Volunteers Briefing Pack

Below is some information to help volunteers prepare for the event in advance.
Rewards for volunteering

Free entry

Each volunteer who helps out for a half-day shift gets free entry to the festival on the day of volunteering.

Each volunteer who helps out for either a full-day shift or 2 half-day shifts gets free entry to the festival for the whole weekend.

Meal voucher

Each volunteer who works a half-day shift receives 1 free meal voucher which they can use to redeem food at specific caterers mentioned on the voucher.

Directions to the venue

Please see this page here for full information on getting to the venue.

Entry for volunteers

Each volunteer will be emailed entry passes for this event, 1 week prior to the event. Volunteers can either print out passes or display them on their mobiles on arrival for identification.

Volunteers who are arriving before the event opens (i.e. before 10am each day) should use the G Gate on Blythe Road for entry - please show your volunteer entry pass to staff on the gate for identification.

Volunteers who are arriving after the event opens (i.e. after 10am each day) should use the Hammersmith Road entrance for entry - please show your volunteer entry pass to staff on the gate for identification.

Please refer to the map here for exact locations of these two entry points

Parking (volunteers)

Parking is NOT included for volunteers – this needs to be booked by volunteers separately.

Olympia London has two public car parks - they are indicated as P3 and P4 on the map here.

P3 is a multi-storey car park with 380 spaces (height restriction of 2 metres).
P4 is a flat-surface car park with 175 spaces (height restriction of 4 metres).

Car parking opening times

Friday 0700-2230
Saturday 0700-1900
Sunday 0700-2230

To book your parking at Olympia London's car park, please use the form here. (please note: parking spaces at this car park need to be booked in advance)

For other parking options nearby, follow the link here.

Event opening hours

Saturday: 10am - 6pm
Sunday: 10am - 5pm

Arrival Time

Please aim to arrive at least 15 minutes before your shift starts for signing in and picking up your high-viz jackets, as well as a quick volunteer induction.

Sign-in on arrival

On arrival, please sign yourselves in at the Volunteers Desk - this is located in Olympia Central Level 1 (next to the Cookery Demos area). See floor plan page here for exact location.

After signing in, you will be given a hi-viz jacket for identification within the venue.

Sign-out after your shift

After you have finished your shift, please make sure to sign out at the Volunteers Desk, so that we know that you are off duty and are therefore no longer under our supervision.

Hotel - via HotelMap

We have a limited number of exclusive hotel deals for attendees of this event. These special offers can be booked by telephone or online via HotelMap on this page here.

Should you have any questions on hotel bookings via HotelMap, please email Assistance@HotelMap.com or on +44 (0)20 7292 2335.

NOTE: Hotel costs are not subsidised by the organisers.

 

Frequently asked questions:

Late arrival

Please try your best to arrive at the venue in time, as the show is run by a small team and punctuality from all staff is crucial to the smooth running of the event. But if you do arrive late, please inform our Volunteer Manager as soon as possible before the show opens, so that we will have time to come up with a contingency plan in your temporary absence.

Security

Please take account of the following security advice from the venue:

  • Please make sure to wear your hi-viz jackets for identification as volunteers when you are on duty.
  • Please make sure to sign out at the Volunteers Desk after you have finished your shift(s), so that we know that you are off duty and are therefore no longer under our supervision.
  • Take home any valuable items each night.
  • Please be aware of possible terrorist activities and the fact that we are in a busy area. If you notice anyone behaving suspiciously, tampering with equipment, or any unattended bags or parcels please report this to security or a member of the VegfestUK team immediately.
Cancellations

Cancellations are to be avoided if possible, as the event is run by a small team and volunteers are important to the smooth running of the show on the day. However, should cancellations be unavoidable, please take responsibility in letting the Volunteer Manager know in good time before the event and finding someone to take your place if you can. Roles will be pre-assigned and any no-shows will leave gaps for what are often-important roles.

Emergency Procedure and Evacuation

Olympia London's procedures for emergencies

Medical Emergencies

All medical emergencies, including requests for ambulances should be reported to the venue’s Control Room immediately on 020 7598 2666 (internal 2666). Please do not call the emergency services directly, as this could waste vital time and result in inaccurate location and medical information being communicated to ambulance crews.

Olympia London provides first aid assistance. Security personnel or the organiser should be contacted for help in the first instance. Alternatively, there is an emergency telephone with a direct link to the Control Room outside the venue’s first aid room, which is located on the Gallery/Level One.

Search (staff call 100)

In the event of a bomb threat, you will hear the announcement (or receive the telephone call) as follows:

“ATTENTION PLEASE. ATTENTION PLEASE. STAFF CALL 100”

Do not leave the building. Inform your colleagues, and then assist in searching for suspicious objects in your work area. If you find a suspicious object, do NOT touch or move it. Clear the area of people calmly. Report to Control on 020 7598 2666 (internal 2666) giving the exact location of the object. Please do not cause undue concern to visitors at this stage.
If you receive a bomb threat directly on the stand, please obtain as many details as possible (see form overleaf), and then inform Control on 020 7598 2666 (internal 2666).

Fire

If you discover a fire, or a fire is reported to you, operate the nearest fire alarm call point FIRST, then inform Control on 020 7598 2666 (internal 2666).

Evacuation

If evacuation is necessary, you will hear the following announcement: “ATTENTION PLEASE. ATTENTION PLEASE. HERE IS AN IMPORTANT ANNOUNCEMENT. IT IS NECESSARY TO ASK EVERYONE TO LEAVE THE BUILDING. PLEASE MAKE YOUR WAY CALMLY TO THE NEAREST EXIT. EVERYONE WILL BE RE-ADMITTED AS SOON AS POSSIBLE.” Please leave the building by the nearest exit and assemble at your assembly point (Olympia Way, G Gate or L Yard), or in the event of a wider cordon, at Brook Green. Exhibitors and contractors should account for all their staff and report to Control on 020 7598 2666 (internal 2666).

Stand down

The signal for a return to work is made by the cancellation of emergency procedures. The search procedure is cancelled by the announcement: “ATTENTION PLEASE. ATTENTION PLEASE. STAFF CALL 100 IS CANCELLED."

Event Cancellation

If circumstances dictate that the event must be cancelled then the event organisers will advise the public accordingly and make arrangements for an orderly closure of the event site.

Vegan Policy

This is a 100% vegan event, so please make sure not to bring any animal products into the venue, nor promote the use of animal products at this event.

Also, as many of our visitors are passionate about the vegan cause, please do not wear any non-vegan apparels at the event. Thank you for your cooperation on this matter. Should you be unsure about any issues to do with being vegan or not, please contact the VegfestUK office in advance for clarification.

Event Programme

The event programme contains schedules of talks, cookery demos, performances, as well as stall listings, floor plans, speakers, performers etc. Available for download shortly before the event here.

No-shows from speakers / performers

If your shift involves taking care of a certain featured area (e.g. talks room / cookery demos etc), and the next guest has not arrived for their session, please wait for another 15 minutes to see if there are people attending the session. If the guest concerned still has not arrived after 15 minutes, please explain to visitors to that area that the session has been cancelled.

AV support

Contact details of our AV support team at the event will be available closer to the event, should you need support for AV in the featured area in which you are volunteering,

Power cuts

In case of power cuts, please explain to the guest speakers that they will have to do without electricity until the underlying issues are fixed, and that the technical staff will do their best to get the power back on as soon as possible, and please offer them our sincerest apologies on behalf of VegfestUK.

Heckling of talks / cookery demos etc.

In the case of heckling of a speaker / performer during a talk / cookery demo / performance, you should inform a VegfestUK staff as well as security. If you can, please explain to the crowd that as organisers we will not tolerate any heckling of our guest speakers, and unless the heckling stops immediately, the performance will be terminated and the guest speaker / performer will leave.

Alcohol Policy

Excessive alcohol consumption will not be tolerated by the organisers and the following points show the initial policy that will be used by the organisers with regards to the sale and consumption of alcohol at the event:

  • Any persons posing as a potential threat or otherwise to members of the public, staff, exhibitors etc will be removed from the event site by qualified security personnel.
  • Security will be briefed to monitor crowd behaviour and identify any persons who appear to be intoxicated and whose behaviour may cause offence or harm to other patrons.
Lost Property

All lost property should be handed to security.

If you are a victim of theft or damage, please report this to your nearest security personnel or steward. The organisers, however, cannot be held responsible for the loss or damage to your property.

Contact email for lost property post-event: LostProperty@olympia.london / 020 7598 5518.

Lost Kids

Any lost kids / parents should be reported to the Information Desk in Olympia Central Level 1. See floor plan here for exact location.

Smoking

Smoking / vaping is not permitted by law anywhere within the indoor areas of the venue.

Children

Children under the age of 16 are welcome at the event during opening times, but please note that they will not be allowed access to the venue during setup or breakdown. This is a Health & Safety requirement of the venue and is NOT negotiable. The issue is covered by law under section 4 of the Health & Safety at Work Act 1974.

Pets

Assistance dogs are permitted access to the show. No other pets will be permitted access to the venue during the open period.

Visitors with Disabilities

Please see this page here for measures in place to enable visitors with disabilities to access the event.

Flyering at the venue

Unless agreed in advance with the organisers, flyering to visitors at the event is forbidden.

 

Uilities at the venue

Waste Disposal

Bins

There will be ample rubbish bins for clearing out rubbish.

Recycling

Olympia London recycles or reuses all waste. Certain items are separated on site:

  • large quantities of paper,
  • glass,
  • plastics,
  • wood (without nails) and
  • flat-packed cardboard.  

Please separate these items from your general stand waste for collection.

Cooking oils

All cooking oils need to be removed from the venue in sealed containers. There are no facilities on site for cooking oil disposal.

Leftover stand materials after the show

The tenancy period of the show for exhibitors ends at 8pm on Sunday. Any stand materials not collected by that time will be disposed of.

Exhibitors and their contractors must remove excessive or hazardous waste at the end of the show, otherwise charges will be incurred. Please see the document here for costs to be passed onto the exhibitors in question for various categories of stand materials left at the venue after the show.

Excessive Waste

Excessive waste is defined as:

  • more than 2 boxes of literature,
  • stand fitting material,
  • pallets,
  • material packaging and
  • quantities of unsold stock or ‘give-aways’.

Hazardous Waste

Hazardous waste is classified by the 2005 Hazardous Waste Regulations as:

  • light bulbs and fluorescent tubes,
  • electrical equipment and fittings,
  • gloss and emulsion paint and their containers,
  • cooking oils and their containers,
  • aerosols both full or empty,
  • oils and lubricants, and
  • oily rags.

 

Drinking Water

Drinking water is available in the in-house cafes in Olympia Central Levels 1, 2 and 3 at an extra charge.

Medical Centre

The venue's Medical Centre is located in Olympia Central Level 1 and is clearly signposted.

Cash Machines

There are ATMs in the main entrance foyers of Olympia Central and West and on Level One of Olympia Central.

A NatWest cash point machine is located on Olympia Way, opposite Kensington (Olympia) station.

Branches of major banks with ATM's can be found on Kensington High Street.

Barclays 
208 Kensington High Street
W8 7RJ
t: 0845 755 5555
w: barclays.co.uk

HSBC
92 Kensington High Street
W8 4SH
t: 0845 740 4404
w: hsbc.co.uk

Lloyd's Bank
112-114 Kensington High Street
W8 4SN
t: 0845 300 0000
w: lloydsbank.com

Natwest
55 Kensington High Street
W8 5ED
t: 0845 303 0955
w: natwest.com

Santander
142-144 Kensington High Street
W8 7RL
t: 0845 765 4321
w: santander.co.uk
Toilets

Toilets are available in all 4 exhibition halls used for this event.

Accessible toilets and baby change are available in all 4 halls.

Gender neutral toilets are located in Olympia Central Level 1 (next to the Mature Zone on the floor plan).

Cloakrooms

Cloakrooms are available in Olympia Central Levels 1, 2 & 3.

There is a small charge per item stored.