THE GAME FAIR 2018 Diamond Anniversary, RAGLEY HALL Exhibitors Insurance and Safety Information

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1 THE GAME FAIR 2018 Diamond Anniversary, RAGLEY HALL Exhibitors Insurance and Safety Information All Game Fair exhibitors must provide information on their insurance and safety arrangements, as indicated below. Please read through the whole of these documents and complete the PARTS A to F, as applicable, and send in requested attachments. Attachments to be sent to exhibitors@thegamefair.org, or The Game Fair, Winchester Court, 1 Forum Place, Hatfield, Hertfordshire, AL10 0RN. PART A Exhibitor s Information Exhibitor s name (as on stand at Hatfield House): Business or organisation name: (if different than name on stand): Name of any other business or organisation represented on/sharing the stand: Name of contact at business address: Name of contact on site at Hatfield House: PART B Insurance All exhibitors must provide evidence of adequate insurance cover during the event period held in the business or organisation name entered above Please read the Game Fair insurance requirements section to make sure your stand is adequately covered by the insurance policy In addition to the information entered below, evidence must be in the form of scanned or copied certificates or broker s letters of cover confirmation If cover is due for renewal prior to the event, this must be indicated and copies of new documents provided as soon as these become available Employers liability Name of insurer: Amount of cover: Public liability Name of insurer: Amount of cover: Product liability (if applicable) Name of insurer: Amount of cover: Tick box to confirm that a certificate or other documentary evidence is attached or sent to exhibitors@thegamefair.org Tick box to confirm that a certificate or other documentary evidence is attached or sent to exhibitors@thegamefair.org Tick box to confirm that a certificate or other documentary evidence is attached or sent to exhibitors@thegamefair.org

2 PART C Fire Risks and Fire Risk Assessment All exhibitors must: provide on their stand one or more fire extinguishers, suitable for the fire risks present (extinguishers can be hired for the event from the Organiser s fire extinguisher contractor, who will also provide advice on the type/s required) answer the questions below submit a fire risk assessment - either by completing the blank assessment form below or submit a suitable assessment in their own format Will anyone be sleeping on or at the rear of the stand during build-up or the event period? If yes, how many people and which nights will they be sleeping there? Where will they be sleeping in the stand structure, in a tent behind the stand, in a vehicle, elsewhere? Please specify. What fire extinguisher/s will be provided on the stand - type/s: water, foam, dry powder, carbon dioxide, fire blanket, sizes and number/s) Fire Risk Assessment (complete this form or submit a suitable assessment in your own format) Sources of ignition: (e.g. smoking, cooking/barbeques, electrical equipment, sources of fuel including gas and flammable liquids, demonstrations involving hot work, vehicles on the stand space, ammunition, etc.) Persons or equipment at risk: (e.g. visitors, exhibitors, contractors & Organiser s personnel, vehicles, structures, etc. ) Control measures (precautions) that will be used to eliminate or minimise fire risks to as low as reasonably practical: (e.g. elimination of ignition & fuel sources, minimising fuel available, suitable storage away from sources of ignition & suitable containers for fuel sources including gas & flammable liquids, supervision, checking sources of ignition have been extinguished & cooled, liaison with other exhibitors regarding conjunction of sources of ignition & fuel sources on neighbouring stands, PAT tested equipment, etc.)

3 PART D General Risk Assessment Requirements All Exhibitors Must submit a General Risk Assessment - either by completing the General Risk Assessment form below - or submitting a suitable assessment in their own format If a stand contractor is to be used to set up or dismantle the stand or exhibits, the contractor must also submit their contractor s risk assessment, covering the work on the stand that the contactor will be carrying out on the event site General Risk Assessment Hazards identified in build up & breakdown & on show days (e.g. erecting & dismantling own structure, other work at height, slips & trips, electricity, food handling, contact with paints, thinners & other hazardous substances, lifting equipment & other machines, vehicles, horses & other animals, fire arms/ ammunition, knives, manual handling, etc) Outcomes: personal injuries or equipment damage (e.g. falls, electric shock, burns, food poisoning, crushing & trapping, kicks & bites, stings, allergic reactions, gun shot injuries, musculo-skeletal injuries) Persons or equipment at risk (e.g. visitors, exhibitors, contractors & Organiser s personnel, vehicles, structures, etc. ) Control measures (precautions) that will be used to reduce identified risks to as low as reasonably practical (e.g. use of suitable access equipment, housekeeping measures, checking of equipment, avoidance of hazardous substances, washing facilities, temperature controls and monitoring, minimising quantities & suitable storage of hazardous substances, confinement & control of animals, warning notices, secure storage, use of trained & competent personnel, mechanical aids, supervision and monitoring, etc)

4 PART E Exhibitor s Own Structures All exhibitors with stands which include structures which have not been provided by the Organiser or exhibition trailers or other vehicles must complete PART E description and structural data for the structures and description and details of exhibition trailers or other vehicles used for stand accommodation Will a structure that has not been provided by the Organiser, or an exhibition trailer or other vehicle/ structure be used on the stand by visitors or for the display of promotional material or display or demonstration of products? If yes: Description of the structure, trailer or other vehicle (attach photographs if available) Who will position and or erect and dismantle the structure? Is the erection and dismantling of the structure covered adequately by the PART D General Risk Assessment? (if not attach a separate assessment or send to exhibitors@thegamefair.org ) Is structural data available for the structure/s to be used? (if yes, please attach or forward to exhibitors@thegamefair.org ) How will the stability, integrity and safety of the structure be monitored during the event?

5 PART F Food and Drink-Information and Exhibitors Information Form The Food Safety Team at Welwyn Hatfield Borough Council, the local authority for Ragley Hall, requires that The Game Fair Exhibitors who will be selling food or drink or serving it as hospitality, either directly or by using a catering contractor, must provide information about their food hygiene, alcohol licensing and safety arrangements. This will enable the Council s Environmental Health Officers to make monitoring visits to those Exhibitors and caterers during the event. Please ensure to send or attach a copy of your Food Hygiene Rating and Alcohol License (where applicable) to exhibitors@thegamefair.org Food and Drink-Exhibitors Information Form Exhibitor s name: (as on your stand at Hatfield House) Business name: (if different than stand name) Business postal address: Name and address of your catering contractor (if applicable): Name of the local authority that your business, or your catering contractor s business, is registered with as a food business: What type of food safety management system do you have in place? (tick the relevant box): SFBB Cook Safe HACCP Other Specify Date of last review: What is your food hygiene rating, or your caterer s rating? (Tick the rating number) Send a copy of food hygiene rating certificate to exhibitors@thegamefair.org What was the date of you or your contractor s last food hygiene inspection? If you, or your catering contractor, does not have a food hygiene rating, why is this? Tick to indicate what will be provided: Food Non-alcoholic drinks Alcoholic drinks

6 Description of the food or drink to be served - whether for sale, sampling or hospitality: Is it lower risk e.g. crisps, nuts, sealed jars, pre-packed etc. or higher risk e.g. pies, pasties, ice cream, cooked or raw meat etc.? Is it intended for immediate consumption or to take home? What hand and utensil washing facilities will be available for use on your stand? Please include the use of TEAL, hot water source, designated sinks, antibacterial solutions/ wipes, etc. Will LPG be used on your stand? Name of contact at Exhibitor s business address: Yes No If Yes, how many cylinders are connected and in use? Do you need storage for LPG on site? Name of contact on site at Hatfield House: Name of Licensee on site at Hatfield House: