YOUR GUIDE

TO EXHIBITING
AT IBC2017

Conference: 14 - 18 September 2017

Exhibition: 15 - 19 September 2017

RAI Amsterdam
CONTENTS

Planning for an event can be a daunting

task, but it neednt be. This document will
take you through all you need to know to
plan effectively for IBC.

General Event Information 3

Exhibition Halls 4

Your Stand at IBC 5

Pre-Event Preparation 6-9

Marketing 10-13

At the Show 14-16

Checklists and Post Event 17-18

FAQs 19-20

show.ibc.org @IBCShow #IBCShow exhibition@ibc.org

General Event Information

IBC2017 Dates and Times Exhibition Booking

Conference
Process
Unlike traditional tradeshows, at IBC you cannot
14 18 September
book spaces off a plan. Each year we have a
deadline (1 November) for exhibitors to submit
Exhibition
their application forms for exhibition space, where
you request the size and type of stand you want.
15 19 September
IBC applies a stand allocation process and every
The schedule for the event including access
year the IBC Events Team construct the floor plan,
dates, build up and break down times and show
taking into consideration exhibitors requirements
times can be found in your Online Exhibitor
and requests, longevity of exhibiting combined
Manual - see page 8.
with the size of stand booked and the re-booking
volume. The floorplan is laid out logically to help
all attendees make the most of their experience.

RAI Venue Information

The RAI is one of the leading international
exhibition and congress centres in Europe
located in the south of Amsterdam. With its
108,300sqm of hireable space, it is the largest
convention centre in the Netherlands. It has
a number of standout features including five
restaurants, a pub and a usable beach.

For more info on RAI Facilities available,

visit show.ibc.org/venueinformation

Meeting Spaces IBC Staff

The RAI and IBC offer a number of meeting
options for exhibitors wishing to meet and talk
with clients or colleagues away from the show
floor. For all options visit
show.ibc.org/exhibitingoptions
Each exhibitor at IBC has their own dedicated
account manager in the IBC Events Team. Your
account manager is your point of contact preshow,
at the show and post show. We are here to help
with your planning, operations and deliver a
successful show.

A full list of account managers can be found on the

home page of the Online Exhibitor Manual - see
page 8.

3
Exhibition Halls
The IBC Exhibition brings together the leading innovators from across the industry. The IBC2017
floorplan below is laid out logically with 15 halls themed around specific areas of technology to help
attendees make the most of their IBC experience.

Technical floorplans including all stands can be found at show.ibc.org/halls

4
Stands at IBC

Free Design
Allows you to create an attractive, self-supporting stand to promote your company in a minimum size
of 30sqm. An additional storey is also possible for maximum impact. Only the space is provided, all
utilities must be ordered.

Shell Scheme
Provides walls, tiles and lighting to make an off-the-shelf environment requiring minimal decoration
and expense. Minimum size 9sqm.

Outside Exhibition
Designed for the display of broadcasting vehicles. The outside exhibition is located outside Hall 12
and all stands are Free Design, so utilities will need to be ordered.

IBC Content Everywhere Europe

IBC Content Everywhere is a global event that charts the creation, management, delivery and
monetisation of digital content over IP networks and its consumption on mobile, handheld and tablet
devices. Available in Free Design and Shell Scheme.

Balcony Suite Package

Meeting rooms are available along the balconies on both sides of Hall 1 for use as hospitality suites,
offices or presentation areas only and not for exhibiting products.

Meeting Suite Package Hall 15

Meeting suites are available in Hall 15 for exhibiting companies, either 'ready-made' 16sqm units or
bespoke 40sqm plus areas, all with power and lighting.

For more information on all stand packages visit

show.ibc.org/exhibitingoptions or access your Online Exhibitor Manual.

5
Pre-Event Prep

A well planned pre-event can not only make your

life easier during the show, it can actually save
you money. When it comes to events, the early
planners do make the most of the event as their
profiles are on the website longer, increasing
their exposure; they take advantage of early bird
rates for ordering, saving them money and most
importantly, they are less stressed!

30%
EXHIBITORS WHO
BOOK THEIR POWER
EARLY CAN SAVE UP TO

13
BOOKING FLIGHTS 3
MONTHS IN ADVANCE
SAVES ON AVERAGE
Objectives
It is important to think about why you
are attending IBC and set yourself some
objectives. Who are the companies you want
to be talking to? What level job titles are you
looking to attract to your stand?
When setting your objectives, make sure
that they do not clash and that you are not
stretching the team by trying to achieve too
much.
Try to incorporate the event into your overall
marketing campaign, so that you are giving the
same message.
Try to be specific with your objectives. For
example:
Secure 3 new leads a day
Make 12 appointments
Increase your database by 90 names

Budget Rules and Regulations

IBC applies a strict set of rules and regulations
to all of their stands and stand designs to protect
both the exhibitor and the look and feel of the
event.

Please read the rules and regulations before the

event. If your question is not answered in these,
please consult with a member of the IBC team, as
any stands breaching these rules may result in the
the closure of the exhibition stand.

The rules and regulations can be found in the

Online Exhibitor Manual.

It is important that you set yourself a budget

for the event. Are you flexible on this Health and Safety
budget?
IBC and the Amsterdam RAI take their Health
Dont forget to account for:
and Safety responsibilities very seriously and all
exhibitors are responsible for submitting their own
Stand Design Electrics Health and Safety Documentation before 2 June.
Graphics AV
Hotels Data Collection For a full list of forms that you need to complete,
Travel Insurance please see the Health and Safety section of the
Food Handouts Online Exhibitor Manual.

TOP TIP
Order your stand services early
with IBC's approved contractors
and suppliers to take advantage
of Early Bird rates

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Ordering
IBC have a number of Verified Suppliers Services that you can order via the Manual
include:
that we recommend to exhibitors when
ordering certain services. Stand Design Electrics
Graphics AV
A full list of suppliers and the services they Hotels Data Collection
provide are listed on the Online Exhibitor Travel Insurance
Manual which you can access through the Food Handouts
Online Exhibitor Zone.

Exhibitor Zone Online Exhibitor Manual

The online Exhibitor Zone is your own personal
online portal for your company where you may
register your staff, access useful information
about press and promotional material and where
you can also manage your company profile.
The IBC online Exhibitor Manual is designed
to assist you with successful preparation and
planning of your exhibition stand and visit.
This manual includes important information,
upcoming deadlines, Verified Suppliers, stand
rules and links through to additional services
that you may wish to order for your IBC show.

The manual can be accessed by logging into

Login to the Exhibitor Zone: the Exhibitor Zone and clicking the 'Exhibitor
Manual' tab. Access to the Exhibitor Zone will
show.ibc.org/exhibitorzone only be granted after acceptance of
your exhibition space.

Zone Or Manual?
Whilst similar in name, the online
Exhibitor Manual and the online
Exhibitor Zone are two very
Zone different things, where you can Manual
organise different elements of
your presence at IBC.

Edit your company profile Verified Suppliers list

Press opportunities Stand package details

Edit your contact details Dates and deadlines

Set product categories Stand rules and regulations

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Hotels and Accommodation
RAI Amsterdam Hotel Services is the largest
accommodation broker in Amsterdam and the
surrounding area.

To book your hotel, visit their website for

competitive deals:

https://rai.onpeak.com/e/IBC17/3

Your Company Profile Register Your Staff

Your company profile is a 150 word description
that all exhibitors benefit from. Your description is
posted online and is also printed in our Exhibition
Catalogue of which there are over 20,000 copies
distributed around the venue.
As an exhibitor you will need to register yourself
and anyone working for you. You will be able to do
so by accessing the Online Exhibitor Zone. Click
the Register Staff Badges on the Home Page and
follow the steps. Badges are collected onsite.

TOP TIP
Freebies and Giveaways
Keep your profile
Sweets and gadgets are a great way to
concise and easy to
generate more traffic to your stand. Avoid
read. Avoid sayings
generic giveaways, think about getting
and slang!
something someone will use and get them
branded to get your company logo around the
event and beyond.

Dates and Deadlines

When ordering services for your stand
remember that there are deadlines for ordering,
and different services have different deadlines.
For a full list of deadlines, see our monthly
checklist found on the Online Exhibitor Manual.

Forgotten Something?
TOP TIP If you have forgotten to order something before
Add ordering deadlines the event, visit one of the RAI help desks onsite
to your diary to located at Park Foyer, Entrance C and Europa
ensure you don't Foyer. You can order a number of services from
miss them! these desks for your stand and if you cant, they
will point you in the right direction.

Please note that the RAI Webshop closes

on 7 September.

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 Marketing

Behind any good exhibition is a strong marketing

campaign. It is vital that you inform new and
existing customers that you will be at the event,
and promote your presence as much as possible.

Companies who utilise social media and the

promotion opportunities available to them
invariably have a better experience at events.

9,000 connections on Linkedin

IBC has over

19,500 page likes on Facebook

21,300 followers on Twitter

The IBC website was visited

1,258,988 times in September 2016

was tweeted
18.5k times in 2016

#IBCShow
with 116m potential impressions
Pre Event Marketing

IBC Marketing Toolkit

In order to help you get the most out the show we
have we have created a Marketing Toolkit which
will assist you in promoting your participation and
help maximise the traffic to your stand.

Here you can download:

IBC logo in different formats

Email footers and online banners
Print advert graphics
And much more

Find out more at show.ibc.org/toolkit

Exhibitor Customer Codes

Your unique Exhibitor Customer Code allows any of your contacts to register for free access to the IBC
Exhibition, even after the Early Bird deadline had passed.

This is the perfect opportunity to invite your customers and potential prospects to IBC for free. The more
customers that use the code will be more potential customers and prospects to your stand at the show. You
can then access the data from the code users post-show to find out more information about your customers,
and to follow up potential sales leads.

You can access your code through the online Exhibitor Zone, where you will also find examples of copy and
ideas to promote your code to your customers.

Product Locator
Accessible through your online Exhibitor Zone, you can list your product categories and keep your
company and product information up to date.

TOP TIP
Advertise your
Customer Code in:
Emails
Your Website
Marketing Collateral

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Digital Promotion

IBC Brand
As an IBC exhibitor you have the exclusive opportunity to use the IBC
logo to promote your presence at the show. Utilise this opportunity and
associate yourself with the IBC brand before the event. Visit our Exhibitor
Marketing Toolkit to download the IBC logo and much more.

Social Media
Social media is a great way to promote your attendance and
help to drive more visitors to your stand. Follow IBC to keep
up to date with the event and use our social media document
to help with your social media plan. You can download this
by visiting: show.ibc.org/exhibitorpressinfo

Connect with the Press IBC Press List

If you tell us who is managing your IBC PR The IBC2017 Press List can be downloaded from
activities, well ensure your PR colleagues the online Exhibitor Zone from July. Please see
have all the information they need to keep your the Promotion and PR section to access.
company in the spotlight.

Online Press Releases

TOP TIP
IBC has once again partnered with Business Wire to
provide the online media centre. Reach attending and
List your stand number
worldwide journalists and save two thirds of the cost of correctly to
traditional hard copy press kits. avoid confusion!
e.g.
show.ibc.org/exhibitorpressinfo 8.A11
or
7.F16

#IBCShow @IBCShow

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Onsite Marketing

Social Media Onsite

Your social media marketing should not stop during the #IBCShow
event. It is a free and very powerful way to create noise
about your company during the show. Dont forget to tag
IBC and use our hashtags to help increase your reach and
@IBCShow
help us to share your posts.

Sponsorship and Promotions

IBC offers a range of tailor-made promotion, sponsorship and networking packages.

From digital marketing on IBC.org to sponsored conference sessions or branding around the show and
around Amsterdam, make the most of the opportunity to highlight and expand your brand beyond the show
floor. For more information on available packages visit show.ibc.org/sponsorship.

Book a Press Conference

A room at the Media Centre is available for press
conferences at a cost of 450+VAT per hour and seats up
to 70 theatre style. Press conferences can be arranged on
your booth within show hours, or elsewhere at any time.
Visit the online Exhibitor Manual for more information.

Post-Event Marketing

Follow Up Your Leads Social Media

If you have purchased a lead retrieval device, Dont forget to share pictures and videos of your
use the post-show hype to thank those who time at the event, post-show. Again, use the
visited you at your stand and further promote hashtag #IBCShow to get a wider reach.
your company.

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At The Show

Possibly the most important part of the whole

exhibitor journey. This is where all of your hard
work, planning and investment come together.

A well-structured and planned presence on site

can make all the difference to your show, make
meetings, secure leads and maximise your return
on investment.

A typical visitor
will have however only

50 meetings
on site,
3 of those are
unplanned!

55,000+ Visitors In 2016

1,600+ Exhibitors spread

over 15 Halls
Your Stand
It is important that your stand is occupied at all times.
In order to help with this, create a staff rota so that you
can effectively plan breaks and lunch.

Your staff are the ambassadors of your company. Make

sure that their appearance and demeanour presents
an image of your company that you want to promote.
It is a good idea to fully brief staff every morning. Staff
should be friendly and approachable at all times. Most
importantly, dont forget to smile!

TOP TIP
Give staff regular breaks!
Rested and motivated staff
are more effective

On the Stand Things to Avoid!

Make sure that your collateral and giveaways are Chewing gum
fully stocked each morning. IBC does provide a basic
stand cleaning service but you may want to give it a Playing on your phone
once over each morning.
Eating food
Stand etiquette is a very important part of exhibiting
but one that is often over looked by exhibitors. Poor Bad language TOP TIP
stand etiquette could be the difference between You can hire stand
someone stopping by your stand or not. hostesses from the
RAI Webshop

Office Facilities Ordering Food

The Business Centre Located in the passage
under the Elicium, it offers exhibitors a wide
range of services such as: computer and office
equipment, package service, copying, printing,
faxing, binding and various other products and
services.
Throughout the Amsterdam RAI, various
restaurants and catering outlets are operational
during build-up, all open days of the show and
through to the end of the break-down period.
Details of the opening times are issued on-site
on the first day of the build-up period.

A full list of restaurants can be found at:

http://www.rai.nl/en/visiting/food-and-drinks/

You can also pre-order lunch for your build

up staff via the RAI Webshop which can be
accessed via the online Exhibitor Manual.

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What to look out for at the event:
IBC Future Zone: IBC Big Screen Experience: IBC Conference:

The IBC Future Zone is home
to exhibitors with cutting edge
projects and prototypes liberated
by IBC from the worlds leading
R&D labs and universities.
Located next to the Park Foyer,
visit to experience some of the
worlds leading technology.
show.ibc.org/futurezone
A free-to-attend programme
showcasing the latest
developments in digital cinema
and the impact these are having
on your business models.
show.ibc.org/bigscreen
IBC Content Everywhere Hub:
Featuring some of the foremost
thought-leaders, innovators and
policy makers in their fields and
covering a wide breadth of topics,
the IBC2017 Conference is a
must see for those interested in
the industry.
show.ibc.org/conference

A series of free panel sessions

and exhibitor demonstrations
dedicated to this fast expanding
sector of the industry located in
Hall 14.

show.ibc.org/ibccehub

Social Events:
IBC Party: IBC Big Screen Movies :

Dont forget to attend the IBC State of the art auditorium

Exhibitor party, Friday night from
18:30. A good place to relax and
network with other exhibitors.
Pick up your stands' tickets from
the nearest RAI help desk to
your stand.
featuring the very latest in
cinema technology showcasing
complimentary world-first
exclusive movie screenings on
Saturday and Monday night.

Local Info:
Amsterdam is famous for its culture, nightlife
and restaurants. For more information about
Amsterdam, the restaurants, bars and what else the
city has to offer, you can visit our website.
show.ibc.org/aboutamsterdam

Alternatively you can visit the I amsterdam website.

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Checklists
We have provided a couple of last minute checklists to help you in the run up to the event.
We have not included everything so add anything you need to remember in the space provided.
Pre-Event
Stand insurance
Car parking
Additional stand cleaning
Catering
Flights/Transfers
Car parking
Stand security
Hotel
Restaurant tables
Meetings with attendees
Register your staff
Customer ticket
Press release
Lead retrieval
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Onsite
Stationery
Band-aids/plasters
Extra extension cords or double
adaptors
Phone chargers
Marketing material
Paper
Batteries
Shipping labels filled out for return
shipment
Cameras
Your diary (for appointment setting)
Business cards of various staff
members
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Post Event
How Do I Sign Up For
Next Year?
In August the IBC Events Team will send you a
Space Application Form via email for the next
year prior to the event.
Alternatively you can arrange to meet with a
member of the team either at your stand or in
the Event Organisers office during the event to
discuss your requirements for the next year.
manual.
Feedback is Invaluable!
After the event please do let the IBC Events Team
know your feedback on the event.
We will always try to stop by your stand during
the show to see you, but if we have not had the
chance to, please send through an email or feel
free to call us to let us know how the show was for
you.
Good or constructive, feedback will always help
us move forward to an even better show the next
year!
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Show and Venue FAQs

How do I get to the RAI? Can I Register For My Pass

The Amsterdam RAI Exhibition and Congress
Centre is situated next to Amsterdams A10
orbital motorway (exit S 109), 10 minutes from
Schiphol International Airport. The RAI is most
easily accessible by tram, taxi and airport/hotel
shuttle and and has ample parking facilities on
and outside its site.
For more information on these forms of travel
please follow the link below or visit the Getting
Around section on the About Amsterdam page.
http://www.rai.nl/en/rai-amsterdam/route-and-
accessibility/
Onsite?
Yes, there are dedicated areas for you to be able to
register onsite. However we recommend that you
register pre-show to save time.
Is There Parking?
Yes, there are tickets available from the RAI
Exhibitor Services Webshop for both daily and
multiple day parking. These can be purchased prior
to the event online or when you are onsite.
Are There Any Places to
Eat Onsite?
Amsterdam RAI provides a selection of the finest
restaurants, cafes and tasty snack bars. If you wish
to book a table at one of the restaurants during IBC
visit: http://www.rai.nl/en/visiting/food-and-drinks/

Is There Anywhere For Me

to Practice My Religion?
A quiet/prayer room with washing facilities is
situated in the basement of Hall 13. Onsite signage
will direct you to its exact location.
Where Can I Find the IBC
Organisers at the Show? Where Can I Access the
Internet?
There are two IBC Organisers offices at the RAI:
IBC provides free access to WiFi in the following
Europa Events Organisers Office - located on public areas:
the 1st Floor at the Europa entrance opposite
Hall 2.
Forum Lounge Ruby Lounge
Holland Events Organisers Office located Cafe Amsterdam Europa Foyer 2
on first floor next to Hall 12, above the Holland
entrance. Catering Area in Europa
Diamond Lounge
Foyer 1
The Grand Cafe Europa - 1st Floor

Holland - 1st Floor

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Show and Venue FAQs

Where Can I Find IBCs Can I go to the IBC Awards

Verified Suppliers at the Ceremony?
Show? Anyone who is registered for IBC is welcome to
attend the Awards Ceremony. Companies can also
There is a dedicated Contractors Village which enter themselves for awards from as little as 500,
is located in the basement of Hall 13 throughout with 2018 entries opening in March. IBC exhibitors
build-up of the event. also get 10% off the listed price.

Can I Book a Meeting

Room at IBC?
IBC offer a range of meeting facility options.
These include our dedicated Hall 15 Meeting
Suites, Balcony Suites above Hall 1 and venue
meeting rooms. For more information please
email exhibition@ibc.org
Not Found an Answer to
Your Question?
More FAQs can be found at IBC.org. If you would
prefer to speak to someone, please get in touch
with one of the IBC Events team, we are here to
help:

IBC Events Team:

T: +44 (0)20 7832 4100

F: +44 (0)20 7832 4130
E: events@ibc.org

We Hope
You Enjoy
IBC2017!
show.ibc.org @IBCShow #IBCShow

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