A-Z General Information and Regulations

 

A - Z GENERAL INFORMATION AND REGULATIONS

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.

Please find the guidelines on Alcohol Sampling under HEALTH AND SAFETY - Sampling, Cooking & Food Safety

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

Badges & Passes

No contractor or exhibitor will be permitted access to the event without the relevant pass / badge.  This applies at each point of entry to the venue. CDM Regulations include that each person (contractor or exhibitor) who needs to access the hall during build-up or breakdown must have read and understood the Site Rules, click here for the Site Rules. No contractor or exhibitor passes will be issued before confirmation is received.

• 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 registration system will be as contactless so there will be limited facilities on-site to address any issues.

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.

Please note that the access point for exhibitors has changed. Please click here for the map showing where to head when you arrive.

• 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.  Please note that the access point for contractors has changed. Please click here for the map showing where to head when you arrive.

• Vehicle Passes

Vehicle passes are NOT required due to the *OLYMPIA BUILD-UP AND BREAKDOWN ONLINE BOOKING TRAFFIC SYSTEM*.

Please book your vehicle slot online (live on Friday 5 August) via this link https://www.voyagecontrol.com/olympialondon.

Ensure you book the correct coloured zone for the location of your stand, please see the plan attached here to see which zone you are located in.

If you are located on a public road whilst in the vehicle queue, please make sure you adhere to all parking regulations and do not leave your vehicle unattended. For guidance on how to book a slot, please click here.

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. Contact DSV today to find out more.

Booking online DOES NOT entitle you to park. Parking spaces should be booked as detailed under Car Parking.

Banking Facilities

There are ATMs in each of the main foyers of the Olympia Halls. A NatWest cash point is located on Olympia Way, opposite Kensington Olympia station.

Business Centre

Photocopying, faxing and IT facilities – including internet access - are available from the Business Centre located within the Olympia London Management Offices.

Breakdown Procedures

Vehicles

1. All vehicles must book a time slot via Voyage Control - Olympia’s online traffic booking system IN ADVANCE - live from 0800hrs on 5 August. This system ensures you can collect exhibits straight away without delays onsite.
2. Early time slots will only be given to cars and light vans up to transit size until 1900hrs on Tuesday 6 September. Larger vehicles will be permitted after 2000hrs.
3. No Arctics will be permitted to enter the loading bay on the evening of 6 September.

General Information

1. The exhibition closes at 1700hrs on Tuesday 6 September 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. 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.
4. The motorail car park is available to pre book on the breakdown night. Please do this by clicking here. Unfortunately, once this car park is full this not any onsite parking options. Click here for other local parking options.
5. We have arranged for a free of charge Porter Service to be in operation between 1730 – 1930hrs. The Porter Service desk will be situated by BB Gate and is a first come, first served system. The porters will be available to assist you in getting your items from stand to vehicle. They will have access to a trolley. This service cannot be pre-booked.
6. Do not bring vehicles to the hall until good are packed and ready to load.
7. Power supplies to stands will be switched off 30 minutes after the close of the Exhibition unless an extension is specifically requested. Please contact Showlite 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 4.4m. 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 https://olympia.london/visiting/parking/book-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 the event’s official freight-forwarding contractor, who will organise your stand deliveries and collections for you, see contact details under Delivery of Goods.

Catering Outlets

The following catering facilities will be operating on the last day of Build Up (pre-open 5 September 1000-1700* depending on level of trade):

• LIVEWELL (New Unit between good lifts)
• Little Orchard (from 0830, bottom left)

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

Ground Floor -

• Little Orchard (from 0830, bottom left)
• LIVEWELL (from 0800, New Unit between good lifts)

Gallery Level -

• COE’s Artisan Bakery (from 0900, New Unit between goods lifts)

Catering Outlets will re-fill customers own bottles or coffee cups. There is a re-fillable water dispenser inside the hall next to the National entrance foyer.

Catering retail units are cashless.

Catering - Stand Hospitality

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

‘Host’ by Gather & Gather 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) £21.00 per bottle
Sparkling Wine	(70cl) £16.00 per bottle
Wines	(70cl) £10.50 per bottle
Spirits	(70cl) £32.00 per bottle
Beers	(330ml) £1.60 per can/bottle
Soft Drinks and Mixers	(330ml) £1.60 per can/bottle
Fruit Juices	(per ltr) £1.60 per litre
Mineral Water	(up to 500ml) £1.60 per bottle

 

Charity Donations / Food Waste

SURPLUS EDIBLE FOOD

We proudly partner with City Harvest whose mission is to ensure ALL edible food goes to people in need. Please click here for more details in relation to food drop off areas.

OUR CHARITY PARTNER – CITY HARVEST

City Harvest rescues food, people, and planet by preventing food waste, providing life-changing support to communities in every London borough through free food, and reducing greenhouse gas emissions from waste.

They collect surplus food from retailers, distribution centres, farms, manufacturers, markets & wholesalers, film shoots and all parts of the hospitality sector, and deliver it to 350+ charities in every London borough.

Recipients include homeless shelters, hostels, soup kitchens, mental health charities, community centres and kitchens, schools, family centres, children’s programmes, and domestic abuse refuges.

WHAT CAN YOU DONATE?

City Harvest can collect fresh, frozen, and ambient food. All vans have freezer and chiller capability. All food must be unopened and within its use-by date. City Harvest does not collect hot meals or canteen style food, open food or compromised packaging, food past its use-by date, fresh seafood, unlabelled food and alcohol.

COLLECTION POINTS

There will be two collection points when the show closes at 5pm on 6th September, please bring your donations to one of the below areas. City Harvest volunteers and the Montgomery Group team will be on hand to help:

• Food for Thought Feature (National Ground Gallery, stand 2725 – top of the hall, between the two lifts on the gallery)
• Tasting Trends Feature (National Ground, stand 1450 – top of the hall, between the two lifts on the ground floor)

Please visit the Organisers’ Office onsite if you are unsure of the above locations or have any queries.

If it is your intention to allow an alternative charity to collect donations within your stand area at the exhibition, you must inform the Organisers, in writing at least 14 days prior to the event, of the full charity name, address and charity registration number.

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.

Cleaning

All gangways and common 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.

Please separate any food waste from other recyclable waste. Black bin bags are not permitted, please use clear bin bags to aid separation and recycling.  If you need a clear bin bag for food waste please ask the Organisers office and we can deliver one to your stand.

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 them direct if you have any special cleaning requirements, such as window/glass cleaning or scrubbing of vinyl floors.

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

It is important that you clean your own respective stands, throughout the tenancy. You should be responsible for supplying your own cleaning products and hand sanitisers 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 or are using a night sheet 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 manned 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 17.00 hrs on Tuesday 6th September 2022.

Collection of Goods

All exhibitors and contractors must collect all exhibits/pallets and rubbish within tenancy hours. If goods are left we will ask our freight forwarding agent to store them off site and then charge a fee for collection. 

Customs Clearance

For clearance of goods/exhibits through customs, you may want to contact our freight forwarding agent, who will be able to help you. They can provide a complete package for the transportation of goods, which includes clearance, temporary import bonds, processing of ATA Carnets and re-exportation documentation. They can also give free advice on all aspects of import procedures and will provide you with a quotation on request.

Alternatively, you may like to contact the HM Revenue & Customs direct:

HM Revenue & Customs (HMRC) 
T: +44 (0)845 010 9000                  
W: www.hmrc.gov.uk 

Delivery of 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 Friday 3 September at 0800hrs, 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 carry-able items can be delivered any time via B 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.

Delivery of Goods – Vehicle Access

NB – Building work at Olympia has meant that the location of the loading bays have changed.  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.

Visit https://www.voyagecontrol.com/olympialondon, after 0800 on August 5, 2022.

Input your stand and vehicle details and chose your time slot

• If you don’t 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 30mins
• Small vans 1 hour
• Large lorries 1-hour 30mins

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

This system DOES NOT entitle you to park.

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.

With a global network of offices, our freight forwarding contractor 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.

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

During Build Up and Breakdown an Enquiry Desk will be located at BB 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 and stand number:

Attn: (your company name and stand number)
Speciality & Fine Food Fair
National Hall (Ground Floor or Gallery),
Olympia London Exhibition Centre
Olympia Way
Off Hammersmith Road
London W14 8UX   UK

Delivery of Goods – Couriers

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

Please mark your package as follows:

Speciality & Fine Food Fair Courier Reception Point

• Attn: (your company name and stand number)
• BB 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. Disabled access to the National Hall is via Olympia Way. 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 by emailing feedback@olympia.london.

Equality Act 2010

The Equality Act 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 favourably 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.

Therefore, all exhibitors must design their stands 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, we suggest you look at 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 Sunday 4th September. The EST are there to help you in any way they can. Alternatively, you can contact the Organisers Office directly if you require assistance, number coming soon.

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.  Contact bethany.duffield@montgomerygroup.com.

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 coordinate the ambulance staff due to their knowledge of the hall, can direct them to the 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 should remain completely clear at all times. A detailed plan of which gangways are affected will be issued prior to the show.

Under no circumstances should any part of your stand, furniture, or exhibits etc. project beyond the boundary of your stand, with the exception of the Organisers’ shell scheme upright boards. Exhibitors should only work within the confines of their stand. No doors or windows shall 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 Speciality & Fine Food Fair. This rule applies equally to any rigging in stand construction, banners and lighting rigs.

Hotel/Travel 

Streamline Travel have been appointed as our accommodation agency to help you book your accommodation., they offer a free service and have extensive knowledge in helping both exhibitors and visitors find the perfect accommodation. To avoid disappointment, we recommend that you make your book earlier, to check availability and rates either email the following reservations@streamline-travel.com or contact the reservations team on 0203 394 0107 / 0845 129 7992. 

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.

Exhibitors who do not currently have the required cover may wish to buy insurance from Hiscox Event Assured. Exhibitors without cover are under no obligation to purchase the required cover in this way and we are not recommending you use Hiscox.

For further information on insuring your stand or to buy an exhibitor insurance package policy please go to http://www.exhibitor-insurance-online.com/quote?event=SFFF alternatively please call + 44 (0)1206 773 940.

The above link is for UK based exhibitors only, this follows Brexit. If you are located in the EU, please contact kodriscoll@odon.com who will be able to provide a quotation via their Luxembourg Insurer.

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.

Lead Scanners

You have one complimentary SmartScan so make sure to set up your device in the ‘Manage SmartScan’ section of the Exhibitor Hub. These are a quick, professional way to collect the details of visitors. 

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 licences. If you would like to do this please go to https://pplprs.co.uk/business/other/.

Lift

Lift sizes and loadings:

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

GOODS LIFTS:

LIFT NO.	7	8	9
Length/m	2.1	1.75	4.0
Width/m	1.9	2.7	2.15
Height/m	2.1	2.35	2.9
Loading/kg	2500	3000	3175

 

Click here for the Locations Plan indicating the location of the lifts.

Lost Property

Any lost property found should be deposited with our onsite security company (EEP) 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. All items will be kept for three months.

Any persons wishing to trace lost property can contact Olympia’s lost property directly on +44 (0)20 7598 2468, Monday to Friday 0800 – 1600hrs.

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 complied 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 on the right as you go into the National foyer. This will be manned each day during the build-up, open and breakdown periods from 0800 – 1800 hrs. 

From 0800 Friday 2nd September, our contact numbers once onsite are:

TBC

*Please do not ring this number before 0800hrs on Friday 2nd September 2022. If you have any operational queries, please contact Beth Duffield on +44 (0)207 886 3003.

Sampling Requirements and Conditions

• All samples must be given out Free of Charge
• Sample sizes must adhere to the following:
• Unwrapped Food - “bite size” portions
• Individually wrapped items – off-site consumption only
• Drinks:
  • 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)
• Any proposed sampling activity must be declared on the Health & Safety Declaration form and verified by the venue.
• You must complete a HACCP - Food Safety Risk Assessment (Hazard Analysis, Control & Monitoring for the Preparation, Cooking, 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 will be visiting the show and will have the authority to stop sampling activity if necessary. As a guideline please find a simple guide on the following page.
• 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 exhibitor can see it to supervise visitors and clearly segregated from other stock.
  • Ideally samples should be offered to visitors from individual, disposable plates or small bowls.
  • Try to 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 should be avoided, 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).

Security

Security will begin at 0800hrs on Thursday 1st September 2022.

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.

Exhibitors requiring additional security guards on their stand should contact The Event & Exhibition Partnership Ltd on Tel: +44 (0) 1483 268511.

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.
• Night sheets are available from GES. These provide a see-through netting barrier that leaves the contents of the stand on view at all times, whilst deterring the opportunist thief.
• 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.
• The period around lunchtime (1200-1400 hours) requires particular attention. 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 and 0900 daily. Contractor or exhibitor passes will be required for this period.
• Please note that build-up and breakdown days are high-risk periods. Exhibitors are recommended to work in pairs so that the stand is manned at all times. Do not assume your goods are safe just because you have packed them up and have left the stand 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.
• Exhibitors sustaining losses must notify the Organisers Office and the Security department immediately, giving all relevant information.

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 -  Team Contacts and What We Do.

Storage

Exhibitors wishing to store packing cases for the duration of the exhibition should contact the freight forwarding agent.

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 and 0900 hrs.

Please note that the Organisers 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.

Storage (Frozen or Chilled)

If you require frozen or chilled storage at the Speciality & Fine Food Fair, please contact Lowe Refrigeration or complete and return the Chilled Storage Onsite Order Form. Please note that the Organisers are unable to facilitate free of charge space on the exhibition floor for cold storage units. If you enter into an agreement with Lowe, part of their costs will be for the floor space (at the commercial rate).

Storage is at a premium so please make sure that you book this facility early.

Tool Kit

Exhibitors are recommended to bring an ‘exhibition’ tool kit onsite.  We suggest that it includes Velcro, double sided tape, scissors, malleable wire, string etc, all of which may help you with dressing your stand. 

Also include stationery such as coloured pens, writing pad, paper clips, and stapler etc for use throughout

the exhibition.  Perhaps you need to bring rubbish sacks or dust cloths with you to help keep the stand tidy.

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

Travel to Olympia

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

• Buses

Olympia is served by buses 9, 23, 27, 28, 49, 391 all of which stop within very short walking distance to the venue. The night buses close by are N9, N23, N27, N28. Please click here for other options. For up-to-date travel guidance please visit http://www.tfl.gov.uk.

• London Underground

London Underground no longer runs weekday services from Earls Court to Kensington Olympia on the District Line. If you are travelling to Olympia by underground on a weekday, we recommend you travel to a nearby station and then walk or take a bus. Here are some suggestions:

• Take the Central Line to Shepherds Bush, it is a 25-minute walk OR change at Shepherds Bush for a 2-minute Overground train to Kensington (Olympia)
• Barons Court (Piccadilly Line) is a 9-minute walk
• Hammersmith Station (Hammersmith & City, Circle Line) is a 5-minute bus ride or 15-minute walk
• High Street Kensington (Circle Line) is a 4-minute bus ride or 12-minute walk

For more information, please visit http://www.tfl.gov.uk or http://olympia.co.uk/visiting/getting-here/train-tube 

• Taxis

Black cabs can be hailed on the Hammersmith Road and will drop off at the main entrance to the show. 

Alternatively, you can use GLH which provides zero emission, fully electric or hybrid cards within the M25, or Minicabit which enables you to search the best cab deals and instantly book. Minicabit will provide you with a quote anywhere in the UK to Olympia.

• Trains

Kensington Olympia mainline station runs up to ten trains an hour and provides direct access to Gatwick Airport, Clapham Junction, Watford Junction, Milton Keynes, Northampton, Rugby and Willesden Junction.

Please visit the National Rail website to book your ticket. http://www.nationalrail.co.uk/

• Flying

Olympia is easily reached from all four London airports.  Please visit the Olympia Travel Page for more information.

Vehicle Entrances

The National Hall (Ground & Gallery) is accessed through the following vehicle entrances:

Off Olympia Way:

BB Gate (4m h x 4.1m w)

Access to National Gallery is via Goods Lifts 6  & 7.

If however you require access to the Hall whilst unloading or reloading, the dimensions for the inner vehicle entrance DD are 3.8 m h x 6.00m w.

Pedestrian access, for hand deliveries, can also be via BB Gate off Olympia Way. Please work closely with the traffic marshalling team who are there to help you. Please find a map here to assist.

Venue Address

Speciality & Fine Food Fair
Olympia Exhibition Centre
National Hall/Olympia Central
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 the Speciality & Fine Food Fair 2022, 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 see the Internet Services Order Form for internet connection options or click here to view prices and order online. You can also find a guide on how to join Olympia’s free Wi-Fi here.