021
  • STAND PLAN SUBMISSION
    All space only exhibitors must submit plans of their construction. Please click here for more detailed information. SNIEC requires submission of drawings and specifications from all stands with a height of 4.5m or above.
    Submission Deadline8 January 2021

Exhibitors Responsibilities

As an exhibitor, you must ensure the health, safety and welfare of your employees, contractors and visitors as far as is reasonably practicable throughout the exhibition. This includes that all employees, contractors and visitors employed, instructed, invited or entertained by you are provided with suitable and sufficient information, instruction, training and supervision to ensure their health and safety as well as others working on or near your stand, or affected by your work actions or inactions during the show’s tenancy. The principal areas, which need to be brought to your attention and any contractors, include the following:

  • It is a requirement that you carry out a suitable and sufficient risk assessment outlining the control measures you will implement to eliminate or reduce to an acceptable level any major hazards or risks posed by your work activities.
  • Ensure all persons understand the fire and emergency procedures and the location of first aid staff. All your staff and contractors must be notified of these procedures, and it is recommended that at least one member of your team has undertaken a basic first aid course.
  • Ensure all contractors and subcontractors carry adequate liability insurance.
  • Please ensure that your staff store these numbers in their mobile phones:
    • FIRE: 119
    • MEDICAL: 120
    • POLICE: 110
  • There are fire alarms located around the hall perimeters and can be used to report a Fire. Report all fire incidents or accidents or emergency situations to SNIEC.
  • It is imperative that emergency exits and specific gangways are kept clear at all times.
  • Operatives must wear suitable protective clothing relevant to their job, which may include harnesses as well as head, eye, hearing, foot and hand protection. All persons inside the exhibition hall are required to wear a reflective safety vest and hard hat during build-up and dismantling.
  • All powered access equipment, i.e. forklift trucks, cranes, etc. are only to be operated by the appointed contractors who are fully trained, competent and licensed. All such equipment has to be recently inspected. Where restraining devices are fitted they must be worn.
  • Ensure portable power equipment is only used for the purpose for which it is designed, with safety guards and other safety devices fitted and used. Power leads must be kept to a minimum and only cross gangways if properly taped down. Power requirements must not overload the systems order. Such equipment must never be left unattended with power supplied to it. Please do not create a trip hazard at any time.
  • It is the Exhibitors responsibility to ensure that all workers entering into the SNIEC for specific-type work must possess “Shanghai Specific-type Operator Certificate” (electricians, welders or forklift drivers and others). Operators without certificates are not allowed to work. All relative operation rules and procedure must be strictly obeyed. Non-complying operation and supervision are strictly forbidden.
  • It is the Exhibitor’s responsibility to ensure that all staff and contractors are fully trained to ensure safe working practices at all times. Good housekeeping and tidiness in all work areas minimises hazards and aids security.
  • Please ensure all persons employed by yourself or your company or affected by your work actions are aware of these health and safety responsibilities. Exhibitors must obtain their contractors health and safety policy and risk assessment detailing specific safety procedures, hazards and their associated control measures, competence and training of staff, and a named individual safety officer responsible for their work activities throughout the event period.
  • It is the exhibitors and contractors responsibility to ensure that they and their staff are not working excessively long hours. Staff should be permitted suitable rest periods and if late working is undertaken, staff should be rotated in line with a work schedule.
  • Exhibitors are obliged to report accidents to the GSMA Ltd office.
  • See also Stand Building Regulations.


HEALTH & SAFETY PROTOCOLS AT THE STAND (NEW for 2021)


Use of Personal Protective Equipment at the Stand or Location within the Venue

The Company must designate persons who are responsible for the provision of personal protective equipment to all of the stand staff, suppliers and contractors. Each Company must have a suitable plan for the distribution of personal protective equipment to all individuals prior to coming on-site.

  • Face Masks

Face masks, of a type permitted by local regulations and the Venue at the time of the Event, are mandatory inside of the Venue. The Company must ensure that every person in their stand (including, but not limited to stand staff, suppliers, contractors and visitors) correctly wears their face mask at all times. This applies during build-up, show days and dismantling. Guidance on how to correctly wear a face mask can be found here:

  • Face Shields
Face shields may be worn to complement face masks, but not as a replacement. The use of face shields is recommended for individuals that interact with a large number of people throughout the day. Face shields should be individual to the user and not shared amongst different people.

Hand Sanitiser

The Company is encouraged to provide hydro-alcoholic solutions at all entry and exit points and throughout the stand space. Stand staff are encouraged to ensure everyone sanitises their hands at all entry points as well as before and after handling any products. 

Protective Screens

The Company is encouraged to install protective screens at welcome counters, demo areas and any other locations with frequent person-to-person interactions.
The protective screen should be mounted on a counter or another solid barrier at the stand to physically separate the stand personnel from the visitors or to separate the stand from the aisle.
If the use of a protective screen is not possible, perhaps because of the nature of a demonstration, it can be replaced by the use of face shields (in addition to protective face masks).
The positioning of screens and other risk mitigation countermeasures should be planned with inclusive accessibility criteria, taking into account visitors with reduced mobility.

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People Displaying COVID-19 Symptoms 

Prior to coming on-site, the Company must make suitable arrangements to ensure that all staff, contractors, suppliers and other persons attending the Event on behalf of the Company: All local attendees shall (1) have their Health QR code on their phone, (2) show the Health QR code to the security guards at the entrance; and (3) have their body temperature measured daily. If the body temperature exceeds 37.3℃  or there are abnormal phenomena such as cough and shortness of breath, they may not be allowed to enter the Venue, and may be advised to go to the designated Quarantine Zone or to a medical institution or help to call 120 ambulance for medical treatment depending on their circumstance.

Please note, this section will be updated to include additional actions and measures that the Company must take relating to detecting possible cases of COVID-19 prior to individuals coming to the Event and while individuals are at the Event.

The Event Risk Assessment submitted to Abraxys Ltd. must include an appropriate plan addressing how the Company intends to control COVID-19 related risks on its stand/location.

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Tracing System and Procedures

 If required by the competent authority, release real-name registration requirements and procedures to all staff, suppliers, exhibitors and visitors in advance, and collect real-name information of exhibitors, visitors, construction workers and staff, pay more attention to those from high or middle risk epidemic areas. Green health QR code (Sui Shen code) is required in order to enter the venue

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Cleaning

The Company is encouraged to institute frequent cleaning and disinfection regimes for its stand. Door handles, handrails, furniture and all frequently used surfaces should be cleaned and disinfected regularly and between consecutive visits. 

Where the handling of products or other materials is necessary, both the products and hands should be sanitised before and after use with a hydro-alcoholic sanitising solution. 

A cleaning and sterilisation regime must be in place for any audio-visual equipment. Wherever possible, microphones and other such audio-visual equipment should be individual to the user and equipment should not be shared during any session.  In circumstances where equipment may be used by several people during a day, a specific protocol for cleaning and disinfecting the equipment between consecutive uses should be established.

The Company is encouraged to carry out all cleaning activity with the official cleaning suppliers. Specialist or technical equipment, such as microphones, audio visual equipment or the Company’s products, may have their own specific cleaning regime implemented by the relevant party.

For safety reasons, the use of Ozone and UV-C lamps is not permitted unless expressly authorised by the Organizer and the Venue Owners. 

Any enclosed space on the stand should include an adequate ventilation system in order to continually renew the air within the enclosure. Ventilation exhaust ducts should be positioned in the roof of the structure, expelling the air in an upwards direction, away from any persons or any air inlets. Any such ventilation systems must be included in the Company’s stand plan submission. 

An appropriate cleaning plan must be included in your Event Risk Assessment submitted to Abraxys Ltd.

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Staff Training

The Company must ensure that all staff, contractors and suppliers have received, at a minimum, training in the health and safety guidelines and rules applicable to the Event. 

The Company must provide the applicable governmental regulations and guidance, and all health, safety and risk prevention rules applicable to the Event (including those provided in this Event Manual) to all personnel, staff, contractors and suppliers prior to coming on-site. All individuals must familiarise themselves with this information, understand the expectations and incorporate the appropriate measures in the planning and execution of their projects.

Each individual should receive specific training about their role on-site and how they must incorporate the protective measures while they are performing their role.

An appropriate plan / system must be included in your Event Risk Assessment submitted to Abraxys Ltd.

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Stand Events

If you are planning any event at your stand, you must follow all the health and safety protocols listed in this section.  

For furtherinformation click here.

An appropriate plan / system must be included in your Event Risk Assessment submitted to Abraxys Ltd.

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Risk Assessments

The Company must undertake a suitable and sufficient assessment of the risks associated with COVID-19 and develop appropriate mitigation plans including, but not limited to, the requirements listed in this Event Manual. Such risk assessment must be included as part of the Event Risk Assessment submitted by the Company to Abraxys Ltd., the Official Stand Plan Inspection Agency .