EXHIBITOR GUIDE ITB BERLIN 2020 EDITORIAL TABLE OF CONTENTS 02 Editorial FIRST THINGS FIRST 04 Important dates 05 Trade show planning 06 ITB Berlin schedule 08 Budget planner TRADE SHOW PRESENCE Dear ITB Berlin Exhibitors, 09 Trade show goals 10 Stand registration The versatile topic of understanding one’s customer journey is well-discussed topic within the 12 Most important Log-Ins trade show industry. 13 Official Media Partner The following 30 pages guide you through the most important steps you’ll need to undertake to 14 Sustainable trade show presence ensure a successful preparation, exhibition & follow-up phase in the framework of ITB Berlin 2020. 15 Stand conception 18 Stand staff Wishing you a successful trade show participation. 19 Successful communication Warmest regards, GENERATING CONTACTS David Ruetz 21 Get more contacts 22 Press service 23 Tips for successful B2C days 24 Sponsoring, advertising opportunities & materials Head of ITB Berlin/Exhibition Director P.S. Don’t miss top-notch speaker discussing latest trends and developments of the travel indus- try at ITB Berlin Convention, the world‘s largest tourism think tank happening parallel at the ITB FOLLOW-UP Berlin fairgrounds. Check itb-convention.com for more info 25 Evaluation & Follow-up actions PRACTICAL INFORMATION 26 Valuable tips 27 Quick onsite orientation 28 ITB App 29 ITB Berlin contact persons 30 Imprint 2 3 FIRST THINGS FIRST FIRST THINGS FIRST IMPORTANT DATES Event duration 4 – 8 March 2020 Registration deadline 1 September 2019 Opening hours Daily 10:00 am – 6:00 pm (Exhibitors: 8:30 am – 7:00 pm) Set-up Constructive stand construction: TRADE SHOW PLANNING 26 February 2020, 7:00 am – 10:00 pm Trade show organization is a complex topic. But there are several general rules. until 3 March 2020, 7:00 am – 10:00 am Trade Show Planning Tools like check lists and tutorials can be found on our website at www.itb-berlin.de/en/Exhibitors/TradeShowPlanning/PlanningTools. Decorative stand construction: until 3 March 2020, 10:00 am – 10:00 pm Dismantling 8 March 2020 after 6:00 pm from 9 March 2020 daily 7:00 am – 10:00 pm EXHIBITOR NEWSLETTER until 12 March 2020, 10:00 pm The exhibitor newsletter helps you to keep up with deadlines, shares tips for the planning and follow up phase and prepares you for your trade show participation ideally. PLACING ORDERS IN OUR WEBSHOP Starting in October, all of our services can be found online in our webshop – Berlin ExpoCenter online (BECO) – here: www.itb-berlin.com/webshop. The webshop is your ordering platform for all products and services you will need for your trade show participation: for everything from floral decorations, additional tickets, security and parking YOUR CONTACTS places to cleaning, communication and stand equipment. YOUR WORLDWIDE CONTACTS If you have any questions or require support, please contact the Messe Berlin International Representative in your country. For additional information, please go to: www.itb-berlin.com/contact. YOUR ITB TEAM CONTACTS You can also contact the responsible ITB team member, please go to: www.itb-berlin.com/organiser 4 5 FIRST THINGS FIRST FIRST THINGS FIRST Contact trade visitors and/or other EXHIBITOR SCHEDULE exhibitors via the ITB Networker Directory, from Feb www.itb-berlin.com/networking register your stand staff with individual ITB BERLIN 2020 profiles from Feb Send invitations to customers 5 Feb 2020 Order stand construction and equipment www.itb-berlin.com/webshop The following pages give you a quick overview of the most important basics and deadlines for a Organize transport for trade show 5 Feb 2020 www.itb-berlin.com/webshop successful trade show presence. materials Order parking and/or loading spots for 5 Feb 2020 www.itb-berlin.com/webshop cars/trucks/containers ORGANISATION PR & MARKETING TRAVEL Order stand cleaning and 5 Feb 2020 www.itb-berlin.com/webshop disposal services DEADLINE TO DO ADDITIONAL INFORMATION 5 Feb 2020 Apply to GEMA for music license www.itb-berlin.com/webshop as early as Define trade show goals Order security services and insurance for possible 5 Feb 2020 www.itb-berlin.com/webshop exhibited goods as early as Apply for visa (if necessary) [email protected] possible 5 Feb 2020 Order catering www.itb-berlin.com/webshop as early as Make your travel bookings www.itb-berlin.com/travel 5 Feb 2020 Organize additional stand personnel www.itb-berlin.com/webshop possible as early as Book rooms for press conferences/ Book advertising in the official daily [email protected] until mid-Feb www.itb-berlin-news.com possible seminars/presentations ITB Berlin News Add/update co-exhibitors’ entries in www.virtualmarket.itb-berlin.de/en/exhibitor-area/login 1 Sep 2019 Submit stand registration www.itb-berlin.com/application 15 Feb 2020 the ITB Berlin Virtual Market Place, or send log-ins directly to co-exhibitors [email protected] starting in Request information about sponsoring www.itb-berlin.com/sponsoring September and advertising opportunities Make sure you received the following: Down Payment Invoice for stand rental 15 Feb 2020 starting in and advertising box, codes for free Select a stand construction company www.mb-capital-services.com September exhibitor tickets 1 Dec 2019 Register co-exhibitors www.itb-berlin.com/application Order ticket vouchers/codes for clients www.itb-berlin.com/webshop 20 Feb 2020 Update exhibitor entry in the ITB Berlin 15 Jan 2020 www.virtualmarket.itb-berlin.de/en/exhibitor-area/login 20 Feb 2020 Order additional exhibitor passes www.itb-berlin.com/webshop Virtual Market Place Send us information on your highlights 26 Feb 2020 Start of stand construction 15 Jan 2020 [email protected] for the public days (ITB Berlin weekend) until start of www.itb-berlin.com/exhibitorspr trade show Book press box, prepare press kits Submit stand construction details 15 Jan 2020 [email protected] for official approval 4 – 8 March 2020 ITB Berlin [email protected] Book advertising and upgrades on ITB 8 (after 6:00 pm) until mid-Jan Berlin Virtual Market Place, in the ITB App, Stand disassembly (from 6.p.m) www.itb-berlin.com/Exhibitors/SponsoringPromotion/ – 12 March 2020 the ITB Berlin Hompage. DigitalPrintAdvertising max. 1 week Evaluation and Follow-up (Thank-you Check the ITB Berlin Convention and www.itb-convention.com/program starting mid-Jan after ITB notes, etc.) Event Program www.itb-berlin.com/events end of Jan Register contacts in the press guide www.itb-berlin.com/exhibitorspr Register für the Matchmaking Tool of the [email protected] end of Jan ITB Speed Networking event and schedule meetings with top buyers www.itb-berlin.com/Exhibitors/SpeedDating Register your events for official approval 31 Jan 2020 and publish them in the event calendar www.itb-berlin.com/webshop for free end of Jan Send press releases and invitations www.itb-berlin.com/exhibitorspr 6 7 FIRST THINGS FIRST TRADE SHOW PRESENCE COST OVERVIEW ITB BERLIN STAND RENTAL CALCULATOR Use our budget planner to calculate your costs in no time at all – for every stand type and size: www.itb-berlin.com/application COST CALCULATION EXAMPLE BASIC COSTS Stand rental fee, exhibitor passes, promotion package, AUMA fee ………… € Technical services (electrical, gas and water connections, cleaning, etc.) ………… € Telecommunication and network equipment (telephone, internet etc.) ………… € STAND CONSTRUCTION, EQUIPMENT AND DESIGN Stand construction (materials, construction, dismantling, suspensions, etc.) ………… € TRADE SHOW GOALS Take some time to carefully consider exactly what you would like to accomplish at ITB Berlin – Stand equipment (furniture, floor covering, lighting, etc.) ………… € and steer your trade show presence in the direction with the best prospects for success. Stand design (lettering, decoration, etc.) ………… € In addition to your stand construction and activities, your communication measures in the run-up to the trade show should also be oriented towards your trade show goals. STAND SERVICES AND COMMUNICATION Sponsoring & Promotion, invitations, ticket vouchers ………… € CONTACTS BUSINESS Catering for visitors ………… € Upgraded entry in the ITB Virtual Market Place, press box ………… € Establishing contacts with sales Fine-tuning your price ranges and cooperation partners Business initiation Promotional materials (brochures, flyers, giveaways, etc.) ………… € Acquiring new customers Closing deals TRANSPORT UND HANDLING Maintaining relationships with Analyzing export opportunities regular customers and new markets Reaching new target groups Freight costs, transport and storage, waste removal, insurance ………… € Finding new employees PERSONNEL AND TRAVEL COSTS Personnel costs ………… € IMAGE INFORMATION Travel, CO2 offsetting, accommodation, trade show staff expenses ………… € OTHER COSTS Strengthening your image Visiting experts’ conferences and Raising your public profile seminars, e.g. ITB Berlin Convention Presenting interesting new and ITB eTravel World Trade show evaluation ………… € products Identifying developments, niche Follow-up activities (thank you letters, sending documents, etc.) ………… € markets and trends Analyzing the competition and Other costs relating to trade show preparation ………… € market situation YOUR CUSTOMIZED TRADE SHOW BUDGET ………… € YOUR MOST IMPORTANT TRADE SHOW GOAL: 8 9 TRADE SHOW PRESENCE TRADE SHOW PRESENCE Registration deadline 1 September YOUR STAND AT ITB BERLIN FAST AND EASY STAND REGISTRATION FOUR IMPORTANT QUESTIONS YOU SHOULD ANSWER FIRST: In order to consider our exhibitors’ wishes and to ensure that both the exhibitors and the 1 Which hall suits my company best? organizer can plan effectively, we need to receive all stand registration forms by 1 September. ITB Berlin features not only geographical organization but also thematic segments which help If you have any questions regarding your stand registration, please contact the ITB Berlin team. visitors and exhibitors quickly find their way through the vast amounts of service offerings the You can find your personal contact person here: www.itb-berlin.com/organiser. trade show has to offer. Detailed information about the different segments can be found at www.itb-berlin.com/segments.