Christmas - Exhibitor Info,  Uncategorised

Important Information for Exhibitors

Kensington Town Hall, Hornton Street, London W8 7NX . K.T.H Tel no: +44 020 7937 5464

ACCESS TIMES FOR EXHIBITORS: Friday 2nd Dec 19.30-21.30 . Saturday 3rd Dec 08.00-21.00

OPENING TIMES: Saturday December 3rd  11.00am-6.00pm. (LDF Cardholders can enter at 10.30)

SETTING UP: You can start unloading from 8.00am on Saturday December 3rd. The doors will open to the public at 11.00 but LDF cardholders will be allowed in at 10.30 with one guest (max 100 people).  Organising exhibitors to unload & set up in 2½ hours is a real challenge, so we STRONGLY advise you to take advantage of the FREE unloading on Friday evening between 19.30-21.30.  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 Friday eve & Saturday. 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 Friday eve or Saturday. Vehicle passes will be emailed to all who have requested them nearer the show or you can download one HERE

PARKING: The normal price to park is from £4.90 per hour or up to £32.00 for 24 hrs. We can offer you a 24 hr pass for Saturday for £20 & a Friday evening pass for £10. You DO NOT have to request this in advance. All you will need is to keep your entry ticket safe & a password that we will give you at the show. More info about parking HERE

BADGES: Your must collect your badges from the KDF Reception Desk, when you arrive at the venue. All badges must be booked in advance & a maximum of 2 badges/exhibitor are allowed. If you need an extra badges it will 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 CARD is clearly visible on your stand.  

COVID SAFETY: We currently have no covid safety rules in place, but if things change in the next few weeks we will let you know.

ELECTRICITY:  All stands have access to electricity. 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.  We do have spotlights available to borrow from our Reception Desk if you need.

STALL SITTERS: If you are doing the show 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 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: Tea & coffee will available Free of charge for exhibitors from the Ground Floor kitchen & the Lower Foyer Cloakroom throughout the show & during set up. Please bring your own mug we do not supply disposable cups although mugs can be purchased for £3 from our Reception Desk – proceeds go to our Charity.  The Miniature Kitchen Café on the 1st Floor will also be open from 9am to serve breakfast to exhibitors.

PLEASE REMEMBER: The tea & coffee service is a FREE service that KDF offer for your benefit. In the past we have had problems with exhibitors being very rude to KDF staff regarding this service.  We try to keep up with supply levels, but it is up to exhibitors who use this service to inform us when supplies are running low, or any other issues.  We also ask that you keep this area clean & tidy for other users.