Show preparation

Customer Service

☏  +43 1 72720 - 2020
✉ [email protected]

STEINER Mediensysteme GmbH 
T. +43 2262 733 33
E. [email protected]
W. www.steinerlive.com
A. Gewerbegebiet 11, 2100 Stetten-Korneuburg

Available soon!

Marsh Austria GmbH
T. +43 1 586 49 83-0
E. [email protected]
A. Handelskai 94-96 (Millennium Tower), A-1200 Wien

Form available soon.

The shop is situated in the main hall in front of Hall A.

Standout
Messeplatz 1
1020 Wien 
www.standout.eu

Gerstner Catering Betriebs GmbH

MAG.a (FH) Mascha Braunstein 

E. [email protected]
T. +43 664 966 47 45
I. gerstner-congress.at

A. Messeplatz 1, 1020 Wien

CAM Security GmbH

T: +43 1 72 99 094
E: [email protected]
www.cam-security.at

More to come soon.

MAG.a (FH) Mascha Braunstein 

E. [email protected]
T. +43 664 966 47 45
I. gerstner-congress.at

A. Messeplatz 1, 1020 Wien

Baumkultur
Renate Prskawetz
T. +43 1 803 6047           
M. +43 676 6600188
E. [email protected]
I. www.baumkultur.at
A. Bombekgasse 24, 1120 Wien

Cam security is only available in German. If you have any queries, please contact: [email protected]

Put your company in the right light! Whether digital or classic, our advertising options for your product innovations are diverse.

Customer Service

☏  +43 1 72720 - 2020
✉ [email protected]

This technical service file is intended to serve as a guide for your participation in the trade fair. Please take your time and work through the folder carefully - it will help you to plan your trade fair appearance optimally. You will find important information as well as forms for ordering services and unavoidable regulations that need to be observed.

Set-up times

Tuesday, 11 April 2023           08.00 - 18.00 hrs

Wednesday, 12 April 2023     08.00 - 18.00 hrs

 

Delivery address for exhibitors

Trabrennstraße 5, Gate 1

1020 Vienna  

 

Due to general hall cleaning, the aisle areas must be kept clear from 3.30 p.m. on Wednesday, 12 April 2023.

 

Stand set-up must begin by 12:00 noon on Wednesday, 12 April 2023 at the latest. 

If the rented stand area is not occupied by this time or if no notification is given, the organiser reserves the right to dispose of the area in another way from this time onwards without further notification, in which case the entire stand rent will be charged. The construction work must be completed by 6.00 p.m. on the last day of construction at the latest. If the set-up time is exceeded, the organiser is entitled to charge the exhibitor for the costs incurred as a result.

 

Special agreements with regard to set-up times must be clarified with the organiser. Please note that we will have to charge you € 406.00 (excl. 20%) for each additional set-up and dismantling day from 8.00 a.m. to 6.00 p.m.. For early delivery (without set-up!) we charge a flat rate of € 171.00.

 

For additional hours required after 6.00 p.m. or for hours outside the official set-up or dismantling time, you will be charged € 51.50/hour (excl. 20% VAT) until 8.00 p.m.. From 8.00 p.m. you will be charged € 71.00/hour (excl. 20% VAT). This daily flat rate applies per hall (Hall 1- 9 and Arena) or per segment in Hall 10. Invoicing is carried out by STANDout | System Standbau GmbH.

 

Opening hours

 

Thursday, 13 April 2023     09.00 - 18.00 hrs

Friday, 14 April 2023           09.00 - 18.00 hrs

Saturday, 15 April 2023      09.00 - 17.00 hrs 

 

Exhibitors may enter the exhibition grounds during the fair from 8:00 a.m. until the close of the fair. For security reasons, the halls will be closed one hour after the end of the fair. In case of planned stand activities outside the official exhibition hours, please contact the exhibition team: [email protected].

 

Dismantling times

The dismantling period begins immediately after the end of the event.

 

ATTENTION: Due to technical reasons, it is only possible to enter the Messe Wien (by car/truck) from 17.30 hrs on the last day of the fair for dismantling.

 

Saturday, 15 April 2023     17.00 - 20.00 hrs

Sunday, 16 April 2023        08.00 - 18.00 hrs

Monday, 17 April 202        only truck loading at a predefined location. Please note that the set-up of a third-party exhibition in Hall A begins on Monday, 17 April 2023.

If the dismantling time is exceeded, the organiser is entitled to have the stand structures cleared and stored at the exhibitor's expense and risk. After dismantling, the stand area must be restored to its original condition. Damage caused by improper handling shall be reimbursed by the exhibitor to the organiser. Out of consideration for the fair and the other exhibitors and in the interest of the visitors, early dismantling of the stand before the official closing time of the fair (5.00 p.m.) is not permitted. The stand must be properly equipped and staffed with expert personnel during the set opening hours for the entire duration of the fair. 

Prices for 2023 will follow in autumn 2022

Extension of set-up and dismantling times 2021

Extension of set-up and dismantling times 2021

Monday to Friday                                    from 07:00 to 16:00 €50,00 

                                                                   from 16:00 to 19:00 €75,00

                                                                   from 19:00 to 07:00 €99,00

 

Saturday                                                   from 07:00 to 17:00 €75,00

                                                                   from 17:00 to 07:00 €99,00                

 

Sunday and public holidays                  from 07:00 to 07:00 €99,00

 

These costs will also be charged for activities after the end of the fair (e.g. stand parties) as well as for extensions of the set-up and dismantling times which do not fall within the official set-up and dismantling times. Charges are made per exhibitor, per hall and per hour or part thereof, plus VAT at the statutory rate. Costs for stand security must be enquired about separately (doctor, company fire brigade, etc.).

 

Costs of stay (deposit regulation) during construction and dismantling

Access to the delivery zones around the halls will be restricted to 3 hours on all set-up days (from Tuesday, April 11th) and during the fair.  During this period, deliveries are only possible at Gate 1 (Trabrennstraße 5, 1020 Vienna) with the following regulation: At the entrance, each vehicle owner receives a ticket, which is activated for a free stay of up to 3 hours for cars or trucks. All times exceeding this are subject to a charge of € 100 per day - from 3 hours onwards. These costs are to be paid in cash or by cashless payment at the cash desk in front of the exit barrier.

 

The exhibitor parking cards are also valid for the entire set-up and dismantling period and are also released for multi-storey car park D with an entrance height of 3m. We would like to point out that delivering vehicles must leave the delivery zone around the halls before the start of the event. Please also pass this information on to the stand constructor you have commissioned.

 

Billing is per company, per hall and per hour or part thereof, plus statutory VAT.

 

Please note that dismantling work must be completed by 6.00 p.m. on the last day of dismantling at the latest.

On the last day of the event, the exhibition areas may only be cleared after the end of the event and the exhibition goods may only be packed and removed from the exhibition facility 30 minutes after the end of the event.

Please note that the clearing work must be completed by the end of the specified dismantling time and that the stand must be handed over in a clean condition. Any remaining material will be removed from the exhibition after this time and the exhibitor will be charged for removal and cleaning costs. No replacement will be provided for the material or any exhibits.

 

ATTENTION: For work-related reasons, it is only possible to enter Messe Wien from 5.30 p.m. on the last day of the fair for dismantling.

The space rental (except for prefabricated stands) does not include the basic construction (rear and partition walls). These can be ordered separately from System Standbau Gesellschaft m.b.H.

The organiser's written approval must be obtained if the locally permitted construction height is to be exceeded by more than the standard height of 2.50 m due to superstructures, lettering and decorations of any kind.Appropriate construction plans must be submitted to the Exhibition Management no later than 2 months before the start of the exhibition. For two-story stand construction, grandstands, tents or floodlight scaffolding, an acceptance certificate from a civil engineer is required for proper and professional construction on site (based on the available statics) as well as safe operation, which must be submitted to the Exhibition Management no later than the morning of the last day of construction.

All walls bordering on visitor aisles (in particular also in the case of island stands) may only be built up to one third of their full surface and must be loosened up accordingly.

Under no circumstances may self-adhesive carpet be used, as this damages the hall floor and the adhesive residues are almost impossible to remove. (Removal of adhesive residue will be charged at cost).

Suspensions: Suspensions may only be carried out at the suspension points provided for this purpose and in compliance with the static conditions. The approval as well as the execution of the suspension points is exclusively carried out by the contracting company of the organiser, System Standbau Salzburg Gesellschaft m.b.H. The suspensions/hanging points are to be secured twice from each other regardless of the mass and require an acceptance by a civil engineer after erection.

The technical project manager is available to answer any construction questions.

Contact details can be found here.

Foyers: Driving into the foyers with lift trucks, forklifts and electric pallet trucks is strictly prohibited! Please use the loading gates of the halls. Causers are liable for damages! 

Satisfaction of the basic requirements for trade fair participation by foreign exhibitors in Austria

Every exhibitor in Austria - who at the time of the trade fair is not registered as residing in the country, whose company is not registered here, nor has a habitual place of residence or an official place of business here, and who effects transactions in Austria which are not subject to a transfer of tax liabilities (particularly domestic business, sundry services to private individuals) – is obliged to register at the Finanzamt Graz-Stadt (City of Graz Tax Authorities) and to submit all preliminary and annual declarations of tax returns to this body.

To this end it is necessary to have a VAT ID number to be applied for as follows:

• Required form – Verf19 (German) or Verf19E (English): This list of questions establishes the right to be assigned a tax number/ VAT ID number. This number must be stated on all subsequent correspondence with the tax authorities. Link: https://service.bmf.gv.at/service/anwend/formulare/show_mast.asp?s=Verf19
• A copy of the commercial registry extract (trading license) and a copy of the articles of association for corporations.

More information is available at:
https://www.usp.gv.at/Portal.Node/usp/public/content/steuern_und_finanzen/umsatzsteuer/ust-veranlagungsverfahren.html

We recommend our exhibitors to complete applications and the submission process at least 3 weeks before the beginning of the fair to ensure all processing can be completed before the show.

Installation of amusement machines and jukeboxes

MA 6 der Stadt Wien
Dresdner Straße 75, 1200 Wien
T: +43 1 4000-86201, -86202, -86399

Approval of laser equipment
Magistratsabteilung 36 der Stadt Wien
Dresdner Straße 75, 1200 Wien
T: +43 1 4000-363 41

Trade fair personnel

Christoph Ammann Management Security GmbH
Messeplatz 1, 1020 Wien
T: +43 1 729 90 94
E: [email protected]
 

Forwarding

DHL, Danzas GmbH
Messezentrum / Halle D, Top 3
Trabrennstraße 3-5, 1020 Wien
T: +43 1 728 31 60-8700
F: +43 1 728 31 60-90, -91
E: [email protected]

Radio taxi, Taxi ranks

T: +43 1 40 100, 60 160
Taxi-Standplatz vor dem Messeeingang beim Foyer A

Police

Ausstellungsstraße 44, 1020 Wien
T: +43 1 313 10-63310

To the attention of stand-building companies and exhibitors!

All required licenses, certifications and material samples for the commissioning inspection by Magistratsabteilung (MA 36) have to be submitted by fax to +43 1 727 20-2749, respectively handed over to the hall manager as soon as possible but not later than on the last set-up day

• On completion, two-storey stands must be examined (on site) by a civil engineer or consultant engineer,  based on structural load limit calculations. The technician is then responsible for the compilation of a report that the construction has been performed in a good and workmanlike manner. This report must be handed over to the hall manager or, in time, submitted by fax.
• Regarding the stand construction and set up, the company executing the build-up is required to furnish a duly signed and stamped confirmation that all set up works are carried out by professional staff and with original connection parts and fasteners, and are thus executed in a good and workmanlike manner. (i. e. rigs [hanging and standing], standbuilding systems, spot and floodlights, speakers etc.) The respective form can be obtained from the hall manager.
• Open flames (burning candles etc.) and the use of liquid gas on the stands without permission are strictly forbidden!

Please also take note of the following:

• All faults and defects identified must have been remedied before the
        beginning of the show (the day before visitors have access)!
• All reports, results, findings and certifications lacking during the
        commissioning inspection must be submitted to the hall manager or
        be made available to the technical installations department ,
        respectively, for examination by the authorities before the first show
        day!

Please contact the hall manager should you have further questions.
Thank you for your cooperation and we wish you a successful time at the Show.

Reed Messe Wien
Technical Installations Department 

Rental conditions

Stands rented remain the property of Reed Messe Wien GmbH. Leased objects shall neither be worked nor changed. In particular, the nailing, screwing, welding and glueing of anything to metal objects is prohibited, as is also the painting over of, the covering with non-detachable wallcovering of, the affixing of non-detachable adhesive strips for carpet etc. to, wooden and plastic arts. Lessee shall be liable to pay at least the replacement value for the loss and for any and all, even accidental, damage to the objects leased.

Start of stand assembly

Upon arrival at the exhibition premises and before starting to assemble your stand, please obtain a stand assembly permit from the fair management and present it to the respective hall caretaker. The permit will not be issued until you have made the declaration included in the exhibitor-checklist, obtained a permit from the Technical Services Department for any second tier you may want, and all rental fees and invoices due to date have been settled in full.

Stand occupancy

Stand assembly and fitting work must commence no later than one day before the start of the fair at 12 noon. If you are unable to keep to this schedule, the fair management must be informed of this in writing (fax, e-Mail). In the event that no notification is given or the rented space is not occupied by the given deadline, Reed Messe Wien GmbH reserves the right to assign the space to alternative use without further notice.

The rented space must be duly occupied by 9 a.m. on the opening day and remain so for the duration of the fair, otherwise Reed Messe Wien GmbH will be entitled to put the space to alternative use, without prejudice to the exhibitor’s obligation to pay space rental and any incidental expenses in full. The exhibitor will also be held liable for any losses resulting from non-occupation of the space. It is not permitted either to change the space allocated for another or to alter the exterior walls of the stand.

Stand fittings

The exhibition space rented by the exhibitor is provided without any partition walls and is outlined by floor markings. Please note that erecting aluminium or wooden dividing walls reduces the inside width of your stand by 4 cm and 6 cm, respectively.

Exhibitors´passes

Every exhibitor receives a certain number of free exhibitor’s passes appropriate to the size of the stand which entitles the holders to enter the exhibition premises during the times permitted. Additional exhibitor passes may be purchased. Reed Messe Wien GmbH assumes no liability for the actions of unauthorized persons. Exhibitor's passes are issued in the name of the holder and are not transferable. Reed Messe Wien GmbH staff are entitled to check the identity of ticket holders and withdraw tickets without replacement if misused.

Installation of amusement machines and juke boxes

Equipment whose operation can result in wins of money or goods, or where the prize depends on luck, e.g. amusement machines, slot machines for peep shows, jokes or games of skill, and machines which display players’ results, must be registered for amusement tax before the start of the fair. In addition to this, six weeks prior to the start of the fair an application must be made for a licence for the fair stand.

Not until a licence has been issued may the equipment be operated. The council department responsible for applications is: City of Vienna - Department (Magistratsabteilung) 4/7, Ebendorferstrasse 2, A–1010 Vienna. T: +43 1 4000-86385. The exhibitor shall indemnify and hold harmless Reed Messe Wien GmbH with respect to the operation of such equipment.

Advertising at the fair stand

Flashing signs are prohibited. The use of gases and vapours (dry ice, etc.) is subject to the issue of a permit (the halls are equipped with fire alarm facilities, and the costs of false alarms resulting in fire brigade call-outs will be charged to those responsible).

Applications for laser systems must be submitted to:
City of Vienna - Department (Magistratsabteilung) 36, Dresdner Strasse 75, A-1200 Vienna. T: +43 1 4000-922 83.

 

Distribution of advertising materials, retail trading, samples

The distribution of advertising material, samples, printed material and other means of advertising as well as retail sales may be effected only within the stand allocated. All off-stand advertising activities are chargeable and require official permission, and are to be conducted exclusively in the foyers, linking passageways and open-air exhibition space. Outside companies are not permitted to conduct opinion polls within the exhibition premises. The sale of goods or services by the exhibitor or by a third party traceable to the exhibitor is prohibited on the exhibition premises unless the organizers give their express written authorization, even if payment for the goods or services is not made during the fair but at a later date. Failure to comply shall result in the exhibitor being obliged to reimburse to the organizers all costs, fees and taxes arising or becoming due in connection with this violation, regardless of fault. In the event of violation by several exhibitors, such exhibitors shall be jointly liable for the said costs, fees and taxes. The distribution of samples against charge is subject to permission by the organizer. The free distribution of samples is permitted.

Information about gambling and prize competitions (in German)

Further information on gambling in Vienna

Foreign employers have to electronically register the posted workforce during the set-up and dismantling work at the Central coordination center of the Federal Ministry (BMF) at the latest one week before their employment. The executive branch of the financial authorities conducts inspections at trade fairs to ensure all members of expo staff are registered according to Austrian labour laws. Reed, the exhibition organiser, has no influence over this process and is not informed in advance.

For further information, please contact the Central Coordination Office at the Federal Ministry of Finance: https://www.bmf.gv.at/betrugsbekaempfung/entsendung-zentrale-koordination/entsendemeldungen-zentrale-koordinationsstelle.html 
 

Marsh Austria GmbH
Handelskai 94-96 (Millennium Tower)
A-1200 Wien
T: +43 1 586 49 83-0
F: +43 1 586 49 83-76
E: [email protected]

The safety regulations are only available in German.

 

Reed Messe Wien GmbH is not insured against theft of goods exhibited. We recommend our exhibitors to take out a suitable trade fair and exhibition risk insurance.

 

Your direct line to the media

The trade press and mass media are invited to report on our events and their exhibitors. We provide a free service enabling you to contact the media direct. Let us know in advance what you will be displaying at the fair. A pigeonhole can be reserved for you at the Press Centre for your press information for a small fee.Interested? Then contact our press office without delay.
 +43 1 72720 ext. 2420
 +43 1 72720 2429

Promotional activities at the fair stand

Stand promotions must be reported to the fair team in writing. We would ask you to appreciate that we are only able to approve such activities if:

• the activity is staged within the confines of the stand and not at the edge of thereof
• it can be demonstrated that sufficient space is available within the stand area to accommodate the expected number of onlookers/participants
• sound is directed towards the interior of the stand and not outside; the noise level at the perimeter of the stand may not exceed 40 dB(A)
• neighbouring stands do not suffer visual or acoustic interference;
• activities planned are registered punctually, at the latest by 3 weeks prior the event, and are accompanied by a precise sketch and a detailed description of how the event is to be staged.
  

Receptions and functions at the fair stand

Such activities taking place outside official opening hours require approval and application must be made in writing to the fair team. You will be invoiced for the extra costs arising (personnel, electricity, etc. - see rates for move-in extensions). Your guests must hold valid admission tickets or vouchers. Invitations that double as admission tickets cannot be accepted. If you wish, we can make our club premises available. Please approach the fair team for prices and conditions.

Parking

Each exhibitor receives one free parking ticket for the exhibition premises. Additional parking spaces can be reserved at extra cost - please refer to the Operating Technology in the exhibitor services.

Reed Messe Wien GmbH assumes no liability for damage caused by third parties in any car park (damage, break-in, theft etc.).

Car park tickets are issued according to availability and in the sequence in which orders are received.

Make use of the rooms in the Congress Center of Messe Wien as additional presentation area!

We offer

• conference rooms between 94 sqm and 1,422 sqm
• flexible partition walls allow for adaption of the size of the conference rooms according to your requirements
• variable seating
• top-class catering
• state-of-the-art presentation equipment and conference technology

The perfect location for your successful event

• congresses
• corporate meetings
• product launches
• staff events
• gala dinners
• press conferences

The Congress Center as well as the exhibition halls are available for staging your events throughout the year, not just during our trade shows. Our team would be pleased to assist you and to providing you with taylor-made quotations at any time.

Karin Katlein
T: +43 1 72720 - 2313

F: +43 1 72720 - 2359
E: [email protected]

 

Christine Schlagbauer

T: +43 1 72720 - 2316
F: +43 1 72720 - 2359
E: [email protected]

 

Katrin Windl

T: +43 1 72720 - 2314
F: +43 1 72720 - 2359
E: [email protected]

Vienna City Council Law on the arrangement of events 

(Wiener Veranstaltungsgesetz, in German)

Vienna City Council Law on location, quality, equipment and operations of event premises 
(Wiener Veranstaltungsstättengesetz, in German)

Vienna City Council By-laws concerning local police regulations for trade fairs
(Kundmachung des Wiener Magistrates betreffend ortspolizeiliche Vorschriften für Messen, in German, English translation below)

More to come soon.

Unfortunately, at previous Reed Exhibitions shows a significant number of problems have occurred in connection with participating companies, their contracted stand construction companies, suppliers and delivery firms, and the disposal of packaging and sundry waste. Some companies have neglected their duties to remove their own waste as set down in the contractual terms and conditions.

For this reason we would like to point out once again that the disposal of all packaging and stand construction materials (most commonly disposable carpets, chipboard etc.) from the assembly and dismantling of your expo stand must without exception be carried out by the exhibitors themselves, by the contracted stand construction company and by the suppliers and delivery companies in question.

Please forward this information to all staff at your company involved with the trade fair. In the case of failure to observe these rules we shall be forced to contract external waste disposal services, the costs of which shall be passed on to you. We have been forced to implement these measures in the interests of all exhibitors due to the enormous costs of removal and storage of such waste. Thank you for your understanding. We hope to be able to count on your active support.

If you have any questions regarding waste disposal alternatives, please contact the caretaker responsible for your hall

We would like to welcome you to our facilities and we hope everything is going well and according to your expectations.

This letter is to remind you and your staff at the expo stand in no uncertain terms, for your own benefit and that of others, of the legal restrictions set down in the official ban on smoking in public places. According to the current legal restrictions there is a general ban on smoking in all enclosed and publicly accessible areas.

Hence, these laws are also valid in their entirety for the facilities and grounds of the Messe Wien expo centre. This refers to all covered areas and to all people, without exception! Smoking shall be solely permitted in especially signposted open air smoking zones. At the Messe Wien venue most of these signposted zones are located next to connecting areas between the mall and the expo halls. The areas in front of the main entrance are not smoking zones! We also wish to clearly state that smoking is absolutely and categorically forbidden – without exception – at the expo stands. Any temporary rulings permitting smoking at expo stands under specific circumstances up to now are hereby rendered obsolete. Meanwhile, a number of non-smokers have made a point of reporting instances of violations to the police. In response the authorities have insisted we, the organisers, ensure there is strict enforcement of these legal restrictions.

Any violations must be reported to the police and may result in heavy fines for individuals contravening these guidelines!

We therefore request you completely respect these clear legal guidelines, in your own interest as well as for the welfare of the non-smokers. Please feel to contact us at any time should you have any questions. Thank you for your support and all the best for a successful show.