Event Information

Below you will find a summary of key changes for 2023 that will impact you as an Exhibitor or Contractor, however, please make sure to read the whole manual for full details. The manual provides both recommendations and mandatory rules. 

Details about how we plan to keep our attendees safe, and changes you should expect to see at the event can also be found here;

• Exhibition Timetable 
  • Provides information of the build up, show open and breakdown dates and times.
• Badges & Passes   
  • Contractors are required to register in advance for access during build and breakdown. This system will be live in June.

• Shell Scheme & Package Stands
  • Full details of the stand and package you have selected and what you need to do to have a successful exhibition.
• Space Only & Stand Build Submissions 
  • The space only stand plan deadline is Thursday 15th June 2023.
  • There are important changes on how you need to submit plans. For full details click here.
• Stand Build Regulations 
  • Regulations on complex stands and custom rigging are stricter than in previous editions. Additional documentation and structural calculations may be required this year. 
  • Exhibitors should try and keep stands as open as possible to allow for sufficient ventilation and visitor flow. 
  • You are no longer required to calculate the maximum capacity of your stand in line with local authority guidelines.

                Please click here for the full breakdown of 2023 stand regulations.

• Your Tasks & Order Deadlines 
  • Where possible, orders should be placed in advance.
  • Please pay extra attention where deadlines may now be earlier than previous years due to increased pressure on supply chains. 
• Logistics, Lifting & Delivery 
  • We recommend using our Official Logistics Supplier for all of your delivery, lifting and storage needs
  • Consider taking advantage of advance warehousing to avoid delays onsite and factor in sufficient time for deliveries to be made
  • If you are shipping from the UK please keep in mind changes following Brexit

• Venue & General Information 
  • Detailed information on the venue including the address and other specific details you may find useful.
  • Personal Protective Equipment (PPE)
    • If you are working onsite during the build up and breakdown you will be expected to wear appropriate PPE. You will be checked by security as you enter the venue to ensure you have a high visibility vest and safety shoes. These are mandatory requirements and anyone not wearing these will be turned away from site. 
  • Cleaning and Hygiene
    • You should consider enhanced and visible cleaning regimes throughout the event to complement the venues additional measures e.g. hiring a dedicated stand cleaner for open days. 
    • Provide visible hand sanitisers for both staff and visitors on your stand.
• Exhibitor Catering
  
  • Detailed information on how exhibitors can offer catering from their stand this year. 
• Exhibitor & Contractor Welfare 
  • We have included useful guidance to help prioritise exhibitor, contractor & supplier welfare onsite.

WARNING: Unsolicited Marketing Communications

It has come to our attention that our customers are increasingly being targeted by companies claiming to supply exhibitor/visitor/participant lists and details relating to our events and products at a cost.  Be vigilant – this data is likely fraudulent.  If you receive any such unsolicited offers, please do not respond unless you have checked with us first.

RX does NOT sell or pass your data to any third party without your permission.

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Important Information

• You must ensure that all stand build and dressing can be complete within the hours laid out in the Exhibition Timetable.
• All exhibits must be completed installed by 1700hrs on Thursday 27th July.
• All exhibits and equipment must be completely removed from the show floor by 1000hrs on Monday 31st July.
• Any waste or materials left for the Organisers disposal will be charged back to the exhibitor.
• If you are working onsite during the build up and breakdown periods you will be expected to wear appropriate Personal Protective Equipment. You will be checked by security as you enter the venue to ensure you have a high visibility vest and safety footwear. 

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Please ensure that you and your team have received, read and understood the admissions policy - a copy can be viewed here.

Exhibitor Personnel Badges

Exhibitor badges will grant access to the exhibition hall throughout build, open and breakdown. Please ensure you register for these in the portal and bring a physical printed badge with you to the event.

Exhibitor badges must only be allocated to members of staff (no guests). Main Stand Holders can register up to 30 individuals. Sharers can register up to 5 individuals.

Contractor Badges - Build and Breakdown

Before arriving onsite please ensure that you and your team have received, read and understood the site rules - a copy can be downloaded here.

At Magic Con 2023 we require all contractors who are coming onsite for build or breakdown to register their details and complete the Contractor Registration before they will be allowed into the exhibition halls. You will receive an e-badge once you have completed the process which you will need to use as access into the halls for build and breakdown each day.

Contractor Registration is now live and every contractor coming onsite for build or breakdown should follow the instructions to register themselves and complete the registration before arriving onsite. Please share this information with all contractors coming onsite for build and break down.

Link to Contractor Registration : https://contractorpass.firabarcelona.com/WEB/E257023/passes

To avoid delays we strongly recommend you complete your registration in advance.

If you have any issued registering in advance, please contact [email protected].

Please note:

• Contractor e-badges are NOT valid to gain entry to the exhibition halls during the show-open period.
• Access to the venue during build-up and break-down periods is subject to persons wearing appropriate PPE. See the Site Rules for further detail.

Maintenance Badges 

Under no circumstances will maintenance work be permitted on stands during the exhibition open hours.

If at any time during the exhibition open days you need to carry out maintenance work on your stand after the exhibition has closed please apply to the organisers by 14:00 hrs on the same day. Charges may be incurred by the exhibitor to cover additional costs for staff and venue services.

Stand-by contractors that may be required on the stand during show open period can collect a maintenance badge from the organiser’s office onsite on Thursday 27th July. A maximum of two maintenance passes will be issued to each space only stand without any charge.

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Magic Con 2023 is committed to promoting sustainability in exhibitions and we continually work with venues, suppliers and contractors to reduce the impact our activities have on the environment.

RX has signed up to the Net Zero Carbon Events pledge with the aim of achieving zero emissions by 2040. To help us reach our goal we have produced a sustainability charter, guided by the UN Sustainable Development Goals which will direct our considerations as to the ways in which our events are organised.

With the charter in mind we have created an Exhibitor Sustainability Checklist which you can utilise in the planning of your participation at Magic Con 2023.

• Download Exhibitor Environmental Checklist

We are also pleased to announce the below sustainable initiatives that you can participate in at the event :

• Offering a range of sustainable options for exhibitions in the ServiFira webshop
  
• Water refill stations to help reduce single use plastic bottles
• Prominent recycling bins across the show floor

For more Information:

• RELX Sustainability (coming soon)
• Venue Sustainability

If you have any ideas or suggestions regarding sustainability at our events then please do not hesitate to contact us.

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