At A Glance
- Olympia Load In Slots Are Fixed Appointments, Not Flexible Arrivals: Book your Voyage Control time slot early and treat it like a hard deadline, because vehicles arriving outside the window can be refused and you lose valuable build time before doors open.
- Plan The Last Mile Into West London To Protect Your Stand: Build buffer for the final approach, gate checks, and service road routing, then label cases by hall, zone, and stand number with a simple Build First or Dress Last priority so nothing gets lost back of house.
- At ESV We Deliver Calm, Timed Install And Pack Down Support: At ESV we collect from Sussex, arrive ready within your access window, and load the van in unload order so your stand builds smoothly, fully insured with £20,000 Goods In Transit and £5m Public Liability backed by Admiral Platinum, with Peter your direct contact on 07552 555 820 or via www.eastsussexvan.com, and follow us on Instagram for behind the scenes venue work and practical logistics tips.
Exhibition at London Olympia November 2025
In November 2025 we supported Sigicom with a full exhibition set up and pack down at Olympia London. This case study walks through the journey from Hassocks in West Sussex, how we planned the day around access slots and why timing and local knowledge make such a difference when you are investing in a high value trade stand at a major venue.
Exhibitions uplift the UK economy by £11.5 billion business sales in 2024 and attract more than 7.2 million visitors.
Journey from Hassocks to Olympia London
This job started well before we loaded the van. Olympia London is a large West London exhibition centre made up of several interlinked event spaces that regularly host trade and public shows, often with quick turnarounds between events. That means access is tightly controlled, build and breakdown times are fixed and there is no room for guesswork.
Your first step is to book a vehicle loading time slot using our Voyage Control system. Failure to do so will result in your vehicle being turned away.
We began the day in Hassocks, collecting Sigicom’s exhibition stand, equipment and marketing materials and loading them safely into our Sprinter van. From there we joined the A23 and planned our route to allow for typical M23 and M25 traffic and any issues around Hammersmith and Kensington.
Local Pro Tip: Olympia Time Slots Are A Hard Appointment, Not A Rough Arrival
Treat your Olympia load in slot like a flight time, because the smooth jobs are the ones where you arrive ready to unload, not ready to think. Aim to be nearby with your paperwork, pass and kit list checked, then roll in on time with the van already packed in unload order so the first items you need on the stand are the first items you can put down.
How We Run Olympia Load In
- Slot Booking And Timing Plan
We confirm your Voyage Control slot, build the day around that fixed window, and set collection and departure times to protect the last mile into West London. - Gate Folder Ready
We arrive with one easy set of essentials ready in the cab: access confirmation, vehicle details, contact numbers, and any organiser requirements like passes or RAMS. - Van Packed In Unload Order
We load the van so build critical items come off first and dressing items come off last, with fragile graphics protected and separated. - Staging By Hall, Zone, And Stand
On site we move kit straight to your stand, staging by hall or zone and stand number, with clear Build First and Dress Last priorities so nothing disappears back of house. - Pack Down Checklist And Return Load
At breakdown we rewrap and protect panels, count and confirm cases, reload in a stable order, and leave you with a quick final check that everything is accounted for before we head back to Sussex.
Where We Cover For Exhibition Logistics
We are Sussex based and regularly support exhibition and trade show logistics across Brighton and Hove, with frequent collections and prep runs from Hassocks, Lewes, Shoreham, Burgess Hill and Worthing. From there we deliver into London venues like Olympia with a calm, timed approach built around fixed access windows, gate checks and unload sequencing.
If your kit is spread across multiple Sussex locations, we can plan a single consolidated load so everything arrives labelled, protected and ready to stage on site, with direct contact with Peter from first message to final pack down.
For London Exhibition Work We Always:
• check the venue handbook for loading bay height limits and directions
• confirm our vehicle registration for any pre booked access systems
• plan refuelling stops so we can prioritise Esso Ethos fuel where possible as part of our eco pledge
• allow extra time for road closures and diversions around major events
Drivers should not arrive before their time slot. Vehicles arriving early may be turned away at the gate.
By the time we reached Olympia our team were fresh, early and fully briefed on the stand layout and contents. That calm arrival sets the tone for the whole job. The whole set up was ready an hour before schedule.
Local Pro Tip: Keep A “Gate Folder” Ready With Passes, RAMS, And Vehicle Details
The easiest way to lose your rhythm is fumbling for documents at the gate when marshals are moving traffic on. Keep a single folder with your access confirmation, vehicle details, RAMS, contact number and any stand instructions, and have it reachable from the cab so entry stays smooth and you protect your slot.
Process On Site
For this exhibition we provided a complete service for Sigicom. That meant carefully unloading their equipment, stand components and marketing materials, helping position everything onto the stand and making sure all packaging was kept tidy and out of sight.
We started with the bulky items first so we could clear the van quickly and avoid blocking the loading bay. Once the main structure and equipment were on the stand, we moved on to:
• careful unwrapping and checking of branded panels and graphics
• positioning literature, demo equipment and smaller items exactly where the client wanted them
• keeping all walkways and neighbouring stands clear so other exhibitors could work safely
Because we are a small, family run removals company our customers always deal directly with Peter in the run up to the job. By the time we arrived on site we already understood what was fragile, what was mission critical for the show opening and what could be left for later. Our goods in transit cover gave the client extra reassurance that their stand and kit were fully protected on the journey up and back.
Local Knowledge At Olympia
Olympia looks impressive from the outside and inside, but for vehicles and crews it can be a maze of ramps, service roads and back of house corridors. Knowing which entrance to aim for, where to queue and how to navigate to the correct hall makes a big difference to how long you spend on site.
Our experience with London venues means we are used to working around one way systems, strict security checks and live events in neighbouring halls. We planned our loading so that anything needed first on the stand came off the van last and we grouped smaller items into clearly labelled crates. That meant no repeated trips back and forth to the van and no last minute hunting for cables or leaflets when the client just wanted to focus on stand dressing and technical checks.
Local Pro Tip: Label By Hall, Zone, And Stand Number So Nothing Gets Lost Back Of House
Olympia can feel like a maze once you are on service roads and back corridors, so labels need to work at a glance when you are moving quickly. Mark flight cases and crates with the hall name, zone colour if supplied, and your stand number, then add a simple priority tag like Build First or Dress Last so the right things land on the stand in the right sequence.
Importance Of Timing For Exhibitions
Unlike a house move where you sometimes have a little flexibility, exhibition logistics at venues like Olympia run on precise build and breakdown schedules. Your slot is your slot. Miss it and you risk delays, extra charges or even not being ready when the doors open.
Arrive on time for your slot. Early or late entries may be refused.
For Sigicom this show was an important opportunity to meet clients and demonstrate their technology, so our job was to remove as much stress as possible from the set up and pack down. We did that by:
• arriving within our access window with time to spare: we were one hour early for our slot
• working efficiently so the stand was ready for final tweaks well before show open
• returning for breakdown at the agreed time so the client was not left waiting at the end of a long exhibition day
At the close of the event we came back to pack everything down, re wrap it for transport and reload the van in a logical order ready for the journey home to Sussex. Exhibitors are often tired by the time breakdown comes around, so having a reliable removals team there on the dot makes a huge difference to how the last few hours feel.
Local Pro Tip: Build A London Buffer For The Last Mile, Not The Motorway Miles
The motorway part is predictable compared to the final approach, where diversions, queues and security checks can eat time quickly. The calm plan is setting your departure so you have breathing room for the last stretch, then using that buffer to arrive composed and ready rather than rushed, especially when your stand value and opening time make delays expensive.
Local Business Spotlight: Sigicom
Sigicom are specialists in providing remote monitoring solutions for construction, infrastructure and environmental projects. Their equipment helps sites keep track of vibration, noise and other activity around sensitive locations, so reliability and presentation at a major exhibition like Olympia London really matter.
For this show our role was to take care of the practical side so their team could concentrate on what they do best, which is demonstrating their monitoring technology and talking to visitors. We treated every flight case, sensor and branded panel as if it were our own, keeping everything organised on site so the stand looked clean and professional from the first visitor to the last.
Our commercial work often brings us into contact with innovative local and international businesses like Sigicom. Being part of their exhibition calendar and helping them show up well in front of their clients is something we take seriously.
Client Feedback
Knowing that the client could walk straight onto a ready to dress stand was a key goal for this job. The best feedback for us is when we see exhibition teams relaxed, with enough time to focus on final checks, customer conversations and product demos rather than worrying whether their kit will arrive or if they will hit their build slot.
Why Exhibition Clients Choose Us
Over time we have refined how we handle exhibition logistics for Olympia London and other major venues. Typical reasons clients choose us for this kind of work include:
• exhibition and trade show logistics for West London and central London venues
• reliable timing and access window planning backed by clear communication
• goods in transit insurance up to £20,000 for added peace of mind
• eco conscious choices including Esso Ethos fuel where possible and recycled packing materials
• a family run team where you deal directly with Peter from first enquiry to job completion
• living wage pay and sensible driving schedules so staff stay focused, polite and careful all day
• consistently five star removal service across review platforms
• the option to combine moves with our handyman and snag list eliminator service for stand tweaks and small on site jobs where needed
These points also help us keep our standards high and are a useful way for clients to see how we work before they book.
Results For The Client
Sigicom were able to walk onto site, focus on their exhibition goals and leave the logistics to us. Their stand materials left Hassocks safely, were set up on time at Olympia London and were packed down and returned in the same condition after the show.
For us this exhibition reinforced why timing, planning and clear communication are so important for commercial moves. When everyone knows the schedule, the access plan and the priorities on the day, an exhibition that could feel chaotic becomes a smooth, well managed project.
The results for our client were a one hour early arrival, stand ready ahead of schedule, on-time breakdown and kit returned to Sussex in original condition.
Thinking About an Exhibition at Olympia London
If you are planning a stand at Olympia London or any other major exhibition venue and need a removals team who understand timing windows, complex sites and the value of your stand and kit, we can help. From Hassocks, Brighton and Sussex to West London and beyond, we bring the same careful planning and five star service that we use on our house moves to every commercial exhibition job.
Book your Olympia install today at eastsussexvan.com or call 07552 555 820 for fast scheduling.
Key Terms
Voyage Control Time Slot Booking
Olympia London vehicle access is controlled through Voyage Control, and a booked loading slot is treated as a fixed appointment. Turning up without a slot, or missing it, can mean delays at the gate and wasted build time.
London Exhibition Logistics
This case study follows a full exhibition run from Hassocks in West Sussex to Olympia London, including collection, timed load in, and pack down. Planning starts before the van is loaded, with the route and the access window dictating the whole schedule.
Olympia Labeling
Olympia load ins run smoother when every case and crate is marked clearly for the correct hall, zone, and stand number. Adding simple priority tags like Build First and Dress Last keeps the stand sequence clean on site.
Gate Folder
Entry can stall when documents are scattered, so a single gate folder keeps the rhythm intact at security. Keep access confirmation, passes, RAMS if required, vehicle details, and a key contact number within reach from the cab.
Olympias Height Limits
Olympia’s back of house routes involve ramps, service roads, and bay rules that can catch teams out if they arrive unprepared. Checking height limits and the correct approach route in advance prevents last minute re routing during your slot.
Unload Order
The most efficient installs happen when the van is packed in the exact order the stand needs items. Build first components should be instantly accessible, with finish critical graphics and dressing items protected and loaded to come off later.
Last Minute Buffer
The motorway miles can be predictable compared to the final approach into West London where diversions, queues, and security checks eat time. Building a last mile buffer keeps arrival calm and protects your access slot.
Exhibition Graphics
Exhibition graphics need a different handling standard because small marks show up under venue lighting. Keep faces protected, corners controlled, and panels separated so nothing rubs or flexes in transit.
Schedule Discipline
Exhibition logistics run on strict build and breakdown windows with little flexibility once the venue schedule is live. Being ready to unload immediately, working methodically, and returning on time for pack down keeps the whole show day under control.
Pack Down
Pack down is where tired teams can lose kit, so rewrapping and reloading in a logical order matters as much as the install. Clear labelling, counted cases, and stable loading helps everything return to Sussex in original condition.
Frequently Asked Questions
Do you handle Olympia London’s timed vehicle access and Voyage Control bookings?
Yes. Olympia London uses Voyage Control for vehicle logistics, and you need a booked slot to load in or load out at the venue. We’ll plan the job around your slot, arrive ready, and keep the van packed in a sensible unload order so you use your window properly.
What happens if our vehicle arrives early or late for an Olympia slot?
Olympia treats time slots as fixed appointments, and vehicles arriving outside their booked slot can be refused entry. The safest plan is building in a London buffer so you arrive calm, checked, and ready to unload the moment you’re called forward.
How far in advance can we book Olympia loading slots, and how many can we hold?
Voyage Control slot booking opens in advance (typically 30 days prior), and there are limits on how many active bookings you can hold at once. If you share your show dates and stand details early, we can structure collection, travel, and load-in around the booking window and venue rules.
Can you collect from Sussex and deliver to Olympia London in one clean run?
Yes. We regularly run Sussex-to-London logistics, including collections from places like Hassocks and timed deliveries into West London venues, then pack-down and return. The key is staging the load so “build first” kit is instantly accessible and “dress last” items stay protected until you’re ready.
Do you plan for the “last mile” into Olympia, not just motorway miles?
Yes. The job is rarely won on the motorway—it’s won on the final approach: diversions, queues, security checks, bay entry points, and internal routing to the correct hall. We plan the route with your slot timing in mind and keep contingency time for the final stretch.
Do you help with vehicle height limits, bay rules, and restricted access at Olympia?
Yes. Olympia has practical constraints (including height limits in specific service areas), and we’ll confirm the right vehicle choice and approach plan based on your hall and loading bay instructions before the day.
Can you provide a “gate-ready” approach with passes, vehicle details, and on-site coordination?
Yes. We keep entry friction low by working from one tidy “gate folder” approach: access confirmation, vehicle details, key contacts, and a simple kit list so you’re not hunting for information while marshals are moving traffic.
Do you supply RAMS and method statements for London exhibition venues?
If your organiser or venue requires RAMS (Risk Assessment and Method Statement), yes—we can produce a venue-ready set and keep copies available on the day. If RAMS are not required, we still operate to a documented safe-working plan (manual handling, load security, staging, and route control).
Can you support full install and pack-down, not just transport?
Yes. We can do full logistics: collect, load-in, unload, stage by zone, help position components, keep packaging controlled, and return for breakdown to rewrap, label, and reload for Sussex or onward storage.
How do you stop branded panels, graphics, and fragile components getting marked?
We treat exhibition graphics like “finish-critical” items: protected faces, corner control, separated stacking, and no pressure points. Items are loaded for stability and sequence, not just speed, so nothing rubs or crushes in transit.
Do you label and stage kit so nothing gets lost in Olympia’s back-of-house corridors?
Yes. Olympia can feel like a maze behind the scenes, so we label in a way that works at a glance: hall + zone + stand number, plus priority tags like Build First / Dress Last. That reduces repeated trips and prevents the classic “where’s the cable box?” moment.
Are you insured for exhibition logistics and high-value kit?
Yes. We carry £20,000 Goods in Transit and £5 million Public Liability, and we’re backed by Admiral Platinum as referenced in your article. If you have any single items valued over £500, tell us in advance so they’re recorded and handled with the right protection plan.
Can you work early starts, late finishes, and out-of-hours slots for venue schedules?
Yes. Exhibitions run on fixed build/break windows, so we schedule around your booked access slot and show rules, including early or late working where permitted and practical.
Can you store our stand between shows and redeliver when needed?
Yes. If you want to avoid multiple handling cycles, we can move the stand into storage in a structured, labelled way, then redeliver for the next show so each component only moves when it has to.
Why does timing matter so much for exhibitions like Olympia London?
Because exhibitions operate on fixed access windows and turnaround schedules—miss the slot and you risk delays, extra cost, and a stand that isn’t ready when doors open. This is one reason exhibition activity is so commercially significant across the UK.
What do you need from us to quote an Olympia London install properly?
Send: collection postcode, Olympia hall/stand details, your access slot info (or target window), a simple kit list (or photos), any “must be first” items, and whether you need install help and pack-down too. Then we’ll recommend the right van and crew, confirm the timing plan, and give you a clear fixed or capped quote.
About the author...
Peter Hawes is the director of ESV Removals Ltd, a family run Brighton and Sussex removals team known for calm planning, careful handling and clear prices. He holds a 2:1 BA (Hons) in English Literature and Digital Media from the University of Brighton. Peter oversees every move from first message to the last box and brings local know how for permit zones, tight stairwells and seafront buildings. ESV is fully insured with £20,000 Goods in Transit and £5 million Public Liability, backed by hundreds of five star Google reviews. The company follows an eco pledge that prioritises Esso Ethos fuel where available, reuses boxes and runs paperless bookings. Learn more at www.eastsussexvan.com
