Jewellery Show 2024 Technical Manual

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WELCOME

Welcome to the Technical Manual for this year's exhibition and thank you for booking your stand.

This is a designated area to help you with your stand preparation.

What should I do next?

Your Order Forms & Deadlines list is a good place to start. It details any compulsory tasks you need to complete, such as your:

  • Health & Safety Declaration Form
  • Build & Breakdown Passes
  • Risk Assessment
  • Additional services you may wish to order for your stand (e.g., electrics, furniture, graphics, etc.)

Please note all completed forms are received by the relevant contractors and are not kept on one central system. It is important that you maintain your Order Forms & Deadlines list yourself.

The timings of the exhibition can be found in the 'Event Timetable' tab, and a full list of our appointed contractors are shown in the Order Forms & Deadlines list tab.

Help is always close to hand, so please feel free to contact any of the team using the details in the 'Contact Us' tab. We will be happy to assist you with any queries or concerns you may have.

We look forward to working with you over the next few months!

Kind Regards,

The Operations Team

Industry related scams

Exhibitors may be targeted by companies claiming to be us, or working with us, using existing event branding which may appear genuine. In the past this has included directories and hotel bookings, but companies are now also claiming they can sell visitor data from events. This is not the case. 

Exhibitors need to be vigilant, read the small print, and inform their staff, marketing, and finance teams about the risk of scams. Please also check with us if you receive anything you are not expecting or are unsure of.

Please check the small print of any document that you have been sent before signing, and refer to this link - www.aeo.org.uk/expoguide, to ensure that any company you are planning on working with is either one of our official contractors, or a reputable company within the industry.

ORDER FORMS & DEADLINES

All completed forms are received by the relevant contractor and are not kept on one central system, therefore it is important that you maintain your Order Forms & Deadlines list yourself. If you have any queries, please go directly to the relevant contractor using the details below.

Please ensure you complete and return the forms by the specified deadline dates to ensure you receive the best price for the service.

Your data; including name, address, email and telephone will be passed to the official exhibition contractors. They will not be passed to any third parties under any circumstances.

 Compulsory Task List
Tasks  Due Date Contact Details Action

Build & Breakdown Passes

Saturday 31st August  Circdata
+44 (0) 1635 588 480
csmexhibitors@circdata.com

 COMING SOON

Emergency Procedures

Please Read Olympia London
+44 (0) 207 385 1200
olympia.london/contact-us
 Click Here

Health and Safety Declarations

Friday 2nd August The Operations Team
+44 (0) 20 7348 1841
jsops@closerstillmedia.com
 Click Here

Risk Assessment (All Stands) 

Complete & Bring

The Operations Team
+44 (0) 20 7348 1841
jsops@closerstillmedia.com

 Click Here

Venue Site Map

Please Read

Olympia London
+44 (0) 207 385 1200
olympia.london/contact-us

 Click Here
Voyage Control Saturday 31st August  Olympia London
support@voyagecontrol.com
COMING SOON
Shell Scheme Compulsory Task List 
Tasks  Due Date Contact Details  Action 
Shell Scheme Specification      Please Read Creative Live
+44 (0) 1676 545 410
sales@creativelive.uk
 Click Here
Nameboard Form Friday 16th August Creative Live
+44 (0) 1676 545 410
sales@creativelive.uk
 Click Here
Space Only Compulsory Task List
Tasks      Due Date Contact Details Action 
Space Only Stand Plan Submission  Tuesday 25th July Select International Events
+44 (0) 203 873 7107
james@selectiel.com
 Click Here

 Optional Task List

Tasks     Due Date     Contact Details          Action
Accommodation ASAP

Event Express
+44 (0) 1905 732 737
reservations@eventexpressuk.com

 Click Here
Armoured Transport Services Friday 30th August BRINKS
+44 (0) 207 067 1980
djcustomerservice@brinks.com
 Click Here
Audio Visual Equipment Friday 23rd August PSP AV
+44 (0) 121 486 3288
screenhire@pspav.com
 Click Here

Catering

Friday 16th August

HOST Olympia
+44 (0) 204 558 3144
info@host-olympia.london

 Click Here 

Cleaning Friday 2nd August Olympia London
+44 (0) 207 598 2510
cleaningservices@olympia.london

 Click Here

Electrics (e.g. Lighting & Power)

Thursday 1st August

Creative Live
+44 (0) 1676 545 410
sales@creativelive.uk

 Click Here
Flooring & Platforms Friday 2nd August Creative Live
+44 (0) 1676 545 410
sales@creativelive.uk
 Click Here
Floral Friday 2nd August Vista Events
+44 (0) 7740 600087
info@vista-events.co.uk
 Click Here
Furniture Friday 2nd August Creative Hire
+44 (0) 1676 545 410
sales@creativelive.uk

 Click Here

Tableau Cabinet Display Hire
+44 (0) 208 540 6779
sales@tableaudisplay.co.uk

 Click Here

Graphics (e.g. Stand Panels)

Friday 2nd August

Full Vision
+44 (0) 203 866 4444
exhibitor@fullvision.co.uk

 Click Here
Internet Thursday 1st August

eForce, Olympia London
+44 (0) 2075 98 2400
sales@eforce.co.uk

 Click Here
Logistics Friday 16th August

GES Logistics
+44 (0) 121 782 4433
event.logistics@ges.com

 Click Here
Security Friday 2nd August The Event and Exhibition Partnership Limited
+44 (0)7966 534 303
charlotte.eaglesham@eepteam.com
 Click Here​​​​​​
Secure Room Friday 2nd August

The Operations Team
+44 (0) 20 7348 1841
jsops@closerstillmedia.com

 COMING SOON

Shell Scheme Extras (e.g. Shelving, Storage, Walling & Carpet Change)

Thursday 1st August

Creative Live
+44 (0) 1676 545 410
sales@creativelive.uk

 Click Here
Venue Services (e.g. Air, Gas, Pipe Services, Water & Waste) Friday 2nd August ATD Venue Services
+44 (0) 1279 507 890
atdvenueservices@atdelectrical.com

 COMING SOON

 

 

 

EVENT TIMETABLE & TECHNICAL FLOORPLAN

Technical Floor Plan

To download a copy of the technical floor plan, please contact The Operations Team.

Timetable

 Build 
 Saturday 31st August 2024                               08:00 - 14:00                

Space Only - Stand Construction

  14:00 - 20:00  Shell Scheme & Space Only - Stand Dressing

 

 

 

 Open 
 Sunday 1st September 2024                                                  *09:00 - 17:00                                         
 Monday 2nd September 2024                  *09:00 - 16:00         
*Exhibitor access from 07:00hrs

 

 Breakdown
 Monday 2nd September 2024             16:00 - 17:00               Shell Scheme                                         
    17:00 - 22:00      Space Only

 

Please Note

  • All complex and space only builds must have completed construction by 14:00 on Sunday 31st August in order for the certificate of structural integrity to be issued.
  • No space only contractors will be allowed onsite to deconstruct their stand until 17:00 on Monday 2nd September.
  • Power on each open day of the event will terminate 30 minutes after the exhibition closes, unless a 24hr supply has been ordered via Creative Live (the official electrical contractor). 
  • It is a contractual requirement that your stand is not dismantled in any way, nor products removed, and that your stand remains staffed until the event has officially closed, and the hall is clear of all visitors.
  • For security reasons, exhibitors are advised not to leave their stand unattended at any time during Build and Breakdown, and any items of value are not left on their stand overnight.
  • It is the exhibitor's responsibility to remove all stand materials, packaging, and waste from the hall. Please note a £500+VAT fee will be levied for the removal of discarded items.

SHELL SCHEME INFORMATION

Exhibitors who have booked a Shell Scheme stand will have a Creative Live's Quad Shell Scheme build. The package includes walling, carpet, fascia and nameboard.  For more information on your Shell Scheme stand, please view the Shell Scheme Specification in the Order Forms & Deadlines tab.

ISLAND SITES: Shell Scheme stands booked onto island sites will not have any walls.

Carpet

Dark Grey cord carpet is included within your shell scheme stand. If you wish to change the colour of your carpet, you can do this for an additional cost directly with the official contractor Creative Live, via the Order Forms & Deadlines tab. Your stand carpet must differ to the aisle carpet - please reach out to the Operations Team for more information.

If you would prefer to have a platform on your stand, these can also be supplied by Creative Live.  Please use the Shell Scheme Extras link in the Order Forms & Deadlines tab.

Electrics

Please note that electrics are NOT included with your stand booking.

As an exhibitor, it is your responsibility to order an adequate power supply for your stand. Failure to do this will result in delays on-site and can create a fire risk. The appointed Health & Safety Officer and Electrical Contractor will conduct on-site checks. In all cases the decision of the Organiser and its appointed representative is final.

Creative Live are the official electrical contractor, and responsible for conducting all electrical connections on stands. Pre-fabrication will be permitted but connection to the mains, and on-site wiring, must be conducted by Creative Live.

Please place your order via the Order Forms & Deadlines tab, under the 'Electrics (e.g Lighting & Power)' section.  Order by the deadline specified in order to avoid any surcharges. A grid plan must be submitted with the order form to ensure that the electrics are fitted as per your requirements. Should a grid not be submitted, the items will be positioned at the discretion of the contractor and charges may be levied for on-site changes. Exhibitors and their contractors are also advised to contact Creative Live to arrange a temporary power supply where needed, during the construction and deconstruction of their stand.

Basic Guidelines:

  • 500-watt sockets: PC computers, TVs, videos, spotlights to 500w, small refrigerator
  • 1000-watt sockets: domestic filter coffee machines, lighting up to 1000w
  • 2000-watt sockets: kettles*, machinery up to 2000w
  • 3000-watt sockets: hired coffee machines, machinery 2000w to 3000w

*These appliances are of varying power requirements dependent upon type and manufacturer. It is therefore essential that:

  • the reference tag or plate is fitted to each appliance, and is legible
  • the loading in watts or kW is stated
  • the appropriate size socket be ordered. 

Regulations: All electrical work must be conducted in accordance with the electrical regulations laid down by the local authority, IEE, Exhibition Venues Association, Health & Safety at Work Act 1974, British Standards Institution BS 7671 1992, and the Electricity at Work Regulations 1989. A full copy and advice on electrical installations can be obtained by contacting Creative Live.

NB: It is necessary for a stand in each block to house the mains box, however, we are unable to advise if it will be housed in your stand.

Furniture

Please note that furniture is NOT included with your stand booking.

Furniture can be hired from our official contractors, alternatively, you can use your own. Please refer to the 'Furniture' section of the Order Forms & Deadlines tab to place your order. Furniture should be ordered as early as possible to ensure the availability of stock.

When hiring furniture with our official contractors, they will deliver the items directly to your stand the day before the show opens and will collect it at the end of the show.

Graphics

Please note that graphics are NOT included with your stand booking.

You can order graphics for your stand with Full Vision. If you chose to do so, they will be placed on your stand before your arrival and removed after the end of the show. You can place your order before the indicated deadline in the 'Graphics (e.g. Stand Panels)' section via the Order Forms & Deadlines tab. 

If you are providing your own graphics, please ensure that the shell scheme panels are not damaged. For advice on what can be used to secure graphics, positions of poles, weight limits walls when applying plasmas/graphics etc., please contact Full Vision directly. Ensure you remove and take all your graphics with you after the event.

PLEASE NOTE: No items are to be fixed or suspended from the fascia nor ceiling grid, as this could affect the structural integrity of the stand as its parts are not designed to be weight-bearing. Creative Live are happy to provide advice where needed, and you must ensure that you consult with them if you do wish to do this.

Insurance

Any loss or damage that may occur during the show should immediately be notified to the Organiser and Security on-site. If you do not have adequate insurance to cover your activity at this event, please contact your account manager via the 'Contact Us' tab where cover can be arranged for an additional charge.

Nameboard

All shell scheme exhibitors will be provided with a fascia nameboard on their stand, which will display your stand number and company name in uppercase. The name printed on your nameboard will be the company name you submit for your show guide entry, any amendments to this will incur an additional fee. The colour will be as per the show brand, unless a branded nameboard is ordered directly with Full Vision (please note there is an additional charge for a branded nameboard).

SPACE ONLY EXHIBITORS

Exhibitors who have booked a space only stand will have an area of empty space on the show floor. Nothing is provided for you by the Organiser within this space, therefore you should appoint a stand contractor to design your stand, lay your flooring, build your wall(s), etc.

Exhibitors must notify our stand plan approval contractor (Select International Events) as soon as possible with the name of their stand contractor. If you require assistance in finding a suitable contractor, please refer to the Space Only Stand Build Supplier within the Order Forms & Deadlines list.

Alternatively, please visit the Event Supplier and Service Association's (ESSA) website, as they hold a list of recommended contractors within the industry: www.essa.uk.com/members (filter by ‘Design & manufacture bespoke stands').

Carpet & Flooring

Please note that carpet and flooring is NOT included with your stand booking.

Your stand carpet must differ to the aisle carpet - please reach out to the Operations Team for more information.  If you wish to order carpet or flooring via our official contractors, you can do this for an additional cost directly with them in via the Order Forms & Deadlines tab.

Electrics

Please note that electrics are NOT included with your stand booking.

As an exhibitor, it is your responsibility to order an adequate power supply for your stand. Failure to do this will result in delays on-site and can create a fire risk. The appointed Health & Safety Officer and Electrical Contractor will conduct on-site checks. In all cases the decision of the Organiser and its appointed representative is final.

Creative Live are the official electrical contractor, and responsible for conducting all electrical connections on stands. Pre-fabrication will be permitted but connection to the mains, and on-site wiring, must be conducted by Creative Live.

Please place your order via the Order Forms & Deadlines tab under the 'Electrics (e.g. Lighting & Power)' section, and by the deadline to avoid surcharges. A grid plan must be submitted with the order form to ensure that the electrics are fitted as per your requirements. Should a grid not be submitted, the items will be positioned at the discretion of the contractor and charges may be levied for on-site changes. Exhibitors and their contractors are also advised to contact Creative Live to arrange a temporary power supply where needed, during the construction and deconstruction of their stand.

Basic Guidelines:

  • 500-watt sockets: PC computers, TVs, videos, spotlights to 500w, small refrigerator
  • 1000-watt sockets: domestic filter coffee machines, lighting up to 1000w
  • 2000-watt sockets: kettles*, machinery up to 2000w
  • 3000-watt sockets: hired coffee machines, machinery 2000w to 3000w

*These appliances are of varying power requirements dependent upon type and manufacturer. It is therefore essential that:

  • the reference tag or plate is fitted to each appliance, and is legible
  • the loading in watts or kW is stated
  • the appropriate size socket be ordered. 

Regulations: All electrical work must be conducted in accordance with the electrical regulations laid down by the local authority, IEE, Exhibition Venues Association, Health & Safety at Work Act 1974, British Standards Institution BS 7671 1992, and the Electricity at Work Regulations 1989. A full copy and advice on electrical installations can be obtained by contacting Moyne.

Furniture

Please note that furniture is NOT included with your stand booking.

Furniture can be hired from our official contractors, alternatively, you can use your own. Please refer to the 'Furniture' section via your Order Forms & Deadlines list to place your order. Furniture should be ordered as early as possible to ensure the availability of stock.

When hiring furniture with our official contractors, they will deliver the items directly to your stand the day before the show opens and will collect at the end of the show.

Insurance

Any loss or damage that may occur during the show should immediately be notified to the Organiser and Security on-site. If you do not have adequate insurance to cover your activity at this event, please contact your account manager via the 'Contact Us' tab where cover can be arranged for an additional charge.

Please note that exhibitor insurance policies do not cover any stand contractors or their subsequent sub-contractors. As such, any stand build contractors you hire are also required to submit proof that they have adequate insurance cover.  Contractors erecting standard structures should have a minimum of £5,000,000 Public Liability and must be able to provide proof of Employer Liability insurance.

Stand Plan Submission

Stand plans need to be submitted to our stand plan approval contractor (Select International Events) by Tuesday 25th July via the Stand Plan Submission Form, which you can access in your Order Forms & Deadlines list. Failure to do so will mean that your stand could face delays in obtaining approval, and the Local Authority could prohibit your company from exhibiting at the show.

Below are the compulsory items you must submit as a space only exhibitor:

  • Stand Plans including 3D visuals, all dimensions, and elevations. If your stand is deemed as complex you will also need to submit structural calculations.
  • Risk Assessment
  • Method Statement
  • Construction Phase Plan
  • Public Liability Insurance Certificate (minimum £5m)

Please make sure to reference the Important Regulations section below when designing your stand, including the requirements around the stand walls. Scaled technical plans can be downloaded via the 'Floor Plan & Timetable' tab, and will show the location of the floor ducting on or near your stand.

Complex Structures

Complex structures are defined as any form of construction of any height, which would normally be designed by an engineer and/or has been found to provide significant risk via a Risk Assessment. All five documents stated above are to be submitted together with full structural calculations.

Examples of items classed as a complex structure include:

  • All third-party rigging
  • Custom built lighting rigs (inc. truss)
  • Raised walkways
  • Ramps
  • Sound/lighting towers
  • Stands over 4m in height (6m maximum)
  • Temporary tiered seating
  • Viewing/service platforms

NB: there is a complex fee chargeable as per your contract for any stand plans classed as complex, which will be charged by CloserStill Media direct to you or your contractor. This will cover the on-site assessments by our structural engineer, and their final safety certification of your stand. Please make sure that your contractor is aware of this charge to avoid delays in construction approval.

Important Regulations

All stand builds must comply with the regulations stipulated in the eGuide. Your final stand approval is always subject to onsite inspection. A structural engineer will be on-site during the build period to inspect ALL space only structures, in addition to those stands classed as complex. All stands must be completed by 14:00 on the day of build in order for sign off to be completed, and the structural safety certificate issued. Please consider the following when designing your stand:

  • Doors should be fitted with a vision panel of clear glazing at sight level (including for wheelchairs), giving a zone of visibility between 500mm and 1500mm above floor level. Doors should also be a minimum of 800mm, and open outwards in the direction of escape. Doors positioned on a gangway should be set back so that the door does not open into onto the gangway. 
  • Enclosed Areas: Alternative means of escape must be provided to any enclosed area, and maintained, with general and safety lighting (with exit notices) illuminated by both primary and secondary lighting systems.
  • Floors:
    • Carpet: When fixing your carpet, please note that only venue approved floor tapes may be used. You must remove all carpet tape at the close of the exhibition, charges will be levied for non-compliance.
    • Loading limit: The venue's floor loading is limited to 18kN per m2.
    • Platforms should be avoided wherever possible to provide level access to all:
      • Where the use of platforms is unavoidable, they should not exceed 170mm in height (one step) and consideration must be given to accessibility for people with disabilities in compliance with the Equality Act 2010.
      • The distance between supporting timbers of platforms constructed from battens (25mm thick minimum) and sheet materials (plywood or MDF, 18mm minimum), must not exceed 400mm from centre to centre.
      • Platform corners must be splayed, rounded, or angled to prevent sharp corners and tripping hazards.
      • Where a bevel edge is applied to the perimeter of a platform, it must be conspicuous.
      • Platforms must be of a strength and stability sufficient to carry and distribute the weight of the stand fitting, stand personnel, visitors, exhibits, and having regard to the venue's floor loading limits.
      • When laying platforms on your floor space, please pay special attention to the area marked out for your stand. Failure to build within the marked area will result in having to move or remove the platform so that your stand fits within the marked boundary. This will cause delays to your stand build, which must be completed within the existing build times. Furthermore, any costs incurred by the Organiser in delaying the gangway carpet being laid will be passed back to the relevant exhibitor. Please ensure your stand contractor(s) are aware of this.
  • Gangways must be clearly identifiable.
  • Height Restrictions: The permitted maximum construction height is 6m, however any stands exceeding 4m in height are required to submit structural calculations. Approval must be given by our structural engineers before the event. 
  • Materials: All construction materials must comply with the regulations stipulated in the eGuide, and flame proofed or purchased already treated by use of the appropriate chemical. Please note that artificial plants and flowers are combustible and give off toxic fumes, therefore not acceptable. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such.
  • Rigging: is permitted above stands, only where a media fee has been purchased as part of a sponsorship opportunity with your CloserStill Media sales representative. Stands plans with rigging, and rigging orders received by the venue, will not be processed without confirmation that a sponsorship agreement is in place:
    • Banner plans (including dimensions / weight / materials / rigging points, etc.) must be submitted to our stand plan approval contractor (Select International Events) by Tuesday 25th July, 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: there is a complex fee chargeable as per your contract for any banner classed as complex
    • 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.
      • Official rigging contractor will rig all structures.
      • No graphics or decorative material may be displayed upon the lighting rig.
  • Stairs: please refer to the guidance in the eGuide.
  • Stand Bridging is not permitted.
  • Stand Numbering: All space only stands are encouraged to display their company name and stand number prominently on their stand, so that they can be viewed from each approaching gangway. This will assist visitors in locating their position within the hall and finding your stand.
  • Travel Distance: Adequate means of escape must be provided, and the travel distances from any part of the stand to the gangway must not exceed 12m.
  • Walls:
    • Solid walls along gangways are not permitted.
    • Stands must be suitably opened so as not to cause offence to neighbouring exhibitors or breach fire regulations. 
    • One third of each open side must remain open, and no run of walling can exceed 4m in length. Should you wish for your wall to exceed these measurements, the walls must have natural breaks or see-through glazed panels (at least 1m wide), or other such features at regular intervals. Each stand will be assessed individually upon receipt of drawings.
    • The reverse of any wall over 2.3m in height facing into the exhibition and/or overlooks a neighbouring stand, must be finished in a neutral colour.
  • Welding will not be permitted unless a hot work permit is obtained from the Venue and is subject to advance submission of a method statement and risk assessment before any work is conducted on-site.

Recommended Space Only Contractors

It can sometimes be difficult to find reputable suppliers, please see below a non-exhaustive list of space only stand contractors to assist you on your space only stand build journey:

 Company  Contact Information  Further Details
ESSA Accredited Members  www.essa.uk.com/accredited/accredited-members#stand-contractors The scheme is an annual company-level H&S qualification, independently audited and provides demonstrable proof that a member company is operating at, and its management systems are at the required level to meet agreed industry standards whilst for those companies involved in construction, it additionally assesses against stage one requirements of assessing competence under CDM 2015.
Expositionists  Toby Milan
 T: +44 (0) 1707 390122
 E: toby@teamexpos.co.uk
 W: www.expositionists.co.uk
Expo has been designing and installing turnkey exhibition stands for over 30 years. We supply everything from off the shelf packages to fully bespoke projects featuring the latest technology and design elements. Our team of designers are at your disposable to help you fulfil all of your exhibition objectives and your hand will be held all the way through the process by a dedicated project manager. Our team will also complete all of the paperwork required by the organisers for your exhibition stand leaving you to focus on everything else that is on your desk! So, to see how Expo can help you to get the most from your exhibition participation, simple click this link, https://www.expositionists.co.uk/contact/, to receive a free design of how your exhibition stand could look.
GES Show Ready  Danielle Martin
 T: +44 (0) 7811 590 527
 E: showready@ges.com
 W: www.ges.com/exhibitor/emea/show-ready-stands
Show Ready is a completely sustainable solution for space only stands that is cost effective and simple. The package includes stand build, fabric seamless graphics, carpet, electrics, and lighting. Designed to make your brand pop and offering hassle free exhibiting.
Shareable Events  Fiona Aston-Levene
 T: +44 (0) 7973 499912
 E: fiona@shareable.agency
 W: www.shareable.events
Sharable Events are a leading specialist in modular design and build solutions, offering a full turnkey service to Closer Still Media exhibitors. With over 25 years’ experience of delivering a seamless and personal service to our clients, we understand the current pressures of maximising budgets and ROI while addressing the demand for a reduction in carbon emissions. Our Linx Modular system offers the perfect solution to creating new and inviting space-only stands with a focus on ‘Net Zero’ targets. Our design team can help with any size project and will offer a single point of contact from concept through to delivery.
Solutions2  Jessica French
 T: +44 (0) 121 351 1100
 E: hello@solutions2uk.co.uk
 W: www.solutions2uk.co.uk
Solutions2 are an award-winning, dedicated and professional team with one goal – to provide creative design, exceptional quality build and outstanding customer service. We’re a family-run business, established in 2001, offering extensive experience and a strong belief in the power of live events with a sustainable approach. Every project we undertake is designed, managed and built in-house at our West Midlands site so our clients can be sure of a personal service and regular communication. Solutions2 are ESSA accredited with our very own director Marija Erzen voted as ESSA Chair so you can trust in our end-to-end services for your next stand.
Skyline Whitespace  Chloe Retter
 T: +44 (0) 203 375 2252
 E: chloe@skylinewhitespace.com
 W: www.skylinewhitespace.com
For more than two decades we have worked with brands to design and build creative, cost-effective and sustainable exhibition stands utilising modular stand architecture with custom fabricated elements and large format fabric graphics. Our approach enables brands to create a unique and reconfigurable stand that can be used across multiple shows. We offer unlimited creative freedom, whilst reducing exhibitor carbon output by 70-80% compared to traditional stand construction.

 

CONSTRUCTION DESIGN & MANUFACTURING REGULATIONS (CDM)

In April 2015, the Health and Safety Executive introduced the Construction Design & Management Regulations (CDM) into the exhibition industry, to provide a framework to help ensure that your participation at this event is conducted safely. The regulations apply during times when the event is in construction/deconstruction, and the control measures differ for shell scheme exhibitors and space only exhibitors, so please read the relevant section below for you.

Shell Scheme Exhibitors

If CloserStill Media is building your shell scheme stand (via the official show contractor Creative Live), and you are not planning to construct anything within the stand (excluding stand dressing items, posters, furniture, AV) please skip ahead to the 'Health & Safety' tab.

Space Only Exhibitors

It is your responsibility, as an exhibitor, to ensure that all the roles required under CDM are fulfilled. You do not necessarily need to appoint three separate people for each role, as roles may fall under one person’s remit, but you must make sure that the below-listed duties are conducted regardless.

1. Individual Client: this is you as an exhibitor. You are primarily responsible for appointing a competent contractor to build your stand and making sure they have all the information needed to create a structurally sound and safe stand. Duties also involve:

  • Ensuring the below roles are fulfilled. Most of the responsibilities can be delegated to your stand designer/builder if you use one.
  • Ensuring that all construction work is conducted safely and within the times stated in this technical manual. This can also be delegated to your stand designer/builder if you use one. 
  • Employing competent staff for the work required.
  • Ensure all appropriate paperwork requested in this technical manual, including a construction phase plan, is submitted on time. Your stand designer/builder can also do this for you by completing the stand plan submission form.

2. Role 1. Principal Designer: this is the person in charge of the design of your stand. They must ensure that:

  • All planning, design and pre-construction work is conducted in accordance with the regulations in this technical manual.
  • Competent staff are employed for the work required.
  • They produce and submit all appropriate paperwork requested in this technical manual on time, including a construction phase plan, and prepare an onsite health & safety file.
  • The event's welfare and emergency gangway floor plan, health & safety documentation, and site safety rules are shared with your appointed contractors in advance of the event.

3. Role 2. Principal Contractor: this is the person who is in control of the build and breakdown of your stand. They must ensure that:

  • Work is conducted as per the documentation approved by Select International Events, with no risks to health & safety.
  • Competent staff are employed for the work required.
  • The event's welfare and emergency gangway floor plan, health & safety documentation, and site safety rules are shared with their staff and any appointed sub-contractors in advance of the event.
  • Access on to your stand is restricted depending on the work being conducted at the time (e.g., appropriate PPE is worn where appropriate).
  • All staff onsite for build-up and breakdown have registered for their own build & breakdown pass and have either a printed or electronic copy to hand before coming onsite. A link will be sent with the stand plan approval from International Select Events.
  • They consult with the onsite organiser's Operations Team and their appointed Floor Managers.

4. Role 3. Sub-Contractor: this is the person working on the stand either under or alongside the principal contractor. They must ensure that:

  • Work is conducted as per the documentation approved by Select International Events, with no risks to health & safety.
  • Competent staff are employed for the work required.
  • Adequate information and training are provided to the onsite team.
  • All staff onsite for build-up and breakdown have registered for their own build & breakdown passes and have either a printed or electronic copy to hand before coming onsite. A link will be sent with the stand plan approval from International Select Events.
  • They consult with the onsite principal contractor, the organiser’s operations team and their appointed floor managers.

There are instances when you, as the exhibitor, could be all the above roles if you plan, design, build and breakdown your own stand. If this reflects your situation, you will need to submit a construction phase plan along with all appropriate paperwork requested in this technical manual.

Safety Planning Supervisor

The Organisers recommend that you also appoint a safety planning supervisor to manage your stand build's on-site health & safety delivery. This supervisor will have specific responsibility for managing health & safety (including the provision of proper information and instruction, training, guarding and supervision of all parties concerned through the show), and be responsible for the undertaking the health and safety requirements listed in this technical manual.

HEALTH & SAFETY

Key Requirements

  • Health & Safety Declaration Form: All exhibitors MUST complete and submit this by the deadline given to indicate their commitment to health and safety at the exhibition. This can be found in the Order Forms & Deadlines list section of the technical manual.
  • Risk Assessment: All exhibitors must complete a risk assessment (RA) for the exhibition, which covers the activities taking place on your stand during the open period of the event. This does not need to be sent to us, although you must be able to produce it on-site if called upon to do so. 

Exhibitor Responsibilities

As an exhibitor, you must ensure the health, safety, and welfare of your employees, contractors, and visitors as far as is reasonably practicable throughout the exhibition. You should also ensure that your actions (or in-actions) do not give rise to accidents, injuries, or unsafe working environments. You must provide proper information, instruction, training, and oversee all parties working for you throughout the show's tenancy.

Please note that no under 16s will be permitted onsite during build and breakdown.

You should check that any of your contractors, suppliers, agents etc. have a health & safety policy, and is suitable to the exhibition environment.

When designing your stand, you must consider the working hours of the event alongside the capabilities of the onsite construction team, and any equipment they may need such as suitable materials and personal protective equipment (PPE) (e.g., suitable footwear, clothing, and high-visibility jackets).

Your attention is drawn to the Health & Safety at Work etc Act (1974) and the regulations made under this Act, and you are reminded that the duties imposed by these laws are not reduced, regardless of whether an employer is in their own office or participating at an exhibition. Failure to do so represents a breach of UK law and could result in the prosecution of an exhibitor/contractor by the Health & Safety Executive (HSE). Among the statutory duties listed under the health & safety legislation, the following are particularly relevant to this event, although are by no means exhaustive:

  • The safe use and storage of chemicals, flammable liquids, and substances, and are removed from the exhibition venue after use or, in exceptional circumstances, brought to the attention of the venue cleaning department for safe and proper disposal. Such products must not be placed in general rubbish bins or tips.
  • Companies have a duty to co-operate with other employers (e.g. Exhibition Organisers) when sharing a workplace, whether temporarily or permanently.
  • All electrical work within the hall will be conducted by the Organisers’ nominated contractor. Compliance with the Electricity at Work Regulations 1989 is mandatory.
  • Emergency gangways must be maintained throughout tenancy.
  • Understand the fire and emergency procedures of the venue, which will be circulated to all exhibitors and contractors, and include the location of the Medical Centre within the venue.
  • All fluorescent lighting is removed from the exhibition venue and disposed of appropriately. Please click here for suggestions on how to recycle your spent lamps.
  • Work areas are maintained free from general waste materials, which could be hazardous to other operatives.
  • A written company health and safety policy should exist if the company has five or more employees.
  • Lifting equipment is used by competent and trained personnel, i.e. the event's official Freight and Logistics supplier.
  • All stand materials used for construction or display comply with Local Authority Standards, and not less than British Class 1 standards of flammability.
  • Ensuring portable electric equipment is:
    • used for the purpose for which it is designed
    • fitted correctly with the appropriate safety guards, and used
    • used with the minimum length of trailing leads
    • not left unattended with a live power supply to it.
  • Operatives to wear suitable PPE where identified in their risk assessment, including eye, ear, foot, and hand protection, and hard hats when working beneath or near overhead working.
  • A suitable and sufficient risk assessment should exist in respect to all the significant risks taking place onsite. 
  • At least one competent safety adviser must be appointed to assist in overseeing all health & safety responsibilities onsite.
  • Only scaffolding that incorporates standard safety features may be used, and that any tower scaffold in use is properly stabilised prior to and during use.
  • Hazardous noise levels at this event is classed as sound that exceeds 80dB(A), therefore all activity must remain below 80dB(A). If in doubt, the Organiser's decision will be final. If the noise level is excessively breached, power to the stand will be cut.

Working At Height

The UK Work at Height Regulations (2005) applies to all work at height where there is a risk of a fall liable to cause personal injury, and places duties on employers, self-employed, and any person who contracts work to another. Working at height requires appropriate management and safe working methods. One of the most common causes of accidents within the halls is the use of the wrong height ladders, or working at height without the correct equipment (e.g., standing on chairs).

Ladders for work over 4m are not permitted. When working at height:

  • Use only ladders with industrial rating as per manufacturer's instructions.
  • Stand no higher than the second step from the top, and do not overreach.
  • Set ladder on a flat surface and ensure another person steadies the ladder.
  • Inspect rungs and rails for damage each time they are used.

All accidents, incidents and near misses must be reported to the organiser immediately.

Stay safe on-site! Please click the link for more information on the Stop-The-Drop campaign to reduce the number of working at height accidents, which was created for the events industry in conjunction with the Association of Event Organisers (AEO), Event Supplier and Services Association (ESSA), and Association of Event Venues (AEV): www.stop-the-drop.co.uk.

Exhibitor Health & Safety Checklist

Have you remembered to...

  • Submit your health & safety declaration form?
  • Write a risk assessment to cover all activities taking place on your stand during the open period of the event. This does not need to be sent to us, although you must produce it on-site if called upon to do so.
  • Appoint a competent and reliable stand contractor, and passed on all regulations in this technical manual to them?
  • Communicate and train all relevant persons on the key risks and control measures identified in your risk assessment?
  • Share the emergency procedures contained within this technical manual with all your staff and contractors?
  • Ensure that your stand design can be erected and dismantled safely and within the times stated?
  • Plan your time during build and breakdown? Can your stand design be erected and dismantled safely and on-time?
  • Plan a rota to ensure all staff receive sufficient & regular breaks?
  • Ensure your stand contractor has submitted the stand plans, and all supporting health and safety documentation requested in this technical manual, on time?
  • Review your findings after the previous show to improve areas which need attention, such as where incidents occurred, and to take the appropriate action for this event?
  • Appoint a safety adviser (if appropriate)?
  • Read the eGuide for areas where you are in doubt?

High Visibility Jackets

During the space only stand construction and deconstruction phase of the event build and breakdown, the use of high visibility jackets will be made compulsory due to the higher level of risk caused by forklift movement etc, this is to ensure you are seen by others within the hall. Please ensure you bring a high visibility jacket with you. 

Vehicle Movement

If arriving by vehicle, venue regulations state it is compulsory to wear high-vis vests in the vehicle loading areas. Please ensure all staff driving to the halls or arriving onsite to load/unload outside the vehicle loading door areas are wearing high-vis vests. If you do not have them available, you will be required to purchase them.

Smoking

The venue implements a non-smoking policy in accordance with UK Law, this also applies to e-cigarettes and vaping. Designated smoking areas are located outside the venue.

Emergency Procedures

For more information on the venues emergency procedures, please refer to the emergency procedures section within the Order Forms & Deadlines tab.

VENUE, TRAVEL & PARKING

Olympia London has excellent public transport connections with easy access from Heathrow and Gatwick, all major railway stations and all major motorway routes, as well as its own dedicated Overground station. 

Address

Jewellery Show 2024
Olympia National
Olympia Way
London
W14 8UX

For directions, please visit the Olympia website.

Car Parking 

There is limited parking available at Olympia London, and it is strongly advised you travel by public transport where possible. To guarantee a parking space, please ensure you pre-book through the Olympia Parking Portal. 

Unloading into the hall

All exhibitors and contractors bringing vehicles to Olympia London, who wish to unload or load a vehicle on site, must book a time slot on the online booking system. The booking system is called Voyage Control and will be open for book 30 days out.

In order to manage traffic in and around the venue, you must book your car/van/lorry a loading/unloading slot for both build and breakdown through Olympia London’s vehicle booking system, Voyage Control Please note no vehicle over 4.4m in height can access Olympia London. 

Once you have loaded/unloaded your vehicle, it must be removed from the loading areas, in order to make room for others.

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

Once you have made a booking, details can be amended where needed, and the system will remain live until the end of the event. If driver is delayed and likely to miss a booking, please make sure they let the administrator know of any delay so the slot time can be amended.

For breakdown, there is a strict loading time restriction in place, therefore Exhibitors and Contractors are advised to book a time based on when all items will be packed and ready to load. You must not book a time before you are ready to load, as drivers may be turned away if the vehicle is not being loaded.

Travel

For travel information, please visit the Olympia website. 

Venue Map

For a map of the venue, please refer to the venue site map section of the Order Forms & Deadlines tab.

GENERAL INFORMATION (A-Z)

Tip: Type Ctrl+F to search for a particular word/phrase.

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 BLINKS. 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.

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.
    • ExCeL London Rigging will rig all structures.
    • No graphics or decorative material may be displayed upon the lighting rig.

Safe Hire

The official supplier for the show is Associated Security. As they are our Official Supplier, they will have fast and priority access directly into the hall. Please contact them using the details in the 'Order Forms & Deadlines' section of the manual for a quote.

For security purposes, please inform us if you will be using a different supplier: jsops@closerstillmedia.com

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.

COVID-19 GUIDELINES

Exhibitor COVID-19 Guidelines

We are committed to the health and safety of our visitors, exhibitors, contractors, and the wider community. Our COVID-19 safety plan reflects the requirements of the UK government, the local authority, our industry association the Association of Event Organisers (AEO), and the venue. We constantly review the latest guidance and will continue to adapt these guidelines where necessary to ensure we keep visitors, exhibitors, contractors, and the wider community protected and informed of any changes.

Air Quality & Ventilation

  • Venue ventilation has been increased in line with latest Chartered Institution of Building Services Engineers guidance and recommendations.

Cashless Payments

  • Food and drink can be purchased using contactless payment, to minimise contact points and to provide a speedier service.

Cleaning

  • Implement a regular cleaning regime for your stand, ensuring a deeper clean before, during and after the event each day. Pay particular attention to high traffic touchpoints such as meeting rooms, info desks, displays and handrails
  • A cleaning log positioned in a prominent location on your stand may be a useful way to capture and demonstrate the cleaning regime you have put in place
  • Along with the venue, we are conducting a thorough, enhanced cleaning regime of all features and public areas prior to event opening and during event.
  • Where possible bring/hire furniture that can be cleaned easily

COVID-19 Status Checks

  • In line with current UK government guidance, we encourage people to take a lateral flow test before arriving at the venue, but this is not a condition of entry.

Face Coverings

  • Whilst face coverings are not required by law, the UK government guidance advises people to wear a face covering in enclosed or crowded spaces where you may encounter other people you do not normally meet. Therefore, we support those who choose to wear a face covering at the event.

Hand Cleanliness

  • There will be hand sanitising stations available in the venue public spaces, and inside the event in high traffic areas. All persons onsite are encouraged to carry their own hand sanitiser. Exhibitors are encouraged to provide hand sanitisers on their stands, for staff and visitors. All are encouraged to wash their hands frequently throughout the event, and toilets will be open to enable this.

Hotels

  • Accommodation offered by our preferred supplier, Event Express, is StaySafe™️ classified. The StaySafe™️ Accreditation identifies hotels that have COVID measures in place, including mobile check-in, contactless keys, destination only lifts, and specially sealed doors.

Registration

  • To minimise delays in accessing the hall, and for security measures, all visitors, exhibitors & contractors must pre-register before arriving onsite.
  • Exhibitors & contractors can pre-register for a Build & Breakdown Pass to access the event during the build and breakdown periods.
  • Exhibitors can pre-register for Exhibitor Badges to access the event during the open period.
  • Once you have received your badges in the post or via email, please ensure you bring it with you to aid access onsite.

Risk Assessment

  • You must consider transmission of COVID-19 as a risk in your Risk Assessment and outline the control measures you will implement to minimise the risk.

Social Distancing

  • Rather than exchanging business cards, we encourage you to use data capture devices to ensure contact free sharing of business details – this could be in the form of a QR code for visitors to scan.
  • Please be conscious of the space around you, giving people distance where possible.
  • Check before initiating personal contact.
  • For the increased comfort of visitors, consider arranging meetings in advance at less busy times.
  • Avoid building small, enclosed spaces for people to meet and work, unless ventilated.

Symptoms

  • Before travelling to the event, we ask everyone to take personal accountability for their health and those around them by adhering to our COVID-19 safety measures. Do not attend if you are displaying symptoms, have been asked to self-isolate, or live with an individual who has symptoms of COVID-19. You can find out more about COVID-19 symptoms here.

Travel

  • If you are travelling to the event from overseas, please check the travel advice for the country you are travelling from, and to.

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