Exhibitors Manual



Passes & Wristbands

Approximately 3 days we will send an e-ticket to all traders at the event. This e-ticket is to be presented on first arrival, and there is a readmittance stamp on arrival.

Visitors can register for tickets at https://www.vegfest.co.uk/london-vegan-comedy-festival-2023/tickets/

Venue Address – Kensington Town Hall Hornton St, London W8 7NX

Please note the venue does not permit dogs  at the show



Setup times, opening hours and breakdown times

Opening hours for the event (for visitors) are:

  • Saturday 30th September: 11am – 6pm
  • Sunday 1st October: 11am – 5pm

Build times are as follows:

  • Saturday September 30th  : 7am – 10.30am 

Breakdown times are as follows:

  • Sunday October 1st : 5:30pm – 7pm


Breakdown begins approx. 30 minutes after event closes. All visitors MUST be out of the venue before breakdown begins.


CDM Safety Registration

All exhibitors are required to register their staff (those working at their stalls at the event) for safety information prior to arrival. Access can’t be granted without this having been completed.

CDM Form here: https://forms.gle/7btenrFH61mtPzcR7


Directions to the event

The venue’s full address (front of house) is:

Venue Address – Kensington Town Hall Hornton St, London W8 7NX


Preparation before the Event


As per the Paperwork page, insurance (including Public Liability cover of £2 million+) is a requirement for all traders at London Vegan Comedy Festival

Employers liability is also required for any traders bringing volunteers or staff to the event. This must also be £2 million+ cover. 

There are many insurance providers that can assist you with cover. However you may consider ‘Events Insurance’. Details below:

For those who are serving hot food:


For those who are serving cold food/trading other products, with a stand bigger than 3m by 3m:


For those who are serving cold food/trading other products, with a stand smaller than 3m by 3m:




Delivery and Removal of Exhibits

If a transport company is delivering for you, please ask them to label all packages clearly with your Stall Name and Stall Number, and the show at which you are exhibiting (London Vegan Comedy Festival) to be delivered to the venue address on Saturday 30th September 2023 

Please remember to instruct your transport company to arrive at the venue equipped with suitable unloading and loading equipment (e.g. tailgates, trolley-jacks, etc.). The organisers cannot provide unloading/loading equipment and cannot be responsible for any failed deliveries and pickups due to a lack of suitable unloading/loading equipment.


Contact Phone Number for Deliveries – 07456 494318

Please note it is your responsibility to ensure stock is delivered to the correct address on the correct day. We cannot be held responsible for stock that hasn’t been delivered or unloaded, or damaged in any way. Particular attention must be paid to refrigerated goods to ensure correct storage temperatures. VegfestUK cannot also be held responsible for loss of stock that requires disposal due to storage temperature. 

Please advise our team in advance if you are delivering stock in advance of the event – email [email protected]

Please note that all exhibits must be removed from the venue by Sunday 7pm at the latest. You are reminded that you are responsible for the removal of any pallets used to deliver goods to your stand. A charge will be made to you for the disposal of any pallets which are not removed.


P.P.E during setup and breakdown

Suitable Footwear must be worn during build-up & breakdown – No Open Toed Shoes.



Traders who wish to sell alcohol or do alcohol sampling at the event must get in touch with the organisers first before submitting their stall booking.

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

We are advising all our exhibitors to minimise the use of single-use plastics and instead turn to biodegradable alternatives wherever possible.

Green Man Packaging

All of 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 or call 020 7183 8962.


Contact Number during Setup, Opening Hours and Breakdown  07456 494318


Please do not use this phone number outside of the period from Friday 29th September 2023 – Sunday 1st October 2023.

Please note that calls to the usual office number will not be attended to during this period.

Display materials

It’s worth noting that London Vegan Comedy Festival has no shell scheme stalls available, and all spaces are ‘space only’ stalls, except for the catering units that have been designated builds (if you’re a caterer and you’re unaware of this, speak to one of our team). See the section above ‘Photos of the event’ for reference.

Because of this, pop-up banners are recommended for display as they are visible and above head height. Please however make sure that any pop-up banners are safely and securely erected and within the allocated space of your stall.

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)


Regarding adhesive materials:

If you back against a wall with your stall, you can carefully use blu-tac to hang banners using that space. These must not enter any neighbouring stalls’ available space so must not exceed the size of your stall. Damage to the venue walls will incur a fine. No use of pins, nails, screws, tape, or any adhesive materials that might remove paint or damage the walls in any way.



Those who would like to film at the event must inform the VegfestUK event staff, please email [email protected]


Fire extinguishers and blankets (for stalls 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. Fire extinguishers should be fully certified, suitable capacity and F rating for the type of fire that could be caused.


Gas, naked flames and chafing fuels

Please note that gas & naked flames are strictly prohibited at this venue. All cooking must be done by electricity only. Only chafing dishes using Gel Fuel are allowed.


Hazardous Exhibits

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.


Hotels & Accommodation

Some recommendations of sources of accommodation for traders staying overnight are:





Traders receive a password on entry to access traders wi fi – there is plenty of wi fi at the venue and traders have their own access separate from visitors



Massage / Special Treatments

If you are planning to have any special treatments carried out on your stand, you must inform the organiser beforehand, as many of these activities must be licensed by the local authority. Full documentation must be submitted, including


  • details of therapists’ public liability insurance cover;
  • qualifications; and
  • a risk assessment


Special treatments include:

  1. non-invasive hands-on treatments, such as massage, reflexology, manicures and pedicures.
  2. invasive treatments such as skin piercing, acupuncture, tattooing, electrolysis, cosmetic piercing, micro-pigmentation and botox.


All treatments must be carried out in a safe and hygienic manner and in accordance with the eGuide: https://www.aev.org.uk/resources/e-guide


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.


All exhibitors must complete and return all necessary paperwork by return on booking their stalls using the form on this page here




Parking is not included in the stall prices. Parking is available beneath the venue at Hornton Street Car Park – see here for further parking info https://www.rbkc.gov.uk/parking-transport-and-streets/visitor-parking-and-pay-phone/guide-parking



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


Trolleys & Pallet Trucks

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

Vegan Policy for Exhibitors

The event is 100% vegan 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 apparel at the event.
  • The organisers reserve the right 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 this event.


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

We do not ask that all our exhibitors (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.

Hot Food Caterers

To help our food caterers prepare thoroughly beforehand, our food inspection team have put together a Caterers Guide here 

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



First Aid

The First Aid area of the venue is located on the Door at the venue in the office



Toilets are available throughout the venue



There will be ample rubbish bins for clearing out rubbish.


Cooking oils

All cooking oils need to be removed from the venue in sealed containers. There are no facilities on site for cooking oil disposal.


Leftover stand materials after the show

The tenancy period of the show for exhibitors ends at 7pm on Sunday. Any stand materials not collected by that time will be disposed of.

Exhibitors and their contractors must remove excessive or hazardous waste at the end of the show, otherwise charges will be incurred.


Excessive Waste

Excessive waste is defined as:

  • literature (of any amount);
  • stand fitting material;
  • pallets;
  • material packaging; and
  • quantities of unsold stock or ‘give-aways’.


Hazardous Waste

Hazardous waste is classified by the 2005 Hazardous Waste Regulations as:


  • light bulbs and fluorescent tubes;
  • electrical equipment and fittings;
  • gloss and emulsion paint and their containers;
  • cooking oils and their containers;
  • aerosols both full or empty;
  • oils and lubricants; and
  • oily rags.


Food Waste

There will be a skip available for non-edible food waste, but please keep this to a minimum as this is charged by weight for disposal.


Water Points

The Water Points are located in the Kitchens on both ground and upper floors 


Safety at the venue


Electrical Safety

Electrical Safety Guidelines

All electrical installations must comply fully with the eGuide, which can be accessed at https://www.aev.org.uk/resources/e-guide

The following is a brief summary of key points:


  • 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.
  • DO NOT coil up your cables. Unroll them to ensure they don’t heat up or have them cut to a suitable length.
  • DO NOT plug everything in one outlet and DO NOT plug one lead into another. This causes overheating and may blow the fuse. Order enough sockets for your needs. Remember: 1 x 500watt socket = 1 x 4 way extension lead
  • DO NOT use multi-way adaptors. These are not suitable for use in commercial premises. Use an extension lead.
  • DO NOT allow conductors to become exposed. The inner coloured sheathing is to protect the conductors; the outer sheathing is to protect you.
  • In the event of electrical failure, please report this to the organisers’ office.



  • Spotlights/floodlights/halogen lamps, etc must be guarded and mechanically fixed, so as to prevent the 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.



Caterers must comply with the electrical safety guidelines laid out in this Guide for Caterers.



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.


Lost Property

All lost property should be handed to the Organisers 


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.

Please ensure that no pallet trucks/trolleys of any kind are used during public opening hours.


Other important notes

Bad Language & Aggressive Behaviour

  • VegfestUK events are friendly events, and we do not tolerate bad language or aggressive behaviour from the public or exhibitors.
  • 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, and those displaying aggressive behaviour will be swiftly expelled from the venue, and re-admittance may be refused.
  • In the case of this being from an exhibitor, no refunds may be issued.



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

Flyering to visitors at the event is only permitted for traders at their stalls. Flyering outside of stall space around the site grounds is not permitted.


Domesticated Animals

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



Security is provided for the show from 7am on Saturday until 7pm on Sunday.  Please do not arrange for goods to be delivered to the venue before this time.  Please assist us by ensuring you have a readmittance stamp within the venue at all times after you have entered the venue initially.


Please take account of the following security advice:

  • 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 open time of 10am on Saturday and 10am on Sunday.
  • If you are a victim of theft or damage, please report this to venue staff. The organisers 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 an area not so far from 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 organising team immediately.



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