Accidents and near misses

If you are involved in, or witness an accident or near miss while at the Venue, please report it to the Organiser’s Office immediately

Access for all

Please ensure that your stall is accessible to all visitors of all levels of physical ability

Accommodation

There are a number of hotels within close proximity of Westfield London, W12. All recommended hotels are within 0.3 to 4.9 miles from the venue. For more information, visit: https://uk.westfield.com/london/tourism/hotels-to-stay-in-near-westfield-london

Alcohol and drugs policy

The sale, supply or consumption of alcohol is not permitted at any time at the Festival and particularly during set-up and breakdown. Anyone suspected of being under the influence of alcohol (or drugs) will be removed from the Venue premises

Animals

Assistance dogs are permitted entry to the Festival. All other animals are not permitted

B

Badges, passes and wristbands

In order to gain entry to the Venue, contractor wristbands/exhibitor wristbands/passes must be worn and be visible at all times. Vehicle passes are required to be displayed in the windscreen for access to the Loading Bays during set up and breakdown

Exhibitor and contractor wristbands will be issued on Build Day (Friday 22nd) Please collect all wristbands from the area manager on site.

Balloons

Helium balloons are not permitted inside the venue. If any helium balloons are brought on site, then a retrieval fee will be charged for any that are left behind.

Banners

All promotional material for your stall must be signed off by the Organiser's prior to the event. Pop-up banners and vinyl banners are not permitted. 

Breakdown and setup arrangements

Please refer to the Event timetable at the beginning of this Manual

All set up must be completed and stalls ready to be open 30 minutes before the Event is opened to the public. Goods are not permitted to be brought into the Venue once the Festival has opened to the public

Access to the Venue

You will have access to your stall between 6pm and midnight on Friday 22nd June, and from 7am on Saturday 23rd June. (Note your stall MUST be ready by 9am Saturday 23rd June to be checked by Health & Safety). 

Carrying in by hand

By public transport: Westfield Square is located just outside Wood Lane Station. 

Carrying in by hand: If you only have a few items to drop off, that can be unloaded within 5 minutes then you are permitted to use the taxi rank alongside Westfield Square. 

If you require more time then please park in the John Lewis Basement car park. There are lifts that will bring you to the Westfield Square Level, just inside the Westfield Building. 

Unloading larger items

Vehicles are permitted on to Westfield Square between 10pm and midnight on Friday 22nd June for those with larger or heavy items. Please arrange a slot for unloading with your account manager.

Breakdown, removal and re-instatement

The Festival will be closed at 1800hrs on Sunday 24th June and security will commence clearance of the public and any children (under 16) from the area BEFORE breakdown can commence

Exhibitors are not permitted to close their stalls and start to clear up before the end of the Festival or until the Organisers have advised it is safe to proceed. Please do not attempt to move items from your stall, or dismantle and clear away large or heavy items or structures: this is to ensure visitor safety. The breakdown and clean up of your stall is only possible between 1900-22:00 on Sunday 24th June. Exhibitors are liable to pay the Organiser late charges and compensation if this deadline exceeded

All Exhibitors must use the stand/area allocated to them, and return it at the conclusion of the Festival in the same condition in which it was supplied. Tape, traces of tape/glue must be removed from the floor and walls, and the area returned to its original condition. Any damage to equipment, the venue building, the stall flooring etc. caused by installations or goods belonging to the Exhibitor shall be the sole responsibility of the Exhibitor.

The Organisers will charge the Exhibitor any repair or cleaning costs that arise accordingly

C

Catering equipment and furniture hire

London Eid Festival will not be providing any exhibitors with furniture or cooking-relating equipment. If you need to hire any equipment or furniture then please contact our recommended suppliers, quoting London Eid Festival:

Catering Equipment: http://charliescateringhire.co.uk/

Furniture: https://www.yahire.com/

If using either of the above suppliers then we will liaise with them regarding the delivery before you arrive at the festival to set up. 

If you decide to use another supplier, then you will be required to be on site to take the delivery during the times set out in the loading/unloading schedule. 

Car Parking

Venue Parking: Paid parking is available at Westfield London, W12.  For further details visit https://uk.westfield.com/london/centre-info/getting-here

Cash and ATMs

There are ATMs within the venue.

Children

Children under the age of 16 are not allowed in the Venue during set up and breakdown in order to comply with health and safety legislation

Children under the age of 16 may not work on stalls during the open period of the Festival without a licence. The Children and Young Persons Act applies. An individual risk assessment must be carried out for any young person (under 18) working on a stand and the Organiser must be informed

Cleaning

Cleaning and waste disposal: During the Festival, the Organisers have arranged for the cleaning of communal areas, including but not limited to gangways and communal areas. Exhibitors are responsible for maintaining cleanliness within their stalls and the immediate surrounding areas

Waste generated by Exhibitors during the Event should be disposed of using appropriate waste collection facilities located within the stall. The Exhibitor may be requested to move any waste collection facilities found by the Organiser in gangways or public areas. Venue cleaning staff will dispose of any waste that builds up at stalls Exhibitors must remove food waste, cooking oils and oil containers, stand fitting materials, pallets, material/ packaging and any hazardous waste at the end of the Festival

Cooking oil, whether used or unused, must not be disposed of at the Venue. All oil brought into the Venue by Exhibitors must be removed by Exhibitors at the end of each day. It is strictly forbidden to dispose of oil as event waste, through methods including (but not limited to) packing the oil in bottles or solidifying it. Any disposal or abandonment of such oil on site will result in the Exhibitor responsible being charged for the removal of the oil by the Organiser subsequent to the end of the event.

Cloakroom

A cloakroom is located within the Westfield shopping centre. You can leave luggage, shopping bags, coats and more in the cloakroom.

Cloakrooms are at the Shopmobility Guest Services desk on Level -2, Lift Lobby 2, and at the Click & Collect Lounge on Level -2, Lift Lobby 1.

COSTS

Coats or umbrellas £3
Small luggage and handbags £5
Large suitcases £8

OPENING HOURS

Monday - Saturday 10am – 9pm
Sunday 12pm - 5:30pm

Contractors

If you are employing a contractor to supply equipment or service for your stall, please ensure that they receive a copy of this manual.

For security reasons, all contract staff must to accredited and wear a wristband in order to gain entry to the Venue. Please contact your account manager to apply for passes

Crowds and queue control

Exhibitors are not permitted to use any space other than their allocated stall space to gather together crowds.

If visitor queues in front of stands cause congestion and block gangways the Organisers will enforce a cessation of stall activities until the gangways are clear

D

Deliveries and collection by courier

Exhibitors who use a courier company to deliver and/or collect the items, equipment etc. for the Festival, must ensure that items arrive and/or are ready to be collected within the times stipulated in the Set Up and Breakdown Schedule. A representative of the Exhibitor must be present to receive and/or dispatch the items. The Organiser is not able to receive or dispatch any items on behalf of Exhibitors, either in advance, on the dates stipulated or after the Event. Items sent in advance to the Venue will be returned as no storage space is available. No deliveries and pick-ups are to be organised for any date or time other than the dates stipulated. The Venue will not accept or sign for deliveries without the presence of the Organiser; the Organiser will not accept or sign for deliveries without the presence of the relevant Exhibitor. You must ensure you are present when your delivery arrives. All the delivery vehicles must follow the loading/unloading procedures

Please include the following information on the delivery note Stand number:

Exhibitor name:

Event name: The London Eid Festival

Your phone number:

Address: Westfield London, Ariel Way, Shepherds Bush, London, W12 7GF

Dilapidations

Food and drink exhibitors must cover the floor of their stalls with a waterproof protective cover, to prevent floor damage. Any sheet material used for this purpose must be secured to the floor using gaffa tape or similar to prevent tripping on loose edges.

E

Electrical Services/stand power

Exhibitors requiring electricity must notify the organised of their Electrical Order by no later than 8th June to avoid any issues. Any electricity bookings or amendments made on the day will be subject to a surcharge.

Electrical equipment is subject to inspection by the Venue’s electrical contractor. Equipment used on stalls must have undergone PAT testing (details: http://www.pat-testing.info). Exhibitors must ensure that relevant certification available for the duration of the event.

Power supply is only available during the event opening hours by ordering from the electrical contractor

Temporary power supply during set up or breakdown must be ordered separately

The power supply will be shut off on a nightly basis. Power to your stand will be switched off 30 minutes after the show closes each day and will not be switched back on until the following morning.

If you require 24 hour power, please arrange this with your account manager by 8th June

On Sunday 24th June power will be switched off at 1900hrs and will not be switched back on under any circumstances. Cables on the floor which may be walked on must be protected by conduit or with protective ramping (tape alone is not acceptable).

All other wiring below 2.4 metres must be protected in PVC or metal tubing. Please ensure to consult with the contractor before the event begins.

A single extension cord, of no more than 2 metres in length and with no more than four sockets, may be used in the stand. The extension cord must not be connected to any other extension cords.

It is not permitted to use electricity from any source other than that installed in the stand by the venue electrical contractor.

General

  • Electrical fittings and connections should be ordered online by 8th June

  • Items intended for use on stands must be PAT tested and labelled accordingly.

  • Electrical cables must not be run under carpet or up stand fitting support posts. Cables on the floor which

  • may be walked on must be protected by conduit or with protective ramping (tape is not acceptable). All

  • other wiring below 2.4 metres must be protected in PVC or metal tubing.

  • In the event of electrical failure, please report this to the organisers’ office.

  • Lighting

  • Light fittings must be secured using clips or heavy-duty electrical ties and earth bonded appropriately.

  • Light fitting flex must not be draped across the ceiling grid (if applicable), or left hanging in coils or wrapped

  • around any part of a metal structure. Cable ties must be used to secure flex to the structure.

  • Spotlights/floodlights/halogen lamps, etc must be guarded and mechanically fixed, so as to prevent risk of

  • injury to persons.

  • All lighting must be kept at least 300mm away from muslin/fabric ceilings and other combustibles.

  • Lighting circuits must not exceed 1,000 watts. They must not be looped or connected to power circuits.

  • Heavy fittings (over 1 kg) require a secondary means of support.

  • Socket Outlets

  • Only one 4-way extension lead may be connected to each socket outlet and the maximum length of lead

  • permitted is 2 metres.

  • Extension leads must not be plugged into other extension leads (commonly known as ‘daisy-chaining’).

  • Block adaptors and drum reel extension cables must not be used.

Exhibits and Goods

Exhibits and goods shall not be illegal, offensive or obscene or infringe any copyright. The Organisers reserve the right to solely and freely determine whether an item or goods are inappropriate for exhibition at the Festival and to demand the cessation of exhibition or sale. This right also applies in all cases where a dispute has arisen between copyright owners, manufacturers, distributors or any other related parties with regard to an item or goods being exhibited or sold at the Festival.

The Organisers shall not bear any responsibility for any loss or breakage to items or goods exhibited by Exhibitors. Valuables are the sole responsibility of the Exhibitor.

All prices must be clearly displayed.

F

Festival opening procedures

Preparation

Exhibitors must have completed the set up of their stand by 9.00am on Saturday 23rd June. No packing material, equipment or contractors may be admitted to remain in the Venue.

Please arrive in time for the Festival and ensure your stall is staffed at least 15 minutes before Festival open time each day/session.

In order to help us ensure that we comply with the Local Authority and Venue regulations, all gangways at the Festival must be kept clear at all times, including during set up, the open period and breakdown. Exhibits, furniture and other items belonging to your stall must not encroach beyond the boundary of your stall space. This is to ensure that escape routes are unobstructed in case of emergency evacuation. Any such obstructions will be removed by the Organiser if found.

Hazardous items, such as knives and hot equipment must be set back from the stall edge and out of reach of the public. Guards will be required to shield anything emitting heat and any machinery or other equipment which may present a hazard to visitors.

Filming, television and recording

Filming within the Venue is strictly controlled and requires the permission of the Venue and Organisers in writing. A filming permit must be applied for and issued which clearly defines areas, dates and times that can and cannot be filmed. A facility fee may be applicable. The use of tripods is not permitted

If photographs and videos are for internal, non-commercial purposes, you do not need to apply for permission The Organiser’s official cameramen will be taking photographs around the Festival. These photos may be used on the Organiser’s website, on posters and other printed materials, or on paper/web media publications, in order to convey different images of the Festival.

Fire Regulations

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

  • of a suitable nature and quality for the purposes and conditions of their intended use

  • adequately prepared and fixed in order to perform the functions for which they are designed

  • non-combustible, inherently non-flammable or durably flameproof in accordance with BS476-Part 7

  • water-based, where applicable, e.g. adhesives and paint

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

  • Decorative materials

    • Decorative materials used for stand dressing must be flame proofed or purchased already treated by use

    • of the appropriate chemical

    • Untreated wallpaper and similar thin surface finishes, not exceeding 1mm in thickness, may be accepted,

    • provided they are firmly fixed

    • Artificial plants and flowers are combustible and give off toxic fumes. Therefore they must not be used

    • for stand dressing. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such

    • Fabrics, drapes, curtains and hangings

    • Drapes, curtains, hangings, etc, must be inherently or durably flame-proofed. Otherwise they may be treated with a proprietary flame retardant. Test certificates must be available for inspection for any materials intended to be used.

    • Fabrics used for interior stand decoration must be fixed taut and/or in tight pleats (not loosely draped) to a solid backing, secured above floor level and not touching light fittings.

Floor covering

Any exhibitors requiring floor covering should contact their Festival account manager.

All floor coverings must be secured and maintained so that they do not cause a hazard.

Exhibitors will incur a charge for any tape not removed by the end of the Festival, or any damage caused to the Venue floor

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

Timber: Timber under 25mm thick must be impregnated to Class 1 standard. Treated materials should have ‘BS476-Part 7, Class 1’ marked on them.

Boards, plywood, chipboard, etc, must be treated if under 18mm thick. The exception to this is MDF, which is acceptable for use due to its density. MDF may not be machined on site, as its dust is hazardous to health.

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

First Aid, medical and ambulances

Contractors must have a first aid trained representative equipped with their own first aid box who should be identified to all their staff.

Paramedics will be on duty during the Festival. If you require any medical assistance or an ambulance, please contact the Organisers or a member of Venue staff. Please do not contact the Ambulance Service direct. This is to ensure the ambulance driver can be directed appropriately on arrival and can save valuable time. Please ensure you have as much information to hand as possible including:

Age (approximate)

Male or female

Any evident symptoms

Exact location of injured person

Food and Drink Regulations

Food and drink exhibitors must cover the floor of their stands with waterproof protective cover, to prevent floor damage. Any sheet material must be secured to the floor using gaffa tape or similar.

Food labelling

All food and drink products must have ingredients written in English on them in accordance with current Trading Standards legislation. Please see the following website for more details. https://www.food.gov.uk/business-guidance/packaging-and-labelling

Exhibitors who have not provided the correct labelling of ingredients in English, will be required to cease the sale or provision of food and drink

Allergies: Signage must be clearly displayed at any stand exhibiting food containing nuts or other allergens. See guidelines on what ingredients MUST be displayed. https://www.food.gov.uk/business-guidance/allergen-guidance-for-industry.

Food Hygiene

All companies exhibiting require at least one member of staff to possess a food hygiene certificate (minimum level two).

Level two Food Hygiene same day certification can be acquired online, please visit - www.food-safety.org.uk

In accordance with the Food Hygiene (England) Regulations 2006 Food Safety Act 1990, Exhibitors handling food and drink must carry out the preparation, sampling and sales of any such food and drink according to the regulations set out below. Exhibitors must follow a food safety management system: ‘Safer food, better business’ food safety system developed by the Food Standards Agency. The relevant information can be found from the sources given below. The Organiser strongly recommends all food and drink Exhibitors to look through the literature prior to the Festival, and to bring relevant information with them as print outs or handbooks, for easy reference during the Festival

Food Hygiene (England) Regulations 2006 Food Safety Act 1990: http://www.legislation.gov.uk/uksi/2006/14/resources

Safer food, better business guidance: https://www.food.gov.uk/business-guidance/safer-food-better-business

Handbook for caterers: https://www.food.gov.uk/business-guidance/safer-food-better-business-for-caterers

Handbook for retailers: https://www.food.gov.uk/business-guidance/safer-food-better-business-for-retailers

For further information regarding food advice and allergen labelling please visit: https://www.food.gov.uk/search/guidance?keywords=allergy

  • A Food Safety and Hygiene Consultant will visit the Festival to ensure that all regulations are being followed correctly.

  • Local Authority official(s) may also visit the Venue during the Festival to conduct a safety inspection.

  • Exhibitors found to be in violation of any of the relevant regulations may be required to cease trading

Hand washing

  • Exhibitors intending to conduct food preparations at the Festival must have hand-washing equipment with hot water and soap at their stand. The Food Safety & Hygiene Consultant may provide instructions on the correct procedures for washing hands hygienically. Each Exhibitor is required to prepare appropriate anti-bacterial spray, wet tissues, and other hygiene amenities as appropriate to ensure that hands are kept clean at all times.

  • Hazard Analysis Critical Control Points (HACCPs)

  • All food or drink exhibitors must submit details regarding their company and local authority registration with details of the food/drink they will be preparing and serving at the Festival.

  • Exhibitors must submit both a completed the Hygiene Method Statement and their own HACCPs to the Organisers by Friday 11th August. Please be aware that Exhibitors who fail to submit these documents may be prevented from exhibiting at the Festival. Further documentation may be required on request.

Storing food and ingredients

Cold food

  • All high risk foods, e.g. fish, rice, cooked meats, eggs, dairy products and other foods which will not receive further treatment (and which are capable of supporting bacterial growth), must be stored at or below 8°C at all times

  • All chillers must be suitable so as to ensure the storage of foods at or below 8°C.

  • No hot/warm foods should be placed within any chillers

  • Cold food within display units must similarly be kept at or below 8°C.

  • Cold food may be kept for up to 4 hours above 8°C but the exhibitor must demonstrate that:

  • have another 3 hours above 8°C at the next display period)

  • Food which remains uneaten at the end of the display period must be discarded

  • Free-standing insulated containers, such as cool boxes, may only maintain foods at or below 8°C for short periods. It is therefore recommended that they are not relied upon to store foods from delivery to service.

  • Adequate refrigeration to maintain temperature control must be provided

Hot food

  • Hot food must be kept above 63°C whether in the kitchen awaiting service, in transit to the stall, or on display

  • Hot food may be held for one period of up to 2 hours at a temperature cooler than 63°C but the exhibitor must demonstrate that:

o The food was for service or on display

o It had not been kept for more than 2 hours below 63°C

o The food was only kept below 63°C for a single period of time.

  • Food which remains uneaten at the end of the display period must be discarded

  • Food must be thoroughly cooked and re-heated to an adequate temperature of at least 75°C at the core of the food

Temperature records

  • A thermometer with a probe must be available to ensure that food remains at safe and appropriate temperature throughout the food chain

  • Appropriate temperature records must be maintained of each refrigerator and freezer

  • These records must be kept in each stall and should be signed off daily by the stand supervisor

Footwear

Suitable footwear must be worn on the Venue site during the set up and breakdown periods of the Event. Open-toed sandals or shoes, flip-flops and flimsy footwear are not permitted.

Furniture and catering equipment hire

London Eid Festival will not be providing any exhibitors with furniture or cooking-relating equipment. If you need to hire any equipment or furniture then please contact our recommended suppliers, quoting London Eid Festival:

Catering Equipment: http://charliescateringhire.co.uk/

Furniture: https://www.yahire.com/

If using either of the above suppliers then we will liaise with them regarding the delivery before you arrive at the festival to set up. 

If you decide to use another supplier, then you will be required to be on site to take the delivery during the times set out in the loading/unloading schedule. 

G

Gangways

In order to help us ensure that we comply with the Local Authority and Venue regulations, all gangways at the Festival must be kept clear at all times, including during set up, the open period and breakdown.

Exhibits, furniture and other items belonging to your stall must not encroach beyond the boundary of your stand space. This is to ensure that escape routes are unobstructed in case of emergency evacuation.

If you have any displays or activities which are likely to attract an audience, please ensure that you plan your stall layout to allow people to gather within the stand area and not in the gangways.

Exhibitors may only use the area they have been allocated, and must not encroach on adjacent public space.

Gas

Gas is not permitted under any circumstances. 

Glitter

The use of glitter in the Venue is not permitted, due to difficulties in removing this post event.

H

Hazardous Exhibits

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

Hot Works

A permit issued by the Venue’s Management team is required for any hot work, such as grinding, cutting and welding to be carried out on site. Contractors should contact the Organiser’s office in the first instance to request a permit

I

Insurance

  • Exhibitors must have appropriate third party public liability insurance policy (minimum £5M cover) in place for the duration of the Festival including the set up day (22nd - 24th June).

  • Exhibitors must provide the Organiser with a copy of the relevant policy documentation, containing Period of Insurance and the Extent of Coverage.

  • Exhibitors who do not have the relevant insurance in place must inform their Festival account manager by Wednesday 13th June to be added to our company insurance at a cost of £40+VAT.

Internet and mobile

The Venue has complimentary WIFI (please note this is limited to certain areas of the Venue only, and for low data volume usage.) Also please note that mobile phone signals may be weak in some areas. 

L

Leafleting/flyers

The distribution of printed media/flyers is only acceptable from Exhibitor stall space. If the distribution of printed media obstructs the gangways, the Organiser will ask the Exhibitor to cease distribution to maintain Event and Venue safety. The Exhibitor shall immediately comply with any such requests and shall not recommence distribution until instructed that it is safe to do so by the Organiser.

Lost Property

Any lost property should be handed in to the Organiser, which will be kept for 1 month post event at the Organisers’ head office.

M

Massage

If you are intending to offer massage, or any other hands-on treatment on your stand, this may require a licence. Please contact the Organiser for further details if you wish to proceed.

Method Statement

In accordance with the requirements of the Venue, all Exhibitors, must submit a Method Statement for their set up, open period and breakdown activity by Friday 8th June. Please send these to your Festival account manager

N

Noise Control

Exhibitors and contractors are obliged by law to reduce the risk of hearing damage to employees to the lowest level reasonably practicable. Hearing protection is required for staff working at noise levels in excess of 80 dB (A). Playing music, music Volume, microphone use.

Exhibitors who intend to play music are required to pay a music license fee to the Performing Rights Society Volume levels must be set at a level which will not obstruct business in adjacent areas and stalls

O

Organiser Office / Event Office

Organiser staff will be available at the Organisers Office during the event if you need assistance.

P

Pallets

Exhibitors are reminded that they are responsible for the removal of any pallets used to deliver goods to stalls. A charge will be made to you for the disposal of each and every pallets which are not removed.

Performing Rights

Exhibitors who wish to play pre-recorded music on your stand, will need to apply for a Phonographic Performance (PPL) licence and Performing Rights Society (PRS) licence. If live music is being performed, only a PRS licence is required. Music must be played at a reasonable volume which does not disturb other exhibitors.

Personal Protective Equipment (PPE)

If it is identified that PPE, including high visibility jackets MUST be worn throughout the Venue during set up and breakdown, this ruling must be observed. Additional PPE, such as hard hats, may also be required in some areas.

R

Risk Assessment

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

Exhibitors planning to use cooking equipment must include details of fire risks in their assessment including provision of protective screens to prevent visitors (of all ages) from being able to touch hot equipment or being splashed by hot foods/oils near the equipment and/or counter. (N.B these could be acrylic style screens, free standing on the table edge).

The assessment must also include a list of flammable/combustible items stored at your stall (e.g. large volumes of leaflets/flyers, papers and combustible items).

A list of portable electrical equipment brought/hired in your stand must also be provided.

Risk assessments must be submitted by Friday 8th June.

Rules and Regulations

It is essential that you ensure that you comply with the regulations in all aspects of your participation at the Festival. These are contained within this manual. These regulations are common to the main UK venues and events.

S

Security

  • Security is provided for the show from Friday 22nd June. Please do not arrange for goods to be delivered to the venue before this time.
  • Constant checks will be made to ensure that only pass holders are given access to the venue out of hours.
  • Exhibitors should ensure that they have and display their pass at all times.
  • CCTV is installed throughout the venue, controlled by Westfield London, W12. 
  • Exhibitors should take home any valuable items each night. 
  • Exhibitors should not leave stands unattended at any time. 
  • Exhibitors should not leave the venue until all visitors have gone each evening. 
  • Do not position desirable/personal items at the front of your stall. 
  • Ensure you have enough staff so that the stand is not vulnerable to thieves. 
  • Arrive in time for the Festival open. Ensure your stand is staffed at least 15 minutes before the Festival open time each day. 
  • If you are a victim of theft, please report it immediately to the Organisers. 

Smoking

Smoking is not permitted in the venue at any time, in accordance with legislation. External smoking areas are provided. If you are a smoker, please consider others and use only the designated areas

Special Treatments

Activities which are deemed as Special Treatments* are not permitted at the Venue. Hairdressing, makeup and false eye lashes are permitted. Please contact the Organisers to check if your proposed activity is permitted to take place at the Venue.

*Special Treatments include invasive treatments, such as skin piercing, acupuncture, tattooing, electrolysis, cosmetic piercing, micro-pigmentation and botox and non-invasive, hands-on treatments, such as massage, reflexology, manicures and pedicures.

Stand Fitting/Dressing Materials

All materials used for stand building and dressing must comply with the fire and safety regulations. Please see ‘Fire Regulations’ for details.

Exhibitors are prohibited from posting signs outside of the allocated stall. Decoration must not be set up in such a way that it may fall down or fall over, must not damage or be detrimental to the overall appearance of the Festival or venue, and must not present any obstacle or dangers to other Exhibitors or visitors in proximity. The Organisers retains the right to request the removal of any decoration which is not permitted.

Sustainability

Exhibitors are requested to use foods and ingredients that are sustainably sourced.

T

Toilets

Toilets are located within Westfield London, W12. Please refer to the Venue layout for their locations.

Transport

Parking

The nearest car park for Westfield Square is Car Park B (Basement Car Park under John Lewis)

Entry 09:00 - 23:00

*Entry via The Square is open 24/7 for customers with a valid Access Card, Parking Ticket or users of the Smart Parking App
Exit 24/7

Entry
The West Cross Route, A3220 and take a left turn. Access is also via Wood Lane and The Square*.
Exit
The West Cross Route and Wood Lane

Please note there is a vehicle height restriction of 2.1m.

SATNAV DIRECTIONS: Use postcode W12 7SL to be directed to all Car Parks.

Tube and Rail

The closest station is Wood Lane, however there are three more stations a few minutes walk away. 

  • Wood Lane (Hammersmith & City Line)
  • Shepherd's Bush Market (Hammersmith & City Line)
  • Shepherd's Bush (Central Line & overground)
  • White City (Central Line)

For more travel details please visit - https://uk.westfield.com/london/centre-info/getting-here

V

Vehicles

If you are displaying a vehicle on your stand, specific regulations apply. Please liaise with the organiser regarding delivery and collection times, as this will need to be planned carefully around the construction and dismantling of stands.

Venue

Name: Westfield London, W12

Address: Westfield Square, Ariel Way, Shepherds Bush, London, W12 7GF

Website: https://uk.westfield.com/london

Access and nearest stations:

Parking

The nearest car park for Westfield Square is Car Park B (Basement Car Park under John Lewis)

Entry 09:00 - 23:00

*Entry via The Square is open 24/7 for customers with a valid Access Card, Parking Ticket or users of the Smart Parking App
Exit 24/7

Entry
The West Cross Route, A3220 and take a left turn. Access is also via Wood Lane and The Square*.
Exit
The West Cross Route and Wood Lane

Please note there is a vehicle height restriction of 2.1m.

SATNAV DIRECTIONS: Use postcode W12 7SL to be directed to all Car Parks.

Tube and Rail

The closest station is Wood Lane, however there are three more stations a few minutes walk away. 

  • Wood Lane (Hammersmith & City Line)
  • Shepherd's Bush Market (Hammersmith & City Line)
  • Shepherd's Bush (Central Line & overground)
  • White City (Central Line)

For more travel details please visit - https://uk.westfield.com/london/centre-info/getting-here

Venue Opening Times

Please refer to the exhibitors Event Timetable.

Water and Waste

If you require water and waste facilities, please notify your Festival account manager. The venues’ sanitary facilities and service ducts must not be used to dispose of waste under any circumstances.

Waste Disposal

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

Cooking oil, whether used or unused, must not be disposed via the kitchen sink. All oil brought into the Venue by Exhibitors must be removed by Exhibitors at the end of each day. It is also forbidden to dispose of oil as event waste, through methods including (but not limited to) packing the oil in bottles or solidifying it. Any disposal or abandonment of such oil will result in the Exhibitor responsible being charged for the removal of the oil by the Organiser subsequent to the end of the event.

Of the waste created as a result of event set-up, the Exhibitor is responsible for removing any waste listed in Section 13, Cleaning & Waste Disposal. Any unapproved disposal or abandonment of hazardous waste and oversized waste will result in the Exhibitor responsible being charged for the removal of the relevant waste by the Organiser subsequent to the end of the event.

Weather

The Festival takes place outdoors at the Venue. Exhibitors are advised to ensure that they take care to plan for, and assess the effects of inclement/extreme weather on their exhibit

Working at Height

A person is working ‘at height’ if there is a possibility of their being injured from falling, even if they are working at or below ground level.

The Working at Height Regulations refers to 'duty holders': employers, self-employed and employees. This includes all contractors and exhibitors (for example, when accessing areas above floor level to dress stands).

Duty holders’ responsibilities are to ensure that:

  • No work is done at height if it is safe and reasonably practicable to do it other than at height.

  • Ensure that the work is properly planned and organised, appropriately supervised and carried out in as safe a way as is reasonably practicable.

  • Plans are in place for emergencies and rescue.

  • A suitable and sufficient risk assessment is carried out and the significant findings recorded and acted upon.

  • They do all that is reasonably practicable to prevent anyone falling.

  • All work at height takes account of conditions that could endanger health and safety.

  • Those involved in work at height are trained and competent.

  • The place where work at height is done is safe.

  • Equipment for work at height is appropriately inspected.

  • The risks from fragile surfaces are properly controlled.

  • The risks from falling objects are properly controlled.

  • Equipment used for work at height must be suitable for the task. All equipment must be industrial quality (including ladders; domestic quality ladders are not permitted).