Exhibitor Guide


Checklista - Deadlines

he 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

 

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

2019-08-08

Company Presentation, Co-Exhibitors/Representatives/Brands

Sara Jacobsson
Phone: +46 36 15 21 14

 Printed by My Pages

Printed Exhibitor Cards, Construction Cards and Parking Permits

Sara Jacobsson
Phone: +46 36 15 21 14

Invitation link is available on My Pages

Invite your customers

Sara Jacobsson
Phone: +46 36 15 21 14

2019-09-20

Evening activities at the stand

Sara Jacobsson
Phone: +46 36 15 21 14

2019-09-05

Stand Design

Jenny Arvidsson                        
Phone: +46 36 15 22 23   

 

Stand out during the fair 

Advertising exposure at Elmia

 2019-10-01 Elmia Exhibitor Insurance

Anneli Dahlgren, Länsförsäkringar
Phone+46 8 588 400 60
E-mail

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

The natural meeting and workplace for the journalists who visit the fair.

Press Material for the Press Room
Linda Aspsjö
Phone: +46 36 15 21 15

2019-09-24

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

2019-09-24

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


Moving-in and moving-out times

Moving in

Date / Time

For questions, please contact the Information Desk

19-10-04 / 08.00-20.00 Service staffing 08.00-16.00
19-10-05 / 08.00-20.00 Service staffing 08.00-16.00
19-10-06 / 08.00-22.00 Service staffing 08.00-20.00
19-10-07 / 08.00-20.00 Service staffing 08.00-20.00

The stands must be ready by 2019-10-07 / 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

19-10-10 / 17.00-22.00 Service staffing 08.00-20.00
19-10-11 / 08.00-20.00 Service staffing 08.00-16.00
19-10-12 / 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.

 

The fairs opening hours

2019-10-08 09.00-17.00
2019-10-09 09.00-17.00
2019-10-10 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 print your personal exhibitor cards to your stand staff. Log on to "My pages" and register your stand staff.


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 Nordic Transport Infrastructure
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.


Fair Cards - Jurisdiction to work on the Fair

To show your permission 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 Elmia are connected to parking meters. Exhibitors have the possibility to order parking passes for SEK 240 (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.


Invite your customers

You have an excellent opportunity to influence which visitors come to the fair. Use our invitation link to invite your customers to your stand.

Invitation link/Electronic invitation

A highly effective way of marketing your participation at the fair is to send out the invitation link by e-mail or newsletter. The Customers pre-registrate by the link on our website. You can market your exhibition participation in new and old customers in a cost-effective manner.

Your invitation link will be find on "My Pages".

 

 


A smarter route to more business

 

Matchmaking

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. 

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".

 

Elmia Plus Leads

We want to give you more time for new customers and make it easier for you to follow up on your business contacts at the fair. With Leads handling in the Elmia Plus app, you just scan the barcode on visitors’ name badges and immediately get complete customer information. The app also lets you add your own notes to complement the visitor information. You no longer have to bother keeping track of business cards and remember which visitor is interested in what.

  • Reduce your administration
  • Focus on your customer meetings
  • Follow up your business contacts immediately

Download the Elmia Plus app:

Android App store

 

Read under My Pages how to activate the Leads handling tool in Elmia Plus.


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

Elmias Exhibitor insurance

Information about the insurance

Claim form


The Fair Catalogue

The Fair Catalogue presents your company, products and services. The catalogue will be available on our website and app.

The registration fee includes:

  • Corporate presentation with catalogue text
  • Product Register
  • 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.
  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 is for Main Exhibitors and Co-Exhibitors only.

Co-Exhibitor, SEK 5900

- Shares stand with Main Exhibitor

Check the box and register any Co-Exhibitors (companies sharing the stand with the Main Exhibitor). 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.

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 Co-Exhibitors only.


Who to contact?

Personnel /Area of responsibility Phone / Fax
Elmia switchboard Phone: +46 36 15 20 00
Exhibition Manager
Magnus Ringqvist
Phone: +46 36 15 22 60

Sales Manager
Henrik Thorzén

Phone +46 36 15 20 02
Communication Manager
Linda Aspsjö
Phone: +46 36 15 21 15
Exhibitors Support 
Sara Jacobsson
Phone: +46 36 15 21 14

Stand Design
Jenny Arvidsson

Phone: +46 36 15 22 23

Conference Venues
Annika Pettersson
Phone: +46 36 15 21 37
Flowers & Plants
Eva Pettersson
Phone: +46 707 35 17 35

Elmia Fair Restaurant
FC Gruppen

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
Email
Phone: +46 31 337 05 70
Elmia Exhibitor Insurance
Anneli Dahlgren, Länsförsäkringar
Lotten Jansson, Länsförsäkringar

Phone: +46 8 588 400 60
Phone: +46 8 588 423 11

Direct phone numbers during the fair
Infodisk Lobby Nord
Infodisk Lobby Syd
Phone: +46 36 15 21 52
Phone: +46 36 15 21 18

Regulations for serving alcoholic beverages at Elmia

Elmia’s restaurateur FC Gruppen 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 FC Gruppen if you wish to serve alcoholic beverages in your booth.

FC Gruppen 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.

FC Gruppen 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 Emma Appelberg or Adam Svensson, FC Gruppen, phone: +46 36 30 54 10


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 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?")