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Expo Europe Exhibitor Bulletins
Exhibitor Bulletin #1 - May 2025
We are delighted that you will be joining us in Barcelona at IAAPA Expo Europe 2025. Below is essential information to help you prepare for a successful event. Should you have any questions, feel free to reach out to us at [email protected]
Exhibitor Services Guide Now Available!
The online Exhibitor Services Guide (ESG) is your central hub for all exhibiting information and order forms. Key resources include:
- General Information – official suppliers, to do list/deadlines, exhibition timetable, floor plans and the exhibitor sustainability pledge.
- Compulsory Forms - items that ALL exhibitors must complete prior to the Expo including the Booth Layout Form and Booth Profile.
- Shell Scheme, Space only and Table Top Exhibitors – space only regulations, shell scheme visual and measurements and general information for table top exhibitors.
- Order Forms - links for catering, Wi-Fi, rigging and more. Additionally the links to the venue store to configure your stand for electrics, furniture, graphics
- Marketing Opportunities - access to ready-made marketing materials to promote your presence and enhance your exhibiting experience as well as the Exhibitor Awards programme.
- Rules and Regulations - IAAPA show polices and H&S rules to familiarise yourself with.
Read Important Notices for 2025!
Booth Violations
To uphold the high standards of IAAPA Expo Europe 2025 all show rules and regulations will be strictly enforced. Please ensure your team and contractors and familiar with the Rules and Regulations and potential penalties for non-compliance.
Electrical Mains Boxes
Please note that an electrical mains box will be installed in each exhibitor's booth. For placement concerns, please contact [email protected].
Premium Booth Packages
Enhance your presence at IAAPA Expo Europe with a Premium Booth Package from 4 For Everything. Explore the available options here: https://shop.4foreverything.com/en/fair/iaapa_2025.
Sign the Exhibitor Sustainability Commitment
Sustainability continues to be a priority for IAAPA Expo Europe with a strong focus on ongoing improvement. Review the recommended steps and sign the Exhibitor Sustainability Commitment.
Book Your Hotels and Travel Early
Barcelona is expected to be busy this September. We recommend booking your accommodation and travel in advance. Take advantage of exclusive deals for IAAPA exhibitors, including competitive hotel rates.
Review and Plan Move-In and Move-Out Times
Once again, there are three days for exhibitor Move-In. Make sure to familiarise yourself with the 2025 Move-In schedule and plan accordingly.
| Saturday, 20 September | Space Only Booths 54sqm+ | 08:00 – 22:00 CEST |
| Saturday, 20 September | Space Only Booths | 15:00 – 22:00 CEST |
| Sunday, 21 September | All Space Only Booths | 08:00 – 22:00 CEST |
| Sunday, 21 September | Shell Scheme Booth | 14:00 – 22:00 CEST |
| Monday, 22 September | All Booths | 08:00 – 22:00 CEST |
| Monday, 22 September | Finalise booth dressing and minor decorating to allow for aisle cleaning and carpet laying. | 14:00 – 22:00 CEST |
Move-Out times below will remain the same as previous years.
| Thursday, 26 September | Move out of hand carry items and dismantling inside the booth only | 16:00 – 17:00 CEST |
| Thursday, 26 September | Opening loading doors and dismantling begins of all booths. All shell scheme exhibitors must have completed move-out by 22:00 | 17:00 or 17:30 – 22:00 CEST |
| Friday, 27 September | Move-Out Space Only Booths | 08:00 – 16:00 CEST |
View the full Exhibitor Schedule here.
Get Familiar with New Exhibitor Portal: Exhibitor Resources Centre
IAAPA recently changed contractors for exhibit management so you may notice a new look and feel this year. A few items to note:
- The Exhibitor Resource Centre (ERC) is where you will submit all the compulsory forms due to IAAPA including Booth Layout, Audience Participation Safety, and Sustainability forms.
- The ERC contains a unique checklist for you to keep track of all the show deadlines so you can keep track of what has been submitted and upcoming/past deadlines.
- Once Exhibitor Registration opens in June, you will need to login to the ERC to have access to register your on-site team.
- You will make any final booth payments within the ERC. Once your booth is fully paid and Exhibitor Guest Registration opens, you’ll be able to begin inviting your customers to attend the expo for free.
- Only the primary contact has access unless they add additional contact(s) to have access. The primary contact can visit the Exhibitor Resource Centre (ERC) to login now.
- Each IAAPA Expo is separate, so if the primary contact added additional contacts for one of the other expos, they will need to add them through the IAAPA Expo Europe portal as well.
If you have trouble accessing the ERC or any questions about the new platform, please contact [email protected].
Better Exhibiting ROI is a Click Away!
Exhibitor Success and ROI Center is your FREE, on-demand, 24/7 exhibiting knowledge resource including downloadable tools, strategic planning exercises, recorded webinar information, topical “how-to” articles, and the Ask the Tradeshow Expert email Q&A.
Follow the 5-step plan and use the resources to prepare for a more successful exhibit.
HOT Exhibiting ROI Topics of the Month: Planning & Designing Your Exhibit
Download and Do:
- Tradeshow Planning & Productivity Tool: manage your show from one powerful tool
- Exhibit Budgeting & Cost Control Tool: manage, benchmark & save money with this tool
- Defining Your Outcomes Planning Exercise
- Managing Your Visitor’s Experience Planning Exercise
Watch On-Demand Webinars:
How To Successfully Prepare to Exhibit at IAAPA Expo
New Exhibitors Guide to Success at IAAPA Expos
Read:
- Plan to Win: Exhibiting by Objectives
- So Why Should an Attendee Visit YOUR Booth?
- A Worthy Destination – How to Design a More Effective Booth
We look forward to welcoming you to Barcelona this September.
Kind regards,
Exhibitor Bulletin #2 - 18 June 2025
Dear Exhibitor,
Please find below the latest important information to exhibit in Barcelona at IAAPA Expo Europe 2025. With any other questions please contact us at [email protected]
Exhibitor Registration is Live!
Exhibitor Registration for IAAPA Expo Europe is live! Register your complimentary booth staff, purchase special event tickets, and invite guests to attend for free. Login to the Exhibitor Resource Center (ERC) to get started now!!
Complete Your Profile
IAAPA Expo Europe has an all-new interactive floorplan, and exhibitor directory to help attendees find your company faster and easier than ever before. To make the most of it, your Exhibitor Profile should include a clear description, targeted keywords, and the right product categories so you show up in searches and get noticed. To update your profile, login to the ERC and select “Complete Your Profile.” To boost your visibility, contact [email protected] to learn about upgrade opportunities.
Booth Fee Deadline - 20 June - IMPORTANT
The booth payment deadline is 20 June. Please ensure your full payment is made by this date by contacting [email protected] . Kindly note that exhibitor guest passes will only be issued to companies that have paid in full for their booth.
Book Your Hotels and Travel Early - REMINDER
We remind all exhibitors about booking your accommodation and travel in advance. Use exclusive deals for IAAPA exhibitorsand act fast as Barcelona is expected to be busy in September.
IAAPA Expo Europe Operational Webinar for Exhibitors – SAVE THE DATE!
Monday 14 July – 12:00 CEST
Are you a new exhibitor or attending IAAPA Expo Europe for the first time? Want to ensure you're fully prepared for a successful experience? Interested in gaining valuable insights from industry experts and official partners?
Don’t miss the IAAPA Expo Europe Operational Webinar for Exhibitors, taking place live on Monday, 14 July at 12:00 CEST. This informative session is essential for new exhibitors and highly beneficial for returning participants looking to optimize their presence at the show.
Webinar Highlights:
- Introduction to IAAPA Expo Europe’s official contractors
- Overview of services provided by ServiFira, 4ForEverything and DSV
- Key information on material handling and shipping logistics, including:
- Advance warehouse vs. direct-to-show-site shipments
- POVs (Privately Owned Vehicles)
- The hand-carry policy
- Material handling pricing
- Expert tips to support your planning from pre-show preparation through on-site success
- Live Q&A session to address your specific questions
Whether you’re exhibiting for the first time or looking to improve your approach, this webinar will equip you with the knowledge and tools you need for a seamless and successful experience at IAAPA Expo Europe. Webinar Registration coming soon.
View Recent Updates to Exhibitor Services Guide
Keep an eye on the latest updates in the Exhibitors Services Guide including:
- https://store.firabarcelona.com/E211025 - Please make sure to place your orders with the venue.
- 4foreverything webshop – Power and mains order shell scheme extras, carpet, furniture, AV and much more.
- DSV Order Form - Please make sure to order your products Freight Forwarding and Onsite Handling.
- Lead Retrieval Form – It is time to order your lead retrieval device.
Gain Recognition by Participating in Best Exhibit Awards
The IAAPA Best Exhibit Awards recognise booth presentation in three categories based on booth size. Instructions on how to apply can be found in the Exhibitors Services Guide.
In 2025 the Image Award is coming back for the most outstanding exhibit booth at IAAPA Expo Europe. Entries will be automatically entered for the Image Award so there is no need to submit an application.
Awards are open to all space only exhibitors and there is no cost to apply.
Drive More Qualified Leads — Become an IAAPA Expo Europe Sponsor Today!
Stand out at IAAPA Expo Europe and showcase your brand to thousands of industry professionals and key decision-makers. Sponsorship opportunities are a powerful way to boost our visibility, attract high-quality leads, and maximise your impact at the show.
Valuable sponsorships such as Attendee Badges, Wi-Fi, and Registration are still available.
Download the IAAPA Expo Europe Sponsorship Prospectus to explore all available options and get in touch with our team at [email protected] to secure your package today.
Take Advantage of Free Resources to Improve Exhibiting ROI
Exhibitor Success and ROI Center is your FREE, on-demand, 24/7 exhibiting knowledge resource including downloadable tools, strategic planning exercises, recorded webinar information, topical “how-to” articles, and the Ask the Tradeshow Expert email Q&A.
Follow the 5-step plan and use the resources to prepare for a more successful exhibit.
HOT Exhibiting ROI Topics of the Month: Promoting Your Participation
Download and Do:
Watch On-Demand Webinar:
Read:
- Discover & Deliver Your Attendee-Focused Value Proposition
- How to Rewrite Your Exhibitor Listing to Drive Booth Traffic
- High Impact Pre-Show Marketing
- Making Sponsorships Support Business Objectives and Deliver More Value
Media Coverage Opportunities at IAAPA Expo Europe
Have exciting news to share at IAAPA Expo Europe? As an exhibitor, you have the opportunity to showcase your company’s latest announcements to hundreds of industry professionals, consumer media, and key influencers attending the Expo. Don’t miss your chance to host a press conference or submit a new product for inclusion in our media outreach. Send your news to [email protected] today!
Upcoming Deadlines
- Accommodation - ASAP
- Final Booth Payment (compulsory) – 20 June
- Complete Exhibitor Online Profile in the ERC - 9 July
- Audience Participation Form (compulsory) - 25 July
- Booth Layout Form (compulsory) - 25 July
Quick Links
- Exhibitor Services Guide (order forms, show info)
- Exhibitor Booth Staff Registration (compulsory)
- Update Booth Profile for Attendees (compulsory)
- Submission of Required Documents: Safety, Booth Layout, etc.
- Exhibit Hall Floor Plan
- Exhibitor Success & ROI Center
- Hotel Reservations
- Sponsorshipsand Advertising
- Exhibitor Webinars - Registration coming Soon
For a complete list of links to exhibitor information, check out the Exhibitor Infopage to help guide you to exactly what you need! Did you miss the previous Exhibitor Bulletins? Find past issues here.
We look forward to welcoming you to Barcelona this September.
Warm regards
Vicki Evans
Director, Expo Operations EMEA
Office Address: IAAPA Europe, Middle East and Africa, 4 Sint-Lazaruslaan, Sint-Joost-ten-Node, 1210 Brussels, Belgium
Invoice Address: IAAPA EMEA, Lozenberg 18, 1932 Zaventem, Belgium
www.IAAPA.org | www.IAAPA.org/Foundation
News | Connections | Education | Public Affairs | Membership | Expos
IAAPA Expo Asia | Shanghai | Education: June 30 – July 3, 2025 | Show Floor: July 1-3, 2025
IAAPA Expo Europe | Barcelona | Education: Sept. 22-25, 2025 | Show Floor: Sept. 23-25, 2025
IAAPA Expo | Orlando | Education: Nov. 17-20, 2025 | Show Floor: Nov. 18-21, 2025
IAAPA Expo Middle East | Abu Dhabi | Education: March 30 – April 2, 2026 | Show Floor: March 31 – April 2, 2026
Dear Exhibitor,
Welcome to Exhibitor Bulletin #3 filled with the latest important information to get you prepared to exhibit in Barcelona. With any other questions please contact us at [email protected].
Drive Traffic to Your Booth – Exhibitor Guest Passes Available
Each exhibitor receives an allotment of free Exhibitor Guest Passes, for their guests to attend the Expo for free. To access your guest code and options to share with your customers, login to Exhibitor Registration You can share the link or code with your customers and prospects.
Book Your Hotels and Travel Early
Barcelona is expected to be busy this September. We recommend booking your accommodation and travel in advance. Take advantage of exclusive deals for IAAPA exhibitors, including competitive hotel rates.
Don’t Forget Important Deadlines Approaching…
Booth Layout Form: All Exhibitors must complete this Booth Layout Form and include a booth plan of their booth by 25 July.
Audience Participation Form: If you are exhibiting a dynamic device this form needs to be completed by 25 July.
Rigging: Please place any rigging orders directly with the FiraStore by 2 August.
Booth Profile / Exhibitor Listing: Please complete your profile by 8 August to ensure your information can be loaded in Connect+ once it opens to exhibitors. Update your digital booth in the event app Connect+ so attendees can see your booth when they are on site.
Exhibitor Profile for Connect+ App: Ensure to get your listing in Connect+ by 8 August.
Exhibitor Sustainability Commitment: By acting together, we can reduce the impact of the Expo. Practise sustainability efforts to support us operating in an environmentally and socially responsible manner. Review the recommended steps and sign the pledge by 16 August.
Travel and Exhibitor Parking – Here’s some useful information.
Take Advantage of the 25% Discount - Place your Orders by 10 August
Graphics / Shell Scheme Extras / Carpet/Flooring (Space Only Stands) / Electrics & Lighting / Furniture / Audio Visual
Have you Registered your Booth Staff Yet?
Register your complimentary booth staff, purchase special event tickets, and invite guests to attend for free. Login to the Exhibitor Resource Center (ERC) to get started now!
Find New Talent at the Meet and Eat Job Fair
Thursday, 25 September 2025
13:00 – 13:45 CEST
Join us for the Meet and Eat Job Fair, an informal event where you can connect with potential employees and present your exciting job vacancies. Enjoy a light, vegetarian lunch whilst you network with passionate and motivated candidates.
We are very excited for the return of our Job Fair to IAAPA Expo Europe in 2025, including a light lunch. Thank you for your interest in this exciting initiative, supporting the future talent of the attractions industry. You do not need to be actively hiring, but please we willing to connect and support around future talent that you will require. Click here to find out more.
Benefit from Media Coverage Opportunities
As an exhibitor, you have the opportunity to showcase your company’s latest announcements to hundreds of industry professionals, consumer media, and key influencers attending the Expo. Host a press conference or submit a new product for inclusion in our media outreach. Send your news to [email protected] today.
Attract new Attendees via Digital Booth Upgrades - NEW
IAAPA Expo Europe has launched a powerful new interactive exhibitor directory. By optimising your Exhibitor Profile with a compelling description, smart keywords and relevant product categories, attendees can easily discover your company and visit your booth. Stand out with your offerings by enhancing your profile today. Contact us at [email protected] for a demo and click here to find out more.
Access On-demand Webinar: Successfully Preparing for Exhibiting at IAAPA Expo Europe 2025
Get guidance from the official contractors through necessary steps to ensure you are fully prepared. Access on-demand webinar: Successfully Preparing for Exhibiting at IAAPA Expo Europe 2025anywhere and anytime.
Improve Your Exhibiting ROI
Exhibitor Success and ROI Center is your FREE, on-demand, 24/7 exhibiting knowledge resource including downloadable tools, strategic planning exercises, recorded webinar information, topical “how-to” articles, and the Ask the Tradeshow Expert email Q&A.
Follow the 5-step plan and use the resources to prepare for a more successful exhibit.
HOT Exhibiting ROI Topics of the Month: Staff Preparation
Download and Do:
Read:
- Staffing for Success: – How to Prepare Your Booth Staff for Success
- How Many People Should Staff Your Booth?
- Tradeshow Attendee Rules of Engagement
Missed Exhibitor Bulletins? |
We look forward to welcoming you to Barcelona this September!
Warm regards
Vicki Evans
Director, Expo Operations EMEA
Office Address: IAAPA Europe, Middle East and Africa, 4 Sint-Lazaruslaan, Sint-Joost-ten-Node, 1210 Brussels, Belgium
Invoice Address: IAAPA EMEA, Lozenberg 18, 1932 Zaventem, Belgium
www.IAAPA.org | www.IAAPA.org/Foundation
News | Connections | Education | Public Affairs | Membership | Expos
IAAPA Expo Asia | Shanghai | Education: June 30 – July 3, 2025 | Show Floor: July 1-3, 2025
IAAPA Expo Europe | Barcelona | Education: Sept. 22-25, 2025 | Show Floor: Sept. 23-25, 2025
IAAPA Expo | Orlando | Education: Nov. 17-20, 2025 | Show Floor: Nov. 18-21, 2025
IAAPA Expo Middle East | Abu Dhabi | Education: March 30 – April 2, 2026 | Show Floor: March 31 – April 2, 2026