ITMA Exhibitors E-Service Guide...ITMA Exhibitors E-Service Guide Updated as of nd 22 May 2015 Version 4 – 22nd May 15 Page 1 of 20 I) INTRODUCTION This Guide is to assist ITMA exhibitors

ITMA Exhibitors E-Service Guide Updated as of 22nd May 2015

Version 4 – 22nd May 15 Page 1 of 20

I) INTRODUCTION

This Guide is to assist ITMA exhibitors using the Fiera Milano (FM) E-service platform (E-service) for

the first time. The FM E-service serves all other exhibitions organised in Fiera Milano. Only three parts

to the E-service platform is customised specially for ITMA 2015, namely:

Compulsory Forms – Part 1

Onsite Logistics Services

Promotion Services

The above three sections are only available in English. All other documents and information on the

E-service are original script of Fiera Milano and not edited by the ITMA 2015 organiser. Thus, ITMA

exhibitors may find some of the terms of reference unfamiliar as compared to past editions.

The enclosed forms are strictly for reference only. No hardcopy order submission can be accepted by

the ITMA 2015 Service Team. Please place all service orders on-line through the E-service via

www.itma.com and https://eservice.fieramilano.it. In case of any discrepancies, the pricing in the

E-service will be the final. Should you have any queries with regards to the service orders, please

contact:

Important contact for E-Services support

Fiera Milano Call Centre

Tel: +39-02-4997 6822

Email: [email protected]

CC: [email protected]

Exhibitors should always communicate via email to speed up response time, and the Show Name

(ITMA 2015), Exhibitor Name and Stand Number must be indicated in all correspondences for

matters relating to ITMA 2015.

http://www.itma.com/

https://eservice.fieramilano.it/

mailto:[email protected]



II) Essential Deadlines and Types of Technical/Non-Technical Services

ITMA 2015

(Official Move-in Date - 25 Oct 2015 for Hall 1 & 3 and 31 Oct 2015 for rest of the halls)

Date of Stand

Allocation

Notification

Submission Deadline Amount of Surcharge Surcharge of 5% imposed on services

modified

Technical Forms Non-Technical

Forms

Technical Forms Non-Technical

Forms

Technical

Forms

Non-Technical

Forms

On or before 18 May 26 June, 2015 15 September,

2015

27 June to 15

Sept

15% 16 Sept to

onsite

25% 27 June to 15

Oct

16 Sept to 15 Oct

16 Sept to

onsite

25%

19 May to 15 June 2015 24 July, 2015 15 September,

2015

25 July to 15

Sept

15% 16 Sept to

onsite

25% 25 July to 15

Oct

16 Sept to

onsite

25%

16 June to 13 July 15 21 August, 2015 15 September,

2015

22 Aug to 15

Sept

15% 16 Sept to

onsite

25% 22 Aug to 15

Oct

16 Sept to

onsite

25%

14 July to 31 Aug 15 15 September,

2015

15 September,

2015

16 Sept to

onsite

25% 16 Sept to

onsite

25% 16 Sept to 15

Oct

Deadline for forms submission for applicants allocated after 31 Aug will be reviewed on a case-by-case basis. Service Forms

received on or after 24 October 2015 shall not be accepted. Service orders after this date shall be placed in person onsite at the

ITMA 2015 Service Office.

Any modifications on or after 16 October

2015 will be considered as late orders and a

surcharge of 25% will be imposed


S/N List of Items Stand Allocation Notice Issued: Remarks

Before

18th May

Between

19th May

– 15th

June

Between

16th June

– 13th

July

Between

14th July

– 31st

Aug

1a. Compulsory Forms – Part 1

26th June

2015

24th July

2015

21st Aug

2015

15th Sep

2015

b. Compulsory Forms – Part 2

c Service – Catalogue –

Certifications

d Service Catalogue –

Rigging Services

e Service Catalogue –

Technical Services

f Service Catalogue –

Telecommunication

g Service Catalogue –

Stand Fitting

2a. Service Catalogue –

Car Parking

15th September 2015

b. Service Catalogue –

Ecological Services

c. Service Catalogue –

Entrance Pass

d. Service Catalogue –

Exclusive Services

e. Service Catalogue –

Meeting Rooms

f. Service Catalogue –

Promotion Services

g. Service Catalogue –

Stand Components

h. Service Catalogue –

Stand Furniture

i. Service Catalogue –

Surveillance

j. Service Catalogue –

Video & Informatics

k. Service Catalogue –

On-Site Logistics Services

l. Service Catalogue –

Additional Services

m. Service Catalogue – Stand Fitting


III) LOGGING IN TO THE E-SERVICE PLATFORM

The E-service can be accessed from both the ITMA website at www.itma.com and the Fiera

Milano online shop at https://eservice.fieramilano.it

For security reason, Fiera Milano will issue a different set of unique password for exhibitors

to log in to the E-service.

Contact the Fiera Milano Call Centre if you did not receive an email on your User ID and

Password.

Should you forget your password/log-in ID, click on the ‘’Password Lost’’ tab to have your

credentials resent to your 1B email address as stated in the application form.

IV) STARTING THE PROCESS

Exhibitor will see this landing page to log in.

Upon logging in, verify that the information of your company name, located hall and

stand number including stand size is correct. Otherwise, to contact Fiera Milano Call

Centre immediately. In your email correspondence, it is advisable to copy [email protected]

which will reach the Organiser’s (MP) Operations team.

Log in here with the User ID and

password issued to you by Fiera

Milano. This set of password is

different from the one you use

for the Exhibitor Centre.


https://eservice.fieramilano.it/



If all the information is correct, proceed to select “Compulsory Document” to continue.

In order to proceed further, you must click on the box ‘I agree’ to accept the terms and

conditions of ITMA 2015 General and Technical Regulations and the Fiera Milano Technical

Regulations.

Thereafter, a second pop-up box will prompt you to complete all the compulsory documents.

Check to ensure your company

name, hall, stand number and

stand size is correct.


To complete the compulsory documents, click on “close” in the pop-up box.

Important Notes:

If you have not submitted all your compulsory forms, the pop-up box will reappear

each time you log in.

All appointed personnel and you will be denied entry into the hall for set-up if you do

not submit all your compulsory documents.

All compulsory forms must be submitted by the dates as per the table mentioned in

(BII) Essential Deadlines and Types of Technical/Non-Technical Services

Once you have completed all the compulsory documents, proceed to:

Submit your stand plan

Order your services

Time out feature

If you have been inactive for about 10 minutes, the system will automatically log you

out. You will need to close the e-service platform and re-log in, if the system does not

prompt you to re-log in.

V) COMPULSORY DOCUMENT

Note : These forms are for declaration purposes and not for your A11 and additional

technical services order.

Click on ‘Compulsory Document’ on the left menu bar.


There are 2 parts in this section:

Part 1 - Documents required for ITMA 2015 (8 documents for submission)

Part 2 - Documents required by Fiera Milano (9 documents for submission)

Click on the green button to expand the information to complete each form.

You may save each section to submit later or submit each form once completed.

Please ensure that the status colour changes from red to green after ticking and submitting the

respective check boxes.


The following are the forms under the “Compulsory Document section”. All forms must be

submitted online.

NO FORM CATEGORY REMARKS

PART 1 – COMPULSORY FORMS FOR ITMA

1 Stand Construction And Contractor

Appointment

Exhibitor must furnish the contact

details of the exhibiting company’s

person-in-charge.

If the onsite stand manager will

ultimately be different from the above

person-in-charge from the exhibiting

company, it is necessary to also

furnish the onsite stand manager’s

contact details.

2 Stand Fitting Appointed contractor contact details,

if exhibitor is not using the shell

scheme package offered by the ITMA

2015 service team, ordered through

the E-service platform.

3 Declaration Of Risks For Machines,

Equipment And Materials

4 Machinery Layout And Stand Construction

5 Performance Bond

6 Insurance - Declaration Of Exhibits' Value

7 Protection Of Trademark And Intellectual

Property Rights

8 Electrical Declaration And Plan Submission Exhibitors can click on the hyperlink


‘Compulsory Forms Electrical

Flow Chart’ for a better understand

on the processess for ordering the

electrical mains (including A11

electricals).

PART 2 – OTHER COMPULSORY FORMS REQUIRED BY THE VENUE

1 Obligations Related To Work Safety In Tender

Contract

2 Fire Prevention

3 Collection And Waste Disposal For the collection of demonstration

waste during exhibition period,

exhibitors are to hand over the waste

in rubbish bags (provided by

exhibitors) to cleaners station around

the hall or place them at the edge of

the stand. Demonstration waste, with

the exception of fabrics will be

disposed free of charge.

4 Introduction Unloading Of Machines And

Materials

Exhibitors are required to answer the

questions accordingly.

Exhibitors are to fill in their

requirements under the logistics forms

(Move-In and Lifting Equipment for

Machines/Exhibits & Move-Out and

Lifting Equipment for

Machines/Exhibits) for their freight

details and also the equipment

required, the OLC will then work with

the exhibitors on these logistic

matters, especially with schedules for

machines wider than 2.5m.

5 Water Connections

6 Compressed Air Connection

7 Live Performance Permit (SIAE) Refer to ITMA 2015 Technical

Regulation, Article B24.2.

Exhibitors who are having live

performances at their stand ( fashion

show) must apply for a live

https://eservice.fieramilano.it/Subcategory.aspx?id=341






performance permit from SIAE. The

broadcasting of sound recordings and

music videos in the course of the live

performances such as fashion shows,

DJ sets, with or without dancing, will

also require such a permit.

Please get in touch with the following

departments directly in case of live

performances such as fashion show

S.I.A.E: [email protected]

S.C.F: [email protected]

8 Catering Exhibitors appointing their own

external caterers on their stands must

abide by the rules of the venue.

There are also forms to be submitted

by the external caterers before they

are allowed to work on the premise.

VI) DOWNLOAD OF DETAILED TECHNICAL STAND LAYOUT PLAN PROVIDED BY

THE VENUE

Log-in to E-Service Platform

Navigate to right-side of page, under MY CART, Organiser’s Services




Click on ‘’Floor Plan’’

Click on ‘’Download Map’’

VII) STAND PLAN SUBMISSION

Click on “Send Project” to submit the stand plans.

Click “Select file” to upload file. Repeat if you have more than one file to upload.

The maximum file size allowed is 10MB for each.

Click on “Send Projects” to submit the files.


The following dialogue box will appear when your files have been successfully submitted.

Please note that once the files have been submitted, you will not be able to edit your files any

further until you have been contacted by the ITMA 2015 Service Team either for approval or

modifications. As the stand plan vetting process involves multiple parties, this is to prevent

Exhibitor from re-submitting their stand plans mid-way when the stand plan is being vetted by

the multiple parties. The vetting process must be completed before the system can allow for

any re-submissions.

The system does not allow for re-submission of stand plans after the first submission. If

you need to re-submit your stand plans, please contact the Fiera Milano Call Centre to reset the

system for you.


STAND VETTING FLOW

* Note:

All stand construction must adhere to the plans which have been approved by all 3 parties (Organiser,

Vetting Manager, Fiera Milano) and acknowledged by the Organiser and Vetting Manager (2 signatories).

a. APPROVED - Upon approval by the Organiser and the Venue, exhibitors will receive an

email informing them that their stand plans have been approved and they can download the

approved plans which have been acknowledged by the Organiser and Vetting Manager after a

few days from receipt of the approval email.

b. REJECTED - During the vetting process, should the stand plans be rejected, exhibitors

will receive an email informing them that their stand plans have not been approved. The

email will list down the non-conformities of the designs to the regulations. Exhibitors will

then have to take the comments into considerations and resubmit their revised stand plans

for stand plan vetting again.

c. DEADLINE - The deadline for stand plan submission is 26th June 2015 for those

exhibitors who had received their stand allocation notice on or before 18 May 2015 and

exhibitors can expect to be informed of the outcome of their submissions by 15th September

2015. Exhibitors with larger stands or complicated stand designs are advised to submit their

stand plans before the deadline to avoid any delay to the vetting process.

VIII) SERVICE CATALOGUE

This section allows exhibitors to order the technical and non-technical services, except badges

for Exhibitor, Installer and Sales Agent, Exhibitors’ Employee and Guest. The online system

to order for all categories of badges will be made available from 1st June 2015 onwards.

Please refer to Annex A for a detailed description on the badges ordering process.

There are 18 main categories under this section. Click on the main category for the

sub-categories drop-down menu. Eg: click on car parking – there are 2 sub-categories: 24-hour

car parks and Exhibition car parks.


Please be reminded that after placing your orders in the Cart, it is not a confirmed order and

the respective service providers will not be able to receive your orders at this stage. Please

kindly follow the flow appended below in order to receive the order confirmation email from

the E-Service platform.

IX) SERVICE CATALOGUE – MAIN AND SUB-CATEGORIES

The following are the main categories and the respective sub-categories in the menu bar. Refer to

attached forms for more details.

MAIN

CATEGORY SUB-CATEGORIES REMARKS

Car Parking

24-hour parking

Options available for 24-hour parking:

1) Vehicles up to 6m in length

2) Passenger car

3) Vehicles over 6m in length

4) Power connection and parking vehicle over 6m in

length

5) Power connection and parking vehicle up to 6m in

length

Exhibition car parks

These are for passenger cars and daytime parking only.

Exhibitors can order their car park passes under Article

A11 entitlements. Exhibitors can also order additional


car park passes at a fee.

Information required when ordering:

Number plate

Company name

Postal address

Contact

Phone number

Email address

Catering

Banqueting

Coffee, Beverage & Wine

Sandwiches and Focaccias

Snacks, Salad, other

Special offers

Certification

Special structures

There are 2 certification services:

A) Certification of Platform

Reference: Fiera Milano Technical Regulations, art.

1.2.4.5

B) Certification of Raised Platforms

Reference: Fiera Milano Regulations for the assembly of

raised platforms

Both services include the:

- preparation of:

1) static calculation report,

2) static fitness certificates

- transmission of documents to Fiera Milano.

For information, contact Fiera Milano’s Customer

Service: [email protected]

Truss system

The service includes:

- drawing up by a qualified technician of static

calculation documents,

- preparation of certification,

- transmission of documents to Fiera Milano.

Reference: Fiera Milano Technical Regulations, art. .

1.2.4.5

For information, contact Fiera Milano’s Customer

Service: [email protected]




Ecological services

Collection and disposal

materials

Stand cleaning

There are two options for Exhibitors:

1) Extra stand cleaning

This is for one time cleaning before the opening day on

11 November 2015.

General hall cleaning will be provided by the Organiser

during the stand set up, exhibition and dismantling

period.

The final cleaning cost can only be determined onsite

when both the cleaning contractor and the Exhibitor

meet at the stand. Should Exhibitor require extra

cleaning at their stand, please approach the

[email protected], phone 335/7715731

or Fiera Milano customer service centre.

2) Ordinary stand cleaning – over 20sqm

This cleaning service is for the show day period, 12 – 19

November 2015.

Description of work: Dusting furniture installed in the

stand (exhibits or products on show are not included),

vacuuming of carpet within the stand and general waste

disposal once a day in the evening after the exhibition

closes, that is, from 1800 hours onwards.

Entrance Pass

Entrance Not applicable for ITMA exhibitors.

Entrance authorization for

technical staff

Overtime Charges

Overtime Charges

Exhibitors who need to request for overtime during the

set-up or dismantling period will need to request at the

onsite Service Centre by 1200 hours on the day the

overtime is required. There is an overtime fee

chargeable at €100 per hour.

Note:

a) Charges will be based on per hour basis with a

minimum extension of one hour or part thereof.

b) Orders for overtime work must be submitted to

the ITMA 2015 Service Team’s offices by 1200

hours on the day concerned. Late orders will be



subject to a 25% surcharge and will be subject to

approval. Request for overtime will not be

approved after the halls are closed.

c) Payment for overtime requests will be made on-site

upon submission of the order form. Exhibitors

should pay the charges on-site.

d) The above-mentioned price excludes VAT.

Evening Events

Exhibitors can apply to hold events within their stands

after the exhibition closes at 1900hrs. Please note the

following details:

Note:

1. Event Hours: 1900 – 2100hrs only.

2. Events are to be held strictly within the confines

of the Exhibitor’s stand only.

3. Exhibitors are reminded to apply for the

necessary permits (eg. SIAE) should they have

any entertainment on their stands.

4. Please request for a quote in the E-Service

form.

Exclusive Services Personalized Shopping Bags

USB

Meeting Rooms Meeting Rooms

Exhibitors are advised to download the brochure and

view through the facilities and layout applicable to each

room prior to requesting for a quote.

* Note: The meeting rooms hours are now:

i. 1000hrs – 1330hrs (AM)

ii. 1530hrs – 1900hrs (PM)

iii. 1000hrs – 1900hrs (Full Day)

Onsite Logistic

Services (OLC)

Delivery of Demonstration

Materials

Freight Forwarder

Appointment and

Authorisation

Move-In and Lifting

Equipment for

Machines/Exhibits

Move-Out and Lifting

Equipment for

Machines/Exhibits


Services for Stand Builders

and Contractors

Storage of Empty Cases and

Demonstration Consumables

Working Platform Rental

Promotion Services

Online Advertising

Opportunities and Advertising

in Exhibition Catalogue,

Visitor Guide and EDMs

Note:

For the Promotion Services orders, this will be managed

offline by The Organiser (Quotations & Invoices).

Delivery will be performed by Fiera Milano.

Onsite promotion

Ordering of promotional

materials

Exhibitor can order the ITMA promotional materials

(FOC) for visitor promotion.

Press compartment

Exhibitor can order either the electronic press

compartment or the physical press compartment at the

press centre (limited space available)

Rigging Services

Lighting equipment

Suspension structures Exhibitors can order their rigging points from this form.

Technical structures

Exhibitors can order the following:

1) Aluminium trusses

2) Production and/or graphics hanging

3) Ring for aluminium truss

4) Self-bearing structures (floor support frames)

5) Suspension structures (suspended frames)

6) Truss system, lights and carpeting

Stand Components Flooring

Stand Fitting

Customized stand fitting Exhibitors requiring special design stands can leave their

request for the Special Design team to contact you.

Optionals for Fiera Milano

shell scheme stands

ACCESSORIES / SHELVES Note:

Items here can only be ordered if Exhibitors had taken

up a shell-scheme package or commissioned Fiera

Milano to construct their special design stand.

Otherwise, these options are not valid and Exhibitors

are advised to place their additional orders through the

‘Stand Furniture’ or ‘Technical Services’ form.


shell scheme stands

DISCOUNTED

FURNITURE PACKAGES


shell scheme stands

ELECTRIC ITEMS

Shell Scheme 4 shell scheme packages offered.

Stand Furniture Accessories


Armchairs and sofas

Cabinets

Chairs and benches

Displays

Flowers and plants

Mannequin

Reception desks

Stools

Strong boxes

Tables

Surveillance

CCTV

Security staff

Technical Services

Compressed air connections

Electrical for Lighting and

Power

Exhibitors can order the Fire Alarm System under this

form.

Fire-extinguishers

*Exhibitors are reminded to have 1 fire extinguisher for

every 50sqm of space. The fire extinguishers must be

evenly distributed throughout the stand.

Gas connection

Securement of Machines

Two services offered:

1) Bolt holes for anchoring machinery

2) Rental of load distribution plate for heavy

machinery

Water connections

Telecommunication Internet connection

Phone

Video and

Informatics

Audio equipment

Contact recorders

Contact recorders refer to badge readers. The following

are the 3 options for selection (on rental):

1) E-contact Mobile

A mobile app

Can be downloaded from Google Play and Apple Store

App works on both smartphones and tablets.

Permits real time access to visitors’ data

After the app is installed, Exhibitors will be given the web server address and log in details to register. The system will then retrieve and display the visitor data by scanning the QR code printed on the visitors’ badges. It also enables Exhibitors to access, analyse and store sales contact details. Keyed-in records can be downloaded real-time with internet


connection.

Requirement:

Latest generation SMARTPHONE/TABLET with

“Auto-FOCUS” camera.

Required operating system: ANDROID/IOS

Exhibitor wanting to have real-time visitor data to their

stand will be required to order internet connection. Wi-Fi

connection is suggested. Please refer to the

Telecommunication – Internet Connection section of the

e-service platform to order your Wi-Fi service.

2) Pocket Bundle

Bundle consisting of 1 Pocket eContact + 1 eContact

Mobile

3) Pocket eContact

Handheld scanning device to scan the barcode on the visitors’ badges.

Can record visitors’ interests and other specified requirements.

Can also assign follow-up codes to help you record additional information about the individual requirements.

At the end of the exhibition, after the data from scanner is downloaded, Exhibitors will be given the web server address and log in details to download the data.

PC Laptops and desktop computers and printers.

Visual equipment Digital ground and satellite TV system, LCD and

plasma screens can be order under this sub-category.

Additional Services

Alessi Not applicable for ITMA exhibitors.

American Express Not applicable for ITMA exhibitors.

Billboards Advertising and promotion medium available on-site.

Refer to Promotion Services instead.

Graphics and signage On-demand printing for flyers, business cards, brochures

and leaflets can be ordered under this sub-category.

Travel and hospitality Refer to www.itma.com to book your accommodation

through Ventana.

Welcome and interpreting Refer to temporary personnel including interpreters.


1

BADGES REGISTRATION KIT FOR EXHIBITORS

1

Content

Section 1: Guide for Online Registration of Exhibitor Badges Part 1: Exhibitor Badges Online Registration within Entitlement……………………………………………………….2 Part 2: Additional Exhibitor Badge Order…………………………………………………………………………………………..6 Section 2: Guide for Online Registration of Exhibitors’ Employees and Guests Badges Part 1: Online registration for Exhibitors’ Employees and Guests Badges via the TTE Platform………….9 Part 2: Issue of Invitation Codes to Exhibitors’ Employees and Guests

Option 1 – Receipt of Email Notification to access SIC Homepage ……………………………………..12 Option 2 – Access SIC Homepage via E-Service platform…………………………………………………….13

Section 3: Guide for Pre-registration of Exhibitor’s Contractors, Sales Agents, Contractor Badge and Vehicles Part 1: Modification of Exhibitor Details…………………………………………………………………..………….............21 Part 2: Registration of Stand Builder …………………………………………………………………..…………...…………….23 Part 3: Pre-registration of Vehicle Car Plate Numbers……………………………………………………………………. 25 Part 4: Pre-registration of Work Permits within Fiera Milano……..…………………………….……..…….……….27 Section 4: Visa Invitation Letter Part 1: Individual Application for Visa Invitation Letter……………………………………………………………………29 Part 2: Group Application for Visa Invitation Letter.………………………………………………………………………..32

2

Section 1: Guide for Online Registration of Exhibitor Badges Part 1: Exhibitor Badges Online Registration within Entitlement Step 1: Log into the E-Service Platform

Step 2: Click on the TTE link on the right column of the home page

3

Step 3: Identify the number of exhibitor badges entitled based on space allocated

4

Step 4: Enter First Name and Last Name To create the PDF exhibitor badge, please enter the First Name and Last Name of badge holder. Click ‘Create’ once First Name and Last Name is confirmed. Please click ‘Print’ to download the pdf format of the badge. Please note:

No name change is allowed once badge is created.

Data entered will not be registered until you click ‘Create’. Kindly ensure First Name and Last Name is correct before you click ‘Create’.

Upon clicking ‘Create’ button will change into ‘Print’ in an instant.

Step 2: Click ‘Print’ to print the badge created

Step 5: Click ‘Print’ to generate the exhibitor badge created

5

Step 5: Exhibitor badge in pdf format

Important: You are required to print a copy of the exhibitor badge for admission into the venue.

The pdf format of the badge appears as below:

Once completed, you may close your browser to exit from the TTE platform. To log back into TTE,

you may find the link on your e-service as shown in Step 2.

-End of Exhibitor Badges Online Registration within Entitlement-

6

Part 2: Additional Exhibitor Badge Order

Step 1: Download the order form in your TTE

7

Step 2: Fill in your Exhibitor details and indicate the quantity of badges you would like to purchase

under the ‘ADDITIONAL EXHIBITOR BADGES’

Please note that Exhibitor Details is compulsory to be duly filled.

Step 3: Email the completed order form to [email protected]

You should expect an invoice within 10 working days upon receipt of your order submission. Please

note that respective surcharges for services ordered after the stipulated deadline will be applicable,

as per Article A13 of the ITMA 2015 General Regulations.

Exhibitors must submit a scanned copy of their bank transfer/advice to [email protected] once

payment for the badges has been made.



8

Step 4: Once payment has been received by the Organiser

Within 3 working days of your payment recipient email notification from the Organiser, you should

be able to see the Additional Exhibitor Badges section at the bottom of your TTE page.

The creation of Additional Exhibitor badge follows the same process of Part 1: Exhibitor Badges

Online Registration within Entitlement on Page 2.

- End of Additional Exhibitor Badge Order -

9

Section 2: Guide for Online Registration of Exhibitors’ Employees and Guests Badges

Part 1: Online registration for Exhibitors’ Employees and Guests Badges via the TTE platform Step 1: Log into the E-Service Platform


10

Step 3: Click on ‘form’ to download a copy of the order form

Step 4: Fill in your orders for Employees/Guest Badges

Please note that exhibitors’ guests and employees’ badges are issued with Visitor badges, which is valid during show days only.

Step 5: Send the completed order form to badges@ itma.com.

11

You should expect an invoice within 10 working days upon receipt of your order submission.

Exhibitors can submit a softcopy of the bank transfer/advice to [email protected], once payment

for the badges has been made.

Within 3 working days of your payment recipient email notification from the Organiser, you should

be able to issue invitational code to guests/employee via the link at the bottom of your E-Service

page.


12

Part 2: Issue of invitational codes to exhibitors’ guests and employees Step 1: Access SIC home page either through Option 1 or 2 Option 1 – Receipt of Email Notification to access SIC Homepage Click on the link in the email notification The link will lead you to SIC homepage (see Page 14)

13

Option 2 – Access SIC Homepage via E-Service platform

Click on the link under ‘Invitation’

The link will bring you to SIC homepage (see Page 14)

14

Step 2: View Exhibitor’s SIC Homepage

You will see the following 6 sections: 1. Choose Language Option-English or Italian 2. Types of Exhibitor Employee and Guest Badges (1-day or 8-day) 3. No. of invitation code badge ordered 4. No. of invitation code sent 5. Remaining code(s) left to be sent 6. Click ‘New Sending Setup’ to proceed

2 3 4 56

1

15

Step 3: Choose to either upload a list of employees’ and guests’ names or individually.

Refer to Step 3a for ‘Mass Upload’ and Step 3b for ‘Individual Upload’.

Step 3a: Download mass upload template: Sample, complete Excel file

Key in the data on the database template and save onto your desktop

Important note:

Any Recipient Name without Email address will not be processed.

Any formatted characters in the file will result in error.

Do not enter any values for Invitation Code number, leave the column blank.

Once completed, please save the file on your desktop. Sample of template for upload:

http://ticketing.fm-stage.com/contents/SIC2/en_testListaExp.xls

16

Upload recipient - Click ‘Choose file’ and select the excel file.

View the list uploaded:

Upon successful mass upload of the list, the names of your guest/employee will appear in the table

below.

17

Step 3b: Click ‘Add Invitee’ to add Individual Exhibitor Employee/Guest name

Key in the details and click ‘OK’

Important note:

Any Recipient Name without Email address will not be processed.

Any formatted characters will result in error.

Code amount refers to amount of invitation codes to be sent to this guest/employee, please indicate 1. Unless this guest/employee is registering for his colleagues on your invite list.

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Step 4: Select the list of recipients and click ‘Continue’ to proceed

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Step 5: Type your customised message (Optional)

Click ‘Save and Continue’ if you wish to skip this step

Sample of customised message on the Email Notification to your recipient

Step 6: Review and send email notifications

Verify the followings:

1. Guests/employees receiving this email notification

2. Preview of the email notification to guest/employee (customised message is optional)

Click ‘Send Invitations’ after verification or click ‘Step 2’ to amend the details.

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3

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Step 7: You’ll arrive at this page once you’ve sent out the invitation code.

An example of the email that the guest/employee would receive from the exhibitor:

Please forward the Guide for Online registration for Visitor Badge (For Exhibitors’ Employees & Guests only) in Annex A.

-End of Issuance of Invitational Codes-

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Section 3: Guide for Pre-registration of Exhibitor’s Contractors, Sales Agents, Contractor Badge and

Vehicles

Note: There are no Installer and Sales Agents badges in Logistic Tool; all installers and sales agents

will have to be registered as contractors.

Part 1: Modification of Exhibitor Details Step 1: Log into the E-Service Platform

Step 2: Click on the Logistics Tool link on the right column of the homepage

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Step 3: Click on ‘Modify Data’ to modify Exhibitor Details

Step 4: Key in ‘Contact Person’ details and click ‘Submit’

You can now proceed with the registration of Stand Builder and pre-registration of Vehicle Car Plate

Numbers and Work Permits within Fiera Milano.

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Part 2-Registration of Stand Builder

Step 1: Click on ‘Refer Stand Builder’ to view the existing list of Stand Builder existing in the Logistic

Tool

You may search and insert Stand Builder if the company is already in the Logistic Tool database (Step

2a) or you may send an email to invite Stand Builder to be registered in the database (Step 2b).

Step 2a: Search for your Stand Builder by ‘Company’, ‘City’ or ‘Email’ from the List of Registered

Stand Builder

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Step 2b: Enter Email Address of Stand Builder and click ‘Invite’ for them to register

Step 3: Under the ‘Invited Stand Builder’, you’ll see the name of email of the Stand Builder you have

invited on Step 2b.

The ‘Invited Stand Builder’ will receive an invitation email with a link to register.

Please refer to Annex B-Guide for stand builders’ online registration to forward your contractors.

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Part 3-Pre-registration of vehicle car plate numbers

Step 1: Insert your vehicle number in the field and click ‘Submit’.

Step 2: Click ‘Ok’ on the pop-up window

You’ll receive an Exhibitor Vehicle reservation code email notification with a unique barcode which

permits entry only to the vehicle numbers registered.

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Step 3: Please print the email and present it at the fairground entrance gate.

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Part 4-Pre-registration of Work Permits within Fiera Milano Step 1: Exhibitor registers each contractor by keying in ‘Surname’, ‘First Name’ and ‘Birthdate’, then click ‘Add’.

Step 2: Click ‘Individual emails’

Exhibitor will receive email notification with a unique bar code for each of the registered contractor.

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Step 3: Exhibitor receive the email notification

You should receive the following email notification with the ‘Surname’, ‘Last Name’ and barcode.

Please note the barcode is unique to the registered contractor:

Kindly print the email notification with the barcode and bring it to Fiera Milano Logistics office

(indicated in orange in the map* below) to print the contractor badges via the badge printer kiosks.

*Information accurate as of 29 May 2015

Validity of Contractors’ Badge

Set-up: Dismantling:

25 Oct - 7 Nov: 0800 hours to 2000 hours (Halls 1 & 3) 31 Oct - 7 Nov: 0800 hours to 2000 hours (All other halls) 8 - 10 Nov: 0800 hours to 2200 hours (all halls) 11 Nov: 0800 hours to 1800 hours (all halls)

20-25 Nov: 0800 hours to 2000 hours 26 Nov: 0800 hours to 1200 hours

You may close your Logistic Tool browser once you’ve completed everything.

- End of Logistic Tool Guide -

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Visa Invitation Letter

Part 1: Individual Application for Visa Invitation Letter

Step 1: Log into the E-Service Platform


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Step 3: Click on ‘here’ for the Visa Invitation Letter link

Step 4: Fill in all fields

Please ensure all information keyed in is accurate and click ‘Submit’

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Step 5: Receive the Letter of Invitation via email

You may download either by downloading from the attachment or click on ‘here’.

Step 6: Open the downloaded Letter of Invitation

-End of Individual Application for Visa Invitation Letter-

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Part 2: Group Application for Visa Invitation Letter

Step 1: Click on ‘here’ for the Visa Invitation Letter link

Step 2: Scroll to the middle section on ‘Group Request for Official Invitation Letter’

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Step 3: Click on ‘here’ to download the excel template Key in the information as per the fields indicated Save a copy of the file on your desktop after you’ve completed the compulsory fields. Step 7: Upload the Group Request Excel file

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Step 4: Select the excel file for upload Step 5: Once you’ve selected the file, click ‘Upload’ Note: After you click upload, the Letter of Invitation PDF will be emailed directly to each applicant’s email provided in the excel sheet.

Once you click ‘Upload’. The PDF letter of invitation will be emailed directly to each applicant’s email provided in the excel sheet

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Step 6: Receive the Letter of Invitation via email

You may download your Invitation Letter from the email attachment or click ‘here’.

Step 7: Open the downloaded Letter of Invitation

-End of Group Application for Visa Invitation Letter-

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Annex A: Guide for online registration of visitor badge (For exhibitors’ employees and guests only)

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Guide for online registration of visitor badge (For exhibitors’ employees and guests only)

Step 1: Enter the invitation code from the email notification and fill in the personal details.

Step 2: Click to tick ‘I agree’ on both Data Protection and click ‘Continue to proceed

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Step 3: Check details on Summary Page and click ‘Confirm’ to proceed or ‘Modify’ to amend details

Step 4: Acknowledgement Page - Should you require visa application, they may request the official invitation letter by clicking ‘here’-Refer to Page 4 for the steps to download the invitation letter

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Step 5: Receive Email Confirmation with attached eBadge

Sample of Visitor eBadge:

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Visa Invitation Letter

Please ensure all information keyed in is accurate and click ‘Submit’

Receive the Letter of Invitation via email

You may download either by downloading from the attachment or click on ‘here’.

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Open the downloaded Letter of Invitation

-End of Application for Visa Invitation Letter-

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Annex B: Guide for Stand Builders’ Online Registration

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Guide for Stand Builders’ Online Registration Note: You are required to complete the entire registration process in order for your Exhibitor to insert your organisation name in their exhibitor’s Logistic Tool.

Step 1: Click on the link to access the Stand Builder registration system.

Step 2: You may click on the flag icons to select either Italian or English as your preferred language. Click ‘Signup’ to begin the registration process.

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Step 3: Please make sure you fill out all the mandatory fields before you proceed to the next step.

Step 4: Click ‘Continue’ to proceed to ‘Personal Data’ page.

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Step 5: Make sure you fill out the information required in the mandatory fields.

Step 6: Please check the checkbox to comply with the mentioned obligations.

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Step 7: Please select either ‘Yes’ or ‘Not available’.

If your selection is ‘Yes’, fill in the necessary details in mandatory fields of the relevant contact person.

Click ‘Continue’ to proceed to the next step.

Step 8: Fill in the number of personnel for each of the job titles in your organisation. Click ‘Continue’ when you have completed this stage.

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Step 9: Please select the appropriate role of either ‘Employee’, ‘Legal Representative’, or ‘Attorney’. Complete the mandatory fields.

Step 10: Please note your registration is not completed until you have clicked the ‘Continue’ button. Kindly check all information provided by you. You may still click the ‘Edit’ icon of each sections of this Data Summary page to edit the information. Click ‘Continue’ to complete the registration.

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Step 11: You have now completed the registration.

You may click ‘Download the document’ to download the information you have submitted.

Step 12: You will receive an email confirmation to inform you of the completed registration and link for you to access the system.

You may also download and save the attached document which contains the information you have submitted.

-End of Stand Builders’ Online Registration-