Start with the format you repeat most, not the most impressive one. For stand work at ExCeL, Olympia and the Business Design Centre, the Pro V1 at EUR 6,990 net is the usual first purchase: it holds up across a full show week and takes the AI modules clients ask for. The Compact at EUR 4,990 net suits roadshows, showrooms and smaller client evenings, where transport and floor space matter more than presence. Agencies pitching press days and fashion or retail formats tend to add the Mirror Pro at EUR 9,990 net as a second unit rather than a first. The StudioCabin V2 at EUR 16,990 net is bought for permanent installations in hotels, venues and flagship stores. All prices are excl. VAT and quoted ex works. The common London pattern: one Pro V1, then a second unit once two quarters of diary prove the demand.

In less space than most teams expect, which matters at London rates. Each system travels and lives in a flight case on castors, so it fits a storeroom, a basement or a corner of an agency studio rather than a rented unit. The cases stack, so a second and third system do not triple the footprint. Transport is the other half of the question: a case goes into a standard van or a large estate, so your own team can move the system between a City client evening and a build day at ExCeL. Two London details are worth planning for. Your vehicle needs to meet ULEZ standards, and central venues sit inside the Congestion Charge zone, so the run still carries a cost even when the hardware is yours. Lift access and door widths are the usual constraint in converted buildings; we send case dimensions and weights before you buy.

Once at the start, then never again for UK dates. The shipment leaves our German logistics network as an export, so your customs broker files an import entry using your EORI number, the commercial invoice and the commodity code. We supply the invoice and the code with the consignment. Import VAT and any duty are settled at the border, and most VAT-registered companies use postponed VAT accounting, so import VAT appears on the next return instead of tying up cash at the port. Our prices are quoted ex works and excl. VAT, so freight and those charges belong in your landed-cost figure. After clearance the system is UK stock: it moves between Olympia, ExCeL and a Canary Wharf office with no paperwork at all. Lead time is confirmed on request, and three to four weeks is a comfortable window for branding and the CRM connection.

Only for events outside the UK. Inside the country an owned system needs nothing: it is your property, already imported, and it travels between venues like any other equipment. That is the practical break from hiring, where each booking brings its own temporary-admission paperwork and a border risk on build day. For a London agency with European work — a launch in Paris, a show in Amsterdam, a client event in Milan — an ATA Carnet is the standard route. It lets equipment enter temporarily and return without duty being charged, and your freight agent or the London Chamber of Commerce issues it against a list of serial numbers and values. We provide the technical documentation and the values for that list. Arrange it before the equipment moves, because a carnet cannot be applied retrospectively. Teams with regular EU dates usually set up one multi-country carnet a year.

Three lines, and none of them is a surprise if you plan for them now. The UpReach software ecosystem — capture engine, cloud CMS, white-label frontends, consent and lead-gating layer, CRM connection and fleet dashboard — is included for twelve months with the purchase and then continues on an annual contract, with the conditions written into your quote before you buy. AI modules are the second line and are always credit-based and modular: face swap, AI background removal, 2D-to-3D depth and GlamBot are booked per campaign, so a 300-guest client evening in the City consumes a fraction of what a five-day exhibition does. The third line is physical: prints, media and the occasional spare part, bought as you would for any professional printer. Storage and transport inside London belong in the same calculation, which is why the flight-case footprint is worth checking against your actual store cupboard.

Does the hardware meet ExCeL and Olympia site requirements?

You are, and the terminal is built so you can act like it. Consent is collected on the touchscreen with separate, unticked boxes for contact details, image rights and marketing use, which is what UK GDPR and the Data Protection Act 2018 expect instead of one bundled tick. You define the fields, the legal wording and the retention window, and every record carries a cryptographically secured consent timestamp — the evidence an ICO enquiry or an internal audit asks for. That weighs more in London than in most cities, because a large share of the calendar sits in banking, insurance, legal and professional services, where compliance reviews the wording before the event. Where UpReach processes data on your behalf, you get a processing agreement and documentation of the data flows. AI image processing runs GDPR-compliantly and the platform is EU-AI-Act-ready. An edge/offline mode is bookable for sensitive deployments.