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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.
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