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
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Sign up to the Olympia booking in system www.olympia.co.uk/traffic select 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 show and 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.
BADGES & PASSES
Please see section 4 for information on how to apply for your badges & passes for the event.
BANKING FACILITIES
There is a Natwest cash point outside the National Hall.
The nearest banks are:Barclays Bank
HSBC
Lloyds Bank
Royal Bank of Scotland
There are also ATM’s located on site.
74 Kensington High Street
92 Kensington High Street
112 Kensington High Street
175/177 Kensington High Street
020 7221 3485
020 7301 1000
0845 309465
020 7937 3210
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 1st February. 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 www.olympia.co.uk or 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 www.olympia.co.uk
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 www.levyrestaurants.standdelivery.co.uk
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 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: www.cclondon.com or you can view the western extension map
at: http://www.cclondon.com/download/wez_A3Map.pdf
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
www.olympia.co.uk
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:
http://www.direct.gov.uk/en/DisabledPeople/RightsAndObligations/DisabilityRights/DG_4001069
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 8888 (externally 0207 370 8888) 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 arrange through our recommended supplier:The Freeman Company
T: +44 (0) 24 7760 1601
www.freemanuk.com
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 Earls Court 2014 subject to availability.
INSURANCE
Before the commencement of the Exhibition, the exhibitor must ensure his legal liability for negligence under a
General Third Party Policy for a minimum indemnity of £2,000,000 any one occurrence/unlimited and submit the
said policy to the Organisers as requested.
Please fax the certificate to +44(0) 24 7657 1015 or email: [email protected]
If you would like our insurance providers to contact you to arrange insurance at a special rate of £125 + VAT for the
duration of the show, please complete and return the form included in the Section ‘Important Information Forms to
send to the Organisers’.
LARGE / HEAVY EXHIBITS / VEHICLES
If exhibitors are incorporating large/heavy equipment/machinery onto their stand, or are bringing a vehicle which
forms the exhibit onto the stand, an arrival time slot will be allocated nearer the event.
Exhibitors must contact the organisers in advance of the build-up period to arrange this. Please contact Lucy Oliver
– Cox – 07771 628132
LEAFLETS/PROMOTIONAL MATERIAL
This is a paid for opportunity. Please contact the sales team as the price is on application.
Exhibitors or their staff are not permitted to hand out leaflets or promotional material in the gangways and
aisles, at the entrance to the show, catering and feature areas or in any other part of the hall except their
designated paid for stand area. If you are in breach of this rule, the promotional material will be removed
and you will be given an official warning.
Under health and safety regulations exhibitors and/or promotional staff wearing the products of the stand e.g.
dresses, veils etc. are not permitted to walk the aisles of the show, nor position themselves in any area of the show
other than their own paid for stand. There is no concession to this rule and material will be removed.
Please note that material must not be attached to the fabric of the building. Any material found fixed to columns
will be removed immediately with damages charged directly to the exhibitor.
LIFTING
If you require a lifting service, please contact
The Freeman Company
T: +44 (0) 24 7760 1601
www.freemanuk.com
LOST PROPERTY
Any lost or found items should be reported to the Organisers Office.
MAINTENANCE
If you need to carry out any maintenance work on your stand after the exhibition closes, you should contact the
Organisers office onsite by 1pm on that day so we can make the necessary arrangements for power etc. Please
note that there may be a charge for this facility.
MOBILE UNITS/VEHICLES/COACHES
Companies whose stands include a vehicle must ensure the following: You produce a Full Risk Assessment and Stand Plans
 A copy of your Public Liability Insurance Certificate
 Time slot is booked in advance for the vehicle to gain access
 The battery of the vehicle is disconnected once positioned on site and not reconnected until the close of the
show and when all visitors have left the exhibition hall.
 A minimal amount of fuel is left in the tank whilst the vehicle is positioned on site, and the fuel tank is locked.
 A drip tray is placed underneath the vehicle.
Please contact us in advance to discuss height and weight loadings. If you have concerns over the conditions
stated above, or if you wish to discuss any other matter relating to a stationary vehicle, please contact Lucy OliverCox on 07771 628132 prior to the build-up period.
MUSIC & ENTERTAINMENT LIVE PERFORMANCES
If you intend to play music on your stand, or if you intend to have any live entertainment on your stand,
you must notify the organisers in advance of the show.
It is a condition of your taking a stand at the exhibition that: You are only allowed to perform for 10 minutes for each hour of the show.
 You do not exceed the sound level of 65 db.
 You provide accurate information about your intention to play music to the organisers on signing the contract
 You do not play music on your stand unless you have notified the organisers. Upon which, they will contact you
to devise a performance schedule.
 You do not play music during any of the feature sessions.
 You only play music on your own dedicated stand area and not any other area of the show.
 Should you not comply with ANY of the above the organisers reserve the right to terminate the
performances and if the breach continues to close the stand.
Please bear in mind your neighbours and their comfort when playing music on your stand. They have their own
products to sell too!
If you intend to play music on your stand at any time during the show, you should complete the form in the manual
and return it by 1ST February. An appropriate invoice will be forwarded for the appropriate fee.
NIGHT SHEETS
Night sheets are strongly recommended to act as a deterrent or to cover your stand from view and can be
hired from Freeman Group. See Shell Schemes extras order form.
All stands must be uncovered during the hours that the exhibition is open to the public. Night sheets must be
removed 1 hour before the show opens and stored safely out of sight until closing time each evening.
The organisers cannot be responsible for the removal or storage of night sheets for security and health & safety
reasons. No night screens or other items are permitted to be stored behind the stands
ORGANISERS OFFICE
The organisers’ office will be open throughout the tenancy period from 8.00am each day. It is located in the foyer
of the exhibition hall.
PRESS OFFICE / PACKS
Exhibitors are invited to leave press office packs in the press office. Please ensure that these are delivered by
9am on the first day of the show opening . Please ensure that any packs remaining after the show are collected
immediately, otherwise they will have to be disposed of.
For all PR enquiries, please refer to the PR Manual.
PHOTOGRAPHY
As stand holders you reserve the right to permit visitors taking pictures within your stand area or of your exhibits
and products.
You, the Exhibitors, may use your own photographers to photograph ONLY your stand. Please inform the
marketing team if you wish to do this. However, photographers are not to solicit business from other stand holders,
take photographs of show features, general areas of other stands, and not sell their work within the exhibition. The
organisers reserve the right to refuse entry or remove from the exhibition anyone contravening this rule.
POWER BOXES
On every block there will be an electrical mains power box. This will be placed on the wall of the stand which is
placed over the duct. The organisers will, where possible try to fix this so that it does not infringe on the stand
aesthetics or on a stand with bespoke walling. Please do not cover this power box if it is fixed to your stand walling,
as access may be needed at any time.
RISK ASSESSMENTS
Please ensure that risk assessments are carried out and written where necessary or statements of responsibility
completed and submitted. For further information on Health & Safety, please refer to the section at the rear of this
manual. Risk assessments must be completed by all space only stands and we strongly recommend that shell
stands also complete a risk assessment or as a minimum, complete the statement of responsibility from, which is in
this manual.
Shell scheme stands that have moving exhibits, heavy exhibits, potentially hazardous exhibits, offering food or
drink samples, carrying out facial or body treatments on the public (and / or applying cosmetics), have whirl pool,
spa baths etc, arcade games, vehicles on display or any other unusual activities must complete a full Risk
Assessment and must submit to the organisers in advance a copy of their public liability insurance. The organisers
can insist on a risk assessment being carried out if deemed necessary.
SALE OF ALCOHOL/FOOD
If you wish to sell any alcohol or food on your stand for off-site consumption, please contact Lucy Oliver-Cox on
07771 628132. A personal licence will be needed to carry out this activity. Exhibitors are not permitted to sell
alcohol for onsite consumption, those found to be doing so will be liable to a contract buy-out fee.
SAMPLING
Should any exhibitor wish to give out samples of any food or drink at the show, please contact Select Services
immediately as any sale or supply of alcohol must be carried out with the cover of a personal licence. Form 2B
along with information from you about the contents, risk assessment, public liability insurance, and signage to the
contents of the products needs to be completed and returned to: Select Services International Ltd Chantry
House High Street Coleshill Birmingham West Midlands B46 3BP UK. T: 01675 466622. F: 01675 467097
Please note that all sampling must take place within your stand and not adjacent to the stand or within the show
aisles.
Sampling sizes are allowed as follows: 
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Food; Bite Size
Individually wrapped items
Drinks – 85ml / 3 fl oz.
Food sampling must be carried out in such a way that customers do not touch food that other people will
eat, in order to minimise the risk of cross-contamination. The guidance below should be followed:
1. Food should be placed to be sampled where the exhibitor can see it and therefore supervise customers
2. Customers should not be allowed to sample from food held as stock
3. If possible, samples should be offered to customers from plates or small bowls
4. If food items such as biscuits are being used to take sample food from dishes/bowls, only items that will not
break off into the sample must be used (to prevent customers putting fingers into the food to retrieve the biscuit)
5. Large bowls or piles of food for sampling should be avoided, as this increases the risk of people putting fingers
into the food
6. Customers should not be allowed to ‘double dip’ biscuits/sampling sticks/spoons, etc.
7. Bowls, dishes or plates should not be topped up unless they have been properly cleaned after use
8. Customers should be directed as to where to place any discarded items, such as stones from food or sampling
sticks
9. Different containers for food and waste should be used to help avoid confusion by customers
10. Personal Licenses, risk assessment, public liability insurance, H&S Policy and Health & Hygene certification is
required.
For more information, please visit the eguide as the guidelines for food and drink safety are frequently changing.
Please also refer to the Health and Safety Section at the rear of this manual for guidelines and further information.
SECURITY
Every reasonable precaution is taken to ensure the safety and security of personnel and equipment at the
Exhibition. However, we cannot accept any responsibility whatsoever for any injury, loss or damage or any
consequential losses which may befall exhibitors and their property.
24 hour security is provided throughout the exhibition.
EXHIBITORS ARE WARNED NOT TO LEAVE THEIR STANDS UNATTENDED AT ANY TIME WHEN THE
EXHIBITION HALL IS OPEN PARTICULARLY WHEN THE SHOW CLOSES AND DURING BREAKDOWN.
During build-up and breakdown periods, all exhibitors and contractors must wear an exhibitor or contractor pass for
security reasons. All small goods, i.e. mobile phones, Ipads etc. must be locked away when not in use and
overnight, unless removed nightly. If you do need to remove valuables each evening, then please get a GOODS
REMOVAL FORM from the Organisers office.
PLEASE ENSURE THAT ANY LOSS OR DAMAGE IS REPORTED IMMEDIATELY TO THE SECURITY OFFICE
OR ORGANISERS.
Shell Stands please refer to Section 2.2 in this manual.
SHOWGUIDE ENTRY
Please see the Marketing and PR Guide for this information. If you have not received a copy please contact the
marketing team on 0207 772 8456.
SOUND LEVELS
You are only allowed to play for 10 minutes for each hour of the show. Exhibitors using sound equipment
including video on their stand must ensure that sound levels do not exceed 65db. The organisers will strictly
enforce this specification and reserve the right to require exhibitors to reduce sound levels should they exceed the
specification and cause disturbance to other exhibitors. If this rule is not adhered to, under Health & safety
regulations you will be asked to stop playing.
The organisers and you as an exhibitor have a duty of care to those visitors and exhibitors at the show. Please
bear in mind your exhibiting neighbours around you and their comfort. If you are opposite or adjacent to a feature
you must not perform during that session.
Exhibitors using recorded music on their stands are required to apply for a Music Licence. You are only allowed
to play on your own paid for stand space. If you are found to be playing or Soliciting business in the feature,
catering, foyer areas or other stands at the show you will be asked to return to your own stand. Should you not
comply with ANY of the above the organisers reserve the right to terminate the performances.
SPACE ONLY STANDS
Please refer to Section 2.3 - Space only Stands Specification.
STORAGE
There will be a storage area built within the hall, this area is limited on a first come first served basis. Exhibitors
should try to make their own arrangements for the removal and storage of all packaging materials, cartons etc.
Nothing is to be stored behind the stands or in changing rooms. This is a fire and health & safety risk. For further
information and prices, please contact Lucy Oliver-Cox on 07771 628132 Please note:
Exhibitors using the storage area do so at their own risk. The organisers cannot accept any loss or
damage to any goods.
TELEPHONES / FAX / ISDN / INTERNET
If you require telephone, fax or ISDN facilities on your stand, please complete the eFORCE form.
WASTE DISPOSAL
Any exhibitors or contractors leaving excessive or hazardous waste on site will be charged for its removal –
excessive waste is more than 2 boxes of literature, stand fitting material, pallets, material packing and quantities of
unsold stock or give-aways.
Hazardous waste is classified by the 2005 Hazardous Waste Regulations as:- Light bulbs and fluorescent tubes,
electrical equipment and fittings, gloss and emulsion paint and their containers, cooking oils and their containers,
aerosols both full and empty, oils and lubricants and oily rags (this includes rags for cleaning shell scheme).
Skips can be provided on hire and quotations can be provided for (1) the collection and removal of waste materials
produced by working demonstrations of exhibits and (2) the removal and deposit of crates and stand fitting
materials and other items abandoned within the Licensed areas or on the Exhibition site by exhibitors or
contractors whether during or after the exhibition.
Please note that if you fail to remove all waste materials (including unused literature) at the end of the show, you
will be charged for its disposal and photographic evidence will be produced to support this.
WATER FEATURES
Water features present on stands must be notified to the organisers prior to the build up. A risk assessment will
need to be completed.
2.2 Shell Scheme Specification For all Areas
Shell Stands will be erected for exhibitors by Freeman Group. However please note that stands in each area of the
show are built to different designs as follows:-
Designer Boutique
Stands are built using 2.5m high Octonorm panels covered in black polyweave material. The metalwork joining
each panel is black and carpets are ‘champagne’ in colour. Nameboards are inserted into the stand fascias and
use white lettering on black nameboards. The whole stand, changing and viewing areas have a muslin ceiling.
Bridal Boutique
Stands are built using 2.5m high Octonorm panels covered in black polyweave material. The metalwork joining
each panel is black and carpets are ‘champagne’ in colour. Nameboards are inserted into the stand fascias and
use black lettering on white nameboards. The whole stand, changing and viewing areas have a muslin ceiling.
Bridal Area
Stands are built using 2.5m high white Octonorm with white metalwork separating each panel. Carpets are ‘silver’
in colour and nameboards will be white with pink text. Nameboards are inserted into the stand fascias. All areas
including changing rooms and viewing areas have a muslin ceiling.
Flower Market
Stands are built using 2.5m high Octonorm panels covered in black polyweave material. Metalwork is black and
nameboards are white with black text. These are inserted into the stand fascias. Carpet is ‘silver’ and stands will
come with a muslin ceiling.
Vintage Area
Stands are built using white Octonorm panels joined with white metalwork. Carpets are silver and nameboards will
be white in pink text. These are inserted into the stand fascias. A muslin ceiling will also be provided.
All Other Stands
Stands are built using 2.5m high white Octonorm panels joined with white metalwork. Carpets are ‘silver’ and
nameboards are white with pink text. These are inserted into the stand fascias. All stands will come with a muslin
ceiling.
Please note – if you wish to change the colour of the shell scheme panels or the carpet, you must seek the
permission of the organisers before ordering via Freeman Group.
INCLUDED IN THE GENERAL SHELL SCHEME PACKAGE: Spotlights over your stand are included in your payment. See chart for allowance: Stand Size
0 – 12 sqm
13 – 18 sqm
19 – 27 sqm
28 – 36 sqm
37 – 45 sqm
EXCLUDED FROM THE PACKAGE: No furniture is provided.
Spotlight allowance
2
3
4
5
6
No Mirrors are provided.
No rails, shelves or other stand fitting items are provided. To order these please complete the shell
scheme extras form.
No electrical mains or sockets are provided. Any other electrics you may require, such as power sockets or
additional lighting are available through Freeman UK and MUST BE ORDERED WELL IN ADVANCE TO AVOID
LATE SURCHARGES - see order form.
THE GENERAL LAYOUT OF A TYPICAL OCTONORM SHELL STAND IS AS FOLLOWS:
The walls are 2.5m high
(Display size of panel 2,340mm x 950mm) 40mm diameter poles support each panel, the fascia at the corners and
at the mid-point where the frontage exceeds 6m in length, along the edge of the stand.
Fascia
The shell scheme fascia is formed from 160mm panels which are provided to the open sides of the stand. The
fascia is supported in a 70mm frame with aluminium posts at the corners and mid points where necessary. The
fascia infill is the brand colour and metalwork is as detailed above. The fascia is fitted at a height of 2.2m to the
stand underside. Overall height 2.5m.
Ceiling Grid
The diagonal grid provides a fixing point for the lighting and muslin ceiling.
Corner Stands
All corner stands will be open to the gangways along the front and one side. The fascia nameboard is overhead.
Island Sites
All island sites will have fascia to the perimeters with ceiling supports and vertical uprights within the stand where
deemed necessary by Freeman UK. No walling is provided.
IMPORTANT INFORMATION
Under no circumstances must anything be nailed, screwed or glued to the shell scheme panels or metal framework
of the stand. Exceptions are, two part Velcro (hook and loop), blu tack and double-sided sticky pads to fix light
exhibits. A range of brackets and clips are available to carry panels, shelves, signs etc. An order form for
additional stand fittings, together with a shell scheme illustration can be found in this manual.
All damage will be charged to the exhibitor at full replacement costs.
Stands must be complete in every detail in readiness at least one hour before show opening time and all
structural and decorative work must be completed by 09.00am prior to the show opening at 10am to the
public.
PLEASE NOTE: for each open side of the stand, exhibitors may only panel 2/3 of this side, and the
maximum permitted on any open side is 3m. Please note that should you wish to panel your open sides,
this must be entirely at your cost and must be arranged directly through the official shell scheme
contractor.
Exhibitors must adhere to the requirements listed above and also the terms and conditions of the show when
onsite. If exhibitors are found to be breaching health & safety regulations or conducting business from areas other
than their own paid for stand space; they will be asked to move from the area and return to inside their stand. If
this opposition to the rules continues, exhibitors will be issued with a written warning. The venue and organisers
reserve the right to remove items or close down your stand if this breach continues.
These rules are in place to protect your own products and the health and safety of yourself, your own staff and the
visitors to the show.
Electrics
Please ensure that you and your contractors read the Document outlining Important Changes to electrical testing
and stand installations at the rear of this Manual. A document with frequently asked questions is also enclosed and
for further information please contact the Freeman Group who are the official electrical contractors for the show.
2.3 Space Only Stand Specification
Space only stands are to be built and completed by the exhibitor and their contractors. No stand fitting,
walling, carpet or electrical mains and fittings are included. You are only hiring the space .
Space-only stand adjoining another space-only stand
Exhibitors on part-island sites have an obligation to provide acceptable partition walls between themselves and
their neighbours. No walls will be provided by the Organiser between adjoining space-only sites. Where Exhibitors
are building individual walls, they must liaise with adjacent space-only exhibitors to ensure that if one wall is higher
than the other, the over-height visible back and/or sides of that wall is finished in a neutral colour and to a standard
acceptable to the Organisers. Such areas should not include graphics, logos or company information.
Space-only stand adjoining a shell scheme stand
Any walls that are built above the height of the shell scheme (2.5m) must be finished to an acceptable standard in a
neutral colour.
Submission of Plans
Designs and plans are required for all space-only sites by 1st February. Risk Assessments, Method Statements and
copies of public liability insurance are also required. These are to be sent to Lucy Oliver-Cox, Event Ops UK Ltd, 5
Dorsington Manor, Dorsington, Warwickshire. CV37 8AU or email [email protected]
Stands requiring special approval
Please contact the Organiser if your stand incorporates any of the following features, as you will need to obtain
special approval:
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
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Multi-storey floors
Elevated gangways
Stands over 4m in height
Stairways
IMPORTANT INFORMATION
Any damage caused to the ECO structures will be charged to the offending exhibitor, this includes balloons in the
hall roof
Exhibitors must adhere to the requirements listed above and also the terms and conditions of the show when
onsite. If exhibitors are found to be breaching health & safety regulations or conducting business from areas other
than their own paid for stand space; they will be asked to move from the area and return to inside their stand. If
this opposition to the rules continues, exhibitors will be issued with a written warning. The venue and organisers
reserve the right to remove items or close down your stand if this breach continues.
These rules are in place to protect your own products and the health and safety of yourself, your own staff and the
visitors to the show.
Electrics
Please ensure that you and your contractors read the Document outlining Important Changes to electrical testing
and stand installations at the rear of this Manual. A document with frequently asked questions is also enclosed and
for further information please contact the Freeman Group who are the official electrical contractors for the show.
2.4 Breakdown Procedures
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. Visit the Olympia booking in
system www.olympia.co.uk/traffic
Breakdown will commence once the hall is clear of visitors at approximately 17.45hrs. The hall
will remain open until 21.00hrs.
Access to the surrounding roadways and loading/unloading areas will be restricted to cars and
light vans up to transit size until 18.30hrs. Only after this time will larger vehicles be admitted.
Exhibitors with cars in the local car parks should leave them there until their exhibits are ready
to load before bringing the vehicle to the loading areas.
Stands must be de-rigged or dismantled before you attempt to bring vehicles on-site as not
doing this only causes unnecessary congestion and delays.
There are several car and lorry parks around the area and exhibitors are advised to use these
facilities as the police will not allow waiting or parking on the street.
Please do not risk the removal fees that you will otherwise incur.
REMEMBER DO NOT BRING YOUR VEHICLE TO THE HALL UNTIL YOUR
GOODS ARE PACKED AND READY TO LOAD. PLEASE COOPERATE WITH
THE POLICE, OUR MARSHALS AND THE OLYMPIA TRAFFIC STAFF. THEY
ARE ALL THERE TO HELP.