Health and Safety

Exhibitors intending to sell, sample or offer alcohol as part of hospitality on their stand, for consumption during the show, must first seek permission from the organiser, prior to Exhibiting at the show.  Exhibitors may offer complimentary hospitality on their stands for their own customers; however, you must seek permission from the organisers before applying for a TEN license. 

Food and drink for consumption on site, must not to be sold to members of the public, unless the Exhibitor holds a catering contract with the event organisers.

Exhibitors are responsible for ensuring that alcohol is not sold to/obtained by anyone under 18 years old. We promote 'Challenge 25' at all alcohol outlets.

As per T&C’s, an Exhibitor intending to supply alcohol (for sale/complimentary) must apply for permission to do so on their booking form. The Licensing Act 2003 applies to all supply of alcohol. If you are providing alcohol from or on your stand, please get in touch with your account manager to make them aware. You must apply for a TEN license from the local authority before trading on-site.

The person named on the stand contract must be present on the premises, stand or be available and contactable on-site during the period alcohol is for sale. Exhibitors are responsible for the conduct of people on their premises/ stand. 

Selling, sampling and offering of alcohol requires a TEN license. Applications to the local authority must be made as soon as stand numbers are shared in mid-June 2025. 

This section includes information relevant to Health and Safety and covers the rules and regulations that must be adhered to during build-up, the live show and breakdown.

Please complete the health and safety process via the Jotform by clicking on the link below - We cannot accept hard copies/postal submissions. 

Health and Safety Link - https://form.jotform.com/240324367013345

Documents you need to upload / safety items you must bring to the show - 

• Risk Assessment - if you require a template for a risk assessment, please email exhibitors@thegamefair.org 
• Fire Risk Assessment 
• Employers Liability Insurance Certificate - minimum £5Million (only for entities with 5 or more employees)
• Public Liability Insurance Certificate – Minimum - £5Million  
• Fire Extinguisher, type identified within your Fire Risk Assessment. For advice on which fire Extinguisher is require for your specific needs, please refer to fire safety section below.
• Company/Organisation Health & Safety Policy (only for entities with 5 or more employees)

The local authority senior health and safety officer in partnership with Warwickshires district safety officer, will be visiting Exhibitors during the build-up and live show, to ensure the highest standards of health and safety are maintained. Please contact our H&S officer for advice and guidance healthandsafety@thegamefair.org

Exhibitors must submit an adequate Risk Assessment, to gain access to site

Please ensure you read the Site Safety Rules.

                                                                               The Game Fair 2025 Site Safety Rules

Everyone working at the show must be familiar with these rules before arriving on site, it is the responsibility of all personnel working on site to maintain a safe working environment. 

General

• Everyone on site must work safely at all times. 
• Anyone not following these rules will be asked to leave site.
• Exhibitors and their contractors, regardless of the number of employees, MUST submit to the organiser a written general, and fire risk assessment. (Information and guidance on general and fire risk assessments can be found within the Ezone)
• Children under 16 are not allowed on site during Build-up and Breakdown.
• All safety rules, instructions and warning notices must be observed.  
• You must undertake a Site Induction at point of entry to the site. 
• Any accidents or near-misses must be reported to the Organisers Office or the The Game Fair Safety team as soon as possible.
• Ensure that your work operations do not affect the safety of other exhibitors, site contractors or others.
• Generators must only be supplied by the shows official electrical contractor. No other generators are permitted on-site. Any unauthorised generators used during the show will be shutdown.  
• Whilst you are on-site, be aware that the show ground is a working construction area, and you should always remain vigilant to your surroundings and be aware that work activities will be taking place around you. 
• Unloading and reloading of exhibits and equipment must be pre-planned. 
• Stands, exhibits, banners, flagpoles etc must be adequately stable, taking into consideration likely weather and ground conditions.
• Exhibitor’s handling food must expect an inspection by local environmental health officers.
• Do not do anything to pollute the land or anything which may affect the wildlife which reside on site. Please report any leakages or pollution to the Organisers Office.
• Note that drones are NOT permitted on site. Any persons found with/using them will have them confiscated, and you may be asked to leave site. 
• Do not bring any hazardous substances to the event site, this includes acetylene

Appropriate Personal Protective Equipment (PPE) is required for the task being carried out. Other forms of PPE such as hard hats, eye protection, gloves, etc must be worn if required when performing a specific task.

Everyone on site must wear a Hi-Vis vest/jacket during the build-up and breakdown period, otherwise you will not be allowed access on to site.

If you do not have a Hi-Vis during build up - you will be asked to purchase one from the Lanes or Organisers Office - otherwise you will not be allowed to start build.

Personal Protective Equipment & Workwear

• Everyone working on site must wear suitable clothing and protective equipment for their job, this includes (but is not limited to); protective footwear, hi-visibility clothing, gloves, and hard hats.
• All work at height must be properly planned and use a safe system of access. Suitable PPE must be worn, and when required, a “safe area” created on the ground to prevent others from working underneath you. 

Please refer to page 'REQUIREMENTS FOR FIRE EXTINGUISHERS, FIRE & GAS SAFETY AT THE GAME FAIR 2025'

• Every stand must have suitable fire extinguishers. Sited in clear view (The type, sizes and number of extinguishers should be specified in the exhibitor’s fire risk assessment.) 
• You must take all reasonable steps to manage fire risks arising within your stall.
• Familiarise yourself with the location of fire safety equipment and the procedures to follow in the event of discovering a fire. 
• When working inside, ensure that equipment or stock do not block escape routes or access to extinguishers.
• Smoking is not permitted in any enclosed spaces and in areas where “No Smoking” signage is displayed. 
• Any furniture bought onto site must be fire retardant and have a fire retardant label attached.

The organiser requires every exhibitor to provide a Health & Safety Policy (if over 5 employees), and a Risk Assessment and Fire Risk Assessment. For Exhibitors employing under 5 members of staff a combined risk assessment and fire risk assessment will suffice. If Exhibitors employ one or more contractors to erect their stand, install exhibits etc, a risk assessment for each contractor must be provided, in addition to those submitted by the Exhibitor.

It is a condition of exhibiting at The Game Fair that every Exhibitor completes the Health and Safety JotForm https://form.jotform.com/240324367013345 

This provides us with contact details of the person on your team responsible for Health and Safety whilst on-site, and declares to The Game Fair that a Risk Assessment and a Fire Risk Assessment has been carried out. Find below some guides and further information to help you. If you have any queries regarding the above, please contact the Organisers. 

A Risk Assessment (RA) is a document identifying hazards that might cause harm to people and documents that you have considered reasonable steps to prevent harm. A risk assessment is about identifying sensible measures to control the risks during build-up, open show and breakdown whilst on-site. 

There are four steps to completing a Risk Assessment. 

 Step 1: Identify the hazards: 

Ask yourself what are the risks during build-up, live open show days and the breakdown. Identify what could cause harm to yourself and others. Some hazards are recognised with a risk of harm – for example working at height, working with chemicals, and machinery, but you should also consider what materials will be used? How much noise and dust will there be? Are there any slipping/tripping hazards? Is there a risk of fire? Will the work require long working hours and if so, do you have a “Late working Rota” in place? Once you have explored and considered all possible risks you can move on to step 2.

Step 2: Decide who might be harmed and how: 

For each of the hazards identified in step 1, you need to identify the group of people who are at risk and might be harmed. This will help you to identify the precaution to take. 

Step 3: Evaluate the risks and decide on precaution: 

Once you have identified the hazards and who might be harmed, you need to evaluate the risk and how likely harm will occur? 

• Can the hazards/risks be eliminated completely? 
• If not, how can you isolate/control it? 
• You need to list the precaution taken – training, information, processes in place etc. 

Step 4: Are further actions necessary to control the risk: 

What additional action can you reasonably take for uncontrolled risks? Could you remove the risk completely by working another way? Please ensure the relevant parties are aware of this information. 

If another Exhibitor is sharing your stand, they must submit their own assessment, in addition to those submitted by the primary exhibitor.

Exhibitors are required to provide evidence of their adequate public and employer’s liability insurances. These documents must be uploaded and submitted to via xxxxxxxxxx

Whilst we take every precaution to protect your property during the event, we are not responsible for any consequential loss or damage to your products under any circumstance. It is part of our T&C's that all exhibitors have full indemnity insurance against public liability and all other reasonable risks in respect of loss, damage, injury to goods and persons, and against theft. Exhibitors are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties. In addition to this, you should protect expenditures against abandonment and cancellation or curtailment of the show due to reasons beyond our control. 

Exhibitors who intend to sell food/drink or serve it as part of stand hospitality, either directly or by using a catering contractor, must provide information about their food hygiene. Please upload a copy of your Food Hygiene Rating document through the E-Zone. 

Stands offering complimentary food samples to visitors (excluding corporate hospitality) must only offer small bite size samples: Food – 1-2 bites only Drink – 10ml maximum. 

As per contract T&C’s you must comply with all applicable statutory hygiene requirements and co-operate with the local Environmental Health Officer or their designated representative.

BBQs are allowed on site in open space; BBQs are NOT allowed in shedding structures. If the ground is very dry, we may prohibit the use of BBQ’s. Updates will be via email or text.

Vehicles MUST NOT park inside or under covered stands or structures.

Anyone driving onto or around site must hold a full driving license. 

The site speed limit is 10mph (5mph on trackway). This should be observed at all times – even when the site appears empty. 

Plant and machinery must only be operated by trained and competent persons.

Full vehicle lockdowns operate whilst public/visitors are on the show ground during live show days.

Revving car engines on motor vehicle stands is prohibited.

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The Equality Act states that service providers must make reasonable adjustments to ensure that all customers - no matter what their disability - have equal access to services. 

As exhibitors you are service providers – therefore the Equality Act applies to you. 

If a stock display is mounted above ground level on your stand, a ramp should be built into the stand or a portable ramp made available to allow equal access for disabled visitors. The gradient of the ramp should be no greater than 1:12. If building a ramp into your stand design is not possible - and at times a ramp may not be possible, if for example, it protrudes into a gangway and causes a health and safety hazard, then a directional sign to a serving point should be created to ensure visitors with disabilities can have equal access to what is on offer.

Wheelchair users arm reach is between 650mm and 1060mm, please ensure that staff are trained to help customers to reach products, and please provide signage that reinforces the message that you are 'here to help'. 

For further advice about The Equality Act, access equipment and simple solutions, call ACAS on 0300 123 1100. 

Dogs must NOT be left alone in cars. Our dog patrols work with animal charities and the police to release any dogs left alone in cars. The Game Fair will not be held responsible for any damage done to a vehicle in such cases. Be aware that dog thieves operate throughout the U.K.

Dogs On Site

All pets must be kept under control and on leads. Please do not leave pets alone in cars or caravans. Please clean up any dog mess and dispose of it hygienically in the bins provided. 

If the weather is hot please do not walk your dog on the metal trackway, hot trackway can scould.

Dogs are not allowed in the arenas during build up or show days.

Please clean up after your dog. 

If you are working at height, please ensure this is included in your risk assessment and method statement. The equipment that you are using MUST be strong, stable, and suitable for the taask that it is intended.

Working from height includes working with ladders and installing banners

When Working from Height you must comply with the Working at Height Regulations 2005 (WAHR).

Working from height includes installing banners on banner rails

You must make sure work is properly planned, supervised and carried out by competent people with the skills, knowledge and experience to do the job. You must use the right type of equipment for working at height.

• Take a sensible approach when considering precautions. Low-risk, relatively straightforward tasks will require less effort when it comes to planning and there may be some low-risk situations where common sense tells you no particular precautions are necessary.
• Assessing and controlling the risks
• First assess the risks, considering the: 
• height of the task
• duration and frequency
• condition of the surface being worked on
• Before working at height follow these simple steps:
• avoid work at height where it's reasonably practicable to do so
• where work at height cannot be easily avoided, prevent falls by using the right type of equipment
• where the risk cannot be eliminated, minimise the distance and consequences of a fall by using the right type of equipment 
• For each step, consider measures that protect everyone at risk (collective protection) before measures that only protect the individual (personal protection).

Main show ground and campsite noise policy -

Exhibitors must not play music, use a PA system, or make noise at a volume level which will cause annoyance to adjoining exhibitors / neighbours. This includes revving car engines on motor vehicle stands.

As per contractual T&Cs, noise made by Exhibitors during or after show hours must be kept to an absolute minimum to avoid disturbance to other Exhibitors. Exhibitors found to be making excessive noise or disturbance on site after 23.00hr will be required to leave site immediately. 

Any Exhibitor/persons found to be making excessive noise or disturbance on either the main site or campsite after 23.00 will be asked to leave the site immediately. 

Fur products are strictly vetted at the show. Whilst we do permit the sale of fur at the. show, to ensure that we meet the highest standards of welfare that our consumers demand, we must insist that all fur on sale has been ethically sourced as outlined by The International Fur Federation (IFF). Fur on sale must uphold the highest standards of welfare as well as Origin Assured. 

Whilst we are aware that exhibitors offer fur for sale at the event, any exhibitors wishing to sell fur, must provide proof of ethical standards. , Please get in touch with exhibitors@thegamefair.org if you have any questions.

Please click on the link below to read Stable Events Group Health & Safety Policy 2025 (Issued – 16th February 2024).

https://drive.google.com/drive/folders/1o0JqM_ZWAiJCL7DLTFQwbhc2-WXfrq3L?usp=share_link