WESTFIELD LONDON INDOOR CLIENTS
INFORMATION AND FORMS

If you are exhibiting outside at Westfield Square, please visit the relevant information here

Please read the below information and complete your health and safety with declaration form below before 28th March 2024

Event Timetable
Loading, breakdown, and live times

Live Q&A session Tuesday 11th April
Online drop in session with all your questions answered

Third-party PLI
Inclusion on London Eid public liability insurance

Loading Maps
Check where you need to go

Exhibitor Guidelines
These guidelines MUST be adhered to

A-Z Information
All your questions answered

Stall information
Details of stand design

Health and safety requirements
You will not be permitted to exhibit if you have not completed your H&S form and sent us your food hygiene certificates

Declaration Form
You will not be permitted to exhibit if you have not completed your declaration form

Please email all of the necessary documents to support@londoneid.com by the deadline - 28th March 2024

You can also contact us if you have any exhibitor-related questions support@londoneid.com

TIMETABLE

LOADING TIMES FOR ALL STALLS

Thursday 11th April: 10pm-2am

Friday 12th April: 6am-8am

ACCESS TIMES IF YOU NEED TO REPLENISH

Saturday 13th April: 6am-8am

Sunday 14th April: 8am-9.30am

Note: You are not permitted to use trolleys outside of these times due to health & safety.

LIVE EVENT TIMES

Friday 12th April: 10am - 9pm

Saturday 13th April: 10am - 9pm

Sunday 14th April: 12pm - 6pm

BREAKDOWN

Sunday 14th April: It may be possible to hand carry items off-site from 8pm onwards. This will depend on the dispersal of the crowd and if it is deemed safe to do so.

At this time no trolleys or items that require two people to carry will not be allowed to move.

LOADING

Loading times:

Thursday 11th April: 10pm-1.45am

Friday 12th April: 6am-7.45am (note that trolleys are not permitted after 8am)

VEHICLE ACCESS TO WESTFIELD ATRIUM

We advise you to use the car parks to offload your vehicles. For further details visit https://uk.westfield.com/london/centre-info/getting-here

The nearest car park for the atrium is car park A., with entry times of 05:00 - 03:00.
Please note that max height is 2.1M.

Vehicles over 2.1M

For oversized vehicles and/or items you will need to book a slot in the service yard.

The closest service yards to the Atrium are loading bay B or loading bay A. We will allocate your loading slot on a first-come, first-served basis. Please contact us asap to book your slot.

Please note that car park A is closer to Westfield Atrium, therefore we recommend you booking the service yard if absolutely necessary due to height restrictions.

Please see the below map of their locations.

Please note that high visibility vests MUST be worn at all times in the service yards. If you are not wearing the appropriate PPE then the Westfield security will not allow you to unload.

Parking

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

The nearest car park for the atrium is car park A., with entry times of 05:00 - 03:00.
Please note that max height is 2.1M.

EXHIBITOR GUIDELINES

The below operation guidelines have been set out for the health and safety of the public and yourself.

These guidelines MUST be adhered to or will result in your stall not being able to trade.

THE FOLLOWING ARE NOT PERMITTED:

Vinyl Banners

Pop-up Banners

Attaching anything to the stall structure

Gas cylinders

Open flames (including burning candles and incense)

Any activity outside of your designated space

Sound systems of any sort

Helium balloons

Teardrop flags

Open-toed shoes or flip flops during build times

Children under the age of 16 are not permitted on-site during the build

STAND CLEANING AND WASTE

Westfield cleaners will clean the exhibition space before you arrive on Friday 12th April.

They will then collect any rubbish from you prior to show opening at 9am. Please ensure all boxes are flatpacked and ready to be collected by this time.

For any additional waste throughout the show, please use the clear bags provided. Westfield cleaners will then collect these from your stalls at the end of the day.

PLEASE NOTE
All staff must be presentable and polite.

Your stall MUST be manned at all times, during the live operating hours.

You must report to the organisers upon arrival

Loading is not permitted outside of the designated hours listed above

Health & Safety and Declaration forms MUST be completed by 28th March in order to trade.

All equipment MUST be PAT certified with certificates available on site for inspection.

A-Z Information

This link contains everything you need to know about exhibiting at London Eid Festival, including loading/unloading, location and rules & regulations.

Please ensure you look through all the information prior to the event.

A-Z INFORMATION

STAND INFORMATION

You will be provided with a 3m x 2m stall, which includes the following:

Nameboard
x1 electric socket
x2 lights
Please note that stands are visible from above and must be kept tidy at all times.

GRAPHICS

Shell scheme graphic panels can be purchased via the exhibitor extras page. All orders must be received by Thursday 28th March.

Artwork must be sent no later than Thursday 4th April to support@londoneid.com. The graphics team will then print and install your graphics ready for when you arrive to set up your stand.

Dimensions: Each shell scheme panel is W990mm x H2410mm

For a standard 3m x 2m stand, you would require x3 printed panels for a full back wall.

Exhibitor extras

furniture hire

London Eid Festival will provide the following to all stalls in the atrium:

x1 6ft trestle table

x2 folding chairs

A small selection of additional furniture items can be ordered via the exhibitor extras link.

Exhibitor extras

HEALTH AND SAFETY FORMS

Depending on what type of stall you will have, please choose ONE of the following options to access the health & safety requirements to be completed by 28th March 2024.

Non food stall

Food and drink stall

TERMS AND CONDITIONS OF TRADING

Please ensure you have read and agreed to the terms and conditions, prior to completing the below declaration form.

By signing the declaration form you are agreeing to follow all instruction given and abide by all rules and restrictions put in place by the event.

Declaration Form

Once you have read & understood the exhibitor manual and completed the relevant exhibitor forms, please complete the below Declaration Form by 28th March.

NOTE

To be completed by all exhibitors. This is a compulsory form and entry on to the site will not be permitted if not completed.

The Management of Health and Safety at Work Regulations requires co-operation and co-ordination with all parties whilst sharing a workplace. It is a condition of entry into the exhibition that EVERY exhibitor, contractor, sub contractor, supplier and their agents comply with the Health and Safety at Work act 1974 (HASAWA74) and all other legislation covering the venue. The Exhibitor accepts that it is their legal and moral responsibility to ensure that their own and others health and safety is not put at risk by their actions (or inactions) during London Eid Festival. Please complete this form affirming your commitment to co-operation and co-ordination with the Organisers and Venue.

Which venue(s) are you exhibiting at?

Stand Number

Company Name

Company Address

Address 1

Address 2

City

State/Province

Zip/Postal Code

Country

Contact Name

First Name

Last Name

Contact Number

Email Address

NAME BOARD

Please write clearly and in capitals the EXACT name you would like to appear on your NAMEBOARD on your Stall. Please write clearly in box below – note if we do not receive this by 28th March we will use the name registered in your booking – additional charges will be incurred for changes made after the deadline.

Health & Safety Forms

Please confirm you have read ‘Health & Safety’ document and submited the necessary forms. For those serving food & drinks, this includes all of your food health & safety, in addition to the online forms & risk assessment

I confirm

Risk assessment

We have undertaken a suitable and sufficient Risk Assessment for this show, which we will update as required and notify all relevant parties as to the potential hazards they may encounter onsite.

I confirm

Site rules

We have viewed a copy of the Site Rules and confirm that all company representatives who will be working on-site during the build-up and breakdown periods will read this information prior to their arrival on site.

I confirm

Insurance

Please confirm that you have Public Liability Insurance and will able to produce the certificate on the day of the exhibition or forward a copy to us as soon as possible. Failure to do so will result in your stall not being able to open.

I confirm

Equality Discrimination Act

Measures will also be put in place to ensure the stand complies with the Equality Discrimination Act and these will be fully documented in the open period Risk Assessment.

I confirm

Rules of trading

We confirm we have read the full exhibitor manual and agree to abide by the regulations set out in the exhibitor manual. We also acknowledge that we will not be permitted to trade if we have not paid the full balance of our stand prior to the event

I confirm

Final Declaration

I confirm that I have read, understood and completed the Declaration Form thoroughly. I understand that any incorrect or incomplete information supplied on this form may result in the suspension of my stand booking and that no refund will be provided for this. I also confirm that I have read, understood and agree with the Terms & Conditions supplied. I confirm that’s I also read and understand all terms and conditions outlined in the Exhibitor’s pack.

I agree to and understand all terms and conditions.

Section

Signed

Company Name

Signed by

By typing your name here, you are signing this form electronically. You agree your electronic signature is the legal equivalent of your manual signature on this declaration form.

Position within the company

WESTFIELD LONDON INDOOR CLIENTS INFORMATION AND FORMS

TIMETABLE

LOADING

EXHIBITOR GUIDELINES

A-Z Information

STAND INFORMATION

GRAPHICS

furniture hire

HEALTH AND SAFETY FORMS

Declaration Form

WESTFIELD LONDON INDOOR CLIENTS
INFORMATION AND FORMS