Christmas - Exhibitor Info

KDF Exhibitors – Update Information

KDF Christmas Show:   December 3rd 2022                   

Opening times:     11.00–18.00    (10.30-18.00 for LDF Members)                                 

Access times for exhibitors:  Fri Dec 2nd 19.30-21.30 . Sat Dec 3rd 08.00-21.00

Dear All,

The KDF Christmas Show 2022 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.

WEBSITE: Our website gets very busy in the run up to the show. This is where you will find all the info you need on the show.  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.

OVERSEAS EXHIBITORS: We are doing our best to make travelling to the show as easy as possible for overseas craftsmen. We do not believe there are any restrictions on travelling to the UK at the moment.  If you need any help or advice please contact us in the office for help. We have many exhibitors who have done this journey recently & can give you valuable advice.  Remember, we have lights, extension leads, tablecloths & NEW in 2022 ‘RISERS’ that we can lend you for the show to save room in your suitcase (no fee, just a deposit payable). PLEASE email us to book these in advance so we can have them ready for you to collect. 

LIGHTS, TABLECLOTHS ETC: We have a selection of 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. We also have tablecloths, extension leads & NEW for 2022 – RISERS (steps to use on your table to improve your display).  

HOTELS: If you need to book a hotel, please 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 3RD, 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 HERE  Please check your position before travelling to the show. We cannot guarantee a specific table position, but will do our best to take requests into account.  If you find you are in a dark area in the Town Hall, remember we have lights that you can borrow to make your table stand out! One thing we are now sure of, having had 2 shows just on one level, ist that customers really missed having 3 floors to visit at the show.  All the floors get the same footfall & we feel it is important that all areas of the show have a good mix of exhibitors from the UK & overseas.

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!

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: We can offer reduced-price parking tickets for the Town Hall Car Park. (Friday evening £10, Saturday £20).  You no longer have to book these reduced price tickets in advance.  All you need is you car park entry ticket (keep it safe!) & a password that we will give you at the show. CLICK HERE for more info.

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. We have also begun sending out copies of the catalogue to collectors who were unable to attend the show. 

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.

If your contact details have changed since sending filling in your contract, please let me know ASAP. Deadline for changes for catalogue is November 5th.  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.

PIMA: We are pleased to announce that the Perfection in Miniature Awards will return in 2023.  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.  With a prize fund of over £10 000 it is definitely worth spending a bit of time on your entry. CLICK HERE for more info.

KDF DEBUT AWARD: We are excited to announce a new award for newcomers to the KDF.  Supported by Emma Waddell of Dolls House Grand Designs, we will be judging the best new table at the Christmas 2022 show & the Summer 2023 show & the top stand will be awarded a free table at a future event + £500 towards expenses.   The winner will be announced at the Summer 2023 show. Any newcomers to the show, please CLICK HERE for more information or contact us in the office.

CAFÉ: Our incredible “Miniature Kitchen” Cafe will be open throughout the show. All food is made freshly on site & we are pleased to announce that this year, a limited selection of alcohol will be available to purchase too.  The Miniature Kitchen will be opening for breakfast on Saturday morning from 9am.  Pastries & bacon rolls etc will be available to buy.  There is no meal deal for exhibitors this year, instead, Exhibitors will receive a 20% discount off purchases in the cafe.  We recommend you go to the cafe early to purchase your lunch as it gets very busy with show visitors after 11am.

CREDIT CARD FACILITY: Over the last 2 years, the way people pay has changed dramatically.  We now are all used to paying by card or with our phones.  We do recommend that you have a way of taking card payments at the show.  We use “Square” which is excellent, but there are plenty of other providers.  It looks very unprofessional to ask collectors, who can be spending hundreds of £’s with you, to go to the cash point to draw out money.  What if they don’t come back?!.  

In the past we have offered a credit card service where we take payments on your behalf.  We do have to charge for this service to cover our costs & it would be cheaper for you to use a professional provider. At our last 2 shows, we found that we took very few payments for exhibitors & we assume this is because you all now have your own system for taking payments.  For this reason, we will no longer ask for you to register for this service as previously, but, at our shows, if you wish us to take payments on your behalf, we can still do this.  Please just speak to us at the Reception Desk & we will give you the necessary forms.

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. If you are a new exhibitor, this is a great way to encourage our regulars to visit your stand. Please let me know soon so I can inform them in their newsletter.

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.

CHILDREN’S ACTIVITIES: 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.  The Gingerbread Craft Club will be running from 2pm – 5pm for children to start making miniatures of their own. 

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).

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 & 14.00-17.00 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.

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

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 9.00am – 2.00pm, 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. For anything urgent, 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