Exhibitor manual - SURFACE Campus
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Exhibitor manual
Dear participant of SURFACE Campus 2018,
In this manual you will find more information about the preparation for Surface Campus for you as
an exhibitor. From the ordering process, practical information and promotional opportunities, we’ve
listed them here. We ask you to read all pages carefully as information about deadlines is given as
well. Your successful participation starts here!
For more information, please contact the organizing team via info@surfacecampus.nl or via phone
number +31 73 629 32 08.
Good luck with the preparations!
2XPO B.V.
Organization SURFACE Campus 2018
Jennie Elzinga Manager 2XPO B.V.
Rob Lindenbergh Account manager
Suzanne Munns Project coordinator
Juul Janssen Campaign Manager
Address: Diezekade 2, 5222 AK ‘s-Hertogenbosch
Postal addresss: Postbus 403, 5201 AK ‘s-Hertogenbosch
Phone: +31 73 629 32 08
Website: surfacecampus.nl
During the show, the organization will be using the organization office in Hall 7 and can be reached
via phone number +31 73 629 32 08.
#surfacecampus
Page 2 of 13Index
Exhibitor manual ..................................................................................................................................... 1
1. Practical information .......................................................................................................................... 4
1.1 Fact sheet ...................................................................................................................................... 4
1.2 Contact details organization and suppliers ................................................................................... 5
1.3 Location: Brabanthallen ’s-Hertogenbosch................................................................................... 6
2. Participate in onsite activities ............................................................................................................ 7
2.1 ION Borghardt Award .................................................................................................................... 7
2.2 Exhibition Proud op Work ............................................................................................................. 7
2.3 Theme based areas ....................................................................................................................... 7
2.4 Networking event.......................................................................................................................... 7
3. Promotie............................................................................................................................................. 8
3.1 Banners and logo’s ........................................................................................................................ 8
3.2 Promotional items......................................................................................................................... 8
3.3 Product news ................................................................................................................................ 8
3.4 Social media .................................................................................................................................. 9
3.5 Advertising in the exhibition catalogue of Oppervlaktetechnieken/ foldable floorplan .............. 9
3.6 Invitation system ........................................................................................................................... 9
4. Orders and additional information .................................................................................................. 11
4.1 Exhibitor passes and parking....................................................................................................... 12
4.2 Easy Units/shell scheme.............................................................................................................. 12
4.3 Carpet .......................................................................................................................................... 12
4.4 Damage to shell scheme and/or carpet ...................................................................................... 12
4.5 Stand construction ...................................................................................................................... 13
4.6 Catering ....................................................................................................................................... 13
4.7 Information on waste prevention ............................................................................................... 13
4.8 General rules and regulations ..................................................................................................... 13
Page 3 of 131. Practical information
1.1 Fact sheet
SURFACE Campus: Tuesday 13 until Thursday 15 November 2018
Opening hours visitors Dismantling
Dismantling period
Tuesday 13 November: 11.00 – 18.00 hrs Thursday 15 November 17.00 - 23.00 hrs
Wednesday 14 November: 11.00 – 20.00 hrs Friday 16 November 08.00 - 17.00 hrs
Thursday 15 November: 10.00 – 16.00 hrs
Dismantling easy units/standard build
Opening hours exhibitors Thursday 15 November 17.00 - 23.00 hrs
(access with exhibitor card only) Friday 16 November 08.00 - 10.00 hrs
Tuesday 13 November 08.00 - 19.00 hrs Audio-Visual equipment
Wednesday 14 November 09.00 - 21.00 hrs If you wish to use Audio-Visual equipment in your
Thursday 15 November 08.00 - 23.00 hrs booth, please notify the organization via the web
Friday 16 November 08.00 - 17.00 hrs forms. You will need approval from the
organization.
Set-up Shuttle Bus
Set-up period During SURFACE Campus there will be a shuttle
Saturday 10 November 08.00 - 17.00 hrs bus service to and from NS Central Station from
Sunday 11 November 08.00 - 17.00 hrs 09.30 - 18.30 hrs.
Monday 12 November 08.00 - 23.00 hrs
Tuesday 13 November 08.00 - 10.00 hrs
Social media
Decorating easy units/standard build
Monday 12 November 08.00 – 23.00 hrs #surfacecampus
• Note: Objects that higher as 3 meters
need to be placed at least 1 meter away Location Brabanthallen ’s-Hertogenbosch
from the border to the neighboring stand. Halls: Halls 7, 3 and 4
• Stand construction plans need to Address: Diezekade 2, 5222 AK ’s-
submitted before 1 October via the web Hertogenbosch
form. Phone: +31 73 629 39 11
E-mail: info@brabanthallen.nl
No cars allowed in the halls
Cars and trucks are not allowed inside the halls without a prior written consent from the organizer. The
only exception is Saturday 10 November before 12.00 and in consultation with the organizer. You can
obtain the written consent via info@surfacecampus.nl.
Page 4 of 131.2 Contact details organization and suppliers
2XPO B.V. Phone number E-mail
Organizer +31 73 629 32 08 info@surfacecampus.nl
Financial administration +31 73 534 35 73 t.van.kaathoven@libema.nl
(Mr. van kaathoven)
Receivables management +31 73 528 22 37 debiteurenbeheer@libema.nl
Suppliers Phone number E-mail/Website
Brabanthallen ’s-Hertogenbosch +31 73 629 39 11 info@brabanthallen.nl
• Internet
• Electricity
• Extra car park tickets
• Stand cleaning
• Water
• Catering
• Compressed air
• Lift truck
• Aerial Platform
• Storage
Holland Reklame en Standbouw +31 36 522 56 66 sales@hrsb.nl
Furniture/promotional items/
extra lettering/logo
Marvel
Registration/badge reader
Ruud van Genugten +31 73 642 20 88 ruudvangenugten@zonnet.nl
Photographer +31 61 681 49 62
Tophostess +31 41 871 10 01 info@tophostess.nl
Hostesses
AON Nederland +31 10 448 89 11 info@aon.nl
Insurance
Taxi service Avitax +31 73 631 32 00 info@avitax.nl
Public transport 0900-9292 www.9292.nl
Overnight hotel or holiday park Visit the brabanthallen Exhibition Centre webshop
for an overview of the opportunities nearby
Page 5 of 131.3 Location: Brabanthallen ’s-Hertogenbosch
Page 6 of 132. Participate in onsite activities
2.1 ION Borghardt Award
It is the prime recognition in the field of innovation and sustainability: the ION Borghardt Award.
Once every two years, the Ministry of Economic Affairs award the incentive to a company that
demonstrates how needed, possible and/or necessary durability and innovation are in the surface
treatment industry.
For more information and participation visit: https://vereniging-ion.nl/ion-borghardt-award-2018
2.2 Exhibition Proud op Work
An important mission SURFACE Campus is show the face of the surface treatment industry. We make
it visible, tangible. And show what the industry stands for. During the exhibition you will be able to
see special and everyday end products displayed by peers, which thanks to surface treatment have
extraordinary performance outcomes. A great opportunity for you to be inspired by novelties in
practice.
If you have any products and/or projects of which you are proud and you would like share with
colleagues, (potential) clients and Government/Authorities please contact the organization via the
Web form.
2.3 Theme based areas
Visit the theme squares to orient on certain subjects, to discover what is the best investment for your
issue and attend demonstrations. Everything you want to know, clustered per theme. Meet the
experts, get inspired and make the next step to the ultimate surface treatment.
If you would like to participate in one of these areas, please contact us via the Web form.
2.4 Networking event
Come to the atmospheric and lively networking evening on Tuesday 13 November!
Doors open: 18.00 hours. Closing: 21.00 hours.
Meet colleagues, strengthen your relationship with existing customers and meet new people in a
casual, welcoming atmosphere on the networking event of SURFACE Campus! With an extensive
buffet including drinks, live music and a fantastic show.
This is a closed evening. You have access only with special badges. These personalized badges are
handed to you in your booth. Please note that the number of places is limited.
Each exhibitor is entitled to 2 badges, listed co-exhibitors are entitled to 1 badge.
You should always indicate the number of badges you would like to receive via the Web form.
Here you can also order additional badges.
Page 7 of 133. Promotion
3.1 Banners and logo’s
You can use banners and logos on your website, mailings and print to advertise your participation to
SURFACE Campus 2018. This undoubtedly contributes to the branding and the positive image of your
organization.
Banners and logos of SURFACE Campus 2018 can be found on the website under the menu item
‘participants’. Here you will also find the promotional materials for your use.
3.2 Promotional items
By use of the available promotional items, you can generate extra traffic to your stand. This will give
you a low-cost opportunity to generate exposure for your company.
Promotional items Prices (excl. VAT)
Outdoor objects, vehicles, signs etc. at the entrance outside or in the € 2.000,-
lead-up route from the parking lot. (Unmanned signage)
A0 Posters in the lead-up route to the event with basically the message € 750,-
of the Organizer, with lower beam (15 cm) sponsored by [participant].
Floor stickers 1x1 m Rate on request
Sponsorship of floorplans and program (panels will be visible at various € 1.500,-
locations in the halls), sponsorship with logo with reference to stand.
Logo 5 x 10 cm.
Logo on lanyards, badges, coffee cups or visitor bags Rate on request
Advertorial on the website € 499 ,-
Digital newsletter
• Advertorial in the newsletter € 699,-
• Banner in the newsletter € 399,-
Sponsoring of the networking event Rate on request
Sponsorship of the terraces and network places at the event. Rate on request
Please note! These promotional items are limited so don't wait too long with your response.
You can order via the Web form. For more information please contact the organization via
info@surfacecampus.nl or + 31 73 629 32 08.
3.3 Product news
Relevant media are personally approached for editorial attention to SURFACE Campus 2018. To do
this, SURFACE Campus mainly uses exhibitor news regarding innovations or unique best practices.
This ' News ' is also listed on our website, so that you have extra attention! If you have any news that
SURFACE Campus for the media may publish, please send your suggestions/item in via the web
forms.
Page 8 of 133.4 Social media
Twitter - @Surfacecampus
We use Twitter as a bulletin board. The latest news, announcements and links to relevant content
are published via Twitter. You too can ' tweet ' about SURFACE Campus 2018. Use #surfacecampus to
ensure that interested parties can easily find messages on SURFACE Campus 2018. Tweet on Twitter
and help SURFACE Campus 2018 to have a wider reach.
LinkedIn – SURFACE CAMPUS
Online networks are not limited to the days of the event, but are active all year round. Via LinkedIn
SURFACE Campus stays in contact with potential visitors. This LinkedIn page 'SURFACE Campus' was
created to start mutual discussions about all kinds of topics within the industry.
3.5 Advertising in the exhibition catalogue of Oppervlaktetechnieken/ foldable
floorplan
In addition to your own activities the official exhibition catalogue offers several options to make your
presence further known. Visitors can pick up their copy of the extensive exhibition catalogue when
entering the event. The catalogue will be included in the ION journal Oppervlaktetechnieken and at
least 5,000 copies will be send to subscribers early November.
If you do not wish to advertise or have a full profile covered in the catalogue, you will receive an e-
mail from Jetvertising about the free-of-charge 60 word profile for the exhibitor list.
Reservations
Jetvertising B.V. Vincent IJff
T. +31 70 399 00 00
E. vincent@jetvertising.nl
3.6 Invitation system
This year for SURFACE Campus 2018, we will be using the online registration system by Marvel, the
Databadge Company.
This system allows you to invite your relations/ prospects for a free of charge visit to the event. It
gives you insight about who accepted your invitation so you can properly prepare for their visit. The
systems thus allows you to create a better visitor stream to your booth, which in itself attracts new
visitors to step into your stand.
How many people should you invite?
We encourage you to invite as many visitors as possible (as long as they fit the visitor profile and the
event would be interesting for them to visit). Research has shown that at least 2 visitors per sqm
need to preregister in order to have a successful event. We wish for you to have a successful event
so therefor you should start the invitation process well in advance.
How does it work?
You will receive an e-mail with a unique registration link and login details to the event dating
platform. You can easily send out your invitations and track the invitation activity via this platform.
The visitor data visible via this platform allows you to prepare your meetings with your visitors and it
also allows you to take action if your invites have not yet been answered.
Page 9 of 13Use your unique link on your website (s), e-mail signature, social media and/or your digital
newsletter to allow your (potential) clients and relations to preregister to the event easily.
Promotional materials for SURFACE Campus 2018 can be found on the website via the participants
item in the menu.
We will send you a complete overview of your registrations twice before the show. This way, you will
have enough time to properly prepare.
Should you wish to receive printed invitations, please contact us via info@surfacevakbeurs.nl
Lead generation during the event
Exhibitors with a promotional package will be able to use the Leadscanner app (incl. 3 activation
codes) during SURFACE Campus 2018. The app allows you to use your own smartphone and/or tablet
as a lead generation device to scan the visitor badges. The visitor data is at your disposal
immediately. You can make changes to this data and list notes and follow-up actions to the data.
If you haven’t gotten a promotional package but you do wish to use the lead generation possibilities,
please contact us via info@surfacevakbeurs.nl.
Page 10 of 134. Orders and additional information
Via the web forms you can place your orders with 2XPO B.V. and its suppliers. Electricity, water and
catering can be ordered via the Brabanthallen webshop. Your login codes are the same login codes
you can use to enter the manual. In the overview below you can see which items can be ordered
where.
Make sure you read this list so you won’t forget to place your orders in time!
Organisation 2XPO B.V. (via web forms website SURFACE Campus)
What Deadline
Exposition Proud of Work 1 October
Theme based areas 1 October
Networking event 2 November
Promotional items 1 October
Product news for media/website 1 October
Stand design approval 1 October
Audio-visual approval 1 October
Additional exhibitor badges, invitation cards, standard stand 1 October
construction, carpeting, walls, duospots, lockable storage,
extra furniture
Webshop Brabanthallen ’s-Hertogenbosch
(available via + 31 73 629 39 11, info@brabanthallen.nl )
What Deadline
Electricity, water and compressed air 4 November*
Temporary storage and forklift 7 November*
Rigging and lighting 7 November*
Audio-visual equipment 7 November*
Wired internet (or 2/2 MB 4/4 MB) 4 November*
Catering and extra staff 4 November*
Stand cleaning and waste collection 7 November*
Wi-Fi Internet access (KPN hotspot) 4 November*
Extra parking tickets 11 November*
* Dates are susceptible to change. You will receive an e-mail reminder a.s.a.p. with the final
deadlines.
Page 11 of 134.1 Exhibitor passes and parking
The exhibitor passes and parking tickets can be picked up at the information desk during build-up.
The passes are personalised and are valid during the build-up, the exhibition and the dismantling.
Exhibitor passes and parking tickets
SQM Number of passes
t/m 12 2
13 t/m 18 3
19 t/m 25 4
26 t/m 50 5
> 50 6
Extra exhibitor passes and parking tickets can be ordered via the web forms.
4.2 Easy Units/shell scheme
• Shell scheme units consist of wooden shell scheme which is upholstered seamlessly in white.
Furthermore, the company name and stand number are printed on a white fascia board. The
stand has duo spots including electricity and energy consumption. Carpet tiles of 1x1m in
anthracite.
• Storage space and furniture can be ordered via the web forms.
• It’s not possible to attach materials to the walls.
• Costs for extra materials will be charged post event. A surcharge of 10% with a minimum of €
25,- (excl. VAT) is charged for any orders coming from the first day of the build-up.
4.3 Carpet
• Please note! If you order only carpet, you can start building at the same time as exhibitors
with a shell scheme package can start. Please read the practical information for the correct
date and time.
• A surcharge of € 25,- (excl. VAT) is charged for any orders coming from the first day of the
build-up. For orders coming in late, only anthracite tiles can be supplied.
4.4 Damage to shell scheme and/or carpet
• Shell scheme ordered via 2XPO B.V. has to be in the same condition as when delivered. If
damage is noted on the walls during dismantling a fee of € 25,- per m2 (excl. VAT) will be
charged in addition to the normal price.
• If damage occurs to the carpet tiles, an additional €25,- per m2 tile damage, will be charged.
Page 12 of 134.5 Stand construction
• An approval is needed when you decide to build your own stand. Please send us your design
and fill in the web form to receive the approval.
• Dividing walls and construction components can be 300 cm high. Standard walls are 250 cm
high. Including subflooring the height of the stand cannot outreach 300 cm. A dispensation
for construction over 300 cm is possible by means of a written permission from the
organizer. If the construction and finishing is not in accordance with the organizers
requirements, the exhibitor will have to make the necessary changes before the event starts.
• The stand sides connecting with the isles need to be transparent and accessible to make sure
your neighbors will have enough light and visibility.
• It is mandatory to set up three walls when a row stand has been appointed. Corner,
peninsula or island stands will have to be decorated accordingly.
• During build-up the organizer will hand out stickers with stand numbers to exhibitors with
custom designed stands. Please make sure the stand number will be clearly visible for the
visitors.
4.6 Catering
Brabanthallen exhibition centre catering would like to contribute to the success of your participation.
To increase the success, they offer many options to surprise your relationships on a culinary level.
Stand catering during the event is possible as well. Please visit the Brabanthallen Webshop for the
possibilities.
Build-up:
• During the build-up of SURFACE Campus free coffee and tea is available in the circulation at
the Kempenhal (Hall 2). This is offered to you by Brabanthallen exhibition centre catering; *
• On Monday 12 November the snack unit (in the circulation at the Kempenhal Hall 2) will be
opened from 12.00 to 13.30 hrs and from 17.00 is to 18.30 hrs. Here a wide variety of snacks
and sandwiches can be bought. You can pay by debitcard or cash.
*Subject to change
Event days:
• During the event the restaurants in the venue will be opened during show hours.
4.7 Information on waste prevention
SURFACE Campus wants to lead by example in the area of corporate social responsibility. Waste
prevention is more desirable than waste separation and disposal
As an exhibitor, you are responsible for the waste you produce for the entire duration of the event
(including building and dismantling). Please note:
• Waste units can be requested via Brabanthallen Webshop;
• Use packaging that can be reused;
• Use environmentally friendly disposables;
• Waste from building and dismantling has to be returned with you;
• Hand out printed documentation only to specific interested parties.
4.8 General rules and regulations
The general rules and regulations are applicable and can be downloaded via the SURFACE Campus
website.
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