Exhibitor Guide – for a successful fair

The Exhibitor Guide includes information about checklists, opening times, the Fair Catalogue, restaurants and more. All information in the Exhibitor Guide can be found in the menu list to the left.

Main Exhibitors are also responsible for the needs of their Co-Exhibitors.

Click here to see the entire Exhibitor Guide

If you choose to print out the Exhibitor Guide, or parts of it, you may miss important information and changes. For accurate, up-to-date information, always refer to the Online Exhibitor Guide.  

Exhibitor Service
We make it easy to exhibit – with better results!   Elmia’s Exhibitor Service can help with everything you need before and during the fair. You can find further information in the ‘Your stand’ section where you can also download the Service Catalogue as well as the Order and Price List.

Log in on the right using your username and password. Place all your orders here.

NB! A surcharge of 50% on top of standard prices will be charged on orders received after 20 October 2011.

Welcome exhibitor!

Checklist

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.

Trade fair opening times

On presentation of a personal Exhibitor Card, you will be allowed in an hour before the fair begins and may stay for an hour after it closes.

Moving-in and moving-out times

Moving in

The stands must be ready by Nov 7 at 20.00 at the latest. The North Entrance may not be used for loading/unloading.

Moving out

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

Construction Cards

How to place your order:

1. Log in with your username and password in the box to the right.
2. This will bring you to ‘My Pages’.
3. The order form is under ‘Orders for exhibitors’.

Exhibitor Cards

Please log in to My pages for more information on how to self register your stand staff.

Parking Permits

How to place your order:

1. Log in with your username and password in the box to the right.
2. This will bring you to ‘My Pages’.
3. The order form is under ‘Orders for exhibitors’.

Exhibitor parking

Allocated parking is only for those exhibitors who have ordered parking cards.

Download the map of the exhibitor parking (pdf)

To order, log in under "My pages" and go to form service and select "Order fair cards".

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.

Catalogue entry
The catalogue entry is mandatory for all companies exhibiting at the fair. The purpose of this is to make it as complete and useful to the visitor as possible. Each Exhibitor will be debited 2,000 SEK (excl. VAT), the catalogue fee for co-exhibitors is invoiced to the main exhibitor on the service invoice after the fair.

The catalogue text covers 600 characters with spaces (= 8 lines in the catalogue). Additional text is charged at SEK 100 (excl. VAT) per line (=72 characters with spaces).

Other invoicing

Other service invoices, entry cards, forklift service etc. are invoiced to each exhibitor after the fair. The terms of payment for these are 20 days net.

Your stand

Exhibitor Insurance

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
	Information about the insurance

Shipping & Freight

Labelling of consignments

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

Elmia Subcontractor
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.
• Pallet truck hire
• Personnel hire
• For sale
  Various packaging materials are available to purchase.

Please contact Elmia Transport Service for further information.

Assistance during the fair

Information North

Tel +46 36 15 21 52
Fax +46 36 15 23 98
E-mail infonord@elmia.se            

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

Invitations – Invite your customers

Invitations

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.

Tips for invitations

• Emboss or print your company name/logo on the invitations.
• Order pre-printed cards from Elmia with your company name and logo.

You can order an unlimited number of invitations free of charge (minimum order 100). Printing costs are shown below.

Order invitation cards

1. Place your order by logging in with your username and password in the box to the right.
2. This will bring you to ‘My Pages’.
3. The order form is under ‘Orders for exhibitors’.

Cards for Main Exhibitors and Passive Co-Exhibitors should be ordered by the Main Exhibitor.

Active Co-Exhibitors place their own orders using their password and login for our website.

Invitation code/Electronic Invitations

A simple, effective way of reaching your customers is to send your company’s invitation code by e-mail. The customers then register at www.elmia.se/subcontractor.  This is a cost-effective way of promoting your participation in the fair to new and old customers alike. NB! Starting September 15 you can pre-register for the fair.

What to do:

Your company’s personal invitation code can be found by logging in using your personal login details.

Registering visitors at your stand

Each fair visitor has a number code on his or her badge. By reading off the number code, you have access to all the information that’s been registered about the visitor.

Read more about the system at Exhibitor Service.

What’s more, the system is free of charge!

Evening Activities at the Stand

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.

A written application must be submitted no later than two weeks before the fair. The following information must be included:

• Name of Event
• Company
• Stand number
• Date
• Times
• Number of people taking part
• Any other requirements, such as additional furniture, out-of-hours power service etc.

Send your application to:

Elmia AB, FAO: Claes-Göran Helmer, Box 6066, SE-550 06 JÖNKÖPING, Sweden

Cost

Cost: SEK 3,000 inc. security and out-of-hours power service.

Contacts

We can help with all your needs related to the activity.

Food and drink

For help with food and drink, please contact restaurant and catering contractor Sodexo on +46 (0)36-15 21 71.

Furniture, technology and other practical details

For help with furniture, technology and other practical details, please contact Exhibitor Service. E-mail: service@elmia.se, Phone: +46 (0)36-15 20 00

The Fair Catalogue – in print and digital

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.
2. (Supplied with your order confirmation.)
3. This will bring you to ‘My Pages’. Place your orders by selecting ‘Orders for exhibitors’.
4. 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).
5. Under ‘Co-Exhibitors/Representatives’, select the options appropriate for you.
6. Product Register (Product Register is for Main Exhibitors and Active Co-Exhibitors only).

‘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.

Active Co-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. Please note! You will recieve a separat log in for your registered co-exhibitors to fill in their Catalogue Entry and Product Register.

Representatives

Check the box for Representative and fill in the representative’s name and country. Representatives 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.
Please note! The number of product categories is limited to 20 per exhibitor.

Advertise in the Fair Catalogue

Advertise in the Fair Catalogue

Take the opportunity to advertise in the Fair Catalogue in connection with your participation at the fair.

Prices apply to print-ready digital artwork. Prices exclude VAT but include advertising tax.

Circulation: 12 000 ex

Contact Annonshuset:
Ludvig Löf, Tel +46 8 662 75 09

Philip Otter, Tel +46 8 662 75 11

Patrik Swenzén, Tel +46 8 662 75 67

Elmia helps you reach the media

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 Subcontractor
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 Head of Communications Linda von Essen-Sylvén. This is to ensure your showing does not clash with another event.
4. If you need further advice, please contact Head of Communications Linda von Essen-Sylvén.

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

Official business partners

You are also welcome to contact our business partners yourself. See the contact details below.

Please note that no other companies or organisations are official business partners of XXX.

Interview – surveys

Nordiska Undersökningsgruppen AB
XXX
XXX
XXX

Restaurants

Adjoining Hall A you will find:

Gourmet Grill – À la Carte restaurant.
Brasserie Bravo – Self-service restaurant serving traditional Swedish dishes.
Café & Bar Connection – Serves coffee, sandwiches etc. Also a small range of tobacco and sweets.

Adjoining Hall B you will find:

Club Elmia – Restaurant with a view of Hall D. A fully licensed à la carte restaurant.

Adjoining Hall C you will find:

Café Express – Serves coffee, sandwiches, pies, salads etc.

Adjoining Lobby South:

Exhibitors’ Restaurant Black & White – lower part of Hall B. Several lunch options daily. Open to exhibitors only, please show your Exhibitor Card. Payment by cash, card or invoice. Look at the meny
Restaurant Karl-Oskar – Self-service restaurant serving traditional Swedish dishes.
Bar & Café 1284 – Snack-bar, sandwiches and coffee, buns/cakes, wine and beer.
Kiosk – Confectionery, tobacco, newspapers and various other newsagent/grocery products.

Alcohol regulations for exhibitors

Elmia’s restaurant and catering contractor, Sodexo AB, holds an alcohol licence for the congress centre’s restaurants, exhibition halls and conference department. Exhibitors must therefore go through Sodexo if they wish to serve alcohol at their stand. It is not permitted to serve alcohol before 11:00.
If you have any questions, please call +46 (0)36-15 21 86.

Delivery to your stand or pre-ordering of lunch tickets:

Please contact Elmia Fair Restaurants for further information on:
Tel +46 (0)36-15 21 85, fax +46 (0)36-71 08 60.

General Terms & Conditions

Open and read Elmia’s General Terms & Conditions.

Who to contact