Summer - Exhibitor Info

Important Information for Exhibitors

Jan Southerton – The Flower Lady


Thursday Sept 16th 19.30-21.30
Friday Sept 17th 08.00-19.00
Saturday Sept 18th 08.30-20.00

Friday Sept 17th 11.00-18.00. (LDF Cardholders can enter at 10.00). 
Saturday Sept 18th 10.00-17.00.

SETTING UP: You can start unloading from 8.00am on FRIDAY SEPT 17th. The doors will open to the public at 11.00 but LDF cardholders will be allowed in at 10.00 with one guest (up to 100 people).  Organising many exhibitors to unload & set up in 2 hours is a real challenge, so we STRONGLY advise you to take advantage of the FREE unloading on Thursday evening between 19.30-21.30 if you can. Tables will be ready for you to unload & start setting up.  If you have any issues with your table position it is VITAL that you contact a KDF staff member. You CANNOT move your table position without discussing with KDF staff first. They have been positioned very carefully to benefit exhibitors & visitors to the show. At this point there is usually little we can do, but we will try our best.

The marshals on site will direct you onto the loading bay, but at busy times, you may be asked to drive round the block, until a space is available. In the past, this has worked really well. Please help us by working out how long it will take to set up your stand.  If you need less time, please don’t arrive at 8.00 when the larger stands will be unloading.  

We will have porters available to help the unloading run smoothly on Thursday eve & Friday morning. If you are travelling to the show by yourself or have a large stand & would like help from one of our porters, you can book them on a half hour basis in advance (£10/30 mins) Please let us know in the office if you wish to do this, otherwise you may have to wait until a porter becomes available for you.  

Vehicle Passes are ESSENTIAL if you need access to the forecourt on during unloading & loading. Vehicle passes will be emailed to all who have requested them nearer the show.

COVID RULES: COVID RULES MAY CHANGE AT ANY TIME. The most likely rules we will be following from advice of our venue, is that we will only allow entry to people who EITHER have proof they are double vaccinated OR have proof of a negative covid test. (we hope to have a nurse on site to help with tests on the spot). Once inside, masks will be recommended but not compulsory.  

PARKING: There is a car park underneath Kensington Town Hall. The usual price to park for 12- 24hrs is £30-£33. We can offer you a 24 hr pass for Fri & Sat & a Thurs evening pass (from 6pm) for a reduced price.  We are still in discussions with the car park, as there is a change of management, there will be plenty available & there is no need to book in advance.  Payment will be directly to the car park.

Large Vans (over 1.90m tall) please let me know so we can reserve spaces. Try to use vans under this height if possible.  Two other car parks are nearby, NCP 19-27 Young St, (020 7421 8244), 4 min walk away & Europark, under the Royal Garden Hotel, (0870 907 9777).  You can book these in advance, but they aren’t generally full.  Both are priced similarly to the Town Hall car park.  

BADGES: You will need to collect your badges when you arrive at the venue. All badges must be booked in advance & a maximum of 2 badges/table are allowed. This is partly because there is such limited space behind most tables, but if you need an extra helper for special circumstances, please call to discuss – extra badges cost £5. Badges must be worn at all times for security reasons.  If you are not wearing your badge you can’t come in, even if we know your face. Please return badges at the end of the show. Please also make sure that your table name is clearly visible.  

TRADE BUYERS:  Trade buyers register in advance to get a GREEN Lanyard. Members of the Press will also be wearing lanyards with their details. We ask all photographers to check with exhibitors individually before taking photos of work, so if you are unsure you can say no.  If they are not wearing a lanyard, it means they have not registered with us, but remember, websites, blogs, facebook etc are great publicity tool & a good way to spread news about miniatures.

FIRE SAFETY: Please only use flat bar socket adaptors & proper safety rated flat extension flex (we do have spares of these, so ask at Reception if you need to borrow one).  No double plugs are allowed.  Try & shield any halogen bulbs used, and use fire retardant fabrics. We advise you to have your stand well lit.  

STALL SITTERS: If you are attending KDF by yourself, we can supply a stall sitter to give you a break.  Please make us aware that you are on your own when you arrive, and we will arrange someone to help you.  Please calculate tips at £5 per half hour.

INSURANCE: We only cover public liability, not any loss or damage of yours or inflicted by you on other stallholders or Town Hall premises or fittings.  I advise you to think about getting insurance yourselves as well.  We recommend Hiscox Insurance Tel: 0845 213 8440

FIRE DOORS: If your stand is positioned near a fire door, we will show you how to release the doors in case of an emergency.

REFRESHMENTS: Unfortunately, due to Covid, we will not be offering the usual tea/coffee trolley during set up, but we will try to have a refreshment station set up for exhibitors throughout the show. This will depend on Covid rules.