Event Information

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

• Exhibition Timetable 
  • Provides information of the build up, show open and breakdown dates and times.
  • If early access is required this must be requested on or before Friday, 6 March. Early access requests are subject to the approval of the Operations Manager. Due to capacity limitations, early access may not be granted once a hall reaches operational limits.

• Badges & Passes    
  •  All exhibitors need to pre-register online prior to arrival and download their badges from the exhibitor portal.
  • All stand personnel required on the stand during the event days, including stand-by contractors, catering and hostess staff must be allocated an exhibitor badge through the exhibitor portal.
  • All exhibitors and contractors must register via contractor registration during build-up and breakdown. Access to the venue during these periods is permitted only to individuals wearing appropriate PPE.
  • For any questions or enquiries, please reach out to customer service by completing this form.

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

• Space Only & Stand Build Submissions 
  • Space Only stand plans deadlines:
    • Double Deck stand plans: 16 January 2026
    • All other plans: 30 January 2026

             For full details, click here.

• Stand Build Regulations
  • Walling regulations for an open side dictate that 50% of any open side must remain open.
  • The height limit for stand fitting, including cladding of columns is 6m from the floor level, however there are height restrictions in certain areas of the halls. The minimum construction height is 2.5m. Stands over 4m in height must be structurally stable under a dynamic pressure of 1.125 kN/sq m from 0 to 4m above the floor and 0,063kN/m² above 4m (= airflow within the halls).
• Double Deck Stands
  • There is a strict deadline of 16 January 2026 for submitting all required documentation. Failure to provide this information by the deadline will result in additional costs to the exhibitor.
  • The very final deadline date for Double Deck stand plan submission is 5pm GMT on 9 March 2026. Please refer to the surcharge rates outlined for late submissions. Failure to submit all the necessary documents by this date will result in not being allowed to build a Double Deck stand, no exceptions will be made.
  • KEY DATES AND SURCHARGE RATES
  • Submission to the Organiser (Ops Squad Stand Plan Team):
    • All necessary documents must be submitted to Ops Squad for review by 16 January 2026.
  • Submission to the Appointed Structural Engineer:
    • No surcharge – for submission received before 9 February 2026.
    • 20% surcharge – for submissions received between 10 February and 23 February 2026.
    • 50% surcharge – for submissions received between 24 February and 9 March 2026.
    • 100% surcharge – for submissions received from 10 March 2026 onwards. At this stage, no Double Deck stand will be approved.

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

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

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

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

• Exhibitor Catering – Hospitality and stand catering can be provided in line with latest guidance and regulations subject to the Stand Catering Form being completed.
• Accommodation – Plan your stay early. Visit the event website for details and secure accommodation conveniently located near the event.

WARNING: Unsolicited Marketing Communications

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

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

BACK TO TOP

All stands, displays and exhibits must be completed by 2000hrs on Monday, 13 April.

To apply for early access or to work outside of these published hours, please complete the request form:

WTCE 2026 - Early Access & Late Working Request Form

All extra working must be pre-approved by the Operations Team. The cost for access on Thursday, 9 April (0800-2000) is €769 per stand. Additional hours are charged at €143 per hour if confirmed and paid for before Tuesday, 10 February, or €282 per hour after this date including on site. Early access requests will close on Friday, 6 March, any requests after this date will not be accepted. Pre-event late working requests will also close on Friday, 6 March. After this date, all late working requests will be taken onsite only and will need to be paid for via credit card. Any same day late working request should submit and paid before 1700 hrs.

Stand plans showing height dimensions along with a risk assessment and method statement must be submitted for approval no later than Friday, 30 January. The deadline for Double Deck stands is Friday, 16 January.

The removal or packing of items or graphics on a stand must not commence until after show close on Thursday, 16 April. All shell scheme exhibits must be removed by 2000 on Thursday, 16 April as the dismantling of shell scheme stands will begin at this time.

All stand fitting and excess waste must be removed by 1200hrs on Saturday, 18 April.

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

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

BACK TO TOP

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

For security reasons every member of your stand staff must wear an Exhibitor badge in order to gain admission to the hall. It is requested that exhibitors wear their badges at all times during the event. Exhibitor Personnel Badges can be ordered online through the Exhibitor Portal. It is the responsibility of the Main Stand Holder to order and register badges for each person that will be working on the stand during the show as Exhibitor Badges are non-transferrable. 

All attendees including exhibiting staff must register in advance of the event and before they arrive onsite. Please have your badge ready for scanning at the entrance to gain access.

You will still need to register via the Contractor Registration system, even if you already have an exhibitor personnel badge, in order to access the venue during the build-up and breakdown periods. This ensure all individuals have received the required safety briefing and are accounted for in case of emergency. Please note that access to the venue during these times is restricted to individuals who are wearing the appropriate PPE and have completed the Contractor Registration process. Please refer to the Site Rules for further details.

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

At WTCE, we now need all contractors who are coming onsite for build or breakdown to register their details and complete the site induction before they will be allowed into the exhibition halls. You will receive a confirmation once you have completed the process which you will need to show at entrance gate B6 to security and receive the contractor wristband for access into the halls for build and breakdown. The wristband must be displayed at all times whilst onsite.

Every contractor coming onsite for build or breakdown should follow the below instructions to register themselves and complete the site induction before arriving onsite. Please share this information with all contractors coming onsite for build and break down.

Before coming onsite:

1.     Scan the QR code below with your mobile phone, or alternatively use this link. - Coming Soon

2.      Fill in the registration form and review the site rules.

3.      Press ‘Submit’ to generate your email confirmation which is valid for build and breakdown.

4.      Save the email to your phone to take onsite with you.

Onsite:

When you arrive onsite, show your confirmation to security who will issue your wristband and then let you in to the exhibition halls. This will be checked
 every day you enter the exhibition halls, so make sure you have your confirmation and wristband easily accessible.

To avoid delays we strongly recommend you complete your registration in advance.

The data collected from contractor registration is shared with relevant parties involved in the organisation of WTCE. For more information, please view our Privacy Policy.

Please note:

• Contractor e-badges are NOT valid to gain entry to the exhibition halls during the show-open period.
• Access to the venue during build-up and break-down periods is subject to persons wearing appropriate PPE; see the Site Rules for further details.

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

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

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

BACK TO TOP

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

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

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

• Download Exhibitor Environmental Checklist

For more Information:

• RELX Sustainability 
• Venue Sustainability

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

BACK TO TOP