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Accidents
If you are involved in or witness an accident at any point during the tenancy of the exhibition, however small, it is your responsibility to report it to the Organiser's Office.
Accommodation
Please refer to the Order Forms and Deadlines tab to book, or for official contractor details.
Activities and Demonstrations
Should you wish to carry out any demonstrations on your stand, please complete the Health & Safety Declaration form in the Order Forms and Deadlines tab or email The Operations Team. The Organisers reserve the right to curtail any practice which they consider dangerous or detrimental to the show or surrounding exhibitors. Please note:
- Exhibitors must advise the Organisers if they intend to offer any treatment, therapy, massage or similar services on the stand, as special licences from the Local Authority may be required
- Any exhibitor wishing to operate machinery or carry out mechanical demonstrations on their stand must ensure that these practices constitute no safety hazard, nor interfere with the activities of visitors and exhibitors
- All moving parts must be effectively guarded and controls sited beyond public reach
- All seating for the public should be contained within your stand area and comply with the eGuide
- Exhibitors should not engage in any activity or employ any purpose or device that tends to create unreasonable congestion in the gangways. Demonstrations should be planned to take place in the centre of stands to give room for the audience
- Exhibitors are reminded that sound must be kept to a level below 80 decibels. This level will be monitored within the exhibition area
- If you are unable to provide a Risk Assessment for any activities taking place on the stand (when requested), all demonstrations must cease until a Risk Assessment has been completed to the satisfaction of the Organiser. In the case of a dispute, the decision of the Organisers and its appointed representatives is always final
Animals
If you wish to bring an animal onsite during the show open period, please contact The Operations Team for approval.
During the Build-Up and Breakdown period no animals will be allowed on site if it is deemed unsafe. At all times the Organiser's decision is final.
Audio Visual Equipment
The official supplier for the show is PSPAV; their order form and contact details can be found in the Checklist.
Badges & Passes
No one will be permitted entry into the exhibition hall during build-up, open period or breakdown without the appropriate pass.
Exhibitor Badges
Every member of your staff who will be working on the stand, requires an exhibitor badge. These badges must be worn on-site at all times during the open period of the exhibition.
Vehicle ID Passes
All vehicles making deliveries during build-up and breakdown are required to register and book in through https://olympia.london/exhibitors-voyage-control before coming to site
Balloons
Gas filled balloons must be adequately secured to the stand. Charges will be levied for any costs incurred for repairing damage to the air handling units within the halls due to gas filled balloons being drawn into the units and for removing balloons from the roof structures.
- Balloons can hang only over your own stand.
- All helium gas cylinders must be removed from the halls once the balloons have been filled and the use of flammable gases is not permitted.
- A plan must be submitted to the organisers detailing location, height and method of attachment.
Banking Facilities
There are chargable ATMs within Oympia National Hall.
Business Facilities
Photocopying, faxing and IT facilities, including Internet access, are available in the Olympia Management Offices. There are charges for the services.
Canvassing
All exhibitors are advised that unless they have a contractual agreement with the event organisers, all promotional activity including literature distribution is restricted to the limits of their stand. If you are approached on your stand by unwelcome visitors trying to sell their products, please take a business card and inform the Organisers Office immediately.
Car Parking
Your Loading/Unloading slots during the build-up and breakdown periods must be booked through Voyage Control here.
Car parking after your time slot is over and during the show open period is not free. You will need to book a parking space here.
Olympia London also has disabled parking facilities, please note this is chargeable, on a first come first served basis, and is to be booked here.
Traffic wardens patrol the roads around Olympia London. Where possible we recommend that exhibitors and visitors travel by public transport.
Catering and Corkage
The Food Safety Act 1990 and Regulations made under it aim to ensure that all food offered to the public is safe to eat. Part of the Environmental Health Officers role is to carry out checks on Food Safety and Hygiene to ensure compliance with the legislation.
A full range of catering services are available to exhibitors, from full hospitality to the provision of snacks and beverages from the in house caterers.
The in-house caterers hold the sole right to supply all food and beverages consumed on-site at Olympia London. They can supply a full range of food and beverages to your stand and arrange waitress service.
No food or drink may be sold from your stand.
Children
Local Authority Health & Safety regulations prohibit the presence of under 16s in the halls during build up and breakdown. The Exhibition is a trade event and the nature of the exhibits during the open period will reflect this, as such it is not a suitable environment for children. There are no crèche facilities at this event.
Cleaning
All stands will be cleaned on the night of Tuesday 27th February 2024 in preparation for the opening morning. This does NOT include the cleaning of actual exhibits. If you require these to be cleaned please contact Olympia London direct for a quotation on cleaningservices@olympia.london
- If a nightsheet is being used to secure the stand, duplicate keys clearly labelled should be left with the Organisers Office to allow access for cleaners
- Exhibitors requiring emergency cleaning during the exhibition should contact the Organisers office (although only light cleaning will be possible during show opening hours, vacuuming will not be possible)
- Please dispose of any liquids so as to avoid spillage and damage to the carpets
- Waste materials should not be abandoned on site or deposited into the venue waste disposal containers and skips without the venues prior agreement. Please note that any waste left in the halls will be charged back to the exhibitor
Cloakrooms
The cloakroom is open from 30 minutes before show opening until 30 minutes afterwards. Prices stated below.
Lost property will be handed into security and after the show closes it will be logged and held in Olympia London. Should you lose anything onsite, it would be best to call them post show on +44 (0) 207 598 2484.
Columns
If you have a column on your stand, please email The Operations Team if you need exact dimensions.
COSHH
Under COSHH, the use of all toxic and hazardous substances is prohibited without written approval from Olympia London. Applications should be accompanied by a COSHH assessment including details of measures taken protecting employees & workers on adjacent stands and they should be submitted to the Organiser at least one month prior to the exhibition.
Deliveries
Please note that neither the Organiser nor the Venue can accept responsibility for items that require a signature – you must ensure that there is someone available on your stand to receive such items, or direct them to the DSV Logistics desk onsite. Deliveries can only be made during the official build-up period, and should not be arranged before tenancy. Please note that many courier companies do not deliver or collect at weekends.
Useful onsite delivery information
Deliveries should be addressed as follows :-
Your Contact Name / Mobile Number
Your Company Trading Name
Your Stand Number
Best Practice London & Women's Health Professional Care 2025
Olympia National
Olympia Way
London
W14 8UX
Dilapidations
Exhibitors are responsible for all panels, walls, columns, flooring, Shell Scheme stands, hired accessories, etc. within their stand area and any damages will be made good at the exhibitor's own expense.
All exhibits and standfitting materials must be cleared from the venue and charges will be levied for the removal of any abandoned articles, including carpet tape and literature.
Disabled Facilities
The venue has facilities available for exhibitors and visitors. Should you have any queries, please contact the venue directly on +44 (0) 207 385 1200 or visit their website http://www.olympia.co.uk/visiting/disabled-access
Electrics
It is necessary for a stand in each block to house the mains box. You will not be advised if it will be housed in your stand.
- Stand Connections
During build-up, initial connections to stands are made as early as possible, but in some cases this could mean opening morning if the stand is not complete. The power to all stands will be switched off 30 minutes after the close of the show. Please also remember to order a 24 hour supply for the build up / open period if required. On Tuesday 26th February, power will not be reconnected for Health and Safety reasons and there will be no overnight power during build up.
- Regulations
All electrical work must be carried out in accordance with the electrical regulations laid down by the local authority, IEE, the Health & Safety at Work Act 1974, British Standards Institution BS 7671 17th Edition and the Electricity at Work Regulations 1989. A full copy and advice on electrical installations can be obtained by contacting Creative Live
- General Electrical Information
Please register to order your electrical requirements via the Order Forms and Deadlines tab
Creative Live are responsible for, and will carry out, all electrical work on all stands
Please specify your requirements on the Order Form and location grid. This form should be returned by the deadline date to avoid surcharges for late orders.
Please note that the grid needs to be submitted with the order form to ensure that the electrics are fitted as per your requirements. Should a grid not be submitted, the items will be positioned at the discretion of the contractor and charges may be levied for on-site changes
- Basic guidelines
Listed below are examples of “typical” loadings for items plugged into socket outlets:
500 watt sockets: PC Computers, TV’s, videos, spotlights to 500W, refrigerators
1000 watt sockets: domestic filter coffee machines, lighting up to 1000W
2000 watt sockets: kettles*, machinery up to 2000W
3000 watt sockets: hired coffee machines, machinery 2000W to 3000W
* These appliances are of varying power requirements dependent upon type and manufacturer. It is therefore essential that the reference tag or plate that is fitted to each appliance under law be read, the loading in watts or kW (kilo Watts = Watts x 1000) will be stated, and the appropriate size socket be ordered.
As the exhibitor, it is your responsibility to order adequate power supply for your stand. Failure to do this will result in delays on site and could be a fire risk. On-site checks will be carried out by the appointed Health & Safety Officer and Electrical Contractor. In all cases the decision of the Organiser and its appointed representative is final
Emergency and Fire Procedures
Please pay careful attention to the Olympia London Emergency & Fire Procedures in the Checklist section.
Equality Act 2010
Please note that all exhibitors are expected to comply with the Equality Act as far as is reasonably practical. For more information please read the following link:http://www.direct.gov.uk/en/DisabledPeople/RightsAndObligations/DisabilityRights/DG_4001068
For venue information please read here
Fire Extinguishers
Please ensure you familiarise yourself with the Emergency Procedures in the Checklist section.
Fire extinguishers (water type) will be distributed at the Fire Officer’s discretion. Under no circumstances may these be moved and exhibitors will be charged for their replacement. At least two people on each stand should be familiar with the use of fire extinguishers.
First Aid
Should you require first aid assistance, please contact the Organiser's Office or Olympia control on +44 (0)207 598 2411.
If urgent medical assistance is required do not call the emergency services direct but contact Control on +44 (0)207 598 2666 and they will co-ordinate the medical team and the emergency service arrival.
Freight Forwarding, Shipping, Lifting and Storage
Please contact DSV Logistics on +44(0) 121 780 2627 or complete the relevant form here.
Fumes, Exhausts and Smoke
Any exhibit or process which generates and blows out or otherwise emits fumes, exhaust or smoke is subject to the requirements of the Control of Substances Hazardous to Health Regulations 1988 and all such processes must be so arranged to have an effective system to the outside atmosphere as approved by Olympia London.
Furniture
Furniture should be ordered as early as possible to avoid non-availability of stock. Please note the furniture is for hire.
Gangways
- Build Up
- For Health and Safety reasons there will be no off-loading of exhibits or stand fitting materials into the gangways under any circumstances
- Gangways MUST be kept clear at all times and anything left in any gangway will be deemed as rubbish by the cleaners and removed
- During the show
- Please note the gangways are not part of your stand. All staff and exhibits must be contained within your stand space and all gangways must be kept clear at all times
Graphics
Our official supplier for the show is Full Vision. Please refer to the checklist for their brochure and contact details.
Gratuities
Appointed contractors will carry out all work in good time and you should not be asked for any sort of gratuity to obtain priority service. If monies are solicited, please inform the Organisers immediately.
Insurance
Any loss or damage that may occur during the show should immediately be notified to the Organisers and Security on-site. Please note that Exhibitor insurance policies do not cover stand contractors and any subsequent sub-contractors, and as such, contractors are now required to submit proof that they have adequate insurance cover. Exhibitors need insurance cover (5M Public Liability).
Internet & Wifi
eForce provide free un-supported Wi-Fi at Olympia London. If you need a faster supported service please order here.
Maintenance & Repair
Maintenance work to stands must be carried out the evening prior to open, or after the close of show by prior arrangement with the Organisers. No maintenance will be permitted during the open hours.
Music Licences
Exhibitors who wish to play any kind of recorded music or music videos in public or broadcast them (or copy them in order to do so) in the UK MUST obtain a music license from PPL/PRS
Photography
To avoid unnecessary canvassing of exhibitors, the official photographer has been appointed to undertake all photography for the show and no other photographers will be allowed into the hall without prior written consent from the Organisers. Please contact them via the details on the marketing pages on the website.
Public Address System
The public address system is for use by the Organisers and Authorities only. During the Open Period only official and emergency messages will be broadcast.
Rules & Regulations
Exhibitors should familiarise themselves with the rules and regulations specified in this manual, together with the terms and conditions displayed on the back of your Contract to Exhibit - failure to do so may result in delays in the construction process.
Sampling
Exhibitors planning any form of sampling of food/liquid products on their stand at the exhibition must advise the Organisers (please email The Operations Team) this information is then passed to the venue.
Exhibitors may give away tasting samples of their products subject to the following conditions:
Tea, coffee or soft drinks may not exceed three fluid ounces (maximum 100ml).
Alcoholic drinks - exhibitors may give away tasting samples of beer and wine up to three fluid ounces (85ml) served in plastic glasses and is non-chargeable. However for spirits, samples of only 10ml can be handed out and a Personal Licence is required.
Unwrapped food - bite size portions
If, in the opinion of the venue, an exhibitor contravenes these conditions and provides a significant level of hospitality catering or sampling from its stand, they reserve the right to charge the exhibitor a corkage or concession fee.
Exhibitors are not permitted to sell products from their stands - unless it is clearly for take home consumption.
Security
The security provided by the Organisers is designed to prevent unauthorised access to the hall, NOT to secure the contents of your stand. There will be internal overnight security patrols only and these cannot secure the safety of your goods if left unattended.
Please ensure your stand is manned at all times. Please help the organisers with the security of the halls by informing the organisers office immediately of any security issues. Exhibitors are advised to not leave their stands unattended during build up, breakdown or the open period, and to take particular care with personal items such as mobile telephones and laptop computers.
Please note that most hired cabinets have common locks and should NOT be regarded as secure units.
Any incidents of theft must be reported to the Organisers immediately as it will be necessary to complete a security form and report the incident to the police.
Please note that neither the Organisers nor the venue can be held responsible for any loss or damage to stands or exhibits.
If you are intending to use your own guard please email The Operations Team 1 month prior to the show.
Site Survey
It is each exhibitor’s responsibility to examine their allocated site in order to avoid adjustments to stand structures or displays, as variations in the floor level or obstructions cannot always be indicated on the floorplan. In your own interest, you should also satisfy yourself as to the condition of your site both before erection and after clearance.
Smoking
Olympia London Ltd implements a non-smoking policy for the duration of the tenancy. If you wish to smoke, please exit the hall via the main entrance/exits.
Storage & Handling & Freight Facilities
There are no storage facilities at the Venue and any company requiring this facility should contact the official contractor for a specific quotation.
You are also advised that fire regulations prohibit the storage of empty crates, packing materials and exhibits behind stands.
Please complete the relevant form here or contact DSV Logistics on +44(0) 121 780 2627.
Telecommunications
Telephone, internet and ISDN services can be supplied by the official telecommunications contractor eForce
Visitor Data Capture
Details of all visitors making enquiries on your stand can be captured by the use of a datapen. Please note that this is the same company/website as the Exhibitor badges.
Waste Disposal
You are required to remove all standfitting material and waste generated at the end of breakdown. Any rubbish left in the hall will be skipped by the Cleaning Department and a charge of £500 per skip load will be charged to the relevant exhibitor. We will be taking digital photos of each area as proof and an invoice will be sent to you after the event.
Please contact the cleaning department on cleaningservices@olympia.london for a quotation on skip hire.
Please note that waste materials, however innocuous, should not be abandoned on-site, discharged into the drainage system nor deposited in Olympia London waste disposal containers or skips. The cost of any clearing, repairs to the drainage system or of making good any other damage caused by such unauthorised discharge will be passed to the relevant exhibitor. Disposal of such substances are subject to "Control of Substances Hazardous to Health Regulations 1988" (COSHH). Toxic waste shall be placed in closed containers, marked accordingly, and special arrangements made with Olympia London regarding their disposal.
Should it be necessary for waste material to be removed, the Cleaning Department can provide quotations for special skip hire.
