HSE process in exhibition booth & stand construction: monitoring, control and safety

*(Taken from HSE-OC-05-03)*

Booth Construction and Decoration System – The exhibition industry faces numerous safety and environmental challenges. Booth construction, as the technical core of this industry, requires an integrated HSE (Health, Safety and Environment) management system  . The HSE-OC-05-03 guideline provides a standard framework for monitoring this process with precise timing.

Key steps of the HSE process in exhibition stand construction

1. Initiating the contract and defining responsibilities  (Time: 3 hours)

   • Responsible: Head of HSEE Department

   • Actions:

     • Recording contract information and referring to the duties of the supervising expert.

     • Determining the responsibilities of the exhibition supervisor, organizer, and exhibitor.

2. Receive exhibition information  (4 days before hall delivery)

   • Responsible: HSEE Supervisory Expert

   • Output: Receive details of supervisors, presenters, exhibitor builders, and hall delivery schedule from the exhibition management.

3. Review of technical drawings  (5 days including the period before and after the exhibition)

   • Responsible: HSEE Supervisory Expert

   • Focus: Receive and approve  the final booth layout plan  in the halls and outdoor space based on safety guidelines.

4. Executive supervision  (6 working days)

   • Key action: Field visit to the construction of the stands.

   • Purpose : To monitor compliance with  HSEE guidelines  and exhibition regulations.

5. Monitoring violations and imposing fines  (7–11 business days)

   • Workflow:

     • Receiving violation data from the booth building system (Day 7).

     • Preparation of a crime report by the supervisor and referral to the HSEE Director (Day 8-9).

     • Final review by the Vice President of Management Development and referral to Finance (Day 10-11).

Critical control points

• Tight schedule:  The entire process is meticulously planned within 10 business days.

• Clear accountability:  Each stage has a specific custodian (HSEE supervisor, department head, deputy).

• Required documentation:  Use of the booth building system to record crimes and contracts.

• Preventive focus:  monitoring  before, during and after  the construction of stands.

Conclusion: Why is this process vital?

The HSE process in exhibition stand construction is not limited to “compliance with regulations”. This system creates a secure foundation for the success of exhibition events by
: ✅ Reducing the risk of work accidents (falls, fires, electrocution),
✅ Preventing environmental violations (waste management, noise pollution),
✅ and financial transparency (implementing documented fines) . The careful implementation of the above steps not only ensures the safety of people and the environment, but also prevents economic losses due to project stoppages or accidents.

Key point:  The success of this process depends on the coordination of all stakeholders (booth builders, organizers, supervisors, and exhibition management ) and adherence to the established schedules.