Exhibition checklist

Transcription

Exhibition checklist
In order to ensure the smooth planning of your event, please make sure that deadlines are met.
Event:
Organiser:
Item
Due
2 x 1:200 scale floor plans prior to stand selling for initial check by
the venue
Immediately
Marketing information including:

Event opening hours

Estimated attendance

Audience profile
N.B. Ensure details of public transport are provided on tickets
and promotional material.
Draft copy of exhibitor manual for checking of venue details
ASAP
Briefing meeting to discuss event requirements and your event
risk assessment
45-60 days
before tenancy
Obtain music licences as necessary
2 x 1:200 scale and 1 x A3 copy of the final floor plans
The layout of gangways/stand blocks must not alter after this.
28 days
before tenancy
2 copies of scaled plans and structural calculations for double
deck or stands over 4 metres, complex structures and tiered
seating (refer to eGuide), plus method statements and risk
assessments.
Details of special effects (eg, lasers, smoke machines, real
flame)
Crèche notification
Details of suspended loads and floor loading
Details of any wild or domesticated animals
Health and safety policy and signed risk assessment
Application for special licences
Copy of security schedules/acceptance of marshalling schedule
Signed event requirements
Up to 11 x 1:200 scale plans (event manager will confirm), plus 1 x
A3 copy of the final floor plan for our internal distribution.
14 days
before tenancy
Application for sale or supply of alcohol from temporary bar
areas (not operated by Olympia’s caterers) and/or stands
TV and film requirements
7 days
before tenancy
Example vehicle passes
Copies of local authority certificates for any child performers
Certification of:

Complex structures

Space only, non-complex stands

Shell scheme construction

Temporary seating installation

Special effects
Before event
opening
Signed agreement for any sale/supply of alcohol
February 2014
Action date Completion
Conference checklist
In order to ensure the smooth planning of your conference, please make sure that the
following deadlines are met.
Conference:
Organiser:
Item
Due
Special licence application(s)
90 days before
tenancy
Marketing information including:
As soon as possible



Conference opening hours
Estimated attendance
Conference agenda
N.B. Ensure details of public transport are provided
on tickets and promotional material
Briefing meeting to discuss event requirements and
your event risk assessment
6-8 weeks before
tenancy
2 copies of scaled plans, structural calculations and
an independent structural engineer’s report for stage
sets over 4 metres, plus method statements and risk
assessments.
28 days
before tenancy
Details of special effects (lasers, smoke machines,
live flame, etc)
Copy of conference risk assessment
Copy of security schedule
Rigging requirements
Signed conference requirements & telephone
requirements
Notification of PRS/PPL requirements or supply copy
of certificates
Confirmation of menus
14 days before
tenancy
TV and film requirements
7 days
before tenancy
Copy of health and safety policy
Final numbers for catering
48 hours before
tenancy


Before event
opening
Certification of stage sets over 4 metres
Certification of special effects
February 2014
Action Date
Completion
Exhibition Information A-Z
Contents
A _______________________ 1
Access..................................... 1
Accommodation ...................... 1
Advertising Sites ...................... 2
Alcohol .................................... 2
Animal Welfare and Safety ....... 2
Audiovisual Services ................. 2
B _______________________2
Baby Changing Facilities .......... 2
Banking Facilities ..................... 3
Banner Sites ............................ 3
Box Office Services ................... 3
Breakdown .............................. 3
Build-Up .................................. 3
Buses ...................................... 3
Business Centre ....................... 3
C ______________________ 4
Capacity Figures ......................4
Car Parking .............................4
Cardax ....................................4
Carpet .................................... 5
Car Rental ............................... 5
Cashpoints .............................. 5
Catering .................................. 5
CCTV ......................................6
Ceiling Heights ........................6
Chauffeurs ..............................6
Chemists ................................. 7
Children .................................. 7
Cleaning ................................. 7
Cloakroom .............................. 7
Communications ..................... 7
Complex Structures ..................8
Concession Fees .......................8
Construction Heights ...............8
Control Room ..........................9
Cooking on Stands ...................9
Couriers ..................................9
Crèches ...................................9
Customs and Excise ............... 10
D ______________________ 10
Deliveries ............................... 10
Demonstrations ..................... 10
Dentists ................................ 10
Dilapidation Charges............... 11
Disabled Facilities ................... 11
Doctors .................................. 11
Dry Cleaners ........................... 11
E ______________________ 12
eGuide ...................................12
Electrical Inspection ................12
Electrical Power ......................12
Emergency Gangways .............12
Emergency Procedures ............12
Energy and the Environment ... 13
Exhibitors’ Information ........... 13
F ______________________ 13
Filming .................................. 13
Fire Exits ................................ 13
Fire Extinguishers ................... 13
Fire and Safety Regulations .... 14
Fire Safety ............................. 14
First Aid ................................. 14
Floor Loadings ....................... 14
Floor Management ................. 15
Floor Plans ............................. 15
Florists .................................. 15
Food and Beverages ............... 15
Food and Drink Sampling ........ 16
Food Hygiene......................... 16
G ______________________ 16
Gangways ............................. 16
Gas ....................................... 16
Goods Entrance ..................... 16
Goods Lifts ............................ 17
H ______________________ 17
Health and Safety .................. 17
Health, Safety and Environment
Policy .................................... 18
Heating and Ventilation ......... 18
Helium Balloons ..................... 18
Hospitals ............................... 18
Hospitality Rooms .................. 18
Hotels ................................... 18
I _______________________ 18
Insurance .............................. 18
Internet ................................. 19
K ______________________ 19
Keys ...................................... 19
L ______________________ 19
Lasers ................................... 19
Licensing Authority ................ 19
Lost Property ......................... 19
M ______________________20
Marketing Services ................. 20
Mark-Out .............................. 20
MarshallingError! Bookmark not defined.
Massage ................................ 20
Method Statements ............... 20
N ______________________20
Naked Flames ........................ 20
Night Sheets .......................... 21
O ______________________ 21
Operating Hours .................... 21
Organiser’s Offices ................. 21
P ______________________ 21
Passenger Lifts ....................... 21
Performing Rights .................. 21
Pharmacies ........................... 22
Photography .......................... 22
Platforms and Stages ............. 22
Police .................................... 22
Porters .................................. 22
Post Office ............................. 22
Public Address System ............23
Pyrotechnics ..........................23
R ______________________ 23
Radio Frequencies ..................23
Restaurants ...........................23
Rigging ..................................23
Risk Assessment .....................24
Rubbish .................................24
Rules and Regulations ............24
S ______________________ 24
Satellite Dishes .......................24
Seating ..................................24
Security .................................24
Seminar Theatres ...................25
Shell Scheme Stands ...............25
Shutter Lines ..........................25
Signage .................................25
Simulators and Rides ..............26
Smoke Machines ....................26
Smoking Policy .......................26
Space Only Stands ................. 27
Special Effects ....................... 27
Special Licences ..................... 27
Special Treatments ................. 27
Sponsorship ........................... 27
Stages ...................................28
Stand Building and Dressing ....28
Stand Catering ......................28
Stand Plans ...........................28
Storage Areas ........................28
T ______________________ 28
Taxis ......................................28
Telephones ............................28
Television Licences ..................29
Toilets ...................................29
Traffic MarshallingError! Bookmark not def
Travel and Transport...............29
V ______________________ 30
Vehicles ................................ 30
Vehicle Access....................... 30
VIP Visitors ............................ 30
W _____________________ 30
Water and Waste .................. 30
Weight Loadings ................... 30
Web Site ............................... 30
Wheelchair Access/Loan ........ 30
Wi-Fi .................................... 30
A
Access
Build-up and Breakdown
All exhibitors and contractors bringing vehicles to Olympia for build-up and breakdown for
unloading or loading, must book a time slot on the on-line booking system at:
olympia.co.uk/traffic
Details of the event, stand name and number, zone colour (Olympia Central is in the blue zone)
and type of vehicle must be inputted, and the system will allocate the best available time slot;
this can be amended if not convenient. Time slots for build-up and breakdown can be booked
at the same time and a vehicle pass printed from the system. Exhibitors can make bookings for
their stand contractors, or email them the booking link.
There is a time limit of 30 minutes for cars, 1 hour for vans and 2 hours for lorries.
In order to ensure that build-up and breakdown traffic is managed efficiently and professionally
on site, traffic marshalling is provided by the venue’s appointed service partner, ETMS. Your
Event Manager will provide a quote for the required level of staffing.
Please recommend that exhibitors and contractors bring trolleys to transport goods to and from
their stands to reduce loading and unloading times. If you wish to provide a porter service, your
Event Manager will be pleased to quote for this.
On breakdown night, access to the hall is only available to contractors and other staff assisting
in the breakdown of stands once it is clear of visitors.
Goods Entrance
Vehicles for Olympia Central should be directed to G Gate on Blythe Road, via Olympia Way.
Open Period
Vehicles delivering stock during the open period may arrive from 0700 hrs each day. All goods
entrances and loading areas must be clear of vehicles before event opening. We therefore
recommend that you only allow deliveries to be made up to half an hour before opening time.
Visitors
It is a condition of your licence that any promotion for your event carries the message: ‘It is
quicker and easier to travel to Olympia by public transport’. This includes tickets, poster
campaigns, radio advertising, etc. Please see ‘How to get here’ in the Access and Parking
section for information on getting to Olympia.
See:
Car Parking
Deliveries
Disabled Facilities
Goods Lifts
Operating Hours
Travel and Transport
Accommodation
A variety of hotels and serviced apartments to suit every budget is available close to the venue.
A full hotel listing and booking service for individual accommodation requirements is available
via the Olympia website at olympia.co.uk
Our booking team can also help with your search for special rates at a headquarters hotel or
group bookings for your exhibitors. Please contact them on 020 7592 3061.
-1May 2015
Advertising Sites
See:
Signage
Alcohol
Any stands selling or serving alcohol (except when provided by the venue’s hospitality catering
partner), whether for off-site consumption or product sampling, must be notified to your Event
Manager. You will need to supply an application letter (template available from your Event
Manager) no later than 14 days prior to the event, to ensure that legal requirements can be
met.
The following restrictions apply:





See:
The consumption of alcohol is not permitted on the exhibition floor during the buildup and breakdown periods of the event
Alcohol provided for the purposes of hospitality must be supplied by Olympia’s
hospitality caterer
Alcohol sampling must conform to sampling regulations (max 85ml; neat spirits
25ml)
Alcohol may not be sold or served at the venue before 10am
Exhibitors are not permitted to retail alcohol for on-site consumption
Catering
Animal Welfare and Safety
If you intend to have animals on site, you must request written consent from your Event
Manager at least 28 days before the event. Please see the eGuide for full details.
You must contact the City of London vet to discuss proposed arrangements for animals before
the event. An on-site inspection may be required and the cost of this must be met by the
organiser.
City of London
Animal Health and Welfare Team
Tel: 020 8897 6741
Email: veterinary.harc@cityoflondon.gov.uk
Assistance animals are welcome at the venue. If you have advance notice of their attendance,
please inform your Event Manager.
Audiovisual Services
Blitz is Olympia’s recommended supplier of audiovisual equipment. Their experienced team is
based at the venue and can supply state-of-the-art equipment for all events, from a simple
meeting to a large conference or fashion show. For further information please contact:
Billy O’Connell
Email: boconnell@blitzcommunications.co.uk
Tel: 020 7598 5575
Mobile: 07545 514334
B
Baby Changing Facilities
Baby changing facilities are available within the accessible toilets. Please refer to the ‘Services’
plan in the Plans section of this handbook for locations.
-2May 2015
Banking Facilities
Barclays Bank
Lloyds Bank
HSBC Bank
The Royal Bank of Scotland
132-134 Kensington High Street
112 Kensington High Street
175/177 Kensington High Street
08457 555555
08453 000000
08457 404404
020 7937 3210
There is an ATM in the main entrance foyer of the Conference Centre. A National Westminster
Bank cashpoint machine is located on Olympia Way, opposite Kensington Olympia station.
Banner Sites
See:
Rigging
Signage
Box Office Services
See Tickets offers advance and on-site ticketing services. Benefits include the following:








Advance booking by post, telephone, online and at box office
On-site sales
24-hour booking facility
Individually assigned telephone number for each event
Hotlines for group sales and customers with disabilities
Attendance reports supplied throughout your event
Duty Event Manager assigned to oversee all sales and ticketing
Regular, comprehensive sales reports
For further information please contact:
See Tickets
Norfolk House
47 Upper Parliament Street
Nottingham
NG1 2AB
Tel: 0115 912 9000
Fax: 0115 948 4345
Website: www.seetickets.com
Breakdown
The hall must be cleared of all stands, materials and waste by the end of your tenancy period.
Additional charges will be incurred if this is not achieved.
See:
Access
Cleaning
Rubbish
Build-Up
See:
Access
Car Parking
Operating Hours
Traffic Marshalling
See:
Buses
Business Centre
Photocopying, faxing, Internet access and IT facilities are available to organisers and exhibitors
-3May 2015
in the Venue Management Offices. A list of charges is available from your Event Manager.
Exhibitors may pay by cash only; organisers can be invoiced after the event.
C
Capacity Figures
The maximum number of visitors allowed by the licensing authority, at exhibitions in the East
Hall at any one time, is 659. If your event occupies the Olympia Conference Centre as well as
the East Hall, the maximum capacity figure is 1,784 people.
These figures include all occupants of the hall, i.e. visitors and exhibitors. They should only be
used as a guideline, as each event will be considered separately and the maximum capacity will
be based on the event profile and floor layout.
Capacities for music and dance differ from the above; please contact your Event Manager for
further information.
It is the organiser’s responsibility to ensure the capacity figure is not exceeded. The venue
reserves the right to ask for confirmation of the number of people in the event at any time.
Arrangements for logging, monitoring and controlling this must be identified in the event risk
assessment.
See:
Licensing Authority
Square Metreage
Car Parking
You will receive an allocation of 2 complimentary parking permits for organisers and up to 3
reduced-rate passes for official contractors for your tenancy period.
Overnight parking on site is not recommended, but it will be permitted if an organiser’s pass is
displayed in the vehicle, or arrangements have been made with your Event Manager.
Olympia has two public car parks. P3 is a multi-storey car park with 380 spaces (height
restriction of 2 metres). P4 is a flat-surface car park with 175 spaces (height restriction of 4
metres). Both car parks are open from 0700 hours until one hour after the building closes on
build-up and breakdown days, until 2230 hours on pre-open and breakdown evenings and until
one hour after the event closes on open days. In addition, P4 is open until 2200 hours on all
weekdays. If extended hours are required (e.g. for an exhibitors' party), please discuss this with
your Event Manager (an additional charge will be incurred).
A map indicating the location of Olympia’s car parks and alternative car parks in the area can
be found in the Access and Parking section of this manual.
Exhibitors and visitors can pre-book car parking on 020 7598 2515 or at olympia.co.uk. The
Olympia car park operates on a vehicle recognition system for pre-booked vehicles. Please
publish these details in your exhibitor manuals.
See:
Access
Disabled Facilities
Cardax
Some areas of the Conference Centre are fitted with an electronic locking system. The system
is operated by plastic cards, which can be programmed to access single or multiple areas. The
system is monitored from the Olympia Control Room.
-4May 2015
Any cards you may need will be issued to you by your Event Manager, on the first day of
tenancy.
See:
Keys
Carpet
Level 3 of Olympia Central is a carpeted venue. The tiles may not be lifted and must be
protected from damage. Floor flats must be laid if alternative floor covering is required on
particular stands, as carpet may not be laid directly on to the tiles.
See:
Cleaning
Platforms and Stages
Rubbish
Car Rental
Avis Rent-A-Car
Capital Hire
181-183 Warwick Road
Olympia Way
08700 107968
020 3010 0088
Cashpoints
See:
Banking Facilities
Catering
Levy Restaurants has sole rights to provide catering within the Olympia Conference Centre and
East Hall. In order to protect the commercial interests of our catering partner, no other retail
catering is permitted in the venue without the written permission of Olympia.
Fixed Catering Units
The Level 3 bar/buffet incorporates a seating area. Please ensure that your floor plan indicates
this area and that access to it is maintained.
Temporary Catering Units
Mobile carts are available for use on the exhibition floor in the East Hall. Electrical services are
available free of charge at a fixed location (see the Utilities plan in the Plans section). If a
mobile cart is required and considered commercially viable, the caterer may provide it free of
charge. In other cases, the organiser may be asked to cover the cost of electrics (if not using
the fixed electrical services provided) and staff, and/or to underwrite the unit.
The cost of building temporary catering areas is borne by the organiser and must be operated by
Levy Restaurants. Should you wish to outsource these to a temporary catering retailer,
permission must be received in writing from Olympia. The outsourced caterer must not
duplicate Olympia’s retail catering offer and will be charged a concession fee (see below).
Please ensure that all temporary catering areas and seating areas are marked clearly on your
event floor plan. The provision of seating at temporary areas is the responsibility of the
organiser.
If alcohol is to be served from a temporary outlet which is not managed by Olympia’s catering
partner, the catering company must have a personal licence holder or authorised person present
on site and comply with Olympia’s Premises Licence conditions. Further information can be
obtained from your Event Manager.
Private Hospitality
Levy Restaurants can produce a broad range of catering services to meet your needs and those
of your exhibitors. For further information, please contact:
Levy Restaurants Sales Department
020 7598 5700
-5May 2015
Private hospitality rooms are available for hire at Olympia. For further information, please
contact:
Olympia London’s Commercial Department
020 7598 2787
If a bona fide catering company is exhibiting at an event, permission may be granted for them
to provide their own hospitality, subject to the payment of a concession fee (see below).
Stand Catering
Levy Restaurants operates a stand catering delivery service for organisers and exhibitors.
Contact their Sales Department on the above number to place your orders for your organiser’s
offices, press office, VIP lounges, etc, and to obtain supplies of order forms for your exhibitor
manuals and welcome packs.
Exhibitors can book online at www.levyrestaurants.standdelivery.co.uk On site, orders may be
telephoned through to the stand catering office on (020 7598)5717/07584 800745.
Sale/Supply of Alcohol
Olympia is licensed for the sale or supply of alcohol under the venue’s Premises Licence
conditions. However, any sale or supply of alcohol by exhibitors or others must be notified to and
agreed by the Event Manager in advance of the event. Please see ‘Alcohol’ for further details.
Concession Fees
The use of external caterers is not normally permitted within the venue. However, if your event
has an additional, specific, or unusual catering requirement that cannot be met by the in-house
caterers, you may be permitted to use external caterers, subject to the payment of a concession
fee. The use of external caterers will be dependent on written permission from Olympia and
conditional on the caterer satisfying all health and safety and food safety and hygiene
regulations. All costs associated with bringing in an outside caterer will be borne by the
organiser.
Any exhibitor who wishes to sell food from their stand for on-site consumption must obtain
written permission from the venue and will be charged a concession fee. They must also satisfy
all food safety and hygiene as well as other health and safety requirements.
Further catering information, regulations and conditions are contained in the eGuide and the
Earls Court and Olympia Catering Strategy, available from your Event Manager.
See:
Alcohol
Cooking on Stands
Food and Drink Sampling
Food Hygiene
See:
Control Room
CCTV
Ceiling Heights
See:
Construction Heights
Chauffeurs

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
020 8969 2777
020 8589 9993
020 8766 8811
020 7381 1111
020 8748 3000
Abbey
Browns
Don Williams
Hurlingham Cars
Maxwell Cars
-6May 2015
Chemists
See:
Pharmacies
Children
Children aged 16 and under are not permitted in the halls during build-up or breakdown for
health and safety reasons. Please ensure that your exhibitors and contractors are fully aware of
this regulation to avoid issues on site.
Your attention is drawn to the following legislation, in respect of children performing at your
event:


Children & Young Persons Act
Children (Performances) Regulations
Your Event Manager must be informed in writing at least 28 days before your tenancy if you
intend to use child performers. Further details are available in the eGuide.
See:
Crèches
Cleaning
All cleaning, including stand cleaning is included in your tenancy.
Removal of any abandoned stand-fitting materials, carpet, pallets and excessive rubbish will be
subject to an additional charge to cover the cost of skip hire and labour.
See:
Rubbish
Cloakroom
A complimentary cloakroom (capacity approx 500 items) is open from half an hour before the
event opens until half an hour after it closes. Items left in the cloakroom after it has closed
each day, will be taken initially to the event security office and then handed to the duty
manager at the end of the day. They can be collected on production of the correct ticket.
Communications
Organisers’ and Exhibitors’ Telephone Lines, Internet Connections, etc
These services are provided by Eforce (020 7598 2708), who will be pleased to supply order
forms for exhibitor manuals and offer the following:




High-speed Internet access
Telephone lines and handsets
Fax lines and machines
ISDN lines
Organisers receive one telephone line (with handset if required) and one Internet connection
free of charge. These will be provided to existing sockets in the organiser’s office only. If these
lines are required on the exhibition floor, or in any other temporary location, there will be a
charge for cabling. This charge will be invoiced by Eforce, along with call charges, after the
event.
Please order all your requirements, including your complimentary lines, directly from Eforce.
Organiser’s office telephone numbers will normally be allocated in sequence from 020 7598
6595.
If you require direct dial lines for PDQ machines, please inform Eforce when you order your lines.
-7May 2015
Most PDQ machines can be reconfigured to dial 9; therefore ordinary phone lines should suffice
in most cases.
Public Services
Free Wi-Fi is available throughout the Conference Centre. Additional Wi-Fi hotspots can be
provided at a cost; please contact Eforce for details.
See:
Radio Frequencies
Complex Structures
A complex structure is any form of construction of any height, which requires input from a
structural engineer and/or has, through a risk assessment, been found to present significant risk
to the health and safety of those who build, use, or visit it. Platforms and stages over 600mm
in height, any stages for public use and tiered seating are treated as complex structures.
Two copies of scaled plans and structural calculations, together with risk assessments and
method statements must be forwarded to your Event Manager at least 28 days before your
tenancy begins.
A separate set of plans and calculations must be submitted to an independent structural
engineer for approval. A copy of the engineer’s report must be submitted to your Event
Manager with the stand plans. The structural engineer will also be required to certify the
structure once erected.
Olympia’s recommended structural engineer is:
Campbell Reith
Friars Bridge Court
14-45 Blackfriars Road
London
SE1 8NZ
Tel: 020 7340 1700
Fax: 020 7340 1777
Contact: Steve Calder
For further information please refer to the eGuide.
See:
Fire and Safety Regulations
Method Statements
Risk Assessment
Space Only Stands
Stand Building and Dressing
Concession Fees
See:
Catering
Construction Heights
The minimum headroom in each area is listed below:
Area
East Hall
Reception Foyer
Conference Rooms 1 & 2
Maximum Construction Height
3.5m
Varies from approx 2.5m to 3.7m
3.1m
A clearance of 0.5 metres must be left under sprinklers, in order not to impede their operation.
Permanent, suspended signs have not been taken into account in the above table and may
cause additional obstructions if they are above stand areas. A site survey is strongly advised for
space only stands.
-8May 2015
Control Room
The Control Room is located at B Gate on Olympia Way and is staffed 24 hours a day. The
venue CCTV is monitored from this location.
Please contact extension 2411 for assistance outside tenancy hours, or if you are unable to
contact either the Duty Manager or your Event Manager.
Extension 2666 should be used to contact the Control Room in the event of an emergency
only.
See:
Emergency Procedures
First Aid
Security
Cooking on Stands
Exhibitors cooking on stands for consumption will be required to comply with food safety and
hygiene regulations. A full risk assessment, including methods of storage, washing facilities,
stand layout and type of cooking appliance to be used must be submitted to your Event
Manager at least 28 days prior to tenancy.
Organisers are responsible for bringing in their own food safety and hygiene consultant.
Exhibitors should use electric cooking appliances; cooking with LPG is not permitted.
Exhibitors may not cook and/or distribute their own food from their stands to visitors, other
than for the purposes of sampling or off-site consumption unless agreed otherwise in writing by
the venue; in this case a concession fee will apply.
For full regulations and conditions applying to any catering activity, please refer to the Earls
Court and Olympia Catering Strategy and the eGuide.
See:
Catering
Fire Safety
Food Hygiene
Couriers
Bonds Couriers
DHL International (UK Ltd)
MBE (Mail Boxes etc), 235 Earls Court Rd
020 8450 1000
0844 248 0844
020 7244 1015
Crèches
If you plan to have a crèche at your exhibition, please inform your Event Manager at least 28
days prior to your event.
The following details must be provided:
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
Name of operator
Location of crèche. This should be immediately adjacent to emergency exits and toilet
facilities
Detailed layout of crèche
Dates and times of opening
Ages and maximum number of children attending
Your Event Manager can supply you with contact details of companies known to the venue
and will also advise you of any further requirements to allow the crèche to operate safely at
-9May 2015
Olympia. The company you propose to use may need to register with Ofsted:
Ofsted
3rd Floor
Piccadilly Gate
Store Street
Manchester
M1 2WD
Tel: 0300 123 1231
Further details can be found in the eGuide.
Customs and Excise
Customs clearance of goods takes place at the port of entry. For further information please
contact:
HM Customs and Excise
Thomas Paine House
Torrens Street
Angel Square
London EC1V 1TA
Tel: 08450 109000
Website: www.hmrc.gov.uk
You are advised to appoint a freight-forwarding contractor who can arrange clearance on
behalf of your exhibitors, as well as transport to and from Olympia and on-site lifting.
D
Deliveries
All deliveries must be made on tenancy days, during hall operating hours and should be
addressed as follows:
Addressee
Event
Organiser’s office or stand number
Olympia Conference Centre
London
W14 8UX
The venue cannot take responsibility for any deliveries. Deliveries should be kept to a minimum
during event open hours; if you anticipate that deliveries will be necessary during your event,
this should be discussed with your Event Manager.
See:
Operating Hours
Demonstrations
Organisers must ensure that demonstrations do not constitute a fire or safety hazard and must
obtain from exhibitors full details of such activities and a risk assessment. The venue reserves
the right to curtail any activity considered detrimental to public safety.
See:
Cooking on Stands
Fire Safety
Health and Safety
Dentists
- 10 May 2015
Blythe Road Dental Practice
M Shabgard & Associates
Orthosmile
232 Blythe Road
2 Russell Gardens
8 Netherwood Road
020 7602 5089
020 7603 5063
020 7602 2200
Dilapidation Charges
An Olympia representative will carry out a dilapidation inspection with the organiser at the
beginning and end of tenancy. Any damage to the building, over and above normal wear and
tear, will be charged accordingly. Please see Olympia’s Additional Charges Rate Card for details
of the charges.
Please note that nothing may be fixed to the fabric of the building or bolted to the floor.
Disabled Facilities
Information for visitors is available on our website at olympia.co.uk
If you are expecting a large number of disabled visitors at your event, it would help if you
advised your Event Manager in advance, so that we can ensure their visit is as smooth as
possible. The fire and safety officers will brief your security staff on evacuation procedures.
Access
The main entrance on Hammersmith Road has a ramp and there are passenger lifts to Level 3.
Please advise your exhibitors to ensure that their stands are easily accessible to all. The eGuide
provides guidance on meeting obligations under the Equality Act.
Toilets
The locations of accessible toilets are indicated on the ‘Services’ plans in the Plans section.
These should be incorporated into your catalogue and directional signage.
Parking
Step-free access is available to all levels of Olympia’s car parks. Wide parking bays are available
for wheelchair users on a first come, first served basis in the lower ground floor of the multistorey car park. Further details are provided under ‘Car Parks’.
Wheelchairs
A limited number of manual wheelchairs are available on loan to visitors from the Control
Room. It is advisable to reserve these in advance by phoning 020 7598 2411. They are available
on a first come, first served basis and some form of deposit will be required.
Doctors
North End Medical Centre
Kensington Park Medical Centre
Dr A Awwad
206 North End Road
75 Russell Road
64 Warwick Gardens
020 7385 7777
08444 778580
020 7371 2940
2 Beaconsfield Terrace
105 Hammersmith Road
020 7610 5338
020 7602 2499
Dry Cleaners
Diva Dry Cleaners
Greenstone Dry Cleaners
- 11 May 2015
E
eGuide
The eGuide contains regulations which are common to UK exhibition venues and must be
observed by organisers, exhibitors and contractors at Olympia. It is available on the AEO
website: www.aeo.org.uk
Electrical Inspection
Olympia has a legal duty to ensure the safety of electrical installations and use of the mains
supply within the venue. This includes the monitoring of contractors’ installations and
subsequent connections made by your exhibitors.
If considered necessary, Olympia may bring an independent electrical inspector on site during
build-up, and charges may be incurred by the organiser. Your Event Manager will put you in
touch with the venue health and safety team, should you have any queries regarding electrical
safety.
Electrical Power
Single-phase and three-phase power in the East Hall is supplied via overhead feeds. Please refer
to the ‘Utilities’ plans in the Plans section for further information. For safety reasons Olympia’s
electrical mains contractor must carry out all mains connections. For mains supply information
please contact:
Freeman Venue Services
020 7598 5500
Organisers may appoint an electrical contractor of their choice, providing that they have been
approved via Earls Court and Olympia’s Control of Contractors Procedure. If your chosen
contractor is not already on Earls Court and Olympia’s approved list, please contact your Event
Manager to ensure there is sufficient time for approval to be granted before your contractor is
appointed.
All electrical work shall be carried out in accordance with the regulations set out in the eGuide.
Please note that appropriate temporary supplies for build-up and breakdown should be
ordered from the mains contractor. Cables may not be plugged into venue sockets and/or
trailed across gangways.
Stand power is turned off overnight throughout tenancy, so 24-hour power must be ordered
if required. Once a show has ended, stand power will be turned off and will not be turned
back on under any circumstances, for safety reasons.
Emergency Gangways
Certain gangways must be designated ‘emergency gangways’ during the build-up and
breakdown of your event. These should be identified to all personnel within the exhibition hall
and kept clear at all times. Please discuss this with your Event Manager at your briefing
meeting.
See:
Floor Management
Health and Safety
Please ensure that all exhibitors receive a copy of the Olympia ‘Emergency Procedures for
Exhibitors and Contractors’ (also available in French, German, Spanish, Polish, Italian and
Chinese on request). Please see the Emergency Procedures section of this handbook for copies
- 12 May 2015
and for locations of assembly points.
See:
Fire Safety
Energy and the Environment
Olympia is committed to reducing the impact on the environment caused by events. It actively
encourages organisers, suppliers, contractors and the public to work together with the venues
to achieve this, by reducing emissions, waste, noise, and energy consumption. Advice is
available via your Event Manager.
See:
Health, Safety and Environment Policy
Exhibitors’ Information
Information for exhibitors is available on the Olympia website at olympia.co.uk This includes
information on venue facilities and local services, including hotel accommodation and travel
advice.
F
Filming
If you are planning any filming or recording for television, radio, etc at your event, please inform
your Event Manager, who will supply you with the appropriate form to be completed and
returned no later than one week before your tenancy begins. Please note the following
guidelines:
During press and preview days, a written risk assessment must be provided and full safety
precautions adhered to for the use of any equipment which is not hand-held. Full details of
proposed equipment, camera rostrum positions and cable runs must be submitted for approval
at least 7 days in advance. If approved, all cables must be flown or ramped.
During the event open periods, only hand-held, battery-powered equipment may be used in
public areas. Gangways must be clear of dollies, tripods, cables and any other accessories.
Companies may use any filmed material of the interior, exterior and contents of the venue and
may edit, record, televise or repeat filmed/recorded material, provided that the filmed/recorded
material is not used in any way that might be detrimental to the venue, its owner or the event.
Written permission must be obtained from organisers occupying the venue prior to any filming
taking place. This shall be provided in conjunction with the form. Please ask your exhibitors to
notify you of any filming they have arranged and complete and return the relevant form to us
on their behalf.
Fire Exits
Fire exits must be kept clear of obstructions at all times.
See:
Fire Safety
Floor Management
Fire Extinguishers
Olympia will provide extinguishers and fire blankets for your event. These will be distributed to
stands before the event opens and collected at the end. You will incur a charge for any lost
extinguishers or fire blankets. These charges are detailed on Olympia’s Additional Charges Rate
Card, available from your Event Manager.
- 13 May 2015
Please consult the eGuide for comprehensive information on fire regulations pertaining to stand
building and dressing. Advice on fire proofing materials, or purchasing materials already treated
can be obtained from the venue’s Fire and Safety Officer via your Event Manager.
Fire Safety
Olympia Fire and Safety Officers will brief you and your security staff on emergency procedures
during build-up. They will carry out an inspection before the opening of your event to ensure
that all fire exits and exit routes are clear; patrols will be carried out during the event.
Emergencies should be reported immediately to Olympia’s Control Room on (020 7598) 2666.
Naked flames (including candles) are only allowed in the venue with prior consent from
Olympia. Please inform your Event Manager at least 28 days prior to tenancy.
See:
Cooking on Stands
Floor Management
Gas
Smoking Policy
Special Effects
First Aid
The Medical Centre is located at gallery level/level 1. It is staffed during normal tenancy hours
and can be contacted via the Control Room on 020 7598 2411. All Control Room staff are first
aid trained and will respond to incidents outside the Medical Centre’s hours of operation.
In an emergency, including requests for ambulances telephone: 020 7598 2666 (internal 2666).
Advice can be obtained from the Medical Centre on 020 7598 2485, however, please be aware
that staff may not always be present in the Centre, if attending patients elsewhere.
Please ensure that your security and stewarding staff are aware of the location and telephone
numbers of the Medical Centre and the Control Room. If it is necessary to call an ambulance to
an incident, please make sure that this request is directed via the Control Room. Their venue
knowledge can save vital time in the event of an emergency. Please state clearly:




See:
The name of the event
The location and number of the nearest stand to the incident (if applicable)
Your name
The type of emergency, e.g. heart, broken limb, burn, etc
Hospitals
Floor Loadings
Maximum weight loadings for Olympia Conference Centre and East Hall are as follows:
Location
Conference Centre
East Hall
Bridge Link
Uniform Distributed Loads
720kg per m2
662kg per m2
500kg per m2
- 14 May 2015
Location
Conference Centre
East Hall
Concentrated and Point Loads
½ tonne pneumatic wheeled loads only and with
Conference Manager’s permission.
1.5 tonne axles or ¾ tonne per wheel, 6' apart c-c
Loads in excess of the above must not be brought into Olympia Conference Centre without
written permission from your Event Manager.
Lift 17 must be used for any heavy loads, due to floor loading restrictions in the area outside Lift
16 on Level 3. Advice from an independent structural engineer may be required for excessive
loads. The cost of this will be borne by the organiser. Please advise your Event Manager of all
unusually heavy exhibits expected at your event.
Floor Management
Organisers should allocate the task of floor management to an individual who is solely
dedicated to this role for the duration of the tenancy. The floor manager will be responsible for
ensuring that all rules and regulations and the terms of your licence with the venue are
complied with at all times.
Organisers should make provision for a representative to be on site during all hours that work is
being carried out in the hall, including any late or overnight working. Please contact your Event
Manager for a list of approved floor management companies and individuals.
Competency: Floor managers must have a basic level of health and safety knowledge. This
may be achieved by attending an IOSH Managing Safely course.
See:
Emergency Gangways
Health and Safety
Health and Safety Personnel
Floor Plans
Floor plans must be provided to your Event Manager for approval as early as possible and before
stands are sold, in case any amendments need to be made to the layout. Please see the
deadlines section for details.
All gangways must be a minimum of metres wide. If a pillar falls in a gangway, a minimum of 2
metres must be allowed on at least one side of the pillar. Full details of all regulations applicable
to the submission of floor plans are set out in the eGuide.
Florists
Interflora (24 hrs)
Olympia Flowers
Fast Flowers
Turners
12 North End Rd, London W14
609 Fulham Road, SW6
3 Beadon Road, W6
Food and Beverages
See:
Alcohol
Catering
Food Hygiene
- 15 May 2015
0844 453 5600
020 7603 6357
020 7381 6422
020 8748 5536
The sampling of food and/or drink from exhibition stands may be permitted at certain events.
Any proposed sampling activity must be notified to your Event Manager no later than 28 days
prior to the start of tenancy. Unless otherwise agreed, the acceptable sampling sizes are:




Soft and Hot Drinks
Beers/Ciders or similar
Wine/Fortified wines/Champagne/Alcopops and similar
Spirits and similar
50ml (1.75 fl oz)
50ml (1.75 fl oz)
25ml (0.9 fl oz)
5ml (0.18 fl oz)
This only applies where samples are free-of-charge; otherwise the operation will be treated as
retailing activity and will be subject to a concession fee. Food safety and hygiene regulations
must be complied with.
See:
Catering
Cooking on Stands
Food Hygiene
Food Hygiene
Where an event organiser brings in external caterers and/or exhibitors whose main purpose is
the retail and/or sampling of perishable foods, the event organiser must provide their own food
hygiene management protocol to ensure that all relevant rules and regulations are adhered to.
Where external caterers, brought in by the event organiser, are operating cafés and/or
restaurants, this protocol should include the services of a food safety and hygiene consultant.
A summary of food safety and hygiene regulations is available in the eGuide.
See:
Catering
Cooking on Stands
G
Gangways
See:
Emergency Gangways
Floor Plans
Gas
If you or your exhibitors are planning to use pressurised gases at your event, please discuss this
with your Event Manager, as there are strict regulations governing their use within the halls and
procedures for logging and storing cylinders on site. A charge will be incurred for the disposal of
any cylinders left on site.
The use of LPG within the hall is prohibited during event open periods, unless special
dispensation has been applied for at least 28 days before the tenancy begins and its purpose is
to enable the demonstration of an appliance which cannot be converted to operate on mains
gas. If permission is granted for the use of LPG, connections must be made by a Gas Safe
Register installer and a copy of the certificate supplied to your Event Manager prior to the event
opening.
See:
Cooking on Stands
Goods Entrance
See:
Access
- 16 May 2015
Goods Lifts
Level 3 of Olympia Central is served by two goods lifts, lift 17 for the East Hall and lift 16 for the
rest of the Conference Centre. Operators will be provided throughout build-up and breakdown.
One goods lift may be designated for your event, or lifts may need to be shared, should
other events be in tenancy at the same time as yours.
Length
Width
Height
Capacity
Lift 16
5.2 metres
2.0 metres
2.5 metres
2500kg
Lift 17
4.2 metres
2.0 metres
2.2 metres
2500kg
Any unusually heavy loads must be brought to the attention of your Event Manager and must
be transported in Lift 17, due to floor loading restrictions in the area outside Lift 16 on Level 3. It
is vital that the weight of a lift operator, the goods handler and any lifting equipment is taken
into consideration when calculating the total weight of the goods in question. It is not possible
to accommodate forklifts in the goods lifts or on Level 3. Pallets must be moved using pump
trucks.
H
Health and Safety
Under the Health and Safety at Work, etc, Act 1974 (HASWA) and The Workplace (Health,
Safety and Welfare) Regulations 1992, organisers, who have control of the premises under the
licence, have a duty to ensure that all personnel under their control are aware of their
responsibilities for the health, safety and welfare of themselves and others.
It is the organiser’s responsibility to carry out accident investigations with the Olympia health
and safety team and to report these as necessary. For further guidance on your health and
safety responsibilities, please refer to the eGuide.
The main areas which should be brought to the attention of exhibitors and contractors will
include, but will not be restricted to the following:










Fire and emergency procedures and the location of the medical centre.
Maintaining emergency exits and keeping gangways clear.
Ensuring that good housekeeping is maintained in their work areas, thereby minimising
risks and allowing any remaining hazards to be identified easily.
Work at height must be done in a safe manner, using suitable equipment in the
approved way, e.g. steps, mobile scaffold towers, powered access equipment.
All powered access equipment shall only be operated by fully trained and certified
personnel. Copies of training certificates must be available for inspection and anyone
who cannot demonstrate their competency may be asked to leave the venue.
Only acceptable substances are allowed on site and full compliance with COSHH
regulations is required.
All portable power equipment must be used only for the purpose for which it was
designed and the correct safety guards and devices must be fitted and used. Trailing
power leads must be kept to a minimum and must not cross gangways. Petrol powered
equipment must not be used.
Personal protective equipment (PPE) must only be used where other protective
measures have been considered unrealistic i.e. PPE is the last line of defence. PPE must
be suitable and sufficient for the job and employees trained in its use and limitations.
All contractors must be aware of the need to identify suitable and sufficient tools and
equipment required for the job and to bring these on site.
Tools may not be borrowed from the venue.
- 17 May 2015

See:
The consumption of alcohol is not permitted on the exhibition floor during the build-up
and breakdown periods of the event.
Fire Safety
Floor Management
Food Hygiene
Health and Safety Personnel
Health and Safety Policy
You will be provided with a copy of Olympia London’s Health and Safety Policy. Please ensure
that you forward a copy of your company’s policy to your Event Manager; the policy should
cover your on-site activities and responsibilities.
Heating and Ventilation
Heating and ventilation is included in your tenancy and is in operation during the open period
only. If heating or ventilation is required outside included hours, an additional charge will apply.
Helium Balloons
Helium balloons must be secured. A dilapidation charge will be made to cover the cost of
retrieval if balloons become loose and float to the roof. There are strict conditions regarding the
storage and use of pressurised gases within the Conference Centre.
See:
Gas
Hospitals
Charing Cross Hospital (A&E), Fulham Palace Road
Chelsea and Westminster (A&E), Fulham Road
Cromwell Hospital (private), Cromwell Road
See:
020 3311 1234
020 8746 8000
020 7460 5700
First Aid
Hospitality Rooms
Hospitality rooms are available to hire at Olympia. To hire a room, please contact your
Commercial Account Manager.
See:
Catering
See:
Accommodation
Hotels
I
Insurance
Olympia insures its premises and own property against all risks. The minimum required
insurance cover is stated in your licence. You are responsible for:



Insuring your own property
Public liability insurance to the value stated in the licence
Indemnifying the hall owner against claims for personal injury and damage brought on
- 18 May 2015
site by you, exhibitors and others
You should also consider arranging abandonment/cancellation insurance. Your own broker
should be able to advise you. Alternatively you may wish to contact one of the following
brokers, who specialise in this type of insurance:
Hiscox Underwriting Ltd
Hiscox House
Sheepen Place
Middleborough
Colchester
Essex
CO3 3XL
Towergate Coverex
Evolution House
St Leonards Road
20/20 Business Park
Maidstone
Kent
ME16 0LS
Tel: 0845 213 8448
Email: eventinsurance@hiscox.com
Contact: Ian Houghton-Brown
Tel: 01622 607332
Email: ihbrown@towergate.co.uk
Internet
See:
Business Centre
Communications
Website
K
Keys
Keys and Cardax cards will be issued by your Event Manager on the first day of tenancy and
collected on the last. A charge will be made for lost keys/cards. Please discuss your room
requirements with your Event Manager at the event briefing meeting.
See:
Cardax
See:
Special Effects
L
Lasers
Licensing Authority
The London Borough of Hammersmith and Fulham is the licensing authority for Olympia. It
issues Olympia’s premises and exhibition licences and also considers each event individually.
You will receive a copy of the Licensing Authority’s letter and a list of licence conditions prior
to your event opening and you are advised to read them carefully to ensure that you are
fully compliant.
See:
Capacity Figures
Special Licences
Lost Property
Any lost property should be handed in to the event security company during the open period of
an event. At the end of each day, items should be handed over to the Olympia duty manager.
- 19 May 2015
Any items will be kept for three months. The lost property office can be contacted on 020 7598
2484.
M
Marketing Services
Olympia’s Communications and Marketing team will be pleased to help you promote your event
and ensure that your exhibitors and visitors have access to all of the information required to
make the most of their participation. These services include an entry for your event on the
Olympia website, the provision of travel maps and venue logos and access to our photographic
library.
Please note that it is a condition of your licence that any promotion for your event should carry
the message: ‘It is quicker and easier to travel to Olympia by public transport’. This includes
tickets, poster campaigns, radio advertising, etc.
If you would like further details about the services available please call 020 7370 8388 or email
marketing@eco.co.uk
Mark-Out
Mark-out must be carried out by your appointed contractor.
Massage
Massage is classed as a special treatment and therapists must be registered with the venue’s
licensing authority. Therapists may be exempt from registration if they are members of an
exempt body.
In addition, an occasional premises licence will be required, unless the service is provided free of
charge and there is no charge for entry to the exhibition.
In all cases any massage or other treatments to be offered at your event must be notified to
your Event Manager no later than 28 days prior to tenancy. Health and safety and insurance
documentation must be provided together with copies of therapists’ training certificates.
The following organisation is registered with the venue’s licensing authorities and has satisfied
our health and safety criteria. You may wish to appoint them for your event or promote them
to your exhibitors:
Relaxology
Contact: Belinda Plant
07770 876393
info@relaxology.com
Method Statements
in addition to a risk assessment, a method statement will be required for all complex structures,
features and special activities at your event,. Guidance on producing method statements is
available in the eGuide.
See:
Complex Structures
Risk Assessment
N
Naked Flames
- 20 May 2015
See:
Fire Safety
Special Effects
Night Sheets
We recommend that your exhibitors use night sheets, in order to assist with the security of
stands. Please ensure they are informed that these must be of inherently non-flammable
material or material that has been treated to render it non-flammable.
Night sheets should be safely stored away during the open period of the event. They should not
be left next to or behind stands where they may protrude into gangways or impede emergency
exit routes.
See:
Fire Safety
Security
O
Operating Hours
Please check your contract for the venue operating hours that apply for your event.
Exhibition stands may not open before 9am on event open days, unless dispensation for earlier
opening has been applied for and granted by the Licensing Authority.
Working outside operating hours, behind closed doors, can be arranged at an additional charge.
An organiser’s representative is required to be on site while work is in progress. Organisers who
wish the hall to be fully operational outside normal working hours should discuss this with their
Event Manager as soon as possible and before tenancy, to ensure that personnel are available.
Please refer to Olympia’s procedure on late and overnight working for details of health and
safety requirements to be met.
Organiser’s Offices
Two furnished offices are included in your tenancy. Please refer to the Plans section for
dimensions of these offices.
P
Passenger Lifts
Passenger lifts will be in operation and staffed from half an hour prior to event opening until
visitors have left the hall at the close of the event.
The passenger lifts are not to be used to transport goods under any circumstances; goods
should be carried in the goods lifts.
Performing Rights
If you or your exhibitors intend to play pre-recorded music at your event, you will need to apply
for Phonographic Performance Ltd (PPL) and Performing Rights Society (PRS) licences.
Applications are not accepted from individual exhibitors. If live music is being performed you
will require a PRS licence only. The AEO has negotiated special rates with PRS, based on the
organiser submitting a list of stands requiring licences at their event. For further information
please contact:
Phonographic Performance Ltd
Performing Rights Society
- 21 May 2015
1 Upper James Street
London
W1F 9DE
29-33 Berners Street
London
W1T 3AB
Tel: 020 7534 1000
Tel: 0845 3093090/0800 068 4828
Anyone who wishes to play music videos in the halls must also apply for the appropriate licence.
For further information please contact:
Video Performance Ltd
Tel: 020 7534 1400
Pharmacies
Boots
H Lloyd
Forrest
See:
127A Kensington High Street
67 Blythe Road
020 7937 9533
020 7603 4761
020 7603 2493
First Aid
Hospitals
Photography
See:
Filming
Marketing Services
Platforms and stages that exceed 600mm in height and any stages for public use are treated as
complex structures. Please see the eGuide for further details.
Open corners of stand floors and platforms should be splayed, rounded or angled, if not
protected by heavy exhibits, to avoid sharp corners and tripping hazards.
Exhibitors should ensure that stands are accessible to all; stand platforms should include
suitable ramping to allow access for wheelchair users.
See:
Complex Structures
Police
Hammersmith Police Station
226 Shepherd’s Bush Road
020 8563 1212
Porters
Please contact your Event Manager for a quote for porters for your event.
Post Office
The nearest post office to Olympia is located on North End Road, opposite Olympia Central.
- 22 May 2015
Public Address System
A public address system is provided for your use and is located behind the reception desk. In the
event of an emergency, the Olympia Control Room will override this PA.
Pyrotechnics
See:
Special Effects
R
Radio Frequencies
All organisers’ radio frequencies should be roaming or temporary and should not interfere in any
way with Olympia’s radio frequencies. If you would like information on the frequencies to avoid,
please contact your Event Manager.
We strongly recommend that you hire radios from a reputable and reliable supplier.
See:
Security
Restaurants
Below is a list of selected local restaurants. Please visit our website at olympia.co.uk for further
information.
Avellino (Italian)
Balans
Blue Lagoon (Thai)
Cibo (Italian)
Maggie Jones (English)
Pizza Express
Sticky Fingers
The Underbrook
127a Hammersmith Road, W14
187 Kensington High St, W8 6SH
284 Kensington High Street, W8
3 Russell Gardens, W14
6 Old Court Place, W8 4PL
Olympia Exhibition Centre, W14
1 Phillimore Gardens, W8 7QG
58 Milson Road, W14 0LB
020 7603 5187
020 7376 0115
020 7603 1231
020 7371 2085
020 7937 6462
020 7602 6677
020 7938 5338
020 7371 3999
Rigging
Rigging from the ceiling is not possible in the East Hall, due to the engineering limitations of the
building. Rigging of external sign sites and certain internal sites must be carried out by
Olympia’s rigging service provider:
Outback Rigging
Unit 5, Kendal Court
Western Avenue Trading Estate
Kendal Avenue
Park Royal
London
W3 0RP
Tel: 020 8993 0066
Fax: 020 8752 1753
Contact: Rob Fitzgerald
Mobile: 07932 783128
Email: rob@outbackrigging.com
Please be aware that the rigging service provider is based off site. Therefore, it is vital that any
rigging required for your event is booked no later than 28 days prior to tenancy, so that the
service can be scheduled. Work which is notified after the deadline and which has to be
undertaken outside the pre-arranged schedule will attract a surcharge to cover additional costs
for crew, and this cost can be substantial.
See:
Signage
- 23 May 2015
Risk Assessment
The organiser must provide a full risk assessment of their event and a separate fire risk
assessment no later than 28 days before the tenancy begins.
Guidance and template risk assessments are available in the eGuide.
Rubbish
The organiser is responsible for the removal/disposal of any items or materials left on site by
exhibitors as well as any stand fitting, carpet (except scraps), graphics and signage at the end
of the event. ‘Normal’ waste will be removed by Olympia’s cleaning contractor.
See:
Cleaning
Rules and Regulations
This handbook is designed to complement not replace the terms of your licence or the eGuide,
with which you are contractually bound to comply. The eGuide is available at www.aeo.org.uk
S
Satellite Dishes
Satellite dishes may be installed in certain positions on the roof of Olympia. Full written details,
including cabling required must be submitted to your Event Manager at least 28 days before the
start of your tenancy.
Any contractor wishing to access the Olympia roof structures must first be approved under the
Earls Court and Olympia ‘Control of Contractors’ Scheme’, for safety reasons and to avoid any
damage to the building. The following company is approved under this scheme and you may
wish to contact them for your requirements:
SCC International Ltd
Fieldings Road
Cheshunt
Hertforshire
EN8 9TL
Tel: 01992 642255
Fax: 01992 641655
Email: sales@scci.co.uk
Seating
If you wish to provide your own seating for seminar areas, the regulations detailed in the eGuide
must be followed.
Security
Security is not included in your tenancy and it is your responsibility to appoint a security
contractor for your event. A list of Earls Court and Olympia’s recommended security
contractors is available from your Event Manager.
Security companies must provide a fully charged radio to the Olympia Control Room and remain
in regular contact throughout the duration of the tenancy. All security companies must be fully
briefed on their responsibilities whilst on site and your Event Manager will be able to provide you
with guidance notes on security briefing. Olympia’s fire and safety officer will also brief security
staff on venue emergency procedures.
Unlocked entrance and exit doors must be staffed during build-up and breakdown periods to
ensure that no unauthorised person gains access to the premises.
- 24 May 2015
A copy of your security schedule should be sent to your Event Manager at least 28 days prior to
the start of your tenancy. Please note that the terms of your licence allow the venue to increase
staffing levels if identified as insufficient, at your cost.
See:
Control Room
Night Sheets
Radio Frequencies
Seminar Theatres
The East Hall can be divided into up to three seminar theatres of varying sizes and any of these
can be incorporated into an exhibition layout. Please see the ‘Plans’ section for layout details.
Please speak to your Event Manager if you would like Olympia to provide furniture for these
areas.
See:
Seating
Shell Scheme Stands
Shell scheme stands must be certified as safe by the shell scheme contractor. Your Event
Manager will require a copy of the certificate, stating that stands have been assembled
according to the manufacturer’s instructions, before the event opens to visitors. A pro forma
certificate is available from your Event Manager.
Shutter Lines
When the East Hall is used in conjunction with the Conference Centre, the shutters linking the
two areas must be kept free of obstruction, so they can be closed or opened in the event of an
emergency. An area of 500 mm must be kept clear on each side.
Access to shutter controls must also be maintained and it is important to ensure these are
marked on your floor plan.
Signage
Road Signs
Temporary road signs may not be booked for your event at Olympia, due to restrictions imposed
by Transport for London.
Advertising banner sites are available for hire on Kensington High Street. For further details,
please contact:
Laura Heaton or Maria Tatchley (maternity cover)
Royal Borough of Kensington and Chelsea
Town Hall
Hornton Street
London W8 7NX
Tel: Laura Heaton 020 7361 3396
Maria Tatchley 020 7341 5121
Email: laura.heaton@rbkc.gov.uk
maria.tatchley@rbkc.gov.uk
Fly posting is prohibited within the London boroughs and local authorities will take action
against any company involved in this practice.
Venue signage
If the layout of your event obstructs any permanent Olympia venue signage, you will be required
to provide sufficient alternative signage. Please note that catering areas do not form part of
your tenancy and cannot be used to display any signage or advertising, either within the areas,
or over any of the existing signage.
Organisers’ Signage
- 25 May 2015
A number of poster and signage sites are included in your tenancy. The Plans section has plans
indicating which sites are usually included, but this should be checked against your licence.
Signage plans are subject to change from time to time, so please check dimensions and
locations of sites with your Event Manager prior to placing orders with your signage contractor.
Posters for illuminated light-boxes should be produced on acetate or poster paper of light box
quality: 120-150gsm. We recommend that these are sealed for protection and to aid fixing.
Internal Sites
A plasma screen is located in the ground floor entrance foyer for organisers’ use.
Most other internal signs must be rigged by Olympia’s rigging service provider, for safety reasons
(please contact them directly for details of current charges). Contact details are provided in
the Rigging section.
Please ensure that signs are removed at the end of tenancy, otherwise charges will apply for
removal.
External Sites
All external poster sites must be rigged by Olympia’s rigging service provider for safety reasons
and must be used by organisers to market the event generally (not by exhibitors or sponsors).
High-level sites on the outside of the Olympia building have to be made to precise specifications
and require specialist equipment for hanging purposes. If you are using any of these sites, we
strongly recommend that you use one of the following companies, all of which have purchased
the relevant equipment and have full production specifications:
Bang On
Freeman
Fresh Graphic Solutions
GES
Insite Marketing Solutions
MF Clayton
Perton Signs
0121 788 6530
08451 360360
020 8390 5505
020 7069 4272
020 7096 3201
07721 864070
020 8992 5775
james@bangonltd.co.uk
jane.carter@freemanuk.com
giles@freshgs.com
tmarsh@ges.com
info@insite-ms.com
mfclayton17@googlemail.com
sales@pertonsigns.co.uk
If you are using a separate company to produce artwork for these signs, it is essential that they
communicate with your chosen signage company.
Please note that if you use ‘A’ boards, they must be weighted to ensure they do not fall over. On
Hammersmith Road, they must be placed within 1 metre of the Olympia building and not
encroach on to the pavement.
Additional advertising sites are available to organisers and exhibitors for hire. For further
information, please contact:
Tim Thomas
The Thomas Partnership
See:
Rigging
Tel: 0845 370 1200/ 07974 793069
Email: Tim@thethomaspartnership.com
Simulators and Rides
The use of simulators or other rides will only be permitted if they comply with the Amusement
Devices Inspection Procedures Scheme (ADIPS). Further details can be found in the eGuide.
Smoke Machines
See:
Special Effects
Smoking
Smoking is prohibited in all areas of the venue, in accordance with current legislation. There is
- 26 May 2015
an external, designated smoking area in G Gate; a plan showing its location is included in the
‘Plans’ section. Smoking of electronic cigarettes is subject to the same restrictions.
Space Only Stands
All space only stands must be inspected and certified on site by a structural engineer before the
event opens. The eGuide contains full details of requirements to be met.
See:
Special Effects
Your Event Manager must be notified if you propose to use any special effects (lasers, smoke
machines, pyrotechnics, etc) at least 28 days before your tenancy begins.
You will need to supply details of the operator, the manufacturer’s details of the equipment to
be used and a risk assessment of the operation. Please see the eGuide for full details of the
requirements to be met. If you are in any doubt, please contact your Event Manager.
In some instances, an on-site inspection or demonstration may have to be carried out and
certification from an independent specialist may be required.
Special Licences
Some activities you may wish to hold at your event may not be licensed under Olympia’s
premises or exhibition licences. In such situations occasional licences must be applied for.
Examples of such activities are as follows:






Body piercing and tattooing
Massage and other special treatments
Striptease
Gambling
Child performers
Animals
If you are in any doubt, please contact your Event Manager for further information.
See:
Animal Welfare and Safety
Children
Special Treatments
Special Treatments
The following treatments may require a special licence and must be notified to your Event
Manager no later than 28 days prior to tenancy:


Invasive treatments such as skin piercing, acupuncture, tattooing, electrolysis, cosmetic
piercing and micro-pigmentation
Non-invasive hands-on treatments such as massage, reflexology, manicures and
pedicures
A risk assessment will need to be carried out for these activities and documentation including
copies of therapists’ qualifications and insurance will be required.
See:
Massage
Sponsorship
See:
Catering
Signage
- 27 May 2015
Temporary Staircases
Stages
See:
Stand Building and Dressing
Please refer to the eGuide for full stand construction regulations, which must be adhered to. All
stands must be certified as safe before the event opens.
We recommend that you and your exhibitors only use contractors who are members of one of
the event industry associations.
See:
Complex Structures
Shell Scheme Stands
Space Only Stands
Stand Catering
See:
Catering
Stand Plans
Organisers should obtain stand plans from all space only exhibitors, to ensure that all the
relevant regulations are adhered to and that construction height limits are not exceeded.
In addition, if any complex structures are to be built at your event, two sets of scale plans,
together with structural calculations and an independent structural engineer’s report must be
sent to your Event Manager no later than 28 days prior to tenancy. The eGuide gives full details
of complex structure procedures.
See:
Space Only Stands
Storage Areas
Excess stock, literature and packing cases may not be stored on, around or behind stands,
unless contained within a lockable storeroom, doors to which must have a vision panel. Any
proposed storerooms must be shown on your final floor plan.
Olympia does not have any storage facility for materials left on site outside tenancy dates. Any
items/materials left at the end of tenancy will be disposed of and a charge made to the
organiser.
T
Taxis
See:
Telephones
See:
Communications
- 28 May 2015
Television Licences
The venue’s television licence covers the use of television sets on the exhibition floor, in
conference rooms and organiser’s offices.
Toilets
Please refer to the Plans section of this manual for a plan showing the locations of the toilets.
See:
Baby Changing Facilities
Disabled Facilities
It is a condition of your licence that any advertisement for your event should carry the message:
‘It is quicker and easier to travel to Olympia by public transport’. This includes tickets, poster
campaigns, radio advertising, etc.
‘How to get here’ maps are available for your handbooks and website(see the Access and
Parking section).
Transport for London can provide you with a journey planner ‘widget’ for your website.
Transport for London travel Information:
www.tfl.gov.uk
0843 222 1234
Buses
Buses 9, 10, 27, and 28 stop outside Olympia on Hammersmith Road. Their routes are:
N° 9:
N° 10:
N° 27:
N° 28:
Aldwych to Hammersmith
Archway to Hammersmith
Chalk Farm to Stamford Brook
Wandsworth to Harrow Road
Trains
Kensington Olympia station is adjacent to the venue and is served by London Overground
(one stop from West Brompton or Shepherd’s Bush), Southern Trains and London
Underground, District Line (weekend days and for some events).
Direct access is available to Gatwick Airport, Clapham Junction, Watford Junction, Milton
Keynes and Northampton, Rugby and Willesden Junction as well as the tube network.
National Rail Enquiries
www.nationalrail.co.uk
08457 48 49 50
Coaches
National Express Coach Information Service
Green Line Buses
0870 580 8080
0870 608 7261
Taxis
Addison Lee
K.A.B.
Hurlingham Cars
North End Prestige Cars
Olympia Cars
Computer Cab Paddington
Radio Taxis
Regency (mini cabs)
0844 800 6677
020 7381 8888
020 7381 1111
020 7381 5555
020 7751 1111
020 7286 0286
020 7272 0272
020 7602 2000
Taxis may pick up and set down on Hammersmith Road outside the venue entrance and this
road is also well served by passing black cabs.
- 29 May 2015
V
Vehicles
If vehicles are to be displayed at your event, please advise your Event Manager. Please refer to
the eGuide for full details of requirements to be met.
Vehicle Access
See:
Access
Operating Hours
VIP Visitors
Please advise your Event Manager of any VIP visitors expected at your event, so we can make
the necessary parking arrangements and ensure they are appropriately welcomed to Olympia.
W
Water and Waste
Water and waste services are provided by Olympia’s appointed contractor, Freeman Venue
Services: 020 7598 5500.
Weight Loadings
See:
Floor Loadings
Rigging
Web Site
Please visit our web site for information about Olympia and local services: olympia.co.uk
See:
Marketing Services
Wheelchair Access/Loan
See:
Disabled Facilities
See:
Communications
Wi-Fi
- 30 May 2015
Conference Information A-Z
Contents
A ______________________ 1
Access ............................ 1
Accommodation ............. 1
Audiovisual Facilities ....... 2
Auditorium..................... 2
First Aid .......................... 7
Floor Loading ..................8
Furniture ........................8
B ______________________ 3
Banner Sites ................... 3
Build-Up ........................ 3
Buses ............................. 3
Business Centre .............. 3
H______________________ 9
Health and Safety .......... 9
C ______________________ 3
Car Parking .................... 3
Catering ........................ 3
Children ......................... 4
Cloakroom ..................... 4
Communications ............ 4
Conference Rooms ......... 4
Control Room................. 5
L _____________________ 10
Lasers........................... 10
Lost Property ................ 10
D ______________________ 5
Deliveries ....................... 5
Demonstrations ............. 6
Dilapidation Charges ...... 6
Disabled Facilities ........... 6
P _____________________ 11
Passenger Lifts ............... 11
Performing Rights .......... 11
Photocopying and Faxing 11
Porter Service ................. 11
Poster Sites .................... 11
Public Address System .... 11
Pyrotechnics ................. 12
E ______________________ 7
East Hall ........................ 7
Emergency Procedures .... 7
F ______________________ 7
Filming .......................... 7
Fire Safety ...................... 7
G ______________________ 8
Goods Lifts .....................8
I_______________________ 9
Insurance....................... 9
Internet Access ............. 10
M ____________________ 10
Marketing Services ........ 10
O_____________________ 10
Organiser’s Offices ........ 10
R _____________________ 12
Reception Desk ............. 12
Rigging ......................... 12
Risk Assessment ............ 12
May 2015
Rules and Regulations .... 12
S _____________________ 13
Satellite Dishes .............. 13
Security ......................... 13
Seminar Rooms ............. 13
Signage ......................... 14
Simulators and Rides...... 15
Smoke Machines ............ 15
Special Effects ............... 15
Special Licences ............. 15
Stages and Platforms ..... 15
T _____________________ 16
Taxis .............................16
Television Licences .........16
Theatre and Concert
Bookings .................16
Toilets ...........................16
Travel and Transport ......16
V _____________________ 17
Videos ........................... 17
VIP Visitors .................... 17
W ____________________ 17
Website......................... 17
Weight Loading ............. 17
Wheelchair Access and
Loan ....................... 17
A
Access
Delegate access
Olympia Conference Centre has a dedicated entrance on Hammersmith Road.
Delegates should be encouraged to use public transport and, to assist in this, all your publicity
material should carry this message: ‘It is quicker and easier to travel to Olympia by public
transport’. Please see the Access and Parking section for further details.
Traffic Management
Contractors and exhibitors (if applicable) bringing vehicles to Olympia for unloading or loading,
must book a time slot on the online booking system at: www.olympia.co.uk/traffic
Details of the event, type of vehicle and loading/unloading zone must be inputted. The
loading/unloading zone for Olympia Conference Centre is the blue zone. The system allocates
the best available time slot and this can be amended if not convenient. Time slots for build-up
and breakdown can be booked at the same time and a vehicle pass can be printed from the
system. There is a time limit of 30 minutes for cars, 1 hour for vans and 2 hours for lorries.
On arrival at the venue, drivers should follow the instructions of the traffic marshalling staff,
who are on hand to assist.
Please recommend that contractors, couriers and exhibitors bring trolleys to transport goods.
If you wish to provide a porter service, your Conference Manager will be pleased to provide a
quote.
Goods Entrance
Olympia Conference Centre’s goods entrance is G Gate on Blythe Road, which is approached
via Olympia Way. Please see the Goods Access map in the Access and Parking section.
Please note that the use of G Gate is shared when other events are in tenancy. This area is for
loading and unloading only and no parking is allowed, unless an organiser’s parking pass
(available from your Conference Manager) is displayed. The allocation is 2 passes per
conference.
Overnight parking is not recommended and no liability can be accepted by Olympia for vehicles
left in G Gate overnight. However, if overnight parking of vehicles on the premises is
unavoidable, please inform your Conference Manager.
Opening Hours
The Conference Centre tenancy times are 0700-1900 hours, unless otherwise agreed at
contract stage.
Organisers who wish the venue to be operational outside normal hours should discuss this with
their Conference Manager as soon as possible. Additional charges will apply and licensing
restrictions on vehicle movement around the building after 2200 hours will need to be taken
into consideration.
See: Car Parking
Goods Lift
Accommodation
There is a variety of hotels and serviced apartments to suit every budget within close proximity
of the venue. A full hotel listing and booking service for individual accommodation requirements
-1May 2015
is available via the Olympia website at olympia.co.uk
Our booking team can also help with your search for special rates at a headquarters hotel or
group bookings for your exhibitors. Please contact them on 020 7592 3061.
Audiovisual Facilities
Blitz Communications is Olympia’s recommended audiovisual service provider and one of
Europe’s largest audiovisual rental and staging suppliers.
Blitz is based on site at the venue and is therefore well placed to provide excellent service for
your event. For further information please contact:
Billy O’Connell
Business Development Manager
www.blitzvision.com
Tel: 020 7598 5575
Mob: 07545 514334
Email: boconnell@blitzcommunications.co.uk
If you choose to use an alternative supplier, they must provide a risk assessment, method
statement and proof of public liability insurance cover of £10m. If access to the auditorium
catwalks is required, application must be made to the venue no later than 28 days before
tenancy.
Auditorium
Electrical Supply
Electrical sockets can be found under the flaps on the floor of the auditorium stage and
backstage on both sides. The following mains supplies are also available:
Supply
1 x 125 amp 3-phase supply
1 x 32 amp single phase
1 x 16 amp single phase
Location
Stage right
Stage left
Stage right
Stage right
Stage left
Olympia’s appointed electrical mains contractor can provide connections to these supplies, or
additional power, if required. A charge will be levied for this.
Plans – Stage, Set, Rigging
Full plans for production sets and any rigging required must be submitted to your Conference
Manager for approval. The maximum build height for stage sets in the auditorium is 5.5
metres.
Structural approval is required for sets over 4 metres in height. Please forward plans, structural
calculations and an independent structural engineer’s report (confirming that the design is fit
for its intended purpose) to your Conference Manager, no later than 28 days before your
tenancy begins. In addition, an independent structural engineer must certify the structure as
safe on site and the cost of this is borne by the organiser. Your Conference Manager can
organise this on your behalf, or can provide details of Olympia’s recommended structural
engineer.
The auditorium has two rigging points, one on each side of the stage, from which banners can
be hung by Olympia’s rigging service provider. Please see Signage for specifications.
Seating
There are 449 seats in the auditorium. It is possible to remove a number of these for the
provision of front projection, space for wheelchair users, or the installation of a catwalk. Please
-2May 2015
refer to the seating plan in the Plans section, which indicates the locations of removable seats.
Stage
The stage is carpeted with black carpet tiles. Fixing or bolting to the stage floor is not
permitted. An access ramp is available for speakers.
See:
Signage
B
Banner Sites
See:
Signage
Build-Up
See:
Access
See:
Buses
Business Centre
Photocopying, faxing and Internet access are available in the Venue Management offices. A list
of charges is available from your Conference Manager. Organisers’ charges can be invoiced
after the event but delegates’ charges must be paid by cash on receipt of the service.
Normal open hours are Monday to Friday 0900–1700. If you require a business centre service
outside these hours, please inform your Conference Manager.
C
Car Parking
You will be allocated two car parking spaces in G Gate and your Conference Manager will
supply you with passes, which must be displayed in windscreens. An allocation of up to three
reduced-price passes for Olympia’s car park is also available from your Conference Manager.
Olympia’s public car parks are open from 0700 hours until one hour after the Conference
Centre closes, or one hour after the event closes on open days. In addition, the P4, flat-surface
car park is open until 2200 hours on weekdays. If extended opening hours are required, please
discuss this with your Conference Manager. An additional hourly charge will be incurred.
Parking can be pre-booked via Olympia’s website: olympia.co.uk or by calling 020 7598 2515.
Catering
Levy Restaurants is the official on-site caterer at Olympia Conference Centre. A full menu pack
is available on request.
Please note that your final delegate numbers must be advised in writing to your Conference
Manager, for catering planning purposes, no later than four days prior to the event.
-3May 2015
Levy Restaurants has nominated suppliers for food and beverages and if, for any reason, you
wish to distribute other products, approval must be obtained via your Conference Manager. A
charge may be levied for this.
Levy Restaurants operates a delivery service, which you may wish to use for your organiser’s
office. Please note that prepared food must be ordered 24 hours in advance. Further details
can be obtained from the Levy Restaurants Sales Department on 020 7598 5700.
Children
Your attention is drawn to the following legislation, with regard to any children performing at
your event:


The Children & Young Persons Act
The Children (performances) Regulations
Your Conference Manager must be informed at least 28 days before your tenancy begins if your
event involves children, so that the relevant information may be forwarded to the Licensing
Authority.
Please note that children under 16 are not permitted in the venue during set-up or breakdown,
for health and safety reasons.
Cloakroom
Complimentary cloakroom facilities are included in your licence. The Conference Centre
cloakroom is located in the reception area and is staffed by Olympia throughout the open
period of your event. Its capacity is approximately 500 items.
Communications
Organiser’s Services
A full range of communications technology, including telephone, fax and ISDN lines and
Internet connectivity is available from eForce.
One telephone line plus handset and one Internet connection or ISDN line are included in your
tenancy. These will be provided to existing sockets. Call charges are invoiced after the event.
Further lines can be ordered by using the appropriate form, available from your Conference
Manager. Organiser’s telephone numbers will follow, in sequence, from 020 7598 6595.
For details of the full range of services available, please contact:
eForce Sales
Tel: 020 7598 2400
Email: sales@eforce.co.uk
Public Services
Free Wi-Fi is available throughout the Conference Centre. Please note that no technical
support is provided for this Wi-Fi and if you require a reliable, supported service for your event,
you should order this from eForce. Your Conference Manager will provide you with an eventspecific password.
Conference Rooms
Please refer to the Plans section for the locations of the conference rooms. The rooms are
separated by a removable acoustic wall and can be used independently or as one room.
-4May 2015
Capacities
Layout
Dinner
Reception
Theatre
Classroom
Boardroom
Cabaret
Conference Room 1
80
250
150
60
40
48
Dimensions (m)
Maximum length
Maximum width
Height
Minimum length
Minimum width
Maximum construction height
Floor area
Layout
Dinner
Reception
Theatre
Classroom
Boardroom
Cabaret
Dimensions (m)
Length
Width
Maximum construction height
Floor area
Conference Room 2
80
250
150
60
40
48
13.0
14.1
3.59
8.5
11.6
2.7
180m2
Conf. Room 3
100
130
190
80
48
80
20
10
3.5
200m2
12.7
14.4
3.59
11.5
12.0
2.7
170m2
Conf. Room 4
150
200
290
120
60
120
20
15
3.5
295m2
Conf. Room 5
50
60
90
36
28
40
11
10
3.5
100m2
Please note that these room capacities decrease when back-projection is in use. Chairs must
be clamped together when used in theatre-style format.
Control Room
The Control Room is located at B Gate on Olympia Way and is staffed 24 hours a day. The
venue CCTV is monitored from this location.
Please contact extension 2411 for assistance outside tenancy hours, if you are unable to contact
either your Conference Manager or the Duty Manager.
Extension 2666 is to be used to contact Control in the event of an emergency only, including
requests for ambulances.
See:
Security
D
Deliveries
Please note that venue staff are not permitted to sign or take responsibility for any deliveries.
-5May 2015
All deliveries must be made during tenancy hours and be addressed to you as follows:
Courier
Addressee
Event
Organiser’s Office, Level 3
G Gate
Blythe Road
London W14
Postal
Addressee
Event
Organiser’s Office, Level 3
Hammersmith Road
London
W14 8UX
Demonstrations
Organisers must ensure that product demonstrations do not cause a safety hazard and must
provide full details and a risk assessment of the planned activities to the Conference Manager.
Olympia reserves the right to curtail any activity considered detrimental to public safety.
See:
Fire Safety
Health and Safety
Special Licences
Dilapidation Charges
The organiser must carry out a dilapidation inspection with an Olympia representative at the
beginning and end of the tenancy. Any damage to the building or furniture, over and above
normal wear and tear, will be charged accordingly. No items, adhesives or materials of any
kind may be fixed to the fabric of the building.
Disabled Facilities
Information for visitors is available on the Olympia website: olympia.co.uk
Access
The Olympia Conference Centre entrance at ground level has a ramp that leads to passenger
lifts. A lift to the auditorium stage is available for speakers. Olympia’s Fire and Safety Officers
will brief your security staff on the evacuation procedures for disabled people.
Parking
There are eight accessible parking bays in the Olympia multi-storey car park, allocated on a
first-come, first-served basis. Car parking can be pre-booked by credit card on 020 7598 2515
or at olympia.co.uk
Toilets
Please see the Plans section for the location of accessible toilets in the Conference Centre.
Wheelchairs
Manually operated wheelchairs can be booked via the Control Room (Tel: 020 7598 2411). They
are available on loan on a first come, first served basis and a returnable deposit will be required.
See:
Car Parking
-6May 2015
E
East Hall
The East Hall offers 988m2 of space within Olympia Conference Centre and can be used for
exhibition, or divided into a maximum of three conference rooms.
If you intend to have seminar theatres in the East Hall, certain regulations will apply. Please ask
your Conference Manager for details.
See:
Conference Rooms
Please refer to the Emergency Procedures section to ensure that you are familiar with action to
be followed in the event of an emergency during your tenancy.
See:
Fire Safety
F
Filming
If you are planning any filming or recording for television, radio, etc, at your event, please
advise your Conference Manager, who will supply you with a copy of the appropriate form to be
completed and returned no later than one week before your tenancy begins. The form provides
important safety guidelines that must be followed.
Fire Safety
Olympia's Fire and Safety Officer will brief you and your event security company on emergency
procedures. Venue fire officers will also be on patrol during the event.
The Olympia Fire and Safety Officer will carry out an inspection before the opening of your
event to ensure that all fire exits and exit routes are clear.
Flammable or otherwise hazardous materials and substances are not permitted in the
Conference Centre. Full details are in the eGuide at www.aeo.org.uk/eguide
The Olympia Control Room is staffed 24 hours a day and can be reached on 2411 (or 2666 in an
emergency only).
See:
Control Centre
Health and Safety
Security
Special Effects
First Aid
The Medical Centre is located on level 1 of Olympia Central. It is staffed throughout tenancy
hours and can be contacted via the Control Room on 020 7598 2411. All Control Room staff are
first aid trained and will respond to incidents outside tenancy hours.
-7May 2015
In an emergency, including requests for ambulances, please telephone 020 7598 2666 (internal
2666).
General advice can be obtained from the Medical Centre on 020 7598 2485, however, please bear
in mind that staff may not always be present in the Centre, if attending medical emergencies
elsewhere.
Please ensure that your security and stewarding staff are aware of the location and telephone
numbers of the Medical Centre and the Control Room. If it is necessary to call an ambulance to
an incident, please make sure that this request is directed via the Control Room. Their venue
knowledge can save vital time in the event of an emergency. Please state clearly:




The name of the event
The location and number of the nearest stand to the incident (if applicable)
Your name
The type of accident or emergency, e.g. heart, broken limb, burn, etc
Floor Loading
Maximum weight loadings for Olympia Conference Centre are as follows:
Location
Conference Centre
Bridge link (between goods
lift 16 and reception area)
Uniform distributed loads
720kg per m2
500kg per m2
Concentrated and Point Loads
½ tonne pneumatic wheeled
loads only and with permission of
Conference Manager
Not permitted
Forklifts are not permitted in the goods lifts or in the Conference Centre. Please advise your
Conference Manager of any heavy items expected at your event, as loads in excess of the above
must not be brought into Olympia Conference Centre without written permission.
Lift 17 must be used for all heavy loads, due to the loading restrictions in the area outside the lift
in the Conference Centre. Advice from an independent structural engineer may be required for
excessive loads and the cost of this will be borne by the organiser.
Furniture
The Conference Centre has a supply of tables and chairs for your use. If you wish to attach
anything to the furniture please only use Blu-tack, as a dilapidation charge will be incurred for
the removal of adhesives. Should you require a large number of classroom-style places for
delegates, it may be necessary for you to hire additional tables and chairs.
See:
G
Goods Lifts
Goods lifts 16 and 17 operate between the loading bay on the ground floor and the Conference
Centre. Use of these lifts may be shared when other events are in tenancy in the venue.
Dimensions are as follows:
-8May 2015
Length
Width
Height
Maximum
capacity
Lift 16
5.2m
2m
2.5m
2500kg
Lift 17
4.2m
2.0m
2.2m
2500kg
Any unusually heavy loads must be brought to the attention of your Conference Manager. It is
vital that the weight of a lift operator, the goods handler and any lifting equipment is taken
into consideration when calculating the total weight of the goods in question. Forklifts are not
permitted in the goods lifts.
See:
Floor Loading
H
Health and Safety
Your event risk assessment and health and safety policy should be sent to your Conference
Manager no later than 28 days before the start of your tenancy. Your policy should cover your
on-site activities and responsibilities while at the venue.
It is also your responsibility to carry out accident investigations with the Olympia health and
safety team and report these as necessary.
Organisers are required to have a representative on site during all hours that work is being
carried out.
If you need any guidance on any safety matters, Olympia’s health and safety manager will be
pleased to assist.
See:
Risk Assessment
I
Insurance
Olympia insures its premises and own property against all risks. You are responsible for:



Insuring your own property
Taking out public liability insurance to the value stated in the licence (£10M)
Indemnifying the venue owner against claims for personal injury and damage brought
on site by you, your contractors and others
You should also consider arranging abandonment/cancellation insurance; your own broker
should be able to advise you on this. However you may wish to contact one of the following
brokers, who specialise in this type of insurance:
-9May 2015
Hiscox Underwriting Ltd
Hiscox House
Sheepen Place
Middleborough
Colchester
Essex
CO3 3XL
Towergate Coverex
Evolution House
St Leonards Road
20/20 Business Park
Maidstone
Kent
ME16 0LS
Tel: 0845 213 8448
Email: eventinsurance@hiscox.com
Contact: Ian Houghton-Brown
Tel: 01622 607332
Email: ihbrown@towergate.co.uk
Internet Access
See: Business Centre
Communications
L
Lasers
See:
Special Effects
Lost Property
The Lost Property Office can be reached on 020 7598 2484 (internal 2484). Any property found
should be handed to the Conference Manager. Property will be held for up to three months.
M
Marketing Services
The Earls Court and Olympia Communications and Marketing Department will be pleased to
help you promote your event. Their services include an entry for your event on the Olympia web
site, the provision of travel maps and venue logos and access to our photographic library.
It is a condition of your licence that any advertisement for your event should carry the message:
‘It is quicker and easier to travel to Olympia by public transport’. This includes tickets, poster
campaigns, radio advertising etc.
If you would like further details about the services available please call Communications and
Marketing on 020 7598 2780 or mail marketing@olympia.co.uk
O
Each conference is allocated a furnished organiser’s office. Plans showing the location and
layout of these offices can be found in the ‘Plans’ section.
-10May 2015
P
Passenger Lifts
Lifts run from the ground floor foyer directly to the reception area and will be operated by
uniformed staff during the open hours of your event. Passenger lifts can also be staffed on setup days, by special arrangement with your Conference Manager. A charge will be made to
cover staff costs.
If you wish the lift operators to provide information or instructions to delegates on arrival,
please brief your Conference Manager prior to your event.
The passenger lifts must not be used to transport goods under any circumstances; goods should
be carried in the goods lifts.
Performing Rights
If you intend to play pre-recorded music at your event you will require PRS and PPL licences. If
live music is being performed you will require a PRS licence only.
You may wish to contact the following organisations if you have any queries regarding
performing rights:
Phonographic Performance Ltd
1 Upper James Street
London W1F 9DE
Performing Rights Society
29-33 Berners Street
London W1T 3AB
Tel: 020 7534 1000
Fax: 020 7534 1111
Tel: 0845 309 3090/0800 068 4828
Fax: 020 7306 4550
If you are playing music videos, you will need to apply to Video Performance Ltd for a licence.
Please contact Video Performance Ltd at the PPL address above, or call 020 7534 1400.
Photocopying and Faxing
See:
Business Centre
Porter Service
Olympia Conference Centre can provide porters with trolleys as a service to organisers. Please
ask your Conference Manager if you would like a quote.
Poster Sites
See:
Signage
Public Address System
A public address system (PA) for general announcements to areas within the Conference
Centre is included in your tenancy, and the microphone is positioned at the reception desk.
In the event of an emergency, the venue’s PA system, operated from the Olympia Control
Room, will override the organiser’s PA.
See:
Performing Rights
-11May 2015
Pyrotechnics
See:
Special Effects
R
Reception Desk
The Conference Centre entrance at ground level has a reception desk for your use.
Please see the Plans section for the location and dimensions of the Conference Centre reception
desk on Level 3. The facility provides ample cupboard space, 22 power sockets and 4 telephone
points. Telephone services can be ordered via your Conference Manager.
Rigging
Rigging of external poster sites and auditorium banners must be carried out by Olympia’s
rigging service provider, Outback Rigging. Their contact details are as follows:
Outback Rigging Ltd
Unit 5, Kendal Court
Western Avenue Trading Estate
Kendal Avenue
Park Royal
London W3 0RP
See:
Tel: 020 8993 0066
Fax: 020 8752 1753
Email: enquiries@outbackrigging.com
Signage
Risk Assessment
The Management of Health and Safety at Work Regulations requires the employer/organiser to
make a suitable and sufficient assessment of:
 The health and safety risks to which his/her employees are exposed whilst they are at
work
 The risks to the health and safety of persons not in his/her employment, arising from, or
in connection with his/her conduct
Your event risk assessment must be documented and copied to your Conference Manager no
later than 28 days prior to the event. Please ensure that any contractors you employ also
provide risk assessments for any potentially hazardous activities undertaken by them, such as
stage set construction and audiovisual equipment installation.
Rules and Regulations
This handbook is designed to complement, not replace the terms of your licence or the eGuide
(aeo.org.uk/eguide), with which you are contractually obliged to comply.
-12May 2015
S
Satellite Dishes
Satellite dishes may be installed in certain positions on the roof of Olympia. Full written details,
including cabling required, must be submitted to your Conference Manager at least 28 days
before the start of your tenancy.
Any contractor wishing to access the Olympia roof structures must first be approved under
Olympia’s ‘Control of Contractors Scheme’, both for safety reasons and to avoid any damage
to the fabric of the building. The following company is approved under this scheme and you
may wish to contact them for your requirements:
SCC International Ltd
Fieldings Road
Cheshunt
Hertforshire
EN8 9TL
Tel: 01992 642255
Fax: 01992 641655
Email: sales@scci.co.uk
Security
Security cover is not included in your tenancy and you should appoint a security contractor for
your event. To assist you, Olympia has stipulated minimum staffing levels and a recommended
list of security contractors, available from your Conference Manager.
A copy of your security schedule should be sent to your Conference Manager at least 28 days
prior to the start of your tenancy. Please note that the terms of your licence allow us to
increase staffing levels if identified as insufficient. All charges must be borne by the organiser.
Your security company must provide a charged radio to the Control Room and remain in
contact throughout the tenancy period.
See:
Control Room
Seminar Rooms
Please refer to the Plans section for the location of seminar rooms within the Conference
Centre. These five rooms are ideal for briefings, board meetings, seminars, hospitality and
speakers’ rooms. Room 301 has an en suite lavatory and cloakroom.
Room
301
302 & 303
304 & 305
Floor area (m2)
32
12
22
Layout
Boardroom
Theatre
Boardroom
Boardroom
Theatre
Capacity
12
14
6
16
26
Max. construction height (m)
2.44
2.44
2.44
Flip charts and whiteboards/projection screens are provided in Rooms 304 and 305.
Prefabricated modular display systems and stage sets may be installed in these rooms with
prior approval from your Conference Manager. Other construction, laying of flooring and any
use of paints are not permitted.
See: Conference Rooms
Furniture
-13May 2015
Signage
Please see the Plans section for locations and dimensions of sign sites.
External Signs
A number of sign sites are included in your tenancy. The Plans section contains a plan
indicating which sites are usually included, but this should be checked against your licence.
These external sites are for organisers to promote the conference generally and are not for
advertising individual products or services.
Posters for internal and external illuminated light-boxes should be produced on acetate or
poster paper of light-box quality, 120-150gsm. We recommend that these are sealed for
protection and to aid fixing.
External posters must be installed by Olympia’s rigging service provider. Please see the Rigging
section for contact details.
Additional advertising sites are available for hire. For further information, please contact:
Tim Thomas
The Thomas Partnership
Tel: 0845 370 1200
Email: Tim@thethomaspartnership.com
Please note that the London boroughs will prosecute anyone carrying out fly posting.
Internal Signs
A plasma screen is located in the ground floor entrance foyer for organisers’ use.
There are door mounted signage sites for seminar rooms 301, 302, 303, 304 (x2) & 305 (x2) and
these accommodate A4 paper signs.
A number of additional clip frames are available throughout the Conference Centre for your
use.
Any additional signs should be free standing, as signs and posters may not be attached to the
fabric of the building.
Please contact your Conference Manager for full details.
Internal Banner Sites
There are two banner sites in the auditorium, one on each side of the stage, and a number of
sites in the Conference Centre reception area. Please see the Plans section for locations of
these sites. Any banners not fixed to these specific points must be attached to a free-standing
structure and not fixed to the fabric of the building. All banners must be removed before the
end of tenancy.
Auditorium banners should be produced to the following dimensions:
Width:
Length:
1500mm
5000mm
They should have a 10mm open-ended pocket at the top and a pocket at the bottom to hold a
rod, if weighting is required for aesthetic reasons. These banners must be rigged by the venue’s
rigging service provider. Contact details are as follows:
Outback Rigging Ltd
Tel: 020 8993 0066
Contact: Rob Fitzgerald
Temporary Road Signs
We regret that temporary road signs provided by associations such as the AA and RAC may not
-14May 2015
be used for events at Olympia, due to restrictions imposed by Transport for London.
See:
Rigging
Simulators and Rides
Please refer to the eGuide, which must be followed if you intend to have a simulator or ride in
your event.
Smoke Machines
See:
Special Effects
Special Effects
Your Conference Manager must be notified at least 28 days before your tenancy begins if you
propose to use any special effects (lasers, smoke machines, pyrotechnics, etc) at your
conference.
You will need to supply details of the operator, equipment to be used and a risk assessment.
Please see the eGuide for full details of the requirements to be met. If you are in any doubt,
please contact your Conference Manager.
In some instances, an on-site inspection may have to be carried out and certification from an
independent specialist may be required.
See:
Demonstrations
Fire Safety
Special Licences
Some activities which you may wish to have at your event may not be licensed under Olympia’s
premises licence. In such situations occasional licences must be applied for. Examples of such
activities are as follows:






Body piercing and tattooing
Striptease (including the removal of clothing as part of a fashion show)
Gambling
Child performers
Animals
Special treatments, including massage
Please contact your Conference Manager for further information.
Stages and Platforms
The Conference Centre has six blocks of staging available for organisers to use free of charge.
Each unit measures 2.43m x 1.22m (8ft x 4ft).
If you provide your own staging, please note that platforms or stages exceeding 0.6 metres in
height are treated as ‘complex structures’. Plans and structural calculations must be forwarded
to your Conference Manager at least 28 days before your tenancy begins. In addition, an
independent structural engineer must check the plans and calculations and also certify the
structure on site.
See:
Auditorium
-15May 2015
T
Taxis
See:
Television Licences
The venue’s television licence covers the temporary use of television sets as part of an event, in
hospitality suites and offices.
Theatre and Concert Bookings
The following agencies can provide bookings for theatres and concert venues:
See Tickets
Westminster Corporate Hospitality
Curtain Call
Universal Ticketing
Tel: 0115 912 9000
Tel: 020 7228 6100
Tel: 020 7409 2887
Tel: 01702 603 453
Toilets
Please refer to the Plans section for locations of toilets in Olympia Conference Centre.
It is a condition of your licence that any advertisement for your event should carry this
message: ‘It is quicker and easier to travel to Olympia by public transport’. This includes tickets,
poster campaigns, radio advertising etc.
‘How to get here’ guides are available for inclusion in your event information (see the Access
and Parking section).
Buses
Olympia is served by buses 9, 10, 27 and 28, all of which stop outside the venue on
Hammersmith Road. The routes are as follows:
N° 9:
N° 10:
N° 27:
N° 28:
Aldwych to Hammersmith
Archway to Hammersmith
Chalk Farm to Stamford Brook
Wandsworth to Harrow Road
Rail
Kensington Olympia station is adjacent to the venue and is one stop from West Brompton
(District Line) and from Shepherd’s Bush (Central Line).
Trains to Gatwick Airport, Clapham Junction, Watford Junction, Milton Keynes, Northampton,
Rugby and Willesden Junction run from Kensington Olympia.
West Kensington (District Line) and Baron’s Court (Piccadilly and District Lines) are the closest
London Underground stations.
London Transport Travel Information
020 7222 1234
-16May 2015
Coaches
National Express Coach Information Service
Green Line Buses
0870 580 8080
0870 608 7261
Taxis
Dial-a-cab
Hurlingham Cars
Olympia Cars
Computer Cab Paddington
Radio Taxis
Regency (mini cabs)
United Taxi Cabs
020 7253 5000
020 7381 1111
020 7751 1111
020 7286 0286
020 7272 0272
020 7602 2000
020 7736 5827
Taxis may pick up and set down on Hammersmith Road, which is also well served by passing
black cabs.
V
Videos
See:
Performing Rights
VIP Visitors
Please advise your Conference Manager of any VIP visitors expected at your event, so that we
can make the necessary parking arrangements and ensure they are appropriately welcomed.
W
Website
For further information about the venue please visit our website: olympia.co.uk
See:
Marketing Services
Weight Loading
See:
Floor Loading
Wheelchair Access and Loan
See:
Disabled Facilities
-17May 2015
Exhibitors’ & Contractors’ Emergency Procedures
There are four emergency procedures at Olympia London, of which exhibitors and contractors should be
aware. Exhibitors and contractors are also asked to check for suspicious objects both morning and
evening and ensure that their briefcases and bags are kept safely locked away at all times to prevent
causing unnecessary concern. Be aware of the location of the nearest fire extinguisher and nearest
emergency exit. Please ensure you brief all your staff on these procedures.
1.
SEARCH (“Staff Call 100”)
In the event of a bomb threat, you will hear the announcement (or receive the telephone call) as
follows:
“ATTENTION PLEASE. ATTENTION PLEASE. STAFF CALL 100”
Do not leave the building. Inform your colleagues, and then assist in searching for suspicious objects
in your work area. If you find a suspicious object, do NOT touch or move it. Clear the area of people
calmly. Report to Control on 020 7598 2666 (internal 2666) giving the exact location of the object.
Please do not cause undue concern to visitors at this stage.
If you receive a bomb threat directly on the stand, please obtain as many details as possible (see form
overleaf), and then inform Control on 020 7598 2666 (internal 2666).
2.
FIRE
If you discover a fire, or a fire is reported to you, operate the nearest fire alarm call point FIRST, then
inform Control on 020 7598 2666 (internal 2666).
3.
EVACUATION
If evacuation is necessary, you will hear the following announcement:
“ATTENTION PLEASE. ATTENTION PLEASE. HERE IS AN IMPORTANT ANNOUNCEMENT. IT IS
NECESSARY TO ASK EVERYONE TO LEAVE THE BUILDING. PLEASE MAKE YOUR WAY CALMLY TO THE
NEAREST EXIT. EVERYONE WILL BE RE-ADMITTED AS SOON AS POSSIBLE.”
Please leave the building by the nearest exit and assemble at your assembly point (Olympia Way, G
Gate or L Yard), or in the event of a wider cordon, at Brook Green. Exhibitors and contractors should
account for all their staff and report to Control on 020 7598 2666 (internal 2666).
4.
STAND DOWN
The signal for a return to work is made by the cancellation of emergency procedures. The search
procedure is cancelled by the announcement :
“ATTENTION PLEASE. ATTENTION PLEASE. STAFF CALL 100 IS CANCELLED.”
March 2015
Telephoned Bomb Warning Checklist
Obtain as much information as you can. Try to keep the caller talking (apologise for bad line, ask
him/her to speak up, etc.) Complete this form as you go along.
THE MORE INFORMATION YOU GET, THE EASIER IT WILL BE TO DECIDE WHETHER THE WARNING
WAS GENUINE OR NOT.
MESSAGE: (exact words) ............................................................................................................
...............................................................................................................................................
...............................................................................................................................................
...............................................................................................................................................
ASK QUESTIONS:
Where is it ? .............................................................................................................................
What time will it go off ? ............................................................................................................
What does it look like ? ..............................................................................................................
What kind of bomb is it (type of explosive)? .................................................................................
Why are you doing this ? ............................................................................................................
Who are you? Name : ...............................................................................................................
Time of call: ............................................. Code Word: ...............................................................
DETAILS OF CALLER:
SPEECH:
MAN / WOMAN / CHILD / OLD / YOUNG / DON’T KNOW
INTOXICATED / IRRATIONAL / RAMBLING / LAUGHING / SERIOUS
Speech Impediment: ..................................................................................................................
Accent: ....................................................................................................................................
Did the message sound like it was:
READ / SPONTANEOUS?
DISTRACTIONS: Any noise on the line? ........................................................................................
Call box pay tone or coins? .........................................................................................................
Operator: ................................................. Interruptions: ............................................................
Anyone in the background ? .......................................................................................................
NOISES:
TRAFFIC / TALKING / TYPING / MACHINERY / AIRCRAFT / MUSIC / CHILDREN
/Other:
...............................................................................................................................................
ABOUT YOU:
Name: ....................................................................................................................................
Number of telephone on which call was received:..........................................................................
CALL THESE DETAILS THROUGH IMMEDIATELY TO THE OLYMPIA CONTROL CENTRE on
020 7598 2666 / internal 2666
THEN FOLLOW UP YOUR CALL WITH A COPY OF THIS COMPLETED FORM
March 2015
Organisers’ and Security Companies’ Emergency Procedures
There are 7 emergency procedures at Olympia London, of which event organisers and security staff should
be aware. You are asked to check for suspect packages/vehicles both morning and evening and to ensure
that briefcases and bags are kept safely locked away at all times to prevent causing unnecessary concern.
Please ensure that all staff are briefed on these procedures.
1.
FIRE
In the event of a possible fire, if you are on the exhibition floor you will hear the following announcement:
ATTENTION PLEASE. ATTENTION PLEASE. MR GOODFELLOW REPORT TO THE HALL MANAGER’S OFFICE
If you are not directly involved in the incident, you should DO NOTHING until your receive further
instructions. If you discover a fire, or a fire is reported to you, operate the nearest fire alarm call point
FIRST, then inform Control on internal no. 2666
2.
SEARCH (“Staff Call 100”)
In the event of a bomb threat, you will hear an announcement (or receive a telephone call) as follows:
ATTENTION PLEASE. ATTENTION PLEASE. STAFF CALL 100
Do not leave the building.
Inform your colleagues, and then assist in searching for suspect
packages/vehicles in your work area. If NOTHING is found, tell the operations manager/supervisor, who
should report “Area Clear” to the Control Room immediately after the search on internal 2411, or in person
if necessary. Tell Control exactly which areas have been searched. If you find a suspect package/vehicle,
do NOT touch or move it. Clear the area of people calmly. Report to Control on internal 2666, giving the
exact location of the object.
If you receive a bomb threat on your telephone, please obtain as many details as possible, using the
checklist provided and then inform Control on internal 2666.
3.
SUSPECT PACKAGE or VEHICLE FOUND
In the event of a suspect package/vehicle being found, you will hear the following announcement:
ATTENTION PLEASE. ATTENTION PLEASE. MR DAILY is in ------ (location for suspect package or vehicle)
instructions.
4.
CHEMICAL, BIOLOGICAL, RADIOACTIVE OR NUCLEAR THREAT (CBRN) - CHEMICAL SPILLAGE
In the event of a possible CBRN/chemical spillage, if you are on the exhibition floor you will hear the
following announcement:
ATTENTION PLEASE. ATTENTION PLEASE. MRS CAROL is in ------ (location of chemical
device/carrier/spillage)
instructions.
March 2015
5.
ARMED ATTACK
If you see an armed person or persons:
Call Control on internal 2666
Give a full description of the person(s)
Do not approach and await further instructions
The code word for a suspected armed attack is MR ARMITAGE. This will be used in radio and tannoy
messages as follows:
ATTENTION PLEASE. ATTENTION PLEASE. MR ARMITAGE IS IN ---- (location)
Do not respond, unless specifically asked to do so and keep clear of the area
Do not explain this message to visitors
6.
CONTAINMENT/EVACUATION
CONTAINTMENT
If it is necessary to stop people leaving the venue and you are on the exhibition floor, you will hear the
following announcement:
ATTENTION PLEASE. ATTENTION PLEASE. HERE IS AN IMPORTANT ANNOUNCEMENT---------(description of message)
instructions.
EVACUATION
If evacuation is necessary, you will hear the fire alarm or the following announcement:
ATTENTION PLEASE. ATTENTION PLEASE. HERE IS AN IMPORTANT ANNOUNCEMENT. IT IS NECESSARY
TO ASK EVERYONE TO LEAVE THE BUILDING. PLEASE MAKE YOUR WAY CALMLY TO THE NEAREST EXIT.
EVERYONE WILL BE RE-ADMITTED AS SOON AS POSSIBLE.
Please leave the building by the nearest exit and assemble as follows: Olympia Way, G Gate or L Yard, or
in the event of a wider cordon at Brook Green. Please account for all your staff and report to the
assembly point marshal.
7.
STAND DOWN
The signal for a return to work is made by the cancellation of emergency procedures.
The fire procedure is cancelled by the announcement:
ATTENTION PLEASE. ATTENTION PLEASE. MR GOODFELLOW IS CANCELLED.
The search procedure is cancelled by the announcement:
ATTENTION PLEASE. ATTENTION PLEASE. STAFF CALL 100 IS CANCELLED.
The suspect package/vehicle found procedure is cancelled by the announcement:
ATTENTION PLEASE. ATTENTION PLEASE. MR DAILY IS CANCELLED
The CBRN/Chemical Spillage procedure is cancelled by the announcement:
ATTENTION PLEASE. ATTENTION PLEASE. MRS CAROL IS CANCELLED
The suspected armed attack procedure is cancelled by the announcement:
ATTENTION PLEASE. ATTENTION PLEASE. MR ARMITAGE IS CANCELLED
March 2015
Plans Section
Contents
 Conference Centre Services
 Auditorium
 Auditorium Seating Plan
 Conference Rooms 1 and 2
 Conference Rooms 3, 4 and 5
 Conference Centre Sample Stand Layout
 East Hall Sample Stand Layout
 East Hall Utilities
 Organiser’s Offices
 Internal Banner Sites
 External Sign Sites
Access and Parking Section
Contents
 Goods Access
 Loading and Unloading Zones
 Goods Lifts
 How to Get to Olympia London
 Olympia London Location Map
 London Congestion Charging Zone
OLYMPIA LONDON
Hammersmith Road
Kensington
London W14 8UX
Olympia multi-storey
P4
Olympia Motorail
P5
Hilton London Olympia
P6
West 12 Shopping
Centre
WESTWAY
Westfield
Kensington Hilton
A
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D
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GD
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PUTNEY
BRIDGE
Ibis London Earls Court
P6
Hammersmith Grove
P7
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K
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BATTERSEA
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P15
Copthorne Tara Hotel
P16
Kensington Close
P17
Hammersmith Novotel
STOCKW
A3
P18A3
Broadwood Terrace
A2 P19
05 Westfield
D
EN
RD
GATWICK
43 MINS
PU
TN
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BR
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It’s quicker and easier to travel to Olympia via public transport
•
OVERGROUND & TUBE
BUS
PARKING
BUS
AIRRoad: 9, 10, 27, 28,
Kensington
(Olympia) is on the
Hammersmith
If you do travel by car we
Hammersmith
Road 9,
10, 27, xx
Heathrow Airport 0870 00 advise
00 123 that you pre-book to
London Overground
network.
N9, N10
London
020 7222Bush
1234 Holland Road:
Gatwick
Airport 0870 000 2468
It’s
one Transport
stop fromInfo:
Shepherd’s
49
guarantee a space. Book online
Stanstead
00call
303+44 (0)20 7598 2515.
(Central line) or West Brompton
North End Road:
391 Airport 0870 00or
OVERGROUND
City Airport 020 7646 0088
(District
line). The venue is next
Kensington
Olympia a mainline station provides
Luton Airport 01582 405 100
to the station.
direct services to Clapham Junction, Gatwick
Airport,
Brighton
& Waterloo
There are
also direct
servicesJunction
RailWillesden
Information:
08457 Clapham
48 49 50
to
Junction,
Junction and Gatwick Airport.
MS
EL
Hilton London Olympia
A3205
It’s quicker and easier to travel to Olympia via public transport
WEST
BROMPTON
E
IN
BATTERSEAP12
Kensington Town Hall
PARK
E
IDG
BR
GE
RD
EARL’S
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P5
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Olympia Motorail Car Park
RD
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CROMWELL RD
P4
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BA
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Olympia multi-storey
Royal Garden
0
A322
••••
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53 MINS
’S
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RD
BR
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RD
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CHELSEA EMBANKMENT
WEST
ALBERT BRIDGE
BROMPTON
BA
TTE
RS
B
TH
OR
DSW
RD
OLYMPIA
A4
RD
H
RD
IR
LA
NC
SI
KENSINGTON
OLYMPIA
BARONS
COURT
S
G’
N
WA
D
AN
LL
HO
SHEPHERD’S BUSH RD
TALGARTH RD
N
KI
Earls Court RedHYDE
N
TO
MP
O
P8
R
Kensington Hilton
B
D
VICTORIA
OL
08
A3
P9
EARL’S
COURT
RD
••••••
••••
••••
AM
UG
RD
RD
END
RTH
NO
D
KINGS CROSS
MARLEYBONE
PADDINGTON
2
A40
HAMMERSMITH RD
GH
LH
RD
Earls Court Seagrave
Road
SOHO
02
A2
RL
D
7
21
A3
DAW
ES
P17
OXFORD
CIRCUS
P3
P16
CROMWELL RD
FU
EA
RO
WEST
BROMPTON
BO
P5
WEST
KENSINGTON
D
FULHAM
IE R
LILL BROADWAY
E
K AV
PAR
ND
LLA
HO
HAMMERSMITH
P15
RD
LIVERPOOL ST
HEATHROW
55 MINS
P16
CROMWELL RD
N
FI
SR
D
P1
KENSINGTON
P2
GARDENS
HYDE
PARK
P13
ST
RD
R
LIE
LIL
R
CED
LEA R
PAC
MAL
MAP
HLAH
FUFLU
KENSINGTON
OLYMPIA
K
IC
RD
BARONS
COURT
DA
WE
P9P10
P12
P18
W
AR
W
DON RD
D
GLID
EN
RTH
BARONS
COURT
P1
P12
EARLS P9
N
O
COURT
PT
M
O
BR FIN
D
D
BO
R
L
L
WEST
O
WEL
RO
ROM
KESINGTON
A4 C
U
P2
NO
P11
HA
M
HAM ME
MER RSM
SMI IT
THHB
BR
RIIDDGE
GE
M
AVE
NS
RD
GD
K
K
IC
IC
W
W
AR
AR
W
W
W
AR
W
O
RD
ITH
RDP14
TH
MI
S
M
R
HA
ME
AM
HAMMERSMITH
HAMMERSMITHH
RD
A4 0
A3212
RD
H
P5
402
D A
TER R
A
W
BAYS
LN
D
AN
LL
HO
SHEPHERD BU
SH RD
P4
P3
M4
/ A4WEST RD
GREAT
HAMMERSMITH
FLYOVER
FLYOVER
HAMMERSMITH
K
AW
LDH
GO
Copthorne Tara Hotel
D ST
OXFOR
K
PAR
E
P4
AR K
ND P
HOLLAND
PARK
KENSINGTON
(OLYMPIA)
P3
SHEPHERD’S
BUSH
P17
P1
A4204
0
A322
N
WOOD LA
P8
P11
RS
ME
RD
P7
P8
LA
HOL
SHEPHERD’S
BUSH
P17
UXBR
IDGE
P12 Royal Garden Hotel
A40
EUSTON
KEY TO PARKING
KENSINGTON
OLYMPIA
•
P11
PADDINGTON
P13 Young Street
VE
SHEPHERD’S
KA
PAR
BUSH
ND
A
L
L
HOLLAND
HO
P8
PARK
P19
P14
P6
P10
P7
P6
P15
P7
RD
40
Y A
T WA
S
E
W
0
A322
WOOD LANE
HOW TO GET HERE...
REGENTS
P14 Hammersmith Grove
PARK
01
A5
P15 King’s Mall
Kensington Town Hall
D
R
N
STO
P16 Kensington
Hammersmith Novotel
Close
EU
Broadwood Terrace
P9
K
M40
P3
A5
A40
WESTWAY
R
PA
KEY TO PARKING
Telephone
+
44 (0)20 7598
7370 8009
2484
Email
Website
hello@olympia.co.uk
olympia.co.uk
Website
olympia.co.uk
USEFUL LINKS
If
you do travel
by car the
Transport
for London:
tflEC&O
.gov.uk
Venues
stronglynationalrail.co.uk
advise that you
Rail enquiries:
pre-book
parking to guarantee
Parking: olympia.co.uk/parking
a space.
Book online at www.eco.co.uk
or contact Booking Services on
020 7598 2515.
Location Map
Available as a jpg file
London Congestion Charging Zone
Olympia London is located to the West of the Congestion Charging zone and not within
the zone. The map below indicates the Congestion Charging zone boundaries.
The Congestion Charge operating hours are 07:00 - 18:00 Monday to Friday (excluding
Public Holidays).
Current charges and further information are available at www.cclondon.com or by
phoning 0845 900 1234.

Exhibition checklist

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