We have done our utmost to answer all of your questions in this exhibitor manual. If you still have any (specific) questions after reading it, please contact our Operations Manager Michel Oud at: or +31 (0)624 34 85 81 (by phone only during office hours, or during construction and dismantling and opening hours of the exhibition).

Catalogue and Promotion


As part of your participation in Material Xperience, your company will be listed in the Visitors’ Catalogue (5,000 copies) and on the Material Xperience website. For your listing please send us the following information:



Are you planning to launch a new product at Material Xperience?

Let us know, so we can promote it for you in our newsletters and on social media!


Would you like to use our exhibitor promotional tools?

We have created a number of opportunities for you to promote your business and products to visitors. You can increase the success of your participation by publicizing your products and innovations in the Material Xperience Webspecial (newsletter, with 20,000 subscribers) or with an advertisement in the official visitors’ catalogue (5,000 copies).


Click here to order these extra promotional tools.

Access, Payment, and Badges


Construction badges

During building and deconstruction days, all personnel need a construction badge. These badges can be picked up during construction days (see timetable) at the organisation office (see floor plan) and need to be ordered in advance. PLEASE NOTE: the construction badges will only be distributed when your invoice has been settled.


Stand Crew Badges

During the trade show, each of your stand crew will need an entry badge. These badges are personal and explicitly not to be used for guests. For guests, you can use the invitation cards! You can order the stand crew badges here for free. PLEASE NOTE: the stand crew badges can be picked up at the organisation office after completing your stand construction details (see chapter “Stand presentation”).

Location, Route, and Parking


Material Xperience doors are open from 13 until 15 March 2018. – The Trade Show is located in Hall 1 of Ahoy Rotterdam, Ahoyweg 10, 3084 BA, Rotterdam, The Netherlands.


Exhibitor Parking spaces

There is a limited number of exhibitor parking spaces available in P1. You can pre-order three-day parking cards for exhibitor parking spaces here.


PLEASE NOTE: You will receive these parking cards via email.

Please make sure you ALWAYS use your parking cards to enter P1. If you don’t, you have to buy a separate exit ticket to exit!



Other Parking options

It is also possible to park in P4. Ahoy charges € 13 per car, per day.


Parking during construction and dismantling

You can park for free in P4, during construction and dismantling times (see timetable below).


Exhibitors’ Drink


On Tuesday 13 March between 18:30 and 19:30, there is an Exhibitors’ Drink in the Exhibitors’ Lounge. All exhibitors and event partners are cordially invited. While enjoying a drink and a bite to eat, we will share the participation possibilities for Material Xperience 2019 and will also present the Exhibitors’ Awards.


Exhibitors’ Awards

We award the exhibitor with the most effective marketing campaign (most pre-registered visitors received before 13 March at 10:30am) a Materia media kit to the value of € 3,500. The exhibitor with the most original marketing campaign will be awarded a Materia media kit to the value of € 1,750. To register your campaign, click here.

Evening opening


Material Xperience opens its doors on Wednesday 14 March until 20:30. Between 17:30 and 19:00, we will serve an exclusive 3 course exhibitors’ buffet in the Exhibitors’ Lounge. For a small fee, you can pre-order dinner coupons for your stand crew. Dinner coupons cannot be paid for using the catering card. PLEASE NOTE: the dinner coupons can be collected from the organisation office after delivery of the stand (see chapter “Stand presentation”).


If you have you ordered a plus package (check it here) – the exhibitors’ buffet is included for your stand crew. The amount of dinner coupons depends on the type of stand that you have chosen (check the amount of dinner coupons you have here).



Be sure to book your accommodation in time and use this link to see which hotels are available near Ahoy Rotterdam.



During Material Xperience, free Wi-Fi is available in Hall 1. No rights may be derived from this service. The quality of the signal is completely dependent on the number of users and is not suitable for professional use. If you need a stable Internet connection during your trade show participation, we advise you to order a Wi-Fi voucher here to access the professional Wi-Fi network.


Have you ordered a plus package (check it here)? Then the Wi-Fi voucher is included.



On the opening day (Tuesday 13 March), a professional Materia photographer will capture the event. These photos (Material Xperience branded) will be available at no charge, after the event.


Would you like to make use of our professional photographer during Material Xperience, perhaps to take promotional photos of your stand and team? Contact the photographer here and find out the possibilities.

Exhibitors’ and VIP Lounge, Prepaid Catering Card


Exhibitors’ and VIP Lounge

The Exhibitors’ Lounge is located away from the Trade Show on the first floor (check out the floor plan). This lounge is exclusively accessible to exhibitors. You can enjoy your lunch, or a drink here, and also organise meetings with your customers and associates.


The VIP Lounge can be found in the middle of the trade show hall and is accessible only to exhibitors with connecting stands.


Prepaid catering card

Your stand crew will receive a prepaid catering card with a balance of € 100. With this catering card, they can buy food and drinks in the Exhibitors’ Lounge. PLEASE NOTE: the prepaid catering cards can be collected from the organisation office after completing your stand construction (see chapter “Stand presentation”). Someone will need to sign to receive these cards.


If you spend more than the amount credited on your prepaid card. The difference will be charged by Ahoy after the trade show. Any remaining balance is non-refundable.


Dinner coupons for the exhibitors’ buffet (Wednesday 14 March) cannot be paid for with the catering card.


The amount of prepaid catering cards that you will receive depends on which type of stand you have chosen (check here) to see the amount of prepaid catering cards that are available to you).




The huge success enjoyed by Material Xperience comes from the “Curated Trade show” format. Exhibitors are an integral part of the overall concept, where the experience, information and inspiration takes centre stage. Materia offers you this powerful and effective platform, where a few basic principles apply. These guidelines have proven to be invaluable to our exhibitors over the past 12 years, and we work with you to create an effective stand presentation.


Our basic principles

PRINCIPLE 1. Your materials take centre stage: Visitors want to experience your materials with all of their senses. Logos and pay-offs are therefore secondary to your presentation: your materials take centre stage in your stand.


PRINCIPLE 2. Your stand has an open character: Visitors want to go on a voyage of discovery across the trade show floor, and quickly and easily come into contact with exhibitors. The more open your stand is, the more visitors you will attract. And the more visitors, the more leads.


PRINCIPLE 3. Your stand looks fantastic: No target group is more critical than architects and designers. When your stand presentation looks great, this creates a sense of trust with your target audience and increases your chances for new projects. The contrary is also true; almost no architect will be drawn to a stand that looks uninspiring, unmanned or sloppy. Using banners, or standard furniture, etc., is therefore not allowed.


PRINCIPLE 4. The visitor takes centre stage: You can draw the attention of visitors by presenting new materials and make sure each visitor feels welcome.  It is recommended to prohibit your crew from using smartphones while on your stand (with the exception of scanning leads). Make sure your stand crew looks well-groomed and is always polite, and preferably do not place sitting furniture on your own stand (this will encourage an unwanted passive stance from your stand crew).


Our stands

Cubical 1/8 Cubical 1/4 Cubical 1/2 Cubical 1/1
·  4,5 m2

·  Light grey felt carpet

·  Presentation cube 1×1 m

·  1x Logo sign A3

·  Evenly lit

·  Max. 1 person stand crew

·  9 m2 (ca. 3×3 m)

·  Light grey felt carpet

·  Pergola stand, black

·  Max. 1 back wall

·  1x Logo sign, ca. 50×70 cm

·  Evenly lit

·  Max. 2 people stand crew

·  18 m2 (ca. 3×6 m)

·  Light grey felt carpet

·  Pergola stand, black

·  Max. 2 back walls

·  2x Logo signs, ca. 50×70 cm

·  Evenly lit

·  Max. 4 people stand crew

·  36 m2 (ca. 6x6m)

·  Light grey felt carpet

·  Pergola stand, black

·  Max. 4 back walls

·  4x Logo signs, ca. 50×70 cm

·  Evenly lit

·  Max. 4 people stand crew

download guidelines download guidelines download guidelines download guidelines


Order extra power sockets, light points, furniture (desks and stools), etc., in our webshop.



Submitting your Stand Design

We would like to help you make the most of your participation at Material Xperience. We therefore ask you to send us your stand design that meets the above mentioned 4 basic principles. To make it easier for you, you can download the design guidelines above. If you follow these rules, it is very likely that your design will meet the Material Xperience requirements.


Each stand design will be judged by us, so we advise you to wait for our approval, before you proceed with the production of your stand. Upload your stand design here (Deadline 15-01-2018).


Advice sessions from the Materia office

Our design team can help you design the most effective stand presentation. Do you need the help of one of our designers? Join one of the four advice sessions held in December and January at our office in Naarden, the Netherlands. Click here to sign up.


Delivery of your Stand at the Trade Show

Your stand will also be checked after it has been built on the construction day (Monday 12 March). Our team, together with you and/or your stand builder will make sure that it is the same as the approved design and built to a high quality. After delivery of your stand, you can collect all the required necessities for your stand crew (catering cards, parking cards, badges, etc.) from the organisation office on Monday 13 March or Tuesday morning 14 March.

Prints (back wall)


Would you like to have your own visual on the back wall of your stand? We can help you! Click here for more information.


Order your own printed back wall(s) via our webshop.

Attracting Visitors and Scanning leads


Attracting Visitors

The success of the trade show is partially dependant on the efforts of exhibitors to draw in visitors. Each exhibitor therefore receives a unique registration link and printed invitation cards to invite customers, partners and contacts.


To support your visitor recruitment efforts, we provide campaign material and digital banners. You can download them here. Don’t forget to promote Material Xperience via social media. #MX2018 #materialxperience


Do you need inspiration for your visitors’ campaign? Watch our webinar with tips & tricks for exhibitors.


Scanning Leads

Visitors’ registration will be handled through the visitors’ registration system Invitado. Upon arrival, visitors will receive a personal badge containing a barcode. Would you like to use a lead scanner to scan your stand visitors? Order the Leadscan app here.


Have you ordered a plus package (check it here)? Then the Leadscan app is included.





07:00-23:00      Monday 12 March 2018


Opening hours – Trade Show


10:30-18:30      Tuesday 13 March 2018 (exhibitors’ reception 18:30-19:30)


10:30-20:30      Wednesday 14 March 2018 (evening opening)


10:30-17:30      Thursday 15 March 2018




17:30-23:00      Thursday 15 March 2018


08:00-13:00     Friday  16 March 2018


Your stand crew has access to the trade show on all show days, 1 hour before opening and 1 hour after closing.



The success of your participation is influenced by the positive experience of your visitor. Our philosophy is: at Material Xperience, you step into a different, inspiring world. To create the ideal visitor experience, we have put together a few guidelines. Your stand crew pays show give full attention to each visitor; it’s all about them. Your stand and carpet should always be kept clean and tidy (with no waste lying around), so that all the focus goes to your beautiful materials. During the time your crew needs to eat or check their email, your crew can make use of the designated catering areas and Exhibitors’ Lounge. Your stand should remain staffed at all times during opening hours. To show respect and ensure maximum hospitality to all visitors, the construction of the stands must be complete before the trade show opening, and the deconstruction of the stand starts only after the trade show is closed.

Storage and Logistics


Do you need logistical support during the construction and deconstruction of your stand, or do you have storage requirements for your trade show materials? Then read this document for more information or contact Michel Oud.


Would you like to rent a locker or desk during the trade show? You can order these in our webshop.


Have you ordered a plus package (check it here)? Then a locker for your stand crew is included. The amount of lockers that you will receive depends on the type of stand you have chosen (check here) to determine how many lockers you will receive).



To optimise your presence at the trade show, you can order different products and services via our webshop. The deadline to order these extra items is 15-02-2018.


The costs of any additional ordered extras will be charged in the week after 15 February. This full invoice must be settled before the opening of the trade show.

Terms and Conditions


General Terms & Conditions of Material Xperience are available here.