Organizational information for Exhibitors

1. Contact information, installation and dismantling deadlines, and trade fair opening hours. 

Exhibitors’ support: konsultanttechniczny@warsawexpo.eu
Stand assembly:
  • individual installation: 04.12.2024 8:00-18:00, 05.12.2024 8:00-20:00.
  • installation by Ptak Warsaw Expo: 05.12.2024 8:00-20:00
Stand disassembly:
  • 08.12.2024 17:00–24:00
  • 09.12.2024 8:00–12:00
Exhibition Opening Hours at December 6 - 8, 2024:
  • For exhibitors - 8:00 a.m. – 6:00 p.m.
  • For visitors - 10 a.m. – 5 p.m.

All details will be available soon

2. Important technical information for PTAK WARSAW EXPO (PWE): power, water, Internet connections, allowable load on exhibition space, maximum weight of suspended elements, maximum height of structures.

Electrical connections:

The exhibitor is obligated to order the appropriate power for electrical connections necessary to supply all electrical devices used at the stand.
The total power of devices and lighting at the stand will be the basis for ensuring the appropriate power supply.

Water connections:

The exhibitor is obligated to order water connections corresponding to the number of connected machines and devices at the stand. Connecting more than one device or sink to a single water connection is prohibited (applies to both inflow and outflow). The use of distribution points and branching for multiple devices is not allowed.

Description of connections on the premises of PWE: 

Electrical connections:
  • are delivered within the specified power ranges (in kWh) as determined in the Organizer's order form,
  • three-phase power is supplied from 9 kW,
  • Exhibitors ordering three-phase electricity are requested to specify the type of socket (16 A, 32 A, 63 A) and the power consumption of the machine/device being connected at the stand. The exhibitor/subcontractor responsible for the construction is obliged to accurately determine the location of each connection outlet on the project.
Water connections:
  • inlet – pipe diameter 0.5 inches, terminated with a valve,
  • sink drain – 1-inch pipe,
  • device/machine drainage – PVC pipe, diameter 2 inches.

Internet connection:  wired or Wi-Fi connection (depending on the Exhibitor's needs).
One internet connection is assigned to only one computer.

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

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

* All types of hangings are always coordinated with the technical consultant. Hanging of the client's element to the ceiling of the Hall is possible only after submitting the required documentation (declaration regarding the hanging of elements, stand base with a design and marked hanging points, documents attesting to the Trilock/Quadrolock construction or any other, whether proprietary design to which the elements will be attached - no later than 40 days before the start of the event and after obtaining the Organizer's consent).

MAXIMUM HEIGHT OF INDIVIDUAL STAND CONSTRUCTION: according to the technical plan of the stand received from the Organizer.

3. Information regarding the procedures for stand handovers, space allocation, and safety regulations at the PWE premises.

The place of stand pickup is the Exhibitors' Technical Service Point located on the premises of PWE.

Additional orders or changes to the constructed stands will be carried out, if possible, on the day of stand delivery.

The arrangement of stands by Exhibitors takes place on the day of stand reception

According to the trade fair regulations, only non-flammable materials or materials treated with fire-resistant agents to a degree of difficulty in ignitability are allowed for stand decoration.

Fireproof impregnated materials must have a current fireproof certification.

The exhibitor is required to present current certificates confirming the level of fire resistance and non-flammability of the materials used at the Exhibitors' Technical Service Point.

In the PWE area, smoking, bringing, and using gas cylinders, including the tourist type, are strictly prohibited.

The decorations used at the stand cannot damage the walls and floor of PWE, so leaning metal, glass, or furniture elements against the walls without proper protection is prohibited.

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

In case of damage to the components of the stand structure, the Exhibitor will be responsible for the costs of replacing or repairing the damaged component.

Leaving exhibitor items at the stand:

According to the trade fair regulations, the removal of exhibits and the dismantling of the stand before the end of the fair is prohibited.

The dismantling of stand elements takes place during hours specified by the Organizer. Exhibitors are obliged to remove all decorations used at the stand (exhibits, advertising boards, banners, posters along with double-sided tape, colored foil on construction modules) and restore the occupied exhibition space (stand) to the condition as of the day handed over by the Organizer.

ATTENTION!!! 

In case of damage to the stand modules or leaving decorative elements (graphics) on the stand, the Exhibitor will be responsible for the costs of renovation or cleaning of the stand modules. 

The organizer is not liable for any damage or loss of property of the Exhibitor not removed from the Trade Fair premises by the Exhibitor within the specified timeframe. 
In the PWE area, there is a complete prohibition on using open fire, machinery such as a grinder or welder, as well as dusty tools without a vacuum extractor. 

The place of surface pickup along with the ordered connections is the Exhibitors' Technical Service Point located on the premises of the PWE . 

The acceptance of the surface together with the connections of utilities for the construction of the stand takes place on the day of the assembly commencement based on the Protocol of Acceptance of the exhibition space.

Person picking up the area, if not an Exhibitor (e.g., stand contractor), should have the Exhibitor's original authorization signed and sealed by the Exhibitor. Upon arrival for setup and the exhibition, please report to the Exhibitor Office to collect identifiers and receive the stand. During setup, we issue 'SETUP' stickers, and during the exhibition, an 'EXHIBITOR' identifier. IDENTIFIERS ARE ISSUED ONLY AT THE EXHIBITOR OFFICE. Each person preparing and managing the stand is required to wear the identifier (in a visible location) throughout the setup and exhibition period. The 'EXHIBITOR' identifiers will be issued no earlier than the day before the opening of the exhibition. To facilitate the efficient issuance of identifiers, we recommend filling in the information in the generator.

The technical identifiers are only valid during assembly and disassembly and do not authorize access to the fairgrounds during the event.

: Stands, their equipment, and decorations must be made exclusively from non-flammable materials or protected with fire-retardant substances of the appropriate degree of flame resistance. The exhibitor is obliged to present to the Organizer the relevant certificate confirming the flammability rating of the materials.

The scan or photocopy of certificates should be sent to the Organizer along with the architectural design of the stand 40 days before the start of the Fair.

The contractor responsible for the construction of the stand is obliged to remove all waste and elements remaining from the construction from the stand and communication pathways.
The contractor responsible for the installation is obligated to finish or expose, in an aesthetically pleasing manner and in white color, every wall adjacent to the neighboring stand and higher than 2.4 m. The exposure should be made of non-transparent materials.

The exhibitor bears full responsibility for any losses or damages resulting from improper use of the exhibition space, as well as the premises and equipment of the Exhibition and Congress Centre by their own employees or the company responsible for building the exhibitor's stand.
Employees performing electrical installations must have current SEP certificates for the operation of electrical devices.

Exhibitor performing stand construction independently or through a hired external company is obligated to:
  • provide the name and address of the company carrying out the stand construction,
  • authorize the stand construction contractor to formally take over the exhibition space for the construction of the trade fair stand,
  • submit the architectural, electrical, and plumbing project of the stand for approval by the Organizer 40 days before the start of the fair,
  • obtain approval for the installation of the mentioned technical systems,
  • submit the authorization and a statement from the contractor, along with certificates confirming that the materials used for stand construction are non-flammable,
  • submit complete documentation regarding suspended structures.
Dismantling of self-constructed exhibition stands

According to the Trade Fair regulations, the removal of exhibits and the dismantling of the stand before the end of the Trade Fair is prohibited.

The dismantling of stand elements takes place during hours specified by the Organizer. Exhibitors are obliged to remove all decorations used at the stand (exhibits, advertising boards, banners, posters along with double-sided tape, colored foil on construction modules) and restore the occupied exhibition space to the condition it was in on the day handed over by the Organizer.

Dismantling of the stand must be completed no later than the end of the specified deadline set by the Organizer. Failure to meet deadlines will result in additional costs for the Exhibitor. After dismantling, the exhibition space should be handed over to the Organizer in an undamaged condition, corresponding to the condition of the space before the stand was assembled. All elements used for stand construction, carpeting, and adhesive tape must be removed from the space. The Exhibitor is responsible for any damages resulting from dismantling conducted improperly. The Organizer assumes no responsibility for the destruction or loss of the Exhibitor's property not removed from the Fairgrounds by the Exhibitor within the specified timeframe. Teams entering for dismantling must have 'technical' identifiers (available for pickup at the Exhibitors' Technical Service Point, on the Fairgrounds). Entry of delivery and heavy-duty vehicles for dismantling is only possible from the time of the Fair's conclusion.

4. Information about unloading, courier shipments, and freight at PWE.

Unloading and transport of materials on the premises of PWE. EXHIBITORS USING COURIER COMPANIES ARE REQUIRED TO PERSONALLY RECEIVE THE DISPATCHED PACKAGES.

The delivery of goods and trade show exhibits during the Trade Fair must be completed at least 30 minutes before the opening of the Fair, and on the remaining days, it takes place during the stand setup hours.

The organizer does not take responsibility for packages sent to exhibitors, therefore, no shipment will be accepted from the courier company at the Exhibitors' Technical Service Point.

The exclusive rights for transportation services (including the movement of forklifts and other transport vehicles in trade fair halls) belong to the following companies:

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 Trade Fair Freight Forwarder performs, on an exclusive basis, loading and unloading services on the premises of the PWE (Polish Exhibition and Congress Center) using mechanical devices such as forklifts and cranes. In connection with this, a prohibition on the introduction of mechanical devices for unloading, such as cranes and mechanical forklifts, onto the premises by Exhibitors and third parties is in force at the PWE (Exhibition Grounds), without the consent of the Organizer or the Official Fair Freight Forwarder.

The Freight Forwarder provides services through:
  • organization of exhibition transport, comprehensive customs services,
  • unloading and loading of trade goods in accordance with the sender's instructions,
  • assistance of qualified personnel in unpacking/packing exhibits at the stand,
  • professional storage of empty packaging, exhibits, and stand construction materials,
  • rental of forklifts and transport platforms,