Trade fair organisation from A to Z
Stand layout
Process System layout, graphics & furnishings
Deadline: The deadline for approving the stand design is 5 weeks before the trade fair.
Details can be found in the deadline checklist .
Actions to be taken by the deadline
- Check and approve the technical stand drawing
- Send print files for stand graphics directly to the stand construction partner Messeprojekt
- Check and approve the graphic layout
| Timing | Action |
|---|---|
| 10 weeks before the deadline(approx. 16 weeks before the trade fair) | Initial information email containing all key details regarding stand construction planning and a preliminary technical stand drawing for review, submission of change requests and approval |
| Within the following 2 weeks | Telephone contact to coordinate initial planning details |
| 6 weeks before the deadline | Second reminder email |
| Ongoing | Coordination and finalisation of the stand design |
| 2 weeks before the deadline | Third reminder email |
| 3 days before the deadline | Final reminder of the approaching deadline |
| Deadline: 5 weeks before the trade fair | Approval of the stand design and closure of the online shop |
Exhibitor’s Comprehensive Insurance
Registration for the trade fair automatically includes participation in the exhibitor’s comprehensive insurance package. The insurance offers comprehensive cover for the key risks associated with taking part in the trade fair.
Scope of cover
- Public liability insurance: Proof of insurance is required for all Easyfairs trade fairs.
- Cancellation insurance: Cover in the event of non-participation through no fault of your own.
- Property insurance: Cover for damage to or loss of trade fair equipment, including transport.
Cost: €195
The insurance partner is Inevexco. Communication regarding the exhibitor’s comprehensive insurance is handled directly by the insurance partner.
If you already have adequate insurance cover, you may opt out of the exhibitor’s comprehensive insurance upon provision of appropriate proof.
Further information can be found in the registration form, in the Terms and Conditions of the trade fair organiser and on the Inevexco website.
Order deadlines and surcharges
The deadlines specified for additional orders in the MyEasyfairs online shop are binding due to our collaboration with service partners. Late orders are subject to a surcharge on top of the standard price.
Orders placed after the deadline and following the closure of the online shop (5 weeks before the trade fair) are only possible by individual arrangement with the Operations Team.
| Period | Surcharge |
| Up to 5 weeks before the trade fair (closure of the online shop) | Standard price |
| From 5 weeks before the trade fair until the service day | +30 % |
| On the service day | +50 % |
| On the day of the trade fair | +100 % |
Own stand construction
Self-build stands are not permitted at the trade fair.
GEMA registration
Where performances or the playback of media take place at the stand – for example, music in promotional films – GEMA fees may apply. The exhibitor is responsible for registering with GEMA in good time and for paying the fees.
Graphics
Printing of the tower graphics is included in the stand package.
Additional print elements can be booked via the online shop in MyEasyfairs for a fee.
Final graphics must be submitted to the Operations Team by the deadline and in accordance with the graphics guidelines. Implementation cannot be guaranteed after the deadline has passed.
Furniture orders
The basic furniture package is included in the stand package.
Additional furniture can be booked via the online shop in MyEasyfairs for a fee.
All additional orders must be placed in good time. Once the deadline has passed, we cannot guarantee that the order will be fulfilled.
Please note:
- Furniture included in the stand package cannot be exchanged for other items.
- Unused standard furniture does not entitle you to a price reduction.
- Unused furniture must be placed in the hall aisles on the service day; it will be collected by the exhibition team.
| Stand area | 9–24 m² |
|---|---|
| Height | 248–348 cm |
| Bar table | 1 |
| Bar stools | 2 |
| Counter | 1 |
| Leaflet stand | 1 |
| Wastepaper bin | 1 |
| Lighting | 1 LED spotlight / 4 m² |
| Electricity | 1 triple socket |
| Signage modules | 1 |
| Carpet colour | Anthracite |
Special features
Stand sizes from 15 m²:
- 1 additional piece of furniture free of charge – a choice of sideboard, display cabinet, lockable counter, square counter or 1 seating table with 2 chairs
Stand sizes from 24 m²:
- 1 additional seating table with 2 chairs
- 1 additional piece of furniture free of charge – a choice of sideboard, display cabinet, lockable counter, square counter or 1 seating table with 2 chairs
MyEasyfairs
MyEasyfairs is the central portal for managing your profile, trade fair participation, visitor invitations and post-fair leads.
Increase visibility
- Create a profile with unlimited content
- Year-round visibility, regardless of events
- Analysise visitor interactions with your content
Connect with the right contacts
- Send trackable invitations to your own network
- SMS notifications when invited contacts arrive at the trade fair
- Direct qualified visitors straight to your stand
Easy lead capture
- Centralised management and download of all leads
- Complete visitor data for easy follow-up
Organising your trade fair participation
- Registration of stand staff
- Processing all orders via the MyEasyfairs online shop
Online shop
The online shop is used to order additional stand equipment, further printed materials and furniture, and can be found in your MyEasyfairs account under Edit stand → Webshop & Orders.
Closure of the online shop: 5 weeks before the fair
- No automatic order confirmation will be sent by email.
- Placed orders can be viewed after approval by the Operations Team under Edit Stand → Webshop & Orders.
- Orders placed after the deadline and after the online shop has closed are only possible following individual consultation with the Operations Team.
- Once the deadline has passed, on-time delivery cannot be guaranteed. Late orders will be assessed on a case-by-case basis and processed where possible.
Exhibition stand construction system
The ‘Megawall’ system
- Modular frame system
- Flexible stand construction system with the design aesthetic of bespoke exhibition stand construction
- Frames are fitted with white PVC panels
- The stand can be used 100% as advertising space
- Fitting of continuous, full-surface textile graphics
Wall module
100 cm (width) x 248 cm (height)
- Large-scale, seamless printing across multiple wall modules is possible.
- Printing on individual wall modules is also an option
Tower top graphic
100 cm (width) x 100 cm (height)
- Included in the stand package
- The clear height beneath the cube is approx. 248 cm.
| Stand area | 9–24 m² |
|---|---|
| Height | 248–348 cm |
| Bar table | 1 |
| Bar stools | 2 |
| Counter | 1 |
| Leaflet stand | 1 |
| Wastepaper bin | 1 |
| Lighting | 1 LED spotlight / 4 m² |
| Electricity | 1 triple socket |
| Signage modules | 1 |
| Carpet colour | Anthracite |
Special features
Stand sizes from 15 m²:
- 1 additional piece of furniture free of charge – a choice of sideboard, display cabinet, lockable counter, square counter or 1 seating table with 2 chairs
Stand sizes from 24 m²:
- 1 additional seating table with 2 chairs
- 1 additional piece of furniture free of charge – a choice of sideboard, display cabinet, lockable counter, square counter or 1 seating table with 2 chairs
Please note:
Residues of materials and adhesive on the walls must be avoided. In the event of soiling or damage, Easyfairs reserves the right to charge for the costs incurred.
Stand security
The hall will be locked after set-up or at the close of business. Security patrols will be carried out. This does not include any liability for your exhibition goods.
If you are interested in individual stand security, please contact the Operations Team.
Event catering
As the trade fair provides full board, no individual stand catering is available. The Operations Team is available to answer any enquiries.
Stand cleaning
Stand cleaning is included in the participation fee and takes place on the evening before each exhibition day. It includes vacuuming the floor, emptying the bins and cleaning table and counter surfaces.
Please note:
Residues of materials and adhesive on the walls must be avoided. In the event of soiling or damage, Easyfairs reserves the right to charge for the costs incurred.
Technical connections: Compressed air
Compressed air connections must be ordered in good time via the MyEasyfairs online shop and marked on the technical stand plan.
The venue’s technical guidelines must be observed. Technical work may only be carried out by the official stand construction partner. The Operations Team offers bespoke solutions and advice.
Technical connections: Internet
If a LAN connection is required in addition to the general Wi-Fi, a request must be made to the Operations Team in good time (subject to a charge) and this must be indicated on the technical stand plan.
The venue’s technical guidelines must be observed. Technical work may only be carried out by the official stand construction partner. The Operations Team offers bespoke solutions and advice.
Technical connections: Electricity
Additional power connections must be ordered in good time via the MyEasyfairs online shop and marked on the technical stand plan.
The venue’s technical guidelines must be observed. Technical work may only be carried out by the official stand construction partner. The Operations Team offers bespoke solutions and advice.
Electrical equipment
- All connections are fitted with RCDs (≤ 30 mA). For insurance and legal reasons, machinery and exhibits may only be operated with RCDs. For devices with an integrated residual current circuit breaker, connection is possible without a separate residual current circuit breaker.
- Schuko cables for exhibits and electrical appliances are not included in the connection package and must be ordered separately from the online shop.
Technical connections: Water
If a water connection is required, this must be requested from the Operations Team in good time and subject to a charge, and must be indicated on the technical stand plan.
The technical guidelines of the venue must be observed. Technical work may only be carried out by the official stand construction partner. The Operations Team offers bespoke solutions and advice.
On-site information
Getting there
Bad Salzuflen Exhibition Centre
Benzstraße 23
32108 Bad Salzuflen
Exhibitor Badges
A specified number of exhibitor passes, as listed below, are included and entitle holders to entry into the exhibition halls during set-up and dismantling periods, as well as throughout the exhibition.
Register stand staff
Up to 2 weeks before the start of the exhibition in MyEasyfairs at:
Edit stand > Manage your staff > Stand staff > + New
Collect passes
Show the QR code from the confirmation email at the service point on the day before the fair, or at registration during the fair > The exhibitor pass will then be printed directly at the counter and also serves as a digital business card.
| Stand size | Free exhibitor passes |
|---|---|
| 8–12 m² | 3 |
| 15–21 m² | 4 |
| 22 m² and over | 7 |
| Co-exhibitors | 3 |
Exhibitor catering
Set-up day
- Bistros: Drinks and snacks at your own expense
- Information point: Free coffee and a sweet treat all day long
Exhibition days
- Meet & Eat: free snacks and hot and cold drinks available all day for exhibitors and visitors
- Vouchers: All exhibition participants will receive vouchers upon registration for a hot lunch snack in the Meet & Eat areas (12.30–14.30).
Electric charging points for motor vehicles
There are two charging points each at Hall 19, Hall 20 and Hall 21.
Photography, film & drone footage
Photography and filming are generally permitted. However, drone flights must be authorised in advance. This also applies to flights outside the site.
Any costs incurred as a result of unauthorised drone flights must be borne by the operator.
To apply for a flight permit, please contact the operations team.
Cloakroom
Use of the cloakroom in the entrance hall is free of charge for exhibitors and visitors.
Get-together
There will be another get-together at the exhibition centre this year.
Further details will be available shortly.
Hall & Site Plan
Venue and site maps will be made available shortly.
Hotel services
For hotel bookings, our partner Hotelservice-Deutschland.de offers a service with specially arranged preferential rates.
Job board
A job board is available on site for exhibitors to display their job vacancies free of charge.
Job vacancies in A4 format can be handed in at the Easyfairs information desk. They will be displayed on the job board.
Blue Stage & Red Stage
The following equipment is available for booked presentation slots:
- Laptop
- Projector
- Lectern
- Microphone system
The presentation (16:9 format, PDF and pptx) must be sent by email to lena.kaeser@easyfairs.com no later than 10 days before the trade fair. The presentation will be shown using the laptop provided on site; it is not possible to connect your own laptop.
Videos must be embedded in a playable resolution. Audio playback is possible.
On site: Please arrive 10 minutes before the start of the presentation
Opening hours
- Day 1 of the fair
9.00 am – 5.00 pm - Day 2 of the fair
9.00 am – 5.00 pm - Day 3 of the fair
9.00 am – 4.00 pm
Parking during the trade fair
Information on parking will be available shortly.
Service point, information stand (Easyfairs team)
Staff will be available to answer any queries during the following service hours.
Set-up day (the day before the trade fair): 12:00–18:00
- Collection of exhibitor documents (ID badges, meal vouchers)
- Enquiries regarding electricity, compressed air and internet
- Last-minute orders for furniture (subject to availability) and technical connections (no guarantee)
- Complaints
- Submission of
- job advertisements for the job board
- Wi-Fi access details
- Enquiries regarding digital solutions
- Other enquiries, issues and requests
Day 1 of the trade fair: 8.00 am–5.00 pm
- Enquiries regarding electricity, compressed air and internet (8.00 am–10.00 am)
- Submission of job advertisements for the job board
- Wi-Fi access details
- Enquiries regarding digital solutions
- Other enquiries, issues and requests
2. Exhibition day: 8.00 am–5.00 pm
- Enquiries regarding electricity, compressed air and internet (8.00 am–10.00 am)
- Wi-Fi login details
- Enquiries regarding digital solutions
- Other enquiries, issues and requests
3. Exhibition day: 8.00 am–4.00 pm
- Enquiries regarding electricity, compressed air and internet (8.00 am–10.00 am)
- Wi-Fi login details
- Enquiries regarding digital solutions
- Other enquiries, issues and requests
WI-FI
A separate Wi-Fi network is available to all exhibitors on the set-up day and during the exhibition days free of charge.
The public Wi-Fi network is not designed for the transfer of large amounts of data. We cannot guarantee uninterrupted internet access.
If you require a LAN connection in addition to the general Wi-Fi, please submit a request to the Operations Team in good time; this service is subject to a charge.
Set-up & Dismantling
Set-up, set-up times
Set-up day (the day before the trade fair): 8.00 am–6.00 pm
Access for exhibitors is available throughout this period.
- From 12:00: System stands are ready for occupation and the Easyfairs Service Point is staffed.
- 12:00–18:00: Complaints are accepted at the Service Point.
An early or extended recovery period is only possible following consultation with the surgical team.
Dismantling, dismantling times
Final day of the trade fair: 4.30 pm–10.00 pm
Clearance of system stands and dismantling by exhibitors; hall doors open
Day after the exhibition: 8.00 am–12.00 pm
The collection of heavy machinery or other materials on Friday is only possible by prior arrangement with the organiser.
Information on dismantling
- Dismantling or clearing the stand is not permitted during the official exhibition period.
- Pack exhibits and label them with your company name, mobile number and stand number.
- Take all items you have brought with you away in full.
- Please return cabin keys to the respective cabin lock after the event has ended.
- Please leave the Smart Badge Reader on the stand provided for this purpose.
- There will be no hall security during the dismantling phase.
Power cut on the final day of the fair, at 9.00 pm. By this time, all machinery, exhibits and electrical equipment must be disconnected from the mains.
Waste disposal
For larger volumes of waste and any resulting need for skips, the relevant operations team is available to assist.
Note on waste separation:
To ensure the event is as sustainable as possible and to avoid unnecessary waste, we ask that you make consistent use of the available waste separation systems and minimise the use of packaging and printed materials as much as possible.
Directions for set-up and dismantling, parking
Access to the exhibition grounds
- Please use the signposted access routes. Access to the hall entrance is subject to capacity and the instructions of security staff. There is no entitlement to direct access.
- On the final day of the exhibition, vans, lorries and vehicles with trailers may only enter the grounds after the exhibition has closed and clearance has been granted.
Traffic and Safety
- The German Road Traffic Regulations (StVO) apply throughout the exhibition grounds. Instructions from parking and security staff must be followed. Due to seasonal visibility conditions, particular caution is advised.
- Access roads, gates and escape and rescue routes must be kept clear at all times. Vehicles or materials obstructing these routes will be removed at the owner’s expense.
Loading and unloading
- Once unloading is complete, vehicles and trailers must be removed from the loading bays immediately and parked in accordance with the instructions of the security staff.
- No deposit is required for delivery.
- Private vehicles are not permitted in the exhibition halls.
Delivery & Collection
Delivery directly to the stand
- Exclusively on set-up day (the day before the trade fair), 8.00 am–8.00 pm
- Storage charges will be applied if delivery is made too early.
- Individual or preferred delivery dates are only possible following prior consultation with the operations team.
- Collection of exhibition goods: during dismantling hours, by 12:00 at the latest on the day after the exhibition
Delivery addresses
Messe Ostwestfalen GmbH
KUTENO
Benzstraße 23
Hall: <insert>
Stand number: <insert>
Company: <insert>
Contact person: <insert>
32108 Bad Salzuflen
Important information
- Easyfairs does not accept deliveries on behalf of exhibitors and accepts no liability for goods delivered.
- A person authorised to accept deliveries must be present on site and available by telephone.
Floor load-bearing capacity
Hall 20
Gates: 5.00 m high; 4.50 m wide
Floor load: Point load > 5t
Hall 21
Gates: 5.00 m high; 4.50 m wide
Floor load: point load > 5 t
Heavy machinery
Heavy machinery/exhibits weighing over 1,000 kg and/or bulky machinery/exhibits exceeding 120 × 80 cm (Euro pallet) must be registered with the organiser and the official exhibition haulage contractor. Please observe the freight forwarder’s designated delivery zones.
Deadline: Registration with the Operations Team and the official trade fair freight forwarder must be completed no later than 4 weeks before the start of the fair
Contact:
DSV Fairs & Events GmbH
Riemannstrasse 29b
04107 Leipzig
Fairs.Leipzig@dsv.com
Freight Forwarding & Exhibition Logistics
Freight forwarding, pallet trucks, forklift trucks, storage of empties and heavy/bulky exhibits
Contact:
DSV Fairs & Events GmbH
Riemannstrasse 29b
04107 Leipzig
Fairs. Leipzig@dsv.com
Notes:
- Vehicles, forklift trucks, containers and motorised industrial trucks may only be used in the halls by the official exhibition freight forwarder.
- Exhibition staff do not accept or store exhibition goods. Receipt, storage and invoicing are handled directly by the official freight forwarder.
- Loading and unloading dates and prices must be agreed directly with the freight forwarder.
Customs clearance
All customs regulations of the host country must be complied with. This applies in particular to the customs clearance of goods imported on a temporary basis, e.g. exhibits; the customs declaration of goods imported on a permanent basis, e.g. promotional items and information material; and the registration of staff working on the exhibition stand.
Easyfairs does not handle customs clearance or bear any associated costs, and accepts no liability for breaches of statutory provisions.
Your points of contact
Event coordination team
Daniela Klumpp, Jasmin Kastens,
Jan Breimann, Elena Carpene,
Lena Kirchherr
+49 (0)711 217 267 50
Project team
Jan Harms, Petra Busch, Neslihan Kocyigit, Carlota Gonzalez, Lena Käser, Elena Carpene
Operations team
Operations team
+49 (0)89 127 165 129