Event Information

Below you will find a summary of key changes for 2024 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.

• Exhibition Timetable – Provides information of the build up, show open and breakdown dates and times.
• Badges & Passes    
  • All stand personnel required on the stand during the event days, including stand-by contractors, catering and hostess staff must be allocated a badge through the exhibitor portal and will come out of the exhibitor badge allocation.
  • Contractors are now required to register in advance for access during build and breakdown.

• Sustainability - The Exhibitor Environmental Checklist is now available and has useful tips to lower your environmental footprint whilst you are exhibiting with us.

• Shell Scheme, Pavilions & Package Stands
  • Stand Information Form required from all exhibitors.
  • To increase the cleaning on your stand, kindly request here.

• Stand Plan Submission Process - Our stand plan checking process has changed and we are now partnering with Ops Squad Stand Plan Team to complete our stand plan checks for The London Bookfair 2024. Ops Squad Stand Plan Team will be looking after the space only stand plan sign-off process in its entirety for the event, including managing all queries you may have about your stand designs. Full stand plans will need to be submitted at [email protected].
• SPACE ONLY STANDS DEADLINE: 12 January 2024

No longer permitted for 2024:

• Double deck stands are not permitted.
• No external catering is permitted. Indigenous sampling is allowed subject to approval from venue.
• Perimeter walling is only permitted according to the show’s walling regulations.
  

Additional measures to consider:

• Promotional Materials and Giveaways - Whilst we encourage you to review your promotional material and consider other more sustainable, non-contact methods to distribute information promotional material will be permitted at the event. Find out more about how we are making LBF a Smart Event by speaking with your Account Manager.

Please click here for the full breakdown of 2024 stand regulations.

• Smartspace - Contact our in-house stand build team, who are able to provide their expert advice and guidance on making the most of your exhibition stand.
• Your Tasks & Order Deadlines - Please pay extra attention where deadlines may now be earlier than previous years due to new lead times.

All exhibitors are responsible for having H&S Documentation in place. H&S Documentation should include, but is not limited to:

• The Stand Information Form
• A detailed risk assessment for show open, identifying any risks with working onsite and what control measures are put in place to protect both your workers and others. This does not need to be submitted but must be available if requested.
• A  risk assessment for build and breakdown (only required from space only stands, or shell scheme stands who are building within their stand – submit via Ops Squad Stand Plan Team.
• Any other documents you, or your contractors deem necessary e.g. Contingency Plan, Travel policies etc. We do not need copies of these documents.
• Logistics, Lifting & Delivery - Due to reduced loading space and time, there is a key focus on logistical planning. We encourage you to utilise our official logistics provider advanced warehouse offering.  If this is not practical, then please carefully read all of the below:
  • Book your vehicles through voyage control as soon as possible (System goes live 30 days prior to the event) – due to reduced loading space and time there are limited slots available and this is done on a first come-first serve basis. Vehicles without a time slot will be turned away.
  • Olympia Logistics Zone has a height limit of 4.4m – vehicles taller than this will be turned away.
  • All courier deliveries must be made directly to the official logistics contractor. You can either then collect these yourself or arrange for the lifting contractor to deliver to your stand. Use of couriers is discouraged for 2024 and we recommend using our official contractor.
  • Consider methods to reduce frequency of deliveries.
  • There may not be any available parking at the venue this year due to the redevelopment. Therefore exhibitors bringing products to Olympia during build-up and breakdown and want to unload a vehicle on site will need to book a time slot on the on-line booking system. If you are not bringing materials you are advised to get public transport to the venue. More information can be found here. 
  • It is essential that all material and freight is kept within the build area and not in the aisles/foyers etc. Build materials/furniture/AV and freight may need to be scheduled for different arrival times.
  • More details here.

• Venue & General Information – Detailed information on the venue including the address and other specific details you may find useful. The venue is currently undergoing renovations and more information can be found here– we are working very closely with the venue to ensure minimal disruptions. If you have any questions, we encourage you to get in touch.
  
• Exhibitor Catering - Refer here  for Catering Guidance from venue. Please contact Host Olympia to book your catering or declare your catering concession. Orders and declarations must be submitted at least 4 working days prior to show open by email or online. Orders after this time may not be able to be fulfilled. Any orders after this time that are fulfilled will have a 10% late booking fee added.
• Exhibitor & Contractor Welfare -  Useful steps to prioritise contractor and supplier welfare.

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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No early access will be permitted at The London Book Fair 2024.

All displays and exhibits must be completed and all excess products and packaging materials removed by 18:00hrs on Monday 11 March. Fines may be incurred by stands that are not completed by this time. Please note vehicle access to the halls via the West Ground loading area will close from Monday 11 March 16:30hrs and all vehicles will need to access the halls via Olympia Way. Please bear this in mind when scheduling any equipment coming to site and utilise the full build up period when booking your vehicles on the venue booking system as Voyage Control slots will be limited on Olympia Way.

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 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.

All materials, packaging and waste must be removed from the halls and stand dismantling complete by 12.00 hrs (mid-day) on Saturday 16 March. Any waste or materials left for the Organisers disposal will be charged to the exhibitor/contractor.

*If you are working onsite during the build up and breakdown 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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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 breakdown 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 break-down 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 Breakdown 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 breakdown each day. Please note that exhibitor badges are for show open only and cannot be used on build or breakdown days.

Contractor Registration is now live and every contractor coming onsite for build or breakdown 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 breakdown. It is strongly advised you complete your registration in advance of arriving onsite to avoid delays.

Before coming onsite:

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

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

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

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

Onsite:

1.       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 breakdown 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 
• No longer using lanyards and are moving to more sustainable e-badging
• 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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