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3 - 6 December 2021

IBC2022 Booking Process

IBC2022 Booking Process

What are Show History Points?

Also known as Priority Points, SHP are used to determine the order in which exhibitors may choose spaces on the floorplan for the upcoming show. 

Ten points are awarded for exhibiting, five points are awarded for being a non-exhibitor on IBC Digital and one point is earned for every £2,000 spent directly with IBC between exhibition space, meeting space and sponsorships during that calendar year. 

Exhibitors will be invited to their meeting appointments in show history point order. 

Before IBC2021, exhibitors earned SHP on a slightly different algorithm. These points are carried over and this new system is used for awarding points from IBC2021 onwards. 

Do Co-Exhibitors Gain Show History Points?

Co-exhibitors do not gain show history points. Only discrete stand or meeting spaces generate show history points. Co-exhibitors may also engage in sponsorship, which earns points.

What happens if an exhibiting company acquires another exhibiting company that has accrued show history points over the years?  

 The show history points of the two companies will not be combine. Instead, the highest point value of either exhibitor will be applied to the remaining exhibiting company and the other points lost. This must take place before 1st November to be applied to the IBC2022 booking cycle.

What happens if two companies split, or a smaller business unit of an existing exhibitor wants to have its own space?  

The show history points of the second company will start at zero and it must begin to earn its own points. Points cannot later be applied to the parent company. 

Can my company lose show history points?

If you do not earn points for two consecutive years your show history points will be reset to zero. If you were contracted to exhibit at IBC2020 and are up to date on your payments, this will not count as a lost year as we did not have a physical exhibition. Exhibitors who last exhibited at IBC2019 and who missed 2020 and 2021 will be reset to zero on 1st November 2021. 

It has always been IBC’s policy that exhibitors who do not exhibit for two consecutive years have their points reset to zero. Points are now earned for sponsorship spend as well so sponsors without stand space who earn points through sponsorship do not have their points reset to zero having not exhibited. 

What happens to my show history points if I cancel my participation at IBC2021?

Exhibitors do not gain points when cancelling their participation. Only active participation spend counts towards accruing points. Exhibitors who cancelled their participation in IBC2020 were awarded a nominal point gain to ensure they did not lose out on points or let it count as a lapsed year as there was no show. If you did not exhibit at IBC2020, cancel IBC2021 and spent nothing on sponsorships in both years, this would count as two consecutive years of non-participation and your points would reset to zero. 

If you cancel your stand space at IBC2021 but have arranged a separate sponsorship package you will not earn the 10 points for exhibiting but will still earn one point per £2,000 spent. 

I am exhibiting as part of an International Pavilion; do I accrue show history points?

New from IBC2022 - Pavilion exhibitors will gain the 10 participation points for each year exhibited. No additional points will be given unless the pavilion spends on sponsorship directly with IBC at the event or during the year.   

Can I see what points my neighbours have so that I can predict what might happen to my stand?

Yes a list of all exhibitors’ show history points is published before the re-booking appointments. Details of this is sent in November in advance of the show.

Can I request for other companies not to be near to me?

Exhibitors cannot determine who their neighbouring stands are. At the point of booking, you can see who has booked already and decided based on the current layout. We will also have previous show year floorplans available so you can see where companies have historically been placed. 

How does my appointment for IBC2022 booking work?

On November 18th you will be sent an appointment time during IBC2021 which is based on your show history points. This appointment will take place in the Holland Lounge at the RAI Amsterdam or you can attend digitally via video call. 

You must have an account for https://exhibitors.ibc.org ready ahead of your meeting so that you can access and sign your space booking during the booking slot. If another individual needs to sign, they must have an account ready as well. 

When making an account you will link yourself to your company using your Exhibitor ID, which appears on invoices and several other IBC communications. If you cannot find this number, please contact exhibition@ibc.org

 What happens if my boss or my company’s signatory cannot attend my onsite meeting?/ My Company want to go through an approval process and I would like to sign after the show.

 A contract must be signed during the booking slot and this cannot be postponed. It is possible to take your appointment digitally via video call for remote attendees to participate. A maximum of three attendees are permitted at the appointment.  

Any documents requiring a signature will be done digitally through the IBC Exhibitor Portal and Docusign and those individuals must have made an account ahead of the interview slot, ready to sign. The terms and conditions will be circulated in advance of the IBC2021 show so any legal teams can review them before your meeting time. If you cannot sign until a later date you will need to contact the IBC team post-show and see what positions are still available at that stage. 

I have another commitment during my interview slot and would like to re-arrange

 With hundreds of exhibitors in a ranked queue to book space in priority order during the IBC2021 show dates (days 2-4), your interview slot is fixed and cannot be changed. You may attend a later slot, please see ‘What if I miss my appointment?’ 

What if I miss my appointment?

Stand allocation will be carried out strictly according to our show history point ranking list. 

Once you are checked-in at reception and the next exhibitor is called for their booking slot, the company with highest show history points are chosen. This is likely to be you if you are late for a prior booking and have arrived later in the queue. The stands available on the floorplan at that stage may be booked. If a stand has already been booked by a company with a lower ranking it is not possible to move them from their assigned location.  

Can you send me the floorplan on the morning before my meeting? Is there a live link for my boss to view remotely during our meeting?

When you come to your appointment you will see a live link of spaces that are currently available during the rebooking process. You will be able to view this if you choose to participate via Zoom. The floorplan will be available on a public link where you can watch the booking process take place. This begins on the second day of IBC.

Can I draw the stand I want and change the floorplan?

Certain blocks on the floorplan are marked as ‘No adjustment areas’ to ensure stands of different sizes are located around the entire show floor. This maximises traffic flow efficiency and ensures smaller exhibitors have a balanced opportunity for exposure at the show. Due to health and safety some aisles are also unable to be re-sized. These will be marked clearly on the floorplan at the time of rebooking. 

Outside of these restrictions, you may be able to request that certain stands are adjusted in size, split or rotated. There are parameters for this, for example the space left behind on a shared stand must be of a reasonable size; Space Only stands should have at least two open sides and aisles should be aligned. 

It will be at IBC’s discretion whether a stand change can be made and only those drawn on the floorplan may be selected. 

The minimum space for an island stand (four open sides) is usually 100sqm depending on the hall. A peninsula stand (three open sides) is usually at least 50sqm.

What happens if I cannot book the same location or size booth as a previous show?

Due to the nature of our show history points system it may not always be possible to book the same stand or size year-on-year. This new system has been introduced to apply a transparent, linear and fair process to re-allocating space for future shows after two tumultuous years. We will work with you inside our parameters to suggest the best alternative. At any point in the lead up to IBC2022, if you wish to request a new location, please do contact your dedicated Account Manager. If changes to the floorplan occur in the lead up to the event, we will be in touch with an alternative wherever possible.

What happens during this appointment?

If you attend the meeting in person you will need to check in at the reception desk and ensure you can log in to the IBC Exhibitor Portal. You will then need to check all of your company and contact details are correct in the system and update any necessary information. You can then speak to a member of our sales team while you wait for your appointment number to be called on the screen. Once your number is called you will be able to select your stand based upon what is currently available on the floorplan. You will have no more than ten minutes to make this decision. Once you have selected your stand you will need to sign your contract digitally within the portal 

If you attend your meeting via video call you will need to log in to your meeting at the time of your appointment. You will then be placed in a waiting room until your number is called. Before you log in to your meeting, please ensure you can access the IBC Exhibitor Portal. You will then need to check all of your company details and data is correct in the system and update any necessary information. Once your number is called you will be added to a meeting with a member of the IBC team to select your stand based upon what is currently available on the floorplan. You will have no more than ten minutes to make this decision. Once you have selected your stand you will need to sign your contract digitally before you log off.  

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Can I see the previous floorplans and the 2022 floorplan ahead of my meeting to get some pending choices ready?

 Yes it will be available online from the 3rd December  and details will be included in our pre-show communication

Exhibitors include: