Event Information

Below you will find a summary of key changes for 2023 that will impact you as an Exhibitor or Contractor but please make sure to read the whole manual for full details. The manual provides both recommendations and mandatory rules. 

Details about how we plan to keep our attendees safe and changes you should expect to see at the event can be found here;

• Exhibition Timetable – Provides information on the build up, show open and breakdown dates and times. Please note that there is restricted timed access on the first day of build.

• Shell Scheme, Pavilions & Package Stands – Full details of the stand and package you have selected and what you need to do to have a successful exhibition.

• Traffic: Parking, Loading & Unloading - NEW –There is a new Vehicle Booking System in place at ExCeL where all vehicles needing access to the loading bays during build-up and breakdown must pre-book.  Please click here for further information and click here to book now.

• Stand Build Regulations
  • For non Double Deck stands the Space Only stand plan submission deadline is 30 August 2023.  See below for Double Deck stands.
    
    
  • Double Deck Stands
    • There is a strict deadline to submit all dimensional stand plans and Health & Safety Information by 17.00 hours GMT on 11th August 2023. Failure to submit this information on time will result in additional costs for the exhibitor. Click here to view what documents must be submitted by this deadline.
    • ·The very final deadline date for Double Deck stand plan submission is 5pm GMT on 30 August 2023.  Failure to submit all the necessary documents will result in you not being allowed to build a Double Deck stand, no exceptions will be made.
    • Please click here and read the regulations regarding building an Upper Deck Structure.  We expect all stand contractors to comply to these regulations.
       
  • Complex Structures & Rigging
    • All stands with a suspended structure and anyone building over 4m in height must:
    • Submit full technical drawings.
    • Submit structural calculations.
    • Provide details of fixings and weight loadings for all suspended structures.
    • This information will be sent to an independent structural engineer for pre-show checking and a onsite inspection.
       
  • How to submit Stand Plans - The stand plan checking process is managed by  Ops Squad Stand Plan Team. See Stand Build Submissions.
     

• ·Rigging – for any space-only stands wanting to suspend items above their stand the deadline to order rigging is 5pm GMT on 14 September 2023.  Any new or additional orders placed after this date will not be accepted.
  
   Ground Supported rigging is not permitted at ExCeL.
  
  
• Plant Hire – under no circumstances are contractors/exhibitors allowed to hire and operate their own cherry pickers and scissors lifts in and around the loading areas and exhibition halls.  Any such equipment found onsite will be asked to remove immediately.
  
  
• Your Tasks & Order Deadlines - A list of all the order forms and deadlines dates to help you complete these in a timely manner. Please pay extra attention where deadlines may now be earlier than in previous years due to new lead times. Orders should be placed in advance to reduce onsite contact.

• Health & Safety - Please ensure you read this section so that you understand all of the risks and safety procedures involved in anything you plan to do onsite.

• Venue & General Information – Detailed information on the venue including the address and other specific details you may find useful. The venue has made some changes to operational measures in order to provide a safe environment for everyone. Please click here to see these measures.

• Exhibitor Catering - There 2 options to choose from if you wish to provide catering on your stand.
  • Order all of your food/drink from the on-site catering partner ExCeL London Hospitality (ELH)
  •  If you wish to provide your own catering, you must make either a Low-Risk Sampling or an External Catering Application.  Fees and deadline dates apply.   Click Here for further details and to apply.
  •  If you are providing your own catering you must ensure that you have considered this within your stand design.
     
• Waste Removal Charges
  
  
  • Exhibitors and contractors are responsible for the removal and disposal of all stand-fitting waste created during build-up and breakdown. Heavy financial penalties will apply to anyone who leaves stand waste on site
  • ·All stand contractors must include details on how they will manage their waste in their Method Statement
  • ·We expect every space only stand to order necessary waste bins for build-up and breakdown.  This will be closely monitored on site
    
    
• Entertainment and Live Performances on Stands – If you are planning a live demonstration or performance on your stand then please ensure that you complete the Stand Information Form.  The Organisers reserve the right to stop any performance they feel is causing a nuisance to any other exhibitor.

• Sustainability - Our new Exhibitor Environmental Checklist is now available and has useful tips to lower your environmental footprint whilst you are exhibiting with us.
• Exhibitor & Contractor Welfare - Useful steps to prioritise contractor & supplier welfare.

WARNING: Unsolicited Marketing Communications

It has come to our attention that our customers are increasingly being targeted by companies claiming to supply exhibitor/visitor/participant lists and details relating to our events and products at a cost.  Be vigilant – this data is likely fraudulent.  If you receive any such unsolicited offers, please do not respond unless you have checked with us first.

RX does NOT sell or pass your data to any third party without your permission

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YOU MUST ENSURE THAT YOU READ AND SHARE THIS WITH YOUR STAND CONTRACTORS AND ANY SUBCONTRACTORS WORKING ON YOUR BEHALF.

REMEMBER – There is a new Vehicle Booking System in place at ExCeL where all vehicles needing access to the loading bays during build-up and breakdown must pre-book.

Wednesday 1st November - Restricted timed access on this day only. Your timeslot will be determined by location of stand in the hall. Size of stand will not be taken into consideration. If you are building more than 1 stand, you will need to consider that different access times for each stand may apply. Organisers decision is final.  Click here to check your time slot.

If you are working onsite during the build up and breakdown periods you will be expected to wear appropriate Personal Protective Equipment.  You will be checked by security as you enter the venue to ensure you have a high visibility vest and suitable footwear (no opened toed shoes or heels).  This also applies to all exhibitors.

 IMPORTANT – Sunday 5 November 2023 THIS DAY IS FOR STAND DRESSING ONLY.  NO STAND CONSTRUCTION MUST TAKE PLACE.  To help ensure that the aisle carpet can be laid on time and the cleaning team have sufficient amount of time to ensure that the show is cleaned and ready for show open it is compulsory that all boxes, storage crates, ladders, unused stand fitting materials, pallets etc. are removed from the aisle by 3pm on Sunday 5 November 2023. Any items left in the aisles after this time will be removed by ILS and a 100% surcharge will apply to the storage cost (as set out in ILS Tariff) for the removal and storage of these items. Everyone working onsite must be made aware of this procedure.

Breakdown Reminders:

• Breakdown for Space Only stands will not begin until 08:00 on Thursday 10th November. Therefore contractors will not be permitted to enter the halls until this time
• Only hand carriable items can be removed from the stands between 17:30 and 20:00 on Wednesday 9th November. Contractors and exhibitors leaving exhibit materials or stand fittings unattended in the hall following closure of the show do so at their own risk. Arrangements can be made with the Security Manager or with the official freight contractor for storage.
• Exhibitors will be charged for any carpet tape or stand construction materials left by their contractors
  

*If you are working onsite during the build up and breakdown periods you will be expected to wear appropriate Personal Protective Equipment. You will be checked by security as you enter the venue to ensure you have a high visibility vest and suitable footwear (no opened toed shoes or heels). 

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Please ensure that you and your team have received, read and understood the admissions policy - a copy can be found here.

Exhibitor Personnel Badges

For security reasons every member of your stand staff must wear an Exhibitor badge in order to gain admission to the hall. This provides access to the show during build up and breakdown times as well as the open period. It is requested that exhibitors wear their badges at all times during the event. Exhibitor Personnel Badges can be ordered online through the Exhibitor Portal. It is the responsibility of the Main Stand Holder to order and register badges for each person that will be working on the stand during the show as Exhibitor Badges are non-transferrable. 

Exhibitor Personnel Badges - Build Up Only

Exhibitors will be able to access the halls from 08:00 on Saturday 5th November. Please make sure you have your exhibitor badge ready (either printed or on your phone).

Please note: access to the venue during build-up and break-down periods is subject to persons wearing appropriate PPE.

Contractor Badges - Build and Breakdown

Before arriving onsite please ensure that you and your team have received, read and understood the site rules - a copy can be downloaded here.

At WTM London we now need all contractors who are coming onsite for build or breakdown to register their details and complete the site induction before they will be allowed into the exhibition halls. You will receive an e-badge once you have completed the process which you will need to use as access into the halls for build and breakdown each day.

Contractor Registration is now live and every contractor coming onsite for build or breakdown should follow the below instructions to register themselves and complete the site induction before arriving onsite. Please share this information with all contractors coming onsite for build and break down. 

Before coming onsite:

1. Scan the QR code below with your mobile phone, or alternatively use this link here.

Fill in the registration form and review the site rules.

3.       Press ‘Submit’ to generate your e-badge which is valid for build and breakdown.

4.       Save the e-badge to your phone to take it onsite with you.

Onsite:

1.       When you arrive onsite show your e-badge to security who will check your photo and then let you into the exhibition halls. This will be done every day you enter the exhibition halls so make sure you have your e-badge easily accessible.

To avoid delays, we strongly recommend you complete your registration in advance.

The data collected from contractor registration is shared with relevant parties involved in the organisation of WTM London. For more information, please view our Privacy Policy.

If you have any issues registering in advance, please contact the Operations Team.

Please note:

• Contractor e-badges are NOT valid to gain entry to the exhibition halls during the show-open period.
• Access to the venue during build-up and break-down periods is subject to persons wearing appropriate PPE and completing the COVID-19 status checks; see the Site Rules for further detail. 

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World Travel Market London 2023 is committed to promoting sustainability in exhibitions and we continually work with venues, suppliers and contractors to reduce the impact our activities have on the environment. 

RX has signed up to the Net Zero Carbon Events pledge with the aim of achieving zero emissions by 2040. To help us reach our goal we have produced a sustainability charter, guided by the UN Sustainable Development Goals which will direct our considerations as to the ways in which our events are organised. 

With the charter in mind we have created an Exhibitor Sustainability Checklist which you can utilise in the planning of your participation at  World Travel Market London 2023.

• Download Exhibitor Checklist

We are also pleased to announce the below sustainable initiatives that you can participate in at the event:

• Water refill stations 
• Recyclable lanyards
• Prominent recycling bins across show floor

For more Information:

• RELX Sustainability
• Venue Sustainability

If you have any ideas or suggestions regarding sustainability at our events then please do not hesitate to contact us.

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