IAAPA EXPO EUROPE 2019 EXHIBITOR MANUAL · IAAPA Expo Europe 2019 –Exhibitor Manual Dear...

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Conference Sep 16 th to 19 th 2019 Exhibition Sep 17 th to 19 th 2019 IAAPA Expo Europe #IAAPAExpos @IAAPAEMEA IAAPA EXPO EUROPE 2019 – EXHIBITOR MANUAL
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  • Conference Sep 16th to 19th 2019

    Exhibition Sep 17th to 19th 2019

    IAAPA Expo Europe

    #IAAPAExpos @IAAPAEMEA

    IAAPA EXPO EUROPE 2019 – EXHIBITOR MANUAL

    http://www.iaapa.org/expos/iaapa-expo-europe

  • Table of contents

    IAAPA Expo Europe 2019 – Exhibitor Manual

    Please click on the links below to be directed to the desired page.

    You may always come back to this page by clicking on the top right corner of further pages.

    General Information:

    Page 3 Welcome

    Page 4 IAAPA’s 10 recommendations for a smooth planning

    Page 5 Timetable

    Page 6/7 Venue address

    Page 8/9 Official Contractors and Services

    Planning your stand – Instructions and Mandatory forms:

    Page 10 Space only stands

    Page 11 Shell Scheme Stands

    Page 12 Active Rides – Inspection and daily forms

    Page 13 Exhibitor Badges and Guest Passes

    Other IAAPA’s Initiatives

    Page 14 Exhibitor Awards

    Page 15 Press Conferences / Exhibitor Session at the Conference Programme

    Page 16 Tips to increase your ROI

    Page 17 Floorplan / Show Guide

    Any questions? Please contact IAAPA on:

    [email protected] / +32 2 609 5445

    mailto:[email protected]

  • Welcome

    IAAPA Expo Europe 2019 – Exhibitor Manual

    Dear Exhibitor,

    Welcome to IAAPA Expo Europe 2019

    This is our first European show under the new IAAPA Branding, and we are very excited to welcome you to Paris in September.

    This manual is a one stop shop for all the show operations and we kindly invite you to read it carefully. We have strived to make it user friendly and we welcome your feedback to improve this manual for our future Expo Editions.

    On this document you will also find 10 recommendations for a smooth planning and useful tips to increase the return on your investment.

    If you have any queries, please do not hesitate to contact us on [email protected] or +32 2 609 5445

    On behalf of the IAAPA EMEA team I would like to wish you our warmest regards.

    William Khabbaz

    Director of Operations – IAAPA Expo Europe

    Back to the table of contents

    Page 3

    mailto:[email protected]

  • IAAPA’s 10 recommendations for a smooth planning1) Download and use the exhibitor checklist to confirm that you have submitted all your forms, and ordered your services, before the deadline.

    2) Traffic, marshalling, and parking areas are limited near the venue. Please contact our logistics partner in advance for a delivery timeslot and try to avoid driving your own truck/van. There are several measures in place to consolidate & reduce your freight costs and make your planning smoother.

    3) Make sure you have ordered the correct power supply beforehand. Stands will not be energized until Sunday at 10:00 AM, unless requested separately. Shell Scheme stands already have a 3kw day power supply included. All stand with power will have an electrical box. Please check here the electrical boxes dimensions.

    4) All devices/attractions with audience participation and in demonstration mode, must be inspected and approved onsite by TÜV SÜD, irrespective of any certificates/permits they already have. This is paid by IAAPA and it is mandatory.

    5) Do not leave any items unattended at your stand or in the halls.

    6) In order to have a smooth and fair for all exhibition IAAPA has several regulations that we invite you to respect. Please read and observe our show policies, booth violations, and IP Policy carefully.

    7) IAAPA has hosted an exhibitor webinar on March 6th, 2019 that we invite you to check here.

    8) It is mandatory to wear safety shoes (reinforced toe caps + anti perforation soles) for anyone accessing the site during build up and break down periods.

    Exhibitors and contractors must provide their own shoes.

    9) If you have a space only stand your stand design must be approved, in writing, by IAAPA. It must be uploaded on your exhibitor portal

    10) Book your accommodation soon as possible as Paris is a very busy city.

    IAAPA Expo Europe 2019 – Exhibitor Manual

    Back to the table of contents

    Page 4

    https://www.dropbox.com/s/zo25s45i9qndy6b/exhibitor-checklist.pdf?dl=0https://www.dropbox.com/s/iyv008rzkv7e7bg/Electrical%20Power%20Boxes.pdf?dl=0http://www.iaapa.org/ShowPolicieshttp://www.iaapa.org/docs/default-source/expo-europe-2019---services-guide/booth-violations-2019.pdf?sfvrsn=2http://www.iaapa.org/IPPolicyhttps://www.dropbox.com/sh/lklvxkmz3xjn4gf/AADXZCw_KaDiYRJApHtbd0xIa?dl=0https://s15.a2zinc.net/clients/IAAPA/eas2019/Public/e_Login.aspx?FromPage=e_ExhibitorConsole

  • Timetable

    Date Hall Opening Times Access for

    Friday, Sep 13th, 2019 08 :00 – 20 :00 Space Only – Over

    54sqm

    Saturday, Sep 14th,

    2019

    08 :00 – 20 :00 ALL Space only

    exhibitors & shell

    scheme

    exhibitors with

    attractions/machines

    Sunday, Sep 15th, 2019 08:00 – 20:00 08:00 – 16:00 ALL

    Space only exhibitors &

    shell scheme

    exhibitors with

    attractions/machines

    16:00 -20:00 All

    Exhibitors

    Monday, Sep 16th,

    2019

    08:00 – 20:00 08:00 – 15:00 End of

    stand assembly

    15:01 – 20:00 Minor

    decorations

    Date Hall Opening Times Show Hours

    Tuesday, Sep 17th, 2019 08:00 – 18:30 10:00 – 18:00

    Wednesday, Sep 18th,

    2019

    08:00 – 18:30 10:00 – 18:00

    Thursday, Sep 19th, 2019 08:00 – 22:00 10:00 – 16:00

    Date Hall Opening Times NotesThursday, Sep 19th, 2019 16:01 – 22:00 16:01 – 17:00 Clear visitors

    of the halls.

    17:01 – 22:00 All

    Exhibitors.

    Shell Scheme stands to be

    cleared by 22:00 Friday, Sep 20th, 2019 08:00 – 18:00 Space only stands

    Build Up Show Days

    Breakdown

    • All exhibitors and contractors must work within the published hours. If you foresee any issues with this, please contact [email protected]

    • All areas must be cleared by 18:00 on Friday, Sep 20th, 2019.• Make sure that your stand area and surroundings are completely clear. • Any rubbish, stand material, brochures, promotional items, cargo, etc., left in the

    halls will be removed and all incurred costs will be billed to the exhibitor.

    IAAPA Expo Europe 2019 – Exhibitor Manual

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    Page 5

    IMPORTANT: Access to the halls will be limited by a second badge during build up / break down.Only exhibitors and approved contractors will receive further information on this.

    mailto:[email protected]

  • Venue addressVenue Delivery Address: Hall 1, Porte de Versailles, Gate M

    Avenue Ernest Renan, 75015, Paris, France

    This is for show days only. For any other dates / advanced warehouse, please refer to our shipping guidelines or visit http://www.iaapaeuropelogistics.com

    Agility Fairs & Events has been appointed by IAAPA as the official freight, customs, and onsite handling contractor for IAAPA Expo Europe 2019

    13 to 16 September 2019 Other Dates / Advanced Warehouse

    Driving your own car, truck, van?

    Book your access timeslot in advance at https://logipass.viparis.com/ (available

    in mid May)

    Access will only be granted for those with a confirmed booking

    Also, please contact Agility Fairs and Events to arrange for unloading / forklifts /

    storage, etc.

    Dan Flower

    +44 207 069 5304

    [email protected]

    Please contact Agility Fairs and Events

    Dan Flower

    +44 207 069 5304

    [email protected]

    IAAPA Expo Europe 2019 – Exhibitor Manual

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    Page 6

    http://www.iaapaeuropelogistics.com/IAAPA-2019-Shipping-Instructions-v2.pdfhttp://www.iaapaeuropelogistics.com/https://logipass.viparis.com/mailto:[email protected]:[email protected]

  • Venue address - MAP

    IAAPA Expo Europe 2019 – Exhibitor Manual

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    Page 7

  • Official Contractors and ServicesThe list below is exhaustive, and services can only be provided / performed by IAAPA’s contractors.

    Contractor Service Contacts / Notes

    Agility Advanced Warehouse, Logistics, Freight, Lifting & On-Site Storage

    Dan Flower +44 207 069 5304 [email protected]://www.iaapaeuropelogistics.comShipping guidelinesShowcasing in Orlando? – Agility can offer you stand to stand shipping services, between Paris and Orlando

    AREAS Catering BrochureOrder Form - send to [email protected] requests - Merien Timzouert +33 1 57 25 34 96 [email protected]

    Experient Data Capture / Lead RetrievalExhibitor BadgesVisitors Badges

    Jeff Faulkner +1 240 439 2320 [email protected] (for the lead retrieval)

    Freeman Additional Stand Fitting and Custom-Built StandsCarpetElectrics & LightingModular Stand UpgradesShell Scheme Construction FurnitureStand Graphics

    +44 2477 601601 [email protected]://iaapa.exhibitionarchitect.co.ukFORMS

    IAAPA Expo Europe 2019 – Exhibitor Manual

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    Page 8

    mailto:[email protected]://www.iaapaeuropelogistics.com/http://www.iaapaeuropelogistics.com/IAAPA-2019-Shipping-Instructions-v2.pdfhttps://www.dropbox.com/s/2e7gza10hthi5ei/Brochure%2018-19.pdf?dl=0https://www.dropbox.com/s/2e7gza10hthi5ei/Brochure%2018-19.pdf?dl=0mailto:[email protected]:[email protected]:[email protected]://www.iaapa.org/expos/euro-attractions-show/registrationhttps://www.dropbox.com/s/xbpd40mk4hs6q8p/Lead%20Order%20Form.pdf?dl=0mailto:[email protected]://iaapa.exhibitionarchitect.co.uk/https://www.dropbox.com/sh/lydlebct30pnrpv/AACxrPoQYhRRAB9k6Hik_SNja?dl=0

  • Official Contractors and Services

    Contractor Service Contacts / Notes

    Securitas Hostess and Security +33 (0)6 74 93 14 10 [email protected]

    ViParis AV and IT Equipment CleaningCompressed Air / GasFloral DecorationFurnitureInternetParkingRigging and Suspended DecorationTelephoneWater/Waste

    +33 (0)1 40 68 16 16 [email protected]:00 to 18:00 Mon - FriWebsite: http://epex.viparis.com/epex/do/accueil_halls?codeLieu=PDV&idManif=7596

    ViParis doesn’t offer forms.

    IAAPA Expo Europe 2019 – Exhibitor Manual Page 9

    mailto:[email protected]://www.dropbox.com/s/s4yh1t56e792njm/IEE%2019%20Security.pdf?dl=0mailto:[email protected]://epex.viparis.com/epex/do/accueil_halls?codeLieu=PDV&idManif=7596

  • Space only stands – Mandatory formsDEADLINE – July 30th, 2019

    In order to comply with French laws and regulations you and your contractors must follow the steps below, in order to get your stand approved.IAAPA and DÖT, the official Work Safety Coordinator, will only permit the construction of your stand if the all the documents below are submitted in time and approved. Booths with up to 3m in depth (e.g. 3x3, 3x6, etc.) are limited to a height of 2.5m, regardless if they are space only or shell scheme.

    Who Action / Notes

    Exhibitor or Contractor ✓ Read and observe IAAPA’s General Stand Fitting and General Stand Building Regulations✓ Read and observe IAAPA’s show policies, booth violations and IP Policy.✓ Submit, via the exhibitor portal, your stand design for aesthetic approval from IAAPA.✓ Receive stand approval, in written, from IAAPA.

    Contractor Please submit all forms to IAAPA via the exhibitor portal. We will collate everything and forward the forms to the relevant authorities.✓ Fill, sign, and return via the exhibitor portal the G.H.S.P.C.P. (General health and safety protection coordination plan)✓ Fill, sign, and return via the exhibitor portal the I.H.S.P.C.P (Individual health and safety protection coordination plan)✓ Submit a valid copy of the company’s Public Liability InsuranceNotice for contractors - Only IAAPA’s official contractor, Agility, is authorized to operate motorized vehicles onsite.

    Exhibitor Please submit all forms to IAAPA via the exhibitor portal. We will collate everything and forward the forms to the relevant authorities.✓ Fill, sign, and return via the exhibitor portal the Exhibitor Safety Instructions✓ If your stand is over 3m high, and/or has a double-decker / mezzanine, and/or rigged structures, a recognized French Health and

    Safety Coordinator must be appointed. ✓ Submit your Audience Participation Form or fill the details on the Exhibitor Portal. Inflatables: blowers need to be de-energized at the end of each show day

    IAAPA Expo Europe 2019 – Exhibitor Manual

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    Page 10

    IMPORTANT: Access to the halls will be limited by a second badge during build up / break down.Only exhibitors and approved contractors will receive further information on this.

    https://www.dropbox.com/s/d8iqkco1vz2yy7i/General%20Rules%20from%20IAAPA.pdf?dl=0http://www.iaapa.org/ShowPolicieshttp://www.iaapa.org/docs/default-source/expo-europe-2019---services-guide/booth-violations-2019.pdf?sfvrsn=2http://www.iaapa.org/IPPolicyhttps://s15.a2zinc.net/clients/IAAPA/eas2019/Public/e_Login.aspx?FromPage=e_ExhibitorConsolehttps://www.dropbox.com/s/e4cfoj3jl1btq8d/GHSPCP.pdf?dl=0https://www.dropbox.com/s/rvre0dc67v2810t/IHSP.doc?dl=0https://s15.a2zinc.net/clients/IAAPA/eas2019/Public/e_Login.aspx?FromPage=e_ExhibitorConsolehttps://www.dropbox.com/s/ot17701jsfdgyzj/Exhibitor%20Safety%20Instructions.pdf?dl=0https://www.dropbox.com/s/hzdu97jmjh0a2l7/Audience%20Participation%20Form%202019.pdf?dl=0

  • Shell Scheme Stands – Mandatory forms

    DEADLINE – July 30th, 2019

    Your shell scheme stand will be constructed by IAAPA’s official contractor, Freeman. We invite you to fill the three forms below.Booths with up to 3m in depth (e.g. 3x3, 3x6, etc.) are limited to a height of 2.5m, regardless if they are space only or shell scheme.

    Who Action / Notes

    Exhibitor Please submit the first two forms to IAAPA via the exhibitor portal. We will collate everything and forward the forms to the relevant authorities.✓ Read and observe IAAPA’s General Stand Fitting and General Stand Building Regulations✓ Read and observe IAAPA’s show policies, booth violations and IP Policy.✓ Fill, sign, and return via the exhibitor portal the Exhibitor Safety Instructions✓ Submit your Audience Participation Form Inflatables: blowers need to be de-energized at the end of each show day✓ Fill the Shell Scheme Name Board Form and send it back to Freeman

    IAAPA Expo Europe 2019 – Exhibitor Manual

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    Page 11

    IMPORTANT: Access to the halls will be limited by a second badge during build up / break down.Only exhibitors and approved contractors will receive further information on this.

    https://s15.a2zinc.net/clients/IAAPA/eas2019/Public/e_Login.aspx?FromPage=e_ExhibitorConsolehttps://www.dropbox.com/s/d8iqkco1vz2yy7i/General%20Rules%20from%20IAAPA.pdf?dl=0http://www.iaapa.org/ShowPolicieshttp://www.iaapa.org/docs/default-source/expo-europe-2019---services-guide/booth-violations-2019.pdf?sfvrsn=2http://www.iaapa.org/IPPolicyhttps://www.dropbox.com/s/ot17701jsfdgyzj/Exhibitor%20Safety%20Instructions.pdf?dl=0https://www.dropbox.com/s/hzdu97jmjh0a2l7/Audience%20Participation%20Form%202019.pdf?dl=0https://www.dropbox.com/s/q5uhgtuxarj1v7x/Shell%20Scheme%20Name.pdf?dl=0

  • Active Rides – Inspection and daily forms

    Every active ride / attraction, in demonstration mode or with audience participation, must be inspected onsite, irrespective of any certificates or permits it might already have. More details are on the Audience Participation Form.

    The inspection timetable is below and exhibitors who have submitted their paperwork will receive a link to book an inspection timeslot. Stand must be manned at the timeslot.

    During show days IAAPA requires that you perform a daily pre-opening inspection on your attraction/device and fill and sign the inspection form. The inspection should be done as specified in the attraction/device (s) manual and form should be returned by 10am of each show day (17th, 18th, and 19th September 2019) to the floor managers at the exhibitor services desks, in the registration area.

    Inspection Timetable

    Date TimeSunday, Sep 15th, 2019 16:00 – 20:00

    Monday, Sep 16th, 2019 08:00 – 20:00

    IAAPA Expo Europe 2019 – Exhibitor Manual

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    Page 12

    https://www.dropbox.com/s/hzdu97jmjh0a2l7/Audience%20Participation%20Form%202019.pdf?dl=0https://www.dropbox.com/s/8gkowciidzyjdjz/Daily%20Inspection%20Form.pdf?dl=0

  • Exhibitor Badges and Guest Passes

    The number of Exhibitor Badges and Guest Passes available are related to your booth size. Please use the tables below for reference.

    Badges will only be available after IAAPA had received your stand payment in full. Payment deadline is July 19th, 2019.

    Please go to the registration tab on the exhibition website to register and retrieve your codes. Registration opens in Mid May 2019www.IAAPA.org/IAAPAExpoEurope

    IAAPA Expo Europe 2019 – Exhibitor Manual

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    Page 13

    Stand size(sqm)

    Exhibitor Badges Allotment

    6-9 4

    10-17 6

    18 8

    19-26 10

    27 12

    28-35 14

    36 16

    37-44 18

    45-50 20

    51-59 24

    60-70 32

    71-80 34

    81-90 36

    91-100 38

    100-120 40

    121 and Larger 48

    Additional Badges / Lost Badges € 40.00

    Stand size(sqm)

    Guest PassesAllotment

    6-9 9

    10-12 13

    13-14 18

    15-17 20

    18-19 27

    20 31

    21-24 33

    25-29 40

    30-35 44

    36-44 54

    45-49 61

    50-59 80

    60-80 85

    81 and Larger 95

    http://www.iaapa.org/iaapaexpoeurope

  • Exhibitor AwardsThe IAAPA Expo Europe Best Exhibit Awards competition recognizes the booth presentation in three categories (9-18, 19-54 and over 54 sqm). Eligibility:

    1. Must be a member of IAAPA and exhibiting at IAAPA Expo Europe 2019

    2. Must submit an entry to be considered for a Best Exhibit Award by the deadline.

    3. Exhibitors who violate IAAPAs rules and regulations will not be eligible for the Exhibitor Awards.

    Exhibitors must apply via the exhibitor portal or email [email protected] by August 15th, 2019.

    IAAPA Expo Europe 2019 – Exhibitor Manual

    Judging

    1. A panel of 3-5 judges comprised of IAAPA facility members will evaluate all entries andrecommend first and second place winners, as applicable.2. The Exhibitor Awards Chair approves all winners.3. The decision of the judges are final.4. Participating exhibitors must be ready to welcome the jury on Tuesday 17 September.5. Based on number of subscriptions there will be a number of prices awarded (normally threeawards, one for each booth size category).6. All awards will be distributed to the winner’s booths by 5:00 p.m. on the first day of the tradeshow. Please have the appropriate representative(s) in your booth during this time forpresentation/photo with the award.7. All award winners will be displayed on the Awards display after the Leadership Breakfast onWednesday. A list of winners will also be available in the IAAPA Sales Office by 5:00 p.m. onthe first day of the trade show.

    Judging Criteria

    1. Booth Design – Quality, originality, and uniqueness.

    2. Branding – Use of corporate logo and/or brand within the design of the booth; promotion of product or service.

    3. Staffing – Professional appearance; welcoming and friendly demeanor; approachable and knowledgeable. Overall Appeal – Booth cleanliness; attractive layout; ease of access to information within the booth.

    Back to the table of contents

    Page 14

    mailto:[email protected]

  • Press ConferencesOperators, suppliers, and manufacturers showcase their latest and greatest news at press conferences during IAAPA Expo Europe.

    Please contact [email protected] if you would like to host a press conference at IAAPA Expo Europe in Paris.

    IAAPA Expo Europe 2019 – Exhibitor Manual

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    Exhibitor Session at Conference Programme

    Page 15

    In 2019 an “new and innovative products” session will be hosted at IAAPA Expo Europe. All exhibitors will get the chance to apply for a 2-3-minute speaking slot in this session. A jury, formed by members of the IAAPA EMEA Education Subcommittee, will judge all applications based on clearly defined criteria and select 15 to 20 exhibitor to promote their “new and innovative product” during this session. More information about this session, about the criteria and on how to apply will be available and will be send to you in June 2019. If you would like further information, please contact our education manager, Tom Vandenbroucke, via email at [email protected]

    All other sessions and speakers for the education programme at IAAPA Expo Europe 2019 have been decided on already. No further proposals will be accepted. Information on how to apply to speak at IAAPA Expo Europe 2020 will be provided to you at IAAPA Expo Europe 2019 in Paris.

    mailto:[email protected]:[email protected]

  • Increase your ROI

    Here are a few tips from IAAPA and its partners to help you to be costs effective at exhibitions, and to increase your sales and revenues onsite.

    Some of this information can be found in detail on the Webinar IAAPA has hosted on March 6th. LINK

    - Observe orders deadlines, to pay the early bird fees.

    - Book your hotel / lodging as soon as you book your stand.

    - Qualify your onsite leads. Prepare yourself / staff before the show, set objectives, use custom surveys, and follow up on your leads immediately after the expo.

    - Prepare creative giveaways. This is a very effective tool for potential buyers to remember you, and your products/services.

    - Decorate and invest on your stand look and feel. Make it a welcoming place for your potential buyers.

    - Plan your shipping and showcase your products, where feasible. Buyers are eager to see products that they plan to buy.

    - Use your guest invitation codes and invite your key costumer to meet you onsite.

    - Promote your presence at the Expo within your community/clientele.

    IAAPA Expo Europe 2019 – Exhibitor Manual

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    Page 16

    https://www.dropbox.com/sh/lklvxkmz3xjn4gf/AADXZCw_KaDiYRJApHtbd0xIa?dl=0

  • Floorplan

    To download the latest version please click here.

    Show Guide deadlines and contact details will be available soon. It will be done by IAAPA and we will send you detailed information in the upcoming weeks.

    For advertisement opportunities, please contact Brian Skepton.

    Brian Skepton

    Director, Advertising Sales

    Direct: +1 321.319.7644; Main: +1 321.319.7600

    Email: [email protected]

    IAAPA Expo Europe 2019 – Exhibitor Manual

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    Page 17

    Show Guide

    https://s15.a2zinc.net/clients/iaapa/eas2019/Public/eventmap.aspx?shAvailable=1&ID=2946&sortMenu=103001mailto:[email protected]