Access & Registration

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.nl. Work Pass registration link will be live in July 2024.

WORK PASS COLLECTION

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.

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. 

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.

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.

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.  

For information on the CEVA services, please see the CEVA brochure.
 
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. 

Any exhibitor pre-booking a coach to collect or drop-off their staff or visitors, must complete this form IBC2024 Exhibitor Coaches | IBC2024 Show 13-16 Sep 2024 to arrange a permit for entry to the RAI. The form will need to be completed for EVERY time the coach enters the RAI - ie if a coach is both collecting and dropping off visitors on the same day, the form will need to completed twice - once for the collection and once for the drop-off. The permits issued are for a single visit and must be displayed by the coach in order to access the RAI. The collection/drop-off point will be P5a of the RAI.  

Exhibitor registrations are now available via the Exhibitor Registration tab of the E-Zone. There will be no option to register onsite, all registrations need to be completed before arriving at the venue. Children under the age of 16 are NOT allowed into the show during build-up, breakdown or show open. More information on the ticket types is available here - Exhibitor Registration - IBC2024 – IBC (zendesk.com) 

Stand Exhibitor passes also allows early entry to the venue and access during build-up, show days and breakdown for you and your colleagues to run your stand.  

Our registration provider provides all attendees at IBC2024 with a registration portal and a QR badge solution. The QR printed on the badge will allow for a lead capture scanner solution for exhibitors to be used on the show floor. Everyone must be pre-registered. Onsite registrations will not be possible. 

When and how do I register my Exhibitor Staff?  
The Primary Exhibitor Coordinator will click on the registration tile in your IBC2024 E-Zone. As the coordinator you will then need to register members of your organisation. The coordinator can register individuals, complete bulk uploads and resend confirmation emails all in one convenient place.  

When you register your staff, each will receive an email confirmation with a QR Code which can be used onsite to collect their badge. Photographic ID must always be carried in the Netherlands. 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. There will be no option to register onsite, all registrations need to be completed before arriving at the venue. Speak with your coordinator if you do not have a confirmation email for badge collection. 

An Exhibitor Customer Code is your exclusive invitation to your clients or prospects to visit you at IBC. They can use this code to register for IBC2024 and obtain a free Visitor Pass. Your Customer Codes are now available on the right hand side of the Dashboard page of the E-Zone. 

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 IBC2024. For every ‘Visitor’ who registers using your customer code, the exhibitor will receive their contact details as a lead. The benefit for the visitor is a free visitor pass. 
 
How to Distribute Your Exhibitor Customer Code? 

• Access your Exhibitor Customer Code from your E-Zone, this is visible on the Welcome page when you first log in. 

• 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 IBC2024. 

• 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. 

All attendees including stand builders/3rd parties must adhere to the IBC Code of Conduct whilst at the event. more information is available here - https://www.ibc.org/ibc-policies/diversity/ibc-code-of-conduct 

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