A

Accidents and near misses

If you are involved in, or witness an accident or near miss while at the Venue, please report it to the Organiser’s Office immediately

Access for all

Please ensure that your stall is accessible to all visitors of all levels of physical ability

Accommodation

There are a number of hotels within close proximity of London Stadium. All hotels are within 0.2 to 0.7 miles from the venue. For more information, visit: www.booking.com

Alcohol and drugs policy

The sale, supply or consumption of alcohol is not permitted at any time at the Festival and particularly during set- up and breakdown. Anyone suspected of being under the influence of alcohol (or drugs) will be removed from the Venue premises

Allergens

You are required to have easily accessible allergen information available. This should be clearly sign posted and we are requiring all units to have an allergen chart displayed in unit.

Animals

Assistance dogs are permitted entry to the Festival. All other animals are not permitted

Arrivals procedure and vehicle access

The arrival plan must be adhered to in order to get all of our traders in and set up in an orderly fashion. You must provide your number plate and vehicle details in advance to ensure you are granted access to the site. You will be issued a load in time by the trader management team which it is imperative that you keep to.

Upon your arrival at the London Stadium you will be required to check in with the site security at the front gate. The front gate security will then contact members of the team who will help to direct you to your pitch.

You will be allocated a trader wristband which must be worn at all times throughout to identify you. Each trader will be allocated 6 wristbands to staff working on your stall. Please speak to us ASAP if you have any queries. All staff will be required to complete accreditation before entry. You will be required to complete accreditation before access for all staff. This is done when filling out your declaration form.

B

Badges, passes and wristbands

In order to gain entry to the Venue, contractor wristbands/exhibitor wristbands/passes must be worn and be visible at all times. Each stall will receive x10 staff passes, to be used throughout the event. If you have more than one stall, then additional passes will be given accordingly.

Exhibitor and contractor wristbands will be issued on Build Day (Friday 22nd) Please collect all wristbands from the organiser’s office.

Vehicle passes are required to be displayed in the windscreen for access to the Loading Bays during setup and breakdown. These will be handed to you on arrival.

Each exhibitor will receive one car park pass. This must be displayed in the windscreen for access to the exhibitor’s car park and for the remainder of your time there. Please collect your parking pass from the organiser’s tent. Only 1 per exhibitor - any additional vehicles can be parked at Westfield Stratford at the exhibitors own cost.

Balloons
If you are planning to use helium-filled balloons on your stand, please ensure that you advise the Organisers. Balloons must be secured, in order to prevent them being let loose in the environment. It is preferable that you remove any helium cylinders from the Venue before the Festival opens. However, if it is necessary for you to have a supply on your stand during the Festival, only one cylinder will be permitted at any time and this must be secured in an upright position. Checks will need to be made by the Organisers.

Banners

All banners must be located within your designated stand area, unless otherwise agreed with the organisers. Pop up banners must not be placed in the aisles, or around the edge of the venue.

Breakdown (and setup) arrangements

Please refer to the Event timetable at the beginning of this Manual.
All set up must be completed and stalls ready to be open 30 minutes before the Event is opened to the public. Goods are not permitted to be brought into the Venue once the Festival has opened to the public.

Access to the Venue

Venue address: London Stadium, Queen Elizabeth Olympic Park, London, E20 2ST

Loading and unloading: Your loading time, along with your loading pass and detailed loading information will be emailed to you prior to the event.

Set-up with vehicles

Loading Slots will be available between 15:00-18:30 on Friday 22nd September and you will be required to book in advance.

Vehicles must not arrive at the venue site more than 30 minutes prior to their designated arrival time.
Should the Venue and the Organiser be charged by the Local Authority for any breach to any traffic and noise stipulations in the surrounding areas then these charges will be passed on to the exhibitor(s) responsible.
You will be allocated 30 minutes to offload your vehicle, after which time it must be removed and taken to the car park.
If you arrive outside of your designated loading slot you will be asked to wait.

Access during Breakdown

Loading Slots will be available between 20:30-22:00:
Please use the designated Loading Areas for loading vehicles.

Breakdown, removal and re-instatement

The Festival will be closed at 2000hrs on Sunday 24th September and security will commence clearance of the public and any children (under 16) from the Venue BEFORE breakdown can commence
Exhibitors are not permitted to close their stalls and start to clear up before the end of the Festival or until the Organisers have advised it is safe to proceed. Please do not attempt to move items from your stall, or dismantle and clear away large or heavy items or structures: this is to ensure visitor safety. The breakdown and clean-up of your stall is only possible between 2030-22:00 on Sunday 24th September. Exhibitors are liable to pay the Organiser late charges and compensation if this deadline exceeded.
All Exhibitors must use the stand/area allocated to them, and return it at the conclusion of the Festival in the same condition in which it was supplied. Tape, traces of tape/glue must be removed from the floor and walls, and the area returned to its original condition. Any damage to equipment, the venue building, the stall flooring etc. caused by installations or goods belonging to the Exhibitor shall be the sole responsibility of the Exhibitor.

The Organisers will charge the Exhibitor any repair or cleaning costs that arise accordingly

C

Car Parking

Venue Parking: We are able to provide one parking space per trader only . You will need a parking pass provided by your trader management team in order to access this car park.

For additional parking, the nearest car park is Westfield Stratford.

Paid parking is available at Westfield Stratford, 0.6 miles from the venue.
*£16 for 24 hrs
For more details visit Westfield Stratford Smart Parking

The Organiser takes no responsibility for parking charges or parking around the Venue

(*correct at time of publishing)

Cash and ATMs

There are no ATMs within the venue.

Nearest ATM
Queen Elizabeth Olympic Park, Thornton St, London E20 2ST (0.2 miles)

Catering equipment and furniture hire
Chairs, tables and cooking-relating equipment will not be provided by the organisers. Any exhibitors needing to hire any items must organise this themselves or order their equipment via the online shop

Catering/Furniture equipment: Online shop

Children

Children under the age of 16 are not allowed in the Venue during set up and breakdown in order to comply with health and safety legislation.
Children under the age of 16 may not work on stalls during the open period of the Festival without a license. The Children and Young Persons Act applies. An individual risk assessment must be carried out for any young person (under 18) working on a stand and the Organiser must be informed in writing.

Cleaning

Cleaning and waste disposal: During the Festival, the Organisers have arranged for the cleaning of communal areas, including but not limited to gangways, toilets and communal areas. Exhibitors are responsible for maintaining cleanliness within their stalls and the immediate surrounding areas, including in front of their stalls.
Waste generated by Exhibitors during the Event should be disposed of using appropriate waste collection facilities located within the stall. The Exhibitor may be requested to move any waste collection facilities found by the Organiser in gangways or public areas. Venue cleaning staff will dispose of any waste that builds up at stalls. Exhibitors must remove food waste, cooking oils and oil containers, stand fitting materials, pallets, material/ packaging and any hazardous waste at the end of the Festival

Cooking oil, whether used or unused, must not be disposed of at the Venue. All oil brought into the Venue by Exhibitors must be removed by Exhibitors at the end of each day. It is strictly forbidden to dispose of oil as event waste, through methods including (but not limited to) packing the oil in bottles or solidifying it. Any disposal or abandonment of such oil on site will result in the Exhibitor responsible being charged for the removal of the oil by the Organiser subsequent to the end of the event.

Cloakroom

There are no Cloakroom facilities on site.

Contractors

If you are employing a contractor to supply equipment or service for your stall, please ensure that they receive a copy of this manual.
For security reasons, all contract staff must to accredited and wear a wristband in order to gain entry to the Venue. Please contact your account manager to apply for passes.

Crowds and queue control

Exhibitors are not permitted to use any space other than their allocated stall space to gather together crowds.
If visitor queues in front of stands cause congestion and block gangways, the Organisers will enforce a cessation of stall activities until the gangways are clear.

D

Deliveries and collection by courier

Exhibitors who use a courier company to deliver and/or collect the items, equipment etc. for the Festival, must ensure that items arrive and/or are ready to be collected within the times stipulated in the Set Up and Breakdown Schedule. A representative of the Exhibitor must be present to receive and/or dispatch the items. The Organiser is not able to receive or dispatch any items on behalf of Exhibitors, either in advance, on the dates stipulated or after the Event. Items sent in advance to the Venue will be returned as no storage space is available. No deliveries and pick-ups are to be organised for any date or time other than the dates stipulated. The Venue will not accept or sign for deliveries without the presence of the Organiser; the Organiser will not accept or sign for deliveries without the presence of the relevant Exhibitor. You must ensure you are present when your delivery arrives. All the delivery vehicles must follow the loading/unloading procedures.

Please include the following information on the delivery note:

Stand number:
Exhibitor name:
Event name: The World Halal Food Festival 2023
Your phone number:
Address: London Stadium, Queen Elizabeth Olympic Park, London, E20 2ST

Any additional deliveries during the event live phase must take place on either Saturday or Sunday morning and take place prior to 10am. The Trader Managers must be made aware of any emergency deliveries taking place, so the vehicle gate can be fully informed.

Dilapidations

Exhibitors must leave their stand in the same condition as it was handed over before the event, and remove all items at the end of breakdown.

In addition charges will apply for any of the following:

Any rubbish or oil left on site. It is your responsibility to take this away with you and oil must not under any circumstances be poured down any drains on site.
Damages to your tent
Damages to any hired furniture, or any furniture missing at the end of the event

Electrical Services/stand power

Exhibitors requiring electricity must place their Electrical Order via the website prior to the event click here. Any electricity bookings or amendments made on the day will be subject to a 20% surcharge. In addition any exhibitors failing to book the appropriate power requirements for their equipment may also be liable to pay a surcharge.

Electrical equipment is subject to inspection by the Venue’s electrical contractor. Equipment used on stalls must have undergone PAT testing (details: http://www.pat-testing.info). Exhibitors must ensure that relevant certification available for the duration of the event.
Power supply is only available during the event opening hours by ordering from the electrical contractor

Temporary power supply during set up or breakdown must be ordered separately. please arrange this with your account manager by Friday 08th September.

On Sunday 24th September power will be switched off at 2030hrs and will not be switched back on under any circumstances. Cables on the floor, which may be walked on must be protected by conduit or with protective ramping (tape alone is not acceptable).

All other wiring below 2.4 metres must be protected in PVC or metal tubing. Please ensure to consult with the contractor before the event begins.
A single extension cord, of no more than 2 metres in length and with no more than four sockets, may be used in the stand. The extension cord must not be connected to any other extension cords.

It is not permitted to use electricity from any source other than that installed in the stand by the venue electrical contractor.

General

Electrical fittings and connections should be ordered online by Friday 08th September.
Items intended for use on stands must be PAT tested and labelled accordingly.
Electrical cables must not be run under carpet or up stand fitting support posts. Cables on the floor which may be walked on must be protected by conduit or with protective ramping (tape is not acceptable). All other wiring below 2.4 metres must be protected in PVC or metal tubing.
In the event of electrical failure, please report this to the organisers’ office.
Lighting

Light fittings must be secured using clips or heavy-duty electrical ties and earth bonded appropriately.
Light fitting flex must not be draped across the ceiling grid (if applicable) or left hanging in coils or wrapped around any part of a metal structure. Cable ties must be used to secure flex to the structure.
Spotlights/floodlights/halogen lamps, etc must be guarded and mechanically fixed, so as to prevent risk of injury to persons.
All lighting must be kept at least 300mm away from muslin/fabric ceilings and other combustibles.
Lighting circuits must not exceed 1,000 watts. They must not be looped or connected to power circuits.
Heavy fittings (over 1 kg) require a secondary means of support.
Socket Outlets

Only one 4-way extension lead may be connected to each socket outlet and the maximum length of lead permitted is 2 metres.
Extension leads must not be plugged into other extension leads (commonly known as ‘daisy-chaining’).
Block adaptors and drum reel extension cables must not be used.

Exhibits and Goods

Exhibits and goods shall not be illegal, offensive or obscene or infringe any copyright. The Organisers reserve the right to solely and freely determine whether an item or goods are inappropriate for exhibition at the Festival and to demand the cessation of exhibition or sale. This right also applies in all cases where a dispute has arisen between copyright owners, manufacturers, distributors or any other related parties with regard to an item or good being exhibited or sold at the Festival.

The Organisers shall not bear any responsibility for any loss or breakage to items or goods exhibited by Exhibitors. Valuables are the sole responsibility of the Exhibitor.

All prices must be clearly displayed.

F

Festival opening procedures

Preparation
Exhibitors must have completed the set up of their stand by 10.00am on Saturday 24th September. No packing material, equipment or contractors will be admitted to remain in the Venue.
Please arrive in time for the Festival and ensure your stall is staffed at least 15 minutes before Festival open time each day/session.
In order to help us ensure that we comply with the Local Authority and Venue regulations, all gangways at the Festival must be kept clear at all times, including during set up, the open period and breakdown period. Exhibits, furniture and other items belonging to your stall must not encroach beyond the boundary of your stall space. This is to ensure that escape routes are unobstructed in case of emergency evacuation. Any such obstructions will be removed by the Organiser if found.
Hazardous items, such as knives and hot equipment must be set back from the stall edge and out of reach of the public. Guards will be required to shield anything emitting heat and any machinery or other equipment which may present a hazard to visitors.

Filming, television and recording

Filming within the Venue is strictly controlled and requires the permission of the Venue and Organisers in writing. A filming permit must be applied for and issued which clearly defines areas, dates and times that can and cannot be filmed. A facility fee may be applicable. The use of tripods is not permitted
If photographs and videos are for internal, non-commercial purposes, you do not need to apply for permission The Organiser’s official cameramen will be taking photographs around the Festival. These photos may be used on the Organiser’s website, on posters and other printed materials, or on paper/web media publications, in order to convey different images of the Festival.

Fire Regulations
All materials used in the construction of stalls, features and displays, including signs and fascias, shall be:

of a suitable nature and quality for the purposes and conditions of their intended use
adequately prepared and fixed in order to perform the functions for which they are designed
non-combustible, inherently non-flammable or durably flameproof in accordance with BS476-Part 7
water-based, where applicable, e.g. adhesives and paint
British Standards are the minimum acceptable standards for construction materials. Suitable samples of materials may be submitted to the Venue for approval. Materials may be tested on site to ensure that they comply.

Decorative materials

Decorative materials used for stand dressing must be flame proofed or purchased already treated by use of the appropriate chemical
Untreated wallpaper and similar thin surface finishes, not exceeding 1mm in thickness, may be accepted, provided they are firmly fixed
Artificial plants and flowers are combustible and give off toxic fumes. Therefore they must not be used for stand dressing. Silk-type flowers are acceptable, providing they are fireproof or have been treated and marked as such.

Fabrics, drapes, curtains and hangings

Drapes, curtains, hangings, etc, must be inherently or durably flame-proofed. Otherwise they may be treated with a proprietary flame retardant. Test certificates must be available for inspection for any materials intended to be used.
Fabrics used for interior stand decoration must be fixed taut and/or in tight pleats (not loosely draped) to a solid backing, secured above floor level and not touching light fittings.

Fire Extinguishers

You will not be allowed to trade without the correct fire extinguishers within your unit.

Please see the following chart to assess the correct type of extinguisher.

A Dry Powder & Wet Chemical extinguisher are highly recommended for units with deep fat fryers.

It is compulsory for all traders to have a Fire Blanket & Dry Powder extinguisher and where possible a wet chemical extinguisher.

All fire extinguishers must be in date and un-used.

We WILL check the dates on all fire extinguishers. If your extinguishers are out of date, dirty, tampered with or otherwise deemed unsuitable they will be replaced by a hire option and charged back to the trader.

Floor covering
Any exhibitors requiring floor covering should contact their Festival account manager.

All floor coverings must be secured and maintained so that they do not cause a hazard.
Exhibitors will incur a charge for any tape not removed at the end of the Festival, or any damage caused to the Venue floor.

Plastic: All plastic, including plastic plants and materials used for vision panels, etc, must conform to BS476-Part 7, Class 1. Polycarbonate materials are acceptable.

Timber: Timber under 25mm thick must be impregnated to Class 1 standard. Treated materials should have ‘BS476-Part 7, Class 1’ marked on them.
Boards, plywood, chipboard, etc, must be treated if under 18mm thick. The exception to this is MDF, which is acceptable for use due to its density. MDF may not be machined on site, as its dust is hazardous to health.

Upholstery: Upholstered seating must be non-combustible and marked with the appropriate standard

First Aid, medical and ambulances

Contractors must have a first aid trained representative equipped with their own first aid box who should be identified to all their staff.
Paramedics will be on on duty during the Festival. If you require any medical assistance or an ambulance, please contact the Organisers or a member of Venue staff. Please do not contact the Ambulance Service direct. This is to ensure the ambulance driver can be directed appropriately on arrival and can save valuable time. Please ensure you have as much information to hand as possible including:

Age (approximate)
Male or female
Any evident symptoms
Exact location of injured person

Floor Loading

Platform trucks, sack trucks, dollies and other smaller transportation equipment can be used in London Stadium, but please be aware that these should not be overloaded so as not to damage the floor. The maximum floor loadings are 10 Kilo Newton per square metre.

Flooring

It is your responsibility to provide protective flooring within your stall. Any food, drink or oil spills that cannot be removed after general cleaning will be subject to a charge.

Food and Drink Regulations

Food and drink exhibitors must cover the floor of their stands with waterproof protective cover if based inside, to prevent floor damage. Any sheet material must be secured to the floor using gaffa tape or similar.

Food labelling

All food and drink products must have ingredients written in English on them in accordance with current Trading Standards legislation. Please see the following website for more details. https://www.food.gov.uk/business-guidance/packaging-and-labelling

Exhibitors who have not provided the correct labelling of ingredients in English, will be required to cease the sale or provision of food and drink

Allergies: Signage must be clearly displayed at any stand exhibiting food containing nuts or other allergens. See guidelines on what ingredients MUST be displayed. https://www.food.gov.uk/business-guidance/allergen-guidance-for-industry.

Food Hygiene

All companies exhibiting require at least one member of staff to possess a food hygiene certificate (minimum level two).
Level two Food Hygiene same-day certification can be acquired online, please visit - www.food-safety.org.uk

In accordance with the Food Hygiene (England) Regulations 2006 Food Safety Act 1990, Exhibitors handling food and drink must carry out the preparation, sampling and sales of any such food and drink according to the regulations set out below. Exhibitors must follow a food safety management system: ‘Safer food, better business’ food safety system developed by the Food Standards Agency. The relevant information can be found from the sources given below. The Organiser strongly recommends all food and drink Exhibitors to look through the literature prior to the Festival, and to bring relevant information with them as printouts or handbooks, for easy reference during the Festival

Food Hygiene (England) Regulations 2006 Food Safety Act 1990: http://www.legislation.gov.uk/uksi/2006/14/resources
Safer food, better business guidance: https://www.food.gov.uk/business-guidance/safer-food-better-business
Handbook for caterers: https://www.food.gov.uk/business-guidance/safer-food-better-business-for-caterers
Handbook for retailers: https://www.food.gov.uk/business-guidance/safer-food-better-business-for-retailers

For further information regarding food advice and allergen labelling please visit: https://www.food.gov.uk/search/guidance?keywords=allergy

A Food Safety and Hygiene Consultant will visit the Festival to ensure that all regulations are being followed correctly.
Local Authority official(s) may also visit the Venue during the Festival to conduct a safety inspection.
Exhibitors found to be in violation of any of the relevant regulations may be required to cease trading
Hand washing
Exhibitors intending to conduct food preparations at the Festival must have hand-washing equipment with hot water and soap at their stand. The Food Safety & Hygiene Consultant may provide instructions on the correct procedures for washing hands hygienically. Each Exhibitor is required to prepare appropriate anti-bacterial spray, wet tissues, and other hygiene amenities as appropriate to ensure that hands are kept clean at all times.
Hazard Analysis Critical Control Points (HACCPs)
All food or drink exhibitors must submit details regarding their company and local authority registration with details of the food/drink they will be preparing and serving at the Festival.
Exhibitors must submit both a completed Hygiene Method Statement and their own HACCPs to the Organisers by Friday 10th September. Please be aware that Exhibitors who fail to submit these documents may be prevented from exhibiting at the Festival. Further documentation may be required on request.
Storing food and ingredients
Cold food
All high-risk foods, e.g. fish, rice, cooked meats, eggs, dairy products and other foods which will not receive further treatment (and which are capable of supporting bacterial growth), must be stored at or below 8°C at all times.
All chillers must be suitable so as to ensure the storage of foods at or below 8°C.
No hot/warm foods should be placed within any chillers.
Cold food within display units must similarly be kept at or below 8°C.
Cold food may be kept for up to 4 hours above 8°C but the exhibitor must demonstrate that this time limit has not been exceeded.
Food that remains uneaten at the end of the display period must be discarded.
Free-standing insulated containers, such as cool boxes, may only maintain foods at or below 8°C for short periods. It is therefore recommended that they are not relied upon to store foods from delivery to service. Adequate refrigeration to maintain temperature control must be provided.
Hot food
Hot food must be kept above 63°C whether in the kitchen awaiting service, in transit to the stall, or on display.
Hot food may be held for one period of up to 2 hours at a temperature cooler than 63°C but the exhibitor must demonstrate that:
- The food was for service or on display
- It had not been kept for more than 2 hours below 63°C
- The food was only kept below 63°C for a single period of time.
Food that remains uneaten at the end of the display period must be discarded.
Food must be thoroughly cooked and re-heated to an adequate temperature of at least 75°C at the core of the food.
Temperature records
A thermometer with a probe must be available to ensure that food remains at a safe and appropriate temperature throughout the food chain.
Appropriate temperature records must be maintained for each refrigerator and freezer.
These records must be kept in each stall and should be signed off daily by the stand supervisor.

Footwear

Suitable footwear must be worn during the setup and breakdown periods of the Event. Open-toed sandals or shoes, flip-flops, and flimsy footwear are not permitted.

Furniture and equipment hire
Chairs, tables and cooking-relating equipment will not be provided by the organisers. Any exhibitors needing to hire any items must organise this themselves, or order their catering equipment via the online shop

Catering/Furniture equipment: Online shop

G

Gangways

In order to help us ensure that we comply with the Local Authority and Venue regulations, all gangways at the Festival must be kept clear at all times, including during set up, the open period and breakdown.
Exhibits, furniture and other items belonging to your stall must not encroach beyond the boundary of your stand space. This is to ensure that escape routes are unobstructed in case of emergency evacuation.

If you have any displays or activities which are likely to attract an audience, please ensure that you plan your stall layout to allow people to gather within the stand area and not in the gangways.
Exhibitors may only use the area they have been allocated, and must not encroach on adjacent public space.

Gas
It is a requirement that contractors using gas provide sufficient documentation in advance of their arrival on site. Please send your Gas Safety documents via email.

Gas fixtures and systems should require appropriate certification from a competent person who is gas safety registered for LPG appliances.

Fixed piping such as copper or steel should be used where practicable.

Flexible hoses should be kept to a minimum. Where it is unavoidable to use flexible piping, it must be to the appropriate British Standard and where appropriate provided with mechanical protection to minimise damage.

Flexible hoses must not be used in concealed locations.

Flexible piping must be checked regularly for leaks (bubbles can be seen if joints/hose run with soapy water) and replaced if damaged or worn.

LPG has a distinctive smell, which gives warning of a leak.

LPG may be used subject to following safety management requirements:

Only one live cylinder is allowed on the stall.
All spare cylinders must be clearly labelled and stored in approved gas storage areas only
Current gas safety certificate must be supplied in advance demonstrating the suitability of the installation.

Do not use a naked flame when looking for leaks.

Screw driven fastenings for gas pipes must be avoided as these can be over tightened and damage the hosing, crimp fastenings should be used instead.

Cylinders should be fitted with pressure relief valves and an emergency shut-off valve.

Cylinders must be stored upright so that they cannot fall over and stored away from any ignition source or flame.

Cylinders should be located away from entrances/exits and circulation areas.

Cylinder valves and gas appliances must be turned off when not in use.

All gas appliances must be installed and regularly serviced/maintained by a competent person.

The food trader must be familiar with operating the appliance and have plans of how to deal with problems such as leaks or a fire break out.

Glitter
The use of glitter is not permitted.

H

Hazardous Exhibits

Please consider the safety of your staff and visitors to the show when planning the layout of your stall. Hazardous items, such as knives and hot equipment must be set back from the stand and out of reach of the public. Guards will be required to shield anything emitting heat and any machinery or other equipment, which may present a hazard to visitors. The use of real flame (e.g. candles) must be agreed in advance of the Festival.

Health & Safety

It is essential that all traders provide the required risk assessment documentation in advance of their arrival on site. The requirements are highlighted here. Please ensure your H&S documents have been submitted to World Halal Food Festival via email.

All staff must undergo an onsite H&S induction before work can be started. This will include the Health and Safety declaration, which is available on site and you must read and sign as part of the induction. During the build/breakdown phase the minimum requirements is a Hi-vis tabard and closed-toe shoes. Without a high vis, you will not be granted access onto site.

ENVIRONMENTAL HEALTH OFFICER

We ask you to be extra vigilant and extra clean and tidy during the whole event. Throughout the event there will be daily inspections carried out by World Halal Food Festival. All hard copies of your documentation should be available on site in addition to having emailed London Halal Food Festival a copy prior to the event. If a trader fails to submit the required paperwork before arriving to site, they will denied access to site, not permitted to trade and will not be entitled to a refund of their pitch fee.

1. Should World Halal Food Festival consider the trader’s health and safety or management arrangements in relation to their stall to be deficient, the trader will be given a written warning and asked to correct the deficiencies.

2. During any event day, the issue will be re-assessed around 1 hour later, and should there still be deficiencies a second written warning will be issued, and the trader required to stop trading until the issue is addressed.

3. If the issue is not resolved to World Halal Food Festival’s satisfaction, no further trading will be permitted.

4. In the case of a serious issue, World Halal Food Festival can require the trader to stop trading immediately to protect public or staff safety.

Hot Works

A permit issued by the Venue’s Management team is required for any hot work, such as grinding, cutting and welding to be carried out on site. Contractors should contact the Organiser’s office in the first instance to request a permit.

I

Insurance

Exhibitors must have appropriate third party public liability insurance policy (minimum £5M cover) in place for the duration of the Festival including the set up day (22nd-24th September).
Exhibitors must provide the Organiser with a copy of the relevant policy documentation, containing Period of Insurance and the Extent of Coverage.
Exhibitors who do not have the relevant insurance in place must inform their Festival Account Manager by Friday 8th September to be added to our company insurance at a cost of £80+VAT.

Internet and mobile
WIFI will not be available at the venue. Should you be requiring internet access, then we recommend using a portable wifi hotspot. EE has particularly strong wifi in this location.

L

Leafleting/flyers

The distribution of printed media/flyers is only acceptable from your Exhibitor stall space. If the distribution of printed media obstructs the gangways, the Organiser will ask the Exhibitor to cease distribution to maintain Event and Venue safety. The Exhibitor shall immediately comply with any such requests and shall not recommence distribution until instructed that it is safe to do so by the Organiser.

Lost Property
Any lost property should be handed in to the Organiser, which will be kept for 1 week post event at the Organisers’ head office.

M

Massage

If you are intending to offer massage, or any other hands-on treatment on your stand, this may require a licence. Please contact the Organiser for further details if you wish to proceed.

Method Statement
In accordance with the requirements of the Venue, all Exhibitors, must submit a Method Statement for their set up, open period and breakdown activity by Friday 25th August. Please send these to your Festival account manager.

N

Noise Control

Exhibitors and contractors are obliged by law to reduce the risk of hearing damage to employees to the lowest level reasonably practicable. Hearing protection is required for staff working at noise levels in excess of 80 dB (A).

Playing music, music Volume, microphone use
Exhibitors who intend to play music are required to pay a music license fee to the Performing Rights Society.

Volume levels must be set at a level that will not obstruct business’ in adjacent areas and stalls

O

Oil

Cooking oil, whether used or unused, must not be disposed of down any drains. All oil brought into the Venue by Exhibitors must be removed by Exhibitors at the end of each day. It is also forbidden to dispose of oil as event waste, through methods including (but not limited to) packing the oil in bottles or solidifying it. Any disposal or abandonment of such oil will result in the Exhibitor responsible being charged for the removal of the oil by the Organiser subsequent to the end of the event.

No oil whatsoever can get on the ground, particular attention will be paid to damage caused by hot oil, or boiling water. We cannot stress enough the importance of this, the site is VERY strict on all spillages Make sure you come with an adequate covering to protect the floor.

Oil damage is chargeable, and fines are imposed on any spillages. All traders must have their site inspected prior to leaving the site on the Sunday.

Organiser Office / Event Office

A member of staff will be available at the Organiser’s Office during the event if you need assistance.

P

Pallets
Exhibitors are reminded that they are responsible for the removal of any pallets used to deliver goods to stalls. A charge will be made to you for the disposal of each and every pallet, which is not removed.

Performing Rights

Exhibitors who wish to play pre-recorded music on their stand will need to apply for a Phonographic Performance (PPL) licence and Performing Rights Society (PRS) licence. If live music is being performed, only a PRS licence is required. Music must be played at a reasonable volume which does not disturb other exhibitors.

Personal Protective Equipment (PPE)

If it is identified that PPE, including high visibility jackets MUST be worn throughout the Venue during setup and breakdown, this ruling must be observed. The Organisers are not responsible for providing PPE to Exhibitors, and you are required to provide your own. Additional PPE, such as hard hats, may also be required in some areas.

Photography

An official London Halal Food Festival photographer will be making their way around the event and the traders. They can be identified by their lanyard badges, and will come direct to the front of any queue. Please help the photographer by providing well-presented food for them to photograph, these images may then be used for promotional material.

Pricing

World Halal Food Festival does not dictate the price of your goods however we do recommend the following to help you maximise sales on the day, and to provide the best service to our audience:

£5-£7 - our halal foodies want to try everything, so we encourage all of our stall holders to include some smaller options to entice them, and allow them to explore different flavours.

£8-£10 - this is most popular for bigger dishes and meal deals.

£10-£12 - if you’ve got a ‘star of the show’ that you want to promote, then you may consider a higher price point. But please ensure you are offering good value for money!

R

Rigging

Materials are not permitted to be hung from the venue roof. You are only permitted to hang materials from your stall unless otherwise agreed with your Festival Account Manager.

Risk Assessment

It is a legal requirement that exhibitors and contractors undertake their own risk assessment and fire risk assessment prior to the event. Your risk assessment should list the tasks to be undertaken, identifying any significant hazards they present on site, then listing ways to minimise and control those hazards.
Exhibitors planning to use cooking equipment must include details of fire risks in their assessment, including the provision of protective screens to prevent visitors (of all ages) from being able to touch hot equipment or being splashed by hot foods/oils near the equipment and/or counter. (N.B these could be acrylic style screens, free-standing on the table edge).
The assessment must also include a list of flammable/combustible items stored at your stall (e.g. large volumes of leaflets/flyers, papers and combustible items).
A list of portable electrical equipment brought/hired in your stand must also be provided.
Risk assessments must be submitted by Friday 10th September.

Rules and Regulations

It is essential that you ensure that you comply with the regulations in all aspects of your participation at the Festival. These are contained within this manual. These regulations are common to the main UK venues and events.

High visibility vests/jackets must be worn at all times during setup, along with closed-toe shoes. Failure to wear the appropriate PPE will result in you being refused entry during this time.

No under 16s will be permitted on site during set up and de-rig.

S

Security

Security is provided for the festival from Friday 22nd September. Please do not arrange for goods to be delivered to the venue before this time.
Staff will be present at the main entrance and stationed throughout the venue.
Constant checks will be made to ensure that only pass holders are given access to the Venue.
Exhibitors should ensure that they have and display their pass at all times.
Exhibitors should take home any valuable items each night.
Exhibitors should not leave stands unattended at any time.
Exhibitors should not leave the Venue until all visitors have gone each evening.
Do not position desirable/personal items at the front of your stall.
Ensure you have enough staff so that the stand is not vulnerable to thieves.
Arrive in time for the Festival open. Ensure your stand is staffed at least 15 minutes before the Festival open time each day, but remember that the Venue is open from 0800 hours.
If you are a victim of theft please report it immediately to the Organisers.

Smoking

Smoking is not permitted in the venue at any time, in accordance with legislation. External smoking areas are provided. If you are a smoker, please consider others and use only the designated areas

Special Treatments

Activities which are deemed as Special Treatments* are not permitted at the Venue. Hairdressing, makeup and false eye lashes are permitted. Please contact the Organisers to check if your proposed activity is permitted to take place.

*Special Treatments include invasive treatments, such as skin piercing, acupuncture, tattooing, electrolysis, cosmetic piercing, micro-pigmentation and botox as well as non-invasive, hands-on treatments, such as massage, reflexology, manicures and pedicures.

Stand Fitting/Dressing Materials

All materials used for stand building and dressing must comply with the fire and safety regulations. Please see ‘Fire Regulations’ for details.

Exhibitors are prohibited from posting signs outside of the allocated stall. Decoration must not be set up in such a way that it may fall down or fall over, must not damage or be detrimental to the overall appearance of the Festival or venue, and must not present any obstacle or dangers to other Exhibitors or visitors in proximity. The Organisers retains the right to request the removal of any decoration which is not permitted.

Sustainability

Exhibitors are requested to use foods and ingredients that are sustainably sourced.

We actively promote sustainable practice, and we ask our traders to adhere to the following.

Grease-proof paper must be biodegradable and can be purchased from www.cppackaging.com.

Avoid the use of polystyrene and to instead opt for bio-degradable packaging.

Compostable items such as PLA, cardboard, and wood are the preferred materials.

T

Toilets
Toilets will be located around the venue. Please refer to the Venue layout for their locations.

Transport

London Stadium
Queen Elizabeth Olympic Park
London
E20 2ST

Please visit the venue website for full transport information here.

Parking

We are able to provide one parking space per trader. You will need a parking pass provided by your trader management team in order to access this car park.

For additional parking, the nearest car park is Westfield Stratford - where you can park at your own cost

Trolleys
Trolleys will not be provided at the venue, so please bring your own if you need one to deliver goods to your stand.

V

Vehicles

If you are displaying a vehicle on your stand, specific regulations apply. Please liaise with the Organiser regarding delivery and collection times, as this will need to be planned carefully around the construction and dismantling of stands.

Venue

Name: London Stadium
Address: London Stadium, Queen Elizabeth Olympic Park, London, E20 2ST
Website: london-stadium.com
Access and nearest stations:
The nearest station is Stratford, a 15-minute walk from the venue.

For more information, please visit www.london-stadium.com/plan-your-visit/gettinghere.html

Venue Opening Times
Please refer to the exhibitors Event Timetable.

Water and Waste

There is potable running water onsite some distance away from the trading areas. Please bring appropriate containers to transport and consider investing in a trolley or sack barrow.

The venues’ sanitary facilities and service ducts must not be used to dispose of waste under any circumstances. Communal waste water IBC’s are provided and will be in the ‘Back Of House’ areas, please ensure there is provision to collect waste water and transport to the waste water bins.

Washing facilities

We will have a shared utensil wash up area. This is not suitable for washing of large equipment or cleaning of fryers which must be done prior to arrival or with great care to avoid spillages at the Trader stands.

Please ensure that you have hand wash and equipment wash facilities available. Washing up bowls or plastic crates alone are not deemed adequate for a kitchen catering for multiple days.

Please respect the facilities provided and leave them clean for the next user.

Waste Management & Disposal

All waste, except small quantities of litter, produced by your stand must be removed from the Venue at the end of the event. A charge will be made for disposal of any large items, such as boxes of literature, carpet (except scraps), pallets and stand fitting materials.

Back of house we will provide ample skips for General Waste, Cardboard and Glass which will be emptied daily. You will be responsible for tidying your trading areas and removing all waste at the end of the day. Please be aware that you will be expected to recycle cardboard and glass efficiently. Waste and litter must not collect at back of stalls as it creates a fire risk. Hot coals must be dampened down with water before disposing of in the normal way. Cardboard must be flat packed. Wastewater must be disposed of in the onsite IBC’s.

Of the waste created as a result of event set-up, the Exhibitor is responsible for removing any waste listed in Section 13, Cleaning & Waste Disposal. Any unapproved disposal or abandonment of hazardous waste and oversized waste will result in the Exhibitor responsible being charged for the removal of the relevant waste by the Organiser subsequent to the end of the event.

Weather
The Festival takes place outdoors. Exhibitors are advised to ensure that they take care to plan for and assess the effects of inclement/extreme weather on their exhibit.

Working at Height

A person is working ‘at height’ if there is a possibility of them being injured from falling, even if they are working at or below ground level.
The Working at Height Regulations refers to 'duty holders': employers, self-employed and employees. This includes all contractors and exhibitors (for example, when accessing areas above floor level to dress stands).

Duty holders’ responsibilities are to ensure that:

No work is done at height if it is safe and reasonably practicable to do it another way.
Ensure that the work is properly planned and organised, appropriately supervised and carried out in as safe a way as is reasonably practicable.
Plans are in place for emergencies and rescue.
A suitable and sufficient risk assessment is carried out and the significant findings recorded and acted upon.
They do all that is reasonably practicable to prevent anyone falling.
All work at height takes account of conditions that could endanger health and safety.
Those involved in work at height are trained and competent.
The place where work at height is done is safe.
Equipment for work at height is appropriately inspected.
The risks from fragile surfaces are properly controlled.
The risks from falling objects are properly controlled.
Equipment used for work at height must be suitable for the task. All equipment must be industrial quality (including ladders; domestic quality ladders are not permitted).