EXHIBITOR GUIDE ITB CHINA 2017 China the Marketplace for China´S Travel Industry
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EXHIBITOR GUIDE ITB CHINA 2017 China The Marketplace for China´s Travel Industry 10 – 12 May 2017, Shanghai itb-china.com Co-Host: Media Partner: Partner Destination: Partner Airline: Partner Hotel: Organizer: EDITORIAL TABLE OF CONTENTS 01 Editorial INFORMATION 03 Important Dates 04 Trade show planning at a glance 05 ITB China Timetable 06 Budget Planner TRADE SHOW PRESENCE 07 Stand Information 09 Stand Services Dear ITB China Exhibitor, 10 On-site Orientation 11 Networking and Matchmaking A very warm welcome to ITB China 2017! We have prepared the present guide for you to give you useful advice and information for a most suc- cessful planning, realization and follow-up of your attendance at ITB China. We would like to support COMMUNICATION AND MARKETING you to make your fair presence as compact, time- and cost efficient and well prepared as possible. While designing this guide we have also paid special attention to the requirements of those exhibitors coming 12 Advertising, Sponsoring and Communication from abroad on a visit to China. 13 Press Service My team and I are sincerely looking forward to welcome you in Shanghai to the upcoming ITB China from 10-12 May 2017. Be assured that we will give our best to make your attendance a successful and enriching experience. PRACTICAL INFORMATION Best regards 15 Useful Tips and Travel Information 17 Contact David Axiotis 18 Imprint General Manager 1 2 INFORMATION INFORMATION IMPORTANT DATES! EVENT DURATION 10 – 12 May 2017 ITB China 10 – 12 May 2017 ITB China Conference OPENING HOURS TRADE SHOW PLANNING Daily 10:00 am – 05:00 pm* (Exhibitors: 8:30 am – 06:00 pm*) AT A GALANCE STAND CONSTRUCTION, SET-UP Dismantling 8 – 9 May 2017 (daily 8:30 am - 10:30 pm)* 12 May 2017 after 5:00 pm until 10:30 pm* Trade show organization is a complex topic. But there are several general rules. Here are the most DEADLINES important organizational points: Exhibitor Registration 31 December 2016 Co-Exhibitor Registration 28 February 2017 Defining trade show goals Matchmaking Selection Phase 20 – 31 March 2017 Booking space for your stand Appointment Schedule Finalization 17 – 28 April 2017 Budget planning Creating a stand concept and placing an order for stand construction VENUE Travel planning Shanghai World Expo Exhibition and Convention Center, Shanghai Visitor marketing Personnel planning and training Evaluation and follow-up EXHIBITOR NEWSLETTER We send the latest information and details about ITB China as well as important deadlines to the email address of the contact person entered on your stand registration. Please pay careful attention to these important notices! ORDER SERVICE YOUR CONTACTS Additional products and services that you will need for your trade show participation such as floral decorations, additional tickets, security and parking can be ordered. Please visit our website for more Mr. David Axiotis – Project Management, Key Account Management information. The catalogue and order forms are available in the „Downloads“ section online. Telephone: +49 (0)30/ 3038-2274, E-Mail: [email protected] www.itb-china.com/exhibitors/trade-show-planning Mr. Christopher Marzahn – Sales, Key Account Management Telephone: +49 (0)30/ 3038-2038, E-Mail: [email protected] Ms. Linda Dithmer – Marketing, Communication BADGES Telephone: +49 (0)30/ 3038-2037, E-Mail: [email protected] Every exhibitor will receive a confirmation email letter including an individual QR Code before the show. Please make sure to bring this letter with you in order to register as an exhibitor onsite and Ms. Lydia Li – Hosted Buyers Program receive your exhibitor badges. Telephone: +86 21 5117-5802, E-Mail: [email protected] Ms. Wendy Wu – Operations Telephone: +86 21 5117-5805, E-Mail: [email protected] Mr. Vincent Liang – Marketing, Communication Telephone: +86 15 98918-8347, E-Mail: [email protected] *subject to change 3 4 INFORMATION INFORMATION 10–12 MAY 2017 Shanghai World Expo Exhibition & Convention Center www.itb-china.com ITB CHINA MILESTONES STAND COST OVERVIEW 2016 PHASE 1 CALCULATE YOUR STAND COSTS PHASE 2 This summary helps you to calculate your stand rental costs: 2017 PHASE 3 BASIC COSTS PHASE 4 PHASE 5 Stand rental fee, exhibitor passes, promotion package, additional appointment sets ………… $ PHASE 7 ITB China, 10-12 May Technical services (electrical, gas and water connections, cleaning, etc.) ………… $ PHASE 6 Telecommunication and network equipment (telephone, internet etc.) ………… $ PHASE 8 OCTOBER NOVEMBER DECEMBER JANUARY FEBRUARY MARCH APRIL May AFTER ITB CHINA STAND CONSTRUCTION, EQUIPMENT AND DESIGN Stand construction (materials, construction, dismantling etc.) ………… $ FROM OCTOBER 2016 FROM MARCH 2017 PHASE 1 PHASE 5 Define exhibition goals Arrange appointments with customers, business Stand equipment (furniture, floor covering, lighting, etc.) ………… $ Develop basic concept for exhibition associates and media at the exhibition stand stand size and layout Send out invitations to customer / business associates Stand design (lettering, decoration, etc.) ………… $ Prepare budget and timeline Order printed material and business cards Reserve a press box STAND SERVICE AND COMMUNICATION FROM NOVEMBER 2016 Organize promotional activities PHASE 2 ………… $ Plan and prepare information Matchmaking open: select your criteria from 20.–31.3. Advertising, invitations, ticket vouchers materials and products to display Catering for visitors ………… $ Plan advertising material and PHASE 6 FROM APRIL 2017 promotional activities Individualize your appointment schedule from 17.–28.4. Press Box, Press Conference ………… $ Plan PR plan and media services Order additional stand furniture and electrical Submit application for ITB China installations: Deadline: 10.4. Promotional materials (brochures, flyers, giveaways, etc.) ………… $ Deadline: 31.12. PLAN YOUR JOURNEY: Your luggage needs to contain: TRANSPORT AND HANDLING FROM JANUARY 2017 Exhibitor badges, hotel confirmation, travel, PHASE 3 ………… $ RECEIVE: Exhibition space stand proposal ticket vouchers, business cards, visa, passport Freight costs, transport and storage, waste removal, insurance Confirm space location AT THE STAND: STAFF AND TRAVEL COSTS Book advertising space in the ITB China Delivery of equipment / information Catalogue, Show Daily and App materials Personnel costs ………… $ Turn in stand construction documents for PHASE 4 FROM FEBRUARY 2017 examination and approval: Deadline: 10.4. Travel, accommodation, trade show staff expenses ………… $ RECEIVE: Stand confirmation, invoice and Briefing of exhibition stand personnel exhibitor service manual OTHER COSTS pay invoice DURING ITB CHINA PHASE 7 ………… $ Plan and order stand construction, Access to exhibition grounds with exhibitor badge Trade show evaluation equipment, services, personnel from 9:00 am, closes at 6:00 pm (visitors from ………… $ Register Co-Exhibitors, Deadline: 28.02. 10:00 am to 5.00 pm) Follow-up activities (thank you letters, sending documents, etc.) Plan communication and advertising Customer meetings, appointments Other costs relating to trade show preparation ………… $ Prepare Catalogue entry Make trade show visits Plan activities/events at the stand Participate in conference, workshops and seminars and register if applicable ………… $ Plan transport, arrange forwarding PHASE 8 AFTER ITB CHINA YOUR CUSTOMIZED TRADE SHOW BUDGET services if required Dismantle exhibition stand Prepare forms for meeting notes Evaluate information, offers, press publicity Order additional exhibitor badges Evaluate trade show objectives if necessary Evaluate budget and costs Evaluate visitor contacts Prepare mailings and further steps regarding new business contacts Update database 5 CONTACT US [email protected] FOLLOW US ON 6 TRADE SHOW PLANNING TRADE SHOW PLANNING YOUR STAND AT ITB CHINA 1 WHICH TYPE OF PARTICIPATION IS THE MOST PROMISING? You can present your organization with your own trade show stand or share a stand together with CONCEPTION AND other exhibitors. An individual stand is able to express your organization’s corporate design and must be individually coordinated. Participation in a shared stand costs less and requires less work. As a CONSTRUCTION co-exhibitor of a country or association you can benefit from the experience of the main exhibitor, and will have less front-end organizational work. First of all, fine-tune the overall concept of your trade show stand so that it represents your goals. In 2 WHICH TYPE OF STAND IS BEST? addition to interesting exhibits, your trade show stand should also present your company’s philosophy. There are stands with one, two, three or four open sides. The more open sides you have, the more The main focus of the concept behind the stand should be a convincing design – attractive, inviting visible you are to visitors. Row-stands have the lowest prices. A surcharge is imposed on corner, and perfectly in tune with your objectives for the trade show. peninsula and island stands. SYSTEM STAND OR INDIVIDUALLY DESIGNED STAND? R ROW STAND As a general principle, you can present yourself at ITB China with a system stand or an individually C C CORNER STAND designed stand. System stands employ low-priced, pre-fabricated parts, which are easy to transport P P PENINSULA and store; they require fewer personnel for assembly and disassembly. Modern system stands now R I ISLAND STAND allow a great deal of latitude towards custom design. With an individually-designed stand, you can I most precisely implement your own design ideas; this makes individually-designed stands more