Places at many foreign exhibitions sell out very quickly. Therefore, it is necessary to submit an application for participation in the exhibition in advance. Acceptance of applications, for example in Germany, ends six to eighteen months (depending on the cycle of the event - annual or biennial) before the start of the event. In the application, taking into account the above preliminary stand concept, you must indicate the required amount of space.

To register, the exhibitor receives the following information from the exhibition organizer: site plans, pavilion plans, registration documents, documents on services, proposed stand locations, exhibition conditions, instructions.

The application must indicate:

• -- minimum and maximum dimensions of the stand (in sq. m),
• -- location in a pavilion or open area (infrastructure),
• -- dimensions of the stand (length and width),
• -- type of stand (in a row, corner, head or block stand),
• - deviations from a predetermined seat distribution scheme,
• -- structure (one- or two-story stand),
• -- data on exhibited goods (structure by industry),
• -- sub-exhibitors and additionally represented companies,
• -- data on the amount of expected waste and its types.

In case of joint participation in the exhibition, the application is submitted by the organization that deals with organizational issues.

Russian exhibition organizers do not always provide the entire list of information, while exhibition companies organizing international exhibitions provide the entire range of documents.

Conditions of participation in the exhibition (participation agreement). The document on the conditions of participation in the exhibition regulates such points of the contract as admission to the exhibition, rent for the stand, payment terms, possible termination of the contract, registration of sub-exhibitors and additionally represented companies.

In the technical part, deadlines are outlined, instructions for installation and disassembly are given, descriptions of the design of the stand, characteristics of building materials that are allowed to be used, obligations to avoid unnecessary waste and their recycling, the height of the stand is indicated, the permissible load on the occupied surface, technical installations for maintenance are named stand, explanations are given regarding displays and advertising at stands, fire protection, accident prevention and safety requirements, liability and insurance.

The advent of fax, e-mail, and then the Internet greatly simplified the application process, but the list of questions that must be answered in the application has remained virtually unchanged.

In case of refusal to participate in the exhibition, a penalty is paid in different amounts - depending on the specific deadlines. If you cancel your participation shortly before the event, under certain circumstances you will be required to pay the full amount of the booth rental.

There are also certain instructions for importing technical equipment to the exhibition, which impose high safety requirements. Detailed information is provided on technical equipment issues and control tests are carried out.

Since participation in an exhibition is associated with risk in many respects, a special insurance system was developed several decades ago. The exhibitor must take care of sufficient insurance coverage himself. The exhibition organizer bears only general financial liability for damage caused to person or property.

In principle, the organizer of an exhibition event helps exhibitors, especially those who are participating in the exhibition for the first time, with both deeds and advice, in resolving all organizational and technical issues.

Together with the document on the conditions of participation in the exhibition or with confirmation of the allocation of a stand, forms are sent to the exhibitor - orders for various services. In addition to auxiliary means for working with the press and advertising, you can order from the organizer or from companies with which he has entered into contracts a number of services included in the cost of participation (mandatory exhibition services) or at fixed prices. This includes: rental of a finished stand, rental of furniture, kitchen equipment, floor coverings, lighting fixtures, audio-video equipment, expedition services, rental of storage space, accommodation reservation, cleaning and security of the stand, transport and exhibition insurance, wiring of electricity and water. , forced air, connection of telecommunications, provision of auxiliary workers, photo services, visits to familiarize themselves with the activities of local institutes, organizations, enterprises of interest to the exhibitor, cultural program (excursion trips around the city, visits to museums, theaters, etc.).

Already on site during installation, other services are offered, sale and rental of flowers, decorative material and material for mounting a stand, sale of everyday goods, provision of new labor, etc.

The service also includes the issuance of certificates for stand staff. According to the size of the stand, free passes are distributed to its staff; other participant IDs, usually abroad, can be obtained for a fee. Paid long-term parking passes may be requested in advance on the appropriate order form.

Exhibition organizers attach particular importance to the compilation of exhibition catalogues. Their importance lies in the fact that they preserve the memory of the exhibition, its participants and exhibitors. Catalogs allow you to analyze the state of the economy and culture at each specific time stage. As a rule, the catalog serves as a source of information for buyers until the next similar exhibition. In addition, the catalog is an additional source of advertising. The vast majority of exhibitors today understand the importance of information about themselves in the catalogue.

Forms for entering data into the catalog and information systems are sent when filling out an application for participation, abroad - along with official admission. It should be noted that the exhibition catalog is signed for printing relatively early, because it should be available to interested circles several weeks before the start of the event, so that they have time to prepare for their visit to the exhibition.

Entering data into the catalog is usually paid for by the customer and proceeds along three lines: in alphabetical order by company names (sometimes with a brief summary of the delivery program), by product names or nomenclature and, finally, by pavilion along with the corresponding pavilion plan. If desired, the exhibitor's products can be designated in different product groups. Also, for a fee, trademarks or brand names are published in the catalogue. You can also place a separate advertisement about your company (organization) or product (services).

The same distribution principle applies to entering information for visitors into electronic systems. There are also some opportunities for advertising here. As for the systems themselves, it is recommended to double-check the entered data on the first day of the exhibition and compare it with competitors’ data in order to have time to make corrections.

Reasonable planning and execution of transportation prevents unnecessary material losses and reduces additional costs incurred due to haste. For the exhibitor, transportation is part of the organization of his participation in the fair/exhibition and requires serious care, because the key to success is exhibits delivered on time in safety, which are easy to unpack and repack.

Transportation of exhibits, materials for the manufacture and decoration of a stand and other goods related to the fair and exhibition is a task that any serious transport company can carry out without much difficulty. Abroad, when it comes to large-sized items, it is recommended to cooperate with an experienced exhibition expedition - the official carrier of the exhibition-fair. To avoid unpleasant surprises, the exhibitor must request freight transportation.

Taking into account the decisions made, it is necessary to draw up a transportation schedule, which should include the entire cycle from preparation for shipment to the return of exhibits to the enterprise. Failure to comply with the conditions of participation established by the regulations (certificates of origin, certification of accounts, reservations, etc.), incorrect filling out of supporting documents, underestimation of the often confusing and lengthy customs clearance procedure, exclusion from the calculation of the so-called “iron time” of insurance (strikes, short-term interruption of work etc.) often cause late delivery of goods or even complications in their customs clearance, as a result of which all organizational efforts are at risk.

Apart from the company's own delivery vehicles at the exhibition site, only special exhibition forwarders are responsible for delivery and return transportation, as well as for providing unloading equipment. On the one hand, this is a matter of insurance conditions, on the other hand, the exhibition forwarder takes upon himself (instead of the organizer) responsibility for delivery and dispatch, payment of duties for all exhibits and, in addition, for the storage of containers. Forwarding bureaus at exhibitions work constantly: during installation, during the event itself, and during disassembly. Orders for expedition services must be made in a timely manner, before the start of the exhibition.

Foreign participants are required to know the relevant rules when transporting goods and performing related customs formalities. Freight forwarders, who have experience working at international exhibitions and are often contractual partners of the companies themselves, monitor the progress of the movement of all cargo, often using the capabilities of groupage containers for many exhibitors at once. They ensure that all instructions are followed and are well aware of the capabilities of the handling equipment at their disposal at the exhibition site. If there is no such special exhibition carrier, the exhibitor must:

• -- take care of timely receipt of information about the specific conditions in force in the country where the fair/exhibition is taking place, about the most suitable method of transportation and type of packaging;
• -- choose the right transport company;
• -- promptly inform the transport company about goods and other cargo to be transported (quantity, volume, weight);
• -- prepare suitable packaging materials;
• -- ensure joint shipment of the necessary tools and auxiliary materials for packaging exhibits during export;
• -- take care of impeccable packaging and correct labeling of boxes in a foreign language and, finally,
• -- draw up a special transportation schedule in cooperation with the carrier company.

In addition, in all cases, the exhibitor must monitor the implementation of currency formalities by intermediary banks.

Arrival, departure and stay at the exhibition. To get a room of the desired category in a hotel, it is best to book it in writing in advance. The exhibition organizer thus receives a completed room reservation form along with participation documents. All exhibitions have service bureaus that take care of booking accommodations before the exhibition.

Environment protection. The requirement to take into account environmental safety when organizing exhibition activities in Russia has not yet become one of the most important. In this regard, the experience of Germany is very useful. German exhibitionists proceed from the understanding that nature and environmental protection is one of the most important tasks of the economy and society. That is why compliance with environmental requirements is an urgent need.

In order for participation in the exhibition to comply with environmental requirements, you must:

• -- use a systematic approach to planning, where all decisions and actions are checked in terms of their consequences for the environment;
• -- seek opportunities to reduce waste;
• -- receive information in advance about the system for assigning fees for waste disposal from the fair organizer;
• -- use reusable containers and packaging during transportation;
• -- minimize waste of toxic and harmful substances and complex multilayer materials;
• -- use products designed for reusable use or recycling;
• -- prevent contamination, damage, dust, waste of materials during installation and disassembly of stands;
• - adopt the motto: “Prevent - Reduce - Reuse.”

Participation in the general program. The holding of most specialized exhibitions is currently accompanied by the organization of scientific and practical conferences, seminars, round tables, presentations of participating companies, training sessions and other events. In cases where such events are educational in nature, the organizers of exhibitions and fairs add a registration fee to the cost of participation in the exhibition or set a separate fee for attending educational seminars. However, if this event is equivalent to a conference (forum, congress), then payment for participation in it is set separately. In Russia, until recently, most specialized exhibitions include the costs of organizing scientific and practical conferences, seminars, and round tables related to the themes of the exhibitions in the cost of renting exhibition space. As a result, at a number of specialized exhibitions, as part of a program that includes reports from specialist exhibitors, the exhibitor has the opportunity to speak on behalf of the company with abstract reports on individual products or technology. But the organizer must be informed about these reports in a timely manner. An appropriate entry should generally be included in the contract application, including the topic, time and date of the desired performance. This, as already indicated, usually does not require special expenses. The organizer provides the premises and undertakes advertising and notification of visitors.

The exhibitor can present his products in a special display. Such special screenings are usually announced separately; they are organized in such a way that no firm is given preference. In addition, the exhibitor can expect to participate in special conferences, congresses or discussions in order to acquire new or refresh his knowledge of the current state of affairs. But stand maintenance should not suffer from all this.

“We have an excellent team - many have been working for more than 10 years, and some have been working since the opening of the hotel”
Svetlana MIKHALEVSKAYA
Azimut Hotel Olympic
CEO
Most likely, this is the result of stable demand for trips to Moscow from Russians. And we have a lot of returning guests. Last year, the Azimut chain updated its loyalty program, and it bore fruit. Although people, of course, come to us not because of bonus points, but for the sake of a high level of service

Photo: Press service of the Mayor and Government of Moscow. Denis Grishkin

Compensations can amount to up to 700 thousand rubles. This will help entrepreneurs explore new markets.

Small and medium-sized businesses will be reimbursed for part of the costs of participating in congress and exhibition events. The corresponding resolution was adopted at a meeting of the Presidium of the Moscow Government.

“Small and medium-sized businesses in Moscow are developing dynamically and are playing an increasingly important role in the city’s economy. Nevertheless, we must continue to expand various measures to support entrepreneurship,” he emphasized.

Subsidies will be allocated for entrepreneurs who participate in Russian and international congresses, exhibitions, fairs and other events aimed at promoting their goods and services and developing new markets. The list of exhibitions and other events will be confirmed. A list of events for which you can receive compensation for participation will be posted on the department’s website.

The maximum subsidy amount for a small and medium-sized business during a financial year will be 50 percent of the amount of costs for these purposes. The amount of payments cannot exceed 350 thousand rubles for events in Russia and 700 thousand rubles for events abroad. Expenses will need to be documented.

Subsidized costs include the costs of registration, construction and equipment of the stand (including installation, dismantling and engineering services) and rental of exhibition space.

“We will carry out a selection in order to select the most technologically advanced and economically developing enterprises,” said the head of the Department of Science, Industrial Policy and Entrepreneurship. When selecting applications, residents of technology parks, industrial parks and special economic zones of Moscow will have an advantage.

In addition, the following criteria will be taken into account:

— average annual salary at the enterprise per employee;

— the ratio of tax contributions to the Moscow budget to the amount of the requested subsidy;

— the share of subjects’ own funds in the financial costs of participation in the exhibition.

The specific weight of each criterion is 0.25.

The use of the subsidy will allow representatives of small and medium-sized businesses to more actively promote their products and services in Russia and abroad, and will also help attract revenue to the city budget and investment in the Moscow economy.

“I think that the support of the Moscow Government will increase the accessibility of congress and exhibition events, especially for small and medium-sized businesses,” said Sergei Bednov, chairman of the Chamber of Commerce and Industry Committee on Exhibition, Fair and Congress Activities. According to him, the Moscow Government was among the first to introduce regular support for businesses that participate in exhibitions.

One of these initiatives is the program for organizing collective stands “Made in Moscow”. Manufacturers in the capital can display their products at these stands, recalled Alexey Fursin. Small and medium-sized businesses primarily participate in the program. It allows entrepreneurs to conclude contracts and establish contacts. “Eight or more companies can post information on stands,” added the head of the Department.

Sergei Sobyanin instructed to monitor the situation and monitor how the innovation will be implemented. “If it suits business, we will continue this practice,” he said. The mayor of Moscow added that the resolution will be promptly amended if the need arises.

In September this year, the ParkZoo exhibition will be held in Moscow for the eighth time, and in April, top managers and business owners will gather at the second Russian Pet Business Summit in Sochi. General Director of ARTIS Expo Natalya Morgunova told what innovations await the participants of these events.

Additional information by phone:
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