Logistics: Traffic, Deliveries, Lifting & Storage

The Organisers & Venue are doing everything they can to ensure that build up and breakdown runs as smoothly as possible for everyone onsite, but all Exhibitors, Contractors and Suppliers also have a responsibility for this. Below are some ideas that you should be considering:

Want to avoid the traffic queues and potentially save money? Then why not send your goods/stand building materials to the Official Logistics Provider two weeks before the show, who will then deliver them to your stand in time for when you arrive onsite. See section below for more details.

You don’t need your furniture on the first day of build so be considerate of others and plan your deliveries accordingly.  To avoid the risk of furniture and dressing items being turned away during the first few days of build, why not arrange for these items to be stored with the Official Logistics Provider until you are ready for them.

No one enjoys getting stuck in exhibition traffic and it is very easy for courier drivers to refuse to deliver your items.  Therefore contact the Official Logistics Provider who would be more than happy to manage this for you instead.  Give them a call to see how they can help ensure a smoother onsite experience for you and your team.

If Brexit will have an impact on you delivering items to and from the exhibition then please click here for advice and guidance from the Official Logistics Provider who are more than happy to help with any further queries.

By preparing in advance and shipping early you are reducing the risk of delays or even your goods not turning up on time. Don’t risk it, act now and book Advanced Warehousing.

The organisers can not take responsibility for anyone’s deliveries/shipments.  They are also unable to provide EORI numbers. Do make sure that you check the guidance and speak to the Official Logistics Provider.

ILS Help Desk will be in the West Hall loading area.

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All exhibitors and contractors who are bringing stand materials and product to Olympia London and want to unload or load a vehicle on site will need to book a time slot on the on-line vehicle booking system.

Due to reduced loading space and time arising from the ongoing venue refurbishment, there is a key focus on logistical planning this year. Please carefully schedule any equipment coming to site and utilise the full build up period. We encourage you to utilise our Official Logistics Provider for advanced warehouse offering where possible.

This year access to the halls will be via H gate in West Ground or via B gate on Olympia Way. Olympia Logistics Zone has a height limit of 4.4m – vehicles taller than this will be turned away. Please note G Gate is not currently in use and please pay attention to the one way system around the venue.

Click here to view the Goods Access map.

Click here to view the Designated Smoking Areas and Build-up Services map.

Click here to know your designated zone.

Please note that the booking system goes live 30 days prior to the event and this is done on a first come first serve basis. To book your time slot, please go to the Venue system via https://voyagecontrol.com/olympialondon

• Select if you are an exhibitor or contractor.
• Tick the unloading zone you would like to use, a plan and a description of the zones is available if you want to check which zone to use.
• Enter your stand number and Exhibition Company name.
• Select whether you are booking for a drop off for the build or a pick up for the breakdown.
• Choose the size of the vehicle you are bringing.
• Add in your vehicle number plate and the name of the driver (if you do not have this information now you can add it later)
• Add in the postcode of your journey start point.

The next stage will show you the available days you can choose. Select one and then select time slot. You will then be asked to check your booking and confirm it. You can edit or delete it at any time. You can also print off your vehicle pass on site.

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Consider methods to reduce the number of deliveries and, where possible and safe, having single workers load or unload vehicles. Consider using the same pairs of people for loads where more than one is needed. Encourage drivers to stay in their vehicles where this does not compromise their safety and existing safe working practice. Enable drivers to access welfare facilities when required, consistent with other guidance. 

PLEASE NOTE that the Venue nor the show Organisers will accept or sign for any deliveries. All courier deliveries will be directed to the Official Logistics Provider.                 

Want to avoid any exhibition traffic and save time?

Then we strongly recommend that you consider booking the Advanced Warehouse option with the Official Logistics Provider. Send your goods around two weeks before the show and they will be stored and delivered directly to your stand when you are ready for it. It will not only save you time but could also save you money. Speak to the Official Logistics Provider now to see how they can help.

International Lifting & Shipping (ILS)

Contact: John Lawson

Email: [email protected]

Phone: +44 (0) 24 7633 7955

               

Can I use my own courier?

Yes you can but in our experience we do suggest that you consider using the Official Logistics Provider for the following reasons:

• Couriers find it difficult to navigate the venue traffic systems and often struggle to find specific stands within halls.
• Risk of courier drivers getting caught in exhibition traffic and not wanting to wait.
• They sometimes leave deliveries without signatures.
• Any deliveries that arrive before tenancy begins will be turned away.
• We are currently not allowing any couriers into the exhibition hall so all items are required to be left with the Official Logistics Provider.
• The organisers and venue will not accept or sign for any deliveries on your behalf.

So to avoid the stress of wondering whether your goods will arrive in time, speak to the Official Logistics Provider  and see how they can help and manage this on your behalf.

Please see the Official Logistics provider's booking portal and order form.

If you do decide to use your own courier company make sure that they have the correct address below.  Direct deliveries must not arrive at the venue before Friday 8th March - they will be returned to your local logistics/carriers depot. If there is no one at your stand to receive your delivery, and on the rare chance that the delivery is accepted at the Venue then please be aware that there may be an additional handling fee from the Official Logistics Provider.

 

Olympia London 

Hammersmith Road

Hammersmith

London W14 8UX

Phone: +44 (0)20 7385 1200
Website: www.olympia.co.uk

 

If it is necessary for you to have a delivery made during the show open period, please ensure that this is made prior to the show opening. Trolleys are not permitted on the show floor once the show is open and therefore any deliveries will have to be hand carried.  

Please do take the time to speak to the Official Logistics Provider who are very experienced in handling exhibition freight and will have cost effective solutions to make your planning experience both pre-show and onsite a lot easier so your time can be spent on more important things.

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Only the Official Logistics Provider may operate lifting equipment inside the hall and around the perimeter of the venue. Under no circumstances are any other lifting contractors permitted to use forklifts inside of the halls or in the loading areas.

To order a forklift or other lifting equipment for unloading or loading for stand materials and exhibits please contact the Official Logistics Provider to discuss your lifting requirements and to request a quote for their services.  We recommend that you make contact at the earliest opportunity with details of large or heavy exhibits as these may need to be positioned in the early part of build-up and may require special handling.

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Be considerate of others and keep the aisles around your stand clear at all times. Space Only contractors should not be delivering furniture and stand dressing items until there is sufficient space within the stand area to store them.  Items left in the aisles run the risk of being removed either by the Official Logistics Provider or cleaning team which will incur charges that will then be passed directly back to either the stand contractor or exhibitor.

To avoid this risk why not ask the Official Logistics Provider to store any items until you are ready to receive them on your stand? Delaying the delivery of furniture and dressing items will have a positive impact ensuring a smoother onsite experience for everyone, for example;

• Everyone on site can move more easily around the show floor
• The Official Logistics Provider can deliver freight quicker to stands
• Venue rigging department can navigate around the show floor easier so less delays
• Creates more space for your team to work
• Allows venue cleaners to sweep the aisles more regularly which will help to ensure a clean show for your clients on opening morning

No excess stock, literature, or packing cases may be stored around or behind your stand. If you require storage whilst on site at the exhibition (e.g empty cartons, boxes, literature etc.), please contact the Official Logistics Provider for a quote. They will collect items from your stand, store them and promptly return them to you during breakdown.

Be sure to collect packing labels from the Official Logistics Provider during build-up. If packing material are found un-labelled onsite, it may be treated as waste and removed.

Whilst every precaution is taken to ensure the safety and security of the storage areas, we cannot accept any responsibility whatsoever for any, loss or damage or any consequential losses which may befall on your property. Please refer to the Security Section for further information.

You must not begin removing items from your stand until the exhibition is closed and all visitors have left the hall. 

Trolleys will not be allowed on the exhibition floor until after this time. 

Please do not leave any goods unattended on your stand at this time. Breakdown is a busy period and your property is particularly vulnerable to theft and damage at this time. If you have arranged for a courier to collect items from your stand, please ensure that you are there to meet them. 

 

The organisers cannot be held responsible for any loss or damage to your goods. All portable and valuable items must be removed from the exhibition halls as soon as possible and by 12.00 hrs (mid-day) on Saturday 16 March. Any other items remaining in the halls after 12.00 hrs (mid-day) on Saturday 16 March  will be regarded as rubbish and disposed of. The cost for the disposal will be forwarded to the exhibitor or contractor.

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