INFORMATION FOR TRADERS, EXHIBITORS & Sponsors
This page contains all the information you need to ensure that you get the most out of Dragonmeet, so please be sure to read it thoroughly, and don't hesitate to get in touch if you have any questions.
To edit any already-provided logos, banners or adverts which form part of your package, please use the form on this page.
Sponsorship / Advertising
Use the login link in the main menu to register as an exhibitor, at which point you can purchase advertising in the full-colour programme. Sponsorships are by arrangement, please contact John to discuss.
Adverts should be prepared in accordance with the specification PDF which you can download below, and be sent either via email or WeTransfer by the close of play on 30th September 2026 – please remember to include your company’s name in the submission form!
EXHIBITION SPACE and FLOORPLANS
Currently, all trade space is under option, we are looking at additional space becoming available and will advise when that becomes the case. If anyone is interested in joining our waiting list, please email John
All prices are shown excluding VAT, which will be added in at the checkout stage.
The main exhibition space is located in the North Halls of London Excel this year, more details when we have the space confirmed. If we end up located in the south side, the plan will be reversed, but unchanged.
Black spaces are basic spaces, at £200.00 per stand exclusive of VAT.
Blue spaces are basic corners, at £225 per stand exclusive of VAT.
Green spaces are superior corners, at £275 per stand exclusive of VAT.
Yellow spaces are superior line spaces at £225 per stand exclusive of VAT.
All stands are 2m x 2m in size, do not come with furniture although that can be ordered separately.
No stands have power with them as standard, power can be rigged by London Excel, but this is an additional charge.
All 2 x 2 stands come with two passes as standard, with an option to buy two more for each 2×2 stand in the final configuration. Thus a 4 x 4 stand would come with 8 passes and the option to buy 8 more.
If you are interested in making a special stand arrangement, then please get in touch with us via email.
Sharing Stands
Given our support of independent publishers, we’ve always done what we can to support multiple creators on single stands, but lack of a single policy regarding this has led to confusion and concern in the past.
To Clarify
We don’t charge an additional fee for having multiple creators on the same stand, but, given the constraints of the map, we will only be listing a single creator on each stand space. If you have a single stand and multiple creators on it, choose which creator will be represented on the map and we will add that name. If you are using multiple stands, we’re more than happy to split the naming on those stands however you like. All communication will be to the purchaser of the stand, we will not be adding multiple names to each file to keep everyone in a collective informed, that is the responsibility of the person who has purchased the stand.
Icons displayed in the traders section of the website will be limited to those who have purchased the stand, we have had situations previously where as many as six small traders were sharing a single six foot table, and getting the same as those who had bought their own stands, which was not even and this redresses that.
There will be no reselling of any stand or part of that stand at any Dragonmeet (Prime or Call to Adventure) without informing Dragonmeet management. Anyone found to be selling or subcontracting any part of their stand without prior consent from Dragonmeet management will be removed from the show with no refunds issued.
ENTRANCE TO LONDON EXCEL
By car or van, if you’re using satellite navigation please enter the postcode E16 1FR for the entrance to the car park or what3words ///cheer.events.began.
If you’re bringing stock in by vehicle, you need to book in via Excel’s Voyage system, this will require that you choose a slot to bring your vehicle in, and to choose a door through which to enter. Our designated arrival doors for both days are S7 and S8, with S9 being reserved for taking vehicles out of so there’s no getting vehicles caught inside the halls. When the vehicle type is selected, it will indicate how long you have to unload that vehicle and then take it back out to be parked. Parking is charged per 24 hours, so for those with less to load in, it might be better to choose a later slot so that you can be in and out before the 24 hours expires. Last arrival into the hall is 21:30.
Voyage can be accessed through the button below
If you’re coming in by foot, the nearest station is Customs House as we are at that end of the building
COLLECTING YOUR PASSES
On entrance into the venue by vehicle, you will be met by one of the team who will give you all the passes your stall has ordered, it is then your responsibility to ensure those passes are distributed to your team as required. We will not be issuing single passes and then holding the others. If you need to buy more passes or furniture on the day, or have any other queries, see the Help Desk in the upper left of the hall, column A, Positions 2 to 6. Everything can be resolved from that desk.
If arriving by foot on friday, you will be entering through the organisers offices outside hall S9, your passes will be given to you at that point. This entrance will still be available on Saturday morning till the 09:00 door lockdown. If you are arriving after the lockdown, you should come in via the main entrance in Hall S6, and go down the GM/Demo team line to speak to the crew on the desk who will be able to help you.
If you are collecting passes for a shared stand (Multiple traders on a single stand), the company that made the booking will be the one who the passes are listed under, and as above, all passes will be handed out at the same time.
Setup / opening / TEARDOWN OVERVIEW
In a departure from previous Dragonmeet protocol, we have the halls at Excel for the entire of Friday and will be allowing entry from 13:00 in the afternoon after all the tables, chairs, and shelf scheme have been erected. Entrance times can be chosen by using the Voyage system as noted above.
On Saturday, the halls will be open from 07:00 to allow those travelling on the day to set up, but given the additional size of the halls, we are recommending that setup should be done on Friday where possible.
The Trade Halls are open for trade on the Saturday from 09:30 until 18:00 due to Excels shorter opening hours to allow us to clear the halls.
When the halls are closed, we understand that it takes a short while to get all the members of the public out of the halls, but takedown of stalls can commence as soon as the closed announcement goes out. For those who came in by foot, you can leave by the Organisers Office in S9 when ready, or through any of main doors that might still be open.
Vehicular departure from the halls can only be done when the stall has been packed down, ready to be loaded into the vehicle, signal to one of the Dragonmeet team that you’re ready to go and they’ll approve your vehicles being allowed into the hall. To be clear, we want takedown to be as clear as possible, so only signal that you’re ready to leave when you are ready to leave, we’ve built space into the halls, but all vehicular access when people are moving around still needs to be monitored.
If there are any issues, please see one of the floor managers, Tracey (Viking), Jude (Rocket), or Simon (Sparkles).
All stands are required to remain open till 18:00 even if all stock has been sold. If you have an emergency that requires you to leave the hall, advise Jude, Tracey, or Simon on the day and we will do our best to accommodate you.
On both days, our tenancy at Excel is confirmed till 23:00, but that 23:00 is to be clear of halls and building, not to be still in halls. Where possible, we are requesting that exhibitors are clear by 22:00
Delivery of stock
Stock can be delivered on any of our open days by arranging with us directly or by using one of the fulfillment companies that are working the show such as GMS or Zatu
Cancellation and Refund Policy
Refunds are possible for stands up to Friday, October 2nd, any cancellation will incur a £30 charge to cover our administration and a credit note will be issued for the remainder. Reimbursement can be done by Paypal or Bank Transfer.
After Friday, October 2nd, it is significantly more difficult to find other traders to take the stand, so cancellation will only be possible if an alternative can be found. If there are other traders on the reserve list who could take the booking, and if the booking can be transferred to another trader, we will immediately refund the trader that wishes to cancel, subject to the 15% cancellation charge.
If the booking cannot be transferred and there are no other traders wanting to take the space, there will be no refund issued. As always, we will work with traders where we can. Please email us if you have any issues.
Insurance and Paperwork for consumables
We get asked every year if our insurance covers traders for losses at the show.
It does not
We have public liability and cover for our own equipment and volunteers, but have no insurance to cover any loss of stock for any reason at the show. While we do make our best endeavours to ensure that everything runs smoothly on the day and without loss or incident, all traders are required to carry their own insurance to ensure that any unforeseen losses are covered for them. All traders, including those sharing stands under a primary purchaser, must have their own insurance for the show.
If you are selling any form of consumable product (food and drink), then we will need the full details of what you are selling so that Excel’s health and safety team can confirm and approve it.