Information for Exhibitors

1. Contact details, assembly and disassembly dates and trade fair opening hours.

Exhibitor service: konsultanttechniczny@warsawexpo.eu

Stand assembly

  • with individual building development: February 28, 2023 – 8:00-18:00 and March 01, 2023 – 8:00-20:00
  • with building development by Ptak Warsaw Expo: March 01, 2023 – 8:00-20:00

Stand disassembly

  • March 4, 2023 at 17:00-24:00
  • March 5, 2023 – 8:00- 12:00

Opening hours of the fair – 02-04 March 2023

  • For exhibitors – 9:00-18:00
  • For visitors – 10:00-17:00

2. Important technical information PTAK WARSAW EXPO (PWE): electricity, water and Internet connections, admissible load on the exhibition area, maximum weight of suspended elements, maximum height of construction

Electrical connections:
The Exhibitor is obliged to order the appropriate power of electrical connections, necessary to power all electrical devices used at the stand.
The sum of the power of devices and lighting at the stand will be the basis for ensuring the appropriate power of connections.

Water connections:
The Exhibitor is obliged to order water connections in the amount corresponding to the number of connected machines and devices at the stand. It is forbidden to connect more than one appliance or sink to one water connection (applies to both the inflow and outflow). It is unacceptable to use switching stations and branches for several devices.

Characteristics of connections in PWE:

Electrical connections:

  • we deliver in the power ranges (in kWh) specified in the Organiser’s order form
  • three-phase current is supplied from 9 kW
  • Exhibitors ordering three-phase current are asked to specify the type of socket (16 A, 32 A, 63 A) and the power consumption of the machine / device connected at the stand, the Exhibitor / subcontractor of the installation is obliged to precisely define the place of exit of individual connections on the project.

Water connections:

  • inflow – 0.5 inch hose diameter, ended with a valve
  • sink drain – 1 inch conduit
  • device / machine drain – PVC cable, diameter 2 inches

Podłączenia Internetu – cable or Wi-Fi connection (depending on the Exhibitor’s needs)
One Internet connection is assigned to only one computer.

MAXIMUM LOAD OF 1 m2 OF EXHIBITION AREA: 2.5 T / m2 AND MEDIA CHANNELS: 500 kg.

MAXIMUM WEIGHT OF SUSPENDED ELEMENTS: 50 kg / 1 point *

* All kinds of suspensions are each time agreed with the technical consultant. Suspending the customer’s element to the Hall’s ceiling is possible only after providing the required documentation (declaration regarding the suspension of the elements, the stand base with the design and marked places for suspensions, approval documents / manufacturer regarding the Trilock / Quadrolock structure, possibly other or own structure to which the elements will be suspended – no later than 40 days before the event and after obtaining the Organiser’s consent.

MAXIMUM HEIGHT OF THE BUILDING OF INDIVIDUAL STANDS: in accordance with the technical plan of the stand received from the Organizer.

3. Information on the procedures for the acceptance of stands, surfaces and safety rules on the premises of PWE

The place of collection of the stands is the Exhibitors’ Technical Service Point located on the premises of PWE.

Additional orders or changes to the construction of the stands made, will be implemented, if possible, on the day of receipt of the stands.

Arrangement of the stands by the Exhibitors takes place on the day of receipt of the stands.

According to the trade fair regulations, only non-flammable materials or materials protected with fire retardants up to the level of low flammability may be used to decorate the stand.

Fire-proof impregnated materials must have a valid fire-proof certificate.

The Exhibitor is obliged to present at the Exhibitors’ Technical Service Point current certificates confirming the level of low flammability and non-flammability of the materials used.

There is a total ban on smoking, bringing in and using gas cylinders, also of the tourist type, on the premises of PWE.

Decorations used at the stand may not damage the walls and floor of PWE, therefore it is forbidden to lean metal, glass or furniture against the walls without proper protection.

Exhibitors decorating their own stands are prohibited from hammering, screwing nails, screws and thumbtacks into the walls.

In the event of damage to the elements of the stand construction, the Exhibitor will be charged with the costs of replacing or repairing the damaged element.

Leaving the exhibitor's components at the stand:

According to the regulations of the Fair, the removal of exhibits and the liquidation of the display at the stand before the end of the Fair is prohibited.
The elements of the stand are disassembled during the hours specified by the Organizer. Exhibitors are required to remove all decorations used at the stand (exhibits, billboards, banners, posters with double-sided tape, colored foil on the development modules) and restore the exhibition space (stand) to the state on the date of handover by the Organizer.

ATTENTION!!!

In the event of damage to the stand modules or the decoration elements (graphics) left on the stand, the Exhibitor will be charged with the costs of renovation or cleaning of the stand modules.

The Organizer shall not be liable in any way for the destruction or loss of the Exhibitor’s property not removed from the Fair by the Exhibitor on time.
On the premises of PWE, it is strictly forbidden to use open fire, machines such as grinders or welding machines, as well as dusting tools without an extraction vacuum cleaner.

The place of receipt of the space along with the ordered connections is the Exhibitors’ Technical Service Point located on the premises of PWE.

The acceptance of the space along with the media connections for the stand construction takes place on the day of commencement of the assembly on the basis of Exhibition area acceptance protocol

The person collecting the space, if it is not the Exhibitor (e.g. the building contractor), should have the original authorization signed by the Exhibitor, signed and stamped by the Exhibitor. Persons authorized by the Exhibitor to construct the building in order to move freely around the Fair grounds should have technical IDs, which will be available at the Exhibitors’ Technical Service Point. Technical IDs should be completed with the details of the persons authorized to assemble the stand.
Technical IDs are valid only during assembly and disassembly and do not authorize entry to the Fair during the event.

Stands, their furnishings and decorations must be made only of non-flammable materials or secured with flame retardants with an appropriate level of low flammability. The Exhibitor is obliged to present the Organizer with an appropriate certificate confirming the flammability of the materials.
A scan or photocopy of certificates should be sent to the Organizer together with the architectural design of the stand 40 days before the start of the Fair.
The stand construction contractor is obliged to remove all waste and elements left over from the construction site from the stand and communication routes.
The building contractor is obliged to finish or cover each wall adjacent to the neighboring stand and which is higher than 2.4 m in an aesthetic manner, in white. It should be made of non-transparent materials.

The Exhibitor is fully responsible for any loss or damage resulting from improper use of the surface, rooms and devices of PWE by its own employees or the company building the Exhibitor’s stand.
Workers performing electrical installations must have valid SEP certificates in the field of operation of electrical devices.

The exhibitor who builds the exhibition space on his own or through a rented external company is obliged to:

  • provide the name and address of the company building the stand,
  • authorize the contractor for the construction of the stand to take over the exhibition space for the construction works under the protocol
    fair,
  • submit the architectural, electrical and plumbing design of the stand for approval by the Organizer 40 days before the start of the fair,
  • obtain consent to perform the above-mentioned technical installations.
  • send the contractor’s authorization and declaration, along with certificates confirming that the materials used for the construction of the stand are non-flammable
  • send full documentation on suspended structures

Dismantling of self-built exhibition stands

According to the regulations of the Fair, the removal of exhibits and the liquidation of the display at the stand before the end of the Fair is prohibited.

The elements of the stand are disassembled during the hours specified by the Organizer. Exhibitors are obliged to remove all decorations used at the stand (exhibits, billboards, banners, posters with double-sided tape, colored foil on the development modules) and restore the exhibition space to the state on the day it was handed over by the Organizer.

Disassembly of the stand must be completed no later than by the end of the date set by the Organizer. Failure to meet the deadlines will result in charging the Exhibitor with additional costs. After the dismantling is completed, the exhibition space should be handed over to the Organizer in an intact condition, corresponding to the condition of the space before the assembly of the stand. All elements used in the construction of the stand, carpeting and adhesive tape must be removed from the surface.
The exhibitor is responsible for any damage resulting from improper disassembly. The Organizer shall not be liable in any way for the destruction or loss of the Exhibitor’s property not removed from the Fair site on time by the Exhibitor.
The teams entering the disassembly must have “technical” IDs (to be collected at the Exhibitor Service Point, on the premises of PWE).
Entry of vans and trucks for disassembly is possible only from the end of the Fair.

4. Information on unloading, courier and forwarding in PWE.

Unloading and transport of materials on the premises of PWE. EXHIBITORS USING COURIER COMPANIES ARE LIABLE TO PERSONALLY COLLECT THE PACKAGES.
The delivery of goods and fair exhibits during the Fair must be completed at least 30 minutes before the opening of the Fair, and on other days it takes place during the assembly hours of the stands.
The Organizer is not responsible for packages sent to Exhibitors, therefore no shipment will be picked up from the courier company at the Exhibitors’ Technical Service Point.

The following companies have exclusivity for transport services (e.g. moving around the exhibition halls of forklifts and other transport vehicles):

NETLOG POLSKA Sp. z o.o.
Rafał Skrobutan
Koordynator/ Coordinator
tel. +48 22 256 70 55
tel. +48 668 890 274
e-mail rafal.skrobutan@netlog.org.pl
www.netlog.org.pl

TRANSMEBLE INTERNATIONAL
Marcin Frontczak
tel.+48 501 710 984
e-mail marcin@transmeble.com.pl

The Official Freight Forwarder of the Fair provides exclusive unloading / loading services on the premises of PWE with the use of mechanical devices, i.e. forklifts and crane trucks. Therefore, it is forbidden to bring into the premises by Exhibitors and persons on the premises of PWE. third, mechanical devices used for unloading, e.g. cranes, mechanical forklifts, without the consent of the Organizer or the Official Freight Forwarder of the Fair.

The Freight Forwarder provides services through:

  • organization of transport of exhibits, comprehensive customs services,
  • unloading and loading of market goods in accordance with the sender’s instructions,
  • support of qualified personnel in unpacking / packing exhibits at the stand,
  • professional storage of empty packaging, exhibits and stand construction materials,
  • rental of trolleys and transport platforms,