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3 - 6 December 2021

Registration & Access

Registration & Access

Outlined below is some essential information regarding registration and access for IBC2021

For more information or assistance on the below please email registration@ibc.org.

Badges & Registration
Exhibitor Customer Codes (previously customer tickets)
Work Passes - Access during exhibition build-up and breakdown
Badge Collection Opening Times
Important Build-Up Information
Important Breakdown Information

Delivery & Collection of Goods on Your Stand
Empty Cases Storage
Lorry Traffic Regulations
Lorry Parking
Labour Onsite

Badges & Registration

Our registration provider, Aventri provides all attendees at IBC2021 with a registration portal and a QR badge solution. The QR printed on the badge will allow for a lead retrieval scanner solution for exhibitors to be used on the show floor.

New for 2021, biometric facial recognition technology will be used at registration check-in to minimise person to person contact at badge collection points. IBC is employing facial recognition software to reduce interpersonal contact and speed up the badge pickup experience onsite. Around six weeks before the event begins, registered attendees will be invite via email to upload a biometric photo to be used for facial recognition.

Everyone must be pre-registered to minimise queuing. Onsite self-registrations will not be possible.

IBC Digital

New for 2021, 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.

When and how do I invite my Exhibitor Staff to register?

The process to register staff is slightly different this year and we will be on hand to guide you through. Your Primary Exhibitor Co-Ordinator will receive an invitation to set up your Exhibitor Registration Console (ERC).  As the coordinator you will then need to invite members of your organisation to complete their own registration.  This new process will ensure all attendees complete necessary questions which will enable them access and make full use of the IBC Digital experience which will run alongside the main show. A user guide is available should you need further assistance.

When first logging in, it will ask to complete details to be listed as the Exhibitor Co-ordinator. This is the person responsible for registering all onsite stand personnel. Once the registration is complete, the Exhibitor Co-ordinator will receive a confirmation email with a QR code which will be used to collect badge onsite. This individual will then be able to invite all stand staff to register, complete bulk uploads, resend confirmation emails, and search for personnel who registered as exhibitors in previous years. 

When you register, you will receive an email confirmation with a QR Code. You must bring your email confirmation with you to IBC2021 where the QR Code will be scanned and your badge will be printed. Badges are printed and collected onsite. If you misplace your QR Code email, a reminder email confirmation will be resent 2 weeks before the show. 

Please note: Every person will need to be registered with their own individual email address. You will not be able to use one single email address for multiple registrations.

Children under the age of 16 are NOT allowed into the show during build-up, breakdown or show open. 

Exhibitor Customer Codes (previously customer tickets)

What is an Exhibitor Customer Code?
Previously known as a Customer Ticket, an Exhibitor Customer Code is your exclusive invitation to your clients or prospects to visit you at IBC. They can then use this code to register for the IBC Exhibition.

Why is it useful?
This is the perfect opportunity to invite your customers and potential prospects to IBC. The more customers that use the code will be more potential customers and prospects to your stand at the show. You can then access the data from the code users post-show to find out more information about your customers, and to follow up potential sales leads.

What will I get out of it as an exhibitor?
The wealth of data collected on your customer code users will be extremely valuable to your company for you to use in future marketing and sales initiatives. You can track your code usage in the run up to IBC, during the show.

For every visitor who registers with a customer code, the exhibitor will receive their contact details as a lead. The benefit for the visitor is a free visitor pass and the benefit for the exhibitor is their contact details and confirmation that they have signed up using their code (meaning you as the exhibitor could arrange to meet on site).

How to Distribute Your Exhibitor Customer Code:

  • Access your Exhibitor Customer Code from your Exhibitor Registration Console (ERC), this is visible on the Welcome page when you first log in and is a 4- or 5-digit long number
  • Add the Exhibitor Customer Code to your email marketing and email it to all of your current and potential customers in the run up to IBC2021
  • Place a reminder on your website; dedicate a page to your presence at IBC and attract potential IBC visitors to your stand by encouraging them to register using the Exhibitor Customer Code
  • Add the Exhibitor Customer Code to all of your marketing materials, including adverts, banners, company website and emails to drive awareness of your presence
  • Demonstrate your commitment to your customers by sending out special invitations that include the code and promote free access to the exhibition

Work Passes - Access during exhibition build-up and breakdown

This year we aim to speed up the process and to avoid queuing and congestion onsite, we ask all workers to register in advance. Each individual will need to watch the RAI safety video before being sent their unique QR code, it takes less than 5minutes. Everyone who has pre-registered can take their QR code and gain access to the RAI from the hall loading door where the badge printer can be accessed. Please note that not every loading door has a badge printer - at least one door per hall will have a badge printer.

Please ensure ID is carried at all times.

Work pass badges can also be collected onsite from the RAI Hospitality Crew Centre, P9, Entrance C, and Entrance D (from 16:00).

Please note: if you or your colleagues have registered as an ‘Exhibitor’ you are able to collect your badges on the first day of build-up from Entrance C and these will allow you access into the halls (you will not need a Work Pass badge in addition to the Exhibitor badge).

Here’s how it works:
English version: http://www.raisecurity.com/exhibition_organisers/en/88/IBC2021/
Dutch version: http://www.raisecurity.com/exhibition_organisers/nl/88/IBC2021/

If you have any questions or need help with your registration, please email badgecentre@rai.nl.

RAI Amsterdam Parking is free during build-up and breakdown days. Please note that  you must have your Exhibitor registration badge and your contractors must have their Work Pass to take advantage of the free build-up and breakdown parking at the RAI Amsterdam. 

Badge Collection Opening Times

Everyone must be pre-registered to minimise queuing. Onsite self-registrations will not be possible.

Badge Collection for Exhibitors, Contractors and Distributors 

Date Open hours Location
Thursday 25 November 07:00 - 16:00 Holland (Entrance C)
Friday 26 November 07:00 - 16:00 Holland (Entrance C)
Saturday 27 November 07:00 - 16:00 Holland (Entrance C)
Sunday 28 November 07:00 - 16:00 Holland (Entrance C)
Monday 29 November 07:00 - 16:00 Holland (Entrance C)
Tuesday 30 November 07:00 - 18:00 Holland (Entrance C)
Wednesday 1 December 07:00 - 19:00 Holland (Entrance C)
Thursday 2 December 07:00 - 20:00 Holland (Entrance C)
Friday 3 December 07:00 - 18:00 Holland (Entrance C)
Saturday 4 December 07:00 - 18:00 Holland (Entrance C)
Sunday 5 December 07:00 - 18:00 Holland (Entrance C)
Monday 6 December 07:00 - 15:00 Holland (Entrance C)

 

Badge Collection for Visitors* 

Date Open hours Location
Thursday 2 December 14:00 - 18:00 To be confirmed
Friday 3 December 08:30 - 18:00 To be confirmed
Saturday 4 December 08:30 - 18:00 To be confirmed
Sunday 5 December 08:30 - 18:00 To be confirmed
Monday 6 December 08:30 - 15:00 To be confirmed

*These are the badge collection times for Visitors and the opening times for Helpdesks. 

Badge Collection for Speakers*

Date Open hours Location
Thursday 2 December 14:00 - 18:00 Forum (Entrance E)
Friday 3 December 08:30 - 18:00 Forum (Entrance E)
Saturday 4 December 08:30 - 18:00 Forum (Entrance E)
Sunday 5 December 08:30 - 18:00 Forum (Entrance E)
Monday 6 December 08:30 - 15:00 Forum (Entrance E)

*Badge collection opens at least 30 mins before the first sessions of the day.

Badge Collection for Press*

Date Open hours Location
Thursday 2 December 14:00 - 18:00 Jade Lounge ONLY (Entrance F)
Friday 3 December 08:30 - 18:00 Jade Lounge ONLY (Entrance F)
Saturday 4 December 08:30 - 18:00 Jade Lounge ONLY (Entrance F)
Sunday 5 December 08:30 - 18:00 Jade Lounge ONLY (Entrance F)
Monday 6 December 08:30 - 15:00 Jade Lounge ONLY (Entrance F)

*Badge collection opening hours for Press match the Press Lounge Access apart from Monday 6 December when Badge Collection closes 1 hour earlier. 

Important Build-Up Information

Thursday 25 November 07:00 - 21:00

EARLY ACCESS for Space Only stands. Must be pre-booked.
NO LATE WORKING PERMITTED.

Friday 26 - Sunday 28 November 07:00 - 21:00 Space Only stand build-up. NO LATE WORKING PERMITTED.
Monday 29 November - Wednesday 1 December 07:00 - 21:00 Space Only stand build-up. Late working only permitted with advanced authorisation.
Wednesday 1 December 07:00 - 21:00 Shell Scheme stand and Outdoor Exhibits build-up begins
Wednesday 1 December 15:00 - 15:30 Exhibition hall lights will be dimmed to allow exhibitors to test the lighting on their stand
Thursday 2 December 07:00 - 18:00 Final day of build-up
Thursday 2 December 15:00 - 15:30 Remove and dispose of plastic covering from stand floor and furniture to allow for cleaning.
Exhibition hall lights will be dimmed to allow exhibitors to test the lighting on their stand.
Thursday 2 December 18:00

Aisle carpet and floor graphics will be laid during the evening.
Stand building and decorating MUST be completed by 18:00 and no more materials can be permitted into the halls.

Friday 3 December 07:00 - 10:00 No building or decorating of stands permitted. Staff briefings only permitted.

NO LATE WORKING IS PERMITTED ON THURSDAY 25 - SUNDAY 28 DECEMBER.

Please ensure that your appointed stand contractor is aware of the build-up schedule, Health & Safety Rules and Stand Build Regulations.

IMPORTANT: PPE (PERSONAL PROTECTIVE EQUIPMENT)
For your safety, hard hats and safety shoes are compulsory for anyone in the halls during the period of Thursday 25 November to Wednesday 1 December 2021. Depending on conditions within halls, exhibitors may be required to wear PPE on Thursday 2 December. If you need to purchase these items, please go to the RAI Amsterdam Hospitality Centre.

Please note: Due to IBC2021 being moved to December, some services may not be installed on the Early Access Day Thursday 25 November as they have been in previous years. We will work with exhibitors and the RAI Amsterdam to ensure minimal disruption to any Early Access requests.  

Important Breakdown Information

Please note that due to the shorter duration of the show this year, the exhibition full structural breakdown will take place from Tuesday 7 to Thursday 9 December inclusive. 

Monday 6 December Removal of equipment will NOT be permitted before 16:30 

15:30 Catering Points inside the halls will be closed
16:00 Power to all exhibition stands will be switched off
16:30 IBC2021 closes and visitors will exit the building for exhibitors to commence breakdown
16:30 - 18:00 Removal of hand-carry goods only. Access to loading terraces limited to vehicles up to 3 tonnes on a first come, first served basis.
18:00 - 21:00 Removal of equipment only - stands are not to be dismantled

Trolleys, etc. will not be allowed into the exhibition halls until the aisle carpet has been removed. All aisles must be kept clear. 

CEVA Showfreight has priority for the use of the loading terraces to enable the return of empty crates and boxes to the stands in the quickest possible way. All crates and boxes stored with CEVA will be returned. Heavier vehicles will be allowed on the loading terraces as soon as space becomes available. 

Tuesday 7 and Wednesday 8 December 07:00 - 23:00
Break-down of stands and removal of all exhibits. Security at the Outdoor Exhibits area will be withdrawn at 18:00. 

Thursday 9 December 07:00 - 18:00

Break-down of stands and removal of all exhibits. Exhibition halls must be vacated by 18:00 on Thursday 9 December. 

Any rubbish remaining on exhibitor's stand after dismantling will be charged directly to the exhibitor by the RAI Amsterdam. 

IMPORTANT: PPE (PERSONAL PROTECTIVE EQUIPMENT)
For your safety, hard hats and safety shoes are compulsory for anyone in the halls during the breakdown period of Tuesday 7 to Thursday 9 December 2021. If you need to purchase these items, please go to the RAI Amsterdam Hospitality Centre.

Delivery and Collection of Goods on Your Stand

Information coming soon.

Empty Cases Storage

CEVA Showfreight (the official freight forwarder) can remove packing cases from exhibition stands during build-up, store them for the duration of the Exhibition and return them after the close.

Please note that should any boxes to be stored with CEVA Showfreight not be empty and contain items of value, CEVA should be informed in writing at the time of collection. Exhibitors should arrange their own insurance cover for the transit and storage period.

For IBC2021 Tariffs, Instructions and Ordering, click here. Please note the ordering deadline for CEVA Showfreight services is 18 November 2021. Orders received after 18 November 2021 will incur a 25% late booking surcharge.

Lorry Traffic Regulations

The movement of lorry traffic through Europe over weekends is subject to differing country laws. Exhibitors and Contractors should take note of these regulations to avoid unnecessary delays.

In the Netherlands truck drivers are only allowed to sleep in their truck at designated areas. It is not permitted to spend the night in the lorry parking area.

Lorry Parking

Information coming soon.

Labour Onsite

IBC do not provide any labour for the handling/ moving/ unpacking of goods, etc. CEVA Showfreight, (the official shipping company) can provide this service but must it be booked by 18 November 2021. Orders received after the deadline will incur a 25% late booking surcharge. CEVA can also be contacted on +44 (0) 149 457 3091.

For IBC2021 Tariffs, Instructions and Ordering, click here

Exhibitors include: