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Exhibitor FAQ

Registration as an Exhibitor

You will find the online stand registration on our website, please simply follow this link.

Please fill out the stand registration form, indicating among others your desired stand shape and size, your products and contact details. You will then receive an automatic confirmation of receipt with a summary of your data.

If there are any queries, our team will contact you.

After your registration, you will receive an automatic confirmation of receipt with a summary of the data you have entered. If we have any queries for you, we will get back to you as soon as possible.

In August, a decision will be made on the extent to which IGW 2022 can take place - physically on site or exclusively digital. At that time, we will inform all registered exhibitors about the new circumstances. If you do not agree with the new situation, you can withdraw your registration without consequences.

Should the event take place physically, you will receive an official placement offer in autumn with your detailed stand location and stand size. If you don't agree to this placement offer, you can still cancel your participation without any fees. If you do agree to the placement proposal, you enter into a binding contract with us.

The application deadline is 6 August 2021.

All important dates and deadlines can be found on our website under Preparationfor exhibitors.

The media package is a dynamic online catalogue, which is made available to you, as an exhibitor, to use as an additional, industry-specific marketing channel – before, during and after the trade fair. It has been the main preparation and follow-up tool for International Green Week trade visitors for many years.

In your online entry you can present detailed information for both private visitors and trade visitors. You can use the Networking Tool to establish new business contacts, and via the dynamic hall plan, your precise location will be conveyed meticulously to anyone seeking your stand.

The Media Package for main exhibitor costs EUR 399, co-exhibitors pay EUR 120.

Please find further information and the full service catalouge in our PDF "Media Package" (PDF, 187.1 kB).

You can enter exactly one co-exhibitor during the registration process in the online stand application.

If you wish to register more than one co-exhibitor, please contact us and we will help you.

For each co-exhibitors there are additional costs of EUR 120 for the media package.

Filling in the IGW stand registration form is seen as a declaration of intent for the time being. You can still withdraw your registration even after the closing date.

In autumn, we will send all exhibitors an official placement offer with the exact location of the stand in the hall and the stand size. After the confirmation and signing of this placement offer, you enter a contract with us.

From this point on, you will have to pay a cancellation fee if you are unable to participate. Cancellation fees amount to 25% of the stand rental, provided that the stand space can be rented to another exhibitor. If the stand space cannot be rented to another exhibitor, for example due to a short notice of the cancellation, 100% of the stand rental will be due as a cancellation fee.

After you have confirmed your placement offer in autumn, you will receive your confirmation of order and down payment invoice ca.3-4 weeks later.

The down payment invoice includes the costs for the stand rental, Media Package and AUMA fee.

After the event, around March 2022, you will receive your final invoice. This invoice will contain all additional services that you ordered in advance in our BECO-Shop or on-site in the Exhibitor Service.

The BECO Shop is your ordering platform for all products and services you need for the construction and dismantling of your stand. As a registered exhibitor, you can order any additional services online from autumn onwards. You will need your hall and stand number.

Please find further information under Stand Services.

You will receive your exhibitor passes as well as construction and dismantling passes after the confirmation of the placement offer and receipt of your confirmation of order and down payement invoice. The passes are expected to be sent as a code by e-mail. You will of course receive more detailed information in good time.

Each exhibitor will receive 3 exhibitor passes free of charge for up to 20 m² of stand space, and one further pass for each additional 10 m².

In case you need additional passes, you can purchase them online in our BECO Shop.

In the section Fair Preparation you will find all the information you need on planning your trade fair in advance and tips for your participation on-site.

Our guide "Information on managing stands (PDF, 513.6 kB)" also gives you valuable tips for your participation in the International Green Week.

In the section Marketing Services, we give advice on how you can optimise your marketing strategy.

Make full use of the Media Package and the online exhibitor search to be found by visitors.

Further sponsoring and advertising options as well as PR for exhibitors give you the opportunity to attract attention.

Circumstances which Require Notification

Approval must be obtained from the GEMA (Performing Rights Society) for any public performance of copyrighted music by sound/picture media (e.g. CD, DVD, Blue-Ray, Flash memory), for instrumental performances or musical presentations as part of radio or television broadcasts or the screening of films.

Applications should be made prior to the start of the exhibition to the following address:

GEMA, PO Box 30 12 40, 10722 Berlin
T +49 30 5885 8999; kontakt@gema.de

Please also make use of the online service at www.gema.de.

An approval, subject to a fee, in accordance with § 12 of the Law Governing Restaurants (Gaststättengesetz) only need be applied for, if alcoholic drinks are being dispensed (also together with food). The application may be made without the need for a specific form, or by using the application form GASTG (click here to download) and should be submitted to: ordnungsamt@charlottenburg-wilmersdorf.de

Please apply for permission in good time before the beginning of the fair. The fee will be 107.00 € for each booth and has to be paid in advance.

Attention: There are controls during the fair.
If you do not have any permission, the fee will be 150.00 € for each booth.

For queries please contact:
Ordnungsamt Charlottenburg-Wilmersdorf
T +49 30 9029 29045 /-29051 /-29052 /-29060
ordnungsamt@charlottenburg-wilmersdorf.de

Procedures for Vendors of Goods Subject to Excise Duty (Wine Spirits / Goods Containing Wine Spirits, Beer, Sparkling Wine, Intermediate Products, Coffee / Goods Containing Coffee) from EU-states at International Green Week in Berlin.

Notification of Purchase or Possession
Notification must be made in advance to: Hauptzollamt Berlin/ SG B/ AB 22/ Mehringdamm 129c, 10965 Berlin, using the official form (2755/ 1833). Notification must include the main characteristics relevant for taxation of goods subject to excise duty (type, quantity, alcohol content or original extract of the wort).

Security Deposit
In accordance with the information in your notification, you are required to pay a security deposit before the goods are brought into the tax territory or before you take possession of them in the tax territory.

Tax Declaration
As the person liable to pay excise duty, you are required to make a tax declaration immediately after the tax liability arises.

Further Information
Please also check our PDF "Information on Management of Stands", point 2.5 in our Download-Center. Further information (e.g. tax rates, forms) can be found on the internet site of the German Customs Administration www.zoll.de also in English and French.

If you have further questions, please contact the customs duty:
poststellesgb.hza-berlin@zoll.bund.de

The Law for the Protection of Young People in Public Places §9 has to be strictly observed and displayed at stands offering alcoholic drinks. The relevant abstract out of the law has to be clearly visible displayed at the stands. You are requested to ensure that your stand director is fully conversant with this regulation. This also applies to closed events.

A template can be found here to download (PDF, 221.8 kB).

Hygiene and Labelling Requirements

  • Foodstuffs may not be stored, handled or sold anywhere except on the sales stands
  • Hygienic storage (protected against dust and dirt, refrigerated if necessary) of all foodstuffs and utensils (e.g. plates, cooking pots)
  • Water intended for consumption or for cleaning purposes may only be obtained from drinking water taps. No water may be obtained from toilet areas
  • Prohibition on smoking on stands containing foodstuffs
  • Clean working clothes for all personnel employed on the stands
  • Live mussels must be stored under cool conditions at between +2 and +10 ˚C. Fresh oysters may only be served by suitably qualified personnel who are properly informed about the edibility of such items.

For queries please contact: Bezirksamt Charlottenburg-Wilmersdorf von Berlin – Veterinär- und Lebensmittelaufsichtsamt – Dillenburger Str. 57, 14199 Berlin, Germany T +49 30 9029 18407, email: vetleb@charlottenburg-wilmersdorf.de

The Guidelines of Public Health and Building Inspectorate as listed overleaf and the Technical Guidelines must be observed when setting up kitchen areas for preparing food which is intended for dispensing and immediate consumption on site.

All persons preparing or dispensing unwrapped foodstuffs of animal origin, food for babies and infants, ice cream, bakery products with fillings that are not fully baked, delicatessen salads etc. must have received instructions in accordance with the Law on the protection against Infection.

For queries please contact: Bezirksamt Charlottenburg-Wilmersdorf von Berlin – Public Health Department – Lebensmittelpersonal-Beratungsstelle, Hohenzollerndamm 177, 10713 Berlin, Germany
T +49 30 9029 16290, vetleb@charlottenburg-wilmersdorf.de

Manufacturers are obliged to disclose a range of clearly legible information on the label – including details about the ingredients and the best-before date.

Food labelling requirements are laid down in EU legislation. This means that uniform standards apply throughout all the Member States of the European Union. EU Regulation No. 1169/2011 will apply from 13 December 2014. It updates the labelling legislation and brings together in one place the previously relevant legal areas. In addition, it improves the legibility of information on packaging by stipulating a minimum font size.

Further information on the mandatory labelling of pre-packaged food and allergens can be found under point 3.3 in our PDF "Information on Management of Stands (PDF, 513.6 kB)" in our Download-Center.

The European Commission reviews this list constantly and updates it if required. The complete Regulation (EU) No 1169/2011 can be found here.

Employers or principals are required to instruct their staff about the Law on the Prevention of Infection; the obligation upon the employer to provide such instruction applies to all staff engaged in the relevant activities (production, handling or marketing of the foodstuffs listed in the written instructional material) – including those who are still working with a valid “Red Card” in accordance with § 18 of the Federal Law on Contagious Diseases (Bundesseuchengesetz).

The certificates referring to the instruction in accordance with § 43 IfSG (initial instruction and documentation of the subsequent instruction as carried out by the employer) must be available at the place of work and must be presented for inspection by the Veterinary and Food Supervisory Office or by staff of the Health Department. The absence of a certificate confirming initial instruction by the Health Department or a physician appointed by the Health Department and the lack of documentation about subsequent instruction may lead to the imposition of substantial fines.

Please find further information under point 4 in the PDF "Information on Management of Stands" in our Download-Center.

For queries please contact:
Advisory office for Charlottenburg-Wilmersdorf, Bezirksamt Charlottenburg-Wilmersdorf von Berlin, Gesundheitsamt Lebensmittelpersonal-Beratungsstelle Hohenzollerndamm 177 10713 Berlin
T +49 30 9029 16299, lebensmittelpersonal-beratung@charlottenburg-wilmersdorf.de

In general the General Terms of Business and Technical Guidelines of Messe Berlin apply, along with such valid and recognised technical rules as the DVGW worksheets (in particular DVGW W 551), DIN standards, VDE regulations, the relevant accident prevention regulations (BGV C1), MVStättV and the Drinking Water Regulations.

In addition the following conditions issued by the Health Department of the District of Charlottenburg – Wilmersdorf apply: In order to prevent the spread of legionella and thus protect visitors and employees at trade shows, permanent chemical disinfection must be provided for the water in all exhibits containing water and in which aerosols can be created by the movement of water e.g. by means of fountains, waterfalls, whirlpools, bathtubs etc.

Please find further information under point 6 in the PDF "Information on Management of Stands" in our Download-Center.

For further queries please contact:
Verfügung: Infektions-, Katastrophenschutz und umweltbezogener Gesundheitsschutz, Hohenzollerndamm 174 – 177, 10713 Berlin
T +49 30 9029 16162, hygiene@charlottenburg-wilmersdorf.de

Due to spreading epizootic disease in Europe is it required to meet highly protective measures and to ensure strict compliance of the animal welfare regulations and standards on the exhibition grounds when delivering foreign products. Further, the regulations are necessary to guarantee biosafety for animal husbandry in the halls 3.2, 25 and 26 on the exhibition grounds for IGW.

  • It is not permitted to import pork (any kind) or products containing pork from ASF restricted zones
  • It is not permitted to bring pork for private consumption to IGW
  • Exhibitors must give full proof / full traceability of product

Please find further information under point 7 in the PDF "Information on Management of Stands" in our Download-Center.

More information under: https://www.fli.de/en/news/animal-disease-situation/african-swine-fever/