ACCESS & REGISTRATION

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

CONTRACTOR ACCESS FOR BUILD-UP & BREAKDOWN 

To speed up the process and to avoid queuing and congestion onsite, all stand Contractors will need to be registered for their Work Pass in advance. The Work Pass registration link will be live in July 2024. Each individual will need to watch the RAI safety video before being sent their unique QR code. Everyone who has registered will need to scan their QR code to 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. Everyone who has registered will also be able to collect their Work Pass onsite - see below for locations and opening times. Please ensure ID is carried at all times. If you have any questions or need help with your Work Pass registration, please email badgecentre@rai.nlWork Pass registration link will be live in July 2024.

WORK PASS COLLECTION

Build-up Open Hours Locations
Thursday 5 - Sunday 8 September 08:00 – 16:00
16:00 – 19:00
Entrance C, RAI Hospitality Crew Centre, P9, P20
Entrance D
Monday 9 - Wednesday 11 September 08:00 – 16:00
16:00 – 20:00
Entrance C, RAI Hospitality Crew Centre, P9, P20
Entrance D
Thursday 12 September 07:00 – 16:00
16:00 – 20:00
Entrance C, RAI Hospitality Crew Centre, P9, P20
Entrance D
Friday 13 September 07:00 – 10:00 RAI Hospitality Crew Centre, P9
Breakdown Open Hours Locations
Monday 16 September 16:00 – 20:00 Entrance C, RAI Hospitality Crew Centre, P9, P20
Tuesday 17 - Wednesday 18 September 08:00 – 14:00
08:00 – 16:00
16:00 – 19:00
Entrance C, P9, P20
RAI Hospitality Crew Centre
Entrance D
Thursday 19 September 08:00 – 14:00
08:00 – 16:00
Entrance C
RAI Hospitality Crew Centre

EXHIBITION BUILD-UP TIMETABLE

Please ensure your staff and any appointed contractors are aware of the build-up schedule, health & safety rules, and stand build regulations. Floor Managers will be monitoring the safety measures within the exhibition halls.

Thursday 5 September 08:00 - 21:00 Early Access for Space Only / Double Decker stands – must be requested via the Early Access for Build-Up form. NO LATE WORKING PERMITTED.
Friday 6 - Sunday 8 September 08:00 - 21:00 Space Only stand build-up. NO LATE WORKING PERMITTED.
Monday 9 - Wednesday 11 September 08:00 - 21:00 Space Only stand build-up. 
21:00 - 23:00 LATE WORKING PERMITTED WITH ADVANCE APPROVAL.
Wednesday 11 September 08:00 - 21:00 Shell Scheme stand build-up begins (including Meeting Suites, Balcony Suites and Pods).
08:00 - 18:00 Early access Outdoor Exhibit build-up.
15:00 - 15:30 Exhibition hall lights will be dimmed to allow exhibitors to test the lighting on their stand.
Thursday 12 September 07:00 - 18:00 FINAL DAY OF BUILD-UP
08:00 - 18:00 Outdoor Exhibit build-up.
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.
18:00 Aisle carpet and floor graphics will be laid during the evening. 
Stand construction and decorating must be completed and no more materials will be permitted into the halls.
18:00 - 22:00 LATE WORKING PERMITTED FOR TECHNICAL SETUP/TESTING ONLY WITH ADVANCE APPROVAL.
Friday 13 September 07:00 - 10:00 Staff briefings only. NO STAND CONSTRUCTION OR DECORATING PERMITTED.


Hard hats, hi-vis vests and safety shoes (PPE) are compulsory for anyone in the halls during build-up. PPE can be ordered through the RAI Webshop or purchased onsite at the RAI Hospitality Crew Centre (subject to availability). 

LATE WORKING
Late working is classified after 21:00 until 23:00 only and will only be permitted from Monday 9 to Wednesday 11 September with advance authorisation from the IBC organisers. On Thursday 12 September late working will be permitted until 22:00 for technical setup/testing only. Late Working Authorisation Form can be obtained in the IBC Sales Office (Holland Lounge) and must be submitted by 15:00 on the respective day(s) of working late. Overnight working will not be permitted. 

EXHIBITION BREAKDOWN TIMETABLE

Please ensure your staff and any appointed contractors are aware of the breakdown schedule and the health & safety rules. Floor Managers will be monitoring the safety measures within the exhibition halls.

Monday 16 September 16:00 - 16:30 IBC2023 closes. Visitors will exit the building. Power to all exhibition stands will be switched off.
REMOVAL OF STAND MATERIALS AND/OR EQUIPMENT BEFORE 16:30 IS STRICTLY PROHIBITED.
16:30 - 18:00 BREAKDOWN BEGINS. Removal of hand-carry goods only.
18:00 - 22:00 Removal of equipment ONLY - stands are NOT to be dismantled.
Tuesday 17 - Wednesday 18 September 08:00 - 21:00 Breakdown of stands and removal of all exhibits. 
Thursday 19 September 08:00 - 18:00 Exhibition halls must be vacated by 18:00.


Hard hats, hi-vis vests and safety shoes (PPE) are compulsory during exhibition breakdown. PPE can be ordered through the RAI Webshop or purchased onsite at the RAI Hospitality Crew Centre (subject to availability). 

Any rubbish left on exhibitor's stand after dismantling will be subject to a removal fee which will be charged directly to the exhibitor by the RAI Amsterdam.

PARKING & TRAFFIC REGULATIONS

Booking a Timeslot for Loading and Unloading 
If you are not serviced by CEVA for loading and unloading (i.e. if you have not booked a forklift or a pallet truck with CEVA), you will need to book a timeslot via the RAI Logistics Management System (RAI LMS)  which will be live 3 weeks before first day of build-up for you to book your timeslot for loading and unloading. For vehicles over 8m long, it is only possible to book a timeslot in the RAI LMS by a RAI member staff at the P20 buffer area. Timeslots will be given out based on availability. If your preferred timeslot is not available, you will need to book another timeslot.  
 
Lorry Parking  
Lorry parking for is located at P17/P18, a secure parking area a short distance away from the RAI. All lorry drivers must visit the RAI security gate at the P5 Lodge by foot in order to confirm the parking position and pre-pay the parking fee for the event days (parking during build-up and breakdown is free of charge when ordering lorry parking for the event days). Please refer to the RAI Amsterdam Traffic Regulations, which will be live 3 weeks before first day of build-up, for the lorry registration and parking route maps. It is not permitted for the drivers to spend the night in the lorry parking area. To ensure smooth delivery and collection of goods, exhibitors are requested to share this information and the RAI Amsterdam Traffic Regulations with their appointed contractors/drivers. 
 
Deliveries / Collections 
All trucks and lorries that need to deliver or collect goods to/from the RAI loading terraces must first report to the P20 buffer area, with vehicles under 8m. long and with a booked LMS time slot excluded. Vans over 2.70m high are permitted to book a time slot in LMS. Vans underneath 2.70m high are permitted to load/unload through the P4 garage. Please ensure you carry a photographic identification with you at all times. Unloading must be carried out as quickly as possible. Empty vehicles cannot be left on the RAI loading terraces under any circumstances at any time. If after receiving a warning, vehicles are still left on the RAI loading terraces, they will be towed away, and the exhibitor concerned will be charged with all related costs.  
  
Maximum loading / unloading times at the RAI loading terraces 
Vans - 30 minutes 
Trucks - 45 minutes 
Trailers - 60 minutes 

Private Car Deliveries / Collections 
Private car deliveries for halls should use the underground car parks and make use of the goods service lifts. During build-up and breakdown, cars and vans up to 1.90m high are permitted in P1/2/3/4. Vans up to 2.70m high are only permitted in P4. Other vehicles must register at the P20 buffer area and will be directed to the RAI loading area. Private cars are not allowed on the RAI loading terraces, except when a vehicle is higher than 1.90m or the goods are heavy or bulky. Such vehicles should proceed to the P20 buffer area where they will be re-directed. Same rules for unloading on the RAI terraces as for other delivery vehicles (as above) will then apply.