Exhibitor´s Manual

#EmpackMadrid19

FAQ: EVERYTHING YOU NEED TO KNOW FOR YOUR EXHIBITION

Important actions

Welcome exhibitor manual!

Dates and access hours

Dates: November 13th & 14th

Schedule:

Wednesday 13th:  10:00 to 18:30
Thursday 14th:  10:00 to 18:30

Location

Empack Madrid 2019 will take place:

Feria de Madrid - IFEMA

Halls 3 and 5

Av. Partenón 5, 28042 Madrid

Floorplan

Please, verify your stand location and the Hall number:

Empack 2019

Calendar

Important dates. Check our calendar for an efficient planning

Prepare your stand

Assembly & Disassembly

Assembly

Access with crane

Grúa

9th November

  • Placement of heavy machinery (from 4,500 kg) in the stand from 9.00h to 14.00h.

To grant your access, you must fill in an authorization form. We will return it to you signed by the organization as an access confirmation. Please keep the form with you at all time during assembly and disassembly hours since it can be requested by the organization.

*Everyone accessing the venue must be provided with a helmet, warning vest and homologated boots.

Space Only access

Diseño libre

9th November

  • From 15.00h to 20.00h you can access to the venue for stand decoration.

10th, 11th and 12th November

  • From 8.30h to 20.00h you can access to the venue for stand decoration.

*Everyone accessing the venue must be provided with a helmet, warning vest and homologated boots.

Modular stand access

Decoración stand

11th November

  • From 15.00h to 20.00h you can access to the venue for stand decoration.
  • Forklifts are requested to be operated with great care and assuring all the safety measures, from 15.00h to 20.00h.

12th November

  • From 8.30h to 20.00h you can access to the venue for stand decoration.
  • Forklifts are requested to be operated with great care and assuring all the safety measures, until 15.00h.
  • From 15.00h to 20.00h all unloading and handling processes must be carried out by manual means (pallet trucks, manual forklifts, etc).

Forklifts are allowed to access the venue and must be operated with great care.

*Everyone accessing the venue must be provided with a helmet, warning vest and homologated boots.

Disassembly

Stand disassembly

Materials

 

14th November

  • From 19.00h to 21:30h the access to the venue is allowed only to collect small or deliver empty packaging for the boxing material on the 15th.

*Everyone accessing the venue must be provided with a helmet, warning vest and homologated boots.

 

 

Access with forklift

Carretilla Elevadora


15th November

  • Heavy machinery removal (minor of 4,500 kg) is allowed from 15.00h to 21:30h.

*Everyone accessing the venue must be provided with a helmet, warning vest and homologated boots.

Access with crane

Grúa

15th November

  • Heavy machinery removal (from 4,500 kg) is allowed from 17.00h to 21.30h.

 

16th November

  • Heavy machinery removal (minor of 4,500 kg) is allowed from 8.30h to 11:00h.

To grant your access, you must fill in an authorization form. We will return it to you signed by the organization as an access confirmation. Please keep the form with you at all time during assembly and disassembly hours since it can be requested by the organization.

*Everyone accessing the venue must be provided with a helmet, warning vest and homologated boots.


What is MyEasyfairs?

You have received this manual as part of the documentation you need to prepare your stand.

You can rely on your My Easyfairs to make this process easy and efficient.

Are you already logged in?

When you confirmed your participation in Empack, we sent you an email to activate your account.

If you have any question, do not hesitate to contact us.

 


Characteristics of your stand

Stand ALL IN

Empack 2019

 

 

From 9 square mts to 48 square mts you can have ALL IN modular space that includes: carpet on spaces floor, 1 Wifi user, cleaning service during 2 days of the event, 24h security and 1 parking space for both days of the event.

The final artworks must be sent to operaciones@easyfairs.com in PDF vectorial format before SEPTEMBER 13TH - IF WE HAVE NOT RECEIVED THEM BEFORE SEPTEMBER 13TH, ONLY THE LOGO OF YOUR COMPANY WILL BE PRINTED IN THE CORRESPONDING CANVAS. If you want the same than 2018 edition just tell us as soon as possible. The Organization doesn't provide the service of the canvas design.

Models and Measures Area Stands - ALL IN

Stand ALL IN PLUS

Empack 2019

From 9 square mts to 48 square mts you can have ALL IN PLUS modular space that includes: carpet on spaces floor, 1 Wifi user, cleaning service during 2 days of the event, 24h security and 1 parking space for both days of the event.

The final artwork should be sent to operaciones@easyfairs.com in PDF vectorial format before 13TH SEPTEMBER - IF WE HAVE NOT RECEIVED THEM  BEFORE 13TH SEPTEMBER, ONLY THE LOGO ON THE TOTEM WILL BE PRINTED AND NO PAYMENT WILL BE RETURNED BY ANY CONCEPT. If you want the same than 2018 edition just tell us as soon as possible. The Organization doesn't provide the service of the canvas design.

Models and Measures Area Stands - ALL IN PLUS

Use regulations:
All the stand elements are provided on a rental basis (walls, chairs, tables, showcases…) and they must be returned in the same condition that they were received. Stick or nail elements to the walls or furniture is not allowed in order to avoid any damage.
Once the show is finished, a thorough inspection of all materials will be performed by the Operations personnel. Photographs will be taken only for internal use and documentation. In case any item not rented by you is found at your stand, you will be invoiced for it.
You will be charged for the reparation cost of any damage of the stand elements by the end of the show.


Stand ALL IN PREMIUM

Logistics 2019

The final artwork should be sent to operaciones@easyfairs.com in PDF format before 13TH SEPTEMBER -  IF WE HAVE NOT RECEIVED THEM  BEFORE 13TH SEPTEMBER, ONLY THE LOGO ON THE TOTEM WILL BE PRINTED AND NO PAYMENT WILL BE RETURNED BY ANY CONCEPT. If you want the same than 2018 edition just tell us as soon as possible. The Organization doesn't provide the service of the canvas design.

 

 

Use regulations:
All the stand elements are provided on a rental basis (walls, chairs, tables, showcases…) and they must be returned in the same condition that they were received. Stick or nail elements to the walls or furniture is not allowed in order to avoid any damage.
Once the show is finished, a thorough inspection of all materials will be performed by the Operations personnel. Photographs will be taken only for internal use and documentation. In case any item not rented by you is found at your stand, you will be invoiced for it.
You will be charged for the reparation cost of any damage of the stand elements by the end of the show.


Space Only Stand

Empack 2019

Custom stands include: Assambly fees B, supply connection (130w/m2), 1 wifi user, cleaning service during 2 days of the event and 24h security.*

The stand design must be send before September 13th for approval.

*Custom stands not include: electrical panel and carpet on space floor.


Technical Plan

Technical Plan

It is very important to fill and send us back the technical plan to the organization that we sent to you by e-mail. It will help to fit everything perfect in your stand.

Please, fell in it and send back to operaciones@easyfairs.com.
When you have finished it, please send it to operaciones@easyfairs.com before of 13th SEPTEMBER.


Electrical Needs

Electricity

In case you need any special connection, in addition to the one included in your stand (monophase electrical switchboard - 3kw), please fill in this document with your requirements. No special electrical orders will be taking into account if the form and the form has not been filled in previously and sent back to us. The cost of the additional orders must be paid prior to the assembly.

Once the electrical outlets have been checked, our team will contact you to confirm and hire the required services for the correct function of the machinery.
If once arrived at the fair, the service contracted does not adapt to the needs of the machine, any change will be subject to technical availability and stock, order of incidence and prior payment of the service by credit card. The Organization won't install any conection which is not under it's property.

Additional Orders

Aditional orders

Take advantage of better prices by placing your orders before of 1st September.

From 2 September, the price will be increased by a 35% in the online store.

From 24 September, the price will be increased by a 35% in electriciy orders

From 7 October, no additional orders will be accepted. Any service needed can be requested during the assembly at the Exhibitor Service Office, hall 5 of IFEMA. These requests are subject to stock availability and will entail a 50% increase of the price.

If you may need any additional service not included in the catalogue, please contact us at operaciones@easyfairs.com.

*You may be provided with different furniture of similar characteristics depending on the stock.


Loading and unloading

Build up and breakdown

For loading and unloading services, you can contact our logistics supplier DB Shenker. If you hire your own logistics supplier, you are allowed to access the venue only on 11th November, unless the merchandise exceeds 4,500 kg. We advice you to book logistic services in advance for an optimal planning.

In case any damage occurs due to irresponsible careless unloading, you Will be charged for the damages and reparation costs at the end of the event.

DBSCHENKER is an official partner of IFEMA
Contact Information:
DBSCHENKER Exhibitor Helpline:
IFEMA: +34 91 174 99 27-28 / Tel. +34 91 174 99 99
ifema.onsite.logistics@dbschenker.com


Parking

Parking

Your sales executive will visit you at your stand and bring you the parking tickets together with other documents. Each parking ticket is valid for only one vehicle during 13th and 14th November.

During assembly days parking costs 3€.

If you need to park a truck, find the IFEMA rules at the following link.


Register your company staff

Everyone of your company attending Empack 2019 must be registered previously as EXHIBITORS through My Easyfairs.

  • Log into your account, click on "Prepare your stand" and select "Register your personnel". Choose the option "Manage your stand" and you will be directed to your N200 account.
  • You can register a maximum of 7, if you need one more, get in touch with Laura Navarro (laura.navarro@easyfairs.com) and we will evaluate the number of new acreditations availables.
  • Fill in the registration form and you will receive your tickets by email. Please, print/sabe your tickets and bring them with you the day of your visit. The registration desks will be located at the South gate of IFEMA, where we will change your ticket for your Smart Badge.

1. Logging into your My Easyfairs account

2. Click on prepare your stand and manage your personnel

3. Personnel - N200 account

Smart Badge technology

Touch and Collet



Thanks to Smart Badge technology, the acreditations will be your virtual folder to collect information.

How?

You could find a reader in your stand, all the visitors who touch the reader with the bagde will receive the information which you added to your My Easyfairs account. Do not have products, news yet?

Check your email and your company information! This information will be used also to the printed catalogue.

IMPORTANT

Remember you must return the reader when the event will be over.

How?

1. When the event will be almost over, staff from Easyfairs Iberia will collect them.

2. You could return it yourself in the organization stand located in pavilion 5.

Pick up your Smart Badge

Lanyard

 

Therefore, to ensure everything is ready for the opening of the event, it is mandatory that someone of the company goes to the register counters, located at the South entrance of Feria de Madrid, as you can see in the floorplan of Feria de Madrid in this link:

You could do it in the following calendar:

Tuesday 12th November (assembly day)

from 13.00h to 19.30h.


Wednesday 13th November (1st day of the show)

from 08.00h to 10.00h.


IMPORTANT

Please, keep in mind that you will be requested to wear your Smart Badge to enter the venue.


Practical info

Contact before the event

Head of Event

Raquel Carboneras

+34 91 541 38 03

Head of Sales

Joana Machado

+34 91 541 38 03 Ext. 114

Operations

+34 91 541 98 38 ext.104 and 105

Marketing Manager

Juan Carlos

+34 91 541 38 03 Ext. 117

Marketing Manager

Eva Sánchez

+34 91 541 38 03 Ext. 116

Marketing tools

Laura Navarro

+34 91 639 40 32 ext.171


Contact during the event

Yo will receive an email prior to the exhibiton’s assembly concerning the contacts available during the event, so you are clear about who address at anytime.


How to get there?


Feria de Madrid Regulation

If you have any doubts about the regulation during the event, please check Feria de Madrid rules in the following links: