Exhibitor Guide Brussels Holiday Fair 2019 February 7-10, 2019 - BRUSSELS EXPO
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Exhibitor Guide
Brussels Holiday Fair 2019
February 7-10, 2019
BRUSSELS EXPO
1
TABLE OF CONTENTS
1 CHECK LIST ....................................................................................................................................... 4
1.1 Regulations and important information.................................................................................. 4
1.2 Fill-out forms ........................................................................................................................... 4
1.3 Orders ...................................................................................................................................... 4
2 GENERAL INFORMATION ................................................................................................................. 6
2.1 Opening hours of the fair ........................................................................................................ 6
2.2 Contact details......................................................................................................................... 6
2.3 Location ................................................................................................................................... 6
2.4 Theme routes .......................................................................................................................... 6
2.5 Exhibition Office ...................................................................................................................... 7
2.5.1 FINANCE DEPARTMENT ................................................................................................... 7
3 ORDERS ............................................................................................................................................ 8
3.1 Webshop BRUSSELS EXPO ....................................................................................................... 8
3.1.1 Usage of the webshop ..................................................................................................... 8
3.1.2 Registration webshop – New user................................................................................... 9
3.1.3 Log-in webshop ............................................................................................................. 10
3.2 Orders FISA OPERATIONS ...................................................................................................... 11
3.2.1 INVITATION CARD AND PROMO CODES EXPLAINED ..................................................... 11
4 BUILD-UP ....................................................................................................................................... 12
4.1 Schedule ................................................................................................................................ 12
4.2 Pre build-up ........................................................................................................................... 12
4.3 Access for vehicles................................................................................................................. 13
4.4 Technical dispatching BRUSSELS EXPO.................................................................................. 13
4.5 Demarcation .......................................................................................................................... 13
4.6 Instructions for building stands ............................................................................................. 13
4.7 Carpet .................................................................................................................................... 13
4.8 ZIEGLER (Transport – Storage - Handling) ............................................................................. 14
4.9 Safety ..................................................................................................................................... 14
4.10 Catering during the build-up period...................................................................................... 14
5 THE FAIR ........................................................................................................................................ 15
5.1 Access for exhibitors ............................................................................................................. 15
5.2 Access for visitors .................................................................................................................. 15
5.3 Stand provisioning – Deliveries ............................................................................................. 15
5.4 Delivery on stand during the LAST FAIR DAY – warranty procedure ............ 16
2
5.5 Parking during the exhibition days – BRUSSELS EXPO .......................................................... 16
5.6 Brussels Travel Top ................................................................................................................ 16
5.7 Press ...................................................................................................................................... 17
5.8 Catering service on the stand ................................................................................................ 17
5.9 Safety ..................................................................................................................................... 17
5.10 Obligatory fire extinguisher................................................................................................... 17
5.11 Staff register .......................................................................................................................... 17
5.12 Contests and tombola’s ......................................................................................................... 17
5.13 Fair remuneration ................................................................................................................. 18
5.14 SABAM ................................................................................................................................... 18
5.15 Demonstrations & Audio systems ......................................................................................... 18
6 DISMANTLING................................................................................................................................ 19
6.1 Schedule ................................................................................................................................ 19
6.2 Access for vehicles (After the convoy) .................................................................................. 19
6.3 Convoy ................................................................................................................................... 19
6.4 Basic stand ............................................................................................................................. 20
6.5 Electricity ............................................................................................................................... 20
6.6 Safety ..................................................................................................................................... 20
6.7 Furniture & Goods ................................................................................................................. 20
6.8 Catering ................................................................................................................................. 20
6.9 Waste..................................................................................................................................... 20
7 VARIA ............................................................................................................................................. 21
7.1 Location (plan) ....................................................................................................................... 21
7.2 Cloakroom ............................................................................................................................. 21
7.3 First Aid (+32 2 658 42 32).................................................................................................... 22
7.4 Kids Zone ............................................................................................................................... 22
7.5 Useful contacts ...................................................................................................................... 22
7.6 Security .................................................................................................................................. 22
7.7 Insurance ............................................................................................................................... 22
7.8 Smoking ban .......................................................................................................................... 22
7.9 Brussels Booking Desk ........................................................................................................... 23
7.10 Fraud Mailing: Fair Trade Catalogue – Expo Guide ............................................................... 23
3
1 CHECK LIST
A good preparation is half the battle! This checklist will help you to not forget anything while
preparing your participation. First and foremost, pay attention to the points highlighted in red. It is
obligatory to order, fill in or send in those items.
Good luck!
1.1 Regulations and important information
Document Read
Booth confirmation ☐
General regulations FISA OPERATIONS ☐
Regulations of the HOLIDAY FAIR BRUSSELS 2019 ☐
BRUSSELS EXPO Health and Safety regulations ☐
Regulations concerning the use of water ☐
Fair remuneration ☐
SABAM ☐
Safety tips for the stand constructor ☐
Plan BRUSSELS EXPO ☐
You can find these documents on the website of Brussels Holiday Fair and BRUSSELS EXPO.
1.2 Fill-out forms
FISA Deadline Sent
01/01/2019
Safety, health and environmental charter ☐
Final stand design 01/01/2019 ☐
1.3 Orders
FISA Deadline Ordered
Exhibitor badges 19/10/2019 ☐
Invitations (paper) 19/10/2019
☐
Invitations (digital) 19/10/2019
☐
Build-up and dismantling 19/10/2019 ☐
carts
Delivery carts 19/10/2019 ☐
Carts for refrigerator trucks 19/10/2019 ☐
Pre Build-up 05/01/2019 ☐
4
BRUSSELS EXPO Deadline Preferential Rate Deadline Standard Rate Ordered
Electrical connection 14/01/2019
03/02/2019 ☐
Parking pass 14/01/2019
03/02/2019 ☐
Furniture 14/01/2019
03/02/2019 ☐
Plants 14/01/2019 03/02/2019 ☐
Carpet 14/01/2019
03/02/2019 ☐
Water connection 14/01/2019
03/02/2019 ☐
Gas fittings 14/01/2019
03/02/2019 ☐
Suspensions 14/01/2019
03/02/2019 ☐
Internet connection 14/01/2019
03/02/2019 ☐
Insurance 14/01/2019
03/02/2019 ☐
Hospitality 14/01/2019
03/02/2019 ☐
Catering 14/01/2019 03/02/2019 ☐
Extinguisher (Obligatory for 14/01/2019
03/02/2019 ☐
booths ≥ 72m²!)
Handling & steeplejacks 14/01/2019 03/02/2019 ☐
Audio visual equipment 14/01/2019
03/02/2019 ☐
Trussing & Lighting 14/01/2019
03/02/2019 ☐
Transport & customs 14/01/2019 03/02/2019 ☐
Chimney 14/01/2019 03/02/2019 ☐
Telephone connection 14/01/2019 03/02/2019 ☐
Waste container 14/01/2019 03/02/2019 ☐
Hospitality & Security 14/01/2019 03/02/2019 ☐
IT & Printers 14/01/2019 03/02/2019 ☐
Cleaning 14/01/2019 03/02/2019 ☐
Stand construction 14/01/2019 03/02/2019 ☐
The organizer of the fair has the right to change prices and conditions mentioned in the Exhibitor
Guide if circumstances or events should make such measures inevitable.
It is possible to place last minute orders during build-up days at the Exhibition Office or technical
dispatching. Please note that these orders may be subject to a surcharge.
5
2 GENERAL INFORMATION
THE BRUSSELS HOLIDAY FAIR 2019 will open its doors from Thursday February 7th, 2019 until Sunday
February 10th, 2019. We would like to take this opportunity to communicate important information
about your participation.
Please read this document carefully (even if you are a loyal participant!) and pass important
information on to your stand constructor.
Chapter “3. Orders” in this document will inform you where to find important technical order forms
and regulations.
ATTENTION: Place your orders in time (before 14/01/2019) to benefit from advantageous rates!
2.1 Opening hours of the fair
Thursday February 7th 10.00 AM - 6.00 PM
Friday February 8th 10.00 AM - 6.00 PM
Saturday February 9th 10.00 AM - 6.00 PM
Sunday February 10th 10.00 AM - 6.00 PM
2.2 Contact details
ORGANISER: FISA OPERATIONS NV
Address Square de l’Atomium 1, BP 505 – 1020 Brussels
Phone +32 2 663 14 23
Fax +32 2 663 14 16
E-mail brusselsholidayfair@fisa.be
Contact:
Annemie Gesquiere Show Coordinator a.gesquiere@fisa.be
Belinda Serkeyn Account Manager b.serkeyn@fisa.be
Steven Herinckx Account Manager s.herinckx@fisa.be
Dorien Debbaut Exhibition Production Officer d.debbaut@fisa.be
Rebecca Mouaya Customer Care Agent r.mouaya@fisa.be
Yasmina Faïk Finance – Credit Control finance@fisa.be
2.3 Location
Address BRUSSELS EXPO – Halls 3, 4 & 5
Place de la Belgique 1
BE – 1020 Brussels
2.4 Theme routes
This year the different themes for our BRUSSELS HOLIDAY FAIR 2019 are: Travel Tomorrow,
Carnival, the “4 elements” and kids, family and group travel. More information can be found on our
website: https://www.brusselsholidayfair.be/prepare-your-visit/themes.
62.5 Exhibition Office
The BRUSSELS HOLIDAY FAIR exhibition office is located at the entrance of Hall 5.
Our e-mail addresses and phone numbers will remain the same, as well as the fair’s general e-mail
address brusselsholidayfair@fisa.be.
Opening hours:
Build-up Monday February 4th 08.00 AM - 6.30 PM
Tuesday February 5th 08.00 AM - 6.30 PM
Wednesday February 6th 08.00 AM - 8.00 PM
Exhibition days Every day 08.00 AM - 6.00 PM
th
Dismantling Sunday February 10 06.30 PM - 8.00 PM
Monday February 11th 08.00 AM - 3.00 PM
During the fair the exhibition office will close its doors for an hour during lunch time (12.30 AM –
1.30 PM).
2.5.1 FINANCE DEPARTMENT
Openings hours :
Every day during the build-up days (February 4th – February 6th) 08.00 AM – 1.00 PM
Article 10.3 of the General Terms of the FISA Group:
Without prejudice to the possible application of other provisions of the General Terms, as from the first day of installation of
the Fair, any late payment of the Amount Due by an Exhibitor to the secretariat of the Fair automatically results in an
increase of the Amount Due by 7.5% (seven and a half percent) without this increased amount being less than €500 (five
hundred euro). The increase is calculated and is payable immediately, with the Amount Due, of which it becomes a part.
This increase is justified by higher administrative costs incurred by FISA to set up a secure arrangement for collection of
invoices during the Fair.
Our exhibition team is always ready to help you. We thank you in advance for your courtesy.
73 ORDERS
Just like previous editions, while preparing your participation, you can count on our support for all your
technical orders.
3.1 Webshop BRUSSELS EXPO
The webshop, allows you to place your technical orders via the following link:
https://shop.expo.brussels/expo/
The technical orders consists of:
✓ Electricity, water and gas
✓ Parking
✓ Suspensions
✓ Internet
✓ Carpet
✓ Furniture
✓ Cleaning
✓ …
In the section “Downloads” you can find several important documents, such as the BRUSSELS EXPO
safety regulations. We insist that every exhibitor has read these regulations and takes the mentioned
safety measures into account.
ATTENTION: Exhibitors who have participated in the past, will receive an invitation from BURSSELS EXPO.
This e-mail invitation consist of a direct connection to the webshop of the BRUSSELS HOLIDAY FAIR 2019.
Your credentials (login and password) will stay the same. Exhibitors who are new to BRUSSELS EXPO and our
fairs, will have to register.
All questions regarding the technical orders, please contact the technical team of BRUSSELS EXPO at
+32 2 658 42 55 or connections@brussels-expo.be.
ATTENTION: Every exhibitor (except for exhibitors who ordered a basic or all in booth) is obliged to order
electricity. When in doubt, do not hesitate to contact our Customer Care Service at +32 2 663 14 23 or via
brusselsholidayfair@fisa.be
The web shop will be launched on September 3rd, 2018.
Keep the deadline (January 14th, 2019) in mind to benefit from the preferential rate.
3.1.1 Usage of the webshop
The webshop is divided in 2 sections.
BEFORE LOGGING ON
You can consult the catalogue and download important documents, such as the security charter.
Important dates will be mentioned as well.
AFTER LOGGING ON
Once you’ve logged in, you first need to choose your booth. Click “add booth” in case your booth
number isn’t displayed yet. Afterwards you will gain access to all products and their rates.
You will need to complete the stages up to the payment module in order to validate your order.
83.1.2 Registration webshop – New user
As a new user to the webshop of BRUSSELS EXPO, we would like to explain the several steps you
need to follow to get to your orders.
You will receive an invitation mail from BRUSSELS EXPO with a link to register to their webshop.
If you did not receive a mail, you can browse to https://shop.expo.brussels/expo, the direct link to
their webshop.
ADVICE: If you choose “Downloads” in the banner underneath “Fairs & Exhibitions”, you can find all safety
regulations and conditions of BRUSSELS EXPO.
Once you have entered the webshop of BRUSSELS EXPO you will see the following screen:
Choose the fair BRUSSELS HOLIDAY FAIR. The following screen gives you a general view of all the
important dates, a catalogue for your orders, catering and downloads.
9If you are a new user to BRUSSELS EXPO, you’ll need to register. You can click on the button “New
User” and fill out all the required fields with your company information and invoicing details.
When you have completed the form, will receive a confirmation of your registration.
BRUSSELS EXPO will verify your invoicing details and VAT number. 1 work day later, BRUSSELS EXPO
will send an e-mail with information regarding your login. You will be able to enter a new password
min. 5 characters and 1 capital letter.
3.1.3 Log-in webshop
Once you have your login (either through your new registration or through previous participations)
for the BRUSSELS EXPO webshop, you’ll receive a link to login and start your order. If you have not
receive a mail, you can browse the homepage of the webshop and choose the BRUSSELS HOLIDAY
FAIR. Now you can click on “Login”. Fill in your login details and you are good to go!
Once you have chosen your stand, you will have access to all the products and rates. You can follow
all the steps until the payment page and you will be able to validate the order.
103.2 Orders FISA OPERATIONS
You will receive the order forms from via mail. Please be so kind to send them back before October
19th, 2018. The orders for FISA OPERATIONS consist of the following forms:
- Additional badges
- Additional delivery cards (warranty of 100€)
- Additional invitation cards
- Build-up and dismantling cards
The cards can be obtained at the receptions desk at the entrance of Hall 5. Invitations cards and
build-up cards will be send.
Attention! You’ll only receive the cards when all outstanding invoices are paid.
3.2.1 INVITATION CARD AND PROMO CODES EXPLAINED
As of today it is possible to order paper invitations OR promocodes (e-ticket).
Since 2017 the digital invitation in PDF format no longer exist.
Definition of a promocode
✓ A promocode on an invitation will give clients or visitors the opportunity to register their code on the
e-Ticket platform of BRUSSELS EXPO and obtain their entrance ticket.
✓ The promocode is a unique code that consist of a series of numbers (mostly 13) or a unique barcode
that is only valid for 1 person.
✓ The exhibitor receives his/her code(’s) for their invitation(s) in an Excel file from FISA. This document
contains the requested quantity of codes in the form of numbers or a link.
✓ If the exhibitor sends his invitation with the unique codes to their clients/visitors, they need to enter
their code on the e-Ticket platform of BRUSSELS EXPO to gain access to the entrance ticket. If the
exhibitor sends the link, the visitors/clients automatically lands at the platform and activates his code.
Procedure
When the client or visitor receives a promo code, he is obliged to register his code to obtain an
entrance ticket to the Fair.
✓ The visitor/client needs to go to the e-ticket platform of BRUSSELS EXPO
✓ He/she enters the code in the suggested field
✓ Once the code is validated, the visitor/client will receive a new (admission) ticket available in his list.
✓ Depending on the kind of code, he/she can select one or more tickets at once.
✓ The selected amount will be processed with or without an account on the platform of BRUSSELS EXPO.
✓ Last but not least, the visitor/client will receive his entrance ticket via e-mail (which he indicated on
the platform)
114 BUILD-UP
4.1 Schedule
The build-up will take place from Monday February 4th 2019 until Wednesday February 6th 2019. All
exhibitors’ office must be completed on Thursday February 7th at 08.30 AM in order to welcome the
visitors as from 10.00 AM.
On Wednesday February 6th all aisles need to be cleared as from 3.00 PM in order to place the floor
coverings.
ATTENTION: ACCESS TO THE HALLS IS ONLY POSSIBLE WITH A BUILD UP CARD !
Build up: Monday February 4th 07.00 AM - 10.00 PM
Tuesday February 5th 07.00 AM - 10.00 PM
Wednesday February 6th 07.00 AM - 12.00 PM
➢ On Wednesday vehicles will no longer be allowed to enter the Halls as from 2.00 PM.
➢ All basic stands, build by FISA OPERATIONS NV, will be available on Wednesday February 4th,
2019 as from 08.00 AM.
➢ The build-up cards will be send by regular mail from the beginning of January 2019 onwards
after payment of all outstanding invoices.
➢ Please ensure that you pass on the necessary build-up cards to your partners (stand
constructors, decorators, …) who need access to your booth. Three build-up cards per
exhibitors are provided. If you’d like more cards, please make notes of it in your order form
corresponding the build-up cards.
4.2 Pre build-up
Exhibitors who require pre build-up stands, can submit a request depending on the availability and
accessibility of the BRUSSELS EXPO Halls.
If you wish to receive more information regarding the possibilities, you can contact Dorien Debbaut
(d.debbaut@fisa.be). Keep in mind to send us your application before January 5th 2019.
Below you can find the price rates that are applicable for the 2019 edition. The rates are VAT
excluded and are charged per booth and per pre build-up day. (VAT charge = 21%)
Pre build-up possible from Saturday 02/02/2019
Hall 3 € 1 185.24
Pre build-up possible from Sunday 03/02/2019
Hall 4 € 1 104.35
Pre build-up possible from Sunday 03/02/2019 – 16u
Hall 5 € 1 408.92
124.3 Access for vehicles
GATE C In front of Hall 5 – Atomium
GATE G Under the pedestrian bridge – Chaussée Romaine
ATTENTION: Openings hours may vary by gate. At the reverse side of your access card, you will find all the
information regarding the opening hours of each gate.
SAFETY
Each vehicle that needs access to the site will have to be in possession of a valid entry permit,
issued by the organizer. This permit has to be visibly placed behind the car’s wind-shield. In case
of non-respect of the parking regulations or delivery hours, the vehicle will be removed from the
BRUSSELS EXPO site. The additional costs will be invoiced to the exhibitor.
No vehicle will be allowed within BRUSSELS EXPO during the exhibition days with the exception of
a refrigerated vehicle, approved by the Organising Committee, BRUSSELS EXPO and G4S.
4.4 Technical dispatching BRUSSELS EXPO
During the build-up a technical dispatching will be present to assist you with all your questions
regarding technical connections, suspensions, parking tickets, …
This office will be located at the entrance of Hall 5, next to the exhibition office. You can also contact
the office by phone: +32 2 658 42 55.
Opening hours:
Monday February 4th 08.30 AM – 5.00 PM
Tuesday February 5th 08.30 AM – 5.00 PM
Wednesday February 6th 08.30 AM – 5.00 PM
Thursday February 7th 08.30 AM – 12.00 AM
4.5 Demarcation
Each stand is traced out by floor markings. The construction of a stand has to be done within these
markings. By no means a stand may exceed the borders of the hallway. In case of any problems
regarding the floor markings, please go to the exhibition office at the entrance of Hall 5. A deputy of
the technical support team will be at your disposal.
4.6 Instructions for building stands
The final stand concept (exact dimensions, materials, lighting, shown products,..) is to be sent by e-
mail to d.debbaut@fisa.be before December 31st 2018.
4.7 Carpet
On Wednesday February 6th as from 3.00 PM our partner will start placing carpets in the aisles.
We ask you not to place anything (waste, materials,..) in the aisles from this time onwards. Please
note that all vehicles and handling devices will no longer be allowed in the Halls. Material left on the
carpets will be removed at the expense of the exhibitor.
134.8 ZIEGLER (Transport – Storage - Handling)
FISA OPERATIONS recommends you to place your orders for handling, transports and/or storage in
time. Keep in mind that orders for lifts and cranes should reach our partner ZIEGLER EXPO LOGISTICS
at least 48h in advance. You can contact ZIEGLER via +32 2 475 45 43.
4.9 Safety
We remind you that it is mandatory to fill out the ‘Safety Charter’. It is required by the Ministry of
Labour and Employment (Law for Wellbeing, August 1996).
You can download the document through the webshop of BRUSSELS EXPO. (https://shop.expo.brussels/expo)
Thank you for sending the completed document to aib-safety@bruexpo.be before December 31st,
2018.
THE BRUSSELS HOLIDAY FAIR is concerned about everyone’s safety. Therefore it’s important that
everyone takes the correct safety measures while working (heights, grinders, ...). We count on every
exhibitor and stand constructor to minimize the risks. We also kindly ask to keep the workplace clean
(store machinery correctly, evacuate waste, …).
4.10 Catering during the build-up period
As from Wednesday February 6th specific catering will be available for exhibitors and stand
constructors.
145 THE FAIR
5.1 Access for exhibitors
Pedestrians: From 08.00 AM
Hall 4 and 5 – Gate B
Hall 3 – Gate A’
Hall 3, 4 and 5 – Astrid Hall
Vehicles (in possession of a delivery card): Between 08.00 AM and 09.45 AM
Hall 3, 4 and 5 – Gate G (Chaussée Romaine)
Hall 4 and 5 – Gate C
Exhibitor badges:
ATTENTION: Only by wearing an exhibitor badge, an exhibitor can gain access to the Halls during the
exhibition days. These badges are only for exhibitors and their staff.
Exhibitor badges WILL NOT BE SEND in advance BY REGULAR POST. They will be available at the
exhibition office as from the first build-up day, i.e. Monday February 4th 2019, after payment of all
outstanding invoices.
ATTENTION: Exhibitor badges are exclusively destined for the representatives of the stand. By no means can
a badge be lend out to visitors or non-participating dealers.
The badges are permanently valid during the exhibition days from Thursday February 7th until Sunday
February 10th 2019. In total you will receive two badges per 12 sq. m. of stand surface.
Notice: If you have sub-exhibitors, keep in mind they will also need a badge. Do not forget to include
them in your order.
5.2 Access for visitors
Entrance fee: €10 (free access for children under the age of 12, accompanied by an adult)
€5 via e-tickets on www.brusselsholidayfair.be.
Pedestrians: From 10.00 AM
Hall 4 and 5 – Gate B
Hall 3 – Gate A’
Hall 3, 4 and 5 – Astrid Hall
5.3 Stand provisioning – Deliveries
The stand provisioning during the fair is only allowed between 08.00 AM and 09.45 AM via Gate H
(Chaussée Romaine) and has to be finished before 09.45 AM – WITHOUT ANY EXCEPTION.
ATTENTION: After 09.45 AM no vehicle may be located between the Halls or in the fire
corridors, and this on POLICE ORDER.
Provisioning a stand is only allowed if the exhibitor has a delivery card. These can be requested at the
exhibition office at the entrance of Hall 5.
The first delivery card is free. Additional cards are available with a warranty. This is also stipulated on
the order form. For every exception, please contact Dorien Debbaut (d.debbaut@fisa.be).
ATTENTION: if you do not leave the site of BRUSSELS EXPO before 10.00 AM your vehicle will be removed at
your expense and the delivery card will be withdrawn.
ATTENTION: Provisioning is NOT allowed on Sunday February the 10th, 2019.
155.4 Delivery on stand during the LAST FAIR DAY – warranty procedure
Provisioning on Sunday February 10th is ONLY possible through the exceptional delivery card that you
can obtain at the exhibitors desk at the entrance of Hall 5. The card is ONLY available for exhibitors
with fresh products (such as restaurants)!
In order to allow each exhibitor to access the exhibition Halls quickly and easily, FISA OPERATIONS
applies a procedure with warranty payment that limits the time to unload on Sunday February 10th.
FISA OPERATIONS RELIES ON THE COLLABORATION OF ALL THE RESPONSIBLE PERSONS SO THAT THIS PROCEDURE
WILL BE STRICTLY FOLLOWED BY EACH VEHICLE THAT NEEDS ACCESS TO THE EXHIBITION SITE.
Each driver must be in possession of cash money (€200) for the payment of the warranty at the gate.
He/she must respect the following procedure:
1. Present yourself at Gate C (security agent of G4S)
2. After payment of the warranty of €200 you will receive an access pass.
3. The security agent of G4S writes down the time of arrival (+stamp)
4. You only get access for a period of 1 hour and 45 min (07 AM – 09.45 AM)!
5. At your exit, the security agent will note the time of departure (+stamp)
Time limit exceeded = warranty lost!
The pass needs to be filled in and stamped by a security agent of G4S.
Adding or deleting things on the card will lead to the non-refund of the warranty.
6. • You can park your vehicle on Parking C free of charge if you have a dismantling
card.
5.5 Parking during the exhibition days – BRUSSELS EXPO
A parking fee for 4 days can be purchased in the BRUSSELS EXPO webshop at a fee of€ 20 VAT
included (equals a ticket at€ 5 €/ day).
ATTENTION: There are only 4 day-passes, no day-tickets available!
Tickets can be collected at the technical dispatching at the exhibition desk at the entrance of Hall 5
during build-up.
ATTENTION: Ordered parking passes that are not picked up, will not be reimbursed!
The exhibitor’s parking for all types of vehicles is at Parking C (Chaussée Romaine). The automated
Parkings A, B, T and M are also available at €6 / day.
For more information please contact: BRUSSELS EXPO +32 2 658 42 55.
5.6 Brussels Travel Top
This year’s Brussels Travel Top will have a brand new format: a real B2B event on on Thursday
February 7th, 2019. The Brussels Travel Top will take place during the BRUSSELS HOLIDAY FAIR 2019
and will provide a platform for companies to encounter their business relations. A cocktail party will
be a perfect closing of this day starting at 6.30 PM at the entrance of Hall 5!
You can ask our sales department (+32 2 663 14 29) for more detailed information regarding
admission and conditions.
165.7 Press
Every exhibitor may send his press release or press kit to our press agency FAMOUS Relations until
December 31st, 2018. The contact details will be send to you in December. You can also take a look
on our website https://www.brusselsholidayfair.be/pers
5.8 Catering service on the stand
Catering service during the fair is provided by BECS (BRUSSELS EXPO Catering Services). Do not
hesitate to contact them for additional information or orders via +32 2 658 42 or by mail
(cateringservices@brussels-expo.be).
5.9 Safety
In order to guarantee everyone’s safety, we ask every exhibitor to turn off the power switch (spots,
heating and kitchen appliances) during the night. Of course, it is not necessary to cut the power for
refrigerators.
Make sure that switches and switch boards are accessible to the technicians at all times, day and
night.
Exhibitors that close off their booths for the night can only use non-flammable velums or canvas.
These should be fixed both at the top and at the sides of the booth and should remain 15 cm above
the floor in order to prevent them from being dragged along by the cleaning machines.
5.10 Obligatory fire extinguisher
Stands with a surface larger than 72 m² must always have a suitable fire extinguisher. These must be
installed in plain sight or have a clear indication of their location and must be accessible at all times.
5.11 Staff register
The Belgian Social Legislation demands employers to keep a staff register at every workplace. So
make sure that you have a staff register on your booth.
5.12 Contests and tombola’s
Exhibitors that wish to organize contests or a tombola as part of their participation at the fair, have
to inform FISA OPERATIONS NV. They are obliged to submit the questions and regulations for
approval to Dorien Debbaut (d.debbaut@fisa.be).
If the winner of the action is determined by the knowledge of the competitors, the action is a
contest. If the winner is determined by coincidence (draw, wheel of fortune, scratch card, …), the
action is a tombola. A tombola may not be organized unauthorized.
A tombola has to be approved by an authorized public organization. The association TOMBOLiST
provides information and assistance free of charge and offers tailored advice. Below you can find the
contact information:
TOMBOLiST
Telephone: +32 2 512 11 99
Website: www.tombolist.be
E-mail: info@tombolist.be
Unauthorized tombola’s or contests will instantly be put to a stop by FISA OPERATIONS NV. Any trace
of a contest or tombola has to be removed from the stand immediately.
175.13 Fair remuneration
The fair remuneration has to be paid when you play recorded music in a public place.
You can submit your declaration on www.jutilisedelamusique.be. In case you did not send your
declaration 5 working days before the fair, the amount due will be raised by 15 % (with a minimum of
€ 35,00) as defined in the Royal Decree.
If any questions remain, you can contact Outsourcing Partners on:
OUTSOURCING PARTNERS S.A.
Address: Martelaarslaan 53-55, 9000 Gand, Belgium
Phone: +32 2 710 51 00
E-mail: info@bvergoed.be
Website: www.requit.be
ATTENTION: Aside from the fair remuneration, there’s the remuneration of SABAM which needs
to be paid.
5.14 SABAM
Each exhibitor that plays music on their stand must have a licence. According to the Authors' Right
Act, you need to get permission from the composers and authors every time.
Sabam offers a licence for every form of use of music which ensures that you get permission to use
someone's work. You need a licence for this – and have to apply for this licence in advance here:
www.sabam.be
5.15 Demonstrations & Audio systems
Due to safety measures, it is prohibited to use an audio system and/or microphone on the stand that
may disturb the audibility of the announcements made by the Committee and this without a written
consent of FISA OPERATIONS NV.
Such a system will be allowed as long as the neighbouring stands are not (in)directly disturbed.
Please consider that the volume needs to be limited to a maximum of 70 decibel.
186 DISMANTLING
6.1 Schedule
The dismantling of the booths starts on Sunday evening February 10th, 2019 in convoy, immediately
after closing time and has to be finished by Monday February 11th. Dismantling is possible night and
day.
Dismantling: Sunday February 4th 6:30 PM – 12:00 PM
Monday February 5th 12:00 PM – 3:00 PM
ATTENTION: The dismantling has to be finished by 3.00 PM at the latest – without any exception
➢ The dismantling cards will be sent by regular mail after payment of all outstanding invoices.
➢ Please ensure that you pass on the necessary cards to your partners (stand constructors,
decorators, …) who need access to your booth. Three dismantling cards per exhibitor are
provided. If you wish to gain more, please enter the correct number on your order form for
the dismantling cards.
In order to avoid theft, we strongly recommend you to remove any valuables from your stand as
soon as possible on Sunday February 10th 2019.
6.2 Access for vehicles (After the convoy)
GATE C At the front of Hall 5 – Atomium
GATE G Under the pedestrian bridge – Chaussée Romaine
ATTENTION: Opening hours may vary by gate. At the reverse side of your access card, you will find all the
information regarding the opening hours of each gate.
Dismantling ends on Monday February 11th 2019 at 3:00 PM, without any exception! (See General
Conditions of FISA OPERATIONS NV)
Parking C = free all day on Sunday February 10th 2019 when in possession of a valid dismantling card.
6.3 Convoy
The dismantling will be in convoy where all vehicles will be guided per Hall to the site and this under
police escort.
PROCEDURE:
• Sunday February 10th, 2019: all vehicles/trucks gather on Parking C as from 8.00 AM
• Departure in convoy is planned at 6:30 PM.
• Entrance Gate C on Monday February 11th between 7.00 AM and 3.00 PM
• Entrance Gate G
o Sunday February 10th at 7.00 PM (after the convoy)
o Monday February 11th starting from 3.00 PM - continuous
196.4 Basic stand
Would you like a basic stand (with visual) or an all-in (with visual)? Please contact your account
manager. For any other exception, do not hesitate to contact:
GL EVENTS
Contact: Celia Romero
E-mail: celia.romero@glbelgium.com
6.5 Electricity
The electricity on the stands will be shut down at 6:30 PM on Sunday February 10th 2019. If you need
to keep it longer, please inform the exhibition office at the entrance of Hall 5 before Saturday
February 9th 5.30 PM.
6.6 Safety
During the dismantling it is also important to minimize the risks. We remind you to take the correct
safety measures and to leave your workplace in a clean state when you leave the premises (materials
stocked correctly, no waste, …). More information can be found in the Regulations of BRUSSELS EXPO
6.7 Furniture & Goods
It is very important that each exhibitor looks after his own goods. Furniture that is ordered via the
online platforms must be emptied on Sunday February 10th 2019 before 6.00 PM.
Supplier/stand builder, nor organiser can be held responsible in case of theft and/or damage. Do not
forget to take the necessary safety measures.
6.8 Catering
During the dismantling no catering is provided.
6.9 Waste
Just like you, THE BRUSSELS HOLIDAY FAIR cares for the environment. We count on your collaboration so
all generated waste will be sorted correctly.
All exhibitors and stand constructors are obliged to take their own waste with them. If this is not
possible, they can order a container via the webshop of BRUSSELS EXPO.
Waste like paint, solvents, etc. should not be dumped in sewers, drainage, sinks or toilets.
Our Waste managers will circulate permanently in the Halls. If the regulations from above and
recommendations of our waste managers are not respected, a report will be drawn up and an invoice
will be issued.
207 VARIA
7.1 Location (plan)
Public transport:
Tram 7 Stop «Heizel/Heysel»
94 Stop «Koning Boudewijnstadion/Stade Roi Baudoin »
4 Stop «Meysselaan/Avenue de Meysse»
Bus 84 – 88 Stop «Heizel/Heysel»
Metro Line 6 to «Koning Boudewijn/ Stop “Heizel/Heysel”
Roi Baudouin»
Taxi In front of Hall 5 (in front of the fountains)
7.2 Cloakroom
The cloakrooms will be open during the exhibition days from 10:00 AM until 6:00 PM.
They are situated at the entrance of Hall 4 and in the “satellite” between Halls 3,4 and 5.
217.3 First Aid (+32 2 658 42 32)
There is a first aid station located under the pedestrian bridge (Chaussée Romaine).
Opening hours:
Build up and dismantling 08:00 AM – 8.00 PM
Exhibition days 10:00 AM – 6.30 PM
7.4 Kids Zone
There’s an open Kids zone for children between 4 and 12 years old.
7.5 Useful contacts
Hospitality & Security G4S +32 499 05 88 00 Sophie Gardey
Insurance materials on stand Jean Verheyen +32 2 250 63 11
Stand constructor GL Events +32 2 474 67 91 Celia Romero
Handling & Transport ZIEGLER +32 2 475 45 43 Olivier De Greef
Safety AIB Vincotte +32 479 79 02 74 Peter Ghoos
Suspension points BRUSSELS EXPO +32 2 658 42 53 Olivier Gheysens
Internet BRUSSELS EXPO +32 2 658 42 79 Rudy Khony
Chimneys BRUSSELS EXPO +32 2 658 42 49 Ariane Mertens
Parking BRUSSELS EXPO +32 2 658 42 49 Ariane Mertens
Electricity, water, gas BRUSSELS EXPO +32 2 658 43 37 Anne-Marie Coppens
Phone Nextel +32 2 730 01 72
Hostesses & Promo boy G4S Event Solutions +32 499 05 88 07 Valerie Schoofs
7.6 Security
General security is present from Monday February 4th at 07:00 AM (start build-up) until Monday
February 11th at 3:00 PM (end dismantling).
7.7 Insurance
As mentioned in our Fair regulations (art. 10.1), it’s obligatory to insure your stand and the products
that are shown on your booth.
You can find the link to the order forms to the insurer JEAN VERHEYEN in the exhibitor zone with the
FISA orders on our website www.brusselsholidayfair.be
7.8 Smoking ban
We would like to draw your attention to the fact that the law concerning the prohibition of smoking
(January 1st, 2005) is also applicable to BRUSSELS EXPO Centre. Therefore there will be a smoking ban
during the exhibition days, as well as during build-up and dismantling. We kindly ask you to have
your cigarette breaks outside, without using the emergency exits.
227.9 Brussels Booking Desk
Brussels Booking Desk is the official housing company associated with HOLIDAY FAIR BRUSSELS 2019.
Reservations at preferential rates (70 € per night, breakfast included) can be made online, with
instant booking confirmation.
Need assistance? Group Booking?
Cédric Devos
Accommodation Consultant
Brussels Booking Desk
Phone: +32 2 552 00 08
Email: c.devos@brusselsbookingdesk.be
ATTENTION: Brussels Booking Desk is the only official housing company associated with “Brussels Holiday
Fair 2019”. While other hotel resellers may contact you to offer accommodation for your trip, they are not
endorsed by, or affiliated with the event and entering into financial agreements with such companies can
have costly consequences.
Brussels Booking Desk is a free service of visit.brussels, Brussels Hotels Association and Brussels’
Chamber of Commerce.
https://secure.hotel.visitbrussels.be/event/brussels-holiday-fair-2019/congress/search
7.10 Fraud Mailing: Fair Trade Catalogue – Expo Guide
FISA OPERATIONS has noticed that some of our exhibitors receive a letter from the firm
EXPO-GUIDE / CONSTRUCT DATA / FAIR GUIDE / INTER FAIRS / INTERNATIONAL FAIRS DIRECTORY
that offers to advert in a catalogue at € 1.271/year.
We ask you to keep in mind that it does not concern our official fair guide; this company uses the ne
of our fairs WITHOUT OUR PERMISSION!
On the webpage of our Federal Public Service, you can find a black list of known enterprises.
https://economie.fgov.be/fr/themes/entreprises/arnaques-aux-entreprises/arnaques-aux-annuaires
We encourage you to be very careful and recommend you not to react to this company’s letters.
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