Event Express have secured a number of hotel rooms close to the venue which have favourable rates and flexible terms. Please contact Event Express on the details below:
T: +44 (0) 1905 732 737
W: Event Express
PLASA 2018 is a trade event and as such is open to trade visitors over 16 years of age. Students over the age of 14 may attend if accompanied and registered by their tutor, or responsible adult. There are no crèche facilities at PLASA 2018.Alcohol
If you intend to serve or sample alcohol, please ensure you note this on your Stand Information Form
Please note you will need a personal licensee for your stand. Exhibitors are also reminded that there will be a limited number of stands permitted to serve their own alcohol to visitors. For further information on this please contact firstname.lastname@example.org
Levy Restaurants can provide alcohol to your stand and are also able to arrange ice deliveries and glassware. Should you wish to supply your own alcohol, please note that there will be a concession fee of £450.
T: +44 (0) 207 598 5700
W: Stand Catering Link
If you require Audio Visual solutions within your stand, please contact the official contractor for the show - Blitz Communications:
T: +44 (0) 207 598 5577
W: Blitz Communications Link
Valid during the build-up, open period and breakdown - please ensure that your team wear their badges when they are in the halls.
Valid throughout the build-up and breakdown. They are to be used by contractors or anyone who only requires access during these times.
You can collect your contractor wristbands from security on the doors.Banking And PDQ Machines
The nearest local banks are listed below.
132-134 Kensington High Street
+44 (0) 8457 555555
112 Kensington High Street
+44 (0) 8453 000000
92 Kensington High Street
+44 (0) 8457 404404
The Royal Bank of Scotland
175/177 Kensington High Street
+44 (0) 20 7937 3210
There are ATMs in the main entrance foyers of Olympia Grand, National and Central. A NatWest cash point machine is located on Olympia Way, opposite Kensington (Olympia) station.Banners & Rigging
Please contact Rob at Outback as soon as possible regarding any rigging requirements. Please be aware that anything over 500kg per point including the hoist weight will require a load cell installed alongside the point.
The Cost per Load cell is £150.00+VAT per point, which will include all cabling, management and labour during tenancy.
T: +44 (0) 208 993 0066
Children under the age of 16 are not permitted in the halls at any time during the show build up, open period or break down.Cleaning
Stands will be vacuumed prior to the show opening.
Please note that surfaces and exhibits will not be cleaned.
If you have any specific cleaning requirements you can arrange these directly with the venue on the number below or contact Kristina
T: +44 (0) 207 598 5511
Data Protection Policy (GDPR)
When using a lead retrieval tool to scan visitors’ badges and collect their personal data (as they disclose and consent to when registering) the exhibitor becomes the Data Controller and is then responsible for the safe and legal use and storage of this personal data.
Exhibitors should have a full data protection policy in place, including a statement of whether data is transferred outside of the European Economic Area. You are not required to send the policy to PLASA, however we recommend the team onsite have read and understood it. Visitors can – and may – ask to see an exhibitor’s data protection policy.
Visitors are also within their rights to decline to have their badge scanned by any exhibitor.
Further information regarding data protection can be found on the Information Commissioners’ Office website.Deadline Dates
There are 3 key deadline dates that we would like you to be aware of. Services can often be available after the deadline date however some of the costs may increase or availability may be restricted after this time.
12th July - Deadline 1
- Complex space plans
- Non-complex space plans
16th August - Deadline 3
- Audio Visual
- Car Parking
- Electrics and Lighting
- Flooring and Platforms
- Internet and Telecoms
- Lifting, Freight and Storage
- Oversized Exhibits
- Stand Design
- Stand Information Form
- Temporary Staff
- Waste Disposal
- Water and Waste
Please ensure deliveries are scheduled when someone will be onsite to receive them. If you are unable to guarantee this, please consider using Agility as they will be onsite and will only deliver once someone is there to receive the goods.
Please note that if a delivery needs to be offloaded with a forklift or if assistance is needed with manual offloading, please contact Agility on the details below:
The delivery address is:
PLASA London 2018
Company Name & Stand Number
Exhibitor Contact Name & Mobile Number
Olympia Exhibition Centre - National Hall
Please ensure your stand and exhibits are easily accessible to all visitors. Disabled persons must be provided with the same service, on the same terms and to the same standard that is provided to others and it’s unlawful to not make a reasonable adjustment for a disabled person. Your risk assessment must cover disabled visitors and we recommend that your staff are aware of your disabled facilities on offer. Further details about the Equality Act, and how you can obtain copies of the Act, can be found by clicking here.
Details can also be obtained via the following links:
If you require first aid, please contact a member of security or alert the organisers office so that the medic can attend, the Venue can direct the ambulance to a suitable location and ensure a swift path of access.
Please be aware that due to recent changes at Olympia the first aid room is not manned throughout the day. Please report to the organisers office or security should you need advice or assistance.Floral
Floral displays can be ordered from Old Acre Florists.
Artificial plants/flowers are not permitted, this is due to being combustible as well as giving off toxic fumes.
Silk-type flowers are acceptable, providing they are fireproof or have been treated and proof can be supplied.
If you would like to order a floral display for your stand, please contact Old Acre on the details below:
If you would like to serve food and/or drinks on your stand, please contact Levy Restaurants on the details below:
T: +44 (0) 207 598 5700
W: Levy Restaurants
Please order furniture using the recommended contractor, Freeman,
If you have booked a shell scheme package stand you will receive:
2 x chairs (black)
1 x table (black)
T: +44 (0) 247 630 9236
1) The stand contractor Freemans, offer a number of different ways to produce full sized graphics on to the stands, you can contact them on the details below.
2) You can attach your own items, such as posters and graphics, with velcro or double sided sticky pads. Please ensure you use fixings that will not leave a residue, as any damage caused will be charged for. Please do not stick anything to the metal work.
NOTE: If you are planning to produce full size graphics to cover the shell scheme walls please contact the Operations Manager to determine the shell scheme walling configuration. Depending upon the size of the adjoining stands, a number of 0.5m panels may be used to rather than 1m panels.
There is general Wi-Fi access throughout the hall which is sufficient for checking emails etc. but not for you to rely on for using to show presentations or streaming etc. If you need any specific, secure or maintained connection, please order this with eForce who are contactable on the details below.
Exhibitors are reminded that in accordance with the Rules and Regulations they must take out adequate exhibition insurance cover. Please read your exhibition stand Terms and Conditions sent out with your stand contract. Public Liability should be a minimum of £10m for exhibitors and contractors.
Whilst we take every precaution, we are not responsible for damage or loss to stand fittings and exhibits and cannot accept any responsibility for damage or loss of any properties introduced by the exhibitors and / or their agents / contractors. We advise you take out adequate insurance to cover your property.
Cancellation & Abandonment insurance to cover your costs and expenses is also highly advisable should you not be able to attend due to adverse weather for example, or if the Show was to be cancelled or abandoned for any reason. This is a specialist form of Insurance normally only found on a separate Exhibition Policy.
If you have any queries regarding insurance, please contact your Sales representative.Lifting, Handling & Storage
Agility have been appointed as the official contractor for lifting, handling and storage at PLASA London 2018.
The advantage of having the show official contactors is that they will be onsite during the build-up, open and breakdown periods of the show and are easily accessible.
Exhibitors and Contractors must have test certificates for any materials which they intend to use in the construction of a stand.
As a guide, plastic flowers (except fire retardant silk flowers), flammable paints and fabric backdrops (unless treated) tend NOT to be permitted.
If you have any doubts, please refer to the materials section of the eGuide.Music
A PRS Licence is required for all exhibitors playing any form of music such as CDs, tapes, DVDs, video and live music. The Performing Rights Society collects royalties on behalf of the composers. Exhibitors are responsible for obtaining a PRS Licence. Follow this link to apply for a licence: PRS Licence.
A PPL Licence is also required for all exhibitors for the use of all sound recordings (i.e. CDs, tapes, DVDs). The PPL collects royalties on behalf of the record label. It is the responsibility of the exhibitor to inform the organiser if they are playing sound recordings on stands as this licence needs to be applied for by the Organiser.
If you require a PPL Licence, please fill out the Stand Information Form. There is a cost for this of approximately £20 per day, and this will be invoiced by the Organiser.Operations Team
The EventShaper will be able to assist with any operational questions you may have over the upcoming weeks and months.
To contact them please use the details below:
Onsite, the team will be based in the Organisers’ Office which is situated next to the main entrance from Hammersmith Road.Parking
It may be cost effective to book your car parking space for the duration of the show in advance by visiting: www.olympia.london/visiting/parking/book-parkingRetail Policy
PLASA London is a ‘trade show’. The Exhibitor shall not sell from their stand without the express permission from the organisers before the show. Any exhibitor wishing to sell from their stand should make an application in writing to the organisers no later than 1 month in advance of the show so that each application can be judged on an individual basis. The organisers reserve the right to allocate and re-allocate space for these companies appropriately. The organisers reserve the right to refuse permission for sales to be made from an individual stand.
Whilst PLASA London is a trade show, each application received by the organisers to sell items will be treated on an individual basis. The following criteria will be applied:
- The application to sell does not contradict the trade show ethic. In general terms this is where the trade exhibition provides trade buyers (the visitors) a forum to meet trade suppliers and manufacturers (the exhibitors). The PLASA London is not a retail opportunity to sell product to non-trade buyers and end users.
- That the products sold do not pose a security issue.
- That the products sold do not affect other manufacturers exhibiting at the show.
Under UK law, you are required to undertake a risk assessment, however we will not request to see this unless you notify us of a specific risk within your Construction Phase Plan or Stand Information Form.
All exhibitors who are constructing their stand or arranging for someone else to construct on their behalf should ensure that a Construction Phase Plan has been carried out. Your Construction Phase Plan will serve as a useful tool to ensure you and anyone around you is safe.
CDM4Events is a good website explaining what is and isn’t required and by whom. They also have some good online templates that will assist you in providing the correct information.
If you have any questions regarding this, please contact Tabitha or call +44 (0)1444 811411.Risks
If you would like to have any of the below activities taking place on your stand during the show, please forward a risk assessment and stand layout showing where the activity will be taking place to email@example.com. Please note that most of the activities below will require specific licences or authorisation from the venue or Local Authority.
- Alcohol serving (restrictions apply)
- Babies and children on stands
- Dangerous & obnoxious substances, including flammable oils, liquids & gases, compressed gases / acetylene / LPG, as well as hot surfaces & naked flames
- Hazardous noise
- Hazardous processes or substances
- Preparation, cooking & dispensing of food
- Radioactive substances
- Seating (closely seated audiences) & seminars
- Simulators & rides
- Special effects, including lasers, real flame, smoke machines & strobes
- Special treatments (invasive - breaking the skin, e.g. ear piercing & non-invasive touching skin, e.g. massage)
- Temporary structures
- Visitor participation that may expose them to risks that would not normally be associated with visiting an exhibition hall
- Water equipment and features
- Working machinery & apparatus
Although every reasonable precaution is taken and the hall is patrolled day and night, exhibition halls are vulnerable places and the Organisers can accept no responsibility for any loss or damage which may occur to your staff or property from any cause. Please consider these security tips when planning your stand:
- Make contact with the event security company for advice on how secure any vulnerable/ valuable items
- Do not leave your items unattended at any time during the build-up, the open period or breakdown. Do not leave the venue until all visitors have gone each evening
- Think about how you position desirable items, especially where you may not be able to keep an eye on them
- Always secure desirables and valuable items. Typically, these are plasma screens, lap tops, mobile phones and handbags
- Ensure you have enough staff so that your area is not vulnerable to thieves and do not ask anyone else to watch over your property while you go for a break. They may become busy and not be able to keep an eye on it
- Remove all portable items of value each evening where possible, especially on show close evening. Do not leave them until the following day for collection
- Arrive in time for the show opening each day. Ensure your stand is staffed at least 15 minutes before the show opens, but remember the halls open early each day (please check timetable at the front of this document) for maintenance and re-stocking
- Use a lockable cabinet to store your personal possessions during the show open hours
- Consider using a night sheet
- Hire an alarm for your area if you have valuable or portable items
- Ensure your insurance arrangements cover you for this exhibition
If you are a victim of theft please report the matter immediately to the show security team.Site Rules & Emergency Procedures
Please pay careful attention to the Site Rules & Emergency Procedures and ensure they are circulated to all stand staff.Special Effects
If you wish to have any special effects, smoke machines or strobe lighting on your stand The venue and local authority require notification of any smoke machines, strobe lighting or any other ‘special effects’ intending to be displayed at PLASA 2018. Please complete the Stand Information Form by 16th August 2018.
Further information on the use of smoke machines and strobe lighting within the venue can be found in the Standfitting and Technical Regulations. Displays and equipment may be subject to an onsite inspection from the venue’s Fire Officers.Storage
Agility have been appointed as the official contractor for storage at the PLASA London 2018.
The advantage of having the show official contractors is that they will be on-site during the build-up, open and breakdown periods of the show and are easily accessible.
Water, waste and gas supplies can be ordered through Freeman Venue Services Limited by completing the Plumbing order form by Monday 20th August 2018 - Order Form. Please note there are restrictions within the halls on where plumbing services can be provided. Please discuss your requirements first with Freeman Venue Services Limited.