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EXHIBITOR GUIDE BATIBOUW 2020 BRUSSELS EXPO
FEBRUARY 29 – MARCH 8 2020
NEW THIS YEAR CHAPTER PAGE
Opening hours 2.1 5
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CONTENTS
1. CHECKLIST 3
2. GENERAL INFORMATION 5
3. ORDERS 8
4. BUILD-UP 9
5. FAIR 14
6. DISMANTLING 19
7. MISCELLANEOUS 24
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1. CHECKLIST
A good preparation is half the battle! This checklist can help you not to forget anything while preparing your participation. First and foremost, pay attention to the points highlighted in red. It is obligatory to order, fill in or send in those items.
Good luck!
1.1. REGULATIONS AND IMPORTANT INFORMATION
DOCUMENT READ
Booth confirmation Exhibitor guide General regulations FISA General regulations BATIBOUW BRUSSELS EXPO Health and Safety regulations Regulations on stand construction Safety tips for the stand constructor Ministerial regulations concerning price display VAT foreign exhibitors + attachments Plan BRUSSELS EXPO
1.2. FORMS
FORM DEADLINE SENT
Catalogue information December 10th 2019 Final booth design November 1st 2019 Press file December 30th 2019 Safety, Health & environmental Charter January 17th 2020 Responsible of the stand / Stand constructor January 17th 2020 Pre build-up January 17th 2020 Dismantling Sunday 8/03 January 17th 2020
1.3. ORDERS
PRODUCT DEADLINE ORDERED
FISA OPERATIONS NV Exhibitor badges Entrance tickets general public Lorry cards build-up February 15th 2020 Lorry cards dismantling March 1st 2020 Stamp labels / stickers / posters (free)
BRUSSELS EXPO Water supply January 14th 2020 Electricity supply January 14th 2020 Gas supply January 14th 2020 Suspensions January 14th 2020 Flues January 14th 2020
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Internet January 14th 2020 Telephone line January 14th 2020 Parking pass January 14th 2020
Audio-visual equipment January 14th 2020 Carpet January 14th 2020 Catering January 14th 2020 Cleaning January 14th 2020 Extinguisher (Obligatory for > 72m²!) January 14th 2020 Furniture January 14th 2020 Handling & cherry pickers January 14th 2020 Hospitality January 14th 2020 Insurance January 14th 2020 Plants January 14th 2020 Security January 14th 2020 Stand construction January 14th 2020 Trussing and lighting January 14th 2020 Transport & customs January 14th 2020 Waste containers January 14th 2020
1.4. THIRD PARTY DEMANDS
DEMAND DEADLINE SENT
Equitable remuneration SABAM Raffle license The organizer has the right to change prices and conditions mentioned in the Memento if circumstances or events should make such a measure inevitable. It is still possible to place your orders during build up days. Please note that last minute orders may be subject to a surcharge.
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BATIBOUW 2020 will open its doors from Saturday February 29th 2020 until Sunday March 8th 2020. We would
like to take this opportunity to communicate important information about your participation in this trade
fair.
Please read this document carefully (even if you are a loyal participant!) and pass important information on to your stand constructor.
Our website – section “Documents” – allows you to find extra information that can help you to prepare your participation. Do not forget to take a look at www.batibouw.com.
The section “Orders” in this guide will inform you on how to place orders and where to find important documents and regulations.
✓ Place your orders before January 29th 2020 to benefit from advantageous rates!
2. GENERAL INFORMATION
2.1. OPENING HOURS Saturday February 29th 10.00 AM – 6.30 PM Sunday March 1st 10.00 AM – 6.30 PM Monday March 2nd 12.00 AM – 8.30 PM Tuesday March 3rd 12.00 AM – 8.30 PM Wednesday March 4th 12.00 AM – 8.30 PM Thursday March 5th / Late-night opening 12.00 AM – 10.30 PM Friday March 6st 12.00 AM – 8.30 PM Saturday March 7th 10.00 AM – 6.30 PM Sunday March 8th 10.00 AM – 6.30 PM
2.2. CONTACT INFORMATION 2.2.1. ORGANISER: FISA OPERATIONS
Address Atomiumsquare 1 PO box 505 – 1020 Brussels
Phone +32 2 663 14 01
E-mail [email protected]
Contact: Jérémy Bourg Account Manager [email protected] Axel Schierhout Account Manager [email protected] Frédéric Joyeux Account Manager [email protected] Patrick De Greef Marketing Coordinator [email protected] Tine Jansen Exhibition Production Officer [email protected] Tim Elskens Customer Care Team Leader [email protected] Kenny Noël Customer Care Agent [email protected] Yasmina Faïk Accountancy [email protected]
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2.3. LOCATION
Address BRUSSELS EXPO Place de Belgique 1 BE – 1020 Brussels
2.4. EXHIBITION OFFICE
The BATIBOUW exhibition office is located at the front of hall 5. Our email addresses and phone numbers will remain the same, as well as the fair’s general email address [email protected].
Opening hours: (Pre-)Build-up Every day (20-21/02) 06.00 AM – 8.00 PM
Build-up Every day (22-28/02) 06.00 AM – 8.00PM
Exhibition days Weekend 08.00 AM – 7.00 PM Week days 10.00 AM – 9.00 PM Thursday March 5th 10.00 AM – 11.00 PM
Dismantling Sunday March 8th 08.00 AM – 10.00 PM Monday March 9th 07.00 AM – 8.00 PM Tuesday March 10th 07.00 AM – 4.00 PM
NOTE: On Sunday March 8th and Monday March 9th it will be possible to request your final check-up at the exhibition office until 04.00 AM.
2.4.1. FINANCE DEPARTMENT
Opening hours: Prebuild-up Thursday February 20th 08.00 AM – 01.00 PM Friday February 21st 08.00 AM – 01.00 PM Build-up Saturday February 22th 08.00 AM – 01.00 PM
Monday February 24th 08.00 AM – 01.00 PM Tuesday February 25th 08.00 AM – 01.00 PM Wednesday February 26th 08.00 AM – 01.00 PM Thursday February 27th Friday February 28th 08.00 AM – 01.00 PM
Exhibition days Saturday February 29th 08.00 AM – 01.00 PM
Article 10.3 of the General Terms of the FISA Group: Without prejudice to the possible application of other provisions of the General Terms, as from the first day of installation of the Fair, any late payment of the Amount Due by an Exhibitor to the secretariat of the Fair automatically results in an increase of the Amount Due by 7.5% (seven and a half percent) without this increased amount being less than €500 (five hundred euros). The increase is calculated and is payable immediately, with the Amount Due, of which it becomes a part. This increase is justified by higher administrative costs incurred by FISA to set up a secure arrangement for collection of invoices during the Fair.
Our exhibition team is happy to help you. We thank you in advance for your courtesy.
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3. ORDERS
While preparing for you participation, you can count on our support to guide you through our webshops. We have two separate platforms available that allow you to prepare as well as possible for your participation. You can find them at: www.batibouw.com > Exhibitors > Memento.
For a start, there is the webshop that is managed by FISA OPERATIONS and where exhibitor badges, entrance tickets and (free) promotional material can be purchased. It will also be possible to order lorry cards for build-up and dismantling.
The second webshop is managed by BRUSSELS EXPO and allows you to place your technical orders (f.e. electricity, water,...), suspensions, chimneys, parking passes and stand materials (f.e. furniture, plants,...)
NOTE: Your username will be the same for both platforms, namely the e-mail address of the dedicated contact person for your company. Your password for the FISA OPERATIONS webshop is your customer number mentioned on your invoices. For the BRUSSELS EXPO webshop, you will receive an e-mail to create your password. We advise you to choose the same one, so you can use the same login data for both platforms.
In case you also participated last year, you can re-use the login data for the BRUSSELS EXPO webshop. You will receive an e-mail giving you immediate access to the webshop for BATIBOUW 2020.
3.1. WEBSHOP FISA OPERATIONS
This platform allows you to order exhibitor badges, entrance tickets and (free) promotional material. Lorry cards will also be available, so you can pre-pay the warranty for build up as well as dismantling.
NOTE: for the orders that are placed after the 17th of January 2020, it is not possible to pay by invoice. These orders have to be paid online in our webshop by credit card. For orders placed before the 17th of January 2020, the option of paying by invoice is available.
3.1.1. ENTRANCE TICKETS
Entrance tickets can be purchased in the FISA OPERATIONS webshop. Visitors can pre-register online. We recommend you to encourage your guests to do so, in order to avoid long queues at the entrances.
NOTE: Batibouw tickets do not give access to any of the professional fairs happening during Batibouw.
Ordered tickets will be sent by post until January 31th 2020. Starting from Saturday February 22nd 2020 they will be available at the exhibition office. It will also be possible to order extra tickets there. Please keep in mind that they will have to be paid on-site. NOTE: It is not possible to pay in cash.
Schools can ask for a group discount for groups up from 10 persons. FISA OPERATIONS will check every request and will, on condition that it concern schools linked to construction, provide a discount code.
3.2. WEBSHOP BRUSSELS EXPO
This webshop allows you to place your technical orders (f.e. electricity, water, parking passes, suspensions, chimneys, lighting, trusses, carpet, furniture, cleaning,..). NOTE: Each exhibitor needs to order electricity!
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In the section “Downloads” you can find several important documents, such as the BRUSSELS EXPO safety regulations. We insist that every exhibitor reads the regulations and takes the mentioned safety measures into account.
The webshop is split in two separated parts:
Before logging in After choosing the correct fair, you can consult the catalogue and download important documents, such as the security charter. Important dates will be displayed as well.
After logging in The first time you log in, you will have to insert your booth number. Afterwards you will gain access to all products and rates. You will need to complete the stages up to the payment module to validate you order.
The BRUSSELS EXPO technical department will be happy to assist if you have questions regarding the platform. Do not hesitate to contact them at +32 2 658 42 55.
The webshop will be launched on October 10th 2019. Keep the deadline (January 29th 2020) in mind to benefit from advantageous rates!
4. BUILD-UP
4.1. SCHEDULE
The build-up will take place from the 22nd of February till the 28th of February 2020 between 06.00 AM and 10.00 PM. All exhibitors’ booths must be completed and ready to receive visitors on Saturday February 29th at 09.00 AM.
!!! ACCESS TO THE HALLS IS ONLY POSSIBLE WITH A LORRY CARD !!!
➢ On Friday February 28th , all vehicles will have to exit the halls before 3.00 PM
➢ The lorry cards you ordered online will be sent to you by mail after payment of all outstanding invoices
➢ Please ensure that you pass on these access cards to your partners (stand constructors, decorators,…) who need access to your booth.
➢ The build-up of hall 10 starts on Tuesday 25th of February, please note that there is no access allowed to hall 10 with a forklift.
4.2. PRE BUILD-UP
For exhibitors who require extra time to build their stands, we try to provide a few extra days, depending on the availability of the BRUSSELS EXPO halls.
If you wish to receive any more information regarding the possibilities or application, you can contact the Customer Service department ([email protected]). Keep the deadline (January 17th 2020) in mind and send us your application form in time.
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4.3. ACCESS FOR VEHICULES
Gate A In front of hall 3 Gate C In front of hall 5 Gate D1 In front of halls 7 and 11 Gate B1 In front of hall 12 Gate G Underneath pedestrian bridge – Chaussée Romaine
NOTE: Opening hours may vary by gate and by day. At the reverse side of your access card, you will find all the information regarding the opening hours of each gate.
4.4. LOW EMISSION ZONE The Low Emission Zone (LEZ) has been introduced in Brussels since the 1st of January 2018. This measure disallows some vehicles to drive in Brussels. Since the 1ste of January 2019 also vehicles on diesel from the EURO 2-norm and vehicles on gasoline without EURO-norm and EURO 1-norm are forbidden. NOTE: The Romeinsesteenweg does NOT belong to the low emission zone.
The indicated zone on the map above is the LEZ. Brussels Expo belongs in this zone but the Romeinsesteenweg and Parking C NOT. All information about the LEZ can be found on: www.lez.brussels.
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4.5. WARRANTY PROCEDURE
In order to allow each exhibitor to access the exhibition halls quickly and easily, FISA OPERATIONS applies a procedure with warranty payment that limits the time to unload.
FISA OPERATIONS relies on the collaboration of all the responsible persons so that this procedure will be strictly followed by each vehicle that needs access to the exhibition halls.
BEFORE BUILD-UP
• Buy a lorry card in the FISA OPERATIONS webshop (1 card per vehicle that needs access, reusable afterwards when left in time)
• Pay the warranty (€ 120 / card)
• Print the lorry cards you receive by e-mail or send them to your partners
NOTE: THE CARDS YOU HAVE ORDERED WILL BE SENT TO YOU BY E-MAIL AFTER PAYMENT OF ALL OUTSTANDING INVOICES. EACH CARD WILL HAVE A UNIQUE BARCODE.
DURING BUILD-UP It is important that each driver is in possession of a lorry card. He/she must respect the following procedure:
• Go to the cash desk at parking C1 to activate the lorry card
• Drive to one of the BRUSSELS EXPO gates2 with the same card, after it’s activation
• Hand the card to the guard, who will scan it to encode the time of arrival
NOTE: ACCESS IS GRANTED FOR 3 HOURS. KEEP AN EYE ON YOUR WATCH, BECAUSE YOU WILL LOSE THE WARRANTY IF YOU
HAVE NOT LEFT THE SITE IN TIME
• Hand the card to the guard at the exit, who will scan it to encode the exit time
NOTE: A MISSING SCAN WILL RESULT IN THE LOSS OF THE WARRANTY. MAKE SURE YOU DO NOT FORGET TO SHOW YOUR
CARD AT THE EXIT!
1. When the driver needs access again:
• Return to the cash desk at parking C to activate the card again
• Repeat the procedure
NOTE: THE CARD CAN BE REUSED WITHOUT LIMIT PROVIDED THAT ALL SCANS HAVE BEEN EXECUTED IN THE RIGHT
ORDER AND THE TIME-LIMIT HAS BEEN RESPECTED.
2. When the driver does not need access anymore:
• He/she does not have to return to the cash desk at parking C for the reimbursement of the warranty
NOTE: THE WARRANTY WILL BE REIMBURSED AUTOMATICALLY PROVIDED THAT ALL SCANS HAVE BEEN EXECUTED IN
THE RIGHT ORDER AND THE TIME-LIMIT HAS BEEN RESPECTED.
The areas within the gates are reserved for (un)loading. Parking is not allowed. During build up days, parkings A, B, C and E are available free of charge.
1 The cash desks at parking C will be opened every day from 5.30 AM to 10.30 PM 2 At the reverse side of your lorry card, you can find information regarding the gates (location, opening hours,..)
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NOTE: Parking lots A and B are fully automatic. You will have to pick up a ticket that allows you to leave the parking lot free of charge. Those tickets are available at the exhibition office, technical dispatching and gates A & C. Please note that there is a height restriction (max. 210cm) on both parking lots A and B.
4.6. TECHNICAL DISPATCHING BRUSSELS EXPO
During the build-up a technical dispatching will be present to assist you with all your questions regarding technical connections, suspensions, parking tickets,… This office will be located at the front of hall 6 (office 601). You can also contact the office by phone: +32 2 658 42 55.
Opening hours: Pre-build-up Thursday February 20th 07.30 AM – 05.00 PM Friday February 21st 08.30 AM – 05.00 PM Build-up Saturday February 22nd 07.30 AM – 05.00 PM
Sunday February 23rd 08.30 AM – 05.00 PM Monday February 24th 09.00 AM – 05.00 PM Tuesday February 25th 09.00 AM – 05.00 PM Wednesday February 26th 08.00 AM – 08.00 PM Thursday February 27th 08.00 AM – 08.00 PM Friday February 28th 08.00 AM – 09.00 PM
Exhibition days Saturday February 29th 08.00 AM – 05.00 PM
Dismantling Sunday March 8th 07.00 PM – 09.00 PM Monday March 9th 08.00 AM – 04.00 PM Tuesday March 10th 08.00 AM – 04.00 PM
4.7. DEMARCATON
Each stand is traced out by floor markings. The construction of a stand has to be done within these markings. By no means a stand may exceed the borders of the hallway. In case of any problems regarding the floor markings, please step by the exhibition office at the front of hall 5. A deputy of the technical support team will be at your disposal.
4.8. INSTRUCTIONS FOR BUILDING STANDS
All regulations can be consulted or downloaded on www.batibouw.com. We expect every exhibitor to read the regulations carefully and to inform their stand constructor if necessary. Meanwhile, we would like to draw your attention to the following instructions regarding the stand construction:
Thank you for sending you stand concept (exact dimensions, materials, lighting, products shown,…) by mail to [email protected] before the 1st of November 2019.
4.9. CARPET
On Friday February 28th our partner will start placing carpets in the hallways at 3.00 PM. We ask you not to place anything (waste, materials,..) in the walkways from this time onwards. Please note that all vehicles and handling devices will no longer be allowed in the halls.
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4.10. HANDLING – CUSTOMS – TRANSPORT - STORAGE
FISA OPERATIONS recommends to place your orders for handling, transports and/or storage in time. Keep in mind that orders for lifts and cranes should reach our partner Ziegler Expo Logistics at least 48h in advance. You can contact Ziegler via +32 2 475 45 43.
4.11. SAFETY
We remind you that it is obligatory to fill out the ‘Safety Charter’. It is required by the Ministry of Labour and Employment (Law for Wellbeing, August 1996). You can download the document at our website (www.batibouw.com). Thank you for sending the completed document back to [email protected] before January 17th 2020.
BATIBOUW is concerned about your safety. Therefore it is important that everyone takes the correct safety measures while working (heights, grinders,..). We count on every exhibitor and stand constructor to minimize the risks. We also kindly ask to keep the workplace clean (store machinery correctly, evacuate waste,…).
4.12. WASTE AND DAMAGE 4.12.1. WASTE
All exhibitors and stand constructors are obliged to take their own waste with them. If that is not possible they are responsible for sorting out and throwing the waste into the containers next to the halls. FISA OPERATIONS will only accept 1m³ per exhibitor. Exhibitors that generate more can order waste containers in the BRUSSELS EXPO webshop or contact Sanivest (Patrick Bonneel – tel. +32 2 474 01 43)
Paint, solvents,… should not be dumped in sewers, drainage, sinks or toilets. There will be containers for non-sorted waste, wood and dangerous materials. We presume that all waste ends up in the corresponding container. If you would generate “exceptional” waste, please contact Sanivest to arrange the removal.
Just like you, BATIBOUW cares for the environment. It is important that all the waste is sorted correctly during build-up, exhibition and dismantling.
4.12.2. DAMAGE
It is our duty to look after the exhibition halls with due care. Therefore we count on all exhibitors and stands constructors to operate responsibly. Obviously, it is prohibited to cause damage to walls, floors or other infrastructure.
4.12.3. WARRANTY PROCEDURE
A warranty procedure for evacuating waste is put in place during build-up (Also read point 6.7 Waste and stand
evacuation).
Each exhibitor has to pay a € 500 warranty in advance by bank transfer in account ING IBAN: BE75 3100 8203 9151 with reference “stand number + cleaning warranty” (f.e. “01203 cleaning warranty”). PLEASE MAKE SURE
TO CARRY OUT THE BANK TRANSFER AS SOON AS POSSIBLE, FOR LORRY CARDS WILL NOT BE SEND UNTIL RECEPTION OF THE
PAYMENT.
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Waste Managers will permanently be present in the halls. If the regulation and requests of our Waste Managers are not respected, a report will be made. In that case, you will receive an invoice.
4.13. CATERING DURING BUILD-UP
Carrefour Market Hall 5 February 22nd – 28th 11.00 AM – 3.00 PM Wazawok Hall 5 February 26th – 28th 11.00 AM – 3.00 PM Fritkot Passage 7-11 February 26th – 28th 11.00 AM – 3.00 PM
Vending machines with soft drinks are located in the passages between the halls and at the front of halls 4, 5 and 6. Vending machines with hot drinks (coffee, tea, soup) are located at the front of halls 4, 5 and 6.
5. FAIR
5.1. ACCESS FOR EXHIBITORS DURING WEEKENDS
Pedestrians From 08.00 AM Gate Hall 3 A1 Halls 4, 5, 6, 7 & 10 C Halls 7, 11 & 12 D3 Each hall G + Pedestrian bridge
Vehicles Between 08.00 AM and 09.30 AM Gate Hall 3 A Halls 4, 5, 6 & 10 C Halls 7 & 11 D1 Hall 12 B1 Halls 8, 9 & Patio G
5.2. ACCESS FOR EXHIBITORS DURING WEEKDAYS
Pedestrians From 10.00 AM Gate Hall 3 A1 Halls 4, 5, 6, 7 & 10 C Halls 7, 11 & 12 D3 Each hall G + Pedestrian bridge
Vehicles Between 10.00 AM and 11.30 AM Gate Hall 3 A Halls 4, 5, 6 & 10 C Halls 7 & 11 D1 Hall 12 B1 Halls 8, 9 & Patio G
Exhibitor badges:
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Only by wearing an exhibitor badge, an exhibitor can gain access to the halls during the exhibition days. These badges are only for exhibitors and their staff. The Batibouw badges do not give access to the professional fairs in Hall 1.
Every exhibitor will receive 2 free badges for every 15m² of rented surface with a maximum of 50 badges. Exhibitor badges can be ordered in our web shop. After reception of your order, FISA OPERATIONS will send the invoice. Your badges will be available at the exhibition office as from Saturday February 22nd after payment of all outstanding invoices. We do not send them in advance.
NOTE: Exhibitor badges are exclusively destined for the representatives of the stand. By no means can a badge be lend out to visitors or non-participating dealers.
The badges can be scanned once each day. If you wish to leave the halls and enter again later the same day, you have to ask for a bracelet at the entrance. That bracelet, always combined with your badge, will allow you to enter multiple times.
General lighting will be turned off half an hour after closing time. We kindly ask you to leave the exhibition halls as soon as possible so our guards can start securing the halls for the night.
5.3. ACCESS FOR VISITORS
The following entrances will be open for your visitors:
Gate A1 (Hall 1) Gate D3 (Hall 12) Pedestrian bridge (Astrid Hall – parking lot C)
5.4. STAND PROVISIONING - DELIVERIES
The stand provisioning during weekends is only possible between 08.00 AM and 09.30 AM and has to be finished before 9.30 AM – WITHOUT EXCEPTION.
The stand provisioning during weekdays is only possible between 08.00 AM and 09.30 AM and has to be finished before 9.30 AM – WITHOUT EXCEPTION.
The driver has to pay a warranty (€ 100) at the gates. The guard will hand him a document indicating the time of arrival. At the exit, the guard will write down the exit time. If the vehicle did not leave the site on time, the warranty will not be reimbursed.
Only catering teams can access the halls every day after opening, each time after payment of a warranty and for max. 3 hours.
Please take the exceptional schedule into account on the following dates: Late openings March 5th 10.00 AM – 11.00 PM warranty € 200 Last day March 8th 8.00 AM – 1.00 PM warranty € 200
5.5. PARKING DURING EXHIBITION DAYS
Parking tickets can be purchased in the BRUSSELS EXPO webshop. Tickets will be assigned by BRUSSELS EXPO, depending on the exhibitor’s booth place. They can be collected at the technical dispatching at the front of hall 6 during build up.
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NOTE: Ordered parking tickets that are not picked up, will not be reimbursed!
Exhibitors have access to car parks A, B, C, E, M and T. Visitors have access to car parks A, B, C, E, M and T.
5.6. CATERING DURING THE FAIR
Catering service during the fair is provided by BRUSSELS EXPO Catering Services (BECS). You can place your orders in advance via our webshop (Chapter 3. Orders).
5.7. ALCOHOLIC BEVERAGES
Obviously, exhibitors like to welcome their visitors in the best circumstances. Serving alcohol will be allowed. Nevertheless we would like to stress the importance of responsible behavior regarding drinking or serving alcohol.
We remind you that it is not acceptable to serve alcoholic beverages to a someone who is clearly drunk. It is obvious that a person that is under the influence should rather leave his/her car in, for example, the parking lot.
5.8. PRESS
There will be a digital press room available in hall 5. During the fair, we provide a press room with internet access to make sure all journalists can consult your novelties without a problem.
Do not forget to send your press kit in French, Dutch and/or German to [email protected] before December 30th 2019.
5.9. BOOTH CLEANING
Cleaning staff will only be allowed in the halls between 08.00 AM and 09.30 PM during weekends and between 10.00 AM and 11.30 PM during weekdays.
Each member of your cleaning team has to be in possession of a «Cleaning Pass». This pass can be obtained from the G4S guards at the gates on the first day of the exhibition. Only the following days, cleaning passes will not be given anymore or replaced when lost or forgotten. Please forward these instructions to your cleaning team.
5.10. SAFETY
In order to guarantee everyone’s safety, we ask every exhibitor to turn off the power switch (spots, heating and kitchen appliances) during the night. Of course, it is not necessary to cut the power for refrigerators. Make sure that switches and switch boards are accessible to technicians at all times, day and night.
Exhibitors that close off their booths for the night can only use non-flammable velums or canvas. These should be fixed both at the top and at the sides of the booth and should remain 15cm above the floor in order to prevent them from being dragged along by the cleaning machines.
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5.11. REQUIRED FIRE EXTINGUISHER
Stands with a surface larger than 72m² and stands equipped with an (active) fireplace or kitchen must always have a suitable fire extinguisher. These must be installed in plain sight or have a clear indication of their location and must be accessible at all times.
5.12. STAFF REGISTER
The Belgian social legislation demands employers to keep a staff register at every workplace. So make sure that you have a staff register on your booth.
5.13. CONTESTS AND TOMBOLAS
Exhibitors that wish to organize contests or tombolas as part of their participation at the fair, have to inform FISA OPERATIONS. They are obliged to submit the questions and regulations to FISA OPERATIONS NV, BATIBOUW and the Exhibitor Committee for approval.
If the winner of an action is determined by the knowledge of the competitors, the action is a contest. If the winner is determined by coincidence (draw, wheel of fortune, scratch card,…), the action is a tombola. Tombolas may not be organized unauthorized.
Tombolas have to be approved by an authorized public organization. The association TOMBOLIST provides information and assistance free of charge and offers tailored advice. Below you can find the contact information:
Telephone +32 2 512 11 99
Website www.tombolist.be
E-mail [email protected]
Unauthorized tombolas or contests will instantly be put to a stop by FISA OPERATIONS and the representatives of the Exhibitor Committee. Any trace of a contest or tombola has to be removed from the booth immediately.
5.14. FAIR REMUNERATION
The fair remuneration has to be paid when you play recorded music in a public place. The origin of the music is irrelevant.
BRUSSELS EXPO has already paid the basic rate for the entire exhibition center. Therefore, you only need to pay for the areas where you offer a snack and/or a drink (free or paying) to the visitors of your booth.
In case you did not send your declaration to Outsourcing Partners* 5 working days before the fair, the amount due will be raised by 15% (with a minimum of € 35) as defined in the Royal Decree. This fine will be raised by € 100 if you do not send in a declaration.
You can submit your declaration on www.jutilisedelamusique.be.
If any questions remain, you can contact Outsourcing Partners on:
OUTSOURCING PARTNERS S.A.
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Address: Martelaarslaan 53-55 9000 Gent
Phone: +32 2 710 51 00 Mail: [email protected] Website: www.requit.be
Please keep in mind that the sound intensity should be max. 70 decibels. NOTE: Please also read the regulations regarding SABAM attentively!
5.15. SABAM Each exhibitor who plays music on their booth should declare this. Music may not be played without demand. According to the law on copyright you need the permission from the componists and authors. Sabam provides a license for every form of music usage. Therefor you need a license which you can apply for in advance via: www.sabam.be
5.16. LATE-NIGHT OPENINGS
There will be a late-night opening on Thursday March 5th. Please keep the following schedule in mind: Thursday March 5th 12.00 AM – 10.30 PM
NOTE: During late-night openings, the general lighting will be switched off. We remind you that it is necessary to install sufficient lighting on your booth.
6. DISMANTLING
6.1. SCHEDULE
The dismantling starts on Sunday evening March 8th, immediately after closing time and has to finished by Tuesday March 10th at 4.00 PM. Only in hall 5, the dismantling can carry on until Wednesday March 11th at noon. Dismantling is possible night and day.
!!! ACCESS TO THE HALLS IS ONLY POSSIBLE WITH A LORRY CARD !!!
➢ The lorry cards you ordered online will be sent to you by mail after payment of all outstanding invoices
➢ Please ensure that you pass on these access cards to your partners (stand constructors, decorators,…) who need access to your booth.
NOTE: In order to avoid theft we strongly recommend you to remove any small objects and valuables from your stand as soon as possible on Sunday March 8th.
6.2. ACCESS FOR VEHICLES
Gate A At the front of halls 1 and 3
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Gate C At the front of hall 5 Gate D1 At the front of halls 7 and 11 Gate B1 At the front of hall 12 Gate G Under the pedestrian bridge – Chaussée Romaine
NOTE: Opening hours may vary by gate and by day. At the reverse side of your access card, you will find all the information regarding the opening hours of each gate.
6.3. WARRANTY PROCEDURE
In order to allow each exhibitor to access the exhibition halls quickly and easily, FISA OPERATIONS applies a procedure with warranty payment that limits the time to unload.
FISA OPERATIONS relies on the collaboration of all the responsible persons so that this procedure will be strictly followed by each vehicle that needs access to the exhibition halls.
NOTE: On Sunday March 8th after closing, parking C cannot be immediately used for the activation of your lorry cards. The visitors need some time to leave the parking lot before the cash desks can be opened. In order to begin with the dismantling and let vehicles enter the BRUSSELS EXPO site, FISA OPERATIONS has established a specific system.
6.3.1. SUNDAY 8/03/20 6.45 PM – 8.30 PM
Only for vehicles larger than 20 m³ (= driving license C).
The biggest vehicles will be the first to gain access (at 6.45 PM)to the gates and halls. At 8.30 PM they must leave the BRUSSELS EXPO site to free up space for the smaller vehicles.
BEFORE DISMANTLING • Buy a lorry card by filling out the application form
You can request the application form via [email protected]
NOTE: ON POLICE COMMAND, THE LIST WILL BE CLOSED AS SOON AS WE RECEIVE THE 110TH APPLICATION. IN ORDER TO
OFFER AS MANY EXHIBITORS AS POSSIBLE AN OPPORTUNITY TO PARTICIPATE, WE WILL ONLY ACCEPT ONE REQUEST PER
EXHIBITOR.
• Pay the warranty (€ 480 / card)
• Print the lorry cards you receive by e-mail or send them to your partners
NOTE: THE CARDS YOU HAVE ORDERED WILL BE SENT TO YOU BY E-MAIL AFTER PAYMENT OF ALL OUTSTANDING INVOICES. EACH CARD WILL HAVE A UNIQUE BARCODE.
DURING DISMANTLING It is important that each driver is in possession of a lorry card. He/she must respect the following procedure:
• Drive to one of the BRUSSELS EXPO gates with the card >20m³
• Hand the card to the guard, who will scan it to encode the time of arrival
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NOTE: ACCESS IS GRANTED BETWEEN 6.45 PM AND 8.30 PM. KEEP AN EYE ON YOUR WATCH, BECAUSE YOU WILL LOSE
THE WARRANTY IF YOU HAVE NOT LEFT THE SITE IN TIME
• Hand the card to the guard at the exit, who will scan it to encode the exit time
NOTE: A MISSING SCAN WILL RESULT IN THE LOSS OF THE WARRANTY. MAKE SURE YOU DO NOT FORGET TO SHOW YOUR
CARD AT THE EXIT!
• The driver does not have to return to the cash desk at parking C for the reimbursement of the warranty
NOTE: THE WARRANTY WILL BE REIMBURSED AUTOMATICALLY PROVIDED THAT ALL SCANS HAVE BEEN EXECUTED IN THE
RIGHT ORDER AND THE TIME-LIMIT HAS BEEN RESPECTED.
The areas within the gates are reserved for (un)loading. Parking is not allowed. During dismantling days, parking C is available free of charge.
6.3.2. FROM SUNDAY 8/03/20 ONWARDS
Sunday 8/03/20 8.30 PM until midnight
Only for vehicles smaller than 20m³
• Driving license B
Monday 9/03/20 Continuous
All types of vehicles
• Driving license B
• Driving license C
Tuesday 10/03/20 Until 4:00 PM
All types of vehicles
• Driving license B
• Driving license C
BEFORE DISMANTLING
• Buy a lorry card in the FISA OPERATIONS webshop (1 card per vehicle that needs access, reusable afterwards when left in time)
• Pay the warranty (€ 400 / card)
• Print the lorry cards you receive by e-mail or send them to your partners
NOTE: THE CARDS YOU HAVE ORDERED WILL BE SENT TO YOU BY E-MAIL AFTER PAYMENT OF ALL OUTSTANDING INVOICES. EACH CARD WILL HAVE A UNIQUE BARCODE.
DURING DISMANTLING It is important that each driver is in possession of a lorry card. He/she must respect the following procedure:
• Go to the cash desk at parking C to activate the lorry card
• Drive to one of the BRUSSELS EXPO gates with the same card, after it’s activation
• Hand the card to the guard, who will scan it to encode the time of arrival
NOTE: ACCESS IS GRANTED FOR 3 HOURS. KEEP AN EYE ON YOUR WATCH, BECAUSE YOU WILL LOSE THE WARRANTY IF YOU
HAVE NOT LEFT THE SITE IN TIME
• Hand the card to the guard at the exit, who will scan it to encode the exit time
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NOTE: A MISSING SCAN WILL RESULT IN THE LOSS OF THE WARRANTY. MAKE SURE YOU DO NOT FORGET TO SHOW YOUR
CARD AT THE EXIT!
1. When the driver needs access again:
• Return to the cash desk at parking C to activate the card again
• Repeat the procedure
NOTE: THE CARD CAN BE REUSED WITHOUT LIMIT PROVIDED THAT ALL SCANS HAVE BEEN EXECUTED IN THE RIGHT
ORDER AND THE TIME-LIMIT HAS BEEN RESPECTED.
2. When the driver does not need access anymore:
• He/she does not have to return to the cash desk at parking C for the reimbursement of the warranty
NOTE: THE WARRANTY WILL BE REIMBURSED AUTOMATICALLY PROVIDED THAT ALL SCANS HAVE BEEN EXECUTED IN
THE RIGHT ORDER AND THE TIME-LIMIT HAS BEEN RESPECTED.
The areas within the gates are reserved for (un)loading. Parking is not allowed. During dismantling days, parkings A, B, C and E are available free of charge.
NOTE: Parking lots A and B are fully automatic. You will have to pick up a ticket that allows you to leave the parking lot free of charge. Those tickets are available at the exhibition office, technical dispatching and gates A & C. Please note that there is a height restriction (max. 210cm) on both parking lots A and B.
6.4. WASTE AND STAND EVACUATION
The warranty procedure for the evacuation of stands and waste will also be applied during dismantling. All exhibitors and stand constructors are obliged to take their own waste with them. FISA OPERATIONS will only accept 1m³ per exhibitor. Exhibitors that generate more can order waste containers in the BRUSSELS EXPO webshop or contact Sanivest (Patrick Bonneel – tel. +32 2 474 01 43)
A team of Waste Managers will be present in the halls and at every single stand to make sure the dismantling is done correctly. When the dismantling of your booth is finished, you will have to step by the exhibition office in hall 5 to request a final check-up.
When the Waste Manager has finished the check-up he will write a report and hand a copy to you. The warranty will be reimbursed within 4 weeks after the dismantling when the stand has been left without any waste, tape, paint,.. and no damage has been found. If the final check-up has not been done, FISA OPERATIONS cannot guarantee the 4 week delay. We will have to wait for the end-of-stay report before the warranty can be (possibly) reimbursed.
6.5. ELECTRICITY
The electricity on the stands will be shut down at 8.00 PM on Sunday March 8th. If you need to keep it longer, please inform the exhibition office in hall 5 before Sunday March 8th 3.00 PM.
6.6. SAFETY
During dismantling as much as during build up, it is important to minimize the risks. Do not forget to take the correct safety measures. We also kindly ask to keep the workplace clean (store machinery correctly, evacuate waste,…).
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6.7. FURNITURE AND GOODS
It is very important that each exhibitors looks after his own goods. Furniture that is order via the online platforms must be emptied on Sunday March 8th before 7.00 PM. Supplier, nor organizer can be held responsible in case of theft and/or damage. Do not forget to take the necessary measures.
6.8. CATERING DURING DISMANTLING
Carrefour Market Hall 5 March 9th 09.00 AM – 06.00 PM
Vending machines with soft drinks are located in the passages between the halls and at the front of halls 4, 5 and 6. Vending machines with hot drinks (coffee, tea, soup) are located at the front of halls 4, 5 and 6.
7. MISCELLANEOUS
7.1. LOCATION (PLAN)
7.1.1. PUBLIC TRANSPORT
Tram 7 Station «Heysel» 94 Station «Stade Roi Baudouin» 4 Station «Avenue de Meysse»
Bus 84 – 88 Station « Heysel »
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Metro Line 6 to «Roi Baudouin» Station “Heysel”.
Taxis In front of hall 5 (pond)
7.2. CLOAKROOM
A cloakroom will be available in the Astrid Hall during opening hours. In the ‘satellite’ between halls 4, 5 & 8 and in the ‘satellite’ between 6, 7 & 9 we will place lockers.
7.3. FIRST AID STATION
There is a first aid station located underneath the pedestrian bridge (Chaussée Romaine). During build up and dismantling it will be available between 08.00 AM and 8.00 PM. During exhibition days a first aid crew will be present during the opening hours and until 30 minutes after closing.
You can reach the station by phone at +32 2 658 42 32.
7.4. NURSERY
The nursery for children between 4 and 12 years, located in the Astrid Hall, will be supervised by qualified mentors.
Opening hours: During the weekend 10.00 AM– 6.30 PM Wednesday afternoon 1.00 PM – 6.30 PM
7.5. USEFUL CONTACTS
Audio & video CITY SOUNDS RENT +32 9 216 20 74 Yannick Nuten
Carpets NEW HEEBRA EFC +32 56 40 10 99 Nico Huygelier
Chimneys BRUSSELS EXPO +32 2 658 43 35 Ingrid Wouters
Cleaning & Waste SANIVEST +32 2 474 01 43 Patrick Bonneel
Connections electricity, water, gas BRUSSELS EXPO +32 2 658 43 35 Ingrid Wouters
Furniture TOTAL-E +32 473 72 75 47 Lynn Taeymans
Handling & transport ZIEGLER +32 2 475 45 43 Olivier De Greef
Hospitality & security G4S +32 2 474 11 74 Annick Van Peteghem
Insurance materials on booth JEAN VERHEYEN +32 2 250 63 11 Eric Mager
Internet BRUSSELS EXPO +32 2 658 42 53 Olivier Gheysens
IT RICOH +32 2 558 23 68 Jore Haeyaert
Parking BRUSSELS EXPO +32 2 658 43 35 Ingrid Wouters
Phone NEWTEL +32 2 730 01 72
Plants PLANTRENT +32 14 61 31 36 Stijn Goethals
Press TWO CENTS +32 2 733 50 29 Lieke Vervoort
Safety AIB VINÇOTTE +32 479 79 02 74 Peter Ghoos
Stand construction ALTER EXPO +32 9 216 06 60 Michel De Craemer
Suspensions BRUSSELS EXPO +32 2 658 42 53 Olivier Gheysens
Trussing & Lighting CITY SOUNDS RENT +32 9 230 77 03 Yannick Nuten
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7.6. SECURITY AND INSURANCE
General security is present from Saturday February 22nd at 6.00 AM (start build up) until Tuesday March 10th at 4.00 PM (end dismantling).
As mentioned in our regulations (art. 17) it is obligatory to insure your booth and the products that are shown on your booth. If you do not have an insurance, you can appeal to our insurance company via the BRUSSELS EXPO webshop.
7.7. SMOKING BAN
We would like to draw your attention to the fact that the law concerning the prohibition of smoking has applied to BRUSSELS EXPO Centre since January 1st 2006. Therefore there will be a smoking ban during the exhibition days, as well as during build-up and dismantling. We kindle ask you to have your cigarette breaks outside, without using the emergency exits.
7.8. FRAUD: FAIR TRADE CATALOGUE – EXPO GUIDE
FISA OPERATIONS has noticed that some of our exhibitors receive a letter from the foreign firms EXPO-GUIDE / CONSTRUCT DATA / FAIR GUIDE / INTER-FAIRS that offers to advert in a catalogue against payment.
We ask you to keep in mind that it does not concern the official fair guide; these companies use the name of our fairs WITHOUT OUR PERMISSION!
We encourage you to be very careful and recommend you not to react to these companies’ letters.
7.9. COVERED AISLES
There will be a second covered aisle in use in between halls 3, 4, 5, 6, 7, 11 and 12.
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8. ATTACHMENT
8.1. OVERVIEW OPENING HOURS
Period Date Opening hours
exhibition office*
Opening hours
exhibitors
Opening hours
visitors
Pre build-up Thursday 20 February 06.00 AM-08.00 PM 06.00 AM-10.00 PM /
Pre build-up Friday 21 February 06.00 AM-08.00 PM 06.00 AM-10.00 PM /
Build-up Saturday 22 February 06.00 AM-08.00 PM 06.00 AM-10.00 PM /
Build-up Sunday 23 February 06.00 AM-08.00 PM 06.00 AM-10.00 PM /
Build-up Monday 24 February 06.00 AM-08.00 PM 06.00 AM-10.00 PM /
Build-up Tuesday 25 February 06.00 AM-08.00 PM 06.00 AM-10.00 PM /
Build-up Wednesday 26
February
06.00 AM-08.00 PM 06.00 AM-10.00 PM /
Build-up Thursday 27 February 06.00 AM-08.00 PM 06.00 AM-10.00 PM /
Build-up Friday 28 February 06.00 AM-08.00 PM 06.00 AM-10.00 PM /
Fair Saturday 29 February 08.00 AM-07.00 PM 08.00 AM-07.00 PM 10.00 AM – 06.30 PM
Fair Sunday 1 March 08.00 AM-07.00 PM 08.00 AM-07.00 PM 10.00 AM–06.30 PM
Fair Monday 2 March 10.00 AM – 09.00 PM 10.00 AM – 09.00 PM 12.00 AM–08.30 PM
Fair Tuesday 3 March 10.00 AM – 09.00 PM 10.00 AM – 09.00 PM 12.00 AM–08.30 PM
Fair Wednesday 4 March 10.00 AM – 09.00 PM 10.00 AM – 09.00 PM 12.00 AM–08.30 PM
Fair Thursday 5 March 10.00 AM – 09.00 PM 10.00 AM – 09.00 PM 12.00 AM–08.30 PM
Fair Friday 6 March 10.00 AM – 09.00 PM 10.00 AM – 09.00 PM 12.00 AM–08.30 PM
Fair Saturday 7 March 08.00 AM-07.00 PM 08.00 AM-07.00 PM 10.00 AM–06.30 PM
Fair Sunday 8 March 08.00 AM-07.00 PM 08.00 AM-07.00 PM 10.00 AM–06.30 PM
Dismantling Sunday 8 March 07.00 PM – 10.00 PM 06.45 PM – 12.00 PM /
Dismantling Monday 9 March 07.00 AM-08.00 PM 12.00 PM – 12.00 PM /
Dismantling Tuesday 10 March 07.00 AM - 04.00 PM 12.00 PM – 4.00 PM /
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