Stand Declarations – MACH Exhibitor Manual

Ops Forms | Stand Declarations 2026

Stand declaration form for MACH exhibitors

This form is compulsory for all exhibitors at MACH

SPACE
Missing information will mean that a Certificate to Build will not be issued.

SHOW READY and SHELL
Show ready and Shell exhibitors must also complete this form to ensure that they are compliant with all the Health & Safety requirements of the exhibition.

Form Submitted By:

First Name(Required)

Last Name(Required)

Company(Required)

Email(Required)

Stand Details:

Exhibiting Company(Required)

Stand Number(Required)

Stand Contacts:

In case of an issue with your stand we need to know who to inform, as exhibition the show tenancy extends beyond standard office hours and over weekends please also provide an out of hours contact. We will only use this information if there is a need to do so.

Contact Name(Required)

Contact Mobile Number(Required)

Out of hours Contact Name

Out of hours Contact Mobile Number

Declarations:

The Management of Health & Safety at Work Regulations 1999 requires co-operation and co-ordination with all parties whilst sharing a workplace. It is a condition of entry into the exhibitions that every Exhibitor, contractor, sub-contractor, supplier and their agents comply with the Health & Safety at Work etc. Act 1974 (HASAWA74) and all other legislation covering the venue. The Exhibitor accepts that it is their legal and moral responsibility to ensure that their own and others health and safety is not put at risk by their actions (or inactions) during the exhibitions, please complete this form affirming your commitment to co-operation and co-ordination with the Organisers and Venue.

1. I acknowledge that I need adequate PUBLIC LIABILITY insurance for my participation in this event and sufficient insurance to cover all potential losses including those relating to force majeure and will ensure suitable cover in place in good time for the show.(Required)

Yes

Note that this is different to Employers Liability insurance and the minimum accepted value if £5 million.

2. A copy of the PUBLIC LIABILITY insurance certificate must accompany this declaration and be uploaded using the option below.(Required)

Max. file size: 50 MB.

3. I agree to complete a suitable and sufficient risk assessment for the activities taking place during the event(Required)

Yes

A copy of the risk assessment must accompany this declaration and be uploaded using the option below.(Required)

Max. file size: 50 MB.

A basic risk assessment template is available at the bottom of the page if you need guidance but you are not required to use a standardised format.

4. I have read and understood the Site Rules & Procedures and will ensure that all staff and third-party contractors who will be onsite during the exhibition tenancy have been made aware of these requirements. Signed copies should be retained for your own records but do not need to be submitted to the Organiser.(Required)

Yes

A copy of the Site Rules & Procedures document is available at the bottom of the page

Items of Special Risk:

Please confirm if your stand at the exhibition will include any of the following features:

Item

Guidance

Included on Stand?

Bottled/Compressed Gas Cylinders

Any bottles gas on stand Must be secured in a bottle holder, these can be ordered with the cylinder through Bottled Gas Order Form

Bottled/Compressed Gas Cylinders(Required)

Working Exhibits / Machinery with Moving Parts

If yes: Refer to Clause 8 of the Stand Build Regulations which outlines how machinery can be positioned on your stand.

Working Exhibits / Machinery with Moving Parts(Required)

Machinery Exhibit List(Required)

Max. file size: 50 MB.

Include in your risk assessment. Upload a machinery exhibit list [template available at bottom of the page]

Lasers

Additional paperwork may need to be filed – the operations team will email to confirm

Lasers(Required)

Hot Works such as welding

Additional paperwork may need to be filed – the operations team will email to confirm

Hot Works such as welding(Required)

Vehicle exhibits (with engines)

Exhibitors should refer to the e-Guide for guidance as to what is required for motor vehicle exhibits and ensure these points are covered in your risk assessment

Vehicle exhibits (with engines)(Required)

Alcohol

Exhibitors who wish to serve alcohol during show open period must include this in their risk assessment

Alcohol(Required)

Downloads section:

Please find below the documents referenced in the above form; you can download them by clicking on the links below:

Risk Assessment Template

Site Rules and Procedures

Machinery Exhibit Declaration Template

Please note that whilst the Organiser will make every effort to accommodate additional exhibits/stand activities they reserve the right to refuse to allow the inclusion of any item of special risk not declared in advance.

e-GUIDE