Sponsors & Exhibitors Manual
(More to Follow)

Important Info For All HOSPACE Sponsor & Exhibitors >>>>>



The Hotel main entrance may not be used for delivery under any circumstances. The hotel has no car park. A nearby car park can be found at Queensway (http://www.parkbcp.co.uk/london-parking/queensway.html)  Should you need to deliver directly into one of the hotel suites the following will apply:


Nine Kings Suite

Loading and unloading between the hours of 07.00hrs and 21.00hrs can be via Fire Exit/Access to the Westbourne Street (Riggers Door).


Please note that single yellow line with one chevron loading/unloading parking restrictions apply Monday – Saturday 07.00hrs – 19.00hrs. Parking dispensations can be applied for with City of Westminster either by calling 020 7641 4646 or email parkingpermissions@westminister.gov.uk


Alternatively, the Loading Bay may be used; the largest vehicle that will be allowed in the Loading Bay must not exceed 18 tonnes. The entrance is 21ft wide, 4.1metres high. If access to the Loading Bay is required between the hours of 07.00hrs to 17.00hrs permission must be agreed with the Event Manager.


Once unloaded vehicles must be immediately removed, as this area is in constant use and cannot be used to park and store equipment or vehicles.  Royal Lancaster London is subject to noise abatement orders therefore loading and unloading of vehicles, between the hours of 21.00hrs and 07.00hrs, must only take place via the Hotel’s Loading Bay on Lancaster Terrace. 


The Hotel will seek compensation, from the client or contractor for any fines imposed, by the City of Westminster or private legal action taken, due to non-compliance with the noise abatement orders that are in place. The external shutters of the Loading Bay must be closed during loading & unloading.


Westbourne Suite 

Access to the Westbourne suite is via the Westbourne Suite ramp located off Lancaster Terrace. This ramp must be strictly used for loading and unloading only. Vehicles must be removed once unloaded and the ramp must not be used for parking or storage neither must it be obstructed, in any way, during a function/event.



A quarter page advertisement in the conference edition of the HOSPA publication (The Overview) is included in the Exhibitor’s Package.


Please submit finished copy in the following format to the Organisers (hospa@hospa.org) by 25th October:


  • JPEG or PDF format

  • ¼ page A4 = 133mm (h) x 90mm (w)

  • 300 dpi

  • CYMK colour

PORTRAIT orientation

Car Parking

Car parking is available at the hotel on a first come first serve basis. Places can be reserved through the concierge. There are a number of car parks around the hotel with the quickest way of locating these by using 'Just Park'.

Collateral and Waste

Please consider the environment when bringing collateral to HOSPACE and please avoid leaving any excess materials behind for the hotel to dispose of. 

Conference Gala Dinner

The Conference Gala Awards Dinner will be held on Thursday 18th November.

The Exhibitor Packages include the following: 

  • 2 dinner reservations for Exhibitors

Which includes a 3-course dinner and a half bottle of wine per person. 

As in previous years, the evening will include the Professional of the Year awards, where a nominated Finance, Revenue, Marketing and IT Professional is presented with a prestigious award. 


Dress code: Business, however, some guests prefer to dress up a little in the evening.

Delivery & Collection

All packages being delivered for your event must be labelled correctly. These should be delivered to the Hotel through the Loading Bay, located on Lancaster Terrace, between 07:00 to 15:30 hours, Monday to Friday.


Deliveries for events will only be accepted 48 hours prior to the event, unless arranged otherwise with Event Manager.  Any items or packages must be removed after the event and no items stored at the Hotel. Any items left in the hotel for more than 48 hours after the event will be disposed of.


Exhibitors - Open-plan space of 3m x 2m (approximately)


Height restrictions:

Height of all stands restricted to 2.3m.


Each main exhibition stand space includes:

  • Electrical power, standard voltage

  • 1 x trestle-style table and 2 x conference-style chairs


It is suggested that Exhibitors bring “pop-up” stands as appropriate.  Exhibitors should provide their own dividers or wall panels if they are required.  

Exhibitors are kindly requested to keep their exhibition display within the designated area and to ensure walkways are clear of obstacles at all times.


All allocated stand spaces have access to electricity sockets/power points either directly or via extension cables provided by the hotel. If you require additional sockets, please bring your own extension cable.

Exhibitors must ensure that all electrical displays comply with Local Authority Rules & Regulations.

Emergency Procedures

The Hotel has a comprehensive fire evacuation plan, which is approved by the Fire Brigade. All the Hotel Staff are regularly trained in all aspects of the plan and in actual firefighting. The Hotel also has a terrorist attack/bomb threat/suspect package procedure in which staff are also regularly trained and tested in training exercises.







1.       On the initial activation of the fire alarm, a designated fire team will attend the zone indicated and investigate. The alarm will be muted.

2.       If it is a false alarm or something of a minor nature, such as a discarded cigarette in a waste bin, the investigation team will deal with it there and then and the alarm will be reset.

3.       If it is more serious and becomes necessary to evacuate the Hotel, the fire alarm system will be re-activated. The continuous sounding of the alarm will indicate to EVERYONE that the Hotel is being evacuated.

4.       Staff will control the evacuation by indicating the fire exits to be used and directing people to the assembly point at the St James Church, Sussex Gardens.






1.       In the event of a terrorist attack/bomb threat/suspect package, the matter will be dealt with, as appropriate to the circumstances, by Management and the in-house Security Department. Police assistance will automatically be sought.

2.       If evacuation becomes necessary, the fire evacuation plan as outlined in A (3 & 4) above will be followed.



Covid update

Although the restrictions have been relaxed,  we are still very conscious and we are doing everything we can to mitigate the risk of infection.  Please see below some of the steps the Royal Lancaster London follow on a daily basis:


  • The hotel are encouraging guests to still wear face coverings while moving around the public areas of the hotel


  • Hand sanitizing stations are available in the public areas of the hotel.


  • Staff are wearing face coverings.


  • Handwashing and personal hygiene is trained and strongly encouraged.


  • Staff are continuing with our regular cleaning and sanitizing of all areas.


  • Air conditioning is put on in all areas with fresh air input and extract in the function suites.


  • Guests are encouraged to check in with the NHS track and trace QR code – residents and events guests.


  • Hotel staff are encouraged to take lateral flow testing every 2 days and are temperature checked on a daily basis when arriving for work.  


The exhibition area is open plan.  The furniture supplied is as follows:


  1. Exhibitors = One trestle-style table and two conference-style chairs - supplied free of charge


Poser tables will be spaced around the exhibition area for delegates to use for lunch and refreshment breaks.


Please contact hospa@hospa.org if you wish to order screens or monitors for your stand.

Hotel Property

Damage to the fabric of the Hotel, including carpets and walls will be charged, to the client or their exhibitors, at the full repair and replacement value, when such damage has been caused by the negligence of the client, its representatives or its guests and servants.


This particularly applies to contractors involved in the construction of exhibition booths, which must be free standing and not fastened to any walls or floors.


Whilst every precaution is taken to protect your property during the event, we are not responsible for any loss or damage and we recommend that you arrange insurance cover offered by specialist insurance companies.

You are also responsible for insuring against any legal liability incurred in respect of injury or damage to property belonging to third parties.  In addition to this, you should protect your expenditure against Abandonment and Cancellation Curtailment of the event due to reasons beyond our control.

Internet Access

Free Wi-Fi is available for all participants and delegates during the event.  This is for ‘normal’ use, should more bandwidth be required, this may be purchased at an additional cost via the hotel.   - Please note that if you require a hard-wired internet connection you must advise us at least 14 days in advance of the conference.


Royal Lancaster London will not accept liability for any loss or damage to any equipment or other goods brought to the Hotel by the client or its exhibitors.


Any valuable equipment (including computer and electrical equipment) should not be left on exhibition stands overnight. The hotel will not be liable for loss, theft or damage should the client or its exhibitors choose to ignore this direction. 


Should any contractor, sub-contractor or their staff cause any damage to the fixtures and fittings, equipment or utensils belonging to Royal Lancaster London or gusts the client or contractor will be held liable for any cost of repair. Royal Lancaster London Reserves the right to carry out a damage inspection at any time.

Noise Levels

Royal Lancaster London is subject to noise abatement orders therefore loading and unloading of vehicles, between the hours of 21.00hrs and 07.00hrs, must only take place via the Hotel’s Loading Bay on Lancaster Terrace.

Exhibitors are kindly requested to consider other Exhibitors and visitors to the event and keep the level of noise that any exhibit or display may emit to a minimum.


There will be a photographer and a videographer at HOSPACE.


Whilst every endeavour is made to safeguard visitors’ and Exhibitors’ property, both personal and commercial, occasionally a loss may occur. Neither the Organisers nor the hotel can be held responsible for any loss or damage to Exhibitor’s property.  

Exhibitors are advised not to leave their stands unmanned during the show or during the set-up and breakdown periods or to leave valuables unattended.  Valuable items should be removed from the stand during unmanned hours.


The hotel does not have a designated storage area, so packages, boxes that need to be stored during the event, will have to be accommodated in the suite where tenancy that has been hired from client.  


The materials will be delivered to the designated suite(s) as required when tenancy commences on the event date. Where there is a large volume of materials that are required to be moved, we shall levy a handling charge of £250.00 ex VAT to the invoice to cover additional labour required.


All accumulated rubbish and debris must be removed from site. Under no circumstances must the Hotel’s rubbish compactor be used.  


Exhibitors are responsible for breaking down and packing away their booths and equipment.


Items and materials may be left for collection and materials must not be abandoned and left unattended in suites.

Upon collection the courier must provide the following information: the number of items they are collecting, which event they are collecting from and where the consignment is being returned to (including contact name of receiver, company name and full address).  


We will be unable to trace or issue materials if this number is not supplied when couriers call for collection.


The hotel will not be responsible for any items left in the suite at the end of an event, with the above procedure not being followed.


Any abandoned materials left in the suites, where arrangements for collection have not been made clear and where items remain uncollected after a period of 14 days will be disposed of by the hotel without notice. However the Events team will do their utmost to contact clients and inform that these are in storage.


Network name: HOSPACE

Password: Hospace2021


Hard wired internet is available for sponsors & exhibitors should they wish at £250.00 + VAT for the first line with each subsequent line being £50.00 + VAT. Any requested must be made directly to Gareth Bush (GBush@royallancaster.com) by Monday 1st November 2021

  • LinkedIn HOSPACE
  • Facebook HOSPACE
  • Twitter
  • HOSPA You Tube