Important Exhibitor Information

iVT Expo 2025

UKi Media & Events
Parsonage House
Parsonage Square
Dorking
Surrey RH4 1UP
UK
Tel: +44 1306 743744
Email: ivt@ukimediaevents.com

Contacts:

Rula Danias-Ceylan – Operations manager
Tammie Atkins - Operations executive
Email: ivt@ukimediaevents.com

Richard de Courcy - Sales manager
Email: richard.decourcy@ukimediaevents.com

Ram Seira - Sales manager
Email: ram.seira@ukimediaevents.com

Tim Sandford - Conference director
Email: tim.sandford@ukimediaevents.com

Visa Team - Visa Queries
Email: visa@ukimediaevents.com

Kathryn Sparks - Brand Manager
Email: kathryn.sparks@ukimediaevents.com

New Build & Rigging Heights
Build Heights: The permitted maximum build height or to suspend down from is 4 metres.

Children Under 16 Years
Please be aware that children under the age of 16 years are not allowed on-site during build- up, show days and breakdown.

If you are bringing a pop-up display and your booth size is over 12sqm, you must submit your booth plans via the Booth Check Form in the Order Form Checklist.

Permission to Build Request (Compulsory)

To facilitate the preparation of this event, we kindly ask that exhibitors answer some important questions regarding your booth activity plans. Please see Permission to Build Request (Compulsory) for further information.

Raised Floors 
In order to meet our event health and safety regulations by ensuring that all show attendees have equal access to all exhibition booths, please note that all raised floors over 4cm are required to have compulsory integrated ramp access. This is only applicable to booth spaces over 20 sqm.

Rigging/Banners
Please note that timber framed pre constructed rigged elements and bespoke metal constructions are not allowed (this does not include modular metal frames).

Booth Perimeters

No exhibits, parts of the booth structure, lights or displays such as screens or flag banners may protrude beyond any booth perimeter that may overhang into any aisle.

The venue for iVT Expo 2025 is the Köln Messe, Hall 4.1, Cologne, Germany.

Venue

Koelncongress GmbH
Messeplatz 1
50679 Cologne
Germany
Contact: a.scheuren@koelncongress.de
Tel.: +49 (0)221 821 3176
Web: www.koelncongress.de

Dates

June 11 & 12, 2025 (Please note this is a Wednesday and Thursday show).

Deliveries

Please do not use this address for freight deliveries. Please contact the official Freight agents: European International Fairs Ltd. Please contact ivtxops@european-intl.com with any freight forwarding or cargo handling enquiries or bookings:

European International Fairs Limited
Tel: +44 1732 860330
Email: ivtxops@european-intl.com
Web: www.european-intl.com

Sending courier shipments directly to the show site is not advisable. Some delivery companies will allow anyone within the venue to sign for the consignment (i.e. a cleaner, visitor, and car park attendant) and the consignment may not make its way to your booth with no possibility to locate it within the venue. For that reason, European International Fairs Limited will only accept courier shipments at the advance warehouse.

If you still want to send small packages via courier, we would advise that you send them to your hotel to minimise the risk of misplacing the package at the venue but some hotels may refuse any deliveries.

Please find the current show floorplan here. (This should not be used for planning your booth construction).

For a technical floorplan or a pillar plan please email: ivt@ukimediaevents.com.

We are pleased to announce that Köln Messe has been appointed as the Official Contractor for booth services for iVT Expo 2025. Please see the Köln Messe Webshop (see Booth Services in the Order Form Checklist) to order services such as power, AV, security, cleaning, catering and much more. All deadlines are mentioned in the Webshop in each order section. They are generally 4 weeks prior to the start of construction (for compressed air 8 weeks before start of construction). For orders after this point of time late charge fees of 25% might apply.

If you have any queries, please contact:

Exhibitor Services / Köln Messe
Contact: Andrea Scheuren
Email: a.scheuren@koelncongress.de
Tel.: +49 (0)221 821-3176

Shell Scheme Contact: Tobias Breuer
Email: t.breuer@koelnmesse.de
For suspensions, please contact:

Neumann&Müller GmbH & Co. KG
Tel.: +49 (0) 221 98 529 725-0
Email: Messe.Koeln@neumannmueller.com
Web: www.neumannmueller.com/en/

We are pleased to announce that AbraxysGlobal has been appointed as the Official Health & Safety Consultants for Industrial Vehicle Technology In Koeln.

AbraxysGlobal are Health & Safety Consultants who have been providing services to the exhibition industry for over 15 years worldwide and have been our partner since 2017. They provide compliance checking services for space only booth plans, if you are using an external contractor, to ensure technical drawings and supporting health and safety documents comply with the Organiser, the venue and local authority build regulations. This includes all health & safety aspects around an exhibition booth, e.g. working machinery, vehicle exhibits, booth parties.

Permission to build notices are issued by the Organiser or Abraxys once the booth plan review process has been completed in full and will confirm that the booth plan submitted meets the regulations stipulated by the Organiser and the venue. For more detailed information, please refer to Permission to Build Request. 

Permission to build notices are issued on the basis that the health and safety advice stated and provided by Abraxys and/or the event Organiser and/or the structural engineer are followed. In addition, all safety measures are to be applied as documented in the risk assessment and method statement submitted by the exhibitor or the nominated booth constructor. Permission to build notices are issued to the party who submits the booth plan submission to Abraxys. In situations where structural changes have been made to booth plans once a permission to build notice has been issued, the permission to build notice will be invalid and the revised plans will need to be submitted to Abraxys for review.

Please don’t send any plans via email. You will be issued with a link in order to supply all information and documents (contact email for questions: ivtx@abraxysglobal.com). 

European International Fairs Ltd (hereafter referred to as “EIFL”) are the sole official freight forwarder and on-site handling company for Industrial Vehicle Technology Expo 2025.

Through their worldwide network of partners and agents, EIFL offer seamless multimodal door-to-booth transportation services for your booth components, exhibits and promotional items for Industrial Vehicle Technology Expo 2025 (as well as the return / onward forwarding of your goods after the event).

EIFL are the sole on-site cargo handling agent for the event and provide services such as unloading & reloading, plant & labour hire, removal and storage of packaging & full goods items (i.e. empty crates, pallets toolboxes etc) during the event.

Due to health, safety and liability reasons, EIFL will be the ONLY company permitted to operate mechanical lifting equipment (i.e. forklifts etc) at the event both inside and outside the halls.

Please contact ivtxops@european-intl.com with any freight forwarding or cargo handling enquiries or bookings.

European International Fairs Ltd
Units 6 & 10 Skitts Manor Farm
Moor Lane, Marsh Green
Edenbridge, Kent
TN8 5RA
United Kingdom
Tel: +44 1732 860330
Contact: Nick Gayle


It is not compulsory that you use the official agent for transportation of your goods to Cologne however it is highly recommended that you do so. European International Fairs Limited are specialists in Worldwide transportation of goods for trade shows and have temporary importation arrangements with German Customs for items being imported for the show.

We strongly advise against shipping goods via courier directly to Industrial Vehicle Technology Expo 2025, as such shipments have a high risk of customs delays and/or going missing once they are delivered to the show site.

Please click here to access European International Fairs Limited full shipping instructions and tariff for the event.

Set-Up Timetable

Venue contractors cease all building work at 18:00 on Tuesday, June 10, 2025; it is therefore imperative that all exhibitors arrive on-site before this time to inspect their booths and to ensure that all orders have been met. Please note that between 18:00 and 22:00, only light decoration and finishing of booths is permitted - aisles must be kept clear and all freight cases and unused exhibits must be removed by this time.

Additional Notes Regarding General Build-Up

• Safety shoes must be worn at all times during build-up and breakdown. We strongly advise wearing high-vis tabards during this period
• Tuesday, June 10, 2025 from 18:00 to 22:00 is for light decoration and finishing work only - AISLES MUST BE KEPT CLEAR
• Children under the age of 16 years are not allowed on-site during build- up, show days and breakdown

We would advise exhibitors hiring a Shell Scheme Package not to arrive onsite before 12:00 hrs on Tuesday, June 10, 2025, as Shell Scheme booths may not be ready before this time.

The Organiser has appointed European International Fairs Ltd to be the official freight and on-site lifting agent. They will be the only company allowed to manage and operate forklift trucks. This is for safety issues as well as insurance ramifications. No other external forklift trucks will be allowed in the building or in the Exhibition grounds.

Please ensure that you organise waste removal before the order form checklist deadline using the online exhibitor manual order form. Charges made for removal of any structures or waste material will be invoiced directly to the exhibitor.

Organiser's Office Opening Hours 

Exhibitor Services Opening Hours

Exhibition Opening Hours

During the exhibition period, exhibitors will have access to the hall one hour before the opening (two hours before on Wednesday, June 11), and 30 minutes after the closing hours to service their booths. We remind you that according to our regulations someone must remain present on your stand until the show closes on Thursday, June 12, 2025. We thank you for taking this into consideration when organising your stand breakdown and travel arrangements.

Breakdown Timetable

Breakdown Information

No exhibits may be removed before the exhibition closes at 17:00 hrs on Thursday, June 12, 2025, nor will any contractors be allowed into the halls until this time - please ensure that you have briefed your contractors accordingly.

When the exhibition closes at 17:00 hrs, the carpet will be taken up as quickly as possible. Exhibitors are requested not to put anything in the aisles which might impede this activity. Empty cases and packing material stored with the official on-site handling agent will not be delivered until the carpet has been removed.

When the carpet has been removed, the estimated time for the return of empty cases will be between 2-3 hours. Exhibitors that require forklift assistance for repacking and/or loading, should note that this will only be available once all the empties have been returned. We appreciate your patience in this matter.

Exhibitors are reminded that security will cease once the exhibition has closed. Items of value left on the booth, including freight are the responsibility of the exhibitor. Please speak to the Organiser if you would like to hire a security guard for this period or if you would like to arrange to have your goods moved into secure storage prior to the arrival of the forwarding agent.

All materials, packaging and waste must be removed from the halls and booth dismantling completed by 16:00hrs on Friday, June 13, 2025. Please ensure that you organise waste disposal, as the removal of set-ups and waste material is subject to a charge and will be invoiced directly to the exhibitor.

For further information regarding the exhibition timetable, please contact the Organiser directly, email: ivt@ukimediaevents.com.

EXHIBITOR BADGES - EVENT DURATION

Badges allowing exhibitors to enter the exhibition hall throughout the build-up, exhibition opening and dismantling periods will be issued free of charge and must be ordered using the Exhibitor Badge Order Form.

If you wish to access the halls during the build-up period, please refer to the Contractor Access section below to obtain your pass.

In order to avoid the opening morning rush at registration, we highly recommend that exhibitors go to registration on Tuesday, June 10, 2025, from 12:00 hrs. Exhibitors will not be allowed entry to the hall during exhibition days without a valid badge.

PLEASE NOTE: We are no longer mailing out badges. All Exhibitor badges can be collected on site at registration.  Once an exhibitor has registered for their badge, they will receive their FastTrack pass via email, this will allow you to print off your badge at registration when you arrive on site.

Exhibitors are reminded to wear their badges at all times during the exhibition. During exhibition hours, any exhibitor without a badge will be required to obtain one from registration. Exhibitor badges are strictly for staff manning the booth only. No other personnel should wear exhibitor badges.

To order your exhibitor badges, please CLICK HERE.

It is the responsibility of the main exhibitor to pass login details to any company sharing their booth space; they will then be able to order their own Exhibitor badges.

CONTRACTOR ACCESS - BUILD UP & BREAKDOWN - MUST BE SUBMITTED IN ADVANCE AND NOT ONSITE

Work ID Card for Build-Up and Breakdown 
For security reasons it is mandatory for all contractual staff involved in the assembly and dismantling stages of the exhibition to wear a contractor wristband. The wristband gives access to the venue during these periods. These must also be worn by exhibiting staff members who have yet obtained an Exhibitor Badge. Please submit the names and contact details of all contractor staff/exhibiting staff who will be present on-site. Once the names are submitted, work identity cards for all contractor staff can be printed, in order to collect the wristbands from security on-site. Security will hand out wristbands at each entrance into the hall. You only require one Work ID card per team.

To register your staff for Work ID cards please CLICK HERE 

Step 1: Exhibitor Pre-Show Planning Form

As this exhibition is a space-only exhibition, exhibitors must notify the Organiser as soon as possible of their booth plans and the details of any contractors or agents, by completing and returning the Exhibitor Pre-Show Planning Form via the Order Form Checklist. If you haven’t already done so, please click here and answer some simple important questions regarding your booth activity plans.

Step 2: After Submission of the Exhibitor Pre-Show Planning Form

Schell Scheme Booths and Pop-Up Displays

If you have selected that you are ordering a shell scheme package from the official contractor or using a pop-up display, you will get an additional “Booth Check Form” in the Order Form Checklist. Final plans can be submitted via this Booth Check Form. If any of your answers will change in your future preparations, please contact the Organiser immediately: ivt@ukimediaevents.com.

We would advise all exhibitors who are planning to use their own "pop-up" displays to order flooring and wall panels from the exhibitor manual, as these will not be provided as part of your booth space and we cannot guarantee the condition of the existing hall floor or the rear of any neighbouring walls.

External Contractors to Build Custom Booths

If you have selected that you are using an external contractor to build your custom booth, then you will be able to view your “Permission to Build Request” which can be found in the Order Form Checklist.  

Our official Health & Safety Consultants at AbraxysGlobal request that you supply all information and Health and Safety documents, including your booth plans and Risk Assessment and Method Statement directly to them.

Please see Step 3, section B, for more information on how to submit your documents via the AbraxysGlobal submission checklist link.

Contact email for questions only: ivtx@abraxysglobal.com.  Please don't send any plans via email to the Organiser or AbraxysGlobal.

Step 3:

A. Shell Scheme Booths and Pop-Up Displays ONLY - Booth Check Form - DEADLINE:  APRIL 28, 2025

If you have selected on the Exhibitor Pre-Show Planning Form that you are ordering a shell scheme package from the official contractor or using a pop-up display booth, please complete the Booth Check Form via the Order Form Checklist by the deadline of April 28, 2025. Please note this is not an order form for a shell scheme.

We would advise all exhibitors, who are planning to use their own pop-up displays, to order flooring and wall panels from the official contractor via the Order Form Checklist, as we cannot guarantee the condition of the existing hall floor, or the rear of any neighbouring booth walls. Please note partition walling or carpet / flooring are not included as part of your booth space agreement nor any other services or items you may require for your booth space.

Please ensure you check the maximum build height allowed under the Hall & Venue Technical Guidelines section of the manual.

IMPORTANT: It is compulsory for exhibitors to complete the Booth Check Form (shell scheme and pop up displays) as a minimum. No exhibition booth may be built until written approval is received from the Organiser. Please note that by submitting the Booth Check Form, you are confirming that the information given is accurate at the time of submission and that you will contact the Organiser (ivt@ukimediaevents.com) in the event that any information relating to your booth plans changes.  Permission to build will be issued after completion of the Booth Check Form and your booth activity plans have been checked and approved.

B. Custom Booth Builds (External Contractors) ONLY - Permission to Build Request

If you have selected on the Exhibitor Pre-Show Planning Form that you are using an external contractor to build your custom booth, then you will be able to view your “Permission to Build Request" in the Order Form Checklist which needs actioning by you as detailed below. 

CUSTOM BOOTH PLAN SUBMISSION

Our official Health & Safety Consultants at AbraxysGlobal request that you supply all information and Health and Safety documents, including your booth plans, directly to them. Please note the deadline for this is April 28, 2025.

PLEASE CLICK HERE TO UPLOAD YOUR DOCUMENTS. 

Your external contractor will be contacted by AbraxysGlobal to discuss and approve your plans and permission to build will be granted in writing. Please don't send any plans via email to the Organiser or AbraxysGlobal.

For further information, please contact the Organiser: ivt@ukimediaevents.com.

Three-steps to your successful and free of charge show promotion:

1. Your company logo

Here you can upload your logo.

2. Exhibitor 50-word Show Guide Listing - DEADLINE: MAY 19, 2025

All exhibitors should provide their company name, website address and a 50-word company description for publication in the official show guide (print and/or digital). The description should introduce your company to those who may not be familiar with what you do.  We reserve the right to make changes; listings will be edited to fit house styles.

If the entry has not been received, only your website as provided on your booth space agreement will be listed. Therefore, please ensure this is correct. Please note that the inclusion of any entries received after the deadline cannot be guaranteed. 

Please note that it is the responsibility of the main exhibiting company to pass login details to any companies they may be sharing their space with, so that they may enter their own listing.

The list of products and services is a very useful tool for attendees seeking potential new partners in specific market sectors. Please ensure you select the categories most relevant to your company’s products and services as soon as possible.

Scam Warning AEO
Showguide Scam Warning AUMA

3. Exhibitor Show News - DEADLINE MAY 26, 2025

All exhibitors will be contacted by our show news editorial team prior to the event and invited to share their SHOW NEWS. 

If you have a NEW product or service you are launching at the event, or an update to an existing solution, please share 200 words about the new product or service and at least one hi-res JPEG photo with the show news team, who will use it to produce the official magazine show preview, as well as on the event website; and for e-marketing to the whole database. (Please note: We cannot guarantee inclusion but an early submission that contains a genuine, newsworthy development will be very persuasive!)

For any further questions about show news, please contact a member of the Show News team, care of:

Kathryn Sparks
Head of Marketing - iVT Expo
IVTExpoNews@ukimediaevents.com

Venue Technical Guidelines

Venue Technical Guidelines

Stand Construction and Covid

There are no longer any covid restrictions regarding stand construction, but:

Please click here for recommendations for exhibitors and stand operators
Please click here for more information on Koelnmesse hygiene measures

Build Heights

The standard height of any individual exhibition booth is considered to be 2.5m (8 feet). However, subject to submitting a Booth Check Form and receiving permission to build, all exhibiting companies may, if they wish, build their booth to the height allowed at their location in the exhibition hall. It is therefore possible that there may be booths around you that have built up to or suspended down from heights exceeding 2.5 meters. Please contact the Organiser, email: ivt@ukimediaevents.com if you have any questions regarding the build height of the booths around you.

Please note the following maximum floor-loading and height restrictions:

Hall 4.1

Floor-loading: 20KN/m².
Build heights: The permitted maximum build height or to suspend down from is 4 metres.
Hall / Structural pillars: Some booths have structural pillars within or next to the booth space. Pillars are 80cm x 80cm unless otherwise marked on your plan.

A detailed booth plan is available on request. Please contact the Organiser: ivt@ukimediaevents.com.

Pillars can only be covered up to a height of 3.35 metres without damaging the structure providing they are within your space. The electrical box must not be covered and be accessible at all times.

There are sprinkler heads under the ventilation in the niches, a distance of at least 50cm must be maintained here. Example below door 4.1C - the upper edge of the stand construction must not exceed 3.8 metres

Please see examples below of hall pillars with annexes:

Vehicles in the halls need to be approved by the venue technical team (see Venue Technical Guidelines, Display of Motor Vehicles section: point 4.4.1.2.).

All Exhibitors who wish to display vehicles on their booth space must notify the Organiser with full details of the vehicle, no later than April 30, 2025 - requests received after this date will be subject to venue approval (this includes Hybrid, electric and gas-powered vehicles) and a charge will be incurred for late requests. Email: ivt@ukimediaevents.com.

1. Vehicles with combustion engines may only have enough fuel in their tanks to drive into and out of the facility (the fuel reserve warning light must be on in the display).

2. The fuel tank must be locked.

3. If vehicles are presented in other building areas, additional safety measures may be required, including the inerting of tanks, the disconnection of batteries and/or the use of security guards.

4. Before entering the facility the hall inspector of our security V.S.U. needs to be informed to check that the tank is empty respectively the fuel reserve warning light is on in the display (phone: +49-221-821-1557).

5. The Exhibitor is responsible for ensuring that the guidelines are adhered to.

Please click here for Placement of motor vehicles and containers within the trade fair halls.

Here you can add your stand sharers and complete their marketing details.

Please be aware that you can't change company names or company contacts once they have been added. If you need to make any changes to a sharer or your own details, please contact us by email: ivt@ukimediaevents.com. 

We endeavour to maintain high standards of health and safety and require exhibitors and contractors to undertake their work in a safe way that does not put themselves or others at risk.

We reserve the right to require the removal from the premises of any persons who do not comply with our requirements, or who put themselves or others at risk. The Organiser similarly reserves the right to require the removal of any machinery, equipment or material that, in their opinion, is dangerous when used in the way intended.

All personnel and contractors employed by you must be provided with the necessary information, instruction, training and supervision in health and safety matters before coming on-site.

Main areas to which you must give due thought and consideration before and during your time on-site include:

• Understanding of Fire and Emergency procedures and location of First Aid Centre. All staff must be notified of these procedures.
• It is necessary to keep specific gangways clear during Build-Up/Breakdown and throughout the show open days for emergency evacuation purposes.
• Working at height must always be done in a safe manner using suitable equipment in the approved way e.g. scaffold towers, hard hats etc.
• All mechanical lifting equipment, i.e. forklift trucks, cranes etc, must be operated by the official contractor only – no one else will be permitted to drive or operate machinery of any description in the loading bays or exhibition halls.
• Personal Protective Equipment (PPE) should be used if other protective measures are unrealistic and employees must be trained in its use and limitations.
• Portable power equipment should only be used for the purpose for which it is designed, with safety guards and devices fitted and used. Power leads must be kept to a minimum and not be laid across gangways. Power requirements must not overload the system order. Such equipment must never be left unattended with power supplied to it. Please do not create a floor hazard at any time.
• All staff must be trained to ensure safe working practices and good housekeeping is maintained in all work areas, minimising hazards.

All booth builds using an external contractor will need to supply a Risk Assessment and Method Statement when completing your Permission to Build Request.

As an exhibitor, you must ensure the health, safety and welfare of your employees, contractors and visitors as far as is reasonably practicable throughout the exhibition. This includes that all employees, contractors and visitors employed, instructed or entertained by you are provided with suitable and sufficient information, instruction, training and supervision to ensure their health and safety as well as others working on or near your booth or affected by your work actions or inaction during the show's tenancy.

The principal areas which need to be brought to your attention and that of any contractors, include the following:

The exhibitor must have adequate multi-risk insurance that covers property, equipment and third parties. Every reasonable precaution will be taken by the Organiser to ensure the security and safety of the exhibition hall and adjacent areas and the contents thereof. However, the Organiser cannot be held responsible for any loss or damage that may befall the person or property of the Exhibitors from any cause whatsoever. While the Organiser is insured for Public Liability, it is the responsibility of the exhibitors to take up cover in respect of:

The Organiser has arranged for security guards to patrol the exhibition during the day and for the halls to be fully locked each night. However, exhibitors are advised to take precautions against theft and to be vigilant at all times. This is especially important during build-up and breakdown when there are a lot of people entering and exiting the halls.

The Organiser does not accept responsibility for missing items and exhibitors should insure against loss. Any items believed to have been stolen must be reported immediately to the Organiser’s office as it will be necessary to complete an official report.

If you wish to hire an individual security guard for your booth, please order via the Webshop 

In addition to being cautious, exhibitors should take care to protect their possessions in their absence - particularly at night when their booth is not staffed. During these hours, there are people in the building - cleaning crews, maintenance personnel, exhibitors who have a need to work late, etc. For a thief to take advantage of the presence of these legitimate workers is not overly difficult. He may even hide what he steals and take it from the building the next day.

NB: When the show officially closes on Thursday, June 12, 2025 at 17:00 hrs, security will cease. Please therefore ensure that you have made suitable security arrangements for equipment left in your booth area during the dismantling period.

SECURITY TIPS

DO NOT ship display material directly to the venue, for receipt and storage. Most exhibition centres do not have adequate secure storage space, nor can they take on the added responsibilities of ensuring your property against theft. All exhibit materials should be sent to the official freight forwarding and on-site handling contractor for the event both for safekeeping and delivery to the proper location at the proper time.

DO ship exhibit materials in sturdy containers, which do NOT indicate contents. Your company name and address, the name of the event and booth number should be clearly marked on all boxes and crates.

DO NOT leave unpacked display material unattended during set-up or dismantle hours. Make sure shipping containers are EMPTY prior to being sent to storage during the event. During dismantle, pack, seal and address all containers and consign them to the on-site handling agent for return shipment BEFORE leaving your booth.

DO securely fasten lightweight high-theft-risk items such as laptop computers, cameras, calculators, stereos, DVD's using tethers or lock them in showcases. Personal items of value should never be left in an unattended booth. Small items should not be left out where people can easily take them.

NEVER leave laptop computers unattended, even for a few minutes.

DO NOT store items of value behind your booth or under a counter or table. Keep all brochures and sales material at the front of your booth so you never have to turn your back on your customers. Your booth can get very busy; it is at times like this that losses may occur.

DO lock-up high-theft-risk items overnight or take them with you at the end of each day. If this is not possible and you require a security guard for your booth, please order via the Webshop found in the Order Form Checklist.

Catering

For all your catering needs, please order via the Webshop in the Order Form Checklist.

For further information, please contact:

Aramark Restaurations GmbH
Email: vertrieb.koelnmesse@aramark.de
Tel: +49 221 284 8584

Booth Parties

If you would like to hold a booth party, please inform the Organiser's and Venue for approval. 

Live or pre-recorded music, DJs, Announcements using a microphone

If you are planning on having any live or pre-recorded music, DJs and/or announcements using a microphone you must apply and obtain a license for public music performance from the relevant body/local authority. Please bring confirmation of your license(s) as checks will be made onsite.

Please note that you must request approval in writing from the Organiser: ivt@ukimediaevents.com.

Live Cooking Demonstrations

If you are planning on having any live cooking demonstrations on your booth then you must request approval in writing from the Organiser: ivt@ukimediaevents.com.

If you require these service, it is important that you contact the official contractor via the Technical / Booth Services as soon as possible so that they can advise you of the nearest connection point.

Whilst each exhibitor is required to allow access to the supply points which fall within or close to their allocated booth space, if your nearest connection is contained in or subsequently affects a neighbouring booth, you will be required to contribute to the associated costs (for example a raised floor).

Responsibility for paying for extra costs should be agreed between exhibitors in advance. Please contact the Organiser ivt@ukimediaevents.com or the Official Contractor for further assistance with this.

Please be aware that in rare cases, the above might apply to power connections, although raised floors are not usually required to enable connection.

If you require this service, please contact:

Apleona Wolfferts GmbH
Tel: +49 2203 3002213
Email: messe-koeln.wolfferts@apleona.com

You can download the event logo here.

We work hard as event organisers to build strong relationships with specialist trade press, as well as regional and national media, to make sure that our shows, and our exhibitors, get maximum exposure. We also encourage all exhibitors to join the PR and marketing campaign by taking a proactive approach before, during and after shows.

Generating PR ahead of the event

There are lots of opportunities for you as an exhibitor to showcase your products and services in the build-up to a show (please see Exhibitor Promotion)  To help, think about the following, and how it could be linked to your presence at the show:

• Have you recently launched a new product, service or technology? Do you plan to do so at the show?
• Has the company recently achieved a sales record, landed a contract win, or announced financial results?
• Are there any special promotions you are currently running?
• Has the company taken on any new members of staff or made any interesting recent investments?

Press packs and releases

All exhibitors should come equipped with a press release (minimum) or comprehensive press pack (ideal) for any media visiting your booth and for sharing with the show marketing and on-site show news team.

Interviews and press conferences

Exhibitions provide the perfect platform for direct contact with the media in your industry. Your company spokespeople should ideally be media trained, but at the very least should be well prepared and provided with a list of key messages to communicate during the event.

Interviews should be offered to the media – and set up – in advance of the event, in order to enable more precise planning. We can assist with this if required.

Exhibitions also present the perfect opportunity to organize a press conference. These can take the form of an informal media gathering on your booth, or a larger, formal presentation in dedicated facilities with full audio-visual support. We can assist you with press conference planning and media invitations if required.

Social media

If tweeting or posting about your participation at iVT Expo 2025 on social media, please use the event hashtag: #ivtexpo

You can also find us on Twitter: @ivtexpo, Linkedin and Facebook.

We are pleased to offer you customised e-tickets which can be produced with your company logo and booth number. If you would like to participate in this no-cost promotion and email personalised tickets to your customers, please order via "Free Client Invitations" in the Order Form Checklist.

You will need to upload your company logo in an EPS or JPEG format with a resolution of 300dpi and your customised e-tickets will then be produced and sent back to you.

CLICK HERE TO ORDER YOUR LEAD RETRIEVAL / DATA CAPTURE

Capture the contact details of everyone who visits your booth at iVT Expo 2025 with our simple-to-use Visit Connect automatic lead-retrieval system.

We will be offering the GES Visit Connect Scan App.

• Collect leads by scanning badges of sales prospects using the Visit Connect app on your smartphone or tablet
• Obtain comprehensive lead data to enable easy client follow-up
• Plan, monitor and measure event performance with the powerful tracking tools
• The system is extremely good value: just €275 for the duration of the show

Once you place an order, a Visit Connect account will be created and access information will be sent to you prior to the show, along with information on how to download the Scan App if applicable. This will enable you to familiarize yourself with the system as well as set your show targets and build your bespoke questions and 'action tags' in advance. The account remains fully operational after the show so you can utilize the post-show lead-management features.

For any questions please email leads@ukimediaevents.com.

Real-time lead retrieval is now a reality*. The Scan App allows you to: scan a visitor′s badge; retrieve contact details; add notes, photos, or voice memos; log answers to questions; and much more. You can use the app via tablet or smartphone, iOS or Android, and can scan on- or offline and can even mail leads direct from each device into an excel spreadsheet. Details will be held on your device and synchronized to the web portal which will hold all lead information.

If you want to see an overview of how the system works, you can watch our short video here.

*Real-time lead retrieval on your tablet and smartphone is only available if your device has an internet connection at the show. The Scan App can scan badges offline and will be synchronized as soon as a connection is available. Clients are expected to provide their own smartphones, laptops or tablet PCs.

You can order your Lead Retrieval / Data Capture via the Order Form Checklist or click here. 

The iVT Expo 2025 official housing bureau is FHTglobal.

For more information regarding accommodation, please click here.

Please note: FHTglobal is the only official iVT Expo 2025 accommodation agency. Other agencies that contact you may be a scam.

Hotel booking scam
Our exhibitions, conferences are also the target of hotel scams. Scammers call or email attendees and exhibitors, claiming to represent UKi Media & Events and its associated events, and encourage our customers to book rooms using fake promotion codes at a variety of hotels close to the venue.

FHTglobal is the only official accommodation agency and the only third-party company that may send emails or place phone calls to individuals in order to promote specific accommodations.

For more information regarding accommodation, please visit the 'Travel & Hotels' section on the event website or contact FHTglobal directly:

FHTglobal MC
Email: uki-eu@fht.global
Tel: +377 99 99 4570
Address: Regus Monaco- Monte Carlo Sun – Bat. E/F
74 Boulevard Italie, 98000 Monaco

Attendee List Email Scam
Emails are circulating that offer to sell attendee lists for our exhibitions and conferences. These emails are sent by scammers either impersonating UKi Media & Events or appearing to be a legitimate company associated with UKi Media & Events.

Note that UKi Media & Events never sells or shares its exhibitor or attendee lists. It is not possible that they have our attendees’ details. We have never authorized a third-party to distribute or sell any lists related to our events and never will.  Statements claiming to offer our attendee lists are thus fraudulent.

If you receive emails that propose to sell attendee lists, do not engage with the sender and delete the message immediately.

Hotel booking scam
Our exhibitions and conferences are also the target of hotel scams. Scammers call or email attendees and exhibitors, claiming to represent UKi Media & Events and its associated events, and encourage our customers to book rooms using fake promotion codes at a variety of hotels close to the venue.

FHTglobal is the only official accommodation agency and the only third-party company that may send emails or place phone calls to individuals in order to promote specific accommodations.

For more information regarding accommodation, please visit the 'Travel & Hotels' section on the event website or contact FHTglobal directly:

FHTglobal MC
Email: uki-eu@fht.global
Tel: +377 99 99 4570
Address: Regus Monaco- Monte Carlo Sun – Bat. E/F
74 Boulevard Italie, 98000 Monaco

Showguide Scam
It has been brought to our attention that our exhibitors are being approached to promote their participation at the show in 'Expo Guide'. The letter is written to be misleading and what appears to be an offer of a FREE listing will actually cost your company a significant amount of money. We do not endorse this guide and we urge you to disregard any correspondence you may receive in relation to an 'Expo Guide'.

If you are contacted by 'Expo Guide', or any other related association, we suggest that you do not progress the conversation any further and that you contact us immediately to inform us of the approach.

The AEO (UK Association of Event Organisers) is aware of these scams and has the latest developments on these threats on its website. Please click here for more information.

Misrepresentation as Official Contractors or Service Providers. Here also the official warning by AUMA.

Contractor Scam
Numerous instances of dubious practices by third-party companies have been reported, including some in the transportation, audio-visual, display rental and installation and dismantling sectors. These companies misrepresent themselves as official contractors and use the strength of our show’s brand without sufficient benefit to exhibitors for what they charge. Often, these companies will not deliver the promised services or will deliver poor-quality products and services with minimal customer service. Additionally, these companies may not be present at the show site to assist with any issues, thus causing you more headaches and costs.

Please check with the Organiser if you have any doubts: ivt@ukimediaevents.com.

For venue access information and up-to-date travel information, please click here.

For vehicle access during build-up and breakdown, please click here. 

For vehicle access during the exhibition, please click here. 

Please note that exhibitors ordering parking through the online manual will be using the car park marked in green on the plan. The cost of parking is 24,00 € for both days (12,00 € per day).

We, as the exhibition organisers, are working on making access to our events as easy as possible.

In order to meet our event health and safety regulations by ensuring that all show attendees have equal access to all exhibition booths, please note that all raised floors of 4cm and over are required to have compulsory integrated ramp access. This is only applicable to booth spaces over 20 sqm. Ramps must not be greater than 10m or have a rise of more than 500mm. Ramps shall have a minimum, unobstructed width of 1.5m and must be slip resistant.

Please click here for the venue's accessibility.

The Organiser reserves the right to use any or all photos taken during the exhibition by the official photographer for the purpose of marketing or other promotional activity. Exhibitors that would prefer booth photos to not be used, should email the Operations Manager stating this request. Email: ivt@ukimediaevents.com.

Please click here for the Organiser's Guidelines for exhibitors who wish to film on their booth at iVT Expo 2025.

Please click here for the Organiser's Guidelines for journalists, media representatives, bloggers and influencers attending iVT Expo 2025.

If you need to apply for a Visa to be able to enter Germany then please complete the Business Visa Application Form in the Order Form Checklist and the Visa team will issue your visa invitation letter to assist you with your visa application process.

Please click here for the Business Visa Application Form and complete one form for each person. Please ensure you complete the form in printed format and not handwritten to avoid any errors. Please return the form to the Visa team by email to visa@ukimediaevents.com.

Visa invitation letters will start being processed 16 weeks prior to the event. If there are special circumstances that require the letter to be issued prior to the 16 weeks, please email the Visa Department: visa@ukimediaevents.com. Alternatively, please call our Visa Department on +44 1306 743 744.