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3 - 6 December 2021

Exhibitor Registration FAQs

Exhibitor Registration FAQs

Frequently Asked Questions for Exhibitor Registration

Below you will find the answers to the most common queries from exhibitors. Scroll down to open the full list.

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

HOW DO I REGISTER FOR AN EXHIBITOR PASS? 

Please speak to your Exhibitor Co-ordinator to invite you to register for your exhibitor pass. You will receive an email from your Exhibitor Co-Ordinator inviting you to complete your registration. Please note the invitation email does not confirm that you are registered, you will need to use the link within the email to complete and confirm your registration. A visitor or  visitor + pass will not grant you the correct access.

All exhibitor registrations must be processed through the Exhibitor Registration Console (ERC), details on how to access the platform for registrations would have been sent to your company's Exhibitor Co-ordinator.

It is recommended to have minimum required personnel on site and create staff rotas thus maximising the stand capacity for visitors and allowing necessary breaks for staff.

To access your Exhibitor Registration Console, click here and enter your Exhibitor Coordinator login details.

 

HOW MANY PEOPLE CAN WE REGISTER? 

IBC does not put a limit on the number of staff you can have attending the show, however it is recommended to have minimum required personnel on site and create staff rotas thus maximising the stand capacity for visitors and allowing necessary breaks for staff.

It is also advisable that exhibitor stand designs require a minimal number of contractors on site for stand build-up and break-down.

HOW DO I LOG INTO OUR EXHIBITOR REGISTRATION CONSOLE?

If you are the exhibitor co-ordinator for your company, you would have been sent an email with a link to access your account and complete your exhibitor coordinator registration.

To access your Exhibitor Registration Console, click here and enter your Exhibitor Coordinator login details.

If you have any queries regarding accessing your registration console 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 and allowing you access to their 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 pre-event access to the collected data of anyone who uses your unique code. You can track them in your Exhibitor Registration Console.

WHERE CAN I FIND OUR CUSTOMER CODE? 

You can find your unique Exhibitor Customer Code from your Exhibitor Registration Console.

This code can be emailed out to your database, added to company email signatures or inserted into marketing materials. You can also send it out to your customers and potential customers to allow them to register.

If you have any queries regarding your customer code please contact registration@ibc.org

 

WHICH EXHIBITOR PASS SHOULD I SELECT?

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 left.

IBC does not put a limit on the number of staff you can have attend the show, however it is recommended to have minimum required personnel on site and create staff rotas thus maximising the stand capacity for visitors and allowing necessary breaks for staff.

Exhibitor Coordinator

The lead/contact person for an exhibiting company, who is responsible for inviting all onsite stand personnel to register but is the responsibility of the individual stand staff to complete their registration. The coordinator’s email address is directly linked to the company’s Exhibitor Registration ConsoleWhen the coordinator first logs into their registration console they will be required to complete their registration (as a coordinator) before they can register the rest of their team. Co-Exhibitors will have their own registration console and be responsible for registering their staff.

Stand Exhibitor

These are Exhibition staff members that will be working on a stand on the show floor or online with IBC Digital. All staff members are invited to register by the Exhibitor Coordinator. IBC does not limit the number of staff and exhibitor can have attend the event.  It is advisable that exhibitor stand designs require a minimal number of contractors on site for stand build-up and break-down.

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.

CAN CO-EXHIBITORS REGISTER THEIR OWN STAFF?

Yes, co-exhibitors will need to invite their own staff to register, using their own unique login. All exhibitor registrations must be processed through the Exhibitor Registration Console, details on how to access the platform for registrations would have been sent to your company's Exhibitor Co-ordinator.

IBC does not put a limit on the number of staff you can have attend the show, however it is recommended to have minimum required personnel on site and create staff rotas thus maximising the stand capacity for visitors and allowing necessary breaks for staff.

HOW DO I REQUEST A VISA INVITATION LETTER?

The Exhibitor Coordinator is responsible for inviting their staff to complete their registration for IBC2021. Each individual must complete their own registration using the unique link in their invitation email and request a visa invitation letter during their registration.

Already registered staff can request a visa letter by logging into their account here and updating their registration via the ‘Visa & Privacy’ tab to request a visa invitation letter.

Exhibitor Coordinators cannot request visa letters for their staff, each staff member must complete their own registration and request a visa letter during the registration process.

The required fields for a visa invitation letter are:

• Passport Country

• Passport Number

• Passport Expiry Date

• Date of Birth

An email will then be sent to the individual registrant with 2 personalised attachments; an official Invitation from IBC and an invitation 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 4534 0972 or registration@ibc.org.

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 spreadsheet make sure it is an xls or xlsx document

Please click here to view a detailed step by step guide.

If you are still having difficulties please contact registration@ibc.org.

HOW DO I REGISTER STAFF FOR MY STAND?

There are 4 ways an Exhibitor Coordinator can invite staff to register.

Alumni Registration - If those you’re wanting to register attended in IBC2019 you can easily re-register them using the Alumni tool in the registration section of the Exhibitor Console provided they are using the same email address.

Single Registration – You can invite an individual to register.

Up to 10 Registrations - You can invite a group of up to 10 people to register in one single form. Simply fill in the required fields and then click submit.

Excel Upload - For large groups of over 10 we suggest you use the MS excel upload in the registration section of the Exhibitor registration Console.

Please click here to view a detailed step by step guide.

If you have any further questions please contact registration@ibc.org.

CAN ONE PERSON RECEIVE ALL THE CONFIRMATION/QR CODES FOR THE STAND?

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/invitation emails via the Notifications tab.

CAN WE INVITE A GROUP?

Yes, there are 4 ways an Exhibitor Coordinator can invite groups of attendees to register, there is no limit to the number of attendees you would like to invite to register. For groups of up to 10 people we recommend using the ‘Up to 10 Registration’ form, for more than 10 registrations please use the MS excel upload in the registration section of the exhibitor console.

If you have any further questions please contact registration@ibc.org.

CAN I SEE WHO IS ALREADY REGISTERED?

Yes, please use the 'Search Your Registrations' tab in your Exhibitor Console to see all your registered passes. If you wish to see a full list of passes, leave all fields blank and click search. Those with a hashed pattern next to their name have been invited but have not yet completed their registration.

WE ARE MISSING SOME CONFIRMATION EMAILS

All confirmation emails can be resent via the 'Notifications' tab in the Exhibitor Registration Console. Each staff member can also log into their own account here and resent their confirmation email under the ‘My Notifications’ tab.

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.

 

DO I NEED TO BRING ID WITH ME TO THE SHOW?

Yes, you will need to present a valid form of identification to collect your pass onsite. Acceptable forms of I.D. are a passport, driving license, ID card etc.

Please ensure you carry your personal identification with you at all times throughout IBC2021. IBC reserves the right to perform random security checks.

WHAT IS IBC DIGITAL?

IBC Digital allows you to extend your presence beyond the show floor and engage with attendees online. The IBC Digital platform will be live preshow, during the live event and for 3 months post-show. IBC Digital will allow you to have key sales staff interact with relevant attendees from anywhere in the world. Using the IABM’s BAM Content Chain module exhibitors will tag their company profiles and products with a universal taxonomy allowing attendees to quickly find relevant exhibitors and products. All attendees will be asked to identify their key areas of interest during the registration process.

This information will be used by the systems powerful AI to make recommendations of relevant exhibitors, products, and sessions.

By populating exhibitor profiles with relevant information and products IBC Digital will connect you with a relevant audience.

Most importantly, this activity will generate leads for you to access in real time.

Key Benefits for exhibitors include:

  • Collection of actionable leads before, during and after the live event
  • Captive audience – all IBC registered attendees will have access to IBC Digital
  • Full demographic information of attendees who visit your profile, download content, visit sessions and who request a meeting
  • Lead scoring – allowing an exhibitor to review the cumulative action of individuals
  • Meeting scheduling – online and onsite
  • Live native video meetings
  • Group video meetings
  • 360 view of prospects behaviour, including analytics if they attended an exhibitor onsite session or were scanned with an Aventri Lead Retrieval Device.
  • Invite functionality – invite your prospects to visit your online profile and schedule meetings
  • Rich ROI analytics – measure how long individuals watched your video content for
  • Full exportable leads
  • Extended visibility and lead collection – IBC Digital will continue to be live and host updated relevant content 3 months after IBC
  • Opportunities to upgrade your online presence to gather even more leads, promote your brand and engage in thought leadership sessions

 

Exhibitors include: