Trade fair construction and safety regulations: What you need to look out for

In exhibition stand construction, safety is no coincidence, but an essential prerequisite for a successful and professional presentation. Safety regulations are not only required by law, but also play a decisive role in building trust in your brand. The German Social Accident Insurance (DGUV) provides binding guidelines and tests that are essential for a safe trade fair environment.

In our latest article, we highlight the most important safety regulations in trade fair construction and give you practical tips for effective implementation. In this way, you not only ensure that everything runs smoothly, but also set an example of professionalism and a sense of responsibility.

1. Planning and preparation: the foundation for safety

The foundation for a safe trade fair appearance begins in the planning phase. Careful preparation is essential in order to identify and minimize potential risks at an early stage.

1.1 Booth design and layout

The booth design is crucial for ensuring safety:

• Escape routes: ensure that escape routes are clearly defined, clearly visible and freely accessible at all times. These routes should be kept clear of furniture and decorations to enable rapid evacuation in an emergency.
  
  
• Accessibility: Your stand should also be accessible for people with disabilities. Plan wheelchair-accessible paths, wide passageways and avoid tripping hazards.
  
  
• Room layout: Think about how to arrange different areas within your stand. Design product displays, meeting areas and waiting zones so that visitors can move around safely and comfortably.

1.2 Choice of materials

Choosing the right materials is crucial for safety:

• Fire protection: only use materials that comply with the applicable fire protection regulations. Look out for flame-retardant materials and check their certification for stand construction and decoration.
  
  
• Statics and load-bearing capacity: Take the static requirements into account when planning. Find out about the maximum load-bearing capacity of the materials and make sure that all structures are stable.

1.3 Technical equipment

Technical installations must meet the highest safety standards:

• Electrical safety: All electrical installations should be carried out by qualified specialists. Ensure compliance with VDE regulations and carry out regular inspections. A regular DGUV inspection of electrical equipment is also necessary to ensure that all safety standards are met.
  
  
• Emergency lighting: Install emergency lighting that is automatically activated in the event of a power failure. This lighting should adequately illuminate the escape routes and make them visible.
  

1.4 Logistics and assembly service

Another important aspect of safe exhibition stand construction is the logistics and assembly service. Here are some key points to consider:

• Professional logistics planning: precise logistics planning is essential to ensure that all materials arrive at the venue on time and safely. This includes choosing the right means of transportation and ensuring that all materials are properly packaged and labeled.
  
  

• Safe transportation: Ensure that all transportation vehicles are regularly maintained and meet safety standards. This minimizes the risk of accidents during transport.
  
  

• Efficient installation: A professional installation service that has experienced personnel and the right equipment is crucial. All installation teams should be thoroughly trained and instructed in the latest safety regulations.
  
  

• Documentation and tracking: Keep detailed documentation of all logistical and installation processes to prove compliance with safety standards. This also makes it easier to track and resolve any issues that may arise during transportation or assembly.

2. Set-up stage: safety right from the start

The set-up stage is a critical time in which many safety aspects must be taken into account.

2.1 Occupational safety

The protection of workers has the highest priority:

• Personal Protective Equipment (PPE): everyone involved must wear suitable protective equipment such as helmets, safety shoes, gloves and goggles. Ensure that this equipment complies with the applicable standards.
  
  
• Safety instructions: Carry out regular safety briefings. Training should not just be a one-off, but should take place continuously to raise awareness of safety issues.
  2.2 Stability and fastening

2.2 Stability and fastening

The safety of structures is crucial:

• Fastening techniques: Use appropriate fixing techniques and materials to ensure the stability of superstructures. Check the fixings regularly and ensure that they can withstand the requirements.
  
  
• Load distribution: Ensure that loads are evenly distributed, especially for higher structures. Use suitable beams and supports to prevent tipping or collapse.

2.3 Inspections and approvals

Everything must be checked before the trade fair:

• Technical acceptances: Have all technical installations and constructions approved by qualified testing organizations. Detailed documentation of these inspections is essential.
  
  
• DGUV inspection: Make sure that all electrical devices and systems are inspected in accordance with DGUV regulation 3. This includes regular inspections to ensure safety and functionality.
  

3. Operating stage: Safety during the event

During the trade fair itself, it is important to continuously ensure safety.

3.1 Staff training

Well-trained staff is the backbone of safe trade fair operations:

• Evacuation plans: train your staff in evacuation plans and emergency procedures. Every employee should know exactly how to react in an emergency.
  
  
• First aid skills: Ensure that at least one member of staff on each shift has a sound knowledge of first aid and knows where the first aid equipment is located.

3.2 Visitor guidance

Efficient visitor guidance contributes to safety:

• Routing: plan the flow of visitors so that there are no bottlenecks. Use barriers or signposts to direct visitors in a targeted manner.
  
  
• Safety distances: Ensure that safety distances are maintained, especially in areas with high visitor frequency. Avoid overcrowding in certain areas of the stand.

3.3 Regular checks

Continuous monitoring is essential:

• Routine inspections: Carry out regular inspections during the trade fair to ensure that all safety regulations are being adhered to. Document these inspections to have an overview of the safety status.
  
  
• Defect rectification: Correct any defects found immediately to minimize the risk of accidents. Any identified hazards should be communicated immediately to the responsible personnel.

3.4 Storing exhibition materials

The storage of exhibition materials also plays a decisive role in safety:

• Suitable storage areas: make sure your storage areas are dry, clean and well ventilated. Avoid storing in areas that are exposed to moisture or extreme temperatures to prevent material damage.
  
  

• Safety precautions: Implement safety precautions such as smoke detectors and fire extinguishers in storage areas. Regular inspections of storage locations are necessary to ensure compliance with safety standards.
  
  

• Material labeling: Label all materials clearly. This not only makes organization easier, but also helps to ensure that the right action can be taken quickly in an emergency.
  
  

• Regular checks: Carry out regular checks of stock levels and storage conditions. This helps to identify and rectify problems at an early stage before they lead to major safety risks.

4. Dismantling stage: Safe and responsible

Safety regulations should also be observed when dismantling your exhibition stand.

4.1 Coordination and communication

Well-coordinated dismantling minimizes risks:

• Dismantling plan: Create a detailed dismantling plan that clearly defines the sequence and responsibilities. This prevents chaos and confusion.
  
  
• Communication: Ensure a clear communication structure. Use radios or other means of communication to keep everyone involved up to date.

4.2 Disposal of materials

Environmentally sound disposal is mandatory:

• Hazardous materials: Dispose of hazardous materials in accordance with applicable regulations. Find out about the local disposal guidelines and strictly adhere to them.
  
  
• Recycling: Encourage the recycling of materials to minimize environmental impact. Consider which materials can be reused and implement appropriate measures.

4.3 Follow-up

Learn from every event:

• Evaluation: Analyze the entire course of the trade fair and identify potential for improvement. This can be done through feedback discussions with the team and service providers.
  
  
• Feedback: Obtain feedback from your team and the service providers involved in order to optimize future processes. Document findings and suggestions for the next trade fair.
  

Conclusion: Safety as the foundation for your trade fair presence

Compliance with safety regulations is not only a legal obligation, but also a key factor in the success of your trade fair presence. Thorough planning, precise implementation and continuous monitoring are essential to ensure safety. By taking all safety-related aspects into account, you not only protect your employees and visitors, but also highlight the professionalism of your presentation. A safe exhibition stand underlines your commitment to the highest quality standards.

The German Social Accident Insurance (DGUV) sets clear guidelines for safety in exhibition stand construction. By consistently implementing these guidelines, you position yourself as a responsible and professional exhibitor that stands for innovation, creativity, safety and reliability. Despite the challenges in trade fair construction, a clear focus on safety enables you to successfully organize your trade fair participation. By complying with the relevant safety regulations, you lay the foundation for a successful and safe trade fair appearance.