Welcome to your Exhibitor Manual for Community Care Live 2025 held at the Business Design Centre, Islington (BDC).

The manual has been designed to provide you with all the details you need to plan for the show. Please take time to read the information contained within the manual to ensure a full understanding of the rules, regulations, and requirements.

The Exhibition Team

If you have any queries, please do not hesitate to contact the relevant members of the Community Care Live team; we are here to help you and we look forward to working with you towards a successful event.

Operations Enquiries
Syreeta Tranfield
Syreeta.tranfield@markallengroup.com

Sponsor / Exhibition Enquiries
Nicky Davies – Head of Events and Partnerships
nicola.davies@markallengroup.com
07787151949

Marketing Enquiries
Caroline Kirk – Senior Marketing Executive
caroline.kirk@markallengroup.com
 

Please complete and the forms below by the dates specified:

Quick links to:

• Exhibition Timetable
• Quick Reference Guide to Contractors
• The A-Z of Services & Regulations 
• Health & Safety and Risk Assessments

Due to Health and Safety regulations, every organisation exhibiting at this event must nominate a competent person to read and sign the compulsory Health and Safety Form (which you will find on order form section of this manual) and ensure that all relevant information is disseminated to any individuals who will be working on their stand during build, break and show open times, regardless of whether they are permanent employees, temporary staff or contractors. This includes producing a suitable and sufficient risk assessment for your stand. 
 

Public Liability Insurance

We will require proof of your public liability insurance (minimum cover £2million) which covers your participation at events. Please submit this by email to cclive@markallengroup.com by no later than 1st September 2025.

Site Rules & Induction

All Exhibitors must read the below and then complete the Health and Safety Declaration by clicking here.

Health & Safety

IMPORTANT – PLEASE READ AND ACTION
Mark Allen Group Ltd take their responsibility as laid out in accordance with the Health & Safety at Work Act, etc. 1974 very seriously and it is vital that exhibitors and contractors do the same. The Health and Safety at Work Act embraces exhibition and conference venues as places of work and as an Exhibitor it is therefore essential that you are aware of your legal obligations under the Act. Exhibitors and their Contractors should refer to www.hse.gov.uk for all relevant guidance on HASAWA74.

As a guide only, these responsibilities are to ensure, so far as is reasonably practical, the health, safety, and welfare of all your employees, and any plant, article, substance or system of work which may be used, is safe and without risk to health. This includes that all employees, contractors and visitors employed, instructed, invited or entertained by you are provided with suitable and sufficient information, instruction, training and supervision to ensure their health and safety as well as others working on or near your stand, or affected by your work actions or inactions during the show’s tenancy.

The principal areas, which need to be brought to your attention and any contractors, include the following.

• It is a legal requirement that you carry out a suitable and sufficient Risk Assessment outlining the control measures you will implement to eliminate or reduce to an acceptable level any major hazards or risks posed by your work activities.
• Ensure all persons understand the Fire and Emergency Procedures and the location of the First Aid Centre. All your staff and contractors must be notified of these procedures, and it is recommended that at least one member of your team has undertaken a basic first aid course.
• It is imperative that emergency exits and specific gangways are kept clear at all times.
• Working at height must be done in a safe manner, using suitable equipment in the approved way i.e. steps, scaffold towers, powered access equipment etc. Any unsafe work will be stopped by the organisers, the venue or their health and safety representatives until a safe method of work has been established. Contractors and or exhibitors working at height must wear hard hats and ensure that the area is cordoned off so as to avoid injuring other parties.
• Operatives must wear suitable protective clothing relevant to their job, which may include fall arrestors as well as head, eye, hearing, foot and hand protection.
• All powered access equipment, i.e. forklift trucks, cranes etc. are only to be operated by the appointed contractors who are fully trained, competent and licensed. All such equipment has been recently inspected in accordance with the Lifting Equipment & Lifting Operations Regulations 1998. Where restraining devices are fitted they must be worn.
• Only acceptable substances are allowed on-site and full compliance with the COSHH (Control of Substances Hazardous to Health) regulation is required. Safety Data Sheets must be available for all such substances and brought to the attention of the Organisers.
• All portable, mains powered electrical equipment must carry a current Portable Appliance Test (PAT) certificate and the device must not have been modified in any way. Ensure portable power equipment is only used for the purpose for which it is designed, with safety guards and other safety devices fitted and used. Power leads must be kept to a minimum and only cross gangways if properly taped down. Power requirements must not overload the systems order. Such equipment must never be left unattended with power supplied to it. Please do not create a trip hazard at any time.
• It is the Exhibitor’s responsibility to ensure that all their staff and contractors are fully trained to ensure safe working practices at all times. Good housekeeping and tidiness in all work areas minimises hazards and aids security.
• Please ensure all persons employed by yourself or your company or affected by your work actions are aware of these Health & Safety responsibilities. Exhibitors must obtain their contractors Health & Safety Policy and Risk Assessment detailing specific safety procedures, hazards and their associated control measures, competence and training of staff, and a named individual safety officer responsible for their work activities throughout the shows’ tenancy.
• It is the exhibitor’s/contractor’s responsibility to ensure that they and their staff are not working excessively long hours. Staff should be permitted suitable rest periods and if late working is undertaken, staff should be rotated in line with a work schedule.
   

Risk Assessment

As exhibitions and events are deemed as hazardous environments, it is a requirement under Regulation 3 of Management of Health and Safety at Work Regulations 1999, that every employer and all self-employed carry out a risk assessment. This regulation requires exhibitors to assess the risks to workers and others, who may be affected by their work business. This will enable them to identify the safety control measures they need to take to comply with health and safety law. All exhibitors are required to undertake a suitable and sufficient Risk Assessment which should include all work practices, hazardous exhibits and the risks to be found on site. 

By Law, your Risk Assessment must be ‘suitable and sufficient’: A suitable and sufficient risk assessment is one that:

• Correctly and accurately identifies the hazard.
• Disregards inconsequential risks and those trivial risks associated with life in general.
• Determines the likelihood of injury or harm arising.
• Quantifies the severity of the consequences and the numbers of people who would be affected.
• Takes account of any existing control measures.
• Identifies any specific legal duty or requirement relating to the hazard.
• Will remain valid for a reasonable time.
• Provides sufficient information to enable the employer to decide upon the appropriate control measures, taking into account the latest scientific developments and advances; enables the employer to prioritise remedial measures.

It must also be simple to understand, implement and communicate to all your staff and contractors. Below are some guidelines to assist you with writing a Risk Assessment.

Step 1: Look for the hazards:
What equipment, materials and chemicals will be used? How much noise and dirt will there be? What are the ground conditions? What vehicle movements and lifting operations have to be considered? Do you need to schedule a ‘Late Working Rota’ to avoid tiredness and accidents? How will you be disposing of waste? Are there any electrical installations? What hazardous vehicles/exhibits do you have? Can visitors fall from a height? Can visitors harm themselves on any of your exhibits/stand fitting? What fire prevention measures will be put in place? Will anyone be undertaking any heavy lifting? Is there any working at height taking place? Are any power/hand tools being used? Will there be catering on the stand that will result in food waste? Will there be any hot surfaces? Are you having any live displays on the stand that will require additional safety measures? Is there anything that could pose a slip/trip hazard?

Step 2: Decide who could be harmed and how:
Who will be affected by your work and most at risk? Think of your employees, contractors or Exhibitors on or near your stand, through to the visitors themselves. Safe working depends on co-operation and exchange of information between firms on site, so take this into account and consider necessary precautions on every aspect of the work being carried out, which may include training and the provision of relevant information.

Step 3: Evaluate the risks and write down Control Measures:
Once you have done this adequately, you can then decide on the appropriate action you are going to take to eliminate them. Ask yourself (a) can the hazard or risk be removed completely or done in a different way; (b) if the risk cannot be eliminated, can it be isolated, controlled or reduced (and detail how); (c) can protective measures be taken that will protect the entire workforce/visitors on site? Protective work wear should be considered as the last step to take and may not be the only solution.

Step 4: Record and notify the findings:
Write down the findings of your Risk Assessment. Pass on information about significant risks to those people identified in Step 2 and record what measures you have taken to control those risks. Write it all down, then do it on site and remember to keep it simple.

Step 5: Review your findings
This allows you to learn by experience and take account of any unusual conditions or changes that occur on site. The Stand Manager and/or Principal Contractor should draw up the Risk Assessment as well as a specific Method Statement and go through it with all relevant parties in advance of the Show. Update the Risk Assessment as and when required, such as if new work practices are brought in or new staff employed or the working environment changes in any way. Ordinary hand-written changes are quite acceptable, but remember to implement the changes required for next time.

Remember that you must communicate any changes to your Risk Assessment to all those that are involved, otherwise you will have wasted your time and potentially put your colleagues at risk.  Please have your risk assessment available on your stand for inspection.

Site Induction

1. EMERGENCY PROCEDURES

SECURITY

• If you have any security concerns, please contact a venue employee or the organiser’s office. Inform them of the nature and location of the problem.
• Do not leave any personal belongings or valuables unattended on your stand, the venue and organisers cannot be held responsible for any losses.

FIRST AID

• Should you need medical assistance contact a venue employee or the organiser’s office. Inform them of the location and nature of the medical emergency. They will radio for assistance.
• Alternatively contact the Main Reception Desk by using any one of the internal red telephones or if using your mobile, ring 0207 288 6475. If possible give the following information:
  • Who you are
  • Who the injured person is
  • Exact Location
  • Nature of medical emergency
  • Is the patient male or female
  • Approximate age
  • Are they breathing, conscious or unconscious
  • Nature of illness – do they have chest pains/are they bleeding, etc.

DO NOT PHONE FOR AN AMBULANCE – a venue first aider will do this if required.
All accidents, incidents or near misses must be reported to the Organiser/Venue Event Manager

FIRE

On discovering a fire:

• Immediately raise the alarm by: o Altering a member of venue staff or the organisers office
• Using an internal phone and dialling 6666. Tell the duty operative where the fire is, your location, telephone extension and nature of fire.
• Operate the nearest fire alarm
• Remove persons in immediate danger to safety
• Close doors behind you
• Only tackle fire if exit is obstructed

EVACUATION

• In the event that the venue needs to be evacuated immediately leave the building from the nearest exit
• Do not use lifts
• Do not stop to collect personal belongings
• Go to the assembly points as advised by security
• Do not leave the assembly point or re-enter the building until instructed

2. WELFARE ARRANGEMENTS

ORGANISERS OFFICE

• The organiser’s office will be located just off the exhibition floor, under the stairs to the upper galleria. If you need to contact a member or the organisers team on-site please call +020 7288 6127/8/9

TOILETS

• Toilets will be open during the build-up, open and breakdown periods in each corner of the mezzanine level.

CATERING AND WATER

• Food outlets are available onsite during build up and breakdown on the Galleria
• A water fountain can be found beside the stairs leading to the gallery level on the mezzanine.
• Other catering outlets are available on Islington high street and surrounding areas

SMOKING

• Smoking (including e-cigarettes) is only permitted in the designated smoking areas

ALCOHOL AND DRUGS

• Anyone found to be drinking alcohol or taking drugs will be asked to leave the venue

Site Rules

Whilst working at Community Care Live 2025, it is important that you are aware of the safety rules, procedures and arrangements that are in place for your safety and that of your colleagues. All of your employees and contractors are required to read these Site Rules prior to working at Community Care Live 2025 and the following apply to all staff, organisers, contractors and exhibitors:

• Comply with Venue Traffic Rules and follow the instruction of venue traffic marshals at all times
• Vehicle access into the halls has to be approved by the Venue/Organisers of the event.
• Any vehicle or plant driven within the hall must adhere to the 5MPH speed limit and operate with hazards/turned on lights.
• Drivers must give way to pedestrians within the event hall/s and pedestrians must give way to vehicles within the loading bay/s
• No persons are permitted to operate plant or machinery (including fork lift trucks) unless they have received adequate training
• Appropriate management and safe methods of working at height is required at all times – in any areas where working at height is being carried out, the immediate area must be controlled
• Ladder work must only be conducted for short work periods – you must NOT stand on the top tier of your ladders -any unsafe ladder work may result in the employee being ejected from the venue
• No substances are to be used in the hall which have not been pre-agreed by the venue and event organiser
• Any person suspected to be under the influence of drugs or alcohol will be ejected from the venue
• Appropriate PPE & footwear should be worn whilst working in the venue – flip-flops, open-toed sandals, etc. are NOT acceptable
• No hot works can take place in the venue without a Hot Works Permit being issued
• All contractor accidents, incidents & near misses must be reported immediately to the organiser
• Work Tidy – during builds and breakdowns, you must ensure aisles are kept clear at all times and that all waste is to be disposed of in an appropriate manner

Here you will find all the essential access information you will require for preparing your stand and maximising your participation at the exhibition.

Build up

Access to the loading bay:  Loading access is possible from the Business Design Centre back car park and will enable you to deliver your goods directly to your stand. There is only vehicle access to the Loading Bay from Liverpool Road; pedestrian access is not permitted. Please follow the guidance provided by the loading bay team.

Visit https://www.businessdesigncentre.co.uk/visitors/loading-bay/ for further information.

Open Days

All exhibitors must occupy their stand by 08:30 on the open days of the exhibition.

Breakdown

N.B. Please be aware that whilst in the loading bay you must wear high visibility jackets (provided by yourselves).

Please contact the official event contractors below to order services for your stand

For any other services not listed above please contact cclive@markallengroup.com

Access Hours

The Loading Bay for the BDC is accessed via Liverpool Road only.

• Under no circumstances will pedestrian access be allowed at the entrance to the Loading Bay.
• Drivers must make themselves aware and observe local traffic restrictions. (Be aware that penalties are likely to be vigorously enforced by the Police and Traffic Wardens.)
• There is substantial provision for vehicles under 2 metres in height to load and unload from the Car Park at the front of the BDC.
• Details of the breakdown procedures will be provided to exhibitors and contractors during the build up period.
• There will be no access to the Loading Bay in the last 30 minutes of a build up or breakdown period. The BDC reserves the right to extend this ‘cut off’ period. All exhibitors and contractors must comply with the reasonable requests of the Traffic Marshals. Failure to do so may result in access to the BDC being denied or vehicles, if within the Loading Bay, being clamped (Release fee £35.00) or removed (Retrieval fee £220.00).

All Exhibitors and Contractors MUST pay particular respect and consideration to local residents especially during build up and breakdown periods.

Accommodation

For all your accommodation needs please click the below link: https://hotelmap.com/events/M6CDY-LV

Alcohol & Drugs

The consumption of alcohol and/or drugs on the exhibition floor during build up and break down is expressly prohibited. Anyone deemed to be inebriated will be asked to leave and denied access to the venue.

Audio Visual

Europresentations have been appointed as the official contractor for the exhibition.

For all your required needs please click the link below for their online website or contact Europresentations on:

Tel: 020 8830 5461
Email: andywilliams@europresentations.co.uk
Web link: https://euro-presentations-on-line-expo-hire-shop.fws.store/category/2day2

Balloons & Inflatables

All types of balloons are prohibited within the exhibition halls as some can cause damage to the air-handling system; exhibitors will be charged for all costs arising from contravention of this regulation.

Breakdown

Please refer to The Exhibition Timetable above.

Community Care 2025 is open to delegates from 09:00 – 17:00 on Tuesday 7th October & 09:00 – 16:00 on Wednesday 8th October. Removal of exhibits and displays commences after the exhibition has closed and all delegates have left the exhibition hall. Under no circumstances may any goods be removed or packed away from your stand before this time. Trolleys must not be used until the hall is clear of delegates, and please note that contractors will not be permitted into the halls until the delegates have left. In the interests of safety, exhibitors are asked to stop serving with hospitality on their stands after the show closes. Electrical power to stands will be switched off 30 minutes after the show closes.

All valuable items must be removed by 18:00 including stand-fitting materials. Items left on the gangways will be deemed as rubbish and thrown away.

We strongly advise you not to leave any items unattended on your stand during this time. The Organisers and the Business Design Centre cannot accept responsibility for any loss or damage. We strongly advise that you have adequate insurance.

Please note that if you are leaving items on your stand to be collected by couriers, you must notify the organiser’s office and supply a contact telephone number for both the courier company and a representative of your organisation. If you are arranging for a courier to collect items after the show please ensure that these will be collected prior to 20:00, as items cannot be collected the next day.

Build Up

Please refer to Exhibition Timetable above.

All stands must be ready by 19:00 on Monday 6th October. It is important that you contact us if you foresee any problems keeping to this schedule.

Carpet

The Business Design Centre is carpeted throughout.

Catering

The Good Eating Company are the exclusive caterers for the venue and all food and drink must be ordered via them. Exhibitors wishing to organise food and beverages should immediately contact Good Eating Company on 020 7288 6351 or operationsbdc@goodeatingcompany.com

Children

Everyone attending the event must be over the age of 18. This rule also applies to exhibitors’ children and we have a responsibility to rigidly enforce it to comply with the Health and Safety regulations of the exhibition.

Cleaning

The Exhibition Hall and stands will be cleaned prior to opening each day. Exhibitors are requested to place refuse for collection in bags and leave them in the aisles at the close of business.

Cloakrooms

A cloakroom service is provided during exhibition open days for a small charge. 

Common Area

All common areas must be kept unobstructed at all times. Exhibitors & Contractors must keep ALL common areas clear whilst building or dismantling stands, exhibits etc. All exhibits must be kept within the confines of the stand space and demonstrations must not cause undue congestion and/or obstruction of common areas.

Delivery of goods

All exhibits and materials must be delivered carriage paid, direct to the stand. The goods should be clearly labelled as follows:

Attn: (Contact Name)
(Stand Number and Stand Name)
Community Care Live 2025
Business Design Centre
52 Upper Street
Islington
N1 0QH

Exhibitors must ensure that a representative of their company is on-site to receive and sign for deliveries. Please note, deliveries must not be made to the centre before Monday 6th October. The BDC and the Event Organisers are unable to accept responsibility for any goods delivered prior to this or to stands that are unmanned.

Disabled Visitors

There are facilities for people with disabilities. The front of the building is ramped, enabling easy access with a lift to all floors. There are disabled toilets on all levels within stairwell B and on the Gallery level in stairwell F.

Please note that all space only stands with a raised platform require ramped access for disabled visitors. The Business Design Centre does have a limited amount of wheelchairs. However, please call in advance to pre-book.

Find further information here: https://www.businessdesigncentre.co.uk/visitors/accessibility/

Distribution of literature

Distributing material, such as printed leaflets, cards, circulars or articles, is prohibited unless from your own stand. This includes the gangways surrounding your stand.

Any further info please contact nicola.davies@markallengroup.com

Electrical Services & electrical regulations

To order electrical items including spotlights, electrical sockets, mains please email:  renayk@bdc.london or visit the exhibitor portal https://bdceventportal.bdc.london/exhibitor/communitycare

The installation or alteration of any electrical fitting by any person other than a member of the contractor’s staff is strictly prohibited. In accordance with current health and safety legislation all electrical equipment and fittings should comply with applicable test regulations.

Any items failing such a test will NOT be connected to the Hall’s supply. Exhibitors/Contractors who bring portable electrical appliances on-site should ensure that they have been regularly PAT tested (Portable Appliance Tested) and bear a recent PAT test pass certificate.

Electrical supply timetable

Electricity will be energised to stands as quickly as possible during the build-up period, subject to satisfactory inspection and testing of installations. During the full open days, power to stands will be from 08.00 each day until 30 minutes after the show closes.

If you require power after the published build-up hours, you must notify the organiser’s office who can arrange this with the venue who will notify you of the charges. Please remember to specify 24-hour electricity supply if this is required for refrigerators and/or computer equipment.

Exhibitor badges

Your primary contact will receive an email in the coming weeks with joining information to access the LiveBuzz Exhibitor Hub, from here you can access exhibitor badging. If you have an enquiry regarding badging/exhibitor hub, you can submit your query cclive@markallengroup.com

First Aid

First aiders will be on-site throughout your tenancy. If first aid is required, please tell your event manager or any venue steward. A member of the first aid team will come to help.

Furniture

Xpect has been appointed as the official furniture contractor for Community Care Live 2025. Details of furniture available for hire together with a price list are available on their website.

Tel: 01923 381 253
Website:  https://www.xpectfurniture.co.uk/community-care-live-2025/

Graphics

Shell Scheme graphics are available from Onward Display, along with roller banners and pop ups.  Please see the brochure by clicking here.

For further information and costs please contact a member of the team on:  

0203 219 7920
events@onwarddisplay.com
www.onwarddisplay.com

Gangways

During the build-up and breakdown periods, Emergency Gangways will be in operation and must remain completely clear at all times.

During the open period under no circumstances must any part of a stand, furniture, or exhibits project beyond the boundary of the stand, with the exception of the Organisers’ shell scheme fingerboard, which will project into the gangways.

Exhibitors should not engage in any activity or employ any person or device that, in the opinion of the Organisers, tends to create unreasonable congestion in the gangways.

Health & Safety

Please refer to the Health & Safety Section of this manual.

IT Support

There will be a free, WiFi service. Any exhibitors requiring a hard-wired connection for their stand should contact:

Business Design Centre
Online Shop: 
Tel: 0207 288 64795
Email: renayb@bdc.london

Lifts

There is a passenger lift for delegates in the entrance foyer. (Please note that this is switched off during build up and breakdown to avoid misuse). It is NOT for the carriage of goods.

There are 2 goods lifts in the Loading Bay for the delivery of stand materials and exhibits.

Main Hall
Goods Lift Capacity 3000kg
Size 4000mm x 1900mm x 1900m (height)

Gallery Hall
Goods Lift Capacity 3000kg
Size 5500mm x 2550mm x 2500mm (height)

Exhibitors/Contractors should be aware that there are a number of doorways to pass through when taking items from the goods lifts to the Mezzanine floor.

Nameboards

All exhibitors should complete the Nameboard Order Form ensure that the correct name appears on their nameboard. A 30-character limit applies to all nameboards.

Notification of Own Contractor

It is requested that exhibitors with Space Only sites notify the Organisers of their appointed contractors as soon as possible. Please note that Exhibitors are responsible for undertaking a suitable and sufficient Risk Assessment with their contractors, specifically for the show.

When briefing your contractor, please ensure that they are aware of the stand building regulations specific to this show.

Organiser’s Office

The Organiser’s Office (Unit 208) is located on the Mezzanine Level
Tel: 020 7288 6127/8/9

Public Address System

No public paging system will be available during the show open days.

Risk Assessment

All Exhibitors must submit a Health & Safety Declaration Form to the Community Care Live event team.

All Exhibitors must also ensure that their Risk Assessment covers the entire duration of the event i.e. build-up, the open period and breakdown.
 

Scanner Hire (Smartscan APP only)

The cost for the SmartScan app is £175 + VAT for unlimited devices on your stand. The Smartscan app is available through our registration partner, LiveBuzz, via the exhibitor hub – (you will receive an email directly from them with details on how to access the exhibitor hub).

Security

Security at the Business Design Centre is provided 24 hours a day, seven days a week, to ensure the safety of all people in the building. However, exhibitors should take care to ensure that their goods are safeguarded, particularly during build-up and breakdown times as these are extremely vulnerable times. We strongly advise all exhibitors to have a lockable counter unit (or area) on their stand for use during the show’s open hours, and then remove all valuables (especially small items or computers) from their stand overnight. The organisers or venue cannot take responsibility for any item left unattended at any time.

Shell Scheme

Shell scheme stands include the following:

• white shell scheme, with white foamex panels – 2.5m height
• nameboard – incorporating stand name and number per open side
• fluorescent lighting
• carpeted floor & daily stand floor clean

N.B. Power sockets and furniture are NOT included; if you require furniture or electrics, you will need to order these separately using our official suppliers as detailed in this manual, or via the BDC online shop: https://bdceventportal.bdc.london/exhibitor/communitycare

Sound Systems

Exhibitors using background music systems must ensure the sound is always kept to a volume that does not cause disturbance to the adjacent stands. The organisers reserve the right to lower the volume or switch off music.

Staffing of Stands

All stands should be fully staffed and all exhibits must remain accessible during the hours that the exhibition is open to delegates.

Storage

We will not be able to offer dedicated storage of exhibition equipment, packing cases or marketing collateral at the show. It is the responsibility of the exhibitor to arrange with their contractors and suppliers to remove and store any cases and materials required for the breakdown.

Trolleys

Please ensure you bring your own trolley to the show, as there are no trolleys available on-site. Porters or trolleys are not allowed into the hall during the open period of the show.

Unusual Exhibits / Activities

If you are doing anything out of the ordinary on your stand, it is important that you notify the organisers to make sure that all necessary permissions are sought from the venue, Local Authority or any other parties.

Wi-Fi / Internet

There is free Wifi throughout the Business Design Centre. Hard wired connections are available from the venue and can be ordered via the exhibitor portal: https://bdceventportal.bdc.london/exhibitor/communitycare