Exhibitors Manual
ACCOMMODATION
Please see our accommodation page.
CASH MACHINES
There is an ATM machine in the entrance area of the exhibition and a Nat West cash machine opposite the Olympia tube station.
CATERING
A wide range of meals snacks and beverages, including vegetarian options will be on offer throughout the duration of the event. No alcohol is permitted during build-up and break-down.
CHAIRS
Chairs (Samsonite Folding) if you require chairs on your stand and have not yet ordered them please order contact us with your requirements before the deadline date. Additional chairs will not be available on the day.
CHILDREN
Children under 16 are not permitted onsite during build up and breakdown periods.
COMPLIMENTARY TICKETS
We will send to you nearer to the event date 9 complimentary tickets for your customers, these tickets are suitable for either day. (please note these tickets are not for your stand staff or exhibitors)
CONTACTING THE ORGANISERS
During the event please see the reception staff who are in contact with other members of Prime Impact staff.
DELIVERY OF GOODS & EQUIPMENT
Delivery of goods is during tenancy times only and when there is someone on the stand to accept the delivery.
Olympia & Prime Impact will not accept any responsibility for any deliveries.
Delivery address is:
The Yoga Show
G Gate
Olympia National Hall
Stand Name & Number
Olympia Exhibition Centre
London W14 8UX
DILAPIDATION
No screws, nails or similar fixings may be used on the shell scheme, screening or any part of the Exhibition venue including floors, nor may any part of the Exhibition Building or grounds be damaged or disfigured in any way. Nothing is to be applied to the walls of the venue as paint can easily be damaged. Should any damage occur, the Exhibitor responsible will be liable for any repair charges incurred.
DISMANTLING
In the interests of Health & Safety of our visitors, dismantling of stands must not commence until after the exhibition has closed on Sunday at 6 pm, and all visitors have left the building. Exhibitors, their contractors and agents are required to vacate the venue by no later than 10pm on final day of the event. Any costs incurred for failure to vacate by that time will be passed on to the exhibitor.
Children under 16 are not permitted on site during build-up & break-down.
DISPLAY MATERIAL
All exhibitor activity and/or display must remain in the designated stand space. Distribution of leaflets and promotional type literature is restricted to the stand area.
REFUSE DISPOSAL & PACKAGING MATERIALS
Specific refuse disposal points will be advised. All stand holders are responsible for disposing of their own refuse and to ensure no build up of waste materials occurs. No storage for packing cases or packing materials is provided within the Exhibition Hall. Any such materials must be removed from the venue before the Exhibition opens. Please note that you will be charged for any excessive waste left in the venue at the end of the show.
ELECTRICAL APPLIANCES
Any electrical appliance connected to a socket must have been tested by a competent person before it is plugged in and energised. The responsibility for ensuring this testing is carried out, is that of the person, or persons, responsible for bringing the equipment to the exhibition. Extension leads need to be FULLY unwound prior to use. Electrical safety inspections will be carried out prior to the event opening, any equipment which does not conform to the required standard will not be permitted. Electrics and lighting can be ordered by downloading an Electrics form here.
ELECTRICITY
It is vital that your lighting and/or equipment does not exceed the wattage ordered.
If you incorrectly state your power requirements and draw more current, you are likely to blow the fuse to a group of stands. Should this occur there will be additional charges for resetting, testing and upgrading to a higher current level. Any additional charges that are incurred will be passed on. Mains supplies that require down rating or uprating after the deadline date (14th August) will be subject to a 20% surcharge of the difference in cost.
EXHIBITION OPENING TIMES
Entrance to the Yoga Show for the public during the exhibition opening hours will be via the main entrance of on Hammersmith Road.
Friday 26th October, Exhibition Opens to the public at 11am closing at 6pm
Saturday 27th October, Exhibition Opens to the public at 10am closing at 6pm.
Sunday 28th October, Exhibition Opens to the public at 10am closing at 6pm.
EXHIBITOR BADGES & ACCESS
These will be at the main desk for you to collect, please ensure you bring your exhibition pass ticket (which will be sent to you by post couple of weeks before the exhibition) as without your pass you will not gain entry into the exhibition hall
Your Exhibitor Badge Holders will be available for your collection on set up day
Exhibitors will not gain access to any part of Olympia without an exhibitor badge, please ensure these are worn at all times. Exhibitor access on open days is via G Gate and BB Gate between 0800 & 1000 hours and once the show is open, via the main entrance on Hammersmith Roa. Children under 16 are not permitted on site during build-up & break-down
EXHIBITORS RESPONSIBILITIES
Exhibitors will undertake to act in accordance with the law, and indemnify Prime Impact Events & Media Ltd in relation to advice given and/or claims made in connection with a product or service they offer.
EXHIBITS & DISPLAYS
i) Prime Impact, the Local Authority and Venue Managers reserve the right to examine and exclude any exhibit or installation display material or exhibits which contravene security, fire or safety regulations.
ii) No Exhibitor will be permitted to install a display or exhibits in such a way that in the opinion of Prime Impact, restricts access to neighboring stands, obstructs the light or impedes the view along open spaces and/or gangways.
iii) Heavy and bulky exhibits are restricted by floor loading and restricted access. Individual requirements must be advised in writing to Prime Impact.
iv) All movement of and fixtures to the shell scheme or screening hired from Prime Impact must be carried out by the appointed contractors.
v) All electrical installations and connections must be carried out by the contractors appointed by Prime Impact.
vi) Exhibits, services and products on offer at the exhibition must be listed on the booking form. Items not Page 4of 6 listed will not be permitted.
FIRE HAZARDS
Naked flames should be limited in numbers so as not to cause a fire hazard and only then if proper bases and holders are used. Incense should only be used with appropriate burners. All souses of fire must be kept away from flammable materials and away from the front edge of the stand, so as not to be leant over. Please respect your neighbours if burning incense. If using candles incense or anything similar, you will be required to complete and submit a short fire risk assessment document (enclosed) prior to coming on-site, to describe what measures you have in place to prevent fire and injury. You can download a Fire Risk Assessment form here.
FOOD SAMPLING
Anyone wishing to sample any food or drink from their stand should submit details of what they wish to sample, and the control measures they have in place to ensure 'food safety and hygiene'.
Sampling from stands should adhere to the following portion sizes:
- Unwrapped food - bite sized portions
- Individually wrapped items for off site consumption
- Drink – 85 ml (3fl oz) container
GANGWAYS & FIRE EXITS
The gangways used in these venues are the minimal permissible by law. Under no circumstances will exhibits, stand dressings, tables and chairs etc be allowed to encroach into gangways. Please ensure you keep to within your stand limits. Please also ensure that you do not obstruct any fire exits at any time.
GAS
The use of pressurised gases within the exhibition is prohibited during show opening periods unless agreed in writing by Prime Impact, who must also approve the use of compressed air in advance. Due to the risk of damage to lighting and ventilation equipment anything lighter than air (i.e. helium balloons) cannot be allowed in the exhibition hall.
HANDS-ON THERAPY
All therapists that provide hands-on treatments for financial gain during the exhibition are required to complete a risk assessment and provide details of qualifications of therapists taking part at the event. Copies of public liability insurance are also required by everyone offering hands-on treatments, regardless of whether or not for financial gain. Practitioners will not be permitted to offer treatment without documentation. Our on-site GP will meet with you prior to the start of the event.
INSURANCE
The exhibitor shall take out adequate insurance in respect to all liabilities of the exhibitor in relation to the exhibition during build-up break-down and opening times. Exhibitors are required to have as a minimum, £1 million pounds public liability insurance. As such Prime Impact shall not be liable for any claims arising from death or bodily injury, damage to or loss of property caused by the exhibitor or any person or company acting on their behalf. The Exhibitor will indemnify Prime impact Events and Media in respect of each and every such claim and all actions, claims, costs, proceedings and demands in respect thereof. The Exhibitor shall also adequately insure all property on a full 'All Risks' basis for a sum insured equivalent to the full value of all property and exhibits brought to the Exhibition.
FORCE MAJEURE
The Exhibition may be postponed or suppressed altogether in the event of force majeure or any cause outside the Organisers’ control.The Organisers shall not be liable for damages or costs on any grounds.
MUSIC
Exhibitors who play any form of recorded music in a public area (including on stands as background) are required to apply for a PPL licence (Public Performance Limited) via Prime Impact. Please request an application form from Prime Impact.
Exhibitors who wish to use live musicians, TV, or video, must hold a licence issued by the Performing Rights Society Ltd. Tel 020 7306 4500.
Music/Video should be played at a reasonable level in respect to other exhibitors.
PARKING
Details of parking can be found here.
PROGRAMMES
Programmes will be sent approx 8 weeks prior to the event. If you need more copies for circulating please call us on 01787 224040 or email emily@primeimpact.co.uk
SECURITY
The venue is locked & has overnight security personnel; however exhibitors should ensure that adequate measures are taken to protect individual stands, property and stock. Prime Impact shall be under no liability whatsoever for any loss or damage. Venerable equipment such as lap-top computers etc should therefore be removed from the venue.
SETTING UP TIMES:
Thursday 25th Ocotber 3pm – 9pm
Friday 26th October 8.00am – 10.30am
Saturday 27th & Sunday 28th October - the hall will be open two hours before opening times (8am) for stocking up. Doors open to public at 10am.
All exhibition stands must be set up by 10.30am on Friday 26th October as all external-loading doors must be closed before the exhibition opens at 11am. Entrance doors for the visiting public may only be opened when all isles and exits are all clear. Vehicle access for unloading & loading on set-up and break-down days will be via vehicle access Gates G & BB. A vehicle pass will be sent to you by post, please see reverse of the pass for direction information. Once unloading is complete, vehicles must be moved to a car park. Entrance for Exhibitors on foot during show opening hours will be via National Hall Main Entrance. Exhibitors will not be admitted without an exhibitor badge. Children under 16 are not permitted on site during build-up & break-down.
SHELL SCHEME STANDS
Early Action Group will be constructing the stands at The Yoga Show London; the stands will be constructed using Octanorm system. Your stand will be full shell scheme (unless otherwise stated) built on carpeted floor. Stands are aluminum frame construction with 3mm white Foamex panelling. Stand total height is 2.5 m.
Signage and stand dressing may be attached by Velcro (Hook & Loop) Sellotape, or Bluetack.
Please do not use: Nails, Staples, Screws, Pins, Glue or Paint, or lean heavy objects against the paneling. Your company or organisation name and stand number will be displayed on the fascia panel in black lettering on white background. Top panels are 300mm in depth inc support frame. The fascia panels (inset) are 160mm in depth.
SITE ACCESS PLAN
Please see reverse of Vehicle Access Pass
SMOKING
The event is strictly no smoking for the duration of the show including build-up & break down periods.
STAND DRESSING
Textile fabrics used for interior display purposes on the stand must be flame proofed or purchased already treated by use of approved chemicals, in accordance with BS 5438/BS5852. Fire proofing spray (MSL Fire Check) is available from Mainstage Ltd 01524 844099 www.mslfirecheck.com Certain fabrics need not be proofed i.e. wool, twill and felt. Textile fabrics used for interior decorative purposes within stands must be fixed taught and/or in tight pleats (not draped) and secured 3” above floor level not touching light fittings. Artificial plants and flowers are combustible and give off toxic fumes. These must not be used for stand dressing. Silk type flowers are acceptable providing they have been fire proofed to BS 476 part 7 and are marked as such.
STAND SERVICES
Please check your invoice which gives details of the services you have ordered,; please make sure these details are correct. If you require any of the additional items listed, please contact us no later than 1st September 2013. 01787 224040.
Please note tables/chairs are not included in the stand cost.
STAND NAME & NUMBER
Your stand name, as given on your booking form, plus stand number will be displayed on the fascia panel. The stand name will also be shown on your invoice, please check to make sure this is correct.
Additional Items:
Chair - £7 + VAT
Table 4ft x 2.6ft - £15 + VAT
Table 6ft x 2.6ft - £15 + VAT
To order electricity/lighting etc please contact our stand contractors direct.
STORAGE
There are no storage facilities within Olympia. Provision should be made within your stand area. Please note the storage behind stands is not permitted
SUB LETTING
Sub Letting of stand space is not permitted without specific agreement by Prime Impact Events & Media Ltd
TABLES
Tables (4ft & 6ft trestle) should be ordered by the deadline date. Additional tables will not be available on the day.
TELEPHONE AND INTERNET CONNECTION
Telephone and internet connections should be ordered directly with e-Force. You may order online or download a booking form www.eforce.co.uk.
TROLLEYS & SACK BARROWS
Please ensure you bring these with you to transport goods from the loading bay to your stand, none are available at the venue.
UNLOADING AND LOADING
Unloading and loading will be via "G Gate" and "BB Gate" Please see reverse of Vehicle Pass for details including car park and advance car park booking information.
WEB PAGES
If you have not already done so, you can link your website to the Yoga Show site to highlight your attendance at the show. Please click here and follow the instructions at the bottom of the page.
