EQUITANA 2017 Important information

Transcription

1 EQUITANA 2017 Important information Dear Exhibitors, Friday, 20 January 2017 It s not long to go until the 24th edition of EQUITANA in Essen. To help ensure the setting-up of your stand runs as smoothly as possible, and to help you get the most out of your participation please find below some important information. This is for your benefit so please read this carefully! Please direct your questions at the relevant team member: Exhibitor service prior to the event Ms Anna Lena Grytz phone: +49-(0) annalena.grytz@reedexpo.de Ms Verena Schloeßer phone: +49-(0) verena.schloesser@reedexpo.de Ms Stephanie Sieker phone: +49-(0) stephanie.sieker@reedexpo.de The appropriate contact person for your hall will tell you during the setting-up. Order of extra services Customer Service Center phone: +49-(0) csc@reedexpo.de Accounting Ms Stephanie Habon phone: +49-(0) stephanie.habon@reedexpo.de Sponsor service, marketing & advertising Ms Christiane Ullmann phone: +49-(0) christiane.ullmann@reedexpo.de Ms Thea König phone: +49-(0) thea.koenig@reedexpo.de Ticketing, admission vouchers, congresses Ms Caroline Dach phone: +49-(0) caroline.dach@reedexpo.de Exhibitors with horses, presentations in the riding arenas, evening shows Ms Judith Schimm phone: +49-(0) judith.schimm@reedexpo.de Detailed technical drawings of your stand including the position of the supply channels or ceiling hangings can be obtained directly from the technical department at the Essen fairgrounds / Messe Essen by fax: +49-(0) or by technik@messe-essen.de The Service Office at Messe Essen can be contacted on phone +49-(0) The whole EQUITANA-Team is looking forward to welcoming you soon in Essen! We would like to wish you a safe journey and hope all your preparations run smoothly. Yours sincerely, Reed Exhibitions Deutschland GmbH, Project EQUITANA i.v. Christina Uetz Event Director 1 i.v. Anna Lena Grytz Project Manager Sales

2 Important Information Exhibitor passes! As usual, exhibitor passes can be collected in the EQUITANA Show Organiser s Office ( Saal Westfalen, staircase at hall 4 A) starting from Monday 13 rd of March a.m. The passes entitle you for a use of the local public transportation during the duration of the exhibition. The exhibitor passes will only be handed out if the stand rental has been fully paid. Please make sure that the exhibitor passes are picked up until Friday, 17 th March 2017, either by you or an entitled colleague. From the opening of the exhibition on Saturday 18 th March 2017, it is not allowed to enter the exhibition area without a valid exhibitor pass. Exhibitor passes for colleagues who arrive later can only be put aside at the Business Center at Entrance West. Unfortunately it is not possible to leave any exhibitor passes or other admission authorisations at the Information Counters. Please consider that the exhibitor passes authorise to enter the exhibition area only once per day! When you need to leave the fairground during the opening hours, please ask the security staff for a re-entrance badge for the particular day. Exhibitor party We warmly invite you to our EQUITANA exhibitor party on Tuesday, 21 st March 2017 from 8.00 p.m. in hall 8. Meet all exhibitors of EQUITANA in a comfortable setting with a great party afterwards. The evening promises to be a very special occasion. You can order tickets at the Online Service Center ( with form O_04. Tickets include cold and warm buffet and two drinks. After p.m. the entrance is for. Checklist exhibition prep We would like to remind you that in addition to the order forms, there is also a checklist available in the Online Service Center. Please use this checklist to help ensure your preparations run as smoothly as possible. Gastronomy during set-up time During the set-up time, there will be catering in hall 8! The opening hours are: 13 rd -14 th of March, p.m. 15 th -17 th of March, p.m. and p.m. Hotel Service To make your stay as enjoyable as possible, we are working once again together with different hotels. A list with all partner hotels and booking forms are available at For further questions, please contact us via hotel@equitana.com. 2

3 Dogs For safety reasons visitors are not allowed to bring dogs to the fairground. We therefore ask exhibitors and show participants to bring dogs only in exceptional cases. In such cases, the local law for dog owners must be abided by. As there are no run areas at the fairground, and dogs are not allowed to walk around at any time (neither during show opening nor closing times), we strongly recommend that dogs are not brought to the exhibition grounds. Should it be necessary, however, to bring a dog, it must be ensured that the dog remains at your stand and is quiet. Dogs need to be on leash all time! Exhibitor s and show participant s dogs need to be register by to caroline.dach@reedexpo.de in advance. A suitable mark for the dog (to wear at the neckband) can be picked up in the show office after advanced reservation. The dog s vaccinations must be up-to-date (please have a copy of the vaccination pass with you). For special breeds of dogs which apply to the fighting dog rules, the owner must provide a valid permission upon request. Invite your customers! You have the opportunity to invite important international customers and business partners to EQUITANA for! For this matter, please use order form M_03 in the Online Service Center. The form contains a guest list template as well as an information sheet for your guests. For your German customers we offer Print-Voucher or E-Codes for your mailings. Only the used vouchers will be invoiced after the trade show. Not used codes will expire of charge. Invite your customers and make sure that they are informed about your participation at EQUITANA. Make use of our new quantity discount. Further information you will find at the Online Service Center (form M_02). If you have further enquiries, please contact caroline.dach@reedexpo.de, phone: +49-(0) Smoking prohibition inside halls and stables Smoking is strictly forbidden in all exhibition halls, including Galeria and stables. Smoking areas will be set up outside. Exhibition stand construction regulations We kindly ask you to regard Messe Essen s special regulations as well as the technical guidelines (see at the Online Service Center Trade Show Information ). A structural engineer of Messe Essen will control all stands during the set-up and will ask for certificates of stand construction security in certain circumstances. In everyone s interest of safety, the structural engineer may ask for improvement of your stand construction. Please regard the cost charts of Messe Essen at the Online Service Center (form R_03) as well. Please do not hesitate to contact Alexander Kahl for further questions (alexander.kahl.reedexpo.de, Tel. +49-(0) ). 3

4 Please observe the minimum stand construction requirements: stand walls (form T_01 or stand rental form T_03) the laying of carpet (form T_07) putting up a visible sign with the company s name on it If you still need to order an exhibition stand, our partner System Standbau Gesellschaft m.b.h. will be happy to advise you by phone. +49-(0) You will find a range of stands for rent in the Online Service Center (form T_04 and T_05). Tents are not allowed as stand construction due to safety and fire regulations! Stand partition walls (-of-charge) If you require stand partition walls for your booth please order them by using form T_01 in the Online Service Center. Messe Essen will provide them -of-charge. All partition walls are light grey system walls. Please note that all walls must be left in perfect condition after the show. Messe Essen will charge for any damages of the walls. You are obliged to familiarise yourself early with the construction features of your stand space (pillars, fire extinguishers etc.). Detailed plans can be obtained from the technical department at Messe Essen by fax: +49-(0) or by technik@messe-essen.de Driving prohibition on Sundays Please note that in Germany it is not allowed to drive trucks on Sunday. Please keep this in mind for the dismantling on Sunday, 28th of March Please contact your shipping company for details. 4

5 HOW TO FIND US Essen Emission Zone As from 1 July 2014 only vehicles with a green badge have the permission to enter the Ruhr area as part of low emission zone. The special permit for entering the fairground of Messe Essen without a green badge is expired! Therefor a green badge is necessary! What sticker your vehicle receives can be found with the help of the emissions table on your vehicle registration document. A sticker can be obtained from the motor vehicle licensing office, from ADAC, or from the quality testing authorities (TÜV, DEKRA, GTÜ, GTS), but also in any repair garage that performs exhaust gas analysis. 5

6 SETTING-UP OF STANDS Set-up times Daily (10 th 16 th of March, 2017) between 7.30 a.m. and 8.00 p.m. To ensure preparations run as smoothly as possibly, we recommend you complete setting-up of your stand by Wednesday 15 th of March, Until this day, vehicles can access the fairground longer than Thursday and Friday (please see traffic guide & logistic plan enclosed). By 6.00 p.m. on Thursday, 16 th of March 2017, all materials for your stand construction must be inside the hall. Please also note that Messe Essen service offices close at 6.30 p.m. Important: the logistic area 1 will be closed for vehicles from 6 p.m. on Thursday, 16 th of March 2017 (this affects in particular exhibitors in hall 5 and 10; please check FG 1 on the enclosed traffic guide & logistic plan). Your stand must be ready by 1.00 p.m. on Friday 17 th of March 2017 at the latest. From 7.30 a.m. to 4.00 p.m. it is intended you put the finishing touches to your stand. All vehicles must leave the halls latest by 4.00 p.m. to allow the stabling of the horses. Also the cleaning team will start the final cleaning before the opening of the fair. Labeling on floor The layout planning color this year is RED! Please use the red lines on the ground as an orientation for your set-up. Special passes for setting-up and dismantling are NOT required! Early set-up In special cases it is possible, with the permission of the show management, to start setting up earlier. Please call Ms Ricarda Neissner on Tel.: +49-(0) for further information. Please note that Messe Essen charges a early set up fee per day. Vehicle admission & entrance deposit - It is not necessary to pay a deposit before or on Monday 13 rd of March On Tuesday 14 th of March vehicles can access the fairgrounds all day by paying a deposit of On Wednesday 15 th of March 2017 vehicles can access the fairground by paying a deposit of 100 for 3 hours. For further details of entry times and the deposit schedule, please see the enclosed traffic guide & logistic plan. The deposit will be returned when you leave the exhibition grounds within the time indicated on the deposit receipt. From Thursday 16 th of March 2017, please report first to the Vehicle Registration ( Anmeldung ) on car park P9 from where the traffic flow will be regulated. 6

7 In addition you may use the shuttle service on Friday 17 th of March for transporting material and goods to your stand. The of charge shuttle service is organized by Messe Essen simply contact the logistics department, a member of staff at the gates or in the halls if you wish to make use of it. In order to keep the traffic flowing smoothly around the grounds, all vehicles must be removed immediately after unloading has been completed. The following car parks are available for short-term parking: Car park P2 for vans and lorries Car park P5, P6 for cars without trailers Access to the halls Depending on the weather conditions, it is possible that not all hall gates are open throughout the day. To open the gates please contact the foreman of the hall (staff from Messe Essen with neon yellow jackets). In the case no contact person is available please contact the coordination center by phone +49-(0) Please tell them your exact position (number of gate, see mark at the gate) in order to make sure you will be found. The doors next to the gates are open all time in case you are carrying light baggage. PARKING / LOGISTICS Parking Long-term parking tickets for vans, lorries and mobile homes can be ordered using form O_02 of the Online Service Center. The number of parking spaces is limited so we advise you to order early. The parking of vehicles within the exhibition ground is subject to special regulations. Illegally parked vehicles or those blocking emergency routes, will be towed away at the owner s or driver s expense. We also ask you to observe the no-parking areas outside the exhibition grounds, because wronglyparked vehicles will be towed away immediately. The parking of vans, trucks, mobile homes etc. on pavements is strictly forbidden. Double-parking is not allowed on parking spaces, nor is it allowed to park vans across them. STAND DELIVERIES Delivering goods to stands during the duration of EQUITANA from 18 th 26 th of March, 2017 Against a deposit of 100 it is possible to drive into the fairground logistic area in order to deliver goods to your stand as follows: Halls 1, 2, 3, 4, 7, 8, 10/ between 9.00 a.m. and a.m. as well as 7.00 p.m. and 8.00 p.m. for an hour Halls 5, 9 and upper floor halls (6.1, 7.1, 8.1, 9.1) between 8.00 a.m. and a.m. as well as 7.00 p.m. and 8.00 p.m. for an hour 7

8 Please note that the old load elevation from the courtyard to hall 9.1 is no longer available! Instead, a temporary elevator is located in Hall 4a (next to the escalator to the upper floor), in particular for the placement of hall 6.1 and 9.1. The delivery is possible via Galeria and the outside area air in front of hall 2 and 5. STAND SECURITY Security in the halls during the exhibition is provided by the organisers, although they are not responsible for the security of individual stands. Should you require this service, please use form O_09 of the Online Service Center. Our security service partner is the company RGE Servicegesellschaft Essen GmbH. It is not allowed to use private security guards. WASTE DISPOSAL At the end of each day, please place any refuse for disposal in front of your stand. You must bring your own rubbish bags or purchase them from the Messe Essen Service Center. You may also use the large refuse containers in the halls on the first floor. Please dispose your waste during the show here in order to keep the aisles. For the disposal of larger quantities of waste from your stand please contact Messe Essen s environmental protection department (Umweltschutz): Mr Bujok phone: +49-(0) or Mr Bylsma phone: +49-(0) Waste in particular packaging - that is not properly disposed could block escape routes in the event of an emergency! Piles of waste behind stands or in the aisles also represent an increased fire hazard! Please keep the escape routes under all circumstances! DELIVERY OF GOODS Schenker Deutschland AG is the official carrier of the Essen Exhibition Center. Please contact them directly if you wish to arrange deliveries: phone: +49-(0) , Fax: +49-(0) Please ensure parcels and letters are labelled with your exhibitor name, contact person including mobile telephone number, hall and stand number. It is necessary that there is somebody on your stand to receive the delivery. Please inform any subcontractors on your stand accordingly. If you wish that gods are delivered to your stand without acknowledgement of receipt, please inform your deliverer that you agree with this approach. Please note that the EQUITANA show office in the Saal Westfalen and Messe Essen are NOT able to receive any letters, parcels or delivered goods. Both parties also accept no responsibility for goods left on your stand or elsewhere which has not been signed for. We thank you for your understanding! 8

9 Using of forklifts Please note that according to the Messe Essen technical guidelines, the operation of own cranes and forklifts at the exhibition grounds is permitted. Only the equipment from the forwarders obliged to operate on the ground. The freight forwarders shall exercise the sole right of carriage in the exhibition grounds. The transfer of exhibits, stand constructions, etc. to the booth including the provision of possible auxiliary equipment as well as customs clearance for temporary or definitive importation. You can already book forwarding services in the online service center form T_17. We are looking forward to a smooth and successful EQUITANA 2017 with you. Please do not hesitate to contact the EQUITANA team for further information. We will be pleased to help you! 9

10 Traffic guide: Access to the fairground / schedule deposit as on October 2016 / Subject to alteration Deposit periods Access of deposit all-day lenght of stay 180 min. length of stay 60 min. length of stay 30 min. lenght of stay Fairground closed Vehicles prior to access the fairground Early for dismantling: Hand out of access slips on , from 9 a.m. to noon at the Service Center Friday Moday Tuesday Wednesday Passenger car Car with trailer, Van, etc. Trucks, Semitrailer etc. Dismantling Exhibition Set-up Thursday Friday Saturday. Saturday Sunday closed fairground from 10 a.m. on end of exhibition at 7 p.m. Start of step-by-step access for dismantling vehicles from 9 p.m. on Monday Tuesday Wednesday Type of vehicle all-day all-day all-day 180 min. 180 min. 180 min. 30 min. 60 min. 180 min. 30 min. 60 min. 180 min. Fairground closed to vehicles 10 a.m. - 7 p.m. 60 min. 60 min. 60 min. 60 min. 60 min. 60 min. fairground closed fairground closed fairground closed < 7,5 t > 7,5 t 60 min. 180 min. 180 min. 60 min.

11 Traffic guide: logistic plan set-up and dismantling as on October 2016 / subject to alteration Gate 2 Access: FG IV Exit: FG III + IV Gate 1 Access: FG III FG III FG IV On the exhibition ground the German Road Traffic Regulation (StVO) applies. A maximum speed limit of 10 kilometres per hour must be observed unconditionally No parking - areas must be kept clear all times SService Hand out of the access passes, needed on : Friday, a.m. - noon Constructionsite P with costs Dismantling: Vehicle s on from 2 p.m. on FG I FG II FG II Messe West Messe Süd Messe Mitte Messe Ost Set-up: on and -17 Dismantling: on from 2 p.m. on and on Gate 4 Gate 6 Access: FG I + II Exit: FG I + II The deposit of 100,- will be lodged at the access gates. Please notice the enclosed scheme Access to the fairground / schedule deposit. The deposit will be refund at the exit gate, when leaving the fairground by observing the time limit quoted on the green letter of deposit.