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7-8 OCTOBER 2024, OLYMPIA LONDON 

CPD

Ezone Organiser & Hall Regulations

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Ezone Organiser & Hall Regulations

Please click on any of the subject headings below for further information.

Access & Deliveries

Please see the show timetable for dates & times.

All exhibitors and contractors bringing vehicles to the venue for build-up and breakdown, who want to unload or load a vehicle on site, must book a time slot on the online booking system You can make bookings for your stand contractors, or email them the booking link. Voyage Control will go live 30 days before the event and we encourage everyone to book in your build up and breakdown slot- at your earliest convenience. 

On arrival to site, please follow the advice of the traffic marshals. From here you will be directed to the relevant vehicle entry door - Reminder , you must book a time slot on the online booking system

Please ensure that you & your contractors are aware of your stand number and approximate location. There is a time limit of 30 minutes for cars, 1 hour for vans and rigid lorries and 1 hour 30 minutes for articulated vehicles.. Olympia do not provide a trolley service so make sure you are prepared or have booked unloading services from the event logistics company CEVA.

No unauthorised vehicles are allowed at the rear of the halls during show open and all hatched markings around the doors must be kept clear at all times.

Accommodation

There are a number of hotels within close proximity of the venue. Accommodation is usually in great demand and you are advised to book early. We have arranged special discounts and allocations at several local hotels. Make your booking via the order forms page.

Alcohol

The consumption of alcohol within the halls during build up and breakdown is not permitted and anyone working under the influence of alcohol may be removed from the venue. No stands at the show are allowed to sell or sample alcohol, either for on or off-site consumption.

Animals

No animals, with the exception of guide dogs, are given access to the exhibition hall at any time.

Audio-visual Services

Immersive AV are the official supplier to the show. Please go to the order form section to view the range of services available. Immersive will have technicians on hand throughout the event to assist you and work closely with the organisers to deliver the event.

Badges & Passes

Each Exhibitor will be required to wear an exhibitor badge to gain access to the Hall during the Build-Up, Open Period and Breakdown. Please note, these badges must only be worn by employees or temporary stand staff of the Company. 

Social distancing is no longer a legal requirement however, when registering, please consider how many people can work safely on your stand including visitors.

Please order exhibitor badges here 

All contractors wishing to gain entry to the Hall during Build-Up and Breakdown must complete this form to confirm you have read and understood the Site Rules and CDM regulations here

A registration desk will be open throughout the build and open period of the show should you require any additional passes on-site. We recommend that all passes are ordered in advance to avoid queuing.

Balloons

The Organisers do not accept any responsibility or costs arising from the use of gas filled balloons becoming trapped in the roof structure or ventilation system at Olympia London. 

The max height for balloons on your stand is 4m to the top of the balloon. For anything higher, please contact customer success. No Helium canisters can be left on site overnight or during the open period. Please make sure to include any details of balloons in your risk assessment. 

Banners

All exhibitor rigging must be declared on your Health & Safety declaration form as well as your stand plan drawings and submission documents. All technical and cost related enquiries should be directed to the venue rigging department with prior approval of the organisers and may incur a sponsorship fee.

Barcode Scanners

To order your data scanner and for more information, please visit the order forms page. 

Build Up & Break Down

Build up:

All vehicles unloading, whether cars or lorries, need to obtain a Lorry Access Document. When you arrive, you will be directed to the relevant part of the Voyage control to park and unload. Please make sure you are familiar with your event name, hall number and stand number to ensure you are directed to the best entrance for your stand location. 

Once unloaded please take your vehicle back to the underground car park to make space for other exhibitors.

Anyone arriving on foot during build up and breakdown days must enter via the West Hall Foyer, Olympia do not allow pedestrians through H Gate.

Breakdown:

The show closes at 16:30 and you may not begin breaking your stand down before this time. Once the organiser is happy that the halls are clear of visitors you will hear an announcement that breakdown may begin.

We recommend that drivers should return to their vehicles 15 minutes before the show close / published breakdown time. Cars and cars with trailers are given priority to park at the rear of the halls, as they only take a short time to load.

At this point any cars or cars with trailers arriving for breakdown (or which are already in the car parks) should report to the lorry way at the close of show. 

Commercial Vehicles arriving for breakdown should report to the lorry way on the last day of the show -  Vehicles will be queued in lines by hall number on a first come first served basis. They can then park free of charge in the queue through the day until post-show breakdown commences. Vehicles will be released up to the halls on a first come first served basis, once all the cars have parked up and if space is available. This can take some time - so please be patient.

Please note that you will be required to wear hi-vis vests in the loading bays and in the halls during build up and breakdown and that children under 16 are not permitted in the halls during this time.

Business Services

Limited on-site photocopying and printing facilities are available onsite 

Carpet

Showlite is the official contractor supplying carpet to stands.

Space only stands do not include floor covering, unless specified in your contract, and exhibitors must make their own arrangements. All space only carpets and floorcoverings must be disposed of by the exhibitors at the end of the event. Please visit the order forms page to order from the carpet supplier. 

Chemicals

If you intend to use any chemicals, you must notify the organisers by declaring your activities on your health & safety declaration form. You will be required to submit a risk assessment and COSHH assessment, in order to comply with the venue’s regulations. COSHH regulations must be adhered to.

Children

In accordance with Health & Safety regulations, children under 16 years of age are not permitted in the Exhibition Halls during the build-up and breakdown periods. There are no exceptions to this rule. With regard to the show open periods, please refer to Section 18 of the Children and Young Person’s Act 1933, which outlines the laws regarding conditions for children working. If you intend for a person under 16 years of age to be working on your stand you must notify the organisers in advance of the show. You may be asked to show a copy of the Employment Permit issued by the education department of your local authority.

Cleaning

Stand carpet cleaning is provided by the venue as part of the exhibitors’ package. However, exhibitors are responsible for cleaning their own exhibits. Anything left in the gangways will be treated as waste and will be disposed of.

Cloakrooms

The cloakroom is located in the West Hall Foyer on the ground floor and will be open 30 minutes prior to show opening and 30 minutes after the show closes.

  • £2.00 per coat
  • £2.00 per small bag and umbrella
  • £5.00 per large  bag
Items left in the cloakrooms, after they have closed each day, will be taken initially to the event security office and then handed to the duty manager at the end of the day. They can be collected on production of the correct ticket.

Deadline Dates

Please refer to the order forms page for key deadlines we would like you to be aware of. Services can often be available after the deadline date, however some of the costs may increase or availability may be restricted after this time.

Deliveries

Any deliveries or mail for exhibitors at the show should be addressed as below:

Addressee

Event 

Hall

Stand number 

Olympia London

London

W14 8UX 

You must ensure that a member of staff is on the stand to take delivery or sign for any goods. We are unable to accept delivery of goods on your behalf.

We are unable to accept deliveries before the start of the show tenancy, please contact CEVA to make alternative arrangements.

Please ensure that anyone making deliveries on your behalf has been informed about the relevant procedures. These are detailed in the Build Up section of this handbook. Contractors and suppliers making deliveries to the Halls during Build-Up on the final day of build will need to book their vehicle in through the lorry way system and register for a badge to access the hall.

Demonstrations

Demonstrations should be highlighted on your health & safety form and a risk assessment completed for your activities.

Crowding of the aisles, walkways and entrances by visitors watching presentations are not permitted. Where neighbouring stands cannot mutually agree on satisfactory level for such activities, the organiser will act as an arbiter. The Organisers decision is final and non-negotiable.

The organisers reserve the right to curtail practice, which they consider dangerous or detrimental to the show. Noise levels must be kept below 50 decibels and not cause annoyance to neighbouring exhibitors and/or visitors. In the case of dispute the organiser’s decision is always final. We reserve the right to disconnect the stand power.

Dilapidations & Damages

You are not permitted to fix to any part of the fabric of the building and charges will apply to any associated damages. Charges will also apply for paint spillage, abandoned carpet tape, etc.

  • In terms of rubbish anything that will not fit into a black plastic bag will not be collected by the cleaners - it will be deemed as abandoned waste and will be charged for.
  • Shell scheme and turnkey exhibitors are also reminded they are responsible for all shell scheme panels and will be charged for any damages through inappropriate fixings, painted panels etc.
  • Space only exhibitors are reminded that ALL stand fitting materials, exhibits and flooring must be removed from the halls during breakdown
  • The venue management will charge for any damage made to the walls, floors, paintwork, carpeting and other facilities. Therefore, exhibitors must protect the walls, flooring and fabric of the hall from damage at all times, particularly when moving materials or equipment and if painting or using other fluids on site.
  • Notices must not be affixed to the fabric of the building without prior permission. Sticky fixers, Blue tack, Sellotape must not be used on painted surfaces. Under no circumstances must cables, wires etc be attached or affixed directly to the walls or ceilings in the main exhibition areas. All Exhibitors need to be self-sufficient with regards to use and provision of equipment and the rigging/de-rigging of display material.

Dogs

Dogs, other than special assistance dogs, are not permitted at the show at any time.

Fire

Fire extinguishers will be distributed around the halls and may NOT be removed. If you have activities which increase the risk of fire, you must order additional extinguishers.

Stand staff should be made aware of the location of all fire exits and alarm points within the hall and may request training on the use of fire extinguishers from the Fire Officers if required.

Fire exits must be kept clear at all times and no exhibits or packaging materials may be stored behind stands.

All materials used in stand construction / dressing must be fire retardant to the relevant standards – please consult the operations team for further information. No naked flames or LPG will be permitted without prior written approval.

Filming and Photography

Please notify us if you wish to photograph or record the within the hall during show times.

First Aid

The venue provides emergency first aid assistance to anyone who needs it. Please contact the nearest security personnel or the organiser office for help.

 

If you believe an ambulance needs to be called , please ensure that this is request is directed to the venue's control room on 020 7598 2666.

 

The organisers will be able to direct you to a pharmacy close to Olympia London for medical supplies. 

Furniture

Shell scheme and space only stands do not include furniture. Turnkey stands do include furniture, please refer to your package details. Exhibitors may bring their own furniture, or it can be ordered from Creative Hire. Please visit the order forms page for ordering details. 

Insurance

It is a contractual obligation that you have a minimum of £5 million public liability insurance.

Please note that items on site, either on your stand or in storage, or in transit to the show are not insured by the organisers and exhibitors must make their own arrangements.

Intellectual Property Rights

The Trademarks Act 1994 dictates it is both an infringement and an offence to deal in merchandise which carries another organisation’s trademark, without consent. Infringements may be dealt with in the civil courts by the proprietor of the trademark. Offences are ostensibly a matter for the police and trading standards office.

Floor loading and lifting 

The largest lift is 3.31m wide x 2.84m high x 6.82m high.

Parking

Please book in your parking here 

Please see map for reference 

Power 

Power will be switched off ½ hour after show closes,  this will not be reconnected for health and safety reasons. If build up/breakdown power is required, this must be ordered through ATD as soon as possible. There will be no overnight power during build up, if there is a requirement for 24 hour power then this must also be ordered in advance.

Security

Security cover commences at 0800 on Monday 30th October and no goods will be allowed on to the site before this time.

Although every reasonable security precaution is taken through the Build Up, Open Period, and Breakdown, The Organisers cannot be held responsible for any loss, damage, or accidents which may occur to any Exhibitor's (or Contractor's) property or personnel. We strongly recommend that any small or attractive items be kept under constant supervision and removed each evening. Your stand should NEVER BE LEFT UNMANNED at any time while the Halls are open.

The Organisers will not be responsible or liable for theft or injury - please see INSURANCE in this section.

Exhibitors are reminded to be particularly vigilant during the following periods: the last night of build-up; the first 30 minutes after the Show closes each day and the first two hours of breakdown.

The following points should be carefully noted:

  • During Build-Up: Once your exhibits have been placed on your stand, it is essential that the stand be manned at all times. Though The Organisers will do all they can to minimise risk, you are advised to take precautions yourself. Exhibitors needing extra security should contact the Organisers.
  • During Open Hours: All Exhibitors and visitors, in the interests of their own safety and security, may be searched and their bags searched on entering or leaving the building. We ask you to co-operate and insist your staff carry badges or passes at all times.
  • During Breakdown: Please do not leave your stand unattended at any time during the first few hours of breakdown or until all valuable exhibits or graphics have been removed. If you propose to leave anything valuable on the stand overnight, please contact the Organisers or Security.

Special Effects

If you are planning to use any special effects on your stand, you must inform the organisers as soon as possible by email.

Special effects include (but are not limited to) lasers, strobe lights, and pyrotechnics and smoke machines.

The information, which will be required, includes a risk assessment and full details of the operator and manufacturer. Certification from an independent specialist may also be required, and any costs associated with this will need to be covered by the exhibitor.

Storage

There is no storage within the halls. Exhibitors must make their own arrangements for the removal and storage of all packaging materials, cartons etc. Nothing is to be stored behind the stands. This is a fire and health & safety risk.

Trolleys

Please bring your own trolleys as these are not available to hire from the venue. Trolleys are only permitted on the exhibition floor outside show open hours for the safety of visitors.

Vehicles

Vehicle exhibits must be declared on the Health & Safety declaration form and must comply with the regulations below. You are required to submit a risk assessment covering your activities to the Organisers.

(please refer to the regulations below on your risk assessment)

  • The fuel tanks of motor vehicles manufactured prior to 1984 must contain only sufficient fuel to move the vehicle in and out of the hall, due to the absence of safety features which prevent leakage.
  • Fuel tanks of motor vehicles manufactured from 1984 onwards may contain fuel.
  • Fuel tanks on all other petrol engine equipment must be empty.
  • The fuel tank must be sealed, wherever possible with a lockable cap
  • Vehicles may require a drip tray and must be positioned within the boundaries of the stand so that any protrusions, doors, tail lifts etc, do not infringe the stand perimeter
  • The running of engines during the open period of an exhibition is strictly prohibited
  • Vehicles must remain in situ for the duration of the open period.
  • Filling or emptying of fuel tanks inside the hall is strictly prohibited at all times

Wi-Fi/4G Connection

Olympia offers free Wi-Fi throughout the venue. If you wish to order hi-speed password-protected Wi-Fi coverage, wired internet connections or complimentary Wi-Fi access,  form tbc