EVENT INFORMATION
WHAT'S NEXT?
If you have purchased a Fixed Meeting Room Package, please review and action the following deadlines.
Please ensure you read through each section carefully and meet any applicable deadlines to ensure a successful, smooth-running event.
For any questions, you can email Customer Success and remember to review our additional policies.
DEADLINES
| Submit your logo for our website to and complete the onboarding form. | ASAP |
| Order internet if required | 7th May |
| Order furniture if required | 12th May |
| Complete the Health & Safety Form | 16th May |
| Order shipping if required | 19th May |
| Request loading bay access if required | 22nd May |
| Order plant & floral hire if require | 23rd May |
| Order AV if required | 25th May |
| Register your staff on the Exhibitor Portal | 26th May |
| Order catering, security or temporary staff if required | 30th May |
COMPULSORY RESPONSIBILITIES
The following responsibilities are all compulsory in order for us to deliver your event package, please ensure you complete each task by the deadlines outlined below.
COMPLETE H&S FORM
Health & Safety at our shows is extremely important to keep EVERYONE safe.
Before arriving onsite we ask that all exhibiting companies to complete the Health & Safety Form.
It's a requirement of all companies to read through the Informa Rules & Regulations Handbook & complete the H&S form.
If the form has not been submitted, or is not completed to an appropriate standard, Informa organisers reserve the right to refuse admission to the show or ask you to resubmit the form with further information.
IMPORTANT: All forms are due for submission by 16th May.
ROOM LAYOUT & ONSITE CONTACT DETAILS
In order to prepare your meeting room, we need your room configuration and onsite point of contact confirmed.
These details need to be submitted when completing the H&S Form.
If you require specific details about your meeting room, please reach out to Customer Success.
Meeting room keys can be collected from the Organisers Office on the Gallery Level in Olympia Grand, between 2pm - 6pm on Sunday 8th June.
Failure to return your meeting room key is subject to a fee.
All meeting room keys must be returned to the Organisers Office by 5:30pm on Wednesday 11th June.
Your onsite point of contact is required so we can reach them onsite if needed, but also, for security reasons when collecting the keys.
FURNITURE HIRE
Creative Live are the official show contractor. Creative Live will be building the exhibition areas at the event and can also help with any additional requirements you may need for your Meeting Room.
To view their range of available furniture items please visit their furniture portal.
The deadline to submit orders for furniture hire is Monday 12th May 2025.
Orders placed after this point will be subject to availability and applicable surcharges.
FREIGHT, HANDLING & STORAGE
CLS (Creative Logistix Solutions) is the official freight handler, customs broker and on-site handling agent for the event. All deliveries must go through CLS.
If you require any of their support with arranging deliveries to the venue, please complete this form.
Additional guidance for preparing any shipments can be found in the guidelines.
Please make sure to submit the completed order form to info@clsexpo.com by Monday 19th May 2025.
Orders placed after this date will be subject to availability and applicable surcharge.
VENUE SERVICES
Please refer to the relevant sections below for any venue related services and make sure to place your orders before the applicable deadlines:
CATERING
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Host-Olympia is the official catering supplier for the event.
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All catering must be ordered via their online portal before Friday 30th May.
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Orders placed after this point will be subject to availability and applicable surcharges.
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Food and drinks from external sources (including coffee machines) are not permitted within the venue, unless you have specific catering requirements that cannot be met by the in-house caterers, in which case permission may be granted subject to the payment of a concession fee. Please contact info@host-olympia.london for more information.
INTERNET
- London Tech Week is offering enhanced Wi-Fi at this year's show. However, if you are relying on an internet connection to run any part of your meetings we recommend looking through the eForce online portal to see the range of services available.
- The deadline to submit orders for internet services is Wednesday 7th May 2025.
- Orders placed after this point will be subject to availability and applicable surcharges (20% for orders placed late (8th May-5th June); orders placed onsite (6th-11th June), are subject to an additional 20% surcharge on top of the late order price).
- If you need to place a wired internet connection whilst onsite, please contact eForce directly on sales@eforce.co.uk or 0207 598 2400 to check if this is possible.
- Please make sure to read the connectivity guidelines before finalising any internet requirements for your stand.
OTHER EVENT SERVICES
AV
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Event Pro AV is the official AV supplier for the event.
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Whether you need TV screens, full video walls or anything in between, they can help! Please see the details below to access their online ordering portal.
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Access the AV Portal: www.eventproav.co.uk/order
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Password: uk (lowercase)
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If you would like to discuss your requirements, please contact Carl Wilkes:
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hiredesk@eventproav.co.uk or cwilkes@eventproav.co.uk or +44 (0)1827 250500.
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All AV orders must be received no later than Sunday 25th May. Orders received after this date will be subject to availability and a 20% surcharge.
PLANT & FLORAL HIRE
- Vista Events is the official plant and floral supplier of the event.
- If you require any plants, or floral arrangements, for your meeting room, please visit their website and reach out to them on +44 (0) 7740 600 087 or info@vista-events.co.uk by Friday 23rd May 2025.
- Orders placed after this date are subject to availability and applicable surcharges.
TEMPORARY STAFF
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Moore People is the official event supplier for temporary staff.
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If you require any temporary staff for your meeting room, please email bettina@moorepeople.co.uk by Friday 30th May 2025.
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Orders placed after this date will be subject to availability and applicable surcharges.
SECURITY
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Stambridge Group are the official security supplier for the event.
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If you require any security staff for your meeting room, please email kevin.bird@stambridge.group by Friday 30th May 2025.
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Orders placed after this date will be subject to availability and applicable surcharges.
VOYAGE CONTROL (LOAD-IN) APPLICATION
To improve safety and ensure smooth operations during load in and load out, any vehicles needing to service the event (contractor, exhibitor & courier) are required to pre-book through Voyage Control. Vehicles not pre-booked will not be permitted.
All vehicles booked through Voyage Control must have a valid Voyage Control booking and the pass ready to be checked by traffic marshals.
Please stick to your time slot, do not arrive in advance of your booking start time, or stay later than your allocated time slot.
The maximum height for all logistics vehicles arriving at the site is 4.4 metres. Any vehicles unloading or loading can gain access from Hammersmith Road turning left into Olympia Way. There is no right turn from Kensington High Street. For more information about loading and unloading access, please click HERE
Bookings will be available from 8th May (Thursday), 11am. Please visit the Olympia London End-User Guide for more details.
EVENT INFORMATION
VENUE
Olympia Events
Hammersmith Road
London, W14 8UX
From breathtaking consumer shows and thrilling sporting and music events, to large, colourful trade shows, Olympia Events, formerly known as Olympia London, is the place where amazing things happen.
Handcrafted in 1886 Olympia Events is more than an events space. It’s where culture and heritage come together to create inspiring experiences for everyone who steps through our doors.
EVENT HOURS
To access the event hours CLICK HERE
FLOORPLAN
To access the floorplan CLICK HERE
ACCOMMODATION & TRAVEL
ACCOMMODATION
We have partnered with Hotelmap to bring you discounted rates at hotels that are local to the event venue.
Please use the link HERE to view the hotels available nearby and book your accommodation for the event.
PLAN YOUR TRAVEL
We recommend that you use public transport when planning your travel to and from the venue, where possible, to help us have a more sustainable event and reduce the carbon footprint associated with attendee event travel.
Kensington (Olympia) is the dedicated combined train station right next to the venue. Services are provided by London Overground, along with Southern and London Underground (District Line). It is in London's Zone 2.
The following bus routes also have stops within a very short walking distance:
9 - runs to and from Aldwych and Hammersmith.
23 - runs to and from Westbourne Park and Hammersmith.
27 - runs to and from Chalk Farm and Turnham Green.
28 - runs to and from Kensal Rise and Wandsworth.
49 - runs to and from White City and Clapham Junction.
391 - runs to and from Fulham and Richmond.
Further detailed information on getting to the venue and transport options can be found here or click here to plan your route.
VEHICLES & PARKING
We would like to encourage visitors to use public transport to get to the event where possible but if you need to drive, you can arrange for parking via the venue’s portal HERE. Please make sure to pre-book online to secure your space as availability is limited.
Access information for visitors and a link to a detailed access guide hosted by AccessAble, can be found here.
Please note, Olympia London falls within the Ultra Low Emission Zone (ULEZ). Please check whether your vehicle is subject to ULEZ charge before you arrive. We also always recommend planning your journey in advance and checking for any travel disruptions before you leave.
Click HERE for more information.
ADDITIONAL POLICIES
CODE OF CONDUCT
Informa is dedicated to providing an inclusive and safe event experience for everyone, regardless of gender, age, sexual orientation, disability, physical appearance, body size, race, nationality or religion. We do not tolerate harassment of participants in any form. We are a diverse community of professionals, and we conduct ourselves professionally. Please be considerate and careful with your words and actions. Exhibitors in the expo hall, evening party hosts and organizers of concurrent activities should be aware they are subject to the code of conduct. Exhibitors and party hosts may not promote sexualized or offensive imagery or activities. Exhibition and party staff should not use sexualized clothing/uniforms/costumes, or otherwise create a sexualized environment. Participants asked to stop any behavior are expected to comply immediately. If a participant or sponsor engages in behavior that violates this code of conduct, Informa staff may take action they deem appropriate, including warning the offender or expulsion from the event with no refund.
SUSTAINABILITY
Sustainability is increasingly important to event attendees. Exhibiting at an Informa event allows you to highlight your company’s sustainability credentials and align with an event that champions sustainability.
To ensure that your company is aligned with Informa’s sustainability goals, please review the Exhibitor Sustainability Checklist and consider the steps as you plan your event.
VIDEOGRAPHY & PHOTOGRAPHY
By registering for this event you acknowledge recordings, video, and photographs are being taken during the event. By you entering this event, you give unqualified consent to: Informa , its agents, licensees to record, use and publicise your voice, actions, likeness, and appearance, in any manner and media, worldwide in perpetuity. If you wish to avoid being recorded, please do not enter this event.