SECTION 2
2.1 General Information
ACCESS & DELIVERIES
Whether you are an exhibitor, contractor or show supplier EVERY vehicle accessing the venue will need to book in every time they want to access site (Build up, Breakdown and any other repeat visits). This does not apply to couriers.
As an exhibitor at the National Wedding Show - the venue have a policy in order to allow for smooth traffic flow at Olympia to allow for ease of access. This will allow you to access an area as close to your stand as possible. Please do not worry if you do not know vehicle details until the day of visiting or subsequently if they change during the course of the show. You can book or amend your details en route to the venue or even when you arrive at the venue directly with the traffic marshals. This also allows for traffic delays as the system is live.
How
- Sign up to the Olympia booking in system the show you want to book for and follow the instructions. It is a simple 3 step process.
- Look at the new traffic colour zone plan, your access gate will be based on the zone colour (denoted by stand location), however larger deliveries will still be sent to G gate
- Time slots will be allocated on a first come first served basis, however, shell scheme exhibitors will not be able to book until their stands are built
- Time slots & unloading/loading time will vary based on availability and vehicle size
- You will require your VRN (reg plate) to complete the booking but this can be added (via a smart phone) on the day as you may not know this at the time of booking
- The system will confirm via email your time slot, access gate and your vehicle pass that needs to be printed and displayed in the vehicle
- If you are an official show supplier (organiser appointed) you will still need to book in, highlight that you are a main contractor appointed by the organiser in the user type, this will be verified by the venue and approved.
- Once you have booked into the system, anytime you need to book in for a return visit your details will already be stored and accessible with your new Olympia username and password.
- Any questions please contact Olympia via the online help on the system
Please note, this system will not work on Internet Explorer 9 or older but does work on current Internet Explorer systems, mobile devices and smart phones.
A detailed map showing the location of Olympia Exhibition Centre and a layout of the complex can be found in the manual. All goods must be delivered before 09:00 hrs on the first open day,clearly marked with company name, stand number and hall number. The organisers cannot accept any deliveries prior to the showand also without agreement. Please ensure that you arrange to have goods delivered when a stand representative will be present.
On arrival during build-up and breakdown, all vehicles requiring access to Olympia will be directed to the appropriate entrance. All vehicles must display their passes clearly in the windscreen.
The vehicle passes are not parking passes and exhibitors must arrange own parking – see ‘car parking’ below.
AISLE MANAGEMENT
Mirrors for public use must be positioned within YOUR stand space and must face into YOUR stand and not into the gangway, and should not block the aisles when in use. Mannequins and viewing boxes must also remain within your stand space and must not encroach into the gangways or into neighbouring stands. Mirrors on the official viewing areas must not be moved or repositioned.
Background Music
If you intend to background music on your stand you are required by law to obtain a music licence from Phonographic Performance Limited (PPL) and the Performing Rights Society (PRS). IT IS YOUR RESPONSIBILITY TO DO THIS. This is also required if you are a videographer and have content playing throughout the day.
May we ask, that the music is kept to an acceptable volume, which does not exceed the 65db limit. This is the same volume as talking as you would do normally. Please be mindful of other exhibitors around you and ensure your music playing in the background is not exceeding this and can only be heard on your stand.
It is a condition of your taking a stand at the exhibition that:-
You complete the appropriate licence application form if you intend to play music,
You do not exceed the sound level of 65 db.
You provide accurate information about your intention to play music and pay to us the license fee forthwith upon request.
You do not play music on your stand unless you have made an application and paid forthwith upon request of a licence.
We are fully indemnified by you against a claim made against us for any non-payment, omission or infringement connected with the licensing requirements for playing recorded music on your stand.
If you intend to play music on your stand at any time during the show, you should complete the form AND return it by 1st FEBRUARY. An invoice will be forwarded for the appropriate fee.
BADGES & PASSES
Please see section 4 for information on how to apply for your badges & passes for the event.
BANKING FACILITIES
There are two ATM’s in the National Hall and 1 in the Foyer. There is a Natwest cash point outside the National Hall.
The nearest banks are:-
Barclays Bank 74 Kensington High Street020 7221 3485
HSBC92 Kensington High Street020 7301 1000
Lloyds Bank112 Kensington High Street0845 309465
Royal Bank of Scotland175/177 Kensington High Street020 7937 3210
There are also ATM’s located on site.
Banners
Please contact the Sales Team if you wish to suspend a banner above your stand
BOUTIQUE & DESIGNER AREA
Exhibitors in the boutique and designer areas are reminded we ask for certain criteria to be adhered to. The organisers request that the products retail at a minimum of £850.00 in the Boutique Area and £1500.00 in the Designer Area. Sample dresses are permitted for visitors to try on, however we ask that you do not use your stand as an opportunity to “sell off” past seasons sample stock to be taken away on the day. We ask that stands in this area reflect a relaxed and elegant experience and request that subtle “sale” signage be kept to a minimum.
Broadcasting of Music
If you intend to broadcast music on your stand you are required by law to obtain a music licence from Phonographic Performance Limited (PPL) and the Performing Rights Society (PRS). IT IS YOUR RESPONSIBILITY TO DO THIS.
Phonographic Performance Limited is required for all exhibitors for the use of all sound recordings. They collect the royalties on behalf of the record label.
Broadcasting of Music – Continued
Performing Rights Society administer licences for music played on CD, DVD, tape, video and also Live Music. They collect the royalties on behalf of the songwriter and composer.
These companies issue a licence and levy a tariff for each stand that plays music during a show. The tariff is calculated for each day on which the music is played.
It is our position that exhibitors are solely responsible for obtaining any licence required to play music on their stand. However, an administrative arrangement can be entered into between organisers, who are members of the Association of Exhibition Organisers & the licensing bodies for a licence to be obtained on your behalf. You will in due course be invoiced for the cost of your licences.
It is a condition of your taking a stand at the exhibition that:-
You complete the appropriate licence application form if you intend to play music,
You do not exceed the sound level of 65 db.
You provide accurate information about your intention to play music and pay to us the license fee forthwith upon request.
You do not play music on your stand unless you have made an application and paid forthwith upon request of a licence.
We are fully indemnified by you against a claim made against us for any non-payment, omission or infringement connected with the licensing requirements for playing recorded music on your stand.
If you intend to play music on your stand at any time during the show, you should complete the form AND return it by 1stFEBRUARY. An invoice will be forwarded for the appropriate fee.
BUSINESS FACILITIES
Please note that there is there is a business centre in the Olympia Management Offices that offers free internet access and other services that are chargeable e.g. photocopying. Exhibitors are advised to ensure that they bring sufficient quantities of their own literature. A limited copying and faxing service is available through the Olympia Management Office for which a small fee is charged. This is located on the gallery of the Grand Hall.
CAR PARKING
During build up and breakdown, exhibitors can load and unload from the loading bays after which all vehicles must be confined to the car parks. No overnight parking is permitted in or around the perimeter of the Exhibition buildings. All exits must be clear of vehicles one hour before the show opens to the public. Any vehicle still blocking exits by this time will be towed away, for which a charge will be made plus a parking fee.
Exhibitors may now pre-book spaces by credit card by logging onto by calling the new dedicated telephone booking line on +44 (0) 871 871 9809.
Full location details, prices, height restrictions and opening times are detailed on the website. Group bookings may only be made via the telephone booking line.
This system will be ticket-less so don’t forget to bring the credit card used for booking with you.
Car parking with Disabled access
Disabled parking is available (please refer to location map). Please note, this is a chargeable facility, as indicated on the Olympia website
CARPETS
Silver carpet is provided as standard at no extra charge to exhibitors. Exhibitors in the Designer Area are provided with Black carpet. Exhibitors in the Boutique Area will be carpeted in cream. The show aisles will be the brand colour.
CATERING
Exhibitors who would like to provide stand hospitality such as food or drinks to visitors must order this through Levy Restaurants.
Only food purchased on-site at Olympia or through their catering suppliers Levy’s can be consumed within the complex. A range of catering outlets will be operational throughout the tenancy period. During build up the café bar will be open from 10am. For further information and contact details on Private Dining and Stand Catering please contact Levy’s on 0207 370 8156 or click
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 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.
Exhibitors requiring locked areas on stands to be cleaned must deposit a duplicate key stating stand number with the organisers prior to the exhibition opening. This key will be returned to the organisers on the last open day of the exhibition. Exhibitors are requested to keep gangways as clear as possible at all times.
CLOAKROOM
Cloakrooms are situated on entry to the hall, and are opened from half an hour before the event opens until half an hour after it closes. A charge of £1 per item is payable by customers.
CONGESTION CHARGING ZONE
Olympia is not situated within the charging zone.
For more information please refer to the website at: or you can view the western extension map at:
DAMAGE & DILAPIDATIONS
Please remember that any damage caused to the Exhibition building itself or the stand supplied, by you or your contractors is your responsibility. You will be charged for any damage that you do not make good.
DISABLED FACILITIES
Olympia offers full access to the National Wedding Show to people with disabilities. If further assistance is required on site, please contact the Organisers or one of the Show Stewards. A limited number of wheelchairs are pre bookable on a first come first served basis. Please call 0207 370 8070. Information is also available at
It is the responsibility of individual exhibitors to ensure that people with disabilities can gain access to their stand. Under the DDA, exhibitors must take reasonable steps to ensure the products and services they offer from their stand are available to all visitors. This doesn't just mean wheelchair access; for example, consider large print. Further advice is available on the Direct Government website:
DRAPING, DECORATIONS, ARTIFICIAL FLOWERS, CANDLES
All decorations, draping and artificial flowers used for stand dressing must be flameproof and comply with all Fire & Safety Regulations as detailed at the rear of this manual. Copies of all appropriate certificates should be available for inspection on site. Should you need to purchase fire-retardant spray, this can be purchased from Leyland SDM,361-365 Kensington High Street, Kensington,London,W14 8QZ, Tel 020 7602 9099.
Please note that under no circumstances are display candles to be lit on any stand at any time.
Please note that the use of projectors, gobos, and helium balloons is not permitted without the prior approval of the organisers. Please contact Lucy Oliver Cox on 07771 628132.
If you are given permission to use helium balloons on your stand you must ensure that they remain within your stand space and are not placed above your stand or through the muslin ceiling. You will also be asked to sign a disclaimer, as you will be liable to pay for the retrieval of any balloons should they escape from your stand.
EMERGENCY PROCEDURES
A copy of the Emergency Procedures and other important details are included within online manual. A copy will also be distributed onsite in your welcome pack. It is each exhibitor’s responsibility to ensure that all of their own staff and contractors are familiar with these procedures.
FIRST AID
The First Aid Centre is located at the venue and will be open at all times including Buildup and Breakdown. Please contact the organisers or a show steward for assistance.
Please contact extension number 2666(externally 0207 598 2666) with all respects to report any accidents or for ambulance assistance. The organisers should be made aware of any accidents and requests for medical assistance.
FURNITURE
If you require any furniture for your stand, please view the website of our recommended supplier Europa International Anna Marszakekvia email - or telephone: 020 8676 0062.An order form to hire furniture is located at the rear of this manual.
GOODS REMOVAL
To help maintain a high level of security, any exhibitors wishing to take goods out of the exhibition hall after the build-up period of the exhibition should hand to a duty security guard an official Goods Removal Form. This form should be duly completed and endorsed by a representative of the National Wedding Show. These forms are available from the Exhibition Organiser’s office. Anyone attempting to remove equipment without the form will be escorted to the Organiser’s office.
HANDS ON TREATMENT
Exhibitors should inform the organisers as soon as possible if they intend to use or offer any hands-on treatments. Any hands on treatment will require a licence, unless you are providing a doctor onsite to oversee treatments only throughout the open period. We will need details of the qualifications, public liability insurance and risk assessment for anyone carrying out hands on treatments, and we need to notify the local authority 35 days before the show takes place. Please complete form 2B in the manual and return it, along with your public liability insurance, qualifications, and details of the demonstration taking place – e.g. teeth whitening, hair demonstrations, make up demonstrations, food & drink sampling to Select Services International Ltd Chantry House High Street Coleshill Birmingham West Midlands B46 3BP UK. T: 01675 466622. F: 01675 467097
HOTEL ACCOMMODATION
To arrange accommodation please contact The K-West Hotel on 020 8008 6600 and quote National Wedding Show subject to availability.