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

Oxford Examination Schools
75 – 81 High St, Oxford, OX1 4BG

Event Date

November 22^nd 2026

Open for setup

9.30am TBC

Doors open to public

11am

Doors close to public

4.30pm

Exhibitors to vacate by

TBC

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

There is no exhibitor parking at the venue, please do not try to park there or ask to do so. With a bit of careful coordination, it will be possible to turn up by car if absolutely necessary to unload outside the front, but please move off as soon as possible to allow others to unload.

Exhibitors should be able to setup from 9.30 TBC. Please be patient when arriving at the building to setup your gear. We’ll have some people in hi-vis jackets to give advice and help things move smoothly.

The Botley Road has re-opened again. The Seacourt/Thornhill Park and Ride stops outside the exam schools as do many local buses, the London buses and airport buses which also stop at High Wycombe. Mnay exhibitors use a wheelie suitcase to transport their books and supplies.

Parking

There is no exhibitor parking at the venue.

There is a car park at the Plain and it is possible to park at Oxford Brookes using an app. If you are not familiar with Oxford and come by car make sure you approach the Plain via the Iffley Road. Automatic cameras issue fines for continuing on into the city centre at St Clements on the London Road.

There is parking in Oxford, though some can be expensive. The cheapest (and probably furthest) is the large Westgate Shopping Centre car park, but that is only accessible from the Botley Road without passing through a filter camera. 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 either 3 or 4 examination tables pushed together to make different configurations. The ‘regular’ sized pitch (3x tables) are 135cm (4ft 5in) wide and are just right for most exhibitors to sell their books from.

The ‘large’ size, comprising of 4x tables is 180cm (5ft 11in) wide and more suited to those that might have a larger catalogue of books or wares to display.

The depth of the tables is 75cm (2ft 5in) and the height is 72cm (2ft 4in).

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 no 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.

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.

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

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.

Location

Oxford Examination Schools
75 – 81 High St, Oxford, OX1 4BG

Directions

By Car: The M40, M4 and A34 provide easy access to Oxford from London and the south. The M40 links Birmingham to Oxford from the north. The A420 and A40 approach Oxford from the west.

Parking: We are unable to offer parking for Festival events. Parking in Oxford city centre is limited. Visitors are advised to use one of the five Park & Ride systems, which are all clearly signposted from the Oxford Ring Road. The nearest car park is at St Clement’s Street, OX4 1AB.

By Bus: Oxford has an extensive network of local buses, making it easy to visit the town centre from every direction. The main Festival site is a short 5-10 minute walk from central bus stops. The closest bus stops are outside the Exam School. There are also fast and frequent bus services from central London that also stop at the venue.

By Train: Oxford has a centrally located train station with frequent and direct train services from London and Reading, as well as from Birmingham via Banbury and Coventry. Oxford Parkway station, north of the city, serves London Marylebone. The main Festival site is a 25-minute walk from the station.