Submissions Guidance

This Submissions Guidance is incorporated into and forms part of the Terms and Conditions for the PSP Southampton Boat Show 2010 which follow and is therefore part of the Agreement. Where terms in capitals in this Submissions Guidance have been defined in the Terms and Conditions, they shall be deemed to have that meaning. In addition the following terms shall have the following meanings in this Submissions Guidance:

‘Complex Structures or Complex Elements’ means any form of Stand fitting or structure upon an Exhibitor’s allocated Space which includes any of the following features:
 

• Standfittings, structures or walling exceeding 4.0 metres high;
• Multi-level Stand build or double deck structures;
• Platforms or raised walkways over 600mm above ground;
• Riggings;
• Staging and tiered seating areas;
• Steps or stairs of ANY height;
• Boat cradles;
• Travel distance (on ground floor) exceeding 15m to a gangway;
• Any structure that requires cross-bracing (including ramps);
• Purpose-built Stand interiors;
• High risk Exhibits;
• Emergency exits & alternative means of escape which must maintain a maximum travel distance on a Stand’s upper level of 12m to the head of stairs; and
• Any other specific elements which in our absolute discretion we consider are complex structures and elements.

‘Dead Load’ means the force due to the static mass of all Walls, partitions, floors, roofs and finishes.

‘Imposed Load’ means the load assumed to be produced by the intended occupancy or use including live, distributed, concentrated, impact, dynamic and inertia loads including where applicable, wind loads.

‘Permission To Build Notice’ means a written notice that is issued to an Exhibitor to evidence the fact that the Exhibitor has been permitted to commence the work necessary to enable the Exhibitor to commence Stand fitting and the positioning of its Exhibits at the Show.

‘Submission Deadline’ means the deadline specified in this Submissions Guidance for making Submissions to us.

‘Submission’ means the submissions required to obtain a Permission to Build Notice as per this Submissions Guidance.

‘Structural Calculations’ means the structural calculations that you are required to provide in order to obtain your Permission to Build Notice.

OBTAINING YOUR PERMISSION TO BUILD NOTICE

You cannot commence any Stand fitting or positioning of Exhibits at the Show unless you have first obtained a Permission To Build Notice from us. Fresh Stand Submissions must be provided each year with relevant new forms and new Structural Calculations etc. (as appropriate). Previous years’ Submissions and Structural Calculations will not be accepted unless you supply a covering letter from your structural engineer confirming that your existing Structural Calculations are still suitable for this year as well.

In order to obtain your Permission To Build Notice you must make the Submissions required for the Stand fitting and positioning of Exhibits that you are erecting on your Space by the relevant Submissions Deadline to Operations Department, National Boat Shows Ltd, Marine House, Thorpe Lea Road, Egham Surrey TW20 8BF.

Please note that the grant of a Permission to Build Notice means that we consider that you have submitted suitable Submissions which appear to show that the design meets the requirements of our Terms and Conditions. However, this does not mean that the Stand when constructed will be safe, or that it will automatically be deemed safe for Visitor access.

a) Complex Structures or Elements:

Submissions for Space Only Stands with Complex Structures or Elements must be received by 16th July 2010.

All drawings and calculations must:

Prominently display the Show, Stand number and Exhibitor details;

Include the name, telephone and fax number, email address of your Stand contractor and if applicable, your structural engineer;

Be legible in English, clearly showing all dimensions of the proposed Stand or feature and presented in a recognised scale no less than 1:50, and include side and front elevation and plan views;

Be submitted in triplicate in one envelope (not in parts);

Show:

• Positions of all boats, precise stair and handrail measurements, walling, structures, travel distances, Exhibits, height and positioning of rigging, Stand height, doors, glazing, ramps and other Stand fitting, etc.;

• Details of any spa baths, jacuzzis, ponds, pump displays, misting machines and other water features, humidifiers, dry ice and smoke machines; and low level light fittings clearly marked;

• For Shell Space, any interiors or additions such as signs or displays above 2.4m high being built or supplied by Exhibitors;

• Details of unusual or potentially hazardous Exhibits; and

• Details of emergency exits & alternative means of escape which must maintain a maximum travel distance on the ground floor of 15m, and a max of 12m upstairs.

All Submissions must:

• Include 3 sets of Structural Calculations* for the Stand determining the loading to which the Stand will be subjected; cradles and stairs/steps (including details of tread, riser and handrail dimensions with clear constructional diagrams). If Structural Calculations are not possible for items such as a flagpoles, small amounts of simple cladding or a small set of steps, then a method statement stating weights, loadings, materials, method of stability and any other relevant details must be submitted;

* Dead Loads shall be calculated in accordance with BS6399 and/or Code of Practice 3, Chapter V, Part 1:1967 (or updates); Imposed loads shall be calculated as being equivalent to a uniformly distributed load per square metre of an area measured on plan of not less than 5kN/m2; Wind loads shall be calculated in accordance with BS6399-2 and/or Code of Practice 3, Chapter V, Parts 2:1972 (or updates); Any crush barriers used shall be designed to withstand a horizontal load per metre run of 3kN; and Handrails shall be designed to withstand a horizontal load of 1.5kN at a height of 1.1m from the Stand floor.

• Include 3 copies of an original certificate/confirmation letter (not a photocopy) from an independent and certified Structural Engineer confirming the Stand design is structurally sound and the Structural Calculations are suitable for the Stand build proposed for this current year;

• Include Health & Safety Form HS1, signed and fully completed confirming Risk Assessment & Fire Risk Assessment have been undertaken. The written Fire Risk Assessment and Risk Assessment must detail the safety control measures you will use for the work you are undertaking – this is a legal requirement. (Samples of both an FRA and an RA can be found in the Exhibitors Manual but please also see www.hse.gov.uk for full guidance).

• Include Form RIG1 (signed and fully completed); and

• Include a Method Statement for the proposed building schedule.

b) General Space-only Stand Submissions:

Submissions for Shell Space and Space without Complex Structures or Elements must be received by 2nd August 2010 and include the following:

• 3 sets of drawings as detailed above;

• Health & Safety Declaration Form HS1; (signed and fully completed confirming Risk Assessment & Fire Risk Assessment have been undertaken);

• Details of unusual or potentially hazardous Exhibits;

• Details of emergency exits & alternative means of escape which must maintain a maximum travel distance on the ground floor of 15m.

c) Marina Submissions:

Submissions for Marina Exhibitors (Demonstration Berths and Non-demo berths) must be received by 2nd August 2010 and include:

• 3 copies of drawings as detailed above of any steps, stairs or gangplanks (which must have suitable handrails) being supplied for Visitors to access the boat and showing how they will be safely used and positioned onsite without fouling the walkways;

• For non-Demo berths the Health & Safety Declaration Form (HS1) signed and fully completed confirming a Risk Assessment & Fire Risk Assessment have been undertaken;

• For demo berths Forms MS1, MS2, along with 3 clear full-colour copies of all skippers’ licenses, a clear current photo and relevant qualifications of the person in charge of the boat Exhibits and demos;

• Details of any unusual or potentially hazardous Exhibits; and

• Details with plans and weights of display material for Exhibitors with Marina Hospitality Decks.

d) Shell Stand Submissions:

Submissions for Shell Stand Exhibitors must be received by 2nd August 2010 and include:

• Health & Safety Declaration Form (HS1) signed and fully completed confirming Risk Assessment and Fire Risk Assessment have been undertaken;

• The basic layout of their Stand showing the plan view, side view and front view; and

• Any items or features that would need to be mentioned as above if you were to take Space Only, then clearly show these on your Submissions as well. Eg: if you have a boat and cradle, and stairs on a Shell Stand, then we will still need full details and Structural Calculations.

e) Submissions for ground supported rigs in Halls:

Exhibitors seeking to hoist and fix any lighting rig, lighting or banner or sign above their Stands, must submit by the Submission Deadline relevant to their Stand type the following:

• Drawings (as detailed above) of the lighting rig/item to be rigged, including dimensions, weights, loadings and orientation along with the normal stand plans;

• Full Structural Calculations for the fittings to be suspended; and

• A suitable and sufficient Risk Assessment covering the work to be carried out, together with details of the contractor.

f) Submissions for Boat Cradles and Road-going Boat Trailers:

Exhibitors must ensure that their boat cradles can withstand the higher than normal stresses and loads when being skated and/or lifted into position, and are suitably reinforced and sufficient to cope with large live loads subjected by Visitors when upon the boat during Show opening hours. Shipping cradles may not be suitable unless specially reinforced.

Please submit by the Submission Deadline relevant to Stand type the following:

• Full cradle design details; and

• Structural Calculations together with an inspection certificate

• or satisfactory letter from an independent structural engineer.

The Organisers reserve the right to refuse any insufficient boat cradle.

The Exhibitor must be present during the actual lifting of their boats/equipment.

sRoad-going boat trailers are not deemed a ‘Complex Structure or Element’ however Exhibitors must submit by the Submission Deadline relevant to Stand type, the following:

• Weight of boat, and the weight the trailer is designed to hold;

• Date of trailer build;

• The material the trailer is made from; and

• The number of axles and the floor loading the trailer gives.

COMPETITIONS OR PROMOTIONS:

You must submit to us at least 30 days prior to the Show Opening written details of any competition or promotion to be offered at the Show. We have absolute discretion as to whether we will permit you to run such a competition or promotion at the Show. If the promotion or event or competition you wish to run includes physical exertion on the part of the competitor, then you will need to show how you are protecting the well-being of that person before they take part, by way of a specific Risk Assessment. The ‘Visitor Participation Form’ should be used which is available from us.

FILM AND RADIO CREWS:

A specific Media Risk Assessment and the ‘Media Safety Undertaking Form’ must be received and authorised by the Organisers at least 30 days prior to the Show.

LPG:

The use of Liquefied Petroleum Gas (LPG) presents a substantial fire/explosion risk. LPG will not usually be approved unless where it is essential in the demonstration of an appliance specifically designed to operate on LPG. To apply for a special dispensation, you will be required to forward details of the appliance and why mains gas cannot be used, together with a full Risk Assessment at least 30 days prior to Show Opening.

SPACE SHARING, EXHIBITION OF MOTOR VEHICLES OTHER THAN MARINE ITEMS, BOAT HIRE CHARTER AND OTHER MARINE OR INLAND WATERWAY SHOWS OR EXHIBITIONS

Please note that you are required to obtain our permission for these circumstances under paragraphs 8.2, 9.6, 11.2 and 12.1 of the Terms and Conditions.

SIBS RESPONSE TO SUBMISSIONS:

We will issue a ‘Plan Refusal Notice’ if the design submitted does not comply with the requirements of this Submissions Guidance or any other aspect of the Agreement, or more details are required in order to verify compliance and will ask you to provide more information or to make amendments to your proposals.

The ‘Permission to Build’ or ‘Plan Refusal Notice’ will be sent back to the person making the submissions unless otherwise specified. If you do not obtain consent to build within 14 days of making your Submissions, please contact our Operations Team on Tel: 01784 473377.

Submissions that are incomplete, or which provide insufficient detail, may result in a delay in the issue of a ‘Permission To Build’ Notice. We will not be held liable for any delay in granting approval of plans received after the Submissions Deadline.

We reserve the right in our absolute discretion to reject an Exhibitor’s Stand design or to require modifications, variations or additions to it, if such a design is considered inappropriate, in any way we see fit in order to protect the Show. In every case, our decision is final.

Where a ‘Permission to Build’ Notice has been issued, you will ensure that the actual Stand at the Show, is in accordance with the Submissions made to obtain the Permission to Build Notices. Our appointed Structural Engineer will inspect Complex Stands onsite. All such Stands must be deemed structurally safe by the Structural Engineers before they are allowed to be open to the public.

Any dispute (or uncertainty) as to whether an Exhibitor’s Stand design complies with the approved Submission and/or construction shall be determined at our absolute discretion, and our decision will be final and binding upon the Exhibitor.

ENFORCEMENT & FINES:

Failure to make the required Submissions or to comply with any other terms in relation to Submissions will be considered a material breach of the Agreement, which shall entitle us to cancel the Agreement in accordance with paragraph 6 of the Terms and Conditions.

Without prejudice to any other right or remedy which we may have, including our right to terminate this Agreement under paragraph 6, we reserve the right to make the following charges to Exhibitors:

In the case of Submissions or parts of Submissions made after the Submission Deadline but before the Show Opening a charge of £250 plus VAT will be made;

If Submissions have still not been received prior to the Show Opening, a further charge of £250 plus VAT will be made; and

In the case of an Exhibitor starting to build at the Show without first obtaining the official ‘Permission To Build Notice’ then a further charge of £250 plus VAT will be made.