General information for exhibitors
1. Ceiling Heights
Hall 3 - 490 cm.
Please contact IKF for further details.
2. Floor Loading
Hall 3 1500 kg per m2
Point loading is not allowed; stress must always be distributed.
3. Access
3.1. Exhibitor: Exhibitor badges allow exhibitors and their personnel access
to the exhibition centre.
3.2. Contractors: Work passes (which are not valid during the exhibition
opening time) will be issued by IKF to all personnel involved in the set-up and dismantling
of your stand. To receive these passes you need to present upon arrival to the IKF Management
Office a letter asking for these work passes and listing the names of set-up staff (for
international exhibitors the nationalities and passport numbers are also required).
These passes must be worn at all times. The security guards have strict orders to refuse
entry to any personnel not showing the correct pass. In your own interest your co-operation
is requested in helping to maintain security.
II. Your Stand
Stand construction
The following stand constructors are already licensed to build stands at IKF:
: Probudex (tel. 012-4156935, 0602214255).
If a stand constructor of your stand is different from the ones listed above, the Exhibitor or his Stand Constructor are obliged to buy one-time license from the Organizer. The license fee is 4.50 EUR per 1m2 of the stand.
1. Space Only Sites - indoor and outdoor
The Exhibitor is obliged to order a connection from the Organizer. The Exhibitor can build up
his own stand only after presenting the Organizer with an architectural design of the stand
including size, wall height, material and an electrical design of the stand showing
consumption points, specifying power and kind of light, for approval (at least 6 weeks before
the mantling time)
In the case of double decker stands the Exhibitor has to present the Organizer with full
technical documentation including engineering calculations of the stand. The documentation
should be signed by people possessing certificates to design building constructions and
include contact details to a company making the construction.
There is a surcharge on the space occupied by Double Decker Stand
constructions. If this has not been booked already through the space application form it must
be paid in full before the start of the exhibition. Double Decker stands must be fitted with
fire extinguishers.
Materials used should be in compliance with the building law and with other rules and norms
valid in Poland.
Before erecting your stand or placing your outdoor exhibits the IKF on-site office must be
contacted to ensure that the correct space will be occupied. If a stand is built in the wrong
space and IKF has not been contacted before, you will be obliged to dismantle your stand at
your expense and build it up again in the correct space.
Construction may not be lower than 250 cm. The reverse side of your walls has to be made good
if it overlaps the height of those of neighbouring stands (2.5m height). No part of the
structure may extend beyond the boundaries of the site allocated.
At the end of the exhibition, exhibitors and stand builders have to completely remove any
walls, carpet, sticky tape from floor, paint etc by the end of the dismantling period. If
this is not done the space will be cleaned or repaired and charged to the exhibitor.
The Exhibitor/Sub-Exhibitor is financially responsible for all kinds of damages which
occurred during the exhibitions, mantling and dismantling time.
The Organizer has got a right to stop mantling or dismantling works or put financial burden
on the Stand Constructor (Exhibitor or his Contractor) in the
case when he does not obey rules and regulations included in the herein Technical Manual.
The Exhibitor is obliged to obey Safety, Security and Fire Regulations. Fire Certificates
issued by the producer(s) of stand materials used confirming that these materials are non-
flammable or fire resistant/flameproof must be available on site for presentation upon
request in Polish.
2. Equipped, Shell-Scheme or Modular Stands - built by IKF
Standard equipped stand is prepared on the basis of layout prepared by the exhibitor showing
exact placing of each element of additional equipment and consumption points.
Standard stands will be built using:
- the Octanorm system walls
- fascia panel with name of your company
- the floor with grey fitted carpeting
- one electrical socket (230V)
- 1 spot light per full 2m2 of space
- 1 coat hanger and a waste paper basket.
No financial credit can be given for items included in these packages but not utilized.
The Exhibitor is obliged to return stand elements and additional equipment intact. The
Exhibitor is financially responsible for all damages to stand elements or additional
equipment. According to the organizers price list.
3. General - for all stands
3.1. Location: Columns, pillars, fire points and/or utility connection
points may not always be conveniently located with regards to the stands allocated. This may
result in longer lengths of cables and pipes being visible, possibly across your stand.
3.2. Exhibits: Please follow the information about the maximum permitted
load on floors in the Venue. Exhibitors who will not only have an information stand, but will
bring machinery or other larger exhibits are asked to complete the enclosed List of Exhibits.
3.3. Sub-Exhibitors/Stand Sharers: It is important to note that Sharers
are permitted, but must adhere to the general Rules & Regulations of participation and
therefore must pay a certain nominal fee in order to cover the compulsory charges for
Registration and Catalogue entry.
Please ensure that this information is provided well before the event.
3.4. Fire Extinguishers: Any exhibitors who require special extinguishers or
fire fighting equipment owing to the nature of their exhibits, should make their own
arrangements to provide such items. Any exhibitors particularly concerned about the flammable
nature of their exhibits are strongly advised to bring their own fire extinguishers.
3.5. Noise Levels: In the event of any excess noise levels from exhibitors
promotional videos or other activities, IKF reserve the right to close down any noise source
if verbal warnings have been ignored.
3.6. All mantling works carried out with mechanical tools should have dust
absorbers.
3.7. The Organizer has the right to stop all assembling processes in case
materials used to set-up the booth are not harmonious with these described in the project.
3.8. Banners, Flags, Balloons: No suspension may be made from the ceiling of
the exhibition hall nor may be made to the floor, walls or any other part of the building
without the written approval of the IKF Management. Please refer to the IKF Marketing Manual
for sponsorship opportunities.
3.9. Deadlines on-site: All stands must be ready for inspection by 22.00 hrs
on the last day of build-up. Therefore it is essential that you will be present on your stand
before 22:00 of the last day of build-up at the latest to ensure that your stand is
completely equipped and decorated by that time.
The dismantling works are allowed only after 17:00 on the last day of the exhibition.
III. Services
1. Cleaning and Refuse
General cleaning of the aisles will be carried out every morning prior to opening as well as
the removal of small amounts of refuse, provided they are placed in plastic bags or cartons
in front of the stand in the evening. Individual cleaning of stand space is the
responsibility of each exhibiting company.
2. Security
The Pavilions will be locked at 22.00 hrs but during the exhibition usually no later than
half an hour after closure of the exhibition. (Exceptions will be made if prior consent has
been given by IKF Management). Request has to be submitted in a written form not less than 24
hours before the planned prolongation of working hours.
The doors will be unlocked at 08.00 hrs during build up and dismantling and at 9:30 hrs
during the exhibition.
Exhibitors are responsible for ensuring their stand is manned when the doors are opened. Your
property is more vulnerable to damage or theft once the hall is open, thus you must ensure a
member of staff or security is guarding. IKF does not take responsibility for the loss or
damage of exhibits.
For individual security for your stand during the opening hours and/or overnight, please send
your requirements to IKF for information and quotation. Any security personnel of your own
are not allowed to stay in the pavilion overnight.
IKF does not provide transport or storage services for any goods. Please contact the official
forwarding agent (contact details on the form: List of Exhibits).
3. Car Parking
Car Parking Passes that allow parking next to the exhibition can be ordered on Form E.
4. Electricity
Electrical services must be ordered using Form B1. Please choose the correct capacity you
need on this form. Exhibitors with space only sites need to order a fused switch box and
cabling to the main supplies, if they do not provide their own.
Plug sockets and/or lights are not included in the electrical supply but can be ordered
separately using Form B.
In certain modular and other packages, plug sockets and lights may be included. Please refer
to your space application form and the stand layout for this information.
5. Water and Drainage
Please place your order for a water connection on Form B1. Items such as sinks have to be
ordered on Form B.
6. Telephones, Faxes, Internet etc.
You can order a telephone with an international line for your stand using Form B1. Please
note that a deposit for calls will need to be paid in advance. Any overpaid amounts will be
credited after the show.
7. Fascia Panel / Graphic Works
A first fascia with company name is included in the equipped package. If you require more
fascia please order and indicate name to be shown on your fascia panel on Form C.
You can also order your company logo or additional graphics at an extra charge.
Exhibitors with space only sites have to contact their stand builder to order their fascia
panel or other graphic works.
8. Forms & Summary Order Form
Please fill in all forms by typing or writing in BLOCK CAPITAL LETTERS.
The Summary Order form must be returned together with the other order forms completely filled
in and signed. Without accompanying completed Summary Order Form your orders cannot be
processed. On the basis of Summary Order Form an invoice will be issued.
Please tick the yes/no boxes under "Form returned" in the Summary Order Form to
avoid confusion about missing order forms.
The deadline to return all forms is shown on page 1 Dates and Deadlines.
9. Payment
All service requirements are payable in advance in EUR. Confirmation of payment must be sent
to IKF together with Summary Order and other forms.
Please settle the payment on IKF account:
DZ Bank Polska S.A.
PL29 1740 0006 0000 3000 0022 6096
10. Late and/or On-site Orders
Additional orders received during setting-up the booths are charged according to IKF price
list.
11. Personal Data Protection
IKF Exhibitions informs that personal data included in the forms will be entered into the
database exclusively for the use of making these orders. Exhibitors have the right to access
data and correct or delete their entry at any time from our database. This will be done after
receiving a written request from the exhibitor.
12. Conflicts and Claims
Any agreement within the context of the exhibition will be governed in accordance with Polish
law. All issues, which have not been covered in this document, are subject to the Polish
Civil Code. All unresolved issues or conflicts would be dealt with through a district court in
Katowice
