Christmas - Exhibitor Info

KDF Exhibitors – Update Information

Dear All,

The KDF Christmas Show 2021 is approaching fast.  

PLEASE READ THIS LETTER EVEN IF YOU ARE A REGULAR EXHIBITOR. THERE IS IMPORTANT INFORMATION ABOUT THE SHOW INCLUDED SOME OF WHICH MAY HAVE CHANGED SINCE YOU LAST ATTENDED THE SHOW.

KDF WEBSITE: This will be the quickest way to find out all the information you will need for the show. You should find everything you need on this page.  We also have a full exhibitor list on the website & if you use the search facility on THE LIST, you can choose EXHIBITING IN… > KDF CHRISMAS to get info on all exhibitors.  

Please email us a photo for THE LIST if there is not one showing, or you would like to update yours.  IMPORTANT: I would like to remind you that I have a link from ‘THE LIST’ on our website to yours.  I would appreciate that you make sure you have a link from your site to ours. I do try and check all links are working, but it is up to you to let me know of any problems with our link to your site. I also recommend you visit the ‘NEWS’ pages to see what is happening at the show itself.

COVID SAFETY: We have all seen over the last 2 years how changeable the rules are in regards to Covid safety.  We have been following guidelines closely & working with Kensington Town Hall to work out the best way to keep our staff, exhibitors & visitors safe. At the moment, we think the following rules will apply:

  1. Entry will only be allowed with EITHER proof of double vaccination OR a negative Covid test, taken in the last 24 hrs. (lateral flow tests will be available for anyone who arrives without a negative test result).
  2. More space for exhibitors & customers, with a limited entry allowed.
  3. One way system
  4. Mask wearing will be recommended but not compulsory (unless by law).
  5. Hand sanitisers on all stands. Advice to stallholders about other protection if necessary.

If we feel other rules need to be applied, or, some rules can be discarded prior to the show, we will let you know. The main thing is that everyone is considerate of others & respects other people’s space.

OVERSEAS EXHIBITORS: Exhibitors travelling from overseas (from most countries) do not need to isolate when they arrive, but they do need to do a day 2 test.  Exhibitors trelling fro Europe will also have new Brexit rules in place. Please CLICK HERE to find more information on both these issues.  

HOTELS: If you need to book a hotel, CLICK HERE for a list of hotels used in the past by visitors & exhibitors to our show.  We have 2 Hotels that are very close to Kensington Town Hall, that give us a special rate.  The Copthorne Tara & Holiday Inn- London Kensington.  If you want to book either of these hotels, our special rate will not be available after NOVEMBER 4TH, so make sure you book before then (note you may get a cheaper rate on a hotel comparison site, so check these too).

FLOORPLANS: The floorplans for the Christmas Show will be available to view from Mid November.  Please check your position before travelling to the show. Table positions may have changed from the last time you were at the show as the floorplan is now different.

VEHICLE PASSES: EVERYONE who unloads & loads on the loading bay will need a Vehicle Pass.  If you requested one on your contract, you will automatically be emailed a vehicle pass in November or you can download one HERE. Please make sure you write your business name clearly in the space provided.  You will not be allowed on the loading bay without a vehicle pass VISIBLE to our stewards. We only allow one van/per exhibitor unless agreed in advance. We do not expect any exhibitor to spend longer than 20-30 MINS on the loading bay & once you have unloaded, the parking of your vehicle is your responsibility.  Please check out parking options in advance (see below). 

PARKING TICKETS: If you need reduced-price parking tickets for the Town Hall Car Park. (Friday evening £8, Saturday £15.00), you must let us know now. Please email me to confirm what tickets you require (Friday eve &/or Saturday all day) we will also need the registration number of the vehicle you will be travelling in. Please email all this info to me before November 22nd.  We will collect payment for parking at the show.  IMPORTANT: Make sure you send the correct registration number (in particular 0’s & O’s) which need to be correct for the system to work.  If you are hiring a van, you can email the reg number on the day of travel, but PLEASE confirm IN ADVANCE what days you need to book.  We cannot add anyone to this list after Nov 22nd

CATALOGUE & ADVERTISING: Our show catalogue is given out FREE to all visitors & exhibitors at our show.  It is in a beautiful A4, full colour format & lists all exhibitor details in full. Many visitors keep it as an important reference. If you have booked an advert space already, please make sure you send your artwork to us by the end of October. If not, we do have a few spaces left in the Christmas Catalogue so let me know if you want to reserve a space now! We always run out of space (booking form attached).

If your contact details have changed since sending filling in your contract, please let me know ASAP. Deadline for changes for catalogue is November 10th.  PLEASE NOTE: We no longer print postal addresses in the catalogue, instead, we print all social media details.  Please make sure these are still correct, as you listed on your contract.

KDF CUP: Unfortunately, we were unable to run the KDF Cup at the show in September, but that means we will be running it at the Christmas Show instead. The winner will receive a free table (up to 6ft) at a KDF show in 2022. Stands will be judged on their appearance, display & general ambience, as well as the quality work/products for sale. 

CHILDREN’S ACTIVITIES & KDF HELPDESK: We will once again be holding our “KDF GOLDEN TREASURE HUNT” throughout the show.  This is incredibly popular with children.  You may be asked to have a gold coin on your stand.  If you don’t want to be part of the hunt that is fine, just say no!  We advise that you place the coin in a visible place on your stand so children can spot them easily. 

We will not be running the Gingerbread Craft Club or the KDF Helpdesk this time.

COL SHOW: We have decided not to host the City of London Dollshouse Festival on February 6th 2022, as we have had 2 shows already in quick succession.  Instead, we will be running an online showcase from Feb 4th – 10th. We have had a large number of people requesting an online show, so this seemed a good opportunity to add one to our calendar.  We will not be officially announcing this show until after the Christmas Festival, but I wanted to give you warning so you could plan ahead.

Our regular online show will be taking place as planned in September 2022 as well.

CAFÉ: The Miniature Kitchen is back & they will be opening the café early so exhibitors can buy breakfast & lunches early.  As usual, there will be a special lunch deal for all exhibitors. During the show, the café is busy & queues can be very long, so we advise you to buy food early.

CREDIT CARD FACILITY: The use of card machines has increased dramatically since lockdown & it is now highly unusual for anywhere NOT to accept payment by card.  There are lots of companies offering very easy ways to accept payments yourselves on your phone or with a machine (we use SQUARE which have been excellent). If however, you do not want to have your own card payment facility, you can use ours.  We will take payments for you at the show.  You need to register for this service in advance.  If you register before the show there is no charge, but if you register during the festival we charge a registration fee of £10.  As this is quite a time consuming job & we get charged for using our card machine, we do have to pass on costs, so please read the T&C’s to see what your costs will be. 

If you have used this service in the past, you do not need to fill in the registration form unless your bank details have changed. Please make sure you read through all the terms & conditions & contact us with any questions. 

STALL SITTERS: If you are attending KDF by yourself, we can loan you a KDF staff member to look after you stand while you have a break. Please come to the KDF Reception Desk at the beginning of the show to book your slot.

LDF MEMBERS: We are currently renewing memberships for the LDF Loyalty card.  We have a maximum of 50 members who can enter the show 60 minutes early at 10.30 with one guest. We like our members to feel a little special, so if you were able to offer them a discount or free gift if they make a purchase at your stand it would be really appreciated. Please let me know soon so I can inform them in their newsletter.

PIMA: We are pleased to announce that the Perfection in Miniature Awards will return in 2022.  These are open to ALL LDF exhibitors, even if you do not attend the Summer Show.  It is a great chance to try something new & experiment a little.  I am planning something really exciting for the competition next year, so will send out more details soon, but please get started on your entries.

FACEBOOK & INSTAGRAM: Please ‘like’ us on facebook (London Dollshouse Festivals) & INSTAGRAM (kensingtondollshouse).  We try to put out 3-4 posts a week in the run up to the show, so if you have any stories or new products etc that you would like us to include in our posts please let us know.

SPAM EMAILS: Please be aware that exhibitors are still receiving emails from various companies saying they can give you advance access to the attendance list for the KDF show or offering cheap hotel rooms.  Any email that is officially from KDF will be signed by me & be sent from the @dollshouseshowcase.com email address. Any emails about the show from other email addresses are SCAMS!

WIFI: Kensington Town Hall now has WiFi available for exhibitors to use.  I will put details of how to log on to the wifi on the “FOR EXHIBITORS” page of our website before the show, but they will also be included in the Stallholders letter that is emailed to you prior to KDF (a copy will also be in your exhibitor pack at the show).

LIGHTS: We have a selection of clip on spotlights available to borrow at the show.  These are particularly useful for foreign exhibitors who have limited space in their suitcases.  Please come to our KDF Reception Desk when you arrive at the show to pick up the lights.  You will need to pay a £10 deposit/light, which will be returned to you when you bring the lights back at the end of the show. We advise that you book these lights with us in advance, as we do run out. 

KDF RECEPTION DESK: The KDF Reception Desk at the show is always very busy.  This desk is primarily for the use of visitors during the show, so please note the times that the Reception Desk will be open to KDF Exhibitors between 8.00-10.30 & 14.00-17.30 on Saturday. You may, of course visit the Reception Desk at any time if it is an urgent matter, but please try to visit the desk within these set times for non-urgent reasons (returning contracts, paying invoices etc). 

GOING GREEN: In an effort to cut down on waste, we are planning to make all LDF shows plastic free & as green as we can.  This will take us a bit of time, but we urge you to do the same. The Miniature Kitchen is already almost plastic free, & they are happy for you to use your own mugs for tea & coffee etc. If you have any good ideas on how to cut down on waste, please let us know so we can pass information on to others.

YOUR WORK: The Festival remains a special event because of your fantastic work.  We want all work on display to be the best possible, so please do not bring along anything to sell which is below standard. This will be taken in to account next year when sending out contracts. We also recommend that, if possible, you have some items customers can take away with them at the show, as many people are buying for Christmas & do not want to have to place orders. Please contact me to discuss items if you are unsure.

OFFICE OPENING TIMES:  The LDF office is usually open between 9.30am – 2.30pm, but if we are out, please email or leave a message.  All answer machine messages checked regularly & emails are generally answered within 48 hours, so if you do not hear back, it means we did not get the message, so please call/email again.  The office will be closed between NOVEMBER 2ND & NOVEMBER 18TH, so there will be no one answering phone calls, but all emails will be answered promptly, or you can call me directly on 07976 715 679.

We look forward to seeing you all in December.

Charlotte Stokoe

LDF organiser

charlotte@dollshouseshowcase.com