25-29 APRIL 2018 BERLIN EXPOCENTER AIRPORT INNOVATION AND LEADERSHIP IN AEROSPACE EXHIBITOR GUIDE

Transcription

1 25-29 APRIL 2018 BERLIN EXPOCENTER AIRPORT INNOVATION AND LEADERSHIP IN AEROSPACE EXHIBITOR GUIDE 1

2 Editorial Dear ILA Berlin exhibitor, welcome to ILA We look forward to welcome you to the exhibition of innovations in aviation and aerospace in April. In 2018 ILA Berlin takes place for 5 days. The first three days are all about business, the last two days the exhibition is open for the public as well. The ILA exhibitor guide helps you plan your 2018 participation easily and well ahead. You will find useful tips and information regarding planning, performance and follow-up activities of your ILA participation. My team and I wish you a successful preparation and participation at ILA Berlin Heike Hemmer Project Director ILA Berlin

3 Table of Contents INFORMATION 04 IMPORTANT DATES 05 TIMETABLE FOR EXHIBITORS 06 BUDGET PLANNER TRADE SHOW PRESENCE 07 FAQ STAND BOOKING 08 SERVICES FOR YOUR SUCCESS 09 TRAVEL AND EXHIBITION GROUNDS 10 QUICK ONSITE ORIENTATION COMMUNICATION & MARKETING 11 ILA VIRTUAL MARKET PLACE - ONLINE CATALOGUE 12 ADVERTISING, SPONSORING AND COMMUNICATION 13 PRESS SERVICE 14 PR FOR EXHIBITORS 15 CONTACT 3

4 Information IMPORTANT DATES EVENT DURATION APRIL 2018 ILA BERLIN APRIL 2018 ILA CONFERENCES OPENING HOURS DAILY AM 6.00 PM* (FOR EXHIBITORS: 8.00 AM 7.00 PM*) APRIL 2018 INTERNATIONAL SUPPLIER CENTER ISC APRIL 2018 ILA CAREERCENTER STAND CONSTRUCTION SET-UP 12 APRIL AM 8.00 PM FIRST SET-UP DAY* DISMANTLING 30 APRIL AM 8.00 PM FIRST DISMANTLING DAY* 24 APRIL AM 8.00 PM LAST SET-UP DAY* 5 MAY AM 8.00 PM LAST DISMANTLING DAY* YOUR ILA TEAM CONTACT NAME SECTOR PHONE Zóltan Iván Alexa Rohling International Key Account Manager Teamleader Sales and Exhibitor Management +49 (0) z.ivan@messe-berlin.de +49 (0) rohling@messe-berlin.de Sebastian Bürger International Supplier Center +49 (0) s.buerger@messe-berlin.de Oliver Hellwig Aviation Coordination, Helicopter +49 (0) hellwig@messe-berlin.de Kalamkas Khleif National and International Industry +49 (0) khleif@messe-berlin.de Desiree Danisch ILA CareerCenter, ILA Conferences +49 (0) danisch@messe-berlin.de You can find more contact information here: *subject to change 4

5 Information TIMETABLE FOR EXHIBITORS MILESTONES OF YOUR PARTICIPATION AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY MARCH APRIL MAY JUNE JULY AUGUST SEPTEMBER PREPARATION PHASE 1 Until October 2017 Define exhibition goals Develop basic concept for exhibition stand size and layout Prepare budget and timetable Make hotel reservations and travel plans Plan and prepare information materials and products for display Plan advertising and promotional activities Plan PR and media services Submit application form to ILA PHASE 2 Until January 2018 Receive Exhibit space location proposal Confirm space location Receive Registration confirmation, deposit invoice, badges and access BECO-Webshop Register co-exhibitor Plan stand construction, equipment, services, personnel Plan communication, advertising Submit Virtual Market Place entry (online or via VMP service hotline) Order exhibition stand construction and technical services Plan activities/events at the exhibition stand and register if applicable Order advertising materials Plan transport, arrange forwarding if required Get exhibition stand construction permit Prepare forms for meeting notes Order additional exhibitor/construction crew badges if necessary Order ticket vouchers PHASE 3 February 2018 Arrange appointments with customers, business associates and media at the exhibition stand Send out invitations to customers/business associates Reserve a press material box Organize promotional activities Check Virtual Market Place regularly for appointment requests Order advertising space at the exhibition ground, in the ILA Quickfinder, the Virtual Market Place and the ILA App PHASE 4 March April 2018 Set-up Delivery of equipment/information materials Approval of stand construction and technical equipment by exhibitor Stand approval by Messe Berlin inspectors Briefing of exhibit stand personnel ISC exhibitor: Register for ISC Buyer s Days PERFORMANCE PHASE 5 During ILA 2018 Access to exhibition grounds with exhibitor badge from 8:00 am, closes at 7:00 pm (visitors 10:00 am 6:00 pm) Customer meetings, appointments Participation in conferences, seminars and events Participation in exhibitor poll Good luck! POSTPROCESSING PHASE 6 After ILA 2018 Dismantle exhibition stand Evaluate trade show objectives, budget/ costs, visitor contacts Send thank-you letter Pay final invoice 5

6 Information COST OVERVIEW CALCULATE YOUR STAND COSTS THIS SUMMARY HELPS YOU TO CALCULATE YOU STAND RENTAL COSTS: BASIC COSTS Stand rental fee, exhibitor passes, promotion package, AUMA fee Technical services (electrical, gas and water connections, cleaning, etc.) Telecommunication and network equipment (telephone, internet etc.) STAND CONSTRUCTION; EQUIPMENT AND DESIGN Stand construction (materials, construction, dismantling, suspensions, etc.) Stand equipment (furniture, floor covering, lighting, etc.) Stand design (lettering, decoration, etc.) STAND SERVICEC AND COMMUNICATION Advertising, invitations, ticket vouchers Catering for visitors Upgraded entry in the ILA Virtual Market Place, press box Promotional materials (brochures, flyers, giveaways, etc.) TRANSPORT AND HANDLING Freight costs, transport and storage, waste removal, insurance STAFF AND TRAVEL COSTS Personnel costs Travel, accommodation, trade show staff expenses OTHER COSTS Trade show evaluation Follow-up activities (thank you letters, sending documents, etc.) Other costs relating to trade show preparation YOUR CUSTOMIZED TRADE SHOW BUDGET 6

7 Trade Show Presence FAQ STAND REGISTRATION WHAT IS THE PROMOTIONAL PACKAGE? The services of the obligatory promotional package include listings in the ILA Quickfinder, in the ILA Virtual Market Place and in the ILA App. WHAT IS THE EXHIBITOR ZONE? The ILA Exhibitor Zone is a helpful info- and service area regarding your trade show presence. You can log in with you password which you received together with your registration confirmation. In the exhibitor zone you can review your registration data, change your contact information, register co-exhibitors or make further registrations. You also find exhibitor relevant information. IS MY COMPANY EXEMPT FROM VALUE ADDES TAX (VAT)? If this is the first time you are taking part in ILA and your organization is located outside of Germany, please download a VAT-ID form from the Download Center, fill it out, and fax it to us at: +49 (0) or send it via to: debitoren@messe-berlin.de. Our colleagues will determine if you are exempt from VAT. ARE THERE ANY SPECIAL REGULATIONSFOR THE REGISTRATION OF AIRCRAFT ON THE STATIC DISPLAY AREA? Do you plan to order a stand, a pavilion, an aircraft or other large exhibits at the static display area? Individual technical frameworks and security requirements apply for the participation outside the exhibition halls. Please get in touch with us before hand in order to communicate your detailed wishes. We will then proceed the necessary steps of verification with flight operation and the responsible technical service providers to offer you a suitable placement. Aircraft exhibitors and participants of the flight display will additionally be contacted ne the ILA flight operation management. WHAT IS THE AUMA FEE? The AUMA fee of EUR 0.60/sqm of exhibition area is levied in accordance with the agreement with the Association of the German Trade Fair Industry (AUMA). WHEN DO YOU SEND THE BILL? You will receive a Down Payment Invoice from ILA Berlin until February The final invoices will be sent after the exhibitions ended. WHAT IS IMPORTANT TO KNOW WHEN MY CONSTRUCTION HEIGHTS IS ABOVE 2,50M? In general every stand has to observe the technical and security guidelines. If your stand exceeds the heights of 2,50m you have to submit your stand construction documents for approval to Messe Berlin technical department. Download under: HOW DO I GET MY EXHIBITOR BADGES? The complimentary exhibitor badges will be send to you via . You will get codes that allow you to create and print your exhibitor badges directly. Additional fee-based exhibitor badges can be ordered in the BECO-Webshop. 7

8 Trade Show Presence SERVICES FOR YOUR SUCCESS BECO-WEBSHOP (ONLINE) All relevant information regarding service companies, installation, stand construction, stand design, parking ticket, advertisement and public relations is published there, including the respective order forms, important deadlines and prices. When your stand request is approved, Messe Berlin will provide you with login data to access the BECO-Webshop. Please take particular note of the deadlines for the different services and order in time to avoid extra charges. For further questions please contact our Webshop Team at unter +49 (0) or STAND CATERING Exhibitors who offer visitors something tasty keep them longer at the stand. For example, you can offer gastronomic specialties of your region. You are not allowed to sell food or beverages, however. By the way, our subsidiary, Capital Catering, can help you with all questions regarding the gastronomical well-being of your guests: Contact: CLEANING AND SECURITY We would be pleased to give you a custom-made service offer for keeping your stand clean and secure. Our cleaning companies offer reliable, professional cleaning and waste management services, both before the trade show starts as well as for the evenings when the trade show is taking place. You can also book a security guard to keep your stand and exhibition merchandise under surveillance day and night, as well as during the construction and disassembly times. In any case, we definitely recommend that you insure your valuable exhibition materials. STAND CONSTRUCTION We will be happy to help you with your stand construction or chalet planning. Our partner, the MB Capital Services GmbH supports you in all questions regarding your stand beginning from planning until construction STAND EVENTS: HALLS AND STATIC DISPLAY AREA Panel discussions, presentations and tours attract press and visitors. Stand parties can strengthen your image in a multidimensional way and create opportunities for informal meetings. Please note that your event must be registered (via the Webshop). Please also note that there are fees for events which take place outside of official trade fair operating hours. Depending on the size of the event, there are additional fees for security personal (mandatory) and other services, such as: barriers, sanitation personnel, coat check, (emergency) medical services etc. Events can take place as early as 9.30 am and must finish by 8.00 pm. Events can only take place in your assigned booth space not in the aisles. Presentations using amplified sound must always be arranged in advance with both trade fair management and your stand neighbors. Event guests who arrive before the end of the trade fair day require a valid trade fair ticket. Event guests who arrive after the trade fair day has ended require a written invitation (original, no copies accepted) from the inviting exhibitor. Please send the invitation to the ILA team beforehand, so we can inform the entrance personnel about your event. For question please contact the ILA Team. BUSINESS CENTER: FOR ALL THAT MATTERS You can find Business Centers at different points on the exhibition grounds. They are an unbelievably useful facility offering photocopying and printing, telephone, Internet, computers, scanning, burning CDs, prepaid/ normal/sim telephone cards, laptop connections, business cards and much more. 8

9 Trade Show Presence TRAVEL AND EXHIBITION GROUNDS SPECIAL FEATURES 1 ILA ConferenceCenter 1 PressCenter 2 3 AVIATION 3 German Armed Forces 3 DEFENSE & SECURITY 4 6 SPACE / Space Pavilion INTERNATIONAL SUPPLIERS CENTER ISC SITE PLAN April 25-29, 2018 Berlin ExpoCenter Airport 6 Entrance East YOU CAN FIND THE ILA SITE MAP ON OUR WEBSITE AT: Entrance West Display Tower CHALETS WEST CHALETS EAST Static Display Area VIP Access TRAVEL PLANNING HOTEL & ARRIVAL It is crucial to book early. You can get very convenient flights, train packages and hotel offers from our partners, e.g. visitberlin: For additional information please visit TICKETS ONLINE Order your tickets online and save money. Starting at the end of this year, you can order passes and day tickets in our online ticket shop: tickets. Additional tickets for company representatives can be ordered via the ILA Webshop. Exhibitors with an exhibitor badge or company representative ticket can enter the exhibition grounds starting at 8.00 am VOUCHER We will send you exhibitor codes via . Those can be redeemed at: VISA In July 2013 all Visa Centers as well as German Embassies and Consulates were informed that an invitation letter by the trade show organizer is no longer needed when applying for visa in order to attend a trade show in Germany. We therefore kindly ask you to refer to this decree when applying for your visa. If the Embassy insists on the invitation letter please contact our representative in your country. TRAVEL WITH YOUR OWN AIRCRAFT Please note that arriving to ILA 2018 with your own or chartered airplane via the airport Berlin Schönefeld (SXF/EDDB) is subject to special conditions and during the exhibition days may be difficult in terms of capacity problems. Details can be found in the aeronautical information such as NOTAMS. You may also arrive through nearby airfields such as Schönhagen (EDAZ), Strausberg (EDAY), Eggersdorf (EDCE). 9

10 Trade Show Presence QUICK ONSITE ORIENTATION EXCELLENT TRANSPORT CONNECTION Berlin ExpoCenter Airport exhibition grounds can be reached easily via various modes of transportation. All important information regarding Berlin airports, train stations and public transport can be found online: SHUTTLE SERVICES TO ILA BERLIN To the East entrance shuttle busses operate regularly from the following stations: AIRPORT TEGEL TRAIN STATION SCHÖNEFELD On public visitor days additionally from the following stations: SUBWAY STATION RUDOW TRAIN STATION SCHICHAUWEG PARKING P3 To the West entrance shuttle busses operate regularly from the following stations: PARKING P1 (only on trade visitor days, for mobility reduced persons) FAIR GROUND > Shuttle on the Static Display Area on trade visitor days VEHICLE ACCESS TO THE EXHIBITION GROUNDS Access is only granted against a deposit payment of 200,- (cash only) DURING THE SET-UP PHASE (12 24 APRIL 2018, 7.00 AM 8.00 PM) Access for cars up to 2.8 tons max. retention time: 1 hour Access for trucks up to 7.5 tons max. retention time: 2 hour Access for trucks more than 2.8 tons max. retention time: 3 hour FOR THE DURATION OF THE TRADE FAIR (25 29 APRIL 2018) Deliveries are only permitted between am and pm Access is only allowed for cars and trucks up to 7.5 tons with appropriate permission Catering deliveries require a deposit payment, max. retention time 1 hour No access for trucks over 7.5 tons DURING THE DISMANTLING PHASE (30 APRIL 5 MAY 2018) From 30 April access time: 7.00 am 9.00 pm For trailers a separate deposit payment of 200,- applies. Unauthorized vehicles parked on the exhibition grounds will be removed at the owner s expense. Starting in February you can find the detailed traffic information guide online in our website Download Center. 10

11 Communication & Marketing ILA VIRTUAL MARKET PLACE VISITORS USE THE VIRTUAL MARKET PLA- CE TO PREPARE FOR AND FOLLOW-UP ON THEIR TRADE SHOW VISIT. YOUR BENEFIT We offer your target groups an easy-to-use, reliable search portal and ensure your company a broad professional audience - before, during and after the trade show. The Virtual Market Place is an innovative online information and communication platform which is available to ILA exhibitors all year round. You can present information about your company and products online, 365 days a year. All products and company profiles can be continuously updated the Virtual Market Place editorial team is happy to offer support. You can find detailed information about the contents of your online entry in the Advertising Box in the stand registration. STEPS FOR YOUR SUCCESSFUL ONLINE PRESENTATION After you have successfully completed your stand registration, send a request to the editorial team for your Virtual Market Place login data and edit your entry online. Update your online entry again shortly before the trade show begins. After the trade show: Regularly update the products in your entry, so that your online presentation is always fresh PUT YOUR COMPANY IN THE LIMELIGHT Place online ads on the Virtual Market Place and on the ILA Homepage. Expand your online presentation by booking an upgrade for additional content the more information your entry contains, the better it will rank in the search results. Publish job vacancies in the online job market and reach qualified candidates USE THE NETWORKING TOOL FOR NEW BUSI- NESS CONTACTS Enter the company contact persons in your exhibitor profile. They will be listed in the networking directory so that interested persons can directly contact them. You can get in contact with other exhibitors and networkers and arrange appointments at the trade show. CONTACT Editorial Team Virtual Market Place Tel.: +49 (0) editorial@virtualmarket.ila-berlin.de For online advertising: Tel.: +49 (0) onlinemarketing@virtualmarket.ila-berlin.de 11

12 Communication & Marketing ADVERTISING, SPONSORING AND COMMUNICATION GET INSPIRED BY THE RANGE OF DIFFERENT ADVERTISING, BRANDING AND SPONSORING OPPORTUNITIES PUSHING YOUR VISIBILITY BEFORE, DURING AND AFTER ILA BERLIN. WE WILL HELP YOU TO OPTIMIZE YOUR TRADE SHOW PRESENCE ADVERTISING, BRANDING AND PROMOTION OPTIONS FOR EXAMPLE CONTACT Branding Tickets, Lanyards Promotion Licence Hosts, Promotion Teams Outdoor Advertising Mega Banner, Window Branding Indoor Advertising Window Branding, Column Branding Special Advertising Ellipse Displays Online Advertising Online Banner at ILA Virtual Market Place +49 (0) COMMUNICATION OPTIONS FOR EXAMPLE CONTACT ILA Flyer & Posters Your invitation mailings ILA Ticket Vouchers Your invitation campaign ILA Banner Your correspondence Social Media On your social media channels YouTube SPONSORING AND SPONSORING PACKAGES OPTIONS FOR EXAMPLE CONTACT Individual offers and packages Further details are available at 12

13 Communication & Marketing PRESS SERVICE THE ILA ORGANISERS CAN ASSIST YOU WITH THE PLANNING AND EXECUTION OF YOUR FAIR-RELATED PRESS WORK. YOUR CONTACTS AT MESSE BERLIN Wolfgang Rogall PR Manager Ilka Dreimann PR Assistant Tel. +49 (0) Tel. +49 (0) PRESS CENTRE During the event the press Centre will be located in Hall 1, Berlin ExpoCenter Airport. PRESS BOXES Press boxes are available at the Press Centre for use by ILA exhibitors. They can be used to distribute press material to media representatives, in the form of press kits, press releases or electronic data media (no brochures or advertising material please). The press boxes are located at the entrance to the Press Centre. 13

14 Communication & Marketing PR FOR EXHIBITORS DATES AND TIMES OF PRESS EVENTS The ILA organisers will endeavour to coordinate the dates and times of exhibitors press events, which will be listed online in the Press Events Calendar. This applies to press conferences, photo opportunities or other events which are mainly organised for media representatives. Please let us know if you wish to publicise your press event on the stand, the chalet or the display area. Please use the booking form for press conferences (as download) if you wish to hold a press conference at the Press Centre In advance you can find out about any press events that have been already been approved at Press Events. NEWS news aktuell, part of the dpa group of companies, is available to assist exhibitors at the ILA Berlin to actively address the media, both nationally and internationally. Their range of dissemination services enables your press releases (text, pictures or multimedia) to be sent to the daily media via news satellite, as well as reaching technical journalists and industry insiders via and RSS. Your content is also included in search engines (Google News, YAHOO!), web portals, professional databases and social media services such as Twitter, Facebook, YouTube etc. In this way your news and offers can be easily found on the internet. FOR MORE DETAILS CONTACT: news aktuell GmbH Sabine Lahl Tel. +49 (0) info@newsaktuell.de 14

15 Communication & Marketing CONTACT US THE EXPERIENCED ILA ORGANIZATION TEAM IS ALWAYS THERE FOR YOU. DO YOU HAVE ANY QUES- TIONS? WOULD YOU LIKE US TO SEND YOU SOME INFORMATION, OR MAYBE YOU HAVE A SPECIAL REQUEST? IN ANY CASE, PLEASE CONTACT US. CONTACT FOR EXHIBITORS Direct link to the ILA Team: EXHIBITOR SERVICE For all questions about stand equipment or trade show organization: Tel. +49 (0) fair-service@messe-berlin.com PROTOCOL Tel. +49 (0) Fax +49 (0) protokoll@messe-berlin.de SPONSORING PACKAGES Margrit Julius Tel. +49 (0) julius@messe-berlin.de CATERING Capital Catering GmbH Tel. +49 (0) Fax +49 (0) projekte@capital-catering.de TICKET SERVICE For questions about parking coupons, tickets, codes and badges kartenservice@messe-berlin.de PRESS Wolfgang Rogall, PR Manager Fax +49 (0) rogall@messe-berlin.de SYSTEM STAND CONSTRUCTION MB Capital Services GmbH Komplettstände, Systemstände und Zubehör Tel. +49 (0) Fax +49 (0) systems@mb-capital-services.de INDIVIDUAL STAND CONSTRUCTION MB Capital Services GmbH Tel. +49 (0) Fax +49 (0) info@mb-capital-services.de VIRTUAL MARKET PLACE Virtual Market Place Tel. +49 (0) editorial@virtualmarket.ila-berlin.de ADVERTISING SPACE, PROMOTION MB Capital Services GmbH Lilith Strebl-Schneider, Marketing Director Advertising & Sponsoring Tel. +49 (0) Fax +49 (0) strebl-schneider@messe-berlin.de 15

16 CONTACT German Aerospace Industries Association (BDLI) Tel. +49 (0) Messe Berlin GmbH Tel. +49 (0) IMPRINT Company information pursuant to 5 German Act for Telemedia Services Messe Berlin GmbH Messedamm Berlin Germany Management Board: Dr. Christian Göke, CEO Dirk Hoffmann, COO Chairman of the supervisory board: Wolf-Dieter Wolff Tel. +49 (0) central@messe-berlin.de District Court Berlin-Charlottenburg HRB 5484 (Commercial Code) USt.-IdNr. DE Subjetc to change, as of: December 2017 The ILA Exhibitor Guide is protected by copyright. Exhibitors can use the content at no charge. The Exhibitor Guide must not be changed or redesigned nor used for other purposes than the ILA Berlin participation. The right of use is not transferrable to a third party. 16