Event Information

Below you will find a summary of key changes for 2022 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 - There are changes to the traffic management system at ExCeL that will impact on all vehicles arriving at the venue which need access to the loading areas.  Please see Traffic: Parking, Loading & Unloading section for more details.
  • There is an Ultra Low Emission Zone (ULEZ) in and around London where you may be charged for bringing a vehicle to ExCeL.  Click on the link below for further information - Ultra Low Emission Zone - Transport for London (tfl.gov.uk)
  • We recommend using our Official Logistics provider for all of your delivery, lifting and storage needs.
  • Consider taking advantage of advance warehousing to avoid delays on site.
  • Consider methods to reduce frequency of deliveries.
  • Encourage drivers to stay in their vehicles where this does not compromise their safety and existing safe working practice.
  • It is essential that all material and freight is kept within the build area and not in the aisles/foyers etc. Build materials/furniture/AV and freight may need to be scheduled for different arrival times.
  • Only ILS are permitted to use forklifts and other lifting equipment in the hall and the loading areas around ExCeL London.

• Stand Build Regulations
  • The Space Only Stand plan deadline is 12 August 2022
  • Double Deck Stands
    • There is a strict deadline to submit all dimensional stand plans and Health & Safety Information by 17.00 hours GMT on 12 August 2022. Failure to submit this information on time will result in additional costs for the exhibitor.
    • The maximum square metres allowed for upper deck structures is 50% of the total stand space
    • All structures must conform to the venue and local authority Double Deck regulations.
    • We have a Live Edge Working Process which will be in place for double deck stands to ensure that the correct procedures have been put in place to eliminate/ reduce the risk of working on the live edge.
    • Further information can be found in the Stand Build Regulations Section of this exhibitor manual
  • 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 - Our stand plan checking process has changed and we are now partnering with Ops Squad Stand Plan Team to complete our stand plan checks for WTM 2022.  See Stand Build Submissions.
  • Enclosed stands - We still recommend open stand designs which allow good ventilation and space for people to move freely. If enclosing larger areas of the stand, your Health & Safety documentation must demonstrate that it meets current stand build regulations.  Consider open meeting space and ensure it is sanitised between uses.

• 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 previous years due to new lead times as a result of COVID-19. 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.

• Cleaning and Hygiene
  • You should consider enhanced and visible cleaning regimes throughout the event to complement the venues additional measures e.g. hiring a dedicated stand cleaner for open days. All high touch points should be regularly cleaned with appropriate cleaning materials during build, show open and breakdown.
  • Provide visible hand sanitisers for both staff and visitors on your stand.

• 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)
  • Provide your own catering.  To do this you must make either an Indigenous Sampling or an External Catering Application. Please see ‘catering’ section for further details
• 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 leave stand waste 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

BACK TO TOP

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

Wednesday 2nd 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 6th November 2022 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 empty boxes, storage crates, ladders, unused stand fitting materials, pallets etc. are removed from the aisle by 3pm on Sunday 6th November 2022. 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). 

BACK TO TOP

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 download the TAAP Visitor Book App to scan the QR code. 

2. Fill in the registration form, attach a photo of yourself (this will be used to make sure the badge belongs to you onsite) 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 onsite with you.

Onsite:

1. When you arrive onsite show your e-badge to security who will check your photo and then let you in to 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.

Please note that contractor registration is in addition to the COVID-19 status checks taking place onsite. For more information, please click here.

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. 

BACK TO TOP

World Travel Market London 2022 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 2022.

• 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 (coming soon)
• Venue Sustainability

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

BACK TO TOP