Welcome to the Exhibitor Manual of Madrid 2024!
We kindly encourage you to read carefully the exhibitor manual, and do not hesitate to send us an email to operaciones@easyfairs.com if you have any doubts about your participation or stand assembly or to madrid@easyfairs.com if you have any questions related to the MyEasyfairs marketing tool.
In 5 easy points you will find all the relevant information to ensure a comfortable and successful participation.
1.1 Log in to your MyEasyfairs, and set up your stand from your private area for the 2024 Edition.
In your MyEasyfairs you can find the relevant information on what your stand type includes, what you have ordered, as well as the marketing actions offered by the tool.
1.2 Type of participation:
- SPACE ONLY: we need you to send us a detailed stand desing to operaciones@easyfairs.com before November 14 with:
- Plans and dimensions in plan and elevation.
- Location of connections and additional services if any.
- Contact information of other Representatives whose services the Exhibitor proposes for the supply or construction of the stand.
REMEMBER: the electrical box between the hall main connection and any other connection in the stand must be booked with the organization (2.13.2 Exhibitor’s electrical panels, Participation Regulations).
- MODULAR STAND: we need you to send us an e-mail to operaciones@easyfairs.com confirming the name you want to have on the stand sign, bearing in mind that it must be text only and 20 characters max, befor November 14th . Once this date has passed and without exception, it will not be changed; in the event that the name is not provided, it will be the one on MyEasyfairs.
REMEMBER: In accordance with the conditions accepted in the stand booking, the modular stand provided to the exhibitor may not be modified or structurally altered without the express consent of the organisation.
Assembly:
- SPACE ONLY: From Sunday 24th to Tuesday 26th from 15:00 to 20:00
- MODULAR STAND: Monday 25th from 15:00 to 20:00. and Tuesday 26th from 9:00 to 20:00.
PLEASE: consider these dates for the delivery of your goods as you must receive the material, as well as the logistical requirements for the loading and unloading at the stand.
If you need to load/unload large boxes of exhibition material for the event, or vehicles on the stand, please confirm the date of positioning with the organisers (2.2. Assembly regulations).
Please consult the regulations for specifications regarding priority access authorisation.
Show: November 27th and 28th
- Exhibitor access: from 9:00 to 18:30
- Visitor access: from 10:00 to 18:00
Dismantling:
- COLLECTION OF GOODS AND DELIVERY OF EMPTY PACKAGES: November 28th from official closing time, once the security services confirm that there is no visitors left in the hall, to 21:00
- Friday 29: from 9:00 to 15:00
REMEMBER: goods must be properly packed and labelled in the stand on Thursday to be collected the following day. The Organization will not be responsible for any loss or damage to merchandise that does not meet these requirements. Goods not collected after the dismantling period will be removed and stored by IFEMA’s official logistics company at the corresponding cost or discarded with the rest of the waste at a cost of 120 €/m2 of the total exhibition space.
3.1 We provide exhibitors with a wide range of additional services, furniture, and accessories.
- Place your order for additional elements through the online shop, from the Manage Stand section in your MyEasyfairs private area.
- As a noveltiy, in 2024 edition, prices are subject to 4 pricing periods:
- EARLY BIRD price from May 10th to June 6th.
- REGULAR price from June 7th to September 26th.
- LATE PRICE from September 27th to November 7th.
- ONSITE, from November 8th until celebration depending on availability of items subject to stock or viable services. Orders need to be placed via email at operaciones@easyfairs.com until November 14nd or at the operations desk in the hall during assembly an celebration.
With the purchase of some of these items, confirmation of certain information is required before October 14th to operaciones@easyfairs.com:
- CARPET COLOUR CHANGE: chosen colour, according to our available sample book.
- ADDITIONAL SERVICES, BUILDING ELEMENTS OR ELECTRICITY: technical plan with the location of each element.
- GRAPHICS: file with the final artwork and its location on the stand. You can consult the technical specifications in this document.
3.2 Outsourcing
These services are managed directly with and by the suppliers so Easyfairs will not intervene.
In the following cases it is mandatory to contact these specific suppliers:
- CATERING: antara.madrid@antaracatering.com .
- RIGGING: Booking and information request, must be made directly with IFEMA at stecnica@ifema.es and inspeccion.rigging@ifema.es
For the non-exclusive services, we recommend the following providers:
- LOADING AND UNLOADING LOGISTICS: DB SHENCKER, official IFEMA supplier ifema.madrid@dbschenker.com /+34 91 330 51 77
- STAND DESIGN AND ASSEMBLY: contact info@eventsbyus.es for information.
Remember that it is not necessary to register for assembly or disassembly.
Instructions to register your staff:
- Access to your MyEasyfairs private area.
- Click on SET UP YOUR STAND and SET UP STAFF IN VISIT CONNECT
- Click on TEAM in the application and add staff .
5.1 ACCESS
Address: IFEMA MADRID
Hall: 5
Parking: North-West access by the Edinburgh roundabout, Orange and Green Parking
5.2 First steps
- Pick up the SMART BADGE at the counters on the main entrance of hall 5
- Go to the Exhibitor Lounge to obtain your parking ticket. You may also ask any stand information or any other queries.
IMPORTANT: It is mandatory to have the accreditations to be able to access the halls on the days of the event.
Courtesy parking tickets must be collected between November 26th, from 09:00 to 20:00, and November 27th until 15:00. No more tickets will be issued after this time.
