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Volunteer Briefing Pack

Rewards for Volunteering

Each volunteer who works a half-day shift receives a weekend ticket (i.e. 1 SAT + 1 SUN tickets).
All free tickets for volunteers will be emailed out to volunteers directly within 1 week prior to the event.

Each volunteer who works a half-day shift receives 1 free meal voucher which they can use to redeem food at specific caterers mentioned on the voucher.

Cancellations

Cancellations are to be avoided if possible, as the event is run by a small team and volunteers are important to the smooth running of the show on the day. However, should cancellations be unavoidable, please take responsibility in letting the Volunteer Manager know in good time before the event and finding someone to take your place if you can. Roles will be pre-assigned and any no-shows will leave gaps for what are often-important roles.

Travelling to the venue

Volunteers should enter the venue using the entrances below:

  • (before 10am) BB Gate, Olympia Way, London W14 8UX
  • (from 10am onwards) Olympia National, Hammersmith Road, London W14 8UX

A map showing the different entrances is shown here.

Please visit the page here for full directions to the venue.

Google Map showing the surroundings of the venue is below:

Olympia London has two public car parks – they are indicated as P3 and P4 on the map here.

P3 is a multi-storey car park with 380 spaces (height restriction of 2 metres).
P4 is a flat-surface car park with 175 spaces (height restriction of 4 metres).

Car parking opening times

Friday 0700-2230
Saturday 0700-1900
Sunday 0700-2230

To book your parking at Olympia London’s car park, please use the form here. (please note: parking spaces at this car park need to be booked in advance)

For other parking options nearby, follow the link here.

Event Opening Hours

Saturday 10am – 6pm
Sunday 10am – 5pm

Arrival – signing in and signing out

Signing in

On arrival, please sign yourselves in at the Volunteers Desk on the Ground Floorsee floor plan here for location within the venue.

Punctuality

Please try your best to arrive at the venue in time, as the show is run by a small team and punctuality from all staff is crucial to the smooth running of the event. But if you do arrive late, please inform our Volunteer Manager as soon as possible before the show opens, so that we will have time to come up with a contingency plan in your temporary absence.

Signing out

After you have finished your shift, please make sure to sign out at the Volunteers Desk, so that we know that you are off duty and are therefore no longer under our supervision.

Facilities at the venue

There is an ATM on the Ground Floor (by the Cloakroom).

A NatWest cash point machine is located on Olympia Way, opposite Kensington (Olympia) station.

Branches of major banks with ATM’s can be found on Kensington High Street.

Barclays 
208 Kensington High Street
W8 7RJ
t: 0845 755 5555
w: barclays.co.uk

HSBC
92 Kensington High Street
W8 4SH
t: 0845 740 4404
w: hsbc.co.uk

Lloyd’s Bank
112-114 Kensington High Street
W8 4SN
t: 0845 300 0000
w: lloydsbank.com

Natwest
55 Kensington High Street
W8 5ED
t: 0845 303 0955
w: natwest.com

Santander
142-144 Kensington High Street
W8 7RL
t: 0845 765 4321
w: santander.co.uk

A cloakroom is located on the Ground Floor (on the right of the way in from the Main Entrance)

There is a small charge per item stored.

The venue provides emergency first aid assistance to anyone who needs it. Please contact the nearest security personnel or the Public Information Desk for help.

Alternatively, there is a first aid room on the first floor – see floor plan here for the location of the first aid room.

If you believe an ambulance needs to be called, please ensure that this request is directed to the venue’s control room on 020 7598 2666. The staff’s knowledge of the venue and directions for the ambulance could save vital time.

Toilets are available throughout the venue. Please refer to the floor plan for location.

Bins

There will be ample rubbish bins for clearing out rubbish.

Recycling

Olympia London recycles or reuses all waste. Certain items are separated on site:

  • large quantities of paper,
  • glass,
  • plastics,
  • wood (without nails) and
  • flat-packed cardboard.  

Please bring your own water bottles if you need water during the event.

The Water Point for refilling with water is located on the Ground Floor (next to CAT11 on the floor plan here).

Contingency measures

All lost property should be handed to the venue’s cloakrooms.

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

Contact email for lost property post-event: [email protected] / 020 7598 5518.

Plant Powered Expo is a family-friendly event with audience including families with children, and on occasions children will be separated from their parents during the event.

A full policy on dealing with children looking for missing parents / parents looking for missing children will be communicated to all staff and volunteers before the event.

Other Policies

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 to visitors at the event is forbidden.

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

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