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EXHIBITOR MANUAL
Below you will find information and links that will prepare you for BIO-Europe 2024.
Please check this page regularly as information will be updated and added during the next months.
EXHIBITOR OPERATIONS CONTACTS
For Space Only Exhibitors
Michaela Schneider - mschneider@ebdgroup.com
For Shell Scheme Exhibitors
Tessa Wollen - twollen@ebdgroup.com
Exhibitor Checklist
Booth Information
SPACE ONLY BOOTHS
Space only is available for sponsors and delegations. You are to bring your own, customized booth structure.
Step 1 – Design Approval
All individual booth designs must be approved by EBD Group. Please send drawings incl. measurements directly to Michaela Schneider 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 Michaela before moving on to the next step!!
Deadline to send your booth design drawings: Friday, September 6, 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 Informa Exhibitor Health & Safety Guidelines)
- Completed Informa Health & Safety Guidelines
- Proof of public liability insurance
*please include Better Stands information in your method statement and stand design, see below.
Deadline to submit: Friday, September 13 2024.
Link to upload documents will follow shortly.
SHELL SCHEME BOOTHS
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
- 2.3kW 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 send Tessa the following health and safety documents as soon as possible:
1. Informa Health and Safety Guidelines
2. Proof of public liability insurance documentation
BOOTH ORDERS
STOCKHOLMSMӒSSEN WEBSHOP
You are able to order the following items below via the Stockholmsmässan webshop - Please see the link below.
Electricity
IT and Wi-Fi
Hostesses
Security
Cleaning and recycling
Water supply
Rigging
Plants and flowers
In order to gain access to the Stockholmsmässan webshop please complete and return the below spreadsheet.
LINK WILL FOLLOW SHORTLY
FAIRFELLOW'S WEBSHOP
You are able to order the following items below via Fairfellow's webshop - Please see the link below.
Booth branding
Carpet
Furniture
Screens and computers
Lighting
Extension leads, sockets and plugs
Fridges
CATERING
EXHIBITION HALL RECEPTION
Monday November 4, 2024 – 18:00-21:00
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 operations contact if you are interested.
Food and beverages is to be ordered at your own cost and must be ordered via the form below.
To order please complete and return the pdf to montercatering@massrestauranger.se
Please note the caterer is closed until 19.08 so please expect a delay in response.
Food and alcohol from outside is strictly forbidden and could incur a fee if brought in.
Any entertainment offerings (e.g. music) must be discussed and pre-approved by the organizer.
CATERING
A light breakfast, lunch, coffee/tea, water and snacks will be provided by the organizer on all three conference days.
Please note that no food items may be brought in to the conference venue, the Stockholmsmässan has the exclusive right to provide all catering.
EVENT SCHEDULE
EXHIBITOR SET-UP AND DISMANTLING
Sponsors and Exhibitors may pick up their name badge on Sunday, November 3, 2024 from 08:00
Space Only Exhibitors
Saturday, November 2, 2024: 08:00 - 24:00
Sunday, November 3, 2024: 08:00 - 18:00
All aisles must be cleared by 18:00.
Set-up 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, November 3, 2024: 08:00 - 18:00
All aisles must be cleared by 18:00.
Exhibition Breakdown (All Exhibitors):
Wednesday, November 6, 2024: 18:00 - 24:00
EXHIBIT HOURS
Monday, November 4, 2024
07:45 - 21:00
Tuesday, November 5, 2024
07:45 - 18:30
Wednesday, November 6, 2024
07:45 - 17:30
SHIPPING
Shipping address for exhibition goods:
Stockholmsmässan
Goods Reception
“Event Name”
“Company Name”
“Stand Number or Conference Room”
Parkeringsvägen 10
SE-125 30 Älvsjö (Stockholm) Sweden
For questions regarding goods handling and pricing, please contact our logistics department directly at logistik@stockholmsmassan.se.
Incoming goods are unloaded and received at Goods Inwards. If goods arrive before the official move-in date, they will be placed in storage and the exhibitor will be invoiced for this cost according to the current price list. Non-EU shipments need an importer of the record and cannot be consigned directly to the venue, as they will get stuck at customs.
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 Stockholmsmässan 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.
ELECTRICITY
The electricity for the stands is turned on daily one hour before the event opens and turned off one hour after closing. If you have refrigerators/freezers/computers or anything else that needs to run continuously, you need to order an electrical connection with 24-hour electricity. Place your order via the Stockholmsmässan webshop at least three weeks before the event. Stockholmsmässan assumes no liability for any products ruined because a connection has been made to the regular power supply network.
DISTRIBUTION OF FLYERS & 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.
EXHIBITOR PARKING
During move-in and move-out, exhibitors with a valid parking ticket can park free of charge. Parking tickets can be collected at the gatehouse or at the information desk.
Note: Parking with this ticket is only valid in Stockholmsmässan’s parking areas operated by the Parking Operator Stockholm Stads Parkering AB. Exhibitors are responsible for checking signage or area codes in the app.
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.
TECHNICAL FLOORPLAN
HEALTH AND SAFETY
Please carefully read through, complete and upload the following documents.
1. Informa Health and Safety Guidelines
2. Proof of public liability insurance documentation
3. Technical sketch incl. Measurements - Space Only Exhibitors
4. Risk Assessment and Method statement* (in English language, see page 21 of Informa Exhibitor Health & Safety Guidelines) - Space Only Exhibitors
5. 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
1.
If you would like to hold your meeting at your booth, you have the option to choose your location on the partnering system yourself. When sending a new outbound request, select the ‘EDIT’ button on the Location field (highlighted below), and from there you can select where you’d like your meeting to be held:
2.
‘Public Location’ refers to the general partnering meeting booths at the event. If you do not select your exhibition booth (i.e. leave the location as ‘Automatic | Default’), your meeting will be scheduled to a Public Location (general meeting booth). You can change this at any time by selecting ‘EDIT’ on a meeting request within your partnering inbox:
If you would like us to change the standard setting from “Automatic | default” to schedule your meetings in your exhibition booth instead of a public location, please contact the partnering team at partneringteam@partneringone.com.
EXHIBITOR SUSTAINABILITY
Sustainability is increasingly important to event attendees. Exhibiting at BIO-Europe 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:
- View the Exhibitor Checklist and Better Stands Framework here and consider the steps as you plan your event
- 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?
- Familiarise yourself with the Better Stands framework
- Share these guidelines with your contractor before they begin designing your stand
- 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
- Ensure that the submitted stand design clearly communicates how you will meet the Better Stands guidelines
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.
Marketing Toolkit
Want to promote your participation?
Below you will find various collateral material and example-messages to promote your participation at our event.