TechEx Events

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TechEx Europe 2024 Exhibitor Hub

Welcome

We’re looking forward to welcoming you to TechEx Europe taking place in Hall 12 at the RAI, Amsterdam from the 1-2 October 2024.

This manual contains all the information you need to get the most out of your time at the event. Please read it carefully and send any deliverables by the dates requested. If you have any questions please do not hesitate to get in touch. 

The team will be your primary points of contact throughout the planning process and then onsite at the RAI. The operational planning of your attendance at the event starts here with the Exhibitor Hub, and we trust that you will find it a useful guide. 

We look forward to seeing you there!

The TechEx Team

Event Hours

Build Up

Build Day 1: Sunday 29th September – 10:00am – 6:00pm space only.

Build Day 2: Monday 30th September – 9:00am – 2:00pm space only.

Build Day 2: Monday 30th September – 2:00pm – 6:00pm shell scheme.

Event Days

Tuesday 1st October 2024                                                                       Wednesday 2nd October 2024

Exhibitor Access: 8:30am – 6:00pm                                                                 Exhibitor Access: 8:30am – 10:00pm            

Conference sessions: 9:30am – 5:30pm                                                        Conference sessions: 09:30am -4:00pm

Networking party: 6:00pm – 10:00pm                                                              Exhibition Floor: 9:00am -4:00pm

Exhibition Floor: 8:00am – 5:30pm

Breakdown

Wednesday 2nd October 2024 4:30pm – 10:00pm

Deadlines               

Pass registration: Monday 23rd September 2024                          

Furniture: Wednesday 25th September 2024

Graphics: Thursday 12th September 2024

Internet: Thursday 12th September 2024

Electrics: Thursday 12th September 2024

AV:  Tuesday 17th September 2024

Please note a 20% surcharge will apply to all orders after the deadline has expired.

Name Signs Form: Friday 20th September 2024.

Please find the form link online here.

Event app booth information: Friday 6th September 2024. 

Free Bird Filming: To be confirmed

Health & Safety: To be confirmed

Lead Scanners: To be confirmed

App Deadline: To be confirmed

Registration

Please aim to Register all required passes by Friday 1st September.

Please note speaker passes will be automatically registered and are not included within your Gold Pass allowance.

Register your exhibitor passes online here.

Register your sponsor gold passes online here.

Booths

Please select a booth to view…

6x5 3 open sides

6×5 3 open sides

4x3 3 open sides

4×3 3 open sides

3x6 2 open sides

3×6 2 open sides

3x4 2 open sides

3×4 2 open sides

TECHEX 2024 EU 24 9 (1)

Event A-Z

AV

Our contracted supplier Event Pro AV can assist with any additional AV you may require at your booth.

For pricing, please see here.

Deadline for exhibitor orders is 14 days prior to Show day 1:  17th Sept for TechEx and 12th Nov for DMWF.

Please note: a 20% surcharge will apply to all orders after the deadline has expired. 

Please use the following link to order

Online Link:         www.eventproav.co.uk/order

Password:            eu (lowercase)

Should you wish to contact Event Pro AV directly, please use the following contact information.

Contact: Carl Wilkes
Email: hiredesk@eventproav.co.uk or cwilkes@eventproav.co.uk
Tel: 0044 (0) 1827 250500

Branding Opportunities

For additional branding opportunities, such as hanging banners, please contact the show organiser.

Breakdown

Please note that as a professional courtesy to your fellow Sponsors and Exhibitors, and in line with the agreed Health and Safety procedures for this event you will not be permitted to break down before the end of the show (4:30 pm).

Until this time, we will be on an active Exhibition Floor and we are responsible for the safety of our visitors. Early breakdown of Booths can create unnecessary hazards and risks and in the event of an accident, your or your organisation could be liable. 

There will be an on-site Health and Safety Manager who will relay these risks to the offending company and will request that you cease breaking down, should you break this protocol. 

Breakdown takes place on Wednesday 2nd October.

Shell scheme exhibitors times for breakdown are: 4:30pm – 7:00pm

Space only exhibitors times for breakdown are: 4:30pm- 10:00pm

Car Parking

Parking at the RAI complex is easy and affordable. The multi-storey car park is easily accessible thanks to its location next to the A10 motorway by Exit 9. The RAI is signposted on road signs on the ringway.

We recommend pre-booking parking and this can be done via the RAI Portal.
*Login details will be sent directly from the RAI.

Carpet

Standard grey carpet will be provided for all stands unless other carpet is ordered.

Catering

External catering is not permitted in the exhibition, this includes food and drink giveaways. However Catering can be ordered directly with the venue via the RAI portal.

*Login details will be sent directly from the RAI.

Cleaning

If you would like to order cleaning for your stand please place and order on the RAI portal here.

Deadlines

Pass registration: Monday 23rd September 2024                          

Furniture: Wednesday 25th September 2024

Graphics: Thursday 12th September 2024

Internet: Thursday 12th September 2024

Electrics: Thursday 12th September 2024

AV:  17th September for TechEx 

Please note a 20% surcharge will apply to all orders after the deadline has expired.

Name Signs Form: Friday 20th September 2024.

Please find the form link online here.

Event app booth information: Friday 6th September 2024. 

Free Bird Filming: To be confirmed

Health & Safety: To be confirmed

Lead Scanners: To be confirmed

Catering: To be confirmed

Shell scheme extras: To be confirmed

Orders via the RAI Portal: To be confirmed

*Please note, orders cannot be made on-site and must be made in advance

*Surcharge is applied for orders made after this date

Delivery & Freight

PLEASE NOTE DELIVERIES AND FREIGHT CANNOT BE SENT DIRECTLY TO RAI. 

See below details for our logistics partner for this event who can handle shipping and delivery to your booth at the event. 

DB Schenker 

T:+31 20 225 3973 
E: fairs.amsterdam@dbschenker.com 

Electrics

Each standard shell scheme stand includes one 3000w socket and 2 x spotlights.

You can order additional electrics here

Space only stands do not include any electrics and these must be ordered via the above ordering link. Please liaise directly with Creative Hire to confirm placement.

Event App & Networking Tool

The virtual event platform will launch around two weeks before the event to Sponsors and Exhibitors.

It will then launch for attendees from 20th Septemberand will close two weeks after the show.

In order to compliment your activities with us on-site at the event, we offer the opportunity to take advantage of our Event App & Networking Platform.

On our platform, your company can represent itself virtually and you can begin to build connections and arrange meetings with our attendees ahead of the event.

The virtual booth will also serve as a ‘meeting point’ where attendees can ‘Register their Interest’ in your organization and event, as well as directly interact and book meetings with you.

In order for us to create your Virtual Booth/Company Profile and those of your Company Representatives please spend some time completing our online Event Platform Profile which will have been shared with you in your Welcome Email.

During the build-up to the event we are incredibly busy, and so to ensure that you and your team have a completed profile on the Event App ahead of this launch, please can you ensure that we have received the completed form by Friday 6th September 2024.

Submissions made after this date will still receive access to the Event App, however please do bear with us while we create these for you.

You will receive an email with your log in credentials including your username and Badge/Registration ID. Please note that this Badge/Registration ID is separate to your event pass confirmation ID and will be shared in a separate email. 

When you receive your login information, please log in to complete your profile. 

Within the Event App, you are able to view the event agendas from here, as well as browse our sponsors, attendees and speakers.

We recommend being as active as possible on the event platform and connecting with delegates and arranging meetings. In our experience, the more activity and engagement an organisation puts into their Virtual Networking efforts, the greater their attendee engagement. 

See below for some useful guides:

Tutorial Demo Video

Exhibitor Guide

Filming

Our official video partner Free Bird Film (www.freebirdfilm.tv) will be covering the event, and can provide you with any of the following video services at a discounted rate:
– filming of a speaker or multiple speakers presenting
– a high quality video of any length showcasing your company’s presence at the show, featuring your stand and staff
– interviews/vox-pops with any number of personnel
– a short promotional video for your company featuring shots of your product/stand/staff
– any other video requirements that can be completed during the show

Single Angle Presentation Recording

€499 – includes one camera angle capturing speaker and slides, high quality audio and ownership of the final video

Double Angle Presentation Recording

€549 – includes a two-camera set-up capturing a wide of the speaker and slides and a profile close up of the speaker, high quality audioownership of the video and transfer of the raw files

Exhibitor Brand Video

€699 – the filming and editing of a short promotional video featuring shots of your stand, products and staff, plus an interview or voiceover

Double Angle Presentation Recording + Interview

€599 – includes a two-camera set-up capturing a wide of the stage and a profile close up of the speaker, high quality audioownership of the video, transfer of the raw files and the filming and editing of an interview next to your exhibitor stand with any member of your staff

Double Angle Presentation Recording + Exhibitor Brand Video

€999 – includes a two-camera set-up capturing a wide of the stage and a profile close up of the speaker, high quality audioownership of the video and transfer of the raw files AND the filming and editing of a short promotional video featuring shots of your stand, products and staff, plus an interview or voiceover

 

A full 4K edit with music and any graphics of your choice will be produced for you a short time after the event, and all footage can be transferred to you upon request.

Free Bird Film is also a social enterprise – a portion of profits are invested into making films every year for a variety of charities pro bono. Every film made by Free Bird has social impact, whether directly or indirectly. Their showreel can be found at www.freebirdfilm.tv, along with further examples of their work.

For further information, please contact Jake Hatt at jake@freebirdfilm.tv or +44 (0) 7504134934.

Furniture

You can view and order furniture by following the link below: Event Information (rai.nl)

Graphics

You can select from different types of graphics, follow the link below to place your order; Please see the RAI portal link online here: Event Information (rai.nl)

Health & Safety

Every exhibitor must complete and return the Health & Safety form. The final deadline for this is TBC, however, please feel free to share the completed document with the Operations team as soon as possible.

Failure to complete this declaration can result in refusal of access to the venue. 

Health & Safety Form – Coming Soon!

Rules and Regulations

If you are unsure of your booth type, please see on the top of this page the tab ‘Booths’.

*If you are having a space only booth, please ensure you provide your stand plans and a risk assessment.

Internet

There will be free venue wide wifi at the event recommended for light browsing and checking emails.

If you are running a demo on your stand or require a private, reliable connection we strongly advise you to order your own connection via the RAI Portal.

*Login details will be sent directly from the RAI.

Lead Scanners

Coming soon…

Loading & Unloading Information

If you need to get to the loading bay to unpack, please register and log in  

Voyage control will be available 3 weeks before the show: 

RAI Amsterdam | Voyage Control 

More information about Logistics & Parking (rai.nl) 

Marketing

Scamming 

Please make sure only to use the links provided on this Exhibitor Hub to contact our event partners and suppliers. If in doubt please liaise directly with a member of the TechEx team.

We do not share our Visitor or Exhibitor Lists.

All exhibitors can be found on the TechEx website here

Our Attendee’s are listed in the Event App, which will launch 2-weeks from the event dates.

If anyone is implying that you can purchase current or previous attendee lists, or impersonating a member of the TechEx team please report this to our Operations Team.

Marketing 

Please be aware that Guerrilla Marketing, is prohibited at this venue. There will be a fine for any damage done to the venue itself or sidewalks. 

Shell scheme: Please do not attach, or hang anything to, or debase, the shell scheme walls in any way.

Any damage to the Shell Scheme walls will make your organisation liable to cover these damages. 

We would recommend that all exhibitors and sponsors use only graphics purchased from our partner, to prevent any damage. 

Don’t forget to let your clients and customers know that you will be exhibiting!

Collateral Links (event logos/bios and banners)

IoT – https://www.iottechexpo.com/europe/collateral/

AI – https://www.ai-expo.net/europe/collateral/

Cybersecurity & Cloud – https://cybersecuritycloudexpo.com/europe/collateral/

DTW – https://www.digitaltransformation-week.com/europe/collateral/

Edge Computing – https://edgecomputing-expo.com/europe/collateral/

Unified Comms – https://unifiedcommunicationsconference.com/europe/collateral/

Intelligent Automation – https://intelligentautomation-conference.com/europe/collateral/

Networking Party

We would like to invite you to join us at The TechEx Europe Networking Party

This will take place on the evening of Day 1 (1st October), directly after the event closes for the day.

More information on this will be added soon.

Please note that attendance to this is limited to Exhibitor’s, Sponsor’s, Press, Gold Pass and Ultimate Pass holders only.

Join us there for an evening full of networking opportunities; meet with like-minded professionals and connect with potential new business partners.

Passes & Registration

All passes must be registered by Friday 1 September.

Pass registration links for each event and pass type are linked below.

Gold Passes – Register here
– Limited quantity per contract.
– Full access to sponsored event including paid conference tracks.

Exhibitor Passes – Register here
– Unlimited quantity
– Access only exhibition and free tracks only
– Usually used for staff manning the booth

Speaker Passes (if applicable) – Registered automatically

Client/Guest Passes  – Register here

– For any clients / partners you would like to invite to the event

Tickets are issued via email two weeks from the event (please check your junk folder), which you can bring (printed or on a smartphone) with you to registration to print your badge onsite.

RAI Exhibitor Portal

Please see the RAI Exhibitor Portal link online here: Event Information (rai.nl)

Rigging

Any rigging requirements including hanging banners can be ordered via the RAI Portal.

*All hanging banners must be signed off by the event organiser.

Scamming

Scams

Please make sure only to use the links provided on this Exhibitor Hub to contact our event partners and suppliers. If in doubt please liaise directly with a member of the TechEx team.

We do not share our Visitor or Exhibitor Lists.

All exhibitors can be found on the TechEx website here

Our Attendee’s are listed in the Event App, which will launch 2-weeks from the event dates.

If anyone is implying that you can purchase current or previous attendee lists, or impersonating a member of the TechEx team please report this to our Operations Team.

Security

Scams

We have been made aware that some exhibitors have been targeted by companies claiming to work with the event. Although their correspondence may seem genuine, they are simply trying to sell false information for their own benefit. Please remain vigilant and should you receive anything like this, please make us aware.

We do not share your information with anyone other than our contracted suppliers.

Onsite access

You will only be able to enter the exhibition hall if you have a pass. You and your contractors must be wearing a pass at all times.

Item security

Please ensure all desirable and vulnerable items, such as plasma screens, laptops, mobile phones and handbags are always secure.

Suppliers

AV: Event Pro AV password: eu

Catering: RAI Webshop

Filming: Free Bird Film

Furniture: RAI Webshop

Graphics: RAI Webshop

Internet: RAI Webshop

Lead Scanners: Pending

*Login details for the RAI portal will be received directly from the RAI

Space-only Exhibitors

On build up days, all space only and stand builders have to wear steal toe cap boots to comply with the Health & Safety Rules and Regulations of the venue. We also strongly recommend that you wear a high-visibility vest whilst on-site during this time.

Please note you will not be granted access to the venue without them.

You will be able to access the venue on the following times:

Build Day 1: Sunday 29th September – 10:00am – 18:00pm

Build Day 2: Monday 30th September – 9:00am – 14:00pm

Speakers

If you have a speaking slot within your package there are many aspects that you will want to consider. Please see below a brief outline of what we recommend in order for you to make the most out of the event.

What should we speak on?

Consider what information you have access to which your ideal audience does not. If you’re unsure, speak to our conference producers! They will be able to tell you what the audience is likely to respond to best.

What can we share with them that will help your audience achieve their goals?  

Aim to demonstrate your knowledge of the issue they face by sharing advice and ideas rather than only focusing on product information. 

I don’t know for sure who our speaker will be, can I confirm last minute?  

A very last minute speaker name or topic confirmation tends to result in a much lower audience turnout. 

 Please share your talk title and speaker name as early as you can, even if it means we need to make changes to them nearer the event.

Can I have more than one speaker onstage? 

 Yes, and we highly recommend inviting a client to join you on stage. Case study formats are extremely popular and will get you a good audience turn-out. You can also have two individuals from your own organization onstage at the same time, as long as your presentation fits within the time allowed 

How strict are you on the timings of the day? 

We make sure that the conference programs run very promptly. This ensures everyone gets their allocated time slot and the session commences at the advertised times. The Chairpeople and stage managers are tasked with careful attention to session length so please practice your presentation to make sure it fits into your time allocation.

We would like to leave time for Q&A, how do we do that? 

Your time allocated includes Q&A and you are welcome to split the time as you choose. If you have no time at the end of your time slot for Q&A, we recommend encouraging audience members to meet you at your stand, to continue the discussion so that you can offer further advice. 

Sponsorship Opportunities

More information coming soon.

Travel & Accommodation

Venue Address:

HALL 12
RAI Amsterdam
Europaplein 24
1078 GZ Amsterdam

Travel:

You can plan your route for various modes of transport here.

Accommodation:

 Our official hotel partner, RAI Hotel Services, always offer the ideal accommodation you and your team desire. You, your staff and / or your guests start well rested and without stress with their day at TechEx Europe 2024.

Book your hotel here

Parking:

You can book your parking space here.

Vehicle Loading & Logistics

RAI Logistic Traffic system:

The RAI has launched a new logistic system for all traffic around the RAI during build-up and breakdown. Please see enclosed the preliminary traffic regulations and an elaborate explanation on our system.

RAI Logistics Management System, we will update this section once it is live.
Book the time slot that suits you best : https://www.rai.nl/en/exhibiting/logistics/

Voyage control to the loading bay will be available 3 weeks out from the show.

   and why an attendee should stop by your booth by clicking the link.

Water & Waste

Please be aware that any discarded items that are left on stands such as General Trash, Giveaway Items or ‘Swag’, Booth Graphics, Pop-up Banners, crates, and pallets are the responsibility of the exhibiting company. Should these items remain at the end of the event, then we will be forced to dispose of these on your behalf and we will liaise with your organisation to recoup these costs, within 30 days of the event. 

X (Twitter) handles and hashtags

@iottechexpo
#IoTExpo

@ai_expo
#AI&BigDataExpo

@cybersec_expo
#CyberExpo

@DigitalTWeek 
#digitaltransformationweek 

@EdgeComputingEx 
#edgecomputingexpo

@Unified_Comms

#unifiedcommsexpo

@autointelligent

#IAconference

Our marketing team can also provide you with personalised banners for promotion. If you would like one, please get in touch with your client manager.