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Technical Manual

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Thank you for booking your stand at Best Practice London 2024, this is a designated area to help you with your stand preparation.

What should I do next?

There are several tasks to complete ahead of the show, including:

  • Build & Breakdown Passes
  • Risk Assessment
  • Health & Safety Declaration Form
  • Additional services you may wish to order for your stand (e.g. electrics, furniture, etc.)

The timings of the Exhibition can be found in the Event Timetable tab, and a full list of our appointed contractors are shown in the Contractors & Services tab.  It is important you maintain the Order Forms & Deadlines tab yourself. 

Help is always close to hand, so please feel free to contact any of the team using the details in the Contact Us tab. We will be happy to assist you with any queries or concerns you may have.

We look forward to working with you over the next few months!

Kind Regards,

The Operations Team

Industry related scams

Exhibitors may be targeted by companies claiming to be us, or working with, us, using existing event branding which may appear genuine.  In the past this has included directories and hotel bookings, but companies are now also claiming they can sell visitor data from events. This is not the case. 

Exhibitors need to be vigilant, read the small print, and inform their staff, marketing and finance teams about the risk of scams. Please also check with us if you receive anything you are not expecting, or are unsure of.

Please check the small print of any document that you have been sent before signing, and read this link www.aeo.org.uk/expoguide, to ensure that any company you are planning on working with is either one of our official contractors, or a reputable company within the industry.

Exhibitor Information Webinar

We recently hosted a webinar to talk through the exhibitor zone and technical manual to help assist you through the ‘admin’ of getting your stand set up prior to arriving at Olympia.   

Ending with Q & As to help answer any queries. 


 

Order Forms & Deadlines

All completed forms must be received by the relevant contractor, and are not kept on one central system. Therefore, it is important that you maintain your 'Order Forms and Deadlines tab' yourself. If you have any queries, please contact the relevant contractor directly, using their details below.

Please ensure you complete and return the forms by the specified deadlines, to ensure you receive the best price for the service. Any stand fitting extras (such as electrics or furniture) ordered after the deadlines, cannot be guaranteed.

Please note: Your data (including name, address, email, and telephone) will be shared with the official exhibition contractors. They will not be shared with any third parties under any circumstances.

Compulsory Task List
Task Due Date Contact Details

Action

Build & Breakdown Pass 29th February 2024

CircData
 hello@circdata.com 

Click here
Emergency Procedures Please Read Olympia London
+44 (0) 207 385 1200 
Click here
Health & Safety Declaration 30th January 2024 Sian Medcraft
 +44 (0) 203 957 6843 
 s.medcraft@closerstillmedia.com
Click here
Risk Assessment (All Stands) Complete & Bring The Operations Team
+44 (0) 203 978 1672
medops@closerstillmedia.com
Click here
Shell Scheme Specification Please Read

 Creative Live
 +44 (0) 1676 542 616
 sales@creativelive.uk

Click here
Stand Plan Submission (Space Only Stands) 16th January 2024 Select International Events
+44 (0) 203 873 7107
lauren@selectiel.com
Click here
Venue Access Map Please Read Olympia London
+44 (0) 207 385 1200
Click here
Venue Site Map Please Read Olympia London
+44 (0) 207 385 1200
support@voyagecontrol.com
Click here
Voyage Control Info will be emailed in due course Olympia London
+44 (0) 207 385 1200
support@voyagecontrol.com
Click here
Optional Tasks
Task Due Date Contact Details Action
Accommodation 30th January 2024

Event Express
+44 (0) 1905 732737
reservations@eventexpressuk.com

Click here
Audio Visual Equipment                 20th February 2024

PSPAV 
+44 (0)121 486 3288
screenhire@pspav.com

Click here
Catering 23rd February 2024

Host
+44 (0) 7471 025 890
info@host-olympia.london

Click here

Carpet & Floorcovering  29th January 2024

 Creative Live
 +44 (0) 1676 542 616
 sales@creativelive.uk

Click here

Electrics (Lighting & Power)

29th January 2024

 Creative Live
 +44 (0) 1676 542 616
 sales@creativelive.uk

Click here

Logistics

9th February 2024

DSV Logistics 
+44 (0) 121 780 2627
carla.cook@dsv.com
Click here
Floral  ASAP  Vista Events 
 +44 (0) 7740 600 087
 info@vista-events.co.uk
Click here
Furniture Hire

29th January 2024

 

15th February 2024

Creative Hire
 +44 (0) 1676 545 410
 sales@creativehire.co.uk

Thorns
 +44 (0) 208 801 4444
 sue@thorns.co.uk

Click here

 

Click here

Graphics

15th February 2024

Full Vision 
+44 (0) 203 866 4444
exhibitor@fullvision.co.uk

Click here

Internet & Wifi 28th January 2024 eForce
+44 (0) 20 7598 2600
sales@eforce.co.uk

Click here 

Nameboard Form (Shell Scheme Only)     29th January 2024

 Creative Live
 +44 (0) 1676 542 616
 sales@creativelive.uk

Click here 
Shell Scheme Extras 29th January 2024

 Creative Live
 +44 (0) 1676 542 616
 sales@creativelive.uk

Click here

Stand Personnel 13th February 2024  Bond Associates
+44 (0) 845 130 4548
info@bondassociates.co.uk  

Click here

Translation, Interpreting, Subtitling and Live Captioning ASAP    TranslateAble
+44 (0)203 239 7082
info@translateable.com
Click here
Venue Services (water, waste, gas, air) 13th February 2024

ATD 
+44 (0) 1279 507 890
atdvenueservices@atdelectrical.com 

Click here

 

 

 

Timetable & Floor Plan

Technical Floor Plan

To download a copy of the technical floor plan, please click here (correct at point of download, subject to change).

If you have any queries regarding the technical floor plan, please contact The Operations Team.

Timetable

Build
Tuesday 27th February 2024 10:00 - 20:00

Space Only Group A - Stand Construction

11:00 - 20:00 Space Only Group B - Stand Construction     
14:00 - 20:00 Space Only & Shell Scheme - Stand Dressing

 

Open
Wednesday 28th February 2024 *09:00 - 17:00                  17:00 - 19:00 - Networking Drinks (The Hand and Flower)
Thursday 29th February 2024 *09:00 - 16:00

*Exhibitor access from 08:00

Breakdown
Thursday 29th February 2024 16:00 - 17:00

Shell Scheme - Soft Breakdown                                                 

17:00 - 20:00 Space Only** - Full Breakdown

 

Please note:

  • **No Space Only contractors will be allowed onsite to deconstruct their stand until 17:00 on Thursday 29th February 2024.
  • Any live power will terminate at each night 30 minutes after the close times stated above, unless a 24hr supply has been ordered via Creative Live, the official electrical contractor. If you require a 24hr supply, please place your order via the 'Order Forms and Deadlines' tab above, in the 'Electrics (Power & Lighting)' section
  • It is a contractual requirement that your stand is not dismantled in any way or products removed, and that your stand remains manned, until the show closes and is clear of all visitors
  • Exhibitors are advised not to leave their stand unattended at any time during Build-up and Breakdown
  • It is the exhibitor's responsibility to remove all stand materials, packaging and waste from the hall. Please note a £500 +VAT fee will be levied for the removal of discarded items

Shell Scheme Exhibitors

Definition

Exhibitors who have booked a shell scheme stand will have a Creative Live Quad Shell Scheme stand. The package includes walling, carpet, ceiling grid, and a fascia nameboard.

Shell Scheme Specification

For panel dimensions, please refer to the shell scheme specification on the Order Forms and Deadlines tab.

Carpet

Grey cord carpet is included within your shell scheme stand. If you wish to change the colour of your carpet you can do this for an additional cost with the official contractor Creative Live via Order Forms and Deadlines under Shell Scheme Extras before the indicated deadline. Your stand carpet cannot be the same colour as the aisle carpet.

Olympia London does not advocate having platforms, unless absolutely needed for services to ensure that stands are accessible for all. If you would prefer to have a platform, platforms can be supplied via Expo Floors. For any queries and/or a quotation, please click on the following link: www.expo-floors.com.

Electrics

Please note that electrics are NOT included with your stand booking. 

As an exhibitor, it is your responsibility to order adequate power supply for your stand. Failure to do this will result in delays on-site and can create 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.    

Creative Live are the official electrical contractors, and are responsible for carrying out all electrical work on all stands. Pre-fabrication will be permitted but connection to the mains, and on-site wiring, must be carried out by Creative Live. 

Please place your order via the Order Forms and Deadlines section under Electrics (Power & Lighting), and by the deadline to avoid surcharges. A grid plan must 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. Exhibitors and their contractors are also advised to contact Creative Live to arrange a temporary power supply where needed, during the construction and deconstruction of their stand.

Basic Guidelines:

  • 500 watt sockets: PC Computers, TV’s, videos, spotlights to 500W, small refrigerator
  • 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 3000
*These appliances are of varying power requirements dependent upon type and manufacturer. It is therefore essential that:
  • The reference tag or plate is fitted to each appliance, and is legible
  • The loading in watts or kW is stated
  • The appropriate size socket be ordered

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 1992 and the Electricity at Work Regulations 1989. A full copy and advice on electrical installations can be obtained by contacting Creative Live.

Furniture

Furniture is NOT included with your stand booking. 

Furniture can be hired from our official contractors, alternatively, you can use your own. Please refer to Furniture Hire on the Order Forms and Deadlines tab to place your order.  Furniture should be ordered as early as possible to ensure the availability of stock.

When hiring furniture with our official contractors, they will deliver the items directly to your stand the day before the show opens, and will collect at the end of the show.

Graphics

You can order graphics for your stand with Full Vision. If you chose to do so, they will be placed on your stand before your arrival, and removed after the end of the show. You can place your order before the indicated deadline in the 'Graphics (Stand Panels etc)' section via the Order Forms and Deadlines tab. 

If you are providing your own graphics, please ensure that the shell scheme panels are not damaged. For advice on what can be used to secure graphics, positions of poles, weight limits walls when applying plasmas/graphics etc., please contact Creative Live the Shell supplier directly.

PLEASE NOTE: No items are to be fixed or suspended from the fascia nor ceiling grid, as this could affect the structural integrity of the stand as its parts are not designed to be weight-bearing. Creative Live are happy to provide advice where needed, and you must ensure that you consult with them if you do wish to do this.

Insurance

Any loss or damage that may occur during the show should immediately be notified to the Organisers and Security on-site. If you do not have adequate insurance to cover your activity at this event, please contact your CloserStill Media Sales representative. Exhibitors need insurance cover (5M Public Liability).

Nameboard

This is included as part of your shell scheme stand and it will display your stand number and company name in uppercase. The name printed on your nameboard will be the company name you submit within the E-Zone, unless you have stated otherwise by submitting a 'Nameboard Form' in the Order Forms and Deadlines section. Your nameboard is provided by Creative Live. 

If this form is not returned by the deadline date, the name that will be used will be as detailed in your E-ZoneAny subsequent changes on site, which will be produced as soon as reasonably possible, will be charged at £25.00 + VAT per board.

Please note: there is a restriction of 30 characters including spaces, due to the length of the board.

 

Space Only Exhibitors

Definition

Exhibitors who have booked a Space Only stand will have an area of empty space on the show floor. Nothing is provided for you by the Organisers within this space, therefore you should appoint a stand contractor to design your stand, lay your flooring, build your wall(s), etc..

Exhibitors must notify our Stand Plan Approval contractor (Select International Events Ltd.) as soon as possible with the name of their stand contractor. If you require assistance in finding a suitable contractor, please refer to the Space Only Stand Build Suppliers within the Contact Us tab.

Alternatively, please visit the Event Supplier and Service Association's (ESSA) website, as they hold a list of recommended contractors within the industry: www.essa.uk.com/members (filter by ‘Design & manufacture bespoke stands).

Carpet & Flooring
Please note that carpet and flooring is NOT included with your stand booking.

Your stand carpet cannot be the same colour as the aisle carpet (grey), unless your stand has a platform floor. If you wish to order carpet or flooring, you can do this for an additional cost directly with our Official Suppliers listed in the Order Forms and Deadlines tab above.

Electrics
Please note that electrics are NOT included with your stand booking. 

As an exhibitor, it is your responsibility to order adequate power supply for your stand. Failure to do this will result in delays on-site and can create 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.    

Creative Live are the official electrical contractors, and are responsible for carrying out all electrical work on all stands. Pre-fabrication will be permitted but connection to the mains, and on-site wiring, must be carried out by Creative Live.

Please place your order via the Order Forms and Deadlines section under Electrics (Power & Lighting), and by the deadline to avoid surcharges. A grid plan must 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. Exhibitors and their contractors are also advised to contact Creative Live to arrange a temporary power supply where needed, during the construction and deconstruction of their stand.

Basic Guidelines: 

  • 500 watt sockets: PC Computers, TV’s, videos, spotlights to 500W, small refrigerator
  • 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 3000

*These appliances are of varying power requirements dependent upon type and manufacturer.  It is therefore essential that:

  • the reference tag or plate is fitted to each appliance, and is legible
  • the loading in watts or kW is stated
  • the appropriate size socket be ordered

Regulations: All electrical work must be carried out in accordance with the electrical regulations laid down by the local authority, IEE, Exhibition Venues Association, the Health & Safety at Work Act 1974, British Standards Institution BS 7671 1992 and the Electricity at Work Regulations 1989. A full copy and advice on electrical installations can be obtained by contacting Human Built.

Furniture

Please note that furniture is NOT included with your stand booking.

Furniture can be hired from our official contractors, alternatively, you can use your own. Please refer to Furniture Hire section via the Order Forms and Deadlines tab to place your order. Furniture should be ordered as early as possible to ensure the availability of stock.

When hiring furniture with our official contractors, they will deliver the items directly to your stand the day before the show opens, and will collect at the end of the show.

Insurance

Any loss or damage that may occur during the show should immediately be notified to the Organisers and Security on-site. If you do not have adequate insurance to cover your activity at this event, please contact your account manager via the Contact Us tab where cover can be arranged for an additional charge.

Please note that exhibitor insurance policies do not cover any stand contractors or their subsequent sub-contractors. As such, any stand build contractors you hire also required to submit proof that they have adequate insurance cover. We recommend that contractors erecting complex structures should have a minimum of £10,000,000 Public Liability and must be able to provide proof of Employer Liability insurance. Contractors erecting standard structures should have a minimum of £10,000,000 Public Liability and also must be able to provide proof of Employer Liability insurance. Exhibitors must also have insurance cover for £5,000,000 public liability. 

 

STAND PLANS & COMPLEX STRUCTURES

How to Submit Stand Plans?

Stand plans will need to be submitted to Select International Events Ltd by Tuesday 16th January 2024 via the Stand Plan Submission Form, which you can access in the 'Order Forms and Deadlines' section of this manual.  Failure to do so will mean that your stand could face delays in obtaining approval, and the Local Authority jeopardise your ability to trade at the show.

Below is the compulsory information that you must submit as a Space Only exhibitor. Stand plans will need to be submitted to lauren@selectiel.com by Tuesday 16th January 2024.

  • Construction Phase Plan
  • Method Statement
  • Public Liability Insurance Certificate
  • Risk Assessment
  • Stand Plans inc a 3D visual and elevations to include dimensions and maximum height of the stand
  • Size and type of vehicle for unloading 

Please make sure to reference the Important Regulations listed below when designing your stand, including the requirements around the stand walls. Scaled technical plans can be downloaded using this link, and will show the location of the floor ducting near on on your stand.

Height Restrictions

Due to the balcony, the Maximum Construction Height within National Ground is partly restricted. 

  • Under National Gallery - 4m
  • Not under National Gallery - 6m (stands exceeding 4m will require complex approval)

NB: Further height restrictions can apply due to venue signage and ventilation system, please refer to the Technical Floorplan or contact The Operations Team for more information.

Complex Structures

Complex structures are defined as any form of construction of any height, which would normally be designed by an engineer and/or has been found to provide significant risk via a Risk Assessment. Plans to be submitted, together with structural calculations as well as a Construction Phase Plan, Method Statement, Public Liability Insurance Certificate, Risk Assessment and a 3D visual and elevations, as outlined above.

Examples include:

  • Lighting rigs
  • Raised walkways
  • Ramps
  • Sound/lighting towers
  • Stands between 4m and 6m in height
  • Temporary tiered seating
  • Viewing/service platforms 

NB: there is a £435 +VAT charge for any stand plans classed as complex, which will be charged by CloserStill Media direct to your contractor, to cover such on-site assessments by our Structural Engineer and their final safety certification of your stand. Please make sure that your contractor is aware of this charge in order to avoid delays in construction approval. 

Important Regulations

All stand builds must comply with the regulations stipulated in the eGuide. Your final stand approval is always subject to onsite inspection. A structural engineer will be on-site during the build period to inspect ALL space only structures, in addition to those stands classed as complex. All stands must be completed by 1 on the last build day in order for the sign off to be completed, and the structural safety certificate issued. Please Consider The Following When Planning Your Stand:

  • Doors should be fitted with a vision panel of clear glazing at sight level (including for wheelchairs), giving a zone of visibility between 500mm and 1500mm above floor level. Doors should also be a minimum of 800mm, and open outwards in the direction of escape. Doors positioned on a gangway should be set back so that the door doesn't open into onto the gangway
  • Enclosed Areas: Alternative means of escape must be provided to any enclosed area, and adequately maintained general and safety lighting (with exit notices) illuminated by both primary and secondary lighting systems
  • Floors:
    • Carpet: When fixing your carpet, please note that only venue approved floor tapes may be used. You must remove all carpet tape at the close of the exhibition, charges will be levied for non-compliance
    • Loading limit: The venue's floor loading is limited to 18kN per m2
    • Platforms should be avoided wherever possible in order to provide level access to all:
      • Where the use of platforms is unavoidable, they should not exceed 170mm in height (one step) and consideration must be given to accessibility for people with disabilities in compliance with the Equality Act 2010
      • The distance between supporting timbers of platforms constructed from battens (25mm thick minimum) and sheet materials (plywood or MDF, 18mm minimum), must not exceed 400mm from centre to centre
      • Platform corners must be splayed, rounded or angled to prevent sharp corners and tripping hazards
      • Where a bevel edge is applied to the perimeter of a platform, it must be conspicuous
      • Platforms must be of a strength and stability sufficient to carry and distribute the weight of the standfitting, stand personnel, visitors and exhibits, and having regard to the venue's floor loading limits
      • When laying platforms on your floor space, please pay special attention to the area marked out for your stand. Failure to build in the marked out area will result in delays to your stand build, as you will be required to move the platform to within the stand boundary, and complete the entire stand build within the existing build times. Please ensure your stand contractors are aware of this
  • Gangways must be clearly identifiable
  • Reverse of stands: Finishing the reverse of any wall over 2.3m in height that overlooks neighbouring stands in a neutral colour
  • Rigging: is permitted above stands, only where purchased as part of a sponsorship opportunity. A media fee needs to be signed with your CloserStill Media Sales representative. Stands plans with rigging, and rigging orders received by the venue's rigging service provider, Outback Rigging, will not be processed without confirmation that the sponsorship agreement is in place:
    • Banner plans (including dimensions / weight / materials / rigging points, etc.) must be submitted to Select International Events Ltd (for structural approval) by Tuesday 24th January 2023, and Outback Rigging (for Rigging)
    • Banners must be rigged within the boundary of your stand space, and should ideally have a 2m clearance between the tallest point of the stand and the bottom of the banner
    • NB: If the banner is deemed as Complex, it will be subject to an additional structural engineer inspection fee of £435 +VAT
    • Lighting rigs will be allowed provided they conform to the regulations governing their use, for example:
      • Between 6m and 8m from the hall floor but with a minimum clearance of 2m from the highest point of the stand
      • All structures will be rigged by Outback Rigging
      • No graphics or decorative material may be displayed upon the lighting rig
  • Stand bridging across gangways is not permitted

  • Stand Numbering: All space only stands must display their company name and stand number prominently on their stand, so that they can be viewed from each approaching gangway. This will assist visitors in locating their position within the hall, and finding your stand
  • Stairs: please refer to the guidance in the eGuide
  • Travel Distance: Adequate means of escape must be provided, and the travel distances from any part of the stand to the gangway must not exceed 12m
  • Walls:
    • Solid walls along gangways are not permitted
    • Stands must be suitably opened so as not to cause offence to neighbouring exhibitors or breach fire regulations
    • One third of each open side must remain open, and no run of walling can exceed 4m in length. Should you wish for your wall to exceed these measurements, the walls must have natural breaks or see-through glazed panels (at least 1m wide), or other such features at regular intervals. Each stand will be assessed individually by the Organiser upon receipt of drawings
    • The reverse of any wall over 2.3m in height, facing into the exhibition, must be finished in a neutral colour
  • Welding will not be permitted unless a hot work permit is obtained from the Venue, and is subject to advance submission of a method statement and risk assessment before any work is carried out on-site

CDM Regulations

In April 2015 the Health and Safety Executive introduced the Construction Design & Management Regulations (CDM) into the exhibition industry, to provide a framework to help ensure that your participation at this event is carried out safely. The regulations apply during times when the event is in construction/deconstruction, and the control measures differ for shell scheme exhibitors and space only exhibitors, so please read the relevant section below for you.

Shell Scheme Exhibitors

If CloserStill Media is building your shell scheme stand (via the official show contractor Creative Live), and you are not planning to construct anything within the stand (excluding stand dressing items, posters, furniture, AV) please skip ahead to the Health and Safety tab below.

Space Only Exhibitors

It is your responsibility, as an exhibitor, to ensure that all the roles required under CDM are fulfilled. You do not necessarily need to appoint three separate people for each role, as some roles may fall under one person’s remit, but you must make sure that the below-listed duties are carried out regardless.

Individual Client: this is you as an exhibitor. You are primarily responsible for appointing a competent contractor to build your stand, and making sure they have all the information needed to create a structurally sound and safe stand. Duties also involve:

  • Ensuring the below roles are fulfilled. The majority of the responsibilities can be delegated to your stand designer/builder if you use one
  • Ensuring that all construction work is carried out safely and within the times stated in this manual. This can also be delegated to your stand designer/builder if you use one
  • Employing competent staff for the work required
  • Ensure all appropriate paperwork requested in this manual, including a construction phase plan, is submitted on time. Your stand designer/builder can also do this for you by completing the stand plan submission form

Role 1. Principal Designer: this is the person in charge of the design of your stand. They must ensure that:

  • All planning, design and pre-construction work is carried out in accordance with the regulations in this technical manual
  • Competent staff are employed for the work required
  • They produce and submit all appropriate paperwork requested in this manual on time, including a construction phase plan, and prepare an onsite health & safety file
  • The event's welfare and emergency gangway floor plan, health & safety documentation, and site safety rules are shared with your appointed contractors in advance of the event

Role 2. Principal Contractor: this is the person who is in control of the build and breakdown of your stand. They must ensure that:

  • Work is carried out as per the documentation approved by Select International Events, with no risks to health & safety
  • Competent staff are employed for the work required
  • The event's welfare and emergency gangway floor plan, health & safety documentation, and site safety rules are shared with their staff and any appointed sub-contractors in advance of the event
  • Access on to your stand is restricted depending on the work being carried out at the time (e.g. approriate PPE is worn where appropriate)
  • All staff onsite for build-up and breakdown have registered for their own build & breakdown pass, and have either a printed or electronic copy to hand before coming onsite. A link will be sent with the stand plan approval from International Select Events
  • They liaise onsite with the organiser's operations team and their appointed floor managers

Role 3. Sub Contractor: this is the person working on the stand either under or alongside the principal contractor. They must ensure that:

  • Work is carried out as per the documentation approved by Select International Events, with no risks to health & safety
  • Competent staff are employed for the work required
  • Adequate information and training is provided to the onsite team
  • All staff onsite for build-up and breakdown have registered for their own build & breakdown passes, and have either a printed or electronic copy to hand before coming onsite. A link will be sent with the stand plan approval from International Select Events
  • They liaise onsite with the principle contractor, the organiser’s operations team and their appointed Floor Managers and their appointed floor managers

There are instances when you, as the exhibitor, could be all of the above roles if you plan, design, build and breakdown your own stand. If this reflects your situation, you will need to submit a construction phase plan along with all appropriate paperwork requested in this manual.

Safety Planning Supervisor

The Organisers recommend that you also appoint a safety planning supervisor to manage your stand build's on-site health & safety delivery. This supervisor will have specific responsibility for managing health & safety (including the provision of proper information and instruction, training, guarding and supervision of all parties concerned through the show), and be responsible for the undertaking the Health and Safety requirements listed in this manual.

Health & Safety

Key Requirements

  • Health and Safety Declaration Form: All exhibitors MUST complete and submit this by the deadline given to indicate their commitment to health & safety at the exhibition. This can be found in the Order Forms and Deadlines section of the technical manual
  • Risk Assessment: All exhibitors must complete a risk assessment (RA) for the exhibition, which covers the activities taking place on your stand during the open period of the event. This does not need to be sent to us, although you must be able to produce it on-site if called upon to do so. 

Exhibitor Responsibilities

As an exhibitor, you must ensure the health, safety and welfare of your employees, contractors, and visitors so far as is reasonably practicable throughout the exhibition. You should also ensure that your actions (or in-actions) do not give rise to accidents, injuries or unsafe working environments. You must provide proper information, instruction, training, and oversee all parties working for you throughout the show's tenancy.

You should check that any of your contractors, suppliers, agents etc. have a health & safety policy, and is suitable to the exhibition environment.

When designing your stand, you must consider the working hours of the event alongside the capabilities of the onsite construction team, and any equipment they may need such as suitable materials and personal protective equipment (PPE) (e.g. suitable footwear, clothing, and high-visibility jackets).

Your attention is drawn to the Health & Safety at Work etc Act (1974) and the regulations made under this Act, and you are reminded that the duties imposed by these laws are not reduced, regardless of whether an employer is in their own office or participating at an exhibition. Failure to do so represents a breach of UK law and could result in the prosecution of an exhibitor/contractor by the Health & Safety Executive (HSE). Among the statutory duties listed under the health & safety legislation, the following are particularly relevant to this event, although are by no means exhaustive:

  • The safe use and storage of Chemicals, flammable liquids, and substances, and are removed from the exhibition venue after use. Such products must not be placed in general rubbish bins or tips
  • Companies have a duty to co-operate with other employers (e.g. Exhibition Organisers) when sharing a workplace, whether temporarily or permanently
  • All electrical work within the Halls will be carried out by the Organisers’ nominated contractor. Compliance with the Electricity at Work Regulations 1989 is mandatory
  • Emergency gangways must be maintained throughout tenancy
  • Understand the Fire and Emergency Procedures of the venue, which will be circulated to all exhibitors and contractors, and include the location of the Medical Centre within the venue
  • All fluorescent lighting is removed from the exhibition venue, and disposed of appropriately. Please click here for suggestions on how to recycle your spent lamps
  • Work areas are maintained free from general waste materials, which could be hazardous to other operatives
  • A written company Health and Safety Policy should exist if the company has 5 or more employees
  • Lifting equipment is used by competent and trained personnel, i.e. the event's official Freight and Logistics supplier
  • All stand materials used for construction or display comply with the eGuide, and not less than British Class 1 standards of flammability
  • Ensuring portable electric equipment is:
    • used for the purpose for which it's designed
    • fitted correctly with the appropriate safety guards, and used
    • used with the minimum length of trailing leads
    • not left unattended with a live power supply to it.
  • Operatives to wear suitable PPE where identified in their Risk Assessment, including eye, ear, foot, and hand protection, and hard hats when working beneath or near overhead working
  • A suitable and sufficient Risk Assessment should exist in respect to all the significant risks taking place onsite
  • At least one competent Safety Adviser must be appointed to assist in overseeing all health & safety responsibilities onsite
  • Only scaffolding that incorporates standard safety features may be used, and that any tower scaffold in use is properly stabilised prior to and during use
  • Hazardous noise levels at this event is classed as sound that exceeds 80dB(A), therefore all activity must remain below 80dB(A). If in doubt, the Organiser's decision will be final. If the noise level is excessively breached, power to the stand will be cut.

Working At Height

The UK Work at Height Regulations (2005) applies to all work at height where there is a risk of a fall liable to cause personal injury, and places duties on employers, self-employed, and any person who contracts work to other. Working at height requires appropriate management and safe working methods. One of the most common causes of accidents within the halls is the use of the wrong height ladders, or working at height without the correct equipment (e.g. standing on chairs).

Ladders for work over 4m are not permitted. When working at height:

  • Use only ladders with industrial rating as per manufacturer's instructions
  • Stand no higher than the 2nd step from the top, and do not overreach
  • Set ladder on a flat surface and ensure another person steadies the ladder
  • Inspect rungs and rails for damage each time they are used

All accidents, incidents and near misses must be reported to the organiser’s immediately.

Stay safe on site! Please click the link for more information on the Stop-The-Drop campaign to reduce the number of working at height accidents, which was created for the events industry in conjunction with the Association of Event Organisers (AEO), Event Supplier and Services Association (ESSA), and Association of Event Venues (AEV): www.stop-the-drop.co.uk.

Exhibitor Health & Safety Checklist

Have you remembered to...

  • Submit your health & safety declaration form?    
  • Write a risk assessment to cover all activities taking place on your stand during the open period of the event. This does not need to be sent to us, although you must produce it on-site if called upon to do so.
  • Appoint a competent and reliable stand contractor, and passed on all regulations in this technical manual to them?
  • Communicate and train all relevant persons on the key risks and control measures identified in your risk assessment?
  • Share the emergency procedures contained within this technical manual with all your staff & contractors?
  • Ensure that your stand design can be erected and dismantled safely and within the times stated?
  • Plan your time during build and breakdown? Can your stand design be erected and dismantled safely and on-time?
  • Plan a rota to ensure all staff receive sufficient & regular breaks?
  • Ensure your stand contractor has submitted the stand plans, and all supporting health and safety documentation requested in this technical manual, on time?
  • Review your findings after the previous show to improve areas which need attention, such as where incidents occurred, and to take the appropriate action for this event?
  • Appoint a safety adviser (if appropriate)?
  • Read the eGuide for areas where you are in doubt?

Vehicle Movement

If arriving by vehicle, venue regulations state it is compulsory to wear high-vis vests in the vehicle loading areas. Please ensure all staff driving to the halls or arriving onsite to load/unload outside the vehicle loading door areas are wearing high-vis vests. If you do not have them available, you will be required to purchase them.

Smoking

The venue implements a non-smoking policy in accordance with UK Law, this also applies to e-cigarettes and vaping. Designated smoking areas are located outside the venue.

Emergency Procedures

For more information on the venues emergency procedures, please refer to the emergency procedures section within the Order Forms and Deadlines tab.

Venue, Travel & Parking

Olympia London has excellent public transport connections with easy access from Heathrow and Gatwick, all major railway stations and all major motorway routes, as well as its own dedicated Overground station. 

Address

Best Practice London & Women's Health Professional Care 2024
Olympia National
Olympia Way
London
W14 8UX

For directions, please visit the Olympia website

Car Parking

There is limited parking available at Olympia London, and it is strongly advised you travel by public transport where possible. To guarantee a parking space, please ensure you pre-book through the Olympia Parking portal. 

Unloading & Loading

Book your car/van/lorry for both build and breakdown through Olympia London’s vehicle booking system.  Please note no vehicle over 4.4m in height can access Olympia London. Please view the Logistics Unloading Map to plan your journey. 

Travel

Travelling to Olympia London

Venue map

Click here for a full version of the map of Olympia London.

Technical Floorplan

To download the latest version of the Technical Floorplan, please click here.  Please note, this is correct at the point of download but is subject to change.

If you have any queries regarding the technical floor plan, please contact The Operations Team.

General Information A-Z

tip: type Ctrl+F to search for a particular word/phrase

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.

  • £2 per coat
  • £2 per small bag and umbrella 
  • £5 per large bag
  • Please contact LostProperty@olympia.london if you wish to book a service

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 2024
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 27th 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.

COVID-19 Guidelines

Exhibitor COVID-19 Guidelines (Updated 11/04/22)

We are highly committed to the health and safety of our visitors, exhibitors, contractors, and the wider community. To ensure our community is safe and secure at our event, we have prepared the following guidelines which are based on the current UK government and industry advice and regulations.

We are constantly reviewing these guidelines in collaboration with the latest government advice, the local authority, our industry association; Association of Event Organisers (AEO) and the venue at which the event is hosted.

Air Quality & Ventilation

  • Venue ventilation has been increased in line with latest CIBSE (Chartered Institution of Building Services Engineers) guidance and recommendations

Cashless Payments

  • Food and drink can be purchased via the venue catering outlets using contactless payment methods to minimise contact points and to provide a speedier service

Cleaning

  • Implement a regular cleaning regime for your stand, ensuring a deeper clean before, during and after the event each day. Pay particular attention to high traffic touchpoints such as meeting rooms, info desks, displays and handrails
  • A cleaning log positioned in a prominent location on your stand may be a useful way to capture and demonstrate the cleaning regime you have put in place
  • Along with the venue, we are conducting a thorough, enhanced cleaning regime of all features and public areas prior to event opening and during event.
  • Where possible bring/hire furniture that can be cleaned easily

COVID-19 Status Checks

  • In line with the recent changes to government guidance and the end of Plan B restrictions, we will no longer require visitors, exhibitors, and contractors to pass through COVID-19 status checks at the entry points to the venue. We continue to encourage people to take a lateral flow test before arriving at the venue, but this is not a condition of entry

Face Coverings

  • It is no longer mandatory to wear face coverings, however government guidance does recommend that people still wear face coverings in enclosed or crowded spaces, so we do encourage people to wear face coverings at the event

Food & Drink

  • Food and drink can be purchased via the venue catering outlets using contactless payment methods to minimise contact points and to provide a speedier service

Hand Sanitiser

  • There will be hand sanitising stations available in the venue public space and the event halls in high traffic areas
  • Carry your own hand sanitiser where possible
  • Provide hand sanitiser on your stand, for your staff and visitors
  • Don’t forget to wash your hands frequently throughout the event

Hotels

  • Accommodation offered by our preferred supplier, Event Express, is StaySafe™️ classified. The StaySafe™️ Accreditation identifies the hotels that have measures in place including mobile check-in, contactless keys, destination only lifts, and specially sealed doors
  • For more information, please refer to the technical manual

Registration

  • To minimise queuing and contact during registration, we strongly advise all visitors, exhibitors & contractors to pre-register to attend an event
  • Exhibitors & contractors can register for build & breakdown passes via the technical manual to access the event during the build and breakdown period
  • Exhibitors can register for exhibitor badges via the E-Zone portal to access the event during the open period
  • If you have pre-registered for your Exhibitor Badge, ensure you bring your QR code which is featured on your registration email for contactless badge printing

Risk Assessment

  • In your event risk assessment, it is now compulsory that you consider transmission of COVID-19 as a risk and the control measures that will be implemented to minimise this risk

Social Distance

  • Rather than exchanging business cards we encourage you to use data capture devices to ensure contact free sharing of business details – this could be in the form of a QR code for visitors to scan. Details of solutions that can be offered by our registration partner Circdata can be found via the E-Zone
  • Please be conscious of the space around you, giving people distance where possible
  • Check before initiating personal contact
  • For the increased comfort of visitors, consider arranging meetings in advance at less busy times
  • Avoid building small, enclosed spaces for people to meet and work unless adequately ventilated

Symptoms

  • Before travelling to the event, we ask everyone to take personal accountability for their health and those around them by adhering to our COVID-19 safety measures. Do not attend if you are displaying symptoms, have been asked to self-isolate or live with an individual who has symptoms of COVID-19
  • You can find out more about COVID-19 symptoms here

Travel

  • If you are travelling to the event from overseas, you do not need to complete a UK passenger locator form before you travel, take any COVID-19 tests or quarantine when you arrive in England
  • Other countries may have rules about what you need to do to leave the country to travel to England. You should check travel advice for the country you are travelling from

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