Venue & General Information

Exhibitors and contractors must remove all waste materials other than small items. Designated emergency aisles must be kept clear at all times - a floorplan of the emergency gangways can be found in the on-site Organisers' office. Please ensure you adhere to these rules to ensure a safe & accessible build up and you must co-operate with our Floor Managers. 

During the open period no objects must protrude from the stands into the aisles nor must furniture or displays or parts of displays be placed in the aisles. 

Under no circumstances may an Exhibitor (or staff member working on behalf of Exhibitors) be permitted to distribute any promotional material (including printed or other cards, circulars, articles, leaflets) at any point within the exhibition centre other than on their allocated stand space. This restriction includes the gangways surrounding your stand and all public spaces. 

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The consumption of alcohol onsite during build up and breakdown phase is strictly forbidden. 

The taking of illicit drugs is strictly forbidden at all times.

It is an offence to smoke or to knowingly permit smoking inside the venue premises. If you observe someone smoking, a complaint may be made to any member of the exhibition team. This also applies to e-cigarettes and vaping. Smoking and Vaping will only be allowed in designated smoking areas outside.

Alcohol provided for the purposes of hospitality must be supplied by Olympia London’s hospitality caterer

• Alcohol sampling must conform to sampling regulations
• Alcohol may not be sold or served at the venue before 9am
• Exhibitors are not permitted to retail alcohol for on-site consumption

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Helium Balloons, Blimps and Toy Balloons are not permitted.

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There are several cashpoints (ATMs) near Olympia Events. View map. Most payments at the venue can be made on card.

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Children under the age of 16 will not be permitted in the halls during build and breakdown under any circumstance. 

On event open days, no one under the age of 16 years will be permitted to attend unless they have obtained prior written consent of the Organisers and may be required by the Organisers to be accompanied by a parent or guardian.

Visitors with children will be responsible for their children and will be asked to put their mobile number on a wristband to be worn by the child.

Student groups will only be accepted by prior arrangement with the Show team.

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Enhance cleaning services can be ordered from the Cleaning & Waste Supplier. 

It is your responsibility to maintain your stand in a clean condition at all times. The cleaning of exhibits will remain your responsibility, as will any special services that may be required such as the removal of bulk rubbish. Standfitting materials, carpet, pallets etc. are not included in the cleaning service and must be removed by the exhibitor or contractor. Any costs incurred for the removal of this type of waste will be forwarded to the exhibitor concerned. 

Please note that you will incur charges if you or your contractor leaves excess waste during build up and breakdown.

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All demonstrations must be carried out in accordance with the Health and Safety at Work Etc, Act 1974 and the COSHH Regulations (Control of Substances Hazardous to Health). A Risk Assessment must be completed and available on-site. Failure to produce a risk assessment may result in the demonstration being temporarily suspended whilst the safety of the demonstration is ensured. 

The Health and Safety at Work Act 1974 requires that "any equipment being operated or demonstrated shall be inherently safe and not create a hazard to the demonstrator". For further advice and more detailed guidance, please contact our Operations team.

Demonstrations/noise

If any presentation/demonstration is deemed to be above an acceptable noise level, we reserve the right to cancel the presentation/demonstration. We would expect all exhibitors to show consideration for other exhibitors in the area. The Noise at Work Regulations 2005 and the Environmental Protection Act 1990 will be enforced onsite. 

The following will be considered as demonstrations:

• Special effects - lasers, strobes, smoke & pyrotechnics 
• All Special effects require prior approval by the venue so any exhibitors wishing to use special lighting, lasers or smoke machines etc. should submit a detailed proposal with Risk Assessment and Certificate of Apparatus for use to the Operations Team; we will then pass it onto the venue for processing. 

Special treatments - massage etc. 

Special Treatments/Massages - If any stand offers massages or special treatments to visitors, they should notify the Organisers immediately, as it will be necessary to apply for a Local Authority License. 

Unless otherwise agreed with the Organisers all performances must take place inside the stand space.

Presentations on products or services offered by the exhibiting company are permitted at any time during the show open times however they must abide to the following:

•  Presentation/demonstration likely to interest groups of 10 or more people must be located towards the centre of the stand.
•  Presentation/demonstration areas must be clearly shown on your stand drawings.
•  If it causes obstruction within the gangway and/or nuisance to any other exhibitor, we reserve the right to cancel the presentation/demonstration or restrict the frequency.
•  If AV equipment is used on the stand then the speakers must be positioned to face inwards of the stand design.

Music on Stands

If you’re exhibiting at a trade show, conference or exhibition, and you plan on using licensed music through either radio, TV, laptop, mobile phone, other digital devices and/or live performances on your exhibition stand, then you’ll need to purchase TheMusicLicence to cover you to do so legally.

Please go to Exhibitions | Trade Shows | Conferences | TheMusicLicence | PPL PRS for more details on the cost and how to order a music license.

If you would like any more information on the restrictions or guidance on your planned activity, then please do not hesitate to contact the Operations team. 

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Please remember that you are responsible for rectifying any damage caused to the fabric of the Exhibition buildings, by you, your agents or contractors. In your own interests you should satisfy yourselves as to the condition of your stand site before the building of your stand and after its clearance. It is essential to use a recognised adhesive tape when fixing any carpet directly to the hall floor as all carpet tape must be removed at the end of the exhibition. Any charges incurred by the organisers as a result of failure to remove carpet/carpet tape will be passed onto the exhibitor. The stand space must be completely clear and clean by the end of the dismantling period. Any waste left behind is subject to a charge.

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Please click here to get more information about Olympia London parking and disabled access.

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It is not permitted, without the prior approval of the Operations team, to engage in or permit filming, sound or video recording, telecasting or broadcasting within the Venue. If approved, in certain cases, such activities may be subject to an additional charge as determined by the Operations Team. Please contact the Operations team.

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First Aid will be available onsite. If you require medical attention please contact the Organisers Office or any member of the exhibition team.

All accidents and near-misses must be reported to the Organisers via the Organsiers' Office, Floor Managers, of Health & Safety Officers. 

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We provide connectivity solutions with a dedicated on-site monitoring centre and a professional, friendly support team. We will listen to your needs and tailor the best possible solution. We encourage exhibitors to order in advance for cost savings and peace of mind during the event.

• Wired Connection: Most consistent and reliable, with speeds of up to 10 Gbps available. Plug and play internet for exhibition stands - strongly recommended for all critical tasks.
• Wireless Connection: Easy setup. More flexible than wired but vulnerable to some wireless interference.  Great for emails and basic browsing.
• WiFi Zone: Fast and flexible. Exhibitors can attract visitors to their stand with a custom SSID and password - a great way to engage attendees and a good item to get sponsored. Enhanced security also available. Select from 10 user or 30 users.
• Additional Services: Patch leads, equipment, accessories, VLANs, telephony and bespoke networking solutions available.

• Light Browsing
  Suitable for: Checking emails, browsing the web and payments
  Recommended Speed per User: 2 to 4 Mbps
• Browsing and Communications
  Suitable for: All of the above, plus social media, lead capture, basic cloud apps, VoIP calls and connecting to your office network
  Recommended Speed per User: 5 to 10 Mbps
• Product Demos, Streaming Video Content, Conference Calls, Cloud and Web Apps
  Suitable for: All of the above, plus product demos, video conferencing, HD streaming and intensive cloud and web applications
  Recommended Speed per User: 10 to 25 Mbps
• High Demand Activities
  Suitable for: All of the above, plus large file transfers, multiple video streams, webinars and advanced marketing tools
  Recommended Speed per User: 50 to 100 Mbps

• Mobile Networks: Olympia Events is not responsible for the performance of 4G/5G networks. We are unable to assist exhibitors relying on mobile data for connectivity, and it is not recommended for exhibiting purposes.
• Visitor WiFi: We do not recommend using Visitor WiFi for exhibiting purposes as it is not designed for exhibitor needs. We cannot assist exhibitor issues related to Visitor WiFi.
• Check for 5GHz Compatibility: Older devices using the 2.4GHz band may struggle in busy areas. Ensure devices are 5GHz (802.11a) compatible for a more reliable connection.
• Onsite Rates: Orders placed once the show tenancy begins will incur higher rates, so make sure to order in advance.
• Update Your Devices: Make sure all software, security, and drivers on your devices are up to date before the event.
• WiFi Broadcasting is prohibited: Exhibitors are not allowed to install or broadcast their own WiFi networks. Any unauthorised connections will be disconnected to protect the event’s connectivity.
• Build-up and Breakdown: Connectivity services during build-up and breakdown are not guaranteed.
• If you have ordered a Wired Connection: Wired connections are supplied via Cat5e cables with RJ45 connectors. Ensure your device connects via DHCP. For Windows, unselect the proxy server and enable DHCP in network settings. For Mac OSX, check TCP/IP, DNS, and Proxies settings, and turn off WiFi to prioritise the wired connection.

Need some guidance? Contact us at +44 (0)20 7598 2400 or email [email protected].

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The Public Address system is for use of the Organiser and Authorities only. Only official and emergency messages will be broadcast, any requests for information to be announced will be refused.

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By entering into an agreement to attend this exhibition you warrant to RX Global that all designs and artwork on or relating to your stand and any exhibits and items displayed on your stand shall not infringe any trademarks or copyright or patents or other intellectual property rights of any third party in any way.

In the event that the exhibition is under any legal obligation (whether by virtue of a court injunction or order or judgement or a recommendation or decision of a Trading Standards Officer or otherwise) to have removed either any item or items displayed on your stand or any design or artwork on or relating to your stand then (without prejudice to any other rights which RX Global may have) RX Global reserves the right to assist the relevant authorities and where appropriate to have that item or items removed from your stand or to close your stand at the exhibition. No compensation or damages will be payable as a result of such removal or closure by RX Global.

The Organisers cannot accept responsibility for any conflict of trading at the Exhibition

Please be advised that it is an offence under Section 107 (3) of the Copyright, Design and Patents Act 1998 to screen films in public without a non-theatrical licence. For further advice on copyright please contact Federation Against Copyright Theft (FACT).

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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. 

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Please click here to view the site rules for the build and breakdown of the event.

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