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Information on customs regulations

A series of formalities apply when bringing any type of goods into the European Union. When goods are to be exhibited at a trade fair, they are considered commercial goods for all purposes. This applies regardless of whether the exhibitor organisation is based in the European Union.

Please note that you must comply with the following instructions with regard to all goods bound for exhibitions where these goods are brought in from a territory which is not within the European Union Customs Union.

Exhibitors who are unsure as to whether the goods exhibited originate from such territories should check at customs at the first point of entry into the European Union. For these purposes, exhibitors should consider goods to be not only the objects or articles they are going to exhibit, but also any type of catalogues, samples or advertising material.

When the goods are first imported into the European Union, they are to be presented at customs and the pertinent declarations made.

If you are unfamiliar with these procedures, the customs authority will provide you with the necessary information on request.

You should comply with these requirements regardless of how the goods are transported, as well as declaring any goods transported as passenger luggage.

Once the goods are in Spain and before unloading them on the exhibitor’s stand, the exhibitor must have obtained one of the following documents for the goods: ‘Levante de declaración de importación temporal’ (Declaration for Release for Temporary Admission) or ‘Levante de declaración de despacho a consumo’ (Declaration for Release for Free Circulation or Consumption).

This documentation shall remain in the possession of the company representative at the stand, along with the goods covered by the declaration, and should be available at all times in case Customs or the Tax Authorities ask to see it.

There are two ways to declare goods, depending on their purpose:

If the exhibited goods are to be given out free as promotional material, in order to exhibit them, you need to have the document entitled 'Levante de declaración de despacho a libre práctica y a consumo' (Declaration for Release for Free Circulation and Consumption), in which you have declared the value of the goods and paid the corresponding VAT on the aforementioned goods at a maximum rate of 21%.

Where the goods are imported with the sole purpose of being temporarily exhibited and with the intention of sending them back to their place of origin once the fair has finished, the document needed for the exhibition will be the ‘Levante de declaración de importación temporal’ (Declaration for Release for Temporary Admission). If the document used to authorise exhibition at the fair is the ‘Levante de declaración de importación temporal’ (Declaration for Release for Temporary Admission), once the fair is over and before the goods are removed from the authorised stands, you should finalise the temporary admission with the customs authority. These customs procedures can be processed by the interested party or via a customs representative who will complete the necessary customs formalities.

However, it is recommended to hire a professional service for transporting the goods with companies registered as Customs Agents, as this will allow you to make temporary or definitive imports, with a surety to guarantee the payment of the debt with customs and the tax authorities, using your tax ID number. IFEMA offers its customers a temporary import service for goods to be exhibited at fairs and congresses, managed by a selected service provider, which is authorised to undertake tasks on behalf of IFEMA MADRID and has offices at IFEMA.

For more information on these subjects, contact the Madrid-Barajas customs office (email: adu.madridbarajas@correo.aeat.es – tel.: 91 746 70 11).

Recommendations for exhibitors regarding customs procedures

Dear Customer,

To streamline your dealings with the Customs area in connection with your participation in the events held at IFEMA MADRID, we urge you to read and follow these recommendations:

Avenida Partenón sn
Entrada Oeste – access via calle Rivera del Sena
Pabellón de servicios nave 2 / hall 2
28042 Madrid

Important information about the - International fairs directory

Due to the large number of requests for information received from our exhibitors in connection with inadvertent contracting of advertising services with the international directory of fair exhibitors currently called "INTERNATIONAL FAIRS DIRECTORY” - formerly "EVENT FAIR EXHIBITORS INDEX","FAIR EXPO GLOBAL BUSINESS EXPOSURE","FAIR GUIDE","EXPO GUIDE","EVENT FAIR THE EXHIBITORS INDEX", IFEMA MADRID informs its exhibitors that it has no connection whatsoever with this directory or with the companies that market it.

The INTERNATIONAL FAIRS DIRECTORY is a guide or database marketed by companies based in different countries that market their advertising space to all exhibitors at the fairs they consider relevant from all over the world. The companies marketing this database that have been identified, and there may be others, are: WWWDB SRO (Slovakia); MULPOR COMPANY, SA (Uruguay), MULPOR COMPANY SRL (Costa Rica), EXPOGUIDE SC (Mexico).

The marketing process involves sending the exhibiting company a letter accompanied by a partially filled out form, on which are shown the fair and edition in which the exhibiting company participated, the Organiser and the information on the exhibiting company that is already partially filled out on the form and published in the directory in a free space. The exhibitor is invited to update the information by sending in the completed form in the attached reply envelope, in which case they are contracting for an initial duration of three years with tacit extensions at the price shown, although there is nowhere to indicate a direct debit. At the bottom of the form is the contracting entity, the cost of the service, the competent jurisdiction and the system of tacit extensions established.

The completion, signing and sending in of the form implies, therefore, the contracting of the service: "The sole purpose of this form is for your data to be entered correctly as an individual paid-for advertisement."

To qualify for the free mode, the interested party must update their data online: on the back of the form they are notified that free modifications can be made at the url www.interfairs.com.

This form leads to numerous misunderstandings, because exhibitors naturally assume that it is a request from the fair Organiser for them to update their information, whereas it is actually an international fair directory marketed by a company that has nothing to do with the Organiser of their fair.

Therefore, there is no contract with IFEMA MADRID or with any of its fairs or collaborating companies: the Exhibitor is contracting with one of the companies that market this guide.

The fair community, through the UFI (The Global Association of the Exhibition industry), the international association of the fair sector, has demanded on several occasions that this company stop using these marketing methods, which lead to a constant stream of complaints from exhibitors, urging them to rectify and clarify their contractual documents.

If you, as an exhibitor, have signed the form without noticing that the service involves a cost, we suggest that you contact the company, indicating that you only completed the form to correct or update the data included in the directory and only wish to use the free service, not the paid service, since you were confused by the ambiguity of the aforementioned document.

Therefore, to avoid unwanted situations that are outside the purview of IFEMA MADRID, we urge all exhibitors to read the subscription form with great care before deciding to sign, should you want to purchase the service offered.

Companies that market their services using the IFEMA name and those of its fairs

Some exhibitors receive phone calls and emails from people and companies offering services while giving the appearance of being companies linked to IFEMA, its fairs and events. To do this, they usually include the name and logo of the event or that of IFEMA in their marketing materials. They make FRAUDULENT use of the name and distinctive signs of IFEMA to confuse exhibitors and visitors and make illegal use of the activity and prestige of this Institution to promote their services.  

If you receive a suspicious offer, please notify us by writing to the manager of the trade fair you are exhibiting at and we will clarify whether the message is from IFEMA or an IFEMA partner or if the company has no connection and has not been authorised to use the IFEMA name.

Companies that sell databases of participants in IFEMA Madrid fairs

IFEMA’s exhibitors, visitors and customers claiming to have “lists of participants” in our fairs.

IFEMA wishes to clarify that these emails are false, since the lists of participants in our fairs are confidential and are never disclosed to third parties.

Please be warned that it has come to our attention that there are unscrupulous companies sending emails to our  exhibitors and clients stating that they have the “participant lists” of our fairs and events. IFEMA wishes to inform to its exhibitors, professional visitors and the public attending our leisure events and fairs that these emails are false, since the lists of visitors and participants in fairs and events organized by IFEMA are confidential and, under no circumstances , are marketed and / or transferred to third parties.

The following are among some of the domains that have been identified under which that companies send emails with this type of offers:

If you receive an email from these companies or others, do not trust the content of the messages. Please let us know so that we can take appropriate measures. Our privacy policy contains comprehensive information about our data protection policy.

Updated list of companies selling fraudulent database

SILDENAFIL9V.COM;

INDUSTINCINFOTECH.COM;  

ATTENDBIZINFO.COM;  

GLOBAL-PROSPECTS.COM;

DATAGNU.COM;

MAILINGBASELIST.COM;

MORREFAB.COM

TRADEDARTABIZ.COM;

NEWPROMEDIAEVENMARKETING.COM.;  

EXPOSALE.NET;  

FINESTDATAINVENTOR.COM;  

EVENTSVISITORSDATA.COM;  

B2B-EXPOLEADS.COM;  

INFOEVENTERS.COM;  

EVENTSINFO.COM;  

NATTUVARTHAKAL.IN;  

SALESCORPB2B.COM.

MARKETINGCOMPOUNDS.COM

ZOOMOLOGIC.US

BUZZITIVITY.LIVE

VISITORSDATAVIEW.COM

BUSINESS-CLIENTS.VIP

DATAFINDER.ME

ACCURATE-LIST.COM

ATTENDEESLISTINFO.COM

EXELIQ.LIVE

MEMBERSLEADS.COM

LEADEXPOCONTACT.US

ETECBIZLEADS.COM

INTERNATIONALEVENTSDATA.COM

LEADBUSINESS.US

ACCURATE-LIST.COM

LEADEVENT.UK

EXPOCONTACTLABS.COM

B2BCONTACTLISTS.NET

NATTUVARTHAKAL.IN

VISITORSINFORMATIONDATA.COM

B2BLEADBIZZ.COM

REACHNOWDATA.COM

VISITORSDATALIST.COM

EXPOEVENTERS.COM

QRONTECDB.COM

P@SPINNWEY.COM

TECHNOLOGYPOCKETDATA.COM

EVENTVISITORSINFOS.COM

Information forms for communication of random combinations, raffles and tombols

Raffles, tombols and number combinations of chance. (IFEMA General Rules of Participation)

Raffles, tombolas and number combinations of chance constitute means of gaming laid down by Articles 3.2 (f) as defined in Article 15 of Law 6/2001, of 3 July, regarding gaming in the Madrid region.

In accordance with the regulations in force, the exercise of the activities included in the scope of application of this law will require prior administrative authorisation, except for raffles, tombolas and number combinations of chance, which may only be notified to the Department responsible for gaming.

An exhibitor intending to provide activities that are regulated by the aforementioned law must send a copy of the issued authorisation or submitted notification, depending on the gaming activity that is going to be provided, to the Event Management.

Contact

Customer Service

Phone: +34 91 722 30 00
Email: customerservice@ifema.es
Technical support for exhibitors: stecnica@ifema.es