PETEX 2018 Exhibition Manual


To download the full PDF version of the Exhibition Manual, click here

Contractor Passes Form

Electrical Mains Order Form

Electrical Order Form

Exhibitor Audio Visual Rental Order Form

Furniture Order Form

Furniture Order Brochure

Name Board Order Form

Shell Scheme Extra Order Form

VAT Reclaim Form for Overseas Exhibitors

Risk Assessment Template for Shell Scheme / All-inclusive Exhibitors 

Risk Assessment / Method Statement Information for Space Only Exhibitors

 

Section One – Organising Team, Official Contractors and Service Providers

PETEX Organising Team

PETEX 2018 is organised by the PESGB
PETEX Organising Team

Event Manager Event Intern Finance
Sales, Sponsorship, General information Sales, General information Payment and Invoicing
Ben Gardner Stephanie Best Vino Peterson
ben@pesgb.org.uk stephanie@pesgb.org.uk vino@pesgb.org.uk
+44 (0) 20 7408 2000 +44 (0) 20 7408 2000 +44 (0) 20 7408 2000

Please contact events@pesgb.org.uk for general enquires.

 

Official Contractors and Service Providers

When an exhibitor submits a booking form, they choose to give us permission to share their contact details with our approved suppliers, listed below.
If an exhibitor does not give us permission, we will not pass on their details and they will need to arrange to contact the contractors separately.

You should certainly expect to be contacted by Publishing Events regarding your complimentary entry in the Exhibitor Manual.

Official Contractors and Service Providers
Accommodation
Rebecca Holder
Event Express
http://www.eventexpressuk.co.uk/petex-2018/
Email: reservations@eventexpressuk.com
Tel: +44 (0)1905 732737

Advertising (Exhibition Catalogue)
Annette Ward
Publishing Events
Email: a.ward@publishingevents.com
Tel: +44 (0)20 7841 5961

Advertising (On site)
Sarah Mytom-Hart
Marketing & Communications Executive, Olympia London
Email: Sarah.Mytom-Hart@olympia.london
T: +44 (0)20 7598 2780

Advertising (PESGB Magazine)
Jay Patel
PESGB
Email: jay@pesgb.org.uk
Tel: +44 (0)20 7408 2000

Audio Visual
Gavin Frost
Blitz, a GES company
www.blitzges.com
Email: GFrost@blitzges.com
Tel: +44 (0)20 7598 5575

Carpet
Showlite
Jo Richards
jrichards@showlite.co.uk
Tel: 01264365550

Catering
Levy UK Restaurants deliver fresh exciting food straight to you, including freshly baked morning pastries to canapés, chilled champagne to freshly brewed coffee.

You can order directly from their website or by calling the number below:
http://levyrestaurants.standdelivery.co.uk/PETEX2018
Tel: 0207 598 5700

Should you be planning on bringing your own supplies for your stand please contact OlympiaHospitality@compass-group.co.uk
Tel: 0207 598 5700
To get a quote for concessions / corkage charges. Please note this does include coffee machines.

Chemicals
If you intend to use any chemicals, you must notify the Ben Gardner immediately to discuss this further. Olympia’s regulations and the COSHH regulations must be adhered to.

Cleaning
Cleaning services are provided by Olympia London.
Your stand will be vacuumed each day and rubbish will be removed, but exhibits will not be cleaned. Please leave bags of rubbish in the gangway after the show has closed each day for collection.
If you have a night sheet or locked areas on your stand you wish to have cleaned, please leave a key at the organiser’s office.
If you anticipate requiring excessive cleaning, please contact the PESGB Office

Electrics
Showlite
Jenni Green
jgreen@showlite.co.uk
Tel: 01264 365550

Floral
Olympia London recommends the following florists:

Interflora (24 hrs) 0844 453 5600
Fleur 282A Kensington High Street 020 7602 1314
Fast Flowers 609 Fulham Road 020 7381 6422
Turners 3 Beadon Road 020 8748 5536

Furniture
Showlite
Joe Belbin
jbelbin@showlite.co.uk
Tel: 01264 365550

Graphics Services
Showlite
Jo Richards
jrichards@showlite.co.uk
Tel: 01264 365550

Insurance
Neil Bunce
Churchill Insurance Consultants Ltd.
17 Heritage Avenue
London
NW9 5FW
Tel: +44 (0) 20 8511 1070
Fax: +44 (0) 845 564 0799
Email: neilb@churchillins.co.uk
Web: www.churchillins.co.uk

Internet and Telecommunications
eForce provides advanced Internet and Information Technology solutions for customers at Olympia London
A state of the art digital communications infrastructure delivers a full range of advanced technology services, including: Wireless & wired high speed access to the internet, wireless telephony, on-site managed intranets, remote access via secure VPN’s, ISDN, PC’s and facsimile rental services.
Tel: 020 7598 2400
Fax: 020 7598 2757
Email: sales@eforce.co.uk
Web: www.eforce.co.uk

Logistics, Shipping and Storage (incl. Lifting)
Rasa Margyte
Meritex
Tel: +44 (0)139 245 4998
Email: Rasa@meritex.co.uk
Website: www.meritex.co.uk

Meeting Room Bookings
There will be limited number of meeting rooms available for booking at PETEX 2018. If you are interested in booking a slot, please contact the PESGB office (events@pesgb.org.uk).

Nameboard forms
Showlite
Eryn Jayne
nameboards@showlite.co.uk
Tel: 01264 365550

Parking
Olympia Car Parks
Tel: +44 (0)20 7598 2515
Website: www.olympia.co.uk/visiting/parking/book-parking

Photographers
Dean White
White Partridge
Email: dean@whitepartridge.co.uk
Tel: 07861 386419

Registration
PESGB
Tel: +44 (0)207 4082000
Email: events@pesgb.org.uk
Website: https://www.petex.info/
You will be sent an email regarding your complimentary registration quota from which you can register both complimentary and paid for registrations for your company.

Security
The Event Partnership
Should further security detail be required, please contact events@pesgb.org.uk / PESGB Office.

Shell Scheme
Showlite
Jo Richards
jrichards@showlite.co.uk
Tel: 01264 365550

Show Catalogue
Annette Ward
Publishing Events
Email: a.ward@publishingevents.com
Tel: +44 (0)20 7841 5961

Please be aware of organisations such as Event Fair, FairGuide.com/Construct Data Verlag, Expo Guide and International Fairs Directory are targeting exhibitors with their misleading directory services. These companies have no connection with us or any of our events. Unsuspecting exhibitors who sign and return the form are then contracted into a three-year, non-retractable agreement, which could cost the exhibitor a significant amount of money. Please ensure you read all the small print prior to signing any documents or contracts relating to the conference.

Standfitting items
Showlite
Jo Richards
jrichards@showlite.co.uk
Tel: 01264 365550

Water and Waste, Compressed Air and Gas
The official contractor is solely responsible for the supply and connection of natural gas, compressed air, water and waste services. Exhibitors requiring these services should contact OPEX venue as soon as possible.

OPEX Venue
Tel: 020 7370 8389

 

Section Two – Timetable

Build-up times

PETEX 2018 builds up over two days – Sunday 25th November to Monday 26 November 2018.

Space only stands Sunday 25 November 08.00 – 18.00
Monday 26 November 08.00 – 20.00
Shell Scheme and All-Inclusive Monday 26 November 08.00 – 20.00

Please note that all stand construction, preparation and dressing must be complete by 20:00 on Monday 26 November.
From 20:00, all gangways must be clear of exhibits, packaging and stand fitting materials so that cleaning and final carpet fitting can commence.

Pre-built Traditional Shell Scheme and All-inclusive stands will be ready for dressing and preparation from 8:00 on Monday 26 November.

 

Opening hours
Exhibitors Exhibitor Registration Show hours
Sunday 25 November TBC
Monday 26 November 10.00 – 18.00
Tuesday 27 November 08.00 – 20.00 08.00 – 19.00 09.00 – 17.00
Wednesday 28 November 08.00 – 20.00 08.00 – 19.00 09.00 – 17.30
Thursday 29 November 08.00 – 20.00 08.00 – 19.00 09.00 – 17.00

 

Breakdown

Once all visitors have left the halls, exhibitors and contractors are able to start the breakdown of their exhibits and stands as follows:

Thursday 29 November 17.00 – 21.00
Friday 30 November 08.00 – 18.00

No exhibits are to be removed before the exhibition closes at 17:00 on Thursday 29 November nor are any contractors to be allowed into the exhibition area until this time. Please ensure your contractors are aware of this.
The Hall must be clear and vacated by 18.00 hrs on Friday 30 November 2018.

Access for Vehicles during Build-up and Breakdown
See Section Seven for full details.

Section Three – A to Z of Useful Information

Accidents
If you are involved in, or witness an accident or near miss while on site, please report it to the Organiser’s Office immediately.
The medical centre is located on the gallery level of the Hall and is open throughout the tenancy period.
It is staffed during normal tenancy hours and can be contacted via the Control Room on 020 7598 2411. All Control Room staff are first aid trained and will respond to incidents outside the Medical Centre’s hours of operation.
In case of emergency it is imperative that you contact Olympia security control on 020 7598 2666 (internal phone 2666) to request medical attention, rather than calling an ambulance direct as there are paramedics on site who will be able to give treatment more quickly. Do not call 999. Olympia security will direct effective help to the correct location quickly and accurately.
Please ensure that you and your staff have this number available and programmed into your mobile phone.

 

Accommodation

Event Express is the recommended accommodation agent for PETEX 2018.
A variety of hotels and serviced apartments to suit every budget is available close to the venue.
Contact: Rebecca Holder
http://www.eventexpressuk.co.uk/petex-2018/
Email: reservations@eventexpressuk.com
Tel: +44 (0)1905 732737
A full hotel listing and booking service for individual accommodation requirements is available via the Olympia London website at www.olympia.london

 

Advertising Olympia London
There are extensive sponsorship and advertising opportunities available at Olympia London.
Sarah Mytom-Hart
Marketing & Communications Executive, Olympia London
Email: Sarah.Mytom-Hart@olympia.london
T: +44 (0)20 7598 2780

 

Advertising PESGB Magazine or Show Catalogue

Please see Section One for the relevant contact or the Appendix for an order form.

 

Advertising and Publicity

The Venue must be referred to as “Olympia London” on all promotional material and using the standard logo wherever possible.

 

Alcohol and Drugs Policy
The consumption of alcohol is not permitted during build-up and breakdown. The venue has a strict drugs and alcohol policy which allows them to offer to test or eject from site any contractor suspected of being under the influence of drugs or alcohol.

 

Alcohol Sale/Supply/Sampling
Any sale or supply of alcohol at the show must be agreed and licensed by the venue. Selling alcohol for consumption at the show is not permitted.

 

Animals
Assistance dogs are welcome in the venue. If you do have advance notice, please inform Ben Gardner in the PESGB office.
Written consent must be obtained from the venue for any animals, wild or domestic (other than assistance animals), to be permitted on the premises.

 

Audio Visual
Our preferred supplier is Blitz communications. Blitz Communications one of Europe’s largest audio visual rental and staging suppliers, provides cutting edge technical solutions to live events, from conferences, award ceremonies and exhibitions, to parties, product launches and religious festivals.

Gavin Frost
Branch Manager
www.blitzges.com Email: GFrost@blitzges.com
Tel: +44 (0)20 7598 5575

 

Badge Scanning
Delegate badges will contain a QR code which can be scanned using a QR Scanner app. Please ensure your app has got a history feature. Each badge scanned will instantly give you the person’s name and basic contact information.
Note: You must ask delegate’s their permission before scanning their badge.

 

Badges/Passes

No badge, no entry. Due to the heightened security in London, we will be very strict on this ruling at all our entry gates. No one will be admitted into PETEX 2018 without an exhibitor, delegate or contractors badge or pass. Badges are non-transferable between delegates.

Vehicle passes are required to be displayed in the windscreen for access to the loading areas during build-up and breakdown.

 

Balloons
If you are using helium-filled balloons on your stand, please make sure they are secured, as charges for recovery will be incurred if any float to the roof. You must remove any helium cylinders from the venue before the show opens.

 

Banking
Also see Cash Machines
A free ATM is located opposite Kensington (Olympia) Station, on Olympia Way, and branches of major banks can be found on the nearby Kensington High Street.

Barclays
208 Kensington High Street
W8 7RJ
t: 0845 755 5555
w: barclays.co.uk

HSBC
92 Kensington High Street
W8 4SH
t: 0845 740 4404
w: hsbc.co.uk

Lloyd’s Bank
112-114 Kensington High Street
W8 4SN
t: 0845 300 0000
w: lloydsbank.com

Natwest
55 Kensington High Street
W8 5ED
t: 0845 303 0955
w: natwest.com

Santander
142-144 Kensington High Street
W8 7RL
t: 0845 765 4321
w: santander.co.uk

 

Banner Sites
It is possible to hang banners from certain areas of the hall. Please contact the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk ) for details on cost and locations available. Banner sites will be limited and sold on a first come first served basis. All requests for banner sites must be submitted ASAP. PETEX will then obtain bulk costs from the shows’ riggers and advise exhibitors.
All hanging banners above stands will be subject to approval by PESGB Conferences Ltd and Olympia London who need banner plans to preserve integrity of show. Banner size should not exceed either the stand dimension, or 40sqft and will be placed at an angle to the view from the front entrance and should not in any circumstances extend over the stand of another exhibitor.

 

Build-up and Breakdown
See Section 2.

 

Business Services
Business Centre facilities are available in the venue management offices. Services offered include incoming and outgoing fax, photocopying and printing, Internet access and PC workstations with standard office software.

 

Cash Machines
There is an ATM in the main entrance foyers of the National Hall, although there is a fee to use it. A free National Westminster Bank ATM is located opposite Kensington (Olympia) Station, on Olympia Way, and branches of major banks can be found on Kensington High Street.

 

Catering
Situated within the Exhibitions halls are a number of catering outlets – some of which will also be open during the build-up and breakdown periods.

Stand Catering
You can order directly from their website or by calling the number below:
http://levyrestaurants.standdelivery.co.uk/PETEX2018
Tel: 0207 598 5700

Should you be planning on bringing your own supplies for your stand please contact OlympiaHospitality@compass-group.co.uk
Tel: 0207 598 5700
To get a quote for concessions / corkage charges. Please note this does include coffee machines.

 

Chauffeur Services

Olympia London recommended Chauffeur Services are:

  • Abbey 020 8969 2777
  • Browns 020 8589 9993
  • Don Williams 020 8766 8811
  • Hurlingham Cars 020 7381 1111
  • Maxwell Cars 020 8748 3000

 

Chemicals

If you intend to use any chemicals, you must notify the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk ) and supply a risk assessment, to comply with the venue’s regulations. The COSHH regulations must be adhered to.

 

Children

We regret due to insurance conditions, children under 18 are not allowed into PETEX 2018 at any time including build-up, breakdown or show times. This rule includes exhibitors’ children and is to comply with health and safety regulations. There are no crèche facilities at this event.

 

Cleaning

Cleaning of gangways, permanent staircases and peripheral areas will be undertaken by Olympia London’s appointed cleaning contractor.
If you have booked Shell Scheme or All Inclusive your stand will be cleaned which includes: Vacuuming of carpets or sweeping and mopping hard floor and Emptying bins on single storey stands.
Exhibitors and their contractors must remove excessive or hazardous waste at the end of the show, otherwise charges will be incurred.

Excessive waste is defined as: more than 2 boxes of literature, stand fitting material, pallets, material packaging and quantities of unsold stock or ‘give-aways’.
Hazardous waste is classified by the 2005 Hazardous Waste Regulations as:
light bulbs and fluorescent tubes, electrical equipment and fittings, gloss and emulsion paint and their containers, cooking oils and their containers, aerosols both full or empty, oils and lubricants and oily rags.

If you require an enhanced service to your stand, or you have booked space only, please contact the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk)

 

Cloakrooms
The main cloakroom is located at the front of the Exhibition.
The cloakroom will open half an hour before the show opens until half an hour after the show closes each day. Any left items will be taken to the Security Suite. Please contact the Organiser’s Office for assistance. Items left in the cloakroom are chargeable at £1 for most items and £2 for larger bags and suitcases.

 

Contractor Passes
These will be issued for your contractors in advance of the Exhibition. These must be worn during build up and breakdown of the Exhibition. They will not be valid during the opening days. Please see form in Appendix.
Exhibitors are required to supply the organisers with details of any outside contractor (other than those mentioned in this manual) appointed to work on a stand.

 

Convenience Stores
There is a Tesco Express located just outside Olympia London. Its address is 69-77 Hammersmith Rd, Hammersmith, London W14 8UZ

 

Courier

Please see Freight / Courier Service for details of our freight, lifting and courier service

 

Day Nursery & Creche
Please note, children are not allowed at PETEX 2018 at any time due to insurance conditions. Unfortunately, there are no crèche facilities at this event.

 

Delegate Bags

Insert an item in the PETEX 2018 delegate bag, is available as a sponsorship option. Please contact the PESGB office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk) for further details.

 

Deliveries

Deliveries should not be sent to site until a representative of your company is present to sign for your delivery. Venue staff will not sign or take responsibility for deliveries. All deliveries must be between 25 – 30 November during hall operating hours and be addressed as follows:

Addressee Name
Company Name and Stand Number
PETEX 2018
National Hall
Gate B
Olympia Exhibition Centre
London
W14 8UX

Any deliveries to your stand on show open days must be completed and your vehicle removed from the loading areas no later than half an hour before the show opening time. The venue will not allow the show to open if vehicles are blocking fire exit routes and trolleys are not permitted on the exhibition floor during open hours in consideration of public safety.

Deliveries are not allowed during event open hours, as trolleys are not allowed on the show floor once the show is open. In exceptional circumstances, please contact the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk) to discuss further.

 

Dilapidations

Exhibitors are liable for any damage caused to the building floors, walls, columns, iron works, shell scheme equipment or other Centre property. No Exhibitor may apply paint, lacquer, adhesives or coating, to building columns and floors or to shell scheme. No bills, signs, floor coverings or other articles shall be pasted, nailed, taped, or otherwise attached to the walls, floors, ceilings, columns, partitions, shop fronts, or trim except under the direction, and written consent of PESGB Conferences Ltd. Please note that nothing may be fixed to the fabric of the building or bolted to the floor.

Any damage caused to the fixtures and fittings of Olympia London will be charged to the Exhibitor. An Olympia London representative will carry out a dilapidation inspection with the organiser at the beginning and end of tenancy. Any damage to the building, over and above normal wear and tear, will be charged accordingly. Please see the Earls Court and Olympia Additional Charges Rate Card for details of the charges.

All items should be removed at the end of the show. Please note exhibitors will be charged for any goods/materials/pallets/deliveries or miscellaneous items left on site.

 

Disabled Facilities
Further information is available at olympia.co.uk

Access: Olympia Grand has a wheelchair lift, and Olympia West, Olympia Central and Olympia Conference Centre entrances have ramps. There are passenger lifts to the upper levels.
Exhibitors should ensure that their stands are easily accessible to all.

Toilets: The locations of accessible toilets are indicated on the ‘Services’ plans in the Plans section. These should be incorporated into your catalogue and directional signage.

Parking: Step-free access is available to all levels of Olympia London’s car parks. Wide parking bays are available for wheelchair users on a first come, first served basis in the lower-ground floor of the multi-storey car park.

Wheelchairs: A limited number of manual wheelchairs are available on loan to visitors from the Control Room. It is advisable to reserve these in advance by phoning 020 7598 2411. They are available on a first come, first served basis and a deposit will be required

 

Diversity and Inclusion
PESGB and PETEX 2018 are committed to promoting equality, diversity and inclusion in the oil & gas community.

We would therefore invite you to consider the following points, when designing your stand:

  • The theme of your stand should be fun and interesting, but please ensure it is suitable for a professional event
  • Please ensure everyone who are associated with your stand are dressed suitably in business attire. Staff wearing fancy dress items or casual clothing may be permitted, but will require written approval by the PETEX event manager or the staff may be restricted from entering the event
  • If you are using promotional staff, please consider the role you are asking staff to undertake; if it could be seen as objectifying them as men or woman, it will not be permitted.
  • Where possible, try to have a diverse mixture of staff on your stand (Gender, age, ethnicity etc)
  • As an exhibitor, it is your responsibility to ensure that your stand is accessible for people with any disabilities. Please ensure that you consider accessibility to your products and services for disabled people when designing your stand. This may include (but not exclusively) providing wheelchair access ramps, induction hearing loops, low level desks, transaction aids and appropriate signage. If you are building a double-decker stand, you should ensure that the services provided on the upper deck are also available at ground floor level.
  • Useful information on accessible stand design is contained in the eGuide at aev.org.uk/eguide

Please note that if a stand is non-compliant with PESGB equality and diversity policy or does not meet the requirements set out above, your stand may be closed and not be able to open again until the requirements are met.

 

Electrical and Lighting

Also see section four, five and six accordingly

All electrical installations completed by either Showlite, or an unofficial electrical contractor employed by the exhibitor or stand contractor must be carried out by a qualified or competent person(s) and the installation will require an initial inspection and the subsequent dead and live tests in line with the current e-guide and in conjunction current IET Wiring Regulations 17th Edition. BS7671:2008 incorporating amendment No.3:2015 BS 7671:2008

A temporary supply must be ordered for use during build-up and breakdown, if required. Use of the venue’s electrical sockets is not permitted and cables must not cross gangways. Once power has been energised during build-up, it will be switched off each night, including the pre-open night. If you need power overnight, you will need to order a 24 hour supply.

Power to your stand will be switched off 30 minutes after the show closes each day and will not be switched back on until the following morning. If you require 24 hour power, please arrange this with the electrical contractor. On the last open day, power will not be switched back on under any circumstances, due to the hazards presented during the breakdown of stands. If you need a supply beyond this time, please arrange this with the electrical contractor.

Showlite Ltd have been appointed as the official on-site electrical contractor. If any electrical services are required, please contact:

Jenni Green
jgreen@showlite.co.uk
Tel: 01264 365550

All electrical installations must comply fully with the eGuide, which can be accessed at www.aev.org.uk/eguide. The following is a brief summary of key points:

General
• Electrical fittings should be ordered from the appointed contractor on the official order form in this manual.
• All electrical equipment and exhibits must be guarded to prevent accidental contact with live terminals. Items intended for use on stands must be PAT tested and labelled accordingly.
• Electrical cables must not be run under carpet or up stand fitting support posts. Cables on the floor which may be walked on must be protected by conduit or with protective ramping (tape is not acceptable). All other wiring below 2.4 metres must be protected in PVC or metal tubing.
• In the event of electrical failure, please report this to the organisers’ office.

Lighting
• Light fittings must be secured using clips or heavy-duty electrical ties and earth bonded appropriately.
• Light fitting flex must not be draped across the ceiling grid (if applicable), or left hanging in coils or wrapped around any part of a metal structure. Cable ties must be used to secure flex to the structure.
• Spotlights/floodlights/halogen lamps, etc must be guarded and mechanically fixed, so as to prevent risk of injury to persons.
• All lighting must be kept at least 300mm away from muslin/fabric ceilings and other combustibles.
• Lighting circuits must not exceed 1,000 watts. They must not be looped or connected to power circuits.
• Heavy fittings (over 1 kg) require a secondary means of support.
• Neon lights may be used but a fireman’s switch must be incorporated. Please contact the Showlite electrical office to arrange.
• All Lighting Rigs must be bonded with a separate Earth brought back to Venue Switch using the correct conductor size

Socket Outlets
• Only one 4-way extension lead may be connected to a 500w socket outlet, and the maximum length of lead permitted is 2 metres
• Extension leads must not be plugged into other extension leads (commonly known as ‘daisy-chaining’).
• Block adaptors and drum reel extension cables must not be used.
• No more than ONE appliance may be plugged into a 1KW/2KW/3KW switch socket.(E-Guide reg)

All electrical work, equipment and wiring must be carried out in accordance with the electrical regulations laid down by the Local Authority, IEE, National Association of Hall Owners, the Health and Safety at Work Act 1974 and the Electricity at Work Regulations 1989. Items which do not meet the required standard will not be connected to the Halls supply.

 

Emergency
Please ensure that you are familiar with the procedures to be followed in the event of an emergency at the venue. Please see appendix

 

Exhibitor Registration

Exhibitors receive one full complimentary registration for every stand booked or for every 6 sqm space booked. Please ensure technical support staff, etc, are included in your complimentary allocation as no further complimentary registrations will be available.

Complimentary registrations are being processed by PESGB. You will be contacted via email with your allocation for both complimentary registrations.

Exhibitors will be issued with a special exhibitor’s badge which will guarantee early and late access to the exhibition hall and also appropriate access during build-up and breakdown. Also included is access to the conference, poster sessions, cocktail party and copies of all of the delegate information. It doesn’t include any general catering, transport costs or accommodation costs. General contractor badges will also be available during build-up and breakdown.

Pre-registered exhibitor delegates will be sent their badge and voucher for the delegate information approximately two weeks before the show. There will be a special exhibitor only registration on Sunday afternoon, 25 November, and on Monday, 26 November, from 1000-1800. Exhibitors will not be admitted without their badge. Please note that individuals must collect all documents and cannot be bulk-collected by one individual.

Exhibitors are entitled to ten complimentary exhibition guest passes for the final day at PETEX 2018. You will receive more information regarding this closer to the event. The individuals taking up these places will be required to collect their badges onsite. This badge will only allow access to the exhibition and doesn’t include delegate documentation.

 

Filming
PETEX 2018 will be making a short promotional video of the event and as such there will be a videographer and photographer onsite. By attending the event, you are agreeing that we have permission to use photos and videos of your stand and those people attending. If you have any concerns, please the PESGB office.
If you are planning on having any filming at the show, you must inform Ben or Stephanie in the PESGB office, as there are regulations which will need to be followed.

 

Fire Safety Regulations

Also see Section four, five and six accordingly
The following regulations are included in the eGuide (www.aeo.org.uk/eguide) and must be complied with by all contractors and exhibitors. They do not apply to exhibits:
All materials used in the construction of stands, features and displays, including signs and fascias, shall be:

  • of a suitable nature and quality for the purposes and conditions of their intended use
  • adequately prepared and fixed in order adequately to perform the functions for which they are designed
  • non-combustible, inherently non-flammable or durably flameproof in accordance with BS476-Part 7
  • water-based, where applicable, e.g. adhesives and paint

British Standards are the minimum acceptable standards for construction materials. Suitable samples of materials may be submitted to the venue for approval. Materials may be tested on site to ensure that they comply.
Decorative materials
Decorative materials used for stand dressing must be flame proofed or purchased already treated by use of the appropriate chemical.
Untreated wallpaper and similar thin surface finishes, not exceeding 1mm in thickness, may be accepted, provided they are firmly fixed.
Artificial plants and flowers are combustible and give off toxic fumes. Therefore they must not be used for stand dressing. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such.

Fabrics, drapes, curtains and hangings
Drapes, curtains, hangings, etc, must be inherently or durably flame-proofed. Otherwise they may be treated with a proprietary flame retardant. Test certificates must be available for inspection for any materials intended to be used.
Fabrics used for interior stand decoration must be fixed taut and/or in tight pleats (not loosely draped) to a solid backing, secured above floor level and not touching light fittings.
Curtains on exit routes should hang 75mm clear of the floor, be parted in the centre and not conceal any exit signs.

Floor covering
All floor coverings must be secured and maintained so that they do not cause a hazard. Fixing of floor coverings to the hall floor in uncarpeted halls (all except Olympia Central, Levels 2 and 3) may only be carried out using approved tape. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are prohibited.
The organiser will incur a charge for any tape not removed by the end of the tenancy period, or any damage caused to the hall floor.

Glazing
All glazing used in the construction of stands must consist of safety glass (laminated or tempered) a minimum of 6mm thick. Areas of glazing within 800mm of floor level and over 0.5m2, where the smaller dimension of the pane is greater than 250mm, must conform to the thicknesses shown below (in order to comply with the ‘Code of practice for safety related to human impact’):

Nominal thickness Maximum pane size dimensions
8mm 1100mm x 1100mm
10mm 2250mm x 2250mm
12mm 4500mm x 4500mm
15mm or thicker no limits

Any uninterrupted, large areas of clear glazing shall be indicated with warning stripes, dots, logos, etc. Overhead glazing shall be of wired or laminated glass, or be otherwise adequately protected from shattering.
Night sheets
Night sheets must be made of inherently non-flammable material or of material satisfactorily treated to render it non-flammable. They shall be stored rolled-up and firmly secured and not cause any obstruction while not in use.
Paint
Only water-based paint may be used on site. If paint-spraying equipment is to be used, the method must be approved by the venue and not cause a nuisance to others. Protective measures shall be taken to ensure that no paint is spilt or sprayed on to the fabric of the building. Only water-based paint may be used on site. If paint-spraying equipment is to be used, the method must be approved by the venue and not cause a nuisance to others. Protective measures shall be taken to ensure that no paint is spilt or sprayed on to the fabric of the building.
Plastic
All plastic, including plastic plants and materials used for vision panels, etc, must conform to BS476-Part 7, Class 1. Polycarbonate materials are acceptable.
Timber
Timber under 25mm thick must be impregnated to Class 1 standard. Treated materials should have ‘BS476-Part 7, Class 1’ marked on them.
Boards, plywood, chipboard, etc, must be treated if under 18mm thick. The exception to this is MDF, which is acceptable for use due to its density. MDF may not be machined on site, as its dust is hazardous to health.
Upholstery
Upholstered seating must be non-combustible and marked with the appropriate standard.

 

First Aid
Please also see Accidents.

The venue provides emergency first aid assistance to anyone who needs it. Please contact the nearest security personnel or the organiser’s office for help. Alternatively, there is a first aid room on the Gallery/Level One, from where help can be summoned.

If you believe an ambulance needs to be called, please ensure that this request is directed to the venue’s control room on 020 7598 2666. The staff’s knowledge of the venue and where to direct the ambulance could save vital time.

The organiser will be able to direct you to a pharmacy close to Olympia London for supplies of plasters, headache tablets, etc.

 

Furniture

Furniture can be hired from Showlite Ltd.:

Joe Belbin
jbelbin@showlite.co.uk
Tel: 01264 365550

 

Freight/Courier Services

Meritex are PETEX 2018 appointed freight, lifting and courier service.
Main contact is: Rasa Margyte
Tel: +44 (0) 139 245 4998
Email: Rasa@meritex.co.uk
Website: www.meritex.co.uk

Meritex can supply;

  • Courier point for exhibitors/organisers to send small parcels prior/during their event
  • Advance warehouse for sending larger shipments in advance of build up
  • Hire of forklifts and trolleys with drivers/porters
  • Storage of empty case or product storage packaging supplies
  • UK & International Transport

Please see the Appendix for order forms on shipping and onsite services.

 

Gaming/Gambling
Gaming activities include raffles, lotteries, prize draws and some charity collections, where profit-making occurs. Licences are required for such activities, so it is vital that you contact the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk ) by 31st August 2018, if you intend to hold gaming activities on your stand.

 

Gangways
Please note that the gangways are not part of your stand. In order to help us ensure that we comply with the licensing authority and venue regulations, all gangways at the show must be kept clear at all times, including during build-up, the open period and breakdown.
Exhibits, furniture and other items belonging to your stand must not encroach beyond the boundary of your stand space. This is to ensure that escape routes are unobstructed in case of emergency evacuation.
If you have any displays or activities which are likely to attract an audience, please ensure that you plan your stand layout to allow people to gather within the stand area and not in the gangways.
Certain gangways will be designated ‘emergency gangways’ during build-up and breakdown of PETEX 2018. It is imperative that these are kept clear at all times.

 

Gas
Where available, mains gas may be ordered for use on your stand from OPEX Exhibition Services. Liquid petroleum gas and other bottled gas are not permitted, unless used to demonstrate an appliance which only runs on bottled gas. In this case, strict regulations apply, so please advise the PESGB Office immediately of your intention to use it on your stand.

 

General Enquires
Tel: +44 (0)20 7385 1200
Web: https://olympia.london/exhibiting
For general enquiries or for information on other events taking place at Olympia London

 

Getting there

Please visit https://olympia.london/visiting/getting-here for further details:

It’s quicker and easier to travel to the venue by public transport.

Train & Tube
London Overground
Kensington (Olympia) is on the London Overground network. It’s one stop from Shepherd’s Bush (Central line) or West Brompton (District line). The venue is next to the station.

District Line
Please note, there is only a District line service to Olympia London from Earls Court on weekends.

West Kensington is an 8 minute walk away from Olympia London, and High Street Kensington is a 4 minute bus ride or 12 minute walk away.

Central Line
Change at Shepherd’s Bush for a 2 minute Overground train to Kensington (Olympia).

Piccadilly Line
Baron’s Court is a 9 minute walk away from Olympia London.

Circle Line
High Street Kensington is a 4 minute bus ride or 12 minute walk away. Hammersmith Station is an 5 minute bus ride or 15 minute walk away.

Bus
The following buses all stop within a very short walking distance of the venue:

9 – runs to and from Aldwych and Hammersmith.

10 – runs to and from Kings Cross and Hammersmith.

27 – runs to and from Chalk Farm and Turnham Green.

28 – runs to and from Kensal Rise and Wandsworth.

49 – runs to and from White City and Clapham Junction.

391 – runs to and from Fulham and Richmond.

N9, N10, N27, N28 also run a night service.

Car
It’s quicker and easier to travel to the venue by public transport. If you do need to drive, the postcode is W14 8UX.
Please contact the venue (https://olympia.london/visiting/parking/book-parking) to secure parking for your car or van.

 

Hazardous Exhibits
Please consider the safety of your staff and visitors to the show when planning the layout of your stand. Hazardous items, such as knives and hot equipment must be set back from the stand and out of reach of the public. Guards will be required to shield anything emitting heat and any machinery or other equipment which may present a hazard to visitors. The use of real flame (eg candles) must be agreed in advance of the event.

 

Health and Safety

It is the responsibility of the stand holder to ensure the health, safety and welfare of all employees, contractors and visitors as far as is reasonably practicable throughout your event.
It is recommended that you appoint a supervisor for the stand, with the specific responsibility for ensuring the health & safety of their staff and stand builders. We also require that a Risk Assessment is completed for the stand and submitted to events@pesgb.org.uk

 

Height Limits

 

Exhibitors must adhere to the maximum height restrictions applied. Please note that your booth may be located under a balcony, so these height restrictions are for your benefit. Exhibitors wishing to build above the maximum height limit must contact the PESGB Office on +44 (0) 20 7408 2000 immediately.

Shell scheme stands: to underside of ceiling grid: 2.43m
to underside of fascia panel: 2.2m
Maximum Height restrictions: Ground Level: 3.2 metres

 

Information Desks
Various information desks will be situated both in National Hall, and around Olympia London. Details to follow nearer the event.

 

Insurance

Whilst every precaution is taken, Olympia London and PESGB Conferences Ltd cannot accept responsibility for damage to stands or loss of any property on any stand or anywhere else in the Exhibition, or in any course of its delivery or removal from the building for any cause whatsoever. The organisers are not responsible for any loss sustained by Exhibitors from fire, theft, damage or any reason, or for personal injury or loss to or by any person employed by the exhibitor or third party.

Exhibitors will also be responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties. In addition to this, exhibitors should protect their expenditure against abandonment and cancellation or curtailment of the event due to reasons beyond our control.

Exhibitors must arrange insurance to cover the above. This can be offered by Churchill Insurance Consultants, details found in Section One.

We reserve the right to ask for proof of insurance. Exhibitors and their contractors must make sure that they are also covered during build up and breakdown of the Exhibition.

 

International Pavilion

If you have booked a space on the International Pavilion you will have been sent full details of your space. If you are missing this, please contact Ben Gardner directly.
The all-inclusive section is worth reading for reference purposes, but this area has been set up for you to turn up on the day without any prior preparations.

 

Internet Access

There is free, open wifi available in the conference room for all exhibitors and guests. This service is recommended for light internet and office usage and is not recommended for business-critical connections. Due to the high number of visitors to our venue, the wifi may not always be reliable and Olympia London staff are unable to offer assistance to any user having difficulty in connecting to this complimentary service.

Hall Wide WiFi is available for sponsorship opportunities, please contact the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk), if you are interested in sponsoring this option.

If internet access on your stand is vital or should you require a supported or secure connection for your stand, please see IT and Communications.

 

IT and Communications
eForce provides advanced Internet and Information Technology solutions for customers.

A state of the art digital communications infrastructure delivers a full range of advanced technology services, including: Wireless & wired high speed access to the internet, wireless telephony, on-site managed intranets, remote access via secure VPN’s, ISDN, PC’s and facsimile rental services.

Contact:
t: 020 7598 2400
f: 020 7598 2757
e: sales@eforce.co.uk
eforce.co.uk

To order IT & Communications solutions simply complete our order form, or call the IT & Communications Team who can offer advice and discuss your bespoke event requirements.

All IT & Communications orders must be received 14 days before the first event build date to guarantee service delivery and avoid late order surcharges.

 

Lifts
The appropriate passenger lifts will be in operation during the open hours of your event. The passenger lifts are not to be used to transport goods under any circumstances. These should be carried in the goods lifts.

Olympia London’s halls have goods lifts between floors. Lift operators will be provided during build-up and breakdown days.

Any unusually heavy loads must be brought to the attention of the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk ) at least two weeks prior to the event. It is vital that the weight of a lift operator, the goods handler and any lifting equipment is taken into consideration when calculating the total weight of the goods in the lift. It is not possible to accommodate fork lifts in the goods lifts or upper levels of the halls.

 

Lost Property

Any lost property found will be handed to the event security company during the open period of an event. At the end of each day, items will be handed over to the venue’s duty manager. Any items will be kept for three months. The lost property office can be contacted on 020 7598 2484.

 

Local Facilities
Further information can be found at https://olympia.london/visiting/local-area/guides

 

Meeting Rooms at Olympia London

There will be limited number of meeting rooms available for booking at PETEX 2018. If you are interested in booking a slot, please contact the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk)

 

Music on Stands
If you intend to play recorded or live music on your stand during the course of the exhibition, you are required by law to obtain music licences from the Performing Rights Society and Phonographic Performance Ltd. Application forms can be requested from the PESGB office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk ).
Please ensure that music and commentary for demonstrations, video, DVD and other presentations are kept to a level that will not interfere with neighbouring exhibitors. The recommended level is not more than 80dBa. Exhibitors who consistently cause nuisance may have the power to their stand terminated.

 

Night Sheets
If you are intending to use a night sheet on your stand, this must consist of non-flammable material, or be treated to render it non-flammable. Please also ensure that you leave a duplicate key at the organiser’s office, so that the cleaners may gain access to your stand.
Night sheets must be firmly rolled up and secured, if left on the stand during the day, so as not to cause any obstruction.

 

Noise Control
Exhibitors and contractors are obliged by law to reduce the risk of hearing damage to employees to the lowest level reasonably practicable. Hearing protection is required for staff working at noise levels in excess of 80 dB (A).
Please ensure that during open hours of the exhibition, please ensure that music and commentary for demonstrations, video, DVD and other presentations are kept to a level that will not interfere with neighbouring exhibitors. The recommended level is not more than 80dBa. Exhibitors who consistently cause nuisance may have the power to their stand terminated.

 

Organisers Office

The Organiser’s Office is located on the gallery level in Room 608/609, close to the Collaboration Showcase Conference Room.
The PESGB stand is Stand E2, located directly in front of the main entrance to PETEX.

 

Parking

Olympia London has two public car parks. P3 is a multi-storey car park with 380 spaces (height restriction of 2 metres). P4 is a flat-surface car park with 175 spaces (height restriction of 4 metres). Both car parks are open from 0700 hours until one hour after the building closes on build-up and breakdown days, until 2230 hours on pre-open and breakdown evenings and until one hour after the event closes on open days. In addition, P4 is open until 2200 hours on all weekdays.
Please contact the venue (https://olympia.london/visiting/parking/book-parking) to secure parking for your car or van during exhibition opening hours.
All vehicles loading and unloading at the venues will need to book a time slot before arrival with the Olympia London Traffic Marshalling System. www.olympia.co.uk/traffic For further details, please see Section Seven.

 

Pharmacy

The closest chemist is H Lloyd Pharmacy, which is located just next to Olympia London
It’s address is: 382 Kensington High Street, W14 8NL

 

Photocopying

See Business Services

 

Photography
We have appointed White Partridge as our photographer for PETEX 2018. Please inform the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk ) if you wish to use an alternative company for photography.
Dean White
dean@whitepartridge.co.uk

 

Post

The nearest post office (North End News) is a post office and general stationers opposite Olympia London at 8-10 North End Rd, Hammersmith, London W14 0SH.

 

Printing
See Business Services

 

Personal Protective Equipment
If it is identified that PPE, such as hard hats, should be worn in particular areas or throughout the hall during build-up and breakdown, this ruling must be observed.

 

Public Address System

The Public Address System is in use for the Organisers and Authorities only. The PA will be used by the organisers to make announcements to exhibitors during build-up and breakdown. During the exhibition, its use is restricted to emergencies only.

 

Recycling

Olympia London recycles or reuses all waste. Certain items are separated on site: large quantities of paper, glass, plastics, wood (without nails) and flat-packed cardboard. Please separate these items from your general stand waste for collection.

 

Rigging

For all rigging enquiries, please speak to the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk)

 

Risk Assessment

It is a legal requirement that each exhibitor and contractor undertakes their own risk assessment and fire risk assessment prior to the event, listing the tasks to be undertaken, identifying any significant hazards they present on site, then listing ways to minimise and control those hazards.

Simple advice and forms are provided to help you with your risk assessment. Please see the appendix.

 

Rules and Regulations
It is essential that you ensure that you comply with Oympia’s regulations in all aspects of your participation at the event. These are contained in the eGuide, which can be viewed at www.aev.org.uk/eguide. These regulations are common to the main UK venues.

 

Security

Olympia’s Security is provided for the show. Please assist us by wearing your exhibitor pass at all times. Entry to the hall will not be permitted without a pass.

Please take account of the following security advice from the venue:

  • Make contact with the exhibition security company for advice on how to secure the items on your stand. There may be an overnight secure store for valuable items.

 

  • Take home any valuable items each night if there are no secure storage facilities on site.

 

  • Do not leave your stand unattended at any time during build-up, the open period or the pull-out of the show. Do not leave the hall until all visitors have gone each evening.

 

  • Do not position desirable items at the front of your stand, where you may not be able to keep an eye on them.

 

  • Ensure you have enough staff, so that the stand is not vulnerable to thieves and do not ask a neighbouring exhibitor to watch over your stand while you go for a break. They may become busy and not be able to keep an eye on your stand.
  • Remove all portable or valuable items from the stand on the evening the show closes. Do not leave them until the following day for collection.

 

  • Arrive in time for the show. Ensure your stand is staffed at least 15 minutes before show open time each day, but remember that the hall is open from 0800 hours.

 

  • Use a lockable cabinet to store your personal possessions during the show open hours. You should be able to hire one from the appointed furniture company.

 

  • Use a night sheet. If you have a shell scheme stand, you should be able to hire one from the stand fitting company.

 

  • Hire an alarm for your stand if you are exhibiting valuable or portable items. These should be available from the show security company.

Please contact the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk), if you wish to book a uniformed attendant to guard a stand overnight. If you intend on supplying your own guard, arrangements must be approved in advance.
Please note that most hired cabinets have common locks and should NOT be regarded as secure units.
Any incidents of theft must be reported to the Organisers immediately as it will be necessary to complete a security form and report the incident to the police. Please also note that neither the Organisers nor Olympia London can be held responsible for any loss or damage to stands or exhibits.

 

Security Cameras
The show floor is covered by a number of security cameras. If you need a security camera trained on a high value object at your booth, please contact events@pesgb.org.uk.

 

Show Catalogue
The catalogue is being handled and produced by Publishing Events. Each exhibitor has a complimentary entry in the catalogue which includes name, stand number, stand name, postal address, telephone and fax numbers, email and web address, contact name and a company profile (maximum of 100 words). You will be emailed a weblink for this valid until Monday 24 October. Please provide your entry in this way.

Please be aware that exhibitors are sometimes targeted by companies claiming to be us, or work with us. They use existing event branding and may appear genuine.
Organisations such as Event Fair, FairGuide.com/Construct Data Verlag, Expo Guide and International Fairs Directory are targeting exhibitors with their misleading directory services. These companies have no connection with us or any of our events. Unsuspecting exhibitors who sign and return the form are then contracted into a three-year, non-retractable agreement, which could cost the exhibitor a significant amount of money. Please ensure you read all the small print prior to signing any documents or contracts relating to the conference.

If you receive any letters from these companies, or any companies not listed in the exhibitor guide, we would strongly advise you to IGNORE THEM COMPLETELY, and not communicate with them in any way. Writing letters simply confirms that you exist and are available at the address/email address/number they have for you, and therefore payment can be pursued. Please contact anyone in the PESGB office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk), if you have any concerns.

 

Signage
For all signage enquiries, please speak to the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk)

 

Smoking
Smoking is prohibited within the venue in accordance with UK Law (this includes use of electronic cigarettes). There are external, designated smoking areas in L Yard, G Gate and on Olympia Way.

 

Special Effects
If you are planning to use any special effects on your stand, you must inform the organiser as soon as possible. Special effects include lasers, strobe lights, pyrotechnics and smoke machines. The information which will be required includes a risk assessment and full details of the operator and manufacturer. Certification from an independent specialist may also be required.

 

Staffing your Stand

See Diversity and Inclusion

 

Stationery Supplies
Some stationery supplies are available from Business Services and the nearby post office, 8-10 North End Rd, Hammersmith, London W14 0SH.

 

Stand Construction
Please see section four, five and six for further information
All stand construction must comply with the regulations contained in the eGuide, which can be viewed at www.aev.org.uk/eguide. These regulations are common to the UK’s main exhibition venues and are based on Building Regulations and British Standards.

 

Stand Plans
Please see section four, five and six for further information
If you have a space only stand, you must supply two sets of plans, including elevations and details of materials used, to the PESGB Office (events@pesgb.org.uk) no later than 19 October 2018 for approval, so that we can ensure they meet the venue’s regulations.
If you are building a complex structure, you must also supply structural calculations and written confirmation from a structural engineer that the stand is fit for its purpose.

A complex structure is defined as any form of construction of any height, which would normally be designed by an engineer and/or has, through a risk assessment, been found to present a significant risk. The following are always treated as complex structures:
• Structures over 4 metres in height
• Multi-storey stands
• Suspended items of 400kg or over in weight
• Platforms and stages for public use and all platforms and stages over 0.6 metres in height
• Tiered seating structures
All space only stands will be inspected and certified by an independent structural engineer on site. They will only be allowed to trade once the engineer is satisfied that the structure is safe and has provided certification.

 

Storage
Storage is not permitted behind stands or in void areas of the hall for fire safety reasons.
See Freight/Courier Services.

 

Taxis-Black Cabs
Taxis may pick up and set down on Hammersmith Road outside the hall entrances and this road is also well served by passing black cabs.
Please also see Chauffeur Services.

 

Telephones

Organiser and Exhibitor Services
Please see IT & Communications
Public Services
A limited number of payphones are located around the exhibition halls and some accept phone and credit cards.

 

Toilets
Venue floor plans can be viewed here: https://olympia.london/sites/default/files/images/Olympia%20London%20Venue%20Floorplans.pdf to see the locations of all toilets.

 

Traffic Marshalling

In order to ensure a smooth build-up and breakdown, traffic marshalling is provided by Olympia London’s service partner, ETMS. Please see section seven.

 

Trolleys
Trolleys are not provided at the venue, so please bring your own if you need one to deliver goods to your stand.
Trolleys are only permitted on the exhibition floor outside show open hours for the safety of visitors

 

University Forum

If you have booked a space on the University Forum you will have been sent full details of your space. If you are missing this, please contact the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk) directly.

 

VAT Reclaim
If your company is not registered in the UK, you will still have to pay VAT at 20 percent of the net cost. However, upon the end of the event, you will be able to file a VAT reclaim form, included at the end of this document.

 

Vehicles
If you are planning to display a vehicle on your stand, specific regulations apply. These are available at www.aev.org.uk/eguide. Please contact the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk ) as soon as possible.

 

Visitor Participation on Stands
If visitors are participating in any activity on your stand, your risk assessment must detail the measures in place to ensure their safety. Please advise the organiser if you intend to offer such activities, in order to ensure that all relevant regulations are complied with.

 

Water Features
If you are exhibiting any product or feature which requires water and is capable of producing spray or droplets, it is essential that you adhere to the regulations contained in the eGuide (www.aev.org.uk/eguide), in order to ensure that the risk of legionella bacteria is controlled.
Under no circumstances can connections be made to fire hydrant points and water must not be discharged on to the floors or into ducts but disposed of properly. Water and waste facilities can be ordered from the venue’s appointed service partner (see general information).

 

Water and Waste

If you require water and waste facilities, please complete the form in this manual. The venues’ sanitary facilities and service ducts must not be used to dispose of waste under any circumstances.
Only water or water soluble products and no corrosive and harmful substances, or anything that may cause a cause any obstruction or deposit, may be disposed of in the waste water system.
Waste products, such as cooking oil, must be removed from the venue at the end of the event, otherwise a charge will be made.

 

Waste Disposal

All waste, except small quantities of litter, produced by your stand must be removed from the venue at the end of the end of the event. A charge will be made for disposal of any large items, such as boxes of literature, carpet and stand fitting materials.

 

Working at Height
All waste, except small quantities of litter, produced by your stand must be removed from the venue at the end of the end of the event. A charge will be made for disposal of any large items, such as boxes of literature, carpet and stand fitting materials.
A person is working ‘at height’ if there is a possibility of their being injured from falling, even if they are working at or below ground level.
The Working at Height Regulations refers to ‘duty holders’: employers, self-employed and employees. This includes all contractors and exhibitors (for example, when accessing areas above floor level to dress stands).
Duty holders’ responsibilities are to ensure that:

  • no work is done at height if it is safe and reasonably practicable to do it other than at height
  • ensure that the work is properly planned and organised, appropriately supervised and carried out in as safe a way as is reasonably practicable
  • plans are in place for emergencies and rescue
  • a suitable and sufficient risk assessment is carried out and the significant findings recorded and acted upon
  • they do all that is reasonably practicable to prevent anyone falling
  • all work at height takes account of conditions that could endanger health and safety
  • those involved in work at height are trained and competent
  • the place where work at height is done is safe
  • equipment for work at height is appropriately inspected
  • the risks from fragile surfaces are properly controlled
  • the risks from falling objects are properly controlled

Equipment used for work at height must be suitable for the task. All equipment must be industrial quality (including ladders; domestic quality ladders are not permitted).
Please inform the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk ) if a person will be working ‘at height’ during the build-up and breakdown of your stand

Section Four – Shell Scheme Stands

Specification
The supplier for Shell Stands is Showlite Limited.
A standard white shell scheme is used for the stands. The full height of the stand is 2.5m high, with white foamex panels. 300mm deep fascia panels are provided on open sides and will incorporate stand name and number. The shell scheme is completed by a full ceiling grid.

All shell scheme stands include:

  • Back and side free standing partition walls
  • Carpeting
  • Daily cleaning
  • Fascia name board
  • Electric socket
  • Lighting appropriate to size of stand

 

Wall Panel Specification
Exhibitors may not affix any material including advertising and logos to the exterior surface of the shell scheme. Only double sided sticky pads, Velcro or Blu-Tac is permitted as a method of fixing displays to the walls.

Please note that these products must not be attached to the metalwork or fascia. Exhibitors must not glue, paint, staple, screw, nail or pin the panels to the stand or stick anything to the metal-work. Exhibitors must not use the ceiling grid system to hang any items as any damage caused to panels or metalwork will be charged for.

 

Shell Scheme Name Board
Name boards of 150mm x 1500mm will carry the company name and stand number in standard lettering, white text on a red background; for uniformity this is not to be changed. Details of the precise name required should be submitted to Showlite Ltd.
Items in the standard Shell Scheme package are not interchangeable or transferable, nor will the cancellation of an item qualify the Exhibitor for a refund.

 

Dilapidations
Exhibitors are liable for any damage caused to the building floors, walls, columns, iron works, shell scheme equipment or other Centre property. No Exhibitor may apply paint, lacquer, adhesives or coating, to building columns and floors or to shell scheme. No bills, signs, floor coverings or other articles shall be pasted, nailed, taped, or otherwise attached to the walls, floors, ceilings, columns, partitions, shop fronts, or trim except under the direction, and written consent of PESGB Conferences Ltd.
Any damage caused to the fixtures and fittings of Olympia London will be charged to the Exhibitor. The organisers will inspect every site before erection and after demolition of the stands.

 

Shell Scheme Extras
Showlite will be pleased to provide all your additional requirements i.e. additional walling, doors and shelving. Please see the appendix for items that you can order.

 

Carpet
All gangways and common areas will be carpeted by Showlite.
Shell Scheme stands will be carpeted with 100% recyclable cord carpet, provided by Showlite. Exhibitors can change the colour of their stand carpet at an additional cost. Any exhibitor wishing to do this should contact:

Jo Richards
jrichards@showlite.co.uk
Tel: 01264 365550
web: www.showlite.co.uk

 

Electrics & Lighting

Your stand comes with a basic electrics assignment, with an indication below:

Stands up to 4sqm 1no light track with 2no 100w Spotlights, 1no 500w socket
Stands between 5sqm and 6sqm 1no light track with 3no 100w Spotlights, 1no 500w socket
Stands between 8sqm and 10sqm 1no light track with 4no 100w Spotlights, 1no 500w socket
Stands between 11sqm and 14sqm 1no light track with 6no 100w Spotlights, 2no 500w sockets
Stands between 15sqm and 24sqm 2no light tracks with 4no 100w spotlights to each, 3no 500w sockets

If you require additional electrics, please see the appendix for further information and an order form.

Power Cost
Single Socket Outlet 2amp (500w) £95.00
Single Socket Outlet 5amp (1000w) £140.00
Single Socket Outlet 10amp (2000w) £267.00
Single Socket Outlet 13amp (3000w) £338.00
Lighting  
Fluorescent Fitting – 5ft (1.5m) £58.00
Fluorescent Fitting – 6ft (1.8m) £60.00
Spotlight £55.00
Spotlight on 300mm Arm £60.00
Metal Halide 150w £68.00
Track Lighting  
1.2 Metre Track section including 3 x Spotlights £125.00
Test and Inspection per Stand (BS7671) MANDATORY     
Shell Scheme Stand £15.00
Space Only Stand 1 – 5 Socket Outlets £15.00
Space Only Stand 6 – 10 Socket Outlets £50.00
Space Only Stand 11 or more Socket Outlets £100.00

 

Testing Charge

From July 1st 2012 all electrical contractors will be required to test their electrical installation to a minimum standard demonstrated in the Current EIA Electrical regulations e-guide also Incorporating BS 7671 17th edition.

All electrics included within the stand package include the mains & electrical testing fee. Any items ordered additionally will each be subject to a £15.00 testing fee, which is listed automatically on the order form.

Should you require any further information or quotations on electrical orders, please either use the booking form found in the appendix or contact Jenni Green at Showlite on 01264 365 550.

 

Furniture
A shell scheme stand does not come with any furniture included. Should you wish to purchase any furniture, you may do so through Showlite Ltd.

Joe Belbin
jbelbin@showlite.co.uk
Tel: 01264 365550

Section Five – All-inclusive Stands

Specification
The specification of your All Inclusive Stand is identical to that of the Shell Scheme Stand except your booth will also include furniture. Details of the furniture included in your package is listed below. Should you wish to supplement or upgrade your package, you may do so at an additional cost. For details on how to do this, please refer to Section Four – Shell Scheme Stands, Shell Scheme Extras.

 

Furniture, Electricity and Lighting

Stands up to 4sqm 1no light track with 2no 100w Spotlights, 1no 500w socket, 1 Bistro table, 2 Taylor Chairs, 1 Lockable Counters
Stands between 5sqm and 6sqm 1no light track with 3no 100w Spotlights, 1no 500w socket, 1 Bistro table, 3 Taylor Chairs, 1 Lockable Counters
Stands between 8sqm and 10sqm 1no light track with 4no 100w Spotlights, 1no 500w socket, 1 Bistro table, 4 Taylor Chairs, 1 Lockable Counters
Stands between 11sqm and 14sqm 1no light track with 6no 100w Spotlights, 2no 500w sockets, 2 Bistro tables, 8 Taylor Chairs, 1 Lockable Counters
Stands between 15sqm and 24sqm 2no light tracks with 4no 100w spotlights to each, 3no 500w sockets, 3 Bistro table, 8 Taylor Chairs, 2 Lockable Counters

Showlite will be pleased to provide all your additional requirements. Please see the appendix for additional electrics, furniture and lighting or contact Showlite Ltd directly.

Georgina Pettit
gpettit@showlite.co.uk
Tel: 01264365550

 

Dilapidations
Exhibitors are liable for any damage caused to the building floors, walls, columns, iron works, shell scheme equipment or other Centre property. No Exhibitor may apply paint, lacquer, adhesives or coating, to building columns and floors or to shell scheme. No bills, signs, floor coverings or other articles shall be pasted, nailed, taped, or otherwise attached to the walls, floors, ceilings, columns, partitions, shop fronts, or trim except under the direction, and written consent of PESGB Conferences Ltd.
Any damage caused to the fixtures and fittings of the Olympia London will be charged to the Exhibitor. The organisers will inspect every site before erection and after demolition of the stands.

 

Testing Charge
From July 1st 2012 all electrical contractors will be required to test their electrical installation to a minimum standard demonstrated in the Current EIA Electrical regulations e-guide also Incorporating BS 7671 17th edition.
All electrics included within the stand package include the mains & electrical testing fee. Any items ordered additionally will each be subject to a £15.00 testing fee, which is listed automatically on the order form.
Should you require any further information or quotations on electrical orders, please either use the booking form found in the appendix or contact Jenni Green at Showlite on 01264 365 550.

 

Section Six – Space Only Stands

Space Only Stands Fitting Regulations
We want your stand to be attractive, effective, safe and to be designed so that it can be built and dismantled within the time available as part of our tenancy. As you design and build your stand, you will have to conform to the requirements of the local authority (Royal Borough of Kensington and Chelsea), Olympia London, and the terms and conditions set out on your contract to exhibit. Here is some useful information and some things to consider which will help you do that. Most of it is common sense and intended to be for the benefit of you and your neighbouring exhibitors.
If you have any issues or questions, regarding any of the information below, please do not hesitate to get in touch and email events@pesgb.org.uk

 

Compliance

All stand construction must comply with the regulations contained in the Association of Exhibition Organisers’ eGuide, which can be viewed at https://www.aev.org.uk/__media/eGuide-Documents-2017/eGuide-July-2017-Clean-Copy.pdf These regulations are common to the UK’s main exhibition venues and are based on Building Regulations and British Standards.
One area which commonly raises issues is the construction of staircases on two-storey stands. Please ensure that the regulations stated in the eGuide are followed, as deviations will not be permitted.
Please consider accessibility to your products and services for disabled people when designing your stand. Useful information on accessible stand design is contained within the Equality/ Disability section of the eGuide.

Insurance
All stand holders are required to have adequate public liability insurance. Please arrange sufficient insurance to cover stand, goods and fittings exhibited at the event and be aware that we may request to see proof of such insurance either before or at the show.
Exhibitors are also responsible for all claims arising from personal injury or damage to property during the periods of build up, event open and break down.

Contractors
If you require assistance finding a suitable contractor, please contact our Exhibition Coordinator, Ben King who may be able to recommend companies already working at the show.

If you are using a contractor, please ensure that they get in touch with our Exhibition Coordinator, Ben King as soon as possible.
Please also include them on your Health and Safety declaration form. You will find this form in the Appendix.

All contractors must adhere to the venue’s rules and regulations which are outlined in the Association of Exhibition Organisers eGuide. This is available at https://www.aev.org.uk/__media/eGuide-Documents-2017/eGuide-July-2017-Clean-Copy.pdf
Contractor passes will be issued directly to your contractors upon receipt and approval of your stand design drawings.
For security reasons all contractor staff must wear a contractor’s pass in order to gain entry to the venue.

Rigging
The suspension of items from the roof or from the balcony or the fixing of items to existing walls or other fitments must be approved by PESGB Conferences Ltd. Please contact the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk ) to discuss this further.

 

Space Only Stand Plans

All Space Only exhibitors designing and building their own stands need to submit (or their contractors submit) the following items:

  • Two copy of a scale drawing including plan and elevations and details of materials used (faxed copies are not acceptable)
  • Construction timetable
  • Method statement
  • Risk Assessment
  • Full details of fabrics and materials being used
  • Third Party Insurance Certificate showing minimum cover of £5 million
  • Electrical positions including mains

All plans and documentation should be in English and must show the scale used, which must be no less than 1:50. They should clearly state:

  • The exhibiting company’s name and stand number
  • The name and contact number of the responsible contractor
  • Details of dimensions, layout, position of exhibits and storage/office areas

For complex structures (see Complex Structure section), exhibitors must additionally supply:

  • Structural calculations
  • Written confirmation from a structural engineer that the stand is fit for its purpose

NB: You or your contractors will not be allowed to commence the build without the items mentioned above having been provided to PESGB Conferences Ltd. Please provide these ASAP. Also the contractors must comply with all the requirements of the Health and Safety at Work Regulations 1992.

Space only sites are not permitted to attach any material to the shell scheme and those sites situated between shell scheme sites must take into consideration the size of the allocated space. Failure to take care over internal measurements could mean that stand will not fit in the allocated space.

In addition all stands must be finished both front and back.

Approval by an Organiser does not constitute anything other than confirmation of acceptance of the overall design. All other Rules and Regulations still apply.

 

Height Limits and Partition Walls
The maximum build height limit for any form of single storey stand fitting, lighting, structure and/or graphic tower is restricted to 4 metres from the hall floor, including platforms and any flags or balloons.

PLEASE NOTE:
There are further restrictions in some areas because of the ceiling heights, heating and ventilation systems, under the gallery level. There are several stands that include Pillars and some stand height restrictions are limited due to their location of the floor. If your stand is located under the balcony, please contact the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk ) to discuss your build further.

The maximum build height of stand fitting for two-storey stands is restricted to 6m, this is a complex structure, so please refer to section three, subsection: complex structures for further details. We will need you to send us structural calculations to demonstrate the stability of your design, and we will also assess its impact on your neighbouring stands.

If you are designing and building your own stand, or if you plan to erect Clip, Nomadic or Pop-Up structures within your space, you will need to construct freestanding partition walls between your own and any adjoining stands. These must be to a minimum height of 2.5m (and a maximum height of 4 metres). If you do construct a partitioning wall over 2.5m in height, you will have to dress the rear of the partition wall down to a height of 2.5m in a neutral colour and agree that with your neighbouring exhibitor. Just to be clear, logos and branding are not to be shown on the rear face of partition walls when these walls overlook neighbouring stands.

Open Frontages
At least 50% of each ‘open’ side should remain open. Such walls should be set back 0.5m from the open perimeter of the site. Solid runs of stand walls along gangway edges need to have natural breaks. Any wall longer than 3m should have either breaks, glazed panels or other similar features at regular intervals. Stands will be more inviting and will please your neighbours if they are suitably open. This is something we will look at when we receive your stand plans.

Carpet and Floor Coverings
All gangways and common areas will be carpeted by Showlite Ltd. Space only stand holders are required to incorporate their own appropriate floor covering. For more information on carpeting please contact:

Jo Richards
jrichards@showlite.co.uk
Tel: 01264 365550

You will need to remove carpet tape at the close of the exhibition. The venue will charge us (and we will have to charge you) for the removal of any abandoned tape or damage caused to the hall floor.
Please note: other forms of fixing to the hall floor, such as cable clips, nails and bolts are prohibited.

 

Dilapidations
Exhibitors are responsible for all panels, walls, columns, flooring, hired accessories; etc within their stand area and any damages will be made good at the exhibitor’s own expense.
All exhibits and stand fitting materials must be cleared from the venue and charges will be levied for the removal of any abandoned articles, including carpet tape.

Disabled Access
We would like any disabled persons visiting PETEX to be able to attend any part of the event. In order to facilitate this, we ask you to ensure that your stand and exhibits are easily accessible to disabled visitors. This may include (but not exclusively) providing wheelchair access ramps, induction hearing loops, low level desks, transaction aids and appropriate signage. If you are building a two storey stand, you should ensure that the services provided on the upper level are also available on the ground floor.
The organisers and exhibitors have a duty by law, to make sure this is the case. We are responsible for ensuring that the stands and any other activities at the show comply with the Equality Act and the Disability Discrimination Act.

Doors, Windows and Vision Panels
The required minimum effective clear width of a door is 1800mm.
All doors and windows must open outwards. Doors and windows which open outwards shouldn’t infringe on the gangways or neighbouring stands i.e. they should be set back from the stand perimeter.
All doors have to incorporate a vision panel of clear glazing giving a zone of visibility spanning from 500mm to 1500mm above the floor. The exception to this is doors to small storerooms, where a small panel may suffice.

Escape Routes/Exit Signs
Adequate means of escape must be provided from all stands. The travel distance from any part of the stand to a gangway must not exceed 15m.
Alternative means of escape and adequately maintained general and safety lighting with exit notices illuminated by both primary and secondary lighting systems must be provided to any enclosed area.
Exit signs must be a minimum height of 200mm and a minimum width of 400mm. They must be on a 24 hour emergency electrical supply and illuminated at all times.
Occupied inner rooms on stands require an alternative means of escape if they contain more than 60 people and/or the travel distance to a gangway exceeds 15 metres.

Gangways
The gangways cannot be infringed in any way. No part of any stand or exhibit, including fascia, signs, lighting, corner posts, etc, can be allowed to project into or over the gangway or obscure any fire or exit signs.
For Health and Safety reasons there will be no off-loading of exhibits or stand fitting materials into the gangways under any circumstances.
Emergency gangways MUST be kept clear at all times and anything left in any gangway will be deemed as rubbish by the cleaners and removed. Please ensure that your contractors are briefed on this matter.

Platform Floors
If you incorporate a platform into your stand design; you will need to understand the following:

  • The general height cannot exceed 100mm – but areas may be higher for display purposes. Details of platforms exceeding 600mm in height to which persons have access must be provided to us for approval by the Authorities and our Structural Engineers.
  • Corners should be splayed, rounded or angled to prevent sharp corners and tripping hazards and platforms should incorporate a ramp into their design for disabled access
  • The flooring must not be less than a nominal 25mm thick and be laid with close joints. Wood chipboard or block board used for a floor needs to be of a minimum thickness of 18mm. obviously, platforms must be of a strength and stability sufficient to carry and distribute the weight of the stand fitting, stand personnel, visitors and exhibits, having regard to the loading limits of the Venue floors.

 

Weights and Floor Loadings
The floor loading restrictions are:
National Hall, Ground Level – 3.2 tonnes per sqm
National Hall, Gallery Level – 820kg per sqm

If you are exhibiting any items close to or over this weight, please inform the operations team as soon as possible to investigate other options.

Stand Numbering
All exhibitors should display their company name prominently on their stand so that they are visible and easily identifiable.

Site Surveys
It is recommended that you or your contractor examine the actual site of your stand area, in order to anticipate and plan for adjustments to stand structures or displays. It is in your own interest to satisfy yourself as to the condition of your site before build up and after breakdown.

Stand Finishes
All space only stand holders should be aware that many stands will be overlooked from the Gallery/Seminar room corridors, it is therefore recommended that all stands be finished on top to maximise your stands impact to visitors at the event. Likewise if a stand is higher than that of a neighbour and therefore the back wall is visible to visitors it must be finished on both sides.

Risk Assessments for Space Only Stands
All Space Only stands must undertake a risk assessment suitable and sufficient to their activities prior to the event. It should identify the hazards present on site and the ways in which you will minimise and control these hazards. The risk assessment should be made available for inspection on site, together with a copy of your company’s Health and Safety Policy. Please see a sample and template risk assessment in the Appendix.

Exhibitors must also complete a Fire Risk Assessment in order to comply with current legislation. For simple, shell scheme stands, this may be included as part of the stand Risk Assessment. Any stand which is a complex structure or space only stand on which large numbers of people could gather will need a separate Fire Risk Assessment.
By law, a Risk Assessment must be ‘suitable and sufficient’, but it must also be simple to understand and implement.

Key Risk Areas
This is by no means a comprehensive list, but includes the main areas which normally give cause for concern. Please give the following your due consideration whilst on site and incorporate them into your risk assessment:

  • Only commercial equipment appropriate for the task must be used, including tools and ladders.
  • Lifting operations must only be carried out by the appointed contractors who have fully trained and qualified personnel. Craning operations must be cordoned off.
  • Hard hats must be worn at all times when in the vicinity of overhead working.
  • Vehicles (including forklift trucks) are to observe a 5 mph speed limit on the exhibition site and use a banks-man when reversing. Beware of pedestrians at all times; they have right of way.
  • Where possible, use only 110v or battery operated power tools. All portable tools are to be PAT tested prior to coming on site.
  • Only use machinery, especially bench saws, with the correct guards fitted.
  • Portable power tools and equipment must have the minimum length of trailing lead, if fitted, which must be protected from damage and not left so as to cause a trip hazard.
  • Children under the age of 16, the general public and animals, except assistance animals, (including inside cabs of vehicles) are not allowed on site during build up and breakdown.
  • Schedule a late working rota to prevent tiredness and accidents.
  • Correct scaffolding must be used during the construction of any stands or structures, using safety features in accordance with British Standards. Tower scaffolds must be properly stabilised and propped.
  • Contractors must wear suitable personal protective clothing relevant to the task; this includes head, eye, hearing, foot and hand protection.
  • Understand the fire and emergency procedures. Notify your staff of the location of the first aid facility, fire exits and emergency assembly points.
  • Use and storage of flammable liquids and substances: Take note of the precautions (read the Safety Data Sheet) required for certain chemicals prior to use. Isolating them from waste and other risk areas is important. Chemicals and flammable liquids must be safely removed after use by the user and not placed in general rubbish bins or skips.
  • The work area must be maintained free from general waste materials which could present a hazard to operatives. All waste should be disposed of in the proper manner.
  • Fire equipment will be supplied for stands by the venue. All extinguishers should remain in the position in which they are placed and free from obstruction throughout the event. They are for use by venue and other trained staff only.

5 Steps to Risk Assessment
There are two key definitions which are an important part of the risk assessment vocabulary.
A “hazard” is something with the potential to cause harm (injury loss or damage).
A “risk” is the potential for harm to be realised. This is usually seen as a combination of likelihood and severity and which is detailed in step two below.

The key is recognising that whereas there are a great many things which are hazardous, it is the context in which they arise which dictates whether or not they are actually a risk.
The most widely accepted approach in the events industry is the five steps approach as follows: The most widely accepted approach in the events industry is the five steps approach as follows:

Step 1: Identify the hazard and who could be harmed Step 1: Identify the hazard and who could be harmed
This is the hardest part as it involves predicting everything that could foreseeably go wrong, within reason. There are various approaches to this based on the type of hazard or the type of harm as follows:
Types of Harm

  • Hazards that cause injury, such as a broken bone
  • Hazards to health, such as noise

Type of Hazards

  • Physical e.g. a vehicle
  • Chemical e.g. carbon monoxide in exhaust fumes
  • Biological e.g. food poisoning
  • Ergonomic e.g. upper limb disorders from working at a key board

It is important to consider the potential consequences and who could be harmed. For example with an electrical fault the consequences are both potential injury from the shock, or a fire.

Step 2: Assess the Risk
This depends on the complexity of the operation.
It is necessary to assess both the potential likelihood of an incident or accident and the potential severity if it does happen. A widely used format is shown below:

Likelihood Severity
1. Very Unlikely 1. Minor/First Aid
2. Unlikely 2. RIDDOR 3-Day
3. Likely 3. RIDDOR Major Injury
4. Very Likely 4. Death or very serious injury to one person
5. Almost Inevitable 5. Death or serious injury to many persons

Risks are assessed both before and after controls are put into place. Before controls, we are assessing what would happen if there were no controls. It is important when considering severity to assess the most likely outcome.

Step 3: Develop Controls

  • Having determined what the hazards are, and to what extent they pose a risk we now need to do something about it. We are required by MHSWR to take a methodical approach which attempts to reduce risk at source. This can be considered under the following headings:
  • Eliminate the risk at source. There is a point at which any operation is simply too risky and you must consider this. An alternative is to find a different approach.
  • Substitute for a safer method or product. A good example is the use of emulsion paints as a substitute for the more hazardous solvent paints in stand build, or substituting a glass with a plastic cup for drinks.
  • Reduce the risk in a quantifiable way.
  • Isolate from the hazard.
  • Control the risk.
  • Personal Protective Equipment (PPE) are items such as hard hats and safety shoes. They are only effective if something goes wrong. A hard hat is only of use if something falls on your head. It also only protects you and not the person next to you unless they are wearing one too. Far better to prevent the object falling in the first place.
  • Discipline is also a method on which there is far too much reliance. It is fairly self-evident that simply telling people not to do things that are unsafe and then punishing them when they do, is not an effective way of controlling risk.

The MHSWR and associated guidance also requires that risks should be mitigated with a view to achieving maximum reduction in the level of risk within the bounds of what is reasonably practicable. This means that the employer should do what is reasonable within the constraints of the available recourses in terms of time, money and personnel. This is not a licence to do nothing on the basis that it is too expensive, but should be the result of careful consideration. The key word here is ‘reasonable’. The question to be asked is: have you made reasonable provision to control the risks relative to the costs of controlling them?

Step 4: Implement Controls
This is the business of implementing controls on the exhibition stand itself. It is worthwhile considering all the practical implications of control measures before they are put into place.

Step 5: Monitor and Review
It is important to monitor the exhibition stand to ensure that prescribed controls are actually in place.

You also need a system of reviewing risk assessments. Exhibition Stand risk assessments have a natural review cycle and a new one is required for each event. For routine operations every risk assessment should have a review date.

Other times when risk assessments need to be reviewed are:

  • When there has been an accident or incident
  • When there is a significant change in personnel or process
  • When there is a change in the law
  • When monitoring reveals problems.

If you require any further information, please contact Ben King.

Due to health and safety regulations you are advised that at certain times during the build up and break down, various parts of the hall may be hard hat areas. It is your responsibility to ensure that your staff and sub contractors are aware of this.

Method Statement
A method statement deals with the scheduling and management of space only stand construction. All space only exhibitors must obtain a suitable method statement from their principle contractor and submit it at the same time as the stand design and risk assessment.

 

Complex Structures

A complex structure is defined as any form of construction of any height, which would normally be designed by an engineer and/or has, through a risk assessment, been found to present a significant risk. The following are always treated as complex structures:

  • Structures over 4 metres in height
  • Multi-storey stands
  • Suspended items of 400kg or over in weight
  • Platforms and stages for public use and all platforms and stages over 0.6 metres in height
  • Tiered seating structures

All space only stands will be inspected and certified by an independent structural engineer on site. They will only be allowed to trade once the engineer is satisfied that the structure is safe and has provided certification.. Please contact the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk ) for further details.

For complex structures, all plans, risk assessments and method statements, structural calculations and written confirmation from a structural engineer that the stand is fit for its purpose must be submitted at the latest by 26 October 2018. to the PESGB Office.

Staircase Design and Construction

  • A level landing must be provided at the top and bottom of each flight.
  • Each landing must have an unobstructed length of not less than 1200mm.
  • Flights shall have a minimum, unobstructed width of 1.1m.
  • Doors shall not swing across landings.
  • Flights between landings shall contain no more than 12 risers where the treads are less than 350mm and no more than 18 risers where the treads are 350mm or greater.
  • The tread and riser of each step must be consistent throughout a flight.
  • The rise of each step must be between 150mm and 170mm.
  • The tread of each step must be between 280mm and 425mm.
  • Risers must not be open.
  • All nosings must be made apparent by means of a permanently contracting material 55mm wide on both the tread and the riser.
  • The projection of a step nosing over a tread below should be avoided, but if necessary it must not exceed 25mm.
  • A continuous handrail must be provided on each side of flights and landings.
  • A single staircase shall not exceed 1.8 metres in width.
  • Where a staircase is divided into more than one channel, no single channel shall be less than 1 metre wide and an additional handrail must be provided between channels.
  • Spiral staircases are only permitted for exhibiting staff use and not for members of the public.
  • Helical stairs are permitted where they comply with this guidance and their use is approved by the venue.

 

Electrics
Olympia London has a legal duty to ensure the safety of electrical installations and use of the mains supply within the venue. This includes the monitoring of contractors’ installations and subsequent connections made by your exhibitors.
Showlite Ltd are the official electrical contractor for the exhibition and are therefore responsible for electrical installations on site.

From July 1st 2012 all electrical contractors will be required to test their electrical installation to a minimum standard demonstrated in the Current EIA Electrical regulations e-guide also Incorporating BS 7671 17th edition.

A charge to space only stands where Showlite complete the electrical installation (Not a Direct main only) will be charged as per order form. Capped at £100.

Direct Mains Only

All direct mains can only be ordered through Showlite after supplying the following information

  • Details of Electricians(s) carrying out installation and or Testing and Inspection. Qualified to the Standards of C&G 2360 Part 1 and 2 or C&G 2330 Part 1 and 2 Inc. 17th Edition and if testing C&G 2391 and  C&G 2394.  Copy of electrical certifications will be needed
  • Name(s) of electrician(s) on site during the opening periods of shows in case there is an issue with the electrical system on your stand
  • Copy of Public liability. A copy will need to be sent into us

Following the completion of the installation by the allocated contractor the following must also be adhered to before energisation of the supply may be facilitated;

  • The installation must meet the standards required by the regulations, however should the installation not meet these requirements, Showlite are authorised to postpone energisation until they are met satisfactorily.
  • If for any reason the electricians responsible for the installation cannot carry out the required Test & Inspection, Showlite may carry out this service on their behalf for the fee of up to a Maximum of £300.00 dependent on the complexity of the installation to be tested, which includes standby during the open period of the event. This will be in addition to any costs related to the mains supply or administration. Please be aware that any personnel involved will still remain responsible for their own installation

Should you require any further information or quotations please do not hesitate to contact Showlite, via email or phone, using the contact details provided on the official order form, found in the Appendix.
Please note that though the electricity supply will typically come from the floor, it is not always the case. Do check with Showlite when you are arranging your stand.

Please also be aware that some stands may have to accommodate the mains cable and box. You will not be advised whether your stand will hold the mains box.
All wiring MUST adhere to all relevant Hall Regulations and IEE Wiring Regulations (sixteenth edition). Prior to your stand being energised all pre-wired and specialist lighting systems must be tested by the person named on the form, and the test and inspection certificate submitted to the electrical contractor for the event.

Stand Connections
A temporary supply must be ordered for use during build-up and breakdown, if required. Use of the venue’s electrical sockets is not permitted and cables must not cross gangways. Once power has been energised during build-up, it will be switched off each night, including the pre-open night.
During build-up, initial connections to stands are made as early as possible, but in some cases this could be opening morning if the stand is not complete. The power to all stands will be switched off 60 minutes after the close of the event each day. Please also remember to order a 24 hour supply for the open period if required.

Temporary Power
Exhibitors and their contractors are advised to contact the official electrical contractor to arrange a temporary power supply for construction of stands if required.

Regulations
All electrical work must be carried out in accordance with the electrical regulations laid down by the local authority, IEE, Exhibition Venues Association, the Health & Safety at Work Act 1974, British Standards Institution BS 7671 1992 and the Electricity at Work Regulations 1989. A full copy of the regulations and advice on electrical installations can be obtained by contacting the official contractor (see contact pages for details).

Basic Guidelines
Listed below are examples of “typical” loadings for items plugged into socket outlets:

  • 500 watt sockets: PC Computers, TV’s, videos, spotlights to 500W, refrigerators
  • 1000 watt sockets: domestic filter coffee machines, lighting up to 1000W
  • 2000 watt sockets: kettles*, machinery up to 2000W
  • 3000 watt sockets: hired coffee machines, machinery 2000W to 3000W

* These appliances are of varying power requirements dependent upon type and manufacturer. It is therefore essential that the reference tag or plate that is fitted to each appliance under law be read, the loading in watts or KW (Kilo Watts = Watts x 1000) will be stated, and the appropriate size socket be ordered.

As the exhibitor, it is your responsibility to order adequate power supply for your stand. Failure to do this will result in delays on site and could be a fire risk. On-site checks will be carried out by the appointed Health & Safety Officer and Electrical Contractor. In all cases the decision of the Organiser and its appointed representative is final.

Common queries regarding Electrical Regulations

  • Flexible cords shall be of a circular section, fully insulated and sheathed, and the only form of jointing being used of non-reversible purpose made flex connectors. Flexible cords shall not exceed 2 meters in length on appliances.
  • Only one flexible cord per 13A plug top.
  • Multi-way, plug-in type and bayonet adaptors shall not be used.
  • The use of trailing block type 4-way fused sockets shall be restricted to the following:
    • One 4 way unit per fixed socket outlet, subject to a maximum loading of 500 watts total and its plug shall be fused accordingly.
    • A maximum flexible cord length of 2 meters from plug to trailing clock unit.
  • A fireman’s switch shall be fitted to all types of neon signs at the recommended height.
  • It is the owners or users responsibility to ensure that the portable appliances are safe to be plugged into the electrical system and have the appropriate P.A.T sticker clearly visible.
  • Normal stand lighting circuits cannot exceed 1200w
  • Socket circuits shall exceed 3000w.

For any other queries regarding electrical supply and installation at the event, please contact the official electrical contractor, Showlite Ltd.

 

Fire and Safety Regulations for Space Only Stands

Construction Materials
All materials used in the construction of stands, features and displays, including signs and fascias, shall be:

  • Of a suitable nature and quality for the purposes and conditions of their intended use.
  • Adequately prepared and fixed in order adequately to perform the functions for which they are designed.
  • Non-combustible, inherently non-flammable or durably flameproof in accordance with BS476-Part 7.
  • Water-based, where applicable, e.g. adhesives and paint.

British Standards are the minimum acceptable standards for construction materials. Suitable samples of materials may be submitted to the venue for approval. Materials may be tested on site to ensure that they comply.

Decorative Materials
Decorative materials used for stand dressing must be flame-proofed or purchased already treated by use of the appropriate chemical.
Untreated wallpaper and similar thin surface finishes, not exceeding 1mm in thickness, may be accepted provided they are firmly fixed.
Artificial plants and flowers are combustible and give off toxic fumes. Therefore they must not be used for stand dressing. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such

Exhibitors’ Responsibilities
As an exhibitor, you must ensure the health, safety and welfare of your employees, contractors and visitors as far as is reasonably practicable throughout the exhibition. You should ensure that your actions (or in-actions) do not give rise to accidents, injuries or unsafe working environments and provide proper information, instruction and training and supervise all parties throughout the show.
You should also check that any contractors, suppliers, agents etc that you may be using, have a Health and Safety Policy suitable to the exhibition environment.
Your attention is drawn to the Health and Safety at Work Act 1974 and the regulations made under this act and you are reminded that the duties imposed by these laws are not reduced, regardless of whether an employer is in their own office or participating at an exhibition. Failure to do so represents a breach of the law, and could result in the prosecution of an exhibitor/contractor by the Health and Safety Executive (HSE).
Fabrics, Drapes, Curtains and Hangings
Drapes, curtains, hangings, etc must be inherently or durably flame-proofed. Otherwise they may be treated with a proprietary flame retardant. Test certificates must be available for inspection for any materials intended to be used.
Fabrics used for interior stand decoration must be fixed taut and/or in tight pleats (not loosely draped) to a solid backing, secured above floor level and not touching light fittings.
Curtains on exit routes should hang 75mm clear of the floor, be parted in the centre and not conceal any exit signs.

Floor Covering
All floor coverings must be secured and maintained so that they do not cause a hazard. Fixing of floor coverings to the hall floor may only be carried out using Venue approved tape. Other forms of fixing to the hall floor, such as cable clips, nails and bolts are prohibited.
The organiser will incur a charge for any tape not removed by the end of the tenancy period or any damage caused to the hall floor, which will in turn, be forwarded onto the Exhibitor concerned.

Glazing
All glazing used in the construction of stands must consist of safety glass (laminated or tempered) a minimum of 6mm thick. Areas of glazing within 800mm of floor level and over 0.5mm where the smaller dimension of the pane is greater than 250mm, must conform to the thicknesses shown below (in order to comply with the ‘Code of practice for safety related to human impact’):

Nominal Thickness Maximum Pane Size Dimension
8mm 1100mm x 1100mm
10mm 2250mm x 2250mm
12mm 4500mm x 4500mm
15mm or thicker no limits

Any uninterrupted, large areas of clear glazing shall be indicated with warning stripes, dots, logos, etc. Overhead glazing shall be of wired or laminated glass, or be otherwise adequately protected from shattering.

Night sheets
Night sheets must be made of inherently non-flammable material or of material satisfactorily treated to render it non-flammable. They shall be stored rolled-up and firmly secured and not cause any obstruction while not in use.

Paint
Only water-based paint may be used on site. If paint-spraying equipment is to be used, the method must be approved by the venue and not cause a nuisance to others. Protective measures shall be taken to ensure that no paint is spilt or sprayed on to the fabric of the building.

Plastic
All plastic, including plastic plants and materials used for vision panels etc must conform to BS476 – Part 7, Class 1. Polycarbonate materials are acceptable.

Stand Demonstrations and Displays
All demonstrations, presentations and displays should be set back from the gangway to avoid congestion. Any machinery shouldn’t present a hazard, nor interfere with any visitors or other exhibitors. Sound should be kept to a reasonable level – technically no louder than 80 decibels – but practically such that it doesn’t disrupt neighbouring exhibitors.

Timber
Timber under 25mm thick must be impregnated to Class 1 standard. Treated materials should have ‘BS476-Part 7, Class 1’ marked on them.
Boards, plywood, chipboard, etc must be treated if under 18mm thick. The exception to this is MDF, which is acceptable for use due to its density. MDF may not be machined on site as its dust is hazardous to health.

Upholstery
Upholstered seating must be non-combustible and marked with the appropriate standard.

 

Section Seven – Access and Vehicle Instructions

Build Up

All exhibitors and contractors bringing vehicles to Olympia London for build-up and breakdown, who want to unload or load a vehicle on site, must register and book a time slot on the following on-line booking system: www.olympia.co.uk/traffic
You can register at any time on the system, and you will be able to book for your show from 30 days before the event.
By booking in a particular time slot, vehicles will not need to queue, and they can arrive just before their allocated time slot. This should make delivering goods during build up (and break down) a much smoother, more efficient procedure.
Booking your space is a quick and simple process:

  • Register for the system
  • Select the event and click on your user type (eg. exhibitor or contractor)
  • Input your unloading/loading zone colour (a map is attached to assist you, your zone will depend on your location within the room).
  • Input your stand number and name (this is a free text box)
  • Select either ‘drop off’ or ‘pick up’
  • Select your vehicle type and then add in your number plate and driver details. If you don’t know these they can added later.
  • Select the date and the time you would like to load/unload
  • Review and confirm your booking

Time slots for build-up and breakdown can be booked at the same time and a vehicle pass printed from the system. Please print this pass and bring it with you on the day. The booking can be amended at a later time, if required.
Exhibitors can either make bookings for their stand contractors or email them the booking link.
There is a time limit of 30 minutes for cars, 1 hour for vans and 2 hours for lorries.
On completion of unloading/loading or upon your allocated time ending (whichever comes first), vehicles must leave the site immediately. We would strongly recommend that exhibitors and contractors bring trolleys to transport goods to and from their stands, to reduce loading and unloading times. In the event of a vehicle breakdown or accident, please contact a traffic marshal immediately.
The booking system can also provide a quote and be used to book a porter service to help with un-loading and loading.

Traffic marshalling is provided by the Olympia London’s appointed service partner, ETMS.

Please approach Olympia via Olympia Way, off Hammersmith Road. Marshals will direct you to the appropriate gate.

If you arrive at Olympia London without having booked your time slot, you may be delayed, or be asked to return during the next available slot.

Vehicles delivering stock during the open period may arrive from 0800 hours on each open day and delivery slots should be booked on the online booking system. All goods entrances and loading areas must be clear of vehicles before event opening.

Olympia London and it partners accept no responsibility for loss, damage or theft to vehicles or their contents.

 

Breakdown
The same procedure is applied to breakdown, as is to build-up and time slots can be booked simultaneously.
On breakdown night, access to the hall is only available to contractors and other staff assisting in the breakdown of stands once it is clear of visitors.

Section Eight – Health and Safety Information

Health and Safety Declaration
The Management of Health and Safety at Work Regulations 1999 requires co-operation and coordination with all parties whilst sharing a workplace. It is a condition of entry into the exhibition that every exhibitor, contractor, supplier and their agents comply with the Health and Safety at Work Act 1974 (HASAWA74) and all other legislation covering the venue. The Exhibitor accepts that it is their legal and moral responsibility to ensure that their own and others health and safety is not put at risk by their actions (or inactions) during PETEX.
All stand holders will need to submit a declaration of Health and Safety compliance. Please submit this to events@pesgb.org.uk by 2 November 2018

 

Exhibitor's Responsibility
As an exhibitor, you must ensure the health, safety and welfare of your employees, contractors and visitors as far as is reasonably practicable throughout the exhibition. You should ensure that your actions (or in-actions) do not give rise to accidents, injuries or unsafe working environments, provide proper information, instruction and training and supervise all parties throughout the event. You should also check that any contractors, suppliers, agents, etc that you may be using have a Health & Safety Policy, suitable to the exhibition environment.
Your attention is drawn to the Health & Safety at Work Act 1974 and the regulations made under this act and are reminded that the duties imposed by these laws are not reduced, regardless of whether an employer is in their own office or participating at an exhibition. Failure to do so represents a breach of the law, and could result in the prosecution of an exhibitor/contractor by the Health & Safety Executive (HSE).
Among the statutory duties owed under Health & Safety legislation the following are particularly relevant, although this list is by no means exhaustive:
That a written Company Health and Safety Policy should exist if the company is 5 or more strong. See Section 2(3) of the Health & Safety at Work Act 1974 (HASAWA).

  1. That a “suitable and sufficient” Risk Assessment should exist in respect to all the significant risks in the businesses which are not already subject to other regulations, e.g. Control of Substances Hazardous to Health COSHH, noise etc. This assessment must be in writing if the workforce totals 5 or more. (Regulations – MHSW)
  2. That at least one competent safety adviser must be appointed by an employer to assist him in discharging his health & safety responsibilities. (Regulation 6 – MHSW)
  3. That every employer has a duty to co-operate with other employers (e.g. Exhibition Organisers) when sharing a workplace, whether temporarily or permanently.
  4. Understanding the Fire and Emergency Procedures of the venue which will be circulated to all exhibitors and establishing the location of the Medical Centre within the venue.
  5. The need to maintain emergency gangways through and to the centre of the halls in build-up and breakdown situations.
  6. The need for all operatives to wear suitable protective clothing relevant to their job, which includes eye, ear, foot and hand protection.
  7. The need for all operatives to wear hard hats when working beneath or near overhead working or if this is impracticable, restricting access in such areas.
  8. The safe use and storage of flammable liquids and substances and segregation from waste and other risk areas.
  9. Ensuring that portable power equipment is used for the purpose for which it was designed and that safety guards are correctly fitted and used.
  10. Ensuring that portable electric tools are used with the minimum length of trailing leads and that such equipment is not left unattended with a live power supply to it.
  11. That stacker trucks are not used by anyone other than fully trained personnel.
  12. That all fluorescent lighting is removed from site and disposed of appropriately. Please see the following for information on recycling your spent lamps http://www.lif.co.uk/
  13. That chemicals and flammable liquids are removed from the exhibition venue after use by the user or, in exceptional circumstances, brought to the attention of the venue cleaning department for safe and proper disposal. Such products must not be placed in general rubbish bins or tips.
  14. That any work area is maintained free from general waste materials which could hazard operatives.
  15. That only scaffolding incorporating standard safety features may be used and that any tower scaffold in use is properly stabilised and propped.
  16. That all electrical work within the Halls will be carried out by the Organisers’ nominated contractor. Compliance with the Electricity at Work Regulations 1989 is mandatory.
  17. That all materials used for construction or display be to Local Authority Standards and not less than British Class 1 standards of flammability.

Fire Precautions
Some stands will be provided with a fire extinguisher (water type) for the duration of the show, by the Fire Officer – it must not be removed. Exhibitors should ensure that at least two of their stand contractors and staff are aware of how to use these extinguishers and of the location of the fire exits and alarm points within the halls. Any exhibitor requiring a special type of extinguisher owing to the nature of their exhibits must make their own arrangements.
Please note: If you are exhibiting anything that involves fire, a naked flame or a risk of fire you must submit a separate Fire Risk Assessment for your stand.
Product Demonstrations
Exhibitors must ensure that a risk assessment is carried out for any proposed demonstration. Where a demonstration gives rise to significant risk to health and safety, full details including the risk assessment must be submitted to the organiser for onward submission to the venue.
Controls must be put in place to ensure that:

  • Demonstrations do not present a fire or safety hazard.
  • They are arranged so as not to cause a nuisance.
  • They do not obstruct or encroach into gangways.
  • Space for an audience is allowed within the stand area – viewing from gangways is not permitted and they must be kept clear at all times.

Please note: The venue reserves the right to curtail any activity considered to be detrimental to public safety.
Hazardous Substances
Olympia London is an enclosed space and it will be filled with many thousands of people during the event. Any exhibit or process that is likely to generate and/or emit gases, vapours, liquids, fumes or dusts into the venue must not be used without formal approval from the Organisers and the Venue.
Though it is common sense, it is important to note several basic guidelines, all of which are designed to protect you and our visitors.

  • Machinery and equipment powered by compressed air must have the appropriate BS/CE kitemark and be run by a properly trained person. All machinery and operated apparatus must be fitted with guards and must only be demonstrated or operated by persons authorised by the exhibitor.
  • The use of LPG is not permitted.
  • The use of pressurised gases is not permitted.
  • The use of flammable oils, radioactive substances, lasers, toxic, hazardous and obnoxious substances is not permitted.
  • Any exhibit or process which generates and blows out or otherwise emits fumes, exhaust or smoke must arrange to have a suitable effective system to vent to outside atmosphere as approved by Olympia London and PESGB Conferences Ltd.
  • Any exhibit which includes a working boiler or stove must prevent the transmission of heat to a combustible part of the stand and to the hall floor. A suitable non-combustible insulating material of sufficient thickness must be inserted between the equipment and the stand.

 

Venue Emergency Procedures
Please see the Appendix for details of Olympia Emergency Procedures.

 

Section Nine – Checklist and Deadlines

Information
These items are listed in alphabetical order, with a column available for you to tick off as you go.
Please ensure that those items listed as Compulsory are completed in time.
Please note the dates listed are the very latest the forms should be returned
We recommend that you keep a copy of all forms sent.

 

All Exhibitors
Item Due Date How Done
All Exhibitors
Accommodation ASAP Contact Event Express Ltd, see Section One
Advise on entertainment licence 14 September 2018 Contact the PESGB Office (Tel: +44 (0) 20 7408 2000/Email: events@pesgb.org.uk ) for more information
Audio Visual ASAP Contact Blitz, see Section One
Catering Order Form ASAP Contact Olympia Hospitality or Levy, see Section One
Contractor Passes 26 October 2018 Complete the form in the Appendix and return to events@pesgb.org.uk
Exhibitor Catalogue Entry 21 September 2018 Complete the entry emailed to you by Publishing Events.
If you have not received anything from them by 21/9/18, please contact Ben Gardner
Floral Hire See Section One for recommended suppliers
Graphics Services ASAP Contact Showlite. See Section One for details.
Compulsory
Insurance
ASAP Contact Churchill Insurance Consultants. See Section One.
Lifting, Handling & Shipping ASAP Contact Meritex, see Section One for details.
Photography ASAP Contact White Partridge, see Section One for details.
Register for the Show ASAP Access the Exhibitor Portal via the PETEX website
Telephones & Internet 26 October 2018 Contact eForce see Section One for details.
Water & Waste (plumbing) 26 October 2018 Contact Olympia, see Section One for details.

 

Shell Scheme Exhibitors
Shell Scheme Exhibitors
Furniture ASAP Contact Showlite, see Section One for details.
Shell Scheme Extras ASAP Contact Showlite, see Section One for details.
Compulsory
Shell Scheme Name Board
Contact Showlite, see Section One for details.
Compulsory
Shell Scheme Risk Assessment
26 October 2018 Complete the form in the Appendix and return to events@pesgb.org.uk

 

All Inclusive Exhibitors
All Inclusive Exhibitors
Additional Furniture ASAP Contact Showlite, see Section One for details.
Shell Scheme Extras ASAP Contact Showlite, see Section One for details.
Compulsory
Shell Scheme Name Board
26 October 2018 Contact Showlite, see Section One for details.
Compulsory
Shell Scheme Risk Assessment
26 October 2018 Complete the form in the Appendix and return to events@pesgb.org.uk

 

Space Only Exhibitors
Space Only Exhibitors
Compulsory
Stand Plan Submission Including Method Statement and Risk Assessment, structural calculations and confirmation from a structural engineer that it is fit for purpose
19 October 2018 Contractor to produce Stand plan documents and send to the PESGB Office (events@pesgb.org.uk)

Section Ten – Information about PETEX

PESGB Conferences Ltd Directors
PETEX 2018 is owned by PESGB Conferences Ltd, a fully owned subsidiary of PESGB. The directors of PESGB Conferences Ltd are:

Richard Fox Fox E & P Consultants Ltd Director of PETEX
Graham Harman The Graham James Consultancy
Maria Iredale PESGB
Gavin Ward RISC Advisory

Sitting under the Director of PETEX and the PETEX Event Manager are the three PETEX Committees. The PETEX committees have been appointed by the Petroleum Exploration Society of Great Britain to organise PETEX 2018. The committees are all volunteers who are organising PETEX in their own time and on a voluntary basis.

 

PETEX Technical Excellence Committee
PETEX Technical Excellence Committee

Technical Excellence Chair Mike Branston WesternGeco
James Churchill Shell
Daniel Davies BP
Sharan Dhami Imperial College
Alyson Harding Consultant
Adrian Janszen ExxonMobil
Keith Maynard Woodside
Steve Pickering Consultant
Karyna Rodriguez Spectrum

 

PETEX Business Development Committee
PETEX Business Development Committee

Business Development Chair John Sayer Cegal Ltd.
Nick Cribbens Consultant
Ian Cross Moyes & Co.
Paul Duller Tribal Group
Mads Huuse Manchester University
Jeremy Lockett Consultant
Ann Watkins CoreLabs
Rhydian Williams IKON Science

 

PETEX Visitor Experience Committee
PETEX Visitor Experience Committee

Visitor Experience Chair David Cleverley Perenco
Alice Carroll Azimuth Group
Tracey Dancy Making Waves Marketing
Jim Henderson Trace Editors
Deidre O’Donnell Working Smart
Peter Browning-Stamp Ardent Oil
PETEX Social Events

Evening Networking Reception
Tuesday 27 November 5:30pm till 7.30pm Open to all delegates and exhibitors
Exploration Managers’ Lunch
Wednesday 28 November 12pm Invitation Only
Evening Excursion
Wednesday 28 November 6pm till late Open to all delegates and exhibitors
Sundowner
Thursday 29 November 3:30pm till 5:30pm Open to all delegates and exhibitors

 

Exhibitor Terms and Conditions
Exhibition booth rental shall be payable to PESGB Conferences Ltd as follows:
Contracts must be accompanied by full payment (100%), requested by invoice after booth allocation.
Exhibitors will not be included on the floorplan until payment is received.
If any payments are fourteen days or more in arrears (whether demanded or not) the contract may at any time thereafter be terminated forthwith by notice in writing from PESGB Conferences Ltd to the exhibitor. In such events all rentals paid shall be forfeited and the balance of the rental shall become due and payable forthwith. PESGB Conferences Ltd reserves the right to cancel or terminate this contract at any time and to withhold possession of exhibition space if the exhibitor fails to perform any condition of this contract or fails to abide by the rules and regulations for exhibitors at Olympia, London and in such events all rentals paid shall be forfeited and the balance of the rental shall become due and payable forthwith.
For any cancellations made by the Lessee before 12 September 2018, exhibit space rental fees paid hereunder by the exhibitor and received by PESGB Conferences Ltd will be refunded by PESGB Conferences Ltd only provided the cancelled space(s) can be resold and all other exhibition space in all the exhibition areas within Olympia, London rented by PESGB Conferences Ltd are also sold. Any such refunds will be subject to a 10% administrative charge. Cancellations received by PESGB Conferences Ltd after 12 September but before 12 October 2018 will be refunded 50% of the cost of the space booked, provided the cancelled space can be resold and all other exhibition space in the exhibition area within Olympia, London is also sold. All refunds will be processed within 90 days after January 2019. No monies will be refunded for cancellations received by PESGB Conferences Ltd after 12 October 2018. All cancellations made by the exhibitor must be in writing.
PESGB Conferences Ltd will attempt to place exhibitors in their preferred positions, but reserves the right to change stand locations or specifications at any time.
Apart from shell and all inclusive stands the rental does not include services and utilities ie. it does not include electrical mains, spotlights, cleaning, PowerPoints, furniture, telephones, compressed air, water, etc. All such equipment and services is available directly for hire from the exhibition contractors. All charges for such rental will be charged to and must be paid directly by the exhibitor to the exhibition contractors.
The exhibitor will indemnify the organisers and PESGB Conferences Ltd, PETEX 2018 and PESGB Conferences Ltd subcontractors hereinafter known as PETEX against all costs, claims, demands, actions, expenses, damages, penalties or proceedings, arising out of or in any way connected with, the exhibitor’s occupancy and use of the exhibition premises or any part thereof including without limitation loss of life personal injury and damage to property. Exhibitors will be required to meet the cost of making good any damage to floors, walls, structures, shell, stand and accessories.
Exhibitors will also be required to abide by all the rules and regulations relating to PESGB Conferences Ltd occupancy, i.e., hours and tenancy at Olympia, London and to make good any costs relating to additional hours required for theirparticular stand occupancy, over and above the regulations specified in the Online Exhibitor Manual.
PETEX, the exhibition venue, or any PESGB staff member will not be liable for any consequential or indirect losses arising out of theft, damage caused by fire, accident, flood, weather, accident or any other cause
Exhibitors are responsible for their own insurance and third party liability minimum insurance cover of two million pounds sterling will be required as stated in the online Exhibitor Manual. Exhibitors must be able to present a copy of valid insurance documents at the commencement of PETEX if requested by PESGB Conferences Ltd, one of the PESGB staff or the appointed HSE person.
The exhibitor agrees to adhere to and be bound by all applicable fire and building codes and regulations stipulated by the venue, local Council and by the organisers or PESGB Conferences Ltd as specified in the Online Exhibitor Manual.
Exhibitors may not sublet, subdivide or reassign stands without the express written permission of PESGB Conferences Ltd. Any exhibitor requests to sublet, subdivide or reassign must be put in writing to PESGB Conferences Ltd, with at least one month’s notice of such a proposed action. If permission is granted, only the prime exhibitor’s company name will appear on the shell scheme fascia board.
Exhibitors may not engage in any promotional activity outside the confines of their own rented areas without prior written permission from PESGB Conferences Ltd. Exhibitors may not use their stand for any purpose which is deemed unsuitable by the venue, organisers or PESGB Conferences Ltd.
The exhibitor agrees to be bound by this agreement, and the rules and regulations for exhibiting at Olympia, London, which will be listed in the Exhibitor Manual. Exhibitors stands, and all staff working on the stand, including promotional and hired staff, must meet PESGB’s diversity and inclusion policy and follow the advice outlined in Section Three – Diversity and Inclusion.
The exhibitor agrees to be bound by this agreement, and the rules and regulations for exhibiting at Olympia London, which will be listed in the Exhibitor Manual.

 

Section Eleven – Forms

Contractor Passes Form

Electrical Mains Order Form

Electrical Order Form

Exhibitor Audio Visual Rental Order Form

Furniture Order Form

Name Board Order Form

Shell Scheme Extra Order Form

VAT Reclaim Form for Overseas Exhibitors

To download the full PDF version of the Exhibition Manual, click here.