Welcome to the Private Meeting Room Manual. Please click through the tabs below to view important information. If you have any questions or queries, please email katie@groundhandling.com
KEY DATES FOR THE DIARY
Step 1: Identify your meeting room package
12-Person Private Meeting Room with Lounge (56sqm in total) To view the floor plan, click here
Picture is for Illustration purposes
Shell Scheme 32m2 (8x4m) 12 person seated room with lounge area.
Companies Included:
AXS GROUP (B16), FRAPORT GROUND SERVICES (A08), GROUND.NET (A19), PRIMEFLIGHT AVIATION SERVICES (C13), TCR (C18), WFS (A07)
Companies with 2x Split Rooms*:
UNIFI AVIATION (C19 & C20), MENZIES AVIATION (C15 & C14), dnata (B17 & B18), AGI (A05 & A06)
*For companies with split rooms, please note the package inclusions remain the same as below, the difference is the divided wall and distrubution of chairs as you see fit.
| Package Inclusions | Quantity | Photo Example |
8m printed seamless lounge wall Click here to see specifications | 1 | |
Table to seat 12 (inside meeting room) | 4 |  |
Meeting room chairs | 12 |  |
Electrical socket with power consumption (3kW) / 2 outside lounge, 2 inside meeting room *Please bring the appropriate adaptors with you | 4 | |
2x Low Table Set (includes 3 chairs at each table) | 2 |
|
1x High Table Set (includes 3 stools at each table) | 1 |
|
Lounge Carpet - Grey (standard colour) | 32 sqm |
8-Person Private Meeting Room with Lounge (30sqm in total) To view the floor plan, click here
Picture is for Illustration purposes
Companies:
ABM (C12), ACCIONA AIRPORT SERVICES (D03), AVIATOR / BGS (D01), GROUPE EUROPE HANDLING (D02), ONET AIRPORT SERVICES (D04) , SAL LOGISTICS SERVICES (B15)
Package Inclusions | Quantity | Photo Example |
5m printed seamless lounge wall Click here for specifications | 1 | |
Table to seat 8 (inside meeting room) | 2 | |
Electrical socket with power consumption (3kW) / 2 outside lounge, 2 inside meeting room *Please bring the appropriate adaptors with you | 4 | |
1x Low Table Set (includes 3 chairs at each table) | 1 |
|
1x High Table Set (includes 3 stools at each table) | 1 |
|
Lounge Carpet - Grey (standard colour) | 30sqm |
6-Person Private Meeting Room To view the floor plan, click here
Picture is for Illustration purposesCompanies: TRIANGLE SERVICES (D05)
Package Inclusions | Quantity | Photo Example |
| Meeting Rom Cubicle | 1 | |
Table to seat 6 | 2 | |
| Chairs | 6 | |
Electrical socket with power consumption (3kW) | 1 | |
| Carpet | 12sqm |
Step 2: Read through the Artwork Guideline and Carpet Selection
Download the Artwork Submission Guidelines here.
Step-by-step to designing your lounge wall (included in your package):
- Download the Artwork Submission Guidelines above
- Find your package:
- 8-person (5m) lounge wall - Artwork dimensions - 4960mm (W) x 2500mm (H)
- 12-person (8m) lounge wall - Artwork dimensions - 7960mm (W) x 2500mm (H) - Send all relevant dimensions to your designer and have them create your design.
- Submit artwork before Friday 30 October via this link.
Want to brand more than just your lounge wall?
All shell scheme walls can be branded, check our webshop for all the pricing and dimensions.
Please note: Submit all additional orders before Friday 30 October to benefit from the early bird rate.
Thereafter, the final deadline is Wednesday 18 November (subject to 20% surcharge, passed on from the supplier).
Ordering additional items not listed:
If there is anything which you require that is not offered within the link, please speak to Katie who can discuss the logistics of your meeting room and work with you to achieve your design goals.
Make sure all orders are submitted before the early bird deadline of Friday 30th October to benefit from early bird pricing.
Click image to view the carpet choices. You may select your carpet colour for your lounge & room.
Please send your selection via email to katie@groundhandling.com before Friday 30 October. If you do not make your selection "Frost Grey" will be automatically selected.
Step 3: Find all other relevant event information
(including webshop link & key deadlines)
Venue Address:
London Olympia
Hall: National Hall
Hammersmith Rd, London W14 8UX
https://maps.app.goo.gl/HNNmF1eJjRVvPxhK6
London Olympia is conveniently located right next to Kensington (Olympia) Station, which is served by the London Overground’s Mildmay line and Southern Rail services. Also a short walk from West Kensington and Barons Court Underground stations, making it easy to reach us by public transport.
To help plan your journey, please check the TfL status page for the latest service updates before you travel.
More information here.
Click here to view floorplan
Moving In:
- We strongly recommend delegates arrive on Monday 30 November to set-up private meeting rooms and also collect badges. This will assist us with easing the pressure on the first day of the event.
- If you have ordered any additional items for your room, these will be delivered to your stand in time for set-up.
- You will be able to set-up your private meeting rooms on: Monday 30 November from 1600-1800 & Tuesday 1 December from 0800-0930. Access before or after this time is not permitted due to health and safety reasons. The doors to the event space will be locked by the venue until the stand contractor has signed off the venue as being safe. If you have ordered any additional items for these will be delivered to your meeting room in time for set-up.
- Should you need any assistance during set-up or dismantle, a member of the GHI team will be on hand to help.
- Strictly no external food or drink can be brought into the venue. The venue does provide a food and beverage service, which you are able to purchase directly with them. If you have a special requirement, please email Katie who can help you arrange this.
Moving out:
- Breakdown can commence on Thursday 3 December from 1430-1630. Please note that you are not permitted to dismantle stands or remove exhibition goods before the designated time.
Our Handrail Banner Sponsorship is a simple, cost-effective way to increase visibility and drive more footfall to your meeting area. Positioned prominently on the central hall handrails, these banners provide continuous exposure to attendees moving throughout the exhibition, while clearly highlighting the location of your private meeting room.
PRICING ⌄
Ordering Food & Beverage to your stand
GHI will be serving food & beverage throughout the conference, including coffee breaks, hot lunches and a selection of hot and cold drinks.
If you would you like to order additional F&B, like a nespresso coffee machine, water dispenser, cookies etc. Via the reach out to the Olympia F&B team (contact details below).
E: catering@olympia.london
Please note, Olympia reserves the right to levy external catering bought into the venue. Please read the information regarding external catering here.
If you do wish to bring in external caterers / F&B. The venue need to be advised of any stands or features that intend to supply alcohol and details of the license holder at least 28 days before your event by completing the appropriate form here.
The deadline to confirm your food and beverage orders is Monday 2 November.
SHIPPING GOODS TO YOUR STAND
Before shipping any items to your stand please make sure you get in touch with the official handling company, AIR BUSINESS. They will be happy to solve your doubts and offer their services for reception and delivery or unloading to stand of your materials. Please note that Olympia does not receive, customs clear or store incoming shipments. If you intend to ship goods directly to your stand, you need to be present in order to sign off the delivery note of your transport company.
Click here to view shipping information
Please see contact details below:
Tony Farrow | Head of Global Event Logistics Air Business T: 07792025126 | M: 07792025126 | E: events@airbusiness.com
Ground Handling International will not be responsible for delayed deliveries, storing any shipments or hold any responsibility for return shipments.
Statement from Ground Handling International:
We have been made aware of a growing number of fraudulent emails being sent to delegates and exhibitors from individuals claiming to be from GHI or partnered with us that offer to sell attendee lists or other services from our events.
The scammers may use GHI logos and show branding to appear genuine. They are not! We are not in any way affiliated with these companies and do not release, sell or share any data related to our events to any outside parties.
These companies are fraudulent and target exhibitors participating in events across many different industries. The scammers may offer you the sale of visitor data lists, directories and hotel bookings. Our advice is to ignore them completely and do not communicate with them in any way.
Your security is important to us, so if you're unsure whether or not an email you have received is fraudulent, please get in touch and we'd be happy to verify it for you.
Advice from the Association of Event Organisers (AEO):
Our advice is to IGNORE THEM COMPLETELY, and do not communicate with them in any way. Writing letters and responding to emails simply confirms that you exist and are available at the address/email address/number they have for you, and therefore payment can be pursued.
What you can do:
- Report it to your local trading standards
- DO NOT PAY ANYTHING
- DO NOT COMMUNICATE WITH THE SCAMMERS even when they threaten legal action
NEED ANY ASSISTANCE?