Organizational information for Exhibitors 

1.Contact details, assembly and disassembly dates, trade fair opening hours. 

Exhibitors’ support: konsultanttechniczny@warsawexpo.eu

1.Contact details, assembly and disassembly dates, trade fair opening hours. 

Exhibitors’ support: konsultanttechniczny@warsawexpo.eu

Stand assembly:

  • individual installation: 16-17.10.2022 – 8 a.m. – 10 p.m. and 18.10.2022- 8 a.m. – 8 p.m.
  • installation by Ptak Warsaw Expo: 18.10.2022 – 8 a.m. – 8 p.m.

Stand disassembly:

  • 22.10.2022 – 6 p.m. – 12 a.m.
  • 23.10.2022 – 8 a.m. – 8 p.m.

January 24-26, 2023 opening hours (19-22 October 2022): 

  • For exhibitors – 9:00 a.m. – 7:00 p.m.
  • For visitors  – 10 a.m. – 6 p.m.

2. PTAK WARSAW EXPO (PWE) important technical information: electricity, water and Internet connections, permissible load on the exhibition area, maximum weight of suspended elements, maximum height of the construction.

Electrical connections:
The Exhibitor is obliged to order the appropriate power of electrical connections, necessary to power all electrical devices used at the stand.
The sum of the devices and lighting’s power at the stand will be the basis for ensuring the appropriate power of connections.

Water connections:
The exhibitor is obliged to order water connection in the amount corresponding to the number of machines and devices used at the stand. It is forbidden to connect more than one appliance or sink to one water connection (applies to both the inflow and outflow). Using switching stations and adapters for several devices is prohibited.

PWE connections characteristics: 

Electrical connections:

  • we offer power ranges (in kWh) specified in the Organiser’s order form,
  • three-phase current is supplied (min. 9 kW),
  • Exhibitors ordering three-phase current are asked to specify the socket type (16 A, 32 A, 63 A) and the power consumption of the machines / devices connected at the stand. The Exhibitor / subcontractor of the installation is obliged to precisely define the point of exit of individual connections on the project.

Water connections:

  • inflow – 0.5 inch hose diameter with a valve,
  • sink drain – 1 inch conduit,
  • device / machine drain – PVC cable, 2 inch diameter.

Internet connection:  cable or Wi-Fi (depending on the Exhibitor’s needs)
One Internet connection is assigned to only one computer.

EXHIBITION’S AREA 1m2 MAXIMUM LOAD: 2.5 T / m2; AND MEDIA CHANNELS: 500 kg.

MAXIMUM WEIGHT OF SUSPENDED ELEMENTS: 50 kg / 1 point *

* All kinds of suspensions must be agreed with the technical consultant. Suspending the customer’s element to the hall’s ceiling is possible only after providing the required documentation – declaration regarding the suspension of the elements, the stand base with the design and marked places for suspensions (documents, approvals, manufacturer) regarding the Trilock / Quadrolock structure or other / own structure to which the elements will be suspended – not later than 40 days before the start of the event and after obtaining the consent of the Organizer.

MAXIMUM HEIGHT OF INDIVIDUAL STANDS CONSTRUCTION: in accordance with the stand’s technical plan from the Organizer.

3. Procedures for the approval of stands, surfaces and safety rules on the premises of PWE.

Collection of the stands takes place in the Exhibitors’ Technical Service Point located on the premises of PWE.

Additional orders or changes to the construction of the stands will be implemented, if possible, on the stand’s collection day.

In accordance with the trade fair regulations, only non-flammable materials or materials protected with fire retardants to the degree of low flammability may be used to decorate the stand.

Fire-proof impregnated materials must have a valid fire safety certificate.

The Exhibitor is obliged to present current certificates confirming the level of low flammability and non-flammability of the materials used at the Exhibitors’ Technical Service Point.

There is a total ban on smoking, bringing in and using gas cylinders, also of the tourist type, on the premises of PWE.

Decorations used at the stand may not damage the walls and floor of PWE, therefore it is forbidden to lean metal, glass or furniture against the walls without proper protection.

It is forbidden for exhibitors who decorate their stands to hammer or screw nails, screws and thumbtacks into the walls.

In the event of damage to the elements of the stand construction, the Exhibitor will be charged with the costs of replacing or repairing the damaged element.

Leaving exibitor’s stand elements:

In accordance with the regulations of the Fair, it is forbidden to take down exhibits and clear the display at the stand before the end of the Fair.

The elements of the stand must be disassembled during the hours specified by the Organizer. Exhibitors are required to remove all decorations used at the stand (exhibits, billboards, banners, posters with double-sided tape, colored foil on the construction modules) and restore the exhibition space (stand) to the state found on the date of handover by the Organizer.

ATTENTION!!! 

In the event of damage to the stand modules or the decoration elements (graphics) left at the stand, the Exhibitor will be charged with the costs of renovation or cleaning the stand modules.

The Organizer shall not be liable in any way for the destruction or loss of the Exhibitor’s property not removed from the Fair by the Exhibitor on time.

On the premises of PWE, it is strictly forbidden to use open fire, machines such as grinders or welding machines, as well as dusting tools without an extraction vacuum cleaner.

Collection of the space along with the ordered connections takes place in the Exhibitors’ Technical Service Point located on the premises of PWE. 

Collecting the stand space along with the media connections for the construction of the stand takes place on the day of assembly, based on the Exhibition Area Acceptance Report.

The person collecting the space, if it is not the Exhibitor (e.g. the building contractor), should have an original authorization document signed and stamped by the Exhibitor. Persons authorized by the Exhibitor to construct the building in order to move freely around the Fair grounds should have technical IDs, which will be available at the Exhibitors’ Technical Service Point. Technical IDs should be completed with the details of the persons authorized to assemble the stand.

Technical IDs are valid only during assembly and disassembly and do not authorize entry to the Fair during the event.

Stands, their furnishings and decorations must be made only of non-flammable materials or protected with flame retardants with an appropriate level of slow flammability. The Exhibitor is obliged to present the Organizer with an appropriate certificate confirming the flammability level of the materials.

Scans or photocopies of the certificates should be sent to the Organizer along with the architectural design of the stand 40 days before the start of the Fair.

The stand construction contractor is obliged to remove all waste and elements left over from the construction site from the stand and communication routes.

The building contractor is obliged to finish or expose each wall adjacent to the neighboring stand and which is higher than 2.4meters in an aesthetic manner, in white. It should be made from non-transparent materials.

The Exhibitor is fully responsible for any loss or damage resulting from improper use of the space, rooms and PWE’s devices by its own employees or the company building the Exhibitor’s stand.

Workers performing electrical installations must have valid SEP certificates in the field of electrical devices operation.

The Exhibitor who builds the exhibition space on his own or through a hired external company is obliged to:

  • provide the name and address of the company building the stand,
  • authorize the construction contractor to take over (in a protocol) the exhibition space for the construction works,
  • submit the architectural, electrical and plumbing design of the stand for approval by the Organizer 40 days before the start of the fair,
  • obtain consent to perform the above-mentioned technical installations,
  • send the contractor’s authorization and declaration, along with certificates confirming that the materials used for the construction of the stand are non-flammable,
  • send full documentation of any suspended structures.

Dismantling of self-built exhibition stands

In accordance with the regulations of the Fair, it is forbidden to take down exhibits and clear the display at the stand before the end of the Fair.

The elements of the stand must be disassembled during the hours specified by the Organizer. Exhibitors are required to remove all decorations used at the stand (exhibits, billboards, banners, posters with double-sided tape, colored foil on the development modules) and restore the exhibition space (stand) to the state found on the date of handover by the Organizer.

Disassembly of the stand must be completed no later than by the end of the date set by the Organizer. Failure to meet the deadlines will result in charging the Exhibitor with additional costs. After the dismantling is completed, the exhibition space should be handed over to the Organizer in an intact condition, corresponding to the condition of the space before the assembly of the stand. All elements used in the construction of the stand, carpeting and adhesive tape must be removed from the surface.

The exhibitor is responsible for any damage resulting from improper disassembly. The Organizer shall not be liable in any way for the destruction or loss of the Exhibitor’s property not removed from the Fair site on time by the Exhibitor.

The teams entering the disassembly must have “technical” IDs (to be collected at the Exhibitor Service Point, on the premises of PWE).

Entry of vans and trucks for disassembly is possible only after the Fair ends.

4. Information on unloading, courier packages and forwarding in PWE.

Materials unloading and transporting on the premises of PWE – EXHIBITORS USING COURIER COMPANIES ARE OBLIGED TO PERSONALLY COLLECT THE PACKAGES.

The delivery of goods and fair displays during the Fair must be completed at least 30 minutes before the opening of the Fair. On other days, it should take place during the assembly hours of the stands.

The Organizer is not responsible for packages sent to Exhibitors, therefore no shipment will be collected from a courier company at the Exhibitors’ Technical Service Point.

The following companies have exclusivity for transport services (e.g. driving forklifts in the exhibition halls and other transport vehicles):

NETLOG POLSKA Sp. z o.o.
Rafał Skrobutan
Koordynator/ Coordinator
tel.No. +48 22 256 70 55
tel.No. +48 668 890 274
e-mail rafal.skrobutan@netlog.org.pl
www.netlog.org.pl

TRANSMEBLE INTERNATIONAL
Marcin Frontczak
tel.No.+48 501 710 984
e-mail marcin@transmeble.com.pl

The Official Freight Forwarder of the Fair provides exclusive unloading / loading services on the premises of PWE with the use of mechanical devices, i.e. forklifts and crane trucks. Therefore, on the premises of PWE, it is forbidden for Exhibitors and third parties to use mechanical devices for unloading, e.g. cranes, mechanical forklifts, to the premises of the facility, without the consent of the Organizer or the Official Freight Forwarder of the Fair.

The Freight Forwarder provides services through:

  • organization of transport of exhibits, comprehensive customs services,
  • unloading and loading of fair goods in accordance with the sender’s instructions,
  • support of qualified personnel in unpacking / packing exhibits at the stand,
  • professional storage of empty packaging, exhibits and stand construction materials,
  • rental of trolleys and transport platforms.