FAQs for Exhibitors

On this page, exhibitors find information, details and support regarding important topics and frequently asked questions. The FAQ is structured as follows:

  • On Site
  • Exhibitor Cockpit: Login + General
  • Exhibitor Cockpit: Exhibitor Tickets / Admission Vouchers / VIP Tickets
  • Exhibitor Cockpit: Digital Corporate Presence
  • Technology & Services: Technical Orders / Services Messe München / Logistics / Service Booklet
  • Invoices
  • Booth Location
  • General

On Site

Can I have my documents printed in the exhibitor office?

Unfortunately, this is no possible. You can print your documents in the Atelier Gebhard in the Service Works East (East Entrance).

Something was stolen from me, what do I do now?

Report this at the security center in the West Entrance or by phone at +49 89 949 -24555

Can I still buy dek material, tools or electrical material on site?

Plan 3 GmbH supplies exhibitors and stand builders with everything they need for their booths. In case you are still missing something for the perfect exhibition appearance, the PLAN 3 exhibition store is set up for you, located in the atrium in front of Hall B5. Here you will find everything from painting supplies, decoration and graphic materials, tools and souvenirs to food and catering equipment. Alternatively, a larger shopping center, the Riem Arkaden, is within walking distance of the West Entrance.

Is it possible to book meeting/conferences rooms on site?

If there are still meeting and conference rooms available, they can be booked on site via the exhibitor office.
Please note, however, that in these cases it will only be possible to rent room equipment and make individual seating requests to a limited extent.

Is it possible to book meeting/conferences rooms on site?

Neumann&Müller GmbH & Co. KG offers you this service. You will find a corresponding booking form from February 2024 on our website. For last small reorders on site you will find Neumann&Müller in the atrium in front of hall B1.

Where can I find an ambulance service?

The first-aid service is always present at events - from set-up through the entire duration of the exhibition to dismantling. First-aid stations are located at the West and East entrances and in Hall C4 - depending on hall occupancy. Paramedics and doctors treat medical emergencies directly on site. If necessary, they will be supported by the public ambulance service.

Where can I rent audio and video equipment such as an additional microphone, speakers, etc. on site at short notice?

Neumann&Müller GmbH & Co. KG offers this service line on the exhibition grounds, atrium in front of hall B1.

Exhibitor Cockpit: Login + General

What is the Exhibitor Cockpit?

The Exhibitor Cockpit is a password-protected area in which you can register for our exhibitions as a main or co-exhibitor. A part of the Exhibitor Cockpit is our Order Center, where you can book various marketing and ticketing services and edit your data in the exhibitor list.

I’m having trouble logging into the Exhibitor Cockpit. What can I do?

Please check the following:

  1. Make sure that you are using the correct Platform.
  2. Please check whether you’re listed as a contact person in the registration form and are therefore registered in our system. You can find out by checking your registration form.
  3. When you’re trying to log in, are you using the email address you provided during registration as the user name?
  4. Have you already tried resetting your password? If you have not, please try this and see if it helps. Your new login data is sent to you within 2 hours. Please make sure to also check your spam and junk folders.
  5. Have you still not received a new password? Please contact us at TheSmarterE@fwtm.de and send us all the information you gathered in steps 1–4. We will take care of your issue ASAP.
I cannot access my data or the co-exhibitor’s data in the Order Center. What can I do?

Please make sure that you were actually registered as the contact person for your company during registration. If this is the case, please check if you have received the approval from all main and co-exhibitors that you’re managing. If you still can’t get log in, please contact us at TheSmarterE@fwtm.de

I’m in charge of planning our attendance as an exhibitor at The smarter E Europe together with several colleagues. Can we all get access to the Exhibitor Cockpit?

No, only the person who was registered as contact person has access (as specified in your registration).

We’ve changed our contact person for the exhibition. How can the new contact person gain access to the Exhibitor Cockpit?

Please send us an email with your desired changes in writing to TheSmarterE@fwtm.de. Once we have changed the contact person within our system, this person automatically receives access data for the Exhibitor Cockpit.

Can I give my co-exhibitors their own access to the Exhibitor Cockpit?

Yes, you can give them access yourself in the Exhibitor Cockpit. After logging in, please select the year of the event and then the menu item "Order Center". This page provides an overview of all main and co-exhibitors you’re managing. Scroll down and select the option “Co-exhibitor Login”.

I registered for the Exhibitor Cockpit, but I haven’t received any login data. Why?

Before you receive the login data, you first need to confirm your registration (double opt-in). Please check if you’ve received an email from TheSmarterE@fwtm.de with the subject “Access to The smarter E Europe Exhibitor Cockpit”. Make sure to also check your spam and junk folders. This email contains a confirmation link which you need to click within 24h after receiving the email confirming your registration. Once you have done this, you will receive another email with your login data.

Exhibitor Cockpit: Exhibitor Tickets / Admission Vouchers / VIP Tickets

How many free exhibitor-tickets do I get?

The number of free exhibitor tickets is based on your booth space.

  • up to 10 sqm = 2 exhibitor tickets
  • 11-20 sqm = 3 exhibitor tickets
  • 21-30 sqm = 5 exhibitor tickets
  • 31-50 sqm = 9 exhibitor tickets
  • 51-100 sqm = 13 exhibitor tickets
  • 101-150 sqm = 19 exhibitor tickets
  • 151-200 sqm = 23 exhibitor tickets
  • 201-250 sqm = 27 exhibitor tickets
  • 251-500 sqm = 31 exhibitor tickets
  • from 500 sqm = 37 exhibitor tickets

Any additional exhibitor tickets will be charged separately (price available within the Exhibitor Cockpit from February 2024).

Where can I register the exhibitor tickets?

Exhibitor tickets can be ordered after the Order Center has been activated in February 2024. Please note that an order can only be placed after the booth rental invoice has been settled.

To order exhibitor tickets, please follow these steps:

  1. Log into the Exhibitor Cockpit.
  2. Select the year of the event
  3. Select “Order Center
  4. Click the name of the respective exhibitor. If you’re only managing one exhibitor, you can only select this one. You will then be redirected to the Order Center.
  5. Select the menu item “Tickets & Vouchers” and then “Tickets
  6. Beneath the displayed conditions and information, click “Order exhibitor tickets”.
  7. The user interface will now look a bit different – by clicking the lower tile, you can register exhibitor tickets and see whether your employees have already registered themselves.
  8. Click “Register exhibitor tickets
  9. Select your preferred email template. You can customize it.
  10. Please enter the data of your staff. You can do this manually or by importing an Excel file.
  11. Your employees will then receive an email with a link to download their exhibitor tickets.

We have documented the entire process for you as a guide here.

Do we need tickets for setting up and dismantling the booth?

No, you don’t need a ticket for the set-up and dismantling.

My colleague is sick and cannot participate. Can another person use the exhibitor ticket?

No, the exhibitor ticket is personal and non-transferable. You need to book a new exhibitor ticket via the "Order Center" in the Exhibitor Cockpit under “Tickets & Vouchers”. The old ticket can be canceled in the Exhibitor Cockpit (see “Where can I register exhibitor tickets”).

How do I order entry vouchers for my customers?

You can place orders for entry vouchers for your customers under the "Tickets" option in the "Tickets & Vouchers" menu item once our Order Center has been activated in February.

Please note: We have documented the entire process for you as a PDF Instructions and as video Instructions.

  1. Log into the Exhibitor Cockpit
  2. Select the year of the event
  3. Select “Order Center
  4. Click the name of the respective exhibitor. If you’re only managing one exhibitor, you can only select this one. You will then be redirected to the Order Center.
  5. Select the menu item “Tickets & Vouchers” and then click “Entry vouchers”.
  6. Enter the number of entry vouchers you need, click “Add to shopping cart” and confirm the order.
  7. The user interface will now look a little different – via the upper tile, you can invite visitors and see whether your customers have already registered themselves.
  8. Click “Invite visitors
  9. Create a campaign title and choose between “Invitation via email” (sends an email directly from the system) and “Provide registration codes” (creates an Excel list of codes which is then provided to you by the Exhibitor Service Center).
  10. Invitation via email” requires the same steps as the exhibitor ticket registration.
May I invite my customers to The smarter E Europe and what would that cost?

You are welcome to invite your customers to visit The smarter E Europe. To do this, select the menu item “Entry vouchers” via the Order Center. Please note that our Order Center will be activated by February 2024 first.
You can find a detailed description of how to proceed under “How do I order entry vouchers for my customers?”. Your costumers will receive a registration code/link from you, through which they can register their free ticket. You are only charged for validated vouchers (price available within the Exhibitor Cockpit from February 2024). 50 validated vouchers are free of charge per exhibitor; 200 tickets is the maximum amount of tickets charged (this number varies depending on your membership status).

Can I participate at the conference with my exhibitor ticket?

No, the exhibitor ticket only gives you access to exhibitions of The smarter E Europe (Wednesday and Thursday from 7 am to 7 pm, Friday until 6 pm).

How do I get VIP tickets?

The number of free VIP tickets is based on your membership status and your booth size. You can find the number of free exhibitor tickets granted to you via the Order Center in the Exhibitor Cockpit under “Tickets & Vouchers”, where you can also directly invite your VIP guests. VIP ticket are not for sale. If you have any questions, please contact Gaby Kubitza at kubitza@solarpromotion.com

What does the VIP ticket include?

The VIP ticket includes free access to the exhibition on all three exhibition days, the use of airport shuttles from and to Munich airport, one free use of the on-site coatcheck, as well as free access to the VIP Lounge (Bavaria Lounge at the West Entrance, second floor – 1. OG).

How are the redeemed entry vouchers charged?

The entrance vouchers ordered by you will be invoiced with the final invoice after the exhibition.
Please note that no matter how many vouchers you order, you will always receive an order confirmation by e-mail. This order confirmation will always show an order amount of €0. The invoice will only be issued after the exhibition on the basis of the tickets purchased.

Please note the following principles for the invoicing of vouchers:
Redeemed vouchers will be invoiced to you after the exhibition at €8.00 each plus VAT, whereby for non-members and members the first 50 REDEEMED VOUCHERS are FREE OF CHARGE and we charge a maximum of 200 redeemed vouchers per exhibitor.

For special cases depending on membership status, please refer to the services listed in the Exhibitor Cockpit.

When can I print my exhibitor ticket on site?

From the first day of the exhibition or the first access by scanning the QR code you will receive your exhibitor ticket (badge).

Where can I manage/check my booked exhibitor tickets/entry vouchers?

You can check your booked exhibitor tickets and entry vouchers via the Order Center in the Exhibitor Cockpit under “Tickets & Vouchers”. Please note, that our Order Center will be activated by February 2024 first. You can find a detailed description of how to proceed under “How do I order entry vouchers for my customers?”.

Exhibitor Cockpit: Digital Corporate Presence

How can we edit our company’s entry in the exhibitor list in the Exhibitor Cockpit?

To upload a company logo, please note, that we have documented the entire process for you as PDF Instrucions Follow the instructions up to point 7. On the left, you have various editing options that are free of charge. By clicking the pencil icon next to your company name or your contact details, for instance, you can edit them on the right-hand side. You also have the option to post a customized company presentation, including images.

You can also download a QR code containing a link to your company’s entry in the exhibitor list to embed it into your communication.

You have the option to publish your logo in the exhibitor list and/or in our event guide (a printed exhibitor list with floor plan), subject to a fee.
Would you like to expand your online presence? You can find more interesting options in the menu item “Extended company profile”.

Which format specifications do I need to consider if I want to publish my logo in the printed event guide?

Logos are usually depicted in a square vector. All formats listed here must depict the full logo, without margins. The following minimal requirements need to be met by your image file:

  1. Presentation without quality loss
    To display your logo without quality loss on any end device,
    you should use an SVG file (Scalable Vector Graphics). Fonts need to be converted to paths, otherwise a font pre-installed on the individual device will be used. As this SVG file can be scaled without quality loss, there are no minimal requirements.
  2. Minimal requirements
    If you don’t have an SVG file, you can also use a PNG version of the logo. The PNG file should have a transparent background. This file can only be displayed with a maximum of 300 x 300 px. To ensure an optimal presentation on any end device, the file should be no less than 600 x 600 px at 72 dpi (without margin).
    This results in the following minimal values for landscape and portrait formats:
    - Landscape format (without margin) / min. 600 px wide / 72 dpi
    - Portrait format (without margin) / min. 600 px wide / 72 dpi
    - Square (without margin) / 600 x 600 px / 72 dpi
  3. Minimal requirements
    If you don’t have an SVG or PNG file of the logo, you can also use JPG. Your JPG should have a white background. The minimal values are identical to those listed in 2.
What services can I book via the Order Center in the Exhibitor Cockpit?

You can find a detailed description of the services in our Checklist on page 8. Some of these booking options include:

  • Editing the company profile in the exhibitor list as well as adding a logo
  • Registering exhibitor tickets
  • Ordering entry vouchers for your customers
  • Posting vacancies
  • Booking Scan2Lead services (efficient documentation/lead-tracking of your conversations at the exhibition booth)
  • Press kit space rental
  • Requesting conference or meeting rooms
  • Downloading individual banners for your communication on the exhibition
  • Registering for the free Membership Program and receiving benefits
When can I print my exhibitor ticket on site?

You will receive your ticket from the first day of the exhibition or the first time you enter by scanning the QR code on your exhibitor ticket.

What is Scan2Lead?

The company Adventics offers our exhibitors a lead tracking system for efficient documentation/lead tracking of conversations at the booth. The booking of the different services is possible via our order center within the Exhibitor Cockpit from February 2024.

Where can I pick up my ordered Scan2Lead devices office onsite?

Please check our FAQ's here for the exact location and opening hours of the Scan2 Lead office at the exhibition center starting March 2024.

Technology & Services: Technical Orders / Services Messe München / Logistics / Service Booklet

How can I book a parking permit?

From February 2024, you can book parking spaces for cars and trucks on our website under the menu item For exhibitors in the "Technics and Services" section using the order forms stored there.
Invoicing will take place with the final invoice from Messe München. Please direct all queries regarding parking permits to:
APCOA Parking Deutschland GmbH , Tel. +49 89 949 281 30
The invoice will come with your final invoicing from Messe München.

How can I reserve a time frame for the vehicle access point to the exhibition grounds to avoid a waiting period?

Messe München offers its exhibitors, their booth builders and forwarding agents the possibility to reserve a time frame for their delivery and collection via the logistics control system FairLog. Please note that this service can only be booked for vehicles that are longer than 8 meters in total. Reserve your parking lots at https://messe-muenchen.fairlogportal.com.

I haven’t received any confirmation from Messe München on my technical orders – how do I know whether they’ve received them?

Messe München does not send any confirmations on received orders. If you have any questions please contact TAS2@exhibition-muenchen.de or Tel. +49 89 94921135

What is the deadline for my service orders (electricity, cleaning, security, etc.)?

The deadline for most of the technical orders is six weeks before the set-up officially begins. While orders will still be possible after that date, you may have to expect a surcharge for late booking. If you have any questions, you can find the contact details of the service providers on the respective order form.

By when do I need to submit the booth construction plans for approval?

The submission deadline for booth constructions requiring approval is six weeks before the set-up officially begins. Please submit your plans to the Technical Exhibition Services (Technischer Ausstellerservice, TAS2) of Messe München (Tel. +49 89 94921135, tas2@messe-muenchen.de)

Can we deliver smaller materials to the exhibition hall with our own passenger car?

Yes, deliveries with your own passenger car are generally allowed, but please note that in case of a high congestion, the passenger car entry will be stopped. When you enter the exhibition grounds, you will need to pay a deposit of 100 €.

Which booth builder can I book? Are there any specifications I need to consider?

You are free to choose any booth builder. You can find contact details for our booth building partners on our website under Service Manual.

How do I need to label the deliveries for my exhibition booth?

You can find information on this in the Service Manual under “Logistics and Security” (by February 2024).

I will not be personally available to receive the delivery myself – what do I do?

If you are not personally available to receive deliveries, they will be stored by the shipping companies subject to charge. Please notify the shipping company about this. You can find information on this in the Service Manual in the menu item “Logistics and Security” (by February 2024).

Where can I find more information about the Outdoor Area?

For more information on the outdoor area, go to the Service Manual tile on our website and click on “Outdoor Area”(by February 2024).

How can my booth builder make it onto the exhibition grounds?

From mid-May, our traffic guide will be available under “Logistics and Security” in the Service Manual (by February 2024). This guide contains information on all vehicle access points, times and any further important information on set-up and dismantling. No tickets are required during the set-up and dismantling periods.

Where can I order furniture?

You can book the furniture you need for your booth on our website under the menu item "For exhibitors" in the "Services and equipment" section (available from February 2024).

Can I book an entry slot for trucks for the last day of the exhibition or the start of dismantling at 6 pm?

No, this is not possible.
You will find all further information on the entry regulations for dismantling in the Messe München Traffic Guide.
The traffic guide will be available on the website from mid-May 2024. Please direct your questions to: vs@messe-muenchen.de

Where can I order catering for my booth?

In our Service Manual for Exhibitors (Services and Facilities) you will find the order forms for the various catering providers.
Please note that the relevant forms will be available from February 2024.

Where can I get a technical floor plan?

The technical floor plans are available from Messe München's Technical Exhibition Services:
Tel: +49 89 949 211 35 or via email: tas2@messe-muenchen.de

When will the Messe München Service Manual be available?

The Service Manual will be available from the end of February under Technics and Services.

Invoices

Which invoices will I receive in connection with The smarter E Europe?

Before the exhibition, you will receive an invoice from Freiburg Wirtschaft Touristik & Messe GmbH & Co. KG stating the booth rental fee and other fees, if any, for additional set-up days, container slots and sponsorships. After the exhibition, you will receive an invoice for ancillary costs, such as conference or meeting room rental, exhibitor tickets and other services you ordered in the Exhibitor Cockpit.
You will receive an invoice from Messe München in advance based on the size of your stand as an advance payment for ancillary services. After the exhibition, you will be refunded for any amounts paid in excess. You will receive an invoice for all services including electricity and water installations, suspensions, parking tickets, etc. after the exhibition,
Your respective service providers will send the invoices for booth construction, equipment, catering etc. You can find an overview of all the companies that could potentially send you an invoice on page 9 of our Checklist.

When will I receive the invoice on my booth rental?

You will receive the invoice for your booth rental about two weeks after you were sent the booth placement.

How can I change my billing address?

To change your billing address, please send an email with your inquiry and your new address to TheSmarterE@fwtm.de. Please note that if you want to change your billing address after invoicing, you will be charged a processing fee of 175 € per change and per bill.

I need a quote for my accounting department to create a PO number. How can I get a quote?

A PO number is an internal order number that you may need for your internal accounting/allocation. If you need one, please use the Cost Calculator to receive all costs.

Do I need to pay the booth rental fee even if the location does not meet my expectations?

Yes, you have to pay. Booth locations are assigned once all the exhibitors’ details and wishes have been thoroughly checked. Discrepancies between the assigned location and your specifications arise from the total demand and our actual options. If you are unsatisfied with your booth’s location, we are happy to check for alternatives.

How much will I have to pay if I cancel the exhibition?

The cancellation fee depends on when we receive your (written) notification of the cancellation of a confirmed registration. Depending on the timeframe, the cancellation costs are between 10% to 100% of the booth rental fee. You can find a detailed scheme under item 8 of our General Terms and Conditions of Participation that you received with your registration form.

Why do I get an invoice from Messe München?

You will receive an invoice from Messe München based on the size of your of booth space as an advance payment for ancillary services. For the exact amount, please refer to the general conditions of participation from the registration. You need to pay this invoice before the exhibition takes place to gain access to the services. After the exhibition, you will be refunded for any amounts paid in excess.

Booth Locations

How is the rate for each exhibitor determined?

The rate depends on the booth type, registration date and membership status in our Membership Program. There are three categories: regular price, price for re-booking and the member rate. For more details, please see your registration.

How can I ensure that all my wishes for the booth are taken into account?

Booth locations are assigned once all the exhibitors’ details and wishes have been thoroughly checked. Discrepancies between the assigned location and your specifications arise from the total demand and our actual options. But we are happy to check for alternatives in case you are unsatisfied with your booth location.

I’m not satisfied with the assigned location. How do I proceed?

If you are unsatisfied with the assigned location, please get in touch with your contact (see contact details you received) and we will be happy to check for possible alternatives.

Is it possible for me to influence the booth location by booking additional services (sponsorship)?

The booking of a sponsorship offers raises your point status in the Membership Program and therefore also affects your advantages. This includes a preferred location (depending on the status level). So it’s certainly worth booking a sponsorship. And what’s more, you increase your possibilities to get into contact with promising players before, during and after the exhibition!

General

This is my first time as an exhibitor. How do I proceed?

You can find information on The smarter E Europe such as the exhibition site plan, the exhibition areas, a cost calculator, etc., on our Website, as well as a link to the Online Registration. You are also welcome to contact our sales team (Ms. Kristin Merz, merz@solarpromotion.com, tel. +49 7231 58598-299). If you’re already registered, please see the Exhibition Checklist for an overview of the most important steps to plan your exhibition attendance and to help you to prepare the attendance.

What are the admission times of The smarter E Europe for exhibitors?

2 hours before the opening of the exhibition and 1 hour after the exhibition closes:

7.00-19.00 | Wednesday
7.00-19.00 | Thursday
7.00-18.00 | Friday

An Exhibitor Ticket is required (for registration see Exhibitor Cockpit "Where can I register exhibitor tickets?").

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