Event Information

Below you will find a summary of key changes for 2027 that will impact you as an Exhibitor or Contractor, but please make sure to read the whole manual for full details. The manual provides both recommendations and mandatory rules.

As LBF will be at a new venue for 2027, please take the time to read and digest the information within this manual, there will be significant differences from previous years. Do contact the team if you have any questions that can’t be answered by the manual.

Details about how we plan to keep our attendees safe and changes you should expect to see at the event can be found [here];

Your Exhibitor Responsibilities

To comply to UK law you have legal responsibilities under The Construction, Design & Management (CDM) Regulations.  Under CDM the exhibitor is defined as the ‘Client’ where you have various legal duties and responsibilities. [Click here] to read what these duties are to ensure that you complying to UK Law.

Contractor Public Liability Insurance

Space Only Exhibitor’s shall be solely responsible for ensuring that any contractor, subcontractor, or third party engaged by the Exhibitor to design, construct, install, or dismantle its stand holds and maintains appropriate Public Liability Insurance with a minimum limit of indemnity of not less than £2,000,000 per claim (or such higher amount as the Organiser may reasonably require).

This insurance must be provided by the Principal Contractor who is responsible for the Construction and Dismantling on the stand onsite.

Exhibition Timetable

• You must ensure that all stands are designed to be built and dismantle safely and on time. Consider materials to be used and pre-fabrication where possible.
• Monday 15 March is for stand dressing only.  No stand construction must take place on this day.

Logistics

• Electric pallet trucks and Moffats are not permitted to be used on the lorry way to unload and reload vehicles. If you require unloading assistance then you must book a forklift and driver through ILS.

Space Only Stand Plan Submissions

• The deadline to submit all required documents is 22^nd January 2027. We have prepared the following guidance to help exhibitors and stand contractors understand what documents they need to submit in order to avoid unnecessary delays:
  • [I am building a stand with a maximum height of 4m from venue floor]
  • [I am also suspending an item above the stand]
• REMINDER – All stand plan submission documents must be submitted through Ops Squad’s online stand plan management system (FFAIR). As a space only exhibitor, you will be sent a link to sign up to the portal. You can add your contractor’s details to the portal and they will also be able to upload the necessary documents.
  • If you have not received the sign-up link to the portal, please contact Ops Squad at the details below, and they will be able to assist you. The sign up link comes from no-reply@ffair.io.
• Plans will not be reviewed until they have been uploaded to the FFAIR portal. To avoid delays, ensure your initial submission includes complete details of all stand elements, technical and 3D renderings of plans, alongside the relevant supporting documentation.

Stand Build Regulations

• Full Stand Build regulations can be found here, but we would like to draw your attention to the following:
  • Chipboard is not allowed as it is not suitable for construction and in particular of weight bearing structures.
  • Rigging must not be used to support floor-to-ceiling structures.
    • The deadline to order rigging is February 2027 Any new orders and amends to existing orders will not be accepted after this date.
  • Ensure you have considered the regulations of long runs of walling
  • Read regulations on display materials ensuring any planned artificial foliage will be permitted.

[Waste Management]

• We expect every stand to have considered how they will many their waste and order the necessary waste removal service through excel as required.
• There is a zero tolerance to not effectively managing your waste onsite and anyone doing so will be heavily fined. Enforcement Cameras and Waste Ambassadors are in operation. excel Waste Ambassadors, LBF Safety and Organisers reserve the right to enforce contractors to order waste containers as they deem necessary.

Traffic: Parking, Loading & Unloading - There is a Vehicle Booking System in place at excel where all vehicles needing access to the loading bays during build-up and dismantle must pre-book. Please [click here] for the vehicle booking user guide and link to book in your vehicles which is now live.

No self-off loads are permitted, in order to make a vehicle booking during this period please first contact ILS to book fork lift assistance and ILS will then issue you with the code to book in your vehicle on Excel’s Vehicle Booking System.

Code of Conduct – Please ensure you read and review the Code of Conduct.

WARNING: Unsolicited Marketing Communications

It has come to our attention that our customers are increasingly being targeted by companies claiming to supply exhibitor/visitor/participant lists and details relating to our events and products at a cost.  Be vigilant – this data is likely fraudulent.  If you receive any such unsolicited offers, please do not respond unless you have checked with us first.

RX Global does NOT sell or pass your data to any third party without your permission.

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YOU MUST ENSURE THAT YOU READ AND SHARE THIS WITH YOUR STAND CONTRACTORS AND ANY SUBCONTRACTORS WORKING ON YOUR BEHALF.

REMEMBER – There is a Vehicle Booking System in place at excel where all vehicles needing access to the loading bays during build-up and dismantle must pre-book. Under no circumstances is late and overnight working permitted. Make sure your stand designs have considered this.

Build UP*

Thursday 11 March – Some space only stands will be invited to access the halls and commence build, unloading and lifting must be booked through the Logistics provider, ILS. 

If you are working onsite during the buildup and dismantle periods you will be expected to wear appropriate Personal Protective Equipment. You will be checked by security as you enter the venue to ensure you have a high visibility vest and suitable footwear (no opened toed shoes or heels). This also applies to all exhibitors.

LATE AND/OR OVERNIGHT WORKING IS NOT PERMITTED AT LBF 2027.

You must ensure that all stands are designed accordingly and consider materials to be used and pre-fabrication where possible.

IMPORTANT – Monday 15 March To help ensure that the aisle carpet can be laid on time and the cleaning team have sufficient amount of time to ensure that the show is cleaned and ready for show open it is compulsory that all boxes, storage crates, ladders, unused stand fitting materials, pallets etc. are removed from the aisle by 3pm on Monday 15 March. Any items left in the aisles after this time will be removed by ILS and a 100% surcharge will apply to the storage cost (as set out in ILS Tariff) for the removal and storage of these items.

Everyone working onsite must be made aware of this procedure.

Dismantle Reminders:

• Contractors and trolleys will not be permitted to enter the halls until it is clear of visitors, which we anticipate will be 30 minutes after the exhibition closes.
• For reasons of security, exhibitors and contractors are advised to remove all portable and valuable items as soon as possible after the show closes and not to leave their stand unattended until all such items are clear, items left unattended are at your own risk. Arrangements can be made with the Security Manager or with the official freight contractor for storage.
• All materials, packaging and waste must be removed from the halls and stand dismantling complete by 12.00 hrs (mid-day) on Saturday, 14 March. Any waste or materials left for the Organisers disposal will be charged to the exhibitor/contractor.
• Exhibitors will be charged for any carpet tape or stand construction materials left by their contractors.

*If you are working onsite during the build up and dismantle periods you will be expected to wear appropriate Personal Protective Equipment. You will be checked by security as you enter the venue to ensure you have a high visibility vest and suitable footwear (no opened toed shoes or heels).

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Please ensure that you and your team have received, read and understood the admissions policy - a copy can be found [here].

Exhibitor Personnel Badges

Exhibitor Personnel Badges can be ordered online through the Exhibitor Portal. It is the responsibility of the Main Stand Holder to order and register badges for each person that will be working on the stand during the show as Exhibitor Badges are non-transferrable.

If accessing the halls during build-up or dismantling please make sure you have your exhibitor badge ready (either printed or on your phone). Please note: access to the venue during build-up and dismantling periods is subject to persons wearing appropriate PPE; see the [Site Rules] for further detail.

Maintenance Badges 

Under no circumstances will maintenance work be permitted on stands during the exhibition open hours. If at any time during the exhibition open days you need to carry out maintenance work on your stand after the exhibition has closed please apply to the organisers by 14:00 hrs on the same day.

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Contractor Badges - Build and Dismantling Only

Before arriving onsite, please ensure that you and your team have received, read and understood the site rules - a copy can be downloaded [here].

At The London Book Fair, all contractors and exhibitors will now be required to register their details and complete the site induction before they will be allowed into the exhibition halls. You will receive an e-badge once you have completed the process which you will need to use as access into the halls for build and dismantling each day. Please note that exhibitor badges are for show open only and cannot be used on build or dismantling days.

Contractor Registration is now live and every contractor coming onsite for build or dismantling should follow the below instructions to register themselves and complete the site induction before arriving onsite. Please share this information with all contractors coming onsite for build and dismantling. It is strongly advised you complete your registration in advance of arriving onsite to avoid delays.

Please note: access to the venue during build-up and dismantling periods is subject to persons wearing appropriate PPE.

Before coming onsite:

1. Scan the QR code below with your mobile device or alternatively use this [link].

2. Fill in the registration form and review the site rules.

3. Press ‘Submit’ to generate your email confirmation which is valid for build and dismantling.

4. Save the email to your phone to take onsite with you.

Onsite:

When you arrive onsite, show your confirmation to security who will check your email and then let you in to the exhibition halls. This will be done every day you enter the exhibition halls so make sure you have your confirmation easily accessible.

To avoid delays, we strongly recommend you complete your registration in advance.

The data collected from contractor registration is shared with relevant parties involved in the organisation of The London Book Fair. For more information, please view our Privacy Policy.

Please note:

•  Contractor e-badges are NOT valid to gain entry to the exhibition halls during the show-open period. 
•  Access to the venue during build-up and dismantling periods is subject to persons wearing appropriate PPE; see the [Site Rules] for further details.

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The London Book Fair is committed to promoting sustainability in exhibitions and we continually work with venues, suppliers and contractors to reduce the impact our activities have on the environment. 

RX has signed up to the Net Zero Carbon Events pledge with the aim of achieving zero emissions by 2040. To help us reach our goal we have produced a sustainability charter, guided by the UN Sustainable Development Goals which will direct our considerations as to the ways in which our events are organised. 

With the charter in mind we have created an Exhibitor Sustainability Checklist which you can utilise in the planning of your participation at The London Book Fair.

• Download [Exhibitor Environmental Checklist]

We are also pleased to announce the below sustainable initiatives that you can participate in at the event:

• Water refill stations 
• Prominent recycling bins across the show floor
• Banned the use of PVC from organiser signage and features from this year and onwards

For more information:

• RELX Sustainability 
• Venue Sustainability

If you have any ideas or suggestions regarding sustainability at our events, then please do not hesitate to contact us.

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