Exhibitors FAQs

Is there on-site parking?

Yes, the hotel does have on-site parking, paid for at the hotel reception. The rates are:

0-2 hours at £15
2-4 hours at £20
4-6 hours at £30
6-12 hours at £40
12-24 Hours at £50

Can I deliver our products and information for display ahead of time to the venue?

Yes, the venue can accept deliveries 2 days ahead of the conference. All packages must be labelled correctly or they cannot be accepted. Please see the exhibitor pack for more information.

I need power for my display. Is this available?

Yes, the conference centre is fully equipped with a range of power sockets for your use. Please bring an extension lead if required.

Can I bring my own branded stand?

Yes, you are welcome to bring your own stand as long as it fits in the same spaces as a 6ft long trestle table. If your stand is larger than this, you would need to upgrade your booking.

Do I need to bring my own tablecloth?

No, the venue will provide tablecloths and two chairs for each table booked.

Can I offer samples to taste?

Yes, you can as long as they are small and cannot be considered as ‘catering’. Please ensure that all samples are fully plant-based and clearly labelled with any potential allergens and that any sample containers are suitable for recycling.

When can I set up the stand?

The venue will be available from 7am on the morning of 5th November. There may be an opportunity to set up the night before. However, we will not know this until just 2 weeks prior to the conference date.

Can I bring an extra team member to the conference?

Your exhibitor package includes entry for 1 or 2 people each day (depending on package). They can be different people on each day. You will need to buy conference tickets for any additional people.

Can I leave my stand set up overnight?

Yes, but please take any valuable items away with you. The venue will be locked overnight, and only authorized personnel will be allowed to unlock the venue the following day.

Do I need public liability insurance to be an exhibitor?

Yes you do. We ask you provide us with this information prior to the event.

Is the venue accessible by public transport?

Yes, The Millenium Gloucester Hotel and Conference Centre is a 2-minute walk from Gloucester Road tube station which is on the Piccadilly, Circle and District lines. We advise you to check TfL’s website for up-to-date travel information before planning your journey.

Who do I contact on the day if I have an emergency on the day?

An emergency contact for a member of the events team will be provided in the exhibitors pack which will be sent out in the weeks leading up to the conference.

Will you have a goody bag for attendees that we can provide samples or special offers for?

Yes, we will be having goody bags. We will be able to confirm attendee numbers prior to the event.

Where will the exhibition space be located?

Our exhibitors will be set up in the refreshment and lunch area so the attendees will be able to easily find you.

What points during the day will we be able to interact with the attendees?

There will be two breaks, plus lunch as well as the registration period on each day.