Hospitality Suites - Manual

CONTENTS

WHAT'S NEXT?

If you have purchased a Hospitality Suite 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
Submit print-ready artwork for your branded panels 8th May
Order internet if required 8th May
Order additional furniture if required 8th May
Complete the Health & Safety Form 15th May
Order shipping if required 18th May
Order plant & floral hire if required 22nd May
Order additional AV if required 25th May
Request catering if required  28th May
Request loading bay access if required 1st June
Request security or temporary staff if required 1st June

YOUR PACKAGE INCLUSIONS - HOSPITALITY SUITE

There are 3 options for Hospitality Suite layouts.  By clicking on the links below, the example image will visualise the layout, furniture, TVs and branding included in each option. 

Please refer to your contract, or welcome email, if you are unsure of your chosen contracted package.  It is important you know which option you have chosen as it cannot be changed at a later date.

Please note:

The plants in the visuals are for illustrative purposes only.  They are not included in the packages. If you wish to order plants please see supplier details in the Event Services section below.

Each suite contains 2x 500w sockets. If you need more outlets you may order them directly from Creative Live 

 

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 15th May.

COMPLETE THE H&S FORM

SUBMIT YOUR PRINT-READY ARTWORK

Your Hospitality Suite package includes branded walls.  You will need to submit your print-ready graphics files for the relevant panels by Friday 8th May to damian@creativelive.uk.  Specifications can be found here:

Hospitality Suite Option 1 (lounge plus 1 meeting room)

Hospitality Suite Option 2 (lounge plus 2 meeting rooms)

Hospitality Suite Option 3 (lounge, presentation area plus 1 meeting room)

IMPORTANT:

  • Artwork must be supplied as high-resolution PDFs.
  • Any pantones supplied in artwork may not be converted correctly and can print a different shade to what you are expecting. Please ensure all pantones are converted to CMYK to ensure they print the correct colour. ​
  • All text and logos should be supplied in vector format and text converted to outlines where possible.
  • You don’t need to consider leaving bleeding space when submitting your graphics unless otherwise specified. Any instructional guides or boxes must be removed from artwork/cropmarks. 
  • Pay attention to the position of any TV screens to ensure important detail is not covered.
  • Most importantly - be sure to double check that you are using the correct panel specs for your contracted package - there are 3 different suite options and they are not the same!

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.

FURNITURE HIRE

Creative Live are the official show contractor and will be building the exhibition areas at the event, including your Hospitality Suite.  Your suite will be fully furnished as per your chosen package, but Creative Live can help with any additional furniture requirements you may need for your suite.

To view their range of available furniture items please visit their furniture website.

The deadline to submit orders for furniture hire is Friday 8th May.

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

Please note that furniture supplied in the packages cannot be swapped or changed.  If you wish to have alternative or additional furniture this will need to be arranged directly with Creative Live, at your cost.  Unused furniture in your package cannot be refunded.

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 18th 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 Host@olympia.london before Thursday 28th 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 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 (details to be provided) to see the range of services available.
  • The deadline to submit orders for internet services is Friday 8th May.
  • Orders placed after this point will be subject to availability and applicable surcharges (20% for orders placed late (9th 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

OTHER EVENT SERVICES

AV

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

  • Your package includes TV screens, but if you need anything additional 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. 

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

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

  • Please note that all waste is now chargeable, including cardboard, plastic and mixed waste (pre-open and post-event). If you require any special cleaning service, pre-open waste clearance and post-event waste clearance, please make your requests via Olympia's Cleaning website by Wednesday 3rd June, or contact cleaningservices@olympia.london if your stand anticipates a larger volume of waste than the volume provided on the website.

  • Upon waste collection, please ensure:

  • All waste must be separated correctly

  •  Cardboard should be flat-packed wherever possible

  • Waste must be placed as instructed for collection

PLANT & FLORAL HIRE

  • Please note that the the plants in the visuals are for illustrative purposes only.  They are NOT included in your package.  Should you wish to order any plants or floral arrangements, you can do so with Vista Events, the official plant and floral supplier of the event.
  • Please visit their website and reach out to them on +44 (0) 7740 600 087 or info@vista-events.co.uk by Friday 22nd 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 enquiries@moorepeople.co.uk by Monday 1st June.

  • 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 place your order with kevin.bird@stambridge.group at least 24 hours before the service time.

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 7th 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 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.

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.

Age requirements / childcare / family attendance policies

For anyone who wishes to attend London Tech Week with children, our approach by age group and details of the on-site complimentary childcare services are below. We want everyone to have an engaging, enjoyable and valuable experience at London Tech Week. Our team is happy to answer questions from parents and guardians about bringing children to the event or booking into the on-site facilities.

Ages 16–17

Young people aged 16 and 17 are welcome to take part in London Tech Week when accompanied by a parent or legal guardian throughout their time at the event.

Ages 15 and under

We’re partnering with Nipperbout to offer complimentary on-site childcare during London Tech Week. Children 15 and under are welcome at these dedicated childcare services provided on-site.

Ages two and under

Parents and guardians are welcome to bring children aged two and under into London Tech Week. To ensure the best experience for everyone, we ask that parents are mindful of any disruption if their children become unsettled during sessions. Parents and guardians are invited to take advantage of our Nursing and Infant Care Room, and on-site childcare services as needed.

How to book

To bring a child to London Tech Week, contact the Registration Team. From there we will be in touch to guide you through the process of completing our Child Attendance Waiver, and booking in your childcare provision. 
 
We understand that childcare plans can change. For last minute arrangements at London Tech Week, our team will do our best to facilitate children that haven’t been booked in advance. The Child Attendance Waiver will need to be completed upon arrival, and onsite facilities will be subject to availability.

Search