FAQ

1. HOW CAN I BECOME AN EXHIBITOR?

  • WHEN AND WHERE IS THE EXHIBITION?

The Event is taking place from Sunday 11th February to Tuesday 13rd February 2018 in the Exhibition centre in Milan. It is open to exhibitors from 8:30 am to 6:30 pm.

  • WHO CAN BECOME AN EXHIBITOR?

Exhibitors at BIT include private companies and/or public authorities belonging to the professional categories in the tourism industry (institutions, promotional organizations, Tour Operator, Carriers, Transporters, Technologies, Infrastructure, Hospitality, Services, Sports, Wellness, Recreational and welfare centre for workers, MICE, Training and Media)

  • HOW CAN I BECOME AN EXHIBITOR? HOW MUCH DOES EXHIBITION SPACE COST?

Our sales department is at your disposal for any information; you find all contacts in the section http://bit.fieramilano.it/it/scopri-tutto-su-bit or fill in our website. http://bit.fieramilano.it/per-partecipare/;

  • WHAT SERVICES ARE INCLUDED IN THE COST OF A STAND IN THE FREE AREA?

The space only does not include any type of fitting. However the rates in the stand do include: connections and use of electricity up to 5 kW, fire extinguishers, municipal advertising fees, copyright fees for installations subject to tax regulations, royalties to the music industry (excluding live performances) and the basic cleaning service for the day of the event. To request and reserve additional services, you can use e-service platform in the reserved area.

Our Customer Service contact (bit@customerservice.fieramilano.it) is available for any personalised services required.

  • WHAT TYPE OF CLEANING IS INCLUDED IN THE REGISTRATION FEE?

The service includes the following:  cleaning floors and any floor coverings, such as carpets (service does not include carpet washing, stain removal or spot removal) installed in the stand and emptying waste baskets. Excluded from this service are furniture, materials, equipment and products subject to wear and tear.

  • CAN I RESERVE SUPPLEMENTARY CLEANING SERVICES?

Yes, using the e-service in the special section ECOLOGICAL SERVICES.

  • CAN I REGISTER COMPANIES AS GUESTS IN MY STAND (REPRESENTED COMPANIES)?

Represented companies can be registered directly by the stand owner in the section of the catalogue in the reserved area. Every represented company will bear a € 35.00 fee, which will be invoiced to the standholder. The represented companies don’t have the right to use online Diary.

  • HOW DO I PARTICIPATE IN THE MATCHMAKING PROGRAM?

To take part in the matchmaking program, you must reserve a stand.

  • WHERE CAN I GET A DIARY?

The diary is related to ownership of a stand. The book is created using the MY MATCHING platform

  • CAN I BUY ONE OR MORE ADDITIONAL DIARY?

Yes, you can buy additional diary

  • HOW MANY ONLINE DIARY ARE THERE?

1 online diary is allocated for every 8 m² of open floor space; for every exhibition package.

  • HOW DOES THE MY MATCHING PLATFORM WORK (DIARY)?

MY MATCHING platform is an electronic diary that brings together foreign and Italian buyers with exhibitors; buyers can enter their company profile on the MY MATCHING platform and request an appointment.

  • WHEN WILL IT BE POSSIBLE TO ACCESS THE DIARY?

It will be possible to use the book from January 10th.

  • WHERE DO THE MATCHMAKING MEETINGS TAKE PLACE?

Matchmaking meetings take place into individual exhibitor’s stands buyers, for whom meetings have been arranged with exhibitors through the online meeting schedule and should arrive at the stand at the pre-arranged time.

  • WHAT IS A SPEEDY MEETING?

Speedy meetings are business meetings between an exhibitor and a buyer.

  • HOW DO SPEEDY MEETINGS WORKS?

Speedy meetings are open to all Exhibitors, everyone meets individual buyers for few minutes.

  • WHERE WILL THE SPEEDY MEETINGS BE HELD?

Speedy meetings will take place in the Gold room only February 11st from 10am to 12pm in Buyer Lounge.

 

2. SHELL SCHEME STAND AND TAILOR MADE STANDS

  • CAN I REQUEST A SHELL SCHEME STAND?

You can request and reserve a shell scheme stand through the e-service where you can also reserve furniture and/or additional services.

  • WHAT DOES A SHELL SCHEME STAND INCLUDE?

A shell scheme stand (based on reserved space) includes: area + fitting + furniture + 5 KW electricity.

  • HOW CAN I REQUEST A TAILOR MADE STAND?

You can request a tailor made by e mail: allestimenti.personalizzati@fieramilano.it tel +39 02 49 97 77 31 – 7072

  • HOW MUCH DOES A MADE TAILOR STAND COST?

The cost may vary. It’s possible to request it by   e mail: allestimenti.personalizzati@fieramilano.it tel +39 02 49 97 77 31 – 7072 or by e service platform inside shell scheme

3. SUSPENSION POINTS AND TRUSS

  • HOW CAN I OBTAIN A COST ESTIMATE?

For suspension points, submit an email (ufficioappendimenti@fieramilano.it) request asking for a technical layout. After receiving it, we will design the structure to hang and, again, write to the suspension office communicating the height of the wires, the type of structure and the overall weight.

For a complete service, simply submit the plan with the related technical details (e.g., type of lights, effects to achieve, budget to honour, etc) ATTENTION: IN SOME PAVILLIONS IT IS NOT POSSIBLE TO HAVE SUSPENSIONS.

  • CAN I REQUEST RENTAL?

The rigging office will work with external suppliers to process any request that involves light fixtures and suspended structures.

  • WHEN CAN I REQUEST AN ESTIMATE?

You can request a quote as soon as official assignment is available. Work can be done until the last day of the start of the official installation; beyond this date, exhibitors will need to work with the rigging office to coordinate any work that needs to be done in the pavilions.

 

4. ADMINISTRATIVE INFORMATION

  • WHEN DO I HAVE TO PAY THE DEPOSIT?

The deposit must be paid at the same time of inscription.

  • WHEN DO I HAVE TO PAY THE BALANCE?

The balance of the exhibition space must be paid by 11st January 2018.

  • WHEN DO I HAVE TO PAY SUPPLEMENTARY SERVICES?

The additional services requested through the e-service must be paid in full upon request by credit card or wire transfer; rather, other services billed according to use (water, electricity, fitting) must be paid in full by the end of the event. You can stamp your exit passes directly.

  • IS INSURANCE INCLUDED IN THE INSCRIPTION ?

No, insurance is not included in the registration fee. The cost of the insurance is €. 95.00 € (+VAT if payable) and is included in the invoice of the balance of the registration fee.

  • WHAT EXHIBITORS ARE EXEMPT FROM VAT?

VAT exempt exhibitors which can be Italian companies that submit their declaration of intents concurrent with registration, and the foreign companies/authorities which send appropriate documentation (VAT or tax ID with the company’s articles of incorporation) which attests to their corporate and non private nature.

  • WHAT IS A DECLARATION OF INTENT?

It is a special  document who can complete only Italian companies.

This document is only valid for Italian companies and companies that sell goods or supply services to operators not obliged to pay VAT.

Regular exporters can make purchases without paying the value-added tax. Regular exporters are companies which reported exports or other similar or related transactions in the calendar year or in the previous 12 months for an amount greater than 10% of the total value of sales in the same year (for example, which had €100,000 in revenue in 2011 have and made exports of a value greater than € 10,000).

To make purchases without paying VAT, regular exporters must submit to their suppliers a declaration of intents. Suppliers must submit the data of the declaration no later than the last date to pay the first periodic VAT payment, either monthly or quarterly, which includes transactions made without applying VAT.

  • WHEN ARE INVOICES ISSUED FOR PAID DEPOSITS OR BALANCES ON THE EXHIBITION SPACE ?

The invoice for the deposit is issued once received the registration of the application accompanied by the relevant deposit.

The invoice for the balance is issued together with the stand assignment notice.

  • WHEN ARE INVOICES ISSUED FOR ADDITIONAL SERVICES ?

Invoices for additional paid in full services are issued at the time of payment.

 

5. TECHNICAL INFORMATION

  • WHAT IS THE RESERVED AREA? HOW CAN I ACCESS IT?

The reserved area is personalised for each individual exhibitor and co-exhibitor (seller). It is accessible as soon as registration is completed.

The reserved area includes all the exhibitor documentation (registration form, stand-related invoices, stand assignment, general communications); information related to the catalogue, events, conferences and news as well as access to the e-services and the logistics platform.

  • WHAT IS THE E-SERVICE?

It’s a special platform in which you can order, and rent, additional services through this platform, such as stand fitting, furniture, parking spaces,  services, catering, and much more. In addition, users can access the logistics area, review invoices, statement of account maps and activate the exhibitor badges for admission to the event. For more information, contact the Call Center +39 02 4997.6822 – email: eservice@fieramilano.it. Finally, you can stamp your exit passes.

  • WHAT ARE THE TECHNICAL REGULATIONS OF FIERA MILANO CITY?

The Technical Regulations of Fiera Milano S.p.A. includes essential information on the technical aspects of the Fiera Milano venue, regulations and dispositions to comply with participation in the event and to realize the exhibition space fitting. It is accessible from the www.fieramilano.it in the section dedicated to events in Italy:

– click the event of interest;

– click the botton “CALENDAR –  2018 – FEBRUARY – BIT – GO TO – EXHIBITOR TECHNICAL INFORMATION” and download “TECHNICAL REGULATIONS”, “SETTING UP AND DISMANTLING RULES”, “DECLARATION OF CORRECT FITTING UP”.

It is possible to download the Techinical Regulations from the e-service platform too.

  • WHO CAN I CONTACT FOR TECHNICAL ASSISTANCE?

Yuo can contact customer service phone +39 02 43.42.50.00 – +39 02 43.42.50.08  e-mail: bit@customerservice.fieramilano.it.

During set up and event days, you can contact the Customer Service office, located in balcony pavilion 3.

  • WHERE DO I SEND THE STAND DESIGN? WHAT IS THE DEADLINE FOR SUBMITTING MY DESIGN?

The project designs must be uploaded directly on the e-service platform in the stand design section by December 11th  2017.

  • HOW CAN I REQUEST ADDITIONAL SERVICES (STAND FURNITURE, PARKING, TELEPHONE, CATERING SERVICES, ETC.)?

You can request additional services using the e-service platform accessible through your private area.

  • WHAT DO I HAVE TO DO IF I ARRANGE FOR MY OWN CATERING?

All exhibitors who wish to arrange a refreshment point with food and beverage supply, including eventual production, must submit the Certified Report of Beginning Activity Change (SCIA ex DIAP). The Exhibitor should entrust the service to a catering service, he is directly responsible for the authorizations/certificates which the catering company is required to submit, according to law provisions, in order to perform the service.

The exhibitor will communicate the name of his catering company by writing to Fiera Milano. To obtain a pass, the catering company must present a copy of the SCIA and authorizations required by law to the Restaurant & Catering office. Entry pass for each job costs the catering company €350.00 + VAT. Payment may be made in cash ,  by credit card or bank transfer  on collecting the pass. If the above procedure is not respected and Fiera Milano discovers an undisclosed catering company in a booth , the catering will be fined three times the amount for services carried out undisclosed. Furthermore, if the company does not have the documentation legally required and the SCIA for all services to be carried out at that event, they will be warned and invited to leave the exhibition center.

For further information send a mail to servizio.gestori@fieramilano.it – phone nr. +39 02 4997.6892/6794.

To request a catering directly in your stand, please  contact the BU Ristorazione & Catering in Fiera Milano,  mail  ristorazione@fieramilano.it;  phone nr. +39 02 4997 6775/6365/7832/6140

  • WHAT ARE THE MANDATORY DOCUMENTS?

Mandatory documents include information concerning, for example, the declaration of conformity of the electrical network,  of correct installation of materials classified for the purpose of their reaction to fire, of correct assembly of the stand, insurance, pick up and disposal of waste, etc.

  • IS ELECTRICITY INCLUDED IN THE “SPACE ONLY” OPTION?

Electricity is included. Make a request directly to Customer Service phone +39 02 4997 5000 – 5008 email:bit@customerservice.fieramilano.it.

  • WHAT IS THE DUVRI?

The acronym stands for Simultaneous On-Site Activity Risk Assessment (DUVRI), a specific document drawn up by the employer of a contractor company and must be included in the supply contract or work contract.

The function of this tool, regulated by article 26 of Legislative Decree 81 of 2008, is to indicate the measures to take to          limit or, where possible, eliminate sources of interferential risk. The document is mandatory. For more information,  contact: sicurezza.mostra@fieramilano.it.

 

6. LOGISTICS INFORMATION

  • WHAT ARE THE OPENING HOURS OF THE EVENT FOR EXHIBITORS ?

The event is open from 8:30 am 6:30 pm.

  • WHEN CAN EXHIBITORS SET UP AND BREAK DOWN THE FITTING?

Set up days are from 6 to 10 February 2018 for pav 3,  and from 7 February to 10 February for pavilion 4 . Dismantling operation, instead, from 7pm 13rd February to 6pm 16 February 2018.

For hours and details, consult the circular rules about setting up and dismantling,  present in the reserved area to exhibitors and on the Fiera Milano website www.fieramilano.it in the event link about the exhibition – Exhibitor – Technical Details.

  • HOW DO I ACCESS THE SITE ON SET UP AND BREAK DOWN DAYS?

On the set up and break down days, exhibitors can access the exhibition venue using the badges downloaded from the “logistics area” present in the reserved area

  • HOW MANY BADGES ARE EXHIBITORS ENTITLED TO?

Two exhibitors badges, 3 PDF,  (FASTLANE PDF) are assigned with the first 8 sqm booked and then 1 additional badge (FASTLANE PDF) for each  further block of 4 sqm booked (for example: 48 sqm area ? 13 badges) Each additional exhibit card has a cost of €. 6.00 / each.

  • CAN THE SELLER REQUEST EXHIBITOR BADGES?

Only if the seller is a co-exhibitor. Three exhibitors badges are assigned (FASTLANE PDF)

  • HOW CAN I REQUEST EXHIBITOR BADGES?

The exhibitor badges (FASTLANE PDF) can be activated from the reserved area

  • HOW MANY ENTRIES ARE ALLOWED FOR DAY WITH THE EXHIBITOR BADGE ?

Three entries are allowed per day per badge (FASTLANE PDF)

  • WHAT IS SIC?

Sic: is an  invitation that the exhibitor can directly send to his clients (agent, supplier)

Each Exhibitor receives a link, and completes the invitation that has to be sent to the client.

Invitations are presents in the platform e service, right in the “invitations” section. Each invitation can be customized with the logo or trademark of the company. Invitations are valid only for the indicated person and are valid for 3 accesses for 3 of the three days of the event. They are in the reserved area.

  • CAN REPRESENTED COMPANIES OBTAIN EXHIBITOR BADGES?

Represented companies can obtain exhibitor badges. Represented companies are only entitled to visibility on the event signage, on the catalogue and on the event map.

  • IS PARKING INCLUDED IN THE REGISTRATION FEE?

The parking pass in not included in the registration fee. You can reserve them, in your home page in  e service platform.

  • WHO CAN EXHIBITORS CONTACT FOR THE PACKAGING, SHIPPING AND CART RENTAL SERVICES?

Exhibitors can contact Expotrans –  GATE 13 20149 Milano IT  – phone number +39 02 36.66.96.00  fax +39 02 45.40.20.24

E-mail: umberto.ferro@expotrans.net alessandra.dellavedova@expotrans.net; info.fieramilanocity@expotrans.net

  • WHO CAN EXHIBITORS CONTACT FOR CUSTOMS SERVICES?

Exhibitors can contact Expotrans –  GATE 13 20149 Milano IT  – phone number +39 02 36.66.96.00  fax +39 02 45.40.20.24

E-mail: umberto.ferro@expotrans.net alessandra.dellavedova@expotrans.net; info.fieramilanocity@expotrans.net

For rental of lifting platforms you can contact: NOVITAL tel. +039 039 88.11.21 http://www.novitalrent.com/

  • IT IS POSSIBLE TO USE A PRIVATE FORK LIFT?

Exhibitors must comply with the technical regulation of Fiera Milano (art 5.1.2.).

For technical information and costs, please contact logisticafiera@fieramilano.it

  • CAN I RESERVE A HOTEL ROOM?

To book rooms in hotels with Fiera Milano, contact directly MiCodmc srl Piazzale Carlo Magno 1, 20149 Milano – Italy bit2017@micodmc.it phone number +39 02 28725.5247.5248

 

 7. MARKETING/COMMUNICATION

  • CAN I PURCHASE SPONSORSHIP/ADVERTISING SPACE PACKAGES?

Yes, it is possible to purchase individual products and sponsorship packages. For further information, please, send an e-mail to the marketing Department (marketingbit@fieramilano.it)

  • CAN I BOOK THE CONFERENCE ROOM?

For information and/or to reserve a conference room inside the pavilions, please, contact  bitevents@fieramilano.it with the type of event, name of the event, the speakers and the abstract (Italian and English). The Bit marketing office reserves the right to evaluate the content of the conference suggested.

  • WHEN WILL THE ONLINE CATALOGUE OF THE EVENT BECOME AVAILABLE?

The event catalogue will be available for online viewing on half of January 2018.

  • WHERE SHOULD I SEND THE COMPANY PRESS RELEASES?

Press releases can be sent directly to the Press Office (press.bit@fieramilano.it)

  • CAN I ADVERTISE IN THE PAVILION?

No, form of mobile advertising (flyers) are not allowed in the aisles or in the corridors in the exhibition venue. Product sales to the public inside the exhibition venue is strictly prohibited.

  • CAN I PUT ON A MUSICAL PERFORMANCE IN THE STAND?

Musical, vocal and artistic performances are allowed in the stand, as well as the use of audio-visual equipment, as long as those do not create a disturbance  to event operations (see the detailed notes in the Fiera Milano Technical Regulations under point 8.2.2 “Audio visual projection” and in the General Regulations of BIT 2018 – Art. 27/b).