Exhibitor Manual - World Travel Catering & Onboard ...
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Exhibitor Manual
This document is to assist exhibitors and their contractors with information and regulations. Please
also refer to the HMC Technical Regulations. Details are subject to change.
Contents
1. Contacts
2. Venue
3. Exhibition Timetable
4. Badges & Passes
5. Official Contractor Contacts
6. Rules & Regulations
7. General & Venue Information
8. Deliveries, Storage & Lifting
9. Space Only Stands
10. Space Only Build Regulations
11. Health & Safety
12. Security
13. Traffic
Contacts
Customer Service Team
wtce.helpline@reedexpo.co.uk
T: +44 (0) 208 271 2181
Sales
Amy Francis
T: +44 (0) 20 8910 7805
E: amy.francis@reedexpo.co.uk
Operations Team
E: wtce.operations@reedexpo.co.uk
=
Venue
Hamburg Messe
Messeplatz 1
D-20357 Hamburg
Germany
Exhibition Timetable
Early Access
Thursday 28th March 0800 - 2000 On application - €618 charge
Build Up
Friday 29th March 0800 - 2000 Space Only stand construction
Saturday 30th March 0800 - 2000 Space Only stand construction
Sunday 31st March 0800 - 2000 Space Only stand construction
1200 - 2000 Shell Scheme interior display
Monday 1st April 0800 - 2000 Space Only stand construction
0800 - 2000 Shell Scheme interior display
All stands, displays and exhibits must be completed by 2000 on Monday 1st April 2019
To apply for early access or to work outside of these published hours please contact
wtce.operations@reedexpo.co.uk immediately. All extra working must be prearranged with the Operations
Manager. The cost for access on Thursday 28th March (0800-2000) is €618 per stand and additional hours
are charged at €115 per hour if confirmed and paid for before Tuesday 26th February, or €225 per hour
after this date including on site.
Stand plans, showing height dimensions, along with a risk assessment and method
statement must be submitted for approval to via the new ‘Stand Plan Checking System’ no
later than Friday 1st February 2019. More information can be found under the section Space
Stand Plan Submission.
Open Days
Tuesday 2nd April 0730 - 2000 Exhibitor access
0900 - 1700 Exhibition Open
1700 - 1900 Exhibitor Hospitality
Wednesday 3rd April 0800 - 2000 Exhibitor access
0900 - 1700 Exhibition Open
1700 - 1900 Exhibitor Hospitality
Thursday 4th April 0800 - 2100 Exhibitor access
0900 - 1700 Exhibition Open
Breakdown
Thursday 4th April 1730 - 2000 Removal of portable exhibits & displays
1800 - 2100 Dismantling of standfitting
Friday 5th April 0800 - 2000 Dismantling of standfitting
Saturday 6th April 0800 - 1600 Dismantling of standfitting
All standfitting & excess waste must be removed by 1600 on Saturday 6th April 2019.
It is very important that you must not commence the removal or packing of items or graphics until the show
has closed and visitors have departed. This will be approximately 1730hrs on Thursday the 4th of April.
Any items remaining in the halls at this time will be disposed of as rubbish and any costs incurred will be
charged to the exhibiting company.Reed Exhibitions also offers a full design, build and project management service called SmartSpace. For more information, please click here or contact your sales representative.
Badges and Passes
Exhibitor Badges
Any person that will be manning your stand will require an Exhibitor Badge, giving access to the
show during build up, breakdown and the open days of the exhibition. Without an exhibitor badge
you will be denied access to the venue.
Badges will be available in PDF as you register your stand personnel, simply print them off and
bring them with you. Duplicates can be printed onsite from Monday 1st April after 12pm.
ONLY EXHIBITOR STAFF WORKING ON THE STAND WILL BE ISSUED WITH AN
EXHIBITOR BADGE.
Order your exhibitor staff badges via the Exhibitor Portal .
All other company personnel wishing to attend the show will have to register as a visitor on the
WTCE website -www.worldtravelcateringexpo.com/register
Contractor Badges
Contractor passes are required by any personnel entering the hall during the build up and
breakdown but who will not be working on your stand during the open period of the exhibition (e.g.
stand contractors, delivery drivers). Contractor passes will be issued on site by security or from the
Organiser's Office and do not need to be pre-ordered.
If a contractor need to be onsite during the event they will need a maintenance pass which can be
collected at registration. They will need to gain approval by emailing the Operations
Team. Deadline is on Friday 16th March 2019.
Please note: staff members who have already registered for an exhibitor badge do not need a
contractor pass.
Data Capture Badge Scanner
LiveBuzz offer two ways to collect data during your event:
• HANDiSCAN the traditional handheld scanner
• SMARTSCAN allowing you to use your smartphone or iPad to collect and access your data
at any point during or after the show.
The Benefits
1. Quick follow up - strike while the iron is hot and follow up on leads immediately while
interest is still high.
2. You save time and money as you do not have to manually compile the information after
each of the show days.
3. The quality of data that you receive is excellent, so you don't have to worry about
incorrectly capturing numbers and names.
4. Ready to go data in an excel spreadsheet, you can respond immediately to your leads,
maintaining the momentum of the sale.
5. Proven - exhibitors who hire a Data Collection Device are 60% more likely to continue to
market to their contacts.
Scanners can be ordered from the Exhibitor Portal under the 'Services' section. For any queries,
please contact the LiveBuzz team at scanners@livebuzz.co.uk or +44 (0) 843 178 1284Official Contractor Contacts
Official Suppliers
Quality Charter - Official Suppliers
Reed Exhibitions limited has a thorough process for and takes
all reasonable care in the evaluation and appointment of its
Official Contractors. This includes aspects that are most visible
to the Exhibitors such as customer service, pricing and product
range along with other aspects like track record, Health & Safety
performance and financial stability. Reed Exhibitions appoints
multiple 'Official Suppliers' for services for each Exhibition
wherever it can so that Exhibitors have a choice.
'Official' status puts specific responsibilities on the Contractor such as ensuring the quality of stock
and making sure that they provide a full service and keep qualified people and spare on-site to
maintain a first class service throughout the Exhibition. As a result non-official companies can
sometimes appear to undercut Official Suppliers as they can offer older equipment or a partial
service and can just deliver with no obligation to set up or maintain throughout the Exhibition. This
can create last minute problems and unexpected costs for the Exhibitor.
In addition to this Reed Exhibitions is increasingly seeing non-official suppliers aggressively
mailing companies pre-Exhibition using the Exhibition name and in some cases the logo, which
can imply that they have our support. These companies do not have any endorsement from Reed
Exhibitions and we recognise the inconvenience, annoyance and confusion that these
communications can have on our Exhibitors.
As a result Reed Exhibitions has applied to trademark the logo above. This logo is strictly
controlled, can only be used by Official Suppliers and only relating to the services that they are
specifically appointed for on that Exhibition.
We hope that this 'Quality Charter' will help Exhibitors distinguish between Official Suppliers and
other companies. Only those companies with our endorsement will have this logo on their
communications. For your peace of mind, all Contractors using this logo are bound by the
responsibilities covering:-
- Quality service
- Quotations & Payments
- Post Exhibition Service
- Dispute Resolution
- Health & Safety
- Data Protection
- Sustainability
To view the full quality charter showing the commitment our suppliers have agreed to please
contact the Operations team.Official Contractor Contacts
Audio Visual Internet Services
Car Parking Permits Lifting, Shipping
Carpet Lighting & Wall Sockets - Shell
Catering Name board
Cleaning - Stand Photographer
Compressed Air Rigging
Data Capture Badge Scanner Security Guards
Electricity Mains Connections Shell Scheme Accessories
Exhibitor Badges Shell Scheme Packages
Floral Show Catalogue & Preview
Floor Covering Stand Build Contractor
Furniture Stand Catering
Graphics and Display Stand Plan Submission
Health & Safety Stand Staff & Hostesses
Hotel Booking Service Venue
Waste Removal
Water Installations
Audio Visual
Gahrens + Battermann GmbH
T: +49 40 713908 - 66
E-mail: hmc@gb-rental.com
All venue services can be ordered through the Hamburg Messe Webshop, click here, to access the link.
Car Parking Permits
Hamburg Messe & Congress
Tel: +49 (0)40 3569 7575
E-mail: customerservice@hamburg-messe.de
Carpet
berg-expo GmbH
Tel:+494059354650
Email: messebau@berg-expo.dev
All venue services can be ordered through the Hamburg Messe Webshop, click here, to access the link.
Catering
Kafer Service Hamburg
Tel.+494035693217Contacts: Christiane Krohn / Thomas Schulz E-mail: t.schulz@feinkost-kaefer.de/ c.krohn@feinkost-kaefer.de Web: https://www.standcatering-hamburg.com/ All venue services can be ordered through the Hamburg Messe Webshop, click here, to access the link. Cleaning MRG Weidestraße-130 22083-Hamburg Tel.+49(0)4035694647 E-mail: info@mrg-hamburg.de All venue services can be ordered through the Hamburg Messe Webshop, click here, to access the link. Compressed Air August Sander GmbH T: +49 40 596498 and 504891 E: info@august-sander.de Data Capture Badge Scanners LiveBuzz E: exhibitors@livebuzz.co.uk T: +44 (0) 843 178 1284 Electricity Mains Connections Zillmer Messe- und Elektrotechnik GmbH T: +49 (0)40 35 27 27 E: hmc@ez-zillmer.de All venue services can be ordered through the Hamburg Messe Webshop, click here, to access the link. Exhibitor Badges LiveBuzz Exhibitor Services Team Tel: +44 (0) 843 178 1284
E-mail: exhibitors@livebuzz.co.uk All exhibitor badges should be ordered via the Exhibitor Portal Floral M. + M. Nieland GbR - Florale Raumkonzepte & dieStraussbar T: +49 40 278 803 31 E: info@straussbar.de Floor Covering C.T.S Carpet Tiles Services Messerschmittstr.-25 D-53925-Kall Tel:02441-771660 Fax:02441-7716625 E-mail: mail@cts-fairteam.de All venue services can be ordered through the Hamburg Messe Webshop, click here, to access the link. Furniture Morner Mietmöbel GmbH T: +49 40 52 01 48 47 E: info@mm-mietmoebel.de W: www.mm-mietmoebel.de JMT Mietmöbel Deutschland T: +49 (40) 881 6740 F: +49 (40) 881674 220 E: jmt@hamburg.de W: www.jmt.de/en/service/user-registration.html Graphics and Display Insite T: +44 (0) 7970 568042 E: Hannah@insitegraphics.co.uk W: www.insitegraphics.co.uk/wtce2019 Please note the web link will be live in January 2019
Health & Safety Reed Exhibitions Contact: Rebecca Spratley, Operations Manager E-mail: rebecca.spratley@reedexpo.co.uk Hotel Booking Service For all your hotel booking information please click here to contact our official accommodation partner. Internet Services Hamburg Messe & Congress T: +49 (0)40 3557 7575 E: customerservice@hamburg-messe.de All venue services can be ordered through the Hamburg Messe Webshop, click here, to access the link. Lifting, Shipping DB Schenker Limited Contact: Rebecca Grunbaum T: +44 (0)1268 632219 E: wtceops.uk@dbschenker.com Lighting & Wall Sockets – SHELL berg-expo-GmbH Tel:+494059354650 Email: messebau@berg-expo.de Nameboard berg-expo-GmbH Tel:+494059354650 Email: messebau@berg-expo.de Photographer
James Lyndsay T: +44 (0) 20 8249 4941 M: +44 (0) 7973 777 803 E: jlyndsay@yahoo.com Rigging UEBERKOPF GmbH T: +49 (0)40 7367 6660 E: hmc@ueberkopf.de Security Guards Alsterwacht GmbH & Co. KG T: +49 40 204074 E: info@alsterwacht.de All venue services can be ordered through the Hamburg Messe Webshop, click here, to access the link. Shell Scheme Accessories berg-expo-GmbH Tel:+494059354650 Email: messebau@berg-expo.de All venue services can be ordered through the Hamburg Messe Webshop, click here, to access the link. Shell Scheme Packages Reed Exhibitions Sales Department Contact: Amy Francis T: +44 (0)20 8910 7805 E: amy.francis@reedexpo.co.uk Show Catalogue & Preview Publishing Events Contact: Markus Vogt T: +44 (0)20 7841 5962 E: m.vogt@publishingevents.com Stand Build Contractor
SMARTSPACE | Stand Design & Build Services Operations Department Reed Exhibitions UK Gateway House 28 The Quadrant Richmond Surrey, TW9 1DN Tel: +44 (0)208 910 5682 Email: smartspace@reedexpo.co.uk Web: www.reedsmartspace.co.uk Stand Catering Kafer Service Hamburg Tel.+494035693217 Contacts: Christiane Krohn / Thomas Schulz E-mail: t.schulz@feinkost-kaefer.de/ c.krohn@feinkost-kaefer.de Web: https://www.standcatering-hamburg.com/ All venue services can be ordered through the Hamburg Messe Webshop, click here, to access the link. Stand Plan Submission Reed Exhibitions Operations Team E: wtce.operations@reedexpo.co.uk Stand Staff & Hostesses Eventteam Veranstaltungsservice und-Management GmbH Bogenstraße 54a D-20144 Hamburg Tel: +49 40 42108-0 Fax +49 40 42108-200 E-mail: info@eventteam.de All venue services can be ordered through the Hamburg Messe Webshop, click here, to access the link. Venue Hamburg Messe und Congress GmbH Messeplatz 1
D-20357 Hamburg Germany T: +49 (0)40 3569 0 E: info@hamburg-messe.de Waste Removal MRG Weidestraße 130 22083 Hamburg Tel: +49 (0)40 3569 4647 E-mail: info@mrg-hamburg.de Water Installations August Sander GmbH (Halls B1-B6) Hummelsbütteler Landstr. 82 D-22339 Hamburg Tel: +49 40 596498 and 504891 Fax: +49 40 501295 E-mail: info@august-sander.de Quandt Haustechnik GmbH Ifflandstraße 67b D-22087 Hamburg Tel: +49 40 225053 E-mail: info@quandthaustechnik.de All venue services can be ordered through the Hamburg Messe Webshop, click here, to access the link.
Rules & Regulations The following are the general health and safety site rules with regards to safe working. You are reminded that venue staff, exhibitors and contractors alike have a legal duty to cooperate with the organiser on matters of health and safety that includes compliance with these rules. All participants must comply with any reasonable instruction given to them by either the Reed Exhibition’s or the venue’s appointed health and safety staff. Aisles Exhibitors and contractors are not to discard items in the aisles. Exhibitors/Contractors must remove all waste materials other than small items. Designated emergency aisles must be kept clear at all times - a floorplan of the emergency gangways can be found in the on-site Organiser's Office. During the open period no objects must protrude from stands into the aisles nor must furniture, displays or parts of displays be placed in the aisles. Alcohol and Drugs Drinking of alcohol on-site during the build-up and breakdown phase is forbidden. The use of illegal substances is also strictly forbidden. Anyone deemed unfit to work will be asked to leave the premises. It is very important that the consumption of alcohol and any remaining open alcohol is cleared by 1700hrs on Thursday 4th April. A delay in this will delay the breakdown of the exhibition. Animals Animals are not allowed on site unless they are part of the event. Written confirmation must be received from the organiser at least six weeks before coming on site, as approval needs to be gained from the Local Authorities. Guide Dogs are permitted during the open period of the exhibition. Balloons Helium balloons (blimps) & toy balloons are not permitted at the show. Children No one under the age of 16 will be able to attend WTCE, AIX & PTS without the prior written approval of the Organisers. Visitors attending with children under the age of 16 will be responsible for their children and will be asked to put their mobile number on a wristband to be worn by the child.
Compressed gases (e.g. LPG) It is strictly prohibited to use or store compressed/liquid gases or other flammable and non- flammable gases in gas bottles in the halls and exhibition grounds. Please contact the venue services team to order your gas requirements and installation to the equipment which has been brought along. If an exhibitor carries out the installation himself, specialist inspection of such installation is required, for which a fee will be charged. E:customerservice@hamburg-messe.de T: +49 (0)40 3569 7575. In installing and operating liquid gas equipment, it is essential to observe the "Technical Rules for Liquid Gas" (TRF 88) published by the DVGW and DVFG together with the "Use of Liquid Gas" BGV C34 (Publisher: Hauptverband der gewerblichen Berufs-genossen-schaften). Cooking on Stands Strictly no gas. Cooking within the exhibition halls cannot be done using gas either on a hob or an oven. Cooking facilities are only permitted if they are electrical. Distribution of food for immediate consumption on the spot and likewise sales of food and drink must conform to the legal provisions and especially to those of the Food Hygiene Ordinance (Lebensmittel-Hygieneverordnung) in the latest edition valid from time to time. For any further enquiries, please contact the Hamburg Town Hall (Bezirksamt Hamburg Mitte). Please ensure that suitable hygiene standards are maintained in the storage and preparation of food items. More information can be provided by the Operations Team. Copyright Music If you intend to play recorded background music or live music on your stand during the course of the exhibition you are required by law to obtain music licences. Please click here to complete the form. For more information, please contact the Operations Team. Demonstrations Demonstrations on stands during the event must be safe and without risks to health and safety and where necessary covered by a risk assessment. Any presentation/ demonstration likely to interest groups of 10 or more people must be located towards the centre of the stand and clearly shown on stand drawings, if it causes obstruction within the gangway and/or nuisance to any other exhibitor, we reserve the right to cancel the presentation/demonstration or restrict the frequency. The following would be considered to be demonstrations: Special effects - lasers, strobes, smoke All Special effects require prior approval by the venue so any exhibitors wishing to use special lighting, lasers or smoke machines etc. should submit a detailed proposal with Risk Assessment and Certificate of Apparatus for use, to the at Reed Exhibitions, we will then pass it onto the venue for processing. Special Treatments & Massage
If any stand offers massages or special treatments to visitors, they should notify the Organisers immediately. Performance If any stand in tends to have a performing act as part of their exhibit, such as a magician, contortionist, etc., please contact the with details. We will also require proof of Public Liability Insurance and Equity membership from the performer, as well as a Risk Assessment. Dust Sanding, the use of solvents and any other activities that creates dust (an airborne hazard) must be controlled at all times. Equipment with dust extraction and non-hazardous alternatives should be used. MDF may not be machined on site, as its dust is hazardous to health. Early Access / Late Working If you have appointed a stand contractor to build your open space stand, you must be assured that the design of the stand is such that it can be built within the specified times as stated in this manual. Early or late working outside of the published build up and breakdown timetable is available at a cost. To apply for early access or to work outside of published hours please contact Rebecca Spratley immediately. All extra working must be prearranged with Rebecca Spratley, Operations Manager. The cost for access on Thursday 28th March (0800-2000) is 618 Euro per stand and additional hours are charged at 115 Euro per hour, if confirmed and paid for before Tuesday 26th February, or 225 Euro per hour after this date including on site. Electrical Installations Please refer to Electrical Installations in Rules and Regulations. Fire and Safety Regulations All stand construction and displays must be made from fireproofed materials and installed to the satisfaction of the authorities. Exhibitors and contractors must ensure that the materials used to build your stand are not flammable or non-flame resistant unless it has been treated. All materials must conform with European and Venue fire regulations. Combustible waste must be safely disposed of and boxes and packaging must not be stored on the stand. Fire safety officers will be present during all phases of the event. Fire fighting equipment is provided in the halls by the venue and additional fire extinguishers will be placed on some stands. It is prohibited to use materials which drip when burning or form toxic gases, e.g. polystyrene hard foam, PVC or similar. The materials used may not lead to the development of thick smoke. For safety reasons, load-bearing structural elements may in certain cases be required to satisfy certain specific requirements (e. g. non-flammability).
Decoration materials shall at least comply with Section B1 of DIN 4102, or at least Class C-s3dw of EN 13501-1 i.e. they shall be non-flammable. In certain areas normally flammable decoration materials may be used, provided that the mode of their installation provides adequate protection against catching fire. A test certificate of the fire classification of materials used may be required. It is not permitted to use cable ties made of plastic to attach structurally loaded parts or to attach lamps or other components. The use of naked flames of any kind must be authorised by Reed Exhibitions and the Hamburg Messe und Congress. Marquees and canvas roofs may not be incorporated into the design of your stand. Stand coverings must be approved by Reed Exhibitions and the Hamburg Messe und Congress. First Aid If you are involved in or witness an accident, however small, at any point during your time onsite, it is your responsibility to report it to the Organiser's Office. The Medical Centre can be contacted on an internal telephone ext. 6666, or by speaking to a member of the security team or via the Organiser's Office. If an ambulance is required, please do not call the emergency services directly. Inform a member of the exhibition team who will contact the relevant authorities or call 6666 from any internal Hazardous Substances Hazardous substances should not be brought into the halls unless essential. The use of hazardous substances must be subject to a COSHH assessment. Exhibitors must declare to Reed Exhibitions the use or display of hazardous substances as a special risk at least 6 weeks prior to the event and include it in a risk assessment. Further information on hazardous materials and substances can be found here. Mobile Exhibition Units / Trailers Mobile Exhibition units, caravans or similar vehicles are not permitted without prior written consent from the Operations Team Organiser's Right to Change Stands and Floorplan Layout In the interests of the Exhibition as a whole, it may be necessary to remove or alter anything in - or forming part of - any stand. If we feel this action must be taken this would have to be at the expense of the Exhibitor concerned. The exhibition floorplan is subject to change at the discretion of the organisers. Please contact the Operations Team to obtain the latest version of the exhibition floorplan. Ramps All stands with a platform that exceeds 13mm in height should incorporate a ramp for disable access with a minimum unobstructed width of 1.5m.
Special Effects e.g. Smoke, Lasers, Pyrotechnics, and Strobes All special effects must be treated as special risks and are subject to strict controls. Items must be included within a stand risk assessment and the appropriate legal requirements must be fulfilled. Further information and advice can be obtained from the Operations Team. Stand Nameboard The information used to print your nameboard will be pulled from the exhibitor portal 2 weeks before show open. Please make sure that you check your company name before this and make any changes. If you update your name in the portal after the Friday 15th March we cannot guarantee the nameboard printed will match what you have requested. Please get in touch with the Operations Team if you have any questions. Stand Functions & Hospitality Stand functions include any type of event on your stand including but not limited to presentations, demonstrations, parties, networking events, cocktail hours, etc. On Tuesday 2nd and Wednesday 3rd April, the exhibition hall open hours are extended until 1900. From 1700, we invite you to host hospitality events on your stand. This is the ideal opportunity to meet with your peers and network with the event attendees. On these evenings, it is also possible to have presentations and music louder than during the business hours of the exhibition. There are a few points to consider: • Please ensure that there is enough space on your stand to accommodate the people you are inviting - although we understand that people may spill out into the surrounding aisle ways, we do not want the general flow around the exhibition halls to be impeded or for neighbouring stands to be affected. • Strictly no events should be organised for Thursday 4th April unless they finish promptly at 1645 - the serving of any refreshments and entertainment must be ceased by 1630 at the very latest. Breakdown for the exhibition will commence shortly after 1700 and we must clear the halls of visitors as quickly as possible as not to delay the dismantling process. • We encourage exhibitors to tell us what their plans are so we can help manage if there are 2 large events planned next to each other, so we can arrange for a suitable amount of security/ floor managers to monitor the activities, to approve vehicle access for external suppliers and finally to compile a schedule of events that can be circulated to VIP and Media visitors. • Deliveries, such as from outside caterers will be restricted during the show open hours as vehicle movement between the halls are not permitted while the exhibition is open. Please consider using the venue caterer, Kafer, who will have full access to the halls. If you plan to play music please click here to fill out the music and performance form. Finalised details of proposed activities and external caterers should be submitted to us using the Stand Functions & Hospitality Form or emailing wtce.operations@reedexpo.co.uk The Operations Team will then confirm access gates and unloading locations your caterer can use. Vehicles that have not been approved will not be permitted on to site.
Storage
No excess stock, literature, packing cases or crates may be stored around or behind your stand. If
you need help with storing freight cases, crates or large quantities of packing materials, please
contact the official Freight and Storage contractor, Schenker Logistics, details of which can be
found within the Deliveries, Storage & Lifting section of this manual.
If items are found stored around or behind stands they will be removed, and a charge
applied.
Vehicles for Display
Please notify the Operations Team in writing if you wish to display a vehicle on your stand. Before
Friday 1st March
Venue Customer Services
The HMC Venue Customer Services team can be contacted on T: +49 40 3569 7575 E:
customerservice@hamburg-messe.de
Waste
WTCE is striving to reduce the waste impact involved at the event and with the help of exhibitors,
contractors, the Hamburg Messe and their waste removal company MRG MesseReinigung &
Gebaudedienste look to separate reusable materials so they can be recycled appropriately.
Costs for reusable materials amount to just 50% of costs incurred for general waste, and as such
the principle is less waste = less costs. All exhibitors are obliged to limited and dispose of any
waste produced in the construction, running and dismantling of their stand at the event.
Refuse deposited in front of the stands shall be removed before and during the event at an extra
cost. For reusable goods and raw materials of which the Messe or the Organisers have not been
made aware or which are left in the hall after the event will be charged at an increased cost and
invoice direct to the exhibitor. Disposal of special waste may cost more.
To order your waste bags/containers and arrange stand cleaning services please access the
online manual checklist to download the order form.
Contractors should particularly not carelessly discard of sharp objects and must ensure that nails
and screws are not left sticking out of waste wood and are either removed or hammered flat.
Contractors must ensure that adequate arrangements are in place to dispose of liquid waste in a
safe and environmentally sound manner. Discharges must not be made into any site drainage
system, sanitary facility or floor duct.
All waste must be removed from the exhibition hall prior to the show opening and also at the end
of breakdown. Contractors and/or exhibitors will be charged for any costs involved in the waste
removal of items left on site.
Please consider –
1. Only bring standfitting, marketing material and associated packaging that is absolutely
necessary as excess material often ends up as excess waste.2. For those materials that they do bring - only bring materials onsite that are recyclable.
3. Help us maximise recycling by using the appropriate waste bins in the hall where there is
a choice.
Waste bins, bags and removal services can be ordered with the venue cleaning supplier. Please
contact the HMC Customer Services Team
T: +49 40 3569 7575 E: customerservice@hamburg-messe.de
Water and Waste
If you require water and/or waste on your stand please contact the HMC Customer Services
T: +49 40 3569 7575
E: customerservice @hamburg-messe.de
Water Features
Water features that create mists and sprays such as fountains create the risk of the spread of
Legionella bacteria in the air that can cause Legionnaire's disease. Any such feature is a special
risk requiring a separate risk assessment detailing how the risk is controlled through water
treatment and testing.
If you are intending to have water feature on your stand please confirm the details in writing to the
Operations Team so that written approval can be given.
Venue & General Information
Getting to Hamburg Messe und Congress
BY AIR
From Hamburg Airport, 69 airlines fly directly to 18 national and 98 international destinations. It is
situated to the north of the city in Fuhlsbuttel. See the Hamburg Airport website for flight
connections: http://www.airport.de/de/index.phtml
BY BUS
Hamburg Messe can be reached from here by airport bus, regular bus, the underground and taxi.
The journey time to Hamburg Messe by car is about 20 minutes, by public transport about 30
minutes, depending on the connection.
How to get to the Hamburg Messe on public transport
BY TAXI
Travel time: approx. 20 minutes
Cost: There are no fixed cab fares in Hamburg. The cab fare from the airport to the Hamburg
Messe amounts to approx 25 Euros.
BY CAR
A7 from the North Junction HH-Volkspark
A23 from North-West Junction HH-Volksp ark
A24 / A1 from the East / North East Junction HH-Horn
A250 / A255 from the South-East via Neue Elbbrucken / HH-Centrum
A1 from the South-West via A7 / Elbtunnel - Junction HH-Volkspark
A7 from the South via Neue Elbbrucken/ HH-CentrumFrom the mentioned junctions, follow the signs "Messe/CCH", which is the quickest way to Hamburg Messe and Congress Centre Hamburg. To download a map of the Messe site please click here. Hamburg Messe und Congress World Travel Catering & Onboard Services Expo will be held in halls A1, A3 and A4 of Hamburg Messe and is co-located with Aircraft Interiors Expo (B1 to B7). Passenger Technology Solutions East Entrance Upper. The full contact details are: Hamburg Messe und Congress Messeplatz 1 D-20357 Hamburg GERMANY T: +49 40 3569 - 0 F: +49 40 3569 - 2 203 www.hamburg-messe.de/ info@hamburg-messe.de The WTCE Organisers' Office will be situated on the Upper Floor Skywalk in the Central Entrance and will be open throughout the tenancy period Friday 29th March - Saturday 6th April. The direct telephone line for the Organiser's Office at WTCE will be issued nearer to the exhibition. Accommodation With exclusive offers at many hotels and the best selection of travel options you are guaranteed to find everything you need at the very best rates. For more information please visit the Venue, Travel and Hotels page on the WTCE website or click here to contact our official accommodation partner. Banking Facilities There is an ATM situated in the Central Entrance which will be available for use throughout WTCE. Business Services The Organiser's Office in the Central Entrance Upper Floor Skywalk can provide basic printing and copying services. Free wifi will be available in the internet zone areas around the exhibition. Car Parking Please see traffic section (Pre ordering car parking tickets) This PDF explains the parking process; how, where, when to park. The information refers to build days, event days, dismantle days)
Catering Kafer Service Hamburg are the official caterers. Catering can be ordered through the Hamburg Messe Online Service Centre. Please contact the exhibitor for their personalised weblink, or contact Hamburg Messe directly. Exhibitors wishing to order stand catering, organise food and drinks for a reception or event, or make group bookings for the restaurants should use the form to order or contact Kafer directly. Kafer Service Hamburg Tel. +49 40 3569 3217 Contacts: Christiane Krohn / Thomas Schulz E-mail: t.schulz@feinkost-kaefer.de / c.krohn@feinkost-kaefer.de Web: https://www.standcatering-hamburg.com/ Each hall has a catering outlet. Cleaning It is your responsibility to maintain your stand in a clean condition at all times. To order the appropriate cleaning services and waste disposal, please go to the Hamburg Messe Webshop and complete the necessary form. WTCE is striving to reduce the waste impact involved at the event and with the help of exhibitors, contractors, the Messe and their waste removal company MRG MesseReinigung & Gebaudedienste look to separate reusable materials so they can be recycled appropriately. Costs for reusable materials amount to just 50% of costs incurred for general waste, and as such the principle is less waste = less costs. All exhibitors are obliged to limit and dispose of any waste produced in the construction, running and dismantling of their stand at the event. Cloakroom There will be cloakrooms available during the open period of the exhibition at the Central Entrance. A 2.00 Euro charge per item will apply. Disabled Access and Parking Hamburg Messe und Congress is fully accessible to visitors with disabilities. Anyone requiring additional assistance should visit the WTCE Organiser's Office in the Central Entrance. A car park is provided for holders of the EU Blue Badge. Please ensure that your badge is displayed and you will be directed to the correct parking area. Food Distribution Details of proposed preparation, cooking and dispensing of food from stands or temporary catering areas, including sampling, must be discussed with the Organisers during the early planning stages of the Exhibition. The Organisers’ approval is required in writing for such activities. Distribution of samples for immediate consumption on the spot and likewise sales of food and drink must conform to the legal provisions and especially to those of the German Food Hygiene Ordinance (Lebensmittel-Hygieneverordnung) https://de.wikipedia.org/wiki/Lebensmittelsicherheit and an application made for the serving of alcohol in accordance with the Exhibitor’s Manual. Hygiene
-Staff engaged in food handling must be properly trained and supervised to ensure they work hygienically. -Food sampling must be carried out in such a way that customers do not touch food that other people will eat, in order to minimise the risk of cross-contamination. -All stands where there is food preparation must be close (ideally not more than 3m away) to hand washing facilities with clean water and drainage. Where Exhibitors are preparing food on a stand, an additional sink must be provided for washing food and ideally a separate sink for washing dishes. For small Exhibition stands serving hot drinks and snacks no sink is required but the provision and use of sanitising hand wipes must be employed by the Exhibitor. -Stands may not be used to process or serve food if they are in poor sanitary condition likely to expose food to risk of contamination. The kitchen/food preparation area on the stand must be of adequate size to meet the potential demand put upon it and should include adequate storage, refrigeration, water and waste facilities. -Any equipment, including food containers, which is likely to come into contact with food must be kept clean and be constructed of materials that are not absorbent and can easily and properly be cleaned. Cookers, ovens and deep fat fryers must comply with the Exhibition Venue and German fire safety regulations. Cookers, ranges and hobs must operate on mains gas or electricity. The use of Liquefied Petroleum Gas (LPG) is not permitted. -All food on a stand must be protected from risk of contamination and in particular cooked and raw meats must be separated and handled with separate utensils. Open foods must not be placed less than 45cm from the ground. -Any foods likely to support the growth of pathogenic micro-organisms or toxins should be maintained at a temperature of 8°C or below. Cooked food which is kept hot must be kept above 63°C. Reheating of cooked food must be carried out at a temperature of at least 75°C. Frozen food must be kept at -18°C or below. Refrigeration temperatures must be measured with a suitable thermometer and recorded daily. -Each Exhibition stand or kitchen where open food is handled, prepared or dispensed, must be provided with a supply of waterproof plasters and bandages ideally in a distinctive colour (preferably blue) in case they accidentally become mixed into food. Each Exhibition stand or kitchen where cooking or heating of food is taking place, must be provided with a fire blanket and suitable fire extinguisher. Waste and Extraction -Designated disposal facilities must be made available for food and other waste substances. Waste materials shall not be abandoned on site at the Exhibition Venue and must be stored and disposed of in a responsible manner. Food should not be disposed of in the water waste facility. The Exhibitor shall bear unlimited liability for any resulting damage. An order form for waste disposal is included in the Exhibitor Manual. We also arrange for the Hamburg Tafel, a local charity to collect any unwanted unperishable food on the last day of the show. More details about this service will be distributed at the show. -Where cooking is likely to create a high concentration of smoke e.g. barbeques, grilling, frying, it may be necessary to ventilate the Exhibitor’s stand to the outside air. Extractor hoods and their extractor devices are to be so designed and assembled as to ensure removal of vapours and gases. All the required fittings mounted in a manner ensuring safe operation. Availability of sprinkler units in all halls in the Exhibition Venue necessitates the Exhibitor to take precautionary measures against overheating of sprinkler heads. A form for the application of steam and smoke extractor equipment can be found in the checklist. Water and Waste Facilities -All Exhibition stand connections must comply with the latest German Drinking Water Ordinance. Installation of such connections shall not compromise water quality.
-Every Exhibitor stand that has ordered water and waste water facilities will receive one or more connections. Installation may only be carried out by the Exhibition Venue service partners. This also applies to alterations or adjustments to the equipment. -In all halls, water and waste water pipes from the connecting point can only be laid above hall floor lev el. Should there be no water supply point at a stand, neighboring Exhibitors are obliged to provide the Exhibitor with access to their water supply point. The Exhibitor is responsible for all work that is not carried out by an Exhibition Venue service partner. Damage or alterations must be reported to the Organisers immediately. Food should not be disposed of in the water waste facility. The Exhibitor shall bear unlimited liability for any resulting damage under this Regulation. -In order to avert any water damage, the built-in stopcock must be closed on leaving the Exhibition stand. For reasons of safety, the water supply is normally terminated one hour after closing time on the last day of the Exhibition. Furniture Morner and JMT Mietmobel Deutschland are the official furniture suppliers for WTCE. Please click here for contact details Other suppliers may also be used. Please ensure that alternative hire suppliers are aware of the breakdown schedule for the collection of their items. Hostesses & Stand Staff For further information please contact: Hamburg Messe und Congress GmbH Customer Service Messeplatz 1 D-20357 Ham burg Customer Service helpline Tel: +49 40 3569 7575 E-mail: customerservice@hamburg-messe.de Internet Access If you require an internet connection for your stand, please complete the Internet Services Form through the Hamburg Messe webshop, Hamburg Messe & Congress Tel: +49 (0)40 3569 7575 Fax: +49 (0)40 3569 2138 E-mail: customerservice@ hamburg-messe.de Please note that exhibitors bringing their own WLAN/WiFi Access Point must register with the Hamburg Messe & Congress. This is to ensure all WLAN networks at the exhibition work together optimally while guaranteeing the associated service quality onsite.
Lost Property All items are to be handed into the Organiser's Office in the Central Entrance (Upper Floor Skywalk). Lost property will be held here for subsequent collection. If you have any queries regarding lost or found property after the event please contact the Operations Team. Media Centre Please note that press packs will be distributed electronically. Press Packs should be sent electronically to Beki McVicker at Storm Communications by Friday 22nd March. Hard copies will not be accepted. Beki McVicker T: +44 (0) 20 7 240 2444 E: wtce@stormcom.co.uk Passenger Experience Conference The Passenger Experience Conference takes place on Monday 1st April. Hamburg Messe Hall A4 Upper Messeplatz 1 D-20357 Ham burg Germany For more information, please click here. Photographer If you would like to book a photographer for your own purposes, please email James Lyndsay with your requirements for a quote. James Lyndsay T: +44 (0) 20 82 49 4941 M: +44 (0) 7973 777 803 E: jlyndsay@yahoo.com Public Address System The Public Address system is for use by the Organisers and authorities only. During the Exhibition only official and emergency messages will be broadcast. Sales Enquiries For more information on booking stands for WTCE, please speak to a member of the Sales Team at the Exhibitor & Sales Lounge. For sales information before the show please contact: T: +44 (0) 20 8910 7805 E: amy.francis@reedexpo.co.uk
Smoking Policy The venue enforces a no smoking policy, which includes the use of electronic cigarettes throughout the exhibition build up, open period and breakdown. Smoking will only be allowed in designated smoking areas outside. VAT Reclaim Service Overseas exhibitors can recover the VAT on a wide range of expenses, thereby cutting the cost of exhibiting. For more details, please click here. Deliveries, Storage & Lifting This section contains information on how to have items delivered to your stand at WTCE, how items can be stored and if you have any heavy items, how you can have these delivered and moved around. Schenker UK, Fairs and Exhibitions Ltd have been appointed as the sole official freight forwarder and lifting contractor for WTCE. They are the only company authorised to perform on-site lifting and storage at WTCE. With their global network they will be able to provide you with all shipping requirements necessary. For more detailed information please go to www.schenkerlift.co.uk For any logistical requirements please contact DB Schenker Limited below; Rebecca Grunbaum Tel: +44 (0) 1268 632 219 E-mail: wtceops.uk@dbschenker.com We strongly recommend you utilise the services of the official appointed agent. First Time Exhibitor Package Schenker are offering a reduction for first time exhibitors including; - Discounted return airfreight rates - Reduced on-site costs. - Priority storage for the cost of normal. For conditions and to avail of these reduced rates please speak to Rebecca Grunbaum E: wtceops.uk@dbschenker.com T: +44 (0) 12686 32219 WTCE logistics website: www.schenkerlift.co.uk Courier Delivery Address All deliveries going direct to WTCE must be addressed to: Contact Name & Mobile Number Company Name Stand Number & Hall Number World Travel & Catering Onboard Services Expo 2019
Hamburg Messe & Congress Messeplatz 1 20357 Hamburg Germany If you require unloading or storage prior to the event please contact Schenker (wtceops.uk@dbschenker.com) for delivery instructions. Deliveries During Build Up Build up is a very busy period and many courier companies either refuse to deliver to a show during this time, arrive late or fail to locate a signatory for the delivery. These problems generally do not occur if the official freight contractor, Schenker UK is used. Please contact wtceops.uk@dbschenker.com for further information or a quote. During the build up period of WTCE access to the exhibition ground will only be possible by leaving a deposit. This deposit will be fully returned as long as the vehicle is removed within the time deadline. Please read the Traffic and Parking section of the manual for further information. Trucks - deposit 200€ - 4 hours Delivery vans - deposit 100€ - 2 hours Cars - Admission only for the underground car parks -CHARGABLE. Charges depend on type of vehicle and duration of stay. It is important that you forward this information onto your contractors to avoid any delays for them on site. We will not accept deliveries prior to 0800 on Thursday 28th March. Please contact the official freight contractor for assistance with any early deliveries. Deliveries During The Exhibition Deliveries are possible during before the open period of the exhibition 0730 - 0830 only. No trolleys will be permitted in the halls during the open hours of WTCE. During show open hours couriers will not be permitted to enter the exhibition halls. Please email the Operations Team if you have any catering delivery requirements before Friday 1st February. Lifting Schenker Logistics UK have been appointed as the official lifting contractors for WTCE and will be the only business authorised to perform lifting and forklifting at the exhibition. If you require lifting and forklifting services, please contact wtceops.uk@dbschenker.com or visit the Schenker Logistics website www.schenkerlift.co.uk Removal of Items During Breakdown It is very important that you must not commence the removal or packing of items or graphics until the show has closed and all visitors have departed. This will be at approximately 1730hrs on Thursday 4th of April. Trolleys will not be allowed on the exhibition floor until after this time. Please do not leave any goods unattended on your stand. Breakdown is a busy period and your property is particularly vulnerable to theft and damage during this period. If you have arranged for a courier to collect items from your stand, please ensure that you are there to meet them. The organisers cannot be held responsible for any loss or damage to your goods.
All portable and valuable items must be removed from the exhibition halls from 1730hrs and by 2000hrs on Thursday 4th April. Any other items remaining in the halls after 1600 on Saturday 6th April will be regarded as rubbish and disposed of. The cost for the disposal will be forwarded to the exhibitor. Traffic and Parking During the build up period of WTCE access to the exhibition ground will only be possible by leaving a deposit. This deposit will be fully returned as long as the vehicle is removed within the time deadline. Please be aware that Hamburg Messe is entitled to have vehicles towed away for the following reasons: - No valid parking permit during the fair - Hindrance of exhibition stands on the open air grounds - Hindrance of stand assembly or dismantling - Blocking of fire-brigade access routes - Parking on no-parking or prohibited areas The cost for towing away a vehicle will be at the charge of the owner. Please inform your co-workers working on the exhibition ground respectively delivering exhibits about our traffic regulations. During Build Up Only Trucks over 7.5t - deposit 200€ - 4 hours Delivery vans up to 3.5t - deposit 100€ - 2 hours Cars - Admission only for the underground car parks - CHARGEABLE. Charges depend on type of vehicle and duration of stay. Pre ordering car parking passes for the car parks during the open days is no longer required. You can purchase the tickets directly from the car parks on your arrival. Please note that overnight parking is NOT available at the Hamburg Messe. You will need to seek alternate arrangements if you are looking to park trucks and vans for the duration of the event. Unloading Schedule Schenker will operate an unloading schedule for all commercial goods vehicles unloading/loading at the show. Therefore all vehicles must be booked onto this schedule prior to delivery. Please contact wtceops.uk@dbschenker.com to book a slot or visit their www.schenkerlift.co.uk. This does not relate to private vehicles. Storage No excess stock, literature or packing cases may be stored around or behind your stand. If you need help with storing freight cases, cases or large quantities of packing materials, please contact the official Freight and Storage contractor.
Space Only Stands Exhibitors are responsible for their own stand design and construction. No standfitting or carpet is provided by Reed Exhibitions on space only sites. If you would like options for the shell scheme build options available please contact your sales representative or Amy Francis. Generally you will either be managing this process yourself or employing a contractor to construct this for you. If you have a contractor then please let Operations know by emailing wtce.operations@reedexpo.co.uk we can provide them with any additional information they require. It might be advisable to provide them with your username and password to the exhibitor portal so they can access the online manual or set them up as an additional user so they can order the products and services they need and also reference the various rules and regulations that there are for a space only stand construction. It is important to brief your appointed contractor with the show build regulations, the venue technical regulations and the time available for the construction and dismantling. To work outside of the published times is subject to an additional charge. It is your responsibility to examine the area and site allotted to you in order to avoid costly adjustments to stand structures. Where possible the organiser’s will provide on request detailed stand plots indicating the position of service ducts. However, minor obstructions or height restrictions cannot always be indicated on the plans of the Exhibition. To request a detailed floor plan please email wtce.operations@reedexpo.co.uk Standfitting regulations contained within this section must be observed by you when planning your stand design and layout. In order to achieve a smooth run up to the Exhibition, all exhibitors should provide us with details of their selected contractors. This will enable us to supply them with passes and any additional information they may require. Stand Build Regulations You will find below all the various stand build regulations for your space only stand at WTCE. Use the index of headings below to go to the particular section that you need. You may also wish to refer to the Health & Safety section for some further guidance. Stand Design Submission You have booked a space only stand at World Travel Catering & Onboard Services Expo, therefore you are required to submit stand plans showing dimensions and height, visuals, risk assessment and method statement to us by 1st February 2019. In order to help our exhibitors and contractors World Travel Catering & Onboard Services Expo and Reed Exhibitions have set up an online system for the submission and management of stand plans. This system is an online tool which you and your contractor can access to upload stand plans, stand visuals, risk assessment and method statements. you are also able to obtain important show related information and see the status of your stand plan submission. When we initially set up the system the main contact that booked the stand will be assigned to the system. If another colleague or contractor needs to access the system to manage the stand then you can either add them yourselves within the system under the contact tab or alternatively email wtce.operations@reedexpo.co.uk with their contact details (full name, company, email address & contact telephone number) and we will add them into the system. Please click here for a guide to how to use the online Stand Check System. You are also able to upload files by replying to any emails received
from reedexhibitions@standplans.co.uk
Please click here to set up your account and create a password. This is only valid for the main
contact (i.e who booked the stand). If you are the main contact then please use your email
address for the username. Please click on Forgotten Password under the login details which will
enable you to create a password for your account. Please note that this is a unique password to
you. This link will only work for the main contact.
IMPORTANT If you are not in our system as the main contact (i.e who booked the stand)
then you will either have to request that the main contact adds you against the stand
through the Contacts Tab within the system or alternatively
email wtce.operations@reedexpo.co.uk with your contact details (full name, company,
email address & contact telephone number) and we will add you into the system.
To help you navigate the system please find below a summary of the pages you will find within the
website:-
My Stands - This lists all the stands that you are associated with. To manage a specific stand
please select it from the list.
Status - Summary of the status of the stand checking process. The checks are colour coded as
follows;
Red - Either no information received or information submitted is not sufficient
Amber - Information received but not sufficient, subject to an onsite check or is awaiting to be
checked by Operations Manager/Structural Engineer/Venue etc.
Green - Check completed
We will only issue permission to commence build once we are happy with the level of information
received. The overall status of the stand is shown at the top of the page under Stand Number,
when this shows Yes the stand has been issued permission to commence build and an email to
confirm this will be sent to the Primary contact.
Important: When stand plans/documentation are received through the system the checks do not
automatically get updated as they still need to be checked by the Operations Executive/Operations
Manager. We aim to update/check any documents/plans received within 72hrs of receipt.
Show Info - Useful show-related information i.e contractors manual, exhibition timetable, official
suppliers details etc.
History - View all documents uploaded and emails sent
Upload (new file) - Upload new documents relating to the stand design or in response to any
queries raised by us against the checks. Complete the description and select the file you would
like to upload. If there is any important information to go with the documents please include this in
the message section. Once the file is uploaded this will be displayed in the history section of the
website. You will also receive a pop up message to confirm that the file has been uploaded.
Contact - All stand contact details. Please note that the Primary Contact will receive all direct
communications from the Stand Check System. If you know who your stand contractor is then
please add their details here and change them to the Primary Contact. This would also be where
you would add any colleagues who were managing the stand plans as well.You can also read
