On the 2nd November, we aim to send an e-ticket to all traders at the event. This e-ticket is to be presented on first arrival, and exchanged for 4 Saturday wristbands and 4 Sunday wristbands.

Wristbands must only be allocated to staff working the event, as they grant access to the event before and after the event is open to the public.

Complimentary Passes are available - please email [email protected] for more info.

If you intend on bringing a vehicle into the venue for loading and unloading your stall during setup and breakdown, you must fill in the Voyage Control form here to book a 30 minute maximum slot. This must also be done for delivery vehicles: https://olympia.london/exhibitors-voyage-control

Gate H: For all deliveries and vehicle access for loading and unloading.

Gate L: Pedestrian access for traders who do NOT have a vehicle, or have been dropped off by a vehicle that is not staying.

Exhibitors who are unloading from vehicles before the event, and loading onto vehicles after the event, are required to book unloading and loading slots using Olympia London’s voyage control system. 

Voyage Control is due to go live on Wednesday 12^th October for the event - Website Link: https://olympia.london/exhibitors-voyage-control

Those on foot do not have to book unloading / loading slots.

Please note:

• Maximum height of 4.4m for Vehicles
  
• Pedestrian access for traders and organiser arrival will be through the turn style at L-Gate, and then through door to the right of eighteen86, into the Grand Hall marked on the floor plan as exhibitor entrance.
  
• Deliveries should not to be arranged before tenancy. The Venue staff will not accept any deliveries in advance of the event dates and Friday set up day.

Opening hours for the event (for visitors) are:

• Saturday 12th November: 10am - 6pm
• Sunday 13th November: 10am - 5pm

Build times are as follows:

• Friday 11th November: 2pm - 10pm

Note: Those with complex structures / builds can gain access to the event before 1pm, please contact the event organisers on [email protected] to discuss.

• Saturday 12th November: 7am - 9am (1 hour before event opens)
• Sunday 13th November: 8am - 9am (1 hour before event opens)

Breakdown times are as follows:

• Sunday 13th November: 6pm - 8pm

Breakdown begins approx. 1 hour after event closes. All visitors MUST be out of the venue before breakdown begins.

All exhibitors are required to register their staff (those working at their stalls at the event) for safety information prior to arrival. Access can't be granted without this having been completed.

Registration link here: https://forms.gle/8KHQwiKq3qWhhETa9

The venue's full address for Gate H (Green Zone) is:

Gate H, Olympia London, Olympia Way, London, W14 8UX

The venue's full address for Gate L (Yellow Zone) is:

Gate L, Olympia London, Olympia Way, London, W14 8UX

(Gate L is also directly opposite The Beaconsfield, 24 Blythe Rd, London W14 0HA)

The venue's full address for the main visitor entrance is:

Grand Hall, Olympia Way, London, W14 8UX

Please check Transport for London for any updates re: travel on the weekend of the event / set up: https://tfl.gov.uk

Here is a map showing shows the zones and Gates - Traffic directions will change before the event however.

Goods Lifts G1 and G2 will be available to move to and from the Ground Floor / Gallery Floor. These are located near Shutters K in the top left of the floor plan.

For dimensions and weight limit of Goods Lift 1, please refer to this map here.

Gate H: For all deliveries and vehicle access for loading and unloading.

Gate L: Pedestrian access for traders who do NOT have a vehicle, or have been dropped off by a vehicle that is not staying.

Exhibitors who are unloading from vehicles before the event, and loading onto vehicles after the event, are required to book unloading and loading slots using Olympia London’s voyage control system. 

Voyage Control is due to go live on Wednesday 12^th October for the event - Website Link: https://olympia.london/exhibitors-voyage-control

Those on foot do not have to book unloading / loading slots.

Please note:

• Maximum height of 4.4m for Vehicles
  
• Pedestrian access for traders and organiser arrival will be through the turn style at L-Gate, and then through door to the right of eighteen86, into the Grand Hall marked on the floor plan as exhibitor entrance.
  
• Deliveries should not to be arranged before tenancy. The Venue staff will not accept any deliveries in advance of the event dates and Friday set up day.

Olympia Grand page on the Olympia London website

Olympia Grand - Ground Floor Virtual Tour

Olympia Grand - Balcony Level Virtual Tour

As per the Paperwork page, insurance (including public liability cover of £5 million+) is a requirement for all traders at VegfestUK London.

There are many insurance providers that can assist you with cover. However you may consider 'Events Insurance'. Details below:

For those who are serving hot food:

https://www.events-insurance.co.uk/event-insurance-policies/hot-food-insurance/cover/premiums

For those who are serving cold food/trading other products, with a stand bigger than 3m by 3m:

https://www.events-insurance.co.uk/event-insurance-policies/exhibitors-insurance/cover/premiums

For those who are serving cold food/trading other products, with a stand smaller than 3m by 3m:

https://www.events-insurance.co.uk/event-insurance-policies/stallholders-insurance/cover/premiums

If anyone is unsure of the cover required or wishes to talk anything through with one of the team you can call them on: 01425 470360

If a transport company is delivering for you, please ask them to label all packages clearly with your Stall Name and Stall Number, and the show at which you are exhibiting (VegfestUK London 2022) to be delivered to the address below on Friday November 11th 2022 (not before):

VegfestUK London 2022
Olympia Grand
H Gate
Olympia Way
London
W14 8UX

Please remember to instruct your transport company to arrive at the venue equipped with suitable unloading and loading equipment (e.g. tailgates, trolley-jacks, etc.). The organisers cannot provide unloading/loading equipment and cannot be responsible for any failed deliveries and pickups due to a lack of suitable unloading/loading equipment.

Exhibition materials for exhibitors will only be accepted at the venue between 10am – 6pm on Friday.

FOR DELIVERIES REQUIRING REFRIGERATION, please instruct the delivery company involved to arrive in the afternoon (as power at the venue will not be switched on before then).

Contact Phone Number for Deliveries – 0207 598 (6510)

Please note it is your responsibility to ensure stock is delivered to the correct address on the correct day. We cannot be held responsible for stock that hasn’t been delivered or unloaded, or damaged in any way.

Please advise our team in advance if you are delivering stock in advance of the event – email [email protected]

Please note that all exhibits must be removed from the venue by Sunday 10pm at the latest. You are reminded that you are responsible for the removal of any pallets used to deliver goods to your stand. A charge will be made to you for the disposal of any pallets which are not removed.

Suitable Footwear must be worn during build-up & breakdown – No Open Toed Shoes.

Traders who wish to sell alcohol or do alcohol sampling at the event must get in touch with the organisers first before submitting their stall booking.

Unless agreed in advance with the organisers, no exhibitors are allowed to serve alcohol or samples of alcohol to the public at the event.

We are advising all our exhibitors to minimise the use of single-use plastics and instead turn to biodegradable alternatives wherever possible.

Green Man Packaging

All of their products are certified 100% compostable and are made from plants NOT plastic. They offer exclusive discounts to food traders on their packaging, as well as free delivery, manufacturers guarantees on all products and full support from their friendly and knowledgeable team.

Visit their website here for further information or call 020 7183 8962.

If you are building a complex structure, you must supply the following to the organiser no later than the end of September 2022 for approval, so that we can ensure they meet the venue’s regulations:

• a detailed plan for the structure, including elevations, details of materials used, and structural calculations;
• written confirmation from a structural engineer that the stand is fit for its purpose;
• a risk assessment; and
• a method statement.

A complex structure is defined as any form of construction of any height, which would normally be designed by an engineer and/or has, through a risk assessment, been found to present a significant risk.

The following are always treated as complex structures:

• Structures over 4 metres in height
• Multi-storey stands
• Suspended items of 400kg or over in weight
• Platforms and stages for public use and all platforms and stages over 0.6 metres in height
• Tiered seating structures

All stands with complex structures will be inspected and certified by an independent structural engineer on site. They will only be allowed to trade once the engineer is satisfied that the structure is safe and has provided certification.

Olympia London’s recommended supplier is Campbell Reith; Tel: 020 7340 1700, Contact: Steve Calder, [email protected]

0207 598 (6510)

Please do not use this phone number outside of the period from Friday November 11th 2022 - Sunday November 13th 2022.

Please note that calls to the usual office number 0117 9071881 will not be attended to during this period.

Pop-up banners are recommended for display as they are visible and above head height, but please make sure that any pop-up banners are safely and securely erected.

Other display options include:

• small plastic display stands (for displaying prices / special offers etc)
• literature stands (good for brochures / magazines etc)
• tablet stands (if you are planning to use iPads / tablets)

Regarding adhesive materials:

• only low-tak adhesives can be used on the shell scheme walls. Click here for an example.

Any damages to the walls / shell schemes will incur a dilapidation charge which will be passed onto the exhibitors concerned.

Booking Electricity / Lighting

Electricity and lighting should be booked directly with Moyne, the official contractor for electrical services at the show.

You can book electricity and lighting using this express order form. (Early rate applies to bookings before 7th October)

You can book stand extras using this express order form.

These forms must be sent to Moyne directly at [email protected].

Please note: electricity and lighting can only be booked at stalls highlighted in yellow on the floor plan. 

Please also note: Stand Power to be switched off ½ hour after show closes. On the last day power will not be reconnected for H&S Reasons. Overnight power must be ordered specifically using the forms above, this is not available as standard.

Those who would like to film at the event must fill in the form here and return it to the venue by email at [email protected] 1 week prior to the start of the event.

Please note that only hand-held, battery-powered equipment may be used in the hall. Gangways must be clear of dollies, tripods, cables and any other accessories.

If you’re cooking at your stall, please ensure to bring a fire extinguisher and a fire blanket to the event, and have them at your stall at all times during the event. Fire extinguishers should be fully certified, suitable capacity and F rating for the type of fire that could be caused.

Floor loading capacities vary considerably throughout the venue, so please notify the organiser of any unusually heavy items to be brought on site/exhibited.

Goods Lift information here.

Floor Loading information for the ground floor here.

Floor Loading information for the balcony level here.

Display Refrigeration offers a selection of refrigeration options for exhibitors - these options are illustrated on this leaflet here.

If you would like to book these options, please complete the order form here and return it to Display Refrigeration using the contact below, by the deadline of Friday 7th November 2022.

Please ensure that sufficient power is booked with our electrical contractors Moyne.

Email: [email protected]
Phone: 01452 721 555 x 7201
Website: www.displayrefrigeration.co.uk

Please note that gas, naked flames and chafing fuels are strictly prohibited at this venue. All cooking must be done by electricity only.

Please consider the safety of your staff and visitors to the show when planning the layout of your stand.

• Hazardous items, such as knives and hot equipment must be set back from the stand and out of reach of the public.
• Guards will be required to shield anything emitting heat and any machinery or other equipment which may present a hazard to visitors.

Some recommendations of sources of accommodation for traders staying overnight are:

www.airbnb.co.uk

www.booking.com

The venue provides a free Wifi service which is available to everyone – however it is not a secure connection, which may lead to you considering a dedicated connection via EForce for transactions and streaming:

• Email: [email protected]
• Tel:  +44 (0) 20 7598 2400

Bookings can be made here: https://olympialondon.ungerboeck.net/PROD/app85.cshtml?aat=AiU6H8LMD1IdPR1UM5YBbTl846pAjm8ZU4dpvVgCEfQ%3d

Orders placed prior to 12^th October will be charged at standard rates.

Ordered received after this date will incur a 20% surcharge and be charged at late rates.

Orders placed onsite during tenancy will incur a 40% surcharge.

Please note: Stalls without power can still purchase internet from EForce, but please bear in mind any devices you're using won't be able to be charged without access to electricity.

If you are planning to have any special treatments carried out on your stand, you must inform the organiser beforehand, as many of these activities must be licensed by the local authority. Full documentation must be submitted, including

• details of therapists’ public liability insurance cover;
• qualifications; and
• a risk assessment.  

Licence application (if needed) must be with the London Borough of Hammersmith & Fulham no later than 28 days before the event.

Special treatments include:

1. non-invasive hands-on treatments, such as massage, reflexology, manicures and pedicures.
2. invasive treatments such as skin piercing, acupuncture, tattooing, electrolysis, cosmetic piercing, micro-pigmentation and botox.

All treatments must be carried out in a safe and hygienic manner and in accordance with the eGuide: www.aev.org.uk/eguide

We recommend that exhibitors bring night sheets, in order to assist with the security of stands. Please ensure that night sheets are of inherently non-flammable material or material that has been treated to render it non-flammable.

Night sheets should be safely stored away during the open period of the event. They should not be left next to or behind stands where they may protrude into gangways or impede emergency exit routes.

All exhibitors must complete and return all necessary paperwork by return on booking their stalls using the form on this page here.

Parking is not included in the stall prices – this needs to be booked separately by stallholders, and in advance.

For other parking options nearby, follow the link here.

Please note that exhibitors, speakers, performers and visitors at the event may appear in photos or films produced from the events without prior consultation.

Stalls on the ground floor floor plan are equipped with a shell scheme with nameboards containing the exhibitor name. (Please note: Upstairs balcony level stalls are all space-only and do not have shell schemes)

You can request specific names by booking in your nameboard and extras using this form - everyone with a shell scheme must complete this.

This form must be sent to Moyne directly at [email protected]

Nameboard Form Deadline: 31st October

Remember:

You can book electricity and lighting using this express order form. (Early rate applies to bookings before 7th October)

You can book stand extras using this express order form.

Fixing to Shell Scheme Walls:

Moyne charge for replacement panels if damaged, so be careful with the Shell Schemes provided. Panels cost £32 + VAT each if damaged.

The preferred fixing method is Velcro: https://uk.rs-online.com/web/c/adhesives-sealants-tapes/tapes/hook-loop-tapes/?applied-dimensions=4294964541

Alternatively, Low-Tak Tape will work and shouldn't be difficult to remove. Please do not use Blue Tac or Sellotape (these tend not to work) & Staples, Pins or High-Tak Tape are not permitted.

We have teamed up with the expert designers over at Kakadu Creative to help traders with their design needs.

Kakadu Creative was launched in 2017 when founders Kayleigh and Lee left their careers in the media sector. Having worked with national and international businesses to plan and implement advertising campaigns and design market-leading magazines they were unfulfilled.

They wanted to use their skills for good and are now on a mission to help vegan and purpose-led businesses launch, scale and grow with creative, unique, and impactful branding and design.

Making sure vegan businesses stand out from the crowd, win the hearts and minds of their customers and can make a difference are the things that make them tick.

Kakadu Creative put planet before profit and support other businesses with the same ethos. As they say, everyone has a part to play in creating a sustainable and ethical world. But nobody ever said it had to be with boring, generic branding and design.

Interested to see how they can help your business?

Contractors who are involved in stand build for exhibitors must adhere to the regulations for Stand Construction and Working at Height in the eGuide: https://www.aev.org.uk/e-guide 

Limited storage space is available to rent at the following costs:

Stock is secure and guarded but is left at the exhibitors’ own risk.

If you have already booked cold storage, and are planning to have delivered to the venue, items that require cold storage before your arrival, please be aware that power will be live at the venue over the course of the afternoon on Friday setup day, and the event’s cold storage unit will not be operational until power is live.

For the location of these storage facilities, see the floor plan here.

Please note:

1. there is no option for onsite storage outside of the event tenancy period (which starts from 7am on Friday and ends at 8pm on Sunday).
2. Items may not be stored behind or between stands or in void areas of the hall.
3. Items found outside the designated stand or storage areas will be removed as rubbish.

Storage should be booked in advance using the online booking form for stalls here.

The event is 100% vegan and we ask all exhibitors to adhere to the following:

• All products displayed at every stall must be 100% vegan.
• No promotional materials which promote the use of animal products are allowed.
• Please do not wear any non-vegan apparel at the event.
• The organisers reserve the right to ask exhibitors to remove from their stall or their staff, products which contain non-vegan ingredients such as meat, dairy, fish, eggs, honey, beeswax, wool, silk, fur, leather, etc.
• Please note that bee pollen is not considered a vegan product and therefore not suitable for this event.

If you are not 100% sure which products are qualified vegan, please contact the office beforehand.

We do not ask that all our exhibitors (as individuals) or workers are vegan, only that they are vegan-friendly, respectful to vegans and that they are vegan on the days of the show.