Euro Attractions Show 2018 - Exhibitor Manual - IAAPA
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Euro Attractions Show 2018
Exhibitor Manual
Welcome!
Welcome to your online Exhibitor Manual for Euro Attractions Show 2018!
This Exhibitor Manual chiefly concerns operational information and requirements, i.e. the things you
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need to know to get your stand physically built and ready for show opening on Tuesday 25 September.
This manual is your one-stop operational info hub for venue access, build-up, breakdown, approved show
supplier companies (stand utilities / accessories) and health & safety documentation.
We would like to welcome back all our returning and frequent exhibitors. Please be aware that we have
updated the layout of this manual to make it easier to use. As the venue for the event changes every year so
it is still very important that you do still take the time to read through all this information.
Please be aware that it is the responsibility of each exhibiting company and their personnel to abide by the
rules, regulations and policies governing Euro Attractions Show 2018. The information contained in this
manual is an extension of each exhibitors contract for the show.
Finally, this manual is not designed to replace our personal service. If you have any questions, require
special assistance or need extra explanation regarding any aspect of this manual, then please do not
hesitate to contact us directly (details below).
We look forward to seeing you at the event.
The Operations Team
Ops Squad Ltd
Telephone: +44 (0)1293 401051
E-mail: opssquad@iaapa.org
Exhibition Timetable
RAI Exhibition Centre
Amsterdam Halls 1,2,3,5,6 & 7
Build up
Date Hall Open Times Access for
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Saturday 22 September 0800 – 2000 hrs Space Only exhibitors over 54m
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Sunday 23 September 0800 – 2000 hrs ALL Space only exhibitors & shell scheme
exhibitors with attractions/machines
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Monday 24 September 0800 – 2200 hrs ALL exhibitors
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Please note stand assembly must be completed no later than 1800hrs on Monday 24
September.
Minor decoration work within the booth space is possible until 2200hrs. All exhibitors and contractors
must work within the published hours, if you foresee any issues with this please contact:
opssquad@iaapa.org
Exhibition Open
Date Hall Open Times Exhibition Open
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Tuesday 25 September 0800 – 1830 hrs 10:00-1800 hrs
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Wednesday 26 September 0900 – 1830 hrs 1000-1800 hrs
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Thursday 27 September 0900 – 2200 hrs 1000-1600 hrs
Breakdown
Date Hall Open Times Access for
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Thursday 27 September 1600 – 2200 hrs All Exhibitors
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Friday 28 September 0800 – 1800 hrs Space Only exhibitors only
Children are NOT permitted in the Halls during Build-up and Breakdown for Health & Safety
reasons.
All contractors must register for badges prior to entering the hall for build up or tear down this must be
done using the following link. Access to the hall is not permitted without a badge please visit the RAI
Webshop: https://webportal.rai.nl/ungerboeck.cshtml?
AppCode=ESV&CC=177&OrgCode=50#SOPFormTemplate&utm_source=organisatie&utm_medium=ONLI
NE&utm_campaign=EAS
Please be aware that during build & break down periods you may be required to wear a hard hat and
safety shoes in the hall and access will not be permitted unless you have this equipment, you can order
the necessary equipment from the RAI web shop
Exhibitors should take care to ensure that their goods are safeguarded, particularly during build-up and
break down as these can be extremely vulnerable times.
THE ORGANISERS CANNOT TAKE RESPONSIBILITY FOR ANY ITEM LEFT UNATTENDED AT
ANY TIME.
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No exhibits or stand fittings are to be removed before 1600 hours on Thursday 27 September or until
the public are clear of the Hall.
Venue
Delivery address:
Stand Name, Stand Number, Euro Attractions Show 2018
Halls 1,2,3,5,6 & 7 Amsterdam RAI Exhibition & Convention
Centre, Europaplein 1078 GZ Amsterdam Netherlands
Traffic Route & Parking LocationsOFFICIAL CONTRACTORS & SERVICES
The following companies have been appointed as official contractors for the exhibition and
information/order forms for their services are included in this Exhibitor Services Guide.
Additional Stand Fitting & Freeman T: +44 2477 601601
Custom-Build Stands E: emea.exhibitorservices@freemanco.com
Accommodation RAI Amsterdam T: +31 20 549 1928
E: exhibitorservices@rai.nl
Audio Visual & IT Equipment RAI Amsterdam T: +31 20 549 1928
E: exhibitorservices@rai.nl
Carpet Freeman T: +44 2477 601601
E: emea.exhibitorservices@freemanco.com
Catering – Stand Orders RAI Amsterdam T: +31 20 549 1928
E: exhibitorservices@rai.nl
Compressed Air, Gas RAI Amsterdam T: +31 20 549 1928
E: exhibitorservices@rai.nl
Data Capture Experient T: +1 888-889-4674
E: ajay.vyas@experient-inc.com
Electrics & Lighting Freeman T: +44 2477 601601
E: uk_electrics@freemanco.com
Exhibitor Badges Experient T:+32 2 609 5445
E: EAS@experient-inc.com
Floral RAI Amsterdam T: +31 20 549 1928
E: exhibitorservices@rai.nl
Furniture Freeman T: +44 2476 309 236
https://freeman-emea.exhibitionarchitect.co.uk/
E: emea.exhibitorservices@freemanco.comFreight, Lifting & On Site Freeman T: +44 2477 601601
Storage E: spencer.brown@freemanco.com
Hosts & Hostesses RAI Amsterdam T: +31 20 549 1928
E: exhibitorservices@rai.nl
Internet RAI Amsterdam T: +31 20 549 1928
E: exhibitorservices@rai.nl
Parking RAI Amsterdam +31 20 549 1928
E: exhibitorservices@rai.nl
Rigging & Suspended RAI Amsterdam T: +31 20 549 1928
Decoration E: exhibitorservices@rai.nl
Shell Scheme Freeman T: +44 2476 309236
Construction E: emea.exhibitorservices@freemanco.com
Showguide Adverts The Leisure Media T: +44 1462 471919
Company Ltd E: juliebadrick@leisuremedia.com
Stand Approval IAAPA Operations Team T: +44 1293 401051
E: opssquad@iaapa.org
Stand Cleaning & Waste RAI Amsterdam T: +31 20 549 1928
Disposal E: exhibitorservices@rai.nl
Stand Security RAI Amsterdam T: +31 20 549 1928
E: exhibitorservices@rai.nl
Telephone RAI Amsterdam T: +31 20 549 1928
E: exhibitorservices@rai.nl
Water/Waste/ RAI Amsterdam T: +31 20 549 1928
Compressed Air E: exhibitorservices@rai.nlDeadlines
Exhibitors are required to return all forms indicated “MUST BE RETURNED” to the addressee by the
date indicated. Forms indicated “OPTIONAL” are to return only if service required.
FORMS RETURNED TO THE OPERATIONS TEAM via the online portal or by email. The online
portal is: http://s15.a2zinc.net/clients/IAAPA/eas2018/Public/e_Login.aspx?FromPage=e_ExhibitorConsole
SUBJECT
COMPULSORY DEADLINE
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Stand Construction/ Health & Safety Declaration X 3 August 2018
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Stand Design Diagram (space only & outdoor X 3 August 2018
booths)
On-Site Show Catalogue & Digital Booth X rd
3 August 2018
Audience Participation Safety Form – if X 3rd August 2018
applicable
Registration of Exhibitor Staff Badges X Date to be
confirmed
FORMS RETURNED TO OFFICIAL CONTRACTORS OR COMPLETED AT RAI WEBSHOP
SUBJECT MUST BE RETURNED OPTIONAL DEADLINE
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Electrical/Lighting X 3 August 2018
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Shell Scheme & Shell Scheme Extras X 3 August 2018
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Nameboard (shell scheme only) X 3 August 2018
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Furniture & Carpet (stand must be X 10 August 2018
covered with carpet or floor covering)
Lead Retrieval/Badge Scanners X 31st July 2018
Shipping & Onsite Material Handling X Please see
(only the Official Freight Forwarder is Shipping
allowed to operate mechanical handling Instructions and
equipment at EAS show site) order form
Catering X ASAP
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Stand Cleaning X 27 August 2018
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Interpreters/Host/Hostesses X 27 August 2018
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Stand Security X 27 August 2018
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Air, Water, Drain X 27 August 2018
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Audio-Visual Equipment X 27 August 2018
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Computers X 27 August 2018
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Floral Decoration X 27 August 2018
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Internet X 27 August 2018
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Parking X 27 August 2018
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Rigging – Hanging Signs X 27 August 2018
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Wi Fi & Internet X 27 August 2018BOOTH VIOLATIONS
Below is a list of booth and safety violations and the suggested penalty that may be enforced
Violation Penalty Financial Penalty
Late set-up Subtract 1 year from Exhibit Seniority EUR 250 - Penalty
Aisle infringement Subtract 1 year from Exhibit Seniority EUR 250 - Penalty
Late submission of required documents – Subtract 1 year from Exhibit Seniority EUR 250 - Penalty
insurance*, stand plans, etc
Setback/visual line of site infringement Subtract 1 year from Exhibit Seniority EUR 250 - Penalty
Height Violation Subtract 1 year from Exhibit Seniority EUR 250 - Penalty
Double-sided signage infraction Subtract 1 year from Exhibit Seniority EUR 250 - Penalty
Display unfinished or unsightly Subtract 1 year from Exhibit Seniority EUR 250 - Penalty
Awning/overhang beyond booth Subtract 1 year from Exhibit Seniority EUR 250 - Penalty
boundaries
Customers in aisle due to booth design Subtract 1 year from Exhibit Seniority EUR 250 - Penalty
Selling on the trade show floor Subtract 1 year from Exhibit Seniority EUR 250 - Penalty
Product waste or emissions in aisle Subtract 1 year from Exhibit Seniority EUR 250 - Penalty
Booth photography without permission** Subtract 1 year from Exhibit Seniority EUR 250 - Penalty
Construction/set-up during show hours Subtract 2 years from Exhibit EUR 250 - Penalty
Seniority
Underage (less than 18) Children in Booth Subtract 2 years from Exhibit EUR 250 - Penalty
during Move-In/Move-Out Seniority
Product and/or literature displayed and/or Subtract 2 years from Exhibit EUR 250 - Penalty
distributed outside of booth (includes fog, Seniority
lasers, confetti, etc.)
Costumed Characters outside of booth Subtract 2 years from Exhibit EUR 250 - Penalty
(unless in transit to enter/exit) Seniority
Subletting Booth Space Subtract 2 years from Exhibit EUR 250 - Penalty
Seniority
Use of Flammable Display Materials Subtract 2 years from Exhibit EUR 250 - Penalty
Seniority
Hospitality Suites or Events Held Off Show Subtract 3 years from Exhibit EUR 500 - Penalty
Floor during Open Show Hours Seniority
Noise Violation – see new rules Subtract 3 year from Exhibit Seniority EUR 500 - Penalty
Early Tear-Down/Dismantle/No Show*** Subtract 3 years from Exhibit EUR 500 - Penalty
Seniority
Violation of EN Standards Subtract 10 years from Exhibit EUR 1,000 -
applicable to Amusement Rides/Devices Seniority Penalty
Static Ride Placed into Operation without Subtract 10 years from Exhibit EUR 1,000 -
Approval Seniority Penalty
Mechanical devices and structures in the Subtract 10 years from Exhibit EUR 1,000 -
exhibit area are not properly assembled Seniority Penalty
* Insurance – does not apply to policies that expire after the deadline
** Would be waived when utilized for documentation of intellectual property rights, AND
only if that company’s intellectual property claim (complaint or defense) is found to be
valid by the IP mediators.
*** No Show - includes any booth cancellations within one week of show move-in date
New Sound Levels for 2018
Exhibitors must keep sound levels in their booth space to a reasonable level during the show. IAAPA
reserves the right to determine when excessive sound, music, or other display activities interfere with
other exhibitors’ ability to conduct business. Sustained noise should be no higher than 75 decibels (db)
with intermittent peaks upto 85db.
Failure to maintain a reasonable decibel level (below 75db) may result in IAAPA Show Management
setting an appropriate level for a specific exhibitor. Decibel levels will be monitored on the trade show
floor during all show days. Offenders will be required to reduce sound levels immediately or risk further
penalties.OFFICIAL EAS SHOW GUIDE
PRINTED SHOW GUIDE
All exhibitors will be listed in the printed show guide with their full contact information and their
product categories if provided. For current exhibitors please follow this link:
http://s15.a2zinc.net/clients/IAAPA/EAS2018/public/e_login.aspx to update your company information
and update your digital booth profile.
If you have forgotten your log-in code please e-mail akolar@iaapa.org, abuonocore@iaapa.org
or epechek@iaapa.org
ADVERTISE IN THE EAS 2018 ON-SITE SHOW GUIDE
Our complete guide to the exhibition is distributed to all conference delegates and exhibition visitors
upon arrival and is retained as a reference resource throughout the year.
The Show Guide contains a floor plan, listings of exhibitors, showcase timetable, event editorial and
more.
Receive additional exposure even after the show in the on-site guide that most attendees take home.
Show your company and attract attendees to your both by advertising and gaining extra exposure.
For information on pricing and various advertising opportunities please contact Julie Badrick at Leisure
Media via email at: juliebadrick@leisuremedia.com .
ENHANCE YOUR ONLINE PROFILE WITH A Digital Booth Upgrade
Increase traffic to your digital booth on the online exhibitor listing and promote your products and
services with an enhanced digital booth upgrade for only EUR 240.-- !
Every exhibitor has a basic profile, which includes contact information, IAAPA product categories and a
short company profile. Profiles are enhanced on the online floor plan and the new mobile app! Stand out
from your competition by upgrading and receive these additional features:
1. Full color logo on your profile
2. Enhanced booth profile icon on your booth on the online floor plan
3. 1000 character online Company Profile (basic profile is only 500 character max)
4. 2 additional IAAPA product category selections
5. Feature press releases
6. Highlight your top products
7. Promote on-site show specials
For more information, please contact Andrea Kolar (akolar@iaapa.org), Annadora Buonocore
(abuonocore@iaapa.org) or Esperanza Pechek-Pokieser (epechek@iaapa.org )EXHIBITOR STAFF BADGES &
COMPLIMENTARY GUEST BADGES
Complimentary Exhibitor Staff Badges are provided for exhibitors and their staff manning their stand
during the exhibition days. For security reasons, exhibitors and booth personnel must wear their
badges at all times while in the exhibition hall.
Exhibiting companies are allotted four (4) staff badges for the first 6-9 square meters of exhibit space
and four (4) staff badges for every 9 additional net square meters of exhibit space. See the chart
below.
Additional Staff Badges are available at the cost of EUR 40.-- per badge. There is a EUR 40.-- lost
badge fee.
Stand Size in square meters Staff Badge 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
EXHIBITOR STAFF BADGE GUIDELINES
(a) Registration includes complimentary access to the Expo and Education Conference.
(b) Exhibitors may purchase tickets to Special Events including networking
receptions, Leadership Breakfast, and post-show tours during the registration
process. Pre-registration is required and space is limited.
(c) Do not register non-exhibitors through the Exhibitor Registration site. IAAPA will
charge a penalty per exhibitor staff badge used by a buyer. Use the Exhibitor Guest
Program to register current/prospective clients to attend the Expo free (see the next
page).
Register for your Staff Badges and Special Events online by 21 September 2018 at
http://www.iaapa.org/expos/euro-attractions-show/registration
VISA APPLICATION & LETTERS OF INVITATION
Exhibitors who need visa to enter the Netherlands are required to apply for visa in due time. EAS
provides assistance but cannot be held responsible for obtaining visa. Individuals requiring official
letters of invitation for their visa application are kindly required to register for EAS and request the
letters during their registration procedure online.
We recommend applying for visa no later than 3 months before your planned departure.ACCESS during MOVE-IN and TEAR DOWN For move-in and tear down you are requested to have WRISTBANDS for access to the halls. You must register in advance of the event via the RAI Amsterdam web shop – failure to do so will result in delays in getting into the hall. EXHIBITOR GUEST PROGRAM According to your booth size we will supply you a certain number of free passes to distribute to your client base. See the chart below. The passes will provide visitors with complimentary registrations to the EAS 2018 exhibit floor, and are a valuable tool to promote your presence at the event. The passes will be sent by regular mail to your company address so that you can either register your guests yourself or distribute the passes to them. Free guest registration is available online at: http://www.iaapa.org/expos/euro-attractions-show/registration Stand Size in square meters Free Passes Allotment 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 41 50-59 80 60-80 85 81 and larger 95
A-Z Key Information
Accommodation
For discounted hotel rates please visit the RAI web shop where a number of hotels have published rates
available for the duration of the event.
Animals
Animals, other than official disability dogs are not permitted in the event at any time.
Audio Visual
The RAI are the official AV contractor for this exhibition. Order for AV equipment should be placed via
the RAI web shop
Audience Participation/Demonstrations/Rides
Exhibitors demonstrating amusement rides, machinery, coin-ops, inflatables and other attractions
offering rides to show attendees are solely responsible for compliance with European National & Local
Laws governing the operation of such rides. They are also responsible for acquiring all necessary
approvals requested to demonstrate rides during EAS 2018.
Full liability insurance as determined in the EAS rules & regulations and exhibit space contract must be
obtained, you must complete the audience participation form included in this manual.
Build-up
Please refer to other sections of this manual for the timetable – it is important that you contact the
Operations Team if you foresee any problems in keeping to this schedule.
Please note all staff entering the hall for build & break down must register with the RAI for an entry
badge, please register at the web shop
Please also be aware that ALL personnel will be required to wear a safety helmet and safety shoes
during these periods, if you require these items they can be purchased the RAI web shop:
Children under the age of 16 are not permitted in the halls in build up & tear down for health & safety
reasons.
All exhibitors should bring their own trolleys, if required or lifting can be booked through Freemans,
please see ‘Lifting and Forwarding’ section of this manual.
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All stand build must be complete by 1800 on Monday 24 September.
Breakdown
Under no circumstances may any goods be removed or packed away on stands before 1600hrs on
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Thursday 27 September. Monetary penalties may be applied for an early tear down.
Electrical power to stands will be switched off 30 minutes after the event closes, unless there is formal
notification to extend power. Please note that you are responsible for the removal of your own waste
and suitable waste containers can we order from the RAI webshop:
The organisers will accept no responsibility for any goods delivered to un-manned stands.
THE ORGANISERS WILL NOT TAKE RESPONSIBILITY FOR ANY ITEM LEFT UNATTENDED AT
ANY TIME.
Car Parking
Details of car park locations, prices and height restrictions are detailed on the RAI web site – www.rai.nl
and booking can be done via the web shop.
Carpet & Floor Covering
All shell scheme stands are provided with carpet – this is anthracite for the stands and red for the aisles.
Space only sites DO NOT include carpet but the provision of floor covering is compulsory on every
stand. If you wish to order flooring please do so via the floorcovering order form.Only exhibition type approved carpet tape may be used, and the cost for removing any carpet tape on
the floor at the end of break down will be passed to the exhibitor concerned.
Please note that all space only exhibitors are responsible for the removal of all floor covering supplied to
them at the end of the event. Charges will be made directly to the exhibitor for any floor covering directly
to the venue floor.
Catering
Any exhibitors wishing to commercially retail or sample food and/or beverages must notify the
operations team no later than 28 days prior to the event, to acquire permission for this activity.
Children
Children under the age of 16 are not permitted in the hall at any time during the build and break down
periods of the exhibition. This rule includes the children of exhibitors and contractors and is to comply
with health and safety regulations.
There are no crèche facilities at this event.
Cleaning
If you wish your stand to be cleaned, you should order this service via the RAI web shop
Exhibitors are responsible for the correct disposal of all waste during construction, throughout the event
and during and following the dismantling of their stand. To order the correct waste disposable
containers please visit the RAI web shop
Fines are in place for any exhibitors leaving waste of any type in any part of the venue following the
event – this includes excess stock, literature, pallets, packing cases, graphic panels and all stand fitting
materials.
Contractor Passes & Registration
Stand builders, suppliers and other staff can only access the halls during the build and tear down
periods if they can show a contractor badge.
You have to register to acquire such a badge. You should ensure that your stand builders and suppliers
register as far in advance as possible. This will improve throughput upon arrival at the RAI.
After registering, a collection voucher will be issued with which the set up and take down badge can be
collected from various locations at the RAI.
Stand builders, suppliers and other staff can also register upon arrival at the RAI if they show a valid ID.
They may, however, have to wait for some time. The registration module for set-up and breakdown can
be found in the RAI web shop.
During the relevant times participants can access Amsterdam RAI using the voucher – a badge is
issued immediately if the voucher is scanned at one of the columns near the entry doors
PLEASE NOTE ENTRY TO THE HALLS WILL ONLY BE GRANTED IF SAFETY SHOES, A HI VIS
VEST AND A SAFETY HELMET ARE WORN.
For further safety information and rules and regulations please see further information contained in this
manualDamage to the Building
The exhibitor will be responsible for any damage to the fabric of the building, columns, flooring, etc and
will be charged for the replacement and/or repair.
You are not permitted to drill into the floor at this venue.
Delivery & Collection of Goods
Deliveries to stands must be completed 30 minutes before the event opens each day. Companies
using couriers to deliver goods to their stands are advised to inform them that trolleys are not available
for their use and also that the use of trolleys is not permitted during the event open hours.
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Please ensure that no deliveries are made direct to the hall before Saturday 22 September -
any deliveries made before this date will be turned away as there is another event in tenancy
Postal packages should be addressed to:
Stand No & Company Name
Euro Attractions Show 2018
Halls 1 - 7
RAI Amsterdam Exhibition & Convention Centre
Europaplein 1078 GZ
Amsterdam
Netherlands
Please ensure that all parcels are clearly marked with a company name, stand number, mobile number
and contact name.
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Please note that goods must be cleared from the hall by Friday 28 September by 18:00hrs –
unfortunately, it is not possible to store items after this time and any items left will be treated as waste.
Disabled Facilities
The venue affords very good access for the disabled. Please refer to www.rai.nl for full details on
access for disabled persons. All stands should comply with the requirements of the current Disability
Discrimination legislation.
Distribution of Material/Canvassing
Distributing material and any other promotional activity is not permitted outside the boundary of your
stand.
This includes the demonstration of products, activity of stand staff, costume characters, etc
Drink & Drugs
The abuse of alcohol, drugs or other chemical substances will not be tolerated at this event. Any person
found to be under the influence of any such stimulant will be asked to leave site and if necessary
removed by venue security.
The consumption of alcohol is not permitted during build and breakdown.
Electrical Services
Freeman are the official electrical contractor for this exhibition. Orders for electrics should be placed
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directly with them using the form in this manual no later than 3 August 2018. Please note that if the
electrical order form is received after this date then you may incur late order charges.
Please be aware that it may be necessary for an electrical box to be sited on your stand as it is a
requirement to have at least one box for each block of stands. The position of this box is pre-set – for
more information please contact Freeman directly – a picture of the electrical box is included with the
order form.
Freeman are the only contractor permitted to carry out electrical installations for the event – this
includes connections to clients own fittings.
Flashing signs are not permitted and any strobe lighting must be notified to the Organisers in advance
of the event. Light fittings may not project outside the area of your stand.Power is not on 24 hour supply and will be switched off 30 minutes after the show close each day. If
you require 24-hour power please advise Freeman at the time of booking and ensure it is specified on
your order form.
Emergency, Fire Procedures & Safe Working Practices
A copy of the RAI safety procedures can be found in the RAI web shop. Please ensure that all your
staff are made fully aware of the procedures.
All staff will be required to wear a hi-vis jacket, safety boots and a hard hat during the build and
tear down periods.
Please make sure that this protection is available to all your staff or they may be denied access to site.
Exhibitor Badges
Exhibitor badges will be required by all personnel on your stand and must be worn at all times during
the open period of the event and for access in and out of the exhibition hall.
All exhibitor badges should be ordered in advance by completing the relevant information on the
relevant section of the EAS website. All badges will available for collection from the registration area
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this will be open from around 1400 hours on Sunday 23 September.
Please ensure that if you require access to site for build and tear down you have followed the
instructions for contractor passes.
Fire Equipment
There are suitable fire extinguishers around the exhibition halls. Please do not move these
extinguishers as they are placed in strategic areas and are for use in case of an emergency. If you
require any specialist fire fighting equipment please arrange to bring this with you or notify the
Operations Team who will make the appropriate arrangements for you.
First Aid & Accidents
In case of emergency it is imperative that you contact the emergency number: +31 20 549 1234 to
request medical attention, rather than calling an ambulance direct as there are paramedics on site who
will be able to give treatment more quickly. RAI security will direct effective help to the correct location
quickly and accurately.
Please ensure that you and your staff have this number available and programmed into your mobile
phone.
For full information please ensure that you read the Safe Working Practices manual included as part of
this manual.
Floor Loadings
Any unusual floor loadings should be checked with the Operations Team prior to the event (in excess of
3 tonnes). Any stand containing steelworks or framework structures are required to have sufficient base
plates.
Floor bolting is not permitted at this venue.
Furniture
Freeman has been appointed as the official furniture contractor for the exhibition. Details of furniture
available for hire together with a price list can be found at: https://freeman-
emea.exhibitionarchitect.co.uk
Exhibitors are not obliged to use the official contractor and may bring their own furniture to the show or
hire a contractor of their choice.
Gangways
All gangways at the exhibition must remain unobstructed and accessible at all times. Under NO
circumstances may any part of your stand, furniture, exhibits or displays be allowed to project, be on
the boundary of your stand.
All exhibitors and their staff MUST work within the confines of the stand
area.Gases
The use of any gas for the event (including build and tear down) requires a permit from the venue. This
must be granted in advance of the event and can be applied for via the RAI web shop.
Graphics
Freeman has been appointed as the official contractor for this event, however, exhibitors are not obliged
to use the official contractor and may bring their own graphics to the show or hire a contractor of their
choice.
The size of graphics for shell scheme stands can be found in the section of the manual referring to shell
scheme specification.
Heavy Lifting
In the interest of health & safety, the officially appointed contractor Freeman is the ONLY company
permitted to operate mechanical and other cargo handling equipment both in the halls, and in the
outside unloading areas.
The self-drive use of lorry mounted "HIAB" type cranes & lifting equipment and demountable
forklift trucks will not be permitted in the halls.
Height Restrictions
There is no formal height restriction in place for this event – each stand will be approved individually as
clearance across the halls varies.
Please note that for EAS 2019 any stand of 3m wide or less regardless of the overall dimensions
will be limited to a build height of 2.5m only unless it is specifically product that is being
displayed.
Insurance
Although every precaution is taken to protect your property during the event the Organisers are not
responsible for any loss or damage. The Organisers recommend that you insure any property you are
bringing with you to the event.
Your contract with IAAPA automatically includes public liability insurance provided you sign and return a
copy of the Stand Construction/Health & Safety Declaration and work within the rules and regulations of
the venue and IAAPA for the event.
Internet & Wi-Fi
Wi-fi is generally available in the venue but may not be reliable. If internet access on your stand is vital
we suggest that you order a hard wired connection or a wi-fi hotspot via the RAI web shop
IP Information
IAAPA Board of Directors adopted a policy and procedures document regarding intellectual property for
companies who purchase 1) exhibit space for any IAAPA expo, 2) sponsorship for any IAAPA event, 2)
or advertising for any IAAPA publications.
In general, this policy requires the purchasing company to attest that it owns or has rights to sell the
product and in the event of a dispute will abide by a binding arbitration process.
We strongly encourage our manufacturers, and consultant members to become familiar with this policy
to make sure you comply with its provisions. For details of this policy please use the following link:
http://www.iaapa.org/expos/resources/intellectual-property-policy-and-procedures
Late Working
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All stand build must be complete by 18:00hrs on Monday 24 September although dressing is allowed
until 22:00 hours. If you think you will require additional hours to finish your stand or if you encounter
any problems during the build period please make the Operations Team aware as soon as possible and
please be aware that you may incur charges/penalties for working outside of the published hours.
Lifting, Shipping & Freight Forwarding
Freeman is the official freight handler for this event and no other lifting or handling contractors are able
to operate machinery such as forklift trucks in the hall for reasons of safety. If you require their services
please complete and submit the form within this manual. Please note for reasons of safety it is
important to provide the correct weight of items to be lifted on the order form.It is also important to order as soon as possible especially if your stand set-up requires specialist
equipment such as tele-handlers, cranes, etc so this can be scheduled accordingly.
Exhibitors may use their own freight agents but, where relevant, should advise Freeman of the details to
avoid delays onsite with unloading, etc.
For full shipping information please find the Freeman section with the forms in this manual.
Liquids
Please be aware that if you have a display on your stand including any form of liquid, including water,
you will require a permit for this. To apply for the relevant permit please complete the information
required in the RAI web shop.
Music/Noise
Please ensure that music and commentary for demonstrations, video, DVD and other presentations are
kept to a level that will not interfere with neighboring exhibitors. The recommended level is not more
than 75dBa.
Exhibitors should ensure that the correct local licences for any music or video that is being played
during the event are in place to cover them.
Exhibitors who consistently cause nuisance may incur IAAPA penalties and could also have the power
to their stand terminated.
Name Boards – shell scheme exhibitors only
Each shell scheme stand is provided with a name board on which the company name is printed
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alongside a flag for your home country. However, if your form is not returned by 10 August 2018 the
name on your stand contract will be used on your fascia. You may be subject to a charge if a change is
required to your name board.
Raffles/Competition/Charity Collections
If you have any form of raffle or competition on your stand and/or any form of charity collection you will
require a permit from the venue. The details required to obtain a permit are shown on the RAI web
shop.
Rigging
Rigging is available in most areas of the hall and orders should be placed via the RAI web shop.
Please ensure that all rigging is marked on your plans when they are submitted for approval.
Security
There is 24-hour security in the hall for the duration of the tenancy period; however, exhibitors should
take care to ensure that their goods are safeguarded especially during the build and tear down periods
of the event, as these are very vulnerable periods.
We would strongly advise all exhibitors to have a lockable counter or storage area on their stand for use
during the open period of the event and to remove all valuables (especially small items and computers)
from their stands completely overnight.
The Organisers cannot take responsibility for any item unattended at any time.
Special Risks
It is imperative that you identify any items of special risk not only on the stand design but by also
submitting details to The Operations Team together with a suitable and sufficient Risk Assessment for
use.
ITEMS OF SPECIAL RISK include
1. Stepped access, ramps and balustrades
2. Non-structural items exceeding 4m in height – e.g flagpoles
3. Dangerous & Obnoxious Substances – e.g naked flame, gases, flammable oils, etc
4. Working Machinery & Apparatus –e.g smoke machines, lasers
5. Livestock - Including Animals, Birds, Reptiles, Insects & Fish etc6. Closely Seated Audience of less than 200 People (exc. raised or tiered seating) 7. Food Management 8. Crowd Management & Safety 9. Rigging 10. Building Works and Fixings - Temporary Demountable Structures 11. Miscellaneous – hands on treatments, etc Storage Storage is only available onsite via our logistics contractor – Freeman. The order forms for all storage options can be found within this manual. Please note that all storage will be measured on arrival onsite. Stand Designs Any company with a space only stand must submit a stand design in advance of the event. Only when a stand design is approved will a permission to build certificate be issued. You can submit your stand design by following the instructions on the EAS website. Temporary Staff Staff for your stand including translators can be hired via the RAI webshop. Trolleys Please ensure that if you require a trolley, you bring one with you – trolleys are not available for hire or borrow on site. Waste Disposal Environmental issues have a high priority and exhibitors have a direct responsibility to remove their own waste. Please note that you may be charged for any waste left including excess literature, floor covering or carpet from space only stands, items of furniture, pallets, graphic panels, excess stock,etc Waste disposal containers can be ordered via the RAI webshop: Water & Waste Water and waste is available in most areas of the hall but it is worth noting that a platform floor may be required to cover service pipes. Any water and waste must be ordered via the RAI web shop
Shell Scheme Specification
This section is only applicable to exhibitors that have booked a shell scheme stand. If you have
booked a space only stand, please refer to Space Only Regulations
Shell Scheme Specification
The shell scheme is only on hire to exhibitors and should not be painted, nailed or screwed into. Please
note that appropriate fixings are velcro (hook and loop) or sticky fixers that do not damage the panels.
Other appropriate fixings and components are available from Freeman.
Please note that you are not permitted to paint or permanently mark the shell scheme panels.
Fascia
Fascia panels are provided on open sides and supported with aluminium posts at the corners and
mid-points, if necessary.
Name Boards
Please note that your company name is included as part of your shell scheme stand but the number of
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characters available is limited to 32. If you do not submit your name board form by 10 August the
company name on your contract will be used.
The name board will also include a flag from your country of origin which will be taken from your
contract.
Wall Panels
Shell scheme is constructed using the Circa system and consists of 2.5m high walls with white infill
panels.
Please see visuals at the end of this section for details of graphic dimensions.
Ceiling Beams
The ceiling beams give the structure rigidity and provide convenient fixing points for lighting. Larger
stands may also require additional full height posts to support the beams.
Floor Coverings
Your stand will be provided with anthracite (dark grey) carpet and the aisle carpet will be red.
Power & Lighting
Standard power and lighting are provided as part of your shell scheme package. This will be 1 x 3kw
socket and 3 spotlights. If you require anyadditional power or electrical fittings you will need to order
this using the form in this manual.Shell Scheme Visual
General Stand Fitting Regulations
These apply to ALL stands within the exhibition
General Information:
1. Advertising and logos must not be sited on the back of dividing walls, especially where they
overhang an adjoining stand.
2. All stand structures, signs, exhibits, etc must be contained and be the same size within the area
allotted and may not project into or over the gangway.
3. Nothing may be drilled, attached or bolted to the hall floor.
4. The Organiser may, at the expense of the exhibitor, remove or alter anything in, on or forming any
part of the stand if, in their opinion, it is desirable to do so in the interest of the exhibition.
5. Any door leading to an enclosed area must have a vision panel and must not open directly on to a
gangway.
6. Exhibitors are responsible for ensuring their stand contractor employs safe working practices and
comply with the rules and regulations of the event and the venue.
7. During the period of the exhibition, especially during the build and breakdown periods, gangways
must be kept clear of obstructions.
8. During the build and breakdown periods of the exhibition children under 16 years are not permitted
entry into the hall, even in the cab of vehicles.
9. All exhibitors and contractors are reminded that they must be able to complete the build and tear
down of their stand within the published timetable of hours for the event.
10. Reasonable adjustments for and a positive attitude towards disabled people from our exhibitors will
enhance the overall shared experience of the event and benefit everyone. Disabled toilets, parking
and wheelchair hire are available at the venue for details please see: www.rai.nl.
IAAPA would ask that:
a) Disabled persons are not treated less favourably than someone who is not disabled
b) Exhibitors make reasonable adjustments to their services to take account of disabled people.
Reasonable adjustments can be physical changes to your stand, providing equipment or changing
practices and procedures to be more inclusive.Space Only Stand Fitting Regulations
This section is only applicable to exhibitors that have booked a space only stand. If you have
booked a shell scheme stand, please refer to Shell Scheme Specification.
(Please also refer to General Stand Fitting Regulations)
General Information:
1. All space only stands must abide by the rules and regulations of IAAPA
2. Space only sites are not provided with any walling or carpet but a floor covering to the full area of
every stand is required. You can bring your own or order directly from our contractor Freeman. All
floor covering must be removed and responsibly disposed of at the end of the event.
3. On divided sites exhibitors are responsible for erecting their own walls to separate them from
adjoining stands. Exhibitors may not use the back of the other stand walls without the written
consent of the exhibitor concerned. Exhibitors adjoining a shell scheme stand should not use the
reverse of the shell as their dividing wall.
4. All adjoining walls must be a minimum of 2.5m. Any walls over this height must be dressed on the
rear in a plain neutral colour from the top of the stand down to 2.5m from ground level.
5. All exhibitors must submit a suitable and sufficient Risk Assessment and Method Statement for their
stand and this should include details of the equipment they will use to build the structure
6. Rigging over stands is acceptable but must be shown on all plans when submitted for approval.
7. All space only exhibitors must submit their plans and supporting Health & Safety information
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by 3 August 2018. Failure to return the documents by this date may cause delays onsite.
Please note that all documents should be uploaded using the online exhibitor portal. The link
is as follows: http://www.iaapa.org/expos/euro-attractions-show/exhibit-sponsor/exhibitor-
service-guide/You can also read
