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Exhibitor Technical Manual 2024

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WELCOME

Welcome to the Technical Manual for this years exhibition and thank you for booking your stand.Oncology Professional Care logo

This is a designated area to help you with your stand preparation.

What should I do next?

The 'My To-Do List' below is a good place to start. It details any compulsory tasks you need to complete, such as:

  • Build & Breakdown Passes
  • Risk Assessment Template
  • Health & Safety Declaration Form
  • Additional services you may wish to order for your stand (e.g. electrics, furniture, etc.)

NB: all completed forms are received by the relevant contractors and are not kept on one central system. It is important that you maintain your 'My To-Do List' yourself.

The timings of the exhibition can be found under 'Event Timetable' below, and a full list of our appointed contractors under 'My To-Do List'.

Help is always close to hand, so please feel free to contact any of the team under 'Contact Us'. We will be happy to assist you with any queries or concerns you may have.

We look forward to working with you over the next few months.

Kind Regards,

The Operations Team

Industry related scams

Please check the small print of any document that you have been sent before signing, and read this link www.aeo.org.uk/expoguide, to ensure that any company you are planning on working with is either one of our official contractors or a reputable company within the industry.

My To-Do List

All completed forms are received by the relevant contractor and are not kept on one central system, therefore it is important that you maintain your 'My To-Do List' yourself. If you have any queries, please go directly to the relevant contractor using the details below.

Please ensure you complete and return the forms by the specified deadline dates to ensure you receive the best price for the service.

Your data; including name, address, email and telephone will be passed to the official exhibition contractors. They will not be passed to any third parties under any circumstances.

 Compulsory Task List
 Tasks  Due Date  Contact Details  Action
 Build & Breakdown Passes  22nd May 2024

 Circdata
 +44 (0) 1635 869 868
 hello@circdata.com

 Click here
 Emergency Procedures  Please Read

 ExCeL London
 +44 (0) 207 069 4000
 info@excel.london

 Click here
 Health & Safety Declaration (All Stands)  24th April 2024

 The Operations Team
 medops@closerstillmedia.com

 Click here
 Risk Assessment (All Stands)  Complete & Bring

 The Operations Team
 medops@closerstillmedia.com

 Click here
 Venue Parking  Please Read

 ExCeL London
 +44 (0) 207 069 5000
 info@excel.london

 Click here
 Venue Site Map  Please Read

 ExCeL London
 +44 (0) 207 069 5000
 info@excel.london

 Click here
 Voyage Control (Vehicles for Build & Breakdown)  Please Read  ExCeL London
 +44 (0) 207 069 5000
 exceltraffic@excel.london

 User Guide - Click here

 Bookings - COMING SOON

 Shell Scheme Compulsory Task List
 Tasks  Due Date  Contact Details  Action
 Nameboard Form  22nd April 2024  Creative Live
 +44 (0) 1676 542 616
 sales@creativelive.uk
 Click here
 Shell Scheme Specification  Please Read

 Creative Live
 +44 (0) 1676 542 616
 sales@creativelive.uk

 Click here
 Space Only Compulsory Task List
 Tasks  Due Date  Contact Details  Action
 Stand Plan Submission Form

 8th April 2024

 Select International Events
 +44 (0) 203 873 7107
 james@selectiel.com

 Click here
 Optional Task List
 Tasks  Due Date  Contact Details  Action
 Accommodation  22nd April 2024

 Event Express
 +44 (0) 1905 732 737
 reservations@eventexpressuk.com

 Click here
 Audio Visual Equipment  15th May 2024

 PSPAV
 +44 (0) 1214 863288
 screenhire@pspav.com

 Click here
 Catering  6th May 2024

 ExCeL Hospitality
 +44 (0) 207 069 4126
 sales@excelhospitality.london

 Click here

 Electrics (Power & Lighting)

 22nd April 2024

 Creative Live
 +44 (0) 1676 542 616
 sales@creativelive.uk

 Click here

 Electrics (Mains for Space only Stands)  Contact for quote
 Floorcovering (Carpet & Platforms)  22nd April 2024

 Creative Live
 +44 (0) 1676 542 616
 sales@creativelive.uk

 Click here

 Furniture Hire  6th May 2024

 Creative Live
 +44 (0) 1676 545 410
 sales@creativelive.uk

 Thorns Group
 +44 (0) 208 801 4444
 susie@thorns.co.uk

 Click here


 Click here

 Graphics (Stand Panels etc.)  10th May 2024

 Full Vision
 020 3866 4444
 exhibitor@fullvision.co.uk

 Click here
 Internet (Wired & Wi-Fi)  22nd April 2024

 ExCeL Venue Services
 +44 (0) 207 069 4400
 exhibitororders@excel.london

 Click here

 Logistics  23rd April 2024

 GES Logistics
 +44 (0) 121 782 4433
 event.logistics@ges.com

 Click here
 Shell Scheme Extras  24th April 2024

 Creative Live
 +44 (0) 1676 542 616
 sales@creativelive.uk

 Click here
 Space Only Stand Contractor

 11th April 2024

 Expositionists
 +44 (0) 1707 390 122
 hello@expositionists.co.uk

 Solutions2
 +44 (0) 121 351 1100
 info@solutions2uk.co.uk 

 Event Supplier and Services Association (ESSA) -  Find a supplier
 www.essa.uk.com

 Click here

 

 Click here

 

 Click here

 Stand Personnel  6th May 2024

 Bond Associates
 +44 (0) 845 130 4548
 info@bondassociates.co.uk

 Click here
  Translation, Interpreting, Subtitling & Live Captioning  6th May 2024

 TranslateAble
 +44 (0) 203 239 7082
 info@translateable.com

 Click here
 Venue Services (Air, Gas, W&W etc)  22nd April 2024

 ExCeL Venue Services
 +44 (0) 207 069 4400
 exhibitororders@excel.london

 Click here

Event Timetable

 Build
 Monday 20th May 2024  08:00 - 14:00hrs  Space Only - Stand Construction
 14:00 - 20:00hrs    Shell Scheme & Space Only - Stand Dressing


All space only stands must have completed construction by 14:00hrs on Monday 20th May 2024 in order for the certificate of structural integrity to be issued.

PLEASE NOTE: Any live power will terminate at 20:00hrs on Monday 20th May 2024 unless a 24hr supply has been ordered via Creative Live, the official electrical contractor. If you require 24hr supply, please place your order and indicate the positioning of your requirements via the 'My To-Do List' under Electrics (Power & Lighting) before the indicated deadline.

 Open
 Tuesday 21st May 2024  *09:00 - 17:30hrs
 Wednesday 22nd May 2024  *09:00 - 16:30hrs
 *Exhibitor access from 08:00hrs


Please note that if you order stand fitting extras, electrics or furniture on the morning of Monday 20th May 2024, these services cannot be guaranteed to be delivered and fitted to your stand before the exhibition opens at 09:00hrs.

Power will terminate each night 30 minutes after the exhibition closes unless a 24hr supply has been specifically ordered via Creative Live, the official electrical contractor.

 Breakdown
 Wednesday 22nd May 2024  16:45 - 18:00hrs  Shell Scheme
 18:00 - 22:00hrs  Space Only


It is a contractual requirement that your stand is not dismantled in any way or products removed and that your stand remains manned until the show closes and is clear of all visitors.

Exhibitors are advised not to leave their stand unattended at any time during Breakdown.

It is the exhibitor's responsibility to remove all stand materials, packaging and waste from the hall. Please note an approx. £500 + VAT fee will be levied for the removal of discarded items.

Shell Scheme Exhibitors

Definition
Exhibitors who have booked a Shell Scheme stand will have Quad shell scheme. The package includes walling, carpet, ceiling grid and nameboard to each open side.

With regards to your nameboard, we will automatically use the trading name submitted for your show guide entry via your Ezone. Please ensure the name listed on your Ezone is how you want your nameboard to appear at the show. 

ISLAND SITES: shell scheme stands booked onto island sites (4 open sides) will not include any walls. If you have any concerns, please contact The Operations Team

Carpet
Grey cord carpet is included within your shell scheme stand. If you wish to change the colour of your carpet, you can do this for an additional cost with the official contractor Creative Live via the 'My To-Do List'. Also, if you would prefer to have a platform, platforms can also be supplied via Creative Live at an additional cost. Please contact them directly for available options and costs.

Electrics
Please note that electrics are NOT included with your stand booking.

Power points and lighting can be arranged at the expense of the exhibitor with our official contractor Creative Live. Please place your order and indicate the positioning of your requirements via the 'My To-Do List' under Electrics (Power & Lighting) before the indicated deadline. 

NB: It is necessary for a stand in each block to house the mains box, however, we are unable to advise if it will be housed in your stand.

Emergency Procedures
It is important that you read the Emergency Procedures via the 'My To-Do List' before you come onsite to the show.

Furniture
Please note that furniture is NOT included with your stand booking.

Furniture can be hired from one of our official contractors Creative Live or Thorns Group, or alternatively, you can use your own. Please refer to Furniture Hire via the 'My To-Do List' to place an order. Furniture should be ordered as early as possible to avoid non-availability of stock.

When hiring furniture with one of our official furniture contractors, they will deliver the furniture to your stand the day before the show opens and will collect at the end of the show on the second day. 

Graphics
You can order graphics for your stand with Full Vision. If you chose to do so, they will be placed for you before your arrival onsite and removed after the end of the show. You can place your order via the 'My To-Do List' under Graphics (Stand Panels etc.) before the indicated deadline. 

For advice on positions of poles, weight limits of the stand when applying plasmas/graphics etc., please contact Full Vision directly.

If you are providing your own graphics, please ensure that the Shell Scheme panels are not damaged. We recommend attaching graphics using double-sided Velcro (you will require both the hook and loop side) or double-sided tape and ensuring to remove the material from the shell scheme panels at the end of the show.

PLEASE NOTE: No items are to be fixed or suspended from the fascia or ceiling grid as this could affect the structural integrity of the stand as its parts are not designed to be weight-bearing. Creative Live are happy to provide advice and you must ensure that you consult with them if you do wish to do this.

Nameboard
This is included as part of your Shell Scheme stand and it will display your stand number and company name in all capitals.

Your company name will be displayed as it appears on your Ezone so please ensure you have confirmed your Company Name by submitting your show guide entry and uploading your company profile. Any amendments to this after production will incur an additional fee.

You will have been sent your unique log in details to the Ezone - if you have not received these or need them resending to you, please contact The Operations Team who can do this.

Space Only Exhibitors

Build Regulations
Exhibitors who have booked a Space Only stand will have an area of empty space on the show floor. Nothing is included in this space, and you should appoint a stand contractor to lay flooring, build walls and design your stand.

PLEASE NOTE: Exhibitors must notify Select International Events Ltd as soon as possible with the name of their stand contractor. If you require assistance finding a suitable contractor, please contact the Event Supplier and Services Association (ESSA) on +44 (0)1442 285 812, they hold a list of recommended contractors, alternatively for more information please visit their website: www.essa.uk.com.

How To Submit Stand Plans
Failure to submit your proposals by 8th April 2024 means that your stand could face delays in obtaining approval. The Local Authority could prohibit your company from exhibiting at the show.

Stand plans will need to be submitted to Select International Events Ltd by 8th April 2024. Below are the compulsory forms that you must submit as a Space Only exhibitor:

  • Stand Plan Submission Form
  • Method Statement
  • Risk Assessment
  • Public Liability Insurance Certificate (minimum £5m)
  • Stand Plans inc a 3D visual and elevations (dimensions and maximum height)

Scaled technical plans are available from The Operations Team showing the location of the floor ducting.

Height Restrictions
The maximum construction height at ExCeL London is 6m, however any space only stands exceeding 4m are required to submit structural calculations and approval will be granted by a structural engineers sign off.

NB: there is an approx. £435 + VAT charge for any stand plans classed as Complex.

Please note the following when planning your stand:

  • Stand numbering: All space only exhibitors must display their company name and stand number prominently on their stand so that they can be viewed from each approaching gangway. This will assist visitors in locating your position within the hall and finding the stands they wish to visit
  • Travel Distance: Adequate means of escape must be provided from all stands. The travel distances from any part of the stand to the gangway must not exceed 12m
  • Enclosed areas: 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
  • Finishing the reverse of any wall over 2.3m in height that overlooks neighbouring stands in a neutral colour
  • 1/3 of each open side must remain open and no run of walling can exceed 4m in length

Complex Structures
Complex Structures are defined as any form of construction of any height which would normally be designed by an engineer and/or has been found to provide significant risk via a Risk Assessment. Plans must be submitted, together with structural calculations as well as a Construction Phase Plan, Method Statement, Public Liability Insurance Certificate (minimum £5m), Risk Assessment and a 3D visual and elevations, as outlined above.

Examples include:

  • All 3rd party rigging
  • Lighting rigs (inc. truss)
  • Raised walkways
  • Ramps
  • Sound/lighting towers
  • Stands between 4m and 6m in height
  • Temporary tiered seating
  • Viewing/service platforms

NB: there is an approx. £435 + VAT charge for any stand plans classed as complex.

Rigging
Lighting rigs are permitted above stands, however if you would like to feature any high level branding this is only permitted as part of a sponsorship opportunity.

All rigged branded banners are considered sponsorship on the show. An approx. £2,495 + VAT media fee agreement needs to be signed with the Sales Manager, Lucy Clarke who you can contact on l.clarke@closerstillmedia.com or call +44 (0) 2476 718 557). Stands plans with rigging and rigging orders cannot be processed without prior approval with the Organiser and the sponsorship agreement in place.

Banner plans including dimensions/weight/materials/rigging points need to be submitted to:

  • ExCeL Venue Services by 22nd April 2024. Please contact the venue on exhibitororders@excel.london or call +44 (0) 207 069 4400.
  • Select International Events Ltd, along with stand plans, by 8th April 2024. Please contact James on james@selectiel.com or call +44 (0) 203 873 7107.

Banners must be rigged within the boundary of your stand space and should ideally have a 2m clearance from the tallest point of the stand and the bottom of the banner.

NB: If the banner is deemed as complex, it will be subject to a structural engineer inspection fee of approx. £435 + VAT.

Important Regulations
Gangway carpet (teal cord carpet) and stand carpet cannot be the same colour unless the stand has a platform and then carpeted. Gangways must be clearly identifiable.

All construction materials must comply with the regulations stipulated in the eGuide. (When fixing your own carpet, please note that only venue approved floor tapes may be used. You must remove all carpet tape at the close of the exhibition; charges will be levied for non-compliance.)

Decoration materials used for stand dressing must be flame proofed or purchased already treated by use of the appropriate chemical. Please note that artificial plants and flowers are combustible and give off toxic fumes, therefore not acceptable. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such.

Doors should open outwards in the direction of escape, those that are on a gangway should be set back so that the door doesn't intrude onto the gangway. All doors should be fitted with a vision panel of clear glazing at sight level (including for wheelchairs) giving a zone of visibility between 500mm and 1500mm above floor level. Doors should also be a minimum of 800mm.

Floor loading is limited to 18kN per m2. Please contact The Operations Team for more information if required.

The permitted maximum height of a stand will be 4m, or up to 6m based on structural calculations and permission by the Organiser.

Lighting rigs will be allowed provided they conform to the regulations governing their use. Here follows a synopsis of these regulations:

  • Between 6m and 8m from the hall floor but with a minimum clearance of 2m from the highest point of the stand.
  • All structures will be rigged by ExCeL Rigging.
  • No graphics or decorative material may be displayed upon the lighting rig.
  • Please contact The Operations Team for more information.

Platforms should be avoided wherever possible, in order to provide level access to exhibits and services.

  • Where the use of platforms is unavoidable, they should not exceed 170mm in height (one step) and consideration must be given to accessibility for people with disabilities in compliance with the Equality Act 2010.
  • The distance between supporting timbers of platforms constructed from battens (25mm thick minimum) and sheet materials (plywood or MDF, 18mm minimum), must not exceed 400mm from centre to centre.
  • Platform corners must be splayed, rounded or angled to prevent sharp corners and tripping hazards.
  • Where a bevel edge is applied to the perimeter of a platform, it must be conspicuous.
  • Platforms must be of a strength and stability sufficient to carry and distribute the weight of the standfitting, stand personnel, visitors and exhibits having regard to the loading limits of floors.
  • When laying platforms on your floor space, please pay special attention to the area marked out for your stand. Failure to build to the marked out area will result in delays to the laying of the gangway carpet, and any additional costs incurred by the Organiser will be passed back to the relevant exhibitor. Please ensure your stand contractors are aware of this.
  • For more information please refer to the guidance in the eGuide.

Solid walls along gangways edges are not permitted. Stands must be suitably opened so as not to cause offence to neighbouring exhibitors or breach fire regulations. Walls should not exceed 4m in length or at least, 1/3 should remain open. Should you have a wall exceeding these measurements they should either have natural breaks, see-through glazed panels, at least, 1m wide or other such features at regular intervals. Each stand will be assessed individually upon receipt of drawings by the Organiser.

Stairs, please refer to the guidance in the eGuide.

Stand bridging is not permitted.

Your stand approval is always subject to onsite inspection. A structural engineer will be on-site during the build period to inspect ALL space only stands in addition to those stands classed as complex. All stands must be completed by 14:00hrs on the last build day in order for the sign off to be completed and the certificate issued. For all complex structures a fee of approx. £435.00 + VAT will be charged by CloserStill Media direct to your contractor to cover such on-site assessments and certificate costs. Please make sure that your contractor is aware of this charge in order to avoid delays in construction approval.

Welding will not be permitted unless a hot work permit is obtained from the Venue, subject to advance submission of a method statement and risk assessment before any work is carried out on-site.

CDM Regulations

In April 2015 the HSE introduced the CDM (Construction, Design & Management) Regulations to the exhibition industry. These regulations are now in place to provide a framework to help you ensure that your participation at this event is carried out safely.

The regulations apply during times when build or dismantling is taking place and differ for shell scheme stands and space only stands, so please read the section below relevant to you.

Shell Scheme Exhibitors
If CloserStill Media is building your Shell Scheme stand (via the official show contractor Creative Live) and you are not planning to construct anything within the stand (excl. stand dressing, posters, furniture, AV) please skip to 'General Information A-Z'.

For access times to the halls to set up and dismantle your stand, please refer to the 'Event Timetable' section. 

Space Only Exhibitors
The CDM Regulations process has introduced new terminology for describing how stands are designed and built which is shown below. It is your responsibility, as an exhibitor, to ensure that all the roles required under CDM are fulfilled. You do not necessarily need to appoint three people (one for each role), the three roles can fall under one person’s remit, as long as the below-listed duties are carried out.

Exhibitor = Individual Client

You are primarily responsible for appointing a competent contractor to build your stand and making sure they have all they need to create a structurally sound and safe stand.

Duties also involve:

  • Ensuring the below roles are fulfilled. The majority of the responsibilities can be delegated to your stand designer/builder if you use one.
  • Making sure that all construction work is carried out safely; this can also be delegated to your stand designer/builder if you use one. 
  • Ensure a Construction Phase Plan is produced and submitted; your stand designer/builder can also do this for you by completing the Stand Plan Submission Form

Role 1. Principal Designer - this is the person in charge of the design of your stand.

They need to ensure that:

  • All planning, design and pre-construction is carried out in accordance with the regulations in this Technical Manual
  • Produce a Risk Assessment
  • Produce and submit a Construction Phase Plan or fill in the Stand Plan Submission Form and have a Health & Safety file prepared
  • Share Welfare, Health & Safety documentation and Site information with your appointed contractors

Role 2. Principal Contractor - this is the person who is in control of the build and breakdown of your stand.

They need to ensure that:

  • Work is carried out with no risks to health & safety
  • The Welfare, Health & Safety documentation and Site information is distributed to all onsite
  • Access to the stand site is restricted depending on the work being carried out at the time (eg only people in PPE permitted where necessary)
  • The Build & Breakdown Passes link has been completed and Passes have been printed off before coming to the site. The link will be sent with stand plan approval from Select International Events Ltd.

Role 3. Sub Contractor - this is the person working on the stand under or alongside the Principal Contractor.

They have to ensure that:

  • The construction work on the stand is planned, managed, monitored and safe
  • Provide information and training to the construction team
  • Liaise onsite with the Organiser Operations Team

There are instances when you, as the exhibitor, could be all of the above roles if you book, plan, design, organise, build and breakdown your own stand for the exhibition. If this is your situation, you will need to submit a Construction Phase Plan along with the Method Statement, Risk Assessment, technical plans and insurance documents that you would already provide for build approval.  

CloserStill Media and Select International Events Ltd will provide you with site induction documents within the Build & Breakdown Passes link pre-show, which everyone working on the stand during build and breakdown must confirm they have read.  Once this confirmation has been received, you will be able to print your own Build & Breakdown Passes, which will give you access to the venue.

You also need to consider the working hours of the construction team, plus any equipment they may need (suitable methods of building the stand, correct footwear, clothing and hi-vis).

Exhibitor 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, 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 & Safety Policy, suitable to the exhibition environment.

Your attention is drawn to the Health & Safety at Work etc 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 & Safety Executive (HSE).

Among the statutory duties owed under the 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 etc Act 1974 (HASAWA).
  • That a “suitable and sufficient” Risk Assessment should exist in respect to all the significant risks in the business which are not already subject to other regulations, eg Control of Substances Hazardous to Health COSHH, noise etc.  This assessment must be in writing if the workforce totals 5 or more. (Regulations - MHSW)
  • 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)
  • That every employer has a duty to co-operate with other employers (e.g. Exhibition Organisers) when sharing a workplace, whether temporarily or permanently.
  • 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.
  • The need to maintain emergency gangways through and to the centre of the halls in build-up and breakdown situations.
  • The need for all operatives to wear suitable protective clothing relevant to their job, which includes eye, ear, foot and hand protection.
  • 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.
  • The safe use and storage of flammable liquids and substances and segregation from waste and other risk areas.
  • Ensuring that portable power equipment is used for the purpose for which it was designed and that safety guards are correctly fitted and used.
  • 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.
  • That stacker trucks are not used by anyone other than fully trained personnel.
  • That all fluorescent lighting is removed from the exhibition venue and disposed of appropriately. Please click here for information on how to recycle your spent lamps.
  • 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.
  • That any work area is maintained free from general waste materials which could hazard operatives.
  • That only scaffolding incorporating standard safety features may be used and that any tower scaffold in use is properly stabilised and propped.
  • 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.
  • That all materials used for construction or display be to Local Authority Standards and not less than British Class 1 standards of flammability.

Exhibitor Checklist for Health & Safety  
Have you remembered to...

  • Appoint a Safety Adviser to co-ordinate your health & safety exhibition policy?
  • Share the Emergency Procedures contained within this manual with all your staff & contractors?
  • Complete the Health & Safety Declaration in the 'My To-Do List' section of this manual? 
  • Undertake a Risk Assessment for all areas on your stand - i.e. standfitting, exhibits & on-site staff? Notify relevant persons of key risk areas?
  • Appoint a competent and reliable Stand Contractor? Ensure that they complete a suitable Risk Assessment and pass on all stand-fitting regulations to them?
  • Submit stand designs with all the relevant health and safety documentation? (Refer to the 'My To-Do List' for help on this)
  • Plan your time during Build-Up & Breakdown? Can your stand design be erected and dismantled safely and on-time? Should late working be necessary, have you planned a rota and ensured all staff receive sufficient & regular breaks?
  • Provide suitable training and information to your stand staff and contractors? They must be informed of on-site risks in order for them to understand & fulfil their responsibilities.
  • Review your finding after the show to discover areas which need attention, where incidents occurred and to take the appropriate action for the future.
  • Read the Health and Safety Guide.


Key Requirements for Exhibitors  
The Organisers recommend that you appoint a Safety Planning Supervisor to manage your on-site Health & Safety in conjunction with your stand planning. This Supervisor will have specific responsibility for managing Health & Safety (including the provision of proper information and instruction, training, guarding and supervision of all parties concerned through the show) and be responsible for the undertaking of the steps below.

1) Health and Safety Declaration           
All exhibitors MUST complete and submit this by the deadline given to indicate their commitment to Health & Safety at the exhibition. This can be found in the 'My To-Do List' section of the manual.

2) Risk Assessment 
All exhibitors must complete a Risk Assessment (RA) for the exhibition, which covers the activities taking place on the stand during the open period of the event. This does not need to be sent to us, although you must be able to produce it on-site if called upon to do so. We have included a template to help you, and can be downloaded via the 'My To-Do List'.

However, if you have booked a Space Only Site, whoever is building the stand - either you or a contractor - will need to submit a detailed risk assessment to cover the build and breakdown, together with a Method Statement, when submitting the stand drawings for approval. We have included a template to help you, and can be downloaded via the 'My To-Do List'. 

These templates are not a definitive guide to how this should be done, and should only be used as a starting point or for further assistance contact your own company Health & Safety Officer or the HSE National Information Line - Tel: +44 (0) 845 345 0055.

3) Fire Precautions       
Fire points consisting of 1 x 2KG CO2 extinguisher and 1 x 6LTR AFFF fire extinguisher will be distributed around the exhibition in key locations and they may 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 hall. Any exhibitor requiring a special type of extinguisher owing to the nature of their exhibits must make their own arrangements. For assistance, please contact Interserve PLC on +44 (0)20 3267 1200.

If you are exhibiting anything that involves fire, a naked flame or a risk of fire must submit a separate Fire Risk Assessment for your stand.

Fire, Medical & Emergency Procedures  
Please refer to Emergency Procedures in the 'My To-Do List'.

Vehicle Movement  
ExCeL venue regulations state that it is compulsory to wear high visibility vests within the venue vehicle loading areas. Please ensure that all staff, that are driving to the halls or arriving onsite to load / unload outside the vehicle door areas, are wearing high visibility vests.

The venue enforces a 5mph speed limit. There is no parking on hatched areas. You need to follow the instructions of traffic marshals and ensure you comply with venue traffic regulations at all times.

All forklift movement, inside and outside of the hall, must be carried out by the Organiser’s official logistics provider, GES Logistics.

Emergency gangways must be kept clear at all times to allow the movement of the venue cleaning tractors, forklifts and emergency vehicles.

Working From Height
The Work at Height Regulations 2005 applies to all work at height where there is a risk of a fall liable to cause personal injury. The Regulations place duties on employers, self-employed and any person who contracts work to other. New guidelines, regarding safe practice, must be observed.

Working at height requires appropriate management and safe working methods at all times. One of the most common causes of accidents within the halls is the use of the wrong height ladders or working at height without the correct equipment e.g. standing on chairs etc.

When working at height:

  • Use only ladders with industrial rating as per manufacturer's instructions
  • Stand no higher than on 2nd tread from top and user should not overreach
  • Ladders for work over 4m are not permitted 
  • Set ladder on flat surface and ensure helper holds ladder from side
  • Inspect rungs and rails for damage each time they are used

All accidents, incidents and near misses must be reported to the Organisers immediately.

Stay safe on site; please click the link for more information on the Stop-The-Drop campaign; in conjunction with the AEO, ESSA and AEV - www.stop-the-drop.co.uk.

Smoking
The venue implements a non-smoking policy in accordance with UK Law, this also applies to e-cigarettes and vaping. Designated smoking areas are located outside the venue.

General Information A-Z

Tip: Type Ctrl+F to search for a particular word/phrase.

Accommodation
Event Express are the official accommodation agent for the exhibition, to make a booking, please refer to the link via the 'My To-Do List' under Accommodation.

Please beware of hoax accommodation agents. If you have any concerns regarding this, or for more information, please refer to the AEO Website.

Activities and Demonstrations
Should you wish to carry out any demonstrations on your stand, please detail these in your Health & Safety Declaration found in the 'My To-Do List'.

The Organisers reserve the right to curtail any practice, which they consider dangerous or detrimental to the show or surrounding exhibitors. You will need to email The Operations Team your Risk Assessment should this be requested via email. A few examples of risks are listed below:

Animals

  • Not permitted during the build and breakdown.
  • Written consent for any animal, wild or domestic, must be obtained from the venue before they are permitted on the premises (except assistance animals).

Children

  • Local Authority Health & Safety regulations prohibit the presence of under 16s in the halls during build and breakdown. The Exhibition is a trade event and the nature of the exhibits during the open period will reflect this, as such, it is not a suitable environment for children. There are no crèche facilities at this event.
  • They are only permitted during the open period if necessary to your stand activity, otherwise, they are not permitted at any point.
  • Water features
  • Arrangements for filling and subsequent removal of water must be agreed with the venue or the venue's official contractor and features must be designed in such a way that filling and emptying can be completed within the tenancy.
  • All equipment and/or exhibits are required to conform to HSE approved Code of Practice entitled Legionnaire’s disease: The control of legionella bacteria in water systems (L8). By-laws of the relevant Water Authority must also be adhered to.

Balloons

  • Gas-filled balloons must be adequately secured to the stand. A charge may be made for retrieval if any escape to the roof or for any damage to air-handling units.
  • Balloons must be positioned at a height no greater than 4m from the hall floor to the top of the balloon.
  • Balloons can hang only over your own stand.
  • All helium gas cylinders must be removed from the halls once the balloons have been filled and the use of flammable gases is not permitted.
  • A plan must be submitted to the organisers detailing location, height and method of attachment.

Food & drink

  • Exhibitors may give away tasting samples of their products subject to the following conditions:
    • Individually wrapped items (for off-site consumption only).
    • Unwrapped food - bite size portions
    • Spirits and similar may not exceed 0.18 fluid ounces (5ml)
    • Wine/Fortified wines/Champagne/Alcopops and similar may not exceed 0.9 fluid ounces (25ml)
    • Beers/Ciders or similar may not exceed 1.75 fluid ounces (50ml)
    • Tea, coffee or soft drinks may not exceed 1.75 fluid ounces (50ml)

Hands-on treatments/Massage

  • Special licenses will need to be obtained in advance.

For more guidance, please refer to the eGuide.

Address
You are able to deliver and collect items from your stand within the Build & Breakdown timings shown within the 'Event Timetable' tab.

Please note that neither the Organiser nor the Venue can accept responsibility for items, so there MUST be someone from your company to sign for them (using the address below):

    Your Contact Name / Mobile Number
    Your Company Trading Name / Stand Number

    Oncology Professional Care 2024
    Halls N14 - N16
    ExCeL
    Sandstone Lane
    London
    E16 1FR

If this is not possible, please contact GES Logistics who can sign and store your items securely for you until you arrive, they will be able to quote depending on the number and size of your delivery. Please refer to the Logistics link via the 'My To-Do List', please note there will be an additional cost for this service.

When your vehicle arrives onsite, please report to the Traffic Office (post code E16 1FR) where you will be issued with a timed vehicle access pass, you will then be directed to the appropriate gate to unload/load.

Audio Visual Equipment
The official supplier for the show is PSPAV, their order form and contact details can be found in the Checklist.

Please refer to the Audio Visual Equipment link via the 'My To-Do List' for the services available from our official contractor PSPAV. 

Alternatively please email screenhire@pspav.com who will be able to answer any questions.

Any orders completed after the deadline date may incur a surcharge.

Badges & Passes
No one will be permitted into the exhibition hall during build-up, open period or breakdown without the appropriate pass.

Build: All exhibitors and contractors must have a Build & Breakdown Pass to access the hall during Build. You need to print your own pass from the Build & Breakdown Pass link via the 'My To-Do List'. This must be bought onsite with you and exchanged for a wristband. This pass will be valid during Breakdown as well. 

Open: Every member of staff who will be working on the stand during the open period of the exhibition requires an Exhibitor Badge. These badges must be worn on-site at all times. Please refer to the Exhibitor Badges link found in your Ezone to place your order. The badges are not mailed pre-show and can be collected from 14:00hrs on the last day of build from Registration

Breakdown: All exhibitors and contractors must have a Build & Breakdown Pass to access the hall during Breakdown. You need to print your own pass from the Build & Breakdown Pass link via the 'My To-Do List'. This must be bought onsite with you and exchange for a wristband. This pass will be valid during Build as well.

Banking Facilities
The nearest Bank is Halifax located at 286-288 Barking Road, London E13 8HR, if you would like to contact them directly call +44 (0)207 474 9157.

You will find two HSBC Machines at the West End of the boulevard, as well as a Barclays and HSBC ATMs situated in the Boulevard on level 0, and one at the East end of the Boulevard by N6/S6.

The nearest Bureau de Change is located at Canary Wharf, 10-minutes from ExCeL London

Business Facilities
Photocopying, faxing and IT facilities, including Internet access, are available from the Business Service Centre, located on level 0 of the boulevard.

There are charges for these and additional services.

Canvassing
All exhibitors are advised that unless they have a contractual agreement with the Organisers, all promotional activities including literature distribution is restricted to the limits of their stand. If you are approached on your stand by unwelcome visitors trying to sell their products, please take a business card and inform the Organisers' Office immediately.

For details of opportunities available in the halls, please contact any of the Sales Team under the 'Contact Us' section.

Carpet
If you have a Shell Scheme Stand grey cord carpet is included within your Shell Scheme stand. If you wish to change the colour of your carpet you can do this for an additional cost with the official contractor Creative Live via the 'My To-Do List' under Carpet. If you would prefer a platform, this can also be ordered via Creative Live.

Catering
Venue regulations state that all food and drink to be consumed on or given away from a stand (other than exhibitors own products) must be purchased from venue catering department, ExCeL Hospitality. Please use the order form within the 'My To-Do List' under Catering Form to view their services.

Unfortunately, the venue do not allow any exhibitor to offer food provided by themselves unless they are registered as a food business with their local authority and a proof of registration is provided.

Exhibitors planning any form of sampling of food/liquid products on their stand at the exhibition must advise the Organisers, please email The Operations Team with details and refer to the 'Sampling' section of this A-Z.

Cleaning

All stand carpet will be cleaned on the night before each open day. This does NOT include the cleaning of actual exhibits. If you require such services, please contact ExCeL London Cleaning on exhibitororders@excel.london.

Where stands are constructed with offices or interiors, or if a night sheet is being used, duplicate keys that are clearly labelled should be left with the Organiser's Office to allow access for cleaners.

Exhibitors requiring emergency cleaning during the exhibition should contact the Organiser's Office. Whilst light cleaning will be possible during show opening hours, vacuuming will not be possible until after the close of the show.

Please dispose of any liquids to avoid spillage and damage to the carpets. Waste materials should not be abandoned on site or deposited into the venue waste disposal containers or skips without the venue's prior agreement. If you require such services, please contact ExCeL London Cleaning on exhibitororders@excel.london.

Please note: It is the exhibitor's responsibility to remove all stand materials, packaging, and waste from the hall. Any waste left in the halls will be charged back to the exhibitor at £500 +VAT.

Cloakrooms
Venue cloakrooms are open during event hours and are provided complimentary (subject to availability). The cloakrooms are located on level 0 (down the stairs, in between hall entrances N4 & S4) and at the east end of the venue on level 0. 

Convenience Store
There is a Tesco Express and Nisa Local located by the Crowne Plaza, offering  newspapers, cigarettes, and confectionery

Delivery of Goods
You are able to deliver and collect items from your stand within the Build & Breakdown timings shown within the 'Event Timetable' tab.

Please note that neither the Organiser nor the Venue can accept responsibility for items so there MUST be someone from your company to sign for them (using the address below):

    Your Contact Name / Mobile Number
    Your Company Trading Name / Stand Number

    Oncology Professional Care 2024
    Halls N14 - N16
    ExCeL
    Sandstone Lane
    London
    E16 1FR

If this is not possible, please contact GES Logistics who can sign and store your items securely for you until you arrive, they will be able to quote depending on the number and size of your delivery. Please refer to Logistics via the 'My To-Do List' to access the order form and please note there will be a cost for this service. For more information on the services GES Logistics offer, please see the Logistics & Storage section further down. 

When your vehicle arrives onsite, please report to the Traffic Office (post code E16 1FR) where you will be issued with a timed vehicle access pass, you will then be directed to the appropriate gate to unload/load.

Dilapidations
Exhibitors are responsible for all panels, walls, columns, flooring, Shell Scheme stands, hired accessories, etc. within their stand area and any damage will be charged back to the exhibitor.

All exhibits and standfitting materials must be cleared from the venue and a charge of approx. £500 + VAT will be levied for the removal of any abandoned articles, including carpet tape and literature.

Electrics
It is necessary for a stand in each block to house the mains box.  You will not be advised if it will be housed in your stand.

Creative Live are the official electrical contractors, please place your order via the 'My To-Do List' section under Electrics (Power & Lighting).

Creative Live are responsible for, and will carry out all electrical work on all stands. Pre-fabrication will be permitted but connection to the mains and on-site wiring must be carried out by Creative Live.

Please specify your requirements on the Order Form and location grid. This form should be returned by the deadline date to avoid surcharges for late orders. Please note that the grid needs to be submitted with the order form to ensure that the electrics are fitted as per your requirements. Should a grid not be submitted, the items will be positioned at the discretion of the contractor and charges may be levied for on-site changes.

  • Temporary Power: Space only exhibitors and their contractors are advised to contact the official electrical contractor to arrange a temporary power supply for actual construction of stands if required.
  • Basic Guidelines: 
    • 500 watt sockets: PC Computers, TV’s, videos, spotlights to 500W, refridgerators
    • 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 an 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.            

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 and advice on electrical installations can be obtained by contacting GES.

Emergency Procedures
Please pay careful attention to the Emergency Procedures located in the 'My To-Do List' section.

Fire extinguishers (water type) will be distributed at the Fire Officer’s discretion. Under no circumstances may these be moved and exhibitors will be charged for their replacement. At least two people on each stand should be familiar with the use of fire extinguishers.

Equality Act 2010
Please note that all exhibitors are expected to comply with the Equality Act 2010 as far as is reasonably practical. For more information please follow this link: www.gov.uk/equality-act-2010-guidance.

For venue information, please go to the ExCeL Website.

For onsite requirements, please contact The Operations Team.

Fire Points

Fire points are available around the exhibition in key locations. Under no circumstances may these be moved, and exhibitors or contractors will be charged for their replacement. Exhibitors should ensure that their stand contractors and staff are aware of how to use these extinguishers, and the location of all fire exits and alarm points within the hall.

Any exhibitor requiring a special type of extinguisher owing to the nature of their exhibits, must make their own arrangements for fire extinguishers with the venue, and submit a fire risk assessment for your stand.

First Aid
The First Aid room is located on Level 0 in the Boulevard. If you require first aid please contact the medical treatment room on +44(0)207 069 5556.  

If urgent medical assistance is required, do not call the emergency services direct but contact either the Organisers' Office or the Security Team on +44(0)207 069 4444 (internal 4444) and they will coordinate the medical team and the emergency service arrival.

Food & Drink

Situated along the central concourse of the venue there are a number of food and drink outlets with plenty of choice, including somewhere to grab breakfast or a coffee and a sandwich. To complement bespoke retailers, there are also well-known high street brands. Opening hours will differ based on what events are in the venue, to check please visit www.excel.london/visitor/food-drink for more information.

Furniture
Furniture is NOT included with your stand booking. 

Furniture can be hired from one of our official contractors Creative Live and Thorns, alternatively, you can use your own. Please refer to Furniture Hire on the 'My To-Do List' section for contact details and the order forms. Furniture should be ordered as early as possible to avoid non-availability of stock.

When hiring furniture with one of our official furniture contractors, they will deliver the furniture to your stand the day before the show opens and will collect at the end of the show on the second open day.

Graphics
If you have a Shell Scheme stand you can order graphics for your stand with Full Vision. If you chose to do so, they will be placed for you before your arrival onsite and removed after the end of the show. You can place your order from the link within the 'My To-Do List' section before the indicated deadline.

If you are providing your own graphics, please ensure that the Shell Scheme panels are not damaged. We recommend attaching graphics using double-sided Velcro (you will need both the hook and loop side) or double-sided tape and ensure you remove the material from the Shell Scheme panels at the end of the show. 

PLEASE NOTE - no items are to be fixed or suspended from the fascia or ceiling grid as this could affect the structural integrity of the stand as its parts are not designed to be weight-bearing. Creative Live are happy to provide advice and you must ensure that you consult with them if you do wish to do this.

Insurance

All exhibitors require a comprehensive insurance policy that covers a minimum of £2 million public liability over the full show dates. If you require cover, you can pay the insurance participation fee which has been invoiced separately to you at the point of booking your stand. Should you already have adequate cover, you can simply ignore this invoice and upload your insurance document for approval and the insurance participation fee will be credited. It is your responsibility to ensure you have adequate cover.

Internet & Telecoms

ExCeL London has free Wi-Fi across the venue, the network name is 'ExCeL Free Wi-Fi'. Please note that this service is complimentary, and therefore not supported by the ExCeL London Venue Services team. It is only suitable for light internet use such as checking emails. If you need to demonstrate a product which requires a reliable connection, we advise you order either a hotspot / Wi-Fi or a hard wire connection for your stand

To order internet services please see Internet section within the 'Order Forms & Deadlines' tab.

Lead Capture App Licence (Fusion Exhibit)

Circdata is our official registration partner and as part of your stand package you have the Fusion Exhibit lead capture app which can be used on three devices. This lead capture solution is to be used on your own mobile devices; it is not a physical barcode scanner. If you would prefer to swap your three app licences for one physical barcode scanner, please let Circdata know as soon as possible as there is limited availability. You can order more app licences so that each member of your team has their own licence. Additional licences cost just £100 +VAT and can be ordered through your Ezone portal. 

Lost Property
For property lost during the exhibition, please report to the Organisers' Office in the first instance to see if it has been handed in.

Any lost property after the show is passed over to the venue who can be contacted on +44 (0)207 069 5000.

Maintenance & Repair
Maintenance work to stands must be carried out the evening prior to open or after the close of show by prior arrangement with the Organisers. No maintenance will be permitted during the open hours.

Music Licences
If you wish to play music on your stand please click here for more information regarding music licences. The cost for licences is approx. £100 + VAT

Nameboard
All Shell Scheme exhibitors have a fascia nameboard per open side included with their shell scheme package which will display your stand number and company name.

Your company name will be displayed as it appears on your Ezone/show guide entry and any amendments to this will incur an additional fee.

Your nameboard is provided by Creative Live.

Organisers' Office
The Organisers' Office will be manned at all points throughout the show. If you have any queries, please feel free to come and see us during build, open and breakdown.

Photography
To avoid unnecessary canvassing of exhibitors, the official photographer has been appointed to undertake all photography for the show and no other photographers will be allowed into the hall without prior written consent from the Organisers. Please contact the team via the details on the Contact Us section.

Piped Services
The venue acts as the official contractor solely responsible for the supply and connection of natural gas, compressed air, water and waste services. Please note that water and waste is only available at specific points within the hall. You must have a duct on your stand to have piped services. Therefore you may require a 100mm platform floor to hide any service pipes on either your own or a neighbouring stand. Please refer to Venue Services - Air, Gas, Pipe Services, W&W found in the 'My To-Do List'.

Post Boxes
There are two post boxes one at the west of the venue by the taxi rank and one at the entrance at the east by the taxi rank.

Prayer Room
The prayer room can be accessed through the grey door next to the S9 entrance on the boulevard.

Public Address System (Tannoy)
The public address system is for use by the Organisers and Authorities only, made from the Organisers' Office.

During the open period only official and emergency messages will be broadcast.

Rigging
Lighting rigs are permitted above stands, however if you would like to feature any high level branding this is only permitted as part of a sponsorship opportunity.

All rigged branded banners are considered sponsorship on the show. An approx. £995 + VAT media fee agreement needs to be signed with the Sales Manager, Lucy Clarke who you can contact on l.clarke@closerstillmedia.com or call +44 (0) 2476 718 557. Stands plans with rigging and rigging orders cannot be processed without the sponsorship agreement in place.

Banner plans including dimensions/weight/materials/rigging points need to be submitted to:

  • ExCeL Venue Services by Monday 22nd April 2024. You can contact the venue on exhibitororders@excel.london or call +44 (0)207 069 4400.
  • Select International Events Ltd, along with stand plans, by Friday 8th April 2024. Please contact James on james@selectiel.com or call +44 (0) 203 873 7107.

Banners must be rigged within the boundary of your stand space and should ideally have a 2m clearance from the tallest point of the stand and the bottom of the banner.

NB: If the banner is deemed as complex, it will be subject to a structural engineer inspection fee of approx. £435 + VAT.

Security
The 24hr security provided by the Organisers is designed to prevent unauthorised access to the hall, NOT to secure the contents of your stand. Exhibitors are advised to not leave their stands unattended during build up, breakdown or the open period, and to take particular care with personal items such as mobile telephones and laptop computers.

Please help the Organisers with the security of the halls by informing the Organisers' Office immediately of any security issues.

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 note that neither the Organisers nor the venue can be held responsible for any loss or damage to stands or exhibits.

Smoking

ExCeL London implements a strict no-smoking policy in accordance with UK Law. As of the 13th of February 2017, smoking is also no longer permitted on the lorry way at ExCeL London. 

Smoking (including e-cigarettes & Vaping Devices) is only permitted in designated smoking areas, located outside of the east and west venue entrances.

Stand Personnel

Bond Associates has one of the most extensive databases of event staff available, with over 500+ staff registered for work across the country. Their associates can be hired on a temporary or permanent basis. For further information, please refer to Stand Personnel via the 'Order Forms & Deadlines'.

Storage & Logistics

There are no storage facilities at the Venue. Any company requiring storage or freight services should contact the official Shipping and Storage contractor for a quotation. Please refer to Logistics form in the 'Order Forms & Deadlines' section.

You are also advised that fire regulations prohibit the storage of empty crates, packing materials, and exhibits behind stands.

Taxis

There is a taxi rank at the west entrance of the venue.

Toilets
There are toilets located outside the Hall on the Boulevard. 

Vehicles on Stands / Mobile Trailers
The Organisers must be notified of any mobile units and motor vehicles being brought into the halls well in advance of the event so that a suitable delivery/collection time can be arranged, please email The Operations Team with details.

Venue Map
For a map of the venue please refer to the Venue Site Map via the 'My To-Do List'.

Waste Disposal
You are required to remove all standfitting material and waste generated at the end of breakdown. Any rubbish left in the hall will be skipped by the ExCeL Cleaning Department and you will be charged a fine of approx. £500 + VAT. We will take digital photos of each area as proof and an invoice will be sent to you after the event.

Please contact the ExCeL Cleaning Department on +44 (0)207 069 4500 for a quotation on skip hire.

Please note that waste materials, however innocuous, should not be abandoned on-site, discharged into the drainage system nor deposited in ExCeL waste disposal containers or skips. The cost of any clearing, repairs to the drainage system or of making good any other damage caused by such unauthorised discharge will be passed to the relevant exhibitor. Disposal of such substances are subject to "Control of Substances Hazardous to Health Regulations 1988" (COSHH). Toxic waste shall be placed in closed containers, marked accordingly, and special arrangements made with ExCeL regarding their disposal.

Should it be necessary for waste material to be removed, the ExCeL Cleaning Department can provide quotations for special skip hire.

Any rubbish left in the hall will be skipped by the Cleaning Department and £500+VAT will be charged to the relevant exhibitor.

Venue, Travel & Parking

Venue

ExCeL London is one of the world’s busiest international business hubs and can be reached by people from multiple destinations in less time than any other city in the world. It is known for its accessibility and with a wide range of low-cost rail and air links to global cities. Getting to ExCeL London could not be easier!

Address

Venue address:

    ExCeL London (Halls N14 - N16)
    Sandstone Lane
    London
    E16 1FR

For more information about getting to ExCeL London, please visit the ExCeL London website.

Car Parking

Please note Sandstone Lane and Seagull Lane stretch of private road on the north side of the venue will be permanently closing from 4th April 2023. Access to the car park under the venue and the lorryway for deliveries will only be via Royal Victoria Dock Road or the A112, click here to see the map.

If you are using a sat nav, please use the postcode E16 1FR.

It is advised to prebook a car parking space prior to arriving on-site. Please visit the online booking platform, by clicking here. Parking costs £25 in the orange car park for up to 24 hours (including blue badge holders). It is also possible to arrive and park on the day. If this method is chosen then parking needs to be validated and paid on exit. The car park is available for cars, transit vans and minibuses up to 3.5T.

Parking for vehicles over 3.5T/Lorries costs £35.00 for up to 24-hours.

For parking enquiries, please email parkingonline@excel.london.

For a map of the venue, please refer to the venue site map section in the 'Order Forms & Deadlines' tab.

Unloading into the hall

To ensure ease of access and reduce waiting times to unload vehicles directly into the hall, ExCeL is launching the Voyage Control pre-show vehicle booking system. It is essential that all vehicles needing access the venue’s loading bay areas are pre-booked onto this System.  

The event will go live on the following booking link three weeks out from the show: www.excel.london/voyage-control. Please share the link with anyone bringing a vehicle to unload in the loading bay areas (including any of your contractors). A booking can be made at any time before arriving at the venue. Any exhibitor or contractor vehicles that are not booked onto the system will be denied access by the on-site traffic team.

Once booked, details can be amended where needed, and the system will remain live until the end of the event. If driver is delayed and likely to miss a booking, please make sure they let the administrator know of any delay so the slot time can be amended.

For breakdown: There is a strict loading time restriction in place, therefore Exhibitors and Contractors are advised to book a time based on when all items will be packed and ready to load. You must not book a time before you are ready to load, as drivers may be turned away if the vehicle is not being loaded.

You are able to deliver and collect items from your stand within the build and breakdown timings show within the 'Floor Plan & Timetable' tab.

Please note that neither the organiser nor the venue can accept responsibility for items, so there MUST be someone from your company to sign for them (using the address below):

    Oncology Professional Care 2024
    [Company Name & Stand Number]
    [Contact Name & Phone Number]
    ExCeL London (Halls N14 - N16)
    Sandstone Lane
    London
    E16 1FR

If this is not possible, please contact GES Logistics who can sign and store your items securely for you until you arrive, they will be able to quote depending on the number and size of your delivery. Please refer to the logistics sections within your 'Order Forms & Deadlines, please note there will be an additional cost for this service.

If it is essential for you to unload your vehicle next to the hall, please report to the Traffic Office (post code E16 1FR) when you arrive. Here you will be issued with a timed vehicle access pass and directed to the appropriate lorry door to unload/load. Please note that entering via this route may significantly delay your access into the hall, so we encourage exhibitors to park in the car park with carriable items and arrange for anything larger to be brought to your stand via the official logistics contractor.

For more information, please refer to the venue parking & traffic tips section in the 'Order Forms & Deadlines' tab.

If arriving by vehicle, ExCeL London venue regulations state it is compulsory to wear high-vis vests in the ExCeL London vehicle loading areas. Please ensure all staff driving to the halls or arriving onsite to load/unload outside the vehicle loading door areas are wearing high-vis vests. If you do not have them available, you will be required to purchase them.

Travel

There are many ways of travelling to the ExCeL London with multiple stations: we advise alighting at Custom House station which can be accessed by the DLR or Elizabeth Line. For more information about getting to ExCeL London, please visit the ExCeL London website.

Venue Map

For a map of the venue, please refer to the venue site map section in the 'Order Forms & Deadlines' tab.

Technical Floor Plan

To download a copy of the technical floor plan, please click here (correct at point of download, subject to change).

If you have any queries regarding the technical floor plan, please contact The Operations Team.

COVID-19 Guidelines

Exhibitor COVID-19 Guidelines (Updated 04/01/23)

To ensure our community is safe and secure at our event, we have prepared the following guidelines which are based on the current UK government and industry advice and regulations.

We are constantly reviewing these guidelines in collaboration with the latest government advice, the local authority, our industry association; Association of Event Organisers (AEO) and the venue at which the event is hosted.

We are highly committed to the health and safety of our visitors, exhibitors, contractors, and the wider community.

Air Quality & Ventilation

  • Venue ventilation has been increased in line with latest CIBSE (Chartered Institution of Building Services Engineers) guidance and recommendations.

Cashless Payments

  • Food and drink can be purchased via the venue catering outlets using contactless payment methods to minimise contact points and to provide a speedier service.

Cleaning

  • Implement a regular cleaning regime for your stand, ensuring a deeper clean before, during and after the event each day. Pay particular attention to high traffic touchpoints such as meeting rooms, info desks, displays and handrails.
  • A cleaning log positioned in a prominent location on your stand may be a useful way to capture and demonstrate the cleaning regime you have put in place.
  • Along with the venue, we are conducting a thorough, enhanced cleaning regime of all features and public areas prior to event opening and during event.
  • Where possible bring/hire furniture that can be cleaned easily.

COVID-19 Status Checks

  • In line with the recent changes to government guidance and the end of Plan B restrictions, we will no longer require visitors, exhibitors, and contractors to pass through COVID-19 status checks at the entry points to the venue. We continue to encourage people to take a lateral flow test before arriving at the venue, but this is not a condition of entry.

Face Coverings

  • It is no longer mandatory to wear face coverings, however government guidance does recommend that people still wear face coverings in enclosed or crowded spaces, so we do encourage people to wear face coverings at the event.

Food & Drink

  • Food and drink can be purchased via the venue catering outlets using contactless payment methods to minimise contact points and to provide a speedier service.

Hand Sanitiser

  • There will be hand sanitising stations available in the venue public space and the event halls in high traffic areas.
  • Carry your own hand sanitiser where possible.
  • Provide hand sanitiser on your stand, for your staff and visitors.
  • Don’t forget to wash your hands frequently throughout the event.

Hotels

  • Accommodation offered by our preferred supplier, Event Express, is StaySafe™️ classified. The StaySafe™️ Accreditation identifies the hotels that have measures in place including mobile check-in, contactless keys, destination only lifts, and specially sealed doors.
  • For more information, please refer to the technical manual.

Registration

  • To minimise queuing and contact during registration, we strongly advise all visitors, exhibitors & contractors to pre-register to attend an event.
  • Exhibitors & contractors can register for build & breakdown passes via the technical manual to access the event during the build and breakdown period.
  • Exhibitors can register for exhibitor badges via the ezone portal to access the event during the open period.
  • If you have pre-registered for your Exhibitor Badge, ensure you bring your QR code which is featured on your registration email for contactless badge printing.

Risk Assessment

  • In your event risk assessment, it is now compulsory that you consider transmission of COVID-19 as a risk and the control measures that will be implemented to minimise this risk.

Social Distance

  • Rather than exchanging business cards we encourage you to use data capture devices to ensure contact free sharing of business details – this could be in the form of a QR code for visitors to scan. Details of solutions that can be offered by our registration partner Circdata can be found via the Ezone.
  • Please be conscious of the space around you, giving people distance where possible.
  • Check before initiating personal contact.
  • For the increased comfort of visitors, consider arranging meetings in advance at less busy times.
  • Avoid building small, enclosed spaces for people to meet and work unless adequately ventilated.

Symptoms

  • Before travelling to the event, we ask everyone to take personal accountability for their health and those around them by adhering to our COVID-19 safety measures. Do not attend if you are displaying symptoms, have been asked to self-isolate or live with an individual who has symptoms of COVID-19.
  • You can find out more about COVID-19 symptoms here.

Travel

  • If you are travelling to the event from overseas, you do not need to complete a UK passenger locator form before you travel, take any COVID-19 tests or quarantine when you arrive in England.
  • Other countries may have rules about what you need to do to leave the country to travel to England. You should check travel advice for the country you are travelling from.

Resources

Toolkit & Best Practice:

Venue Guidance:

Industry Association Guidance:

Feedback

  • We highly value the feedback of all our visitors, exhibitors & contractors and would love to hear from you on anything you enjoyed, anything we can improve on and how you found the safety measures at our event. Keep an eye on your emails after the event.

Our COVID-19 safety plan reflects the requirements of the UK government, the local authority, our industry association; Association of Event Organisers (AEO) and the venue at which the event is hosted. We constantly review the latest guidance and will continue to adapt these guidelines where necessary to ensure we keep visitors, exhibitors, contractors, and the wider community informed of any changes.

Partners

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