Exhibitors Info

Welcome to the exhibitor centre. Here, you will find all the information you need to successfully exhibit at our next event.

Please take the time to read the information and instructions on this page to help you set up on the day.

We will update this page on a regular basis, so please do come back regularly to check details.

If you are subscibed to our newsletter, then we will keep you up to date about any important changes and future events.

Event Location

Magdalen College School, Cowley Place, Oxford, OX4 1DZ

Event Date

July 12^th 2026

Open for setup

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Doors open to public

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Doors close to public

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Exhibitors to vacate by

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Badges

We’re putting out name badges with lanyards on your table to help you identify your place and to wear if you like. It’ll help people recognise you.

The lanyards are colour coded; the RED lanyards will be worn by organisers or volunteer helpers who can assist you on the day.

Loading, Unloading, Travel

Check back for official time of opening for setup. There is only limited parking at the event.

Please be patient and resourceful when arriving at the building to unload your gear. We’ll have some people in hi-vis jackets to give advice and help things move smoothly.

There is a car park at the Plain and it is possible to park at Oxford Brookes.
If you are not familiar with Oxford and come by car make sure you approach from the Plain (East Oxford / London Road / Iffley Road). Automatic cameras issue fines for continuing on into the city centre from Abingdon Road etc.

Note also, that there is NO ACCESS to the city via Botley road as it is closed at the train station for extensive works. Do not exit the A34 at the Botley Interchange, instead use the next one south at Hinkey Hill (ring road) where you will find a park and ride. To continue into Oxford, Turn right at the lights at the Tesco Metro then left along Iffley Road.

The London buses and Park and Ride buses stop almost outside the venue.

Parking

There is limited exhibitor parking at the venue please follow instructions from staff at the venue.

There is plenty of parking in Oxford, though some can be expensive. The cheapest (and probably furthest) is the large Westgate Shopping Centre car park. St Clements Car park is the closest. Please check parking availability in advance and plan your day.

The Thornhill park and ride stops close to the venue.

Accessibility

A map of blue-badge parking in Oxford can be found here.

Table Setup

Pitches are comprised of 6ft tressle tables. ‘Large’ pitches occupy the whole table, while ‘Regular’ ones are a half-table, shared with one other.

Breakdown

Similar rules for breakdown regarding cars will apply. Again, do be patient with the staff who will attempt to make things run as smoothly as possible. There is limited parking at the event, so it may be wise to ensure that you have eveything ready to go before fetching a car to load up.

Venue Rules

Here are some important venue rules which ALL exhibitors must comply with for safety and protection of the building. There will be venue staff present throughout the day to help everyone, and they will advise and if necessary enforce these rules (which may result in the extreme case of non compliant exhibitors being expelled by security – this is outside our control and no refunds will be issued in such cases)

Power

There are limited wall sockets located around the walls and are available ONLY to the outer ring of tables. The central rings of tables do NOT have access to power. Please share these sensibly with other exhibitors.

Please bring a suitably rated extension lead to run from the wall behind you to your table. We cannot supply extension leads. Ensure that your lead is run to avoid tripping by yourselves and fellow exhibitors.

ALL devices connected to the mains supply MUST be PAT TESTED and acompanied by the relevant certificate. It is YOUR responsibility to ensure that this is done. Venue staff may check equipment and ask you to unplug anything which does not comply.

Wi-Fi

The venue has WiFi throughout which can be used for your ePOS systems etc.

We don’t know the WiFi password, but when we do, we’ll stick something to a wall or door before the public arrive.

We can’t be responsible for the quality or continuity of the connection but will endevor to let the venue owners know if there are any problems. It would be wise to have a backup plan for your ePOS such as WiFi hotspot from your mobile phone to card reader in case of problems.

Other Venue Rules

DO NOT stick or pin anything to walls or parts of the building. Keep gangways and public walking spaces clear of boxes, banners etc. Avoid trip hazzards and be mindful of of obstructing emergency escape routes.

Photography

We will have an official photographer (wearing a book fair hi-vis jacket) taking photographs and videos for publicity, social media and our website.

Please gather in front of the stage for the opening where there will then be an opportunity for a full group photo of all the exhibitors. The photographer will be up on the stage so hopefully everyone will be in shot.

Bring a book and hold it nicely for the first photo, then when instructed hold it up high and cheer for the second one.

The lighting might be a little low in the venue, so if you hold your book STILL then it will be in focus.

Please take lots of photos and videos throughout the day and post them to social media. Tag us on Facebook and Instagram and we’ll like and share.

Book Launches

We will email exhibitors with an opportunity to book a free 5 minute pitch

Please go to the stage 5-10 minutes before your scheduled slot to meet with the host who will be introducing you. You can let them know how you would like to be introduced. Keep it to a strict FIVE MINUTE eleveator pitch, let people know who you are and most importanty what table you’re at and where it is so they can go buy your book.

Social Media

Make sure you Like and Follow us on Facebook and Instagram.

Also send posts of the event throughout the day and the time leading up to and after the event. We will have a small team in helping to promote the event on social media platforms. Make sure you folllow us and get involved with the conversation to help grow awareness.

The summer event is being hosted by the Oxford Festival of the Arts. They’re providing the venue free of charge to us, so to help keep that relationship strong (and allow us to keep the exhibitor fees at a minimum) pleae mention them in your social media. Follow them, and repost their messages from Facebook and Instagram on @artsfestivaloxford, Twitter on @artsfestoxford and link to their website at www.artsfestivaloxford.org.

Some pre-made social media graphics will be made availible for you to download and use. Check back here when they are ready.

Some useful links to add to your posts:

Our Website: www.oxfordindiebookfair.co.uk
Oxford Festival of the Arts: artsfestivaloxford.org

Booking

Bookings are accepted by purchasing a pass through this website only. Please DO NOT send money unless you have a proper link to buy a current exhibitors pass or your reservation may not be made.

Cancellations/refunds cannot be accepted within 1 week of the event. Refunds cannot be made for no-show on the day or for event cancellation outside our control (eg: emergency with location).

Once you have made your booking, we will send a link to a form for you to add your own profile information which will appear on the website directory listing for the public to see.

Sub-letting of tables is not permitted and bookings are non-transferable. For safety reasons, we have to limit the number of people at the regular sized tables to TWO persons as the space is very limited.

Any persons causing a disturbance or offence to exhibitors, visitors, organisers or venus staff may be asked to leave the event and may face a ban from exhibiting in the future. Abusive nature of any kind will not be tolerated.

Help & Questions

If you have any questions or need help on the day then our team member Shona Nicholson will be on hand to assist. We also have a number of voulenteers to help out.

Contact

Magdalen College School
Cowley Place, Oxford, OX4 1DZ

Directions

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Public Transport

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