BOA Annual Congress 2026

Vehicle access to West Hall and Central Hall (the Exhibition Halls) is via the Loading Bay. Access to the Loading Bay is via Blythe Road, just off Hammersmith Road (see map). 

All exhibitors and contractors who wish to unload or load a vehicle on site, must book a time slot on the online booking system, Voyage Control. Information on unloading and loading, including an access map and a link to Voyage Control can be found here.

Time slots for both build-up and breakdown can be booked at the same time.  

Traffic marshalls will direct you to the area where you can gain access to the Goods Lifts to West Hall and Central Hall on Level 1. 

Access to the loading bay is restricted to unloading and loading only and once complete, vehicles should be removed from the loading bay to allow access for others. 

If you have an external contractor building your stand, you will be allocated with a specific load-in time in advance and this will be strictly enforced by Olympia London traffic marshals. 

All vehicles must be booked into the venue’s logistics system, Voyage Control, for both build and breakdown. Without a valid booking, access will not be granted. 

Please note: the maximum vehicle height permitted is 4.4m. Vehicles exceeding this height will not be allowed on site. 

Once your allocated time slot has elapsed, a venue traffic marshal will instruct you to move your vehicle. After unloading, you must relocate your vehicle to the Motorail Car Park, which can be booked here: 

https://www.olympia.co.uk/visiting/parking 

On-site parking is limited. Please refer to the Olympia map for additional local parking options if required.

Please note that Olympia London do not provide trolleys or pump trucks. Forklifts are available to hire in advance subject to availability via our Freight partners Onsite Exhibitions.  All personnel are required to wear high vis jackets during the build to show you are entitled to be in the building.  

Loading or unloading smaller items

Details to follow

To secure the best available accommodation within your budget we recommend you book as early as possible. We have appointed BCD M&E to help you find affordable accommodation that meets your requirements. Group bookings of 10 rooms or more, please contact directly. Contact details below.

BCD Meetings & Events – Accommodation Services
Email - r[email protected]
Telephone - +44 (0) 203 238 7133

You can find out more on our dedicated accommodation page, www.boa.ac.uk/accommodation.

Download the BOA App for Congress, please download it via Apple Store, or Google Play 

Instructions on how to Log into the App, Accessing Congress or any troubleshooting issues can be found here www.boa.ac.uk/boa-app &  https://www.boa.ac.uk/boa-app-landing-page/accessing-congress.html

If you need any further support with the app please email us at [email protected].
 

No person under the age of 16 will be admitted to the venue during the build-up or break down. This rule applies to exhibitors’ and contractors’ children. Please ensure your staff and contractors are aware of this rule.

During the build-up and breakdown periods, Emergency Gangways will be in operation and must remain completely clear at all times.

During the open period under no circumstances must any part of a stand, furniture, or exhibits project beyond the boundary of the stand.

A full range of audio-visual equipment can be hired from Index Group, our Shell Scheme Supplier for the duration of the exhibition.

To order from Index Group, click on the button below:

Please refer to ‘Exhibitor Timetable’.

Exhibitors must not commence dismantling or breaking down their stand, nor bring into the Exhibition space any storage boxes, equipment, or tools, before the Exhibition has officially closed and all delegates have vacated the Exhibition area. Any request to vacate or dismantle a stand early on Thursday 24 September 2026 must be submitted in advance and is subject to prior written approval by the Organisers. Where such approval is granted, only items that can be safely carried by hand may be removed from the stand, and the use of wheeled equipment (including trolleys, cases, or carts) is strictly prohibited. 

Failure to comply with this clause may result in a charge being applied to cover a reasonable estimate of the loss and operational disruption incurred by the Organisers. 

To ensure health and safety is maintained, the loading bay doors will not open until 16:45, and contractors will not be permitted in the hall, until the venue is clear of visitors, this may however take longer, and you must not breakdown your stand before the safe to proceed announcement is made.

If you have a courier arriving to collect goods, please do not ask them to arrive earlier than 16.45, or they may be turned away.

Vehicle access to West Hall and Central Hall (the Exhibition Halls) is via the Loading Bay. Access to the Loading Bay is via Blythe Road, just off Hammersmith Road (see map). 

All exhibitors and contractors who wish to load a vehicle on site, must book a time slot on the online booking system, Voyage Control. Information on unloading and loading, including an access map and a link to Voyage Control can be found here.

Traffic marshalls will direct you to the area where you can gain access to the Goods Lifts to West Hall and Central Hall on Level 1. 

Access to the loading bay is restricted to unloading and loading only and once complete, vehicles should be removed from the loading bay to allow access for others. 

All vehicles must be booked into the venue’s logistics system, Voyage Control, for breakdown. Without a valid booking, access will not be granted. 

Please note: the maximum vehicle height permitted is 4.4m. Vehicles exceeding this height will not be allowed on site. 

Once your allocated time slot has elapsed, a venue traffic marshal will instruct you to move your vehicle.

Please note that Olympia London do not provide trolleys or pump trucks. Forklifts are available to hire in advance subject to availability via our Freight partners Onsite Exhibitions.  All personnel are required to wear high vis jackets during the build to show you are entitled to be in the building.  

Loading smaller items

Details to follow

Please note: 
Traffic around the halls in the evening will be particularly busy during breakdown.

We strongly advise you do not leave any items unattended on your stand. The Organisers and Olympia London cannot accept responsibility for any loss or damage. We strongly advise that you have adequate insurance.

It is your responsibility to ensure that couriers collect by close of business on Thursday 24th September 2026. Any packages not collected by this time will either be destroyed or stored at the exhibitor’s expense.

Host is the official on-site hospitality caterer at Olympia London.  For further information, please contact Host at [email protected]

All food and beverage consumed at Olympia London and associated catering equipment, must be ordered through the venue. 

To order any additional catering requirements, please order online.

Basic stand cleaning (vacuuming stands and waste collection) is included in the stand rental charge and will be carried out each day prior to opening. If you require a more thorough clean, this must be paid for. To order please click on the button below. Orders must be placed by - Date TBC

Deliveries

All deliveries to Olympia London will be accepted from Sunday 20th September until Thursday 24th September, any deliveries attempted outside the dates of the event will be turned away. Drivers should report to the loading bay on arrival.  All deliveries must be clearly marked with the following information: 

Exhibitor Name / Stand Number
BOA Annual Congress, 22nd - 24th September 2026
Exhibition Hall (West Hall or Central Hall)
Olympia
London 
W14 8UX 

Exhibitors must ensure that a representative of their company is on-site to receive and sign for deliveries. The Organisers and the venue are unable to accept responsibility for any goods delivered to stands that are unmanned and regret that they are unable to sign for goods, exhibits or other material on behalf of an exhibitor or contractor due to limited storage facilities. Any deliveries during Congress must be made when the Exhibition is open.

If you need to deliver prior to this time, we recommend that you contact the appointed official logistics contractor, Onsite Exhibitions who can store items onsite and then deliver them to the Exhibition Hall when your build commences. Please contact Alan Hazlehurst in the first instance, contact details below:

Onsite Exhibitions
Email: [email protected]
Tel: +44 (0) 7768 562770

All collections will need to be made before 23:00 on Thursday 24th September 2026. All couriers making a collection must go to the Loading Bay. If you are unable to schedule a collection during the specified times, Onsite Exhibitions can store items until they can be picked up. Please see details for Onsite Exhibitions under Logistics.

Please note that during the show, under normal circumstances, no goods may be delivered to or removed from stands during the open hours of the exhibition. If this is necessary, permission must be sought from BOA and the Olympia Event Manager.

Collection
Prior to the end of the event, we will issue courier collection forms to exhibitors and organisers which must be affixed to any items being collected by couriers and will detail clear instructions as to where to leave items for collection.

As in previous years, BOA will give a pre-registered delegate list sent out approximately two weeks before Congress starts. A final list, including day registrations will be sent after the Congress. This will only include delegates who have agreed to share their details with third parties.

It has been brought to our attention that companies are targeting our exhibitors and claiming to be, or working with, our organisation. These companies may even use the BOA branding to appear genuine.  

Please beware of companies who may contact you offering to sell a delegate list, as they do not have the rights or accurate information to make these lists available.  

Our delegate list is confidential and is not sold to third parties. But we may share your information with third parties where we have a legal duty to do so or to provide you with a service you have asked for. For more information see our terms and conditions.

Each exhibiting company may have the following details uploaded onto the BOA App and website:

• Company profile (maximum 100 words)
• Company logo (jpeg)
• Category
• Contact details – email/ phone 
• Stand number
• Company website (URL)
• Product details (name and description)
• Resources (URL)
• Promotional video (Vimeo URL only) 
• Social media platforms including: Twitter, LinkedIn, Facebook, YouTube

Please fill in the below form as you would like your editorial to appear by Monday 29th June 2026.

Index Group 
t: 0800 085 9885 
e: [email protected]
w: www.indexgroup.org

Index Group are the official Electrical Contractor for the exhibition. They have a comprehensive range of electrical services for hire and installation and offer an extensive range of light fittings and flexible power supplies. The installation or alteration of any electrical fitting by any person other than a member of the contractor’s staff is strictly prohibited. In accordance with current health and safety legislation all electrical equipment and fittings should comply with applicable test regulations.
 

Please note: If you have purchased a shell scheme package this includes 1 x 500W power socket and 3 x spotlights (please note: this is only suitable for domestic tools and appliances e.g., laptops and mobile chargers, plasma screens. Multiple plasma screens, appliances and lights will require additional power (more than your 500w complimentary socket provides). If additional power is not ordered, you may lose power to your stand as it will overload the circuit.

Space-only exhibitors must order all electrical requirements including lighting directly from Index Group.

DEADLINE TO ORDER: FRIDAY 15TH AUGUST 

Orders received after this date will be charged, any items requested on site will be supplied subject to availability and will incur 20% surcharge on prices. See pricelist and order form here.

The BOA awards exhibitors two awards Annually for 'Best Large Stand' (21m2 - and above) & 'Best Compact Stand' (2m2 - 20m2), voted by our delegates.

The awards will be presented to the winning exhibitors on their stand.

This section contains information of how to obtain the passes needed to access the venue during build-up and breakdown for both stand contractors and exhibitors.

Build Days
Space Only Stands 

Sunday 20th September - 07:00-22:00, last entry 19:00
Monday 21st September - 07:00-22:00, last entry 19:00

Shell Scheme Stands 
Monday 21st September - 14:00-22:00, last entry 19:00

All exhibitors’ and contractors must have a work pass to allow entry the exhibition halls for build, breakdown etc. These passes are in addition to exhibitor badges which will be issued by the Organisers on site. Please complete the following form no later than Monday 31st September 2026. Wrist bands will be issued upon arrival and must be always worn. Exhibitors using their own contractors for stand installation/design, should pass on the relevant forms to complete.

Please note that under CDM regulations, all visitors to the hall at this time must wear high visibility jackets, appropriate footwear, and hard hats where necessary.

Any exhibitors wishing to come and see their stand on Monday 21st September can do so from 14:00 and will also require a wrist band to be in the Exhibition Hall. Access to the Exhibition Hall is available until 19:00. Exhibitor passes can be collected on Tuesday morning when registration opens. We are unable to issue them before that time for Heath & Safety reasons. 

You are not allowed to bring your own forklifts into the venue due to insurance and health and safety reasons. However, the official freight forwarding company will be able to assist with unloading and loading your vehicles in the loading areas, but must be booked prior to the exhibition. Charges apply. Please contact Alan Hazelhurst for further information.

Tel: +44 (0) 7768 562770
Email: [email protected]
 

Europa International have been appointed as the official furniture contractor for the exhibition. Please return the online order form direct to Europa International Ltd by Friday 21st August 2026.

Europa International
Europa House
Meaford Way
London 
SE20 8RA
Tel: +44 (0) 20 8676 0062   
[email protected]
www.europainternational.com

West Hall and Central Hall Level 1

There will be carpet throughout both the exhibition halls.

If a colour change is required there are four separate textures and multiple colour options available online here. It is prohibited to lay carpet directly onto the venue carpet, but Europa can provide standard 18mm floor flats with aluminium edging or a 40mm platform floor with aluminium edging where underfloor power distribution is required.  You will need to order and pay in advance of build-up, Europa’s order form can be found here, the deadline is Friday 15th August. Alternatively you can contact Europa’s Phase plan and Carpet Events team for bespoke advice.

Contact: Europa International 
Tel: 020 8676 0062
Email: [email protected]  
Website: www.europainternational.com

At an additional cost we offer Lead Management available through LeadReference App (Available on iOS and Android) which allows exhibitors to scan delegate badges, this is a great opportunity to capture data for leads post event. The app comes with an online platform where the captured data can be downloaded into an excel file. Further details can be found here.

With the LeadReference app you can:

• Scan delegate badge barcodes
• Qualify leads & make notes
• Filter your data for in-depth analysis
• Export to Microsoft Excel

If you would like to purchase a badge scanner, please complete the form below. A member of the team will confirm via email and send you an invoice for payment. 

If you opt to purchase a Lead Reference app, you will receive an email from [email protected] approx. two weeks prior to the event with full instructions on the App and how you can download the data collected post event. In case of any further questions, please contact [email protected] or [email protected] and we will be more than happy to assist.

The appointed freight forwarding, lifting, and handling agents for the exhibition are:

Onsite Exhibitions Services
Tel: +44 (0) 7768 562770
Email: [email protected]

Onsite Exhibitions can provide information and advice to international and United Kingdom exhibitors regarding shipment, transportation, lifting and handling of exhibit material. They can also offer Customs Clearance and temporary Importation Bonds for overseas exhibits.  A storage service is also available.

Exhibitors requiring any of these services should complete the order below form no later than Friday 28th August.

Transportation Order Form

Please note that Onsite Exhibitions will not be held liable for items left unattended on Exhibition Stands.

All Exhibitors and Stand Contractors must complete a Health & Safety Declaration Form along with a Risk Assessment.

- Risk Assessment Form

- Health & Safety Declaration Form

Please click on the button below to complete the submission form and upload the completed forms - no later than Monday 27th July 2026.

a)    Shell Scheme Stands
No stand fitting, display or exhibit may exceed the shell scheme height of 2.4m.     

b)    Space Only Stands 
The maximum permissible height for building is 4 metres inclusive of any platform installation. This limit includes the overall height of the stand-fitting, any branding and all raised platforms as measured from the hall floor. 

Olympia London offers free Wi-Fi for all exhibitors, suitable for basic web browsing. If you are an exhibitor who requires a stable IT connection as an integral part of your booth (and your equipment supports it) as organisers we would always recommend you order a hard wired connection, as it is still the most secure and reliable source of internet connection at the venue.

To place an order, click on the button below.

We strongly recommend that exhibitors car parking in advance to avoid disappointment; we cannot guarantee that vehicles without a booking will be accommodated. 

The car park has a height restriction of 4 metres. It is open from 0700 hours until one hour after the building closes on build-up and breakdown days, until 2230 hours on pre-open and breakdown evenings and until one hour after the event closes on open days. 

A map indicating the location of the Olympia car park can be found here. There are also alternative car parks in the area. 

Please note that all parking is chargeable.

Please view the BOA website for delegate registration details and an up to date programme for the BOA Annual Congress 2026. 

Appropriate Personal Protective Equipment (PPE) is required for the job being carried out. During build-up and breakdown, all personnel MUST wear high visibility jackets and steel toe shoes; you will NOT be allowed onsite without this. Other forms of PPE such as hard hats eye protection, gloves, etc must be worn if required when performing a specific task.

Personnel not wearing hi-vis will not be permitted to work in the event area. Hi-vis are available for purchase on the day at a cost of £5.00 per vest payable by the individual.

Please register yourself through the registration link below. Each exhibitor attending will be required to register individually as you will be emailed a barcode prior to Congress which you'll require to collect your exhibitor pass on arrival.

If you wish to purchase a plenary access pass or additional exhibitor tickets you can do so online. www.boa.ac.uk/registration

Registration is open and will close at 23.59 on Sunday 6th September 2026 for all exhibitors.

Please ensure that all attendees have registered themselves online by no later than SUNDAY 6TH SEPTEMBER 2026.

Failure to register by this date will mean any additional attendees will be required to queue and register in person at 08:45 on Tuesday 22nd September 2026.

Exhibitor badges must be worn by all stand personnel whilst within the Open period of the exhibition. These badges will be available for collection from the Exhibition Registration Desk on arrival.

If you need further assistance with registering please contact [email protected]

Rigging

It is essential that this section is read together with the ‘Rigging’ section of the eGuide. 

All rigging, including fixing of signage, must be carried out by Olympia rigging service provider:

Outback Rigging
Unit 3, Uxbridge Industrial Park
Ashley Road
Uxbridge
UB8 2GA
Tel: 020 8993 0066

Contact: Georgina Forester
Mobile: 07958 561313
Email: [email protected]

Please be aware that Outback Rigging is based off site. Therefore, it is vital that any rigging required is booked no later than Friday 21st August, so that schedules can be programmed accordingly. Work which is notified after the deadline and which has to be undertaken outside the pre-arranged schedule will attract a surcharge to cover additional costs; this can be substantial.

Hoist and Fix
If a contractor wishes to carry out their own hoist and fix operation, instead of booking this with Outback Rigging, the work must be carried out by a competent person whose contact details are provided with the order for drop wires. Certification must be provided on site by the competent person, to confirm that the attachments have been correctly carried out and the 
structure is safe to be flown.

Permissible loadings vary throughout the venue. Depending on the locations of items to be flown, minimum or maximum fly heights may also apply. Due to the variation and complexity of loadings, it is essential that weights, heights, positions and dimensions are supplied to the rigging service provider and, where appropriate, to a structural engineer, by the deadlines 
stipulated.

BOA Regulations:

• All hanging banners are to be hung above the stand and dimensions for the banner must not exceed the stand size. The banner must be 1m away from a separate wall towards a neighbour.  The banner must be printed on all sides. 
• Height of rigged items must not exceed 8m from the top of the item to the ground 
• Rigged items must conform to standard fire regulations
• All rigging is subject to final approval from the BOA

Please be aware the deadline to order is Friday 21st August.

Height restrictions varies depending on where your stand is. Please contact Outback Rigging for further details.

Unfortunately, there are no storage facilities available on-site. You are responsible for arranging storage of your literature, packing cases and boxes. All items must be stored within the confines of your stand. Please do not store anything behind your stand. Excess stock, literature and packing cases may not be stored on, around or behind stands, unless contained within a lockable storeroom, doors to which must have a vision panel. Any proposed storerooms must be shown on your final floor plan.

Fire regulations require that any items found outside your stand be removed, as they are a fire hazards.

Storage is available through Onsite Exhibitions, if you are interested please contact [email protected]

Congress Drinks Reception 

Tuesday 22nd September 2026 (18:30-19:30)
Exhibition Hall
 

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Please note that Olympia London do not provide trolleys or pump trucks therefore we recommend that exhibitors and contractors bring trolleys to transport goods to and from their stands, to reduce loading and unloading times.

Trolleys are only permitted on the exhibition floor outside event opening hours, for the safety of visitors.

Venue address: