TECHNICAL GUIDELINES FOR EXHIBITORS AT CONVENTA
1. General organization information
The exhibitor must ensure that this information is communicated to all staff present at the exhibition space
during the preparations for the trade show as well as during the event.
1.1 Trade show venue
The Conventa trade show will take place at the GR - Ljubljana Exhibition and Convention Centre, Dunajska
cesta 18, SI-1000 Ljubljana (http://www.ljubljanafair.com). Detailed information about the location can be
found here. Trade show will be held in the Marmorna Hall on ground floor.
1.2 Set-up and dismantling of the exhibition stands
Tuesday, 20 January 2015
14.00 - 18.00
Setting up exhibition stands (for exhibitors) and preparations for the trade show
Wednesday, 21 January 2015
08.00 - 09.00
Setting up exhibition stands (for exhibitors) and preparations for the trade show
Thursday, 22 January 2015
17.30 - 18.30
Dismantling of the exhibition stands
1.3 Official programme
Tuesday, 20 January 2015
09.00 – 17.00
IMEX-MPI-Future Leaders Forum – Student's workshop - GR
17.00 – 18.45
Conventa Academy - Hotel Slon Premier Best Western
Welcome reception – Grand Hotel Union
19.00 – 22.30
Detailed programme of Conventa Academy will be announced at the Conventa website.
Wednesday, 21 January 2015
07.30 - 09.00
Registration and setting up exhibition stands (for exhibitors)
09.30 – 10.00
Coffee / tea with hosted buyers
10.00 - 13.00
One2one Meetings
13.00 - 14.20
Lunch
14:20 - 17:00
One2one Meetings
19:30 – 22.00
Conventa networking dinner, CD – Congress Centre Ljubljana
22:00 -
After party, Club CD
Thursday, 22 January 2015
09.30 – 10.00
Coffee / tea with hosted buyers
10.00 - 13.00
One2one Meetings
13.00 - 14.20
Lunch
14:20 - 17:00
One2one Meetings
17.00 - 18.00
Dismantling of the stands
2. Getting there
2.1 Entry and registration
Entry to the event will be possible as follows:
- exhibitors will receive their name badges at the Registration desk at the GR on Tuesday afternoon
or at the Welcome Reception in the Grand Hotel Union on Tuesday evening or at GR on
Wednesday morning
2.2 Material deliveries (by car)
Deliveries for exhibition stands are possible on (use delivery entrance at the GR - Ljubljana Exhibition and
Convention Centre, Dunajska 18):
Tuesday, 20 January from 14.00 to 18.00
Wednesday, 21 January from 7.30 to 9.00
Outside the above timeframes, additional materials can only be brought through the exhibitors' entrance
(through Marmorna hall).
3. EXHIBITION STANDS
3.1 Exhibition stands construction
The Conventa organizers strive to organize the trade show according to the principles of sustainable event
management.
Exhibition stand construction is therefore made from wooden crates from natural material, which have
been used and will be reused also for the future events. We have got a very positive feedback from
exhibitors as well from the hosted buyers at Conventa in the past years. We hope that you will enjoy the
positive atmosphere created for business meetings.
We would like to invite you to set-up your exhibition stand in line with the Conventa image. Please note:
promotional roll-ups will not be allowed at the stands.
You will be able to fix the images to the »closed sides« of the crates, while open sides of the crates can be used as shelves for promotional materials or some special objects or symbols from your hotel, congress
centre, agency (sample pictures below).
3.2
Utilities and fittings at Conventa exhibition stands
2
4 m exhibition stand (Black Sea Package)
Organiser will provide standard exhibition stand, dimensions 2 x 2 m with a standard banner with
exhibitor's name. Exhibition stand includes wall construction made of wooden crates, a table (dimensions
140 x 80 cm), 4 chairs, electricity – 220 V power outlet and daily stand cleaning. Password for the Wi-Fi
internet will be available at the registration desk.
There are maximum of two representatives per exhibitor.
2
8 m exhibition stand (Adriatic Package)
Organiser will provide standard exhibition stand, dimensions 4 x 2 m with a standard banner with
exhibitor's name. Exhibition stand includes wall construction made of wooden crates, two tables
(dimensions 140 x 80 cm), 8 chairs, electricity – 220 V power outlet and daily stand cleaning. Password for
the Wi-Fi internet will be available at the registration desk.
There are maximum of four representatives per exhibitor.
2
12 m exhibition stand (Mediterranean Package)
Organiser will provide standard exhibition stand, dimensions 6 x 2 m with a standard banner with
exhibitor's name. Exhibition stand includes wall construction made of wooden crates, three tables
(dimensions 140 x 80 cm), 12 chairs, electricity – 220 V power outlet and daily stand cleaning. Password for
the Wi-Fi internet will be available at the registration desk.
There are maximum of six representatives per exhibitor.
Empty exhibition space (Space package)
Organiser will provide unequipped floor space where the exhibitor can use his own stand designers and
2
suppliers to construct the stand. The minimum size is 8m . Rental price includes Wi-Fi internet connection
and electricity – 220 V power outlet.
There are maximum of 2 representatives per every 4m2.
Constructions, installations, other equipment elements and decorations should not interfere the general
image of the Conventa trade show and should not disturb the neighbouring exhibitors or participants. The
exhibitor should send a drawing and technical specifications of the stand to technical organiser
([email protected]) no later than 14 days before the exhibition set-up.
Maximum height of the exhibition stand is 250 cm. For constructions higher than 250 cm, exhibitor should
get the written approval from the technical organiser. Any interference of exhibitors with the construction
of the permanent buildings (drilling, painting, use of marking adhesive tape, pasting on walls, etc.) is strictly
forbidden.
If the allocated exhibition space is crossed by a passage to an emergency exit and/or a fire hydrant (see plan
of allocated exhibition space), the passage must be clearly marked and accessible regardless of the
exhibitor’s pavilion or stand plan. The adequacy of such a passage will be judged by the fire safety service of the GR, Ljubljana Exhibition and Convention Centre.
Cleaning of the exhibition stands is possible in the morning from 8.00 to 8.30.
3.3 Catering
During the Conventa trade show catering services will be provided by the selected caterers. For this reason,
your own food and drink may not be served on the premises.
3.4 Exhibition stand layout
Stand number (dimensions 50 x 33 cm) and the name of exhibitor (dimension 100 x 33 cm) printed to the
cardboard is included in the price of the stand rental. (PICTURE 1)
We would like to suggest, that you use the same materials for printing as the organiser, or you can order
the images from the organisers directly.
3.5 Printing of the images
Upon additional payment we can offer:
Printing of small images, dimensions 50x33 cm; PRICE: 10 EUR + DDV
(estimated 1-6 images per exhibition stand) (PICTURE 2)
PICTURE 1
PICTURE 2
Printing of one big image, dimensions 150x66 cm, horizontal (PICTURE 3 AND 4) PRICE: 50 EUR + DDV
PICTURE 3
PICTURE 4
Printing of one big image, dimensions 100x99 cm, vertical (PICTURE 5); PRICE: 50 EUR + DDV
PICTURE 5
By printing on the cardboard you will act environmental friendly. Images printed on the cardboard can be
reused for other occasions or can be recycled.
Orders for the printing of the images should be addressed to [email protected] no later than
January 6, 2015. Organisers will issue the pro-forma invoice and give you the ftp. address to upload your
images.
3.6 Exhibition layout
The layout will be set by the organizer. Before assembly works begin, the exhibition spaces will be marked
with the standard banners and the staff at the Conventa reception desk will provide directions to your
allotted space. Exhibition layout will be available at the Conventa website www.conventa.info.
3.7 Regulations regarding the fittings of the exhibition space
Construction frames, installations, equipment, decorations and demonstrations at the exhibition space
must not diminish the general appearance of the Conventa trade show, and must not infringe upon
adjacent exhibition spaces or visitors, meaning that they must not extend outside the allotted space, and no
sound, lighting or other effects may be used which might disturb other exhibitors.
The organiser reserves the right to make corrections to the exhibition space if it diminishes the general
appearance of the Conventa trade exhibition.
3.8 Disassembly and removal of exhibits
Disassembly of the exhibits and exhibition spaces begins immediately after the closing of the Conventa
show on 22 January 2014, from 17.30 to 18.30.
The exhibitor or contractor in charge of the exhibition stand is required to remove all promotional materials
after the trade show. Organizers would appreciate if you leave the stand the same as it was on your arrival.
Please plan in advance the quantity of promotional materials!
4. Additional technical services
4.1 Technical services, additional decoration, photographer
Exhibition stands are equipped with the electricity and access to the wireless internet. For any additional
technical and other services please contact the organisers before the event or personnel at the registration
desk during the event.
4.2 Sending materials in advance
Materials can also be sent in advance to the following address:
GR - Ljubljana Convention and Exhibition Centre
Mr Miha Gartner (for Conventa)
Dunajska cesta 18
SI-1000 Ljubljana
Slovenia
Please write the exhibitor’s name on the package and inform us in advance about the delivery. If received
by Tuesday 20 January 2014, materials will be delivered to your stand by Conventa staff.
5. Parking
As the number of parking places at the GR is limited, we advise you to use public parking spaces behind the
GR or Slovenijales building. The lot may be accessed via Valjhunova street. The price of these parking spaces
is 3,5 EUR per day (22% VAT included).
Other available and payable parking spaces are situated along Vilharjeva, Železna, Linhartova, Valjhunova and Dunajska streets and in front of the IPH centre and at the Bežigrajski Dvor parking house (all approximately 500m from the fairgrounds).
6. Transfer from hotels to Convention centre
Transfer for exhibitors, which will book their rooms in Conventa official hotels will be organised. Transfers
will be organised on 21 and 22 January 2015. Detailed schedule will be available at the Conventa website
7. Hotel accommodation
In cooperation with the partner hotels, Conventa offers special rates for Conventa exhibitors (includes
hotels in Ljubljana). List of hotels and prices will be available at Conventa website.
8. Contacts
Name
Ms Natalija Bah Čad
GO.MICE
Mr Miha Gartner
GR
Responsibility
Exhibition manager
Venue manager
Phone
+3860 1/430 51 04
+386 40 822 444
+386 1/ 300 26 27
+386 31 233 966
E-mail
[email protected]
[email protected]
We wish you a successful trade show and pleasant staying in Slovenia!
Sincerely,
Slovenian Convention Bureau
GO.MICE / Toleranca marketing
GR – Ljubljana Exhibition and
Convention Centre