2024 World Travel Market Catering Applications Terms and Conditions
We understand that the safety of our guests, including exhibitors, visitors and staff is of the utmost importance to us all. This is why this application is a vital process in ensuring all outside food and drink that bring in the venue & served at the event is safe to consume, compliant with UK law, and for you to receive a smooth delivery of services onsite.
To provide food and/or drink at your stand, you have a legal responsibility to ensure that the product is safe to consume, and that its’ preparation does not pose any undue risk to the safety of anyone at the show.
An application is required to be completed if any outside food/drink is brought in the venue regardless of whether the food/drink is being offered to VIP guests, general visitors, or staff. Exhibitors are required to adhere to following conditions for any catering application.
1. Venue and Application Rules:
1.1 Food and drinks sourced outside of ExCeL can only be served at WTM 2024 upon a satisfactory application process and on receiving a written approval from ExCeL London.
1.2 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.
1.3 Each catering company is only allowed to cater for a maximum of 2 exhibition stands.
1.4 Adequate kitchen space must be allocated on the exhibition stand, inside the event space and a floor plan must be submitted for approval by auditors.
1.5 Provision of food/drink is granted only for the items and quantity specified in the application and approved by the auditors.
1.6 If a Low-risk sampling application is identified at any point to contain high-risk food activity or if the food/drink is larger than the stated sample size, the application will be classified as an External Catering application. Payment for External Catering application will apply.
1.7 Any deviation to the application during live event will result in a penalty fee of an addition £1000 plus the normal application charge. This will be charged on-site, and all catering activity will be stopped by ExCeL London in accordance with the food safety regulations.
2. Billing Information:
2.1 External catering application is subjected to a charge of £1600+VAT.
2.2 Late submission of Low-risk sampling after 20th September 2024 is subjected to a charge of £750+VAT.
2.3 All charges are subject to VAT at the appropriate rate as food/drink is supply in the UK.
2.4 Once application is submitted, an invoice will be forwarded to the contact details provided in the billing information section of the application.
2.5 The final invoice must be paid no later than 7 days prior to the event, or any food activity will not be allowed.
2.6 In the event of late payment, interest and additional charges may apply.
2.7 Late charges will be charges as follows:
2.7.1 Charge interest on any overdue sum owed from the due date until payment of the overdue sum. Interest will accrue each day at the statutory interest rate above the Bank of England’s base rate from time to time as set by the Late Payment of Commercial Debts (Interest) Act 1998.
2.7.2 We will also recover £40 (non vatable) by way of compensation for the costs suffered arising from each overdue invoice up to £1,000; or £70 (non vatable) by way of compensation for the costs suffered arising from each overdue invoice between £1,000 and £10,000; or £100 (non vatable) by way of compensation for the costs suffered arising from each overdue invoice over £10,000.
3. Audit Process:
3.1 All applications are subjected to an audit process. Auditing will be conducted by an independent professional food safety company on behalf of ExCeL London.
3.2 For External Catering Applications, the appointed caterer will be subjected to a Stage 1 audit at its normal place of business 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.
3.3 For all applications, each exhibitor stands will be subject to a Stage 2 audit every day at the event. If the exhibition stand or caterer fail to achieve an acceptable standard, they will be asked to stop the catering activity and any unsafe food will be disposed of immediately.
3.4 Charge for External application is applicable when a caterer is audited, regardless of the result.
Due diligence, compliance & documentation
4. Insurance
4. Public liability insurance must be in place for a minimum of £5,000,000 and where appropriate this must include an ‘off site’ consumption clause.
5. Proof of legitimate business
5.1 The caterer for external catering application must provide information of the Local Authority where its’ food business is registered, or proof of registration or exemption must be provided.
5.2 The caterer for external catering application must provide the auditors with a copy of their most recent food hygiene inspection report from the Local Authority (or international equivalent)
5.3 The caterer for external catering application 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 the auditors.
6. Food Safety
6.1 A stand plan detailing the proposed design and layout of any temporary catering facilities at WTM 2024 must be submitted to the auditor prior event. The plan must clearly indicate the areas designated for food storage, preparation, cooking, and service, as well as the placement of equipment such as refrigerated units, cookers, hand wash basins, sinks, etc.
6.2 A fully documented HACCP - based risk assessment and procedures must be submitted to the auditor, covering the specific menu for WTM 2024. This HACCP plan should encompass the entire food production process, from suppliers of raw ingredients to the preparation and offering ready to eat food items at stand including details on how records will be maintained (e.g. Delivery record, temperature control of foodstuffs, cleaning etc.) should be fully explained, and copies of record keeping forms must be provided.
6.3 An allergens chart compliant with UK Allergen Legislation for all food and drink items to be served must be submitted to the auditor and also be available on the stand.
6.4 Monitoring & Records Keeping
6.4.1 The caterer must provide to ExCeL London evidence of the ‘Authenticity' of the ingredients used in its menu.
6.4.2 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 stand.
6.4.3 Cooking or reheating of food must be carried out at a temperature of at least 75°C, or as per the HACCP provided.
6.4.4 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.
6.4.5 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.
6.4.6 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, food is unsafe and must be disposed of. This also applies to food purchased at ExCeL London.
6.4.7 Monitoring records such as delivery records, opening & closing checklists, cleaning record, temperature/time record, etc. must be kept and provided to the Food Safety Auditors upon request.
7. Staff Training
7.1 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. The training must be provided by an accredited organisation.
7.2 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. The training must be provided by an accredited organisation.
7.3 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.
8. Equipment & setup
8.1 A non-slip and readily cleanable 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 - bare wood is not permitted)
8.2 Stainless steel/Food Grade material equipment is to be used for on-site operations.
8.3 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.
8.4 A separate sink for washing equipment must be available 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.
8.5 If any food requires washing, a separate sink for washing food must be available along with hot and cold water, or water at a suitably controlled temperature and drainage facilities. Appropriate washing materials for washing food are required.
8.6 Food must be stored, prepared and/or displayed in such a manner that prevents any risk of contamination. E.g. food is covered, segregated, guarded, etc.
8.7 All refrigerated units provided must be capable of operating at 0°C – 5°C. Refrigeration temperatures must be recorded at regular intervals, as specify in HACCP.
8.8 All freezer units provided must be capable of operating at -18°C.
8.9 An adequate number of probe thermometers and probe wipes compliant with BS EN 1276 or BS EN 13697 must be available to take the temperature of foods at venue delivery, stored in refrigerated units, freezers, hot /cold holding cupboards cooked & reheating foods etc.
8.10 Power must be ordered for 24 Hours for every day of the event if you have food/drinks that require temperature control.
8.11 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.
8.12 Hand sanitiser containing minimum 65% alcohol must be available on the stand.
9. Fire Safety
9.1 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.
9.2 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.
9.3 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.
9.4 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.
