World Travel Market – Catering Applications Terms and Conditions -2023
Catering applications and approvals are only applicable to catering inside the exhibition halls within the event space. Low-Risk Sampling or External Catering is not permitted in the North or South Gallery rooms or the Boulevard. For catering in the gallery rooms, please contact ExCeL London Hospitality by emailing wtm@excelhospitality.london
Please note that an application is required for any level of Low-Risk Sampling or External Catering whether it is for VIP guests, general visitors, or staff.
The below Terms & Conditions are for both Low-Risk Sampling and External Catering applications. Please read carefully as it outlines the differences between the two types of application as well as giving guidelines of what is required for each application type.
APPLICATION TYPE A: LOW-RISK SAMPLING
Low-Risk Sampling Application is for any exhibitor wishing to provide low-risk food/drink that has been donated free of charge by a manufacturer and is considered to be genuinely indigenous to their country.
· The deadline for Low-Risk Sampling Applications is FRIDAY 22nd SEPTEMBER 2023, 23:59 (GMT). There will be no charge for applications submitted prior to this date.
· A late fee of £700 + VAT is applicable for applications submitted after this date and up to FRIDAY 6th OCTOBER 2023, 23:59 (GMT). Thereafter, no further applications will be approved.
Approval for Low-Risk Sampling will only be considered when ExCeL London is in receipt of the specific application form and all the information required noted below.
If you provide food and/or drink on your stand you have a legal responsibility to ensure that the product is safe to consume, and its’ preparation does not cause undue risk to the safety of anyone at the show.
You can only serve externally sourced products on receipt of written approval from ExCeL London. This will be followed up with an onsite audit.
Low-Risk Sampling approvals will only be granted if ALL of the following mandatory requirements are met:
1. The food/drink must be native and indigenous to the country or destination of the stand.
2. The food/drink must be provided to you Free of Charge and evidenced by written letter from manufacturer/sponsor confirming this.
3. The food/drink must be integral to the promotion of the destination on the stand.
4. The food/drink must be low risk, pre-packaged and not require cooking or reheating.
5. The food/drink must be given out in sample sizes.
Sample Sizes & Handling
1. Food samples must be bite-size, (finish in 2 bites or less), and drinks only served in accordance with the sample size limits, which are as follows:
· Soft Drinks: Max 50ml
· Hot Drinks: Max 50ml
· Beers & Ciders: Max 50ml
· Wines/Fortified Wines/ Champagne/Alcopops: Max 25ml
· Spirits and Similar: Max 5ml
2. If food samples are unwrapped before sampling, they should be offered to visitors from individual vessels such as sample pots/cups/spoons, not from large bowls that would involve dipping into it. If food is still fully wrapped e.g. individually wrapped confectionary, it is acceptable to serve in large bowls.
3. If sauces/ spreads are being sampled, a disposable cutlery such as a teaspoon/spreader knife must be provided to transfer sauce onto the individual items e.g. bread, biscuit, crisp. Dipping with something that might break off into the sauce /spreads is not acceptable.
4. Visitors must not be allowed to double dip biscuits/sampling sticks/spoons /spreader knife etc.
5. Bowls, plates or dishes should not be topped up unless they have been properly cleaned before re-use.
6. Different labelled and separate containers for food and waste should be used to avoid any confusion by customers. This is the same for new and used utensils.
7. For the safety of your visitors, please ensure there is minimal handling of the food samples.
8. The samples must be provided free of charge to your visitors
Important Notes
If the activity in a Low-Risk Sampling Application is deemed to present a high food safety risk, then the application may not be approved or else will be converted to an External Catering Application.
If there are any variations to the products or quantity of products to your approved Low-Risk Sampling Application during the live exhibition, please be aware that the activity will either be stopped or result in a penalty fee of £1000 to be charged on-site.
Only food and drink approved under a Low-Risk Sampling Application or an External Catering Application can be brought into the venue and consumed on your stand. All other products not approved must be purchased through ExCeL London Hospitality / Compass Group PLC, the Venue’s Exclusive Catering Partner.
Please contact wtm@excelhospitality.london for their brochure.
If any exhibitor serves any food or drink that has not been approved as Low-Risk Sampling or External Catering, or is not supplied by ExCeL London Hospitality / Compass Group PLC, the food/drink activity on their stand will be stopped by ExCeL London in accordance with the food safety regulations.
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APPLICATION TYPE B: EXTERNAL CATERING APPLICATIONS
‘External Catering Application is for any exhibitor wishing to provide their own catering through an external caterer that is not ExCeL London Hospitality or that doesn't meet the requirements for a Low-Risk Sampling Application
· Applications must be received by FRIDAY 22nd SEPTEMBER 2023, 23:59 (GMT).
· A Charge of £1,500 + VAT is applicable
· Applications after this date will not be approved
For this event, an exhibitor may use their own catering provider. Only legitimate, registered catering companies will be considered.
If you intend on serving any high-risk food, full-sized low-risk food, or full-sized drinks provided by anyone other than ExCeL London Hospitality Compass group, you must make an External Catering Application.
If you provide food and/or drink on your stand you have a legal responsibility to ensure that the product is safe to consume, and its’ preparation does not cause undue risk to the safety of anyone at the show.
You can only serve externally sourced products on receipt of written approval from ExCeL London.
Each External Catering supplier is limited to providing services to a maximum of two stands.
Once the application is received, any third-party caterer will be subjected to an audit at their place of food/drink production. Auditing will be conducted by an independent professional food safety company on behalf of ExCeL London. Final approval will be based on the results of a satisfactory audit. The auditors will require (but not limited to) all the information below:
Due Diligence, Compliance and Documentation
1. Proof of legitimate business
1.1 The Caterer must inform ExCeL London of the Local Authority where its’ food business is registered. Proof of registration or exemption must be provided.
1.2 The Caterer must provide ExCeL London with a copy of their most recent food hygiene inspection report from the Local Authority (or international equivalent)
1.3 The Caterer must have achieved a Food Hygiene Rating of 4 or 5 at the time of the last inspection by the Local Authority and provide evidence of this to ExCeL London.
2. Food Safety
2.1 A fully documented HACCP based risk assessment and procedures covering the specific menu for WTM 2023 must be provided to ExCeL London. The HACCP must cover the full process of food production from suppliers of raw ingredients to ready to eat food items at service. The manner in which appropriate records are to be kept in regard to temperature control of foodstuffs, cleaning etc. should be fully explained and copies of record keeping forms provided.
2.2 A stand plan detailing the proposed design and layout of any temporary catering facilities at WTM 2023 must be submitted to ExCeL London. The plan must clearly show food storage, preparation, cooking and service areas together with the location of equipment such as refrigerated units, cookers, hand wash basins, sinks etc.
2.3 Details of the proposed catering, together with full menus, serving times & quantities.
2.4 An Allergen information chart compliant with UK Allergen Legislation for all food and drink items to be served must be submitted and also be available on the stand.
2.5 Cooking or reheating of food must be carried out at a temperature of at least 75°C, or as per the HACCP provided.
2.6 Where hot food is provided and is not to be served immediately, hot holding facilities (e.g. Bain Maries or hot food cupboards) must be provided to maintain a food temperature of 63°C or above.
2.7 For any high-risk foods intended to be served cold, cold holding facilities must be provided to maintain a food temperature below 8°C. Eg. Sushi, cold cuts, cheese, etc. Cf. Section 7
2.8 Where high risk food temperature is out of the critical limit then food safety must be controlled with time monitoring. Hot food can only be kept below 63°C for 2 hours and cold food above 8°C for 4 hours safely on the stand. After this time period, food is unsafe and must be disposed of. This also applies to food purchased at ExCeL London.
2.9 Monitoring records, as well as opening & closing checklists, must be kept and provided to the Food Safety Auditors upon request. Eg. delivery records, temperature records, cleaning records etc.
3. Audit Process
3.1 The Caterer will be subjected to a Stage 1 audit at its normal place of business by ExCeL London’s appointed food hygiene auditor prior to being approved to operate at ExCeL London. If the Caterer fails to achieve an acceptable standard they will not be permitted onto the ExCeL London site.
3.2 At the event, the Caterer will be subject to Stage 2 audit by ExCeL London’s appointed food hygiene auditor each day the Caterer is on site at ExCeL London. If the Caterer fails to achieve an acceptable standard, they will be asked to stop the catering activity and any unsafe food will be disposed of immediately.
4. Food Authenticity / Ingredients
4.1. The Caterer must provide to ExCeL London evidence of the ‘Authenticity' of the ingredients used in its menu.
4.2 The Caterer must provide to ExCeL London full ‘Traceability’ i.e. from the supplier of raw ingredients used in the menu to service of ready to eat products at the venue.
5. Staff Training
5.1 All of the Caterer’s supervisors must have a Level 3 Food Hygiene and Safety Certificate in catering (or international equivalent) dated in the past 3 years. For each individual the course followed must have been provided by a training organization accredited by the CIEH, Highfield, Royal Society for Public Health or International equivalent.
5.2 Anyone handling food at the production premises or onsite at ExCeL London must have, as a minimum, a level 2 food hygiene certificate (catering) dated in the past 3 years. For each individual the course followed must have been provided by a training organization accredited by the CIEH, Highfield, the Royal Society for Public Health or International equivalent.
5.3 Anyone handling food at the production premises or onsite at ExCeL London must declare that they are ‘Fit to Work’ before they handle any food.
6. Insurance
6.1 Public liability and employee insurance must be in place for a minimum of £5,000,000 and where appropriate this must include an ‘off site’ consumption clause.
7. Equipment & setup
7.1 A non-slip and readily cleansible floor surface must be provided within every food preparation area (carpet is not suitable).The wall surfaces of all food preparation areas should be surfaced so that they are non-absorbent and can be easily cleaned (wood should be painted - no bare wood is permitted)
7.2 Stainless steel/Food Grade material equipment is to be used for on-site operations.
7.3 A hand wash basin is to be provided within every food preparation area on site at ExCeL London. Wash hand basins must be supplied with hot and cold water, antibacterial soap and paper towels. They must be connected to the wastewater services or have other suitable means of collecting and holding wastewater.
7.4 A separate sink for washing equipment must be provided along with hot and cold water, or water at a suitably controlled temperature and drainage facilities. Appropriate washing materials for washing equipment are required. Use of a dishwasher is also acceptable provided it can disinfect at a minimum temperature of 82°C.
7.5 If any food requires washing, a separate sink for washing food must be provided along with hot and cold water, or water at a suitably controlled temperature and drainage facilities. Appropriate washing materials for washing food are required.
7.6 Food must be stored, prepared and/or displayed in such a manner that prevents any risk of contamination. Eg. food is covered, segregated etc.
7.7 All refrigerated units provided must be capable of operating at 0°C – 5°C. Refrigeration temperatures must be recorded at regular intervals, as per the specifics of the HACCP.
7.8 All freezer units provided must be capable of operating at -18°C.
7.9 An adequate number of probe thermometers and probe wipes compliant with BS EN 1276 or BS EN 13697 must be provided to take the temperature of foods at venue delivery, stored in refrigerated units, freezers, hot /cold holding cupboards and cooked foods etc.
7.10 Power must be ordered for 24 Hours for every day of the event if you have food/drinks that require temperature control.
7.11 Sanitiser must be available for cleaning all food contact and hand contact surfaces. The sanitiser must comply with BS EN 1276 or BS EN 13697.
7.12 Hand sanitiser containing minimum 70% alcohol must be provided on the stand.
8. Fire Safety
8.1 Each kitchen or stand where cooking, frying or heating of food is taking place, must have adequate fire-fighting equipment and staff trained to use it. A separate fire risk assessment which is specific to the venue and event must also be carried out and submitted to ExCeL London.
8.2 Suitable fire extinguishers and fire blankets must be readily available on the stand and suitably trained staff must be present. If deep fat frying, both a fire blanket and a 'wet chemical' fire extinguisher are required.
8.3 Hot surface areas are required to be effectively guarded to prevent injury to visitors and shall be adequately fixed in a stable location to ensure constant safety and stability.
8.4 All electrical equipment that will be used on stand must be PAT tested with valid 'Pass' stickers visibly posted on equipment. A copy of the equipment list and PAT test record must be submitted to ExCeL before the event.
If you require more information, please refer to section 10 of the AEV Industry E-Guide.
