Addendum – Freight Forwarder

This document highlights the changes that have been made in the Event Guidelines 2015.

AV Suppliers
Freight Forwarder

Appointment of Freight Forwarder

  1. The organiser is required to appoint a professional and experienced exhibition freight forwarding company who, acting on behalf of the exhibitors, shall be responsible for the following freight services.

    1. Arrangement of clearance of exhibits/ products to stand
    2. Arrangement of onsite lifting and logistics services
    3. Collection from local premises and delivery of any booth materials to stand. Exhibitors arranging their own transport to site are required to use the official freight forwarder for any unloading and delivery of bulky items to stand which requires the use of onsite lifting equipment.

  2. The appointed freight forwarder must be familiar with the following characteristics of the Venue and industry namely:

    1. Industry best practice
    2. Local legislation and operating guidelines as issued from time to time by official regulatory bodies.
    3. Venue operating guidelines and requirements.

  3. Freight forwarders appointed by the organiser only are permitted to operate lifting equipment within the venue including forklift trucks, pallet trucks, cranes and other lifting equipments as arranged and approved by the venue.

  4. The appointment and management of freight forwarder onsite within the venue, and Vehicle Holding Area (VHA), if utilised, are under the responsibility of the event Organiser.

  5. It is the responsibility of the Organiser to ensure that their appointed Freight Handler is fully aware and accepting of the Venue Guidelines and their specific responsibilities as outlined in (6) below.
Responsibility of the Appointed Freight Forwarder
  1. The scope and responsibilities of the official freight forwarder will be as follows:-

    1. Management of the Vehicle Holding Area if this facility is booked with the Venue by the Organiser.
    2. Management of any exhibition storage facility if provided.
    3. Management of the exhibition hall loading bays.
    4. Provide sufficient and trained/qualified personnel and equipment during the event. Note that all operators of motorised equipment such as forklift, trucks, cranes etc. must have the appropriate training certificates and/or licences and are able to show these on request by the Venue.
    5. Provide freight handling onsite including both forklift trucks, if operated, pallets jacks and other lifting equipment as arranged/approved. Manual handling services may also be provided based on arrangement between the Organiser and the appointed Freight Handler.
    6. Liaise with exhibitors regarding the move-in/out schedule and requirements of exhibits.
    7. Provide a delivery/collection schedule to the Venue including truck registration, assignment of loading/unloading areas, move in/out times and gate pass issuance.
    8. Provide HSE briefing to drivers on Venue operations. Note: This responsibility may be performed by the Organiser as part of Exhibitor briefings.
    9. Provide a service counter/office/booth during the move in/out periods where exhibitors and contractors can obtain information on the services provided and make arrangements for such services as required.
    10. All staff must be presentable with operator uniform, ID badges and appropriate PPE. Minimum PPE for freight handling is high visibility bib and safety footwear with additional items required for specific tasks e.g. overhead working/lifting or working at height will require the wearing of a hardhat; other tasks may require other specific PPE items.
    11. The Freight Handler personnel must, at all times, adhere to the requirements laid out in the Event Guidelines and follow any other instructions provided to them by the Venue team with regards to site safety and operations.