Fire and work safety, labour protection and internal regulations

PART I

FIRE SAFETY REGULATIONS FOR THE PERSONNEL OF COMPANIES ORGANIZING AND PARTICIPATING IN THE EXHIBITIONS AND FAIRS IN THE ESTONIAN FAIR CENTER

1.1       GENERAL PROVISIONS
1.1.1    These fire safety regulations (hereinafter as Regulations) shall determine the basic fire safety requirements in the Estonian Fairs Ltd (hereinafter as Exhibition) complex of exhibition pavilions, mobile structures (hereinafter as Pavilions); warehouses, workrooms and edifices (hereinafter as Buildings); working and auxiliary rooms (hereinafter as Rooms) and outer sites (hereinafter as Site).
1.1.2    The Regulations are compulsory for all workers of the companies organising exhibitions and fairs at the Exhibition (hereinafter as Organisers), for the employees of companies participating in their work (hereinafter as Exhibitors) and for the people visiting exhibitions and fairs (hereinafter as Visitors).
1.1.3    In order to guarantee fire safety, all other valid regulations of the Republic of Estonia stipulating fire safety regulations and requirements as well as fire inspection prescriptions must be observed in addition to these Regulations.
1.1.4    The Organisers and Exhibitors of exhibitions and fairs at the Exhibition as events connected with mass participation of people, are obliged to take all possible and necessary measures for preventing fires and maintaining the safety of people in case of fires.
1.1.5    All prescriptions of the National Fire and Rescue Board and of other bodies of fire inspection in matters related to the guaranteeing of fire safety and the maintenance of people’s safety, are meant for compulsory fulfilment by all Organisers, Exhibitors and Visitors.
1.1.6    In addition to prescriptions by the bodies of fire inspection, Organisers and Exhibitors are obliged to fulfil the requirements and prescriptions presented by the authorised employees of the Exhibition for guaranteeing fire safety.
1.1.7    Estonian Fairs Ltd is responsible for the fulfilment of fire safety requirements at the Exhibition.

1.2       MAINTAINING FIRE SAFETY IN BUILDINGS AND ROOMS
1.2.1    The target function of Buildings and Rooms must be observed at their use. Changes in the function of Buildings and/or Rooms, or their rebuilding must be reconciled with bodies of fire inspection.
1.2.2    It is strictly prohibited to jam the evacuation ways and entrances and additional exits used as possible emergency exits, the fire safety signs pointing to the exits as well as fire-fighting and rescue utensils with stand-building materials, exhibits, pieces of furniture and other exhibition fittings, but also with tare and packaging boxes and materials.
1.2.3    Minimum leeway between the pavilion walls and stands erected into the pavilions must be minimum 1,0 m; the width of passage leading to the exit must be 3 m at the least.
1.2.4    It is prohibited to store tare and packaging boxes and materials, the exhibits, supplies of goods etc.  behind the stands. Empty tare and packaging boxes are stored in rooms specially allocated by the exhibition for that purpose.
1.2.5    The carpets and floor coverings used in the pavilions must be of non-combustible materials (class DFL-s1) and affixed to the floor.
1.2.6    It is strictly prohibited to use open fire, solid, liquid and gas combustibles in the buildings and rooms.
1.2.7    It is prohibited to carry out and expose appliances, works or technological processes that make use of, treat, manufacture or preserve flammable combustible substances or materials.
1.2.8    The use and maintenance of functioning technological and other appliances must meet the requirements outlined in technical documentation, instructions and other standardising documents issued for the pertinent appliances.
1.2.9    The exhibitor must possess certificates characterising their combustibility upon substances and materials used together with the exhibition of functioning technological appliances.
1.2.10   Upon the exhibition of flammable consumables, the package of the product must wear pertinent warning and internationally recognised warning signs.
1.2.11   Upon the use of electrical appliances their operating instructions must be strictly obeyed; it is prohibited to use electrical appliances and connections which are not standardised, and to overburden electrical network.
1.2.12   Electrical appliances, except the appliances working 24 hours a day pursuant to procedures established by technological requirements or the exhibition, must be unplugged after the end of their work.
1.2.13   Upon work or other activities performed on the stand the exhibitors must look after their stand from the point of fire safety and take necessary measures for avoiding fire hazard on the stand.
1.2.14   It is prohibited for the exhibitors to leave an operating technological or other appliance or device on the stand without supervision and use appliances with malfunctioning fire and emergency protector systems or any other technical failures.
1.2.15   It is prohibited for the exhibitors to make connections with the electrical network of the exhibition and install temporary electrical grid, make use of electrical appliances, wires and cables not corresponding to environmental conditions.
1.2.16   Smoking is permitted only in places specially isolated, furnished and marked for that purpose.
1.2.17   At the compilation of exhibition and fair designing drafts the organiser is obliged to secure the existence of at least two emergency exits (at the A and B pavilions two from every floor) leading during the exhibitions and fairs out of the pavilions either directly or through stairwells.

1.3       MAINTENANCE OF FIRE SAFETY AT THE SITE
1.3.1    It is prohibited to block up accesses, approaches and passages; to obstruct accesses to buildings, fire-fighting and rescue utensils.
1.3.2    It is prohibited for the organisers and the exhibitors to:
1.3.2.1  park the vehicles closer than 4 metres from the pavilions and buildings;
1.3.2.2  erect temporary edifices and constructions on the site of the exhibition without a design reconciled with the National Fire and Rescue Board;
1.3.2.3  carry out fire and explosion hazardous works anywhere else but at places specially designated for that purpose;
1.3.2.4  pour on ground or into the sewerage flammable liquids and oxidants;
1.3.2.5  leave spoilt tare and packaging boxes and useless packaging materials elsewhere on the site of the exhibition but at places specially designated for that purpose; 
use open fire, burn wastes and refuses.
leave the electrical appliances connected to the circuit at the end of the work day or after leaving the stand.

1.4       OPERATION IN CASE OF FIRE
1.4.1    People’s security and quick evacuation from pavilions, buildings and rooms endangered or affected by fire must be guaranteed in case of fire.
1.4.2    The person having detected fire, is obliged to:
1.4.2.1  report the National Fire and Rescue Board orderly without delay about the detected fire, one’s identification data and the number of telephone used at making of this report;
1.4.2.2  inform the administrator of the exhibition about the fire detected;
1.4.2.3  warn the endangered people;
1.4.2.4  start isolating and if possible, putting out the fire.
1.4.3    The arrived fire fighting and rescue emergency brigade must be reported:
1.4.3.1  the place and range of fire;
1.4.3.2  its possible threat to people;
1.4.3.3  possible hazards accompanying the fire;
1.4.3.4  steps taken to put out the fire before the arrival of the rescue brigade.

PART II

LABOUR PROTECTION AND WORK SAFETY REGULATIONS FOR THE PERSONNEL OF COMPANIES ORGANIZING AND PARTICIPATING IN THE EXHIBITIONS AND FAIRS IN THE ESTONIAN FAIR CENTRE

2.1       GENERAL PROVISIONS
2.1.1    These labour protection and work safety regulations (hereinafter as Regulations) shall determine the basic health protection and labour safety (product, equipment, appliances and personal protection equipment safety) requirements as well as the necessary measures for guaranteeing people’s working capacity, harmless and secure working conditions, and for the reduction of hazardous and harmful factors of the working environment in the Estonian Fairs Centre (hereinafter as Exhibition).
2.1.2    The Regulations are compulsory for all of the workers of the companies organising exhibitions and fairs  (hereinafter as Organisers) at the Exhibition, for the employees of companies participating in their work (hereinafter as Exhibitors) and for the people visiting exhibitions and fairs (hereinafter as Visitors).
2.1.3    In order to guarantee the safety of Visitors, Exhibitors and Organisers, Labour Protection Law of the Republic of Estonia and other laws, regulations, standards, directions, instructions as well as other legal acts and prescriptions by the authorities must be observed in addition to these Regulations.
2.1.4    The Organisers and Exhibitors of exhibitions and fairs at the Exhibition as events connected with mass participation of people, are obliged to take all possible and necessary measures for preventing hazardous and harmful factors accompanying the organisation of exhibitions and fairs, and for maintaining the safety of people.

2.2       GUARANTEEING PEOPLE’S SECURITY AND SAFETY AT THE

            EXHIBITIONS AND FAIRS ORGANIZED AT THE EXHIBITIONS

2.2.1    The exhibition and fair environment (hereinafter as fair environment) constitutes part of the natural, artificial and social environment together with all the people (Visitors, Exhibitors, Organisers); pavilions, buildings and rooms, designing constructions and materials, exhibition fittings, technical devices and systems, mechanisms, exhibits, working and protection appliances and other components contained there, where a complex of physical, chemical, biological, psychological and social-economic factors arising from the exhibiting activities are influencing the health and security of people.
2.2.2    The Exhibition, Organisers and Exhibitors must guarantee secure working and living conditions for the sake of lives and health of all people staying in the fair environment.
2.2.3    The Organisers, Exhibitors and employees of the Exhibition are obliged to:
2.2.3.1  fulfil all the established labour protection requirements;
2.2.3.2  make use of the equipment of individual protection in order to prevent working accidents and health damages;
2.2.3.3  observe that the work performed by them or the consequences arising thereof would not endanger the health and life of the performer of the work, the others, and natural environment;
2.2.3.4  fulfil legal orders and prescriptions by authorities carrying out labour protection supervision and by authorised employees of the Exhibition;
2.2.3.5  report representative of the Exhibition administration about accidents or pertinent hazards.
2.2.4     The Exhibition and Organisers are obliged to fulfil the following prescriptions in order to create a safe fair environment for the sake of lives and health of people:
2.2.4.1  Design, erect and furnish the exposition the way that guarantees safe work and stay of people and does not endanger their health and natural environment;
2.2.4.2  Standard height of the stands erected at the exhibition is 2,5 m. For the erection of higher design elements special permission from the authorised certification institution and written permission from the Exhibition is needed.
2.2.4.3  Schedule and organise working operations in connection with exposition erection and furnishing the way that guarantees their safe cumulative effect;
2.2.4.4  Hazardous factors of technical exhibits constituting the source of amplified danger must not exceed the pertinent standards;
2.2.4.5  The illumination of pavilions, buildings and rooms must meet set standards, the signs of pavilions’ evacuation ways and exits must be illuminated; pavilions and buildings must have an emergency illumination system.
2.2.4.6  Temperature in pavilions during the autumn-winter and spring-summer season exhibitions and fairs must be at least 18° C;
2.2.4.7  Technical exhibits, that due to their high or low temperature or moving parts may endanger the people using them or working and staying in their closest vicinity, must be screened with protective fence and equipped with signalling alarm;
2.2.4.8  Passages between the stands must be in condition which prevents slipping, tackling or falling down of people; upon necessity and by the requirement of exhibition be equipped with fences, crossings or other means of safety;
2.2.4.9  Upon the use of glass showcases the edges of glass must be polished;
2.2.4.10 Upon the use of high showcases and the hanging of exhibits and advertising utensils to the ceiling or upper edges of stands necessary measures must be taken to avoid their falling down.
2.2.4.11 It is prohibited to exhibit functioning technological processes or exhibits making use of, manufacturing, or producing as by-products substances and materials hazardous or dangerous to people’s health;
2.2.4.12 It is prohibited to exhibit functioning technological processes or exhibits generating fume and dust, and making use of aerosols and gases that endanger people’s lives and health;
2.2.4.13 It is prohibited to exhibit functioning technological processes or exhibits related to noise, infra- and ultrasound, vibration, static and electromagnetic field, ultraviolet, infrared, ionised and non-ionised radiation and other factors exceeding pertinent standards and constituting health hazard to people;
2.2.4.14 It is prohibited to exhibit functioning machines, appliances and tools that have not been tested and do not correspond to work safety requirements;
2.2.4.15 It is prohibited to start the machines and appliances at places when it may endanger people;
The access of outsiders to the service zone of machines and appliances is prohibited;
It is prohibited to repair or maintain the machines and appliances when they are in use;
2.2.4.18 The working stages, scaffolds, ladders and other facilities utilised during the construction work of the expositions and fairs must be supporting and endurable;
2.2.4.19 Elevating mechanisms, ladders and other facilities must be assembled sturdily in order to avoid their collapsing or spontaneous moving;
2.2.4.20 Elevated, transferable and stored loads must be fixed sturdily, well balanced and steady;
2.2.4.21 Elevating and load grabbing devices must correspond to measures and weight of the elevated load and be technically sound;
2.2.4.22 People are elevated only by elevators designed for that purpose and previously tested; strictly following the relevant load restrictions;
2.2.4.23 The use of a transport elevator must correspond to the service instructions issued by its manufacturer; people are prohibited to stay in the transport elevator during the transfer of goods;
Means of transport and delivery, automotive vehicles and mechanisms must correspond to technical conditions, be technically sound; during their use in pavilions, buildings and on the site traffic and operating instructions must be closely followed; only people with pertinent qualification and possession of a driving license are permitted to operate the above mentioned mechanisms;
Transport and delivery vehicles may drive with a speed not exceeding 10 km/h on the site, 3 km/h in places with limited view, 5 km/h in pavilions, buildings and rooms;
2.2.4.26 Electrical fixtures have to be designed, built, installed and used the way that avoids fire, explosion or electrical damage hazards. Parameters of the consumed electrical current are 220/380V, 50 Hz, 1kW.;
2.2.4.27 Electrical works are permitted only for people having pertinent electrical safety qualification;
The electrical appliances and materials used by the Exhibitor or its subcontractor have to have standard certificate legislated by the law of products requirements of the Republic of Estonia;
Estonian Fairs Ltd. has the sole right on the realisation of electrical, fresh water, sewerage and telephone connection works in Exhibition;
2.2.5    The conditions of erecting double-storied design constructions at the exhibition:
2.2.5.1  Building structure of a double-storied design construction must correspond to building standards established by the decree No. 1 of the Republic of Estonia Ministry of Building;
2.2.5.2  The building structure must have had an expertise by a licensed supervising organisation or individual prior to the start of its installation;
2.2.5.3  The building construction must pass additional expertise after the end of its installation, meant for evaluating its service reliability;
2.2.5.4  A deed on taking the double-storied design construction into service is compiled pursuant to the results of the additional expertise, that determines a person of the exhibitor staying in charge of the use of the double-storied design construction according to its service conditions. The expertise deeds outlined in Clauses 2.2.5.2 and 2.2.5.3 of these regulations constitute an inseparable part of the deed of taking the construction into service;
2.2.5.5  The organiser takes full responsibility for the fulfilment of conditions and marginal limits containing in the passport of the design construction by the exhibitors;
2.2.5.6  Application for the erection of a double-storied design construction together with a deed of expertise are submitted to the exhibition 30 days prior to the start of its assembling activities at the latest;
2.2.5.7  The exhibition is entitled to refuse from permitting the erection of such construction in case the application is submitted untimely, the deed of expertise is not submitted or does not confirm the correspondence of the double-storied design construction to the requirements of safe service.

2.3       First aid in case of work accidents:
2.3.1    The exhibition is obliged to take measures to:
2.3.2.1  guarantee the availability of first aid remedies in an amount and choice that corresponds the working conditions in order to give emergency treatment to casualty;
2.3.2.2  transport the casualty or the injured pursuant to doctor’s prescriptions to a medical establishment;
2.3.2.3  eliminate the cause of work accident;
2.3.2.4  investigate the causes of work accidents pursuant to the established procedures;
2.3.2.5  inform the insurance agency, work inspection and other pertinent institutions of the happened work accident. Work accidents that have resulted in severe health damages or death, or several simultaneous working accidents with a number of people must be reported immediately to the police department of the location of the exhibition.

PART III

INTERNAL WORKING REGULATIONS FOR THE PERSONNEL OF COMPANIES ORGANIZING AND PARTICIPATING IN THE EXHIBITIONS AND FAIRS IN THE

ESTONIAN FAIR CENTRE

3.1       GENERAL PROVISIONS
3.1.1    These internal working regulations (hereinafter as Regulations) determine the basics of work organisation and the rules of behaviour in the complex of Estonian Fairs Ltd (hereinafter as Exhibition).
3.1.2    The Regulations are compulsory for all of the workers of the companies organising exhibitions and fairs  (hereinafter as Organisers) at the Exhibition, for the employees of companies participating in their work (hereinafter as Exhibitors), and for the people visiting exhibitions and fairs (hereinafter as Visitors).
3.1.3    The exhibition solves all matters related to the implementation of the regulations within the limits of its statutory rights pursuant to the legislation and other legal acts of the Republic of Estonia.
3.1.4    The solving of other matters than those regulated by the regulations is governed by the legislation and other legal acts of the Republic of Estonia.

3.2       WORKING HOURS
3.2.1    The exhibition has a 5-day working week, Saturdays and Sundays are days off.
3.2.2    Pursuant to the programme of exhibitions and fairs, the days off falling to the preparation period of the exhibitions and fairs – from the start of assembling until the end of their dismantling – are counted as working days and the non-working hours as working hours pursuant to Clause 3.2.4 of the regulations.
3.2.3    The opening times of the pavilions are for carrying out the works are according to the contract between Estonian Fairs Ltd. and the Organiser.
3.2.4    The organisers are, in case of need, obliged to submit the exhibition a written application on prolonging  working hours of the pavilions during the period of assembling, dismantling and exposition 30 days prior to the start of the assembling of exhibitions and fairs at the latest;
3.2.5    The exhibition enables the stay and work of organisers and exhibitors in pavilions beyond the time outlined in Clause 3.2.4 of the regulations in order to compensate the costs made on electric energy used for the illumination of the pavilions and on the employment of service, assistant and security personnel in accordance with the price-list of the exhibition.

3.3       GENERAL CONDITIONS OF ORGANIZING EXHIBITIONS AND FAIRS
3.3.1    The organiser is obliged to:
3.3.1.1  use the pavilions rented for the organisation of exhibitions and fairs in their designated way;
3.3.1.2  reconcile with the exhibition 30 days prior to the commencing date of the exhibitions’ or fairs’ assembling works at the latest the subcontractors of stand assembling and design works for the ordered stands as well as the materials used there;
3.3.1.2  follow the regulations of fire and work safety, labour protection and internal working of the exhibition and demand their fulfilment by the exhibitor;
3.3.1.3  organise the operation of the exhibition or fair service bureau and through this service bureau rent services to the exhibitors;
3.3.1.4  organise the operation of the exhibition or fair information bureau;
3.3.1.5  organise the assembling-dismantling works of the exhibition or fair, and exhibition in pavilions and on site.

3.3.2    The organiser is responsible for:
3.3.2.1  the designated use of the stands rented by the exhibitors;
3.3.2.2  the following of fire and work safety, labour protection and internal working regulations by exhibitors;
3.3.2.3  the exhibitor’s use of building and designing constructions, exhibition fittings and appliances according to the service instructions, their preservation and return to the exhibition in the same quality as received;
3.3.2.4  the fulfilment of conditions and marginal rates containing in the passport of the double-storied design constructions by the exhibitors;
3.3.2.5  the timely release of the pavilions after the termination of dismantling works of the exhibition or fair;
3.3.2.6  the settling of accounts between the exhibitors and exhibition.

3.3.3    The exhibitor is obliged to:
3.3.3.1  reconcile, upon stand assembling and dismantling works carried out on the basis of either his or contractual labour and materials with the organiser before the commencement day of the assembling works of the exhibition or fair the working drafts of his stand and the materials used at its construction;
3.3.3.2  start using the stand hired by him by the moment of the opening ceremony of the exhibition or fair at the latest, except in cases when a later term of taking the stand into use has been previously reconciled with the organiser. Otherwise the right to use the stand is transferred to the organiser.
3.3.3.3  fulfil other obligations outlined in the regulations;
3.3.3.4  check the quality of ordered stands and exhibition fittings and appliances, and their conformity to the presented order, and inform the organiser about defects detected through the service bureau;
3.3.3.5  use only adhesive tape and/or hanging hooks for the fixing of advertising materials. Other means of fixing are obligatory to reconcile with the exhibition;
3.3.3.6  reconcile with the organiser matters related to the locating of out-of-stand advertisements;
3.3.3.7  follow the procedures of moving and parking means of transport and their traffic scheme worked out by the exhibition for implementing on the exhibition site;
3.3.3.8  strictly follow the demands and prescriptions by the security service on guaranteeing the safety of fair environment;
3.3.3.9  at leaving the rented stand after the end of the exhibition or fair, return the stand, fittings and appliances rented by him to the authorised representative of the organiser in their acceptable condition;
3.3.3.10 remunerate damages caused to the stands, exhibition fittings and appliances used by him to the organiser in the full extent; upon the wreckage or loss of the above mentioned, replace the above mentioned with their equivalents or remunerate the organiser their cost;
3.3.3.11 submit all complaints to the organiser in writing during the operation period of the exhibition or fair. Later complaints shall not be taken into consideration.

3.3.4    The exhibitor is responsible for:
3.3.4.1  the stand, exhibition fittings and appliances from the moment of their transfer from the organiser until their return to the organiser after the end of the operation period of the exhibition or fair. Should the exhibitor leave without returning the stand, exhibition fittings and appliances to the organiser, he is not free from the responsibility to replace the damaged, lost or wrecked fittings and appliances with their equivalents or from compensating their cost;
3.3.4.2  guaranteeing the working capacity of the stand rented by him during the operation period of the exhibition or fair;
3.3.4.3  the existence of valid operating licenses, permits and trading certificate at the exhibitions and fairs approving retail sale.

3.3.5    The exhibitor is prohibited to:
3.3.5.1  sublease the stand space rented by him from the organiser;
3.3.5.2  make connections into the electrical, fresh water, sewerage and telephone networks of the exhibition;
3.3.5.3  leave after the termination of the exhibition or fair without returning to the organiser the stands, exhibition fittings and appliances rented by him;
3.3.5.4  leave the stand prior to the termination of the operation period of the exhibition or fair;
3.3.5.5  damage building structure of the stand;
leave the rented stand without dismantling advertising materials fixed by him on the walls.
use any electromagnetic radiation sources which restrain or disturb the operation of personnel of neighbouring strands, without settling with the Organiser;
at its stand use for transmitting advertisements or music any sound or light volume that restrains the operation of neighbouring stands and disturbs the visitors;
organise presentations and other advertising events in its stand without settling with the Organiser. Exhibitor is obliged to avoid restraining or disturbing the operation of neighbouring stands while holding presentations and advertising events.
In all matters concerning these fire and work safety, labour protection and internal regulations or their fulfilment, we advise to appeal to the exhibition management.

The Exhibition management will additionally inform the Organisers and Exhibitors about all changes applied to these fire and work safety, labour protection and internal regulations.