We are unfortunately unable to allow patients to attend Diabetes Professional Care

If you would like more information on general practice or primary care, please refer to the NHS website.

Visit the NHS website

Technical Manual

Subpage Hero

     

Thank you for booking your stand at Diabetes Professional Care 2023, this is a designated area to help you with your stand preparation.

What should I do next?

The Order Forms & Deadlines tab 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 the Order Forms & Deadlines tab 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 Contact Us 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 read 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 must be received by the relevant contractor, and are not kept on one central system. Therefore, it is important that you manage all order forms & deadlines yourself. If you have any queries, please contact the relevant contractor directly, using their details below.

Please ensure you complete and return the forms by the specified deadlines, to ensure you receive the best price for the service. Any items ordered after the deadlines, cannot be guaranteed.

Your data (including name, address, email, and telephone) will be shared with our official contractors to help you in delivering the event. We will not, under any circumstances, pass your details to any third parties

Compulsory Tasks
Task Due Date Contact Details Action
Build & Breakdown Pass 16th November 2023

Circdata
+44 (0) 1635 869868
hello@circdata.com

Click here
Emergency Procedures Please Read Olympia London
+44 (0) 207 385 1200
Click here
Health & Safety Declaration

16th October 2023

Beth Cummins
+44 (0) 203 978 1672
b.cummins@closerstillmedia.com
Click here
Risk Assessment (All Stands) Complete & Bring The Operations Team
+44 (0) 203 978 1672
medops@closerstillmedia.com
Click here
Nameboard Form (Shell Scheme Only) 13th October 2023 Whitespace
+44 (0) 345 260 5440
info@whitespacexpo.com
Click here
Shell Scheme Specification Please Read

Whitespace
+44 (0) 345 260 5440
info@whitespacexpo.com

Click here
Stand Plan Submission 2nd October 2023 Select International Events
+44 (0) 203 873 7107
james@selectiel.com
Click here
Venue Site Map Please Read Olympia London
+44 (0) 207 385 1200
Click here
Voyage Control ASAP Olympia London
+44 (0) 207 385 1200
support@voyagecontrol.com
Click here
Optional Tasks
Task Due Date Contact Details Action
Accommodation

16th October 2023

Event Express
+44 (0) 1905 732737
reservations@eventexpressuk.com

Click here
Audio Visual Equipment                 30th October 2023

PSPAV
+44 (0) 121 486 3288
screenhire@pspav.com

Click here
Catering 30th October 2023

Host
+44 (0) 7471 025 890
info@host-olympia.london

Click here

Carpet 13th October 2023

Whitespace
+44 (0) 345 260 5440
info@whitespacexpo.com

Click here
Electrics (Lighting & Power) 13th October 2023

Whitespace
+44 (0) 345 260 5440
info@whitespacexpo.com 

Shell Scheme - Click here
Space Only (Non-Island Sites) - Click here
Space Only (Island Sites) - Click here

Logistics

13th October 2023

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

13th October 2023

Thorns
+44 (0) 208 801 4444
sue@thorns.co.uk

Click here

Graphics

13th October 2023

Whitespace
+44 (0) 345 260 5440
info@whitespacexpo.com

Click here

Internet & Wifi

13th October 2023

eForce
+44 (0) 20 7598 2600
sales@eforce.co.uk

Click here

Shell Scheme Extras 13th October 2023

Whitespace
+44 (0) 345 260 5440
info@whitespacexpo.com

Click here

Stand Personnel

13th October 2023

Bond Associates
+44 (0) 845 130 4548
info@bondassociates.co.uk  

Click here

Translation, Interpreting, Subtitling and Live Captioning ASAP    TranslateAble
+44 (0)203 239 7082
info@translateable.com
Click here
Venue Services (water, waste, gas, air)

30th October 2023

ATD 
+44 (0) 1279 507 890
atdvenueservices@atdelectrical.com 

Click here

 

 

 

Timetable & Floor Plan

Technical Floor Plan

If you have any queries regarding the technical floor plan, please contact The Operations Team.

Timetable

Build
Monday 13th November 2023              12:00 - 18:00 Space Only Group A (90sqm & above) - Stand Construction
14:00 - 18:00 Space Only Group B (70sqm & above) - Stand Construction
16:00 - 18:00 Space Only Group C (30sqm & above) - Stand Construction
Tuesday 14th November 2023 09:00 - 14:00      Space Only - Stand Construction     
14:00 - 19:00    Space Only & Shell Scheme - Stand Dressing

For any queries regarding your build group, please contact The Operations Team.

Open
Wednesday 15th November 2023 *09:00 - 17:30                                                                                             
Thursday 16th November 2023 *09:00 - 16:30

*Exhibitor access from 08:00

Breakdown
Thursday 16th November 2023 17:00 - 18:30

Shell Scheme & Space Only - Soft Breakdown

18:30 - 22:00 Space Only - Full Breakdown

 

Please note:

  • All complex and space only builds must have completed construction by 14:00hrs on Tuesday 14th November 2023 in order for the certificate of structural integrity to be issued.
  • Power on each open day of the event will terminate 30 minutes after the exhibition closes, unless a 24hr supply has been ordered via Whitespace (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 valuable 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 Exhibitors

Definition

Exhibitors who have booked a shell scheme stand will have a Whitespace EQuip Shell Scheme stand. The package includes walling, carpet, ceiling grid, and a fascia nameboard.

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

Shell Scheme Specification

For panel dimensions, please refer to the Shell Scheme Specification in the Order Forms & Deadlines tab.

Carpet

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 with the official contractor, Whitespace, via the Order Forms & Deadlines tab, under Shell Scheme Extras.  Your stand carpet cannot be the same colour as the aisle carpet.

If you would prefer to have a platform, platforms can be supplied via Expo Floors.  For any queries and/or a quotation, please click on the following link: www.expo-floors.com.

Electrics

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

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

Whitespace are the official electrical contractors, and are responsible for carrying out all electrical work on all stands. Pre-fabrication will be permitted but connection to the mains, and on-site wiring, must be conducted by Whitespace. 

Please place your order via the Order Forms & Deadlines tab, under Electrics (Lighting & Power), 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 Whitespace to arrange a temporary power supply where needed, during the construction and deconstruction of their stand.

Basic Guidelines:

  • 500 watt sockets: PC Computers, TV’s, 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 3000
*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 carried out in accordance with the electrical regulations laid down by the local authority, IEE, AEV, the 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 Whitespace.

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

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 Furniture Hire on 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 at the end of the show.

Graphics

Graphics are NOT included with your stand booking.

You can order graphics for your stand with Whitespace. 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 (Stand Panels etc)' 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 Whitespace directly.  It is also your responsibility to 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. Whitespace 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 Organisers and Security on-site. If you do not have adequate insurance to cover your activity at this event, please contact your Account Manager 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 using the 'Nameboard Form' in the Order Forms & Deadlines tab.  If this form is not returned by the deadline date, the name that will be used will be as detailed in your E-Zone. Any subsequent changes on site, which will be produced as soon as reasonably possible, will be charged at £25.00 + VAT per board.

Please note: there is a restriction of 30 characters including spaces, due to the length of the board.

Fascia & Ceiling Grid Removal

The fascia and ceiling grid are there to ensure the structural integritry of your Shell Scheme stand. without these, the shell scheme walling cannot stand up. Please ensure all items within your stand do not exceed the 2.43m height restriction, if you foresee that this will be a problem, please contact The Operations Team.

In exceptional circumstances, Whitespace may be able to authorise the removal of the fascia and ceiling grid, however this must be discussed and agreed pre-show.  You can contact them using the details found in the Order Forms & Deadlines tab.

Space Only Exhibitors

Definition

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 Organisers 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 Ltd.) as soon as possible with the name of your stand contractor. 

If you require assistance in finding a suitable contractor, 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 cannot be the same colour as the aisle carpet, unless your stand has a platform floor.  If you wish to order carpet or flooring, you can do this for an additional cost directly with our Official Suppliers listed in the Order Forms & Deadlines tab above.

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

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

Whitespace are the official electrical contractors, and are responsible for carrying out all electrical work on all stands. Pre-fabrication will be permitted but connection to the mains, and on-site wiring, must be carried out by Whitespace.

Please place your order via the Order Forms & Deadlines tab under Electrics (Lighting & Power), 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 Human Built to arrange a temporary power supply where needed, during the construction and deconstruction of their stand.

Basic Guidelines: 

  • 500 watt sockets: PC Computers, TV’s, 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 3000

*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 carried out in accordance with the electrical regulations laid down by the local authority, IEE, AEV, the 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 Human Built.

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 Furniture Hire section via your 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 at the end of the show.

Insurance

Any loss or damage that may occur during the show should immediately be notified to the Organisers and Security on-site. If you do not have adequate insurance to cover your activity at this event, please contact your Account Manager 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 also required to submit proof that they have adequate insurance cover. We recommend that contractors erecting complex structures should have a minimum of £5,000,000 Public Liability and must be able to provide proof of Employer Liability insurance. Contractors erecting standard structures should have a minimum of £5,000,000 Public Liability and also must be able to provide proof of Employer Liability insurance.

 

STAND PLAN SUBMISSION

Stand plans will need to be submitted to Select International Events Ltd by Monday 2nd October 2023 via the Stand Plan Submission Form.  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 is the compulsory information that you must submit as a Space Only exhibitor. Stand plans will need to be submitted by Monday 2nd October 2023.

  • Construction Phase Plan
  • Method Statement
  • Public Liability Insurance Certificate
  • Risk Assessment
  • Stand Plans inc a 3D visual and elevations to include dimensions and maximum height of the stand

Please make sure to reference the Important Regulations listed below when designing your stand, including the requirements around the stand walls. Scaled technical plans can be downloaded using this link, and will show the location of the floor ducting near on on your stand.

Height Restrictions

Due to the balcony, the Maximum Construction Height within National Ground is partly restricted. 

  • Under National Gallery - 4m
  • Not under National Gallery - 6m (stands exceeding 4m will require complex approval)

NB: Further height restrictions can apply due to venue signage and ventilation system, please refer to the Technical Floorplan or contact The Operations Team for more information.

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 Tuesday 14th November in order for the sign off to be completed, and the structural safety certificate issued.  Please consider the following when planning 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 Monday 2nd October 2023, and Outback (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.

 

CDM Regulations

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 Whtiespace), and you are not planning to construct anything within the stand (excluding stand dressing items, posters, furniture, AV) please skip ahead to the Health and Safety tab below.

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 some roles may fall under one person’s remit, but you must make sure that the below-listed duties are carried out regardless.

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. The majority of the responsibilities can be delegated to your stand designer/builder if you use one.
  • Ensuring that all construction work is carried out safely and within the times stated in this 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 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

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 carried out 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 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.

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 carried out 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 carried out at the time (e.g. approriate 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 liaise onsite with the organiser's operations team and their appointed floor managers.

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 carried out 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 is 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 liaise onsite with the principle contractor, the organiser’s operations team and their appointed Floor Managers and their appointed floor managers.

There are instances when you, as the exhibitor, could be all of 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 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 and Safety Declaration Form: All exhibitors MUST complete and submit this by the deadline given to indicate their commitment to health & safety at the exhibition. This can be found in the Order Forms & Deadlines tab 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.

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 other. 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 2nd 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’s 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...

  1.  Submit your health & safety declaration form?    
  2.  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.
  3.  Appoint a competent and reliable stand contractor, and passed on all regulations in this technical manual to them?
  4.  Communicate and train all relevant persons on the key risks and control measures identified in your risk assessment?
  5.  Share the emergency procedures contained within this technical manual with all your staff & contractors?
  6.  Ensure that your stand design can be erected and dismantled safely and within the times stated?
  7.  Plan your time during build and breakdown? Can your stand design be erected and dismantled safely and on-time?
  8.  Plan a rota to ensure all staff receive sufficient & regular breaks?
  9.  Ensure your stand contractor has submitted the stand plans, and all supporting health and safety documentation requested in this technical manual, on time?
  10.  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?
  11.  Appoint a safety adviser (if appropriate)?
  12.  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, 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.

General Information A-Z

tip: type Ctrl+F to search for a particular word/phrase

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 section

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 detail these in your Health & Safety Declaration.  This can be found in the Order Forms & Deadlines tab. The Organisers reserve the right to curtail any practice which they consider dangerous or detrimental to the show or surrounding exhibitors. If requested, you will need to email The Operations Team with your risk assessment.

Examples of risks are listed below:

  • Animals
    • Not permitted during the build and breakdown.
    • Written consent for any animal, wild or domestic, must be obtained from the venue before they are permitted on the premises (except assistance animals).
  • Balloons
    • Gas-filled balloons must be secured to the stand. A charge may be made for retrieval if any escape to the roof, or for any damage to air-handling units.
    • Balloons must be positioned at a height no greater than 4m from the hall floor to the top of the balloon.
    • All helium gas cylinders must be removed from the halls once the balloons have been filled, and the use of flammable gases is not permitted.
    • A plan must be submitted to the organisers and venue, detailing the location, height, and method of attachment.
  • Children
    • There are no crèche facilities at this event.
    • Children under the age of eighteen are not permitted in the halls during build 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. Children are only permitted during the open period if necessary to your stand activity, and a risk assessment has been submitted.

Audio Visual Equipment
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
No one will be permitted into the exhibition hall during build, open or breakdown without the appropriate pass. All badges must be registered for in advance of the event and always worn on-site. Please refer to the Exhibitor Badges link found in the E-Zone to register for an exhibitor badge, and/or the Build & Breakdown Pass link in the Order Forms & Deadlines tab.

  • Build: All exhibitors and contractors must have a Build & Breakdown Pass to access the hall, this pass will be exchanged for a wristband onsite. 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. Build & Breakdown Passes are not permitted access during event open times. These badges can be collected from 14:00hrs on the last day of build from Registration.
  • Breakdown: All exhibitors and contractors must have a Build & Breakdown Pass to access the hall, this pass will be exchanged for a wristband onsite. This pass will also be valid for build.

Banking Facilities
There are chargable ATMs within Oympia National Hall. 

Business Facilities
Photocopying, faxing and IT facilities, including Internet access, are available in the Olympia Management Offices. There are charges for the services.

Canvassing
Unless a contractual agreement is in place with the Organisers, all promotional activities (including literature distribution) are restricted to within the boundaries of your stand. If you are approached on your stand by unwelcome visitors trying to sell their products, please take their details and/or a business card and inform the Organiser's Office immediately.

For details of marketing opportunities available in the halls, please contact any of the Sales Team listed in the Contact Us tab.

Catering
The venue does not permit any exhibitor to offer food provided by themselves unless they are registered as a food business with their local authority and proof of registration is provided. Exhibitors planning any form of sampling of food and/or liquid products on their stand must advise The Operations Team who will then pass on to the venue. If approved, exhibitors may give away tasting samples of their products subject to the following conditions:

  • Tea, coffee, or soft drinks may not exceed 1.75 fluid ounces (50ml).
  • Beers/Ciders or similar may not exceed 1.75 fluid ounces (50ml).
  • Wine/Fortified wines/Champagne/Alcopops and similar may not exceed 0.9 fluid ounces (25ml).
  • Spirits and similar may not exceed 0.18 fluid ounces (5ml).
  • Individually wrapped items offered for consumption off-site, or unwrapped food is offered in bite size portions.

If in the opinion of HOST, an exhibitor contravenes these conditions or provides a significant level of hospitality catering or sampling from its stand, HOST reserves the right to charge the exhibitor an additional corkage or concession fee.

Cleaning
All stand carpet will be cleaned on the night before each open day. This does NOT include the cleaning of actual exhibits.

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. 

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 located in the registration area and is open until thirty minutes after the close of the exhibition.  

Columns
If you have a column on your stand, please email The Operations Team if you need exact dimensions.

Decoration
Decoration materials used for stand dressing must be flame proofed or purchased already treated. Please note that artificial plants and flowers are combustible and give off toxic fumes, therefore are not permitted. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such.

Deliveries

You can arrange for items to be delivered and collected from your stand within the build and breakdown times shown within the Event Timetable. Please note that neither the Organiser nor the Venue can accept responsibility for items, so there MUST be someone from your company available to sign for them. Please send all deliveries to the below address:

Your Contact Name / Mobile Number
Your Company Trading Name
Your Stand Number

Diabetes Professional Care 2023
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 link via the Order Forms & Deadlines tab.

Dilapidations
Exhibitors are responsible for all panels, walls, columns, flooring, etc. within their stand, and any damage will be charged back to the exhibitor. All exhibits and stand fitting materials must be cleared from the venue, or a charge of £500 +VAT will be levied for the removal of any abandoned articles (including carpet tape and literature).

Disabled Facilities
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 and Fire Procedures
Please pay careful attention to the Olympia Emergency & Fire Procedures in the Checklist section. 

Equality Act 2010
Please note that all exhibitors are expected to comply with the Equality Act 2010 as far as is reasonably practicable. For more guidance on this, please use this link: www.gov.uk/equality-act-2010-guidance.

To discuss any onsite requirements you may have, please contact The Operations Team.

Fire Points
Fire points are available around the exhibition in key locations. Under no circumstances may these be moved, and exhibitors or contractors will be charged for their replacement. Exhibitors should ensure that their stand contractors and staff are aware of how to use these extinguishers, and the location of all fire exits and alarm points within the hall.

Any exhibitor requiring a special type of extinguisher owing to the nature of their exhibits, must make their own arrangements for fire extinguishers with the venue, and submit a fire risk assessment for your stand.

First Aid
Should you require first aid assistance, Please contact the Organiser's Office or Olympia control on +44 (0)207 598 2411 for First Response assistance.

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.

Insurance
All exhibitors require a comprehensive insurance policy that covers a minimum of £2million public liability over the full show dates. If you require cover, you can pay the insurance participation fee which has been invoiced separately to you at the point of booking your stand. Should you already have adequate cover, you can simply ignore this invoice and upload your insurance document for approval and the insurance participation fee will be credited. It is your responsibility to ensure you have adequate cover.

Internet & Wifi
eForce provide free un-supported Wi-Fi at Olympia. If you need a faster, supported service please place an order via the Order Forms & Deadlines tab.

Lost Property
Lost property will be handed into security and after the show closes it will be logged and held in Olympia. Should you lose anything onsite, it would be best to call them post show on +44 (0) 207 598 2484.

Lead Capture App License (Fusion Exhibit)
Circdata is our official registration partner and as part of your stand package you have the Fusion Exhibit lead capture app which can be used on three devices. This lead capture solution is to be used on your own mobile devices; it is not a physical barcode scanner. If you would prefer to swap your three app licences for one physical barcode scanner, please let Circdata know as soon as possible as there is limited availability. You can order more app licences so that each member of your team has their own licence. Additional licences cost just £100 +VAT and can be ordered through your Ezone portal.

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.

Photography
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 tab.

Piped Services
The venue acts as the official contractor with sole responsible for the supply and connection of natural gas, compressed air, water, and waste services. Please note that water and waste is only available at specific points within the hall. You must have a duct on your stand to have piped services. Therefore, you may require a 100mm platform floor to hide any service pipes on either your own or a neighbouring stand. Please refer to Venue Services section in the Order Forms & Deadlines tab.

Public Address System (Tannoy)
The public address system is for use by the Organisers and Authorities only.  During the Open Period only official and emergency messages will be broadcast. 

Rigging
Rigging is permitted above stands, only where purchased as part of a sponsorship opportunity with your CloserStill Media Account Manager. Stands plans with rigging, and rigging orders received by the venue, will not be processed without confirmation that the sponsorship agreement is in place:

  • Banner plans (including dimensions / weight / materials / rigging points, etc.) must be submitted to Select International Events (for structural approval) by Monday 2nd October 2023, and Outback (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, 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.
    • Outback Rigging will rig all structures.
    • No graphics or decorative material may be displayed upon the lighting rig.

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.

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.

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 implements a strict no-smoking policy in accordance with UK Law. As of the 13th of February 2017, smoking is also no longer permitted on the lorry way. 

Smoking (including e-cigarettes & Vaping Devices) is only permitted in designated smoking areas.

Stand Personnel
Bond Associates has one of the most extensive databases of event staff available, with over 500+ staff registered for work across the country. Their associates can be hired on a temporary or permanent basis. For further information, please refer to Stand Personnel via the Order Forms & Deadlines tab.

Storage, Handling & Freight Facilities
There are no storage facilities at the Venue. Any company requiring storage or freight services should contact the official Shipping and Storage contractor (GES Logistics) for a quotation. Please refer to Logistics form in the Order Forms & Deadlines tab.

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.

Venue, Travel & Parking

Olympia has excellent facilities with easy access from Heathrow and Gatwick, all major railway stations and all major motorway routes, as well as its own dedicated overground and National Rail station. 

Address

Diabetes Professional Care 2023
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 & Loading

Book your car/van/lorry for both build and breakdown through Olympia London’s vehicle booking system.  Please note no vehicle over 4.4m in height can access Olympia.

Travel

For more information about getting to Olympia, please visit the venue's website

Venue map

Click here for a full version of the map of Olympia.

COVID-19 Guidelines

Exhibitor COVID-19 Guidelines (Updated 11/04/22)

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
Exhibitors are encouraged to implement a regular cleaning regime for your stand, ensuring a deeper clean before, during, and after the event each day. Particular attention to be paid to high traffic touch points such as meeting rooms, information desks, displays, and handrails. Have a cleaning log positioned in a prominent location on your, as a useful way to capture and demonstrate your cleaning regime. 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 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. Details of solutions that can be offered by our registration partner Circdata, can be found via the E-zone.

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.

Resources

Contact Us

Help is always close to hand, so please feel free to reach out to any of the team using the details below and we will be happy to assist:

OPERATIONS TEAM
Imogen Woodward                     medops@closerstillmedia.com
Beth Cummins medops@closerstillmedia.com
SALES & SPONSORSHIP
Tereza Illikova t.illikova@closerstillmedia.com
Amit Popat a.popat@closerstillmedia.com
Ryan Bruce r.bruce@closerstillmedia.com
MARKETING & PUBLIC RELATIONS
Sarah Daniels s.daniels@closerstillmedia.com
Alicia Toma  a.toma@closerstillmedia.com

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