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Frequently asked questions
PREPARATION FOR PARTICIPATION
What is the best time to apply for participation in the exhibition?
As the organizers we try to ensure that exhibition preparation and participation cause as little inconvenience and stress to our customers as possible. Therefore, we recommend applying exhibition participant form the earlier the better. This will allow you:
to choose the most advantageous location of your company's Booth in the pavilion
to calmly and without haste discuss and conclude an agreement
pay by installments at convenient time
What is the deadline date of application acceptance?
Normally, acceptance of applications ends 2 weeks before the event, but by this time, generally, there are no more booths with an advantageous location in the pavilion. Therefore, we suggest you to apply for participation as early as possible.
What does the UNEQUIPPED AREA in the application form mean?
The organizers offer a special option for companies wishing to make their participation in the exhibition as glorious and extraordinary as possible. It is a possibility to build and decorate your Booth as you wish, using additional funds, it is even possible to order the Booth construction and design from third-party external contractors. For this purpose, we provide raw space unequipped area, only limited by certain area it the exhibition pavilion. The price for this area does not include walls, electricity, carpet or furniture. You will need to cover electricity expenses to organizers.
What does an EQUIPPED AREA in the application form mean?
For maximum convenience of the exhibitors, we provide the option of booking an equipped area, i.e. exhibition booth, equipped with the necessary set of equipment, sufficient to participate in the exhibition with minimal cost.
What equipment is provided with the EQUIPPED AREA?
Walls, carpeting, 2 chairs, table, electricity, 1.5 kW socket, fascia panel with the company name (free up to 10 letters), hanger, wastebasket, spotlight (for every 4 sq.m).
How can I order additional equipment and when is it better to do it?
It is possible to order additional equipment through the list of the Exhibition Additional Equipment. The equipment list will be sent to you by the exhibition manager. We recommend to make an order in advance, because in case of late ordering, the necessary equipment may not be in stock, or a 100% extra charge of the equipment rent cost will be applied.
What does the CORNER LOCATION, END LOCATION (AT THE END OF THE LANE), etc. extra charge mean?
If the ordered Booth has a very specific advantage of 2 or 3 openings, special mandatory exhibition area cost extra charges are applied: 10% for the corner location (open from two sides), 15% for the end location (open from three sides), 20% for the "island" location (open from four sides).
What is included in the REGISTRATION FEE, and is it necessary to pay it?
Registration fee is compulsory and is paid once per company. Registration fee includes accreditation of company representatives at the exhibition, a copy of the catalog, adding about participants in the exhibition catalog, granting participants exhibition invitation tickets, a package of information documents, an invitation to the official banquet with a concert program in honor of the exhibition opening, sending invitation tickets through the participants' base.
What is the difference between the "Economic" registration fee and the "Active Chain Participation" registration fee?
The "Active Chain Participation" registration fee additionally includes: Goods presentation to the buyers from 40 retail chains of St. Petersburg and the North-Western region of Russia (retail chains' bypassing), sampling and tasting organizing at the Booth for retail chains, participation in the competition "Retail Chains' Choice, participation of 1 representative in the Chains' Wholesale Centre™ – direct supply negotiations with representatives of 40 chains of the North-Western region of Russia, participation of 1 representative in the food forum "Big City Trade", invitation of targeted visitors to your booth.
What does the placement of an advertising module mean? Is it a brief description about our company in the exhibition catalog?
No, advertisement module in our exhibition catalogs is an additional image, advertising "picture" of the company, provided by the participant in graphic format (.cdr, .eps, etc.) and placed on a separate page in the catalog by the organizer. Depending on the cost, it can be in color or black and white.
What are the requirements for advertisement module?
How does your company attract visitors to the exhibition?
Our company, being the organizer of exhibitions and conferences in almost all sectors of the economy, has the most extensive and up-to-date database of almost all existing enterprises. Our technique of attracting visitors is direct, often personalized, distribution of invitations to companies' executives whose scope of activity is potentially suitable for attracting them as the exhibition visitors.

For the maintaining, testing and updating of the database, as well as forming the lists of potential visitors and conducting mailings, we have a special department that permanently supports the database. To attract visitors, we use telemarketing, emails, SMS notifications, express delivery of letters and invitations and much more.

In addition to the most effective direct mailings, our company actively places information about the exhibition in local and international print and electronic mass media, as well as banners, street banners and posters and auditory advertising in the subway.

Our professional PR-team regularly writes and publishes different press releases about the events, which also contributes to additional advertising activities.
When do I need to provide a text description?
The deadline for submitting the description for the catalog is 1 month prior to the exhibition. But we usually recommend participants to provide the description as soon as possible, it is better to do it immediately after submitting the application. This will help to avoid misunderstandings later, and to translate it as well if necessary.
What if participating company is different from the paying one? Which company should be filling in the application form?
In such cases, application form should be filled on the payer, while participating company name should be filled in a special box.
Is it necessary to put a stamp and director's signature in the application?
Yes, the stamp and director's signature are mandatory in the application form.
What happens after we send you the application form?
Once we receive a correctly completed application form (signed and stamped), it is registered in our system. The selected Booth location in the pavilion is considered temporarily reserved for your company until the first payment for participation is received. After receiving the payment, the Booth is considered booked by your company for the duration of the exhibition.
Do you conclude contracts with the participants?
The contract is to be concluded on a mandatory basis. We kindly ask you to send your company details along with the application form (in electronic form in an editable format) to speed up the process of contract drafting.
In what currency can we pay?
For the convenience of our participants from all around the world, we accept payment in Russian rubles, Euro or US dollars.
Do you provide originals of accounting documents, contracts, and when can we receive them?
Organizers and participants exchange contract originals and accounting documents at the exhibition. On this matter, you can always contact the organizers' Booth directly in the exhibition pavilion.

Do you provide complimentary tickets for distribution to our customers/partners?
Usually, our participants use the electronic tickets for invitation and distribution. http://bilet.peterfood.ru/

If you need printed invitations, we will be glad to provide them. Please contact the exhibition manager to acquire them.



We can also send out invitation tickets through your database along an invitation to your Booth directly. Detailed information can be provided by the exhibition manager.


In addition to participation with a booth, what are the other forms of participation in the event?
For companies wishing to make use of the commercial potential of the exhibition and get the maximum benefit from their participation, the organizers created several additional opportunities, including:

"Big City Trade" Food Forum

Chains' Wholesale Centre™

"Our Brand" competition

"Innovative Product" competition

As well as conducting seminars, round table discussion, master classes, banner placement on the event website, sponsorship of events or individual options. For more information, please contact the exhibition manager.

What does Extramural Participation in the exhibition mean?
Extramural Participation in the exhibition includes placement of information about your company (up to 500 characters) in the exhibition catalog, a copy of the catalog and accreditation of 1 employee.
TRAVEL ARRANGEMENTS AND CARGO DELIVERY
Do you have a list of recommended hotels and any special accommodation offers for participants?
Для удобства участников и в целях сокращения их затрат на выставку организаторы заключают договор с основными отелями города о предоставлении специальных цен и скидок для наших экспонентов. Пожалуйста, обратитесь к Вашему менеджеру для получения более подробной информации или свяжитесь с нашим туроператором ООО «Империя Тур»: тел.: +7 812 448 66 27, www.imperiatourism.ru.
We need to deliver the goods to participate in the exhibition from another city/state. Who would you recommend contacting?
We recommend you to contact the Expoforum official forwarder – Pan-BALTService Company http://www.pan-baltservice.ru
We need to unload exhibits/materials in the pavilion. Who can help us?
To carry out such works, we recommend you to contact the Expoforum official forwarder – Pan-BALTService Company http://www.pan-baltservice.ru
SETTING UP A BOOTH
Do I need a third-party installer accreditation in the pavilion? Whom should I contact?
Accreditation is necessary for any outside organization before the beginning of installation works. Regardless of whether it's a professional installer or the exhibitor company itself sets up its own booth. Details of the procedure and the timing of its passage, please see the following link: http://www.ef-design.ru/tech-control/
When can the installers proceed with the construction of the booth?
According to the installation and dismantling dates set by the exhibition organizers.
Do installers need badges?
After passing the accreditation of all organizations involved in the installation are admitted to the pavilion with "installation badges", according to the list of persons involved in the accreditation.

We have ordered an equipped area. When can we come to the pavilion to set up our booth?
Arrival of the participants who ordered the equipped area is carried out a day before the opening of the exhibition. You can accept your Booth from 2.00 PM(14:00) to 8.00 PM(20:00).
What are the security working hours? Can I leave valuables/equipment at the booth on the day of arrival?
On the day of arrival, the pavilion is officially guarded from 10.00 pm(22:00). Until this time leaving valuables at the booths without supervision is not recommended since security personnel is not responsible for them.
WORK AT THE EXHIBITION
How does the security work during the exhibition?
During the exhibition, exhibits are guarded at night, from 7.00 pm(19:00) till 9.00 am(9:00). During business hours (from 9.00 am(9:00) till 7.00 pm(19:00)) security is only to keep order in the pavilion and exhibitors themselves are responsible for the safety of their personal belongings at the booths.
What are the hours of the open access to the pavilions for exhibitors during the exhibition?
Access to the pavilions for exhibitors is open daily from 9.00 am(9:00) till 7.00 pm(19:00). Visitors are admitted entering from 10.00 am(10:00) till 6.00 pm(18:00).
Where can I find the manager/coordinator/technical manager during the exhibition?
For your convenience, as well as for the promptest resolution of any issues arising in the process of participation in the exhibition, the organizers are constantly in the exhibition pavilion. You can always find a manager/coordinator/technical manager or representative of the Imperia company directly at the Directorate, which operates daily, including the day of arrival, from 9.00 am(9:00) till 7.00 pm(19:00). You can find the location of the Directorate in advance on the exhibition pavilion plan or ask at the front desk.
How do we register employees who will work at the booth?
In order to register the employees who will work at the booth during the exhibition, you have to complete the voucher form for the exhibitors where you need to enter employee details who will work at the booth and send it by e-mail.
Attach the form.



Where and when can we get our badges?
During all setting up days, registration desk for participants will be available at the pavilion. You can receive your exhibitor badges there.
Where and when can we get our exhibition catalogs?
Exhibition catalogs will be directly delivered to your booth on the first day of the exhibition.
Where can I get my business trip certificate stamped?
You can get your business trip certificates stamped at the Directorate any time during the exhibition.
When does the exhibition end on the last day of and is it necessary to stay at your booth until the end of the event?
On the last day, the exhibition is open until 5.00 pm. We recommend all participants to stay at their booths until the specified time, because before, the assembly gates will not open, loading and unloading operations are prohibited, and transportation of exhibits is impossible.
Why do organizers recommend to apply for participation in the next year's exhibition directly at the event?
We recommend you to apply for participation in the next year's exhibition directly at the event in order to secure the company's current booth location (according to statistics about 40% of the total area for the next year can be booked directly at the exhibition), pick the best location in advance, and get a discount on the exhibition area.