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

event@avisita.com
Phone:  +46 752 401 020

2017-08-25

Fair Catalogue
- Company Presentation

- Product Register
- Co-Exhibitors / Representatives / Brands
Helena Hellman
Phone: +46 36 15 21 48

 

Exhibitor Cards, Construction Cards and Parking Permits
Helena Hellman
Phone: +46 36 15 21 48

2017-09-08

Order before 22th september,after that a fee of 50% will be added.

Stand Design

Jenny Arvidsson                        
Phone: +46 36 15 22 23   

2017-09-29

Elmia Exhibitor Insurance

Anneli Dahlgren, Länsförsäkringar
+46 8 588 400 60

Lotten Jansson, Länsförsäkringar
+46 8 588 423 11
E-mail

2017-04-21

Book Exhibitor and Functional Food seminars
Ulrica Widegren
Phone:+46 36 15 23 41

2017-10-10

Press Material for the Press Room
Marielle Tivelius Axfors     
Phone: +46 36 15 21 43

2017-09-21

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

2017-09-21

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

Opening hours and entrance

The fairs opening hours

Tuesday October 10 09.00-17.30
Wednesday October 11 09.00-17.30
Thursday October 12 09.00-16:00

When showing personal exhibitor card, you will have 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 The Information Desk answers your questions
2017-10-06, 08.00-20.00 Service staffing 08.00-16.00
2017-10-07, 08.00-20.00 Service staffing 08.00-16.00
2017-10-08, 08.00-22.00 Service staffing 08.00-20.00
2017-10-09, 08.00-20.00 Service staffing 08.00-20.00

The stands must be ready by 2017-10-09 at the latest 22.00. The North Entrance may not be used for loading/unloading.

Moving out

Date / Time

The Information Desk answers your questions
2017-10-12, 17.00-22.00 Service staffing 17.00-20.00
2017-10-13, 08.00-20.00 Service staffing 08.00-16.00
2017-10-14, 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:

The name of the fair
Stand number
Company name
Contact person and phone number 
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 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 i


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.


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

Information about the insurance

Information about the insurance


Exhibitor Cards - Construction Cards - Parking Passes

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 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 or in the box to the right.
  2. Under ‘Register and print exhibitor cards and contruction cards’ you register your stand staff and print out the cards.

Parking Passes

The parking areas at Elmias are connected to parking meters. Exhibitors have the possibility to order parking cards for SEK 240 (excl. VAT) each. The cards 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 or in the box to the right.
  2. Go to "My order" and click on Parkings passes and place your order.

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.

Please  contact Helena Hellman  for further questions, phone +46 36 15 21 48     .


Invitation Tools

Tell your customers about your participation at Elmia Future Transport/Elmia Nordic Rail/Elmia Nordic Road. Your success at the fair is depending on the visitors, you need to reach the right ones. Therefore it's important to ensure that the people you really want to meet actually visiting the fair. 

We want to make it easy for you to invite customers, hence we’ve developed tools to help you. They provide you with an efficient way to invite customers, without having to spend too much time or energy doing so.

To make your personal pre-registration and download your unique invitation code, you need to sign in at My pages

 1. Invitation code

Use your companies unique invitation code and promote your participation at our fair. For example, add your electronic invitation code as a link in your e-mails or print it in ads.

Of course you can use our banners in your advertising. Save them at My pages/Tips for invitations/Banners and logotypes.

Sign in at My pages here.

Banner Future Transport

Banner Nordic Rail

Banner Nordic Road

 

2.  E-mail signatures

You can easier promote your participation by e-mail distribution.Tell your customers they can meet you at Elmia Future Transport/Elmia Nordic Rail/Elmia Nordic Road by typing it in your e-mail signature.

e-mail signatures:

Visit us at Elmia Nordic Rail October 10-12 2017. You find us in stand xxx.
Use the code xxx to pre-register free of charge.

 

See you at Elmia Future Transport October 10-12 2017. Visit us in stand xxx.

 

Most welcome to Elmia Nordic Road October 10-12 2017. You find us in stand xxx.

3.  Personal greeting at the pre-registration

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

On the first and last page of pre-registration you can add a personal greeting from your company. Let the visitor know about your new products, the location of your stand etc.  

 Inbjudningsverktyg 

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.


Invitations - Attract your customers

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

You can advertising your participation at the fair by sending out invitation cards to your customers. Thus they recieve a personal invitation to your stand, your customer then sign up at: 

Order invitation cards

  1. Place your order by logging in to My pages with your username and password
  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 1495 (plus VAT) for 100 cards. Cost of extra cards: SEK 149 for 100 cards (plus VAT).


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 Nordic Rail-Elmia Future Transport
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  Marielle Tivelius Axfors  +46 36 15 21 43. This is to ensure your showing does not clash with another event.

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 Manager
Magnus Ringqvist

Phone: +46 36 15 22 60
Account Manager
Magnus Nying
Phone: +46 36 15 22 59
Account Manager
Sara Svensson
Phone: +46 36 15 21 34
Exhibitors Support
Helena Hellman

Phone: +46 36 15 21 48

Exhibitor Cards, Construction
Cards, Parking Permits
Helena Hellman
Phone: +46 36 15 21 48

Stand Design

Jenny Arvidsson

 

 

 

Phone: +46 36 15 22 23

 

Communication Manager
Advertising
Marielle Tivelius Axfors   
Tel: +46 36 15 21 43
Project Coordinator
Conference programme
Ulrica Widegren
Phone: +46 36 15 23 41
Internet, Computers, IT
IT-support
Phone: +46 36 15 20 17
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 85
Elmia Transport Service
Mikael Bergdahl
Thomas Friman
Phone: +46 36 15 22 85
Phone: +46 36 15 22 86
International Transport / Forwarding
e-mail to International transport
Phone: +46 31 337 05 70

Elmia Exhibitor Insurance

Anneli Dahlgren, Länsförsäkringar

Lotten Jansson, Länsförsäkringar
E-mail

Phone: +46 8 588 400 60

Phone: +46 8 588 423 11

 

Direct phone numbers during the fair
Infodisk Lobby Nord
Press center
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 Sodexo


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.

On Wednesday evening, Nordic Rail buffet is organized, so there is no activity in the booth after 19.00. If you want to arrange an activity before 19:00, you need to have tickets for the Nordic Rail buffet.

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 Beata Magnusson, beata.magnusson@sodexo.com, 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?")