Exhibitor Registration FAQs

Below you will find the answers to the most common queries from exhibitors.

If you cannot find what you're looking for, please get in touch with your IBC point of contact or email exhibition@ibc.org

HOW DO I REGISTER FOR AN EXHIBITOR PASS?

Please speak to your exhibitor co-ordinator to register as an exhibitor. A standard conference or exhibition visitor pass will not grant you the correct access. All exhibitor registration must be processed through the Exhibitor Zone using your company’s exhibitor ID and password. This would have been provided when the exhibition space was allocated. IBC does not put a limit on the amount of staff you can have attend the show.

WHICH EXHIBITOR PASS SHOULD I REGISTER FOR?

All exhibitor passes allow access to the show floor during build up and break down. They also allow access early in the mornings before the visitors are allowed to enter and late in the evening after the visitors have gone.

Exhibitor Coordinator
The lead/contact person for an exhibiting company, who is responsible for registering all onsite stand personnel. The coordinator’s email address is directly linked to the exhibitor’s exhibitor zone (EZ) access. When the coordinator first logs into the EZ they will be required to complete their registration (as a coordinator) before they can register the rest of their team.

Stand Exhibitor
These are Exhibition staff members that will be working on a stand on the show floor. All stand exhibitors are registered by the Exhibitor Coordinator. IBC does not limit the number of staff and exhibitor can have attend the event.

Stand Co-Exhibitor
A co-exhibitor is any company that has its own personnel and its own products or services on display at a main exhibitor's stand. Co- exhibitors will have their own company’s name displayed on their badge but, their registration will sit under the main exhibitors account.

Distributor
A distributor is someone who distributes products on behalf of the main exhibitor. An exhibitor can invite distributors onto their stand and they will receive an independent badge. They have no direct association with the exhibitor.

HOW MANY PEOPLE CAN WE REGISTER?

IBC does not put a limit on the amount of staff you can have attend the show.

CAN WE REGISTER A GROUP OF PEOPLE?

Yes, there are 3 ways an Exhibitor Coordinator can register groups of attendees.

Alumni Registration - If those you’re wanting to register attended in IBC2017 you can easily re-register them using the Alumni tool in the registration section of the Exhibitor Zone provided they are using the same email address.

Up to 20 Registrations - You can register a group of up to 20 people in one single form. Simply fill in the required fields and then click submit.

Excel Upload - For large groups of over 20 you will need to use the MS excel upload in the registration section of the Exhibitor Zone. Click here to see a step-by-step walkthrough

MY SPREADSHEET WON’T UPLOAD?

If you’re having difficulties completing your MS excel upload please see the options below:
• Check that you have not deleted any columns from the spreadsheet; it must be identical to the spreadsheet you downloaded.
• Make sure you have filled in all the required fields including mobile number.
• When you save the document make sure it is an xls or xlsx document.

Before contacting IBC Registration Support for assistance please review the following step-by-step walkthrough. If you are still having difficulties please contact registration@ibc.org.
If you are missing some of the confirmation emails the Exhibitor coordinator can resend a copy of all confirmations to themselves as well as the individuals via the Notifications tab in the registration portal.

IBC will resend all attendees a copy of their confirmation in the run up to the show. If you are still having difficulties please contact registration@ibc.org

CAN ONE PERSON RECEIVE ALL THE BARCODES FOR OUR COMPANY?

Yes, the Exhibitor Coordinator can receive all the confirmation emails. This is advised if you are part of a large company or if one person is managing your onsite staff. The exhibitor coordinator can also resend all confirmation emails via the Notifications tab.

WE ARE MISSING SOME CONFIRMATIONS EMAILS

If you are missing some of the confirmation emails the Exhibitor coordinator can resend a copy of all confirmations to themselves as well as the individuals via the Notifications tab in the registration portal.

IBC will resend all attendees a copy of their confirmation in the run up to the show. If you are still having difficulties please contact registration@ibc.org

HOW DO WE REGISTER CONTRACTORS AND STAND BUILDERS FOR WORK PASSES?

Work passes are for any exhibitor stand builders that need access on site during the build-up and break-down period of the IBC show. You do not need to register your contractors & stand builders before the show, they can collect a work pass on arrival at Holland Entrance C, P5a or P9.

To get a work pass you need:
• Photo ID (E.g. - Passport or Driving Licence)
• The name of the Exhibitor you are working for
• An onsite contact number (mobile number)
• The number of the stand/s you will be working on

Work passes are only valid during build-up and break-down days and not during show open. If a contractor is required to be at the show you will need to register them as a stand exhibitor.

Please bring your confirmation email with your unique QR code and a valid form of photo ID (e.g. passport, driving licence, ID card) to the Holland Entrance C where you will be able to print your badge.

If you do not have a confirmation email either contact registration@ibc.org or we can find your details using your email address or confirmation number onsite. 

WHEN CAN WE PICK UP PASSES ONSITE?

Please bring your confirmation email with your unique QR code and a valid form of photo ID (e.g. passport, driving licence, ID card) to the Holland Entrance C from Thursday 06 September at 07:00 where you will be able to print your badge.

If you do not have a confirmation email either contact registration@ibc.org or we can find your details using your email address or confirmation number onsite.

 

WHAT DO I NEED TO BRING WITH ME TO COLLECT MY BADGE AT IBC?

Please bring your confirmation email with your unique QR code and a valid form of identification to collect your pass onsite. Acceptable forms of I.D. are a passport, driving license, ID card etc. Entry will not be permitted into the venue without a valid form of ID.

Please ensure you carry your personal identification with you at all times throughout IBC2018. IBC reserves the right to perform random security checks.

CAN A COLLEAGUE COLLECT MY BADGE ON MY BEHALF?

If you are the Exhibitor coordinator, you have 2 options:

 you can print multiple badges at Batch Printing Desk in Hall 13 Basement from Monday 10 - Wednesday 13 September between 07:00-12:00

Or If you have pre-booked a badge collection slot with ITN please go to the ITN Office located in Hall 13 Basement at the designated time. If you have not pre-booked a collection and have more that 50 staff registrations, please speak to a hostess at the Exhibitor Registration Desks.

HOW CAN WE SEE WHO HAS ALREADY BEEN REGISTERED?

You can get your unique Exhibitor Customer Code from the Exhibitor Zone. This code can then be emailed out to your database, added to company email signatures or inserted into marketing materials and then sent out to your customers and potential customers for them to use when they register for IBC.

If you have any queries please contact registration@ibc.org

WHAT IS A CUSTOMER CODE?

As an exhibitor, you have the opportunity to invite all of your key contacts and customers to the event free of charge using your unique Exhibitor Customer Code. This code will then link your customer’s registration with your company allowing them access to the IBC Exhibition for FREE and allowing you access to their clean attendee data.

Using your unique Exhibitor Customer Code allows you to track which of your customers have registered for the event. All exhibitors are given FREE pre-event access to the collected data of anyone who uses your unique code. You can track them in your ITN Registration console by following the link to Exhibitor Customer Code.

WHERE CAN I FIND OUR CUSTOMER CODE?

You can get your unique Exhibitor Customer Code from the Exhibitor Zone. This code can then be emailed out to your database, added to company email signatures or inserted into marketing materials and then sent out to your customers and potential customers for them to use when they register for IBC.

If you have any queries please contact registration@ibc.org

DO EXHIBITORS GET DISCOUNTS ON CONFERENCE PASSES?

As a special offer to IBC2018 exhibitors, IBC is delighted to offer you 30% discounts on all conference passes at all price tiers (including launch & early bird prices). The number of conference passes you can purchase at the discounted price is unlimited. 

WHAT DO I DO IF I NEED A VISA LETTER?

If any exhibitor requires a visa letter to attend IBC2018 this can be requested by the Exhibitor Coordinator at the point of registering. If they are already registered and need a visa letter then the Exhibitor coordinator can look for their record in the search tab and click edit. It will give you an option to add a letter for international visitors. The required fields are:
• Passport Country
• Passport Number
• Passport Expiry Date
• Date of Birth

All of the above fields must be completed for the letter to be generated. An email will then be sent to the individual registrant or co-ordinator with 2 personalised attachments, one official Invitation from IBC and one from the Amsterdam RAI.

IBC have been advised that an emailed PDF version of the Visa letter should be sufficient for all worldwide embassies. However, if you require a hard copy of the letter please contact The Registration Team at +44 (0) 20 7832 4127 or registration@ibc.org.