Resources

Exhibitors who wish to book fridges, electricity, lighting, request specific names for shell scheme nameboards or book extra shell scheme fittings, or internet connections, or look up information on hotels, unloading and loading, and parking, please read the information below.
Electricity and Lighting – via Moyne

Booking Electricity / Lighting

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

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

To place your orders for electricity and lighting, please complete the Electrical Order Form here. (NB: deadline for earlybird discounts is Friday September 28th 2018)

If you would like to order your electricity, nameboard, furniture or graphics we advise, that to save time completing multiple forms, you complete the editable Moyne Express Order Form here

Alternatively, you can book electricity and lighting by using the Moyne secure payment online site:
www.exhibitorzone.co.uk

The site is easy to navigate:

  1. Register as a new user
  2. Respond to the activation email
  3. Register as an existing user – provide your name and the password you set up
  4. Select VegFest 2018 from the drop-down list of exhibitions
  5. Enter the VegFest 2018 passcode VEG18
  6. Place your orders

Deadline for earlybird discounts on electrical / lighting is September 28th 2018.

Electrical Safety Guidelines

All electrical installations must comply fully with the eGuide, which can be accessed at www.aev.org.uk/eguide.  The following is a brief summary of key points:

General

Electrical fittings should be ordered from the appointed contractor Moyne using the order form above.
All electrical equipment and exhibits must be guarded to prevent accidental contact with live terminals.   Items intended for use on stands must be PAT tested and labelled accordingly.
Electrical cables must not be run under carpet or up stand fitting support posts.  Cables on the floor which may be walked on must be protected by conduit or with protective ramping (tape is not acceptable).  All other wiring below 2.4 metres must be protected in PVC or metal tubing.
In the event of electrical failure, please report this to the organisers’ office.

Lighting

Light fittings must be secured using clips or heavy-duty electrical ties and earth bonded appropriately.
Light fitting flex must not be draped across the ceiling grid (if applicable), or left hanging in coils or wrapped around any part of a metal structure. Cable ties must be used to secure flex to the structure.
Spotlights/floodlights/halogen lamps, etc must be guarded and mechanically fixed, so as to prevent the risk of injury to persons.
All lighting must be kept at least 300mm away from muslin/fabric ceilings and other combustibles.
Lighting circuits must not exceed 1,000 watts.  They must not be looped or connected to power circuits.
Heavy fittings (over 1 kg) require a secondary means of support.

Socket Outlets

Only one 4-way extension lead may be connected to each socket outlet and the maximum length of lead permitted is 2 metres.
Extension leads must not be plugged into other extension leads (commonly known as ‘daisy-chaining’).
Block adaptors and drum reel extension cables must not be used.

For Caterers

Caterers, in particular, are advised to follow the instructions below regarding electrical safety:

  • All caterers must check the startup and cruising wattage of their electrical appliances. For example, an appliance could have a cruising wattage of 2.8kW, which is suitable for a 3kW (3000 watts) power socket, but the appliance may require a 3.8kW start-up power supply. If a 3kW socket has been ordered the power is insufficient to start up the appliance and the power supply will be cut off at the RCD box located on the stand. Multiple appliances starting up with insufficient power will terminate power to the venue mains supply and all stands served by that supply.
  • Under no circumstances are exhibitors permitted to interfere with the power supply. This includes the RCD box installed by Moyne to each stand and the venue mains supply box. Power and sockets will be removed to any stand that is found to have done this. Power failure must be reported to the Information Desk during open hours. The standby electrician will then attend.
  • To ensure that sufficient power is ordered exhibitors must either refer to the manufacturer's handbook / contact the manufacturer direct. In the case of hired equipment, ensure the hirer provides all relevant power supply information. The electrical contractors, Moyne, can provide advice, however, they are not responsible for or liable for guaranteeing the power supplies of exhibitor’s appliances.
  • Caterers who have not ordered sufficient power for their appliance(s) will be required to:
    1. Uprate their power supply at the site order surcharge rate of 20%. This can be done at the Moyne service desk during the build period or via contacting the Moyne office on 0208 997 8596 during the open period. In both instances, full payment must be made via card payment prior to the power being uprated
    2. OR hand over appliances that exceed the power supply ordered. The Organisers reserve the right to confiscate equipment until the end of the show should exhibitors persist in plugging in condemned appliances.
  • Each caterer must submit a picture of the layout of all their equipment before the event.
  • Each caterer must submit proof that all their electrical equipment has been PAT tested within 12 months of the show. Please note: this is a legal requirement and this will be strictly enforced before trading commences.
  • All catering appliances must arrive on Friday (setup) to allow time for inspection of electrical equipment and power usage. This to avoid caterers arriving just before show opening powering up simultaneously and a series of electrical mains supply failures occurring during prime sales time.
  • All electrical equipment must also be inspected between 8-10am on Saturday, with electrical equipment switched on by 9am Saturday, and all catering staff must be present during this time slot to ensure swift inspections before the show opens. Staff must be present whilst equipment is checked.
  • All caterers should have a contingency plan to be able to continue serving to the public in case of any power cuts.
Fridges - via Display Refrigeration

Exhibitors who need fridges at their stall are advised to book fridges via Display Refrigeration who provide a selection of refrigeration options.

Please complete the order form here and return it to Display Refrigeration using the contact below, by the deadline of October 22nd 2018.

Email: espencer@displayrefrigeration.co.uk
Phone: 01452 721 555 x 7201
Website: www.displayrefrigeration.co.uk

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.

Insurance

All stallholders are required to submit insurance with public liability covering up to £10M, and employers liability insurance (if applicable), and make sure your insurances are up to date on the event dates (October 27th 28th 2018). Please note that we CANNOT accept out-of-date insurances.

If you haven't yet got your insurance sorted, and need insurance just for the event weekend, here're some suggestions:

For 1 year insurances

One of the many sources available online for getting insurance for your stall is here. It provides 1-year insurances for traders of all sizes, with PLI covering up to £10M.

For temporary event insurances

This company here offers temporary insurances with PLI covering up to £10M.

For overseas exhibitors

Overseas exhibitors are advised to contact their own insurance companies to ensure an adequate extension of their own insurance to cover events in the UK. Temporary event insurance generally requires a UK-based address for applications.

Internet – via E-Force

The venue provides a free Wifi service which is suitable for casual browsing only – it is not a secure connection and hence not suitable for transactions or streaming of large amounts of data.

If you require a secure broadband for the duration of the event, please complete the form here and return it to E-Force, internet suppliers of the venue, at sales@eforce.co.uk by September 28th 2018.

Please note:

  1. Internet is charged per device. If you need internet on more than 1 devices, please book more than 1 connection point using the order form at the link above.
  2. We do not recommend using 4G networks for secure transactions. Exhibitors who need to run secure transactions on their devices are advised to book internet in advance. If you do not need a support cable, the Wifi option (up to 2MB for 1 device) is recommended. For full range of options offered by the venue, see the order form at the link above.
  3. Also make sure that your devices are up to date before use at the venue.
Parking – via Olympia London

Parking is NOT included in the stall prices – this needs to be booked separately by stallholders.

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.

Shell Scheme Nameboard and Features – Moyne

Stalls highlighted in yellow or purple on our floor plan are equipped with a shell scheme with nameboard containing the exhibitor name, whilst those highlighted in blue are space-only stalls with no shell schemes.

To request specific names to be used for your nameboard, please complete the Nameboard Form here, and return it to Moyne by October 15th 2018 at the latest.

If you would like to order your nameboard, electricity, furniture or graphics we advise, that to save time completing multiple forms, you complete the editable Moyne Express Order Form here.

Alternatively, you can request the use of specific exhibitor names and book extra shell scheme features using the Moyne secure payment online site:

www.exhibitorzone.co.uk

The site is easy to navigate:

  1. Register as a new user
  2. Respond to the activation email
  3. Register as an existing user – provide your name and the password you set up
  4. Select VegFest 2018 from the drop-down list of exhibitions
  5. Enter the VegFest 2018 passcode VEG18
  6. Place your orders

If you have questions relating to your order or if you would like to speak to Moyne direct please contact Sara Binns on 020 8997 8596 or email info@moyne.co.uk.

Unloading and Loading time slot reservation - via Olympia London

All stallholders who are unloading from vehicles before the event, and loading onto vehicles after the event, on are required to book load in slots and breakdown slots using Olympia London's voyage control system:

http://voyagecontrol.com/olympialondon

This is to inform the venue's traffic control team of the time slots during which vehicles will be unloaded at the loading bay for setup and loaded up at the loading bay during breakdown. The venue can then ensure that the loading bay is not overly congested at any one point during setup or breakdown.

If you are unsure yet as to when you're going to arrive during setup, please note that Voyage Control is also available on smartphones (Google Play / iTunes), which enables you to book your time slots whilst on the go.

Please select

  • the Blue Zone (if you are located in Olympia CENTRAL Level 1, Level 2 or the Conference Centre), or
  • the Green Zone (if you are located in Olympia WEST Level 1).

See map here for an illustration of the various coloured zones of the venue.

Please note: All CATERERS must set up on the Friday before the event, with their electrical equipment to be tested on site on the Saturday morning before the event opens.

If you wish to set up on Saturday:

To book your load-in slot, please choose Open (for the Phase) and then choose your preferred load-in slot on the Saturday.

If you are exhibiting on Saturday only and are departing on Saturday evening:

To book your load-out slot, please first choose Saturday only exhibitor for the User Type, then choose Open (for the Phase) and then choose your load-out slot on Saturday evening.

If you are exhibiting on Sunday only:

To book your load-in slot, please choose Open (for the Phase) and then choose your preferred load-in slot on the Sunday.

To book your load-out slot, please choose Breakdown (for the Phase) and then choose your preferred load-out slot on the Sunday.

If you are a caterer

To book your load-in slot, please select "Vegfest caterers" for User Type, then on the following page, select your preferred slot on Friday. We advise that you arrive as early as possible to allow ample time for health and safety, and electrical, inspections on Friday.

Should you need to restock on Sunday morning, for your load-in slot on Sunday, please select "Exhibitor - Olympia West Level 1", then on the following page, select Open (for the phase), and then your preferred slot on Sunday for restocking.

To book your load-out slot on Sunday (during Breakdown), please select "Exhibitor - Olympia West Level 1", then on the following page, select "Breakdown" (for the phase), and then your preferred slot on Sunday for loading-out.