SHELL SCHEME STAND EXHIBITOR MANUAL

CONTENTS

WHAT'S NEXT?

If you have purchased a Shell Stand 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 (.ai/.eps and .jpeg/.png) for our website and complete the onboarding form. ASAP
Order internet if required 7th May
Complete the stand forms 12th May
Order graphics enhancements, furniture or carpet if required 12th May
Order rigging if required 16th 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 required 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

YOUR PACKAGE INCLUSIONS - SHELL SCHEME STAND

Please refer to your contract, or welcome email, if you are unsure of your contracted package. By clicking on the link below the image you will be able to see what is included based on the size of your stand space along with visuals of the items.

Please note visuals are for reference only. Actual stand size and layout will depend on your contracted package.

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 build/admission to the show or ask you/your stand contractor (if applicable) to resubmit the form with further information.

IMPORTANT: All forms are due for submission by 16th May.

COMPLETE THE H&S FORM

EVENT SERVICES

The following event services are optional extras should you wish to elevate your presence onsite and arrange deliveries pre-event. If you wish to order any extras please ensure you complete your orders by the deadlines outlined below or detailed within the order forms.

STAND CONTRACTOR SERVICES

Creative Live are the official show contractor. Creative Live will be building the exhibition areas at the event and will be able to assist with the following:

The deadline to submit orders for furniture hire, floor covering, shell scheme extras, graphics or electricity/lighting upgrades, is Monday 12th May.

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 available HERE.

Please make sure to submit the completed order form to info@clsexpo.com by Monday 19th May. 

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

  • Host-Olympia is the official catering supplier for the event.

  • All catering must be ordered via their online portal before Friday 30th May.

  • Orders placed after this point will be subject to availability and applicable surcharges.

  • 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 stand 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.
  • 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.

RIGGING

  • Rigging is only permitted if you have received prior approval from your Informa Account Manager and have paid for the airspace – please check your contract.

  • Rigging must be carried out by the official venue riggers Outback Rigging and is only permitted within certain areas of the show floor. Please contact Customer Success to confirm if rigging is possible above your stand before placing your order.

  • To place your order for rigging services, please complete the order form and return it to georgina@outbackrigging.com by Friday 16th May.

  • Orders placed after this date will be subject to availability and a 20% surcharge.

WATER SUPPLY

  • If you require a water supply for your stand, please complete this order form and return it to atdvenueservices@atdelectrical.com to place your order by Tuesday 20th of May and take advantage of the early bird rate.

  • Orders placed 21st May - 5th June are charged at a standard rate and orders placed from 6th June onwards are subject to a 20% surcharge. 

OTHER EVENT SERVICES

AV

  • Event Pro AV is the official AV supplier for the event.

  • 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.

  • If you would like to discuss your requirements, please contact Carl Wilkes: 

  • 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.

CLEANING & WASTE MANAGEMENT

  • Your stand will be vacuumed each day and rubbish will be removed, but exhibits will not be cleaned.  Stands with night sheets will not be cleaned.

  • All waste, except small quantities of litter, produced by your stand, must be removed from the venue at the end of the event. 

  • Removal of any abandoned stand-fitting materials, carpet, pallets, boxes of literature or excessive waste, will be subject to an additional charge.

  • If you have any food waste, or other wet waste, please contact the organiser, so that arrangements can be made for proper disposal.

  • If you require any special cleaning service, please contact Olympia's cleaning team directly on +44 (0)20 7598 2510 or cleaningservices@olympia.london. 

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 stand, 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. 
  • Orders placed after this date are subject to availability and applicable surcharges.

TEMPORARY STAFF

  • Moore People is the official event supplier for temporary staff.

  • If you require any temporary staff for your stand, please email bettina@moorepeople.co.uk by Friday 30th May.

  • Orders placed after this date will be subject to availability and applicable surcharges.

SECURITY

  • Stambridge Group are the official security supplier for the event.

  • If you require any security staff for your stand, please email kevin.bird@stambridge.group by Friday 30th May.

  • 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

Getting Here

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

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 and exhibiting stand are 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.

DATA PROTECTION

Informa do not sell, nor distribute, attendee contact information in accordance with established privacy policies. Any company claiming to have such information to sell is not affiliated with Informa, and do not have access to our confidential records.
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