General information for exhibitors
Everything you need before, during and after your participation in the fair can be found in this section.
A detailed guide to the steps and processes that aim to facilitate the process of becoming an exhibitor.
At the end of each block you will find the documentation and links needed to take each step.
Prepare your budget
Consult the participation fees, mandatory services, payment conditions, discounts, surcharges and other services in the pdf documents that you will find in the documentation and forms section.
If you prefer, you can use the budgeting service to calculate, online and in a fast, easy and convenient way, how much it will cost to participate in the fair
You can find here all the forms and documents you will need for your participation as an exhibitor
Online participation application
Once you have decided to participate in the fair, you will just have to fill out the Online Participation Application form to start the process towards becoming a future exhibitor.
It is very simple, fill out the form on your computer and you can then send it to us directly or print it and send it by email.
The Exhibitors Area is an exclusive online channel for exhibitors where you can:
- Access the Services Catalogue and get a 15% discount on services, up to one month before stand assembly commences.
- Pay through a secure gateway.
- See your location plan.
- See your Statement of Accounts and your invoices.
- Update your data.
- Use other tools that will facilitate your participation.
If you were an exhibitor at the last fair, we would remind you that to access the Exhibitor Zone you must enter the same username and password that you had last time. If you have forgotten your passwords, you can request help in the Exhibitor Zone itself.
If you are participating for the first time, once you accept a space proposal and you are awarded a stand, we will send you a username and password to enter the Exhibitor Zone.
What can I do in the exhibitor area?
- Access the exhibitor calendar
- Manage your invoices and payments.
- Purchase and budget for all services you may need, benefiting from a 15% discount if you purchase up to 30 days before stand assembly, and at the time of contracting online. You can purchase services such as:
- Stands and services for modular assembly
- Stands and services for free design
- Furniture and accessories
- Telecommunications and information technology
- Complementary services
- Promotion and publicity
- Establish your network of contacts by accessing the Trade Meeting Point which is the database of trade visitors who are members of Meeting Point. This service allows you to make email contact prior to the fair from the tool itself and inform visitors registered on the trade meeting point about your products while scheduling appointments with visitors that are of interest.
- Manage your Meetings Agenda at the fair, which will allow you to manage your diary at the fair, accepting appointments and meetings with other exhibitors and visitors at the trade meeting point.
- Invite your trade contacts by sending electronic invitations courtesy of the company to your network of contacts, facilitating access to the fair with the advantages indicated depending on the type of invitation.
- Issue personalised exhibitor and co-exhibitor passes to the fair for your exhibitors and co-exhibitors.
- Manage your exhibitor account by updating your company’s contact details in the IFEMA database.
- Modify your username and password.
- Access the Exhibitor Calendar to prepare for the fair.
- Publish your news by publishing everything you are going to present in the catalogue and in the press/exhibitor news section on the website.
Information of interest
- All products from non-EU countries must pass customs procedures.
- Exhibitors must have the details of the customs agent who cleared the goods, or failing that, a copy of the customs documentation on entry into the European Union.
- Spanish taxes must be paid on the materials or goods to be distributed or consumed at the fair, even if they are products with no commercial value; the amount of the taxes may vary depending on the country of origin.
- All merchandise subject to a T-1 must not move from the stand or leave Feria de Madrid until its situation is modified and the customs procedures completed.
- It is completely prohibited to sell or distribute non-EU merchandise at a fair designated as international, without having previously completed the appropriate customs procedures.
- Products that are transported as carry-on baggage must be declared at the airport at the red channel ("something to declare"), and will be retained until the corresponding customs procedures are completed.
- Goods that have not passed customs control and that are on display will be confiscated by the authorities until the appropriate documents are presented.
- Recommendations for all exhibitors bringing material in need of customs clearance (non-EU)
- Processing of the goods:
- For a fair recognised as international for customs purposes by the Secretary of State for Tourism and Commerce:
- Goods that will return to origin once the fair is over: T-1, community transit.
- Goods for distribution during the fair: final clearance.
- Goods for both purposes: documentation and separate clearance for each type of goods.
- For a fair not recognised as international:
- Goods that will return to origin once the fair is over: ATA carnet.
- Goods to distribute during the fair: final clearance.
- Goods for both purposes: identical processing.
Information on raffles, draws and lotteries
- Raffles, draws and lotteries are categorised as games in Articles 3.2 f and 15 of Community of Madrid Law 6/2001 on Gaming, of 3 July, and they are also defined in Article 15 of this law.
- In accordance with current regulations, carrying out raffles and draws requires prior administrative authorisation from the Community of Madrid General Directorate of Taxes and Gaming Organisation and Management. In the case of lotteries, the same body must be informed it is to take place before being carried out.
- The arrangements must be made in Madrid, Plaza de Chamberí 8, 28010 MADRID.
- The following must be sent to IFEMA (to the email address of the fair), for information purposes: a copy of the authorisation issued or communication presented, depending on the gaming activity that is to be carried out.
Notice to the exhibitor regarding the company WWWDB SRO and its Event Fair Exhibitors Index database
Regarding the international fair exhibitor database whose name has continually changed in recent years, namely:
"FAIR GUIDE", "EXPO GUIDE", "EVENT FAIR The Exhibitors Index" or "INTERNATIONAL FAIRS DIRECTORY", etc. which seems to be its most recent denomination.
Due to the numerous requests for clarification and information received about this directory of fairs and data, we wish to state the following:
- IFEMA has no connection with this company or with its database or its publications.
- Recently detected companies that market this database, and there might be others, are:
- wwwdb s.r.o. (Slovakia);
- MULPOR COMPANY, SA (Uruguay),
- EXPOGUIDE SC (Mexico),
These entities, based in different countries, market, exclusively on their own, their advertising inserts.
- The mechanism used is that a letter is sent to an exhibitor accompanied by a semi-completed form, which contains data on the fair, the venue and the information on the exhibiting company that the organisation that owns this directory has.
- The recipient is invited to update their details, either free (if done online), or by paid ad insertion and for an initial duration of three years with tacit extensions, if done by signing the form and sending it in the enclosed envelope.
- This form does not have space for setting up a direct debit, instead the company issues an annual invoice. The company the Exhibitor is dealing with and the cost of the service, jurisdiction and system of tacit extensions appears at the bottom of the form in the small print.
- This form generates continual misunderstandings among users, and it is common for exhibitors to complain to us about having inadvertently purchased unwanted advertising services. The fair organiser, in this case IFEMA, is frequently assumed to be associated with the provider of these services.
- The trade fair community, through the UFI, (The Global Association of the Exhibition Industry) has, on several occasions, required this company, which has during its history undergone various changes of name and registered office, as well as changing the name of the database (FAIR GUIDE, EXPO GUIDE, EVENT FAIR, INTERNATIONAL FAIRS DIRECTORY), to cease the ambiguous marketing of its advertising.
- In the event that an Exhibitor has signed the form without noticing the onerous nature of the service that was actually being purchased, we suggest that you contact the contracting entity indicating that you do not wish to purchase the service and that the completion of the form was done in order to correct or update their data for free and not to purchase the paid service, a confusion which you consider to be consequence of the ambiguity of the aforementioned document.
In accordance with the foregoing and in order to avoid unwanted situations which IFEMA can do nothing about, we ask all our Exhibitors that if they receive the aforementioned subscription form, to read it carefully before signing it, ensuring that they really want to purchase the service offered.