IFEMA Madrid Exhibitor Guide: Documents, Orders and Access

This IFEMA Madrid exhibitor guide helps you collect the documents, decisions and service orders needed for a fairground project. Start with the correct event edition, allocated plot, participation contract and exhibitor manual. Confirm the requirements for your event before using another fair’s prices, dimensions or deadlines.

For a stand supplier comparison, use the IFEMA stand builder checklist. For a particular edition, follow the organiser’s current documents; our FITUR 2027 planning guide is a separate event-specific resource.

Confirm the event, venue and edition

Use the official IFEMA event calendar to find the event, then open its own participation and exhibitor information. Record the organiser, show dates, professional and public access arrangements where relevant, and the precise venue. A shared brand or calendar listing does not establish identical exhibiting conditions.

The fairgrounds and Palacio Municipal are different locations. IFEMA’s official travel page lists the fairgrounds at Avenida del Partenón, 5 and Palacio Municipal at Avenida Capital de España, 7. Check current access notices and the event’s entrance information before arranging travel or deliveries.

A visitor journey and a contractor delivery are separate plans. The transport team needs the permitted receiving location, booking process, handling arrangements and access period. Do not send a vehicle to a visitor entrance on the assumption that unloading is allowed there.

Create an event document register

Document	What to check	Record to keep
Participation agreement	Booked space, package, charges, payments and responsibilities	Accepted scope and current organiser contact
Allocated plot	Hall, dimensions, open sides, neighbouring plots and service information	Current plan and any unresolved survey questions
Exhibitor manual	Event-specific construction, operations, orders and deadlines	Edition, revision and relevant dates
Applicable general and technical rules	Requirements for the venue, organising arrangement and proposed work	Documents supplied to the contractor and specialists
Service orders	Scope, quantities, connection details, timing and payment status	Order confirmations and responsible person
Design and technical submissions	Required documents, submission route, review and conditions	Submitted revision, replies and outstanding actions
Access and return plan	Deliveries, installation, support, dismantling and removal	Bookings, contacts and return responsibilities

IFEMA’s participation regulations page separates fairground rules, externally organised events, Palacio Municipal documents, rigging and other technical requirements. Its technical support page directs exhibitors to the specific rules in each fair’s exhibitor guide. Identify which documents apply rather than combining limits from different venues.

Turn the brief into a workable layout

Define what visitors and staff need to do. List product dimensions and operating needs, demonstrations, meetings, presentation content, storage, staffing and access requirements. A decorative idea is easier to assess when the activity it supports is clear.

Ask the design team to review circulation, viewing positions, queues, staff access and equipment together. A corner or island plot changes the available approach directions; it does not guarantee more relevant visitors. Review the actual hall and neighbouring context.

Identify features requiring specialist or organiser review early. These may include structural elements, raised levels, suspended items, electrical work, particular materials or demonstrations. Have the responsible team establish the actual requirements and approval route. Do not infer permission from a similar stand photographed at a previous show.

Keep event charges and the stand quotation separate

Use the participation agreement and current service catalogue for organiser charges. Read what a booked package includes before buying additional items. Confirm the basis, quantity, taxes, payment dates and conditions for each charge.

Ask the builder to itemise design, technical work, construction or rental, graphics, equipment, packing, transport, handling, installation, support, dismantling and return arrangements. Identify venue services that the exhibitor must order directly, even where the contractor helps coordinate them.

A published tariff for one fair is an example for that edition and scope. It is not a venue-wide stand budget. Likewise, a stand construction quote does not automatically include space, insurance, connectivity, staffing or storage. Resolve overlaps and omissions before comparing totals.

Assign owners to deadlines

Collect official dates for submissions, service orders, exhibitor information, passes, access and removal. Work backwards with the supplier to set decisions for design, artwork, equipment, production and packing.

Record who prepares, approves, submits and follows up each item. Keep a response or order confirmation with the task. A completed design presentation does not demonstrate that a technical submission has been accepted or a service has been ordered.

Ask about any late-order conditions in the current documents. If a date has passed or two instructions conflict, obtain clarification from the organiser before promising a solution. Do not assume a previous deadline or discount still applies.

Prepare opening and return checks

Agree handover checks for the contracted stand and assign competent specialists to their technical responsibilities. Record defects, incomplete work, restrictions and the person responsible for resolution. Brief staff on the actual support arrangements and emergency instructions.

Check the visitor activities as well: content works, products can be explained or demonstrated as intended, meeting areas are usable and follow-up responsibilities are clear. Keep operating issues separate from technical acceptance.

For dismantling, confirm permitted times, handling, waste responsibilities, packing, return transport and storage. Record inventory and condition after the event. A reuse plan needs suitable components, repair decisions and compatibility with the next event; a modular label alone does not prove lower environmental impact.

Frequently asked questions

Does every IFEMA event use the same height limits and dates?

No. Review the applicable general rules, specific event manual, allocated space and organiser responses. Confirm the requirements before releasing the design or booking work.

Can I use an external stand builder?

Check the organiser’s conditions for your booked format and proposed work. Establish the required submissions, contractor documents, access and service responsibilities before appointing a supplier.

Where should I check prices?

Use the current participation contract and service catalogue for event charges, and a dated supplier quotation for the stand. Compare the same deliverables, taxes and exclusions.

What information should I send for a proposal?

Send Adam Expo Stand the event manual, plot, activities, equipment, budget scope and dates. Ask for availability, a written service scope, named responsibilities and a feasible decision schedule.