Stall Prices

Exhibition halls

There are up to 320 stalls available across 4 exhibition halls:

  • Olympia West Level 1
  • Olympia Central Level 1
  • Olympia Central Level 2
  • Olympia Central Level 3 (Conference Centre)

Olympia Central Level 2 and Olympia Conference Centre are carpeted, whilst the other halls above are not carpeted.

Expected footfall

The 2017 event attracted around 14,000 visitors over 2 days, and this year we expect the footfall overall to be between 14,000 – 15,000 visitors over the whole weekend.

Shell Schemes / Space-only Stalls

There are both shell schemes and space-only stalls available for Levels 1 & 2, whilst Level 3 consists of space-only stalls only.

Please note: Power can only be booked at stalls coloured in yellow on our floor plan. Should you require power at your stall, please make sure to choose a stall coloured in yellow.

Stall sizes

Options for stall sizes include:

  • 2m frontage x 2m depth – either open 1 side or corner*
  • 3m frontage x 2m depth – either open 1 side or corner*
  • 3m frontage x 3m depth – either open 1 side or corner*
  • 4m frontage x 4m depth (catering stalls in Olympia West Level 1 only)

* These stands can also be customised to include 4m x 2m, 4m x 3m, 6m x 2m or 6m x 3m if required.

Illustrations of various stall types

Stall Type Picture
Space only on Level 3
Shell Scheme Open 1 side
Shell Scheme Corner
Catering Stall  

1-day stalls

1-day rates are available for charities / traders looking to exhibit for one day only. As a guide to prices for 1-day stalls, they are half the 2-day rates plus an extra £25 + vat admin fee. Please contact the office at chris.vegfestuk@gmail.com or on 01179071881 for availability first if you wish to apply for a 1-day stall.

Stall prices

We have different sets of rates available for both charities and traders, depending on stall position, based on the expected difference in footfall between different areas.

All prices subject to 20% VAT (including charity rates)

Olympia Central Level 3 (Conference Centre)

Space-only stalls

Stall Option

Charity
(1 day)

Charity
(2 days)
Trader
(1 day)
Trader
(2 days)
2m x 2m £75.00 £100.00 £125.00 £200.00

Olympia Central Level 2

Space-only stalls

Stall Option

Charity
(1 day)

Charity
(2 days)
Trader
(1 day)
Trader
(2 days)
2m x 2m open 1 side £125.00 £200.00 £225.00 £400.00
2m x 2m corner £162.50 £275.00 £300.00 £550.00

Shell schemes

Stall Option

Charity
(1 day)

Charity
(2 days)
Trader
(1 day)
Trader
(2 days)
2m x 2m open 1 side £175.00 £300.00 £325.00 £600.00
2m x 2m corner £212.50 £375.00 £400.00 £750.00
3m x 2m open 1 side £237.50 £425.00 £450.00 £850.00
3m x 2m corner £262.50 £475.00 £500.00 £950.00
3m x 3m corner £343.75 £637.50 £662.50 £1,275.00

Olympia West / Central Level 1

Space-only stalls (available in Olympia West Level 1 only)

Stall Option

Charity
(1 day)

Charity
(2 days)
Trader
(1 day)
Trader
(2 days)
2m wide x 2m deep open 1 side £125.00 £200.00 £225.00 £400.00
2m wide x 2m deep corner £162.50 £275.00 £300.00 £550.00
2m wide x 3m deep open 1 side £150.00 £250.00 £275.00 £500.00

Shell Schemes

Stall Option

Charity
(1 day)

Charity
(2 days)
Trader
(1 day)
Trader
(2 days)
2m x 2m open 1 side £175.00 £300.00 £325.00 £600.00
2m x 2m corner £212.50 £375.00 £400.00 £750.00
3m x 2m open 1 side £237.50 £425.00 £450.00 £850.00
3m x 2m corner £262.50 £475.00 £500.00 £950.00
3m x 3m open 1 side £287.50 £525.00 £550.00 £1,050.00
3m x 3m corner £343.75 £637.50 £662.50 £1,275.00
4m x 4m catering pitch – open 1 side* N/A N/A N/A £600.00
4m x 4m catering pitch – corner* N/A N/A N/A £800.00

* Catering pitches available in Olympia West Level 1 only

Furniture

Tables, chairs and tablecloths must be booked using our stall booking form if required – prices below:

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

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.

Storage

Storage space for pallets or shelf space can be booked via our stall booking form – prices below:

Item Unit Price
Standard (non-chilled) Storage £100.00
Cold Storage – shelf space £200.00
Cold Storage – pallet £400.00

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.

Extras

Please refer to our Resources page for full information on the following, which can be booked via our selected contractors / suppliers at extra charges:

  • Power / Lighting
  • Shell Scheme Fittings
  • Internet (secure connection)
  • Refrigeration
  • Hotel
  • Unloading and loading
  • Parking

Other relevant information

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.

Paperwork

All exhibitors must complete and return all necessary paperwork by the end of July 2018 using the form here.

Please pay particular attention to public liability and employers liability insurance and make sure your insurances are up to date and cover 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's a suggestion:

https://www.marketline.co.uk/public-liability.html

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.

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.

Cooking (for food traders)

Any stallholder who wishes to do any form of cooking must be located at the yellow stalls on the Olympia West Level 1 floor plan.

Gas and naked flames are NOT allowed in any area of the venue.

Electricity is NOT included in the pitch fee - this must be booked with our electrical contractor Moyne, see Resources page here for details.

Food Hygiene and Safety Guidelines (for food traders)

We advise our food caterers to take note of the following bullet points in regards to food hygiene and health & safety:

  1. All staff catering at VegfestUK events must use sneeze screens or plastic guards to prevent any food or heating equipment from being open to the public.
  2. All food operators will be inspected thoroughly by hygiene inspectors, so please ensure that your staff and yourselves are fully trained on safe food handling measures, and adhere to top quality hygiene standards at all times. You must ensure you have your documented food safety system, insurance and all training records for staff with you and available for inspection.
  3. All deep-frying equipment must be placed at the back, rather than the front, of catering stands. Any other cooking (eg griddles) must be done at least 1 metre away from the public or behind suitable safety guards (consider child and adult safety heights).
  4. Fat fryers must be equipped with thermostatic cut-out controls and flame failure devices to prevent gas escape and build up.
  5. Any chopping activity (like chopping up coconuts) must take place to the rear of your stall, not to the front / aisle.
  6. Every caterer must have a handwashing machine with running water at their stands. That includes liquid soap and disposable towels. Please note: boilers and bowls of water are not sufficient . Running (and draining) water of suitable temperature must be available in your handwash facility. See here and here for example.
  7. Every caterer that is cooking must have a working, in-date and appropriate fire extinguisher and fire blankets to hand.
  8. All staff at catering stands must wear separate gloves to handle food and money.
  9. All caterers must avoid the use of over-length leads or trailing electrical cables. Electric cables should not be “daisy–chained” (multiple extension leads connected to each other).
  10. Extension lead cables must not exceed 2 metres with a maximum of 4 sockets. Coiled / drum extension leads are NOT permitted
  11. Gas or naked flames are strictly prohibited.
  12. All food samples must have the 14 major allergens clearly displayed. Please note that failure to comply could result in any catering operations involved being shut down on the day.
  13. We have a number of requests each event for gluten-free food, please advertise your gluten-free food clearly on your stall if you have gluten-free options.
  14. Please bring rubbish sacks, hand wash, gloves, washing up liquid, etc.
  15. Please make sure NOT to block the sinks at the Water Point of the venue with any food waste - food waste must be cleared from the venue separately yourself.
  16. Please make sure to have suitable facilities for temperature control for your food.
  17. Staff eating on your stand is not permitted.
  18. Off-duty staff should not be eating at their food stands.
  19. Food should not be stored on or near the exhibition floor.
  20. Caterers are advised to have less food on display and more food covered to avoid food attracting dust during the show.
  21. Hot drinks must be served in sturdy containers fitted with lids to avoid risk of spillage.
  22. Catering stall featuring barbeque grills must isolate grills from public access and specifically risk assess and have methods of extinguishing the BBQ.
  23. Staff working at catering stands must have their hair tied back to avoid cross contamination.
  24. Staff working at catering stands must submit beforehand their food safety training records at least 2 months before the date of the event.
  25. All caterers must keep their work surfaces clean and tidy throughout the event opening hours.
  26. All caterers must keep their items (including pop-up banners) within the footprint of their stands.
  27. If your stall is located in an area that is carpeted and you plan to sell food / alcohol at your stall, please ensure that you cover the venue’s carpet within the boundaries of your stall.
  28. All caterers should bring steps with them if they want to fix items over head-height and should not stand on tables, chairs etc.
  29. All caterers must restrain from storing items behind their stands or in unused spaces.
  30. Ladders must not be used during show opening hours when members of the public are in the exhibition halls.
  31. There are no facilities for cooking oil disposal on site, so please make sure to take away any leftover cooking oils from the venue after the event. No cooking oils should be poured into the sinks in the kitchen.
  32. Caterers must ensure their staff are aware of and trained in allergen requirements and appropriate signage is displayed on your stand for the public.

You are welcome to contact the organisers in advance if you are unsure about any of the above.

 

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