Other aspects to be considered
- Communication of celebration for random combinations with advertising purposes
- Raffle celebration communication
1.- NOTICE TO THE EXHIBITOR ABOUT THE INTERNATIONAL DATABASE OF FAIR EXHIBITORS WORLDWIDE THAT MARKETS ITS SERVICES UNDER SEVERAL NAMES:
This is an international database of fairs and their exhibitors from all over the world that stores changes of name and registered office, as well as the name of the marketing directory. Examples of these are:
- “EVENT FAIR EXHIBITORS INDEX”
- “FAIR EXPO global business exposure”
- “FAIR GUIDE”
- “EXPO GUIDE”
- “EVENT FAIR The Exhibitors Index”
- ”INTERNATIONAL FAIRS DIRECTORY”
This directory of international fairs and their exhibitors is marketed by companies based in different countries, who do so independently and have no connection with fair organisations like IFEMA. The companies recently identified as marketing this service, which may not be a complete list, are:
- wwwdb s.r.o (Eslovaquia)
- MULPOR COMPANY, S.A (Uruguay)
- EXPOGUIDE S.C. (México)
In light of numerous requests for clarification and information received about this directory of fairs and data, please be aware that IFEMA is not connected in any way with this company, its database or publications.
The marketing ploy used consists of a letter sent to the exhibitor with a partly completed form, which contains information about the fair, the venue and the information on the exhibiting company that appear in the directory. Exhibitors are invited to update their data, either free of charge (if online), or by means of advertising insertion at a cost and for an initial duration of three years with tacit extensions, in this case the arrangement is made formal by signing and sending the aforementioned form with the appropriate data corrections in the attached reply envelope.
It is noteworthy that this form has no space to include direct debit instructions but that the company sends an annual invoice directly to the exhibitor. If you look carefully at at the bottom of the form, in the small print, you will see the name of the entity you are doing business with, the cost of the service, the applicable jurisdiction and the tacit extension system.
This form leads to numerous misunderstandings, because exhibitors tend to 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—in this case IFEMA—that is marketing its own services using misleading tactics.
The fair community, through the UFI (The Global Association of the Exhibition industry), 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 the onerous nature of the service, we suggest 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 which are outside the purview of IFEMA, we urge all exhibitors to read the subscription form with great care before deciding whether to sign, should you want to purchase the service offered.
2.- 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.
3.- COMPANIES THAT SELL DATABASES OD PARTICIPANTS IN IFEMA 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:
4.- CUSTOMS REGULATIONS
A series of formalities apply when bringing any type of goods into the European Union. When goods are bound for an exhibition at a trade fair, they are considered commercial goods for all purposes. This applies regardless of whether the exhibitor organisation is established in the European Union. Please note that you must fulfil the following instructions with regard to all goods bound for exhibitions, when these goods are brought in from territory which is not within European Union Customs Territory. Exhibitors who are unsure as to whether the goods exhibited originate from such territories must check at customs at the first point of entry into the European Union.
Please note that ‘goods’, for these purposes, include not only any objects and items exhibitors intend to display, but also catalogues, samples and advertising material.
When goods are initially imported into the European Union, they must be presented at customs and the pertinent declarations must be made. If you are unfamiliar with these formalities, the customs authority will provide you with information on request. You must comply with these requirements regardless of how the goods are transported, and must also declare any goods transported as passenger luggage.
Once the goods are in Spain, and before unloading them on the stand, you must have obtained a "Levante de declaración de importación temporal" (Release declaration of temporary import) or "Levante de declaración de despacho a consumo" (Release declaration of dispatch for use) document for the goods. This documentation must be handed in at the IFEMA Tax Security authorities, whose office is in the Complementary Building called ADUANA/CUSTOMS, before the goods are unloaded on the stand. Goods must not be exhibited until the Tax Authorities notify you that the customs documentation you have submitted is correct.
There are two ways to declare goods, depending on their purpose:
- If the exhibited goods will be given out free as advertising material, in order to exhibit them, you must have the "Levante de declaración de despacho a libre práctica y a consumo" (Release declaration for free-practice dispatch and use), in which case you must declare the value of the goods and pay the value added tax corresponding to the aforementioned goods, which has a maximum rate of 21%.
- In the event that the goods are imported with the sole purpose of being temporarily exhibited and with the intention of sending them back to origin once the fair has finished, the document needed for the exhibition will be the "Levante de declaración de importación temporal" (Release declaration for temporary imports).
If the document used to authorise exhibition at the fair is the "Levante de declaración de importación temporal" (Release declaration for temporary imports), once the fair is over, and before the goods are removed from the authorised stands, you must finalise the temporary imports with the customs authority and provide supporting documents for this finalisation to IFEMA Tax Security, which must authorise the goods for leaving the venue.
These customs procedures can be processed by the interested party or via a customs representative to complete the necessary customs formalities.
However, it is recommendable to hire a professional service for transporting the goods with companies identified as Customs Agents which 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 clients a temporary import service for goods to be exhibited at fairs and congresses, managing it with a selected service provider, which is authorised to manage tasks on behalf of IFEMA with offices on site.
For more information on these subjects, contact the Aduana de Madrid-Carretera customs office (e-mail: email@example.com – Tel.: +34 91 746 70 11).