Contractor Manual

TEAM CONTACTS & WHAT WE DO

 

Need information about your stand, build-up and breakdown or anything else logistical?

Louisa and Jess are here to give you any advice or support you need to make organising your stand as simple and effective as possible.  This will cover questions on Health & Safety, Food Sampling, Shell Scheme, the Venue, Build-up & Breakdown etc. They are also responsible for Health and Safety, managing the official contractors, liaising with the venue and organising the infrastructure that goes into creating the whole environment onsite at the event.  Hopefully you can find the information you need in other sections of this manual but if not, please contact them. If they don’t know the answer, they will know someone who does.

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Meet Glenn Wallace
Event Manager

T:+44 (0)207 886 3063
E: glenn.wallace@montgomerygroup.com

Glenn oversees the strategic development of the show, which includes researching the latest trends, talking to exhibitors, visitors, and industry influencers to make sure the show works effectively for both exhibitors and visitors. He also works closely with the rest of the team, to make sure the show delivers not only on the day, but also any pre-show events.

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Have a general question about exhibiting? 

It’s not just about selling stands. Piotr and Bert help UK companies understand if Independent Hotel Show is the right show to help build their business, then of course making sure they choose the right stand to fulfil their objectives.  As well as finding innovative design partners to help deliver stunning and experiential features at the show.

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Got a Marketing query or need help with your Company Profile, Exhibitor Badges, Lead Scanners or promoting yourself at the show?

Rachel and Lexi’s main focus is to get all the top industry buyers to the show so you can introduce them to your amazing products! They do this through our website, creating relationships with media & industry partners, emails to our database, social content across our channels, press releases and much more. They also help support the commercial team with any sponsorship packages exhibitors have. They are always on the search for content to shout about so if you have an exciting or new product then please get in touch.

BUILD-UP	HALL OPEN	ACCESS FOR …
Sat 12 October	1300 – 1800hrs	Official contractors and Space Only sites. Contractors should check that all services have been pulled through in the correct position before they start to build the stand.
Sun 13 October	0800 – 1800hrs	Official contractors and those nominated for Space Only sites. All construction waste must be removed from site. Click here for our waste policy and advice.
Mon 14 October	0800 – 2000hrs	Shell Scheme ready for exhibitors to begin interior display. All stands to be complete and any litter and stand construction materials to be removed from the halls by 1800hrs. Stand dressing only after this time. Please note last access to the hall will be 1900hrs

Any vehicles needing access to the loading bay must book into the Olympia Voyage Control System which will go live at 12.00pm on Thursday 12 September. It is a first-come, first-served system so book ASAP to avoid your ideal time slot being taken! 

OPEN PERIOD	HALL OPEN	SHOW OPEN HOURS
Tue 15 October	0800 – 1800hrs	1000 – 1700hrs
Wed 16 October	0800 – 2200hrs	1000 – 1700hrs

 

BREAKDOWN	HALL OPEN	ACCESS FOR …
Wed 16 October	1730 – 2200hrs	Contractors will not be allowed access for breakdown until all visitors have left and it is deemed safe to do so.   All Shell Scheme stands must be completely cleared of all products, furniture, graphics, portable displays etc. 7.5 tonnes vehicles and above will not be given access on Wednesday. Click here for the full breakdown procedures. Dismantling of shell scheme stands will be at 0800hrs on Thursday 17 October.  The safety of any items left behind is the responsibility of the exhibitor. It is advisable NOT to leave the stand unattended during the breakdown period. *
Thu 17 October	0800 – 1400hrs	Removal of stand fittings and clearance of Space Only sites only. ALL ITEMS MUST BE REMOVED BY 1400hrs. All construction waste must be removed from site. Click here for our waste policy and advice. Any items left behind will be deemed as waste and a disposal fine will be charged to the exhibitor. Please ensure your appointed stand builder removes the stand waste to avoid these charges.

Any vehicles needing access to the loading bay must book into the Olympia Voyage Control System which will go live at 12.00pm Thursday 12 September. It is a first-come, first-served system so book ASAP to avoid your ideal time slot being taken! We anticipate breakdown evening to be extremely busy in the loading bay. Therefore, if you can hand carry your goods to a parked car this is encouraged. The motorail car park will be available to book – click here to make a car park booking.

* Do not leave valuables unattended at any time.  Breakdown in a particularly vulnerable time so please be extra vigilant.

** Independent Hotel Show is a TRADE ONLY event, persons under the age of 16 will not be admitted into the Exhibition Hall AT ANY TIME, this rule is for ALL (exhibitors and visitors).

 

OPTIONAL ORDER FORMS & DEADLINES

OPTIONAL
FORM/ SERVICE	RETURN TO/ CONTACT	DEADLINE
Electrical Services	Index Group
Floorcovering (Space Only)	Index Group
Shell Scheme Accessories/Extras	Index Group
Graphics	Index Group / Perton Signs	Friday 27 September
Lifting, Handling & Freight Forwarding  (Password: IHS24)	ILS	Friday 20 September
Plumbing & Gas Piped Services	ATD Electrical (Olympia Venue Services)	Friday 27 September
Audio Visual Equipment	TBC	TBC
Furniture	Creative Hire	Tuesday 1 October (ASAP due to stock availability)
Catering – Stand Orders and Hospitality	HOST (Olympia Venue Services)	Monday 7 October
Hotel Accommodation	HotelMap	ASAP
Internet Services	eForce	Thursday 12 September (Early bird discount ends)

 

Any exhibitor joining the exhibition after the published deadlines should please treat these forms as urgent.

COMPULSORY ORDER FORMS & DEADLINES

COMPULSORY FOR ALL EXHIBITORS
FORM	RETURN TO	DEADLINE
Health & Safety Declaration, Risk Assessment and Food and Alcohol Sampling/Cooking	Montgomery Group	Friday 30 August
Vehicle Booking System for Build-up and Breakdown	Voyage Control	ASAP after 12.00 Thursday 12 September
Exhibitor Badges	Live Buzz (visit Exhibitor Hub homepage)	ASAP

 

COMPULSORY FOR SPACE ONLY EXHIBITORS
FORM	RETURN TO	DEADLINE
Contractor Nomination¹	Johanna Shirley, Scot-Baker	Friday 2 August
Space Only Stand Plan Submission	Johanna Shirley, Scot-Baker	Friday 16 August
¹ Please provide the contact details of your contractor and we will liaise directly with them regarding plan approval and ‘Permission to Build’. If you are building the stand yourself, please tick the relevant box on the form. NB: Deadline date for submitting stand plans for approval is Friday 16 August.

 

 

GDPR

When you exhibit with us, we will share your contact data with our official suppliers under the lawful basis of “Contract” because they will need to engage with you operationally in a timely manner to ensure you get the best possible exhibiting experience but also so that sufficient personnel and equipment resources can be made available for the show. The suppliers will only use this information to fulfil the purpose outlined below and will not be able to use the information for any other purpose. If you do not require any of the services listed contact the supplier and they will remove you from their database. You can see more about how your data is used and your rights in relation to your data in our privacy policy here.

TBC - AV
HotelMap - Hotel
ILS - Lifting & Freight Forwarding
Index - Electrics, Shell Scheme, Floor Covering, Graphics
Live Buzz - Exhibitor Badges                                         
Olympia - Mains, Compressed Air, Water and Waste, Internet
Perton Signs - Graphics
Scot-Baker - Space Only Stand Plan Approvals 
Creative Hire - Furniture

 

 

AUDIO VISUAL TBC	CARPET/ FLOOR COVERING HIRE Index Group T: +44 (0)800 085 9885 E: carpet@indexgroup.org
CATERING STAND ORDERS & PRIVATE HOSPITALITY HOST by Gather & Gather  T: +44 (0) 2045 583 144 E: info@host-olympia.london Click here to order food to your stand OR Hospitality	ELECTRICAL CONTRACTOR Index Group T: +44 (0)800 085 9885 E: electrics@indexgroup.org
EXHIBITOR BADGES Live Buzz E: exhibitors@livebuzz.co.uk Please register for Exhibitor Badges via your Exhibitor Zone homepage.	FREIGHT FORWARDING John Lawson ILS (International Lifting & Shipping) T: +44 (0) 2476 337 955 E: jl@i-l-s.co.uk Click here for Logistics Live (Password: IHS24)
FURNITURE Creative Hire  T: +44 (0) 1676 542 616    E: sales@creativehire.co.uk   Click here to browse range and order online	GAS (venue mains supply) Jessica Brekkeflat ATD Venue Services T: +44 (0) 1279 507 890 E: atdvenueservices@atdelectrical.com Click here for piped services order form
GRAPHICS Rafal Damski Perton Signs T: +44 (0) 2089 925 775 E: rafal@pertonsigns.co.uk Click here for Perton’s graphics flyer    Index Group T: 44 (0)800 085 9885 E: graphixstudio@indexgroup.org	HOTEL ACCOMMODATION Alice Gray HotelMap E: alice_gray@hotelmap.com Click here for booking accommodation
INTERNET eForce - Olympia, London T: +44 (0) 2075 982 708 E: sales@eforce.co.uk / sabrina@eforce.co.uk Click here to order internet services online	LEAD SCANNERS Live Buzz Please register for Exhibitor Badges via your Exhibitor Hub homepage
LIFTING John Lawson ILS (International Lifting & Shipping) T: +44 (0) 2476 337 955 E: jl@i-l-s.co.uk Click here for Logistics Live (Password: IHS24)	SHELL SCHEME CONTRACTOR  Index Group T: +44 (0)800 085 9885 E: myevent@indexgroup.org
STAND PLAN SUBMISSION Johanna Shirley Scot-Baker T: +44 (0) 2089 461 536 E: johanna@scot-baker.com	WATER & WASTE ATD Venue Services T: +44 (0) 1279 507 890 E: atdvenueservices@atdelectrical.com Click here for Piped Services Order Form

 

We do not share your details with the following companies, but you may require some of these services.

CLEANING Olympia In-House Cleaning Services T: +44 (0) 2075 982 510 E:  cleaningservices@olympia.london	PLATFORMS Expo Floors Ltd T: +44 (0) 1922 721 177 E: sales@expo-floors.com W: www.expo-floors.com
SECURITY Nick Slatford G4S Events T: +44 (0) 7595 523 007 E: Nicholas.Slatford@uk.g4s.com	SPACE ONLY STAND BUILDERS You can find a stand contractor via the ESSA Supplier List, contact details and links below: ESSA – Event Supplier & Services Association T:  +44 (0) 1442 285 812  E: info@essa.uk.com  W: ESSA - Member List  / ESSA - Tender Click here for our Recommended Stand Builders
TEMPORARY STAND STAFF Bond Associates Event Staff & Management T: +44 (0) 8451 304 548 E: info@bondassociates.co.uk W: www.bondassociates.co.uk

 

 

 

Montgomery Group Health & Safety Statement

It is the policy of Montgomery Group to endeavor to seek the co-operation of all concerned in order to achieve the highest standards, in all aspects, of health and safety.

The Health and Safety at Work etc. Act 1974 [HASAWA] and its subsidiary legislation is criminal law, a breach of which is a criminal offence.  In general terms HASAWA places a responsibility on companies and individuals to exercise a duty of care for employees and non-employees who may be affected by their acts and omissions.  These duties can be discharged by doing what is “reasonable” to prevent loss or harm where risk is foreseeable.  It applies to all premises used as a place of work, including temporary locations such as Olympia London, and includes build-up, open days, and breakdown.

Montgomery Group and Olympia London, within the scope of their own laid down policies, have a responsibility to ensure that safe working practices are maintained at all times, which includes ensuring that provision is made whereby persons, other than Montgomery Group or Olympia London employees, are reminded of their responsibilities whilst working at the exhibition center.

Exhibitor / Stand Holder Duties

Exhibitors and stand holders have a legal duty of care for the safety of anyone who may be affected by their activities. This includes responsibility for all aspects of safety on the stand during the build-up, the open period of the show and during breakdown.  Where an exhibitor has booked a Space Only stand and the building and finishing of the stand is contracted out, exhibitors and stand holders are still vicariously responsible for the activities of their contractors. It is therefore essential that exhibitors appoint a contractor who is fully aware of their Health and Safety responsibilities including CDM 2015.  The Organizers Official Shell Scheme Contractor is responsible for Health and Safety regarding the build of all shell scheme stands and the Organizers will liaise directly with them to ensure all appropriate information and documentation is provided.

Exhibitor/ stand holder duties are to comply with the Organizer's health and safety requirements as laid out in this manual, including submitting health and safety documentation such as Health & Safety Declaration and Risk Assessments.

Contractor Duties

A contractor’s legal duty of care is as above, including taking into consideration any sub-contractors that they might employ.

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Below are some of the principal areas that need to be understood by everyone taking part in the event.

Below are some of the principal areas that need to be understood by everyone taking part in the event.

• An understanding of the Fire & Emergency Procedures of the venue and the protocol for First Aid assistance.  All incidents to be reported to the Organizers or the Health and Safety Officer, including near miss accidents.
• Authorised access to the hall will only be allowed for persons who have read and understood the Site Rules & Locations Plan and registered for an Exhibitor or Contractor e-Badge. 
• The emergency gangways, as indicated on the Site Rules & Locations Plan, must be kept clear of obstructions, at all times, throughout build-up, open days, and breakdown.
• All work areas must be maintained free from general waste materials that could be a hazard to anyone working on the stand.  This also allows for any potential hazards to be clearly visible.
• Hard hats should be worn when working beneath or near overhead working, or if this is not practical, access to such areas should be restricted.
• PPE including Hi-Visibility Jackets and Steel Toe Capped Footwear must be worn during the Construction phase of Build-up and Breakdown. 
• Other suitable PPE relevant to the job being undertaken must be worn e.g., hard hats, goggles ear defenders etc. NB: PPE is the last line of defense when all other alternatives have been considered. PPE must be suitable and sufficient for the job and employees trained in its uses and limitations.
• The Health and Safety Representative for either the contractor or the exhibitor (depending on the user) is responsible for ensuring the safe use and storage of flammable liquids and substances, and segregation from waste and other risk areas. Compliance with the COSHH regulations is required.
• Portable power equipment must only be operated by fully trained and certified personnel for the purpose for which it was designed, safety guards must be correctly fitted and used.
• Portable electrical tools must be used with the minimum length of trailing leads and must not be left unattended with a live power supply to it. Trailing leads and electrical cables must not cross over gangways, doorways or fire exits. Any work using power or hand tools must be restricted to the stand space, i.e., no drilling or sawing in the gangways.
• All materials used for construction or displays must be to Local Authority Standards and not less than British Class 1 standards of flammability (see materials for stand construction in the space only stand regulations section). 
• A hot working permit must be obtained prior to commencement of hot work (ox-acetylene, cutting/welding, arc welding, gas/oil blowlamps, grinders, tar boilers, soldering).
• Safe working at height is a priority whether using ladders or scaffold towers. Please visit www.stop-the-drop.co.uk for more information on ladder safety or scroll down for the further information on Working at Height.  
• All staff working on site (whether from our own company or those of any company contracted by you) are aware and adhere to the current Working Time Regulations (S.I 1998/1883).  Guidance regarding these regulations can be obtained by contacting your local HSE (Health & Safety Executive) office or visit https://www.hse.gov.uk/contact/faqs/workingtimedirective.htm
• All construction materials, ladders, trolleys etc. must be removed from the building prior to any public entering the building.  Similarly, no contractors will be permitted access for breakdown until all members of the public have vacated the building.

• Any queries with regards to the above please contact the organisers.

  Onsite any violations or concerns regarding the above points should be reported to the Hall Floor Manager or to the Organiser's Office.  Internal telephones are located around the hall perimeter to contact Olympia Emergency Services (Fire or Medical) Dial 2666 or dial +44 (0) 20 7598 2666 from an external line.

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Risk Assessment

All exhibitors must complete a Risk Assessment that covers their activities during the Open Days.

Risk Assessments do not just relate to the building of the stands. It also needs to cover the activities of ALL exhibitor's staff while they are onsite, whether this is lifting boxes during Build-up or a Product Demo during the Open Days. The Risk Assessment must be suitable and sufficient and needs to identify all significant risks to your own staff, other exhibitors, visitors etc. that may arise from your activities.

Significant risks are those which are reasonably foreseeable in terms of probability and severe enough in outcome to warrant consideration, i.e., they are more than trivial.

The Risk Assessment is the most effective way of documenting, assessing, and controlling risks and under Health & Safety legislation is an absolute legal requirement.

Completing a Risk Assessment does not mean that you are guaranteeing that there will not be any accidents on your stand. It means you have simply taken the time to think through your actions in advance and on an on-going basis. By filling out a Risk Assessment you will be able to reduce the risks of an accident happening or the severity of the accident if it does.  If you were unfortunate enough to have an accident on the stand, you may need to prove that you took all reasonable steps to prevent it happening; a risk assessment would be part of this proof.  Without it you could be found liable (both personally and corporately).

Click here to find the risk assessment template or for further assistance contact your own company’s Health & Safety Officer or visit the HSE website / http://www.hse.gov.uk/risk/.

• ALL EXHIBITORS MUST COMPLETE A RISK ASSESSMENT to cover their activities during the Build-up (e.g., off-loading vehicles, delivering boxes, setting up display or exhibits), the Open Period (e.g., replenishing stock, demonstrations, sampling) and Breakdown (e.g., removal of boxes, dismantling of display or exhibits, re-loading vehicles).  This is SEPARATE to the RA required from the stand contractor.  

 

• The organisers DO NOT require a copy of the risk assessment prior to the exhibition but a copy must also be available on the stand for presentation to the Local Authority or the HSE (Health & Safety Executive) should they visit your stand; both parties have the power to close your stand if they believe there are any unsafe practices. 

 

• If you have booked a SPACE ONLY SITE, whoever is building the stand – either you or a contractor – will need to submit a separate detailed Risk Assessment, which covers the building of and breaking down the stand, together with a Method Statement, when submitting the stand drawings for approval.   

We are happy to provide help and advice on completing a Risk Assessment please contact the organisers.

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Working at Height

Exhibitors and contractors should familiarise themselves with and adhere to the Working at Height Regulations 2005 (as Amended 2007).  A simple rule of thumb would be: 

• Avoid working at height wherever possible.
• Use work equipment or other measures to prevent falls where this cannot be avoided.
• If working at height cannot be avoided, use work equipment or other measures to minimise the distance and consequences of a fall should one occur.

Every employer shall ensure that work at height is: 

• Properly planned and organised 
• Appropriately supervised 
• Carried out in a manner which is so far as it is reasonably practicable safe 
• Carried out by competent persons or if being trained, is being supervised by a competent person (including the organisation, planning and supervision of working at height). 

The Working at Height Regulation 2005 (as Amended 2007) includes, but is not restricted to: 

• Suitable and sufficient steps to be taken to prevent, so far as is reasonably practicable, the fall of any material or object and prevent any person being struck by any falling material or object which is liable to cause personal injury 
• Take into account of weather conditions that could endanger health and safety 
• Take into account the distance and consequences of a potential fall and the need for easy and timely evacuation and rescue in an emergency 
• Carried out in an area that is safe 
• Utilise equipment that has been appropriately inspected 
• Ensure that fragile surfaces and falling objects are properly controlled 
• Must be included in the stand Risk Assessment 
• Ensure all working platforms are of suitable strength and rigidity for its intended purpose 
• Working platforms are to be erected and used to ensure that its components do not become accidentally displaced so as to endanger any person 
• Working platforms and any supporting structure shall not be loaded so as to give rise to a risk of collapse or to any deformation which could affect its safe use  

The Association of Exhibition Organisers (AEO) have developed an online information resource for use in relation to safe working at height.  Please visit www.stop-the-drop.co.uk and read the The Do's & Don'ts of Ladder Safety. 

For further information, the Working at Height 2005 Regulations can be viewed at: The Work at Height Regulations 2005   

See following link for Working at Height - a HSE Brief Guide http://www.hse.gov.uk/pubns/indg401.pdf  

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First Aid

If you require non urgent First Aid assistance, the Olympia Control Room can be contacted on +44 (0)20 7598 2411 alternatively internal telephones are located around the hall perimeter dial 2411. A qualified First Aider will be dispatched directly to any accident area if required.

Medical Emergencies

In cases of a medical emergency call Control +44 (0)207 598 2666 or internal 2666 via the internal telephones located around the perimeter of the hall, giving exact location of the casualty and details of injuries sustained.  Do not under any circumstances call the ambulance services direct.  By involving Olympia Control, they can co-ordinate the ambulance staff and due to their knowledge of the hall, can direct them to venue and site of accident correctly and quickly.

Fire Precautions

Fire extinguishers will be located as stipulated by the Authorities. The extinguishers will be located around the hall as required, if a fire extinguisher is positioned on an exhibitor stand and is unable to be located at the end of the show, the exhibitor will be charged for its replacement.

Exhibitors who, because of the nature of their exhibits, require special arrangements should contact the organisers in the first instance.

Fire Procedures

In the event of a fire emergency on your stand

• Break the glass on the nearest fire alarm point.  These are located on the perimeter walls, in the organisers’ offices and in the entrance.
• Telephone the Control Room on +44 (0)20 7598 2666 or 2666 using the internal telephones located on the perimeter of the hall, giving the location and the nature of the incident.
• Calmly notify adjoining exhibitors of the situation and, if safe to do so, tackle the fire with an extinguisher.

Remember to remain calm. If you have followed these procedures, help will arrive.
 

Emergency Precautions

Exhibitors should nominate enough staff to ensure the observance of the following Emergency Procedures at all times including the location of the nearest fire alarm points.

Checking the Stand

Stands should be checked regularly to ensure that no unidentifiable packages, cases, or bags have been deposited.  If suspicions arise, do not touch the article but call the Control Room on +44 (0)20 7598 2666 or 2666 using the internal telephones located on the perimeter of the hall.  When leaving the stand each night (or in the event of an evacuation) Please ensure that appliances are switched off in particular any potentially dangerous items (e.g., naked flames).

Olympias Emergency Procedures

Please click here to download a copy of Olympia’s Emergency Procedures below

 

HEALTH AND SAFETY

FOOD SAMPLING & SAFETY REGULATIONS

If you are sampling on your stand, it is essential that you read and comply with the following regulations.  Failure to do so could result in Environmental Health Officers terminating your sampling/ cooking activities.  The e-Guide contains a complete list of Food Safety regulations.

Compulsory Requirements

1. Declare what you are cooking and/or sampling on the compulsory Health & Safety Declaration Form.  Following submission of this form you will be sent further information depending on whether you are sampling low or high risk foods, which will include any additional information (if required) e.g. HACCP, Temperature Control Measures, Hash Wash Facilities.
2. Provide allergen information specific to the food/drink being sampled.  This information must also be displayed / available on the stand.

Alcohol - Sampling & Serving

You can only supply samples of alcohol that are your own product or that of a stand sharer.  In compliance with current legislation both the sale and supply of alcohol must be licensed under The Licensing Act (2003), therefore, sampling is also a licensable activity. If you wish to supply alcohol (except that provided by the official caterers, ‘Host’ by Gather & Gather), whether for on-site or off-site consumption, you must adhere to the sampling sizes and supply the name of a Personal Licence holder, together with a copy of their licence. If you require more information on Personal Licence Holders please contact ops.ih@montgomerygroup.com.

Under the terms of the Licensing Act 2003, the venue stipulates that all stand holders serving and / or sampling alcohol must notify the Organisers by answering the alcohol sampling questions on the Health & Safety Declaration form. Please take note of the restrictions on the form.  For more information please visit: www.legislation.gov.uk/ukpga/2003/17/contents

 

Corkage Fee

If you supply alcohol that is not your product and has been purchased elsewhere, the venue will charge a ‘Corkage Fee’ based on the costs below.  Once you have paid the corkage fee on alcoholic drinks ‘Host’ will become the licensee covering your stand and you will be briefed on the relevant licensing legislation.

Champagne	(70cl) £25.00 per bottle
Sparkling Wine	(70cl) £19.00 per bottle
Wines	(70cl) £13.00 per bottle
Spirits	(70cl) £37.50 per bottle
Beers	(275ml) £2.50 per can/bottle
Soft Drinks and Mixers	(330ml) £2.50 per can/bottle
Fruit Juices and Mineral Water	£2.50 per Litre

 

Alcohol Wholesaler Registration Scheme (AWRS)

Do you produce or sell alcohol wholesale?  If you sell alcohol to another business, you may need to apply to register for Alcohol Wholesaler Registration Scheme (AWRS).

Do you buy alcohol to sell to others?  If you buy alcohol from UK suppliers to sell to others, you must check that your supplier has been approved under the Alcohol Wholesaler Registration Scheme (AWRS). Ask your supplier to tell you their AWRS Unique Reference Number (URN); they will also show the URN on their invoices.

You will need to keep records to prove you have checked that your supplier is approved, so you don’t inadvertently become involved in selling ‘duty unpaid’ alcohol.

For more information at: www.gov.uk/guidance/the-alcohol-wholesaler-registration-scheme-awrs

In addition to the above, the following conditions apply:

• All terms of the Licensing Act 2003 must be adhered to.
• Alcohol must not be served to anyone who is under the age of 18, or who appears to be under the age of 18 (unless proof of age is shown).
• Alcohol must not be served to anyone who appears to be under the influence of alcohol.
• Any stand offering food / and or drink is by law categorised as a food premises and is therefore subject to legislation under the Food Safety Act 1990. The legal penalties for breaches of the Licensing Act are severe. If any exhibitor fails to comply with these conditions their activities will be curtailed and, depending on the severity of the breach, they may also be banned from site.

EXHIBITORS ARE NOT PERMITTED TO SERVE ALCOHOL AS HOSPITALTY (i.e., full sized drinks) UNLESS IT IS PURCHASED FROM THE VENUE’S CATERING PROVIDER. If you serve alcohol that is purchased elsewhere, you will be charged a Corkage Fee per bottle. You must seek permission from ‘Host’ by Gather & Gather in order to do so.

Allergen Law

Food Information Regulations state that all food service businesses must to be able to supply details of the product contents that contain any of the 14 recognised allergens within the ranges they serve.  Any stand offering food and/or drink is by law categorised as a food premises and must therefore comply with these regulations.  Accurate and verifiable food allergen information must be readily available (this can be in the form of original packaging) and signage should be in place on the stand to direct customers on how to obtain the information.

Click here for an Allergen Information Template

Click here for an example allergen sign for display on the stand

Click here for the Official Government Website on Allergen Guidance for Food Businesses

Accurate and verifiable food allergen information must be readily available (this can be in the form of original packaging).

Cooking on Stands

No Cooking on stands in permitted however heating-up pre-cooked food is allowed. If you do wish to cook on your stand, please declare this on the compulsory Health & Safety Declaration Form to seek permission from the organisers. If approved, you would be required to comply with certain regulations and such activities must be covered in your Exhibiting Risk Assessment.

First Aid Equipment

Each stand where open food is handled, prepared or dispensed must hold a suitable and sufficient First Aid Kit including blue plasters (complying with the Health and Safety First Aid Regulations).

Food Legislation

All food businesses must comply with current (UK & EU) Food Safety Legislation, details of which can be found using the following link: www.food.gov.uk/enforcement/regulation.  

All exhibitors carrying out food operations should be registered as food businesses with their local authority (UK). This should be completed 28 days before ‘food operations’ take place.

Food operations include as least one of the following activities:

• Cooking food
• Storing or handling food
• Preparing food
• Distributing food
• Supplying food for sampling

Food Hygiene Regulations 

Any exhibitor, who is cooking on the stand and / or offering their products as samples to visitors, must make sure they comply with all current Food Hygiene Regulations.

Officers from the Local Authority may be onsite at any time during our tenancy, carrying out inspections. They have the authority to close stands, or to ask you to cease sampling, if they are not satisfied that standards are being met.

Food Risk Assessments - HACCPS

Any company bringing food into the venue and offering it as samples to visitors should undertake a Food Risk Assessment (HACCP- Hazard Analysis & Critical Control Point).  Please follow the link for a HACCP How To/ Example or for the HACCP template only please click here.

HACCPS should be completed with your overall Risk Assessment and the main steps include:

• Identifying hazards
• Defining control measures
• Establishing if they are critical
• Setting targets and limits for critical control points
• Monitoring if necessary

For more information on HACCPS, please visit https://www.food.gov.uk/business-industry/food-hygiene/haccp.

It is the responsibility of each exhibitor to assess the extent of their operation and ensure that adequate and suitable washing facilities and refrigerated/frozen facilities are provided (if required).

Food Safety

Stands will not be permitted to process or serve food if they are in poor hygienic condition or pose an imminent risk of contamination to food or an imminent risk to health. 

Stands/kitchens/food preparation and dispensing areas must be in good order to ensure they can easily be cleaned and maintained in a hygienic state of repair. All surfaces likely to be used during the event should be non-porous and easily cleansable.

Anyone processing food must be able to identify the risks associated with their operation. The Government has developed a range of food safety management packs for different sectors of the food industry to help food business operators manage their food safety management procedures. These include Safer Food Better Business which is particularly relevant to smaller companies. For a full list of the management systems please click here.

All staff engaged in food handling must be properly trained, appropriate to their duties, and supervised to ensure they work hygienically. Evidence of this training may be required for inspection, so all relevant documentation should be made available onsite.

Key controls expected by venues where exhibitors are serving food within the confines of the venue must cover the following:

• Delivery
• Storage
• Preparation and display
• Hot or cold food holding

Click here for more detailed information on the controls required for the above. These controls should be detailed on a HACCP (Hazard Analysis, Control & Monitoring for the Preparation, Cooking, Storage and Serving of Foods).

Importation of Food Products into the UK

When you import food into the UK for commercial purposes, you need to familiarise yourself with regulations that apply to specific products and with more general rules about things such as labelling and additives.

We suggest that you consult the Food Standards Agency website for useful information: www.food.gov.uk or alternatively contact our official Freight Forwarding Agent – ILS on jl@i-l-s.co.uk.

Personal Hygiene

 All food handlers working with open food must:

• Keep their hands clean and cover any cuts with a blue, waterproof dressing.
• Wear clean and washable over-clothing.
• Keep personal clothing and bags out of areas where open food is handled unless it is stored in a cupboard.
• Change gloves (where used) regularly and wash hands in between.
• Not handle open food when suffering, and within 48 hours of suffering from gastro-enteritis, dysentery, any infection, boils or septic cuts etc. likely to cause food poisoning. They should contact their doctor immediately.

Sampling Requirements and Conditions

All samples must be given Free of Charge and must adhere to the following sizes:

Unwrapped Food - “bite size” portions
Individually wrapped items – off-site consumption only
Soft and Hot Drinks	- 50ml (1.75 fl oz)
Beers/Ciders or similar	- 50ml (1.75 fl oz)
Wine/Fortified wines/Champagne/alcopops / similar	- 25ml (0.9 fl oz)
Spirits and similar	- 5ml (0.18 fl oz)

 

In Addition

• Any proposed sampling activity must be declared on the Compulsory Health & Safety Declaration Form. 
• You must complete a HACCP - Food Safety Risk Assessment (Hazard Analysis, Control & Monitoring for the Preparation, Heating, Storage and Serving of Foods).  See Food Risk Assessment – HACCP section.
• You must make adequate provision for food safety on the stand. Environmental Health Officers may visit the show and will have the authority to stop sampling activity if necessary.
• Sampling must be carried out in such a way that visitors do not touch food that other people will eat, in order to minimise the risk of cross-contamination. The guidelines to follow are:
  • Samples should be placed where the exhibitors can see it to supervise visitors and clearly segregated from other stock.
  • Samples should be offered to visitors from individual, disposable plates or small bowls.
  • Avoid using food items e.g. breadsticks to sample food from dishes/bowls such as a sauce or chutney due to the possibility that it could break off into the sample and visitors could put fingers into the food to retrieve broken pieces.
  • Large bowls or mounds of food for sampling must not be used, as this increases the risk of visitors touching food others visitors will eat.
  • Customers should not be allowed to ‘double dip’ sampling sticks/spoons/food items.
  • Bowls, dishes or plates should not be topped up unless they have been properly cleaned before being replenished.
  • Provide a bin or rubbish bowl for visitors to place any discarded items, such as stones, from food or sampling sticks/utensils.
  • Accurate and verifiable food allergen information must be readily available (this can be in the form of original packaging).

If, in the opinion of the Olympia Catering Department, an exhibitor contravenes sampling sizes or provides food and drink to visitors as hospitality that has not been purchased from HOST, they reserve the right to charge the exhibitor a corkage or concession fee.  Please contact HOST for more information. 

 

Space Only means no walls, no carpet, and no electricity, just a marked-out area on the floor.    

All Space Only exhibitors are responsible for their own stand design and construction, and for ensuring that they, or their contractor, has received a written ‘Permission to Build’ before arriving onsite.   

All work must be carried out in conformity with the Rules and Regulations of the venue and the Local Authority. The e-Guide provides guidance on achieving common regulative standards for events.  We recommend that exhibitors use a Member of the Event Suppliers & Services Association (ESSA) to build their stands, which will provide the security of knowing their contactor is backed by the association's Code of Conduct, Quality Charter, and Bond. 

Make sure your contractor checks the location and orientation of your stand in relation to an up-to-date floorplan, and that they build within the given parameters. The thickness of walls must be calculated inside the outer dimensions of the stand. The Organisers will not be liable for any costs incurred to rectify mistakes or make adjustments onsite. Below are some considerations when planning your stand.  

• How many walls will be required?  An exhibitor’s Contract to Exhibit will indicate ‘one,’ ‘two,’ ‘three’ or ‘four’ open sides.  Three open sides indicate the need for one back wall, two open sides indicate the need for two walls etc.

• Space Only exhibitors may not make use of walls provided by neighbouring stands that are built from the Organisers shell scheme.

• What are the other requirements or issues that need to be taken into consideration, e.g., store area, reception desk, and kitchen or sink requirements, disposal of waste from sampling etc.

• If services such as water and waste are being used, exhibitors should consider the use of a platform to avoid unsightly pipes and connections (which could also cause a trip hazard) from the service ducts.

• What floor covering should you have?  If you have a kitchen area, carpet is not a suitable floor covering – the floor here should be washable.  

• How much lighting do you need?  Use spotlights to highlight particular products or graphics. 

• You may supply your own electrical fittings, provided that all pre-wiring is carried out before you arrive onsite. Whoever has done the wiring then needs to sign a certificate to the effect that the work has been done by qualified personnel and in accordance with all rules and regulations governing electrical installations. This certificate needs to be handed to the electrical contractor before power to the stand is made live. 

• When appointing a contractor, exhibitors should obtain guarantees that the stand will be finished and all litter and stand construction materials removed from the exhibition halls by 1800hrs on Monday 14 October.  After this time should be interior dressing only.  

When creating stand plan proposals, please ensure that you take the exhibition timetable into consideration and ensure that stands can be built and taken down in the given timeframe. 

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BUILDING REGULATIONS 

CDM (Construction Design Management) 2015

You will need to ensure that the build of your stand at the event is carried out safely.  The CDM Regulations provide a framework to help you ensure that your stand is constructed safely and fulfil your legal obligations. 

As organisers we carry out a number of activities as part of our own responsibilities some of which will help you fulfil your obligations. Please contact ops.ih@montgomerygroup.com  if you need any further help or information. 

Organisers Support:

• We ensure that all Space Only Contractors provide us with a Construction Phase Plans, consisting of Risk Assessments, Method Statements, Stand Plans and Welfare Arrangements.  We employ Scot-Baker to provide help and support to Space Only Contractors with CDM queries - johanna@scot-baker.com – who can provide templates to assist in the completion of these documents. 
• We ensure suitable welfare facilities are available including toilets, seating, access to drinking water and food outlets. 
• We provide Health and Safety Site Rules to all contractors and exhibitors prior to coming onsite and onsite at entrances to the hall.  There is no access to the hall during Build-up and Breakdown without having received the Site Rules & Locations Plan and passes are issued only on this basis.

Exhibitor Responsibilities
Under CDM you are defined as The Client with regards to the build of your stand.  Below is a list or your responsibilities, we have highlighted those that can be delegated to the Principal Designer and / or the Principal Contractor: 

• Make arrangements for managing your project i.e., building your stand.  You do need to ensure that someone is named as responsible for ensuring all the required roles are fulfilled.  
• Appoint a Principal Designer and Principal Contractor.  These roles are often the same company or person and can be an external company or someone you appoint within your company.  
• Ensure construction work is carried out safely and that welfare requirements are complied with. This would be delegated to your Principal Designer/Contractor. 
• Ensure that a Construction Phase plan is drawn up and a Health & Safety file is prepared.  This would be delegated to your Principal Designer/Contractor who will do this as part of their obligations under this and other Health and Safety legislation. 

Principal Designer Responsibilities
The Principal Designer is the person or company in control of the ‘design’ of your stand and they must: 

• Ensure that planning, design, and pre-construction is carried out in compliance with the law. 
• Ensure that risks are identified, eliminated, and controlled at the design stage. 
• Ensure that pre-construction information is provided to contractors. 
• Ensure a Construction Phase Plan is drawn up and a Health and Safety file is prepared. 

Principal Contractor Responsibilities
The Principal Contractor is the person or company in control of the ‘build’ of your stand.  If they employ a 3rd Party to deliver onsite this company would become the Contractor, whether one company or two they must: 

• Plan, manage and monitor the construction phase (build-up & breakdown) and the way the construction work is carried out, ensuring it is safe to construct and remove within an event environment and that it has little or no impact on the neighbouring constructions or contractors. 
• Ensure work is carried out without risks to Health & Safety. 
• Draw up site rules for the stand area (these will often mirror the Event’s rules, but should not be limited to this), ensure suitable inductions and welfare facilities; provide information, instruction, and training. 
• Restrict access to your site if required by the work being carried out at the time. 
• Liaise onsite with Event Operations team. 

Stand Build Regulations

Proposed stand designs must be forwarded to Johanna Shirley by FRIDAY 16 AUGUST.  

As per the CDM Regulations above, please ensure a Construction Phase Plan is sent to Johanna Shirley. If you have a stand contractor, they will do this, and it should consist of:    

1. Stand Plan  
2. Method Statement  
3. Risk Assessment  
4. Contractor Health and Safety Declaration  
5. Welfare Arrangement Form 

Please use the Space Only Submission Form to submit these forms, do not email Johanna directly. Examples and templates can be found within the submission form.   

• All Space Only stands are responsible for building all their walls and cannot make use of neighbouring stand walls whether they are Space Only or Shell Scheme stands. 
• All work must be carried out in conformity with the Rules and Regulations of the industry accepted e-Guide and the UK (United Kingdom) Building Regulations including all BS Standards. Click here for the e-Guide.  
• We recommend that exhibitors use a member of the Event Suppliers & Services Association (ESSA) to build their stands, which will provide the security of knowing their contactor is backed by the association's Code of Conduct, Quality Charter, and Bond.  If you would like to put your stand design and build out to tender visit ESSA - Submit your contract for Tender.
• The maximum height for Space Only Stands is 4m. Some areas in the National Hall have a reduced height limit where 4m is not possible. Please contact Johanna Shirley if you are unsure of the height restriction in your area.   
• All advertising and logos must be within specified height limits. 
• The minimum height for Space Only Stands is 2.4m. 
• The maximum height for Space Only Stands is 4m. Please note, some areas in the National Hall have a reduced height limit where 4m is not possible.  Please check the Height Restrictions section. 
• Double Decker Stands are not allowed. 
• On divided sites if your wall is above 2.4m you must decorate the back of your wall facing your neighbours stand, down to 2.4m.  these walls must be finished in a neutral colour only to the satisfaction of the Organisers.  
• No advertising and logos will be allowed on the reverse side of dividing walls.  
• Do not allow any off-site construction to begin until written approval has been received.  If written approval has not been received building will not be allowed to commence onsite and last-minute approvals could involve the exhibitor in delays and / or additional costs.   
• Stands must be designed in a way as to not discriminate against disabled visitors.  
• All work must be carried out using non-flammable materials.  
• The design of the stand must be such that it can be erected and dismantled within the published time schedule (see Exhibition Timetable).   
• The Organisers may, at the expense of the exhibitor, remove or alter anything forming part of any stand, if in their opinion it is desirable to do so in the interest of the exhibition.  
• The stand floor area must be covered with a suitable floor covering e.g., Nonslip, easy clean surfaces in food preparation areas.  
• Any presentation or demonstration likely to interest groups of 10 or more people must be located towards the centre of the stand and clearly shown on stand drawings.    
• If any presentation or demonstration causes obstruction in the gangway and/or nuisance to any other exhibitor, we reserve the right to cancel the presentation or demonstration or restrict the frequency.  
• Vehicles are not permitted without prior written approval from the Organisers.  
• No fixings can be made to the hall floor, or any other part of the hall structure. Any damage to the floor or structure of the building will be charged to the exhibitor.  
• Exhibitors are responsible for all actions of any contractor they employ to work for them. Any damage caused will be charged back to the employing exhibitor.   
• Balloons are only permissible with written approval from the Organisers.   
• All stand structures: signs, etc. must be confined within the area allotted and must not project into or over the gangways.    
• All painting onsite must be carried out using water-based paints.  
• Designs incorporating long runs of solid walling will not be approved.  At least 50% of each frontage must remain open or fitted with an approved transparent material.   
• Solid walling over 5m in length on a designated open side must be set back at least 0.5m from the stand perimeter. Should you have specific requests, please contact the organisers.
• All stands must clearly show the stand number and exhibiting company name.  
• Doors from offices, stores or meeting rooms must NOT open outwards on to a gangway. Vision panel windows must be fitted to all doors built into the interior of a stand.  
• Drop wires are NOT permitted at Independent Hotel Show. This rule applies equally to any rigging in stand construction, banners, and lighting rigs.  
• Exhibitors and their contractors should familiarise themselves with the Working at Height Regulations 2005, and amendment published in 2007.  
• Exhibitors who have two stands either side of a gangway who wish to connect them in some way must contact the Organisers for permission and specification regulations before implementing any design work.  

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ELECTRICAL REGULATIONS & INFORMATION  

ELETRICAL CONTRACTOR
Index Group Ltd
T:  +44 (0)800 085 9885
E:  electrics@indexgroup.org

Index are responsible for and will carry out all electrical work on stands within the exhibition halls. 
 
Please place your orders via the Webshop in the Operations Zone of the E-Zone which includes a price list for specific items. Orders must be made by Friday 15 September.  Other prices can be provided if required.  The price for fittings covers the hire, power requirements, maintenance during the open period and removal at the close of the exhibition.  

Independent Hotel Show does not operate 24-hour power. If you require 24-hour power for your stand then this should be ordered directly with Index.

If you have any questions about the exact electrical requirements for your stand, please contact the electrical contractor using the details above who will be happy to advise you.   

If machinery or working equipment is to be operated, please inform the electrical contractor, including the electrical requirements and ratings; this applies particularly where high fluctuating currents are involved. Electrical supplies (three- and single-phase) will be assessed on the information provided.  The contractor will then be responsible for ordering the required mains from the venue.  The installation of these supplies will be subject to a connection charge. 

The standard supplies of electrical current available are: 
Single-phase alternating at 240 volts, 50 Hz 
Three-phase alternating at 415 volts, 50Hz 

Basic guidelines For Socket Sizes and Usage 

Listed below are examples of "typical" loadings for items plugged in to socket outlets: 

500-watt sockets:  computers, TV’s, video’s, 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 

Note ** kettles and refrigeration / freezer requirements vary between 200 and 2000 watts.  Please check with the supplier or check the reference tag or plate on the machine.

Deadline Date  

Orders must be received by Friday 15 September so that the necessary mains can be ordered from the venue in sufficient time for them to be laid in the hall before general construction commences. Orders received after the deadline will incur a 20% surcharge. 

NB: Exhibitors who contract into the show after Friday 15 September will be exempt from the surcharge if orders are made prior to arriving onsite. 

Enquiry Desk 

During the build-up period, an enquiry desk will be located at the entrance to the Hall, outside the Organiser’s Office, to assist exhibitors with any electrical queries or problems. The desk will be manned from 0800-1800 hours daily. 

Supply Timetable 

Electricity will be energised to stands as quickly as possible during the build-up period, subject to satisfactory inspection and testing of installations. Occasionally delays may occur because adjoining stands are not complete and ready for inspection. 

Independent Hotel Show does not operate 24-hour power. If you require 24-hour power for your stand then this should be ordered directly with Index. All stand electrics will be switched off 15 minutes after the show closes each day.

Any exhibitor needing electricity for the running down of machinery or refrigeration equipment etc when the exhibition closes at 1700hrs on Wednesday 16 October must inform the Organisers’ Office of their requirements no later than 1700hrs the day before, Tuesday 15 October, for this to organised in time.

Temporary Power 

If you require a temporary power supply during the build-up period, you should order this direct with Index.

Electrical Testing 

Every circuit installed on an exhibition stand must be tested before it is finally energised. Costs for this are shown separately on the electrical order form.  

For further information on how this impacts your stand, please contact Index. 

 

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GENERAL STAND BUILDING INFORMATION

BETTER STANDS

 

What is Better Stands?  

Better Stands is a programme aiming to ensure that all core elements of exhibitor stands are reusable. Help us to reduce the environmental impact of Independent Hotel Show by committing to the Better Stands programme framework and show that your company values being part of sustainable and socially responsible events.  

Did you know that one medium sized disposable stand produces around four tonnes of waste, which is almost 10x the average person’s household waste per yeari. Designed to be used only once, they have a significant impact on the environment, in addition to increasing health and safety risks onsite.   

What’s in it for me?  

• A better quality, more attractive & sustainable stand  
• Opportunity to promote the sustainable credentials of your brand  
• Smoother, more efficient build up and breakdown periods  
• Lower work hours and reduced construction costs  
• Reduce or eradicate your waste bill  

What do I need to do?  

To make your commitment to Better Stands and contribute to a more sustainable event:  

• Familiarise yourself with the Better Stands framework found below.  
• Share these guidelines with your contractor before they begin designing your stand (if you are a self-build, you will be asked to submit the 10-point checklist within your stand plan submission).  
• Ensure the stand reaches at least a bronze level, meaning the stand structure and walls, platform or raised flooring, furniture, equipment, and lighting are all reused.  
• Ensure that the submitted stand design clearly communicates how your contractor will meet the Better Stands guidelines.  

How will we help?  

• Once you have submitted your framework, our stand plan approver will send back information on what you can do reach the Bronze, Silver or Gold Better Stands rating.  
• If you tell us all elements of your stand are completely reusable, congratulations! You have already reached the Better Stands Gold standard. Our Better Stands representatives will be onsite during build up and breakdown to check this.   
• You will receive an email post show with a detailed report and your Better Stands rating.

If you require any further information or guidance on the Better Stands programme, please contact johanna@scot-baker.com  
 

Display / Modular Stands  

If you do not plan to construct a stand but utilise a “pop up” structure as a backdrop, all stand regulations still apply to your stand.  You are required to submit a Stand Plan, Risk Assessment and Method Statement and any additional CDM Regulation Information found under Health & Safety. 

Floorcovering  

No carpet is provided for Space Only sites.  Appropriate floor covering e.g., carpet, non-slip, easily cleanable floor covering in food preparation areas.  Whoever is responsible for laying the carpet down to the hall floor must ensure that an acceptable carpet tape is used and that all carpet and carpet tape is removed from the hall along with all other stand fitting material at the end of the exhibition.  Failure to do so will result in a dilapidation charge of £25.00 per linear metre.  

If a large number of services (water & waste, gas, electrics, etc.) are required, the Organisers recommend the use of a platform. Please contact Expo-Floors Ltd direct for a quotation.  

Goods Lifts Sizes

If you are located on the National Gallery, please take note of the goods lift sizes below. For Olympia National Hall – see lifts N7, N8 and N9:

Height Restriction   

National Hall Ground Floor under ‘Open Well’: 

• The minimum height for walls is 2.4m   
• The maximum height for walls is 4m  

National Hall Ground Floor under the Gallery:  

• The maximum height for walls on space only stands will vary depending on the exact location under the gallery, please contact Johanna Shirley who can advise. 

National Hall Gallery Level:

• The maximum height for walls on Space Only stands on the gallery is 3.2m. There is scope in a number of locations to build higher, this will vary depending on the exact location, please contact Johanna Shirley who can advise.  
• Gallery Rail - If your stand is parallel to the gallery rail, please ensure your stand is laid out so no products can be dropped from the gallery edge to the floor below.

Please contact Johanna Shirley if you would like to check the height limit for your stand.  

Late Working  

Work outside the timetabled hours will not be allowed. In emergency situations e.g., unavoidable delays due to circumstance outside the contractor’s control, late working may be permitted subject to the organiser’s obtaining the necessary venue staffing and H&S cover. There is a minimum charge of £380 + VAT per hour per stand (up to 8sqm) which the organisers will have to pass on to the exhibitor/ contractor concerned. Please contact ops.ih@montgomerygroup.com to enquire on the possibility of late working.

Depending on when any late working is requested, we cannot guarantee that a sufficient amount of required support, from the venue, Health & Safety Officer etc can be provided.  We therefore require all exhibitors and contractors to ensure that space only stands are designed to be completed in the time available.

Materials for Stand Fitting & Decoration  

There are strict regulations governing the materials used in the construction and decoration of stands and in the demonstration of products. 

All stands will be inspected during the build-up by the Health and Safety Officer and the Venue Fire Safety Officer. Any fittings or materials not meeting the fire regulations will need to be removed, or the stand will be closed down. You should draw attention to these requirements to any contractors working on your behalf.  

• Decorative materials used for stand dressing must be flame proofed or purchased already treated with an appropriate chemical.  
• Artificial flowers and plants are highly flammable and give off toxic fumes and must not be used for stand dressing.  
• Gangways must be kept clear and free from exhibits, stand dressing, furniture etc at all times during the open period of the exhibition.  Offending items are liable to be removed without warning. 
• No empty packing cases may be stored on, around or behind your stand, as this constitutes a fire hazard.  

For more information, please click here for the e-Guide.

Permission to Build 

A Construction Phase Plan as required by the CDM Regulations must be sent to Johanna Shirley, via the compulsory Space Only form found on this manual, as soon as possible, but definitely before the deadline date – FRIDAY 16 AUGUST. Please ensure your stand contractor (if you appoint one) complies with this deadline date, failure to do so could result in delays and / or additional costs. The design of the stands must be such that it can be safely erected and dismantled in the limited time available.  

CDM Regulations requirements are:   

1. Stand Plan – these must include: 
   - A ground plan and elevation drawing  
   - All dimensions, which should be to a recognised scale (e.g., 1:20, 1:25, 1:50, 1:100) 
2. Method Statement including materials to be used 
3. Risk Assessment including a Fire Risk Assessment that covers precautionary measures to be undertaken during build-up if working within a hazardous environment such as welding, toxic or flammable substances, etc.  
4. Contractor Health and Safety Declaration  
5. Welfare Arrangement Form  

If a stand is considered to be ‘Complex’ the Local Authority requires certification by an Independent Structural Engineer. There will be a charge for this inspection and certification of £340.00 + VAT. If you have any questions about what constitutes a ‘Complex’ stand, please contact Johanna Shirley.   
 
No construction will be permitted in the hall until permission to build has been issued. 

Structural Engineer Onsite Sign Offs
Campbell Reith structural engineer will be onsite on the last day of build-up to carry out checks on all Space Only stands to provide the organisers with sign off on the build. Should Campbell Reith deem the stand structure to be unsafe, stand builders will be obligated to make the necessary alterations prior to show open in order for the sign off to be issued and the stand to be occupied during the exhibition.

Platforms  

For advice and a quotation please contact: 
Expo Floors Ltd 
T: +44 (0)1922 721177   
E: sales@expo-floors.com     

Ramps and Handrails  

Please check the e-Guide pages 113 for Regulations relating to the use of ramps and handrails.

Stand Contractors   

Please complete the Contractor Nomination Form as soon as possible but by no later than FRIDAY 2 AUGUST. We will then liaise with them regarding any information required.    

Use An ESSA Member

As an exhibitor, you have a responsibility to appoint a competent exhibition contractor.  For the supply of products and services at this event, we strongly recommended that you use ESSA Members – ESSA is the Events Supplier and Services Association. All ESSA Members observe a strict Code of Conduct and Quality Charter, which covers service, ability, experience and business practice.  Full members are also covered under the ESSA Bond – you can find more information here.   

In addition, ESSA Accredited companies have attained an annual company-level H&S qualification for event suppliers and contractors. Independently audited, it provides demonstrable proof that a company is operating at the required level to meet industry standards. For those constructing stands, it assesses against stage one requirements of assessing competence under Construction Design & Management (CDM) 2015.  You can find more information here.

Accredited ESSA members also have an option to undertake a module in Sustainability enabling them to demonstrate to you that they are considerate of their impact to the environment in their working practices. 

All ESSA members will be able to provide you with an up to date certificate of membership and logo or you can find your ESSA company here or accredited members here.  

Should you need assistance on which stand builder to approach to build your stand, please click here for our Recommended Stand Builder list. 

Water & Waste   

Exhibitors requiring a water and/or waste supply on their stand should complete and return the Piped Services Order Form by Friday 27 September, orders received after this date may incur a 20% surcharge.   

If necessary, it is advisable to build a platform to cover unsightly pipes and connections, and to avoid potential trip hazards. To obtain a ‘Ducting Plan’ showing the location of the ducts on your stand, please contact Johanna Shirley.

MAKING YOUR STAND GREEN

Everyone is talking about ‘Going Green’ and becoming a sustainable business, but what are people actually doing about it?  Beginning to ‘Green’ your stand is easier than you think and all you have to do is start thinking and then practicing the 3 R’s:

REDUCE >> RE-USE >> RECYCLE >>

REDUCE the amount of waste you produce.

If you can’t REDUCE it, then when you’re done, can it be RE-USED?

As a final option, can it be RECYCLED?

Some best practise advice for exhibiting is:

PRE-SHOW

1. Marketing – use your website, the exhibition website and electronic media to promote your attendance at the event.  Reduce the amount of paper required and minimise the number of hand-outs by referring people to your website or physical location.
2. Printed Material – you will still need to have some literature printed so think about using recycled or at least recyclable paper with vegetable based inks and remember that laminates make the paper un-recyclable.  Also make sure your printed material has a longer life than just the 3 days of the show.
3.  Communications– prepare an exhibition environmental policy and share it with everyone involved. Make a list of your specific green initiatives and goals, then communicate those to your employees, customers and suppliers.  This will benefit your business by generating good PR and lets your customers know that you act responsibly.
4. Think ahead – talk to the Organisers and ask what procedures are in place for recycling during build-up, show open and break down.
5. Use Official Show Contractors – reduce the amount of transport going to the same venue by using the official show contractors for technical equipment and freight forwarding.
6. Stand Construction – If you have a Space Only stand ask your contractors to design a modular stand that can be re-used for other exhibitions?  If your stand is not modular ask your contractors to avoid using MDF in the construction.

DURING THE SHOW

1. Save Energy – During the exhibition try using low energy equipment whenever possible.  Also talk to the electrical contractors about using low voltage lights for your stand.
2. Switch Off – The power to stands will be switched off 30mins after the close of the show each day EXCEPT for sockets that have been booked as 24-hour e.g. for fridges.  Make sure you only order 24-hour power for equipment that needs it – this will not only help save energy but also your costs!
3. Stay Close – Use a hotel that is within walking distance of the venue or has good access via public transport, if you must drive make sure you and others leave together and share cars.

POST SHOW

1. Recycle – Use any recycling facilities available at the venue for appropriate material.  If your stand contractor takes away your unwanted stand waste at the end of the show make sure they dispose of it responsibly!
2. Re-use – Can you re-use any of your printed material or graphics again throughout the year?  Can you continue using the products you had on display or any other items such as owned furniture?
3. If not, then these items may be useful to others, such as the local community centres or schools. If you would like contact details for these organisations near to the venue rather than where your company is based please contact the Organisers.

Please click here for our Sustainability & Waste Policy and advice.

Alcohol Consumption - Serving & Sampling

The consumption of alcohol within the halls during build-up and breakdown is not permitted. Alcoholic drinks will not be available from the catering outlets within the halls during these times.

Further guidelines on Alcohol Sampling can be found under Sampling. 

If you intend to serve Alcohol as Hospitality, please see the information under Catering – Stand Hospitality.

Badges & Passes

No one be allowed access to the halls without registering, whether exhibitor, contractor, or visitor.  This applies at each point of entry to the venue. During Build-up and Breakdown CDM Regulations include that everyone who needs to access the hall must have read and understood the Site Rules & Locations Plan that will be sent closer to the event and confirmation that they have been read and understood is required before entry is permitted.

• Exhibitor Badges

You can register for Exhibitor Badges using the link on the homepage of your Exhibitor Hub. If you have any queries regarding Exhibitor Badges, please email exhibitors@livebuzz.co.uk.   Once registered you will receive an email containing your badge.  These must be printed out in advance and brought to the event. The badge will carry your name and company. Exhibitor badges give exhibitors free access during build-up, open and breakdown periods.

Remember to order badges for any temporary staff you are employing to work on your stand.

• Contractor Passes

Build-up & breakdown e-badges are valid only for the build-up and breakdown periods only. All contractor staff will need to register to have a build-up & breakdown e-badge. Access to the hall will require this e-badge or exhibitor badge.  

Click here to order to order build-up & breakdown e-badges. Please circulate as required.  

To ensure your appointed contractor receives this link to register please complete the Contractor Nomination Form and we will liaise directly with them to register their staff.   

Exhibitors must request build-up & breakdown e-badges for use by their own staff who will not be onsite during the Open Period.

• Vehicle Passes

Vehicle passes are NOT provided by the Organisers for this event.  HOWEVER – it is essential that a slot is booked using Voyage Control – Olympia’s online traffic booking system – live from 1200hrs on 12 September. You will then receive a Vehicle Pass via email that you will need to show to the traffic marshals upon arrival (printed pass is advisable).  Please see Delivery of Goods.

Instead of you unloading your items, have you considered using our official freight forwarder. Why not send your items to their warehouse before the event. They can then bring your items with them and when you arrive, they deliver them to your stand. Stress-free set up for just a small fee.

Banking Facilities

If you require an ATM machine, there is one located just inside the hall.

Business Centre

Photocopying and IT facilities – including internet access - are available from the Business Centre located within the Olympia London Management Offices. The business centre is a running service, whereby the business services team will bring the items down and payment will be taken on the stand. Requirements will need to be sent via email to businesscentre@olympia.london.  

Breakdown Procedures

Breakdown Period:

Wednesday 16 October 1730 – 2200 hrs

Thursday 17 October 0800 – 1400 hrs

Vehicles:

1. All vehicles must book a time slot via Voyage Control - Olympia’s online traffic booking system IN ADVANCE - live from 1200hrs on 12 September. This system ensures you are able to collect exhibits straight away without delays onsite. Please ensure you have printed your Vehicle Pass to speed up the process.
2. Early time slots will only be given to cars and light vans until 1900 hrs on Wednesday 16 October. After this time, larger vehicles (up to and including 7.5 tonne) will be able to book. 
3. HGV (over 7.5 tonne) are not permitted on Wednesday 16 October. All HGV must plan to load on Thursday 17 October only. Please note, tenancy ends at 1400 hrs on Thursday.  

General Information:

1. The exhibition closes at 1700hrs on Wednesday 16 October and the hall will remain open until 2200hrs. Contractors will not be allowed onto the exhibition floor until all visitors have cleared the building and it is safe for breakdown to commence (approx. 1730hrs).
2. Under no circumstances are exhibitors permitted to remove any goods from their stand or commence breaking down their stand before the Exhibition closes.   
3. Shell scheme exhibitors must remove all product, graphics and furniture by 2200hrs in order to facilitate the dismantling of the stands. If for any reason it is not possible for you to clear your stand by this time please contact the Organisers to discuss the possibility of storing goods overnight.
4. If you can hand carry your items to a legally parked car. This is encouraged as the loading bay on Tuesday evening will be extremely busy.
5. Do not bring vehicles to the hall until good are packed and ready to load.
6. Power supplies to stands will be switched off 15 minutes after the close of the Exhibition unless an extension is specifically requested. Please contact
7. contact electrics@indexgroup.org before the show build-up.
8. Trolleys must not be used inside the hall until all visitors have cleared the building.
9. We recommend that you do not leave your stand or any items unattended during the breakdown period as this is a “high risk” time for security.  If possible, work in pairs, to avoid this. All portable exhibits, valuable items and any graphics or artwork required for future use should be removed from the hall as soon as possible.
10. Exhibitors are encouraged to take anything valuable with them. Exhibitors who leave any exhibits or valuables on their stand during the first night of breakdown are strongly advised to arrange for a security guard to man their stand until the exhibits and valuables are removed from the hall.  
11. Security will be in operation in the hall, but exhibitors and their staff are advised to take every precaution in safeguarding their exhibits and other valuables at all times during the breakdown.  
12. Exhibitors are reminded that although the Organisers take every precaution to ensure the safety of the Exhibition, the Organisers, the venue nor any of their contractors can take responsibility for losses or damage that occur during the breakdown period.  
13. Please co-operate with Olympia Traffic Staff – they are there to help! 

Car Parking

There is limited on-site car parking in the Motorail car park, a flat-surface car park with a height restriction of 4m. It is open from 0700hrs until one hour after the building closes (or one hour after the event closes on open days) and all parking is chargeable. Advance booking is strongly recommended, as spaces cannot be guaranteed otherwise – please visit olympia.london/parking for further details and to book. Details of alternative local car parks can be found here.

Due to the limited parking available, we strongly recommend that you consider using public transport to reach the venue and contact our official freight-forwarding contractor, who will organise your stand deliveries and collections for you, see contact details under Delivery of Goods.  

The Olympia car park operates a pre-booking number plate recognition system. At the time of booking you will be required to submit your vehicle registration number. On the day of arrival, the registration details will be automatically read at the car park barrier. Once the number has been recognized you will be issued with your ticket. Please retain this ticket as you will need it on exiting the car park.

Amendments can be made online before 1800hrs the day before your first parking date. Failure to arrive in the correct vehicle with which you have pre booked for will result in another charge being debited. The initial payment will not be refunded. Please bring a copy of your booking in case of any problems.  

A list of parking FAQ’s can be found here.  

Catering Outlets

During Build-up there will be no catering outlets open. Outside the venue there are various shops and cafes within walking distance of the hall.

The following catering facilities will be operating during the Open Days:

Ground Floor

• Eat Street, Live Well

Gallery Level

• Coe’s

Catering retail units are cashless. 

Catering - Stand Hospitality

Exhibitors are not permitted to sell food or drink from their stands.

‘Host’ are the official suppliers of stand catering at Olympia.  If you wish to provide hospitality on your stand, you must obtain the food and drink from ‘Host’ by Gather & Gather.  This relates to Hospitality ONLY and does not affect sampling of your own products – see Sampling Requirements and Conditions.  Host are able to provide a range of items for exhibitors to hire. for more information on Hospitality Catering  Stand Catering Website or email info@host-olympia.london.  

 If, in the opinion of the Olympia Catering Department, an exhibitor contravenes sampling sizes or provides food and drink to visitors as hospitality that has not been purchased from Host, they reserve the right to charge the exhibitor a corkage or concession fee.  Please contact Host for more information.   

Corkage Fee

If you supply alcohol that is not your product, for any reason, which has been purchased elsewhere, the venue will charge a ‘Corkage Fee’ based on the costs below.  Once you have paid the corkage fee on alcoholic drinks ‘Host’ by Gather & Gather will become the licensee covering your stand and you will be briefed on the relevant licensing legislation. 

Champagne	(70cl) £25.00 per bottle
Sparkling Wine	(70cl) £19.00 per bottle
Wines	(70cl) £13.00 per bottle
Spirits	(70cl) £37.50 per bottle
Beers	(330ml) £2.50 per can/bottle
Soft Drinks and Mixers	(330ml) £2.50 per can/bottle
Fruit Juices and Mineral Water	(per ltr) £2.50 per litre

 

Children

No one under the age of 16 is allowed into the exhibition hall during build-up or breakdown.  There are no exceptions to this rule.

Charity Donations

This year, Independent Hotel Show will have a donation programme for exhibitors and has partnered with Royal Trinity Hospice. Find out more here.

What you can donate:

• Décor items
• Textiles
• Books
• Fashion
• Accessories

Collection Points:

There will be two collection points when the show closes at 1700hrs on 16 October, please bring your donations to one of the below areas. Royal Trinity Hospice volunteers and the Montgomery Group team will be on hand to help:

• Ground Level – Hotel Business Stage 
• Gallery Level – Innovation Stage

If you have any queries please contact the organisers.

Cleaning

All gangways and communal areas within the exhibition hall will be cleaned overnight.

You and your contractor are responsible for removing and disposing of excessive waste from the exhibition hall. Waste materials (e.g. carpet, carpet tape, construction materials, flooring, furniture, food waste and pallets) MUST NOT be abandoned onsite.

All waste, except small quantities of litter, produced by your stand must be removed from the venue at the end of the end of the event.  Any costs incurred for the disposal of any large items, such as boxes of literature, carpet and stand fitting materials will be passed to you or your contractor.

Stand Cleaning
Stands will be swept or hoovered overnight. Cleaning excludes the wiping down of, shelfs, cabinets, exhibits, seating, and any other surfaces. Please note the cleaners do NOT mop floors.

Please contact Olympia’s cleaning department direct if you have any special cleaning requirements, such as window/glass cleaning or scrubbing of vinyl floors.

Olympia In-House Cleaning Services
T: +44 (0)207 598 2510
E: cleaning.services@olympia.london

It is important that exhibitors clean their own respective stands, throughout the tenancy. Exhibitors should be responsible for supplying their own cleaning products and hand sanitizers and have appropriate safety data sheets with completed COSHH assessments for products used.

If you have a locked area on the stand - office or kitchen – that requires overnight cleaning, please leave a DUPLICATE key in the Organisers Office that will be retained for the duration of the show.

Code of Practice

During the open period please ensure your stand is staffed throughout the day and all exhibits remain on display during the published open hours. In order that no discourtesy is shown to last-minute visitors, we ask that no dismantling of any displays or exhibits commences before 1730hrs on Wednesday 16 October.

Delivery Goods

Please ensure that a representative of your company is onsite to receive and sign for deliveries. The Organisers are unable to sign for goods on your behalf. This is particularly relevant if you should decide to use a courier to deliver goods, who will often not leave them unless they have a signature.

If any deliveries arrive before the first day of tenancy Saturday 12 October at 1300hrs, they will be turned away and may not be re-delivered in time for the show open.

If you are making deliveries during the open days of the exhibition, these can only be made between 0800 - 0900hrs before the exhibition opens. Hand carriable items can be delivered any time via G Gate on Olympia Way.

Instead of you unloading your items, have you considered using our official freight forwarder. Why not send your items to their warehouse before the event. They can then bring your items with them and when you arrive, they deliver it to your stand. Stress-free set up for just a small fee. 

Please note Olympia cannot take responsibility for any deliveries. 

If you are located on the National Gallery, please take note of the goods lift sizes below. For Olympia National Hall – see lifts N7, N8 and N9:

Delivery of Goods – Vehicle Access

NB: Building work at Olympia has meant that the location of the loading bays have changed, please follow this link for an updated Unloading Map – unloading for the National Hall is in the Red Zone. Please access the site down Olympia Way and follow the directions of the Traffic Marshalls.

All vehicles delivering goods to Olympia, whether contractors or exhibitors, must book a slot using the online traffic booking system. For guidance please click here.

To book via Voyage Control, visit www.olympia.london/traffic from 1200hrs Thursday 1 September.

Input your stand and vehicle details then choose your time slot:

• If you do not know your vehicle or driver details, you can add these in at a later date
• Print your vehicle pass and display it in the vehicle. Alternatively, you can show your vehicle pass on a mobile device and the traffic marshals will write you a pass to display.

Due to limited space in the loading bay, you may save time if you carry small items from/ to the car park before or after the show rather than booking slots in the loading bay.

Unloading times:

• Cars - 30 mins
• Van - 1 hour
• Rigid Lorry - 1 hour
• Rear-Loading Artic - 1 hour 30 mins
• Side-Loading Artic - 1 hour 30 mins

All vehicles will need to be moved after their allocated time.

This system DOES NOT entitle you to park. Please see Car Parking.

Delivery of Goods – Freight Forwarding

Exhibitors, especially (but not limited to) those with goods coming from overseas, are strongly advised to use the services of our official freight forwarding company, see contact details below. 

ILS offer a door-to-door service, collecting your exhibits/ stand material from your premises anywhere in the world for direct delivery to your stand. They are also the only contractor who can provide forklift services in the hall.

ILS can arrange, under cover of a special customs bond, for exhibits to enter the country without deposit of duty.  

• John Lawson 
• ILS (International Lifting & Shipping) 
• T: +44 (0)247 633 7955  
• E: jl@i-l-s.co.uk  

During Build-up and Breakdown an ILS Enquiry Desk will be located at G Gate and will be manned from 0800-1800hrs.

All exhibits and materials must be delivered carriage paid to the exhibitor at the stand.  The goods should be clearly marked with your company name, stand number and a contact/ mobile number in case of any issues:

Attn: (your company name and stand number)
Independent Hotel Show 2024
National Hall (Ground Floor or Gallery)
Olympia London Exhibition Centre
Olympia Way
Off Hammersmith Road
London W14 8UX   UK
(contact/ mobile number)

Delivery of Goods – Couriers

Small items below 50kg arriving by courier will need to be delivered to the Courier Reception Point at G Gate. This service is FOC, but you will need to collect your package from there.

Please mark your package as follows:

Independent Hotel Show Reception Point
Attn: (your company name and stand number)
G Gate,
National Hall,
Olympia London Exhibition Centre
Olympia Way
Off Hammersmith Road
London W14 8UX   UK

Dilapidations / Damage to Hall

Please remember that you are responsible for making good any damage caused to the fabric of the exhibition buildings – by you, your agents or contractors.  It is in your own interest to satisfy yourself as to the condition of your stand site before the building of your stand and after its clearance.

Disabled Access

Olympia London is well served for disabled visitors and exhibitors. There is a wheelchair lift in the foyer of the National Hall. For more information please click here. Each stand holder is responsible for making sure that all their services and products can be equally demonstrated to a disabled bodied person as to an able-bodied person. 

A limited number of manual wheelchairs are available for visitors to borrow from the venue. These are available on a first come first serve basis and can be booked here https://olympia.london/contact-us  

Discrimination

The Equality Act 2010 meaning of ‘disability’ is ‘a person that ‘has a physical or mental impairment which has a ‘substantial’ and ‘long-term’ negative effect on your ability to do normal daily activities.’

Discrimination is when a person with a disability is treated less favorably than others would be treated and that this treatment in question relates directly to their disability, and it cannot be justified. Please note that it is unlawful to discriminate against a disabled person in refusing to provide, or deliberately not providing, to the disabled person any service which is offered or provided to other non-disabled persons.  This also relates to the standard of service which is provided to the disabled person or the manner in which it is given.

Stands must be designed in a way as to not discriminate against disabled visitors; this would include, among other things, access to displays, literature, hospitality areas and meeting rooms.

For further information and guidance on what constitutes a disability, please visit www.direct.gov.uk  and search for the Equality Act 2010.

Event Support Team (EST)

You will have onsite support from a dedicated member of the Montgomery Events team for your area of the floor who will make themselves known to you on Monday 14 October. The EST are there to help you in any way they can. Alternatively, you can contact the Organisers Office directly on 0207 598 6540/1 if you require assistance.

Filming

If you arrange for any filming on your stand, you must inform the Organisers as there are regulations which will need to be followed.

First Aid

If you require non urgent First Aid assistance, the Olympia Control Room can be contacted on +44 (0)20 7598 2411 alternatively internal telephones are located around the hall perimeter dial 2411. A qualified First Aider will be dispatched directly to any accident area if required. 

Medical Emergencies  

In cases of a medical emergency call Control +44 (0)20 7598 2666 or internal 2666 via the internal telephones located around the perimeter of the hall, giving exact location of the casualty and details of injuries sustained.  Do not under any circumstances call the ambulance services direct.  By involving Olympia Control, they can co-ordinate the ambulance staff and due to their knowledge of the hall, can direct them to venue and site of accident correctly and quickly. 

Floor Loading

The floor has loading for the National Ground is 2.15 tonnes per square metre.
The floor has loading for the Gallery level is 750kg per square metre.

Gangways

Emergency gangways will be in operation during the build-up and breakdown of the exhibition. These must remain completely clear at all times. A detailed plan of which gangways are affected will be shown on the Site Locations Plan, issued prior to the show.

During the Open Period under no circumstances should any part of your stand, furniture, or exhibits etc. project beyond the boundary of your stand. Exhibitors should only work within the confines of their stand. Doors or windows must open outwards onto a gangway.

The exhibitor should not engage in any activity or employ any person or device that tends to create unreasonable congestion in the gangways in the opinion of the Organisers. 

Gratuities

Neither Olympia staff nor contractors’ personnel are permitted to accept gratuities for services rendered or service to be rendered. Please notify the organisers if any personnel solicit gratuities.

Hanging Signs/Rigging

Drop wires are NOT permitted at the Independent Hotel Show. This rule applies equally to any rigging in stand construction, advertising banners and lighting rigs.

Hotel/ Travel

HotelMap have been appointed as our accommodation partner to help you book your stay for the show. They offer a free service and have extensive knowledge in helping both exhibitors and visitors find the perfect accommodation. We recommend you book earlier (asap) to avoid disappointment.  

Please Click here to check availability, rates and book online. Alternatively, for assistance, contact:

HotelMap
E: alice_gray@hotelmap.com

Insurance

Stand contracts with Montgomery Group require all exhibitors to have a minimum level of insurance cover of £5 million (or equivalent) in order to participate at the show.

Please note that, as the main contracted stand-holder, you are responsible for any loss, damages, claims, etc. arising out of your stand and the activities of any stand-sharers at the Exhibition. 

If there are other Companies sharing your stand, it is in your interest to ensure that they too hold adequate insurance cover.  Further details are found in the terms and conditions on your contract.

If you have any queries, please contact the organisers.

Lead Scanners

As an exhibitor at a Montgomery Group event, you will receive a free scanner app that allows you and your team to scan, store, and export lead data.  

If you have any questions or require any assistance with this, please contact exhibitors@livebuzz.co.uk. 

Licences (PPL & PRS)

If you intend to play pre-recorded background music or have live music on your stand during the course of the exhibition, you are required, by law, to obtain music licenses.

Please visit https://pplprs.co.uk/business/other/.

Lifts

Goods lift sizes and loadings:

Please note for the show, we will have use of lifts 7, 8 & 9 only (located in the National Hall)

There is a passenger lift in the North-West corner of the national hall which will be operational during the Open Period.

Lost Property

Any lost property found should be deposited with our onsite security company in the first instance. Security will hold onto any lost property until the end of our tenancy, and then it will be logged with the venue.  

Low Emissions Zone

Olympia Exhibition Centre falls within the “Low Emission Zone – LEZ”. Please visit http://www.tfl.gov.uk/modes/driving/low-emission-zone/about-the-lez which will explain the system to you. Click here for more information on how to make payment for the LEZ. This will affect deliveries and collections from the venue, if your vehicle(s) does not comply with the new regulations.  

The LEZ is not the same as the Congestion Charge zone in Central London and the Ultra-Low Emission Zone (ULEZ). It is worth checking whether you are driving through central London to get to Olympia Exhibition Centre as there are different charges for ULEZ and Congestion zone, click here for more information if required.  

Cars, motorcycles and small vans (under 1.205 tonnes unladen weight) are NOT included. 

Direct Vision Standard and HGV Safety Permit - If you drive an HGV over 12 tonnes GVW in Greater London at any time you will need an HGV Safety Permit to show that your vehicle meets the new Direct Vision Standard (DVS). Vehicles without a permit will be subject to a penalty charge notice. Applying for a permit is free, click here for more information.  

Noise

Exhibitors showing films, creating excessive noise, or using audio visual aids that disturb adjacent exhibitors will be asked to reduce the sound to an acceptable level (a maximum of 60dB at the edge of your stand).  If this is not to the satisfaction of the Organisers, they will be asked to cease such activities in the interest of the overall exhibition.

Organisers Office

The Organisers Office will be located inside the National Hall entrance foyer. This will be staffed each day during the build-up, open and breakdown periods from 0800 – 1800hrs.

Our contact number once onsite is: 0207 598 6540/1

*Please do not call this number before 1300hrs on Saturday 12 October. If you have any operational queries before this time, please contact Jess Miles on +44 (0)207 886 3022.

Sampling

If you are intending to offer visitors the opportunity to sample your products, please inform the Organisers as we will need to send you a Food and/or Alcohol Sampling Form and further information.

The official caterers, HOST by Gather & Gather, have made the following dispensation about the sampling of exhibitor’s products. Exhibitors may give away tasting samples of their products subject to the following conditions, no larger than:

• Soft and Hot Drinks - 50ml (1.75 Fl oz)
• Alcoholic drinks:
  • Spirits or similar - 5ml (0.18 Fl oz)
  • Wine/Alcopops or similar - 25ml (0.9 Fl oz)
  • Beer/Cider or similar - 50ml (1.75 Fl oz)
• Unwrapped food - “bite size” portions
• Individually wrapped items

In addition, the following conditions apply:

• No Cooking on stands in permitted however heating-up pre-cooked food is allowed.
• All sampling must be contained within the stand.
• Any stand offering food and/or drink is by law categorized as a food premises and is therefore subject to legislation under the Food Safety Act 1990.
• You will need to make sure that your stand staff comply with the current Environmental Health Regulations governing the handling and sampling of food/ drink product.
• Allergen Law - provide allergen information specific to the food/drink being sampled.  This information must also be displayed / available on the stand.

Alcohol Sampling Information

You can only supply samples of alcohol that are your own product or that of a stand sharer.  In compliance with current legislation both the sale and supply of alcohol must be licensed under The Licensing Act (2003), therefore, sampling is also a licensable activity. If you wish to supply alcohol (except that provided by the official caterers, ‘Host’ by Gather & Gather), whether for onsite or off-site consumption, you must adhere to the sampling sizes and supply the name of a Personal Licence holder, together with a copy of their licence. If you require more information on Personal Licence Holders, please contact the Organisers.

Under the terms of the Licensing Act 2003, the venue stipulates that all stand holders serving and / or sampling alcohol must notify the Organisers by completing the Health & Safety Declaration including Food / Alcohol Sampling Form. Please take note of the restrictions on the form.  For more information please visit: 

www.legislation.gov.uk/ukpga/2003/17/contents  

Security

Security will begin at 0800hrs on Saturday 12 October.

Exhibition halls are vulnerable places, particularly during the build-up and breakdown periods.  Please take a few moments to consider how you can look after your products and belongings whilst onsite.

Security advice for exhibitors

• Delegate one member of staff to be responsible for safety and security at the exhibition. 
• Do not leave cash, handbags, mobile phones, valuables, etc. in unlocked drawers, cupboards or on exhibits on the stand.  Do not leave wallets or purses in unattended jackets or coats.
• Cover your stand or at least valuables on your stand at night with fabric or material so they are out of sight, to deter an opportunist theft.
• Do not ask neighbours to look after the stand, as they may get too busy with their own.
• Exhibitors should arrive prior to the official opening time and not leave their exhibition stand at night before all visitors are clear of the show.
• Check all lockable desks and cupboards before leaving the stand.
• Never leave the stand unattended.
• Any exhibitor with small valuables which they wish to leave on the stand, should provide themselves with a lockable cabinet or other safe storage area.
• Do not lock goods away in hired cabinets on breakdown evening. The furniture contractor will be collecting these items on Tuesday evening.
• Any exhibitor wishing to change their stand exhibits during the open period must do so between 0800 - 0930hrs daily.  Contractor Passes or Exhibitor Badges will be required for this period.
• Please note that build-up and breakdown days are high-risk periods.  Ensure the stand is staffed at all times. Do not leave the stand unattended to get your vehicle.
• Please report anything of a suspicious nature immediately to the Organisers Office onsite.
• Please do not hesitate to check with the Organisers on any security problems or queries.
• If you find something is missing notify the Organisers Office and the Security department immediately, giving all relevant information.

Smoking

Olympia London is a no smoking venue including the use of e-cigarettes. There are external, designated smoking areas on Olympia Way.

Special Exhibits or Activities

Please note any company intending to exhibit the following exhibits: cars, motorbikes, any engine driven vehicle, balloons etc., water features, or have activities on the stand not previously covered in this manual, such as massaging, tarot readings etc. must advise the Organisers in writing as special rules and regulations and licensing arrangements may apply. 

For example, balloons may be used as part of the stand display. However, the topside of the inflated balloon must not exceed the stand build height limit of 4m. It must not under any circumstances be released into the roof. Exhibitors are liable for any charges incurred whilst retrieving, or damage caused by, loose balloons. 

Stand Sharers

It is essential that we know if, and how many, companies are sharing a stand.  The stand holder is responsible for advising the Organisers of any company sharing their stand. Please contact your Account Manager or any other member of our Commercial team – their details can be found here.

If sharers are not registered with us, they will not appear on the website OR be listed on the Show Map.

Storage (Packaging)

If you wish to store packing cases for the duration of the exhibition, contact our freight forwarding agent – International Lifting & Shipping (ILS). 

On no account should exhibitors store product or empty packing cases behind their stands as this presents a fire risk. Offending items are liable to be removed and destroyed without warning.  All product storage, for the duration of the show, should be contained within the stand area. Alternatively, exhibitors can re-stock their stand each morning between 0800 - 0930hrs.

We are not able to offer accessible secure product storage for the open period of the exhibition.

The venue cloakroom will open 30 minutes before the show and close 30 minutes after the show has closed. It is located next to the National Hall foyer entrance. Stewards will direct visitors. Please note Olympia National cloakrooms can now take Contactless and Apple pay. Please note, the cloakroom will accept coats and personal items/ belongings only. The cloakroom staff will not be permitted to take products, or storage containers. 

Sustainability

Everyone is talking about ‘Going Green’ and becoming a sustainable business, but what are people actually doing about it? Beginning to ‘Green’ your stand is easier than you think and all you have to do is start thinking waste.

REDUCE      RE-USE      RECYCLE

REDUCE the amount of production and disposal materials involved in your stand build and displays in order to reduce/ eliminate waste. If you cannot REDUCE it, then when you are done, can it be RE-USED? As a final option, can it be RECYCLED?

In addition, click here for our Sustainability & Waste Policy and advice. 

Should exhibitors and visitors bring their own re-useable cups to purchase a hot drink, they will receive a discount at all of Olympia's catering outlets. In addition, water bottle refills are readily available from water fountains and all catering outlets free of charge. 

Tool Kit/Hygiene Box

It is useful to have a box onsite where you store all the useful bits and pieces that can easily be forgotten.  This should include things to help with the dressing of your stand such as scissors, velcro, double sided sticky tape, rubbish bags etc. Also include stationery such as coloured pens, writing pad, paper clips, and stapler etc for use throughout the exhibition. 

PLEASE NOTE: Trolleys are NOT available to hire onsite so we would recommend bringing your own.

Travel to Olympia

It is quicker and easier to travel to Olympia by public transport. 

• For more information on tubes and buses please visit http://www.tfl.gov.uk   
• For more information on trains please visit https://www.nationalrail.co.uk/  

Vehicle Entrances

Outside of the show open hours the National Hall is accessed through the following entrances:

Off Olympia Way:

Vehicle entrance for build-up – Off Olympia Way, access the venue at H Gate. 4.4m hight

G Gate (4.4m H x 4.1m W)

Access to National Gallery is via Goods Lifts 7, 8 & 9. See lift sizes under Lifts.

If you arrive on foot to set up or break down your stand, please use exhibitor entrance next to main national entrance to enter the venue. Please work closely with the traffic marshalling team who are there to help you.

Venue Address

Independent Hotel Show 2024
Olympia Exhibition Centre
National Hall
Hammersmith Road
London W14 8UX   UK

*Olympia Renovation Notice – ‘On-going site development works’

Olympia is undergoing a £1 billion redevelopment project which will transform the venue into a world-class cultural hub. During Independent Hotel Show 2024, there may be some restricted areas due to this on-going work. As Organisers, we are aware of this, and have put in place all measures to ensure that these will not cause a disruption to your event experience. You can find out more about the development plans here. 

Wi-Fi

Olympia provides free unsupported Wi-Fi throughout the exhibition halls. If you require a more reliable connection, you can purchase Wi-Fi or a wired connection for the stand.

Please click here to view prices and order Internet Services for internet connection options online.