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

13 April 2019

Company Presentation, Representatives / Brands, Product Register 

Helena Hellman

Phone: +46 36 15 21 48

20 May 2019

Printed invitation cards

Helena Hellman

 Phone: +46 36 15 21 48 

 

Exhibitor Cards, Construction Cards and Parking Pass
Helena Hellman

Phone: +46 36 15 21 48

26 April 2019

Stand Service
Helena Hellman

Phone: +46 36 15 21 48

17 May 2019

Evening activities at the stand

Helena Hellman

Phone: +46 36 15 21 48

 

26 April 2019

Stand Design

Monia Ly

Phone: +46 36 15 21 26

 

Elmia Exhibitor Insurance

Anneli Dahlgren, Länsförsäkringar
+46 8 588 400 60

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

During the fair

Press Material for the Press Room
Annika Lindskog

Phone: +46 36 15 22 56

24 April 2017

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

24 April 2017

International Freight
Phone: +46 70 315 23 33
E-mail

Opening hours and entrance

The fairs opening hours

Thursday 30 May 09.00-17.00
Friday 31 May 09.00-17.00
Saturday 1 June 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

27 May / 08.00-22.00 Service staffing 08.00-18.00
28 May / 08.00-22.00 Service staffing 08.00-18.00
29 May / 08.00-20.00 Service staffing 08.00-20.00

The stands must be ready by 29 May / 20.00 at the latest. The North Entrance may not be used for loading/unloading

Moving out

Date / Time

For questions, please contact the Information Desk

1 June / 17.00-22.00 Service staffing 08.00-20.00
2 June / 08.00-22.00 Service staffing 08.00-16.00
3 June / 08.00-16.00 Service staffing 08.00-16.00

NB! Gates for moving out open at 18.00. 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 Game Fair
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 personal.

The number of free card depends on your stand size. Do you need extra cards than those included you will pay 192: - excl VAT.

 

Number of sq.m. 9-18           19-49           50-100          101-200        
Number of Exhibitor Cards           4 6 8 12

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. The order form is under ‘Orders for exhibitors’.

Parking Cards

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.
  2. The order form is under ‘Orders for exhibitors’.

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.


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
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 1495 (plus VAT) for 100 cards. Cost of extra cards: SEK 149 for 100 cards (plus VAT).


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.


Information about the insurance


Elmia’s Exhibitor Insurance


Who to contact?

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

Business Manager

Jonas Bentving


Phone: +46 36 15 20 09

Exhibitors Support

Helena Hellman


Phone: +46 36 15 21 48
Account Manager
Jonas Berglund

Phone: +46 36 15 21 20

Exhibitor Cards, Construction
Cards, Parking Permits

Helena Hellman

Phone: +46 36 15 21 48

Stand Design Manager

Monia Ly


Phone: +46 36 15 21 26

Internet, Computers, IT
IT-support
Phone: +46 36 15 22 27
Conference Venues
Annika Pettersson
Phone: +46 36 15 21 37
Flowers & Plants
Eva Pettersson
Evas Floristtjänst
Phone: +46 707 35 17 35

Elmia Fair Restaurant

Adam Svensson

Phone: +46 36 30 54 10
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 70 315 23 33

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 Syd
Presscenter

Phone: +46 36 15 21 17
Phone: +46 36 15 21 51

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