Event Information

Below you will also find a summary of key changes that will impact you as an Exhibitor, but please make sure to read the complete manual for full details. The manual provides both recommendations and mandatory rules.

• Exhibition Timetable 
  • Provides information of the build up, show open and breakdown dates and times.
  • If early access is required this must be requested on or before Friday, 28th February. Early access requests are subject to the approval of the Operations Manager. 

• Badges & Passes    
  •  All exhibitors need to pre-register online prior to arrival and download their badges from the exhibitor portal.
  • All stand personnel required on the stand during the event days, including stand-by contractors, catering and hostess staff must be allocated an exhibitor badge through the exhibitor portal.
  • For any questions or enquiries, please reach out to customer service by completing this form.

• Sustainability 
  • Our Exhibitor Environmental Checklist is available and has useful tips to lower your environmental footprint whilst you are exhibiting with us.

• Shell Scheme, Pavilions & Package Stands
  • Please click here to find out what is included with your stand booking and details on how to order any extras

• Space Only & Stand Build Submissions 
  • Space Only stand plans deadlines:
    • Double Deck stand plans: 10 January 2025
    • All other plans: 24 January 2025

             For full details, click here.

• Stand Build Regulations
  • Walling regulations for an open side dictate that 50% of any open side must remain open.
  • The height limit for stand fitting, including cladding of columns is 6m from the floor level, however there are height restrictions in certain areas of the halls. The minimum construction height is 2.5m. Stands over 4m in height must be structurally stable under a dynamic pressure of 1.125 kN/sq m from 0 to 4m above the floor and 0,063kN/m² above 4m (= airflow within the halls).

• Smartspace
  • Contact our in-house stand build team, who are able to provide their expert advice and guidance on making the most of your exhibition stand.

• Your Tasks & Order Deadlines 
  • A list of all the order forms and deadlines dates has been created to help you complete these in a timely manner. 

• Health & Safety 
  • All exhibitors are responsible for having H&S Documentation in place which should include Stand Information Form.
  • Further information can be found here.

• Venue & General Information 
  • Here you will find detailed information on the venue including the address and other specific details you may find useful. Key information includes;
  • Cleaning and Hygiene
  • Demonstrations, Stand Activites and Music on stands
  • Promotional Materials

• Hamburg Messe Online Service Centre (OSC) – Create your login access by using the login retrieval page. You can also reference this step by step user guideline. Once registered, you will receive a confirmation email from [email protected] with user details. Please keep an eye out for this and check your spam folders if needed. Once the company profile is set, you will be able to proceed with your orders. Please note that only one access can be requested for one e-mail address. If you would like to register more stand areas or not receiving your user details and other enquiries, please contact [email protected] for further assistance.

• Exhibitor Catering – Hospitality and stand catering can be provided in line with latest guidance and regulations subject to the Stand Catering Form being completed.

• Exhibitor & Contractor Welfare – Useful steps to prioritise contractor & supplier welfare.
• Accommodation – Plan your stay early. Visit the event website for details and secure accommodation conveniently located near the event.

WARNING: Unsolicited Marketing Communications

It has come to our attention that our customers are increasingly being targeted by companies claiming to supply exhibitor/visitor/participant lists and details relating to our events and products at a cost.  Be vigilant – this data is likely fraudulent.  If you receive any such unsolicited offers, please do not respond unless you have checked with us first.

RX Global does NOT sell or pass your data to any third party without your permission.

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All stands, displays and exhibits must be completed by 2000hrs on Monday, 7th April.

To apply for early access or to work outside of these published hours, please complete the request form: WTCE 2025 - Early Access & Late Working Request Form

All extra working must be pre-approved by the Operations team. The cost for access on Thursday 3rd April (0800-2000) is €733 per stand. Additional hours are charged at €137 per hour if confirmed and paid for before Tuesday 11th February, or €269 per hour after this date including on site. Early access requests will close on Friday 28th February, any requests after this date will not be accepted. Pre-event late working requests will also close on Friday 28th February. After this date all late working requests will be taken onsite only, and will need to be paid for via credit card. Any same day late working request should submit and paid before 1700 hrs.

Stand plans showing height dimensions along with a risk assessment and method statement must be submitted for approval no later than Friday, 24th January. The deadline for Double Deck stands is Friday, 10th January.

The removal or packing of items or graphics on a stand must not commence until after show close on Thursday, 10th April. All shell scheme exhibits must be removed by 2000 on Thursday, 10th April as the dismantling of shell scheme stands will begin at this time.

All stand fitting and excess waste must be removed by 1200hrs on Saturday, 12th April.

Any items remaining in the halls at this time will be disposed of as rubbish and any costs incurred will be charged to the exhibiting company.

*If you are working onsite during the build up and breakdown periods, you will be expected to wear appropriate Personal Protective Equipment. You will be checked by security as you enter the venue to ensure you have a high visibility vest and suitable footwear (no opened toed shoes or heels).

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Please ensure that you and your team have received, read and understood the admissions policy - a copy can be downloaded here.

Exhibitor Personnel Badges

Exhibitor Personnal Badges can be ordered online through the Exhibitor Portal.

All attendees including exhibiting staff must register in advance of the event and before they arrive onsite.

Exhibitor personnel badges will allow access into the venue during build, open and breakdown. Please note; access to the venue during build-up and break-down periods is subject to persons wearing appropriate PPE; see the Site Rules for further detail. Please ensure you print your PDF badge before arriving at the venue to gain access.

Contractor Badges for Build & Breakdown 

Before arriving onsite please ensure that you and your team have received, read and understood the site rules - a copy can be downloaded here.

Contractor passes will be issued from Gate A3 on arrival and are required by any personnel that will be entering the venue during the build up and breakdown and must be displayed at all times whilst onsite.   

Maintenance Badges 

Under no circumstances will maintenance work be permitted on stands during the exhibition open hours.

If at any time during the exhibition open days you need to carry out maintenance work on your stand after the exhibition has closed please apply to the organisers by 14:00 hrs on the same day.

Charges may be incurred by the exhibitor to cover additional costs for staff and venue services.

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World Travel Catering & Onboard Services Expo is committed to promoting sustainability in exhibitions and we continually work with venues, suppliers and contractors to reduce the impact our activities have on the environment.

RX has signed up to the Net Zero Carbon Events pledge with the aim of achieving zero emissions by 2040. To help us reach our goal we have produced a sustainability charter, guided by the UN Sustainable Development Goals which will direct our considerations as to the ways in which our events are organised.

With the charter in mind, we have created an Exhibitor Sustainability Checklist which you can utilise in the planning of your participation at World Travel Catering & Onboard Services Expo.

• Download Exhibitor Environmental Checklist

For more Information:

• RELX Sustainability 
• Venue Sustainability

If you have any ideas or suggestions regarding sustainability at our events, then please do not hesitate to contact us.

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