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 exhibitions and conferences safety file


The SAFETY FILE is required for all work but is especially important where you have construction work and visitors. This is due to a number of reasons; work activities for exhibitions, conferences and all events require planning and co-ordination and very soon afterwards the quality of the work is put to test by high levels of use by many people over a short duration. There is only one opportunity to get things right and the consequences of not doing so can be very serious. Therefore systems, records, checks and remedial actions are paramount.

Contents of an event safety file for exhibitions and conferences

A typical list may include for example;

  • Venue H & S policy and organiser H & S policy. They are both required so please make sure that they do not conflict in any way. If they do, please talk about it with each other and keep a record of your findings and actions.
  • Approvals. These may include licences and special permissions from various external agencies.
  • Site plans. These may include traffic arrangements, scale drawings of floor plans, special builds, temporary structures (stages, build-to-order stands, tiered seating etc).
  • Contractors safety systems. This will include what are known as risk assessments. The full picture includes specifications of goods and materials, staffing levels and competences, details of how the work will be undertaken safely, transportation and loading/unloading arrangements, numbers of staff over given periods, quality checks and more. Remeber, generic systems might be good for certain circumstances but in all cases, their safety plans must relate to your event, for this occasion and at this particular venue.
  • Records of meetings. What is required, what is agreed, any special arrangements applicable, times and so on. 
  • Briefing documents are essential. They confirm local arrangements for that particular site and occasion for safety, health, welfare and emergency systems. They also give opportunities for contractors to quickly learn that they are appreciated, thought about and where to go for information if needed.
  • Sign off sheets are probably the last items before the event commences. it is essential that all work is insepcted by a competent person (sometimes independant inspections). This will confirm the use of competent staff, using approved systems of work and materials and inspected to ensure no shortfalls of quality and safe-for-use approval. Don't forget your own walk-about inspection to make sure that all is well and remember fire safety issues.
  • Your diligence and checks will continue throught event time and should also be recorded, including any remedial actions taken.
  • Record any untoward incidents and accidents.
  • After the event, it is useful to hold a 'de-brief' meeting with relevant parties and record your conclusions and recommendations for developing and improving your systems for the future.


For more details, we recommend having a good read at the g-Guide for exhibitions and conferenes and have it at hand to refer to. Occasionally you will need to follow the advice within the document to other sources such as legislation and approved codes of practice.


For further advice for assistance or training from The Safety Organisation our contact details are at the top right corner of all pages of our web site.

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