SPACE ONLY STANDS

SUBMISSION DEADLINE: friday 1 april

RETURN TO EXHIBITOR ZONE

Olympia London and its Local Authority have certain requirements that must be fulfilled in order to comply with their policies and licensing regulations. 

Plans for your stand must be submitted by 1 April. See Stand Plans below for next steps.

All space only stand construction must comply with the regulations contained in the eGuide, which can be viewed here.  These regulations are common to the UK’s main exhibition venues and are based on Building Regulations and British Standards. Appropriate clothing and footwear for a CDM site should be worn during build-up and breakdown.

Please also ensure that you have carefully read the Fire Regulations as these will affect the materials you use in the construction of your stand and Olympia’s Rules + Regulations. Please also note that all waste must be removed from the exhibition hall by 9pm on Thursday 12 May. Failure to do so will incur charges – see below

Contractors
If you are employing a contractor to build or design your stand, please ensure that they receive the relevant information contained within the Exhibitor Zone pages of this website. they must also adhere to the venue’s rules and regulations. For security reasons, all contractor staff must wear a contractor’s pass in order to gain entry to the venue. Please email [email protected] with the names of those who require passes. Note: all vehicles, including contractors’, must display a vehicle pass, failure to do so will result in refused entry.

Trolleys + Forklifts
Trolleys are not provided at the venue, so please bring your own if you need one to deliver goods to your stand. Trolleys are only permitted on the exhibition floor outside show open hours for the safety of visitors. Forklifts and pallet trucks are not available onsite.  If you require the use of a fork lift it will be necessary to hire the services of our logistics company, Premier Show Freight

Waste
Exhibitors and their contractors must remove excessive or hazardous waste at the end of the show, otherwise charges will be incurred. All waste, except for very small quantities of litter, produced by your stand must be removed from the venue at the end of the end of the event. The following charges will be forwarded onto exhibitors for disposal of any large items, such as boxes of literature, carpet (except scraps), graphics and stand fitting materials:

Boxes of literature – £6 per box
Furniture – £60 per item
Metalware – from £22
Pop-up signage – £35
Signage – £12 per panel

Hazardous waste is classified by the 2005 Hazardous Waste Regulations as: light bulbs and fluorescent tubes, electrical equipment and fittings, gloss and emulsion paint and their containers, cooking oils and their containers, aerosols both full or empty, oils and lubricants and oily rags.

For any queries please contact the organisers.

Lifts
The Show is now located on the first floor of the West Hall and so goods loading is via two lifts. The following dimensions and weight restrictions are for the larger of the two:

Length:  6.82 m
Width:  3.21 m
Height:  2.84 m
Loading: 6000 kg

Stand Plans

You are required to submit professional drawings for space only sites, regardless of size and complexity.  It is a non-negotiable requirement for all Space Only exhibitors and their contractors.

Even if your stand does not fall under the defined Complex Stand Structure (see definition below), or is under 4m high, we still require a plan, including materials comprising the construction, in order to ensure that your stand meets with the requirements of the Health & Safety Policy. If you feel your stand falls within the Complex Stand Structure (as defined below) please contact the organisers as soon as possible to confirm next steps for this type of stand.

All plans for the building of a structure on a space only site must be submitted by: Friday 1 April

Plans for space only sites must be submitted to the organisers in the first instance.  If required, they will then be forwarded to structural engineers, the venue management and/or Local Authority on your behalf, when costs may then apply and will be past to you. Only when all parties are satisfied that the stand design is safe will an official notification be given that you may proceed to construct your stand on site.

As organisers we have appointed our own structural engineers to check complex structures. It is imperative that Exhibitors submit their proposed stand design no later than 1 April, to allow time for checking and any alterations necessary prior to the venue’s own deadline. Responsibility lies ultimately with the exhibitor and its contractors to comply with these regulations and ensure the safety of their stand.

Please Note:  No stand construction will be allowed to commence unless written approval has been obtained from the Organisers. If no written approval has been obtained or in the event that the stand is not constructed in accordance with the approved stand design, the Organisers shall be entitled to dismantle and remove the stand at the Exhibitor’s cost.

Please be aware that Part 111 of the Disability and Discrimination Act came into force on 1 October 2004, and it is important that you are aware of the consideration for accessibility when planning to build a stand. Further information can be obtained from the Disability Rights Commission: https://www.drc.org.uk/

Single Storey Stands Under 4m in Height

You must include the following:

  • A plan of the location within the exhibition
  • A plan view with external dimensions, indicating which sides are open onto gangways, plus the location of any hall column and its dimension to the nearest stand edge;
  • Elevation views, indicating clearly the heights of all stand fittings;
  • Details of all walling, platforms, demonstration areas, exhibits, graphics, etc;
  • Details of materials and fire protection.
  • Health & Safety Declaration*
  • Method Statement*
  • Risk Assessment*
  • Fire Risk Assessment*

*contact the organisers for templates of these documents

Single Storey Stands over 4m High

You must include the following:

  • A plan view, showing location within the exhibition, dimensions, positions of AV, walling and major exhibits
  • A plan view each elevation, showing all dimensions
  • Structural calculation / drawings proving structural stability, showing weight loadings etc
  • Method Statement
  • Risk Assessment
  • Fire Risk Assessment
  • Health & Safety Declaration

Please adhere to the following:

  • Plans must be in English
  • Plans must state the exhibiting company’s name and stand number
  • Plans must be to scale (no less than 1:50). Dimensions should be in mm
  • Plans must include a Risk Assessment
  • Plans must include a Method Statement
  • Include a layout plan of the stand showing positioning and description of exhibits
  • Ensure access is left to columns where necessary. Such information should be included on plans where relevant
  • Ensure vision panels are included on all doors
  • Include a description of construction materials used including certification of flame proofing where required
  • If using truss in the construction of the stand, please include details of the system being used

*Complex Structures

A complex structure is any form of construction of any height which may require input from a structural engineer.  If a stand is not constructed from shell scheme it is the responsibility of the exhibitor and its contractors, by means of a risk assessment, to determine whether the construction is complex or not.

Examples of Complex Structures: 

  • Any part of a stand or exhibit which exceeds 4.0m in height
  • Multi Storey Stands
  • Any structure that visitors can access, which requires structural calculations
  • Suspended items eg Signs, Lighting Rigs
  • Sound/ Lighting Towers
  • Temporary tiered seating
  • Platforms and Stages over 0.6m in height and all platforms and stages for public use