trade show specific regulations€¦ · 6 • exhibitor guide • trade show specific regulations...
TRANSCRIPT
EXHIBITOR GUIDETRADE SHOW SPECIFIC REGULATIONS
20-23
2021
IFEMA, Feria de Madrid902 22 15 15 / (34) 91 722 30 [email protected]
ifema.es/intersicop
FEBRUARY
INTERNATIONAL BAKERY, PASTRY,ICE CREAM AND COFFEE AND EQUIPMENT SHOW
2
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
INDEX
1. Space contracting. How to exhibit? ........................ 31.1 Exhibitor application ........................................................................................................................ 3
1.2 Allocation of space ........................................................................................................................... 3
1.3 Cancellation ........................................................................................................................................... 3
1.4 Deadlines and payment conditions ..................................................................................... 4
1.5 Specific trade show regulations intersicop 2021 .......................................................... 5
1.6 General rules of participation in fairs organised by IFEMA ................................... 7
2. Ways to participate and rates .................................. 72.1 Turnkey modular stand .................................................................................................................. 8
2.2 Space only - free design stand ...............................................................................................10
2.3 Compulsory services ....................................................................................................................... 11
2.4 Additional services ..........................................................................................................................13
3. Organization ................................................................... 143.1 Dates and opening hours ............................................................................................................14
3.2 Co-exhibitors ........................................................................................................................................14
3.3 Exhibitors’ badges ..........................................................................................................................15
3.4 Discount vouchers ..........................................................................................................................16
3.5 Visa management ..........................................................................................................................16
3.6 Quirónsalud hospitality service .............................................................................................16
3.7 Invitations for customers .............................................................................................................16
3.8 Catering at stands ............................................................................................................................16
3.9 Exhibitor events in rooms at the exhibition centre ..................................................17
3.10 Shipment of goods to the exhibition centre ..............................................................17
3.11 The venue ..............................................................................................................................................18
4. Contact us ....................................................................... 20
5. Exhibitor calendar ........................................................ 23
3
1. Space contracting. How to exhibit?1.1 EXHIBITOR APPLICATION
1.2 ALLOCATION OF SPACE
1.3 CANCELLATION
Application to exhibit starts by filling and sending the Exhibitor Application Form available online on ifema.es/intersicop, together with proof of the corresponding payment.
Submission of the Exhibitor Application Form entails full acceptance of the General Rules of Participation of IFEMA, the technical appendices, as well as the Specific Conditions for this edition, and any other provisions of a general or specific nature which may be established by the Exhibition Organisers.
The application form is not binding until the applicant accepts a proposal of space and location by the Exhibition Organisers. Once a proposal is accepted by the applicant, the exhibitor application becomes an irrevocable commitment.
Once a space proposal is accepted, the Application Form becomes an irrevocable commitment by the applicant. According to the information supplied in your registration form the InterSICOP management team will send you an Exhibitor Contract by e-mail, with an account statement, floor plan of the stand and location map with stand dimensions, as well as full information about services offered by IFEMA, enabling you to enhance and make the most of your presence at the trade fair. The trade fair organisers reserve the right to alter stand locations with justified reasons.
Payments indicated in these documents must be made within the established deadline.
Priority allocation of space: 30th September, 2020
The on-line space Application Form must be sent along with a copy of the space reservation fee before 18th September 2020.
Cancellation by the Exhibitor of their participation in the trade fair terminates the contractual relationship between IFEMA and the Exhibitor. A cancellation must be explicitly notified in writing to the exhibition management team and could incur a loss of all fees paid up to the date of cancellation or according to the payment dates stipulated in the application form.
If cancellation is made to the exhibition management team within 30 days opening of the event, IFEMA may demand full payment for the space hired.
For services offered in the IFEMA Services Catalogue that have been contracted by the Exhibitor prior to the cancellation, the cancellation charges stated in article 7 of the General Conditions for Admission and Contracts at Trade Fairs organised by IFEMA shall apply.
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
4
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
1.4 DEADLINES AND PAYMENT CONDITIONS
- Companies who send the Application Form to exhibit, before 18th September, 2020 are automatically included in the priority allocation of space process.
- Together with the Application form, the company should pay the corresponding booking fee according to stand size as follows:
• Up to 64 sq.m.: € 450*
• Over to 64 sq.m.: € 900*
Payment should be made by one of the following methods:
• By Bank Transfer to IFEMA / INTERSICOP 2021:
Bankia: IBAN ES09 2038 0626 0160 0002 5280 SWIFT: CAHMESMMXXX
Santander: IBAN ES64 0049 2222 5115 1000 1900 SWIFT: BSCHESMM
BBVA: IBAN ES89 0182 2370 4000 1429 135 SWIFT: BBVAESMM
Caixa Bank: IBAN ES93 2100 2220 1102 0020 2452 SWIFT: CAIXESBBXXX
Please send a stamped copy to [email protected]
• By banker´s draft made out to IFEMA / INTERSICOP 2021
• By secure credit card payment, accessible once the “application form” has been completed. This can also be accessed through the online Exhibitors Area, under the “Invoices and Payments” or the “Booking Services” tabs as long as the service is available.
As per current regulations cash payments and cheques will not be accepted. The Exhibitors Area, allows exhibitors to access their statements of account and invoices once payments have been made. If you need and invoice to make the payment, please request it to [email protected].
- 50% space: deadline 30th November 2020 (less the booking fee).
- 100% space + services booked: deadline 10th January 2021.
(*)10% VAT is not included for companies established in Spain (except for the Canaries, Ceuta and Melilla). This operation is not subject to Spanish VAT for the remaining firms. In case of European Union firms, exhibitors will be responsible for paying the applicable VAT according to their country.
- Maximum contractable surface in Product Area: 128m2
Discount “impulse”: 10% prompt payment discount if 50% of rental space is paid before 30th October 2020
5
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
1.5 SPECIFIC TRADE SHOW REGULATIONS INTERSICOP 2021
2. To participate in the event it is absolutely essential that your company’s activity is included within the remit InterSICOP. Second-hand machinery products are not permitted. Acceptance of application forms, as well as the allocation of space, is the sole responsibility at the discretion of the event.
• BAKERY AND PASTRY
• ICE-CREAM
• COFFEE
• TECSICOP - Equipment, Machinery and Technology
3. The minimum contractable area is 16sq.m. and the maximum area to be contracted in the Product Area is 128sq.m.
1. Submission of the Exhibitor Application Form entails full acceptance of the General Rules of Participation of IFEMA, Feria de Madrid, the Specific Conditions of InterSICOP 2021 in this guide and the technical appendices to the above General Rules available at any time in the website of IFEMA ifema.es, in the Exhibitors Area and on the website of the event ifema.es/Intersicop.
4. As exhibitor, you are bound to contract the following mandatory services: Trade Show Marketing&Communication Package, multi-fair insurances and basic civil liability insurance, as well as a minimum electricity consumption payment. Should the exhibitor have a free design stand, the stand builder must pay the corresponding build-up charge to IFEMA to cover services rendered during build-up and breakdown.
6. Notwithstanding the InterSICOP management team informing exhibitors in case of relocation or significant alteration of the reserved site, it is the exhibitor’s responsibility to ensure they know the locations of their stand, its exact dimensions, etc. Exhibitors will be able to see up dated floor plan details through the Exhibitors Area.
5. The event management team may change allocated spaces or make alterations to the layout of the halls for organizational purposes.
7. Cancellation by the exhibitor of their participation in the trade fair terminates the contractual relationship between IFEMA and the Exhibitor. A cancellation must be explicitly notified in writing to the trade fair management team and could incur a loss of all fees paid up to the date of cancellation or according to the payment dates stipulated in the Application Form. If a cancellation is made to the trade fair management team within 30 days of the opening of the event, IFEMA may demand full payment for the space hired even if the space is occupied by another exhibitor later on.
8. Occupation of the space and, if applicable, assembly of the stand contracted with IFEMA shall not be authorized until the full price has been paid.
6
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
9. Dates for free design assembly: 14th to 17th February 2021 from 7.00 to 9.30 pm.
Companies exhibiting heavy machinery that needs unloading with a crane must do this on access the first assembly day.
10. Occupation of modular stands, entry of goods and decoration materials is permitted 18th and 19th February, from 8.30am to 9.30pm. Neither exhibitors nor assembly workers will have access to the stands outside the timetables, stated in the Exhibitor’s Calendar, nor may any assembly or other work be carried out on stands outside these periods.
12. InterSICOP will be held from 20th to 23rd February 2021, opening to visitors from 10am to 7p.m.
11. For safety reasons, it will be mandatory to keep safety helmet, high visibility vest and safety shoes on throughout any assembly and disassembly during trade shows and events in all the exhibition areas. This measure affects every person who accesses, transits, undertakes activities or is simply present in the halls or outdoor exhibition areas.
16. Exhibitors grant authorization for total or partial reproduction of any products on display which IFEMA may need and/or reproduce in its promotional material.
19. Noisy demonstrations which may disturb other exhibitors may not be carried out. The noise level of demonstrations cannot exceed 60 decibels.
13. Exhibitors will have access to their stands from 8.30am and must leave them between event close at 7.30pm.
14. Access by any visitor who cannot be credited as belonging to the participating professional groups is not allowed. This rule affects both exhibitors and visitors, even if they have the corresponding pass or invitation.
18. Exhibitors must observe and comply with environmental regulations.
17. Direct sale of any type of items that are exhibited at the fair is strictly prohibited.
15. Exhibitors must manage their stands and remain at their stands with their products displayed there for the entire duration of the trade show.
20. All activities that require the hiring of a one-off catering service during the fair will require the prior completion of the communication form permitting catering at the stands. The form is available from ifema.es and should be sent to: [email protected].
7
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
21. Any water used for cooking or processing food or for cleaning items in direct contact with foodstuffs must be obtained from fully hygienic taps. Water from lavatories may not be used.
24. Stand dismantling is 24th and 25th February from 8.30am to 9.30pm.
25. Removal of waste of assembly and display materials: All exhibitors and companies contracted and/or subcontracted for assembling and dismantling stands are liable for the removal of the waste of assembly and display materials in the periods of time established for this purpose. IFEMA offers containers to facilitate the segregation and removal and will survey the same. (See rates at Exhibitors Area, Booking Services, waste containers).
Exhibitors will lose any right to claim for loss or damage of materials that remain in the halls after the deadline and the expenses related to their withdrawal will be payable by the exhibitor, who will be invoiced by IFEMA according to the rates established. (see Art. 35 of the General rules for the participation of exhibitors in fairs organised by Ifema).
IFEMA is committed to the SDG 2030 (United Nations Sustainable Development Goals) and is certified ISO 20121 for sustainable events.
22. Any exhibitors who wish to do so may take their leftover produce at the event’s collection point for delivery to charities.
You can participate in one of the following ways:
- Space + Turnkey Stand minimum contractable space 16 sq.m. - Space only for free design stands, minimum contractable space: 32 sq.m.
23. Withdrawal of goods and decoration materials is 23rd February from 7.30pm to 12am. During this period, exhibitors are advised to remove all exhibition materials and products from their stand, for security reasons.
1.6 GENERAL RULES OF PARTICIPATION IN FAIRS ORGANISED BY IFEMA
2. WAYS TO PARTICIPATE AND RATES
8
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
2.1 TURNKEY MODULAR STAND
Modular stand configured to your allocated space minimum stand size: 16 sq.m. - Maximum 128 sq.m. in Product Area.
Features of the Turnkey modular stand:
- Stand space and stands openings onto aisles concerning according to stand allocated (see explanatory sketch). - Painted chipboard walls 3m high in the colour selected by the exhibitor online through the Exhibitors Area,
before 29th January, choice of colours: :
White Black Grey
- Furniture:
• From 16 to 31.5 sqm:
- 1 round black table (90 x 74 cm). Model DOM - Reference ME03
- 4 black chairs. Model Barcelona – Reference SI02
• Up to 32 sqm:
- 2 round black table (90 x 74 cm). Model DOM - Reference ME03
- 8 black chairs. Model Barcelona – Reference SI02
Furniture does not include a counter. (See additional services).
- Storeroom with door as follows:
• Up to 16 sq.m. ....................................... 1 sq.m.
• From 16.5 to 32 sq.m. ..................... 2 sq.m.
• From 32.5 sq.m. to 48 sq.m ....... 3 sq.m.
• Up to 48 sq.m. .................................... 4 sq.m.
- Fair-type fitted carpet colour to chosen from:
Black Grey Sahara
Green Blue
Exhibitors should indicate their colour choice, through the Exhibitors Area before 29th January. If the colour isnot chosen prior 29th January, the default colour will be white.
Exhibitors should indicate their colour choice, through the Exhibitors Area before 29th January. If the colour is not chosen prior 29th January, the default colour will be grey.
image is an example
9
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
- Electrical energy and lighting:
• Lighting by led spotlights at the rate of 1 spot per each 4 sq.m.
• Minimum Electrical power (0.13 kW/sq.m.)
• Electrical switchboard equipped with magnetothermal differential (prepared for up to a power of 130W/sq.m.)
• 1 plug of 500W for stands up to 32 sq.m. and 2 plugs for stands over 32 sq.m.
- Cleaning Type A: a first initial cleaning with plastic cover removal and then daily cleaning.
- Build up charges.
- Fascia Board: Includes the exhibitor’s name and stand number (maximum 20 characters).
- Rates of Turnkey Modular Stand:
· 16 sq.m. ................................................................................. € 3,895 + VAT*
· Additional sq.m. .................................................... € 240 sq.m. + VAT*
Exhibitor participation includes contracting the mandatory services of:
• Trade Show Marketing&Communication Package: € 280 + VAT*.
It is possible to order and apply vinyl panels all around the stand (at extra cost). Do not forget to check the exact measurements of the stand in order to adjust your vinyl panels to the exact stand measurements. Please contact [email protected], for further details.
We shall aim to adapt the layout of the elements that form the stand, both additional ones as well as structural ones that are necessary for the support of the stand as much as possible to the exhibitor’s needs, as long as it is technically possible and the plan is received with the pertinent instructions, before 13th January, 2021.
Once the stand has been assembled, changes in the location of any of the elements previously described, and of which the Management has not been notified, shall be billed.
The exhibitor must confirm the required lettering in the Exhibitors Area before 29th January, 2021.
All modular stands that involve interior decoration with panels, profiles, totems, platforms, trusses, etc., must submit their project details to the Technical Secretariat before 13th January, 2021. Send your project plan with drawings to the IFEMA Trade Services Department: email: [email protected]
Cancellation or substitution of any elements of the prefabricated stand shall not mean a reduction in its cost. All materials used, both structural and electrical, are rented, and therefore, any deterioration in it shall be billed at current rates.
Delivery of modular stand: 18th February, from 8.30am.
(*)10% VAT is not included for companies established in Spain (except for the Canaries, Ceuta and Melilla). This operation is not subject to Spanish VAT for the remaining firms. In case of European Union firms, exhibitors will be responsible for paying the applicable VAT according to their country.
10
2.2 SPACE ONLY - FREE DESIGN STAND
Minimum stand sizes for free design stand build: 32 sq.m.
IFEMA offers, in addition to its modular stands, a comprehensive stand design service, with our maximum guarantee and full adaptation to your needs. We take care of the planning of your space along with its design, assembly and disassembly.
Request, free and without obligation, a project tailored to your needs by sending an email to [email protected].
Rate per sq.m. space only–free design stands:
Space from 32 to 63.5 sq.m. ................................................................................. € 155 sq.m. + VAT*
Space from 64 to 127.5 sq.m. ................................................................................ € 145 sq.m. + VAT*
Space only from 128 sq.m. …………………………………...........……………………............... € 140 sq.m. + VAT*
In addition, exhibitors are bound by the participation in the trade fair to contract:
- Minimum Electricity consumption (0,13kW/m2)................................. € 4,633 sq.m. +VAT*
- Civil liability (coverage up to € 60.000) ................................................................ € 56.71 + VAT*
- Multifair insurance (coverage up to €50.000) …………………………………………... € 53.83 + VAT*
- Trade Show Marketing&Communication Package: …………………………........... € 280 + VAT*
- Build up charges
ASSEMBLY OF FREE DESIGN STANDS
- PROJECT
Every exhibitor who chooses a free design stand shall submit the corresponding design for approval to IFEMA Exhibition Services Management (e-mail address: [email protected]) before 13th January, 2021.
- BUILD UP CHARGES
Prior to commencing work, the company responsible for assembly of free design stands must pay the build-up charges to IFEMA which cover services rendered during assembly and dismantling at the trade show. If, as exhibitor, you want to pay the fee and would like it included in your invoice, you must order in the Exhibitors Area.
- SPECIFIC ASSEMBLY RULES FOR FREE DESIGN STANDS
These rules aim to keep the fair open and accessible with maximum visibility for each exhibitor.
All companies must build a stand which includes as a minimum requirement stand partition walls which separate the stand from the hall perimeter on other stands.
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
(*)10% VAT is not included for companies established in Spain (except for the Canaries, Ceuta and Melilla). This operation is not subject to Spanish VAT for the remaining firms. In case of European Union firms, exhibitors will be responsible for paying the applicable VAT according to their country.
11
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
- HEIGHT
All companies must assemble a stand, which must include at least the walls adjoining the hall walls and the side walls between stands depending on their location, to a minimum height of 2.5m.
To raise or hang any decorative element to a maximum height of 6 m. these must be brought back 1 m over the entire perimeter. This possibility does not exist in stands located in connecting areas between halls 12 and 14.
- SPACE OCCUPATION:
Construction, decoration and lighting elements may not protrude more than 50 cm from the allocated space height of 2.5 m.
2.3 COMPULSORY SERVICES
Exhibitor participation includes the compulsory contracting of the Trade show marketing package, insurances (Civil liability and multifair), minimum electrical consumption and build up charges.
TRADE SHOW MARKETING&COMMUNICATION PACKAGE
This includes the exhibitor’s name and details in the following:
- Official on-line interactive exhibitor catalogue: an innovative format enabling you to prepare your visit to the trade fair (advanced search, notes, etc). Available on ifema.es/intersicop.
- Visitors’ Guide: this includes a plan of each hall, the list of exhibitors and the full schedule of all Feria de Madrid activities and services. It is available free of charge at the trade show.
- Map and list of exhibitors in each hall.
- Big Maps and list of exhibitors accessible to visitors located in each hall.
- Publication of your Company’s news and developments in the virtual press room and in InterSICOP News. A digital newsletter is sent periodically to all exhibitors, visitors and media to convey exhibitor and trade show news).
- Premium Wifi connection for 3 users per stand holder for the duration of the trade fair (these connections will only work with devices that allow connection to the 5 GHz band). 3 passwords are activated for the duration of the trade fair until the last day of disassembly and sent by email to the owner’s/official contact’s address at least 48 hours in advance. The service includes technical support to address any problems (see contact phone number on the ifema-premium landing page).
12
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
And access to the additional services:
- Professional Meeting Point: a program that can be used to offer and arrange meetings with exhibitors and visitors at the trade fair’s professional meeting point.
- Exhibitors’ badges concerning surface contracted. - On-line trade fair invitations for clients and potential clients.
Rate Trade Show Marketing&Communication Package………………….................... € 280 + VAT*
INSURANCES
- Civil liability up to € 60,000.
- Multifair insurance, liability up to € 50,000 consisting of insurance against fire, lightning and/or explosions in relation to the goods displayed and their own decorative features.
Civil liability insurance and multifair insurance coverage is charged for each stand assigned, for both individual and group participations.
Rates
- Civil liability (up to € 60,000) ................................................... € 56.71 + VAT*
- Multiferia insurance” (up to € 50,000) ............................. € 53.83 + VAT*
BUILD UP CHARGES
The company responsible for assembly of free design stands shall be required to pay to IFEMA, before beginning its tasks, the buildup charges corresponding to services rendered during assembly and dismantling at the trade show: health care service, inspection of electricity wiring, electricity connections and supply during assembly and dismantling, use and maintenance of painting rooms, personalized attention to stand builders and individualized signing of spaces.
In the event that, as the incumbent exhibitor, you want to pay the fee and that you want it to be included in your invoice, you must contract it in the Exhibitors Area.
Those services are included in modular stand rates.
(*)10% VAT is not included for companies established in Spain (except for the Canaries, Ceuta and Melilla). This operation is not subject to Spanish VAT for the remaining firms. In case of European Union firms, exhibitors will be responsible for paying the applicable VAT according to their country.
13
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
Depending on the use of facilities and/or services, build up charges for free design stands including second floors, will be as follows: Spaces without decoration or with carpeting or flooring/platforms .......................... Fee TYPE A: € 2.16 sq.m. + VAT*
Basic modular stands in aluminum or similar material ...................................................... Fee TYPE B: € 4.33 sq.m. + VAT*
Design modular stands in aluminum, of carpentry and other materials ................ Fee TYPE C: € 6.81 sq.m. + VAT*
Those fees are included in modular stand rates.
This is included in modular stand rates.
MINIMUM ELECTRICAL CONSUMPTION
Participation obliges the exhibitor to pay a minimum consumption of electricity fee to cover basic electricity consumption and supply during the trade fair and during entry and exit of goods.
Rate: € 4.633 sq.m. + VAT*
2.4 ADDITIONAL SERVICES
- We manage your stand decoration project from the initial definition right up to the day of installation. Get in touch with our advisors and we will be happy to help you. E.mail: [email protected]
- We offer diversity of materials to install on your stand (foam, forex, vinyl, canvas, and other alternatives) that fit with different types of formats. We install them on the walls or on the furniture such as counters, showcases, etc. You can create your own stand sign or install new posters: [email protected].
- Stand furniture and equipment.
- IT & Connectivity.
- Other complementary services (hostesses, parking, etc.).
- Cold equipment (refrigerators, freezers).
- Kitchen equipment (microwaves and others)
- Branding and advertising: Multiply the presence of your brand, products and services at the fair. Our facilities are full of opportunities to extend your presence beyond your stand. Whether you want people to be able to find you easily at the fair, are looking for recognition and prestige for your brand or you are going to launch a new product or service, we offer you the possibility of advertising through our advertising media or promotional actions specially designed to suit you.
Contact to: [email protected] Or by phone call: 902 22 15 15 / +34 91 722 30 00 (International calls).
(*)10% VAT is not included for companies established in Spain (except for the Canaries, Ceuta and Melilla). This operation is not subject to Spanish VAT for the remaining firms. In case of European Union firms, exhibitors will be responsible for paying the applicable VAT according to their country.
14
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
Exhibitors will be able to book services through ifema.es/intersicop or through Exhibitors Area or by sending the plan of the stand including the positioning services to the Technical Secretariat.
Once you receive the contract confirming that your space has been allocated, you will be able to access the Exhibitors Area and contract additional services. Before 15th January you can receive a 15% discount on the price of each service contracted through the Exhibitors Area. This discount is also applicable to the positioning services included in the plan of the stand sent to the Technical Secretariat. Minimum compulsory services, external advertising, meeting rooms, graphic decoration of the stands, and specific event services such as exhibitor passes, forums, etc., are not included.
Contracting services from 7th February onwards will incur a 25% surcharge.
During assembly, services can only be contracted in person at the Exhibitor Assistence Counters with prior payment.
Rates
EXHIBITOR PASSES:
- Additional Exhibitor Passes ............................................................................................................................ € 20 each + VAT*
- Professional Invitations ........................................................................................................................................... Free of charge
Registering co-exhibitors
Companies may register as co-exhibitors other companies taking part in InterSICOP in the space operated by the main exhibitor. Exhibitors must register their co-exhibitors as “additional insertion” in the catalogue menu in the Exhibitor Area.
Co-exhibitors must be registered by their stand holder using the online Exhibitors Area via the Information for Catalogue menu, under the tab Co-exhibitors insertion before 20th January.
Access Passwords For The Exhibitors Area
Co-exhibitors will receive an e-mail with their username and password to access the Exhibitors Area.
Co-exhibitors will get access to the Exhibitors Area once they receive their access codes, as long as the main holder of the stand registers them in the catalogue, before 20th January. They must include for that purpose the email contact of their co-exhibitor.
The exhibition will take from 20th to 23rd February 2021, with the following schedule: - Saturday February 20th to Tuesday February 23rd, from 10.00 a.m. to 7 p.m
- Exhibitors: daily entry from 8.30 a.m. to 7.30 p.m.
3. Organization
3.2 CO-EXHIBITORS
3.1 DATES AND OPENING HOURS
(*)10% VAT is not included for companies established in Spain (except for the Canaries, Ceuta and Melilla). This operation is not subject to Spanish VAT for the remaining firms. In case of European Union firms, exhibitors will be responsible for paying the applicable VAT according to their country.
15
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
Co-Exhibitors Services
Registered co-exhibitors will be granted access to the Exhibitors Area, where they will find the following services:
Rates:
Additional insertion co-exhibitor ........................................................................................ € 200 + VAT*
Co-exhibitors will get access to the Exhibitors Area once they receive their access codes, as long as the main holder of the stand registers them in the catalogue, before 20th January. They must include for that purpose the email contact of their co-exhibitor:
- Access to insertion in the online catalogue.
- Obtain your co-exhibitor badges (2 per co-exhibitor).
- Access to the Trade Meeting Point.
- Manage the appointments diary for the exhibition.
Each exhibitor will receive a number of exhibitor’s badges according to the amount of space contracted:
Surface Exhibitors badges
From 16 to 32 sq.m. ....................................................... 8
From 32.5 to 63.5 sq.m. .............................................. 16
From 64 to 126 sq.m. ................................................... 24
Up to 126 sq.m. ............................................................... 32
2 badges available for each co-exhibitors.
Badges not issued online can be obtained at the exhibitors assistances counter in halls 12 and 14 Additional badges are available at an extra charge of € 20 + VAT* per badge.
No badges are required during assembly.
3.3 EXHIBITORS’ BADGES
Deadline to issue the exhibitors badges: 11th February, 2021
(*)10% VAT is not included for companies established in Spain (except for the Canaries, Ceuta and Melilla). This operation is not subject to Spanish VAT for the remaining firms. In case of European Union firms, exhibitors will be responsible for paying the applicable VAT according to their country.
16
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
Log into the Exhibitors Area with your username and password and download your Discount Vouchers to benefit from this promotion.
If you require a visa to travel, you can make an online request from the Exhibitors Area for the letters of support to facilitate this process. To do this, you must first generate your exhibitor pass. Begin this process as soon as possible, since the visa application deadline is usually at least 30 days before travelling.
International exhibitors at InterSICOP 2021, as well as invited international buyers, can benefit from the Hospitality Quirónsalud health care service, which offers benefits such as free emergency treatment at Ruber Juan Bravo Hospital and multilingual and priority care.
We will send you a document with the invitations, with a link to free visitor registration. You can send the invitations as often as needed. The maximum number of people who can register with your code is as follows:
Exhibitors, who will offer, free of charge, food/catering at their stand, must complete the form Communication regarding food/catering at stands available on the IFEMA website ifema.es - Exhibitors - Participation Rules - Forms and send it with all the requested data to [email protected].
Article 9 of the General Regulations for Participation by Exhibitors in Events Organised by Ifema.- Catering and Food Preparation.
After the event information detailing the number of registered visitors per their corresponding invitations can be shared with the exhibitor.
Space contracted Invitations for clients
From 16 to 32 sq.m. ................................................................... 100
From 32.5 to 63.5 sq.m. .......................................................... 120
From 64 to 126 sq.m. ............................................................... 150
Up to 126 sq.m. ........................................................................... 200
3.4 DISCOUNT VOUCHERS
3.5 VISA MANAGEMENT
3.6 QUIRÓNSALUD HOSPITALITY SERVICE
3.8 CATERING AT STANDS
3.7 INVITATIONS FOR CUSTOMERS
The right use of invitations is requested in order to ensure the highest level of professionalism at the show.
Minors and professionals from other sectors should not attend.
17
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
There is the possibility of renting rooms on the premises if you wish to prepare a seminar, reception, press conference or product presentation during the fair. The reservation must be made in advance. Request a quote without any obligation through the Convention Centre. Contact: [email protected] , tel. +34 91 722 5072
You can see the rooms at the exhibition centre on the room navigator available online.
To send merchandise to the premises, the exhibitor must indicate on the delivery address, the address for IFEMA-Feria de Madrid (Avda. Del Partenón, 5. 28042 Madrid. Spain), INTERSICOP, the name of your company, the hall and stand number. The merchandise must arrive during the days designated for the delivery of merchandise and decoration and there must be someone at the stand to receive it. In case it is not possible to comply with the above, we recommend you contact the merchandise management company (handling and storage):
DBSchenker
Tel.: (+34) 91 748 0750 / ext. 207 y 218
3.9 EXHIBITOR EVENTS IN ROOMS AT THE EXHIBITION CENTRE
3.10 SHIPMENT OF GOODS TO THE EXHIBITION CENTRE
IFEMA - Feria de Madrid- staff are not authorised to receive any merchandise destined for a stand.
18
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
SITE PLAN
3.11 THE VENUE
West Access
North Entrance
Airport
South Entrance
East Entrance
R V
R V
AE
GEOGRAPHIC COORDINATES: 40º 27' 53.95" N / 3º 37' 0.00" W
R V
AE
Trade Visitor Registration
Exhibitor Helpdesk
Trade Visitor Access
Exhibitor Access
OPENING HOURS:20, 21, 22 and 23 February from 10 am to 7 pm
IFEMA - Feria de Madrid
(+ 34) 91 722 30 00
ifema.es/intersicop
#intersicop21
20-23 FEBRUARY
2021INTERNATIONAL BAKERY, PASTRY, ICE CREAM,COFFEE AND EQUIPMENT SHOW
10
8
6
4
21
3
5
7
9
12
14
5.1
M-11
WEST ACCESS
EAST ACCESS
NORTH ACCESS
M-11 5
M-40 + A-2 7
M-40 5
M-11 7
M-40 6
M-40 + A-2 7
BC
Ref.
: 032
019
A/C
A/C
EAST ENTRANCE
Exhibition Complex and Car Parks Map
GPS: 40º 27’ 51” N / 3º 37’ 0” W
SOUTH ACCESS
ENTRANCE
SOUTH ENTRANCESouth Convention Centre
CAR PARKS
ORANGE, GREEN, BROWN AND REDVisitors and passholding exhibitors
BLUEPassholding exhibitors
YELLOW Visitors and office visitors
PURPLEPermanent pass holdersVisitors and passholding exhibitors
GREENPeople with disabilities
INFOIFEMA
Medical centre
Trade visitor registrationPress accreditations
BusFeria stop
Exhibitor access to exhibition halls
Tickets for general public
Pay here for your parking
Public transport
OTHER CAR PARKS
Club Feria Oro
Coaches
Lorries
Club Feria Press
Office visitors
Bicycles Area
Police
Exhibitor assistance
BUSINESS CENTREBC
Automatic Teller Machine
Meeting point
IFEMAPalacioMunicipal
NORTH ENTRANCE
North Convention Centre
ACCESS PLAN
19
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
TRANSPORT PLAN
Ref.:
092
017
Exhibitor CareExhibition Office
Multipurpose room for hire Sala Goya
Business Centre
Visitor Badge Reader
Police
Medical Service
VISITOR ACCREDITATION
Ilunion
HOSTESSES AGENCY
Newline Events
CAR RENTALS
Avis
AUDIOVISUAL AND SOUND SYSTEM RENTALS
Power AV
FURNITURE RENTALS
Mobiligne
DESIGN AND ASSEMBLY OF STANDS
M-6
Marva
Modiseño
Servis Ferial
CLEANING
Clece FCC
1
North Convention Centre
13
30
29
32
19
27
24
14
MAINTENANCE OF ELECTRICAL INSTALLATIONS AND AUTHORISED INSTALLER CERTIFICATES
Jaris
AUXILIARY PERSONNEL FOR FAIRS
Ilunion
REVIEW OF ELECTRICAL INSTALLATIONS
Ingein
12
20
12 12
13
Services inside exhibition hallsAvailable only during exhibitions
11
12
FCC(1st Floor)
Clece(1st Floor)
IlunionDB Schenker
Mobiligne19New Line
Events 20
Jaris
18
Coyser
Exhibitor careExhibition office
Post Office
14
MarvaCescePower AV
13
BUSINESS CENTRE(1st Floor)
13
M-6Servis Ferial
ModiseñoIngein
27
Visitor BadgeReader
24
Best Way
24
Decoraplant
23
Burger KingTelepizzaDeli & CíaGelateria
SalaGoya
CaffeDallucci
6
Viacfairs
ICEX
10
8
Madrid’sCommerce
Agents OfficialAssociation
(1st Floor)
Avis
1
ViajesEl CorteInglés
4
ProsegurDB SchenkerMobiligneEurest - Vilaplana Catering
CustomsAdditional Facilities Building
28
cafetería Norte
BUFFET
BUFFET
BUFFET
BUFFET
29
30
12
13
13
14
13
SERVICIOS COMERCIALES
Madrid’s Commerce Agents Official Association
Cesce Commercial Risk Management
ICEX Spanish Institute of Foreign Trade
LOGISTIC SERVICES
DB Schenker
POST AND COURIER SERVICES
Correos
8
14
10
12
32
East Access
TOURIST SERVICES
Viacfairs Travel and Hotels Reservations
Viajes El Corte Inglés
TELEPHONY
Coyser
SURVEILLANCE AND SECURITY
Prosegur
11
6
South Convention Centre
28
7
4
18
7
South Entrance
East Access
SERVICES PLAN
20
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
DEPARTAMENT ASK ME ABOUT CONTACT
Exhibition magangement
team
- Space Allocation
- General Issues about participation
- Trade Visitor and Public invitations
- Activities and Championships
Managing Director
Raúl Calleja(+34) 91 722 57 39(+34) 667 80 78 48
Commercial Managers
Bakery and Pastry Product AreaMarta Hernández
(+34) 91 722 57 70 (+34) 627 37 02 [email protected]
TECSICOP and Auxiliar Industry Area: Santiago Díez
(+34) 91 722 57 45(+34) 627 674 753
Ice-Cream and Coffee AreaAlmudena de Castro
(+34) 91 722 57 01(+34) 627 37 13 23 [email protected]
SecretariatSonia Córcoles
(+34) 91 722 51 79 [email protected]
Belén Pelayo(+34) 91 722 53 44
Marketing and Publicity
Esther MoralesBeatriz Berruga
(+34) 91 722 52 35 [email protected]@ifema.es
Conferences and Activities
Candelas AcedosJulia Rodríguez
(+34) 91 722 5343(+34) 667 801623
[email protected]+(34) 91 722 52 38
IFEMA Call Center
- Additional Services
- Exhibitors Area
- Visitors Information
Calls from Spain: 902 22 15 15International Calls : (+34) 91 722 30 00
email for exhibitors: [email protected] for visitors: [email protected] email: [email protected]
Servifema- Service Invoicing
- Payments
Calls from Spain: 902 22 15 15International Calls: (+34) 91 722 30 [email protected]
TechnicalSecretariat
- Technical support for exhibitors and stand builders
- Stand Assembly project approval.
- Solution to technical problems during the exhibition.
Calls from Spain: 902 22 15 15
International Calls: (+34) 91 722 30 00
Graphicdecoration
If you would like to customize all elements of your stand we offer you a wide range of graphic materials versatile and adaptable to all elements.
Calls from Spain: 902 22 15 15
International Calls: (+34) 91 722 30 00
Stand design services
Design and assembly of free design stands
Calls from Spain: 902 22 15 15International Calls: (+34) 91 722 30 [email protected]
Outdoor advertising
Booking outdoor advertising at the venue
(34) 91 722 53 40(34) 91 722 53 [email protected]
4. Contact us
21
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
DEPARTMENT ASK ME ABOUT CONTACT
Communication management
- Contact with the communication media.
- Press information about Fairs and shows organized by IFEMA.
-Institutional Press information
-Press badges
-Publication of the exhibitors’ news
-Social media
Communication and marketing manager:
Raúl Díez
(34) 91 722 51 [email protected]
Communication manager: Marta Cacho
Head of press: Icíar Martínez de Lecea
International press:Elena Valera
Press secretariat:Pilar Serrano
Catalogue
- Online catalogue data and visitor guide
-Advertising on the online catalogue and visitor guide
To be announced
Convention centre
- Space rental for meetings and conventions in the exhibition center, during the exhibitions and at other times
- Coordination of non-exhibition related activities
(+34) 91 722 50 [email protected]
International relations and institutional
management
Coordination of the hosted buyers program.
Ana Belén Cisneros(+34) 91 722 53 58
External relations (protocol)
- Institutional visits- Guided visits- Protocol for all events- Institutional relations
(34) 91 722 50 [email protected]
Telecommunications Technical support for wife, telephone, etc
Safety and security - Security, Access and parking
- Communication for catering in stands
(+34) 91 722 50 [email protected]
Foreign representatives
ALEMANIA, AUSTRIA, SUIZAIFEMA Ansprechpartner in Deutschland: José Antonio Rodríguez Priego
(49) 69 74 30 88 [email protected]
BENELUX (BELGIUM, THE NETHERLANDS, LUXEMBURG)
Intraservice bvTon Willemse
(31) 180 32 13 [email protected]
BRAZILExpotrade
Mercedes Blázquez(55) 11 [email protected]
22
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
DEPARTMENT ASK ME ABOUT CONTACT
Foreign representatives
CHILEOsvaldo Cabrera y Cía Ltda
Osvaldo Cabrera(56) 9 95350861
CHINA, SOUTH KOREA, HONG KONG, JAPAN, SINGAPORE, TAIWAN
Madrid OutsourcingSolutions Co Limited
Susana Fernández Pérez
(86) 21 525 85 004/[email protected]
COLOMBIAHow2Go Consultoría de
InternationalizaciónIgnacio Bartolomé
(57) 1 656 43 91 [email protected]
FRANCEOTSA
Sibylle Courtois
(33) 156951736(33) 614876147
GREECE, ALBANIA,BULGARIA, CYPRUS, SERBIA
GHB BEHEER BV Konstantina Bouman
(31) 624 [email protected]
INDIASAARC
Mukesh Arora(91) 9967357443
ITALY AND SAN MARINOParalleli Trade Fairs srl
Giorgio La Ferla(39) 02 58110007
MEXICOTRADENEX
Patricia Moreno(32) 485 517 266
NORTH OF AFRICA (MOROCCO, ARGELIA AND TUNISIA)
How2Go Consultoría deInternationalización
Ignacio Bartolomé
(212) 648 543 [email protected]
PERUHow2Go Consultoría de
InternationalizaciónIgnacio Bartolomé
(51) 977 80 57 [email protected]
PORTUGALNFA, Lda.
Nuno Almeida(351) 213 86 85 17/8
UNITED KINGDOM, IRELANDElsie B Sales & Marketing
Louisa Criscenti-Brown(44) 0 7971 [email protected]
TURKEYMERİDYEN
INTERNATIONAL FAIR Yusuf KIRDAR
(90) 0212 210 50 50 - ext 1244 0212 210 17 33
23
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
WHEN WHAT HOW CONTACT
Until 18th
September 2020
Application Form to participate in the priority allocation of space
Date to participate in the priory allocation of space. Send the on-line Application Form and a copy of the payment transfer document to [email protected] before 18th september, 2020.
Show Management:[email protected]
Exhibitor Call CenterCalls from Spain: 902 22 15 15International Calls: (34) 91 722 30 00
30th September 2020
Priority period for space allocation
Priority period for allocation procedure for applications received before 18th September.
Show Management:[email protected]
Exhibitor Call CenterCalls from Spain: 902 22 15 15International Calls: (34) 91 722 30 00
Until 30th
October 202010% Payment discount “impulse”
Deadline for the first 50% payment to obtain a 10% discount. Applicable only to the floor space rate.
Exhibitor Call CenterCalls from Spain: 902 22 15 15International Calls: (34) 91 722 30 00
30th November 2020
First payment of 50% Deadline for the first payment of 50% for the rental space, minus the Booking fee.
Exhibitor Call CenterCalls from Spain: 902 22 15 15International Calls: (34) 91 722 30 00
10th January 2021
Second payment of the total amount
Deadline of the total amount of 100% of the space and the services contracted. Sending a copy of the payment to Servifema.
If you need an invoice to do the payment, request it to Servifema.
Exhibitor Call CenterCalls from Spain: 902 22 15 15International Calls: (34) 91 722 30 00
13th January 2021
Stands project
Deadline to submit free design projects for approval.
Deadline to submit custom modular stands interior decoration projects
Technical [email protected]
Exhibitor Call CenterCalls from Spain: 902 22 15 15International Calls: (34) 91 722 30 00
5. Exhibitor calendar
24
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
WHEN WHAT HOW CONTACT
15th January 2021
Booking online services with 15% discount
if you need to contract additional services please do it through Exhibitors Area as soon as possible.
15th January, deadline for contracting services via the Exhibitors Area and obtaining a 15% discount on the price of each service. Discount is also applicable to the positioning services included in the plan of your stand sent to the technical secretariat.
Exhibitor Call CenterCalls from Spain: 902 22 15 15International Calls: (34) 91 722 30 00
29th January 2021
Colour, carpet and walls and lettering
January 29th, deadline to communicate the colour of the carpet and walls, and lettering of the stand (Basic Stand).
Technical [email protected]
Exhibitor Call CenterCalls from Spain: 902 22 15 15International Calls: (34) 91 722 30 00
From 16th
January to 6th February 2021
Booking servicesFrom 16th January to 6th February will be able to book services from the Catalogue available on Exhibitors Area.
Exhibitor Call CenterCalls from Spain: 902 22 15 15International Calls: (34) 91 722 30 00
From 7th to 13th February 2021
Booking services 25% surcharge
If you contract services from 7th
February a 25% surcharge will be applied to all prices.
Exhibitor Call CenterCalls from Spain: 902 22 15 15International Calls: (34) 91 722 30 00
From 14th February
Booking services only available at Servifema/Exhibitor Attention Counters- 25% surcharge will be applied
During assembly, services can only be contracted in person at the Exhibitor Assistence Counters and upon payment.
A 25% surcharge will be applied to all prices.
Exhibitor Call CenterCalls from Spain: 902 22 15 15International Calls: (34) 91 722 30 00
From 14th to 17th February 2021
Free design assembly
Assembly of free design stands from 14th to 17th February 2021 from 7a.m. to 9.30p.m.
Safety helmets, high vis vests and safety shoes must be worn.
Companies exhibiting heavy machinery that needs to be unloaded with a crane must do this on the first day of assembly.
Technical [email protected]
Exhibitor Call CenterCalls from Spain: 902 22 15 15International Calls: (34) 91 722 30 00
25
• EXHIBITOR GUIDE • TRADE SHOW SPECIFIC REGULATIONS
WHEN WHAT HOW CONTACT
18th and19th February 2021
Delivery of modular stands and entry of goods
Delivery of modular stands from 8.30a.m. onwards
Entry of merchandise and stand decoration form 8.30a.m. to 9.30p.m. Only if all stand costs have been paid.
Technical [email protected]
Exhibitor Call CenterCalls from Spain: 902 22 15 15International Calls: (34) 91 722 30 00
20th to 23rd, February, 2021 From 10a.m. to 7p.m.
Trade ShowTrade show opening hours 10am to 7p.m. Exhibitor access from 8.30 a.m. to 7.30p.m.
Event Management:[email protected]
Exhibitor Call CenterCalls from Spain: 902 22 15 15International Calls: (34) 91 722 30 00
23rd February 2021
Withdrawal of goods and decoration material
Withdrawal of goods and decoration material. 23rd February from 7.30p.m. to midnight.
Technical [email protected]
Exhibitor Call CenterCalls from Spain: 902 22 15 15International Calls: (34) 91 722 30 00
24th and 25th February 2021
Dismantling Dismantling of free design stands. From 8.30a.m. to 9.30p.m.
Technical [email protected]
Exhibitor Call CenterCalls from Spain: 902 22 15 15International Calls: (34) 91 722 30 00