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
Book your stay online
Phone: +46 36 15 22 22

2016-02-25

Company Presentation, Co-Exhibitor Acive, Product register
Maria Sollenby
Phone +46 36 15 22 72

2016-02-25

Invitations - invite your customers
Maria Sollenby
Phone: +46 36 15 22 72

2016-02-25

Stand Service/Stand Design
A surcharge of 50% on top of standard prices will be charged for orders received after 2016-03-11
Monia Ly
Phone: +46 36 15 21 26

2016-02-25

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

2016-02-25

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

xxx

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

Opening hours and entrance

The fairs opening hours

Friday 25 mars 10.00-18.00
Saturday 26 mars 10.00-18.00
Sunday 27 mars 10.00-18.00
Monday 28 mars 10.00-16.00

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

Entrance via Entrance 12 - South and with car via Delivery Entrance 18


Moving-in and moving-out times

Moving in

Date / Time

For questions, please contact the Information Desk

2016-03-23 / 08.00-20.00 

Service staffing 08.00-20.00

2016-03-24 / 08.00-22.00

Service staffing 08.00-22.00

The stands must be ready by 24 Mars / 20.00 at the latest. The North Entrance and South Entrance may not be used for loading/unloading

Moving out

Date / Time

For questions, please contact the Information Desk

2016-03-28 / 16.00-22.00 Service staffing 16.00-20.00
2016-03-29 / 08.00-16.00 Service staffing 08.00-16.00

NB! Gates for moving out open at 16.00. This applies both for indoor and outdoor exhibitors. The North Entrance and South Entrance may not be used for loading/unloading.


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 not personal.

Please note! Exhibitor cards has to be picked up in the Fair Office in Lobby South.

Exhibitor at Bilsport Performance & Custom Motor Show will get cards to be used by the exhibitor’s stand personnel.

The number of exhibitor cards are based on payed stand area, se below.

0-12 kvm max 3 exhibitor cards
14-25 kvm max 4 exhibitor cards
26-50 kvm max 5 exhibitor cards
51-100 kvm max 8 exhibitor cards
101 - 300 kvm max 15 exhibitor cards
300 - 500 kvm max 25 exhibitor cards

Lost card will not be replaced.

Exhibitors are allowed into the fair grounds two hours before the fair opens and may remain there for one hour after the fair has closed.

More exhibitor cards can be ordered and will be charged SEK 360:-/each (excl. VAT).

Parking Cards

The parking areas at Elmias are connected to parking meters. Exhibitors have the possibility to order parking cards for SEK 288 (excl. VAT) each. The cards are valid during the whole fair even during moving -in and -out.

Parkering areas for exhibitors with Parking Card - via Delivery Entrance 18

Please note! Parking Cards has to be picked up in the Fair Office in Lobby South.

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.

Please note! Constructions Cards has to be picked up in the Fair Office in Lobby South.

ContactMaria Sollenby

Phone
+46 36 15 22 72


Advertise in the Fair Magazine

Take the opportunity to advertise in the fair magazine in connection with your participation.
Book your ad by Per Östman +46 42 18 50 80 last March 1.
 
Price of advertisement, insert colour:    Size SEK
1/1 page 190 x 272 16 000:-
1/2 page vertical 92 x 272 9 000:-
1/2 page horizontal 190 x 132 9 000:-

Prices apply to finished digital artwork. All prices are inclusive of advertising taxes, exclusive of VAT.

Format:   A4
No of copies:  20.000
Deadline: 2014-03-24
Arwork address: 

Bilsport - Excelsus Media AB
Sonja Östman, Box 5011, 250 50 HELSINGBORG, Sverige
Tel:+46 42 18 50 80 Fax +46 42 18 46 51


The Fair Catalogue – in print and digital

The Fair Catalogue presents your company, products and services.  The Fair Catalogue is available on our website, the information is published automatically.

The printed catalogue is distributed free of charge to all visitors to the fair.

The registration fee includes:

  • Corporate presentation with catalogue text
  • Product Register

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 ‘Orders for exhibitors’.
  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. Fill in ‘Co-Exhibitors’, if you have one.
  5. Product Register (Product Register is for Main Exhibitors and Active Co-Exhibitors).

Active Co-Exhibitor, SEK 3 000:- excl VAT

- 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

‘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.

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.


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.

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.


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

Tel +46 36 15 21 17 or +46 36 15 21 18
Fax +46 36 16 48 25
E-mail infosyd@elmia.se

 

Information North

Tel +46 36 15 21 52, 15 21 53
Epost infonord@elmia.se


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


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:

Name of Event
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.


Who to contact?

Personnel /Area of responsibility Phone / Fax
Elmia switchboard Phone: +46 36 15 20 00
Fax: +46 36 15 22 29

Project Coordinator
Eva Holmberg

Phone: +46 455 33 53 43
Fax: +46 455 291 75

Project Salesman - Company
Anders Blomgren
Phone: +46 36 37 11 25
Fax: +46 36 37 11 80
Project Salesman - Company
Per Östman
Phone: +46 42 18 50 80
Fax: +46 42 18 46 51
Project Salesman - Company
Simon Johansson
Phone: +46 701 211 08 98

Project Manager - Vehicles
Daniel Lindstedt
Phone: +46 455 36 12 20
mobile: +46 702 77 07 79
Project Coordinator - Company
Maria Sollenby
Phone: +46 36 15 22 72
Press Service
Eva Holmberg
Phone: +46 455 33 53 43
Fax: +46 455 291 75
Invitation-, Exhibitors-, Constructionscard, Parking Permits
Maria Sollenby
Phone: +46 36 15 22 72
Stand Design
Monia Ly
Phone: +46 36 15 21 26
Fax: +46 36 12 08 88
Internet, Computers, IT
Lars Persson
Phone: +46 36 15 22 74
Conference Venues
Annika Pettersson
Phone: +46 36 15 21 37
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-post
Phone: +46 31 337 05 70
Elmia Exhibitor Insurance
Hans Thunström, Länsförsäkringar
E-post
Phone: +46 73 964 27 50
Travel & Accommodation
Book your stay online
 
Direct phone numbers during the fair
Infodisk Lobby Nord
Infodisk Lobby Syd
Presscenter
Phone: +46 36 15 21 52
Phone: +46 36 15 21 18
Phone: +46 36 15 21 51

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