Services and facilities
Audiovisual Equipment
Audiovisual equipment can be ordered separately via the IFEMA exhibitor webshop.
Badge Scanner
We offer you Lead Management in the form of a Badge Scanner; simply scan the delegate badge with an app on your own mobile device. The contact details of the delegate will be captured and saved. The app comes with an online platform where the captured data can be downloaded into an excel file.
But there is more! If you would like to, you can:
- Configure an email that is automatically send to the delegates once their badge is scanned
- Emails can be automatically sent as an alert to for instance a colleague in your office to immediately follow up
- Create questions that can be answered once a badge is scanned. These details will also be saved in the online platform and can be downloaded to the excel file
If you wish to book the Badge Scanner or would like more information contact us at corporaterelations@eage.org.
Branding
Besides EAGE's sponsor programme, we offer more ways to increase your brand awareness. For more information, please contact exhibition@eage.org.
Carpet and Floors
Carpet and floor coverings can be ordered through our official supplier, Servis. Carpet is included in the Booth Package stands, and the colour can be selected through the IFEMA exhibitor webshop.
Note that there are special rules for raised floors!
Catering
During show days there will be coffee points on the exhibition floor with complimentary coffee, tea & water. There are catering outlets throughout the venue (lunch is not included in the delegate fee).
During the Icebreaker Reception on Monday 6 June 2022, delicious finger food and drinks will be offered free of charge.
Exhibitor catering
Catering can be ordered via the IFEMA exhibitor webshop. Please make sure to read all IFEMA regulations regarding exhibitor catering:
Exhibitors are not allowed to sell food and drinks at their booths. Any drinks must be served in disposable containers and purely as hospitality to a prospective customer and may not be made available to the passing public.
Cleaning
Stand cleaning is included with booth package stands, and contains:
- Booth cleaning before the show
- Daily booth cleaning
- Emptying waste baskets
Company Profile
All exhibitors have the opportunity to complete their company profile. All details will be immediately visible in the online exhibitors list, so do not wait too long and complete your company profile today.
Your completed company details will be included in:
- The online exhibitor list,
- The EAGE Annual 2022 mobile app,
- The Programme & Catalogue (excl. 100 word profile).
The deadline for completing and/or updating your company profile is 1 April 2022. After this date your changes will only be visible online.
Further information about how to complete your company profile will be shared with you via email.
Decal
To increase you corporate profile and image on the show and your stand, EAGE offers the opportunity to order Decals; these are stickers around your stand that we will place on the aisle carpet. The decals can only be placed connected to your stand. For more information and proposals please contact us at exhibition@eage.org.
Drawing Approval
All "Space Only" exhibitors MUST submit a copy of their stand design to the EAGE Exhibition Team for evaluation and approval no later than 15 April 2022. Please submit a clear sketch with measurements and scale floor plan (in meters), or a model plus scale drawing. This information should contain the name, address and contact details of the stand building contractor. Failure to provide a stand design for approval will result in the exhibitor not having permission to build. Without an approval you will not have permission to build up your booth.
The approved construction height is 250 cm, including raised platforms.
"Booth Package" exhibitors exceeding the 250 cm height maximum MUST also submit a copy of their stand design to the EAGE Exhibition Team.
Applications for approval need to be sent in no later than 15 April 2022. Without approval, you will not have permission to build your booth. IFEMA and EAGE Conferences BV reserve the right to stop booth construction at any time for any stand not fulfilling all rules specified in the Rules & Regulations section of this website.
Electricity
Electricity in the exhibition halls is coming from ducts in the floor. ***Please read the Electrical ToDo List for important information.
It is prohibited to carry out any electrical works at the venue. Stands can be connected to the building's electricity mains by the electricians officially appointed by the organisers; IFEMA.
IFEMA automatically will invoice all "Space Only Exhibitors" for a minimum electrical consumption for each stand. Please refer to the IFEMA Electrical Regulation instructions for a more detailed description. For rules and regulation regarding electricity, please also read the IFEMA Validation of electrical installations and Rules for Use of Equipment with LOW VOLTAGE Electrical Hazard.
Each "Booth Package" stand includes a main connection including one (1) socket outlet of with minimum electrical consumption.
It is recommended that exhibitors turn off all electricity when leaving the premises. For additional services, please see the IFEMA exhibitor webshop.
Exhibitor Service Desk
During build up, the show and break down an Exhibitor Service Desk will be onsite to answer all your questions and assist you with your booth requirements. The location of the Exhibitor Service Desk will at the back of Hall 9.
Fascia and Logo
"Booth Package" exhibitors have to complete their fascia text. This can be completed through the online Exhibitors Portal. Please check your email regarding this.
Floral Decoration
Floral decorations can be ordered through the IFEMA exhibitor webshop.
Freight
Neither EAGE Conferences BV nor IFEMA can accept deliveries on an Exhibitor's behalf. Please refer to freight forwarder Meritex International Ltd. Please find here Shipping Instructions and Tariffs.
Furniture
Furniture can be ordered through the IFEMA exhibitor webshop.
Graphics
Graphics can be ordered through the IFEMA exhibitor webshop.
Hostess Service
If you are interested in hostess service, you can arrange for hospitality staff for your stand through the IFEMA exhibitor webshop.
Internet and Telecom
IFEMA is our official provider for internet and telecom services. Orders can be placed through IFEMA via the exhibitor webshop.
Please read all information regarding IFEMA regulations:
Lost and Found
The lost and found desk will be located onsite.
Meeting Rooms
If you are looking for a meeting room at the venue, please send your requests to us at exhibition@eage.org. You can order AV and catering directly with IFEMA. Contact details would have been shared with you in our confirmation email regarding the booking of the meeting rooms.
Parking
The car parks available during assembly/dismantling will be the Orange/Green (North West) parking area at IFEMA. Exhibitors can enjoy special prices during the assembly and dismantling periods. Before leaving the car park you need to pay the charge at any of the automatic cash machines of IFEMA. Parking tickets can be pre-ordered through the IFEMA web shop.
Lorry Parking
For lorry parking we would like to refer to our freight forwarder, Meritex International Ltd.
Photography, Video and Audio-recording
Due to the importance of the technical content, exhibitors must receive prior approval from the EAGE Exhibition Team for any photography, video and/or audio-recording of any activity within the venue. Recording of technical sessions is strictly forbidden.
Rigging
Rigging in the hall is allowed and needs to be arranged through IFEMA.
Rigging is possible in the hall. IFEMA is the exclusive supplier for rigging services. All hanging points and hoists (manual or motorized) must be ordered through IFEMA. All rigging projects need to pass an inspection process. For an overview of the services and process, please refer to the Rigging Services Overview. Also please read the IFEMA Rules on Rigging, and complete the Authorization request for rigging structures in halls.
All rigging can be ordered through the IFEMA exhibitor webshop.
Please note that rigging objects can only be hung above the exhibitor’s space and not over aisle ways. Banners bigger than 12 sqm need to be approved by the EAGE Exhibition Team. These banners will be evaluated individually. Please include your banners in your stand design and send it to the EAGE Exhibition Team before 1 April 2022.
Please note that the deadline is 25 April 2022.
Second Storey Stands and Raised Exhibits
Please note that for a stand with two or more storeys and raised exhibit areas, when 120cm or higher, The Project must be signed by a technician and stamped in Spain if its relevant professional association. Please see detailed info in point 24.6 in the IFEMA General Rules for Exhibitors. This Service may be ordered with FERIA MADRID (but it is not compulsory)
Please refer to IFEMA General Rules for Exhibitors, in particular article 24.3 and 24.6.
Please view the IFEMA exhibitor webshop.
Please submit a clear sketch with measurements and scale floor plan (in meters), or a model plus scale drawing to stecnica@ifema.es. The costs for approval of a second storey stand are 868,14 Euros.
You must show the reviewed and stamped project onsite when asked.
You have to apply for this approval no later than 1 April 2022. Without an approval you will not have permission to build up your booth. IFEMA and EAGE Conferences BV reserves the right to stop the building work at any time of any stand that is not fulfilling all rules specified in this document.
Security
The restricted EAGE areas are only accessible with the correct accreditation. General daily and night security will be provided during build-up, show days and break-down opening hours. The ultimate responsibility of your booth and property lies with the individual exhibitor.
Exhibitors wishing to book additional surveillance services for their booths can do so via the IFEMA exhibitor webshop.
In case you would bring your own private security to the exhibition to guard you booth or personnel, please complete the “Authorisation request for private security” to receive permission.
Shell Scheme Additional Walls & Fittings
Shell scheme additionals can be ordered through Servis via the IFEMA exhibitor webshop.
Space Only Booth
Have you booked a "Space Only" stand and you are looking for a stand builder? Servis is pleased to make you an offer. Please find the contact details below:
Ludovicco Rebecca
lrebecca@servisgroup.es
Storage
If you require storage during the exhibition, please contact Meritex, the official freight forwarder. It is forbidden to store packing materials in the exhibition hall.
Waste Removal
Exhibitors are responsible for arranging the disposal of their refuse during build up, break down and during the opening hours of the exhibition. This includes plastic that needs cutting away after build up.
On Monday 6 June 2022 at 13:00 hrs, stands and aisles must be clear of all refuse. Any refuse left after build up will be charged to the exhibitor.
Waste removal can be ordered through the IFEMA exhibitor webshop.
Water
Water stations will be available throughout the exhibition hall.
Information on this page may be subject to change.