Operations

Content
Your Tasks & Order Deadlines
This is the list of key services and suppliers for the show.
To submit an order for a product or service, click on the order form link and fill out the information required.
Tasks
Supplier
Early Bird
Deadline
ExCeL London Hospitality
23 September 2025
- thereafter a 10% increase applies.
10 October 2025
ExCeL London Hospitality
07 October 2025
- thereafter a 10% increase applies.
17 October 2025 - Final bespoke order
24 October 2025 - Final Stand Catering Order
excel London
19 September 2025
- Charge of £1,700 + VAT per stand
3 October 2025 – final date to apply
- An additional late fee charge of £800 + VAT per stand will apply for applications made between 20 September to 3 October
excel London
19 September 2025
No charge for applications made before this day
3 October 2025 – final date to apply
Late fee charge of £800 + VAT for applications made between 20 September to 3 October
Global Experience Specialists (GES)
29 September 2025
Standard Pricing after this date
27 October 2025
Onsite pricing after this date
Electrics for Build and Dismantle - Stand numbers starting with S8 to S11
Global Experience Specialists (GES)
27 September 2025
Standard pricing after this date
15 October 2025
Onsite pricing after this date
Electrics for Build and Dismantle - All stand numbers except those starting with S8 to S11
Global Experience Specialists (GES)
2 October 2025
Standard pricing after this date
20 October 2025
Onsite pricing after this date
Electrical Mains for Space-only Stands - Stand numbers starting with S8 to S11
Global Experience Specialists (GES)
27 September 2025
Standard pricing after this date
15 October 2025
Onsite pricing after this date
Electrical Mains for Space-only Stands - All stand numbers except those starting with S8 to S11
Global Experience Specialists (GES)
2 October 2025
Standard pricing after this date
20 October 2025
Onsite pricing after this date
Oldacre
21 October 2025
(Pre- orders with 15% discount)
Please note 15% discount applies only to orders that are completed and paid for at least 2 weeks prior to the show. All prices are subject to VAT for UK-based companies.
For orders placed less than 2 weeks before the show, a 15% increase will apply on the standard prices
Concept Furniture
27 October 2025
27 October 2025
No early bird – great prices up until deadline
Global Experience Specialists (GES)
29 September 2025
Standard Pricing after this date
27 October 2025
Onsite pricing after this date
Global Experience Specialists (GES)
25 September 2025
Standard Pricing after this date
02 October 2025
ARTWORK DEADLINE - 9 October 2025
International Lifting & Shipping (ILS)
N/A
15 October 2025
Excel London
N/A
12 September 2025
New orders and/or amends to existing orders will not be accepted after this date
Shell Scheme Electrics & Lighting - Stand numbers starting with S8 to S11
Global Experience Specialists (GES)
27 September 2025
Standard pricing after this date
15 October 2025
Onsite pricing after this date
Shell Scheme Electrics & Lighting - All stand numbers except those starting with S8 to S11
Global Experience Specialists (GES)
2 October 2025
Standard pricing after this date
20 October 2025
Onsite pricing after this date
Global Experience Specialists (GES)
If you have booked a shell scheme stand your company name and stand number will be supplied on a board fixed to the open sides of your stand. Please fill in this form and return before the deadline date to ensure your name panel is correct.
27 October 2025
Global Experience Specialists (GES)
29 September 2025
Standard Pricing after this date
27 October 2025
Onsite pricing after this date
Ops Squad Stand Plan Team
5PM GMT on 7 August 2025 for Double Decker Stands
18 August 2025 for all Space Only Stands
*Compulsory for all exhibitors
Operational Documents & Order Forms
Please click here to view a full list of operational documents and order forms for your reference.
Supplier A-Z
This is a comprehensive list of Official Suppliers of World Travel Market London 2024. If you do not see a supplier's name in this list when you receive correspondence then you are not ordering from a Official Suppliers. Please consult the list below or contact the operations team if you are in any doubt.
AUDIO VISUAL
Aztec Event Services Limited
Tel:. +44 (0) 20 7803 4000
Email: [email protected]
Web link: World Travel Market 2025 – Aztec Event Services
AUDIO VISUAL
DBpixelhouse
Tel: +44 (0) 345 226 3083
Email: [email protected] Web link: DBpixelhouse Password: WTM2025
Please click here to order online
CATERING – Applications to apply for Low-risk Sampling and/or External Catering
Excel London
Web link: https://bit.ly/WTM2025App
CATERING – Order through ExCeL
Excel London Hospitality
Tel: +44 (0) 207 069 4126
Email: [email protected]
Web: ExCeL London Hospitality
All venue services can be ordered through the Venue Webshop.
CLEANING & WASTE
ExCeL Cleaning & Waste Services
Tel: +44 (0) 2070 694 400
Email: [email protected]
Web Link: Exhibitor Service Center
All venue services can be ordered through the Venue Webshop.
ELECTRICAL CONTRACTOR
Global Experience Specialists (GES) Ltd
Tel: +44 (0) 2476 380 190
Email: [email protected]
Web: Expresso by GES
FLOORCOVERING / CARPET
Global Experience Specialists (GES) Ltd
Tel: +44 (0) 2476 380 190
Email: [email protected]
Web: Expresso by GES
FLORAL
Oldacre Floral Services @ ExCeL
Tel: + 44 (0)20 3007 5981
Email: [email protected]
Web: www.oldacre.co.uk
FURNITURE
Concept Furniture International Ltd
Tel: +44 (0) 1299 254 090
Email: [email protected]
Web: www.conceptfurniture.co.uk
FURNITURE
Global Experience Specialists (GES) Ltd
Tel: +44 (0) 2476 380 190
Email: [email protected]
Web: Expresso by GES
FURNITURE
Xpect
Tel: +44 (0) 1923 954 875
Email: [email protected]
Web: www.xpectfurniture.co.uk Webshop: Xpect Furniture
GRAPHICS & SIGNAGE
Global Experience Specialists (GES) Ltd
Tel: +44 (0) 2476 380 190
Email: [email protected]
Web: Expresso by GES
GRAPHICS & SIGNAGE
Insite Graphics
Tel: : +44 (0) 7764 495 658
Email: [email protected]
Web: www.insitegraphics.co.uk
GRAPHICS & SIGNAGE
Perton Signs
Tel: +44 (0) 2089 925 775
Email: [email protected]
Web: www.pertonsigns.co.uk
INTERNET & COMMUNICATIONS
ExCeL Venue Services
Tel: +44 (0) 2070 694 400
Email: [email protected]
Web link: https://www.excel.london/webshop
All venue services can be ordered through the Venue Webshop.
LOGISTICS (Deliveries, Lifting & Storage)
International Lifting & Shipping (ILS)
Tel: : +44 (0) 2476 337 955
Email: [email protected]
Web: www.ils-logisticslive.co.uk Webshop: ILS Password: WRLDTRVL25
PLANT HIRE - All plant hire must be ordered through the venue’s recommended supplier. Only Cherry Pickers and Scissor lifts are permitted
Nationwide Platforms
Tel: +44 (0)345 745 0000
Email through website: www.nationwideplatforms.co.uk/en-gb/general-enquiry
Web: www.nationwideplatforms.co.uk
RIGGING
ExCeL Venue Services
Tel: +44 (0) 2070 694 400
Email: [email protected]
Web link: https://www.excel.london/webshop
All venue services can be ordered through the Venue Webshop.
SECURITY
Exhibition & Event Partnership
Tel: +44 (0) 2085 435 588
Email: [email protected]
Web: www.theeventpartnership.co.uk
SHELL SCHEME ACCESSORIES
Global Experience Specialists (GES) Ltd
Tel: +44 (0) 2476 380 190
Email: [email protected]
Web: Expresso by GES
TEMPORARY STAFF
Bond Associates
Tel: +44 (0) 3451 304 548
Email: [email protected]
Web: bondassociates.co.uk
VAT RECLAIM SERVICE
Quipsound Ltd
Tel: +44 (0) 1959 561 717
Email: [email protected]
Web: quipsound.com
WATER & COMPRESSED AIR
ExCeL Event Services
Tel: +44 (0) 207 069 4400
Email: [email protected]
Web link: https://www.excel.london/webshop
All venue services can be ordered through the Venue Webshop.
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.
Logistics: Traffic, Deliveries, Lifting & Storage
Please click here to view full information regarding Logistics (traffic, deliveries, lifting & storage).
Health & Safety
Overview - It is very important that you read this section
We appreciate that some of you may have limited experience with regards to the legal and practical aspects of health and safety management. This section is designed to give you sufficient guidance to discharge your responsibilities. Guidance, however, can only go so far and you have a legal duty to ensure that your operations do not compromise health and safety. Failing to do so can lead to prosecution and other legal sanctions. If you are unsure you are urged to contact the Operations Manager. Please do not leave health and safety issues to the last minute. The earlier we have your information the better the support we can give you.
If you would like to view the safety site rules with regards to safe working, click here.
For the venue emergency procedures then click here.
Every stand contractor must ensure that they have identified any risks with working onsite and what control measures they will put in place to protect both your workers and others from coronavirus; e.g. cleaning & hygiene, staff procedures. These measures should be clearly displayed in your H&S Documentation.
Every exhibitor is responsible for making sensible adjustments to their space and onsite activities to ensure we maintain a safe environment across the show for everyone who is onsite during build up, show open and dismantle. All exhibitors must complete the Stand Information Form.
Policy Statement
RX aims to set the benchmark standard for managing health and safety in exhibitions. This is not only our moral and legal duty, but it is commercially important for the success of every event. We recognise that our exhibitors rely on us to provide a trading environment on the exhibition floor that is safe and without risks to health. We also recognise that running a public event places a special responsibility on RX and extends our duty of care not only to our staff but also to exhibitors, contractors, venue staff and visitors. The Exhibition Director is ultimately responsible for health and safety at the Show. To ensure that all RX health and safety obligations are met, the Exhibition Director supported by the operations team will:
- Allocate sufficient resources to meet health and safety objectives
- Provide adequate control of health and safety risks arising from our work activities
- Consult with the venue, exhibitors and contractors on matters affecting health and safety
- Provide relevant health and safety information to employees and others
- Ensure all employees are competent to do their tasks particularly with regard to health and safety training
- Ensure so far as is reasonable that the contractors we engage for the show are competent
So far as is reasonably practicable prevent accidents and cases of work related ill health and maintain safe and healthy working conditions.
Risk Assessment
RX has carried out suitable and sufficient assessment of the risks associated with this event, details of which can be obtained from the organiser’s office if you so require. However, general risks associated with any exhibition are as follows:
- Multiple contractors working in a single workplace
- Fall from working at heights and working on a live edge
- Objects falling from height or loads falling from vehicles
- Impact injury from moving vehicles
- Structural collapse of seating or an exhibition stand
- Outbreak of legionnaires disease from a water feature
- Food poisoning incident from temporary catering outlet
- Fire
- Major incident and civil emergency
- Excessive working hours
This is an overview and by no means a comprehensive account of the risks involved at this event. It is the absolute duty of all parties to ensure that under the Management of Health and Safety at Work Regulations and other legislation suitable and sufficient risk assessments are conducted on all significant risks. The Management Regulations and associated guidance also requires that risks should be mitigated with a view to achieve maximum reduction in the level of risk within the bounds of what is reasonably practicable. In general terms, emphasis should always be placed on eliminating or reducing risk at source. It must be remembered that personal protective equipment is usually a control of last resort.
There is a template available for your convenience that you can download here.
There’s also extra reading material from the HSE website in the form of the A brief Guide to Controlling Risk in a Workplace.
Exhibitors' and Contractors' Legal Duties
As an exhibitor or contractor you have a legal duty of care for the safety of anyone who may be affected by your activities. You are ultimately responsible for all aspects of safety on your stand or work area during the build up, the open period of the show and during the break down. Where exhibitors contract out the building and finishing of stands you are still vicariously responsible for the activities of your contractors. You can discharge your duties by ensuring that you do the following:
- Appoint a competent person to be responsible for health and safety on site.
- You MUST carry out suitable and sufficient risk assessment of all your activities and obtain relevant risk assessments from your contractors or sub-contractors. Exhibitors must obtain supporting method statements for the building and demounting of your stand. If you have a shell scheme stand the organiser has obtained the shell scheme contractor’s risk assessment on your behalf.
- All exhibitors must also complete the Exhibitor Responsibilities Form.
- Ensuring that your staff and sub contractors’ staff working on site are informed of the site rules and health and safety arrangements which are detailed below and you must ensure so far as you reasonably can that they follow them.
- Ensuring that all your staff, contractors’ and sub contractors’ staff are familiar with the venue’s emergency procedures which can be found clicking here.
Stand Designer's Legal Duties
Stand designers have a legal duty to ensure that the stands are designed to be fit for the purpose intended, structurally sound and safe to build, use and demount without any undue risks within the published exhibition timetable.
Items to be submitted to RX by Exhibitors, Exhibitor Contractors’ and Organiser Contractors:
- Name and contact details (including out of office telephone details) of the nominated health and safety representative on site
- A suitable and sufficient risk assessment covering all hazards involved in the build and dismantling of the stand (not required for shell scheme stands).
- A copy of a method statement confirming the nominated health and safety representative on site plus a description of how the stand will be constructed and dismantled (not required for shell scheme stands).
- Your risk assessment, method statement and construction and dismantle phase plan must also demonstrate how you will implement COVID-19 safety measures during build and dismantle.
- A copy of your stand plans, including height dimensions, any rigged items, construction and material details (not required for shell scheme stands).
- Notification and supporting risk assessments for any activity on your stand that represents a significant risk. This includes but is not limited to the following:
- Flammable substances or naked flame
- Pressurised gases such as LPG
- Hazardous chemicals and substances
- Ionising radiation
- Water features
- Demonstrations
- Visitor treatments - e.g. massage
Please note that all H&S documentation must be specific to the show and specific to the work activities performed by the contractor and clearly state the stand number and client name it refers to.
The method statement must include a name and mobile number of the person responsible for the management of the stand during the build and dismantling periods.
*For companies outside of the UK, please refer to the following EU Directives:
EU Framework Directive 89/391, EU Workplace 89/654, EU Workplace Equipment Directive 89/655, EU Personal Protective Equipment Directive 89/656, EU Manual Handling of Heavy Loads Directive 20/269 and EU Display Screen Equipment Directive 90/270.