All completed forms must be received by the relevant contractor and are not kept on one central system. Therefore, it is important that you maintain your 'Order Forms and Deadlines tab' yourself. If you have any queries, please contact the relevant contractor directly, using their details below.

Please ensure you complete and return the forms by the specified deadlines, to ensure you receive the best price for the service. Any stand fitting extras (such as electrics or furniture) ordered after the deadlines, cannot be guaranteed.

PLEASE NOTE: Your data (including name, address, email, and telephone) will be shared with the official exhibition contractors. They will not be shared with any third parties under any circumstances.

Compulsory Task List

TASK	DUE DATE	CONTACT DETAILS	ACTION
Emergency Procedures	Please read	Olympia London +44 0207 385 1200	CLICK HERE
Health & Safety Declaration & Risk Assessment Form	4 weeks prior to event	Michelle Baalham 01425 838393 This email address is being protected from spambots. You need JavaScript enabled to view it.	CLICK HERE
Shell Scheme Specification	Please read	Showlite	CLICK HERE
Venue Site Map	Please read	Olympia West, Level 1, Olympia London  +44 (0) 207 385 1200  This email address is being protected from spambots. You need JavaScript enabled to view it.	CLICK HERE
Voyage Control	Further information to be emailed soon	Olympia London  +44 (0) 207 385 1200  This email address is being protected from spambots. You need JavaScript enabled to view it.	CLICK HERE

 

Optional Tasks

TASK	DUE DATE	CONTACT DETAILS	ACTION
Accommodation		Event Express  +44 (0) 1905 732 737  This email address is being protected from spambots. You need JavaScript enabled to view it.	CLICK HERE
Audio Visual Equipment		Absolute AVS	Click here
Catering		Host  +44 (0) 7471 025 890  This email address is being protected from spambots. You need JavaScript enabled to view it.	CLICK HERE
Carpet & Floorcovering		Showlite	CLICK HERE
Electrics (lighting & Power)		Showlite	Click here
Furniture Hire		Inspire Hire	CLICK HERE
Graphics		Insite	CLICK HERE
Internet & Wifi		Olympia Event IT +44 (0) 20 7598 2400 This email address is being protected from spambots. You need JavaScript enabled to view it.	CLICK HERE
Shell Scheme Extras		Showlite	CLICK HERE
Waste		Olympia	CLICK HERE

BUILD
Thursday 19th March 2026	08:00 – 18:30	Space Only - Stand Construction
	13:00 – 18:30	Shell Scheme – Stand Dressing
OPEN
Friday 20th March 2026	10:00 – 16:00	Exhibitor access from 08:00
	16:00 – 19:00	After Show Party – Hand & Flower
Saturday 21st March 2026	10:00 – 16:00	Exhibitor access from 09:00
BREAKDOWN
Saturday 21st March 2026	16:00 – 20:00

Please note:

• It is a contractual requirement that your stand is not dismantled in any way or products removed, and that your stand remains manned, until the show closes and is clear of all visitors.

• It is the exhibitor's responsibility to remove all stand materials, packaging and waste from the hall before the end of breakdown. Please note a £500 + VAT fee will be levied for the removal of discarded items.

Definition

Exhibitors who have booked a shell scheme stand will have a Showlite Shell Scheme stand. The package includes walling, carpet, and a fascia nameboard to each open side.

Shell Scheme Specification

For panel dimensions, please refer to the shell scheme specification on the Order Forms and Deadlines tab.

Carpet

Blue cord carpet is included within your shell scheme stand. If you wish to change the colour of your carpet, you can do this for an additional cost with the official contractor Showlite via Order Forms and Deadlines under Shell Scheme Extras before the indicated deadline. Your stand carpet cannot be the same colour as the aisle carpet (pink).

Electrics

Please note that electrics are NOT included with your stand booking. 

As an exhibitor, it is your responsibility to order an adequate power supply for your stand. Failure to do this will result in delays on-site and can create a fire risk. Onsite checks will be carried out by the appointed Health & Safety Officer and Electrical Contractor. In all cases, the decision of the Organiser and its appointed representative is final.

Showlite are the official electrical contractor and is responsible for carrying out all electrical work on all stands. 

Please place your order via the Order Forms and Deadlines tab under the Electrics (Power & Lighting) section and by the deadline to avoid surcharges. A grid plan must be submitted with the order form to ensure that the electrics are fitted as per your requirements. Should a grid not be submitted, the items will be positioned at the discretion of the contractor and charges may be levied for on-site changes. Exhibitors and their contractors are also advised to contact Showlite to arrange a temporary power supply where needed, during the construction and deconstruction of their stand.

Basic Guidelines:

• 500 watt sockets: PC Computers, TV’s, videos, spotlights to 500W, small refrigerator.

• 1000 watt sockets: domestic filter coffee machines, lighting up to 1000W.

• 2000 watt sockets: kettles*, machinery up to 2000W.

• 3000 watt sockets: hired coffee machines, machinery 2000W to 3000.

*These appliances are of varying power requirements, dependent upon type and manufacturer. It is therefore essential that:

• The reference tag or plate is fitted to each appliance and is legible.

• The loading in watts or kW is stated.

• The appropriate size socket should be ordered.

Regulations: All electrical work must be carried out in accordance with the electrical regulations laid down by the local authority, IEE, the Health & Safety at Work Act 1974, British Standards Institution BS 7671 1992 and the Electricity at Work Regulations 1989. A full copy and advice on electrical installations can be obtained by contacting Creative Live.

Furniture

Furniture is NOT included with your stand booking. 

Furniture can be hired from our official contractors, alternatively, you can use your own. Please refer to Furniture Hire on the Order Forms and Deadlines tab to place your order.  Furniture should be ordered as early as possible to ensure the availability of stock.

When hiring furniture with our official contractors, they will deliver the items directly to your stand the day before the show opens and collect at the end of the show.

Graphics

You can order graphics for your stand with Insite. If you choose to do so, they will be placed on your stand before your arrival and removed after the end of the show. You can place your order before the indicated deadline in the Graphics section via the Order Forms and Deadlines tab. 

If you are providing your own graphics, please ensure that the shell scheme panels are not damaged. For advice on what can be used to secure graphics, positions of poles, weight limits, walls when applying plasmas/graphics, etc., please contact Showlite the Shell supplier directly.

PLEASE NOTE: No items are to be fixed or suspended from the fascia, as this could affect the structural integrity of the stand, as its parts are not designed to be weight-bearing. 

Insurance

Any loss or damage that may occur during the show should immediately be reported to the Organisers and Security on-site. Exhibitors need insurance cover (5M Public Liability).

Nameboard

This is included as part of your shell scheme stand, one per open side, and it will display your stand number and company name. The Company Name that you have put on your Contract/Booking Form will be the name that we print on your Stand Nameboard, if you would like to change or check this please email This email address is being protected from spambots. You need JavaScript enabled to view it.

PLEASE NOTE: There is a restriction of 30 characters, including spaces, due to the length of the board.

Definition

Exhibitors who have booked a Space Only stand will have an area of empty space on the show floor. Nothing is provided for you by the Organisers within this space, therefore you should appoint a stand contractor to design your stand, lay your flooring, build your wall(s), etc.

Exhibitors must notify This email address is being protected from spambots. You need JavaScript enabled to view it.  as soon as possible with the name of their stand contractor. 

Carpet & Flooring 
Please note that carpet and flooring is NOT included with your Space Only stand booking.

Your stand carpet cannot be the same colour as the aisle carpet (pink) unless your stand has a platform floor. If you wish to order carpet or flooring, you can do this for an additional cost directly with our Official Supplier listed in the Order Forms and Deadlines tab above.

Electrics 
Please note that electrics are NOT included with your Space Only stand booking. 

As an exhibitor, it is your responsibility to order adequate power supply for your stand. Failure to do this will result in delays onsite and can create a fire risk. Onsite checks will be carried out by the appointed Health & Safety Officer and Electrical Contractor. In all cases the decision of the Organiser and its appointed representative is final.    

Showlite are the official electrical contractors and are responsible for carrying out all electrical work on all stands. Pre-fabrication will be permitted but connection to the mains, and on-site wiring, must be carried out by Showlite.

Please place your order via the Order Forms and Deadlines tab under Electrics (Power & Lighting) section and by the deadline to avoid surcharges. A grid plan must be submitted with the order form to ensure that the electrics are fitted as per your requirements. Should a grid not be submitted, the items will be positioned at the discretion of the contractor and charges may be levied for on-site changes. Exhibitors and their contractors are also advised to contact Showlite to arrange a temporary power supply where needed, during the construction and deconstruction of their stand.

Basic Guidelines: 

• 500 watt sockets: PC Computers, TV’s, videos, spotlights to 500W, small refrigerator.

• 1000 watt sockets: domestic filter coffee machines, lighting up to 1000W.

• 2000 watt sockets: kettles*, machinery up to 2000W.

• 3000 watt sockets: hired coffee machines, machinery 2000W to 3000.

*These appliances are of varying power requirements dependent upon type and manufacturer.  It is therefore essential that:

• the reference tag or plate is fitted to each appliance and is legible.

• the loading in watts or kW is stated.

• the appropriate size socket be ordered.

Regulations: All electrical work must be carried out in accordance with the electrical regulations laid down by the local authority, IEE, Exhibition Venues Association, the Health & Safety at Work Act 1974, British Standards Institution BS 7671 1992 and the Electricity at Work Regulations 1989. A full copy and advice on electrical installations can be obtained by contacting Showlite.

Furniture

Please note that furniture is NOT included with your Space Only stand booking.

Furniture can be hired from our official contractors, alternatively, you can use your own. Please refer to Furniture Hire section via the Order Forms and Deadlines tab to place your order. Furniture should be ordered as early as possible to ensure the availability of stock.

When hiring furniture with our official contractors, they will deliver the items directly to your stand the day before the show opens and will collect at the end of the show.

Insurance

Any loss or damage that may occur during the show should immediately be notified to the Organisers and Security on-site. 

Please note that exhibitor insurance policies do not cover any stand contractors or their subsequent sub-contractors. We recommend that contractors erecting complex structures should have a minimum of £10,000,000 Public Liability and must be able to provide proof of Employer Liability insurance. Contractors erecting standard structures should have a minimum of £10,000,000 Public Liability and must be able to provide proof of Employer Liability insurance. Exhibitors must also have insurance cover for £5,000,000 public liability. 

 STAND PLANS & COMPLEX STRUCTURES

How to Submit Stand Plans?

Stand plans will need to be submitted to This email address is being protected from spambots. You need JavaScript enabled to view it.  by 9th February 2026.  Failure to do so will mean that your stand could face delays in obtaining approval, and the Local Authority jeopardise your ability to trade at the show.

Below is the compulsory information that you must submit as a Space Only exhibitor. Stand plans will need to be submitted to This email address is being protected from spambots. You need JavaScript enabled to view it.  by 9th February 2026.

• Construction Phase Plan

• Method Statement

• Public Liability Insurance Certificate (£5M)

• Risk Assessment

• Stand Plans inc a 3D visual and elevations to include dimensions and maximum height of the stand

• Size and type of vehicle for unloading 

Please make sure to reference the Important Regulations listed below when designing your stand, including the requirements around the stand walls. 

Height Restrictions

The maximum height is 6m (stands exceeding 4m will require complex approval).

PLEASE NOTE: Stands A2 – A22 have a restricted height please contact This email address is being protected from spambots. You need JavaScript enabled to view it. for more information.

Complex Structures

Complex structures are defined as any form of construction of any height, which would normally be designed by an engineer and/or has been found to provide significant risk via a Risk Assessment. Plans to be submitted, together with structural calculations as well as a Construction Phase Plan, Method Statement, Public Liability Insurance Certificate, Risk Assessment and a 3D visual and elevations, as outlined above.

Examples include:

• Lighting rigs

• Raised walkways

• Ramps

• Sound/lighting towers

• Stands between 4m and 6m in height

• Temporary tiered seating

• Viewing/service platforms 

PLEASE NOTE: there is a £470 + VAT charge for any stand plans classed as complex, which will be charged by Broadway Events Ltd direct to the exhibiting company to cover such onsite assessments by our Structural Engineer and their final safety certification of your stand.

Important Regulations

All stand builds must comply with the regulations stipulated in the eGuide. Your final stand approval is always subject to onsite inspection. A structural engineer will be onsite during the build period to inspect all space only structures, in addition to those stands classed as complex. All stands must be completed by 18:30 on the build day for the sign off to be completed and the structural safety certificate issued. Please consider the following when planning your stand:

• Doors should be fitted with a vision panel of clear glazing at sight level (including for wheelchairs), giving a zone of visibility between 500mm and 1500mm above floor level. Doors should also be a minimum of 800mm, and open outwards in the direction of escape. Doors positioned on a gangway should be set back so that the door doesn't open into onto the gangway.

• Enclosed Areas: Alternative means of escape must be provided to any enclosed area and adequately maintained general and safety lighting (with exit notices) illuminated by both primary and secondary lighting systems.

• Carpet: When fixing your carpet, please note that only venue approved floor tapes may be used. You must remove all carpet tape at the close of the exhibition, charges will be levied for non-compliance.

• Loading limit: The venue's floor loading is limited to 18kN per m2.

• Platforms should be avoided wherever possible to provide level access to all:

• Where the use of platforms is unavoidable, they should not exceed 170mm in height (one step) and consideration must be given to accessibility for people with disabilities in compliance with the Equality Act 2010.

• The distance between supporting timbers of platforms constructed from battens (25mm thick minimum) and sheet materials (plywood or MDF, 18mm minimum), must not exceed 400mm from centre to centre.

• Platform corners must be splayed, rounded or angled to prevent sharp corners and tripping hazards.

• Where a bevel edge is applied to the perimeter of a platform, it must be conspicuous.

• Platforms must be of a strength and stability sufficient to carry and distribute the weight of the stand fitting, stand personnel, visitors and exhibits, and having regard to the venue's floor loading limits.

• When laying platforms on your floor space, please pay special attention to the area marked out for your stand. Failure to build in the marked-out area will result in delays to your stand build, as you will be required to move the platform to within the stand boundary, and complete the entire stand build within the existing build times. Please ensure your stand contractors are aware of this.

• Gangways must be clearly identifiable.

• Reverse of stands: Finishing the reverse of any wall over 2.3m in height that overlooks neighbouring stands in a neutral colour.

• Rigging: is permitted above stands, only were purchased as part of a sponsorship agreement with your Broadway Events Sales representative. Stands plans with rigging, and rigging orders received by the venue's rigging service provider, Outback Rigging, 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 This email address is being protected from spambots. You need JavaScript enabled to view it.  (for structural approval) by 9th February 2026, and Outback Rigging (for Rigging).

• Banners must be rigged within the boundary of your stand space and should ideally have a 2m clearance between the tallest point of the stand and the bottom of the banner.

• Banners must be rigged within the boundary of your stand space, and they should have between 6m and 8m from the hall floor but with a minimum clearance of 2m from the highest point of the stand.

• NB: If the banner is deemed as Complex, it will be subject to an additional structural engineer inspection fee of £470 + VAT.

• 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.

• All structures will be rigged by Outback Rigging.

• No graphics or decorative material may be displayed upon the lighting rig.

• Stand bridging across gangways is not permitted.

• Stand Numbering: All space only stands must display their company name and stand number prominently on their stand, so that they can be viewed from each approaching gangway. This will assist visitors in locating their position within the hall and finding your stand.

• Stairs: please refer to the guidance in the eGuide.

• Travel Distance: Adequate means of escape must be provided, and the travel distances from any part of the stand to the gangway must not exceed 12m.

Walls:

• Solid walls along gangways are not permitted.
• Stands must be suitably opened so as not to cause offence to neighbouring exhibitors or breach fire regulations.
• One third of each open side must remain open, and no run of walling can exceed 4m in length. Should you wish for your wall to exceed these measurements, the walls must have natural breaks or see-through glazed panels (at least 1m wide), or other such features at regular intervals. Each stand will be assessed individually by the Organiser upon receipt of drawings.The reverse of any wall over 2.3m in height, facing into the exhibition, must be finished in a neutral colour.
• Welding will not be permitted unless a hot work permit is obtained from the Venue and is subject to advance submission of a method statement and risk assessment before any work is carried out onsite 

In April 2015 the Health and Safety Executive introduced the Construction Design & Management Regulations (CDM) into the exhibition industry, to provide a framework to help ensure that your participation at this event is carried out safely. The regulations apply during times when the event is in construction/deconstruction, and the control measures differ for shell scheme exhibitors and space only exhibitors, so please read the relevant section below for you.

Shell Scheme Exhibitors

If Broadway Events Ltd is building your shell scheme stand (via the official show contractor ) and you are not planning to construct anything within the stand (excluding stand dressing items, posters, furniture, AV) please skip ahead to the Health and Safety tab below.

Space Only Exhibitors

It is your responsibility, as an exhibitor, to ensure that all the roles required under CDM are fulfilled. You do not necessarily need to appoint three separate people for each role, as some roles may fall under one person’s remit, but you must make sure that the below-listed duties are carried out regardless.

Individual Client: this is you as an exhibitor. You are primarily responsible for appointing a competent contractor to build your stand, and making sure they have all the information needed to create a structurally sound and safe stand. Duties also involve:

• Ensuring the below roles are fulfilled. The majority of the responsibilities can be delegated to your stand designer/builder if you use one.

• Ensuring that all construction work is carried out safely and within the times stated in this manual. This can also be delegated to your stand designer/builder if you use one.

• Employing competent staff for the work required.

• Ensure all appropriate paperwork requested in this manual, including a construction phase plan, is submitted on time. Your stand designer/builder can also do this for you.

Role 1. Principal Designer: this is the person in charge of the design of your stand. They must ensure that:

• All planning, design and pre-construction work is carried out in accordance with the regulations in this technical manual.

• Competent staff are employed for the work required.

• They produce and submit all appropriate paperwork requested in this manual on time, including a construction phase plan, and prepare an onsite health & safety file.

• The event's welfare and emergency gangway floor plan, health & safety documentation, and site safety rules are shared with your appointed contractors in advance of the event.

Role 2. Principal Contractor: this is the person who is in control of the build and breakdown of your stand. They must ensure that:

• Work is carried out as per the documentation approved by the Organisers, with no risks to health & safety.

• Competent staff are employed for the work required.

• The event's welfare and emergency gangway floor plan, health & safety documentation, and site safety rules are shared with their staff and any appointed sub-contractors in advance of the event.

• Access on to your stand is restricted depending on the work being carried out at the time (e.g. appropriate PPE is worn where appropriate).

• They liaise onsite with the organiser's operations team and their appointed floor managers.

Role 3. Sub Contractor: this is the person working on the stand either under or alongside the principal contractor. They must ensure that:

• Work is carried out as per the documentation approved by the Organisers, with no risks to health & safety.

• Competent staff are employed for the work required.

• Adequate information and training is provided to the onsite team.

• They liaise onsite with the principle contractor, the organiser’s operations team and their appointed Floor Managers.

There are instances when you, as the exhibitor, could be all of the above roles if you plan, design, build and breakdown your own stand. If this reflects your situation, you will need to submit a construction phase plan along with all appropriate paperwork requested in this manual.

Safety Planning Supervisor

The Organisers recommend that you also appoint a safety planning supervisor to manage your stand build's on-site health & safety delivery. This supervisor will have specific responsibility for managing health & safety (including the provision of proper information and instruction, training, guarding and supervision of all parties concerned through the show), and be responsible for the undertaking the Health and Safety requirements listed in this manual.

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Accidents 
If you are involved in or witness an accident at any point during the tenancy of the exhibition, however small, it is your responsibility to report it to the Organiser's Office. 

Accommodation 
Please refer to the Order Forms and Deadlines tab to book, or for official contractor details.

Activities and Demonstrations 
Should you wish to carry out any demonstrations on your stand, please complete the Health & Safety Declaration form in the Order Forms. The Organisers reserve the right to curtail any demonstration which they consider dangerous or detrimental to the show or surrounding exhibitors. Please note:

• Exhibitors must advise the Organisers if they intend to offer any treatment, therapy, massage or similar services on the stand, as special licences from the Local Authority may be required.

• Any exhibitor wishing to operate machinery or carry out mechanical demonstrations on their stand must ensure that these constitute no safety hazard, nor interfere with the activities of visitors and exhibitors.

• All moving parts must be effectively guarded and controls sited beyond public reach.

• All seating for the public should be contained within your stand area and comply with the eGuide.

• Exhibitors should not engage in any activity or employ any purpose or device that tends to create unreasonable congestion in the gangways. Demonstrations should be planned to take place in the centre of stands to give room for the audience.

• Exhibitors are reminded that sound must be kept to a level below 80 decibels. This level will be monitored within the exhibition area.

• If you are unable to provide a Risk Assessment for any activities taking place on the stand (when requested), all demonstrations must cease until a Risk Assessment has been completed to the satisfaction of the Organiser. In the case of a dispute, the decision of the Organisers and its appointed representatives is always final.

Animals 
If you wish to bring an animal onsite during the show open period, please contact the Organisers for approval.

During the Build-Up and Breakdown period, no animals will be allowed onsite if it is deemed unsafe. At all times the Organiser's decision is final.

Audio Visual Equipment 
The official supplier for the show is Absolute AVS; their order form and contact details can be found in the Order Forms & Deadlines tab.

Badges 
Every member of your staff who will be working on the stand requires an exhibitor badge. These badges must be always worn onsite during the open period of the exhibition.Exhibitor Badges can be ordered via your Exhibitor Hub, if you need the link to your Exhibitor Hub resent, please email This email address is being protected from spambots. You need JavaScript enabled to view it.

Vehicle ID Passes 
All vehicles making deliveries during build and breakdown are required to register and book in through Olympia London’s vehicle booking system before coming to site.

Balloons 
Gas filled balloons must be adequately secured to the stand.  Charges will be levied for any costs incurred for repairing damage to the air handling units within the halls due to gas filled balloons being drawn into the units and for removing balloons from the roof structures.

• Balloons can hang only over your own stand.

• 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 detailing location, height and method of attachment. 

Banking Facilities 
There are no ATMs within Olympia. The nearest ATM is located outside the Sainsbury’s Local on Kensington High Street. 

Business Facilities 

Photocopying, faxing and IT facilities, including Internet access, are available in the Olympia Management Offices. There are charges for the services. Email:This email address is being protected from spambots. You need JavaScript enabled to view it.

Canvassing

All exhibitors are advised that unless they have a contractual agreement with the event organisers, all promotional activity including literature distribution is restricted to the limits of their stand.  If you are approached on your stand by unwelcome visitors trying to sell their products, please take a business card and inform the Organisers Office immediately.

Car Parking 
Your loading/unloading slots during the build and breakdown periods must be booked through Voyage Control here.

Car parking after your unloading/loading time slot and during the show open period is charged. You will need to book a parking space here.

Olympia London also has disabled parking facilities. Please note this is chargeable, on a first come first served basis. Should you wish to pre-book (link above), this does not guarantee you a disabled bay but will ensure you have a space in the motor rail car park. When you arrive, please inform car parking staff that you have pre-booked a parking space and that you require a disabled bay, and someone will assist you.

Traffic wardens patrol the roads around Olympia London. Where possible we recommend that exhibitors and visitors travel by public transport.

Catering and Corkage 
The Food Safety Act 1990 and Regulations made under it aim to ensure that all food offered to the public is safe to eat. Part of the Environmental Health Officers role is to carry out checks on Food Safety and Hygiene to ensure compliance with the legislation.

A full range of catering services are available to exhibitors, from full hospitality to the provision of snacks and beverages from the in house caterers. 

The in-house caterers hold the sole right to supply all food and beverages consumed on-site at Olympia London. They can supply a full range of food and beverages to your stand and arrange waitress service.

No food or drink may be sold from your stand.  

Children 
Local Authority Health & Safety regulations prohibit the presence of under 16s in the halls during build up 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. There are no crèche facilities at this event.

Cleaning 
All stands will be cleaned on the night of Thursday 19th March 2026 in preparation for the opening morning. This does NOT include the cleaning of actual exhibits. If you require these to be cleaned please contact Olympia London direct for a quotation on This email address is being protected from spambots. You need JavaScript enabled to view it. 

• If a nightsheet is being used to secure the stand, duplicate keys clearly labelled should be left with the Organisers Office to allow access for cleaners.

• Exhibitors requiring emergency cleaning during the exhibition should contact the Organisers office (although only light cleaning will be possible during show opening hours, vacuuming will not be possible).

• Please dispose of any liquids so as to avoid spillage and damage to the carpets.

• Waste materials should not be abandoned on site or deposited into the venue waste disposal containers and skips without the venues prior agreement. Please note that any waste left in the halls will be charged back to the exhibitor.

Cloakrooms 
The cloakroom is open from 30 minutes before show opening until 30 minutes afterwards. Prices stated below:

• £2 per coat.

• £2 per small bag and umbrella .

• £5 per large bag.

• Please contact This email address is being protected from spambots. You need JavaScript enabled to view it. if you wish to book a service.

Lost property will be handed into security and after the show closes it will be logged and held in Olympia London. Should you lose anything onsite, it would be best to call them post show on +44 (0) 207 598 2484.

COSHH 
Under COSHH, the use of all toxic and hazardous substances is prohibited without written approval from Olympia London.  Applications should be accompanied by a COSHH assessment including details of measures taken protecting employees & workers on adjacent stands and they should be submitted to the Organiser at least one month prior to the exhibition.

Deliveries 
Deliveries can only be made during the official build-up period and should not be arranged before tenancy.

Useful onsite delivery information

Deliveries should be addressed as follows :-

Your Contact Name / Your Mobile Number 
Your Company Trading Name / Your Stand Number 
Childcare & Education Expo London 2026 
Gate H, Olympia West Level One 
Olympia Way 
London 
W14 8UX

Dilapidations 
Exhibitors are responsible for all panels, walls, columns, flooring, Shell Scheme stands, hired accessories, etc. within their stand area and any damages will be made good at the exhibitor's own expense.

All exhibits and standfitting materials must be cleared from the venue and charges 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

Electrics 
It is necessary for a stand in each block to house the mains box.  You will not be advised if it will be housed in your stand.

• Regulations 
  All electrical work must be carried out in accordance with the electrical regulations laid down by the local authority, IEE, the Health & Safety at Work Act 1974, British Standards Institution BS 7671 17th Edition and the Electricity at Work Regulations 1989.  A full copy and advice on electrical installations can be obtained by contacting Showlite

• General Electrical Information 
  Please register to order your electrical requirements via the Order Forms and Deadlines tab 
  Showlite are responsible for, and will carry out, all electrical work on all stands 
  Please specify your requirements on the Order Form and location grid. This form should be returned by the deadline date to avoid surcharges for late orders. 
  Please note that the grid needs to be submitted with the order form to ensure that the electrics are fitted as per your requirements. Should a grid not be submitted, the items will be positioned at the discretion of the contractor and charges may be levied for on-site changes

• Basic guidelines  
  Listed below are examples of “typical” loadings for items plugged into socket outlets: 
  500 watt sockets: PC Computers, TV’s, videos, spotlights to 500W, refrigerators 
  1000 watt sockets: domestic filter coffee machines, lighting up to 1000W 
  2000 watt sockets: kettles*, machinery up to 2000W 
  3000 watt sockets: hired coffee machines, machinery 2000W to 3000W 
  * These appliances are of varying power requirements dependent upon type and manufacturer.  It is therefore essential that the reference tag or plate that is fitted to each appliance under law be read, the loading in watts or kW (kilo Watts = Watts x 1000) will be stated, and the appropriate size socket be ordered. 
  As the exhibitor, it is your responsibility to order adequate power supply for your stand.  Failure to do this will result in delays on site and could be a fire risk.  On-site checks will be carried out by the appointed Health & Safety Officer and Electrical Contractor.  In all cases the decision of the Organiser and its appointed representative is final

Emergency and Fire Procedures 
Please pay careful attention to the Olympia London Emergency & Fire Procedures in the Checklist section. 

Fire Extinguishers 
Please ensure you familiarise yourself with the Emergency Procedures in the Checklist section.

Fire extinguishers (water type) will be distributed at the Fire Officer’s discretion. Under no circumstances may these be moved and exhibitors will be charged for their replacement. At least two people on each stand should be familiar with the use of fire extinguishers. 

First Aid 
Should you require first aid assistance, please contact the Organiser's Office or Olympia control on +44 (0)207 598 2411.

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.

Fumes, Exhausts and Smoke 
Any exhibit or process which generates and blows out or otherwise emits fumes, exhaust or smoke is subject to the requirements of the Control of Substances Hazardous to Health Regulations 1988 and all such processes must be so arranged to have an effective system to the outside atmosphere as approved by Olympia London.

Furniture 
Furniture should be ordered as early as possible to avoid non-availability of stock. Please note the furniture is for hire.

Gangways

• Build

• For Health and Safety reasons there will be no off-loading of exhibits or stand fitting materials into the gangways under any circumstances.

• Gangways MUST be kept clear at all times and anything left in any gangway will be deemed as rubbish by the cleaners and removed.

• During the show

• Please note the gangways are not part of your stand.  All staff and exhibits must be contained within your stand space and all gangways must be kept clear at all times.

Graphics 
Our official supplier for the show is Insite. Please refer to the Checklist for their brochure and contact details.

Insurance 
Any loss or damage that may occur during the show should immediately be notified to the Organisers and Security on-site.  Exhibitors need insurance cover (5M Public Liability).

Internet & Wifi 

Olympia Event IT provide free un-supported Wi-Fi at Olympia London. If you need a faster supported service please order here.

Logistics

We can recommend Forest Logistics to assist with delivery services to your stand:

T: 01425 479131

E: This email address is being protected from spambots. You need JavaScript enabled to view it.

www.forestlogistics.co.uk

Maintenance & Repair 
Maintenance work to stands must be carried out the evening prior to open, or after the close of show by prior arrangement with the Organisers. No maintenance will be permitted during the open hours.

Music Licences 
Exhibitors who wish to play any kind of recorded music or music videos in public or broadcast them (or copy them in order to do so) in the UK MUST obtain a music license from PPL/PRS.

Public Address System 
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. 

Rules & Regulations 
Exhibitors should familiarise themselves with the rules and regulations specified in this manual, together with the terms and conditions displayed on the back of your Contract to Exhibit - failure to do so may result in delays in the construction process.

Sampling 
Exhibitors planning any form of sampling of food/liquid products on their stand at the exhibition must advise the Organisers (please email This email address is being protected from spambots. You need JavaScript enabled to view it.) . This information is then passed to the venue.  

Exhibitors may give away tasting samples of their products subject to the following conditions:

Tea, coffee or soft drinks may not exceed three fluid ounces (maximum 50ml).

If, in the opinion of the venue, an exhibitor contravenes these conditions and provides a significant level of hospitality catering or sampling from its stand, they reserve the right to charge the exhibitor a corkage or concession fee.

Exhibitors are not permitted to sell products from their stands - unless it is clearly for take home consumption.

Security 
The security provided by the Organisers is designed to prevent unauthorised access to the hall, not to secure the contents of your stand. There will be internal overnight security patrols only and these cannot secure the safety of your goods if left unattended.

Please ensure your stand is manned at all times. Please help the organisers with the security of the halls by informing the organisers office immediately of any security issues.  Exhibitors are advised to not leave their stands unattended during build up, breakdown or the open period, and to take particular care with personal items such as mobile telephones and laptop computers.

Any incidents of theft must be reported to the Organisers immediately as it will be necessary to complete a security form and report the incident to the police. Please note that 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 Ltd implements a non-smoking policy for the duration of the tenancy. If you wish to smoke, please exit the hall via the main entrance/exits.

Storage 
Excess stock, literature and packing cases may not be stored on, around or behind stands as this may cause a fire hazard, unless contained in a lockable storeroom, the door to which must have a vision panel. However, there will be an allocated Storage area available on site for a limited amount of stock to sell to visitors at the event, please contact the Organisers onsite for clarification of this storage area.

Start Up Zone 
We are committed to supporting and fostering innovation in our industry that’s why we’ve created this unique zone to give small businesses a chance to exhibit with us.

Included in the Start Up Zone exhibition space:

• 2m x 1m stand carpeted stand space

• 1 Trestle Table (4ft) and 2 chairs

• Entry in the Event Guide

• Listing on Childcare & Education Expo website

• Access to the after show Exhibitor Party

Please note shell scheme walls, fascia name board and power are not provided for Start Up Zone stands.

Telecommunications
Telephone, internet and ISDN services can be supplied by the official telecommunications contractor, Olympia Event IT.

Visitor Data Capture

Details of all visitors making enquiries on your stand can be captured by the use of Smartscan which can be ordered via your Exhibitor Hub. If you need the link to your Exhibitor Hub resent, please email This email address is being protected from spambots. You need JavaScript enabled to view it.

Waste Disposal 

Waste Disposal 
You are required to remove all stand fitting material and waste generated Pre-show and Post-show. Any rubbish left in the hall will be deemed as rubbish and skipped by the Cleaning Department and a charge of £500 will be charged to the relevant exhibitor.  We will be taking digital photos of each area as proof and an invoice will be sent to you after the event.

Please contact the cleaning department on This email address is being protected from spambots. You need JavaScript enabled to view it. for a quotation on bin/skip hire.

Please note that waste materials, however innocuous, should not be abandoned onsite, discharged into the drainage system nor deposited in Olympia London waste disposal containers or skips.  The cost of any clearing, repairs to the drainage system or of making good any other damage caused by such unauthorised discharge will be passed to the relevant exhibitor.  Disposal of such substances are subject to "Control of Substances Hazardous to Health Regulations 1988" (COSHH). Toxic waste shall be placed in closed containers, marked accordingly, and special arrangements made with Olympia London regarding their disposal.

Should it be necessary for waste material to be removed, the Cleaning Department can provide quotations for special skip hire.

Olympia London has excellent public transport connections with easy access from Heathrow and Gatwick, all major railway stations and all major motorway routes, as well as its own dedicated Overground station. 

Address

Childcare & Education Expo London 2026 
Olympia West Level One 
Olympia  
London 
W14 8UX

For directions, please visit the Olympia website.

Car Parking

There is limited parking available at Olympia London, and it is strongly advised you travel by public transport where possible. To guarantee a parking space, please ensure you pre-book through the Olympia Parking portal.

Unloading & Loading

Book your car/van/lorry for both build and breakdown through Olympia London’s vehicle booking system. Please note no vehicle over 4.4m in height can access Olympia London. All vehicles delivering and collecting from the venue must book a slot to gain access to the hall.

Please view the Logistics Unloading Map to plan your journey. 

Travel

Both vehicle and pedestrian access routes to and around the site are subject to change. For up-to-date information, please visit the Venue website: Travelling to Olympia London

Venue map

Click here for a full version of the map of Olympia London.

OPERATIONS
Michelle Baalham	This email address is being protected from spambots. You need JavaScript enabled to view it.
SALES & SPONSORSHIP
Emma Davies	This email address is being protected from spambots. You need JavaScript enabled to view it.
Eliot Perkins	This email address is being protected from spambots. You need JavaScript enabled to view it.
MARKETING
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GENERAL INQUIRIES
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