WHFF 2025 EXHIBITOR INFORMATION & FORMS
PLEASE BE AWARE THAT IF NECESSARY DOCUMENTATION IS NOT COMPLETED AND SUBMITTED - WE ARE UNABLE TO ALLOW YOU INTO THE EVENT
All documents are to be sent to: support@algebrafestivals.com
Deadline: Friday 15th August 2025
Welcome to the 10th Annual World Halal Food Festival 2025. We look forward to another fantastic event and can’t wait to serve up delicious halal food to a very hungry audience with you!
As always, If you have any questions we are happy to help!
FOR EXHIBITOR ENQUIRIES CONTACT:
SUPPORT@ALGEBRAFESTIVALS.COM
Please email for queries or read ‘Exhibitor Questions’ answered below.
Please read all the information about the event below!
Complete the health & safety form checklist and declaration form by: Friday 15th August 2025
PLEASE CLICK THE LINKS BELOW FOR MORE INFORMATION:
Exhibitor Questions:
Exhibitor Information and Guidelines
The exhibitor A-Z information provides a full breakdown to help you prepare for the show.
It also provides all of the rules, information and regulations, so please do read through it all.
Click the links below for more information:
Exhibitor A-Z information
Exhibitor FAQs
***Our trader management team may send you updates nearer to the show via text. Do forward these to any other members of your team who may not have received them.***
EVENT TRADING HOURS:
Saturday 6th September: 11am - 8pm
Sunday 7th September: 11am - 7pm
EVENT DETAILS
TRADING EVENT ADDRESS:
London Stadium
Queen Elizabeth Olympic Park
London
E20 2ST
PLEASE NOTE: Every exhibitor is only allocated ONE parking space on-site during the event, for external parking, please use the closest car park which is situated in Westfield Stratford (at your own cost): FOR MORE WESTFIELD PARKING INFORMATION CLICK HERE
ADDRESS FOR Friday 5th/Saturday 6th/Sunday7th LOADING bay only:
Booking Required for a 30-minute loading slot on Friday 5th / Saturday 6th / Sunday 7th September : Please follow this link HERE for more details on booking a loading bay slot.
The loading bay is located at Bridge 3 in London Stadium on Marshgate Lane, E20 2ST.
You will NOT be permitted to load at any other bridge or gate.
Please be aware that ‘Bridge 3’ or ‘Gate 3’ at London Stadium does not appear on Google Maps.
YOU MUST COPY AND PASTE the location code below on Google Maps when searching on your navigation device:
51°32'22.8"N 0°01'09.7"W
Below is a screenshot of the World Halal Food Festival Loading Bay entrance at London Stadium for unloading only on Friday 5th & Saturday 6th of September.
event SET-UP/BREAKDOWN TIMETABLE:
Booking & Access Information:
Friday, 5th September:
Loading Times: 11:00 - 19:30
On arrival, you will be provided with your staff passes (Cooking 10, Bazaar 5 & Table Tops 3 passes) at the production office & 1 parking pass for on-site to use after your 30-minute un-loading slot booking
LOADING-BAY ADDRESS IS DIFFERENT TO THE TRADING ADDRESS:
The loading bay is located at Bridge 3 in London Stadium on Marshgate Lane, E20 2ST.
PLEASE READ MORE INFORMATION UNDER “EVENT DETAILS” ABOVE.
Booking Required: Please follow this link HERE for more details on booking a loading bay slot.
Venue Closes: 20:00
Saturday, 6th September:
Exhibitor Access: 07:00
Last Vehicles Offsite By: 09:30
Stand Ready for Trading By: 09:45
Health & Safety Inspection: 10:00
Internal Festival Inspection: Throughout the day on Friday
Trading Finishes: 20:00
Exhibitors Offsite by: 21:00
Sunday, 7th September:
Exhibitor Access: 08:30
Vehicles Offsite By: 09:30
Stand Ready for Trading By: 10:00
Event & Trading Closes: 19:00
Breakdown Starts: Approx. 20:30 (after security clearance)
Exhibitors Offsite by: 22:00
*Timetable subject to Changes*
Important: All exhibitors must be set up and trading by the specified times. Late arrivals with produce/equipment will not be allowed to trade and no refunds will be issued.
Stall Information
ALL STALLS ARE PROVIDED WITH A NAMEBOARD - stalls do not include furniture or equipment (information is below).
Example of 3 metres by 3 metres (3x3M) size Cooking Stall
Example of 6 metre x 3 metre (6x3M) size Cooking Stall
Cooking Stand Packages have 12kVA electricity included in the original price (for each 3x3 stall)
All 3x3m and 6x3m cooking food stalls will have a prep area included with their stall space. For 3x3 metres you will have an extended 3x3 space behind to prep food. For 6x3 stalls, you will have an extra 6x3 space behind to prep food. There are communal watering stations across the venue where you can refill throughout the event.
Example of 3 metre x 3 metre (3x3M) size Market / Bazaar Stall
Market Stand Packages: 1 × 13 AMP is included in the original price (please contact support@algebrafestivals.com if you need this power at your stand).
Example of Tabletops
Tabletops: Do not include electrics.
All table tops include a parasol - no other furniture is allowed to be on-site.
Please note, any additional electrics ordered on the day will be subject to a surcharge. Order extra electrics below
Ordering EXTRAS:
Catering equipment and furniture hire
Cooking-relating equipment will not be provided by the organisers. Any exhibitors needing to hire any items must organise this themselves, or order their catering equipment through external companies found below.
Exhibitors are welcome to use any supplier of their choice, however the suggestions below have been used in the past. Please note that it is the responsibility of the exhibitor to arrange payment directly with the companies listed below.
CATERING EQUIPMENT - JONGOR HIRE
For equipment hire, check out of your basket after adding products and Jongor Hire will send you a quote before payment is taken.
FURNITURE HIRE - ECO FURNITURE
For furniture hire at the event, please contact: mac@ecogrouplondon.co.uk
Ordering EXTRAS:
extra ELECTRICITY & purchasing PUBLIC LIABILITY INSURANCE
This must be ordered in the link below “order exhibitor extras here” by Friday 22nd August 2025. Any orders made after this date will incur a surcharge.
ORDERING 1 X TRESTLE TABLE & 2 X CHAIRS
We have a limited number of 1 x 6ft trestle table and 2 folding chair sets available to hire. Please click the link below to order under “order exhibitor extras here”
SOCIAL MEDIA ASSETS
PLEASE CLICK THE LINK BELOW FOR THE WORLD HALAL FOOD FESTIVAL 2025 MEDIA PACK TO USE ON YOUR SOCIAL MEDIA CHANNELS.
health & safety forms
You will not be permitted to exhibit if you have not completed your H&S form & sent us your food hygiene certificates (if applicable).
DEADLINE: FRIDAY 15th August 2025
All Documents are to be emailed to support@algebrafestivals.com
All stalls must complete the relevant health & safety documentation by Friday 15th August 2025 to be checked by our health & safety officer. Failure to do so may result in you not being able to trade on the day.
Please note it is your legal responsibility to bring a copy of all of your health & safety documents with you to the event, ready for the onsite health & safety inspection on Saturday 6th September 2025 10:00am.
Please complete the checklist relevant to your stall below:
ALL STALLS PREPARING/COOKING FOOD - CHECKLIST must be completed
Please complete your health and safety form, along with your electrical requirements form and declaration form by Friday 15th August 2025. Failure to do so may result in you not being able to trade on the day.
SEND OVER TO: support@algebrafestivals.com
Most recent Food Hygiene Rating Scheme Score (minimum 3) and relevant to the named unit
Please specify which local authority your unit is registered with
Food Hygiene training: Please provide evidence that all food handlers have level 2 certification (or Equivalent)
HACCP documentation - Please use the Template (CLICK HERE) if you require assistance (must include information on a hand-washing system for your stall)
Allergen information
FILL OUT: Food stall health & safety form (COOKING STALLS ONLY)
Please note: you must bring the correct fire extinguisher on-site. Exhibitors who are deep fat frying also require a Class F extinguisher and blanket on-site.
Public Liability insurance certificate min £2 Million (if you need to purchase with us, click here)
Employers Liability insurance certificate (if applicable)
Gas Safety Test Certificate for all appliances
PAT test certificate for all electrical equipment on site (not required for items inside brand new packaging or under 12 months old) If you do not have a certificate for all your electrical equipment, find your local PAT test centre on Google by searching “PAT test near me”.
Risk assessment - Please use the Template (CLICK HERE) if you require assistance and edit the example. Please provide a Method Statement to support this.
FILL OUT: Electrical Requirements form (CLICK HERE). If your stall required more than the provided 12KvA power at your stall - please purchase more power here (prices surcharge after the deadline)
FILL OUT: Declaration form (CLICK HERE)
Non-cooking food & DRINK stalls - checklist must be completed
Please complete your health and safety form, electrical requirements form and declaration form by Friday 15th August 2025. Failure to do so may result in you not being able to trade on the day.
SEND OVER TO: support@algebrafestivals.com
Allergen information (if applicable)
HACCP documentation for food sampling stalls - Please use the Template (CLICK HERE) if you require assistance (if applicable)
FILL OUT: Non-cooking health & safety form (CLICK HERE) (ALL NON-COOKING FOOD & DRINK STALLS ONLY)
Public Liability insurance certificate min £2 Million (if you need to purchase with us, click here)
Employers Liability insurance certificate (if applicable)
PAT test certificate for all electrical equipment on site (not required for items inside brand new packaging, under 12 months old) If you do not have a certificate for all your electrical equipment, find your local PAT test centre on Google by searching “PAT test near me”.
Risk assessment - Please use the Template (CLICK HERE) if you require assistance and edit the example. Please provide a Method Statement to support this.
FILL OUT: Declaration form (CLICK HERE)
Non-food/drink stalls - checklist must be completed
Please complete your health and safety form, electrical requirements form and declaration form by Friday 15th August 2025. Failure to do so may result in you not being able to trade on the day.
SEND OVER TO: support@algebrafestivals.com
Public Liability insurance certificate min £2 Million (if you need to purchase with us, click here)
Employers Liability insurance certificate (if applicable)
PAT test certificate for all electrical equipment on site (not required for items inside brand new packaging or under 12 months old) If you do not have a certificate for all your electrical equipment, find your local PAT test centre on Google by searching “PAT test certificate near me”.
Allergen information (if applicable)
Risk assessment - Please use the Template (CLICK HERE) if you require assistance. The template is only an example - remove the template mention of food. Please provide a Method Statement to support this.
FILL OUT: Declaration form (CLICK HERE)
electrical requirements
DECLARATION FORM
Terms and conditions of trading
Please ensure you have read and agreed to the terms and conditions, prior to completing the below declaration form. This must be completed and submitted by Friday 15th August 2025.
By signing the declaration form you are agreeing to follow all instructions given and abide by all rules and restrictions put in place by the event.
You MUST complete, sign and submit the below declaration form to exhibit at the World Halal Food Festival 2025.
Please note that the venue will refuse entry without a signed declaration form and relevant health and safety documents
