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

October 6 Company Presentation, Co-Exhibitors, Product Register
Siv Karlsson 
Tel: +46 36 15 22 06
Print by using My Pages Exhibitor Cards, Construction Cards and Parking Permits
Siv Karlsson 
Tel: +46 36 15 22 06
October 31 Invitation cards
Siv Karlsson 
Tel: +46 36 15 22 06
October 2, a surcharge of 50% on top of our standard prices will be charged on orders received after October 26. Exhibitor support - stand orders
Siv Karlsson 
Tel: +46 36 15 22 06
October 2, a surcharge of 50% on top of our standard prices will be charged on orders received after October 26.

Stand Design

Johanna Bjurevik
johanna.bjurevik@elmia.se
Tel: +46 36-15 22 24

Ottilia Josefsson
ottilia.josefsson@elmia.se
Tel: +46 36-15 23 40

October 6 Ad Bookings for Fair Catalogue

 

Elmia Exhibitor Insurance

Anneli Dahlgren, Länsförsäkringar
+46 8 588 400 60

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

October 26 Elmia Transport Service
Phone: +46 36 15 22 85, +46 36 15 22 86
Fax: +46 36 16 66 80
E-mail
October 26 International Freight
Phone: +46 31 337 05 07
E-mail

Moving-in and moving-out times

 

Moving in

Date / Time

 

2017-11-09 - 2017-11-12

 08.00 - 22.00

2017-11-13

 08.00 - 20.00

The stands must be ready by 2017-11-13 / 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

2017-11-17

 16.00 - 22.00

2017-11-18

 08.00 - 22.00

2017-11-19

 08.00 - 22.00

NB! Gates for moving out open at 16.00. This applies both for indoor and outdoor exhibitors. The North Entrance may not be used for loading/unloading.

 

The fairs opening hours

Tuesday 14 November 09.00-17.00
Wednesday 15 November 09.00-17.00
Thursday 16 November 09.00-17.00
Friday 17 November 09.00-15.00

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.


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 Subcontractor
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

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 permision to the fair as Exhibitor or co-worker, please display your Jurisdiction Card clearly throughout your stay in the fair ground.

Exhibitor Cards and Construction Cards

Exhibitor Cards are needed by the stand staff working in the stand during the fair. Construction Cards are needed by the stand builders. 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 self register your stand staff and 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 288 (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.

 


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.


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).


Match-making – find tomorrow's partners

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. The number of categories that exhibitors can enter is limited to 20.

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".

In Leads you can also see who has pre-registered to visit the fair using your invitation card or electronic invitation code. During, or after, the fair you can enter the number on your visitor’s badge to download their contact information.


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, the information is published automatically.

The presentation in the catalogue is mandatory to head exhibitors as well as co-exhibitors and will be charged with SEK 2 500 per each exhibiting company.

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’, select the options appropriate for you.
  5. Product Register (Product Register is for Main Exhibitors and Active Co-Exhibitors only).

Co-Exhibitor, SEK 2,500

- Shares stand with Main Exhibitor

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

‘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.

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
Business Manager
Karla Eklund

Phone:  +46 36 15 22 61

Communications Manager
Fredrik Jarl

Phone:  +46 36 15 21 35

Sales
Birgitta Lundgren

Phone:  +46 36 15 22 52

Sales
Bengt Johansson

Phone:  +46 36 15 22 71

Sales
Andreas Eriksson

Phone:  +46 36 15 21 19

Exhibitors Support 
Siv Karlsson

Phone:  +46 36 15 22 06

Exhibitor Cards, Construction
Cards, Parking Permits
Siv Karlsson

Phone:  +46 36 15 22 06

Stand Design

Johanna Bjurevik

Phone: +46 36-15 22 24

Stand Design

Ottilia Josefsson

Phone: +46 36-15 23 40

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 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-post

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
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: Beata Magnusson, 036-15 21 56, beata.magnusson@sodexo.com


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 1,500 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?")