Exhibitors Manual

Manual consists of essential logistical information for exhibitors at the event; exhibitors advised to read this page very carefully before the exhibition. (click on tabs to expand, click again to collapse)

Arrival

Setup, Opening Hours and Breakdown Times
Day Setup* Opening Hours Breakdown**
Friday 2pm - 7pm N/A N/A
Saturday 7am - 10am 11am - 6pm 6:30pm - 7:00pm
Sunday 8am - 9am 10am - 5pm 5:30pm - 8:00pm

* Start of setup times is an estimate subject to the Loading Bay being clear of all vehicles before exhibitors are let into the exhibition halls.

** Start of breakdown times is an estimate - the times from which breakdown can begin are subject to all members of the public being clear of the exhibition halls.

NOTE: Caterers are required to set up on Friday between 2pm - 4pm, to allow time for caterers to set up and have their electrical appliances inspected on Friday evening.

Please make sure to arrive early to allow plenty of time for setup - and please do not be late. (Exhibitors who arrive during opening hours will have to move stock into the venue by hand without the use of trolleys or pallet trucks for health and safety reasons)

PLEASE NOTE that children under the age of 16 are NOT allowed into the venue during setup or breakdown, but they are welcome at the venue during opening hours.

Directions to the venue

The event is located at the Brighton Centre.

Address: Brighton Centre, King’s Road, Brighton BN1 2GR

Getting to Brighton from all over the world could not be easier! The Brighton Centre is located on the south coast of England, only 53 miles (85 kilometres) from London and sit in the heart of the city. View the venue on google maps!

From outside Brighton

Air

London Gatwick Airport has scheduled routes to over 170 cities worldwide. It is located approximately 28 miles (45 kilometres) from Brighton and can be reached in half an hour by either road or rail (a railway station is located inside the airport terminal).

London Heathrow Airport has more international connections than any other airport in the world. It is 90 minutes drive from Brighton using the motorway, or just under two hours using underground train to London Victoria railway station, and then fast express train service to Brighton. Fast coach services also run from both airports to Brighton coach station; 5 minutes walk from the Brighton Centre.

Rail

Brighton is connected to all areas of Britain via the Inter-City rail network, and is only 52 minutes direct from London Victoria.

The Gatwick Express departs London Victoria to Gatwick every 15 minutes and the fastest connection onto Brighton takes just 28 minutes.

There are frequent rail services into Brighton. Click on the link here for times and availability of trains between Brighton and London Victoria.

Brighton's railway station is centrally located; 10 minutes walk from the Brighton Centre - see Google map here for exact location.

Coach

You can travel to Brighton from all over the UK via coaches - see for instance the websites of Megabus and National Express for schedules and coaches available.

Brighton coach station is located within walking distance of the venue - see Google map here for exact location.

Sea

European delegates wishing to bring their cars can use one of the many car ferries to Britain. Brighton is Britain’s closest conference venue to the Continent, being approximately 2 hours driving time from the ferry ports of Dover and Folkestone, and only 30 minutes from Newhaven.

Tunnel

European delegates now have the option of travelling on the Eurostar service to St Pancras International where there is a direct train service to Brighton. Cars can be brought over by using the Eurotunnel from Calais to Folkestone (channel crossing time only 35 minutes).

Road

Major improvements to the M23/M25 link means that dual carriageways run continuously from the M25 London orbital motorway to within two miles of the heart of Brighton

Within Brighton

Foot

There is no need for costly and complicated shuttle bus operations in Brighton due to the ‘walkability’ of the compact city.

Public Transport

Buses and taxis are plentiful throughout the city, 24 hrs a day. Buses run from all over the city and neighbouring towns regularly to the city centre where the Brighton Centre is located.

 

 

Entrance for Stallholders

The entry point for exhibitors is the Loading Bay on Russell Road (at the back of the Brighton Centre, postcode BN1 2DX).

Exhibitors should only use the Loading Bay for moving stock into and out of the venue - the public entrance on King's Road is for members of the public only.

Entry Passes and Wristbands for Identification

For access into the event site, each stallholder will be emailed 4 entry passes, approximately 2 weeks prior to the event.

Please note:

  • The entry passes enable the organising team to identify stallholders on their arrival.
  • The entry passes are designated for workers at your stall (in contrast to complimentary tickets for either ticket winners or your personal contacts).
  • The entry passes can be circulated electronically amongst those who are going to work at your stall during the event.
  • The entry passes can either be printed out or displayed on mobile phones / tablets for identification.
  • The entry passes allow entry on either Friday, Saturday or Sunday.

Upon arrival, please show your entry passes to the organising team at the Stallholder Registration Desk, which is located just beyond the Loading Bay, then you will be issued 4 wristbands for each of Friday, Saturday and Sunday, for identification by venue staff and security for the rest of your stay at the event. The wristbands can be used for entry and re-entry on the specified days.

Hotels - via HotelMap

Please refer to the page here for hotel options near the venue, courtesy of HotelMap.

Please note: Hotels are NOT subsidised by the Organisers.

Parking - via other sources

For small vehicles, there is an NCP Car Park right by the loading bay on Russell Road. For prices, see www.ncp.co.uk

For large vehicles, there are 3 Council run Pay & Display Car Parks around Brighton & Hove allowing you to park for an unlimited period:

  1. To the eastern end of Madeira Drive, Brighton (between Brighton Pier and the Marina)
  2. Kingsway, Hove (between the Peace Statue and Fourth Ave)
  3. King Alfred Leisure Centre, Kings Esplanade, Hove (entrance to the right of Texaco Petrol Station off Kingsway, Hove)

Charges are between 9am - 6pm every day including Sundays and Bank Holidays. Tickets issued after 6pm start from 9am the following morning.

For other parking options in Brighton see links here:

Please note: Parking is NOT subsidised by the organisers.

 

Preparation before the Event

(tabs arranged in alphabetical order of headings)

Alcohol

Traders who wish to sell alcohol or do alcohol sampling at the event must get in touch with the organisers first before submitting their booking - contact chris.vegfestuk@gmail.com / 01179071881.

Unless agreed in advance with the organisers, no exhibitors are allowed to serve alcohol or samples of alcohol to the public at the event.

Biodegradable Utensils - for those serving food / drink samples

As organisers of a vegan event, we take sustainability and environmental protection seriously. We are advising all our exhibitors to minimise the use of single-use plastics and instead turn to biodegradable alternatives wherever possible. Below are our 2 recommended sources for biodegradable packaging:

Green Man Packaging

Exclusive deals on compostable packaging for VegfestUK food traders

All their products are certified 100% compostable and are made from plants NOT plastic. They offer exclusive discounts to food traders on their packaging, as well as free delivery, manufacturers guarantees on all products and full support from their friendly and knowledgeable team. Visit their website here for further information. 020 7183 8962

Cornware

A company that manufactures biodegradable ‘throw away’ cutlery and boxes for serving food in. Visit Cornware’s website here for full information.

Card Payments

We encourage stallholders to be equipped to accept card payments from visitors during the event.

There are a limited number of cash machines at the venue which might run out of cash during the event due to the high volume of spending expected from visitors to the event.

Should you require internet for taking card payments, please use the form here for ordering internet from the venue. (NB: The deadline for ordering internet from the venue is 1 week prior to the event)

Complimentary Tickets

Each stallholder at the event can request up to 2 complimentary weekend tickets to the event, using the online submission form here.

The complimentary tickets can be used either as the prize of an online competition, or privately amongst your colleagues / contacts.

Please note:

  1. All online competitions must end by the end of January at the latest, and VegfestUK reserves the right to request any online competitions running beyond the end of January to cease immediately.
  2. Complimentary tickets must be requested via the online form, as we don't automatically send out tickets to stallholders this end.
  3. Complimentary tickets are for ticket competition winners or guests that stallholders wish to invite to the show, as opposed to stallholder entry passes, which are for workers at your stalls.
  4. All complimentary tickets will be emailed out to you 2 weeks prior to the show, for you to forward onto winners / contacts.
  5. All tickets are e-tickets that can either be printed out and brought to the gate for scanning, or be scanned on mobiles / tablets.

For any questions regarding complimentary tickets, please email alan.vegfest@gmail.com.

Display Materials

Pop-up banners are recommended for display as they are visible and above head height, but please make sure that any pop-up banners are safely and securely erected.

Other display options include:

  • small plastic display stands (for displaying prices / special offers etc)
  • literature stands (good for brochures / magazines etc)
  • tablet stands (if you are planning to use iPads / tablets)

Please note that only white tac can be used on the walls of the venue. Any damages to the walls will incur a dilapidation charge which will be passed onto the exhibitors concerned.

Electricity - to be booked with Organisers

Should you require electricity at your stall, please make sure to book this through us the Organisers, using our online booking form.

Power rates are below (subject to 20% VAT including charities)

Socket Type Charity Trader
13amp – 1 day £25 £50
13amp – 2 days £50 £100
2x 16amp – 1 day £50 £100
2x 16amp – 2 days £100 £200

Please note:

  • Please make sure to book sufficient power for your electrical equipment to run properly at the event. If you need help with electrical conversions, please use the electrical calculator on this page here.

  • In particular, please check the start-up and cruising wattage of their electrical appliances. For example, an appliance could have a cruising wattage of 2.8kW, which is suitable for a 3kW (3000 watts) power socket, but the appliance may require a 3.8kW start-up power supply. If a 3kW socket has been ordered the power is insufficient to start up the appliance and the power supply will be cut off on the stand. Multiple appliances starting up with insufficient power will terminate power to the venue mains supply and all stands served by that supply.
  • Please make sure that all electrical equipment that you plan to use at the event is PAT tested before use. There is no PAT testing facility at the venue.  It is the responsibility of the stallholder to ensure that all the equipment that they bring to the event has been PAT tested.

  • Power will be available from 8am on Friday (setup day) and will be on overnight until the end of the show (Sunday at 5pm).

  • Power upgrades ordered after Friday March 15th 2019 (including upgrades made at the venue) will incur a surcharge of 20% on the rates above.

 

Fire Extinguishers and Blankets - for those doing live cooking

If you’re cooking at your stall, please ensure to bring a fire extinguisher and a fire blanket to the event, and have them at your stall at all times during the event.

Floor Cover - for those serving food / drink samples

If you are serving food samples or drinks, please make sure to bring adequate floor cover for your stall to protect the venue's carpet against potential contamination from food and drinks samples.

NB: Any damage incurred to the venue's carpet from exhibitors' samples during the event will result in a cost of repair charged to the exhibitors involved.

All exhibition halls at the venue except the Main Exhibition Hall on 1/F are carpeted.

Fridges - via Display Refrigeration

Exhibitors who need fridges at their stall are advised to book fridges via Display Refrigeration who provide a selection of refrigeration options.

Please complete the order form here and return it to Display Refrigeration using the contact below, by the deadline of March 18th 2019:

Email: espencer@displayrefrigeration.co.uk
Phone: 01452 721 555 x 7201
Website: www.displayrefrigeration.co.uk

NB: the costs on the order form include delivery, positioning on the clients stand, plugging in (if power is ordered by the exhibitor), warranty and collection.

Gas and Naked Flames

Gas and naked flames are strictly prohibited at this venue. All cooking must be done by electricity only.

Hazardous Exhibits e.g. Knives and Hot Equipment

Please consider the safety of your staff and visitors to the show when planning the layout of your stand.

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 (eg candles) must be agreed in advance of the event.

Internet - to be ordered via the venue

The venue has a generic Wifi but this is for casual browsing only and not set up for high volumes of data usage involved in transactions, or in downloading / streaming videos, slideshows or pictures.

Should you require internet for the event, please make sure to book this through the venue 1 week prior to the event at the latest - the form for booking internet can be found at the link here.

The form should be sent to michael.marcham@brighton-hove.gov.uk

Night Sheets

We recommend that exhibitors bring night sheets, in order to assist with the security of stands. Please ensure that night sheets are of inherently non-flammable material or material that has been treated to render it non-flammable.

Night sheets should be safely stored away during the open period of the event. They should not be left next to or behind stands where they may protrude into gangways or impede emergency exit routes.

Paperwork (for exhibitors)

Please ensure that all necessary paperwork as outlined on this page here is submitted by the deadline of January 31st 2019

Photography / Filming

For everyone at the show

Please note that exhibitors, speakers, performers and visitors at VegfestUK events may appear in photos or films produced from the event without prior consultation.

For those who would like to film at the event

Please note that only hand-held, battery-powered equipment can be used in the hall.

Gangways must be clear of dollies, tripods, cables and any other accessories.

Storage - to be ordered via the Organisers

Storage space for pallets (without chilling / freezing facilities) is available at an extra cost of £40 + vat per pallet.

The Storage Area is located on the 3/F of the venue, accessible via the Goods Lift in the Loading Bay. See floor plan here for exact location.

Storage space is limited - please contact the office on 0117 9071881 or at chris.vegfestuk@gmail.com to check availability first before booking this facility using our online booking form.

Chilled storage facility is NOT available at this venue. If you need refrigeration for this event, please order this via our preferred suppliers Display Refrigeration using the form here (deadline March 18th 2019).

Tables and Chairs

All stalls are equipped with trestle tables.

Tablecloths are NOT provided - please bring your own.

Chairs are NOT provided - please bring your own if these are necessary.

Trolleys

Exhibitors are advised to bring their own trolleys to transport goods to and from their stands, to reduce loading and unloading times.

Vegan Policy for Exhibitors

VegfestUK is a 100% vegan event and we ask all exhibitors to adhere to the following:

  • All products displayed at every stall must be 100% vegan.
  • No promotional materials which promote the use of animal products are allowed.
  • Please do not wear any non-vegan apparels at the event.
  • The organisers reserve the rights to ask exhibitors to remove from their stall or their staff, products which contain non-vegan ingredients such as meat, dairy, fish, eggs, honey, beeswax, wool, silk, fur, leather, etc.
  • Please note that bee pollen is not considered a vegan product and therefore not suitable for VegfestUK events.

If you are not 100% sure which products are qualified vegan, please contact the office beforehand.

All campaign groups that exhibit at VegfestUK must include vegan education as part of their outreach work. Please note that we cannot accept bookings from campaign groups with campaigns that may fuel xenophobia.

We do not ask that all our stallholders (as individuals) or workers are vegan, only that they are vegan-friendly, respectful to vegans and that they are vegan on the days of the show.

We are only accepting sponsorship for 100% vegan products. By ‘100%’ we mean in terms of products and marketing for the brand, not the individuals who own or work within the business. We give our sponsors extensive marketing and only wish to promote vegan options rather than anything less.

 

For food caterers

As organisers of a food event, we take food hygiene very seriously. To help our food caterers prepare thoroughly beforehand, our food inspection team have put together a caterers guide here.

This document will include important instructions on food hygiene, general health and safety, electrical safety, plus a checklist of reminders before the event.

 

Facilities at the venue

(tabs arranged in alphabetical order of headings)

Cash Points

There are 2 cash points at the venue, one on the G/F and another on the 1/F, both in the East Wing - see floor plan here for exact locations.

There are also other cash points near the venue - see map here.

Cloakroom

There is a cloakroom located on the G/F, along the corridor to the North East corner of the venue (i.e. the Syndicate Wing). See floor plan for exact location.

First Aid

First Aid can be arranged via contact with the Information Desk on the G/F.

The venue's Medical Centre is located in the West Bar on 1/F.

First Aid cover will be available during setup, opening hours and breakdown.

See floor plan for exact locations.

Lifts

Lifts are readily available in all parts of the venue to enable access between different floors of the venue. See floor plan here for exact locations.

Toilets

Toilets are readily available in all parts of the venue.

Gender neutral toilets are located in the East and West Bars on the 1/F of the venue.

See our floor plan for exact locations.

Waste Disposal

There are a number of bins for both recyclable and non-recyclable waste provided by the venue for disposal of solid waste., and also a skip at the back entrance. Please do not leave rubbish at the venue at the end of the show - your assistance in removing rubbish is appreciated.

There is a skip in the Loading Bay for food waste disposal on site.

There are NO facilities for cooking oil disposal on site, so please make sure to take away any leftover cooking oils from the venue after the event.

No food waste or cooking oils should be poured into the sinks in the kitchen on 3/F.

Water Point

The Water Point is located in the venue's Kitchen on 3/F, accessible via the Lifts on the Russell Road (i.e. North) side of the building - see floor plan for the access route to the Kitchen.

Please do NOT pour cooking oils or solid food stuff into the sinks provided - your cooperation on this is much appreciated.

 

Safety at the venue

(tabs arranged in alphabetical order of headings)

Electrical Safety

All electrical installations must comply fully with the eGuide, which can be accessed at www.aev.org.uk/eguide. The following is a brief summary of key points:

General

  • All electrical equipment and exhibits must be guarded to prevent accidental contact with live terminals.  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 a member of staff or the Information Desk.

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.

For Caterers

  • All caterers must check the start-up and cruising wattage of their electrical appliances. For example, an appliance could have a cruising wattage of 2.8kW, which is suitable for a 3kW (3000 watts) power socket, but the appliance may require a 3.8kW start-up power supply. If a 3kW socket has been ordered the power is insufficient to start up the appliance and the power supply will be cut off at the RCD box located on the stand. Multiple appliances starting up with insufficient power will terminate power to the venue mains supply and all stands served by that supply.
  • Under no circumstances are exhibitors permitted to interfere with the power supply. This includes the RCD box installed by the appointed electrical contractors to each stand and the venue mains supply box. Power and sockets will be removed to any stand that is found to have done this. Power failure must be reported to a member of staff or the Information Desk during open hours. The standby electrician will then attend.
  • To ensure that sufficient power is ordered exhibitors must either refer to the manufacturers handbook / contact the manufacturer direct. In the case of hired equipment, ensure the hirer provides all relevant power supply information. The electrical contractors are not responsible for or liable for guaranteeing the power supplies of exhibitor’s appliances.
  • Caterers who have not ordered sufficient power for their appliance(s) will be required to:
    • Upgrade their power supply at the site order surcharge rate of 20%. This can be done with a member of staff during the build period. An invoice will be issued after the event for BACS transfer of payment incurred for the power upgrade.
    • OR hand over appliances that exceed the power supply ordered. The Organisers reserve the right to confiscate equipment until the end of the show should exhibitors persist in plugging in condemned appliances.
  • Each caterer must submit a picture of the layout of all their equipment before the event.
  • Each caterer must submit proof that all their electrical equipment has been PAT tested within 12 months of the show. Please note: this is a legal requirement and this will be strictly enforced before trading commences. Also please note that there is no PAT testing facility at the event. It is the responsibility of the caterer to ensure that all the equipment that they bring to the event has been PAT tested.
  • All catering appliances must arrive on Friday (setup) to allow time for inspection of electrical equipment and power usage. This to avoid caterers arriving just before show opening powering up simultaneously and a series of electrical mains supply failures occurring during prime sales time on Saturday morning.
  • All electrical equipment must also be inspected between 8-10am on Saturday, with electrical equipment switched on by 9am Saturday, and all catering staff must be present during this time slot to ensure swift inspections before the show opens. Staff must be present whilst equipment is checked.
  • All caterers are advised to have a contingency plan to be able to continue serving to the public in case of any power cuts.
Emergencies and Evacuation

In the case of emergencies, the VegfestUK team will communicate full evacuation.

If circumstances dictate that the event must be cancelled then the event organisers will advise the public accordingly and make arrangements for an orderly closure of the event site.

Gangways

In order to help us ensure that we comply with the licensing authority and venue regulations, all gangways at the show must be kept clear at all times, including during build-up, the open period and breakdown.

Exhibits, furniture and other items belonging to your stand 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 stand layout to allow people to gather within the stand area and not in the gangways.

Lost Kids

Any lost kids / parents should be reported to the Information Desk on G/F.

Lost Property

All lost property should be handed to security.

If you are a victim of theft or damage, please report this to the Information Desk or to your nearest security personnel or steward. The organisers, however, cannot be held responsible for the loss or damage to your property.

Moving Stock at the Venue

Exhibitors are advised to bring their own trolleys/pallet trucks to ensure swift movement of stock and stand equipment during setup and breakdown.

No movement of pallet trucks / trolleys of any kind are allowed during public opening hours.

 

Other important notes

(tabs arranged in alphabetical order of headings)

Bad Language & Aggressive Behaviour
  • VegfestUK is a friendly event, and we do not tolerate bad language or aggressive behaviour from the public (occasional) or exhibitors (very rare but has happened in the past).
  • If you encounter anyone displaying unruly/abusive behaviour, please ask your colleagues or neighbouring exhibitor to alert a member of the event organising team (security, stewards), and we will assist if required.
  • Please note that exhibitors are advised to stay calm at all times when dealing with the public, with moderate language in the very unlikely event of a hostile encounter.
  • There will be CCTV on site to monitor everyone’s behaviour, and those displaying aggressive behaviour will be swiftly expelled from the venue, and readmittance may be refused.
  • In the case of this being from an exhibitor, no refunds may be issued.
Children

Children under the age of 16 are welcome at the event during opening times, but please note that they will not be allowed access to the venue during setup or breakdown. This is a Health & Safety requirement of the venue and is NOT negotiable. The issue is covered by law under section 4 of the Health & Safety at Work Act 1974.

Flyering at the venue

Unless agreed in advance with the organisers, flyering to visitors at the event is forbidden.

Pets

Assistance dogs are permitted access to the show. No other pets will be permitted access to the venue during the open period.

Security

Security is provided for the show from 8am on Friday until 8pm on Sunday.  Please do not arrange for goods to be delivered to the venue before this time.  Please assist us by wearing your wristbands within the venue at all times after you have picked these up on arrival.

Please take account of the following security advice from the venue:

  • Take home any valuable items each night.
  • Do not leave your stand unattended at any time during setup, the open period or breakdown. Do not leave the hall until all visitors have gone each evening.
  • Do not position valuable items at the front of your stand, where you may not be able to keep an eye on them.
  • Ensure you have enough staff, so that the stand is not vulnerable to thieves and do not ask a neighbouring exhibitor to watch over your stand while you go for a break. They may become busy and not be able to keep an eye on your stand.
  • Remove all portable or valuable items from the stand on the evening the show closes.  Do not leave them until the following day for collection.
  • Arrive in time for the show.  Ensure your stand is staffed at least 15 minutes before the show opens.
  • If you are a victim of theft or damage, please report this to venue staff. The organisers, however, cannot be held responsible for the loss or damage to exhibitors’ property.
  • Please be aware of possible terrorist activities and the fact that we are in a busy area of London. If you notice anyone behaving suspiciously, tampering with equipment, or any unattended bags or parcels please report this to security or a member of the VegfestUK team immediately.
  • Any lost kids should be reported to the Information Desk on G/F.
Smoking

Smoking / vaping is not permitted by law anywhere within the venue.

 

Any further questions…

Please get in touch with the office at chris.vegfestuk@gmail.com or on 01179071881, a week prior to the event at the latest if possible, as the office will be very busy in the week leading up to the event.