The Importance of Health and Safety Protocols at Exhibitions

Health and safety protocols may not be the most glamorous aspect of exhibitions, but they are crucial for creating a secure and enjoyable environment for everyone involved.

Whether it’s managing foot traffic, ensuring structural stability, or providing a clean space, proper protocols keep both exhibitors and visitors safe and focused on what really matters—the experience.

Here’s why these protocols are essential and how they can be effectively implemented.

How Do You Keep the Team Behind the Scenes Safe?

Who says health and safety isn’t glamorous? In exhibitions, protocols form the basis of everything we do. It’s crucial to create a secure and enjoyable environment for all the teams involved.

Whether it’s managing foot traffic, ensuring structural integrity, or providing a clean space, managing health and safety ensures that everyone stays focused on what really matters- the experience.

We’ve listed some of the most important protections to implement successfully.

1. Protecting Attendees and Staff

• Why It Matters: Exhibitions bring together large groups of people in close quarters, increasing the risk of accidents or health incidents. Without strong support, you’re inviting unnecessary risks that could harm attendees and staff alike.
• How to Implement: Use clear signage to outline safety guidelines, provide first-aid stations, and ensure that all team members are trained in emergency procedures. When people feel safe, they can engage more confidently.

2. Managing Crowd Control and Traffic Flow

• Why It Matters: Proper crowd management helps prevent congestion and maintains smooth traffic flow, which is essential for both comfort and safety. Without it, bottlenecks and overcrowded areas can lead to accidents and frustration.
• How to Implement: Plan your stand layout with wide aisles and clear entry/exit points. Utilise signage and barriers to direct visitors and prevent overcrowding. Working with venue staff to monitor attendance can also help control crowd levels.

3. Ensuring Structural Safety

• Why It Matters: From towering displays to interactive installations, exhibition stands can involve complex structures. These need to be built and maintained with precision to avoid risks like collapses or falls.
• How to Implement: Collaborate with qualified stand contractors who adhere to industry standards for structural integrity. Before the event, conduct a safety inspection to ensure everything is stable, and verify that all displays are set up correctly.

4. Providing Accessible Emergency Exits

• Why It Matters: In an emergency, a quick and clear exit strategy is crucial. Blocked or hard-to-find exits can turn an emergency into a disaster.
• How to Implement: Design your stand layout so emergency exits are visible and accessible. Ensure staff members are aware of exit locations and can guide attendees if necessary. Clearly labelled, well-lit exits make all the difference in an emergency.

5. Maintaining Hygiene Standards

• Why It Matters: If COVID taught us anything it is that hygiene is essential for preventing the spread of illness, especially in high-traffic settings where people touch shared surfaces and interact closely.
• Why It Matters: Hygiene is essential for preventing the spread of illness, especially in high-traffic settings where people touch shared surfaces and interact closely. It’s also good practise to keep your stand clean, no one will think highly of a dirty exhibition!
• How to Implement: Provide hand sanitising stations at high-touch points, clean frequently used surfaces regularly, and encourage safe distancing. A clean environment demonstrates care for visitors’ well-being and contributes to their comfort.

6. Following Electrical Safety Protocols

• Why It Matters: With so many electronics in use, from digital displays to lighting, electrical safety is vital. Faulty wiring or overloaded circuits can lead to fires or electrical hazards.
• How to Implement: Work with our certified electricians for all electrical setups, use proper equipment and avoid overloading power sources. Conduct electrical checks during setup and ensure cables are covered and out of foot traffic to prevent tripping.

7. Preventing Slips, Trips, and Falls

• Why It Matters: Slips and trips are common in busy exhibition environments and can easily lead to injuries. Loose wires, uneven flooring, or unattended spills are just waiting to cause an accident.
• How to Implement: Secure all cables, avoid clutter, and use non-slip materials for flooring. Regularly inspect the area and address any hazards immediately. A little prevention goes a long way in creating a safe space.

8. Training Staff on Safety Protocols

• Why It Matters: Even the best safety plans mean little if staff aren’t trained to implement them. In an emergency, a well-prepared team can respond quickly and efficiently, minimising risks and ensuring visitors’ safety.
• How to Implement: Conduct a pre-event training session where staff can familiarise themselves with safety protocols, emergency procedures, and their specific responsibilities. The more prepared your team is, the safer your event will be.

9. Keeping Communication Lines Open

• Why It Matters: During an event, rapid communication is crucial for managing unexpected situations. Having a system in place for immediate updates or instructions can prevent small issues from becoming bigger ones.
• How to Implement: Equip staff with walkie-talkies or a mobile communication system for quick, efficient contact. Designate a point person for emergencies so everyone knows who to reach out to in case of a problem.

10. Conducting a Post-Event Safety Review

• Why It Matters: Reviewing what went well and what didn’t helps to improve safety measures for future events. Even small insights can lead to big improvements in safety.
• How to Implement: Hold a debrief with your team post-event to discuss any safety concerns or incidents. Use this feedback to refine your safety protocols and plan better for next time.

Health and safety protocols are the backbone of any successful exhibition. By implementing these measures, you not only protect visitors and staff but also create an environment where everyone can focus on connecting, learning, and making the most of the experience.

A safe event is a successful event!