The stand package includes:
- Standard carpet grey
- 2 x 120w spotlights
- 1 x 500w twin socket
- 1 x high table round white
- 2 x high stools white
- 1 x brochure rack A4
Please note that Furniture and electrical packages included in the stand package increase with stand size:
- 0 – 23 sqm receive 1 x package
- 24 -35 sqm receive 2 x packages
- over 36 sqm receive 3 x packages
Packages are based on multiples of 12sqm up to a maximum of 3 packages. If you need additional furniture, stand fitting, electrics, graphics or AV please order via your My Easyfairs account
SPACE ONLY STAND
All space only Exhibitors must inform firstname.lastname@example.org that they wish to opt out of the AMP build and specify which package items (furniture, carpet, socket, spotlights) that they wish to keep.
The regulations below are supported by and should be followed in conjunction with the current eGuide, available here
The overall height should not exceed 4000mm from venue floor level.
The overall height should not exceed 4000mm from venue floor level.
Note that there are some areas in the halls where you will be restricted to less than 4000mm. Please ensure you check the technical floor plan before submitting your stand plans and seek advice if necessary. The technical floor plan can be requested from Danika.email@example.com Requests to build to heights over 4000mm will be considered provided that they are submitted to the Ops Squad team in writing. Please send any requests to firstname.lastname@example.org
You must submit your stand plans to Ops Squad as soon as possible so they may be checked to ensure that they comply with the venue and local authority regulations detailed later in this section. All space only stand plans must be submitted by 19th August 2022 to email@example.com Please be aware that any sent after this date may not be approved or given permission to build.
These plans must include:
- Detailed drawings of your stand.
- All dimensions, detail build materials, include at minimum a ground plan and elevation drawing, include any inflatables or rigged elements, prove the structural stability, be specifically for this exhibition
- Your stand constructor’s public liability insurance
- A detailed Risk Assessment which must include details of any unusual exhibits or activities on the stand (any machinery, working kitchens, moving visitor attractions)
- A Method Statement
- A Health & Safety Declaration
- A Construction Phase Plan
- Full payment of the approval fee (see detail above)
All documents must be submitted in English and should clearly state the exhibiting company’s name, stand number and the contact name and company of the person responsible for the stand build. Approval must not be assumed until written approval is received. Once approval has been received no alteration may be made to the approved design without further approval being sought.
Stand Construction Regulations
- No more than 50% of any open side may be walled in.
- Any rigging must be a maximum of 6m from the ground.
- If you wish to wall in over 50% of an open side, walling should be stepped in 1m or made of translucent material.
- On divided sites, it is the responsibility of each exhibitor to erect and decorate walls on their closed sides.
- Space only stands building over 2500mm should decorate both the front and the back panels – no advertising material to be displayed onto neighboring stands
- All construction and displays must be made from fireproofed materials and installed to the satisfaction of the authorities.
- Exhibitors will be charged for making good any damage to the hall such as paint marks, tape, bolt/screw/nail holes etc.
- You are responsible for examining your allotted space and building your stand within the correct floor markings – if you are in any doubt, please see the Organisers Office.
- The reverse of walls over 2.5m must be dressed in white down to the height of 2.5m.
- No graphics/ branding may be applied to the reverse of any party walling which overlooks neighboring stands.
- Your stand build, materials and dressing items must comply with eGuide and venue regulations.
- Your stand build contractor must comply with CDM regulations and submit all required paperwork and documentation to Ops Squad, our appointed Stand Auditors by the plan submission deadline of Friday 19th August 2022 (email to firstname.lastname@example.org).
Complex Stands are defined as:
- Stand designs that contain any part of the stand which is over 4000mm in height
- Stand designs including a platform of over 599mm above floor level
- Stand designs or equipment that contains steps
In all COMPLEX cases, structural calculations providing the strength and stability of the complex structure will be required. If complex, fees are applicable, invoices for complex fees will be paid for in advance of the stand being approved. The exhibitor will be liable for all costs and charges relating to this.
All space only exhibitors must submit their Stand Plans, Risk Assessments, Method Statements and Insurance Certificates to Ops Squad: email@example.com
Please note the following
- Floor covering
If you are laying your own floor covering, please ensure you use exhibition approved carpet tape which will not leave marks on the hall floor when it is removed. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are prohibited. Please be advised that all carpet tape must be removed at the end of the show to avoid any dilapidation’s charges.
Electrics can be ordered from the shop accessed via your ‘My Easyfairs’ account. If your electrical requirements are not listed in the online catalogue, please contact firstname.lastname@example.org
- Rigging & banners
All rigging must be approved by the Organiser and included in your stand plans. Please contact the Operations team in the first instance with details of what you would like to rig.
Please ensure that your contractors receive a Link to this exhibitor manual and the pre-show email detailing build and break information.
Show Ready stand package options
Demonstrations & Advertising on Stands
Please ensure that music and commentary for demonstrations, videos, presentations etc., are kept at a level which does not interfere with neighboring stands. You must obtain a license from the Performing Rights Society to cover composers’ royalties. All details must be supplied direct to the society.
For further information please contact:
Performing Right Society Ltd +44 (0)800 068 4828
13 Church Walk
Whilst we will take every precaution to ensure security and safety at our exhibitions, we do not accept any liability for loss or damage to any exhibitor’s property. You are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties up to a limit of indemnity of £5,000,000. In addition to this you should consider insuring your expenditures against abandonment and cancellation or curtailment of the event due to reasons beyond our control. Insurance is a requirement for exhibiting at this show.
If you have purchased an Exhibitor contractual indemnity through Easyfairs please see show website for details, please be aware that you will only be covered if you have paid your invoice in full. Insurance is a requirement for exhibiting at this show.
Any demonstrations/hazardous material on site must have the relevant clearance from Health & Safety. If in doubt, please contact email@example.com who will be able to advise accordingly. Additionally, if you are a Space Only a risk assessment/method statement must be completed. Please send all information to firstname.lastname@example.org
Public Liability Insurance
Exhibitors are reminded that in accordance with the Rules and Regulations they MUST take out adequate insurance cover. Whilst we take every precaution, we are not responsible for damage or loss to stand fittings and exhibits. We must also draw your attention to Public Liability cover and the increasing numbers of claims against exhibitors and service providers for trips and falls.
A specialist Exhibition Policy would adequately cover you for your property and Public Liability insurance, which in the event of any loss or claim would not affect any Policy.
Rigging: Prior permission from Danika Bacon is required for all rigging requirements.
Piped Services: Please note the venue cannot provide compressed air. If you require any water & waste services for your stand, please contact us straight away as not all stands can be supplied with these.
Pillars: Pillars are present in the hall. Contact Danika Bacon for the location of pillars.
Floor loadings: These vary considerably throughout the venue, so please notify the organiser of any unusually heavy items to be brought on site/exhibited.
Cleaning: The Organisers will provide a pre-clean of all stands prior to show open and will also on the open days provide daily cleaning of the halls, the gangways and carpets on the stands. The cleaning of exhibits is not included.
Waste: Exhibitors and contractors must arrange the removal of materials and waste produced by working demonstrations of exhibits and stand fitting materials, crates and exhibits abandoned within ExCel.
Shipping and Freight Handling
London Packaging Week 2023
[STAND NUMBER, COMPANY NAME & CONTACT DETAILS]
1 Western Gateway,
YOU MUST BE ON YOUR STAND TO SIGN FOR YOUR DELIVERY. THE ORGANISERS WILL NOT SIGN FOR ANY DELIVERIES.
If you plan to exhibit a large or heavy piece of equipment or vehicle, please contact GES Logistics at the earliest time. Heavy Lifts by crane or forklift will be scheduled in advance. GES Logistics will schedule move-in and move-out of any large and heavy exhibits.
Lifting and handling onsite
GES Logistics have been appointed as our handling company. They are the preferred contractor for freight forwarding and storage, please contact them on +44 (0)121 782 4446 or email@example.com
It is not permissible to store packing materials (cases, pallets etc.) in the hall. GES Logistics will operate an empty case storage service: they will tag, remove, store and return your empty packing materials on request. Please order this service in by contacting the team on +44 (0)121 782 4446 or firstname.lastname@example.org
It is forbidden to store exhibits or materials between or behind stands due to the risk of fire.
Legal Requirements and Guidelines
For safety and liability reasons, only the official electrical contractors, may carry out wiring and installation work at Futurebuild. GES are the official Contractor for the exhibition; they are responsible and will carry out all work on the stands. Pre-fabrication is permitted but connection to the mains and all on-site wiring must be carried out by GES electricians.
The electrical facilities in the hall are subject to the regulations of the Local Authority and the venue. If the exhibitors’ power supply system is found to be faulty, or if it does not confirm to the relevant regulations in every aspect, the Organisers shall be entitled to refuse the connection of the system and/or the supply of power without recourse until the fault has been remedied.
We ask that you closely observe the deadline date for ordering electrical connections, to ensure that all orders can be processed, and services supplied in good time.
- Power connections are made as soon as possible to each stand. If you intend to dress your stand on the Tuesday morning, please note that electricity may not be available immediately.
- Power to all stands will be switched off each night 30 minutes after the show closes, unless a 24hr supply has been ordered in advance
Please contact the Operations team directly if you require a specific quote for a machinery main or a specific electrical supply.
All display materials must be flame retardant and conform to the UK legislation and eGuide. Failure in this will entail the removal of the offending fittings. All materials used in the building, decorations and coverings of stands must be approved, non-flammable materials. No explosives, flammable fluids or combustible materials may be used on any stand or stored within the venue. Fire Laws must be strictly observed, and wiring must comply with local regulation. A fire marshal may examine all stands, aisles, fire exits, and/or any other items at any time.
Patents & Copyrights
Exhibitors must comply with all relevant provisions of the Copyright Design and Patent Act of 1988. Applications should be lodged with the Patents Office, 25 Southampton Buildings, London, WC2A 1A. www.patent.gov.uk for more information.
Any exhibitor choosing to use contractors, must ensure they conduct their business appropriately. Any contractor deemed by the venue or Show Management team to be working in an unsafe, un-responsible and/or in any other manner deemed inappropriate, will be asked to leave immediately. The contracting exhibitor will be responsible for sourcing an alternative supplier to complete any unfinished work and will be liable for any costs incurred for delay to build up times.
Please ensure that your Contractor receives a copy of this Exhibitor Manual. Details on how to access the halls for build-up will be sent out 2 weeks before the show. Please ensure you forward this information to your contractor.
No one under the age of 16 is permitted in the hall during the build-up and breakdown period. Please consult our official website to find out about the age limit during open times.
Personal Protective Equipment (PPE)
Safety footwear and high visibility jackets must be worn during the construction phases of the build, as a minimum. Additional PPE identified in the exhibitor’s/contractor’s Risk Assessment must also be worn. Any person not wearing the appropriate items for the activities they are performing, will be asked to leave until they have acquired the necessary items.
There will be constant security cover at the exhibition. The Organisers will take every reasonable precaution throughout the Exhibition; however, organisers’ security is designed to secure the exhibition hall, not the contents of individual stands.
Exhibitors should remember that exhibition halls are very vulnerable places and should take appropriate precautions against theft, ensuring that their goods are safeguarded. Exhibitors should not leave their stands unattended during the build-up, breakdown or open hours of the show, and they must ensure that Exhibitor Badges are worn at all times.
Any incidents of theft must be reported immediately to the Organisers’ so that security can be informed, and incident reports can be written. Please note the following security advice regarding exhibiting at shows:
- Build-up and breakdown: These are the most vulnerable times for theft. Ensure that there are at least two representatives setting up or dismantling your stand so that the stand is never left unattended. It is important that all products and portable items should be removed from your stand on the first evening of breakdown.
- Sufficient staffing: Be sure to have enough staff to man your stand at all times. Never ask a neighbouring Exhibitor to watch your They may become busy and leave your stand unattended.
- Avoid leaving your stand each evening before all visitors have cleared the exhibition hall, and ensure your stand is staffed prior to the show opening (remember the exhibition hall will be open from 8am for other Exhibitors and maintenance staff).
- Lockable Cabinets: There is no cabinet included in your package. We do, however, recommend you have somewhere to lock away briefcases, mobile phones, handbags and laptops etc. during the day – even when you are on the stand. If you are busy, you may not notice if they are. Please note – most hired cabinets have common locks and should not be regarded as completely secure units.
NB: Please make sure adequate arrangements have been made to insure your goods, as Easyfairs are not liable for any loss, damage or accident that may occur to any Exhibitors property (hired or purchased) or personnel. Therefore, Exhibitors MUST arrange full insurance cover.
Dilapidation & floor covering
Exhibitors are liable for any damage they may cause to buildings, floors, walls, and columns or to any shell scheme equipment or any other Exhibitor’s property. Exhibitors are also responsible for any damage caused by their agents or contractors. No Exhibitor may apply paint, lacquer, adhesives or coatings to the building or shell scheme, or drill holes into the floor.
The Organisers will inspect every site before erection and after demolition of the stands and any damage caused will be charged directly to the Exhibitor. This includes a charge for removing any carpet tape or heavy building waste left behind.
All stands require appropriate floor covering. The hall floor cannot be exposed. Floorcovering can be ordered from the shop accessed via your ‘My Easyfairs’ account. If you are laying your own floorcovering, please ensure you use exhibition approved carpet tape which will not leave marks on the hall floor when it is removed. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are prohibited. Please be advised that all carpet tape must be removed at the end of the show to avoid any dilapidation charges.
Any sale or supply of alcohol at the show must be agreed and licensed by the venue. Selling alcohol for consumption at the show is not permitted. Please note that there should be no consumption of alcohol during build up and breakdown.
Catering: Host Olympia are the exclusive caterers for the venue and all food and drink must be ordered via them. Please note that concessions/corkage charges are incurred when providing your own beverages/food at the show including coffee machines, therefore should you be planning on bringing anything for your stand please contact our show events coordinators Aimee or Kate at email@example.com and they will be happy to advise and invoice for these. There is a stand ordering service available where beverages and food can be delivered to your stand https://host-olympia.london/events/packaging-innovations
Distribution of promotional material & demos
Exhibitors may only conduct business and distribute literature from within their stand, not in the gangways or any other part inside or outside of the Hall. Exhibitors must not take delegates away from the event to another business’ premises, nor host competing events onsite. All activities and demonstrations (e.g. the operation of machines, video and film shows etc.) must be reported in the exhibitor’s Risk Assessment and have the approval of the Operations team. The Operations team is entitled to restrict or prohibit such demonstrations, even if consent has previously been given, if they interfere with the Exhibition.
Noise levels & music system
Music and commentary for demonstrations, videos, presentations etc., using music systems such as a Public Address (PA) or AV Equipment etc., also requires authorization. Exhibitors must ensure the sound is kept to an acceptable level (below 80 decibels from the edge of the stand) and does not disturb adjacent exhibitors. In case of dispute, the Show Management’s decision will be final.