Intro
The huge success enjoyed by MaterialDistrict Utrecht 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. MaterialDistrict 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 15 editions, 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).

TABLETOP SINGLE ( 1 x 1 m)

The package includes a 1 x 1 m presentation cube including your company name with 1 person crew (including all-inclusive catering), gray carpet tiles and an editorial in the official exhibition catalog (1/2 page) and on the official exhibition website. Including 50 day tickets for relations worth € 1,250

download presentation guidelines

TABLETOP DOUBLE ( 1 x 2 m)
The package includes a 1 x 2 m presentation cube including your company name with a 2-person crew (including all-inclusive catering), gray carpet tiles and an editorial in the official exhibition catalog (1/2 page) and on the official exhibition website. Also the possibility for a back wall of approx. 2 x 3 m that can be printed at additional costs. Including 50 day tickets for relations worth € 1,250

download presentation guidelines

STAND SINGLE ( 3 x 3 m)
The package includes a black steel pergola construction including your company name, 3 x 3 m floor space and 3 x 3 m wall space, 3-person stand crew (including all-inclusive catering), gray carpet tiles and an editorial in the official exhibition catalog (1/2 page) and on the official exhibition website. Including 100 day tickets for relations worth € 2,500

download presentation guidelines

STAND DOUBLE ( 3 x 6 m)
The package includes a black steel pergola construction including your company name, 3 x 6 m floor space and 3 x 6 m wall space, 4 person booth crew (including all-inclusive catering), gray carpet tiles and a 1/1 page editorial in the official exhibition catalog and an editorial on the official exhibition website. Including 200 day tickets for relations worth € 5,000

download presentation guidelines

INNOVATION HOTSPOT ( 3 x 3 m)
The package includes 3 x 3 m floor space, 2 persons stand crew (including all-inclusive catering), gray carpet tiles and an editorial in the official exhibition catalog (1/2 page) and on the official exhibition website. Including 50 day tickets for relations worth € 1,250

download presentation guidelines

You can order electricity (220 V), light spots, printed back walls, etc. via our webshop.

Deadline Monday 20 February 2023

Submitting your stand design
We would like to help you make the most of your participation at MaterialDistrict Utrecht. 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 MaterialDistrict Utrecht 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 Monday 6 February 2023

To optimise your presence at the event, you can order different products and services via our webshop in the Exhibitors Portal.

Extras ordered in the exhibitor webshop will be invoiced 7 days after the event, a payment term of 30 days applies.

Deadline for webshop orders: Monday 20 February 2023

Would you like to have your own visual back wall on your stand? We can help you! Order your own printed back wall(s) via our webshop in the Exhibitors Portal.

Deadline Monday 6 February 2023

During MaterialDistrict Utrecht, free Wi-Fi is available. 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 or wired internet connection via our webshop for access to the professional (WiFi) network.

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

Construction badges
The construction day is on Tuesday 7 March. You need a completed construction and dismantling card to unload or have your stand materials unloaded (you will find this from next week in the exhibitors’ portal under the button “Downloads”). On arrival you must first report to the parking attendant on site, they will give you further instructions.

Exhibitors with a Stand Single and a Stand Double can start construction from 8:00 – 19:00 h. We advise you to start as early as possible, especially if you have to bring large stand materials to your stand. The aisles are narrow and winding, so the earlier you get there, the fewer obstacles to be aware of.

Exhibitors with a TableTop or an Innovation Hotspot can set up from 14:00 – 19:00 h. Only in the afternoon, so that there is a smaller chance that your presentation will be damaged or in the way when the larger exhibitors bring in their stand materials.

Make sure you know your stand number and the most recent floor plan with your stand location in your possession.

PLEASE NOTE: the construction badges will only be distributed when your invoice has been settled.

Stand Crew Badges
It is possible to register badges for your stand staff via the exhibitor portal until 27 February 2023 at 5:00 PM at the latest. In the following week, they will receive an e-ticket by email that they can exchange for an exhibitor badge at the ticket desk on exhibition days. This badge is valid on all exhibition days.

Deadline Monday 27 February 2023 5:00 PM

During MaterialDistrict Utrecht, the exhibitor drink will be held on Wednesday 8 March in the exhibitors lounge from 18:00 to 19:00h. All exhibitors and event partners are welcome.

Catering for your stand crew is included in your participation. They have access to the self-service exhibitor lounge where unlimited drinks, fruit and small sweet and savory snacks (fair use policy) are available from 1 hour before opening time. In addition, they receive a voucher to order a delicious sandwich and a super luxurious coffee on the exhibition floor at one of the catering points every day. You will find the vouchers and access wristbands for the lounge in your welcome folder.

Depending on the stand type, catering is included for the following number of people:

• TableTop Single : 1 person
• TableTop Double : 2 persons
• Stand Single : 3 persons
• Stand Double : 4 persons
• Innovation Hotspot : 2 persons

Additional access wristbands can be ordered in the webshop. Deadline Monday 20 February 2023

MaterialDistrict Utrecht is held in 2023 from 8-10 March in Werkspoorkathedraal, Tractieweg 41, 3534 AP Utrecht, The Netherlands.

Exhibitor parking spaces
Have you ordered a Plus Package or ordered via the exhibitors’ portal individual parking passes? These can be downloaded from 27 February 2023 via the exhibitor portal (you can find them under the button “Downloads”). Parking passes are valid in all parking areas on exhibition days and are checked by the parking attendants on arrival.

Parking is free on construction day.

Other parking options
Parking is also possible without a preordered ticket. However, we cannot guarantee that there are sufficient parking spaces.

Parking during construction and dismantling
We use a loading and unloading scheme for trucks and vans with a maximum duration of 1 hour during construction and deconstruction times. This is to guarantee good access for everyone and to prevent heavy traffic.

• Route to Werkspoorkathedraal
• Floor plan MaterialDistrict Utrecht

Be sure to book your accommodation in time and use this link to see which hotels are available near Werkspoorkathedraal, Utrecht.

Construction
Construction day is on Tuesday 7 March 2023. You need a completed construction and dismantling card to unload or have your stand materials unloaded (you will find this from next week in the exhibitors’ portal under the button “Downloads”). On arrival you must first report to the parking attendant on site, they will give you further instructions.

Exhibitors with a Stand Single and a Stand Double can start construction from 8:00 – 19:00 h. We advise you to start as early as possible, especially if you have to bring large stand materials to your stand. The aisles are narrow and winding, so the earlier you get there, the fewer obstacles to be aware of.

Exhibitors with a TableTop or an Innovation Hotspot can set up from 14:00 – 19:00 h. Only in the afternoon, so that there is a smaller chance that your presentation will be damaged or in the way when the larger exhibitors bring in their stand materials.

Make sure you know your stand number and the most recent floor plan with your stand location in your possession.

Deconstruction
Deconstruction is on Friday 10 March 2023 from 17:30 until 21:30 h. You need a completed construction and deconstruction card if you come with large vehicles (from size box truck) to pick up your belongings (you will find this from next week in the exhibitors’ portal under the button “Downloads”). On arrival you must first report to the parking attendant on site, they will give you further instructions. Vehicles will not be admitted before 17:30 h.

If everything fits in your car/van, come early on deconstruction day and park your car in the adjacent parking lot. Then you can walk to your car with all your stuff under your arm.

Construction: Tuesday 7 March 2023 from 8:00 – 19:00 h
Stand Single and Stand Double (8:00 – 19:00 h)
TableTop of Innovation Hotspot (14:00 – 19:00 h)
Deconstruction: Friday 10 March 2023 from 17:30 – 21:30 h

Opening hours:
Wednesday 8 March 2023 van 10:00 – 18:00 h
Thursday 9 March 2023 van 10:00 – 18:00 h
Friday 10 March 2023 van 10:00 – 17:00 h

Your stand crew has access to the venue 1 hour before opening time and 1 hour after closing time on all exhibition days.

Trucks, vans and cars are not allowed into the hall. It is not allowed to deliver stand materials with your own forklifts/cage monkeys etc. to the stand.

For the collection of stand materials at your stand, please contact:

CEVA Showfreight Domestic team
events.nl@cevalogistics.com
088-0283100

PLEASE NOTE: the aisles are 2.85 m wide and are not in a straight line. Our advice is to take this into account by not packing stand materials too large so that they can be easily maneuvered across the exhibition floor.

Lastly, we cannot accept shipments for you on location. If you have something delivered, make sure you have someone on site to receive it. We do not have pallet trucks, etc. available. Unfortunately, it is not possible to have pallets and packaging material stored before, during, and after the exhibition days.

Lockers
Have you ordered a plus package (check it here)? Then a locker for your stand crew is included. You will find the key for your locker in your welcome folder. You will find the lockers in the exhibitor lounge.

Attracting Visitors
The success of the show is partly determined by the efforts of the exhibitors to attract visitors. Each exhibitor will therefore receive a unique registration link and printed invitation cards with which relations can purchase tickets with a 100% discount.

To support your visitor recruitment efforts, we provide campaign material and digital banners. You can download them here (when they are available). Don’t forget to promote MaterialDistrict via social media. #MDU20223#MaterialDistrictUtrecht

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

Leadscanning
Did you order a Plus Package or order via the exhibitors’ portal licenses for the lead scanner app? Then you will receive the details of your Intercambio leadscan account a week before the event.

To prepare, you can already read the manual here (link will follow) and install the leadscan app on your stand crew’s phones. Note: a license can only be used on 1 device at a time. It is possible to purchase additional licenses for €35 via the exhibitor portal until Monday 20 February 2023, 17:00 at the latest. After that, they can only be ordered via the Intercambio portal and the costs are € 75 per extra license.

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

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

• Company details (upload it here)
• Product photo + text (in English) (upload it here)

Deadline Monday 30 January 2023

Are you planning to launch a new product at MaterialDistrict Utrecht?
Let us know, so that we can discuss with you how we can draw extra attention to your product via our online channels.

Would you like to use our exhibitor promotional tools?
You can increase the success of your participation by publishing your products and innovations in the MaterialDistrict Utrecht Novelty Newsletter (100,000 subscribers) or with an advertisement in the official visitors’ catalogue (5,000 copies).

Click here to order these extra promotional tools, or contact us.

Deadline Monday 20 February 2023

If your material is innovative in the field of circularity, energy transition or wellbeing, we would be happy to include your material in our materials collection, which travels to leading architectural events at home and abroad. We make the sample panel (including a label with your data) and take care of the transport and the construction and deconstruction of the exhibition(s), so you don’t have to worry about it!

Will your material be included in the MaterialDistrict Utrecht 2023 materials exhibition? One of our colleagues will contact you about what you need to provide.

Deadline Monday 6 February, 2023

The success of your participation is influenced by the positive experience of your visitor. Our philosophy is: at MaterialDistrict Utrecht, you step into a different, inspiring world. To create the ideal visitor experience, we have put together a few guidelines.

• Your stand crew pays 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.

We expect to be able to organize the event in March 2023 without specific COVID-19 measures. If this is not the case, you will hear from us in good time. We will of course stick to the current measures from the government and the RIVM at all times.

General Terms & Conditions of MaterialDistrict are available here.