Deliveries
Please be advised there is a weight restriction of 800KG Per Square Metre in Hall 1 at Expo XXI Warsaw. We are not permitted to use forklifts within the hall for unloading / reloading of exhibits, due to being over the weight regulation at the venue. Pallet trucks can be used as an alternative to a forklift and there is also a possibility for some items to be moved using rollers. In order for an item to be moved using rollers it needs a solid frame / structure and base. All items being exhibited are subject to the above weight restrictions.
Shipments containing large items must be reviewed and approved by our logistics partner (CEVA) prior to shipping. If shipments are sent without pre notification and approval, we cannot guarantee we will be able to unload them to your stand.
If you are planning to send any shipments above 500KG, please georgina@defenceleaders.com as soon as possible and we will confirm if this can be shipped to the exhibition. This information is required no later than Friday 28th February 2025.
Information Required
- Weight
- Dimensions (Please provide Length, Width and Height)
- Image of the item
- Brief description of the item.
- Technical information such as lift point and floor loading points.
For space only stands please include this as part of your stand plan, these are required by Monday 17th February.
The venue will NOT accept deliveries directly to the hall with the exception of stand build material. All exhibits & promotional material will need to be shipped to the advanced warehouse (please refer to the Shipping Manual for the appropriate address). The latest arrival at the warehouse is Friday 8th March, CEVA must be made aware a minimum of 48 hours before arrival. All deliveries from the advanced warehouse will be made Monday 11th March after midday.
CEVA logistics are our official logistics partner for further information contact Mitchell by Monday 12th February to ensure shipping deadlines are met – travis.shaxted@cevalogistics.com
IMPORTANT – if you are shipping to the warehouse via a courier (Fedex, TNT, DHL etc) CEVA Logistics must be made aware of this before the goods are shipped. Failure to do this will incur intervention fees at £225 per shipment not including customs clearance, importer of record, duties & taxes or any onsite handling.
If you require any empty cases, boxes or pallets to be stored during the show CEVA can collect, store & return during official breakdown
Graphics
For any graphics or build requests please contact Rafal at PSP- k.r.galimski@psp.com.pl
For Additional Furniture please contact Rafal at PSP- k.r.galimski@psp.com.pl
Dimensions for graphics files for 3m wide info board is 293cm x 240cm.
For production Graphic Files should have Pdf or Tiff formats (oblated, LZW compresion) resolution 100 DPI, scale 1:1.
Public Liability Insurance
All exhibitors MUST have public liability insurance in place, we strongly recommend a value of 10 million cover.
We do not require a copy but please be aware if the venue wishes to see this on-site you will have to have an up to date copy to hand.
Risk Assessments
All exhibitors MUST have a risk assessment in place.
We do not require a copy but please be aware if the venue wishes to see this on-site you will have to have an up to date copy to hand.
AV equipment hire
Please contact Kamil at Brill for AV hire - kamil.szymanowski@brill.pl / 0048 507 038 984
Security
Whilst every reasonable precaution is taken to ensure the safety and security of personnel and equipment the organisers cannot accept responsibility for injury, loss or damage or any consequential losses which may befall your personnel or their property. The organisers will implement comprehensive security cover throughout our tenancy.
First Aid
First aiders will be on-site throughout your tenancy. If first aid is required, please tell your event manager or any venue steward. A member of the first aid team will come to help.
Exhibition Break Down
Exhibition break down can begin on Thursday 27th March, hand carry items can be packed and removed as soon as the last presentation has finished. The empty cases stored by CEVA will begin to be returned by 5pm when permission is granted by the venue.
