NHS Confederation annual conference and exhibition 2016 Red forms

SO10 - Stand plan declaration - RED FORMS

Your details:

Organisation: / Stand No:

To be completed by all SPACE ONLY stands

(Please mark the relevant statement below with an X)

[ ] Our stand is [ ]mm in height and is below 4m (4000mm) (including flooring)

All stands must be built to a height of 4m (4000mm) in height or less (including flooring). Height of the stand is measured from the hall floor.

[ ] We are providing our own temporary flooring YES [ ] NO [ ]

[ ] If yes, the height of the flooring is [ ]mm

[ ] We are providing a ramp/sloped access to our temporary flooring YES [ ] NO [ ]

Flooring height below 18mm: No ramp/sloped access required

Flooring height between 18-36mm: Ramp/sloped access strongly advised

Flooring height over 38mm: Ramp/sloped access required

Stand plan submission

Stand plans MUST be submitted for all space only sites, submitted in English, to a recognised scale not less than 1:50.

(Please mark the relevant statement below with an X)

[ ] Stand plans/visuals and with heights, dimensions and sides open to gangways for stands under 4m are enclosed with a signed Method Statement and Risk Assessment.

Principal stand contractor/agency

Company Name:
Address:
Postcode:
Email: / Tel:
Contact: / Fax:
Please indicate your anticipated date and time of arrival on site:

Other contractors/agencies used

Stand designer/flooring supplier/additional supplier* (*delete as appropriate) / Organisation name
Contact: / Tel:
Other organisation (please specify)
Contact: / Tel:

Please return this form by 06 May 2016

SO11 - Method Statement - RED FORMS

A Method Statement should be prepared by the STAND CONTRACTOR to accompany the stand building plans.

Please either use the form below or produce your own suitable statement.

For a guide on how to complete a Method Statement see Appendix 2.

Stand name and number:
Named Responsible Person:
Details of the Stand: / (Location, dimensions, floor loadings, etc)
Access:
Erection:
Materials used:
Stability:
Hoisting:
Scaffolding:
COSHH:
Environment:
Services:
Safety features:
Exhibits:
Hot working:
Other Relevant Details:

Please return this form by 06 May 2016

0844 800 59 89 www.nhsconfed.org/2016logistics

NHS Confederation annual conference and exhibition 2016 Red forms

SO12 - Risk assessment (RA) template for non-complex stands - RED FORMS

A Risk Assessment should be prepared by the STAND CONTRACTOR to accompany your stand building plans and no plans will be accepted without a comprehensive assessment.

Please either complete the form below or supply your own suitable version.

EXHIBITION / NHS Confederation annual conference and exhibition 2016, 15-17 June
Build up – 08:00-19:00 on 13 June and 07:00-22:00 on 14 June.
Breakdown from 15:00 on 17 June.
VENUE / Manchester Central
YOUR COMPANY NAME
STAND NUMBER AND HALL(S)
CONTRACTOR NAME (if applicable)
RESPONSIBLE PERSON(S)

NB: There is a guide to completing assessments in Appendix 2.

HAZARDS / CONSEQUENCES / WHO IS AT RISK / RISK LEVEL / CONTROLS / ACTION LEVEL
Identify the hazards. / What could result from the hazards? / Who might be harmed? / Calculate the level of Risk: / What controls can be implemented to reduce either the probability or severity of the risk? / Re-calculate the Risk Level (PxS=R) and determine the Action Level:
1.
2.
3.
4.
5.
6.

NB - Add more rows for each additional hazard as required.

Risk Assessment Template Page 2

HAZARDS / CONSEQUENCES / WHO IS AT RISK / RISK LEVEL / CONTROLS / ACTION LEVEL
P / S / =R
PROBABILITY (P) / SEVERITY (S) / RISK LEVEL – P x S = R / ACTION LEVEL
5 = Almost Inevitable
4 = Very Unlikely
3 = Likely
2 = Unlikely
1 = Very Unlikely / 5 = Multiple deaths/injuries
4 = Single death/ V. serious injury to one person
3 = RIDDOR Major Injury I
2 = RIDDOR 3-Day
(Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR),
1 = Minor/First Aid / 5 / 5=M / 10=H / 15=H / 20=H / 25=H
4 / 4=L / 8=H / 12=H / 16=H / 20=H
3 / 3=L / 6=M / 9=H / 12=H / 15=H
2 / 2=L / 2=L / 6=M / 8=H / 10=H
1 / 1=L / 2=L / 3=L / 4=L / 5=M
1 / 2 / 3 / 4 / 5
Probability
Severity / LOW – No action required
MEDIUM – Justify/review for each event day
HIGH – Immediate action/further controls needed


Risk Assessment Template Page 3

Risks to be monitored each day – for action levels of medium or above

HAZARD / MONITORED BY / FREQUENCY OF MONITORING / WHO IS RESPONSIBLE?

If you have any queries, please contact the Exhibitions Team on 0844 800 5989

Declaration

To the best of my knowledge the information provided is correct. The control measures in place control risk to an acceptable degree.

Completed by: / Date:
Organisation:

NB. Forms will be not be accepted without a signature when emailed back to the Exhibitions Team. Where possible please add a scanned signature or sign before faxing or posting back the forms.

Signed:

NB All stands will be passed subject to onsite inspection.

Please return this form by 06 May 2016


Risk assessment template guide

HAZARDS / CONSEQUENCES / WHO IS AT RISK / RISK LEVEL / CONTROLS / ACTION LEVEL
Identify the hazards.
List the hazards:
NB - Below is a list of potential areas that hazards may arise from:
Adverse weather
Complex structure
Compressed air
Dust/fumes
Electricity Falling objects
Fall from height
Fire
Gas/LPG Hazardous substance
Special effect
Stored energy
Use of lifting equipment
Use of vehicles
Use of work equipment
Equipment/machinery
Explosion
Extreme temperature
Noise
Radiation
Slip/fall
Water features / What could result from the hazards?
List the results:
NB - Consider the likely effects which could lead to any of the following:
First aid injury
RIDDOR 3 day injury Serious injury – Usually an injury from which full recovery is likely.
Death or very serious Injury to one person - Life changing injury from which full recovery is unlikely.
Death or very serious injury to more than one person. / Who might be harmed?
List everyone who might be harmed by each hazard:
Example
• Organiser’s staff
• Venue staff
• Exhibitors
• Contractors
• Young/new
inexperienced
staff
• Disabled
• Children
• New and expectant mothers
• Trespassers
• Pedestrians
and drivers
around the
venue
• Local
inhabitants / Calculate the level of Risk:
To calculate the risk level, use the formula below, where:
Probability (1-5)
X
Severity (1-5)
=
Risk
(between 1-25)
PxS = R / What controls can be implemented to reduce either the probability or severity of the risk?
NB - Consider the risk control hierarchy:
·  Eliminate
·  Substitute
·  Reduce
·  Isolate
·  Control
·  PPE
·  Discipline / Once the controls have been considered and recorded, re-calculate the Risk Level (PxS=R) and determine the Action Level, where:
High 8+ = Immediate action required
Medium 5-7 = Justify and review each event day
Low 1-4 =
No further action required

0844 800 59 89 www.nhsconfed.org/2016logistics