General Information

There will be porters on site during the exhibitor build-up and pull-out, to assist in transporting goods to and from your stand, however exhibitors are reminded that the porters are not responsible for any of the stock, and exhibitors should provide their own carriers to move their stock and supervise any help the porters may give them.  LAPADA and the porters are not liable for any loss or damage to exhibitors’ goods or stock - exhibitors may use the porters at their own discretion, to aid access into the fair.

LAPADA cannot guarantee the rate or availability, but we recommend you reserve your accommodation as early as possible to take advantage of the best offers available, as demand for hotel rooms will be high in October.                    

We have negotiated discounted rates for exhibitors at The Mayfair Townhouse, 27 - 41 Half Moon Street, London W1J 7BG.

The Mayfair Townhouse is a glorious eclectic combination of 15 Georgian townhouses set in the heart of Mayfair. Rich in a delicious history and a haunt for colourful historic characters, The Townhouse is a place where Oscar Wilde meets Alice in Wonderland. Without the traditions of a regular hotel, there is no room which has not been thoughtfully curated; flavours of whimsy combined with practicality define The Townhouse's 172 individually designed guestrooms and suites. 

LAPADA Exhibitor rates start at:

£265 per night for a Cabin Room,

£295  per night for a Classic Room

£330 per night for a Deluxe Room

£395  per night for an Executive Room

Click here for more information. To book, enter the code LAPADAMTH when booking at www.themayfairtownhouse.com.

Email: reservations@themayfairtownhouse.com, Telephone: +44 (0)20 8138 3400

We are delighted to have media partnerships with Harper’s Bazaar, The World of Interiors, House & Garden and Country Life.  We will be running a series of advertisements in those and other publications in the lead up to the fair and subscribers will be receiving complimentary invitations to the fair. We also will be running a large digital campaign to drive attendance. If you wish to support the advertising campaign through your own marketing channels, download the exhibitor digital marketing toolkit here -https://drive.google.com/drive/folders/1g_GY69dGwrqwseGcRO5d3xfAjI2Ek0Pu?usp=drive_link. 

There is no designated exhibitor parking at the venue, however there are parking meters in the area and there are special Car Parking offers for exhibitors at the following car parks nearby.

• Burlington Car Park, 3-9 Old Burlington Street, London W1S 3AF
• Park Lane/Marble Arch Car Park, Park Lane, London, W1K 7TY

Please find below a map of the local area showing the 2 car parks listed:

Q-Park is offering exhibitors a 20% discount for the duration of the exhibitors build-up and the fair itself (offer available from Sunday 20th October – Monday 28th October 2024). To take advantage of this offer please book a space on the weblink:

www.q-park.co.uk/en-gb/cities/london/

Select your desired car park dates you require then click on the ‘book now’ button. On the right had side there is the option to ‘Add Discount Code’ - select this and insert the code LAPEX24. An automatic 20% discount will then be added to your booking.

This year the fair will provide a licensed brasserie & café and terrace located at the south end of C marquee serving a selection of food and beverage offerings throughout the fair each day. Exhibitors will receive a 10% discount on all food and beverages (excluding alcohol) upon presenting their exhibitor badges. 

Sandwiches & water will be provided for exhibitors who show their exhibitor pass during the exhibitor build-up on Sunday 20th October & Monday 21st October 2024.

A daily cleaning service of all public areas and gangways is provided. Cleaners will be available to vacuum your stand during the exhibitor build up and between 8.30am and 10.30am during the show open period.  The cleaners are only permitted to clean your stand if you are present, unless you have given consent to the Organisers Office for the cleaners to clean your stand in your absence.

Please ask the Organisers Office to send a cleaner to your stand.  Please bear in mind that there will be a high demand for stand cleaners immediately before the show opens to the public each day, so it is advisable that you allow sufficient time for a cleaner to come to your stand. To ease and speed up this process, we would be grateful for exhibitors to confirm with the Organisers Office if they are happy for the cleaners to clean their stand without the exhibitors’ presence, to ensure that your stand is clean prior to your arrival.

During build-up and pull-out all excess waste materials must be removed from site.  It is the responsibility of the exhibitor to remove this waste.  The organisers provide cleaners for the build-up, show open days and pull out of the show but they are only responsible for minor waste.  It is the exhibitors’ responsibility to remove items of wood, large packaging and excess stock i.e. brochures, literature material.

The Organisers have strict regulations with regards to excessive waste.  If you leave more than 2 boxes of rubbish once you have vacated your stand, your company will be charged.  This regulation must be adhered to.

Exhibitors and their staff must not do or say anything which may bring the LAPADA Berkeley Square Fair, the LAPADA Association of Art & Antiques Dealers or the integrity of any fellow exhibitors or the Vetting Committee into disrepute, as outlined in the LAPADA Exhibitor Terms & Conditions.

The venue is inside the central London Congestion Charge Zone, 7am – 6pm, Monday to Friday, and 12 noon – 6pm weekends and Bank Holidays.

Congestion Charge is £15 by Auto Pay (check the TFL website for more details, www.tfl.gov.uk ) if you pay in advance or by midnight on the day of travel.  You will be charged £17.50 if you pay by midnight of the third day after travel. 

Payments can be made by telephone:- +44 (0)343 222 2222 or online at:-  

Pay to drive in London - Transport for London (tfl.gov.uk)

The venue is inside the Ultra Low Emissions Zone, which now operates 24 hours a day, 7 days a week, every day of the year, except Christmas Day (25 December).  The zone operates across all London boroughs, and does not include the M25. If your vehicle doesn't meet the ULEZ emissions standards and isn't exempt, you need to pay a £12.50 daily charge to drive within the zone. This applies to cars, motorcycles, vans and specialist vehicles (up to and including 3.5 tonnes) and minibuses (up to and including 5 tonnes).

Lorries, vans or specialist heavy vehicles (all over 3.5 tonnes) do not need to pay the ULEZ charge, they will need to pay the LEZ charge, if they do not meet the LEZ emissions standard.

Ensure that your shipper / carrier or yourself (if self-delivering) are aware whether the vehicle meets the Emission Standards and if a daily charge must be paid or not.

More information on emissions standards and how to pay is available on the TFL website:

Ultra Low Emission Zone - Transport for London (tfl.gov.uk)

The Organisers do not accept any responsibility for damage or loss of any property brought in by the exhibitors. 

Please refer to the Insurance section of the Exhibitor Manual and the Terms & Conditions which were circulated to all exhibitors with the Contract for Space.

Cabinets can be hired through Tableau Display Ltd who are offering all exhibitors a 20% discount of their order for the fair.

www.tableaudisplay.co.uk

Email address: info@tableaudisplay.co.uk | Contact number: 02085406779

You can also bring your own display cabinets into the fair, but please ensure you confirm the names of individuals and the company name of the contractor who is delivering your showcases to the fair on your ‘Contractor Security Pass Order Form’ in Forms Section of the Exhibitor Manual.

All portable appliances brought to site must be PAT tested and valid certificates must be held for each. The Organisers may request these certificates in advance or onsite. The Organisers reserve the right to disconnect and remove any electrical appliances that may be deemed unsafe.

Exhibitors should use sufficient correctly installed and rated power sockets to avoid the use of extension leads and long trailing flexes.  If essential, extension leads must be correctly fused and limited to one per socket.  All electrical trunking must be clearly marked with white or striped tape.

Exhibitors supplying their own light tracks and fittings should deliver these to Fullcircle onsite at the venue from midday Friday 18th October 2024.  There will be a sign in and sign out procedure in place.

LAPADA is not responsible for any damage to, theft or loss of exhibitors own light tracks.

There is always a great demand for electricians to disconnect Exhibitors own light tracks and fittings once the show closes on the final evening.  Electricians work their way around the fair, but exhibitors must be mindful of the work and time involved in this process. Exhibitors’ own tracks and fittings can be collected after the show on the Sunday evening.

Please complete and return this form which is found in forms section on the Exhibitor Portal.

These forms should be completed by Monday 10th August 2024.  LAPADA Fair security passes can be collected from the Main entrance on the Exhibitor Build up or thereafter, from the Organisers Office on arrival at the venue.  For security reasons, please have your pass on you at all times during the fair.

Please complete the Exhibitor Build-Up and Pull-Out Booking Form as soon as possible to book your timeslots for exhibitor build-up delivery and pull- out.  Please bear in mind that parking outside the venue is limited and therefore it is essential that you adhere to your allocated time slots. 

Contractors collecting their own passes from the pass-issue point at the Main Entrance, must show a photographic proof of ID.

Please ensure that your drivers number is visible in the windscreen at all times. 

Sandwiches & water will be provided for exhibitors who show their exhibitor pass during the exhibitor build-up on 20/10/2024 and 21/10/2024. 

Exhibitors are required to have adequate insurance cover for public liability and employers liability and their stock for the duration of the fair, including the build up and pull-out periods. The Fair is not responsible for any damage, theft or loss.

As per the T&C’s that accompany Exhibitor Contracts, all Exhibitors are required to arrange and maintain a comprehensive policy of insurance which includes public and employer’s liability insurance for its business and any of its contractors or agents and covers the full reinstatement value of all items it brings to the venue if they are lost, damaged or stolen.

The LAPADA Fair holds £10,000,000 of Public Liability insurance. This insurance does not extend to loss or damage sustained by Exhibitors.  If an Exhibitor feels that they would like to have protection against unforeseen events which could result in the cancellation or disruption of the Fair, then this should be arranged individually.

Terrorism Cover

LAPADA took the decision in 2016 to maintain Terrorism Cover for the event itself. Given our contractual requirements with suppliers, it was necessary to cover for this, or else risk financial losses in the event of an incident.  As with insurance for damage/theft/loss, individual participants must make their own insurance arrangements for their own business and stock with their respective insurer. Please note that exhibitors must have their own public liability insurance in place as an exhibitor (as per our T&C’s)

If you have any concerns about your level of cover or the eventualities, we would strongly suggest speaking to your insurance broker. If you have not yet arranged your insurance, we would direct you to speak with our insurance broker Andrew Baker of James Hallam who can provide you with a quote.

Andrew Baker, James Hallam

E: andrew.baker@jameshallam.co.uk            T: +44 (0)1245 20 45 72

A LAPADA certificate for export will save your international clients money on duty costs on items over 100 years old and can be useful to mention when making a sale. Countries where producing a certificate significantly reduces duty costs include Australia, Canada, Japan, New Zealand and South Africa.

Please contact Amanda Bucknall in the LAPADA office to arrange an inspection if your client would like to secure the certificate before arranging shipping directly from the fair. At other times, please call the office on 020 7823 3511 or email abucknall@lapada.org

The fee structure is as follows:

·         First 10 items:            £40

·         Items 11-30:               £1 per item

·         Items 31+:                  £0.70 per item

·         Administration fee:   £50 for a LAPADA member (or arranged through one): £75 otherwise

·         Inspector’s expenses may also be incurred

The LAPADA Berkeley Square Fair is staged for the benefit of LAPADA members and to promote the Association to the wider public. Therefore, we encourage all LAPADA Members to display their LAPADA plaque.   

If you require a replacement for the plaque you received upon joining, these are available at the cost price of £20.00 (incl. VAT; P&P included when shipping to UK addresses) from the LAPADA office; there will also be a small number available onsite in the Organisers' Office.

To order a plaque, please contact Amanda at abucknall@lapada.org.

Eight porters will be available to assist during the build-up and pull-out periods, however, exhibitors are reminded that they need to provide their own carriers to transport their goods to and from the stand and also provide any specialist moving/lifting equipment for particularly heavy and/or cumbersome pieces.  No responsibility will be accepted for any damage or breakage; exhibitors are required to arrange their own insurance cover as LAPADA is not responsible for any damage, theft or loss.

N.B. Porterage assistance is only available until 6.00 pm on both Sunday 20th or Monday 21st during the Build-up and will begin at 7pm for the Pull-out on Sunday 27th October, once all the visitors have vacated the premises after the Fair has closed to the public and the porters have delivered all the boxes & packaging material back to exhibitors’ stands. 

Please contact the Kallaway Ltd team direct with any stories and images you have for the fair. The Press will be invited to attend the Private View on Tuesday 22nd October.  See Kallaway Ltd contact details at the front of Section of the Exhibitor Manual.

Representatives of Kallaway Ltd will also be on site during the fair, based in the Organisers & Press Office.

Please email Lapada@Kallaway.com a selection of high resolution images of good quality pieces with caption details.  These will be used and credited to you wherever possible for the PR campaign. 

The venue will be manned by Stambridge Group who will supply 24-hour security throughout the fair, including the Exhibitor build-up and pull-out. In addition to the Security Managers and uniformed guards around the Fair, there will be 2 undercover security staff walking the floor in plain clothes throughout the show open periods.

Goods Pass Out slips will be required for each item sold and removed from the Fair by the buyer, and for goods being taken out by exhibitors during the show open days.  These may be obtained from the Organisers Office.

Security will carry out bag searches of Exhibitors and members of the public.

Exhibitors will be required to cooperate with the Organisers in order to ensure the highest level of security onsite. Exhibitors will be asked to respect procedures in place.

Photo Passes must be worn at all times and will be checked at every access point.

Exhibitors are reminded to never leave valuables unattended within their booths during opening hours, when they must ensure their booth is always staffed. It is advised that a member of staff is present at all times on the booth during Exhibitors’ access period each day.

Exhibitors are reminded that they must ensure that their belongings and goods are safeguarded and never left unattended during the Fair opening period but also during the entirety of the build-up and breakdown.

If you notice something suspicious, please report it straight away to a member of security staff or the Organiser’s Desk.

Photo Passes must be worn at all times and will be checked at every access point.

Exhibitors are reminded to never leave valuables unattended within their booths during opening hours, when they must ensure their booth is always staffed. It is advised that a member of staff is present at all times on the booth during Exhibitors’ access period each day.

Exhibitors are reminded that they must ensure that their belongings and goods are safeguarded and never left unattended during the Fair opening period but also during the entirety of the build-up and breakdown.

If you notice something suspicious, please report it straight away to a member of security staff or the Organiser’s Desk.

Full Circle are the appointed stand fitters for the LAPADA Berkeley Square Fair, 2024. 

Furniture can be hired through Thorns Group Exhibition Hire who are offering all exhibitors a 20% discount of their order for the Fair. Early-Bird: LAPADA24

https://exhibitions.thorns.co.uk/exhibitions-we-supply/lapada-berkeley-square-fair-2024/

Contact: Susie Davies | Email address: susie@thorns.co.uk | Contact number: 0208 801 4444

Please note that the discount rate will expire 6 weeks prior to the fair on the 10/09/2024.

The use of external electrical contractors is prohibited - all orders must be processed through Full Circle. You may supply your own light fittings, but these must be installed by Full Circle electricians.  

Packing Boxes and Crates

All packaging, empty packing boxes and crates will be removed from the fair venue at the end of the day on Monday 21st October 2024 and stored off-site. They will be returned after 7pm on the evening of Sunday 27th October 2024, once the show is closed and all members of the public have left the Fair. Please label all packing materials clearly and the porters will return these directly to your stand – there will be no access to these items during the fair.

If you require any packaging to wrap items during the fair, please ensure you keep this on your stand.  NO packaging, packing boxes or crates may be stored in the onsite stores - these are purely for surplus stock for out of London exhibitors.

Surplus stock – Unsold Store

There is very limited storage space available onsite at the Fair (less so than previous years).  We can therefore only offer unsold storage space in the Unsold Store to out of London exhibitors and this must be pre-booked in advance, using the Unsold Booking form, with no exceptions.

The store areas will be managed by the Stambridge Group security staff.  Access to the Unsold Store will only be allowed during the build-up and pull-out periods, and between the hours 8 –10am, and one hour after show close during the show open period.  

All goods left in the stores must be labelled and ‘signed in’, and they must also be ‘signed out’ upon removal.  The appropriate Inventory Forms must be used for this and will be supplied by Stambridge Group on site, on the day.

It will be the exhibitor’s responsibility to carry goods to and from the stores during the show open period, as porters will only be available for the build-up and pull out.

Storage space is not guaranteed at the LAPADA Berkeley Square Fair and Exhibitors should ensure items are wrapped/protected and that any items placed in the Stores are left there at their own risk.

Storage space in the Unsold Store is only available to out-of-London exhibitors.

Vetted Picture Store

There is a dedicated Vetted Picture Store with racks available for all picture exhibitors.

All items that require storing in the Vetted Picture Store need to be pre-vetted, so should be placed on the exhibitors stand prior to vetting on Tuesday 22nd October 2024.  Only once these items have been vetted and approved, should they be moved by the exhibitor to the Vetted Picture Store. 

NB the Fair Preview opens at 3pm on Tuesday 22nd October, so all pre-vetted pictures that are not going to remain on the exhibitors’ stand, must be moved into the Vetted Picture Store on the Tuesday morning/early afternoon (by 1.30pm at the latest), once all the relevant vetting committees have approved the items.  Any items that have not passed the vetting must be removed from the Fair altogether on Tuesday 22nd October.

If you think you may require storage space for items of stock, you must return the relevant Storage Form – storage is at a premium, so the space will only be allotted on a first come, first served basis. 

Storage space is not guaranteed at the LAPADA Berkeley Square Fair and Exhibitors should ensure items are wrapped/protected and that any items placed in the Stores are left there at their own risk.

The venue does not have any temporary phone lines available for use during the fair. Mobile phones should be used on site.

Please take time to carefully read the Vetting Regulations.

The LAPADA Fair, Berkeley Square will be vetted to a very high standard.  There is no dateline, so the later the item the more rigorous the quality criteria.  Please note that fair worthiness is paramount, and items of no merit may be vetted off.

Vetting Committees comprising outside specialists and exhibiting dealers will be appointed for each discipline in line with previous LAPADA fairs.

Vetting will commence at 9am on Tuesday 22nd October and your stand must be ready at this time, except for decorative touches.  You will be asked to vacate your stand while it is being vetted.

All items must be labelled according to the Fairs Vetting Regulations, which includes having a price clearly visible on the label or on a readily available listing.  Cabinets must be accessible to the Vetting Committees.  The Collectors’ Preview will commence at 3pm (with Patrons invited at 2pm) on Tuesday 22nd October, so please co-operate with vetters’ requests to avoid any delays.  Subsequent vetting will take place prior to the fair opening each day.

Fresh stock items that are brought into the fair after the first day will require subsequent vetting.  They must be brought in before 9.30 am and a Goods Pass In for Subsequent Vetting slip will be needed – please obtain this from the Organisers Office when you arrive.  Advance notice of such items must be given to the Organisers Office before 5pm on the preceding day, to allow time for the appropriate vetter to be notified. 

The Vetted Picture Store will be locked when exhibitors arrive onsite and no pictures will be allowed to be put in it until they have been vetted on Tuesday 22nd October.

We ask that exhibitors please be realistic in the number of pictures that they bring to the Fair as there is a limited amount of storage space.  Each picture must have its label with it when it is vetted whether it is going to stay on the stand or be moved to the Vetted Picture Store.