Checklist

Stand Plan Submissions

All space only stand plans must be submitted to the appointed Stand Plan Inspection Agency, Event Support Solutions (ESS), by the published deadline. Submissions must be made in full and submitted to ICEplans@eventsupportsolutions.com.

Complex Stand Plan Deadline
21st October 2024 (Deadline applies to all complex ground mounted structures and complex rigging)

Non-Complex Stand Plan Deadline
25th November 2024

All information is to submitted in English and include exhibiting company's name and stand number. Alongside your stand plans and all supporting documentation, you must also submit the Stand Design Inspection Form.

Stand Design Inspection Form Available Here .

Build Up and Breakdown Passes

We require all persons accessing the exhibition areas to be duly identified/accredited and to agree to the site rules as stipulated by the Organiser and the Venue. All personnel will be provided a personal passes.

During the days of build up and break down, individuals under the age of 16 shall not be allowed to enter the halls.

Special Activities Form

Special activities and demonstrations are permitted on stands, however they must be disclosed to and approved by the Organisers in advance of the show. Failure to notify the Organiser’s will result in you being asked to cancel or turn off your activities. If you intend to include any items of special risk on your stand for the show, they must be included in your Risk Assessment. Special activities include but are not limited to:

Inflatables including helium & toy balloons.
Performances including dancers, bands, DJs, or other musical acts.
Private transport arriving onsite to take guests from the exhibition to other events.
Laser and haze products.
Seated audiences.
Neon or florescent lights.
Water features or water-related activities.
Animals.
Motor vehicles.
Fog or mist machines.
Flammable oils, liquids & gases, compressed gases, and naked flames.
Working machinery & apparatus.
Radioactive substances.
Dangerous exhibits, including weapons & guns.

If you wish to have special activities on your stand, please complete the Special Activities Form.

Deadline is Friday 28th November 2025

Stand Contractor Form

We ask that all Exhibitors complete the Stand Contractor Information Form. By completing this form, they provide us the consent to contact you, the Stand Contractor, with important notices.

Please ask that your client logs into the Exhibitor Technical Manual to complete this form.

Deadline is Friday 10th October 2025

AV

ServiFira is one of our official AV suppliers.

They can provide any of the standard AV equipment you may require but they can also provide proposals for any customised items you may require.

Visit the SeriFira store to look at what they can offer.

Earlybird Discount Deadline: Monday 1st December 2025

Final deadline: Wednesday 17th December 2025

The Organiser will shortly announce more recommended suppliers.

Carpet

GES

GES are our official carpet supplier.

Space only stands are required to provide their own carpet through their official stand contractor and a fire safety certificate must be provided.

To see what our official carpet provider can offer you, please visit the GES store.

Earlybird discount deadline: Sunday 1st December 2024

Final deadline: Friday 29th December 2024

Catering

Gastrofira is Fira Barcelona’s exclusive caterer. A wide variety of fresh and delicious food, beverages and equipment can be delivered directly to your stand, meeting room or suite.

Hospitality Offer:

Creation of a tailored catering offer, including all you need for your bar.
Full service including staff, machinery, all necessary material.
Large catalogue of branded items available (e.g., paper coffee cups, napkins, stirrers, straws, water bottles, biscuits, apples).
Special services available (e.g., baristas, bartenders).
Versatile gastronomic options suitable for your receptions inside or outside the Fira venue.

Stand Delivery:

Provision of 'on-the-go' food and drink for customers and team.
Delivery of all the products to your stand.
Range of snacks, refreshments, and equipment (e.g., coffee machines, water coolers).

Deadlines:

Earlybird Discount Deadline: Monday 1st December 2025

(after this deadline prices will increase by 10%)

Final deadline: Wednesday 17th December 2025

*(after this deadline prices will increase by 10%)

To see what they can offer, please visit the Fira Store.

To discuss further requirements please contact them on the following email address: Gastrofira

Cleaning

ServiFira will be providing all Waste and Cleaning services for ICE.

To order Cleaning, please visit Fira Store.

To order Waste services, please visit Fira Store.

Please note there are specific regulations regarding Waste. You must read our regulations regarding waste as a matter of importance.

Earlybird Discount Deadline: Monday 1st December 2025

Final deadline: Wednesday 17th December 2025

Electrics

GES

GES is the exclusive provider for Electrics.

Exhibitors who require electrical fittings must order the appropriate mains supply and fittings from GES. You must submit a grid plan.

To order, please visit the GES store.

Earlybird discount deadline: Sunday 1st December 2024

Final deadline: Friday 29th December 2024

Floral

ServiFira is one of our official Floral suppliers.

They can provide a wide range of floral and, as they are an inhouse venue supplier, they can provide a streamlined delivery process.

Visit the SeriFira store to look at what they can offer.

Earlybird Discount Deadline: Monday 1st December 2025

Final deadline: Wednesday 17th December 2025

The Organiser will shortly announce more recommended suppliers.

Furniture

ServiFira is one of our official Furniture suppliers.

They can provide a wide range of furniture and, as they are an inhouse venue supplier, they can provide a streamlined delivery process.

Visit the SeriFira store to look at what they can offer.

Earlybird Discount Deadline: Monday 1st December 2025

Final deadline: Wednesday 17th December 2025

The Organiser will shortly announce more recommended suppliers.

IT

ServiFira is the official provider for all Telecommunications and Internet.

Visit the SeriFira store to look at what they can offer.

Earlybird Discount Deadline: Monday 1st December 2025

Final deadline: Wednesday 17th December 2025

Deadline to submit special requests: Friday 3rd January 2025

Exhibitor Stand Plan Inspection Agency

ESS

Event Support Solutions (ESS) are the appointed partner responsible for inspecting all stand plans and ensuring all plans are submitted to the venue on time. ESS will also be onsite checking that stands are built according to the plans that have been submitted.

To submit your stand plans or get support from Event Support Solutions, please contact them directly: ICEplans@eventsupportsolutions.com

Merchandise

ServiFira is one of our official Merchandise suppliers.

They can provide a wide range of merchandise and, as they are an inhouse venue supplier, they can provide a streamlined delivery process.

Visit the SeriFira store to look at what they can offer.

Earlybird Discount Deadline: Monday 1st December 2025

Final deadline: Wednesday 17th December 2025

The Organiser will shortly announce more recommended suppliers.

Signage & Graphics

GES

GES is the official supplier for signage at ICE 2025, and specialise in taking the latest print and cut technology to make your ideas a reality.

They specialise in large format branding, including:

• Freestanding Signs (Reusable – Reboard)
• Hanging Banners (Rigging is not included in the price and should be booked separately with the Fira Rigging team)
• Pull Up Banners
• Branded Reboard Furniture (Reusable)
• Floor Graphics

Visit the GES webshop to look at what they can offer.

Earlybird discount deadline: Sunday 1st December 2024

Final deadline: Friday 29th December 2024

Security

ServiFira is the official provider for Security.

To order, please visit the ServiFira store.

Earlybird Discount Deadline: Monday 1st December 2025

Final deadline: Wednesday 17th December 2025

If an exhibitor wishes to hire the surveillance service or a security company other than that of Fira de Barcelona, they must provide the “Private surveillance in stands” form, duly completed, to the Division of Safety and Mobility at least 48 hours in advance. This form contains the regulations and conditions for the provision of this service.

Contractor Passes

ICE- 2025 Contractor Zone

Contractor registration is now LIVE! Please register for your pass via this link: ICE Barcelona 2025 Registration

When the show is open access to the exhibition halls will only be permitted with an exhibitor or visitor badge.

Lifting & Logistics

Kuehne + Nagel have been appointed as the official & sole logistics provider for ICE 2025 which includes freight forwarding, lifting and storage. They will be the only party authorized to operate forklits and other lifting machinery within FIRA Barcelona venue. In addition to these onsite services, K+N can also offer;

-Sustainable international transport options to/from the exhibition
Customs clearance services
Forklift services
Material handling equipment rental
Empty or full goods storage

To place an order, visit myFairLOG.

To contact K+N, please email: clarion.events@kuehne-nagel.com

Alternaitvely you can phone them on +44 (0) 121 312 2357

Final deadline: Monday 16th December 2024

Piped Services (Water and Compressed Air)

ServiFira is the official provider for piped services, such as Waster and Compressed Air.

To order, please visit the ServiFira store.

Earlybird Discount Deadline: Monday 1st December 2025

Final deadline: Wednesday 17th December 2025

Rigging

Please be aware that to rig any branded elements above your stand, you must have paid for this sponsorship opportunity right through the Organiser.

If you are unsure whether this right has been granted or would like to purchase the right to do so, please reach to ICE Customer Success.

ServiFira is the official provider for Rigging.

To order, please visit the ServiFira store.

Rigging deadline Monday 1st December 2025 Please note there are specific regulations regarding Rigging. You must read our regulations regarding Rigging as a matter of importance.

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