A - Z GENERAL INFORMATION AND REGULATIONS

The consumption of alcohol within the halls during build-up and breakdown is not permitted. Alcoholic drinks will not be available from the catering outlets within the halls during these times. 

No one is allowed access to the halls without registering, whether exhibitor, contractor, or visitor.  This applies at each point of entry to the venue. During Build Up and Breakdown CDM Regulations include that everyone who needs to access the hall must have read and understood the site rules and confirmation that they have been read and understood is required before entry is permitted.

Exhibitor Badges

You can register for Exhibitor Badges using the link on the homepage of your Exhibitor Hub. If you have any queries regarding Exhibitor Badges, please email exhibitors@livebuzz.co.uk

Once registered you will receive an email containing your badge.  These must be printed out in advance and brought to the event.  The registration system will be as contactless so there will be limited facilities on-site to address any issues.

The badge will carry your name and company. Exhibitor badges give exhibitors free access during build-up, open and breakdown periods.

Remember to order badges for any temporary staff you are employing to work on your stand.

Contractor Passes

Build-up & breakdown e-badges are valid only for the build-up and breakdown periods only. All contractor staff will need to register to have a build-up & breakdown e-badge. Access to the hall will require this e-badge or exhibitor badge. Click here to order to order build-up & breakdown e-badges. Please circulate as required. 
To ensure your appointed contractor receives this link to register please complete the Contractor Nomination Form and we will liaise directly with them to register their staff. 
Exhibitors must request build-up & breakdown e-badges for use by their own staff who will not be onsite during the Open Period.

Vehicle Passes 

Vehicle passes are NOT provided by the Organisers for this event.  HOWEVER – it is essential to book your vehicle slot using Voyage Control – Olympia’s online traffic booking system (live on Friday 9th August) via this link https://olympia.london/exhibitors-voyage-control. You must do this for both build up and breakdown, You will then receive a Vehicle Pass via email that you will need to show to the traffic marshals upon arrival (printed or digitally on your device). 

1. All vehicles must book a time slot via Voyage Control  - Olympia’s online traffic booking system IN ADVANCE - live from Friday 9th August. This system ensures you can collect exhibits straight away without delays onsite.
2. Early time slots will only be given to cars and light vans up to transit size until 1900hrs on Wednesday 11th September. Larger vehicles will be permitted after 2000hrs.
3. No Arctics will be permitted to enter the loading bay on the evening of 11th  September

There is limited on-site car parking in the Motorail car park, a flat-surface car park with a height restriction of 4m. It is open from 0700hrs until one hour after the building closes (or one hour after the event closes on open days) and all parking is chargeable. Advance booking is strongly recommended, as spaces cannot be guaranteed otherwise – please visit olympia.london/parking for further details and to book. 

Due to the limited parking available, we strongly recommend that you consider using public transport to reach the venue and contact our official freight-forwarding contractor, who will organise your stand deliveries and collections for you, see contact details under Delivery of Goods.  

The Olympia car park operates a pre-booking number plate recognition system. At the time of booking you will be required to submit your vehicle registration number. On the day of arrival, the registration details will be automatically read at the car park barrier. Once the number has been recognized you will be issued with your ticket. Please retain this ticket as you will need it on exiting the car park.

Amendments can be made online before 1800hrs the day before your first parking date. Failure to arrive in the correct vehicle with which you have pre booked for will result in another charge being debited. The initial payment will not be refunded. Please bring a copy of your booking in case of any problems.

A list of parking FAQ’s can be found here.

The following catering facilities will be operating on the last day of Build Up (Monday 9th September)

• Eat Street

The following catering facilities will be operating during the Open Days:

Ground Floor 

• Eat Street, Live Well 

Gallery Level 

• Coe's 

Catering retail units are cashless.

Host’ are the official suppliers of stand catering at Olympia.  If you wish to provide hospitality on your stand, you must obtain the food and drink from ‘Host’ by Gather & Gather.  This relates to Hospitality ONLY and does not affect sampling of your own products – see Sampling Requirements and Conditions.  Host are able to provide a range of items for exhibitors to hire. for more information on Hospitality Catering please visit the Stand Catering Website or email info@host-olympia.london.

If, in the opinion of the Olympia Catering Department, an exhibitor contravenes sampling sizes or provides food and drink to visitors as hospitality that has not been purchased from Host, they reserve the right to charge the exhibitor a corkage or concession fee.  Please contact Host for more information. 

Corkage Fee
If you supply alcohol that is not your product, for any reason, which has been purchased elsewhere, the venue will charge a ‘Corkage Fee’ based on the costs below.  Once you have paid the corkage fee on alcoholic drinks ‘Host’ by Gather & Gather will become the licensee covering your stand and you will be briefed on the relevant licensing legislation.

We proudly partner with City Harvest whose mission is to ensure ALL edible food goes to people in need. City Harvest is the leader in the “last mile” of food rescue in London. They help put surplus food to good use in a sustainable way by distributing to organisations that nourish London’s vulnerable men, women, and children.

Surplus Edible Food – What you can donate:
High quality, in-date surplus food - ambient, chilled, and frozen food including fresh produce, meat, and other staples. City Harvest DO NOT accept fresh seafood, unlabelled food, or food past its use-by date. 

Collection Points
There will be two collection points when the show closes at 1700hrs on Tuesday 12th September, please bring your donations to one of the below areas. City Harvest volunteers and the Montgomery Group team will be on hand to help:

• Upstairs – Talking Trends
• Downstairs – Drinks Uncovered  

If you have any queries please contact the organisers. 

If you already work with another food charity that you want to collect donations directly from your stand you must get written permission.  Please contact the organisers at least 14 days before the event with the name of the charity, address, and charity registration number. The vehicle will need to book a slot through Voyage Control 

Surplus Inedible Food
If you have left-over food at the show that is inedible (not accepted by City Harvest), please dispose of this in the correct food waste bin in the Exhibitor Wash Up areas. Please separate any food waste in to compostable food bags. The organsiers will have a small stock of food bags, please visit the organisers office if you need some. Black bin bags are not permitted, please use clear bin bags to aid separation and recycling.

No one under the age of 16 is allowed into the exhibition hall during build-up or breakdown. There are no exceptions to this rule.

All gangways and common areas within the exhibition hall will be cleaned overnight.

You and your contractor are responsible for removing and disposing of excessive waste from the exhibition hall. Waste materials (e.g. carpet, carpet tape, construction materials, flooring, furniture, food waste and pallets) MUST NOT be abandoned onsite.

All waste, except small quantities of litter, produced by your stand must be removed from the venue at the end of the end of the event.  Any costs incurred for the disposal of any large items, such as boxes of literature, carpet and stand fitting materials will be passed to you or your contractor.

Please separate any food waste from other recyclable waste. Black bin bags are not permitted, please use clear bin bags to aid separation and recycling.  If you need a food caddy, please order one via cleaning.services@olympia.london. For more information on food waste, please click here to see our commitment to food waste policy.

Coffee exhibitors – please note that coffee grinds must be discarded in the same way as food as they are used to make biofuels and logs, so it is important that you are using a separate coffee waste bin.

Stand Cleaning
Stands will be swept or hoovered overnight. Please note the cleaners do NOT mop floors.
Please contact them direct if you have any special cleaning requirements, such as window/glass cleaning or scrubbing of vinyl floors. 

In-House Cleaning Services
T: +44 (0)207 598 2510
E: Cleaning.services@olympia.london

If you have a locked area on the stand - office or kitchen – that requires overnight cleaning or are using a night sheet, please leave a DUPLICATE key in the Organisers Office that will be retained for the duration of the show.

During the open period please ensure your stand is manned throughout the day and all exhibits remain on display during the published open hours. In order that no discourtesy is shown to last minute visitors, we ask that no dismantling of any displays or exhibits commences before 17.00 hrs on Wednesday 11th September 2024.

Please ensure that a representative of your company is onsite to receive and sign for deliveries. The Organisers are unable to sign for goods on your behalf. This is particularly relevant if you should decide to use a courier to deliver goods, who will often not leave them unless they have a signature.

If any deliveries arrive before the first day of tenancy (Saturday 7th September) they will be turned away and may not be re-delivered in time for the show open.  

If you are making deliveries during the open days of the exhibition, these can only be made between 0800 - 0900hrs, before the exhibition opens. Hand carry-able items can be delivered any time via B Gate on Olympia Way.

Instead of you unloading your items, have you considered using our official freight forwarder. Why not send your items to their warehouse before the event. They can then bring your items with them and when you arrive, they deliver it to your stand. Stress-free set up for just a small fee.

Please note Olympia cannot take responsibility for any deliveries.

If you are located on the National Gallery, please take note of the goods lift sizes below. For Olympia National Hall – see lifts N7, N8 and N9:

All vehicles delivering goods to Olympia, whether contractors or exhibitors, must book a slot using the online traffic booking system. For guidance please click here.

Input your stand and vehicle details and chose your time slot:

• If you don’t know your vehicle or driver details you can add these in at a later date
• Print your vehicle pass and display it in the vehicle. Alternatively, you can show your vehicle pass on a mobile device and the traffic marshals will write you a pass to display.

Due to limited space in the loading bay, you may save time if you carry small items from / to the car park before or after the show rather than booking slots in the loading bay.
Unloading times

• Cars               30 mins
• Van                 1 hour
• Rigid Lorry             1 hour
• Rear-Loading Artic   1 hour 30 mins
• Side-Loading Artic    1 hour 30 mins

All vehicles will need to be moved after their allocated time.

Exhibitors, especially (but not limited to) those with goods coming from overseas, are strongly advised to use the services of our official freight forwarding company, see contact details below. 

DSV offers a door-to-door service, collecting your exhibits / stand material from your premises anywhere in the world for direct delivery to your stand. They are also the only contractor who can provide forklift services in the hall.

They can arrange, under cover of a special customs bond, for exhibits to enter the country without deposit of duty.

Jesse James
DSV Solutions
E: jesse.james@dsv.com
M: +44 (0)7775 697644

During Build Up and Breakdown an Enquiry Desk will be located at BB Gate and will be manned from 0800-1800hrs.

All exhibits and materials must be delivered carriage paid to the exhibitor at the stand.  The goods should be clearly marked with your company name and stand number:

Attn: (your company name and stand number)
Speciality & Fine Food Fair
National Hall (Ground Floor or Gallery),
Olympia London Exhibition Centre
Olympia Way
Off Hammersmith Road
London W14 8UX   UK

Please remember that you are responsible for making good any damage caused to the fabric of the exhibition buildings – by you, your agents, or contractors.  It is in your own interest to satisfy yourself as to the condition of your stand site before the building of your stand and after its clearance.

Olympia London is well served for disabled visitors and exhibitors. There is a wheelchair lift in the foyer of the National Hall. For more information please click here. Each stand holder is responsible for making sure that all their services and products can be equally demonstrated to a disabled bodied person as to an able-bodied person.

A limited number of manual wheelchairs are available for visitors to borrow from the venue. These are available on a first come first serve basis and can be booked here https://olympia.london/contact-us

The Equality Act 2010 meaning of ‘disability’ is ‘a person that ‘has a physical or mental impairment which has a ‘substantial’ and ‘long-term’ negative effect on your ability to do normal daily activities.’

Discrimination is when a person with a disability is treated less favourably than others would be treated and that this treatment in question relates directly to their disability, and it cannot be justified. Please note that it is unlawful to discriminate against a disabled person in refusing to provide, or deliberately not providing, to the disabled person any service which is offered or provided to other non-disabled persons.  This also relates to the standard of service which is provided to the disabled person or the manner in which it is given.

Stands must be designed in a way as to not discriminate against disabled visitors; this would include, among other things, access to displays, literature, hospitality areas and meeting rooms.

For further information and guidance on what constitutes a disability, please visit www.direct.gov.uk and search for the Equality Act 2010.

You will have onsite support from a dedicated member of the Montgomery Events team for your area of the floor who will make themselves known to you on Monday 9th September. The EST are there to help you in any way they can. Alternatively, you can contact the Organisers Office directly on TBC if you require assistance.

If you require non urgent First Aid assistance, the Olympia Control Room can be contacted on +44 (0)20 7598 2411 alternatively internal telephones are located around the hall perimeter dial 2411.  A qualified First Aider will be dispatched directly to any accident area if required. 

Medical Emergencies  
In cases of a medical emergency call Control +44 (0)20 7598 2666 or internal 2666 via the internal telephones located around the perimeter of the hall, giving exact location of the casualty and details of injuries sustained. Do not under any circumstances call the ambulance services direct. By involving Olympia Control, they can coordinate the ambulance staff due to their knowledge of the hall, can direct them to the venue and site of accident correctly and quickly. 

The floor has loading for the National Ground is 2.15 tonnes per square metre.
The floor has loading for the Gallery level is 750kg per square metre.

Emergency gangways will be in operation during the build-up and breakdown of the exhibition. These should remain completely clear at all times. A detailed plan of which gangways are affected will be issued prior to the show.

Under no circumstances should any part of your stand, furniture, or exhibits etc. project beyond the boundary of your stand, with the exception of the Organisers’ shell scheme upright boards. Exhibitors should only work within the confines of their stand. No doors or windows shall open outwards onto a gangway.

The exhibitor should not engage in any activity or employ any person or device that tends to create unreasonable congestion in the gangways in the opinion of the Organisers. 

• The exhibition closes at 1700hrs on Wednesday 11th September and the hall will remain open until 2200hrs. Contractors will not be allowed onto the exhibition floor until all visitors have cleared the building and it is safe for breakdown to commence (approx. 1730hrs).
• Under no circumstances are exhibitors permitted to remove any goods from their stand or commence breaking down their stand before the Exhibition closes.  
• If you can hand carry your items to a legally parked car. This is encouraged as the loading bay on Tuesday evening will be extremely busy.
• The motorail car park is available to pre book on the breakdown night. Please do this by clicking here. This is the only onsite car park at Olympia. Click here for other local parking options.
• We have arranged for a free of charge Porter Service to be in operation between 1730 – 1930hrs. The Porter Service desk will be situated by BB Gate and is a first come, first served system. The porters will be available to assist you in getting your items from stand to vehicle. They will have access to a trolley. This service cannot be prebooked.
• Do not bring vehicles to the hall until good are packed and ready to load.
• Power supplies to stands will be switched off 30 minutes after the close of the Exhibition unless an extension is specifically requested. Please contact jgreen@showlite.co.uk before the show build-up.
• Trolleys must not be used inside the hall until all visitors have cleared the building.
• We recommend that you do not leave your stand or any items unattended during the breakdown period as this is a “high risk” time for security. If possible, work in pairs, to avoid this. All portable exhibits, valuable items and any graphics or artwork required for future use should be removed from the hall as soon as possible.
• Exhibitors are encouraged to take anything valuable with them. Exhibitors who leave any exhibits or valuables on their stand during the first night of breakdown are strongly advised to arrange for a security guard to man their stand until the exhibits and valuables are removed from the hall. 
• Security will be in operation in the hall, but exhibitors and their staff are advised to take every precaution in safeguarding their exhibits and other valuables at all times during the breakdown. 
• Exhibitors are reminded that although the Organisers take every precaution to ensure the safety of the Exhibition, the Organisers, the venue nor any of their contractors can take responsibility for losses or damage that occur during the breakdown period. 
• Please co-operate with Olympia Traffic Staff – they are there to help!

Neither Olympia staff nor contractors’ personnel are permitted to accept gratuities for services rendered or service to be rendered.  Please notify the organisers if any personnel solicit gratuities.

Drop wires are NOT permitted at Speciality & Fine Food Fair. This rule applies equally to any rigging in stand construction, banners and lighting rigs.

Please note that, as the main contracted stand-holder, you are responsible for any loss, damages, claims, etc. arising out of your stand and the activities of any stand-sharers at the Exhibition. 

If there are other Companies sharing your stand, it is in your interest to ensure that they too hold adequate insurance cover. Further details are found in the terms and conditions on your contract.

If you have any queries, please contact the organisers.

As an exhibitor at a Montgomery Group event, you will receive a free scanner app that allows you and your team to scan, store, and export lead data.

If you have any questions or require any assistance with this, please contact exhibitors@livebuzz.co.uk.

Lift sizes and loadings:
Please note for the show, we will have use of lifts 7, 8 & 9 only (located in the National Hall)

Any lost property found should be deposited with our onsite security company in the first instance. Security will hold onto any lost property until the end of our tenancy, and then it will be logged with the venue.

Olympia Exhibition Centre falls within the “Low Emission Zone – LEZ”. Please visit http://www.tfl.gov.uk/modes/driving/low-emission-zone/about-the-lez which will explain the system to you. Click here for more information on how to make payment for the LEZ. This will affect deliveries and collections from the venue, if your vehicle(s) does not comply with the new regulations.

The LEZ is not the same as the Congestion Charge zone in Central London and the Ultra-Low Emission Zone (ULEZ). It is worth checking whether you are driving through central London to get to Olympia Exhibition Centre as there are different charges for ULEZ and Congestion zone, click here for more information if required.

Cars, motorcycles and small vans (under 1.205 tonnes unladen weight) are NOT included.

Direct Vision Standard and HGV Safety Permit - If you drive an HGV over 12 tonnes GVW in Greater London at any time you will need an HGV Safety Permit to show that your vehicle meets the new Direct Vision Standard (DVS). Vehicles without a permit will be subject to a penalty charge notice. Applying for a permit is free, click here for more information.

Exhibitors showing films, creating excessive noise or using audio visual aids that disturb adjacent exhibitors will be asked to reduce the sound to an acceptable level (a maximum of 60dB at the edge of your stand).  If this is not complied to the satisfaction of the Organisers, they will be asked to cease such activities in the interest of the overall exhibition.

The Organisers Office will be located on the left hand side (coming from the hall) as you go into the National foyer. This will be manned each day during the build-up, open and breakdown periods from 0800 – 1800 hrs. 

+44 (0)20 7598 6540

*Please do not ring this number before 0800hrs on Saturday 7th September. If you have any operational queries, please contact the organisers on +44 (0)207 886 3088

Security will begin at 0800hrs on Saturday 7th September 2024.

Exhibition halls are vulnerable places, particularly during the build-up and breakdown periods.  Please take a few moments to consider how you can look after your products and belongings whilst onsite.

Security advice for exhibitors

• Delegate one member of staff to be responsible for safety and security at the exhibition.
• Do not leave cash, handbags, mobile phones, valuables, etc. in unlocked drawers, cupboards or on exhibits on the stand.  Do not leave wallets or purses in unattended jackets or coats.
• Do not ask neighbours to look after the stand, as they may get too busy with their own.
• Exhibitors should arrive prior to the official opening time and not leave their exhibition stand at night before all visitors are clear of the show.
• Check all lockable desks and cupboards before leaving the stand.
• The period around lunchtime (1200-1400 hours) requires particular attention.  Never leave the stand unattended.
• Any exhibitor with small valuables, which they wish to leave on the stand, should provide themselves with a lockable cabinet or other safe storage area.
• Do not lock goods away in hired cabinets on breakdown evening.  The furniture contractor will be collecting these items on Tuesday evening.
• Any exhibitor wishing to change their stand exhibits during the open period must do so between 0800 and 0900 daily.  Contractor or exhibitor passes will be required for this period.
• Please note that build-up and breakdown days are high-risk periods.  Exhibitors are recommended to work in pairs so that the stand is staffed at all times.  Do not assume your goods are safe just because you have packed them up and have left the stand to get your vehicle.
• Please report anything of a suspicious nature immediately to the Organisers Office onsite.
• Please do not hesitate to check with the Organisers on any security problems or queries.
• Exhibitors sustaining losses must notify the Organisers Office and the Security department immediately, giving all relevant information.

Please note any company intending to exhibit the following exhibits: cars, motorbikes, any engine driven vehicle, balloons etc., water features, or have activities on the stand not previously covered in this manual, such as massaging, tarot readings etc. must advise the Organisers in writing as special rules and regulations and licensing arrangements may apply.

For example, balloons may be used as part of the stand display. However, the topside of the inflated balloon must not exceed the stand build height limit of 4m. It must not under any circumstances be released into the roof. Exhibitors are liable for any charges incurred whilst retrieving, or damage caused by, loose balloons.

It is essential that we know if, and how many, companies are sharing a stand.  The stand holder is responsible for advising the Organisers of any company sharing their stand. Please contact your Account Manager or any other member of our Commercial team if you have a stand sharer.

Exhibitors wishing to store packing cases for the duration of the exhibition should contact the freight forwarding agent, DSV.

On no account should exhibitors store product or empty packing cases behind their stands as this presents a fire risk. Offending items are liable to be removed and destroyed without warning.  All product storage, for the duration of the show, should be contained within the stand area. Alternatively, exhibitors can re-stock their stand each morning between 0800 and 0900 hrs.

Please note that the Organisers are not able to offer accessible secure product storage for the open period of the exhibition.
 

If you require frozen or chilled storage at the Speciality & Fine Food Fair, please contact Lowe Refrigeration or complete and return the Chilled Storage Onsite Order Form. Please note that the Organisers are unable to facilitate free of charge space on the exhibition floor for cold storage units. If you enter into an agreement with Lowe, part of their costs will be for the floor space (at the commercial rate).

Storage is at a premium so please make sure that you book this facility early.

Everyone is talking about ‘Going Green’ and becoming a sustainable business, but what are people actually doing about it?  Beginning to ‘Green’ your stand is easier than you think and all you have to do is start thinking and then practicing the 3 R’s:

REDUCE      RE-USE      RECYCLE

REDUCE the amount of production and disposal materials involved in your stand build and displays in order to reduce/ eliminate waste. If you can’t REDUCE it, then when you’re done, can it be RE-USED? As a final option, can it be RECYCLED

In addition, click here for our Sustainability & Waste Policy and advice. 

PLEASE NOTE: Trolleys are NOT available to hire onsite so we would recommend bringing your own.

It is quicker and easier to travel to Olympia by public transport.

For more information on tubes and buses please visit http://www.tfl.gov.uk  

For more information on trains please visit https://www.nationalrail.co.uk/

The National Hall (Ground & Gallery) is accessed through the following vehicle entrances:

Off Olympia Way:

BB Gate (4m h x 4.1m w)

Access to National Gallery is via Goods Lifts 7, 8 & 9. See goods lift sizes under Lifts.

Pedestrian access, for hand deliveries, can also be via B Gate which is accessed on the corner of Olympia Way and Hammersmith Road. Please work closely with the traffic marshalling team who are there to help you.

Speciality & Fine Food Fair
Olympia Exhibition Centre
National Hall
Olympia
Hammersmith Road
London W14 8UX   UK

*Olympia Renovation Notice – ‘On-going site development works’

Olympia is undergoing a £1 billion redevelopment project which will transform the venue into a world-class cultural hub. During Speciality & Fine Food Fair 2024, there may be some restricted areas due to this on-going work. As Organisers, we are aware of this, and have put in place all measures to ensure that these will not cause a disruption to your event experience. You can find out more about the development plans here.

Olympia provides free unsupported Wi-Fi throughout the exhibition halls. If you require a more reliable connection, you can purchase Wi-Fi or a wired connection for the stand.

Please click here to view prices for internet connection and order online.