Exhibitors Manual

Manual consists of essential logistical information for exhibitors at the event; exhibitors advised to read this page very carefully before the exhibition. (click on tabs to expand, click again to collapse)

Arrival

Setup times, opening hours and breakdown times
Day Area Setup* Opening Hours Breakdown**
Friday Olympia West Level 1 - Caterer 12pm - 2pm N/A N/A
Olympia West Level 1 - other stallholders 12pm - 9pm N/A N/A
Olympia Central Level 1 2pm - 9pm N/A N/A
Olympia Central Level 2 3pm - 9pm N/A N/A
Olympia Central Level 3 12pm - 9pm N/A N/A
Saturday Stallholders in any area 7am - 9am 10am - 6pm 6:30pm - 7:00pm
Sunday Stallholders in any area 8am - 9am 10am - 5pm 5:30pm - 8:00pm

* Start of setup times is an estimate provided by our contractors - these might differ slightly on the Friday build day depending on the progress in shell scheme and electrical builds.

** Start of breakdown times is an estimate - the times from which breakdown can begin are subject to all members of the public being clear of the exhibition halls.

NOTE: Caterers are required to set up on Friday between 12pm - 2pm, to allow time for caterers to set up and have their electrical appliances inspected on Friday evening.

Please make sure to arrive early to allow plenty of time for setup - and please do not be late. (Exhibitors who arrive during opening hours will have to move stock into the venue by hand without the use of trolleys or pallet trucks for health and safety reasons)

PLEASE NOTE that children under the age of 16 are NOT allowed into the venue during setup or breakdown, but they are welcome at the venue during opening hours.

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 for stallholders

Entrance (resp. exit) for stallholders during the setup (resp. breakdown) periods is via the G Gate on Blythe Road.

Entry Passes and Wristbands - for Identification of Stallholders

For access into the event site, each stallholder will be emailed 4 entry passes, approximately 2 weeks prior to the event.

Please note:

  • The entry passes enable the organising team to identify stallholders on their arrival.
  • The entry passes are designated for workers at your stall (in contrast to complimentary tickets for either ticket winners or your personal contacts).
  • The entry passes can be circulated electronically amongst those who are going to work at your stall during the event.
  • The entry passes can either be printed out or displayed on mobile phones / tablets for identification.
  • The entry passes allow entry on either Friday, Saturday or Sunday.

Upon arrival, please use the appropriate Goods Lifts (see Goods Lifts section) to enter the interior of the venue, then please show your entry passes to the organising team at the Stallholder Registration Desk inside the venue. Then you will be issued 4 wristbands, for identification by venue staff and security for the rest of your stay at the event.

Goods Lifts

Once you have entered the Loading Bay via the G Gate on Blythe Road, please proceed to the following lifts for entry into the exhibition hall that you are located:

Exhibition Hall Lifts to use
Olympia West Level 1 Lift 35 to Level 1
Olympia Central Level 1 Lift 16 to Level 1
Olympia Central Level 2 Lift 16 to Level 1, then Lfit 17 to Level 2
Olympia Conference Centre (Level 3) Lift 16 to Level 1, then Lfit 17 to Level 3

Please refer to the map here for the locations of the Lifts mentioned above - the exact dimensions and weight limits of all lifts involved are included at the bottom left corner of the map.

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

The form from Olympia London will go live 4 weeks before the event. 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.

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.

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

 

Preparation before the Event

(tabs arranged in alphatbetical order of headings)

Alcohol

Traders who wish to sell alcohol or do alcohol sampling at the event must get in touch with the organisers first before submitting their booking - contact chris.vegfestuk@gmail.com / 01179071881.

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

Biodegradable Utensils - for those serving food / drink samples

As organisers of a vegan event, we take sustainability and environmental protection seriously. We are advising all our exhibitors to minimise the use of single-use plastics and instead turn to biodegradable alternatives wherever possible. Below are our 2 recommended sources for biodegradable packaging:

Green Man Packaging

Exclusive deals on compostable packaging for VegfestUK food traders

Extra 10% discount on list prices + FREE delivery to the event
Enter discount code at checkout: VEGFEST18

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. 020 7183 8962

Cornware

A company that manufactures biodegradable ‘throw away’ cutlery and boxes for serving food in. Visit Cornware’s website here for full information.

Card payments

We encourage stallholders to be equipped to accept card payments from visitors during the event. There are a limited number of cash machines at the venue which, from experience, might run out of cash during the event due to the high volume of spending expected from visitors to the event.

Please see "Internet" section for info on ordering internet for taking card payments.

Complex Structures

If you are building a complex structure, you must supply the following to the organiser no later than Friday September 14th 2018 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 space only stands 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

Complimentary tickets

Each stallholder at the event can request up to 2 complimentary weekend tickets to the event, using the online submission form here.

The complimentary tickets can be used either as the prize of an online competition, or privately amongst your colleagues / contacts.

Please note:

  1. All online competitions must end by the end of August at the latest, and VegfestUK reserves the right to request any online competitions running beyond the end of August to cease immediately.
  2. Complimentary tickets must be requested via the online form, as we don't automatically send out tickets to stallholders this end.
  3. Complimentary tickets are for ticket competition winners or guests that stallholders wish to invite to the show, as opposed to stallholder entry passes, which are for workers at your stalls.
  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 questions regarding complimentary tickets, please email alan.vegfest@gmail.com.

Delivery and removal of exhibits

If a transport company is delivering for you, please

  1. instruct your transport company to book load-in slots using Olympia London's voyage control system (form to go live 4 weeks before the event) [NB: Courriers do not need to book load-in slots]
  2. ask them to label all packages clearly with your COMPANY NAME, STAND NUMBER and the show at which you are exhibiting (VegfestUK London 2018) to be delivered to the address below NO LATER THAN 10am on Saturday:

<Your Company> and <Stand Number>
VegfestUK London 2018
Olympia London
Blythe Rd
London
W14 8UX

Exhibition materials for exhibitors will only be accepted at the venue between 10am - 6pm on Friday, and between 7am - 9am on Saturday.

The organisers can offer limited assistance with accepting deliveries before setup begins, but please note that the organisers cannot be held responsible for any damage or theft incurred on your pallets while accepting them on exhibitors’ behalf.

Also please remember to instruct your transport company to arrive at the venue equipped with suitable unloading and loading equipment (e.g. forklifts, 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.

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.

Display Materials

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.
  • Velcro is NOT allowed on the walls of the venue.

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

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.
Fire extinguishers and blankets (for stalls doing live cooking)

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.

Floor Loading

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

Please refer to the map here for dimensions and weight limits of all goods lifts at Olympia London (with dimensions and weights of lifts indicated at the bottom left of the PDF).

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

Furniture

Tables, tablecloths and chairs are NOT included in the stall prices - these are available at an extra charge:

Item Unit Price
Table – 6′ trestle £20.00
Table – 4′ trestle £15.00
Table – 2’6″ trestle £10.00
Tablecloth £15.00
Chair (folding) £10.00

Furniture should be ordered using the online booking form for stalls here.

Any furniture ordered with the organisers will be laid out at your stall before your arrival on Friday setup day.

Please note:

  1. Only 6′ trestle tables are available for stalls located on Level 3
  2. The deadline for ordering furniture is Thursday September 20th 2018.

 

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.

Hazardous Exhibits

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.  The use of real flame (eg candles) must be agreed in advance of the event.

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.

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.
Massage / Special Treatments

If you are planning to have any special treatments carried out on your stand, you must inform the organiser beforehand at chris.vegfestuk@gmail.com, 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

Night Sheets

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.

Paperwork

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

Insurance

Please pay particular attention to public liability (covering up to £10M) and employers liability insurance 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.

Other suggestions

Hiscox Underwriting Ltd
Hiscox House
Sheepen Place
Middleborough
Colchester
Essex CO3 3XL

Tel: 0845 213 8448
Email: eventinsurance@hiscox.com

For food caterers

Also all food caterers must return their food safety questionnaire as well as any required food hygiene certificates. Please also pay attention to the expiry dates of all food hygiene certificates and certificates of registration with your local councils, and renew these certificates if necessary.

It is also good practice to have your insurance and food safety documents laminated and bring them to the event as part of your stall.

Risk Assesment and Method Statement

Please also note that it is the exhibitor's responsibility to complete their own risk assessment and method statement (as mentioned here), and adhere to all electrical and fire regulations (inc. naked flame, LPG) - please see "Electrical Safety" section of the exhibitors manual for electrical regulations, and "Fire Safety" section for fire regulations.

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.

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 at Fay.Pearson@olympia.london 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.

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.

Shell Scheme Specifications

Rear and Dividing Wall
Shell scheme walls are composed of 1.0m wide x 2.5m high white foamex modular panels (3mm thick).

Graphics on shell scheme panels
Graphics that are intended to go on shell scheme panels between adjacent poles should adhere to the dimensions of 950mm wide x 2340mm high.

Graphics must be applied using Velcro or low tak tape, not staples or high tak tape. Damaged panels will be charged at £30.00 + vat per panel

Fascia
The fascia will carry your company name panel to each open side in standard lettering. Should you require other shell scheme accessories, please refer to the information on this page here:
https://london.vegfest.co.uk/traders/resources/

Nameboard
ALL shell scheme exhibitors must return the nameboard form under "Shell Scheme Nameboards and Features" on this page here by the required deadline of October 15th 2018. In the absence of a form, names will be printed from our exhibitors list. Any changes required onsite are charged at £27.00 +vat per board.

Stand Build and Working at Height

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

In particular,

  • Contractors must wear suitable personal protective equipment at all times during stand build.
  • No open-toed footwear is allowed for workers involved in stand build.
  • Workers involved in stand build must wear high-viz clothing.
Storage

Limited storage space is available to rent in Olympia Central Level 1, at a cost of £100 + vat per square metre (pallet). Stock is secure and guarded but is left at the exhibitors’ own risk.

Limited cold storage space is available at £400 + vat per square metre (pallet) or £200 + vat (shelf space only) in Olympia Central Level 1. If you 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:
https://london.vegfest.co.uk/traders/floor-plan/

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 10pm 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.

Please get in touch with the office first at chris.vegfestuk@gmail.com to check the availability of space left for both standard storage and cold storage.

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

Trolleys

Exhibitors are advised to bring their own trolleys to transport goods to and from their stands, to reduce loading and unloading times.

Vegan Policy

VegfestUK is a 100% vegan event 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 apparels at the event.
  • The organisers reserve the rights 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 VegfestUK events.

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

All campaign groups that exhibit at VegfestUK must include vegan education as part of their outreach work. Please note that we cannot accept bookings from campaign groups with campaigns that may fuel xenophobia.

We do not ask that all our stallholders (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.

We are only accepting sponsorship for 100% vegan products. By ‘100%’ we mean in terms of products and marketing for the brand, not the individuals who own or work within the business. We give our sponsors extensive marketing and only wish to promote vegan options rather than anything less.

 

For Food Caterers

As organisers of a food event, we take food hygiene very seriously. To help our food caterers prepare thoroughly beforehand, our food inspection team have put together a caterers guide here.

This document will include important instructions on food hygiene, general health and safety, electrical safety, plus a checklist of reminders before the event.

Facilities at the venue

(tabs arranged in alphatbetical order of headings)

Carpeting

The following exhibition halls are NOT carpeted:

  • Olympia West Level 1
  • Olympia Central Level 1

Should you require floorcovering at your stand, please refer to "Shell Scheme Nameboard and Features" section on our Exhibitors Resources page here.

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

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
Cloakrooms

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

There is a small charge per item stored.

First Aid

The venue provides emergency first aid assistance to anyone who needs it. Please contact the nearest security personnel or the organiser’s office for help. Alternatively, there is a first aid room on the Gallery/Level One, from where help can be summoned - see 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 where to direct the ambulance could save vital time.

The organiser will be able to direct you to a pharmacy close to Olympia London for supplies of plasters, headache tablets, etc.

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).

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.

 

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

Electrical Safety

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 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.
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.

Fire Safety

Olympia London strives to maintain a high level of safety during events to protect all staff, organisers, contractors, exhibitors and the many thousands of people that visit the venue.

Olympia’s full stand construction and dressing regulations are contained in the eGuide, which can be downloaded here. Following the key points could save you time and money and avoid changes having to be made to your stand on site, but it is important that you refer to the full regulations. All materials used in the construction of stands, features and displays, including signs and night sheets, must be:

  • Of a suitable nature and quality for the purposes and conditions of their intended use
  • Properly prepared and fixed, in order adequately to perform the functions for which they are designed
  • Non-combustible, inherently non-flammable or durably flameproof, in accordance with BS476-Part 7, Class 1
  • Water-based, where applicable (eg, adhesives and paint)

British Standards are the minimum acceptable standards.  You may submit samples of materials to the venue for approval before the event and the venue may test materials on site to ensure compliance.

Useful suppliers

CASEMENT & MUSLIN (Treated to BS 476 Pt 7)

RHJ

12-14 Reservoir Road

Ruislip

Middlesex, HA4 7TU

Tel: 01895 631/693

HARDWOOD, SOFTWOOD & PLYWOOD

To be treated with ALBI MAX basecoat and overcoat to achieve ‘Class 1’ Surface Spread of Flame. Also supplies water-based paints.

Leyland SDM

361-365 Kensington High Street

London, W14 8QY

Tel 020 7602 9099

STRAW, BAMBOO, SYNTHETIC FABRICS, NATURAL FABRICS, TEXTILES, DRIED FLOWERS/ GRASSES/LEAVES/ POLYESTRE PLANTS/FOLIAGE

Brian Joseph Hardware Co.

Scenery House

2 Hereward Road

Tooting,

London SW17 7EY

Tel: 020 8767 2887

CLEAR PLASTICS (Class 1 – Poly- carbonate, eg Lexan, Macralon)

Glazier Plastics PLC

Dudden Hill Lane

Neasden

London NW10 1BJ

Tel: 020 8438 2100

Fax: 020 8438 2117

 

Exhibitors should order their electrical fittings from the appointed contractor.  In the event of an electrical failure, the matter must be reported to the organisers’ office.
DO NOT tamper with the fuse board.  Only qualified electricians may access the fuse box. Ask for help at the service desk.
DO NOT coil up your cables.  Unroll them to ensure they don’t heat up or have them cut to a suitable length.
DO NOT wrap cable around metal objects.  The cable should be clipped to the top edge of the stand as part of your lighting connection.
DO NOT plug everything in one outlet and DO NOT plug one lead into another.  This causes overheating and may blow the fuse.  Order enough sockets for your needs.  Remember: 1 x 500watt socket = 1 x 4 way extension lead
DO NOT use multi-way adaptors.  These are not suitable for use in commercial premises.  Use an extension lead.
DO NOT allow conductors to become exposed.  The inner coloured sheathing is to protect the conductors; the outer sheathing is to protect you.
DO NOT let cables drop to the floor unprotected.  Exposed cables must be in a conduit or mini trunking.
All electrical equipment intended for use on stands must be PAT tested and labelled accordingly.
Cables must not run under carpet.  If they run across the floor ensure they are covered by conduit or protective ramping (tape is not acceptable).  Cable ramping stops trips and prevents damage.
All lighting must be kept at least 300mm away from fabric ceilings and other combustibles.  All light fittings must be secured appropriately and heavy light fittings must have a secondary means of support.
Ask us and we will help you get it right!

Note: Fixings to the structure of the building is not allowed at any time

Gangways

In order to help us ensure that we comply with the licensing authority and venue regulations, all gangways at the show must be kept clear at all times, including during build-up, the open period and breakdown.

Exhibits, furniture and other items belonging to your stand must not encroach beyond the boundary of your stand space.  This is to ensure that escape routes are unobstructed in case of emergency evacuation.

If you have any displays or activities which are likely to attract an audience, please ensure that you plan your stand layout to allow people to gather within the stand area and not in the gangways.

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.

Moving stock at the venue

Exhibitors are advised to bring their own trolleys/pallet trucks to ensure swift movement of stock and stand equipment during setup and breakdown.

Please ensure that no pallet trucks/trolleys of any kind are used during public opening hours.

 

Other important notes

(tabs arranged in alphatbetical 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) or exhibitors (very rare but has happened in the past).
  • If you encounter anyone displaying unruly/abusive behaviour, please ask your colleagues or neighbouring exhibitor to alert a member of the event organising team (security, stewards), and we will assist if required.
  • Please note that exhibitors 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.
  • In the case of this being from an exhibitor, no refunds may be issued.
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

Unless agreed in advance with the organisers, 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.

Security

Security is provided for the show from 8am on Friday until 10pm on Sunday.  Please do not arrange for goods to be delivered to the venue before this time.  Please assist us by wearing your wristbands within the venue at all times after you have picked these up on arrival.

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

  • Take home any valuable items each night.
  • Do not leave your stand unattended at any time during setup, the open period or breakdown. Do not leave the hall until all visitors have gone each evening.
  • Do not position valuable items at the front of your stand, where you may not be able to keep an eye on them.
  • Ensure you have enough staff, so that the stand is not vulnerable to thieves and do not ask a neighbouring exhibitor to watch over your stand while you go for a break. They may become busy and not be able to keep an eye on your stand.
  • Remove all portable or valuable items from the stand on the evening the show closes.  Do not leave them until the following day for collection.
  • Arrive in time for the show.  Ensure your stand is staffed at least 15 minutes before show open time of 10am on Saturday and 10am on Sunday, but remember that the venue is open for setup from 8am on Saturday and from 8am on Sunday.
  • 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.
  • Any lost kids should be reported to the Information Desk in Olympia Central Level 1.
Smoking

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

 

Any further questions…

Please get in touch with the office at chris.vegfestuk@gmail.com or on 01179071881, by Friday October 19th 2018 if possible, as the office will be very busy in the week leading up to the event.