Exhibitor FAQ

Questions and answers regarding the annual conference

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Please don't hesitate to contact us if you can't find your answer here. The most frequent questions: ...

Stand Application for Exhibitors

When is the registration deadline for the tekom annual conference 2014?

tcworld allocates the exhibition stands after March, 28, 2014 based on all orders received by then. Basically, registration is possible as long as free spaces for exhibition stands are available. However, any exhibitors registering after June 23, 2014 will not be included in the printed conference program. You can view all relevant dates at a glance in the fair schedule for exhibitors.

What is the minimum stand size I can apply for?

The minimum stand size is 6 sqm. With application for a co-exhibitor the minimum stand size is 9 sqm, with 2 co-exhibitors 12 sqm.

Is it possible to book a certain stand position?

No. tcworld allocates the exhibition stands according to uniform criteria and determines their location and size. Exhibitors’ wishes for open sides, size and position will be given consideration as far as possible. However, planning may result in the allocated stand area being either larger or smaller than the desired stand area.  For more information about stand application, please see the terms and conditions for registration and participation.

What fees will I incur beside the floor rental?

To calculate your fair budget, please see the cost overview.

 

Preparation: Design and Construction of Exhibition Stands

What rules apply for stand design and construction?

For the stand construction, the General Terms and Conditions of Messe Stuttgart (LMS), which can be found in the Technical Guidelines of LMS, apply. In particular, we refer to Point 4 of the Technical Guidelines (Exhibition stand construction regulations) in this regard.
Moreover, the following conditions of tcworld apply:
Only single-story stands are allowed. The maximum construction height is 5.50 m. Some stands in Hall C1 are limited to a maximum construction height of 3 m.
The following minimum requirements must be followed by the exhibitor:

  • Floor space must be completely carpeted.
  • Stands must have a panel with the logo and name of the company, from which the exhibitor’s name is visible.
  • All open stand areas must be laid out with a transparent design. Closed constructions next to corridors are not allowed.  The closed portion on a corridor side must not exceed 30%. A closed wall must be a maximum of 3 m long and, on the corridor side, be designed with a graphic. Authorization must be obtained for these types of stands.
  • The exhibitor is obliged to construct a completely enclosed, stable white partition bearing no advertising next to the adjacent neighboring stand, in order not to compromise the design of this other stand. Exceptions may be agreed upon directly between exhibitors.

All stand construction packages that can be ordered at the Online Order System of Messe Stuttgart comply with these minimum requirements.

What rules apply for the building height?

The maximum construction height is 5.50 m. Some stands in Hall C1 are limited to a maximum construction height of 3 m. The maximum construction height in the Foyer C1/C2 is 3m. Only single-story stands are allowed.
A stand construction permit from Messe Stuttgart is required if the building height exceeds 3.50 m or the floor space exceeds 30 sqm – for details please see “Do we need to submit a stand construction permit?”

Do we need to submit a stand construction permit?

  • A stand construction permit from Messe Stuttgart is required if the building height exceeds 3.50 m or the floor space exceeds 30 sqm (however, static testing is not possible). Therefore, the exhibitor must submit the form “Stand Construction Permits“, which is available at the Online Order System of Messe Stuttgart, building and material specifications and stand construction plans as PDF files, no later than 8 weeks before the event, to Messe Stuttgart. The fee is 50 Euro per stand. Stand construction approvals received later than September 15, 2014 are subject to a surcharge of 50 %. After October 13, 2014 the surcharge is 100 %.
  • A stand construction permit from Messe Stuttgart is required for stands with closed ceilings and special structures.
  • Stand constructions below 3.50 m height and smaller than 30 sqm that are not ordered in stand packages via the Online Ordering System of Messe Stuttgart (individual stand constructions) must be authorized by tcworld. These plans must be made available to s.kutz@tekom.de in digital form by October 13, 2014 at the latest.

How do we order a stand package, furniture and other components for our stand?

You can order stand packages, furniture, carpet, electrical installation, plants and much more at the Online Order System of Messe Stuttgart. Orders and billing are arranged between the exhibitor and Messe Stuttgart, the respective service partner.

What kind of floor does the exhibition area have and what rules apply for ground coverings on the stand?

Hall C2 and the foyers are furnished with a stone tile floor. Hall C1 is furnished with an oak parquet floor.
The stand’s floor space must be completely carpeted. Ground coverings must conform to DIN 4102 B1 or EN 13501-1, Class Cfl-s1, and be properly glued and laid with caulked joints. Ground coverings
that do not conform to DIN 4102 of fire class B1 or EN 13501-1, CLASS CFL-S1, must not be used as wall coverings. Ground coverings such as carpet or parquet can be ordered with the form “Floor Coverings“ at the Online Order System of Messe Stuttgart. The load capacity of the hall floor in Hall C2 is 16 kN/sqm. The parquet floor in Hall C1 has a maximum load capacity of 7.5 kN/sqm, the ground coverings and ducts, however, only 2.5 kN/sqm. For detailed clarification, please contact the exhibitor service of Messe Stuttgart at sms@messe-stuttgart.de or by phone at +49 711 18560-2444.

Do we need to attach a stand number to our stand?

All stands will be labeled by tcworld GmbH with stand numbers that must not be removed.

Is the suspension of objects from hall ceilings possible?

Yes. The rules for suspensions can be found in the Technical Guidelines of LMS, 4.7.5. Ceiling suspensions can be ordered with the form “Ceiling Suspensions” at the Online Order System of Messe Stuttgart and must be installed exclusively by the authorized service partner. The hall height in Hall C2 is 9.50 m; in Hall C1, ca. 10 m. You will receive detailed information from Neumann & Müller GmbH & Co.KG, phone number +49 711 185679360 or messe.stuttgart@neumanmueller.com.
Banners or other promotional suspensions are permitted only over your own stand.  Suspensions in other areas may be booked as separate advertisement. For this, please contact vertrieb@tekom.de.

May we exhibit a motor vehicle at our stand?

Yes. The presentation of motor vehicles must, however, be registered with Messe Stuttgart for permission (no form; please contact brigitte.bauer@messe-stuttgart.de). The vehicles must then be taken to the site fire department before entering the hall. They will be given a permit sticker and may then be driven into the hall. Vehicles with combustion engines may be exhibited in the halls only with the tank mostly empty (fuel gauge just below empty). The fuel tank must be securely closed. For vehicles with gas-powered motors, see  the Technical Guidelines of LMS, 4.4.1.2.  The respective widths of the hall gates may also be found in the Technical Guidelines of LMS.

Can we send materials for our stand in advance to Messe Stuttgart?

Messe Stuttgart will not accept any consignments. In order to make sure that your consignment arrives at your stand in time, we ask you to use the address of the forwarding agent, Schenker. You can call Schenker at +49 711 18560-3300. For more information, please see the general information, “Deliveries to Messe Stuttgart”, as well as the “Information on Customs Clearance“, which you can find at the Online Order System of Messe Stuttgart.

Does our company need any exhibitor insurance?

Yes. An exhibitor liability insurance policy is mandatory. The insurance must cover a minimum of 500,000 Euro for property, 1,000,000 Euro for persons and 5,000 Euro for property loss. Appropriate insurance can be ordered at the Online Order System of Messe Stuttgart with the form “Liability Insurance”.
Security for the stands and/or exhibits during assembly and disassembly during and after open hours must be provided by the exhibitor. The organizer accepts no liability for damage caused by fire, burglary, theft, burst pipes, or weather conditions. Stand security can be ordered at the Online Order System of Messe Stuttgart.

Technical Services for the Stand

Does our stand have a power supply?

No. If you need a power supply, please order it at the Online Order System of Messe Stuttgart. The line voltage is 230/400 Volt. Power is distributed via floor ducts. Power lines from existing connection points  to the exhibition stands may be set up only by contractors authorized by Messe Stuttgart.

How do we order technical services for our stand?

Electrical equipment such as cables or multi-outlet power strips, lighting, screens, communication services and much more can be ordered at the Online Order System of Messe Stuttgart.

Does our stand have an internet access?

No. You can order wired internet access or WiFi access at the Online Order System of Messe Stuttgart. Please note that the setup of a separate WiFi network is subject to registration (see “May we install a separate WiFi exhibitor network at our stand?”).

May we install a separate WiFi exhibitor network at our stand?

Basically, yes. However, as Landesmesse Stuttgart GmbH operates a comprehensive WiFi network which satisfies the latest standards, we recommend ordering WiFi access with the form “Internet (WLAN)” at the Online Order System of Messe Stuttgart.  If you want to set up a separate WiFi network, then this is subject to registration and an application must be made using the order form ”Separate WLAN Networks for Exhibitors” (subject to a fee).

Construction and Dismantling of Stands

What are the times for construction and dismantling of the stands?

Construction:  Monday, November 10, 2014, 06:00 AM until 03:00 AM (November 11)

Dismantling: Thursday, November 13, 2014, from 4:00 PM until 12:00 AM. Dismantling before 4:00 PM is not permitted. The dismantling of the stands can start from 4:00 PM. Forklifts, stackers, etc. may be used only at 5:00 PM in the halls.

 

What are the rules for freight delivery for trucks?

For detailed information about the access to the trade fair side for trucks, please see the general information “Freight Delivery“ at the Online Order System of Messe Stuttgart. During the daily construction and dismantling hours, free parking places in the outdoor area of the fair are available. To use these, you must register on all days at the Check-In of the truck pool and pay a security deposit of 100 Euro to enter. The deposit will be refunded upon leaving the fair grounds. Detailed information about deliveries will be made available to all exhibitors and trade fair constructors well before the fair.

Where can trucks be parked during setup, dismantling and during the event?

With the form “Long-Term Parking Permit”, parking spaces for cars, cars with trailers and delivery vans up to 3.5 tons can be booked at the Online Ordering System of Messe Stuttgart. These permits are valid for the entire duration of the trade fair including the setup day, and the permit holder can enter and leave any time. For queries relating to parking for trucks 3.5 tons and over, please contact the main police station (Hauptwache), phone number +49 711 18560-3500 or Wache@messe-stuttgart.de, shortly before the fair. Detailed information about logistics will be made available to all exhibitors and trade fair constructors well before the fair. Until then, please refrain from contacting the main police station with queries.

Where can cars be parked during setup and dismantling?

During setup, 950 vehicles can park in the P22/23 underground car park at the trade fair center, with a direct connection to ICS. Vehicles approaching from all directions will be guided there via the parking guidance system. From there, it is only a couple steps to the fair center. A passenger elevator is available. Payment may be made on site at the automatic pay station.
With the form “Long-Term Parking Permit” parking spaces for cars, cars with trailers and delivery vans up to 3.5 tons can be booked at the Online Order System of Messe Stuttgart. These permits are valid for the entire duration of the trade fair including the setup day, and the permit holder can enter and leave any time.

Is on-site storage available?

Storage of empty containers of any kind in the stands and in or around the halls is not permitted. Any incidental empty containers must be taken immediately to the storage space provided for empty containers or brought to the waste disposal, either by you or by authorized freight forwarders on the fair grounds.
Please order with the logistic forms at the Online Order System of Messe Stuttgart.

Will the trade fair halls be secured?

General security of the halls, outdoor area, doors and elevators during the trade fair assembly and disassembly periods is provided exclusively by Messe Stuttgart. Security for the stands and/or exhibits during assembly and disassembly, during and after open hours, must be provided by the exhibitor. Stand security can be ordered by the Online Order System at Messe Stuttgart.

During the Fair

What are the fair opening hours?

Tuesday, November 11 and Wednesday, November 12 from 9:00 AM until 6:00 PM; Thursday, November 13 from 9:00 AM until 4:00 PM.

We want to offer catering to our customers. What do we need to consider?

Food and beverages can be ordered with the catering forms at the Online Order System of Messe Stuttgart.
If food is to be prepared at the stand, public health rules on business premises must be observed. For detailed information, please see the “Instructions on the Hand-Out of Food and Drinks” at the Online Order System of Messe Stuttgart.

May we offer alcoholic drinks to our customers?

Giving away free alcoholic drinks for the purpose of advertising to clients is always permitted. This, however, must be registered via the Online Order System of Messe Stuttgart with the ”Permit  to Hand Out Alcohol”. For details, please see the ”Instructions on the Hand-Out of Food and Drinks” at the Online Order System of Messe Stuttgart.

May we have a party at our stand?

Yes, you can have a party, but only on Wednesday, November 12, 2014.
If you are planning a party at your stand, please register at the Online Order System of Messe Stuttgart. Cost depends on the stand size. Parties may begin only after the fair closes at 6:00 PM and may last until max. 12:00 AM.

May we use balloons or flying objects in the exhibition halls?

Basically, yes. The conditions for this are to be observed as follows: balloons must be filled with non-combustible and non-noxious gases only. They may only be used as decoration and not distributed to guests. Use of air balloons filled with safety gas and remote-controlled flying objects in the halls and the grounds must be authorized by Messe Stuttgart. Please send an informal application for this to martina.moehrle@messe-stuttgart.de. Both balloons and flying objects are permitted only in the stand space itself. In other places, this can be booked as a separate advertisement. Please contact vertrieb@tekom.de.

Is there general supervision of the exhibition halls?

The general supervision of the exhibition halls and open-air spaces for the duration of the event is provided by LMS and/or its designated contractual partner. If specific surveillance of the stand and the objects brought in by the exhibitor is required, this must be organized by the exhibitor itself. Stand surveillance can be ordered at the Online Order System of Messe Stuttgart.

May we rent a meeting room during the event?

Yes. If you need a meeting room, please contact c.ilg@tekom.de.

Stand Personnel

How do we register our stand personnel?

The stand fee includes the conference fees for stand personnel according to the size of the stand area. You will be informed of the number in your registration confirmation.

Please add your stand personnel to the conference portal by October 28, 2014, and tick the days of the personnel’s attendance. Unless otherwise indicated, we will issue the passes for both days.

Further passes may be purchased simply by adding more attendants in the conference portal.

Exhibitor passes entitle you to attend the conference. The fee for exhibitor attendees includes lunch and beverages (self-service stations) during the event. Trade fair tickets (guest vouchers) are not valid as tickets for stand personnel. During setup and dismantling, no exhibitor passes are needed.

Do we need to order a ticket for a speaker/co-speaker at the conference?

Speakers are already registered. They will receive a conference ticket including lunch vouchers for all days. You do not need to enter them as stand personnel into the conference portal.

Co-speakers will receive a conference ticket including lunch voucher for the day of their presentation. If they wish to stay longer, please register them as stand personnel in the conference portal for the additional days they attend. You will receive the conference tickets on site at the registration desk (please see “When do I receive the exhibitor passes?”).

How many exhibitor passes do we receive?

The stand fee includes the conference fees for the stand personnel according to the size of the stand area:

•    up to 9 sqm: 1 person
•    from 10 sqm: 2 persons
•    from 15 sqm: 3 persons
•    from 20 sqm: 4 persons
•    from 25 sqm: 5 persons
•    from 30 sqm: 6 persons
•    from 35 sqm: 7 persons
•    from 40 sqm: 8 persons
•    from 45 sqm: 9 persons
•    from 50 sqm: 10 persons
•    from 55 sqm: 11 persons
•    from 60 sqm: 12 persons
•    from 70 sqm: 14 persons
•    from 80 sqm: 16 persons
•    from 90 sqm: 18 persons
•    from 100 sqm: 20 persons

Additional passes can be purchased. For more details, please see the cost overview.
Exhibitor passes entitle you to attend the conference. Trade fair tickets (guest vouchers) are not valid as tickets for stand personnel. Please add your stand personnel to the conference portal by October 28, 2014.

When do we receive the exhibitor passes?

You will receive the exhibitor passes on site at the registration desk. To avoid long waiting times on the morning of the event, you can use the pre-registration for exhibitors during the setup day. The prerequisite for the receipt of the exhibitor passes is that the bill for the stand rent has been paid in full.

Arrival and Stay

How do I reach the venue by public transport?

The venue, ICS, is located about 5 minutes’ walk from the railway station “Airport/Messe“. For directions, visit the website of Messe Stuttgart.
Tip: A room booking via Stuttgart-Marketing at numerous partner hotels includes a special free ticket for local public transportation. Guests can use it to travel comfortably up to 8 days in the entire Stuttgart region (see ”How can we book a hotel stay?”)

How do I find the venue with my navigational system?

The address of the International Congress Center/Trade Fair is
Flughafenstraße/Flughafen, 70629 Stuttgart.

Do I need an emissions sticker for traveling to Messe Stuttgart by car?

Since 2008, driving bans have been imposed on certain vehicles in zones with high amounts of particulate matter. These zones are marked by the traffic sign “Umweltzone” (environmental zone). There is also an environmental zone in Stuttgart since March 1, 2008 covering the entire city zone.
As Messe Stuttgart is located outside the Stuttgart city zone, you do not need an emissions sticker for a visit to the trade fair center or congress center. Please note, however, that an emissions sticker is required for a subsequent visit to the city or if staying overnight in the city zone.

Where can cars be parked?

During the congress, up to 950 vehicles can park in the P22/23 underground car park at the trade fair center, with a direct connection to ICS. An additional 4,200 parking spaces are available in the Bosch car park (P20). Vehicles approaching from all directions will be guided there via the parking guidance system. From both car parks, it is only a couple steps to the event. Payment may be made at the automatic pay station in the car park.

May we order parking permits in advance?

Yes. With the form “Long-Term Parking Permit”, parking spaces for cars, cars with trailers and delivery vans up to 3.5 tons can be booked at the Online Order System of Messe Stuttgart. These permits are valid for the entire duration of the trade fair including the setup day, and the permit holder can enter and leave at any time.

How can we book a hotel stay?

In cooperation with Stuttgart-Marketing, we offer a convenient and free service for booking hotel rooms for all exhibitors. You can reach the hotel department of Stuttgart-Marketing GmbH from Monday to Friday from 9:00 AM until 6:00 PM by phone at +49 711 2228-100 or by email at hotels@stuttgart-tourist.de. Accommodations in different classifications can be booked by specifying the keyword “tekom-exhibitor”.
A room booking via Stuttgart-Marketing at numerous partner hotels includes a special free ticket for local public transportation. Guests can use it to travel comfortably up to 8 days in the entire Stuttgart region.

Advertising and Sponsoring

How do I add my company to the list of trade fair companies in the conference program?

For the announcement of your trade fair presence on the Internet (conference portal) as well as in the conference program, we need a brief description of your company, along with your company's logo. Please upload both to the tekom conference portal. Please note that we can only publish those announcement texts and logos that we have received by June 23, 2014 at the latest. This entry, as well as the entry in the list of exhibitors that will be available during the conference, is included in the rental fee.

What advertising and sponsoring opportunities are available to exhibitors?

Please contact vertrieb@tekom.de for more information. Only advertisements registered with the organizer are permitted. Unauthorized promotional activities (e.g. distribution of leaflets, placing of advertisements) beside the stand space itself are prohibited. Any infringements will cause the impermissible advertisements to be billed after the fair. The amount will be determined by the organizer.

How can customers be invited to the trade fair?

Prior to the trade fair, exhibitors can order free guest vouchers and conference programs for their customers at s.kutz@tekom.de. Exhibitors will only be billed for those vouchers that are actually redeemed on site. The vouchers cost 10 Euro each. The vouchers and the conference program will be mailed by the end of August.

tekom-Jahrestagung 2014

November 11-13, Messe Stuttgart

 

tcworld conference 2014

November 11-13, Messe Stuttgart