Guests Manual

The guests manual consists of logistical information for speakers, musicians, comedians and presenters at the show. Should you have any further questions, please email [email protected]

Arrival

(tabs arranged in alphabetical order of headings)

Directions to the venue

The venue's full address for the stallholder entrance (G Gate) is:

Olympia London, Blythe Road, London W14 8UX

Please visit the page here for full directions to the venue.

Google Map showing the surroundings of the venue is below:

A map showing how the different halls of Olympia London are connected is shown below.

Entrance and Exit

All speakers and entertainers should enter the venue using the entrance on Hammersmith Road, which goes into Olympia Central.

Level 1, Level 2 and Level 3 of Olympia Central (i.e. Conference Centre) are then accessible using the lifts for visitors inside.

Exit is via Olympia Central only into Hammersmith Road (no exit via Olympia West).

Entry passes - for identification of Guests

For access into the event venue, each guest will be emailed 2 weekend entry passes, approximately 2 weeks prior to the event.

Please note:

  • The entry passes enable the organising team to identify guests on their arrival.
  • These entry passes are specifically for guests and their partners / assistants and are not to be used for competitions or giving away to personal contacts. If you wish to bring a friend or run a competition full details can be found in the 'Complimentary Tickets' section.
  • Spare entry passes can be circulated electronically to your partner / assistant whom you wish to bring to the event.
  • The entry passes can either be printed out or displayed on mobile phones / tablets for identification.
  • The entry passes allow entry on both days.
Event opening hours

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

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 [email protected] or on +44 (0)20 7292 2335.

NOTE: Hotel costs are not subsidised by the organisers.

If I need to leave the venue temporarily, can I re-enter at a later time during opening hours?

Yes you can - make sure to get yourself a readmittance stamp at the Exit (via Olympia Central on Hammersmith Road) before leaving the venue. Re-entry is via the Hammersmith Road entrance into Olympia Central.

Parking

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.

Please note: Parking is not subsidised for guests.

Taxis

Should you require taxis on the day, here are a few taxi companies with telephone numbers:

Taxi CompanyPhone number
Addison Lee0844 800 6677
eConnect Cars (fully electric - recommended)020 3002 5544
K.A.B. Cars020 7381 8888
Hurlingham Cars020 7381 1111
North End Prestige Cars020 7381 5555
Olympia Cars020 7751 1111
Computer Cab Paddington020 7286 0286
Radio Taxis020 7272 0272
Regency (mini cabs)020 7602 2000

Both the Blythe Road and Hammersmith Road entrances are well served by taxis.

Virtual tour of the venue

Please visit the hyperlinks below for virtual tours of different parts of the venue:

Olympia West - click here

Olympia Central (Levels 0, 1 and 2) - click here

Olympia Conference Centre (Central Level 3) - click here

 

Reminders before the event

(tabs arranged in alphabetical order of headings)

Cancellations

Cancellations are to be avoided as much as possible, especially if your sessions have already been advertised online, as some of our visitors will be buying advance tickets specifically to see certain speakers / performers / talks advertised online in advance.

However, we understand that sometimes cancellations are unavoidable and in the scenario that you really need to cancel your appearances at the event, please:

  1. Notify the organisers as early as possible, and
  2. Try to find replacements for the sessions affected by your cancellations.
Carpeting

The following exhibition halls are NOT carpeted:

  • Olympia West Level 1
  • Olympia Central Level 1

Meanwhile, Olympia Central Level 2 and Olympia Conference Centre (Level 3) are carpeted.

Complimentary Tickets

Guests who wish to request complimentary tickets for inviting their own contacts to the show are welcome to apply using this form here.

Please note:

1) All online competitions must end by the end of September at the latest.

2) Complimentary tickets must be requested via the online form, as we don't automatically send out tickets to guests this end.

3) Complimentary tickets are for ticket competition winners or personal contacts that speakers / musicians / comedians wish to invite to the show, as opposed to their own GUEST entry passes, which are specifically for speakers / musicians / comedians to enter the show.

4) All complimentary tickets will be emailed out to you 2 weeks prior to the show, for you to forward onto winners / contacts.

5) All tickets are e-tickets that can either be printed out and brought to the gate for scanning, or be scanned on mobiles / tablets.

For any queries regarding free tickets, please email [email protected].

Photography / Filming

For everyone at the show

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

For those who would like to film at the event

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.

Timing of Sessions

All guests are reminded to finish their session(s) on time before the next guest comes on in the area in which they are appearing – otherwise the running schedule for the sessions afterwards will get delayed and the guests afterwards will have less time for their sessions.

Full timetables for all areas will be published under “What’s On” in the menu bar at the top of this website closer to the event.

Vegan Policy

This event is a 100% vegan event and we ask that all our speakers are vegan themselves and we are only accepting talks / cookery demos on vegan education, rather than ‘other issues’. We particularly wish to avoid any sessions about campaigns that could be seen to help fuel xenophobia, or campaigns that rely on sexism, ableism, homophobia, body shaming or racism to promote their cause.

Please ensure that all sessions adhere to these guidelines, which cover the following areas:

  1. speeches given
  2. cookery ingredients used
  3. leaflets given out to visitors
  4. displays used (e.g. banners, posters etc)
  5. videos / slideshows shown
  6. songs performed

Please also ensure that you do not wear non-vegan apparel to the event, in order to set a good example for visitors who are passionate about the vegan cause.

If you are unsure about whether a particular product / ingredient / campaign is suitable or not, please contact the office beforehand.

 

For those doing talks

AV equipment provided

Each Talks Room

  • laptop
  • microphone
  • sound speakers
  • projector
  • 1 HDMI cable and 1 VGA cable

Foodies Stage

  • 3 handheld microphones
  • 1 headset microphone
  • sound speakers
  • digital mixer
  • 2 DI boxes
  • staging
Powerpoint Presentations

If you are planning to do Powerpoint presentations / slideshows in areas with laptops provided, we suggest that you store your presentation files in .ppt or .pdf format on a USB / external drive beforehand, and plug your USB / external drive into the laptop provided.

If your presentation file is created in other formats such as Keynote (the Mac equivalent of Powerpoint on Windows), please either:

  1. convert it to .ppt or .pdf format before the event (see instructions here on exporting Keynote files as files in other formats), or
  2. bring your own laptop with your presentation file stored on it (although bear in mind that replacing the laptop provided with your own laptop might require extra changeover time in between presentations).
Video streaming

If you are planning to play videos during your talks, please download the videos in advance and store them in an external hard drive, and bring the hard drive to the event and plug it into the laptop provided. Laptops at the event are equipped with video playing software for this purpose.

Please note that the public Wifi at the venue is insufficient for streaming videos from the internet.

 

For those doing cookery demos

Cookery equipment provided (for Cookery Demos)

Please refer to the table below for the cookery equipment provided by the organisers:

EquipmentCookery Demos
Electric hot plate (with 2 rings)1
Kettle1
Flip Top Bin with bin bags1
Washing up liquidyes
Handwashyes
Power sockets2x 3kW sockets (for cookery equipment)
1x 1kW socket (for AV equipment)
Tables3

Nearest Water Point - Located in Olympia West Level 1, see floor plan here for Level 1

Notes:

  1. Please bring any other equipment that you need and that is not listed above if necessary. Note: please ensure that any electrical equipment that you bring is PAT tested before use.
  2. Please ensure that you ascertain the power output (in wattage) of all cookery equipment that you plan to use beforehand, and do not overload the power sockets provided – overloading the power sockets will result in power being cut off. Please refer to the electrical converter here should you need assistance on electrical conversion.
  3. Please also ensure that the hot plate provided in the Cookery Demos is switched off after use – failure to do so will result in the hot plate overheating.
Gas and naked flames

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

 

For those performing music

Sound equipment provided

TBA

 

Facilities at the venue

(tabs arranged in alphabetical order of headings)

Cash Machines

There is an ATM on Level One of Olympia Central (right by the Central Cafe).

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
Cloakrooms

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

There is a small charge per item stored.

Drinking Water

Drinking water is provided by the in-house cafes on Levels 1, 2 and 3 of Olympia Central.

First Aid

The venue provides emergency first aid assistance to anyone who needs it. Please contact the nearest security personnel or the Public Information Desk for help. Alternatively, there is a first aid room on Level 1 of Olympia Central, from where help can be summoned - see Level 1 floor plan here for the location of the first aid room.

If you believe an ambulance needs to be called, please ensure that this request is directed to the venue’s control room on 020 7598 2666. The staff’s knowledge of the venue and directions for the ambulance could save vital time.

Lost Property

All lost property should be handed to the venue's cloakrooms.

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: [email protected] / 020 7598 5518.

Toilets

Toilets are available in all exhibition halls used for this event, included accessible toilets and baby change. Please refer to the event floor plans for locations of these facilities.

Gender neutral toilets are located in Olympia Central Level 1 - see Level 1 floor plan here.

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.  

 

Water Point

The Water Point is located in Olympia West Level 1, just next to the Vegan Food Village.

Please do NOT pour cooking oils or solid food stuff into the sinks provided - your cooperation on this is much appreciated.

 

Safety at the venue

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.

 

Other important notes

(tabs arranged in alphabetical order of headings)

Bad Language & Aggressive Behaviour
  • VegfestUK is a friendly event, and we do not tolerate bad language or aggressive behaviour from the public (occasional), guests or exhibitors.
  • If you encounter anyone displaying unruly/abusive behaviour, please alert a member of the event organising team (security, stewards), and we will assist if required.
  • Please note that guests are advised to stay calm at all times when dealing with the public, with moderate language in the very unlikely event of a hostile encounter.
  • There will be CCTV on site to monitor everyone’s behaviour, and those displaying aggressive behaviour will be swiftly expelled from the venue, and readmittance may be refused.
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.

Flyering at the venue

Flyering to visitors at the event is forbidden.

Pets

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

Photography / Filming

For everyone at the show

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

For those who would like to film at the event

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.

Security - for guests

Security is provided throughout opening hours of the show.

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

  • If you experience heckling during your session(s), please inform the nearest security personnel.
  • Take home any valuable items each night.
  • If you are a victim of theft or damage, please report this to venue staff. The organisers, however, cannot be held responsible for the loss or damage to exhibitors’ property.
  • Please be aware of possible terrorist activities and the fact that we are in a busy area of London. 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.
Smoking

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

 

After the event

Invoices (for guests with whom payment has been pre-agreed)

Guests who have agreed payment with the organisers in advance are required to submit an invoice for BACS payment to [email protected] after the event with the following details on it:

  • Invoice number
  • Invoice date
  • Your full name, postal address, email and phone number
  • Your Unique Taxpayer Reference number (if applicable)
  • Invoice to: VegfestUK Ltd, Hebron House, Sion Rd, Bristol BS3 3BD
  • Services incurred
  • Amount due
  • Bank details for BACS - bank name, account name, sort code, account number

Please note:

  1. Only fees that have been pre-agreed in writing with the organisers will be paid after the event. Fees that have not been pre-agreed in writing in advance will not be paid.
  2. Payment will only be made by BACS once an invoice has been submitted.

 

Any further questions…

Please get in touch with the office at [email protected], by Friday October 18th 2019 if possible, as the office will be very busy in the week leading up to the event.