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

10 June

Company Presentation (web site, app and web)
Co-Exhibitors / Representatives / Brands

Product Register
Helena Hellman
Phone: +46 36 15 21 48

17 August

Invitation cards
Helena Hellman
Phone: +46 36 15 21 48

Write out before the fair

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

21 June

NOTE! After June 21 a fee of 50% will be added.

Stand design- stand orders

Monia Ly

Phone: +46 36 15 21 26

28 August

Evening activities at the stand
Helena Hellman
Phone: +46 36 15 21 48

 

Stand out during the fair - Advertising exposure at Elmia

More about how you stand out during the fair

10 August

Elmia Exhibitor Insurance

Anneli Dahlgren, Länsförsäkringar
Phone: +46 8 588 400 60

Lotten Jansson, Länsförsäkringar
Phone: +46 8 588 423 11
e-mail

31 August

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

31 August

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

Opening hours and entrance

The fairs opening hours

Wednesday 11 September  10.00-18.00
Thursday 12 September 10.00-18.00
Friday 13 September 10.00-18.00
Saturday 14 September 10.00-18.00
Sunday 15 September 10.00-16.00

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

Exhibitors in Hall F have access to Moving in september 10th 08.00-22.00

Date / Time

For questions, please contact the Information Desk

Sunday September 8,
08.00-22.00
Service staffing 08.00-16.00
Monday September 9,
08.00-22.00
Service staffing 08.00-18.00
Tuesday September 10, 
08.00-22.00
Service staffing 08.00-20.00

The stands must be ready 10 September, 22.00 at the latest. The North Entrance may not be used for loading/unloading.


Moving out

Date / Time

For questions, please contact the Information Desk

Sunday September 15,  
17.00-22.00
Service staffing 08.00-20.00
Monday September 16,  
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:

Elmia Scandinavian Caravan Show
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

Wear your exhibitor / building map clearly visible, as it gives you access to the fair area.

In order to curb the abuse of exhibition cards (which have been distributed to consumers) there is a restriction in the payment of the cards. The maximum number is based on the total total assembly area of ​​the exhibitor, as follows:

0-12 sqm max 3 exhibitor card
13-25 sqm max 4 exhibitor card
26-50 sqm max 5 exhibitor card
51-100 sqm max 8 exhibitor card
101-300 sqm max 15 exhibitor card
301-500 sqm max 25 exhibitor card
501-9999 sqm max 50 exhibitor card

If additional exhibition cards are registered, these costs SEK 500 (excl. VAT).
NOTE! Only the person in charge of each booth can register an exhibition card.
Main exhibitors order their own cards. Employee Active gets a separate password and web blog to "My Pages" and can make custom orders. Exhibition cards are used by assembly staff working in the stand during the fair. The cards are personal and are also valid during entry and exit.


Register your mounting staff as follows:
Log in to "My Pages" with username and password via the key icon in the upper right.
Under the heading "Register and Print Exhibition Cards and Building Cards", register your mounting staff and print the 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.


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 420 (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 53

e-mail infonord@elmia.se  

Information South
Phone +46 36 15 21 17
e-mail infosyd@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

Information about the insurance

Information about the insurance


The Fair Catalogue – in print and Online

 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 and in the app Elmia Guide, the information is published automatically.

The registration fee includes:

  • Corporate presentation with catalogue text
  • Product Register
  • Passive Co-Exhibitors
  • Representatives
  • Brands

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 4 700 - basic fee

- 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.

Brands

Check the box for Brand and fill in the brand name. Brands 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!

You can already share your news before publishing a press release on our website. You enter your press release on "My pages" and thereafter, the news is published on our web under the "For Press" tab.

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
Scandinavian Caravan Show
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.

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
Business Manager
Klas Brandt
Phone: +46 36 15 21 09
Sales
Magnus Nying
Phone: +46 36 15 22 59
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
Monia Ly

Phone: +46 36 15 21 26
Internet, Computers, IT
IT support
Phone: +46 36 15 22 27
Flowers & Plants
Eva Pettersson
Evas Floristtjänst
Phone: +46 707 35 17 35

Elmia Fair Restaurants

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
Information disk Lobby North
Information disk Lobby South
Presscenter
Phone: +46 36 15 21 53
Phone: +46 36 15 21 17
Phone: +46 36 15 22 15

Evening Activities at the Stand

Be sure to meet your customers in casual shapes after the exhibition closes.
Application for permission is required for activities taking place at your booth or in one of Elmias restaurants after the fair closing and until 22:00.

Fill in your application under My Pages no later than two weeks before the fair.
For more information and booking of permission for evening activities contact Helena Hellman, Elmia Scandinavian Caravan Show's exhibitors support, phone +46 36 15 21 48.


Order of food and drink during the evening

Food and beverage can be booked via FC Gruppen, Elmias restaurateur in the area.
Phone: +46 36 30 54 10