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Accidents
If you are involved in or witness an accident at any point during the tenancy of the exhibition, however small, it is your responsibility to report it to the Organiser's Office.
Accommodation
Event Express are the official accommodation agent for the event. To make a booking, please refer to the link in the Order Forms & Deadlines tab.
Please beware of hoax accommodation agents. If you have any concerns regarding this, or for more information, please refer to the AEO Website.
Activities and Demonstrations
Should you wish to carry out any demonstrations on your stand, please complete the Health & Safety Declaration form in the Order Forms & Deadlines tab or email The Operations Team. The Organiser's reserve the right to curtail any practice which they consider dangerous or detrimental to the show or surrounding exhibitors. Please note:
- Exhibitors must advise the Organiser's if they intend to offer any treatment, therapy, massage or similar services on the stand, as special licences from the Local Authority may be required
- Any exhibitor wishing to operate machinery or carry out mechanical demonstrations on their stand must ensure that these practices constitute no safety hazard, nor interfere with the activities of visitors and exhibitors
- All moving parts must be effectively guarded and controls sited beyond public reach
- All seating for the public should be contained within your stand area and comply with the eGuide
- Exhibitors should not engage in any activity or employ any purpose or device that tends to create unreasonable congestion in the gangways. Demonstrations should be planned to take place in the centre of stands to give room for the audience
- Exhibitors are reminded that sound must be kept to a level below 80 decibels. This level will be monitored within the exhibition area
- If you are unable to provide a Risk Assessment for any activities taking place on the stand (when requested), all demonstrations must cease until a Risk Assessment has been completed to the satisfaction of the Organiser. In the case of a dispute, the decision of the Organisers and its appointed representatives is always final
Armoured Vehicle Transportation
The official supplier for the show is BRINKS. As they are our Official Supplier, their armoured vehicles will have fast and priority access directly into the hall. Please contact them using the details in the Order Forms & Deadlines tab.
For security purposes, please inform us if you will be using a different supplier: jsops@closerstillmedia.com
Audio Visual
The official supplier for the show is PSPAV, their order form and contact details can be found in the Order Forms & Deadlines tab.
Badges & Passes
As you’d expect, there will be a heightened level of security at the show, and so access onsite will only be permitted with a verified pass. No one will be permitted into the exhibition hall during build, open or breakdown without the appropriate pass.
To help make the badge registration process as smooth as possible for you and your team, all persons onsite will be asked to register for a badge including a photo which must meet the below criteria (think passport photo):
- Be current.
- Be close-up of the full head and shoulders.
- Be forward facing/looking straight at the camera.
- Have eyes open and visible (no sunglasses, or red eye).
- Have no other persons in the photo.
- Be taken against a plain background which is in clear contrast to the individual.
There will be Security with scanners at each entry point to the hall, including along the Lorry Way, and all persons will be scanned each time they enter.
All badges must be registered for in advance of the event and always worn whilst on-site. Please refer to the Exhibitor Badges link found in the E-Zone to register for an exhibitor badge, and the Build & Breakdown Pass link in the Order Forms & Deadlines list section within this technical manual for access during Build-Up and Breakdown times.
- Build: All exhibitors and contractors must have a Build & Breakdown Pass to access the hall. This pass will also be valid for breakdown.
- Open: Every member of staff working on the stand during the open period of the event will be required to wear an Exhibitor Badge, which can be collected after 14:00 on the day of build from Registration. Build & Breakdown Passes will not permit access during event open times.
- Breakdown: All exhibitors and contractors must have a Build & Breakdown Pass to access the hall. This pass will also be valid for build.
Banking Facilities
There are chargable ATMs within Olympia National Hall.
Business Facilities
There are no Business Facilities at the venue.
Canvassing
All exhibitors are advised that unless they have a contractual agreement with the event organisers, all promotional activity including literature distribution is restricted to the limits of their stand. If you are approached on your stand by unwelcome visitors trying to sell their products, please take a business card and inform the Organisers Office immediately.
Catering & Corkage
The Food Safety Act 1990 and Regulations made under it aim to ensure that all food offered to the public is safe to eat. Part of the Environmental Health Officers role is to carry out checks on Food Safety and Hygiene to ensure compliance with the legislation.
A full range of catering services are available to exhibitors, from full hospitality to the provision of snacks and beverages from the in house caterers (HOST) only.
The in-house caterers hold the sole right to supply all food and beverages consumed on-site at Olympia London. They can supply a full range of food and beverages to your stand and arrange waitress service.
No food or drink may be sold from your stand.
Children
Local Authority Health & Safety regulations prohibit the presence of under 16's in the halls during build up and breakdown. The Exhibition is a trade event and the nature of the exhibits during the open period will reflect this, as such it is not a suitable environment for children. There are no crèche facilities at this event.
Cleaning
All stand carpet will be cleaned on the night before each open day. This does NOT include the cleaning of actual exhibits. If you require such services, please contact Olympia Cleaning on cleaningservices@olympia.london.
Where stands are constructed with offices or interiors, or if a night sheet is being used, duplicate keys that are clearly labelled should be left with the Organiser's Office to allow access for cleaners.
Exhibitors requiring emergency cleaning during the exhibition should contact the Organiser's Office. Whilst light cleaning will be possible during show opening hours, vacuuming will not be possible until after the close of the show.
Please dispose of any liquids to avoid spillage and damage to the carpets. Waste materials should not be abandoned on site or deposited into the venue waste disposal containers or skips without the venue's prior agreement. If you require such services, please contact Olympia Cleaning.
Please note: It is the exhibitor's responsibility to remove all stand materials, packaging, and waste from the hall. Any waste left in the halls will be charged back to the exhibitor at £500+VAT.
Cloakrooms
The cloakroom is open 30 minutes before show opening, until 30 minutes after show close. Prices stated below.
- £2 per coat
- £2 per small bag and umbrella
- £5 per large bag
Columns
If you have a column on your stand, please email The Operations Team if you need exact dimensions.
COSHH
Under COSHH, the use of all toxic and hazardous substances is prohibited without written approval from Olympia London. Applications should be accompanied by a COSHH assessment including details of measures taken protecting employees & workers on adjacent stands and they should be submitted to the Organiser at least one month prior to the exhibition.
Crime Prevention Advise & Guidance
- Exhibitors should consider using BRINKS, for the transportation of high-level goods to and from the event.
- Do not openly reveal your movements or the merchandise you intend to showcase at event on social media.
- Never reveal details of your transportation plans.
- Remain vigilant to distraction techniques when entering and leaving your vehicle.
- Ensure you arrange suitable plans for loading and unloading merchandise and if needed, book a space withing the Secure Room for items to be stored.
- If you become suspicious that someone is monitoring or following you on foot or in a vehicle, notify the police and if you feel under immediate threat dial 999.
- Whilst exhibiting, be vigilant of distraction techniques. Carefully monitor the handling of merchandise by potential customers, never leave customers unattended or show them multiple items at one time.
Please download further security advise/guidance from SaferGems via the following links:
Crime prevention advice for traders
Hostile surveillance on traders & reps
Reminder to report anything suspicious
Deliveries
Please note that neither the Organiser nor the Venue can accept responsibility for items that require a signature – you must ensure that there is someone available on your stand to receive such items, or direct them to the GES Logistics desk onsite. Deliveries can only be made during the official build-up period, and should not be arranged prior to, or after tenancy. Please note that many courier companies do not deliver or collect at weekends.
Your Contact Name / Your Mobile Number
Your Stand Number / Your Company Trading Name
Jewellery Show 2024
Olympia National
Olympia Way
London
W14 8UX
If you are unable to receive a delivery, please contract GES Logistics who will be able to quote for signing, storing, and delivering your items to your stand when you arrive. Please refer to the Logistics section in the Order Forms & Deadlines tab.
Disabled Access
The venue has facilities available for exhibitors and visitors. Should you have any queries, please contact the venue directly on +44 (0) 207 385 1200 or visit their website http://www.olympia.co.uk/visiting/disabled-access.
Emergency Procedures
Please pay careful attention to the Emergency Procedures located in the Order Forms & Deadlines tab.
Equality Act 2010
Please note that all exhibitors are expected to comply with the Equality Act as far as is reasonably practical. For more information please read the following link: http://www.direct.gov.uk/en/DisabledPeople/RightsAndObligations/DisabilityRights/DG_4001068 .
For venue information, please click here.
To discuss any onsite requirements you may have, please contact The Operations Team.
Fire Points
Please ensure you familiarise yourself with the Emergency Procedures in the Order Forms & Deadlines tab.
Fire extinguishers (water type) will be distributed at the Fire Officer’s discretion. Under no circumstances may these be moved and exhibitors will be charged for their replacement. At least two people on each stand should be familiar with the use of fire extinguishers.
First Aid
Should you require first aid assistance, please contact the Organiser's Office or Olympia control on +44 (0)207 598 2411.
If urgent medical assistance is required do not call the emergency services direct but contact Control on +44 (0)207 598 2666 and they will co-ordinate the medical team and the emergency service arrival.
Gangways
- Build Up
- For Health and Safety reasons there will be no off-loading of exhibits or stand fitting materials into the gangways under any circumstances
- Gangways MUST be kept clear at all times and anything left in any gangway will be deemed as rubbish by the cleaners and removed
- During the show
- Please note the gangways are not part of your stand. All staff and exhibits must be contained within your stand space and all gangways must be kept clear at all times
Insurance
Any loss or damage that may occur during the show should immediately be notified to the Organisers and Security on-site. Please note that Exhibitor insurance policies do not cover stand contractors and any subsequent sub-contractors, and as such, contractors are now required to submit proof that they have adequate insurance cover. Exhibitors need insurance cover (5M Public Liability).
Internet
eForce provide free un-supported Wi-Fi at Olympia London. If you need a faster supported service, please visit the Internet section of the Order Forms & Deadlines tab.
Lost Property
Lost property will be handed to security and after the show closes it will be logged and held in Olympia London. Should you lose anything onsite, please visit the organisers' office. Should you need to contact Olympia London post show regarding your lost property, please email LostProperty@olympia.london
Maintenance & Repair
Maintenance work to stands must be conducted prior to the event opening, or after the close of show, by prior arrangement with the Organisers. No maintenance is permitted during the event's open hours..
Music Licences
If you wish to play music on your stand, you must purchase a license from PPL/PRS, please click here for more information and to purchase a license.
Organiser's Office
The Organiser’s Office will be staffed at all times. If you have any queries, feel free to come and see us at any time. Contact details will be distributed closer to the event.
Photography
PLEASE BE ADVISED THAT ALL FILMING AND/OR PHOTOGRAPHY CAPTURING THE PRODUCTS OF OUR EXHIBITORS IS STRICTLY PROHIBITED, WITHOUT THE EXHIBITOR’S PERMISSION.
IF YOU DO NOT WISH TO APPEAR IN ANY IMAGES CAPTURED BY THE ORGANISER, PLEASE CONTACT DATAPROTECTION@CLOSERSTILLMEDIA.COM.
To avoid unnecessary canvassing of exhibitors, an official photographer has been appointed to undertake all photography for the show. No other photographers will be allowed into the hall without prior written consent from the Organisers. To request a photographer to be onsite, please contact the CloserStill Media marketing team using the details in the 'Contact Us' section.
Public Address System (Tannoy)
The public address system is for use by the Organiser’s and Authorities only. During the open period, only official and emergency messages will be broadcasted.
Rigging
Rigging is permitted above stands only where purchased as part of a sponsorship opportunity with your CloserStill Media sales representative. Stand plans with rigging, or rigging orders received by the venue, will not be processed without confirmation that the sponsorship agreement is in place.
If an agreement is in place:
- Banner plans (including dimensions / weight / materials / rigging points, etc.) must be submitted to Select International Events for structural approval, and Outback Rigging for Rigging.
- Banners must be rigged within the boundary of your stand space and should have a 2m clearance between the tallest point of the stand and the bottom of the banner.
- NB: If the banner is deemed as complex then it will be subject to an additional structural engineer inspection fee, as per your contract.
- Lighting rigs will be allowed provided they conform to the regulations governing their use, for example:
- Between 6m and 8m from the hall floor but with a minimum clearance of 2m from the highest point of the stand.
- No graphics or decorative material may be displayed upon the lighting rig.
Secure Room
A Secure Room is available to store your items, and will be manned 24-hours a day throughout tenancy. If you would like to book storage within the room, please complete and return the order form in the Order Forms & Deadlines tab no later than Friday 23rd August. Payment must be received prior to the event in order to use the room.
Due to the security measures at the event, please note:
- Storing items in the Secure Room is by pre-booking only. Exhibitors will not be able to arrange storage once onsite.
- We will only share details about the arrangements for the Secure Room once a booking form has been received.
- The location of the room will not be shared until closer to the event.
Security
The 24hr security provided by the Organisers is designed to prevent unauthorised access to the hall, NOT to secure the contents of your stand. Exhibitors are advised to not leave their stands unattended during build up, breakdown or the open period, and to take particular care with items of value such as mobile telephones and laptop computers.
If you would like to hire Security for your stand, please contact our Official Supplier The Event and Exhibition Partnership Limited (EEP): +44 (0) 7966 534303. EEP will be able to help with the below:
- Security personnel 24 hours cover
- Day time security for your stand
- Stand alone CCTV for your stand
- General Advice
Please help the organisers with the security of the halls by informing the Organiser’s Office immediately of any security issues. Neither the Organisers nor the venue can be held responsible for any loss or damage to stands or exhibits.
Details of our Secure Room will be emailed to exhibitors closer to the event. If you have any queries on this, please email jsops@closerstillmedia.com.
Site Survey
It is each exhibitor’s responsibility to examine their allocated site in order to avoid adjustments to stand structures or displays, as variations in the floor level or obstructions cannot always be indicated on the floorplan. In your own interest, you should also satisfy yourself as to the condition of your site both before erection and after clearance.
Smoking
Olympia London Ltd implements a non-smoking policy for the duration of the tenancy. If you wish to smoke, please exit the hall via the main entrance/exits. This also applies to e-cigarettes and vaping.
Storage
There are no storage facilities at the Venue. Any company requiring storage or freight services should contact the official Shipping and Storage contractor for a quotation. Please refer to Logistics form in the Order Forms & Deadlines list section.
You are also advised that fire regulations prohibit the storage of empty crates, packing materials, and exhibits behind stands.
Vehicles on Stands / Mobile Trailers
The Organisers must be notified in advance of any mobile units or motor vehicles being brought into the halls for positioning on your stand, so that a suitable delivery and collection time can be arranged without risk to both the vehicle and pedestrians. Please email The Operations Team with details.
Waste Disposal
You are required to remove all standfitting material and waste generated at the end of breakdown. Any rubbish left in the hall will be skipped by the Cleaning Department and a charge of £500 per skip load will be charged to the relevant exhibitor. We will be taking digital photos of each area as proof and an invoice will be sent to you after the event.
Please contact the cleaning department on cleaningservices@olympia.london for a quotation on skip hire.
Please note that waste materials, however innocuous, should not be abandoned on-site, discharged into the drainage system nor deposited in Olympia London waste disposal containers or skips. The cost of any clearing, repairs to the drainage system or of making good any other damage caused by such unauthorised discharge will be passed to the relevant exhibitor. Disposal of such substances are subject to "Control of Substances Hazardous to Health Regulations 1988" (COSHH). Toxic waste shall be placed in closed containers, marked accordingly, and special arrangements made with Olympia London regarding their disposal.
Should it be necessary for waste material to be removed, the Cleaning Department can provide quotations for special skip hire.
