Stand Declarations Form

This form is compulsory for all exhibitors at MACH and ESC

Missing information will mean that a Certificate to Build will not be issued and the form will need to re-submitted.

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:

Stand Details:

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.


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)
Max. file size: 8 MB.
3. I agree to complete a suitable and sufficient risk assessment for the activities taking place during the event(Required)
Max. file size: 8 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)
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:

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
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.

Include in your risk assessment. Upload a machinery exhibit list [template available at bottom of the page]
Max. file size: 8 MB.
Additional paperwork may need to be filed – the operations team will email to confirm
Hot Works such as welding
Additional paperwork may need to be filed – the operations team will email to confirm
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
Exhibitors who wish to serve alcohol during show open period must include this in their risk assessment and make have an appropriate licence in place either as a company or through the NEC.
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

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.