Exhibition Security Record and Report
The following guidelines are intended to govern the running of NW
Federation displays at Conventions etc, and do not affect any other part of
these events.
1. Layout
1.1 Exhibits that are the responsibility of the NW
Federation should be in a room separate from the dealers unless this is
unavoidable. If the hall is shared,
security difficulties are increased and dealer complaints likely. In this case, great care must be taken when
planning the layout, particularly of the display frames.
1.2 For maximum security, the display frames should,
whenever possible, be arranged in the minimum number of rows and along the
length of the hall. Long rows may be
broken for ease of public and steward access, but the gaps in the rows should
be taken into consideration when deciding the number and duties of stewards. A minimum number of rows allows a higher
standard of security to be attained with the same number of stewards. The above assumes a conventional hall with a
stage at one end from which a steward can look down the rows and exits at the
other end.
2. Stewards
2.1 An Honorary Security Officer, preferably with some
experience of security, should be appointed.
2.2 The number of stewards relative to the size of the
hall and disposition of the frames, exits, etc and the siting of the visual
alarms, should be determined by the Hon Secretary Officer in conjunction with
the organising society well in advance of the exhibition date. The stewards’ lunch breaks should be
staggered. A drawing showing the frame
layout, exits, and the stewards’ responsibilities should be prepared.
2.3 The appointment of relief stewards and the length of
steward duty periods will be regulated by the Hon Security Officer. Generally the number of relief stewards
should not be less than 50% of the number of stewards required to police the
displays, and a spell of duty should not be more that one hour without a break.
2.4 Stewards will be briefed by, and shall follow the
instructions of the Hon Security Officer.
2.5 All the stewards and officers of both the organising
society and the NW Federation must be fully informed by the Hon Security
Officer of the security
3. Police
3.1 The police must be informed of the exhibition venue
and times, the name of the Hon Security Officer and the organising society
contact well in advance of the date of the exhibition.
4. Communications
4.1 It is essential that the telephone number of the
police should be obtained and recorded, and that the Hon Security Officer
should have easy access to a telephone.
The location of the nearest accessible telephone should be established.
4.2 The provision of a public address system is
advantageous not only for the general conduct of the event, but also for both
emergency and security purposes, and should, if possible, be connected to all
rooms to which the public have access.
5. Closure
5.1 The Hon Security Officer may close the exhibition at
any time he considers it necessary.
6. Mounting / Demounting
6.1 The mounting and demounting of material, for which
the NW Federation is responsible, shall be carried out by officers or nominees;
and all other persons other than those engaged in mounting and demounting shall
be excluded from the room or area during these activities.
7. Deputy
7.1 A Deputy Security Officer may be appointed by the
organisers in case the Hon Security Officer is unable to be present on the day,
or to relieve him as necessary during the day.
8. Fire Precautions and Other Safety Factors
8.1 The Hon Security Officer must make himself familiar
with the fire
precautions, fire exits, etc, and other
safety factors relating to the hall, and brief stewards accordingly.
The following information should be provided by the host society to the
Hon Security Officer before the start of the exhibition.
1. Event
2. Date
3. Venue
4. Organising Society
5. Name, address and telephone number of the secretary
or organising officer
6. Public opening hours
7. Location and layout of the NW Federation competition
entries
8. Specify if any other activity is proposed in the
room
9. Specify if there is a stage
10. Number of frame rows
11. Number of frames per row
12. Number of breaks in each row
13. Number of steward sessions
14. Number of stewards required per session
15. Total number of stewards required
16. Total number of relief stewards required
17. Floor plan of exhibition, showing layout of frames /
rows / breaks, position of stage, and position of doors and exits
18. Fire precautions, exits etc, and any other safety
related information of which he should be aware
19. Extent of availability of public address equipment
20. Rooms not provided with public address equipment
21. Nearest available telephones
22. Non-emergency telephone number of polic
23. Date of notification to police
Adrian H Jones