Safety Guidelines

IAAPA encourages a safe work environment for all show participants – attendees, exhibitors, installation and dismantle crews, contractors and subcontractors.  Ultimately, it is the responsibility of the exhibitor to ensure the safety and safe work practices of their employees, contractors and subcontractors that may be working at the expo on their behalf.

The following is a simple reference to the very basic rules for exhibiting. It does not outline every single safety standard and is designed to be a guide for exhibitors. This references, but is not limited to, ASTM F24, EN13814, NEC, NFPA, and OSHA standards.

Pre-Show Requirements

Awareness

Situational awareness, being alert to your surroundings, is critical to personal safety during the Pre-show and floor set up. It is the responsibility of all exhibitors, their employees and contractors, to ensure their personnel safety during move-in, set-up, during the show and finally tear down.

Man lifts, fork lifts, people movers, bicycles, heavy equipment and even tractor trailers are in constant movement and pose a risk for injury. Aisle congestion, and the accumulation of trash and debris also pose a potential trip hazard risk.

Ladder Hazards

Ladder usage poses a potential risk. Unsafe ladder practices:

• NOT using a ladder; using chairs, crates, etc.
• Over-reaching
• “Walking” a ladder rather than moving it
• Working above the rated step.  No more than 3 rungs from the top
• Undersized ladders
• Damaged ladders

 

Man Lifts & Scaffolding

If you are using a man lift or scaffolding system, the user MUST employ an OSHA approved safety harness/ restraint system.

It is always preferred to use hard hats.

A spotter on the ground level should be used.

 

Welding

Under no circumstances, welding and/or grinding any structure, device, etc., will be allowed. 

Should welding or grinding be necessary, the object will have to be removed from the show floor to an approved outdoor area.

Any such welding will need to be done by a Certified Welder, and the house may require a separate fire watch while this is being done.

Trip Hazards

It is the responsibility of each exhibitor to be certain to remove trip hazards as soon as possible in and around your booth (including aisles).

• Packing materials and crates
• Trash
• Extension cords
• Debris
• If carpeting is loose or presents a trip hazard contact a GES representative immediately
• Wooden boards with protruding fasteners must be removed from traffic areas and stored securely

 

Combustibles

Under NO circumstances are bottled gases allowed on the floor by the exhibitor. 

Thatch type roofs and umbrellas must have a flammability certificate on file with the safety inspectors.

Exhibitors are required to provide automatic fire extinguishing systems for every 9 sqm of covered area.

 

Fencing Requirements

Exhibitors with dynamic devices and static devices which may be demonstrated without riders, must have the proper fencing system surround the entirety of the device.

The fencing must meet the ASTM F24 4/42 standard. The fence must be 42 inches tall and not have any openings greater than 4 inches.

There must be a minimum of 36 inches from the fencing to the furthest point of the device in operation.

Sign Requirements

Each dynamic device must have proper instructional signs. These signs should include but are not limited to:

• Entrance
• Exit
• Height and Health requirements
• Information about the ride
• Device name and individually numbered cars

 

Electrical Safety Requirements

Be aware of proper connections, the use of power strips, extension cords and cord ratings. No “daisy chaining” of strips or cords is allowed.

An extension cord may be connected to the power source with a multi strip adapter plugged into the extension cord.  

It is not permissible to connect multi strip adapters to another multi strip adapter.

Please review Electrical Safety for details on inductive load, proper use of power strips, and proper use of extension cords. 

 

Audience Participation Safety Form

All exhibitors must complete the Audience Participation Safety Form in advance of the show to indicate if there are any dynamic or static devices inside of the booth that would be considered Audience Participation. 

During Show

Booth Requirements

Exhibitor staff, materials, and product are required to remain in their booth for the duration of the show. Exhibitors are not allowed to use the aisles for any reason, including demonstrations of their goods.

 

Daily Inspection Process

Every exhibitor’s space is evaluated each morning prior to the show opening. If there is a safety issue, a red “CORRECTION” card is placed with a description of the potential hazard. This must be corrected prior to the show opening. 

Dynamic devices are required to provide the Safety Inspectors with a daily checklist for their device, as well as attend a mandatory operator review session Monday, the day prior to show opening.

Dynamic Waivers

It is strongly recommended that each operator of a dynamic device employ a signed waiver from each participant on the dynamic device and retain these records until the end of the show, or if requested by the safety team or IAAPA staff.

Dynamic/Static Permitting

Devices that are Dynamic will require proper insurance coverage, copies of all manuals on file with the safety team, a daily inspection checklist, a daily review by the safety team, and an identifying green Dynamic device permit. This permit sticker must be visible for the safety team and IAAPA staff and is numbered and registered in the Safety Office. 

The process is similar with the Static devices, however they receive a red Static permit, this permit sticker must also be readily visible for staff needs and is a clear indicator that there is NO ridership.

 

Inflatable Requirements

All inflatable devices, whether they are Dynamic or Static, MUST be deflated at the end of each day. 

All blowers must be clear of any obstructions to air flow. It is preferred that silencer boxes for the fans remain open or not used at all during the expo.

All dynamic inflatables must be tied down/weighted down in accordance with manufacturer requirements.

Exhibitors displaying inflatables that are for display only must block off all access points with netting, tape, and/or signage.

Conclusion

Is something unclear? Please ask. When it comes to show safety, there are no wrong questions. 

The Safety Inspectors are easily identifiable and want to help you have the best show possible! If you miss them at your booth on-site, visit the Operations Office.  

If you have any questions during the planning period, please contact IAAPA at [email protected] or the Safety Consultant at +1 (401) 743-2535 or [email protected]. 

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