Exhibitor's Guide - Ifema
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Exhibitor’s Guide
World Pandemic Forum
1. Exhibition dates and conference programme 2.3. Signing and submitting the Application Form implies full acceptance
of the General Rules on Participation of IFEMA MADRID and the
specific World Pandemics Rules rules and provisions that generically
WORLD PANDEMICS FORUM will take place at IFEMA MADRID North may be established by the Organization of the fair.
Convention Center from November 18 to 20, 2021.
Open to professionals. 2.4. The exhibitor will receive, from the World Pandemics Forum
management, an Exhibition Contract with Account Statement and
Programme: booth map, when applicable.
Please check updates at
ifema.es/en/world-pandemics-forum/scientific-congress/conferences-programme 2.5. In the event the EXHIBITING COMPANY or SPONSOR designates
another entity to make any of the payments involving its participation,
Exhibition schedule: it must supply all of the invoicing information necessary. If the
Thursday and Friday, November 18 and 19, from 10 am to 7:30 pm designated entity fails to take responsibility for the aforementioned
Saturday, November 20, from 10 am to 2 pm. payments by the foreseen deadlines, the EXHIBITING COMPANY or
SPONSOR shall be responsible for them upon first request by IFEMA MADRID.
2. Allocation of exhibition space 2.6. Once the space is awarded or the sponsoship confirmed, the company
will receive a username and password to enter the Exhibitors Zone.
2.1. The contracting of space shall be carried out by filling in the Online
Application Form, that is available on the trade fair's web page:
ifema.es/world-pandemics-forum
2.2. The reservation will not be formalized until the corresponding
payment of 20% of the total amount has been made. Deadline: July 20.
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3. Waiver by exhibitor 4. Specific Rules of Participation
3.1. The resignation of the exhibitor will be governed by the provisions of 4.1. All public and private companies related to this sector may request
the General Rules of Participation of IFEMA MADRID that you will find participation in the World Pandemics Forum.
in the exhibitors area of ifema.es at ifema.es/world-pandemics-forum
4.2. The admission of applicants, as well as space allotment, will be of the
3.2. Exhibitors' renunciation of their participation at the Forum shall exclusively competence of the Fair Management.
effectively terminate the contractual relationship between IFEMA
MADRID and the Exhibitor in question, being effective to all effects. 4.3. The exhibition area of World Pandemics Forum is set up with a
Said renunciation must be made expressly by means of written concept of modular participation, with stands of 4, 8 and 12 sq.m.
notification sent to the Trade Fair Management and featuring the loss
of all amounts owing to IFEMA MADRID at the moment in which said 4.4. The direct sale of products involving the withdrawal of products
renunciation is announced, in accordance with the schedule of during the fair is strictly forbidden.
payment deadlines reflected in the Application Form.
4.5. Exhibitors who have not made all of the payments corresponding to
3.3. Should the Trade Fair Management be notified of the renunciation within the contracted space and accompanying services shall not be
a period of thirty days prior to the opening of the exhibition, IFEMA authorized to occupy the exhibition space and, where appropriate,
MADRID may demand full payment of the space that has been contracted. shall not receive the modular stand.
3.4. In relation to the services offered by the IFEMA MADRID Services 4.6. The exhibitor is obliged to attend its stand and to remain with the
Catalogue that the Exhibitor may have contracted prior to products exhibited throughout the period and opening hours of the exhibition.
renunciation, the cancellation charges established in Article 7 of the
General Conditions Regarding Admission and Contracting at Fairs 4.7. The exhibitor authorizes IFEMA MADRID to reproduce all or part of the
Organized by IFEMA MADRID shall apply. products displayed in its promotional material.
4.8. The exhibitor undertakes to respect the environmental protection
rules and guidelines.
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5. Participation options and rates Sizes Rates Promotion 1st edition
4 sq.m. stand €9,000 + VAT (1) €6,300 + VAT (1)
There are several participation options:
8 sq.m. stand €14,000 + VAT (1) €9,800 + VAT (1)
Category: STAND AT EXHIBITION AREA
12 sq.m. stand €20,000 + VAT (1) €14,000 + VAT (1)
Location: Exhibition area located at the lobby of the scientific
congress rooms Category: EXHIBITION SPACE AT DEMONSTRATION AREA
Services included: Location: Exhibition area located at the outdoor of the North
Convention Center (Scientific Congress)
- Floor + modular stand. With furniture and signage (according to
corresponding technical specifications) Services included:
- Dossier of stand available at
ifema.es/en/world-pandemics-forum/commercial-exhibition/what- - Large dimensions exhibition area (Floor only)
do-you-need - Third-Party Insurance (coverage of up to €60,000)
- Third-Party Insurance (coverage of up to €60,000) - Multi-fair Insurance (coverage of up to €50,000)
- Multi-fair Insurance (coverage of up to €50,000) - Minimum energy consumption: 0.13KW/sq.m.
- Minimum energy consumption: 0.13KW/sq.m. - Access to Wi-Fi (3 users)
- One daily cleaning - Logo in promotional material
- Access to Wi-Fi (3 users) - Presence in Social Networks
- Logo in promotional material - Exhibitors Badges
- Presence in Social Networks
- Exhibitors Badges Sizes and fees: to be determined.
- Invitation to Afterwork
- One exhibitor parking card (1) For companies established in the Spanish territory (excluding Canaries, Ceuta and
Melilla): 10% VAT not included. For the rest of companies this operation is not
Modular stands will be delivered on November 18, from 8.30 a.m. on. subject to Spanish VAT. For European Union companies, the exhibitor will be
responsible for paying the applicable VAT in the country of incorporation.
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Category: ROOMS FOR PRESENTATIONS OR WORKSHOPS AT EXHIBITION AREA Modalities and fees:
Participation in these modes requires the approval of the organisation
of World Pandemics Forum. CONFERENCE
Location: Private rooms located on the same floor where the congress Private room 250 sqm (150 people school format)
will be held.
1 Hour €3,000 + VAT (1)
Services included: 2 Hours €5,000 + VAT (1)
1 Morning or afternoon €7,000 + VAT (1)
- Basic audiovisual media 1 Full day €12,000 + VAT (1)
- Furniture and signage 3 days of the congress €30,000 + VAT (1)
- Third-Party Insurance (coverage of up to €60,000)
- Multi-fair Insurance (coverage of up to €50,000)
- Minimum energy consumption: 0.13KW/sq.m.
- Access to Wi-Fi (3 users) WORKSHOP
- Logo in promotional material
- Presence in Social Networks Private room 90 sqm (50 people school format)
1 Hour €1,500 + VAT (1)
2 Hours €2,500 + VAT (1)
1 Morning or afternoon €3,500 + VAT (1)
1 Full day €5,000 + VAT (1)
3 days of the congress €12,000 + VAT (1)
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Other participation options Sponsor - Signagne
Participation in these modes requires the approval of the organisation Vinyl on escalators €1,000 + VAT (1)
of World Pandemics Forum. Foam on columns in the lobby €1,000 + VAT (1)
Mobile charging point €1,500 + VAT (1)
Photographic exhibition related to
Exclusive sponsor – Activities the 4 themes To be determined
Welcome cocktail: Private event with speakers
and scientific committee (Thursday) €3,000 + VAT (1) Production costs not included.
Afterwork party: Friday at the end of (1) For companies established in the Spanish territory (excluding Canaries, Ceuta and
the day with VIP guests (100 people) €4,000 + VAT (1) Melilla): 10% VAT not included. For the rest of companies this operation is not
subject to Spanish VAT. For European Union companies, the exhibitor will be
responsible for paying the applicable VAT in the country of incorporation.
Sponsoring a presentation €15,000 + VAT (1)
Sponsorship Categories
Additional benefits depending on the total contribution.
Sponsor – Corporate material
Depending on the financial contribution to the Forum, which will
Hand programme €2,000 + VAT (1) depend on the sponsorship actions contracted by each company, the
Notebook and pens for attendees €2,000 + VAT (1) sponsors will be classified into four categories: Platinum, Gold, Silver
Lanyards €3,000 + VAT (1) and Bronze.
Mobile App for attendees (agenda, data,
notifications…) €10,000 + VAT (1)
Portfolio for attendees €12,000 + VAT (1)
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Membership of one or the other will bring with it several additional benefits:
Platinum >€60,000 Gold >€40,000 Silver >€20,000 Gold >€10,000
Size of the logo on The biggest Smaller than Platinum Smaller than Gold Smaller than Silver
corporate material
Promotional material in Included Included _ _
welcome pack
Attendees emailing (before and Included Included _ _
after the Forum)
Advertising in the app Included _ _ __
Social media presence 10 5 2 1
Forum passes 20 10 5 2
Afterwork party 4 3 2 1
invitations (Friday)
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6. Health and safety protocols at 6.3. Exhibitors and visitors must respect the mandatory security measures:
IFEMA MADRID • Permanent use of mask
• Safety distance
6.1. IFEMA MADRID has prepared its Contingency Plan for the safety of all • Frequent hand washing
participants, including action protocols for the following: • Use of hydroalcoholic gel
• Respecting capacity
• Activity.
• IFEMA MADRID personnel. IFEMA MADRID also incorporates other measures aimed at increasing this
• Cleaning and disinfection level of safety:
• Communication.
• Continuity plan. • Temperature control at the entries to the enclosure
• Conveniently signposted interior routes
Also published on its website – ifema.es - the regulations applicable to • Protection partitions at service stations
exhibitors, visitors, and external operators, which must be complied with. • Credit card payment
• E-ticket
6.2. All the processes implemented by IFEMA MADRID have different
certifications that guarantee their suitability to create a safe space for 6.4. IFEMA MADRID makes the guide of recommendations for the design and
the holding of fairs and events: construction of free design stand available to exhibitors and assemblers,
providing guidelines to adapt a stand to health indications.
• Certification for Covid-19 AENOR
• Madrid Guarantee Seal 6.5. All catering services will be carried out in strict compliance with the
• Safe Travel stamp guide WTTC (World Travel & Tourism Council) measures established by law for catering establishments at the time the
event shall be carried out.
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6.6. IFEMA MADRID has a medical service ready to attend any health incident IFEMA MADRID is committed to the SDGs 2030 (United Nations
that may occur, under optimal safety conditions, both for the affected Sustainable Development Goals) and is ISO 20121 certified for
person and the rest of the attendees. sustainable events.
Please check updated information at ifema.es
8. Exhibitor badges
7. Removal of waste and assembly and 8.1. Exhibitor badges allow access to the exhibition area and the scientific
congress during the three days of the Forum. They entitle to coffee
display materials breaks and lunch at the event.
In accordance with current legislation on urban waste, all exhibitors, 8.2. Each exhibitor is granted a number of exhibitor badges, according to the
and companies contracted and/or subcontracted for assembling and modular stand or surface booked:
dismantling stands must assemble, dismantle, and remove the
materials used for decoration and display in the periods of time
established for this purpose. Exhibitor badges Afterwork invitation
The rest of the build-up regulations are included in the General Rules of Stand 4 sqm 2 1
Participation, which are available at the exhibitors area in ifema.es
The Exhibitor will forfeit any right to claim for loss or damage to Stand 8 sqm 4 1
materials that remain in the exhibition areas of the Hall after the end of
the period and will bear the costs related to their withdrawal, which will
be billed by IFEMA MADRID at the rates Established. (See article 35 of Stand 12 sqm 6 2
the General Regulation on the Participation of Exhibitors in Contests
organized by IFEMA MADRID).
Outdoor demonstration area
Exhibitor badges according to contracted surface
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You may download them from the corresponding menu in the online
Exhibitors Area or else pick them up at the counters to this end on
November 18 in the morning and during the event.
8.3. Furthermore, a series of RENFE / IBERIA / AVIS discount vouchers are
also available via the Exhibitors Area.
9. World Pandemics Forum – Information on
Scientific Forum
For any questions about the different sponsorship options or to request
any additional service, contact the technical secretariat of the Congress:
Email: pandemics@jmcongress.com
Nuria Hernando
Technical Secretariat telephone: (+34) 666 289 013
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10. Exhibitor checklist
When What to do To be sent to
Before July 20, 2021 Fill in the Online Application Form ifema.es/world-pandemics-forum
Pay 20% of requested space Receipt of payment to Servifema:
servifema@ifema.es
Before September 3, 2021 Pay difference to completed 50% of contracted space Receipt of payment to Servifema:
servifema@ifema.es
Before October 18, 2021 Deadline for last payment to complete payment of 100% Receipt of payment to Servifema:
of contracted space servifema@ifema.es
To book services
October 17, 2021 (inclusive) Last day to book services with 15% discount Only through the Exhibitors Area at
ifema.es/world-pandemics-forum
From November 9, 2021 on 25% surcharge in all last minute services booked by any means. Through Exhibitors Area or sending
You can also hire services during the assembly and celebration an email to servifema@ifema.es
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Stands delivery, entry and removal of merchandise
When What to do
November 17, 2021 Assembly of exhibition materials at outdoor exhibition area, from 8.30 am to 9.30 pm
November 18, 2021 Hand-over of modular stands as of 8.30 am
Entry of merchandise and decoration materials from 8.30 am to 10.00 am
November 18 to 20, 2021 WORLD PANDEMICS FORUM celebration
(Scientific congress schedule: at ifema.es/world-pandemics-forum)
Exhibition area schedule:
Thursday and Friday, November 18 and 19: from 10.00 am to 7.30 pm
Saturday, November 29: from 10.00 am to 2.00 pm
November 20, 2021 Removal of merchandise and decoration material from 2.30 pm to 4.00 pm
Dismantling from 4.00 pm till midnight.
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11. Layout
North Entrance
Airport
West Access
North Entrance
East Access
East Entrance
South Entrance
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12. Contact us
Department Ask me about Contact
• Different types of participation: JM CONGRESS
stand and sponsorhip. Technical Secretariat
• Scientific Programme. Nuria Hernando
(34) 666 289 013
Organisation of the Forum pandemics@jmcongress.com
• General issues about your participation. IFEMA MADRID
• Space allocation. Ruth García
Aeropuerto (34) 689210799
worldpandemicsforum@ifema.es
• Service booking. (34) 91 722 30 00
Servifema lineaifema.expositor@ifema.es
Invoicing and Service Booking
• Service invoicing. (34) 91 722 30 00
• Payments. servifema@ifema.es
Technical Department • Technical support for exhibitors and stand builders. (34) 91 722 30 00
Exhibition Services Department • Stand assembly project approval. stecnica@ifema.es
• Solutions to the technical problems during the exhibition.
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Department Ask me about Contact
• Relations with the media. (34) 91 722 58 23
Communication and Marketing office • Press information about fairs and shows organised by IFEMA MADRID. prensa@ifema.es
• Institutional press information
• Press badges for fairs and shows
• General security. (34) 91 722 50 65
Security and Self Protection Services • Accesses to the Exhibition Centre. dseguridad@ifema.es
• Parking.
Medical Service and • Security and medical emergencies. (34) 91 722 54 00
Security Emergencies • Medical attention for exhibitors and visitors during the exhibition,
stand assembly and stand dismantling.
Outdoor Advertising • Booking outdoor advertising at the venue. (34) 91 722 53 40 / 08
publicidadexterior@ifema.es
Telecommunications • Information prior to ordering telephone and fax lines, ISDN lines, telecomunicaciones@ifema.es
broadband connections fax lines, ISDN lines, broadband connections
by cable, wireless or other connections.
• Technical advice and customized data networks configurations.
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ifema.es/world-pandemics-forum
IFEMA MADRID • (+34) 91 722 30 00 •
worldpandemicsforum@ifema.es
JM CONGRESS • (+34) 666 289 013 •
pandemics@jmcongress.com
15Feel the inspiration Av. del Partenón, 5 Madrid, España ifema.es
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