Exhibitor Guide


Checklista - Deadlines

The earlier you place your orders, the smoother your fair will run.

Below is a list of the most important deadlines for your fair participation. Note that each deadline is the very last date, but ideally you should place your orders well ahead of this.

Deadline

Activity / Contact

Immediately Hotel Bookings (Nordic travel)
Book your stay online
Phone: +46 (0) 411 23 66 02

2016-08-26

Company Presentation, Co-Exhibitors, Representatives and Product Register
Helena Hellman
Phone: + 46 36 15 21 48

Order your invitation cards at latest 2016-09-13

Other cards you write out at our web site

Exhibitor Cards, Construction Cards and Parking Permits

Helena Hellman
Phone: + 46 36 15 21 48

2016-09-07
A surchage of 50% on top of standard prices will be charged on orders received after 21 september.

Exhibitor support - stand orders

Helena Hellman
Phone: + 46 36 15 21 48

2016-09-07
A surchage of 50% on top of standard prices will be charged on orders received after 21 september.

Stand Design

Helena Hellman
Phone: + 46 36 15 21 48

 

Stand out during the fair - Advertising exposure at Elmia

Read more about how you can stand out during the fair

2016-08-12
NB! This date is also the last material day

Ad Bookings for Fair Catalogue
Lime AB
Phone: +46 739 64 27 50

Read more in exhibitor guide

Elmia Exhibitor Insurance
Hans Thunström, Länsförsäkringar
Phone: +46 739 64 27 50
e-mail

2016-10-05

Press Material for the Press Room
Alexandra Rönnqvist
Phone: +46 36 15 22 15

Read more in exhibitor guide

Elmia Transport Service
Phone: +46 36 15 22 85, +46 36 15 22 86
Fax: +46 36 16 66 80
e-mail

Read more in exhibitor guide

International Freight
Phone: +46 31 337 05 07
e-mail

Opening hours and entrance

The fairs opening hours

Wednesday 5 October 09.00-18.00
Thursday 6 October 09.00-16.00

When showing personal exhibitor card, you will access the fair one hour before opening and one hour after fair closes.

Do not forget to order your personal exhibitor cards to your stand staff. Log on to "My pages" and register your stand staff.


Moving-in and moving-out times

Moving in

Date / Time

For questions, please contact the Information Desk

3 October, 08.00-22.00 Service staffing 08.00-16.00
4 October, 08.00-20.00 Service staffing 08.00-20.00

The stands must be ready by 4 October, 20.00 at the latest. 

Moving out

Date / Time

For questions, please contact the Information Desk

6 October, 17.00-22.00 Service staffing 08.00-20.00
7 October, 08.00-16.00 Service staffing 08.00-16.00

NB! Gates for moving out open at 17.00. This applies both for indoor and outdoor exhibitors. The North Entrance may not be used for loading/unloading.


Shipping & Freight

You can ship items to Elmia. Here are delivery addresses and other information relating to shipping and freight. ACCORDING TO NSAB 2000.

Labelling of consignments

It is essential that you clearly mark each consignment as indicated below: Delivery address:

Elmia Garden
Stand no.,
Company name
Contact person and phone no.
Mässvägen 12
SE-554 54 JÖNKÖPING,
SWEDEN

Freight delivery before the fair

  • Unloading takes place automatically on arrival at the fair site, as per the latest price list.

  • If storage is required before or after the fair, please contact Elmia Transport Service.

Elmia Transport Service

Elmia Transport Service cannot be held liable for items left unsupervised at stands. We recommend that you, the exhibitor, take out comprehensive exhibitor insurance.

Elmia Transport Service – see Who to contact for contact details.

Service staffing during the fair

  • As per Elmia’s service staffing during Moving-in and moving-out times.

Forklift help

Times outside of the staffing times can be booked with Elmia Transport Service, no later than two weeks before the fair.

Storage of empty packaging is charged as per the price list

Storage of empty packaging is charged as per the price list.

  • It is essential that any packaging is marked with the company name and stand number. Marking labels are available from Elmia Transport Service outside Hall D and in Lobby North/South.

  • The empty packaging will be returned to you after the fair, once the gangway carpets have been removed.

After the fair – important considerations

  • Exhibitors may only move out once the gangway carpets have been removed.

  • Consignments for shipping must be clearly marked. There must also be a goods waybill completed showing who is paying for the freight and the shipping company being used.

  • Shipping should be booked by you direct with the shipping company.

  • Leave the consignment at your stand.

Other services

  • Positioning of consignments at stand as per instructions

    Elmia will position your machinery or equipment as you wish. Send a drawing with instructions to Elmia Transport Service.

  • Forklift hire
    Order your forklift in advance from Elmia Transport Service. Please note that for all hoist driving and operation, Elmia requires an approved operator’s certificate.

  • Banding

    We will band your goods after the fair.

  • Personnel hire

  • For sale

    Various packaging materials are available to purchase.

Please contact Elmia Transport Service for further information.


Your stand

During the fair, the stand is your workplace. The design possibilities are endless. How you choose to design your stand depends on the goals you have for the fair.

What is the aim of your participation at the fair? This is worth considering carefully. Do you want to reach a wide or narrow target group? Is your main aim to increase awareness of your brand among all visitors? Or do you want to reach a small group? The answers determine how you choose the right stand.

 

Stand Design and Exhibitor support

Through Elmia's Stand design and Exhibitor support you can order material for the stand wether you are interested in a standard package for the convenience of a tailor-made stand especially for you company.

You can take a look at our product catalogue now to see what other services and equipment we can offer.

 

Stand walls

Dividing stand walls are to be erected by Elmia unless otherwise stated.

If you do not need walls, you can tick a box in our price list. Any necessary restoration costs for damage, such as drill and screw holes, bracket removal, leftover tape and restoration of walls painted by the exhibitor, will be charged according to the price list.

Supporting walls

Please note that partition walls longer than 4 metres require a supporting wall for safety reasons. If your stand is more than 4 metres long, a perpendicular wall will be erected protruding 1 metre into the stand space. This supporting wall must not be removed! Please talk to Stand Service for advice on integrating these walls into your design, for example a kitchen/storage area or conference space.


Fair Cards - Jurisdiction to work on the Fair

To show your permision to the fair as Exhibitor or co-worker, please display your Jurisdiction Card clearly throughout your stay in the fair ground.

Exhibitor Cards

Exhibitor Cards are needed by the stand staff working in the stand during the fair, the cards are valid during moving in and moving out also. The cards are personal.

Place your order as follow:

  1. Log in to ‘My Pages’ with your username and password through the key symbol in the right upper corner.
  2. Under ‘Register and print exhibitor cards and contruction cards’ you register your stand staff and print out the cards.

Constructions Cards

For safety reasons, anyone working on stand construction must have a Construction Card. Construction Cards are only valid during the moving-in and moving-out periods.

Place your order as follow:

  1. Log in to ‘My Pages’ with your username and password through the key symbol in the right upper corner.
  2. Under ‘Register and print exhibitor cards and contruction cards’ you register your stand builders and print out the cards.

Parking Passes

The parking areas at Elmias are connected to parking meters. Exhibitors have the possibility to order parking passes for SEK 192 (excl. VAT) each. The passes are valid during the whole fair even during moving -in and -out.

Place your order as follow:

  1. Log in to ‘My Pages’ with your username and password through the key symbol in the right upper corner.
  2. Go to "My order" and click on Parkings passes and place your order. You print your own parking passes.

Invoicing

Registration fee

Invoiced when the order confirmation is sent out.
The terms of payment are 30 days net.

Stand hire and exhibitor insurance

Invoiced three months before the fair. Payment to be made no later than 60 days before the fair opens.

Other invoicing

Other service invoices, entry cards, forklift service etc. are invoiced after the fair. The terms of payment for these are 20 days net.
For shared stands, all costs are charged to the Main Exhibitor.


Assistance during the fair

We are only too happy to lend a hand!

The Information Desk is in the lobby. If you have any questions during the fair, please ask the staff at the Information Desk. If they are unable to answer your questions directly, they will refer you to the right person. They also offer a basic photocopying service.      

Information South
Phone +46 36 15 21 17, 15 21 18
Fax +46 36 16 48 25
E-mail infosyd@elmia.se


Invitations – Invite your customers

You have an excellent opportunity to influence which visitors come to the fair. Use our invitations and invitation codes to invite your customers to your stand.

Market your participation in the fair by sending out invitation cards to your customers. That way they receive a personal invitation to your particular stand. A highly effective way of marketing your participation at the fair.

 

Order invitation cards

  1. Place your order by logging in to ‘My Pages’ with your username and password in the box to the right.
  2. The order form Invitation cards is under ‘My order’.

Main Exhibitors order cards for themselves and Co-Exhibitors place their own orders using their password and login for our website.

 

Prices

No extra print, SEK 0

Your company name printed in black and white: SEK 995 (plus VAT) for 100 cards. Cost of extra cards: SEK 95 for 100 cards (plus VAT).

Your logo printed: SEK 1.495 (plus VAT) for 100 cards. Cost of extra cards: SEK 149 for 100 cards (plus VAT).


The invitation tool - Attract your next customers

Have you told people that you’ll be exhibiting at Elmia Garden? Reaching the right visitors is absolutely crucial to success at the fair. That is why it is important to ensure the people you want to meet really do visit the fair.

We want to make it easy for you to invite customers, which is why we’ve developed a number of tools to help you do this. They provide you with an efficient way to invite customers, without having to spend too much time or energy doing so.

To order invitation cards, make your personal pre-registration and download your unique invitation code, you must sign in with your Web login.

1. 

When you order invitations from Elmia you can choose to print your company's name and logo on it to make it more personal. This distinguishes your invitation from the crowd, making you unique.

 

2.  

Another way to reach visitors is via your electronic invitation code. You can add it as a link in your e-mail, print it in ads, add it as a banner online, or why not print it on a corporate gift?

(The code is unique for each exhibitor)

   
3.  

You can self easily market your participation by e-mail distribution. Tell your customers that they can meet you at Elmia Garden by typing this in your email signature.

To the right you find a few examples to use:

 

E-mail signatures:

Visit us at Elmia Garden
5-6 oktober 2016.
You find us in stand
xxx.
Use the code e-xxxxxx
to pre-register free of charge.

See you at Elmia Garden!.

4.  

As an added services you can make the pre-registration on our website personal by adding your company logo.

On the first and last page of pre-registration there is also room to add a personal greeting from your company. Let the visitor know what new products you will show, the location of your stand, activities you are planning and so on.

 

 
 

Tips for exhibitors – find out who’s at the show!

As an exhibitor you have access to Leads (visitor registration data). The details are displayed in real time, which means that if you have an Internet connection at your stand, you can see which of your visitors are arriving or are already here. In other words you can see who has registered via the invitation code you have sent out.

For questions, please contact Tobias Blomqvist, exhibitor support, phone +46 36 15 21 28.


Match-making – find tomorrow's partners

When the visitor has finished the pre-registration for the fair they will be presented with the option to continue the registration and enter the matching against exhibiting companies based on the areas of interest.

The areas of interest are based on the product register in the exhibitor catalogue and it is therefore important for as exhibitor to fill out what products and services will be presented at the fair. The number of categories that exhibitors can enter is limited to 20.

Contact information of the visitors whose interests match your products and services will be continually updated in Leads, our tools for handling leads and contacts. As exhibitor you have access to your Leads by using your web login to access "My Pages".

In Leads you can also see who has pre-registered to visit the fair using your invitation card or electronic invitation code. During, or after, the fair you can enter the number on your visitor’s badge to download their contact information.


Exhibitor Insurance

As a trade fair organiser we know that insurance is important. Elmia’s Exhibitor Insurance gives you peace of mind, so you can focus on your sales activities.

You should have received information about Elmia’s Exhibitor Insurance along with your order confirmation.

Further information about the insurance and complete terms and conditions are provided below. They are available to download as PDF files.

The insurance applies provided that payment has been made by the due date.

Complete insurance terms and conditions

Complete insurance terms and conditions (updated 2016-04-11)

Complete insurance terms and conditions

Complete insurance terms and conditions, for insurance booked until 2016-04-10

Information about the insurance

Information about the insurance


The Fair Catalogue – in print and Online

The Fair Catalogue presents your company, products and services. The printed catalogue is distributed free of charge to all visitors to the fair. The Fair Catalogue is also available on our website, the information is published automatically.

The registration fee includes:

  • Corporate presentation with catalogue text
  • Product Register
  • Passive Co-Exhibitors
  • Representatives
  • Brands

How to register your catalogue information:

If you have exhibited at Elmia before, you can use your existing details when placing an order. NB! Must be approved and submitted.

  1. Log in by entering your username and password.
    (Supplied with your order confirmation.)
  2. This will bring you to ‘My Pages’. Place your orders by selecting ‘My order’.
  3. Check that your company details are correct under ‘Corporate presentation’. NB! Changes made here will only appear in the Fair Catalogue. Also enter the catalogue text (see explanation below).
  4. Under ‘Co-Exhibitors/Representatives/Brands’, select the options appropriate for you.
  5. Product Register (Product Register is for Main Exhibitors and Active Co-Exhibitors only).

Active Co-Exhibitor, SEK 3 950

- Shares stand with Main Exhibitor

Check the box and register any Co-Exhibitors (companies sharing the stand with the Main Exhibitor). Active Co-Exhibitors have the same exposure in the Fair Catalogue as the Main Exhibitor. You can enter a Product Register, Co-Exhibitor, Representative and Brand.

‘Orders for exhibitors’ – explanation

Catalogue text

The catalogue text may contain a brief description of the company and the products and/or services being shown at the stand. The entry may be a maximum of 600 characters. Additional text is charged at SEK 100 (exc. VAT) per 72 characters.
To ensure that you also reach our international visitors, please also send your text in English. No additional charges will be made for this text, however it must not exceed 600 characters.

Passive Co-Exhibitor

Check the box and fill in the details. The company is presented free of charge, although with limited details. All practical details regarding the exhibition stand will be sent to the Main Exhibitor only.

Representatives

Check the box for Representative and fill in the representative’s name and country. Representatives appear free of charge in the catalogue.

Brands

Check the box for Brand and fill in the brand name. Brands appear free of charge in the catalogue.

Product Register

Tick the product areas your company represents in the Product Register. If none of the sections covers your field, please provide your own suggestion.
The Product Register is for Main Exhibitors and Active Co-Exhibitors only.


Elmia helps you reach the Media

In the run-up to the fair, Elmia promotes the event on a massive scale to different visitor categories with press releases, print advertising, campaigns and other promotional activities. But remember: Elmia invites visitors to the fair – You invite them to your stand!

Elmia often receives inquiries about new products being displayed at the fair – so send press information in plenty of time. Your press folder might for example contain a basic outline of what you are planning to exhibit at the fair, a press release and possibly some pictures.

Send your press material to:

Elmia AB
Elmia Garden
Press Service
Box 6066
SE-550 06 JÖNKÖPING
SWEDEN

Elmia has a Press Service and during the fair there is a staffed press room, which is the natural meeting-place and work room for journalists visiting the fair.

Tips for communicating via the media

  1. Send us your press material in plenty of time before the fair. A press release with a good picture will be fine (NB: No printed matter please).
  2. Send the press material to your own press contacts and tell them you will be at the fair.
  3. If you wish to organise your own press showing during the fair, please contact Press officer. This is to ensure your showing does not clash with another event.
  4. If you need further advice, please contact Press officer.

See the Checklist or Who to contact for further contact details.


Who to contact?

Personnel /Area of responsibility Phone / Fax
Elmia switchboard Phone: +46 36 15 20 00
Fax: +46 36 15 22 29
Business Sector Manager
Henrik Landén
Phone: +46 36 15 22 57
Communication Manager
Alexandra Rönnqvist
Phone: +46 36 15 22 15
Key Account Manager 
Bengt Erikson
Phone: +46 36 15 22 26
Exhibitors Support 
Helena Hellman
Phone: +46 36 15 21 48
Exhibitor Cards, Construction
Cards, Parking Passes
Helena Hellman
Phone: +46 36 15 21 48
Stand Design
Johanna Bjurevik
Phone: +46 36 122 24
Internet, Computers, IT
IT support
Phone: +46 36 15 22 27
Conference Venues
Elmia Meetings
Phone: +46 36 15 22 22
Flowers & Plants
Eva Pettersson
Evas Floristtjänst
Phone: +46 707 35 17 35
Elmia Fair Restaurants
Sodexo
Phone: +46 36 15 21 71
Elmia Transport Service
Mikael Bergdahl
Thomas Friman
Phone: +46 36 15 22 85
Phone: +46 36 15 22 86
International Transport / Forwarding
e-mail
Phone: +46 31 337 05 70
Elmia Exhibitor Insurance
Hans Thunström, Länsförsäkringar
e-mail
Phone: +46 73 964 27 50
Travel & Accommodation

Book your stay online

 
Direct phone numbers during the fair
Information Lobby South
Phone: +46 36 15 21 18

Regulations for serving alcoholic beverages at Elmia

Elmia’s restaurateur Sodexo Ltd holds the license to serve wine, beer and spirits on the premises including restaurants, exhibition halls and meeting facilities. This means that you as an exhibitor must contact Sodexo if you wish to serve alcoholic beverages in your booth.

Sodexo will deliver ordered beverages straight to your stand based on the current price list. According to the Swedish Alcohol Act all serving of alcoholic beverages must be handled by catering staff.

Sodexo will arrange for rental of catering staff. It is not allowed to bring your own alcohol or serving staff.

Alcohol may be served at the earliest, from 11.00 am.

For questions please contact: Gunnar Westerlund, phone +46 36 15 21 71


Evening Activities at the Stand

Arrange a customer meeting after the fairs official opening hours?

All exhibitors can arrange an evening activity if they like. Fill in your application under My pages if you would like to hold the activity at your stand or in one of Elmia’s restaurants.

Price for evening activities is 1500 SEK per hour.

Application to Elmia

An application for a permit is required for activities organised at your stand or in one of Elmia’s restaurants after the fair closes, until 22.00. 

Fill in your application under My pages no later than two weeks before the fair.

For help with food and drink, please contact restaurant and catering contractor Sodexo. Gunnar Westerlund tel +46 36 15 21 71 or Beata Magnusson, tel +46 36 15 21 56

Please keep in mind that alcoholic beverages only can be served by Sodexo according to Swedish alocholic laws. Read more here.

For help with furniture, technology and other practical details, please contact Exhibitor Support (see the page "Who to contact?")