Exhibitor Guide 2016


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

2016-08-08

Company Presentation

Helena Hellman
Phone: +46 36 15 21 48

2016-08-08

Co-Exhibitors / Representatives / Brands

Helena Hellman
Phone: +46 36 15 21 48

2016-08-08

Product Register

Helena Hellman
Phone: +46 36 15 21 48

2016-09-12

Printed invitation cards

Helena Hellman
Phone: +46 36 15 21 48

As soon as possible

Printed Exhibitor Cards, Construction Cards and Parking Permits

Helena Hellman
Phone: +46 36 15 21 48

2016-08-30

Exhibitor support - stand orders

Helena Hellman
Phone: +46 36 15 21 48

A surcharge of 50% on top of standard prices will be charged for orders received after 2016-09-12.

2016-09-12

Evening activities at the stand

Read more and send in application

2016-08-30

Stand Design

monterdesign@elmia.se

Eva Alexandersson
Tel: +46 36 15 22 73

Jenny Arvidsson
Tel: +46 26 15 22 23
Johanna Bjurevik
Tel: +46 36 15 22 24
Emelie Carlsson
Tel: +46 36 15 20 06

A surcharge of 50% on top of standard prices will be charged for orders received after 2016-09-12.

2016-08-13

Ad Bookings for Fair Catalogue
Cathrine Michelsen, Lime AB
Tel. +46 40 40 86 80/ 89
E-post

Immediately

Elmia Exhibitor Insurance

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

2016-09-23

Press Material for the Press Room

Elina Lejon

Tel: +46 36 15 21 21 

2016-09-12

Elmia Transport Service

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

2016-09-12

International Freight

Phone: +46 31 337 05 07
E-mail


Opening hours and entrance

The fairs opening hours

Tuesday 27 september 09.00-17.00
Wednesday 28 september 09.00-17.00
Thursday 29 september 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.


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


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

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

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 5 000

- 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.

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
The Water and Wastewater Fair 
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. This is to ensure your showing does not clash with another event.
  4. If you need further advice, please contact Head of Communications.

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
Elina Lejon
Phone: +46 36 15 21 21 
Key Account Manager 
Niklas Lundgren
Phone: +46 36 15 22 13
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

Eva Alexandersson

Jenny Arvidsson

Johanna Bjurevik

Emelie Carlsson

Fax: +46 36 12 08 88

Tel: +46 36 15 22 73

Tel: +46 26 15 22 23

Tel: +46 36 15 22 24

Tel: +46 36 15 20 06

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
Email
Phone: +46 31 337 05 70
Elmia Exhibitor Insurance
Hans Thunström, Länsförsäkringar
Email
Phone: +46 73 964 27 50
Travel & Accommodation Book your stay online
Direct phone numbers during the fair
Infodisk Lobby Nord
Presscenter
Phone: +46 36 15 21 52
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


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?")