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

2018-06-22

Company Presentation
Helena Hellman
Tel: +46 36 15 21 48

2018-06-22

Co-Exhibitors / Representatives / Brands
Helena Hellman
Tel: +46 36 15 21 48

2018-08-10

Invitation Cards

Helena Hellman
Tel: +46 36 15 21 48

Can be printed from My pages

Printed Exhibitor Cards, Construction Cards and Parking Permits

 Helena Hellman
Tel: +46 36 15 21 48

2018-06-13

NB! A surcharge of 50% on standard prices will be charged on orders received after June 13.

Stand Design

Monia Ly

Phone: +46 36 15 21 26

2018-06-22

Ad Bookings for Fair Catalogue

Read more in the Exhibitor Guide

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

2018-08-09

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

2018-08-09

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

Opening hours and entrance

The fairs opening hours

Wednesday 24 august 09.00-17.00
Thursday 25 august 09.00-17.00
Friday 26 august 09.00-17.00
Saturday 27 august 09.00-17.00

When showing personal exhibitor card, you will access the fair one hour before opening and one hour after fair closes.

Do not forget to register 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 Hall A

Date / Time

For questions, please contact the Information Desk

19-08-2018 / 08.00-22.00 Service staffing 08.00 - 16.00
20-08-2018 / 08:00-22.00 Service staffing 08.00 - 16.00
21-08-2018 / 08.00-20.00 Service staffing 08.00 - 20.00

Moving in Hall B, C, D and outside areas

Date / Time

For questions, please contact the Information Desk

18-08-2018 / 08.00-22.00 Service staffing 08.00 - 16.00
19-08-2018 / 08:00-22.00 Service staffing 08.00 - 16.00
20-08-2018 / 08.00-22.00 Service staffing 08.00 - 16.00
21-08-2018 / 08.00-22.00 Service staffing 08.00 - 16.00

The stands must be ready by 21-08-2018 / 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

25-08-2018 / 18.00-22.00 Service staffing 17.00 - 20.00
26-08-2018 / 08.00:20.00 Service staffing 08.00 - 16.00
27-08-2018 / 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 Lastbil
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.


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            

Information South
Phone +46 36 15 21 17, 15 21 18
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.

Complete insurance terms and conditions

Complete insurance terms and conditions

Information about the insurance

Information about the insurance


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 Lastbil
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.

 


Who to contact?

Personnel /Area of responsibility Phone / Fax
Elmia switchboard Phone: +46 36 15 20 00
Fax: +46 36 15 22 29
Project Manager
Annika Brandin
Phone: +46 36 15 20 05
Communications Manager
Marielle Tivelius Axfors
Phone: +46 36 15 21 43
Key Account Manager 
Niklas Lundgren
Phone: +46 36 15 22 13
Exhibitors Support 
Helena Hellman

Phone: +46 36 15 21 48

Invitation Cards, Exhibitor Cards, Construction
Cards, Parking Passes

Helena Hellman

Phone: +46 36 15 21 48
Stand Design
monterdesign@elmia.se
Phone: +46 36 15 22 73
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
Direct phone numbers during the fair
Infodisk Lobby Nord
Infodisk Lobby Syd
Presscenter
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.

 

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?")