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Practical details regarding the exhibition

Tema Renrum 2022

Scandic InfraCity, Upplands Väsby, November 28 – 29, 2023

 

1. Venue

  1. Venue:
    Scandic Hotel Infra City (Alfa Conference Room, Congress Hall and Congress Foyer)
  2. Venue address:
    Scandic Hotel Infra City, Kanalvägen 10, S-194 61,
    Upplands Väsby, Stockholm, Sweden

2. Deliveries and Returns

This year we cannot offer the same possibilities/flexibility for delivering/returning goods to the exhibition as we normally have done, due to change of exhibition location and changes in the Scandic organisation. Thank you in advance for your understanding.

  1. Notify us if you wish to send goods to the exhibition
    Please let us know if you wish to send goods to the exhibition, to make sure all is in order.
    Please provide number of parcels, planned delivery time, and other information that can be useful. 
  2. Delivery date:
    Monday 28th of November 2022.

    If you need to deliver the goods earlier, i.e. Friday 25th 2022,  please let us know and we will try to find a solution with Scandic.

  3. Delivery/Return address:
    Delivery Opening hours: 08.00 – 15.00
    Other hours go via reception (Kanalvägen 10) for assistance

    Scandic Infra City
    “Alfa Conference Room”
    Lastkajen
    Kanalvägen 6-8
    194 61 Upplands Väsby

    Latitude –  59.498556, Longitude –  17.929683

    NOTE: Goods must be delivered to (returned from) “Alfa Conference Room” by the shipping company

     

  4. Contact information to Scandic Infra City (Reception)
    Phone: +468-51734400
    E-mail: infracity@scandichotels.com
  5. Label on your goods (both for delivery and return)

    IMPORTANT! Mark your goods with:

    (Your) “Company name” &
    ”RENTFORUM 28-30/11”

  6. Choice of transport containers
    Please only use “Pallet cage”(or similar) with wheels for your goods, in a dimension so that is can fit through a normal door. Do not use EU Pallets (or similar) since there is no Pallet trucks/forklift or trolleys for the shipping company nor the exhibiting representatives to use  (see point 9 below). Let us know if you have any questions regarding this.
  7. Truck Height, of drop off / pick up cargo, maximum height:
    Truck height: 5 meters.
    Max height of lift is 2 meters.
  8. Returns:
    All Goods needs to be sent back on Wednesday November 30th 2022, after 16.30, from the Delivery address above. If that is not possible, please let us know and we will look at a solution for pick up on December 1st 2022.
    Important! There should be a complete shipping label on all returns including address consignee on all packages in addition to the consignment note.
  9. Pallet trucks and trolleys
    Scandic Hotel InfraCity does not offer any pallet trucks or trolleys by the loading dock, so the shipping company must bring their own to be able to deliver to Alfa Conference room from the loading dock. For smaller items, baggage trolleys can be found in the reception.

3. Exhibition area

  1. Size of your exhibition stand
    Depending on which stand you have booked, the size of your stand is as follows (with reservation for potentially wrongly given dimensions by Scandic Infra City for the floor plan)
    Stand number   1 – 11: 2,8 m (width) x 2 m (depth)
    Stand number 12 – 13: 2,6 m (width) x 2 m (depth) 
    Stand number 14 – 28: 2,8 m (width) x 2 m (depth)
  2. Nails, scotch tape, etc.
    It is not allowed to use nails, scotch tape or anything else on walls, pillars etc.
  3. Pre-built booths
    No pre-built booths are offered on the site.
  4. Furnishings included in the exhibition fee
    – 1 conference table (let us know if you which to exchange it to a stand table)
    – 1 chair
    – 1 white tablecloth
    – 1 electric branch outlet (4 sockets)
    If you need more or anything else, please let us know.
  5. Extra furnishings or carpet etc.
    We do not offer any other furnishes than listed above, but you are always welcome to ask if it’s smaller requests. If you have any other need of furnishes, please contact Svensk Mässkonsult (SMAB) http://svenskamasskonsult.se/#contact , who often operates in the building, to see what they can offer (and prices). We do not have any contact/agreement with SMAB, so you will have to contact their sales person directly.
  6. Limitations in the exhibition
    The electricity in the showroom is 10A (normal electric socket – let us know if you need 16A or 32A and we will ask Scandic if that is possible).
    Larger cans, tanks or open containers of liquids are not allowed in the exhibition area.
  7. Alcohol and beverages
    In agreement with Scandic Hotel Infra City, the exhibitors (or anyone else) are not allowed to bring alcoholic drinks or beverages to offer customers during the exhibition. 

    During the Mingle in the exhibition on Tuesday evening, each representative and participant will receive 1 drink ticket each to use. Scandic will also offer participants and exhibitors to buy additional beverages (only payment by card) in the exhibition during the Mingle. Alcoholic drinks are not allowed to be brought from the Mingle (exhibition) to any other parts of the hotel. 

  8. External visitors to the exhibition
    Please note that Tema Renrum is not an open exhibition: Only paying participants/representatives are allowed in the exhibition, which means that extra representatives (even short visits in the exhibition, i.e. CEOs, associates, customers etc.) are charged at the price listed in our terms for the exhibition (or if customer, at the price listed in our terms for ordinary participants). If you wish to have a meeting with customers or employees, we suggest that you use the conference lobby at Scandic free of charge. Let us know if you have any questions regarding external visitors.
  9. List of participants / Leads collection
    Rentforum will not offer any list of participants (due to GDPR), but you are more than welcome to collect leads when participants talk to you in your stand (if you have their consent).
    Each participant has their name and email address on their name tag – if you get their consent, you can take a picture of the name tag to collect the lead. If you do so, it is important that you are clear about how you will handle their personal information and for what purpose.

4. Building of exhibition stand

  1. Time for built up
    Monday, November 28th, 2022 between 16:00 – 19.00.
    You may also build your stand from 07.30 on Tuesday morning November 29th but everything must, however, be ready by 08.45, before the participants arrive.
  2. Time for tear down
    The exhibition can be taken down on Wednesday, November 30th 2022 , after the afternoon coffee has ended approx. at 15.30.
    At 22.00 on November 30th 2022, your stand must be cleared.
  3. Damages
    Exhibitors are responsible for any damages incurred in the Scandic Hotel Infra City premises during occupancy, construction, exhibition and the dismantling and relocation.
  4. Security
    There will be security personnel present during the event, however, some parts of the exhibition are in a public space which means that unauthorised persons may enter the exhibition before, during and after the event. You may store some items in the Congress Reception (or when the exhibition is closed in Alfa Conference room or Congress Hall), but valuables should always be brought with you (i.e, if you leave your stand), to avoid theft or loss.
  5. Insurance coverage
    Neither the exhibition organizer (Rent Forum i Norden AB) nor Scandic Hotel Infra City is responsible for damages, loss, theft, etc. during, before and after the exhibition/event.

5. Contact

  1. Main contact from Rentforum.se
    Johan Ramstorp
    Mobile phone: +46 (0)704 – 45 63 94
    E-Mail: johan@rentforum.se 

     

  2. Secondary contact if urgent and Johan is unavailable
    Matts Ramstorp
    Mobile phone: +46 (0)708 – 13 05 65
    E-Mail: matts@biotekpro.se

  3. Scandic Hotel Infra City
    Our project coordinator from Scandic Hotel Infra City is still not appointed. Contact Johan for more information

 

 

Please let us know if you have any further questions!