EXHIBITOR GUIDE. Specific Rules of Participation. 28 February to 3 March 2017 Madrid - Spain. Trade Fair for Innovative Water Management Solutions

Transcription

1 Trade Fair for Innovative Water Management Solutions 28 February to 3 March 2017 Madrid - Spain ORGANISED BY: EXHIBITOR GUIDE Specific Rules of Participation IFEMA - Feria de Madrid (+34) siga@ifema.es

2 1 HOW CAN I BE AN EXHIBITOR? 2 PRICES FOR PARTICIPATION 1.1. Space may be booked by completing the Application Form for Participation which can be found at, and completed online, ed to siga@ifema.es or faxed to: (+34) The Application form should be accompanied by confirmation of payment of the booking fee To apply to participate, it is an essential prerequisite that the area of operation of the company, or public or private body, is included in the target markets for SIGA (see market sectors in the Application for Participation document). Only the Event Organisers are authorised to accept applications and allocate space Should the CONTRACTING COMPANY designate another entity to be the BILLING COMPANY, details of both companies must be given on the Application Form, which must also be signed by both. Payments must be made in accordance with the calendar shown in the Exhibitor's Guide Signing and submitting Application Forms implies acceptance of IFEMA's General Participation Regulations and of any specific rules that may be applied by the Show Management Once space has been allocated,, the Event Organisers will issue the EXHIBITION CONTRACT with a position plan and fees for the proposed stand, together with all the information about services offered by IFEMA to help maximise the value of attendance at the Show The exhibitor's failure to participate will occasion the loss of any amount paid in advance. Should the cancellation take place within the 30 days prior to the inauguration of the Event the exhibitor may be required to pay the full amount for the space, even if it is subsequently occupied by another exhibitor. (See article 7 of the General Rules For Participation). EXHIBITOR DISCOUNT 5% discount for early payment * 2.1. The Show has different participation formats: Two all-inclusive modular stand formats (one for spaces from 16 sq.m. on and another for spaces from 80 sq.m. on) and a free design format for spaces over 32 sq.m. In all cases, maximum exhibition area per company is 150 sq.m. * Exhibitors who remit 25% of their fee before October 21, 2016 will enjoy a discount of 5% off their final invoice for the contracted space. Not applicable to services. Similarly, those companies contracting any of the "All inclusive" stands will receive the discount on the part corresponding to the surface area booked. A) FLOOR SPACE + TURNKEY STAND (Stand Type A ) TARIFF Minimum contracted area: 16 sq.m. Maximum contracted area: 150 sq.m. Associated** Non Associated 16 sq.m. Stand VAT (1) VAT (1) Additional sq.m. 160/sq.m. + VAT (1) 170/sq.m. + VAT (1) B) FLOOR SPACE + TURNKEY STAND (Stand Type B ) TARIFF Minimum contracted area: 80 sq.m. Maximum contracted area: 150 sq.m. Associated** Non Associated 80 sq.m. Stand VAT (1) VAT (1) Additional sq.m. 200/sq.m. + VAT (1) 210/sq.m. + VAT (1) 1

3 C) FREE DESIGN STANDS TARIFF (Floor space only) Minimum contracted area: 32 sq.m. Maximum contracted area: 150 sq.m. ** Consult Associations included in this promotion 2.2 GENERAL SERVICES Participation as an exhibitor automatically entails the purchase of: Civil Liability Insurance (*): 52,61 + VAT (1) "Multifair" insurance (*): 49,93 + VAT (1) Minimum electricity consumption (0,13 kw/sq.m.) (*): 3,738 /sq.m. + VAT (1) Marketing Package (*): VAT (1) (*) Included in the two Modular "All Inclusive" Stands The Marketing Package is a concept that encompasses access to the following services and elements: PROMOTIONAL ELEMENTS Associated** Includes the exhibitor name and details in: Non Associated From 32 to 49,5 sq.m. 129,27/sq.m. + VAT (1) 139,00/sq.m. + VAT (1) From 50 to 99,5 sq.m. 122,76/sq.m. + VAT (1) 132,00/sq.m. + VAT (1) From 100 sq.m. on 116,25/sq.m. + VAT (1) 125,00/sq.m. + VAT (1) SERVICES Exhibitor Area: available from, and allowing: Completion and Updating of Company Details and products for the official Fair catalogue. Access to the Trade Meeting Point: database of professional visitor members of the Trade Meeting Point to make contact, send information, invite to the stand, etc. Meeting Manager: a program for offering and managing appointments and meetings at the Fair, with other exhibitors and visitors from the Trade Meeting Point. Obtain your stand plan. Account Statement of your online invoicing. On-line Booking of Services. On-line Budgeting system. Publishing of news articles and the latest news from your company in a Virtual Press Room. Exhibitor Passes and Invitations for your clients (see point 5) OTHER WAYS TO PARTICIPATE Co-Exhibitors: A co-exhibitor is any company that takes part in SIGA in the same space as the owner of the stand. To access all the elements included in the Marketing Package" each co-exhibitor must complete the Participation Application Form which requires payment of a fee for "Appearance in Elements of Promotion and Services" at a cost of VAT (1). The Advance List of Exhibitors: A digital pamphlet and newsletter to be sent updated from time to time to all participants in the Show (Visitors, exhibitors, the media... and downloadable from ). Official On-line Catalogue of Exhibitors (with advanced search options, prepare visit, request meeting appointment, market sector, etc.) Visitors Guide Plan: Location plan for the list of exhibitors distributed free at the Fair, with the complete programme of all the activities and services at Feria de Madrid. Interactive Information Points at the Fair: Located at various strategic points throughout the Fair accessible to visitors, with the possibility of searching for exhibitors and printing individualised location plans. Information boards in halls: Information on the stand and owner in each of the halls. Group Participation: GROUP PARTICIPATION means participation in which one company or entity is in charge of the participation of a group of companies. The participants have the status of direct exhibitors and each of the companies must complete the Participation Application Form which includes the aspect of "Appearance in Elements of Promotion and Services" at a charge of VAT (1). (1) Companies established on Spanish territory (not including the Canary Islands, Ceuta and Melilla): 10% VAT not included. For all other companies, Spanish VAT will not apply to this transaction. For European Union companies, the exhibitor will be responsible for any VAT due in their country of establishment 2

4 3 MODULAR "ALL INCLUSIVE" STANDS SIGA 2017 offers the option of participating by means of a simple efficient and cost-effective modular turnkey stand formula. A participation formula that allows maximum return on investment and use of resources. Two types of "ALL INCLUSIVE" Modular Stands are available under this format. Participation using an all-inclusive stand model will be compulsory for all reserved spaces of less than 32 sq.m. TYPE A MODULAR STAND Space. Stand that opens into aisles. Grey aluminium structure. Agglomerated walls painted in white. Furniture (regardless of the square metres contracted): 1 table, 4 chairs, 1 stool and 1 display counter. Exhibition carpet. Electrical box with RCD, thermal-magnetic circuit breaker and 500w socket with 130 w/sq.m. power capacity. Lighting by 300w halogen spot rails with 1 spot per 4 sq.m. of stand. Marking in standardised lettering with the name of the exhibitor and stand number, on each wall to the aisle (maximum of 20 characters). Storeroom with door, according to stand size: Up to 16 sq.m.:...1x1 m From 16,5 to 32 sq.m.:...2x1 m 32,5 sq.m. or more:...3x1 m TYPE B MODULAR STAND Space. Stand that opens into aisles. Agglomerated walls painted in white. Inside height 4m. Outside height 5m. Frontispiece with textile frame. Textile ceiling. 3 x 2m Storeroom with door. Furniture (regardless of the square metres contracted): 1 table, 4 chairs, 1 stool and 1 display counter. White melamine platform. Electrical box with RCD, thermal-magnetic circuit breaker and 500w socket for each 16sq.m. with 130 w/sq.m. power capacity. Lighting by 150w halogen, with 1 spot per 3sq.m. of stand. Signage with graphic, exhibitor's logo and stand number on each side facing the aisles. Design for information purposes only BOTH TYPES OF MODULAR STAND INCLUDE Design for information purposes only 3 Minimum electricity consumption (0.13 kw/sq.m.) : Assembly Rights Compulsory Insurance Policies Daily cleaning of the stand (Type A: once a day) Marketing Package NOTE: The section "Stand s Lettering on the Participation Application Form must be filled in as this will be the name that appears on the stand sign, as well as in all the promotional material (Marketing Package) (press releases, web, newsletter, etc.) If this box is not filled in, it will appear with the Trade Name details

5 OTHER MATTERS TO BE CONSIDERED: Any services or changes desired in addition to these characteristics will be at the exhibitor's expense. The distribution of all of the elements that comprise the stand, any extra elements requested, as well as the structural elements needed to support the stand, will aim to adapt to the exhibitor's needs, provided that it is technically feasible and the floor plan with the necessary indications is received fifteen days in advance of the first day of assembly. Once the assembly of the stand has been undertaken, any changes made to the location of any of the elements shall be invoiced if the notification of the same was not given before the established deadline. The elimination or substitution by the exhibitor of anything forming part of the modular stand will not give rise to any cost reduction. All of the material used, both structural and electrical, is supplied on a rental basis and any damage will be invoiced in line with the applicable rate. In addition, any exhibitor may order items that appear in IFEMA's Catalogue of Services. IMPORTANT DATES SIGA SHOW 2017: From 28 February to 3 March "ALL INCLUSIVE" MODULAR STANDS DELIVERY: 26 February at 8.30 a.m. ENTRY OF GOODS AND DECORATION MATERIAL: 26 and 27 February from 8.30 a.m. to 9.30 p.m. REMOVAL OF GOODS AND DECORATION MATERIAL: 3 March 3.30 p.m. to midnight. 4 March from 8.30 a.m. to 9.30 p.m. 4 FREE DESIGN STANDS 4.1. All exhibitors choosing to construct their stand using the Free Design format must send floor plans and front and side elevation delimitations for their project to IFEMA Technical Secretariat. Fax (+34) stecnica@ifema.es for approval, before 23 January ASSEMBLY RIGHTS The company responsible for the assembly work of the free design stands must pay IFEMA, before starting the said work, the price for the corresponding assembly rights for the services provided throughout the trade fair assembly and disassembly period: Sanitary Assistance Service (SAS), reduced rates for catering services, inspection of electrical installations, connections and electric supplies throughout the assembly and disassembly process, use and maintenance of painting rooms, personalised assembly service and customised signage for spaces. Depending on the different uses of the installations and services, the rates applied to the assembly rights, for the whole stand, will be as follows: Spaces without decoration, or occupied by carpet or a platform: Rate A... 2,01 /sq.m. + VAT (1) Basic modular stands made of aluminium or similar: Rate B... 4,02 /sq.m. + VAT (1) Designer modular stands made of aluminium, wood and other materials: Rate C... 6,32 /sq.m. + VAT (1) (1) Companies established on Spanish territory (not including the Canary Islands, Ceuta and Melilla): 10% VAT not included. For all other companies, Spanish VAT will not apply to this transaction. For European Union companies, the exhibitor will be responsible for any VAT due in their country of establishment. 4

6 4.3. SPECIFIC RULES OF ASSEMBLY FOR FREE DESIGN STANDS The maximum authorised height of the stands, on the outside perimeter, is 4 metres. The occasional element may be raised on the perimeter up to a maximum height of 6 metres, except in-between neighbouring stands. In no event may the height of 6 metres be exceeded, either by construction or decoration elements. The blind perimeter walls cannot be more than 80 % of each façade or aisle. To make longer enclosures, these should be set back a minimum of 3 metres toward the interior Signs, flags and spotlights must not extend further than 50 sq.m. from the allotted space, and starting from a minimum height of 2.5 metres, must not exceed the maximum height of 4 metres on the perimeter. Spotlights must be pointed towards the inside of the stand. If you have any doubts, the IFEMA Trade Fair Services Management should be consulted. The STORAGE of packaging inside the hall is not permitted. For this service, please ask for more information from the Event Secretary. These Specific Rules should be read in conjunction with the Ifema General Participation Rules. The interpretation and application of the rules for each individual case shall be decided by IFEMA, who reserve the right to make exceptions if they deem it necessary, on the basis of respect for the general perspective of the event and the visibility of the neighbouring stands. IMPORTANT DATES SIGA SHOW 2017: From 28 February to 3 March ASSEMBLY OF FREE DESIGN STANDS: From 22 to 27 February from 8.30 a.m. to 9.30 p.m. ENTRY OF GOODS AND DECORATION MATERIAL: From 26 to 27 February from 8.30 a.m. to 9.30 p.m. REMOVAL OF GOODS AND DECORATION MATERIAL: 3 March from 3.30 p.m. to midnight 4 March from 8.30 a.m. to 9.30 p.m. DISMANTLING OF STANDS: From 4 to 6 March from 8.30 a.m. to 9.30 p.m. 5 EXHIBITOR 6 IFEMA BADGES AND CUSTOMER INVITATIONS 5.1. In order to guarantee the professional nature of the Fair there will be entry access controls to check that badges are correctly read. Each exhibitor will receive, depending on the space allotted, a number of exhibitor badges and online customer invitations, as detailed below and available from the Exhibitor Area at. EXHIBITOR BADGES 16 sq.m. stand...3 passes From 16,5 to 50 sq.m...6 passes From 50,5 to 100 sq.m passes From 100,5 to 150 sq.m passes Each exhibitor will have at their disposal 3,000 digital invitations for clients Invitations for Visitors may personalised with the name of the participating company and sent to customers from the Exhibitor Area. Customers must register online to receive a pass with direct access to the Fair. SERVICES CATALOGUE 6.1. Once space has been allocated, access will be granted to the IFEMA's Catalogue of Services which includes services to complement your participation at the Fair. These may be ordered through in the Exhibitor Area. By using this channel you will benefit from a 15% discount off the price of each service, as well as being able to do so right up to the day before assembly begins, without the 25% surcharge applied to last-minute bookings. (This does not include minimum compulsory services, exterior publicity, meeting rooms 5

7 and show pay terminal, and Specific Fair Services such as exhibitor passes, etc.) A comprehensive stand design service, service is offered with IFEMA's full guarantee, and totally tailored to your needs. We take charge from the moment of planning your space, through design, assembly and dismantling. Request a plan free and with no obligation from infodesign@ifema.es 6.3. You will discover a package of Promotional Services to maximise your participation at the Fair and get the most from your investment: External publicity: a wide range of strategically placed displays on obligatory routes for visitors and exhibitors at the Fair. Sponsoring of promotional items with your logo or brand image: ID tags, other specific items selected by you to hand out to visitors. Banner on the Fair web page. See all these items on the web page, under Exhibitor Area, Publicity Services and Promotional Items, or send an to publicidadexterior@ifema.es or telephone (+34) / OTHER EXHIBITOR SERVICES IFEMA staff are not authorised to accept any merchandise addressed to your stand. Please ensure, therefore, that there is always someone at your stand to receive it. If this is not possible, we recommend that you contact the company assisting with transport, handling and storage of merchandise. Tel (+34) / 5341 / 5334 / ANNOUNCE AND PUBLICISE YOUR ATTENDANCE AT THE FAIR Communication will be the key to maximising your investment in SIGA 2017: Make arrangements for promotional activities to complement your participation as an exhibitor: information for clients, to the market sector, the media, etc. Inform the media, customers, suppliers and employees about your presence at the Fair. Announcing that you're participating is as important as participating. Promotional Items: use the promotional items available to you at the Fair: banners, advertising in the Exhibitor Catalogue, exterior publicity on the fair premises, etc. Tell the media, other exhibitors and professional visitors about novelty products your News will be published free of charge. IFEMA services catalogue: Prepare the necessary material for your participation at the Fair: free-design stand plan, or customisation of your modular stand, preparation of material and leaflets to have on display, staff required, services, catering, decoration, etc. Personalised Invitations: send Personalised Invitations with the name of your company and stand number for us to forward digitally. Professional Meeting Point: send all the professional visitors registered at the Meeting Point information pertinent to your products and services. Meeting Service: make appointments with visitors and other exhibitors registered at the Meeting Point. Events, Presentations, Press Conferences: if you wish to organise any event or product presentation during SIGA and are likely to require any type of room at Feria de Madrid, an application will have to be made some time in advance to place a booking. All these activities represent significant added value to your presence at SIGA. 6

8 9 EXHIBITION MAP RV Trade visitor registration AE Exhibitors assistance Trade visitor access Exhibitors access OPENING HOURS: From February 28 to March 3 from 10 a.m. to 9 p.m. Last day from 10 a.m. to 3 p.m. North Entrance RV West Entrance AE South Entrance 7

9 10 EXHIBITOR AGENDA DATE SUBJECT CONTACT From May 2016 on Sending of the Application form. To 21 October 2016 To 21 November % Payment deadline. Discount for prompt payment (Exhibitors who remit 25% of their fee before this day will enjoy a discount of 5% off their final invoice for the contracted space, not applicable to services). Insertion in the official Show Catalogue. Exhibitor Area To 1 December 2016 Last date for payment: 50% of the space fee. To 23 January 2017 Deadline to submit custom modular stands interior decoration projects and for submission and approval of free design projects. stecnica@ifema.es To 27 January 2017 Last date for payment: 100% of the space and services fee. To 20 February 2017 Sending of online invitations. Exhibitor Badges. Participate and organise events, training, presentations, etc. Booking of Services through the Exhibitor Area., Exhibitor Area From 22 to 27 February 2017 Assembly of free design stands. stecnica@ifema.es 26 February 2017 Delivery of modular stands at 8.30 a.m. stecnica@ifema.es 26 and 27 February 2017 Goods entrance from 8.30 a.m. to 9.30 p.m From 28 February SIGA siga@ifema.es to 3 March March 2017 Goods and decoration material withdrawal from 3.30 p.m to midnight. 4 March 2017 Goods and decoration material withdrawal from 8.30 a.m. to 9.30 p.m. From 4 to 6 March 2017 Dismantling of free design stands from 8.30 a.m. to 9.30 p.m. stecnica@ifema.es 8

10 11 CONTACT US Exhibition Management IFEMA Director: Carlos González García de la Barga Commercial Team: José María Quesada (collaborator) (+34) Leo Pizarroso (+34) Coordinator: Beatriz Ferrándiz (+34) Advertising & Marketing and visitors: Call Center Exhibitor Area Technical Secretariat (Exhibition Services Department) Servifema Calls from Spain: International calls: (+34) for exhibitors: : for visitors: Generic Telephone: (+34) Fax: (+34) Telephone: (+34) Fax: (+34) Línea IFEMA Exhibitors Calls from Spain International (+34) Press Office Director: Raúl Díez Press & Media Relations Officer: Marta Cacho International Press: Elena Valera Press Secretariat: Gloria Morales Media relations Press information on trade fairs and exhibitions organised by IFEMA Institutional press information Press passes for trade fairs and exhibitions Marta Cacho Tel.: (+34) Convention Centre Space rental for meetings and conventions in the exhibition centre, during the exhibitions and at other times Coordination of non-exhibition related activities Tel.: (+34) Fax: (+34) External Relations (Protocol) Institutional visits Guided visits Protocol for all events Institutional relations Tel.: (+34) Fax: (+34) Security and Self-Protection General security Access to the exhibition centre Parking Tel.: (+34) Fax: (+34) Medical Service Emergency medical service Medical care for exhibitors and visitors during the exhibitions, stand assembly and stand dismantling Tel.: (+34) Outdoor Advertising Booking outdoor advertising space at the venue Tel.: (+34) /08 Fax: (+34)