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BIO-Europe Spring
THE SPRINGTIME PARTNERING EVENT
March 18–20, 2024 | Barcelona, SpainMarch 26–27, 2024 | Digital Partnering

EXHIBITOR MANUAL

Below you will find information and links that will prepare you for BIO-Europe Spring 2024.

Please check this page regularly as information will be updated and added during the next months.

EXHIBITOR OPERATIONS CONTACTS

For Space Only Exhibitors

Catherine Chang - catherine.chang@informa.com

For Shell Scheme Exhibitors

Tessa Wollen - twollen@ebdgroup.com

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Exhibitor Checklist


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Please download the document to see a breakdown of all important deadlines and key dates leading up to BIO-Europe Spring.



BOOTH INFORMATION

SPACE ONLY STANDS

Space only is available for sponsors and delegations. You are to bring your own, customized booth structure. Please click here for information on what is required to organize your booth as well as the 2-steps approval process and construction rules.

Step 1 – Design Approval 

All individual booth designs must be approved by EBD Group. Please send drawings incl. measurements directly to Catherine Chang for approval. In case EBD's design rules differ from venue's guidelines, EBD Group’s rules shall take precedence.  

***You will need to get approval for the design from Catherine before moving on to the next step!!

Deadline to send your booth design drawings: January 19, 2024

 

Step 2 – Construction Approval 

All individual booth constructions require safety approval from our Health & Safety partner Abraxys. Please complete and upload the following documents to seek approval:  

  • Technical sketch incl. Measurements 

  • Risk Assessment and Method statement* (in English language, see page 21 of Inform Exhibitor Health & Safety Guidelines) 

  • Completed Informa Health & Safety Guidelines – pages 23 & 32 and CCIB Exhibitor Health and Safety Forms

  • Acceptance of General Guidelines (signed by exhibiting company and booth constructor) 

  • Proof of public liability insurance 

*please include Better Stands information in your method statement and stand design, see below. 

Deadline to submit: January 26, 2024. 

Upload your documents here

Please click here for further information.

SHELL SCHEME STANDS

Shell scheme booth structure will be provided by EBD Group for 6 and 12 square meter booths.

INCLUDED

  • Octanorm (or similar shell scheme) walling, back and side panels.  
  • Height: 2.5 m 
  • Colour: white with silver aluminium framing
  • 3kW power supply with Schuko (EU) power strip

NOT INCLUDED

Booth equipment, e.g.

  • Carpet or flooring – mandatory to order 
  • Furniture 
  • Power tbd floor trunking 
  • Wired LAN internet access 
  • Display systems 
  • Printed panels 
  • Cleaning services, paper bins, etc.

Exhibitors need to order these at their own cost with the official service providers. Please see below for instructions and link for the webshop.

HEALTH AND SAFETY

Please upload the following documents onto the Shell Scheme Exhibitor Portal as soon as possible:

1. Informa Health and Safety Guidelines

2. CCIB Exhibition Guidelines

3. Proof of public liability insurance documentation

Upload link: https://filerequestpro.com/up/exhibitor-upload-schell-schemes

Please click here for further information.

Exhibit booth orders

WEBSHOP ORDERS

You are able to order the following items below via the CCIB's webshop - Please see the link below.

Booth branding
Carpet
Electricity
Furniture
Screens and computers
Hostesses
Security
Cleaning and recycling
Plants and flowers
Water supply
Rigging
F&B Services


CATERING

Catering

A light breakfast, lunch, coffee/tea, water and snacks will be provided by the organizer on all three conference days.

Additional offerings at your booth can be ordered via the webshop. 

Please note that no food items may be brought in to the conference venue, the CCIB has the exclusive right to provide all catering.


Exhibition Hall Reception

March 19, 2024 – 18:30-21:00

The organizer encourages exhibitors to hold hospitality receptions at their booth. To ensure smooth logistics, every booth reception requires prior approval by the organizer. Please reach out to your exhibit operations contact if you are interested.

Food and beverages is to be ordered at your own cost and must be ordered via the CCIB webshop; food from outside is strictly forbidden and could incur a fee if brought in.

Any entertainment offerings (e.g. but not limited to music) must be discussed and pre-approved by the organizer.


EVENT SCHEDULE

Exhibitors may not set up or tear down outside of the specified times without approval from Show Management.

Exhibitor Set Up and Dismantling

Exhibition Set up Hours:

Sponsors and Exhibitors may pick up their name badge on Sunday, March 17, 2024 from 08:00.

Space Only Exhibitors

Saturday, March 16, 2024: 08:00 - 24:00

Sunday, March 17, 2024: 08:00 - 18:00

All aisles must be cleared by 18:00.

Setup during these times requires PPE to be worn by anyone in the exhibition hall (High Vis vest & steel-toe cap shoes)

Make sure to bring an ID and documents to prove that you are an exhibitor or contractor.


Shell Scheme Exhibitors: 

Sunday, March 17, 2024: 08:00 - 18:00

All aisles must be cleared by 18:00.


Exhibition Breakdown (All Exhibitors):

Wednesday, March 20, 2024: 18:00 - 24:00

Exhibit Hours


Monday, March 18, 2024

07:45 - 18:30


Tuesday, March 19, 2024

07:45 - 21:00


Wednesday, March 20, 2024

07:45 - 17:30



SHIPPING

RESA EXPO LOGISTICS are the official handling company for BIO-Europe Spring at the CCIB.

Please note that the venue does not receive, customs clear or store incoming shipments. If you intend to ship goods directly to your stand, you need to be there in order to sign off the delivery note of your transport company. However non-EU shipments need an importer of the record and cannot be consigned directly to the venue, as they will get stuck at customs.

For information regarding shipping, tariffs, labelling, customs & deadlines please contact:

Karine Argile - operations@resaexpo.com | +34 93 23 34 110


Please remember you will also need to organise a return shipment.

GENERAL GUIDANCE

WIFI

WIFI is available in the exhibition hall.

Exhibitors and their stand constructors are not permitted

  • to use outside WIFI routers or access points.
  • to use any hotspot reseller services and devices. Those devices highly interfere with the venue's access points and make the overall Wifi weak or unusable for others.

To keep the WIFI at the CCIB strong and to avoid interference, please turn OFF your Personal Hotspot and Bluetooth on your mobile phone.

If an internet connection is vital for your stand, we recommend ordering a wired internet service.

MICROPHONES & SPEAKERS

The use of microphones and speakers is to be approved by EBD Group and will only be permitted if neighboring exhibitors/partnering booths will not be disturbed.

BOOTH LIGHTS

Booth lights must be switched off at the end of the day when leaving the venue. Failure to do so will result in the CCIB turning off any remaining booth lights and will not be liable for any damages caused from this action.

DISTRIBUTION OF FLYERS and MASCOTS

Distribution of flyers outside of your booth is strictly forbidden; please be mindful of how many flyers you plan to distribute during the event.


MASCOTS

For health and safety reasons, mascots are NOT allowed at the event. If you have any questions regarding this please reach out to your operations contact.

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TECHNICAL FLOORPLAN


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Please note the floorplan will be subject to change until BIO-Europe Spring.

    

HEALTH AND SAFETY

Please carefully read through, complete and upload the following documents.

1. Informa Health and Safety Guidelines

2. CCIB Exhibition Guidelines

3. Proof of public liability insurance documentation

4. Technical sketch incl. Measurements - Space Only Exhibitors

5. Risk Assessment and Method statement* (in English language, see page 21 of Informa Exhibitor Health & Safety Guidelines) - Space Only Exhibitors

6. Acceptance of General Guidelines (signed by exhibiting company and booth constructor) - Space Only Exhibitors


INSURANCE

The organizer does not provide insurance for any booth components or additional pieces of equipment brought into the conference, rented from exhibitor services or for personal items of any exhibitor against loss, damage or theft. It is the exhibitor’s responsibility to have their own public liability insurance and send a copy to their Exhibitor Operations Contact.

PARTNERING AT YOUR BOOTH

Exhibiting companies may choose to schedule meetings at their exhibit booth.

If you would like your agreed meetings to take place at your exhibit booth, please inform your exhibitor operations contact by January 26, 2024, when partneringONE opens. Meetings are scheduled instantly upon mutual agreement of both parties.

For further questions, please reach out to our partneringONE team at partneringteam@ebdgroup.com.

EXHIBITOR SUSTAINABILITY

  

Sustainability is increasingly important to event attendees. Exhibiting at BIO-Europe Spring gives you the opportunity to highlight your company’s sustainability credentials and align with an event that champions sustainability. To ensure that your company and exhibition stand are aligned with Informa’s sustainability goals:

  1. View the Exhibitor Checklist and Better Stands Framework here and consider the steps as you plan your event
  2. Ensure that your stand is compliant with Informa’s Better Stands programme framework - Please share this guidelines document with your stand contractor

Better Stands – Space Only

Better Stands is an Informa wide programme aiming to ensure that all core elements of Space only exhibitor stands are reusable. Help us to reduce the environmental impact of BIO-Europe Spring by committing to the Better Stands programme framework and show that your company values being part of sustainable and socially responsible events.

  

Better Stands - What’s in it for me?

•            A better quality, more attractive & sustainable stand

•            Opportunity to promote the sustainable credentials of your brand

•            Smoother, more efficient build up and breakdown periods

•            Lower work hours and reduced construction costs

•            Reduce or eradicate your waste bill

Better Stands - What do I need to do?

  1. Familiarise yourself with the Better Stands framework
  2. Share these guidelines with your contractor before they begin designing your stand
  3. Ensure your stand reaches at least a bronze level, meaning the stand structure and walls, platform or raised flooring, furniture, equipment and lighting are all reused – Please demonstrate this in your risk assessment and method statement, see above
  4. Ensure that the submitted stand design clearly communicates how you will meet the Better Stands guidelines

MARKETING TOOLKIT


Want to promote your participation?

Below you will find various collateral material and example-messages to promote your participation at our event.

LEAD RETRIEVAL

Lead Retrieval Setup

This is done via the portal Visit Connect. Your main company contact can login to the dashboard to see the options "QUESTIONS" and "LEADS" on the left hand side:

  • QUESTIONS – add an unlimited amount of qualifying questions for your leads
  • LEADS – this will show a comprehensive, real-time list of leads scanned by your entire onsite team

You have real-time access to the latest leads from your onsite scan data, which can be downloaded at any time as a CSV spreadsheet. Prior to the event, you will receive an email instructing how your team can access Visit Connect using lead retrieval. 

REDUCED RATE ACCOMODATION