EXHIBITORS GUIDE - 24-26 APRIL 2020 - Ifema
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24-26
APRIL
INTERNATIONAL OPTICS AND AUDIOLOGY EXHIBITION 2020
and also
EXHIBITORS GUIDE
1 - CONDITIONS OF PARTICIPATION 4 - EXHIBITORS AREA
2 - FREQUENTLY ASKED QUESTIONS (FAQ) 5 - FAIR PLANE
3 - EXHIBITORS CALENDAR
E X P O O P T I C A . E S
Collaborating In coincidence with:
1 - SPECIFIC CONDITIONS OF PARTICIPATION FOR EXHIBITORS
1.- EXHIBITION DATES AND TIMES
1.1.- EXPOOPTICA will be held in Feria de Madrid, from April 24 to 26, 2020.
1.2.- Opening hours: From 10 a.m. to 8 p.m. April 26: 10 a.m. to 6 p.m.
2.- EXHIBITORS
2.1.- To participate in the Trade Fair, the business activity of the company must be part of the sectors represented at
EXPOOPTICA.
2.2.- The admittance of exhibitors and the assignment of exhibition spaces will be subject to the Organising Committee
decision. The Trade Fair Management will ratify these decisions.
2.3.- EXPOOPTICA Trade Fair Management reserves the right to make the final decision on the assignment of stand
locations.
3.- CONTRACTING
3.1.- To participate in the Trade Fair, the corresponding application form must be duly completed and sent to the Trade Fair
Management.
3.2.- The signature and presentation of the application constitutes acceptance of IFEMA Terms and Conditions of Participation,
EXPOOPTICA specific regulations and general regulations established by the Trade Organising Committee.
3.3.- Once we receive the first payment corresponding to the exhibition space and once the space is assigned, SERVIFEMA
will send a an Exhibitor´s Area user and password (check point 4).
The 15% discount will be applied one month before assembly begins.
An additional 25% will be applied to the price one week before assembly begins.
3.4.- Exhibitor waivers shall be governed by the terms set forth in the IFEMA Terms and Conditions of Participation.
3.5.- In the event that the EXHIBITING COMPANY designates another entity to make any of the payments involving its
participation, it must supply all the necessary invoicing information. If the designated entity fails to take responsibility
for the aforementioned payments by the foreseen deadlines, the EXHIBITING COMPANY shall be responsible for them
upon first request by IFEMA.
4.- SALES RATES
Equipped stand (for stands from16 sq.m)
16 sq.m: € 3.378 + VAT (1) and € 198 + VAT (1) additional square meter
SPACE, wooden stand, basic furniture, electrical installation, insurance,
cleaning and parking.
Just floor:
16 to 32 sq.m:..................€ 123 / sq.m
33 to 100 sq.m:................€ 120 / sq.m
101 to 200 sq.m:..............€ 112 / sq.m
More than 200 sq.m: .......€ 103 / sq.m
Other spaces and singular areas:
Starter-entrepreneur, Optical fashion design and university area.
5.- GENERAL SERVICES
The fact of being an exhibitor involves the hiring of:
- Civil Liability Insurance (covers up to € 60,000): € 55.88 + VAT (1)
- Multiferia Insurance (covers up to € 50,000): € 53.03 + VAT (1)
- Minimum energy consumption (0.13kw / sq.m.): € 4.29 + VAT (1)
- Canon of Assembly (see web) * only applies in free assembly fairs *
- Communication and Marketing*: € 280 + VAT (1)6.- PROMOTIONAL MATERIAL
6.1.- Participation in EXPOOPTICA includes:
- Exhibitor passes according to the following conditions:
• Stands from 6 -16 sq.m.................... 3 passes
• Stands from 16,5-49 sq.m................. 5 passes
• Stands from 49,5-100 sq.m............. 10 passes
• Stands of more than 100,5 sq.m. .... 40 passes
- Digital invitations for professionals at the rate of 20/sq.m.
7.- ASSEMBLY RULES FOR FREE DESIGN STANDS
7.1.- Any exhibitor choosing to build their own free design stand must send the building project to the IFEMA Fair Services
Office for approval by March 19, 2020 (Phone: 902 22 15 15 • Email: stecnica@ifema.es).
7.2.- The assembly rules are contained in the IFEMA General Rules of Participation.
8.- MODULAR STANDS
8.1.- The exhibitors that opt for contracting a modular stand will receive the stand completely built on April 22, 2020
at 8.30 a.m.
8.2.- Before April 4th indicate carpet and wall colour, and the sign of the stand.
9.- ENTRY / EXIT OF MERCHANDISING DURING THE FAIR
9.1.- ENTRY OF MERCHANDISING AND DECORATION MATERIAL: April 22 and 23 from 8.30 a.m. to 9.30 p.m.
9.2.- EXIT OF MERCHANDISING AND DECORATION MATERIAL: April 26 from 6.30 p.m. to midnight
If the exhibitor applies for it, they will receive a permit, issued by the IFEMA Fair Services Office to allow bringing
in and removing objects and material during the Fair. The entry/withdrawal of these objects and materials
has to be carried out between 9.30-10.00 a.m. and between 8 and 8.30 p.m.
10.- ACTIVITIES
10.1.- Direct sale of products exhibited in the stand is totally forbidden. In case you violate this regulation, you will
automatically lose all the participation rights for next editions.
10.2.- The maximum allowed sound level is 60 decibels, thus, it is completely forbidden to install individual sound systems
whose range goes beyond the stand, and always providing that it does not disturb other exhibitors or visitors.
11.- COMMUNICATION AND MARKETING
11.1.- The exhibiting companies will supply, under their full responsibility, all the necessary data to the Trade Fair Management
by fulfilling this document.
11.2.- Presence in catalog (on / off)
- Visitors guide
- Presence in plans in pavilions
- RRSS
- WIFI: 20MB / band 5Ghz / 3 users / technical support
- News of the fair
- Newsletters
- Repository News Press
- Discounts bonuses
This service is € 280 + VAT (1)Exhibitor holder will have the option of including any of its co-exhibitor firms in the Communication and marketing items
by paying €280 + VAT (1) each one. Should the exhibitor contract the stand after the deadline of these elements, they
will be obliged to pay the corresponding fee, although they will not appear in them.
(1) For companies established in the Spanish territory (excluding Canary Islands, Ceuta and Melilla): 10% VAT non 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.
12.- FINAL PROVISIONS
12.1- Exhibitors who have not made all the payments corresponding to the contracted space and accompanying services
shall not be authorized to occupy the exhibition space and, where appropriate, shall not receive their modular stand.
12.2.- The total liquidation of additional costs incurred during the fair will be an indispensable condition for the removal of exhibition
material (furniture, objects and installations) from its space.
12.3.- Services can be contracted until the day before the beginning of the assembly.
• Service invoicing, payments and catalogue orders:
SERVIFEMA
Calls from Spain: (34) 902 22 15 15
International calls: (34) 91 722 30 00
Email: servifema@ifema.es
• Technical support for exhibitors, stand assembly project approval and solutions to the technical problems during the exhibition:
TECHNICAL DEPARTMENT – EXHIBITION SERVICES DEPARTMENT
Calls from Spain: 902 22 15 15
International calls: (34) 91 722 30 00
Email: stecnica@ifema.es
• Service booking and consulting:
SERVICES AREA
Calls from Spain: 902 22 15 15
International calls: (34) 91 722 30 00
Email: lineaifema.expositor@ifema.es
• Stands design service:
Calls from Spain: 902 22 15 15
International calls: (34) 91 722 30 00
Email: infodesign@ifema.es
• Outdoor advertising and sponsor elements.
Optimise your participation in the fair and get the most from your investment:
Phone: (34) 91 722 53 08 / 40
Email: publicidadexterior@ifema.es
Any other correspondence and documentation relating to the Trade Fair should be addressed to the Exhibition Management:
COMMUNICATION MANAGEMENT
Press Officer:
Phone: (34) 91 722 50 98
@ifema.es
EXPOOPTICA
Feria de Madrid
Avda. del Partenón, 5
28042 Madrid, Spain
Tel.: (34) 91 722 57 69
expooptica@ifema.es2 - FREQUENTLY ASKED QUESTIONS (FAQ)
TOPIC QUESTION RESPONSE
FAIR What activities can be performed at the You can participate in the following events:
ACTIVITIES Trade Fair? • Forum • Gallery of Innovation • Madrid Moda Optica •
Highlight Product Gallery
What is the official program of See the technical conferences at expooptica.es
EXPOOPTICA?
ANNOUNCE How can I advertise my participation at the • Send news to publish on the Exhibitors Area
MY PRESENCE Trade Fair? • Use the banners available in the Exhibitors Area
AT THE • Send invitations to your customers in the Exhibitors Area
EXHIBITION
CATALOGUE AND Is the hiring of promotional elements Yes, for all the exhibitors
PROMOTIONAL mandatory?
ITEMS
Where can I find the catalogue form? In the Exhibitors Area
CATERING Can I make a catering in my stand? Yes. Consult the regulations and approved catering
AT THE STANDS companies in ifema.es
TRADE FAIR What is the timetable for EXPOOPTICA? From April 24 to 26, 2020
DAYS What are the opening hours? From 10 a.m. to 8 p.m.. Last day 6 p.m.
Which halls does EXPOOPTICA take up? It occupies hall 10
Can I replace merchandise daily during the Yes, from 9.30 a.m., by the exhibitor entrance of each hall
Trade Fair?
CONTRACTING Where can I see and contract services? In the Exhibitors Area
OF SERVICES
Discounts Contracting services through the Exhibitors Area will get
you a 15% discount on the price of each service until one
month before assembly (March 19, 2020) (mandatory
minimum services, outdoor advertising, meeting rooms,
fair payment terminal and specific services of the Trade
Fair as exhibitors’ passes are not included)
Additional charges Services booked through Exhibitor Area after 15 days
before assembly (April 4, 2020) have a 25% surcharge.
What is the deadline to contract services? The Exhibitors Area will be enabled until 1 day prior to the
beginning of the assembly (April 18, 2020). From that date,
the contracting must be carried out through the Call Centre
(902 22 15 15) or by mail: servifema@ifema.es
EMAILS How do I know if an email comes from All emails and communications you receive from
IFEMA in direct reference of EXPOOPTICA EXPOOPTICA or the concerned departments have
and is not a spam? termination @ifema.es
INVOICING Quantities and payments deadlines Together with the application form, 50%. The remaining
50%, before March 24, 2020
What bank accounts can I use? In the application form, you will find the bank accounts and
numbers to which transfer the corresponding payments
Where can I view my account statements In the Exhibitors Area once the fair is finished
and my invoices?
Whom should I contact if I need an invoice Send an email to servifema@ifema.es
instead of an account statement?TOPIC QUESTION RESPONSE
INVITATIONS Where do I find the invitations for my clients? We will send you a document with the invitations, with the
link to the free registration of visitors, through the Exhibitors
Area
ASSEMBLY AND Can I get my car to my stand? It is allowed during assembly and dismantling, but keep
DISMANTLING in mind that the maximum time of stay depends on the
type of vehicule.
Check rates in ifema.es
During the exhibition, parking in the surrounding of the
halls is strictly forbidden
EXHIBITOR How do I get my exhibitor passes? Exhibitor passes can be issued from the Exhibitors Area
PASSES
How many exhibitor passes am I entitled to? • Stands from 6 -16 sq.m................................3 passes
• Stands from 16,5-49 sq.m.............................5 passes
• Stands from 49,5-100 sq.m.........................10 passes
• Stands of more than 100,5 sq.m. ................40 passes
PASSES FOR THE Do I need special passes for the assembly No. The only requirement to enter the grounds is to have
ASSEMBLY PERIOD period? paid 100% of the participation
PARKING I have booked parking spaces and the one You can pick up the parking passes since two days before
PASSES included with the turnkey stand. How and the start of the exhibition at the exhibitor service desk
where do I collect them? located at the entrance of hall 8
FAIR FLOOR Where can I find the the fair floor plans? In the mail with the exhibition contract you have links to
PLANS the venue layout of the halls and its distribution. Keep
this link. We update it promptly
Who are my neighbours? In the mail with the exhibition contract you have links to
the venue layout of the halls and its distribution. Keep
this link. We update it promptly
Where can I find the floor plan of my You can find it both in the mail with the exhibition contract
space? and in the Exhibitors Area
How do I access the fairground? Check the venue layout access to the exhibition at
expooptica.ifema.es
BUDGETS Can I make a budget without any Yes. You can make a budget of participation to evaluate
commitment? your possible participation in the fair without any
commitment
MEETING ROOMS Who should I contact to book a meeting If you need to book a meeting room , contact the
BOOKING room? Convention Centre: convenciones@ifema.es
CONTRACTING How can I hire my service? If you hire online services through “Exhibitor Zone” before
SERVICES March 19, you will get a 15% discount on the prices listed
in the Services Catalog.
If the contracting of services is made as of April 4, prices
increase by 25% over the base price.
COLOR OF Can I choose the color? If you have hired an equipped stand package, you can
THE CARPET choose the color of the carpet and the paint on the walls
AND WALLS before April 4 through the “Exhibitor Zone”.
STAND Can I put the title of the company in the If you have hired an equipped package you must indicate
LABEL label of the stand? the name of the label before April 4 through “Exhibitor
Zone”TOPIC QUESTION RESPONSE
STANDS Modular stands In the Exhibitors Area, in expooptica.ifema.es
Where can I see a picture of the stand? In the description of the modular stand, EXPOOPTICA
area
Can I customise my stand? Yes
Can I redecorate my stand? Yes, as long as the specific assembly rules of the fair
are respected
Can I cover the walls of my stand with Yes, check with the Technical Department the exact
vinyl? measurements of the walls: stecnica@ifema.es
What are the exact dimensions of my Check the General Participation Rules or contact with
stand? the Technical Department: stecnica@ifema.es
Who can advise me to improve my stand? You can contact the stand design service or graphic
decoration of stands: decoraciongrafica@ifema.es
What furniture does the stand include? In the document corresponding to the stand you have
contracted, you can see the furniture included with the stand
Free design stands Check the Specific Rules with the Technical
What is the maximum permitted height of Department: stecnica@ifema.es
construction?
Do I have to pay an assembly fee? Yes, check the current rates in 902 22 15 15
Where do I find a document with the Check the General Participation Rules at ifema.es or
assembly rules? contact with stecnica@ifema.es
Do I have to submit a project of my stand Yes, for its approval, to the Technical Department:
assembly? stecnica@ifema.es
Can I hang structures or contract rigging? Yes, check the service standards for rigging/hang
points in stecnica@ifema.es
EXHIBITORS Where do I get my access codes? We will send you or you have already received an email
AREA with your exhibitor login codes. If you do not find them or
they have expired, contact the Call Centre: 902 22 15 153 - EXHIBITOR´S CALENDAR
50% first payment limit With the submission of participation request
100% payment limit March 24, 2020
• 15% discount on contracting online services
• Shipment of stand assembly project for exhibitors March 19, 2020
who have hired free design
If you have hired equipped stand, indicate carpet color and April 4, 2020
wall paint limit to indicate the sign of the stand
25% service contract surcharge April 4, 2020
Limit to indicate the sign of the stand April 4, 2020
Stands assembly April 19-21, 2020 from 8.30 a.m. to 9.30 p.m.
Delivery of modular stands April 22, 2020 from 8.30 a.m.
Goods entrance April 22-23, 2020 from 8.30 a.m. to 9.30 p.m.
CELEBRATION April 24-26, 2020 from 10 a.m. to 8 p.m.
(Last day from 10 a.m. to 6 p.m.)
Goods and decoration material exit April 26, 2020 from 6.30 p.m. to midnight
Stand Disassembly April 27-28, 2020 from 8.30 a.m. to 9.30 p.m.4 - EXHIBITORS AREA
My Account
Update your company contact details on the IFEMA data base. • Home page
Change your access password. • My details
Check dates and deadlines. • Modify password
• Exhibitor calendar
Documents & Downloads
Communication with the exhibitor.
Graphic material.
Regulations and documents.
Cost Calculator
Calculate your own participation budget online in a rapid, simple and convenient • Calculate a cost
manner. estimate
My Space
Formalise you application form and visualise and download a detailed plan of your • Application form
stand once it has been allocated. • Stand floor plan
Invoicing & Payments
All the commercial and contractual documents relating to your participation at the • Account statement
Trade Fair are just a click away: “Balance of Account and Online Invoices”. • Pay with your credit card
within a secure
environment
Booking services
Contract and budget all the services you require and take advantage of a 15% • Services catalogue
discount when contracting online. • Produce budget
You can also consult and change your requests. • Pay with your credit card
within a secure
environment
Information for catalogue
Introduce and update your contact details for the fair catalogue, as well as the • Access catalogue
details of your co-exhibiting companies. Remember that this documentation will
help trade visitors to locate you at the fair by offering your company’s essential
details and the products and services to be presented at the exhibition, thus
facilitating trade contact.
My Network
Access the Trade Meeting-Point. • Meeting-Point
Manage your Meetings Agenda at the fair. • Manage my Meetings
Publish your news in your Catalogue entry and in the Press Room. Agenda
Send invitations to your trade contacts. • Publish my news
• Send invitations
Passes & Invitations
This tool will facilitate your attendance at the fair, as well as that of your guests. • Exhibitor passes
Request your exhibitor passes and, if necessary, the confirmation letters for your • Confirmation letter for visa
visa arrangements. requests
You can also send online invitations to your network of contacts, making it easier • Send invitations
for them to gain access to the fair. • Discount vouchers5 - FAIR PLANE
North Entrance
South Entrance
expooptica.ifema.es
IFEMA Feria de Madrid · 902 22 15 15 · (34) 91 722 30 00 · expooptica@ifema.es
Collaborating: In coincidence with:24-26
APRIL
INTERNATIONAL OPTICS AND AUDIOLOGY EXHIBITION 2020
E X P O O P T I C A . E S
AF_EXPOOPTICA_02.indd 2 13/6/19 11:54You can also read
