General Health & Safety



The information below must be read and adhered to by all exhibitors and where applicable, their appointed contractors regardless of the space contracted at the Event. 

GSMA and Fira Barcelona take the Health & Safety responsibilities very seriously and it is essential that all exhibitors and contractors do the same in order to achieve a safe working environment during the event period. As Organisers, it is our policy to make the exhibition and all surrounding events a safe environment as far as is reasonably practicable. As a minimum standard all exhibitors and their suppliers should abide by the g-Guide, Guide to Global Standards of Health & Safety at Exhibitions which can be downloaded here.

It is the responsibility of every exhibitor and their contractors/suppliers to make sure that they comply with all applicable laws and regulations in relation to their performance and obligations during build up, the event and dismantling.

If you have purchased a turnkey package with the GSMA and you will not be constructing a stand with a contractor, please continue to read through the below.

Note: Your company or own country legislation may be more stringent than local laws. It is each exhibitors responsibility to abide by the most stringent regulations when it comes to Health & Safety.

This section has been produced to provide exhibitors with clear, simple suggestions for understanding and implementing a suitable and sufficient safety management programme to comply with Health & Safety procedures.



COMPULSORY HEALTH & SAFETY DOCUMENTATION

ALL Exhibitors must submit the following Health & Safety Documentation for review before arriving onsite. Forms can be accessed in the Forms & Deadlines section.

Important note: Whilst forms are provided as a guide, completion of these does not necessarily mean they will be approved. All Risk Assessment’s, Method Statement’s and Health & Safety Declaration’s must be compliant, suitable and sufficient. When completing your documents, please take into account as much as reasonably possible, all risks associated with your build. All of these risks must be assessed to an acceptable level.

ALL EXHIBITORS (regardless of the contract type)

Space Only, Space Only Hospitality, Space Only Hybrid, Outdoor stands, meeting rooms over 20m 2 or any meeting room planning a custom build

Health & Safety Declaration

Health & Safety Declaration

Manage my Third Party

Manage my Third Party

Risk Assessment Form**

Risk Assessment Form

Special Activities Form *

Stand Plan Submission


Method Statement Form***


Double Deck Method Statement Form*


Special Activities Form *


 * Where applicable.

 **Not mandatory for Co-exhibitors and clients with a Pod.

 *** Executive Meeting Rooms and Standard Meeting Rooms clients, are not obligated to submit a method statement if you are NOT planning to fitting out your space.


Health & Safety Declaration

When first accessing the online manual all exhibitors must accept the Terms & Conditions, which include a Health & Safety statement. All exhibitions will also receive a ‘Declaration of Work’ from Abraxys via email, 1 month prior to tenancy. The Declaration of work must be completed by all before the exhibitor or their third party commences build. Exhibitors are reminded that among the statutory duties which they have under health & safety law the following are most important:

  • Your duties in no sense are reduced when an employer is exhibiting at an exhibition and therefore all health & safety at work must still be complied with
  • A written company health & safety policy should exist if the company employs 5 or more employees
  • A risk assessment must be carried out for your stand. This must include build-up, open days and dismantling. If you have an appointed contractor they should complete and submit a competent risk assessment on your behalf
  • Exhibitors must also ensure that any appointed contractors and sub-contractors abide by all regulations in the Event Manual together with all legal regulations and any other relevant local legislation

Manage My Third Party

It is the responsibility of the exhibitor to give access to the appointed contractors and/or colleagues to the manual and submit their contact details. Once this is completed, you can assign specific forms to your contractors / colleagues in order for them to complete on your behalf. You will be able to access all forms via the Forms & Deadlines section.

Once you have allocated a specific person to your account, your contractors and/or colleagues will receive personal credentials to access to the manual and the forms you have assigned to them. We encourage all exhibitors to make use of this function as much as possible to ensure the relevant parties are submitting the relevant, information on your behalf.


Risk Assessment

It is a requirement under the Event rules & regulations that each and every exhibitor (including all turnkey packages) undertakes a suitable and sufficient Risk Assessment prior to the event for all activities on the stand. This involves listing the tasks and identifying the hazards present onsite, then devising ways to minimise and control those hazards. Exhibitors may otherwise be liable to heavy fines and prosecutions if an accident were to happen at your stand. Take into account work practices and exhibits to be installed/positioned on your stand, and the potential accident these could cause.

Your Risk Assessment must also include a detailed analysis of all the risks associated with your stand build/fitting and removal (e.g. working at height, cutting/ sawing etc.). This should then show how you plan to lower the risk to a safe level. 

It is the responsibility of the exhibitor and/or their contractor to ensure a sufficient and complete risk assessment has been submitted for all activities on the stand. Click here for a Risk Assessment sample.

How to carry out a competent Risk Assessment

When completing a Risk Assessment think about and consider what you will be displaying on your stand and decide if there is anything that could cause anyone any harm e.g. trailing wires, hot water, heavy boxes, trip hazards, etc. and then think about how you will prevent these things from harming anyone. Do this for the build-up, exhibition open days and dismantlin of your stand. Weigh up whether you have taken enough precautions or should do more to prevent harm. The important aspect is whether a hazard is significant, and whether you have covered it by satisfactory precautions so the risk is small.

All Risk Assessments should be a careful and studied examination of your activities ensuring that your build-up, the open period and dismantle are achieved safely and nothing occurs which could cause harm to any person.

The following guidelines will assist you to make a basic Risk Assessment of your activities.  If you are building a large or complicated stand, or are involved in unusual activities during the exhibition, you may need to seek the assistance of a qualified Health & Safety Adjudicator.

Please click here to view the guidelines

ALL SPACE ONLY exhibitions must complete and submit the following in addition to the above, before a Commence to Build Letter can be issued by the Official Stand Plan Inspection Agency, Abraxys Ltd.


Method Statement

A detailed, step-by-step written description of how the stand will be constructed and dismantled in a safe manner if required for all space types below. Your stand contractor should be able to supply this.

  • Space only 
  • Space only hospitality suites
  • Hybrid stands
  • Outdoor stands
  • Meeting rooms over 20m2

In all stand-building cases (especially steelwork erection and lifting), the foreman and / or the principal contractor should draw up a specific method statement and go through it with your contractors in advance of the event. You are legally responsible for any person working for you and their actions, or inactions. You must ensure that any contractors you use are competent and will work in a safe manner. This you may do through requesting copies of their Health & Safety Policy. For smaller companies, who may not have such documents, you should request copies of their public liability and employee’s insurance documents letter or reference etc. If they cannot supply such documentation, you would be wise not to use them. Details of such checks should be entered in this box.

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Stand Plan Submission

All Space Only Exhibitors (Space Only Stands are deemed as all stands being built, Hybrid, Hospitality and general Space Only), or exhibitors planning a custom fit out  of a meeting room, must submit detailed plans of the construction with the relevant supporting documentation. All documents must be reviewed and a Commence to Build Letter, issued from Abraxys Ltd, before work inside the venue may commence. Please visit the Stand Plan Submission page for more information.


Special Activities

Certain activities such as virtual reality (VR), augmented reality (AR), mixed reality (MR), self-driving cars, vehicle demonstrations, attendee participation activities, simulations, strobe lighting, and robotics, among others, require further review and approval from the Organisers. Please ensure to read through the Special Activities section in this manual to understand if your activity requires further approval. 


EMERGENCIES

Emergency Numbers & Procedure

In the event of an emergency inside the Fira Gran Via venue, please call (+34) 93 233 4100 during event opening hours. English speaking staff will be available.

If you have a security emergency outside of the venue please call (+34) 900 77 2023. This is a free 24-hour Security telephone number for assistance, operational from 27 February to 2 March 2023.

Please ensure that staff, contractors’ and sub contractors’ staff are familiar with the venue’s emergency procedures


First Aid

If you need to report an accident or require any form of medical assistance within Fira Gran Via including an Ambulance please call Security Control on +34 932334100. Do not call ambulances directly in such cases, as Fira Security will co-ordinate all incidents within the venue.

It is important to give the following information when requiring medical assistance in order for them to deal with the incident quickly and effectively:

  • Exact location of the casualty – e.g. Stand name & number
  • Type of incident, e.g. cut, broken limb, faint or suspected heart problem

Main First Aid Centre: The main first aid centre is located in hall 3 (close to Hall 2) and will be open during the official opening times throughout build-up, open days and dismantling. 

Secondary First Aid Centres: The secondary first aid centres are located in hall 3 (close to hall 5) and in Outdoor Area 5/7. These will only be open during show day.

Please click HERE for a location map.

If you require an Ambulance outside of Fira Gran Via please call the European Emergency Number 112.


FIRE SAFETY


Fire Extinguishers

Any fire extinguishers and hoses sited within the hall or your stand perimeter must not be covered or obstructed at any time. Please ensure that your staff are familiar with the proper use of extinguishers. Specialist extinguishers are available by prior arrangement. Exhibitors/contractors must ensure that all materials used in the constructions of stands, exhibits, furniture, textiles etc. on their stand satisfy the Organisers/Venue Management regarding resistance to flame/fire hazard. 

The following are not permitted in the building: 

  • Easily inflammable or explosive substances, gases and dangerous goods, including radio-active and chemical substances
  • Goods or appliances which cause a nuisance by virtue of smell, sound, light or any other means;
  • Balloons
  • Spray Painting
  • Segway’s / Rollerblades / Skateboards / Scooters /bikes (electrical and road scooters) or other wheeled transportation not for use by the disabled,
  • Compressed Gas

If there is a fire extinguisher located inside your stand perimeter, please refer to Pillars & Wall Services section for further information.

    Stands with a travel distance of over 15m to a public gangway must provide their own fire extinguishers which are properly mounted close to escape routes and located clearly visible at least 15m from any position. At least one extinguisher must always be provided on the second level.

    Fire Extinguishers can be hired through Resa Expo Logistic pre-event or onsite. Please note a surcharge will be applied to all onsite orders. Please email  Cristina Furne or call + 34 932334889.

    For onsite orders please visit Resa Expo Logistic - Central Operations office (located at the back of Hall 3 - access only available from outside the hall). To see a location map please click here.

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    Flammables: gas bottles, helium balloons, bioethanol, burners

    Domestic Butane or Propane gas bottles, helium filled balloons or bio ethanol burners are not permitted inside the venue at any time.

    Should you require outdoor heating solutions, please contact servfira for further details.

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    Hot work and naked flames

    Hot work is any process that can be a source of ignition when flammable material is present or can be a fire hazard regardless of the presence of flammable material in the workplace. Common hot work processes are any work involving oxy-acetylene cutting/welding, gas/oil blowlamps, grinders, tar boilers, LPG burners, soldering. When flammable materials are present, processes such as grinding and drilling become hot work, processes which requires a hot work permit issued by Fira Barcelona prior to the commencement of work.

    • Exhibitors / Contractors are to indicate any hot work / hot work demonstrations which are taking place on the stand.
    • Demonstrations must be carried out on concrete or on ground protected by heat resistant material at the cost of the Hirer.
    • All safety measures should be provided to ensure members of the public are not exposed to any danger or risks from the hot work demonstrations.
    • Fire extinguishers are be provided and readily available for use for this area. Exhibitors will have to abide by any other recommendations made by Fira, the organisers and the Fire and Safety authorities.
    • The immediate area must be clear of other workers, public and vehicles and no other workers, public or vehicles should be able to pass under hot works
    • The immediate area must be clear of any combustible items.
    • The operative and others must be suitably protected from risk of burns and damage to eyes.
    • A suitable fire extinguisher must be provided close to the location of hot works.
    • A second operative is required to monitor the operation, to keep other people clear, watch for signs of a fi re, and use the fi re extinguisher if necessary.

    Please contact your hall manager for further assistance.

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    FIRE EXITS & SCAPE ROUTES

    Fire Exits must be kept clear of obstructions at all times both inside and outside the hall. Any items found blocking a fire exit will be removed and disposed of.
    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 event organisers and alternative arrangements made 
    • Stands must be set out in such a way that they do not interfere with access to any fire-fighting devices
    • If fire-fighting devices are located inside the stand perimeter, they must remain visible and accessible at all times
    • It is strictly forbidden to custom build cupboards or doors in front of venue firefighting equipment such as fire alarm buttons, fire hoses or fire extinguishers
    • It is possible to build cupboards or doors in front of firefighting equipment with the following conditions:

      • Fire hoses, fire extinguishers and alarm button must be easily accessible. Note that fire hoses are provided with a glass door that must be easily open and hose must be pull out of its cabinet
      • Fire hoses, fire extinguishers and alarm buttons must be properly signposted with normalized signs
      • Door must be easily open without any lock
    Please refer to  Pillars & Wall Services for further information.

      Emergency exit doors

      All Emergency Exit Doors must comply with the following:

      • Doors must be non-lockable
      • Doors must have a system of easy and fast opening accessibility, on the side from which an evacuation would occur
      • Doors must open in the direction of the evacuation
      • Doors cannot invade hall aisles

      Click here to find out more about sliding doors and emergency exits.

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      Storage 
      • No excess stock, literature, packing cases or other flammable materials may be stored in any unauthorised or void areas.
      • Storage underneath stages, staircases and structures is strictly forbidden. 
      • To arrange for empty packaging to be stored through Exhibition Freighting GSM please  click here. To find out more about the storage of empty cases and stock please  click here

      GENERAL HEALTH & SAFETY REGULATIONS

      The principal areas, which need to be brought to attention, will include but not be restricted to: 

      • A person must be appointed to be responsible for health and safety matters on the stand.
      • Your staff and contractors should be constantly reminded by you of the need for vigilance regarding health and safety to themselves and those working in their vicinity.
      • Stand construction contractors must comply fully with the legal requirements that are relevant to their operations.
      • The understanding of emergency & evacuation procedures and the location of the first aid centre.
      • The need to maintain emergency exits and keep gangways clear during build-up and the breakdown.
      • Ensuring that good housekeeping is maintained in work areas, thereby minimising risks and allowing any remaining hazards to be identified easily.
      • The work area must be free from general waste materials that could be a hazard to operatives. All waste should be disposed of in the proper manner.
      • Nails etc. must not be left protruding from any packing cases or material.
      • The need for operatives to wear suitable protective clothing relevant to their job, which includes eye, hearing and foot protection.
      • Working at heights must be done in a safe manner, using suitable equipment in the approved way, e.g. step ladders and mobile scaffold towers.
      • All portable power equipment must be used only for the purpose for which it was designed and the correct safety guards and devices must be fitted and used. Trailing power leads must be kept to a minimum and not cross gangways, unless protected at source by a residual current device. Petrol powered equipment must not be used.
      • Ensure power equipment is not used by anyone other than fully trained and qualified personnel. All equipment and machinery must comply with the relevant standards.
      • Ensure the safe use and storage of flammable liquids and substances and isolate from waste and other risk areas.
      • Ensure chemicals and flammable liquids are safely removed from the hall after use. Under no circumstances may such products be placed in general rubbish bins and skips.
      • The consumption of alcohol is not permitted on the exhibition floor during the build-up and breakdown periods.
      • All contractors must be aware of the need to identify suitable and sufficient tools and equipment required for the job before coming on-site.
      • Cooking during build up and dismantling is not permitted within the venue.
      Accidents
      If you or your contractor are involved in or are a witness to an accident whilst on-site, regardless of how small, it must be reported.

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      Gangways
      • All gangways must remain unobstructed and accessible at all times.
      • Under no circumstances will any part of your stand, furniture, exhibits or displays be allowed to project beyond the boundary of your stand.
      • No doors or windows shall open outwards onto a gangway.
      • Night sheets must be tied securely and neatly throughout the day and avoid obstruction to gangways.
      • Building across gangways is not permitted, without an agreement with the organisers. 
      g-Guide

      The organisers have adopted The Guide to Global Standards of Health and Safety at Exhibitions as minimum standard of health and safety that all venues, exhibitors and contractors should abide by.  These standards are set out in the  g-Guide which we strongly recommend that you and your contractor downloads.

      Please note that the documents are regularly updated, so to ensure that your stand complies with current regulations, please ensure that your contractor regularly checks for these at the links above. Generally, if G-Guide specifications are adhered to (together with the specific Mobile World Congress regulations) then stands will be issued with Permission to Commence Build promptly. Please encourage your contractors to study it carefully so as to avoid delays.

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      Ladders

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      Ladders can be used when it is not practicable to use a working platform or the activity is low risk. Ladders must be used in accordance with manufacturer's instructions at all times.

      Additionally, the following guidelines must be followed:

      • Ladders must have ‘industrial’ rating (this type are more durable and resilient)
      • Ladders for work over 4m are not permitted
      • Leaning ladders must be placed at the correct angle
      • Ladders should only be used on level ground and must be secure e.g. suitably tied or, as a last resort footed
      • The top treads or steps must not be used as a platform for work
      • Users should face the ladder at all times whilst climbing or dismounting
      • Stepladders should not be used sideways-on where sideways loads are applied
      • Only one person should climb or work from a ladder or a stepladder
      • Steps and ladders should be checked for suitability and defects each time they are used
      • Workers must wear a helmet to secure their safety

      Please click here to view the Do’s and Don’ts off ladder safety.






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      Smoking

      Smoking is not permitted inside of any part of the Fira Gran Via Premises. This applies to build-up, show open days and dismantling. 

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      Vehicles / Machinery

      Engine driven vehicles, vessels or machinery will only be admitted to be displayed during the exhibition if a stand vehicle form has been submitted and accepted by the deadline. You will be able submit the Stand Vehicle form through the Forms & Deadlines section in this manual.

      • The fuel tanks of motor vehicles must contain only sufficient fuel to move the vehicle in and out of the hall.
      • The fuel tanks on all other petrol engine equipment must be empty
      • The fuel tank must be sealed, wherever possible with a lockable cap
      • All vehicles must be provided with a drip tray and shall be positioned within the boundaries of the stand so that any protrusions, doors, tail lifts etc., do not infringe the stand perimeter
      • The running of engines during the open period of an exhibition is strictly prohibited
      • Filling or emptying of fuel tanks inside the hall is strictly prohibited at all times.
      • Battery must be disconnected (this does not apply to new cars which have on-board computer systems)

      If you are planning Autonomous driving displays or any demo’s including the movement of cars, vehicle demo in your stand please make sure to submit the Special Activity Form which can be found in the Forms & Deadlines section.